University of the Philippines Diliman

School of Library and Information Studies

LIS 55 WFR3: Collection Development

Acquisition in Action: A Reflection Paper

A librarian’s task in collection development goes beyond dreaming. Planning, in its formal
sense, is meaningless without obtaining what has been dreamed and decided. For a librarian to better
visualize his or her collection, moving forward is the next step. Bringing emphasis to the next step,
acquisition in collection development follows after identifying information needs that are “wanted and
demanded” and selecting appropriate materials before acquiring them for many possible ways.
Although selection is highly regarded as the heart of the collection development process, acquisition
connects itself as its blood which, in biological term, acts as the primary material being acquired by
the heart and then pumps it to the human vessels for seconds. Similarly, a librarian must secure
materials as quick, accurate, and low-priced as possible, an action-packed librarianship stunt in the
making.

No one has achieved this stunt so long before Mrs. Teresita Calub, the head librarian of
acquisitions section of the UP Main Library. For more than 10 years, no one can doubt Ma’am Tess’s
expertise in handling hundreds of titles in the Main Library and monitoring millions of titles among
college and unit libraries inside the campus. She appears strict and well-composed but her
softhearted interest to share us something about a complex task despite her old age is what I admire
the most from her. The moment the lecture started, we are fortunate to know more about acquisition
and ask her about the current pressing concerns in the process such as getting library funds amidst
free tuition in UPD, approaching expiration of Philippine eLib databases and its possible renewal, and
recurring mismanagement practices, among others. We highly appreciate the discussion after her
kind responses brought by “Resilient Rhea” and “Caring Chloie’s” inquisitive stance to clarify some
important matters.

The discussion on acquisition, particularly in UP Main Library, orients us towards its sections
and functions, funds, procedures, legal basis, mode of procurement, and different offices. Their
function as a team of librarians and accountants is centered on facilitating the library fund and
materials for us. As a head librarian, Ma’am Tess also assures that the acquisition in the UP Main
Library is in good terms with other library units, book publishers, and book dealers. By establishing
good working relationship with them, the whole team efficiently manages every work procedure,
whether by means of purchasing, accepting gifts and exchanges, or resource sharing.

Although donations exist, the acquisition section will not survive without funds. Gladly, the UP
Main Library has something to compensate. Colleges, schools, and institutes inside the campus were
mandated before to collect library fees, especially among the students, for Php1,100. Now that
majority of UP students are covered by the free tuition law, collection of library fees applies only to
book fines, payment for lost books, and library services. Ma’am Tess shared to us that the fund
provided to them this academic year has been insufficient which causes delays in acquiring new
resources for their collections. The insufficient fund also explains why our University Library is having
a hard time to renew subscriptions to a few affected databases of Philippine eLib such as Gale,
ProQuest, and SpringerLink, given that the library fund primarily relies now to the allocated budget
from CHED.

Furthermore, Ma’am Tess will not fully acquire materials and manage work procedures in
library acquisition without a law. The RA 9184 or Government Procurement Reform Act guides the
whole team to acknowledge legal practices in obtaining materials. Because the UP Main Library (and
the whole UP system) is being supported by the government, their task in acquisition is more intense
than those in private or special libraries, such that many procedures must be followed and staffs must
be careful with their actions for they are closely monitored and can be penalized by the law. I can
imagine how tiring it is for them before finally acquiring materials when they have to start from
selecting titles, submitting purchase requests, preparing budget and obligations, public bidding (the
safest mode of procurement, splitting of contract is the worst), delivering, verifying, and assigning
accession numbers, to disbursing fund, to which all are estimated to be processed for a minimum of
two months or a year as its maximum.

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 University of the Philippines Diliman
School of Library and Information Studies
LIS 55 WFR3: Collection Development
See how acquisition is overloaded with action. It is a task that brings climax to the collection
development process and Ma’am Tess is the rarest among them all who do the rarest stunts. I am
hoping for her that the government must have allocated enough library fund for acquiring materials
and renewing subscriptions as early as possible before her resignation. I am also looking forward for
improvements of the law governing acquisitions in order to aid with better and easier work
procedures.

This work is licensed under a Creative Commons Attribution-Non-Commercial-No-Derivatives 4.0 International

License. Using this work for profit and changing the work in any way without proper attribution are highly prohibited.