CHAPTER 1:

INTRODUCTION

1
1.0 INTRODUCTION

Faculty of Information Management, Universiti Teknologi Mara (UiTM) has enlisted

the subject Industrial Training (IMC 690) in its course outline which will provide pre-

professional work experience to all the students taking the subject. The subject requires

the students to undergo the training at selected organization and the industrial training

period is five months. Students are required to choose any organization for their

industrial training placement whether it is paid or unpaid. During the industrial training,

students are encouraged to contribute to the organization by joining activities and carry

out the responsibilities given to them professionally. Industrial training is relevant since

the students are able to show their skills and prepare for the real working environment

in the near future.

1.0.1 Objectives of the Industrial Training

The objectives of the industrial training are:

 To provide pre-professional work experience with specific assignments and

responsibilities.

 To encourage a personal career interests, serving as a bridge between university

and the world of work.

 To help students improve their marketability after graduation.

 To boost students to apply the skills and knowledge gained from the university

to benefit the organizations.

 To adapt managerial and technical skills in a library and information

environment.

2
1.1 BACKGROUND OF UNIVERSITI SULTAN ZAINAL ABIDIN (UniSZA)

Figure 1.1

Logo of Universiti Sultan Zainal Abidin (UniSZA)

A Government's decision to establish Universiti Sultan Zainal Abidin which is formerly

known as Kolej Ugama Sultan Zainal Abidin (KUSZA) and Universiti Darul Iman

Malaysia (UDM) became a milestone in the development of national higher learning

institutions and has delighted Malaysian society, particularly people of Terengganu. It

begins with the announcement from the fifth Prime Minister of Malaysia, Dato 'Seri

Abdullah Haji Ahmad Badawi on March 26, 2005 followed by the appointment of Dato'

Professor Dr. Elias Daud as the first Vice Chancellor on January 1, 2006, the university

set off with the motto "Knowledge for the Benefit of Humanity". It is the first university

to be based on the “cluster” concept. It has three campuses which are Gong Badak

Campus, Medical Campus, and also Besut Campus.

Figure 1.2

Entrance to UniSZA
3
1.2 UNIVERSITI SULTAN ZAINAL ABIDIN (UniSZA) LIBRARY

The Library of Kolej Ugama Sultan Zainal Abidin (KUSZA) was established in 1980

when the first batch of students officially enrolled at the temporary campus in Sekolah

Menengah Agama (ATAS) Sultan Zainal Abidin at Batu Buruk, Kuala Terengganu. The

establishment of the library was in accordance with the provisions in the Kolej Ugama

Sultan Zainal Abidin enactment (Enactment No. 3 1981) which was approved by the

State Legislative Assembly on the 22nd of August 1981. In 1981, KUSZA and the

library was transferred to it temporary campus at Jalan Hiliran, Kuala Terengganu

before moving to its permanent campus in Gong Badak at the end of December 1982.

Prior to that, on 17th of March 1981 the foundation stone of the permanent

campus covering the physical land area of about 144 hectares was laid by the late Sultan

Mahmud Al-Mukhtafi Billah Shah. The first librarian of the Perpustakaan Al-Mukhtar

has reported to work in 1982. During the initial stage (at the temporary campus), the

library was housed in a small room of a shop house in Pulau Kambing in which all

library materials were meant for form three to form six student of Islamic studies.

Students were selected from all over the state and received full sponsorship from the

state government.

In 1984, the library has moved into the permanent Gong Badak campus and was

placed at a ground floor of a three storey building. The construction of the current

library building, known as Perpustakaan Al-Mukhtar was completed in the middle of

1987. During that period the library management consists of five divisions which were

Procurement Division, Reference & Reader Services Division, Cataloguing Division,

Circulation Division, and Serials (Periodicals) Division.

4
 Library of Universiti Darul Iman Malaysia (UDM) began in 2006, the year the

university was established. The Library, which was formerly known as Perpustakaan

Al-Mukhtar of Kolej Ugama Sultan Zainal Abidin (KUSZA) was officially inducted

into UniSZA in 2007.

Figure 1.3

Old library building

Figure 1.4

Entrance of the old library building

In 2007, the management of UniSZA Library has been restructured in line with

the growth of service needs and requirement, and addition of staff. The library

department has grown to five main divisions and fourteen units, which are:-

5
Library Development Planning Division

 Finance Unit

 Administration and Training Unit

 Quality and Audit Unit

Resource Management and Development Division

 Acquisition of Information Resource (Monographs & AV) Unit

 Acquisition of Information Resource (Gift & Exchange) Unit

 Acquisition of Information Resource (Serial & Database) Unit

 Indexing & Bibliography (Monographs) Unit

 Indexing & Bibliography (Electronic Materials & AV) Unit

 Indexing & Bibliography (Arabic Materials) Unit

 Conservation Management Unit

Information Technology Division

 Library System Management and Maintenance Unit

 Multimedia and Digital Resources Management Unit

With the approval from Yang di-Pertuan Agong, Sultan Mizan Zainal Abidin on

the 13th of April 2010, the Universiti Darul Iman Malaysia is now known as Universiti

Sultan Zainal Abidin effective on 14th of May 2010 after the government gazette of

Universiti Darul Iman Malaysia (Incorporation) (Amendment) Order 2010 came into

force on 13th of May 2010. The former Higher Education Minister, Datuk Seri

Mohamed Khaled Nordin said in the press statement that the change of name was made

after taking into account the historical background of the institution.

6
 On 15th of February 2013, the Prime Minister's Political Secretary Datuk Jailani

Ngah said that sixth Prime Minister Dato' Sri Najib Razak will announce that UniSZA

will become the third Islamic university in Malaysia. Accordingly, the library is known

as the Universiti Sultan Zainal Abidin Library.

Figure 1.5

Entrance of Gong Badak Campus Library

Medical Campus Library (previously known as Kota Campus Library) operated

in 2007 to provide services to the Faculty of Medicine and Health Sciences. Medical

Campus Library also offers information services and library services for all the Medical

Campus population. (For the time being, only Faculty of Medicine operated in the

Medical Campus after Faculty of Health Sciences moved to Gong Badak Campus).

7
 Figure 1.6

Entrance of Medical Campus Library

In conjunction with the operation of a new additional campus in Tembila Besut,

library also initiated its operation on that campus commencing on September 2013. This

branch will provide services for students, faculty members and all staff of the Besut

Campus.

Figure 1.7

Entrance of Besut Campus Library

8
1.2.1 Vision, Mission and Objectives

Vision

 To become an excellence technology-based academic resources center

Mission

 Providing information and latest facilities to support teaching, learning

and research development for academic excellent.

Objectives

 Become a reference and resource center for the university.

 Acquire and develop quality library collection in accordance with

academic and research requirements, at present and in the future, in any

form.

 Create a library management team of qualified, competent, committed

and sensitive to the mission and vision of the university and raise the

profile of libraries in public view.

 Provide latest, complete, and structured information services in

conducive environment.

 Become a partner in achieving academic glory.

 Provide services that meet the needs of all patrons from all walks of life,

not only to the university students and staffs but also to the general

public in need of information.

 Encourage event to promote awareness towards the value of information

and knowledge for campus life and community.

 Maximize the use of information technology in library management and

services.

9
1.2.2 Client Charter

UniSZA Library is committed to provide:

 Current and relevant resources of information to support University

vision and mission.

 Conducive environment to stimulate teaching, learning and research.

 Competent, efficient and friendly staff.

1.2.3 Library Operation Hour

Table 1.1

Library operation hour

Gong Badak Campus

Sunday – Wednesday 9.00 a.m. – 10.00 p.m.
Thursday 9.00 a.m. – 6.00 p.m.
Saturday 9.00 a.m. – 4.30 p.m.
Medical Campus
Sunday – Thursday 8.30 a.m. – 6.00 p.m.
Saturday 9.00 a.m. – 4.30 p.m.
Besut Campus
Sunday – Thursday 9.00 a.m. – 4.30 p.m.
Friday – Saturday Closed

1.2.4 Library Location

All three campuses are located separately and the trainee has chosen Gong

Badak Campus Library as her industrial training placement.

Table 1.2

Full address of each campus library

Gong Badak Universiti Sultan Zainal Abidin (UniSZA) Library, Gong

Campus Library Badak Campus, 21300 Kuala Nerus, Terengganu.
Besut Campus Universiti Sultan Zainal Abidin (UniSZA) Library, Besut
Library Campus, 22200 Besut, Terengganu.
Medical Campus Universiti Sultan Zainal Abidin (UniSZA) Library,
Library Medical Campus, 20400 Kuala Terengganu, Terengganu.

10
 Figure 1.8

Location of Gong Badak Campus

Figure 1.9

Location of Besut Campus

11
 Figure 1.10

Location of Medical Campus

1.2.5 Services

1.2.5.1 Loan

All registered users are eligible to borrow library materials from General

Collections, Arabic Collection, Laws Collection and Limited Collection.

Numbers of items that can be borrowed at one time will be governed by

the membership category. Users can also make referrals at the Journal

Collection and Multimedia Collection. Apart from that, users can use

facility provided in the computer lab. Users need to have a valid

membership card either student card or staff card whenever they need to

borrow library materials or to use certain library facility.

12
Late Returned Penalty Charges

Table 1.3

Late returned penalty charges

Type Of Material Duration Penalty Charges

Open Access 1 day late RM0.20 per day
Limited Access (Red Spot) 1 day late RM1.00 per day

 Non-working days will not be counted in the calculation of total

days of late returned.

 Users who have reached the maximum fine limit, and do not pay

their fines, will not be allowed to make a subsequent borrowing

or renewals of library materials.

Maximum Fine Limit

Table 1.4

Maximum fine limit according to user category

Account
Maximum
User Suspended Maximum
Fine Limit
Category Maximum Fine Limit
Per Book
Limit
Undergraduate
RM3.00 RM5.00 RM50.00
Student
Postgraduate
RM3.00 RM5.00 RM50.00
Student
Academician RM3.00 RM10.00 RM100.00
Professional RM3.00 RM10.00 RM100.00
Supporting
RM3.00 RM5.00 RM50.00
Staff

 The implication when users have exceeded the maximum fine

limit, their account will be suspended and they are not allowed to

borrow library materials.

13
Lost/Damages Penalty Charges

There are two options that users can choose once the library materials

that they borrowed being lost or damaged which are:

 Replacement of Materials

Users need to replace the material of the same title, author, edition,

number in set/set, or the latest edition.

 Penalty Payment

Make a compensation payment for the amount of one-fold from the

original purchased price as recorded by the library or the current

price with an additional RM10.00 as a processing fee.

1.2.5.2 Reservation

Books may be reserved even if they are not available for checkout.

Online reservation service can be made through WebOPAC. It must be

kept in mind that reservation can only be made for the material being

borrowed by other users and status circulated as stated in the library

system. Notice of reservation will be posted via email. Users can also

check the status of reservation through Patron Enquiry in InfoTrack

module or through the Library website. Besides, reservations can also be

made manually at the main counter. UniSZA Library will keep the

reserved materials at the main counter for 7 days after the material has

been returned and notice will be issued. After the duration, if the item is

not claimed, the items will be returned to the shelves.

14
 Table 1.5

Reserving rules and procedure

 Reservations of newspapers, magazines, periodicals or

government documents are not available through ILL.
 The library will hold reserved books and ILL reserved
Reserving
books for one week before they are returned to their
Rules
original library.
 If you no longer need a book that is on reserve, please
cancel the book reservation as soon as possible.
 Books that are needed but already circulated can be
reserved through Infotrack (ILMU) and also through
UniSZA WebOPAC (Online Patron Enquiry).
 Users wishing to borrow a book using ILL services
Reserving
must submit an ILL request form to the reference desk
Procedures
on the first floor of the UniSZA Library (application
forms can be obtained from the Reference Desk).
 The reserved books which become available can be
picked up at the circulation counter.

1.2.5.3 Interlibrary Loan

Interlibrary loan (ILL) allows users to borrow books from another

library. The service is open to all registered members. Application of

Researchers shall be made by the owner of a research grant if it involves

fees charged by the lending library materials. Material that can be

applied is books and copy of articles from journals only. Application can

be made at the Information Services by filling in the form. Applicants

will be notified when the item is received from the library supplier. If the

items are lost, the user must replace the material according to

replacement policies set by the library.

15
1.2.5.4 Search Query Reference and Information

This service is offered by the library in order to help users in using

library efficiently. The service includes helping users to get information

and materials easily, educating users on how to use WebOPAC and other

reference materials such as encyclopedia, reference books, and index.

Other than that, the service also helps users in preparing bibliography or

reading list and information dispersal. Other services offered include

providing search guidance materials and information, use of facilities

and navigation in the library. Basically, the service is available for

answering general questions from the users made through the phone, e-

mail or even letter.

1.2.5.5 Reader's Advisory Program

The Reader's Advisory Program is to guide readers to the resources they

need and to help them identify and retrieve information. The main

objective of the service is to help students familiarize themselves with

the layout, regulations, formats of materials that may be borrowed, and

types of services offered by the UniSZA Library. The program contents

include introduction to UniSZA Library, mission, vision & objective,

rules & regulation, dress code, service hour, membership, collections,

services, ILMU's system guide, and also the database's search guide. The

Reader's Advisory Program includes the Library Orientation Program,

Information Literacy Program, and Information Skills Workshop

16
1.2.5.6 New Book Display & Exhibition

 New Books Display

Newly acquired books which have been processed will be put on

display in the Library. Books on display will be changed every week.

The new books may be borrowed after one week of display, with

priority given to the first names added to the reservation list.

 Academic Book Fair

The library also organizes annual academic books fair which are joint

by local book suppliers. This exhibition provides an opportunity for

faculty members to make books selection for the library. Apart from

that it also gives the opportunity for the whole campus population to

get the materials for their personal use.

 Themed Exhibitions

Themed exhibition will be held whenever there is an opportunity and

subject to the availability of suitable materials. Theme is usually

related to Malaysia's major festivals and issues which are appropriate

for the campus life.

1.2.5.7 Document Supply Service

The service offers the same function as interlibrary loan but focusing on

getting documents from other libraries. Users who would like to use the

service must pay according to the following charges:-

17
 Table 1.6

Charges for document supply service

Members Non-Members
Charge No. of Article Charge No. of Article
No charges for first 1 article/individual -
Free 5 articles per year - softcopy
Softcopy
6 article onwards- RM10.00
Softcopy
RM5.00 per Hardcopy
article/person Hardcopy RM0.20/per page
RM0.20/per page

1.2.6 Library Collection

Library materials are grouped in several collections based on characteristic that

have been defined. Compilation of materials in the collection is based on the

classification scheme of the Library of Congress (LC). For medicine and health

sciences materials, classification follows the scheme of National Library of

Medicine Classification Scheme (NLM). Collections in the library specified in

the system under the header of „Branch‟ and „Location‟. The library collection in

Gong Badak Campus library are such as Arabic Collection, General Collection,

Reference Collection, Multimedia Collection, Law Collection, Serials Collection

(Current Issues, Unbound Issues and Bound Issues), Red Spot Books, Archive

Collections (Terengganu‟s Collection, Theses, Project Paper, Seminar,

Conference Paper, Gift and Exchanges Collection).

Some collections are encrypted to facilitate the collection of search,

detection and reconstruction materials on the shelves. This alphabetical code

was recorded as early in the call number. Collection codes include:-

18
 Table 1.7

Codes used for call number

Code Meaning
a Arabic Collection
av Multimedia Collection
jur Serials Collection
ktg Terengganu Collection
law Law Collection
r Reference Collection
sem Conference / Seminar Collection
t Thesis Collection

1.2.7 Facilities

Table 1.8

Facilities in UniSZA Library

Facilities Description
Gong Badak Campus Library provides spacious reading areas
Reading Area at every level in the library which can accommodate around
1000 users at one time.
The Library Auditorium is for libraries and university
activities. Auditorium is equipped with screening media
Auditorium materials can accommodate 120 users at one time.
Application for using the auditorium can be done at UniSZA
Development and Maintenance Department (JPP).
Photocopying Photocopying and printing services are available at the
Service / Printing ground floor of the library and managed by UniSZA Holding.
A total of 56 computers at open access computer lab are
available for the convenience of users accessing the database,
digital materials and surfing the Internet. Besides, a total of
Computer Lab
56 computers at closed access computer lab are for teaching
and learning programs that equipped with a ceiling mounted
projection screen.

19
 Only postgraduate students are allowed to enter the area and
Graduate Lounge they can study and have some discussion without any
disturbance.
User can get connected to the campus network from
anywhere within the library premises of both campuses
Wi-Fi Zone through wireless network facility. Users are advised to
register with Information Technology Center in order to get
access password.
Self-check machine help users to save time without need to
Self-Check queue for borrowing process at the counter. They can do the
Machine borrowing process by themselves. Gong Badak Campus
Library has provided four self-check machines.
Bookdrop works for returning books after library's operation
Bookdrop
hours.
Registered library users can use discussion rooms in the
library. Reservations can be made at the service counter. The
Discussion Room
minimum pax to use the room is six people, with two hours
duration.
9 carrels are provided and this facility is available for disable
students, graduate students and academic staff. Students with
Carrel / Study disabilities are provided with a carrel until they have
Rooms completed their studies. Postgraduate students and academic
staff must make a reservation at the counter for daily use of
the room.
Donated foods from the library are placed in the Gerobok
Gerobok Jariah
Jariah and everyone can take the food for free.
The facilities are placed at all levels and users can use it to
Rehal Facilities
study comfortably on the floor.
Users can search for the book that they want and copy the call
WebOPAC
number on a piece of paper before searching it on the shelves.
Locker facilities are available for storing bags, and other files.
Lockers
All lockers are located at the main entrance of the library.
Water Dispenser Users can refill their drinking water anytime that they want.
Anjung Tonton A space where users could watch television while relaxing.

20
 Comfortable sofas are provided for users to have their leisure
Anjung Kehakiman
time.
Small events can be held there while inhaling the fresh
Library Skypark
outdoor air.
Toilet Toilets are provided at all levels of the library.
Prayer Room Two prayer rooms are located the ground floor.
A café is provided outside of the library for users to have
Café
some refreshments.
Learning Collaborative Learning Space which provides many
Commons discussion room and also a smart classroom.

21
 CHAPTER 2:

ORGANIZATION

INFORMATION

22
2.1 ORGANIZATIONAL STRUCTURE OF UNISZA LIBRARY

Figure 2.1

Organizational structure of UniSZA Library

The organizational structure of UniSZA Library is updated on January 2019 since the

former Chief Librarian has been retired and now the position is empty. Pn. Norulhuda

Makhtar, the Chief Librarian is responsible to take over all duties that should be

conducted. UniSZA Library is directly deal with the Vice Chancellor Office if there is

any problem. There are three major divisions in UniSZA Library which are Library

Planning and Development Division, Technical Management Division, and also Service

Management Division. These divisions are divided into several other units.

23
2.2 LIBRARY PLANNING AND DEVELOPMENT DIVISION

Figure 2.2

Library Planning and Development Division

24
The Library Planning and Development Division in UniSZA Library handles three sub-

units which are Quality & Audit Unit, Administration & Training Unit, and also

Financial Unit. A total of nine staff are working under the division and the functions of

the division are as below:-

2.2.1 Quality & Audit Unit

 Drafting and implementing the rules and policies for Quality Management

System and ISO.

 Analyzing the library statistics.

 Collecting the library data for usage of MyRA, Setara and QR Star Ranking.

 Providing report of the data requirements for the recognition of MQA and other

professional bodies.

2.2.2 Administration & Training Unit

 Handling the whole of library administration.

 Designing the need of human resources in the library.

 Planning for staff‟s career progression.

 Updating record and system in eLatihan, eMasa, record staff leave, and eLNPT

report of library staff.

 Recording all library activities into the ePIN system.

 Managing and updating the list of library assets.

 Supervising the cleanliness, building maintenance and library facilities.

 Handling the file management system and correspondence.

2.2.3 Financial Unit

 Planning and collecting the annual budget including the development budget and

sources of income.

 Controlling and managing the library budget.

25
2.3 TECHNICAL MANAGEMENT DIVISION

Figure 2.3

Technical Management Division

26
The Technical Management Division in UniSZA Library handles two units which are

Acquisition Unit and also Indexing & Bibliography Unit. A total of 17 staff are working

under the division and the functions of the division are as below:-

2.3.1 Acquisition Unit

 Managing the collection development.

 Preparing and managing the acquisition of information resources through

purchases, gifts and exchange.

 Planning, managing and controlling the source of information.

 Controlling the implementation of library collection development operations to

ensure the quality and strength of the collection to meet the needs of learning,

teaching and research.

 Developing serials collection and electronic sources.

 Documenting and determining the validity of the catalog record of serials

collection according to the national and international standards.

2.3.2 Indexing & Bibliography Unit

 Plan and execute the bases of cataloging and indexing.

 Documentation and determine the validity of the catalog materials of serial

materials according to the national and international standards.

 Implementing the organizing of information resources for storage and retrieval

purposes.

27
2.4 SERVICES MANAGEMENT DIVISION

Figure 2.4

Services Management Division

28
The Services Management Division in UniSZA Library handles five units which are

Information Services Unit, Customers Services Unit, Marketing Services Unit,

Archive & Conservation Unit, and Library Technology Unit. A total of 25 staff are

working under the division and the functions of the division are as below:-

2.4.1 Information Services Unit

 Operating and monitoring referral queries.

 Providing information literacy program.

 Conducting information skills classes for the first time library users.

 Managing publication data deposited by academic staffs.

 Providing research support services.

 Managing the dissemination of information and library marketing activities.

2.4.2 Customers Services Unit

 Restructuring the library services rule according to the current needs.

 Preparing and managing circulation service.

2.4.3 Marketing Services Unit

 Managing library promotional activities and library services such as TV,

signage, banner, social media and library website.

 Handling the library internal and external exhibition activities.

 Coordinating any visits from the public or any organization to the library.

 Managing dissemination of information and library marketing activities.

29
2.4.4 Archive & Conservation Unit

 Managing the collection, preservation and conservation activities as well as the

storage of materials.

 Managing the checking for storage of library materials.

2.4.5 Library Technology Unit

 Handling, administering and maintaining library management system (LMS) and

other related applications.

 Providing and developing multimedia information system and the use of the

latest technologies.

 Managing digital library system service and internal database development.

 Managing virtual services and information dissemination including updating the

library website.

 Implementing the organization of digital information resources for storage and

retrieval purposes.

30
CHAPTER 3:

INDUSTRIAL

TRAINING

ACTIVITIES

31
3.0 INDUSTRIAL TRAINING ACTIVITIES

3.1 TRAINING ACTIVITIES AT UniSZA LIBRARY

On the 3rd of February 2019, the trainee reported for duty to Pn. Nurul Bazilah Wahab,

assistant registrar of UniSZA Library. A total of five industrial trainees from Universiti

Teknologi Mara (UiTM) Cawangan Negeri Sembilan, Kampus Rembau has chosen

UniSZA Library as their place for five months industrial training. Pn. Nurul Bazilah

welcomed all of the trainees and started introducing them to all the staff in the

Administration and Training Unit. Then, she asked Cik Erni Suriyani Zolkepeli to assist

the trainees for a library tour and meet all the staff in the library. The trainees were

brought to each and every departments floor by floor.

After that, the trainees were brought back to the Administration Unit to continue

the briefing session. Pn. Nurul Bazilah reminded the trainees about the rules and

regulations that need to be followed throughout the industrial training period. Several

forms need to be filled in and a sheet of paper which was the industrial trainee schedule

was given to all trainees. Basically, all five trainees were divided into two groups of two

and three people so that they could learn more in a particular department or unit. If all

five trainees were located together, they might not able to learn as much if they were

separated.

Once the briefing session ended, the trainee was brought to the first unit which

was the Marketing Services Unit. Table 3.1 shows the industrial trainee schedule for

five months which need to be followed. However, the trainee has conducted her special

project earlier from what has been stated in the schedule. Even if the schedule was

fixed, but still it could be changed accordingly as long as the trainee received

permission from Pn. Nurul Bazilah as her supervisor.

32
 Table 3.1

Industrial trainee schedule

DATE : 03 FEBRUARY – 30 JUNE 2019

LOCATION : UniSZA LIBRARY

NAME : WAN NUR ATHIRAH BINTI WAN JEFRI

PROGRAMME : BACHELOR OF INFORMATION SCIENCE (HONS.)

LIBRARY MANAGEMENT

No. Date Division/Unit Supervisor

1. 03/02/2019 Report for duty & Briefing Pn. Nurul Bazilah Wahab
03/02/2019
2. Marketing Services Unit En. Idris Jamaluddin
07/02/2019
10/02/2019
3. Archive & Conservation Unit En. Idris Jamaluddin
21/02/2019
24/02/2019 Library Technology Unit
4. En. Syaiful Hisyam Saleh
07/03/2019 (Research Application & Digital Media)
10/03/2019 Library Technology Unit En. Mohd Khairudin Mohd
5.
14/03/2019 (System & Web Management) Yasin
17/03/2019
6. Information Services Unit Pn. Sofiah Khalid
21/03/2019
24/03/2019
7. Customer Services Unit Pn. Sofiah Khalid
04/04/2019
07/04/2019 Collection Development Unit
8. Pn. Nurul Huda Zulkifli
11/04/2019 (Gift & Exchange)
Collection Development Unit
14/04/2019
9. (Monograph Acquisition & Media Pn. Nurul Huda Zulkifli
25/04/2019
Resources)
28/04/2019 Collection Development Unit
10. Cik Marlina Jaafar
02/05/2019 (Serials & Electronic Resources)
05/05/2019 En. Din Sulong/YM
11. Indexing & Bibliography Unit
23/05/2019 Tengku Azila Tg. Aziz
26/05/2019 Cik Nur Solehah Izzat
12. Quality & Audit Unit
30/05/2019 Ullah Sheikh
02/06/2019 Administration & Training Unit Cik Nur Solehah Izzat
13.
06/06/2019 Financial Unit Ullah Sheikh
09/06/2019
14. Medical Campus Library Pn. Noorfadzilah Mokhtar
11/06/2019
12/06/2019
15. SPECIAL PROJECT/ COMMUNITY SERVICES
27/06/2019
Document/ Report Preparation
16. 30/06/2019
Industrial Training Farewell Ceremony

33
3.1.1 Shelving and Shelf Reading

Throughout the five months industrial training, the trainee was required to do

shelving from 8.00 a.m. until 9.00 a.m. It was a morning routine that needed to

be followed by all library assistants and supporting staff except librarians. The

trainee was instructed to do shelving for the general collection in the library

which was located at the ground floor of the library. Books from the shelves

near to the self-check machine, trolley, and on the tables were gathered before

distributing to all staff to start arranging them on the shelves. The trainee must

arrange all books according to the call number so that the books were placed on

the accurate location and could be retrieved easily in future.

Figure 3.1

Trainee was shelving books

34
3.1.2 Preparing for Exhibition of Sultan Zainal Abidin III

Almost 3 weeks the trainee was placed at the archive and she was directed to

search for everything about Sultan Zainal Abidin III including the biography,

family background, contribution to Terengganu, signs of death, and many more.

En. Idris would keep on asking about the trainee‟s progress day by day. All

information was collected from reliable sources such as books, online databases,

and newspaper cutting. Everything was arranged chronologically as asked by

En. Idris. Once the information was quite complete, En. Idris instructed the

trainee to create a design for the exhibition to make the information including

pictures and the descriptions looked well together.

Figure 3.2

The Powerpoint slide for the exhibition

The trainee used Adobe Photoshop to create a design for the upcoming

exhibition. En. Idris requested to create a classic design which would suit the

storyline of Sultan Zainal Abidin III. After several trials and errors, the trainee

has finally found the most suitable design to match into the exhibition which

35
would be the wood-like background with a picture of Istana Maziah and also the

map of Terengganu. The opacity was reduced to make the picture looked

slightly blurred. After consulting with En. Idris, he approved the design and

encouraged the trainee to add more creativity into the design.

Figure 3.3

Design created by the trainee

3.1.3 Checking Library Assets

On the 19th and 20th of February 2019, the trainee was instructed to do asset

checking by her supervisor, Pn. Nurul Bazilah. The task was quite simple which

required the trainee to look for paper containing the list of assets on the wall of

every section in the library. Every floor would have some walls with the list of

asset and the trainee needed to check all of them one by one. Then, by referring

to the list, the trainee must make sure the barcode and the name of item on the

paper corresponded to each other.

If there was any item not listed on the paper, write some notes at the

bottom of the paper to notify that the item was not listed. The project was done

36
on the 20th of February 2019 by all five trainees involved. It was such a tiring

but exciting experience for the trainee. Even though she did not have the

opportunity to key in all data in the system, at least she did learn on what was

actually the library asset.

Figure 3.4

List of assets with the barcodes

Figure 3.5

Example of barcode pasted on every asset in the library

37
3.1.4 Scanning Abstract of Theses

Abstract is just like a summary, a short paragraph that tells the readers about

what the whole book is all about in a simplified way. Even theses have their own

abstract which are normally prepared by the authors themselves. People would

read the abstract rather than flipping through the pages of a particular thesis that

was very thick and heavy. By reading only the abstract, readers could determine

whether the thesis suits his or her needs or not. Normally people used theses to

get the idea for their own research and they might not get enough time and

abstract could save their precious time.

In UniSZA Library, all theses would be kept in the archive. It was under

the supervision of En. Idris Jamaluddin, as the head of the Archive and

Preservation Unit. He was assisted by two other library assistants which were

En. Mohd Nazli Embong and Pn. Nor Azreen Mamat. All materials were

received from Indexing & Bibliography Unit to be kept in the archive. These

materials include theses, Terengganu collection, annual reports, convocation

books, bulletins, seminar, students‟ project reports, and many more. The data

from the materials must be recorded in the system named Sistem Koleksi Arkib.

Figure 3.6

Interface of “Sistem Koleksi Arkib”

38
 The trainee has been given a chance to do the process of scanning the

abstract of theses since she was on duty at the archive. It is compulsory to scan

the abstract of all new theses so that it would be easier for the IT Unit to send

the abstract to Malaysian Theses Online (MyTO). MyTO is the platform that

gathered all theses from all academic universities in Malaysia. Everyone is able

to retrieve and download any research material that is required. Everything is on

our fingertips as long as the internet connection is available.

Figure 3.7

Homepage of MyTO

Firstly, the trainee must login into ILMU and retrieve the bibliographic

organisation of the theses in order to complete the tagging 520 which was left

blank by the Indexing & Bibliography Unit. The tagging 520 was dedicated

specially for the abstract. Then, a special mouse, IRIScan mouse was slipped on

the page of the abstract. Once the scanning process was finished, the trainee

would copy all the words from the Microsoft Word and pasted them onto the

tagging 520. She succeeded in scanning the abstract under the guidance of the

39
library assistant, Pn. Nor Azreen. It was so much time saving rather than the

older time in which all words of the abstract were typed manually one by one.

Figure 3.8

Scanning mouse

Figure 3.9

The process of abstract being scanned

40
3.1.5 Processing Binding

While the trainee was on duty at the Conservation Unit, the trainee has been

exposed on how the binding process was undertaken. The unit is responsible to

maintain the library collection in order to make it last longer. Other than that, it

is also responsible to preserve and conserve the library collection for future

generation. The unit makes a hard cover and repair books with torn covers.

Binding for bound theses or journals are sent to the outside vendors. The process

would require a lot of tools such as A4 paper, parchment paper, headband, glue,

scissors, thread and needle, hammer, soft board, Skyvendex paper, and others.

Trainee has been given an opportunity to make her own book and the

process to do the book binding could be illustrated as follows:-

41
Put the papers together and cut into the intended size by using the
electronic cutter machine

Glue the spine of the papers and let it dry

Make five small holes on the spine from the top to the bottom
equally using the adjustable electric punch machine

Stitch the spine using "Side Stitching" following the

order hole 3-2-1-2-4-5-4-3

Glue two end papers to the front and back of the

book

Attach a ribbon as bookmark

Glue the headband at the spine (top and bottom) of the

book

Glue parchment paper at the spine to avoid the headband

from torn

Wrap the soft board with Skivertex paper and glue the
cover to the body of the book

Compress the book with a weight and let it dry for a

day

A book is now
completed

Figure 3.10

Process of book binding

42
3.1.6 Editing Library Website

The trainee has been instructed to edit the library website which was focusing at

the staff directory section. En. Syaiful Hisyam taught the trainee on how to do it

first before leaving to the trainee‟s hand. Firstly, the library website

administration website was launched and logged in by using the library

username and password. Once the homepage of the website was displayed on

the screen, the trainee must go to the “Article Manager” option and started to

search for “Staff Directory”. After it was found, click on the title and the editing

process could be done.

Figure 3.11

Homepage of library website administration

Figure 3.12

Process of editing library website

43
 Figure 3.13

Library website before editing

Figure 3.14

Library website after editing

44
3.1.7 Arranging Compact Disks (CDs)

On the 3rd of March 2019, En. Mursyidi Mohamed, a library assistant in

Information Technology (IT) Unit has instructed the trainee to arrange all of the

Compact Disks (CDs) on the shelves provided since the arrangement might be

mixed up. The CDs must be arranged on the shelves according to their subject so

that they were easy to be found. The trainee managed to complete the task given

within that day and the supervisor in the unit was satisfied with the result.

Figure 3.15

CDs that need to be arranged on the shelves

Figure 3.16

Shelves in the IT unit

45
 Figure 3.17

Close-up of the divider used

Figure 3.18

Example of call numbers pasted on the case of the CDs

All of the CDs must be arranged systematically according to the subject

because it will ease the process of retrieving. The call number pasted on the case

of the CD will act as a guide for the trainee to do the process of shelving. It is

very important to arrange the CDs into the correct location according to the

Library of Congress Classification (LCC) scheme. Overall, it was very

satisfying to see the shelves become neater than before. It was hoped that if a

staff would like to retrieve a particular CD, it could be found easily.

46
3.1.8 Designing Banners

Banners could be said as one of the most important things for an event. It would

contain the information about the event such as the name of the event, time,

date, and venue in a creative way. When the trainee was located at IT Unit, she

had designed a few banners as instructed by the staff. Among the banners

designed by the trainee were the Program Bacalah Sayang 2.0, Welcome to

Unisza Pak Samad, and Library Operation Hours during mid-semester break.

All the banners were posted as a digital banner in which they would be

displayed on the website of the library as well as the Facebook. It was the most

appropriate platform to publish any announcement. But as for the banner

Program Bacalah Sayang 2.0, the trainee must send the design to the printing

service to print out the banner. With the skills that the trainee has, she managed

to design the banner by using Adobe Photoshop. Below are the examples of the

banners designed by the trainee:-

Figure 3.19

Banner for welcoming A. Samad Said

47
 Figure 3.20

Banner of Program Bacalah Sayang 2.0 on the library website

3.1.9 Library Visit

UniSZA Library would always be pleased to welcome those who would like to

visit the library. It could be said that the library frequently received letters or

even phone calls regarding the permission to make a visit from groups of

students, lecturers, or even librarians. On the 7th of March 2019, a group of 61

school resource center prefects together with three library and media teachers

from Sekolah Menengah Kebangsaan Dato‟ Razali Ismail visited UniSZA

Library since they had organized a program entitled Program Kolaboratif Baitul

Hikmah SMKDRI dengan Perpustakaan UniSZA, Kampus Gong Badak. It was

one of the initiatives made by the school management to expose the prefects

about the effective library management.

It was such a good opportunity for the students to experience all of the

services, facilities, and collections in a bigger library. They arrived at 10.00 a.m.

and were led to the closed access computer lab on the third floor of the library.
48
The Assistant Chief Librarian, En. Mohd Sabri Muda was the person in charged

to handle the program. He was assisted by Pn. Puspa Abd. Rashid, the senior

library assistant, and two industrial trainees. The trainee was instructed to be a

photographer to capture every moment during the program starting from their

arrival until they went back home. En. Mohd Sabri as the speaker of the day

started his talk by introducing himself and the other staff that assisted him. Then,

to make the talk became more interesting, he explained about the services

offered in the library as well as the facilities provided by using the interactive

slides presentation.

Figure 3.21

En. Mohd Sabri Muda was delivering the talk

Other than that, En. Mohd Sabri also shared with the students on how to

make an effective and efficient searching since people nowadays do not really

know what is the real technique in making any searching through Google. If

only the people especially students have the skills in searching effectively, good

searching results could be ensured. First and foremost, the students need to

know what kind of information that they want. Their searching could be

49
narrowed into what type of format that they want whether document (.doc),

powerpoint slides (.pptx), Portable Document Format (.pdf), or others.

Figure 3.22

School resource center prefects were listening to the talk

The program continued for about two and a half hours. After the sharing

session ended, Pn. Puspa brought some gifts to be given to the library and media

teachers. Not forgetting, the principal who arrived a bit late from the students

was also given the gifts from UniSZA Library management. Then, one of the

teachers grabbed the microphone and she thanked En. Mohd Sabri and the other

staff for all the knowledge that was shared among the students. She also hoped

that all the students could gain something useful from the program and

implement it in the near future.

Generally, the program has achieved the objective stated which was to

give the opportunity for the school resource center prefects to experience

learning beyond the classroom environment. Besides, they could also improve

their communication, interaction and socialization skills with the societies. The

highlight of the program was a library tour which was handled by Pn. Puspa.

50
The students were brought to each floor of the library to see all facilities and

collections. They were also brought to see the workflow in the Technical

Management Division and also the Customer Services Division.

Figure 3.23

Students trying the self-check machine

Figure 3.24

Students, teachers, and library staff took a group photo

51
 Figure 3.25

Trainee with the students

3.1.10 A. Samad Said’s Gallery

A well-known Malaysian National Laureate, Datuk Seri A. Samad Said or also

known as Pak Samad was officially announced as the UniSZA‟s Laureate on the

1st of March 2019. According to Bernama (2019), more than 100 works of Pak

Samad would be kept at UniSZA. The vice-chancellor of UniSZA claimed that

the idea of A. Samad Said‟s Gallery project was the joint-effort between

UniSZA and Dewan Bahasa dan Pustaka (DBP). Besides, the appointment of

Pak Samad as UniSZA‟s Laureate was in accordance with the needs of Minister

of Education that requires all local universities to make National Laureates as

their host in order to appreciate their contributions to the country.

52
 Figure 3.26

The headlines on Berita Harian

The trainee was involved in the launching of A. Samad Said‟s Gallery in

UniSZA Library. He would like to visit the gallery once, since he has agreed

with the idea to establish the gallery. Pak Samad paid his visit to the gallery on

the 9th of March 2019. Before the day came, the trainee together with other

library staff were trying their best to set up the gallery to welcome Pak Samad.

Starting on the 7th of March 2019, the trainee with other trainees were instructed

to clear up the gallery which was previously a place where all of the medals,

certificates, plaques, and other souvenirs received by the library were placed. All

glass shelves should be emptied so that they could be used to display other

materials of Pak Samad.

On the 8th of March 2019, a group of people from DBP arrived at

UniSZA Library while bringing all of the materials to set up the gallery. Chief of

Malay Documentation Center from DBP, Pn. Kamariah Abu Samah was the one

who would direct others to arrange all the documents, manuscripts, poems, and

others into the glass shelves. She shared with the trainee about her working
53
experiences throughout these 32 years. She also said that nowadays, literature

can be made easily with the advancement of technologies. Everything could be

published by anyone, anywhere, and anytime.

Figure 3.27

Arranging manuscripts with Pn. Kamariah Abu Samah

The manuscripts chosen to be displayed were then arranged in the glass

shelves. In order to make it stood, cardboard was used to support the

manuscripts, poems, books, and other writings by Pak Samad. All books written

by A. Samad Said that were available in the library were taken out from the

shelves to be used as display items in the gallery. All of the materials were

systematically arranged according to the year of publication. It was to ensure

that visitors would not be confused and also to see the continuing of each

publication of Pak Samad‟s poems, novels, manuscripts, newspaper cuttings,

and many more.

54
 Figure 3.28

Trainee displayed the books written by A. Samad Said

On the 9th of March 2019, it was the big day for UniSZA especially the

library since Pak Samad would come and launch the gallery. On that day, the

trainee was instructed to make a Facebook Live from the beginning until the

end. She started to launch the Facebook application and click on the Live feature

to start recording the situation. Pak Samad came together with his beloved wife

who would always be beside him, remembering all of his husband‟s precious

moments in the industry. He is getting older, weaker, and becomes forgetful.

Luckily his wife was there to remind and tell him all the things that he wanted to

know. Besides, his visit was also accompanied by the vice-chancellor of

UniSZA, Professor Dato' Dr. Hassan Basri Awang Mat Dahan and other senior

officers of UniSZA.

55
 Figure 3.29

A. Samad Said signing the guest book

Figure 3.30

Trainee was doing Facebook Live

He spent about one hour in the gallery to see all of the collections. Once

he arrived at the library, he was presented with a short video of his journey

which was prepared by the library technical team. Chief Librarian, Pn.

Norulhuda Makhtar was the one who explained everything about the gallery to

him. She showed everything that has been displayed in the gallery. Pak Samad

56
was really amazed with all of the preparation made by the UniSZA library team.

After wandering around the gallery, looking at all of his works, he would attend

the press conference in the gallery at the press conference area. The vice-

chancellor of UniSZA also participated in the press conference session.

Figure 3.31

Press conference

Once the press conference session ended, Pak Samad was then led to the

D‟lib Skypark on the third floor of the library to have some lunch provided. All

in all, it could be said that the trainee was honoured to be a part of the project.

Able to see all the literary works of A. Samad Said before her own eyes, the

57
trainee felt so touched with all the details, feelings, and accuracies included in

his writings.

Figure 3.32

The trainee escorting A. Samad Said

Figure 3.33

Trainee with Board of Director of UniSZA

3.1.11 Carrels and Discussion Rooms Reservations

Carrels and discussion rooms were among the facilities offered by UniSZA

Library. Users were allowed to use the rooms as long as they were registered as
58
the library members. A set of rules and regulations needed to be followed by the

users in making the reservation. The most important thing was that the users

must bring along their matric card as a guarantee in which they could pick it up

once they have returned the room key. The trainee was trained to be at the

circulation counter to receive any booking request from the users. A system

named Library Room Reservation Management System, was made specially for

managing the room reservation.

Figure 3.34

Library Room Reservation Management System homepage

When a user would like to reserve a room, either carrel or discussion

room, the trainee would ask for their matric card and scan the barcode to register

them in the system. If the user would like to reserve a discussion room, the

trainee must make sure that the user was with his or her five other friends. It was

due to the discussion room could only be reserved when there was a total of six

users. As for the carrel, it was only available for lecturers and postgraduate
59
students. Not forgetting to ask for their phone number and save it in the system.

After that, their matric card would be kept at the counter and the room key

would be given to the user. Other than that, the system allowed the trainee to

view the reservation made by the users and modify the reservation status.

Figure 3.35

The reservation made by the users

3.1.12 Processing Borrowing and Returning Books

When the trainee was on duty at the circulation counter, sometimes the self-

check machine was having problem and users would come to the counter to

borrow or return books. The trainee would use the “Fast Charging” for

borrowing and “Fast Discharging” for returning books in ILMU system. If the

process still could not be done, there must be a problem such as the user‟s matric

card was suspended or there were unsettled fines. If these problems occurred, the

user would be directed to go to the one-stop service counter to pay their fines or

60
activate their matric card. In borrowing books, the users should follow the

qualifications set by the library policies:-

Table 3.2

Qualification for borrowing books

Number of Books
Borrowing
Category That Can Be
Period (Days)
Borrowed
Undergraduate students 7 14
Postgraduate students 15 30
Academic staff 20 60
Professional staff 7 30
Support staff 4 14

3.1.13 Duty at One Stop Service Counter

One stop service counter is situated in between the circulation counter and the

reference desk. The counter serves for membership registration, membership

activation, termination of membership, and also library fines. The trainee has

been on duty at the counter for quite some time while she was under the

Customers Services Unit. Most of the users who came to the counter would like

to pay their fines or else they were not allowed to borrow books. Users were not

allowed to borrow any books if their fines were above RM5. Receipting module

is used to check for the fines that the users have. The users must pay the amount

shown at the screen and a receipt would be provided as an evidence for the

transaction.

61
 Figure 3.36

Receipting module

Other than that, the trainee has encountered many users especially those

first time library users who came to the counter to register for membership. The

trainee would ask for the user‟s matric card to start registering into the ILMU

system. Foundation module was chosen to register the user and the trainee

needed to fill in all information before saving it. The most important thing was

to always set the patron status as “Satisfactory”. Otherwise, the user might not

be able to borrow books from the library.

62
 Figure 3.37

Foundation module

Next, one of the reasons why users could not borrow books in the library

is because of the patron status that has been changed into “Suspended”. The

trainee was responsible to change the patron status to “Satisfactory” so that they

could continue borrowing books. But, it must be kept in mind that all transaction

made at the counter could only be done if the users brought along their matric

cards. There was a case where a user‟s matric card has gone missing once. Then,

he or she went to the counter and complaint that he could not borrow books

using his new matric card. The trainee must use “Global Change” in the ILMU

system to replace his old matric card with the new one.

Last but not least, users who would like to get their mini transcript or

would be graduating, they needed to go to the counter and ask for the officer in

charged signature. The trainee was also trained to stamp on the paper and sign

63
the paper with her own signature. But before doing it, the trainee needed to

check whether the users have any overdue items, or unsettled fines. If everything

was cleared, only then the trainee could give her signature.

Figure 3.38

Academic transcript application form signed by trainee

3.1.14 Duty at Reference Desk

The trainee was instructed to be at the reference desk to answer the questions

asked by the users regarding anything that they would like to ask. Those who are

in charged to be at the reference desk were among the librarians. Since the

trainee is a future librarian, she has been given the opportunity to be at the

reference desk and learn to handle nervousness in answering the questions.

Mostly, users would ask on how to use electronic resources, how to use

WebOPAC, how to get access for the premium Grammarly, and others.

64
 Figure 3.39

Trainee was teaching the user on how to use WebOPAC

3.1.15 Collecting Books from Bookdrop

Every morning, the library staff must check and collect if there is any book in

the bookdrop. The bookdrop key was given to the trainee by En. Che Mohd Zuki

Ismail and he instructed the trainee to check the bookdrop. Firstly, the trainee

needed to check whether the bookdrop was functioning or not by pressing any

language button. If the small door opened, it means the bookdrop is functioning

and if not, there must be something wrong somewhere. Either the steel box was

full or the computer was broken. The problem should be reported to En. Mohd

Khairudin, the IT officer. Then, once everything was okay, the trainee used the

key to open the bookdrop and checked inside the steel box. All books inside the

box were taken out and arranged on the shelves according to the call number.

65
 Figure 3.40

Trainee collected books from bookdrop

3.1.16 Completing Users Statistics

UniSZA Library would record the number of users who visited the library to

know the statistics of the library usage. Since library serves the users with its

services, the statistics is very crucial in evaluating the services offered by the

library. The users of UniSZA Library consist of members and also non-

members. Those who are the students, lecturers, or members of UniSZA are

considered as the library members since they could register as library members

by using their matric cards. Non-members of the library referred to those who

are not related with UniSZA at all.

En. Zawari Zainon showed the statistics template on Google Sheet and

he instructed the trainee to calculate the total library visitors for the whole

March. The visitors were divided into three categories which were physical

users, virtual users, and also external users. As for the virtual users, the trainee

must ask those staff in IT Unit to send the accurate number of users. Physical

users could be calculated by referring to the statistics from the headcount

66
installed at the security gate of the library. It would automatically and accurately

count the number of physical users who passed through the gate.

Figure 3.41

Statistics template for 2019 on Google Sheet

Figure 3.42

Statistics from the headcount system

67
 As for the external users, it could be calculated from the external users‟

register book placed at the checkpoint (CP) counter. All information on the

external users is recorded in the book. En. Zawari then asked the trainee to

create another statistics of external users according to the institutions. Overall,

the task was completed by the trainee in two working days since the trainee was

also busy at the circulation and one-stop service counter.

Figure 3.43

External users’ register book

3.1.17 Processing Interlibrary Loan Request

Interlibrary loan service was open to all registered members. Materials that

could be applied were books and copy of articles from journals only. The

application could be made at the Information Services Unit by filling in the form

provided. Basically, the service was to allow students to borrow books from

another library. The staff in the unit would process the application and the

applicant would be notified when the item was received from the intended

library. If there was any item being lost during the circulation period, the user

must replace the item according to replacement policies set by the library.

68
 There were several steps involved in processing the application from the

users. The steps could be illustrated as below:

Fill in the interlibrary loan

form

Check the availability of

the item in MALCat

Complete the request form

E-mail the completed form

to the intended library

Figure 3.44

Process of requesting item from another library

The first step in requesting item from another library was to fill in the

interlibrary loan form provided. It must be filled in by the student or user. All

details in the form must be completed so that it would be easier for the library

staff to process their request. A complete form was then passed to the trainee

and she had to do the next following processes. The trainee should read the

application and she must check the availability of the item in MALCat. The title

of the book would then be entered in the search box and browse through the

results to search for the accurate book.

Once the item has been identified, the trainee would look through the

details of the book while completing the request form which was the Publication

Delivery System (PDS) Request Form (Appendix 4). The request form that has

69
been completed by the trainee would be sent to the desired library. As for the

case, the book entitled “Foundation of Law Office Management” could be found

in Universiti Malaysia Pahang (UMP) Library. So, the trainee needed to email

the request form to them.

Figure 3.45

Homepage of MALCat

70
 Figure 3.46

Details of the book

Every feedback via email must be printed out as evidence of the

transaction (Appendix 5). The process of ILL would take around two weeks

which would depend on the courier used for postage and also whether the

desired library was alert on the matter or not. Once the book was received by

UniSZA Library, UMP Library would be notified through email saying that the

book had been received in a good condition. Then, a simple bibliographic

organisation was created and the student who requested for the book would be

contacted. Student was allowed to borrow the book for only three days while

lecturer could borrow up until one week.

3.1.18 Processing the Gift and Donated Books

The collection development in the library can be increased through several ways

such as donation, gifts, exchange, purchase, and others. The trainee was on duty

71
at the Acquisition Unit starting from the 7th until 11th of April 2019. She learned

on how to process the gifts and donated books from the library assistant, Pn.

Rozila Md Amin. Donated book were received at UniSZA Library along with a

letter from the donor and the trainee must reply the letter by sending a letter to

thank the donor as a symbol of appreciation.

Then, the trainee needed to review the condition of the books to ensure

that they were in good conditions. Before continuing to process the books, the

trainee was instructed to check for duplicate to see whether the books were

already existed in the collection or not. To check for duplicate, the trainee must

open the Infotrack module and use the OPAC to search for the books by titles

and also the International Standard Book Number (ISBN).

If the books were unavailable in the library, then the trainee was required

to do a simple bibliographic organisation consisting of only several tagging

which were 080, 020, 100, 245, and 264. Once the simple bibliographic

organisation was completed, the trainee would now move to the next module

involved which was Order Maintenance module under the Acquisition module.

Add new order by retrieving the books using the control number. All

information regarding the vendor, order mode, source, currency, foreign price,

and the number of copies must be filled in by the trainee.

72
 Figure 3.47

Adding new order in order maintenance

After that, the trainee moved to the next step which was the Ordering

module. The trainee needed to retrieve order that has been made and not to

forget to set the order mode as “Gift Request”. Besides, the order letter could

also be printed out directly from this step. The last module involved was the

Receiving module which would require the trainee to fill in the item category,

location, condition, foreign price, local price, and also the copy number. This

step was quite important since it would generate the accession number.

Figure 3.48

Ordering process
73
 Figure 3.49

Receiving process

3.1.19 Purchasing Books

The acquisition unit would distribute letters to several lecturers from all faculties

to ask them for a list of books required by the faculties. Other than that, the list

of required books for the library could also be acquired from those who went to

the book fair. Once the list of books has been received by the library, staff in

acquisition unit would request quotation for the list of books from vendor. The

trainee helped the staff to check for duplicate once the quotation was received

from the vendor. Infotrack module in ILMU system was used to check if there

was any duplication. If yes, the book would be crossed out from the list.

Then, the trainee continued to use the Order Maintenance module to add

a new order. All information about the vendor, order mode, source, currency,

exchange rate was filled in by the trainee. Other than that, the information about

the requestor also needs to be completed. Next, the trainee moved to Ordering

module to generate the purchase order. The order letter from the transaction was

74
printed and verified by the Chief Librarian. Last but not least, the letter was then

scanned and emailed directly to the vendor.

Figure 3.50

Adding new order to purchase book

Figure 3.51

Requestor’s details

75
 Figure 3.52

List of ordered books

3.1.20 Information Literacy Class

On the 15th of April 2019, the trainee joined an Information Literacy Class for

61 undergraduate students from Faculty of Islamic Contemporary Studies. The

class was one of the services provided to all first time library users and it was

usually held on the first or second week of a new semester. The main purpose of

the class was to expose the users on how to use library services and facilities

such as OPAC, online databases, self-check machine, book-drop, and others. It

was the responsibility of a librarian to give the talk during the class by referring

to their schedule.

76
 Figure 3.53

The trainees with En. Syaiful Hisyam

The trainee assisted En. Syaiful Hisyam in conducting the class for that

day. The class started at 2.00 p.m. and ended around 4.00 p.m. The two hours

class had covered almost everything about online databases and En. Syaiful

Hisyam did touch a little bit about the right way to do searching through Google.

All five trainees were on the standby mode to assist the students who were

facing any difficulties. The students who put their hands up would be helped by

the trainee. Most of them were really attentive to the talk and able to cope with

En. Syaiful Hisyam‟s teaching speed.

77
 Figure 3.54

During the Information Literacy Class

All five trainees have decided to create an online quiz through Kahoot!.

It was used as a game-based learning platform whereby the questions asked in

the quiz were based on the knowledge that they obtained from the class. A total

of ten questions were prepared by the trainees all together. There were two

questions that would require the students to make the searching through

electronic resources instantly and the purpose of the quiz was to test the learning

outcomes of the students. Overall, it could be concluded that all students really

enjoyed the quiz provided and they learnt something useful throughout the

Information Literacy Class.

Figure 3.55

A group photo with all FKI students

78
3.1.21 Creating a Full Catalog Record

Each and every reading material in the library will be cataloged first before it

can be released on the shelves for circulation. Books from Acquisition Unit will

be transferred to Indexing & Bibliography Unit to create the catalog record

which involved the process of determining the subject headings, assigning call

number, and conducting authority control for the authors‟ names. There are two

ways to do the catalog record which are copy cataloging and original cataloging.

Copy cataloging can be defined as the process of editing a pre-existing

catalog record instead of creating a completely new record from scratch

(Folgerpedia, 2017). Another way to catalog reading materials is by doing

original cataloguing which means the catalog records is made from scratch. The

trainee was instructed to complete the catalog record for some books by

referring to MARC21.

Figure 3.56
Marc view of a complete catalog record

79
 In order to get the call number, the trainee must first determine the

subject of the book or also called as subject headings. Following was the process

involved in constructing the call number:-

Search the title of the book on

Library of Congress, WorldCat,
or MALCat to get the suggested
subject headings

Copy the subject heading and

open Correlations Search on Combine QH430 .W36 2018 to
the Classification Web create the call number

Paste the subject heading and
set the search type "LC
subject heading to LC class
number"
Copy the cutter number and
paste on tagging 050 and 090
after the class number and
insert the date of publication
(eg: 2018)

Copy the class number of the Open Cataloging Calculator

first result and paste on and enter the first three letters
tagging 050 and 090 (eg: of the author's name (eg: Wan
QH430) = W36)

Figure 3.57

Process to create call number

Figure 3.58

80
Homepage of Classification Web

Figure 3.59

Correlations search

Figure 3.60

Result of the searching

81
 Figure 3.61

Cutter number from Cataloging Calculator

Once the cataloging was completed for the book, the trainee should

instantly do the authority control for the author‟s name. The trainee would use

three different modules at a time which were Authority Maintenance, Global

Change and Global Merge. The process was conducted in order to set only one

authority name for the author. Thus, the searching results for users would be

increased.

Figure 3.62

Modules used for authority control

82
 Figure 3.63

Authority control has been conducted to the author

3.1.22 UniSZA Mini Library Project

The trainee was given an opportunity to join a very interesting project which

was establishing a UniSZA mini library at Orang Asli Village in Pos Aring 5,

Gua Musang, Kelantan. The project was held in conjunction with Dekad

Membaca Kebangsaan and it was also one of the projects or events of

Read@Uni Iqra‟@UniSZA. En. Mohd Sabri Muda was the one who asked the

trainees whether they wanted to join the project or not. Since the trainee was

under Technical Management Division, which was led by En. Mohd Sabri as the

Assistant Chief Librarian, so there would be no problem joining it. First of all, a

short briefing session was held in order to explain about the project to the

committee members. Around 16 library staff would join and each of them was

given their responsibilities to carry out.

83
 Table 3.3

Tentative of UniSZA Mini Library Project

Date/Day Time Activity

3/5/2019 (Friday) 8.00 a.m. – 10.00 p.m. Preparation of mini library
4/5/2019 (Saturday) 8.00 a.m. – 4.00 p.m. Launching ceremony

The mini library project was actually combined with a project to

establish a kindergarten named Khaleef Bateq by the students from the Faculty

of Applied Social Sciences (FSSG). The trainee was instructed to think about

what should be done in the spaces provided for the mini library since she was

appointed as the committee member for cheerfulness and launching. After some

period of time, the trainee with the other trainees decided on the materials

needed to decorate the mini library and also a corner or section would be used as

a game zone. The budget provided by the library management was used to buy

the games, photo booth accessories, alphabet mats, and many more.

Other than that, the trainee also involved in processing the donated books

received from vendors to be put in the mini library. A letter was sent to different

vendors in order to ask for their kindness to donate to the mini library project. A

total of 350 collections of books were collected from the vendors. Books

received were then be pasted a sticker on the cover page saying that it was

donated from Company A, as a symbol of gratitude to them. After that, all of the

books were packed to be brought to the Orang Asli Village.

84
 Figure 3.64

Books donated from Nijuyon Sdn. Bhd.

The place for the mini library project was actually an abandoned building

which was in a very terrible condition. FSSG students helped to clean up the

building and started painting the wall to make it looked good. Once the place

was clean and tidy, the trainee and other committee members went inside the

building and started decorating the mini library. Since the trainee was

responsible to create the game zone, all of the games were organized at the

corner of the mini library. The trainee spent the whole Friday to prepare the mini

library since there would be a launching ceremony on the next day. All

committee members were giving their best to finish decorating before the big

day came.

85
 Figure 3.65

Situation in the mini library during preparation day

Figure 3.66

The trainee was decorating the mini library

On the next day, which was on the 4th of May 2019, it was the day of

launching UniSZA mini library. Luckily, the trainee and other committee

members managed to complete their decoration in the mini library. The

ceremony was attended by the whole orang asli in the village, Vice President of

Majlis Agama Islam & Adat Istiadat Melayu Kelantan (MAIK), Director of

86
Kelantan/Terengganu Orang Asli Development Department (JAKOA), Vice

Chancellor of UniSZA, and also the students of UniSZA that were involved in

the Khaleef Bateq project.

The inaugurator was done by Vice President of MAIK, Dr. Haji Nik

Mohd Azlan Bin Abd Hadi. A gimmick during the launching ceremony was

done by the inaugurator himself in which he was required to continue painting a

mural on the wall. After the gimmick, the VIPs walked around the mini library

to see the children doing activities such as colouring, singing, and reading.

Cheerful looks were shown on the faces of the children and everybody was

satisfied with the activities and all of the hard work paid off. Now they could use

the kindergarten and mini library spaces for learning purposes.

Figure 3.67

Mural on the wall of the mini library

87
 Figure 3.68

The games zone

Figure 3.69

The gimmick of the mini library launching

88
 Figure 3.70

The Orang Asli children were colouring

Overall, it was such a very great experience for the trainee to be able to

join the UniSZA mini library project. The lesson learnt from the project was

those who were working in the library should not just stay still and wait for the

students or users to come to them. But, they must go and reach to those users

that could not get the opportunity to visit the library. It was a very good idea to

set up the mini library in the Orang Asli Village since they lived in a remote

area. An area that was very poor in accommodation and facilities could be one

of the reasons why these children might be lacking in their education. Thus, the

mini library which symbolizes a center of knowledge was now available in their

village and they could use it freely.

89
 Figure 3.71

The trainees with other library staff

Figure 3.72

The trainee at UniSZA mini library

3.1.23 Processing Staff Leave Application

On the 26th of May 2019, the trainee has learnt on how to process the staff leave

application while she was in the Administration Unit. Staff leave is based on

their grades which means that staff with higher grades would have more leave

than those in lower grades. There are various types of leaves such as medical
90
leave (government or private), replacement leave (for those who are working on

Saturday), maternity leave, wife maternity leave (a week), death leave, half pay

leave, unpaid leave, unrecorded leave, and others.

Any staff who would like to take a leave, such as medical leave, he or

she must provide the medical certificate (MC) to the officer in charged to be

recorded in the system. The trainee has been taught on how to record the leave

application sent by the staff by Cik Erni Suriyani. One of the leave applications

was received from En. Idris and the trainee should record it in the system used

by UniSZA which was called “e-Cuti”. The steps to record the leave application

in the system started with running the e-Cuti from the web browser.

After that, a list of staff names were displayed on the screen and the

trainee must choose the name of the staff who sent the leave application. Then,

the trainee must choose the type of leave appropriate with the application and fill

in all the information needed such as the starting and ending date of the leave,

the address, and also notes (include the name of the hospital or clinic). Once all

information has been entered, the trainee must re-check the details before saving

it into the system. It is because the saved information could not be edited

anymore.

91
 Figure 3.73

List of staff name in “e-Cuti”

Figure 3.74

Details of staff who applied for the leave

3.1.24 Sorting Incoming and Outgoing Mails

Mails were used to convey messages from one person to another internally or

externally. As scheduled, 25th of May 2019, the trainee started to work in the

Administration Unit and she learnt on how to sort letters including incoming and

outgoing so that the retrieval process would be made easier. Along with the

92
advancement of technology, UniSZA Library uses a system to record all the

mails which is much simpler, and time saving which is by using the Google

Sheet. The process in sorting the incoming and outgoing mails involved:-

Receive incoming and outgoing

mails

Sort by category (incoming and

outgoing) and date received

Stamp on the letters and minutes

sheet (blue-incoming, red-
outgoing)

Record on the minutes sheet and

Google Sheet

Figure 3.75

Process of sorting incoming and outgoing mails

Basically, incoming mails referred to the mails sent from outside to

UniSZA Library while outgoing mails referred to the mails sent from UniSZA

Library to other place. Any outgoing mail would be photocopied by using blue

paper as our keeping. The trainee has done several minutes for files while she

was in the unit. She did learn on how to organize mails accordingly to ensure

that the mails were in the right order. Each and every mail would have its own

number.

The numbers on the cover of the file would be the guide for the staff in

choosing the number for their letters so that they would not choose the same

number. All used numbers would be crossed off to avoid any problem from

93
occurring. Then, the trainee must record all mails that were recorded in the

minutes sheet in the Google Sheet. All information about the mails including the

date of the mails, reference number, sender, and also the title of the mails would

be recorded in the system.

Figure 3.76

Numbering used for the mails

Figure 3.77

Red stamp on the incoming mail

94
 Figure 3.78

Minutes sheet

Figure 3.79

Trainee sorted incoming and outgoing mails

95
 Figure 3.80

Google Sheet used to record the mails

Figure 3.81

Files completed by the trainee

3.1.25 Besut Campus Library

Books in the library are available for all users to access. Problems such as

misplacement of books, mixed order of books on shelves, and missing books

commonly occurred in the library. An initiative to prepare the verification of the

96
reading materials in the library has been made necessary. Hence, stocktaking has

been implemented in most of the library to verify their total collection. UniSZA

Library has decided to conduct its first stock-taking project ever since the

opening of the library. The project would be conducted at a library with a lesser

collection than the main campus, and it would be Besut Campus. On the 2nd of

June 2019, the trainee has grabbed the opportunity to join the project by going to

the library at Besut Campus by herself.

Stocktaking can be defined as a vital component of library bookstock

management (Nwali, 1992) and it is meant to ensure that all books listed in the

library system correspond with the collections in the library. Other than that, the

purpose of stocktaking was also to identify the losses of collection and update

the library bookstock. The project was scheduled to start as soon as possible

since the students of UniSZA were enjoying their semester break for about three

months. The library management should take an action to develop the policies

and procedures to conduct the project without any problem as well as to prepare

all equipment needed.

Among the materials needed to conduct the stocktaking project were

computers or laptops, barcode scanner, power extension, white sticker, and also

cellulose tape. Firstly, a laptop was switched on and a barcode scanner was

connected to it. Not to forget to use the power extension since the laptop needs

to be near to the shelves. To make it possible to take the laptop to the shelves, a

trolley was also used to move the equipment easier. It would be more time

saving rather than carrying the item back and forth. All staff working in that

library with a total of one librarian and three library assistants were involved in

the project.

97
 Figure 3.82

The equipment needed

The trainee opened an Excel sheet as instructed by the librarian, Pn.

Norhazura Yunus. She taught the trainee on how to scan the barcode and arrange

it into the spreadsheet. A row of shelve consists of five sets of shelves and each

shelf consists of five tiers. Each shelf would be categorized in a different column

to prevent from confusion. There would be 25 columns representing all 25

sections on a row of shelves. On the Excel sheet, each column would be

renamed as L1, L2, L3, up until L25 which referred to the numbers of sections.

By doing that, it would make the project run smoother without any confusion.

98
 Submit the
Create a
list of
Scan the Save Paste the list of
barcode to
barcode (Notepad) sticker missing
IT
items
department

Figure 3.83

Process of stocktaking

The process of stocktaking started with scanning the barcode on the book

label pasted on the inside of the book cover. But before scanning, the trainee

must ensure that the arrangement of the reading materials on the shelves were in

the correct order according to the call number. Once the arrangement has been

set, the process of scanning could be done. The trainee must scan the barcode so

that the accession number of the reading material was recorded in the Excel

sheet. Reading materials were scanned one by one without skipping any of them.

Once a section of a shelf has completed, the trainee needed to count the overall

number of reading materials in that section and the total numbers on the Excel

sheet must correspond to each other.

After scanning process was done, the data in the Excel sheet would be

transferred to notepad. As for the reading materials that have been scanned, they

would be pasted with a white sticker in order to differentiate with other reading

materials that were not scanned yet. The white sticker would be pasted on the

spine of the reading materials, under its call number. Then, cellulose tape was

99
used to secure the sticker on the spine. Once the process has been completed, the

list of barcode was then sent to the IT department and they would come out with

a list of missing items. The IT department would process the list of barcode with

the library system to ensure the status of the reading materials.

Figure 3.84

Trainee was scanning the barcode

Figure 3.85

Trainees were conducting the stocktaking project

100
 Figure 3.86

Books with white sticker on its spine

Items that
Change status unable to be
Acquire list of Search for the
of the items in found will be
missing items items
ILMU subjected for
weeding

Figure 3.87

Process of missing items

The list of the missing items received from the IT department was then

used as a guide to change the status of the reading materials in ILMU. All

library staff were required to search for the missing items in a set period of time

which was 2 years. Within these two years, the library staff must check for any

error that might occur during the scanning process or if there were any missed
101
shelves to ensure everything has been scanned. Sometimes, there was a book

tucked in another book and it might be one of the reasons that it was missing. If

the reading materials were still could not be found within the two years, it would

be subjected for weeding.

It was such a blessing to be a part of the project since it was the first time

ever UniSZA Library has undergone the stocktaking project. The trainee has

experienced a brand new thing that could not be learnt from the textbook. All

library staff in Besut Campus including Pn. Norhazura Yunus, En. Yusuf Amin

Ismail, En. Muhamad Baharin Gani, and not to forget Pn. Raja Noradilla

Hayyana Raja Khalid treated the trainee well and willing to share their

knowledge with the trainee for that one whole day. The knowledge gained might

be very useful for the upcoming years if the trainee had a chance to run the same

project at another institutions or companies.

Figure 3.88

The trainee with all library staff at Besut Campus

102
3.1.26 MOOC Project

According to Technopedia (2019), a massive open online course (MOOC) can

be defined as an online course that has open access and interactive participation

by means of the Web. MOOC is a platform whereby the participants could get

their course materials that are normally used in a conventional education setting

such as videos, study materials, and many more. Its open access and no fees

required were some of the advantages of MOOC. In order to cope with the latest

technologies and to get in line with industrial revolution 4.0 which focuses on

automation, the library management has decided to publish a new online course

to direct and educate the users of the library on the services that the library

offered.

En. Syaiful Hisyam, a librarian in the Information Technology (IT) Unit

suggested the trainee to make a video for the MOOC project. The project was

divided into four modules which were Introduction to UniSZA Library,

Webinfoline, Online Public Access Catalog (OPAC), and Electronic Resources.

The fourth module which was Electronic Resources module must be completed

by two trainees. So it would be enough for all five trainees. Among the four

modules, En Syaiful has appointed a trainee to create a video for each module.

The trainee has been selected to do the fourth module which was regarding the

electronic resources and she cooperated with Cik Nur Mardhiah Rosli.

After some discussion with her partner, it was decided that the trainee

had to do the introduction part and also the online database part. It would be

quite challenging since the trainee has never made a video for education which

would require the trainee to synchronize her voice and the video. Before that, En

Syaiful Hisyam has introduced to the trainee what was MOOC and the examples

103
of videos made for the library purposes. After some explanation, the trainee has

finally understood on what should be done and how to do it.

Firstly, the trainee must find any software to do the screen recording

process. The video recording of the screen would be a guide for the users to

understand on how to use electronic resources and how to search through online

databases. En Syaiful Hisyam has recommended a software named Snag It but

there were some disadvantages of the software since it did not provide any

features to automatically record the audio when doing the screen recording.

Other than that, the trainee could only use the trial version since it must be

purchased.

After some searching, the trainee managed to find a free source software,

which could be downloaded for free and there was a feature for audio. It was

named as Active Presenter. It allowed the users to record the screen and their

voice at the same time. It was such an amazing finding since En Syaiful Hisyam

was also amazed with the ability of the software. If the trainee did not find it,

maybe she would need two different softwares, one for screen recording and

another one for voice recording. Once it has been downloaded, the trainee

needed to run it on her laptop and then it was ready to be used. It was user-

friendly, and the interface was not so complicated. There might be some features

that were unique, but after exploring it, everything could be done easily.

Other than that, the trainee also used video editing software, Filmora to

create the introduction. Filmora was also user-friendly and the trainee managed

to complete the introduction for a short time. Everything could be combined in

the Active Presenter and the trainee used about two weeks to fully complete the

video for MOOC project. The trainee recorded the screen and everything was

104
compiled in Active Presenter before exporting it into a video file. When

submitting the project, En. Syaiful Hisyam asked the trainee to give the sources

used to create the video and also the output. The sources included the text

written for the MOOC, videos, and also audio used in the video.

Figure 3.89

The interface of Active Presenter

The MOOC project was submitted to En. Syaiful Hisyam since he stated

that the new registered students were going to attend the Information Literacy

Class organized by the library. So, all four modules would be used as teaching

materials for the classes to expose the students with the basic things that they

must know in searching the information. Although the video made by the trainee

had been commented on the choice of words used for the video, the trainee

succeed in editing it on time and the video was done beautifully.

Hence, the trainee was satisfied with the result of the video that she and

her partner made. It was hoped that all students and users were able to get at

least something that was useful that they could apply in their studies. It was very

105
important for the users to know the right way to search and access the electronic

resources which would ease their process in completing their assignments or

tasks.

3.1.27 Medical Campus Library

The trainee was scheduled to be at Medical Campus on 10th of June 2019. There

was a total of four library staff working at the Medical Campus which consists

of one librarian, Pn. Noorfadzilah Mokhtar and three library assistants, En.

Saharuddin Ab. Rahman, En. Mohd Dzulfahmi Zakaria and Pn. Rosliza Mohd

Sharif. The collection in the library was not as big as the collection in the main

campus and most of the collection there was specified on medical collection.

Figure 3.90

The trainee at Medical Campus Library

Pn. Rosliza was the one who welcomed the trainee with other trainees

and brought them to tour the library since it was the first time the trainee had

visited the Medical Campus Library. Then, the trainee was given a task to key in

the data of all serial publications ready to be sent for binding into ILMU system.

106
It was a new experience for the trainee to do such process since she was unable

to do it in the main campus. Pn. Rosliza taught the trainee on the processes

involved before fully leaving the task to the trainees.

Complete issue of magazines were placed at one place so that it would be

easy to key in into the system. The binding would be made twice a year in which

the first batch would cover the issue from January to June while the second

batch would cover the issue from July to December. First, the trainee must run

the ILMU system and open the Serial Binding Maintenance to add the

magazines into the system. To make the process easier, a list of control number

was ready to facilitate the process in adding the magazines without having to

search for the International Standard Serial Number (ISSN). The trainee could

just copy the control number and paste it on the system easily.

Figure 3.91

List of control numbers

107
 Figure 3.92

Retrieving the magazines by the control number

Once the magazines have been retrieved, the trainee must select only the

completed issue because incomplete issue should not be sent for binding. After

all issues have been selected, the trainee needed to fill in the binder code,

currency, year, date sent, date expected, page, and remarks. All bold elements

were compulsory to be filled in. Next, the status should be set as pending since

Pn. Rosliza has mentioned to set it as “Pending” first before changing the status

to “Sent”.

It should be kept in mind that once the status has changed to “Sent”, the

magazines should be sent to the selected binder. After the data was saved in the

system, the trainee was required to fill in the mini binding form for each bundle

of magazines. The form should be attached together with the bundle as a

reference for the binder. Then, all bundles were tied with a rope and sent to the

binder.

108
 Figure 3.93

Selecting the right issues

Figure 3.94

List of magazines added to the system

109
 Figure 3.95

Bundle of magazines with its binding form

3.1.28 Industrial Trainees Farewell Event

On the 19th of June 2019, UniSZA Library has organized an event for the

industrial trainee students who would finish their industrial training at the end of

the month. It was an early event since the library management would like to

combine the event with Hari Raya Celebration. So the theme of the event would

be Hari Raya. The trainee was informed that among the five trainees, they must

select one representative to give a speech during the farewell event.

All trainees agreed that Cik Wan Nur Athirah Wan Jefri would represent

all trainees. The trainee needed to draft what she would talk during the event. On

the day of the event, the trainee managed to give her best to thank and apologize

to all library staff during her five months industrial training. Then, the event

continued with the prize giving ceremony before everyone was invited to eat the

scrumptious food.

110
 Figure 3.96

Trainee was giving a speech during the event

Figure 3.97

Prize given by the Chief Librarian, Pn. Norulhuda

3.2 SPECIAL PROJECT

Each and every student is required to conduct at least one special project during his or

her industrial training. Since Universiti Sultan Zainal Abidin (UniSZA) Library has

already came out with a list of events that would be held in conjunction with Dekad

Membaca Kebangsaan throughout the year, the trainee decided to handle one of the

events by herself and the name of the event was Bacalah Sayang 2.0 (Iqra’ With Special

111
Kids). It was one of the events of Read@Uni Iqra‟@UniSZA and the first step in

holding the event was by doing a proposal before getting it presented in a meeting that

has been scheduled.

Other than that, the event was actually a second series whereby the first series

was also held at Sekolah Kebangsaan Gong Badak, Kuala Nerus, Terengganu (SKGB)

in which the target audience or the focus group was the pre-schoolers. The second series

has a theme of “Iqra‟ With Special Kids” which would be focused in developing pupils

who were reading literate and also writing literate. The purpose of the event was to give

an opportunity for the pupils of SKGB who were having the difficulties in their studies

to join in lots of interesting and very beneficial activities that could enhance their will

power to read more in themselves.

The trainees were given some time to come out with interesting ideas for the

activities to be conducted during the event. It has to be kept in mind that the focus group

was special kids which would be quite challenging for the trainees to find suitable

games for them. Besides, the main objectives of the event were:-

 To encourage early literacy on reading and writing among special kids.

 To offer an opportunity for the special kids to show their own abilities.

 To prepare some interesting ways to make them feel attracted in learning.

Before the Event

On the 1st of April 2019, the first meeting attended by three librarians who are

En. Idris Jamaludin, Pn. Sofiah Khalid, Pn. Rosnorzaini Rusli, and all five trainees was

conducted in order to give explanation on the event that would be held. The meeting

was held at the discussion room 44/B in the library. During the meeting, the proposal

was presented and explained in details by the trainee starting with the objectives until

the proposed budget. All games that have been listed were also presented in the
112
meeting. Some of the games were not accepted but they suggested new ones that were

more suitable. All comments and recommendations given by the librarians were noted

since those could be used to improvise the proposal

Figure 3.98

During the first meeting

On the next day, which was on the 2nd of April 2019, all of the committee

members went to SKGB to discuss the event with the teachers. The teachers have been

contacted beforehand to inform about the visit. The representative teacher who

welcomed the members from UniSZA Library was Pn. Norunnisa Abdullah, Senior

Assistant for Special Education SKGB. After explaining the flow of the event, including

the suggested games for the special kids, the teachers gladly approved all of the ideas

and they were willing to help the trainee if there was any help needed. Other than that,

they really helped the trainee and other committee members a lot by sharing some tips

on how to confront with the special kids since they might behave a little different from

other normal kids.

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 Figure 3.99

Discussion with Puan Norunnisa Abdullah

The second meeting among the committee members was scheduled on the 18th

of April 2019. Pn. Sofiah would like to see through the emcee‟s text for the event to

ensure that everything was smooth. Some corrections were made and the emcee‟s text

was ready to be practised by the selected emcee for the event which was Cik Najihah

Hussin. Next, the librarians also reminded the trainee to email the Appointment Letters

to all committee members so that they could keep track of what was happening and also

for their own references. Invitation letters for the school teachers, and the headmaster

were emailed to the school to notify them about the upcoming event.

The budget proposed with a total of RM 733.52 has been approved by the library

top management. So, with the budget in hand, the trainee could buy and pay for the

necessities for the upcoming event. The trainee made a list of things to be bought to

make the prizes. Once all the things were bought, they packed all the prizes and gifts to

all pupils as well as the teachers and headmaster. A total of 70 bags filled with a packet

of keropok, small drinking bottle, note book, and a button batch were prepared. Other

than that, RM 120.00 from the budget was allocated for the banner while RM 320.00

was paid to the caterer for providing food for the event. Then, the balance of the budget

was used to buy the prizes, gifts, candies, and others.

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 Table 3.4

Budgeting for Program Bacalah Sayang 2.0

Quantity
No. Description Amount (RM)
(Unit)
1. Plaque 1 PKK UniSZA
First place
2. - Colourful Popsicle 8 x RM4.24 x 2 67.84
- Jigsaw puzzle 32 x RM2.12 x 2 135.68
3. Lunch 68 people x RM4 272.00
4. Lunch for VIP 8 people x RM6 48.00
5. Banner 1 120.00
Souvenir
6. - Keropok 1 90.00
- Button badge
TOTAL 733.52

Other than that, a banner was designed and created to be placed on the stage

during the event. The trainee asked for help from the library assistant, En. Mursyidi

Mohamed to check for the resolution to ensure it would be clear and sharp after

printing. As for the games, all trainees created the games on their own by getting the

ideas from the internet. There were a total of three games which were colourful

popsicle, jigsaw puzzle, and also human body.

Figure 3.100

Banner of Program Bacalah Sayang 2.0

115
 Figure 3.101

Preparation for the games

Figure 3.102

Packed the prizes

A day before the event, the trainee with other committee members went to the

venue which was the school hall named Dewan Khalid Al-Walid in order to set up the

place. The banner was hung at the back of the stage and all of the stage decoration was

done on that day. Besides, all the prizes, gifts, and other materials to be used for the

event that had been packed were sent to the venue and placed at a secured place.

116
 Figure 3.103

Setting up the school hall

During the Event

Program Bacalah Sayang 2.0 had successfully taken place on the 25th of April 2019 as

scheduled. The event started at 9.30 a.m. with the registration of the pupils. All VIPs

including the Chief Librarian of UniSZA Library, the headmaster of SKGB, and the

teachers arrived at 9.45 a.m. and after that, the prayer was recited by Ustaz Syed Emran

Faisal Sayed Ahmad, a teacher from SKGB. Next, the event was continued with an

opening speech by the Chief Librarian, Pn. Norulhuda Makhtar and followed by the

headmaster of SKGB, En. Ahmad Zohir Harun who would be the one launching the

event right after his short welcoming speech.

Table 3.5

The Tentative Program of Bacalah Sayang 2.0

Time Activities
9.30 a.m. - Registration
- Arrival of VIPs and Guests
- Singing of National Anthem and Sekolah Kebangsaan Gong
9.45 a.m.
Badak Song
- Recitation of Prayer

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 - Opening Speech by Chief Librarian, Pn. Norulhuda Makhtar
- Launching Speech by the Headmaster of Sekolah
10.00 a.m.
Kebangsaan Gong Badak
- Souvenir Giving Ceremony
10.30 a.m. - Activity 1 (Colourful Popsicle)
11.00 a.m. - Activity 2 (Jigsaw Puzzle)
11.30 a.m. - Activity 3 (Human Body)
12.00 a.m. - Activity 4 (Sing with me)
12.30 p.m. - Prizes Giving Ceremony
12.45 p.m. - Photography Session
1.00 p.m. - Disperse

Figure 3.104

The situation in the hall during the opening ceremony

Figure 3.105

Pn. Norulhuda and En. Ahmad Zohir give the speech

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 After launching the event, the emcee announced that it was the time for souvenir

giving ceremony. Pn. Norulhuda was invited to be on the stage accompanied by Pn.

Rosnorzaini to give some souvenirs to the headmaster of SKGB. In addition, all five

trainees were also given the certificate from the school. Before the opening ceremony

ended, all of the VIPs, teachers, pupils, and also the committee members of Program

Bacalah Sayang 2.0 were gathered together on the stage to take a group photo as a

memory.

Figure 3.106

Souvenir and certificate giving ceremony

Figure 3.107

Photography session

119
 Once the opening ceremony was done, the event continued with a leisure session

filled with lots of games. During that session, the roles of the teachers were very

important to help the trainees to ensure the situation was under control. The pupils were

then divided into five small groups and they would join all games in that given groups.

Since the teachers had already known all of the pupils, they volunteered to help the

trainee in grouping the pupils. When all of them were in their groups, they must sit in a

circle so that the game would start without any confusion and misunderstanding. A

teacher was allocated in each group to lead and direct the pupils to do what they were

supposed to do.

Figure 3.108

Grouping the pupils

During the session, all pupils were very participative and active. Everyone was

eager to win each game and their will power to win could be seen clearly on their faces.

They would jump here and there but still able to listen to instructions given. A special

thank would be given to all teachers who were very helpful in assisting the groups of

pupils while the games were running. Each and every group was given a number such

as Group 1, Group 2, Group 3, Group 4, and Group 5. Before the games started, the

trainee kept on reminding the pupils to behave or they would not be given any candies.

Luckily they would listen to the trainee and they acted so well throughout the event.

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 The first game which was Colourful Popsicle required the pupils to create a

shape as being shown on the front screen. Each group was given a set of popsicles and

everyone in the group must play it together. Next, the second game which was the

Jigsaw Puzzle required the pupils to assemble several pieces of puzzle to complete the

picture. The actual picture was also shown on the screen to ease the pupils in

completing the puzzle. Last but not least, the third game was Human Body which

required the pupils to match the pieces of eyes, nose, mouth, hands, and legs into the

missing part of the human body.

Figure 3.109

Pupils were playing games

All winners for all three games were noted since there would be a prize giving

ceremony at the end of the event. Other than that, the pupils were then entertained by an

exciting activity which was Sing With Me. The activity was a free singing activity

which focused on the songs related with human body since the last game that they

played was regarding the human body. The trainee had prepared two songs such as

Head, Shoulders, Knees, and Toes, and also Hokey Cokey which were both in Malay

version. They were all enjoying the activity since everyone was singing and copying the

dance shown on the screen.

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 Figure 3.110

During the singing session

After the fourth activity had been completed, it was the time for prize giving

ceremony to all winners for all games. The prizes were given by the Chief Librarian, Pn.

Norulhuda Makhtar accompanied by the Deputy Chief Librarian, Pn. Rosnorzaini Rusli.

The prizes were actually given to all of the pupils but the special prizes were only given

to winners. The representative for all winning group would go and take the prize when

their group name was announced.

Figure 3.111

Prize giving ceremony

122
After the Event

The event finished early from what had been planned. Around 12.30 p.m., the trainee

directed all pupils, teachers, and all committee members of Program Bacalah Sayang

2.0 to go to the canteen to have their lunch before going back home. All in all, it could

be said that the event was done successfully with the help and cooperation from the

library staff as the organizer of the event, the teachers, and also the pupils themselves.

Besides, the outcomes of the events could be summarized as:-

 Pupils were very creative in creating various shapes by using the

colourful popsicles.

 Pupils were able to recognize the colours of the popsicles.

 Pupils were able to complete the jigsaw puzzle within a very short

period.

 Pupils were able to recognize all the parts of human body and their

functions.

Generally, Program Bacalah Sayang 2.0 had achieved all the objectives listed in

the proposal. It was hoped that all pupils and teachers were happy with the program and

would open their arms to welcome UniSZA Library to hold any events in the future.

Figure 3.112

Trainees with the VIPs

123
CHAPTER 4:

INDUSTRIAL

TRAINING

REFLECTION

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4.1 APPLICATION OF KNOWLEDGE, SKILLS AND EXPERIENCE IN

UNDERTAKING THE TASK (KNOWLEDGE GAINED)

Throughout the five months industrial training at UniSZA Library, the trainee has

gained a lot of knowledge and skills especially in the library management. As stated, the

objective of the industrial training is to encourage the students to apply the skills and

knowledge gained at the university to benefit the organizations. Some of the subjects

offered by the Faculty of Information Management that are very useful for the trainee to

apply at UniSZA Library are such as Information Technology Application in

Information Agencies (IMD 225), Electronic Publishing (IMD 214), Organization of

Information: Computerized Cataloging (IML 655), Organization of Information:

Subject Cataloging and Classification (IML 555) and others.

The trainee has gone through the IT and Multimedia Unit and gained some new

IT skills. While the trainee was at the unit, she learnt how to edit the library website

through Joomla! platform. Other than that, the trainee explored through new software

used to create a video for her MOOC project. The trainee has applied the knowledge

gained from the Information Technology Application in Information Agencies

(IMD 225) subject in recognizing the software used to make videos. Besides that, the

trainee was also required to design banners for the upcoming event. The knowledge

from the Electronic Publishing (IMD 214) subject was applied by the trainee to

produce a design from Adobe Photoshop and also Adobe Illustrator.

Index & Bibliography Unit in UniSZA Library requires the trainee to prepare

herself with the cataloging skills to do the acquisition process as well as the cataloging

process. The trainee has applied the knowledge gained from the Organization of

Information: Computerized Cataloging (IML 655) subject to do the cataloging

process by referring to the MARC21. During the class session at the faculty, the trainee

125
did learn on how to key in the data for bibliographic organization but in KOHA system.

The industrial training allowed the trainee to experience another library management

system which was ILMU but all LMS do have the same functions. Other than that,

subject headings and call number that needed to be assigned to each and every book

could be completed easily since the trainee has applied what she had learnt from the

Subject Cataloging and Classification (IML 555).

Besides, communication skills is one of the most important aspects because

every word that is uttered from the mouth might make someone happy or feel hurt

without our consciousness. While the trainee was on duty especially at the counter, she

would encounter different kinds of users and sometimes she even needed to

communicate with the international students. The trainee applied the knowledge that she

gained from all ELC subjects in communicating English confidently with the students.

Other than that, the trainee would also have to meet those in the top library management

to ask for something and that was the time where she would apply the knowledge she

gained from Communication Skills for Information Professionals (IMD 121)

subject. There should be a proper way to talk verbally and not forgetting the non-verbal

communication that might affect the whole communication. The library staff consists of

those in higher grades and also lower grades. The trainee tried her level best to talk to

the library staff with respect and be humble since she was new there.

The trainee must be able to interact with all users of the library as well as

socialize with all the library staff. The socializing skills that the trainee has practised

were by getting to know the staff better not just within the library but also to other

library users. Even during the break time, sometimes the trainee joined other staff to

take some refreshments or had lunch together. It would be one of the ways on how to

build more networks within those in the library field. It could only be done since the

trainee has learnt Information Systems Interaction & Consultation (IMS 556) and
126
she knew how to interact and socialize with the society. The networks built would help

the trainee to get more opportunities especially in looking for a job. The trainee has

applied the knowledge that she gained from the Promotion of Information Products

and Services (IMD 227) subject in which she would be able to promote the services

offered by the library to all other networks.

Other than that, one of the requirements of industrial training is to conduct at

least one special project which will benefit the library. In order to accomplish the

requirement stated, knowledge gained from Fundamentals of Management (MGT

162) subject helped the trainee to do the planning, organizing, leading, and also

controlling successfully. The project conducted was under the instructions from the

trainee as the project leader. Management skills developed in the trainee ensured that

everything could be run smoothly but any unexpected events could happen and that was

normal in every project. Once the trainee was capable to handle the project by herself,

the trainee might be prepared to face the real working environment in the future.

4.2 PERSONAL THOUGHTS AND OPINION

In the opinion of the trainee, UniSZA Library as the academic library has been seen as

an established organisation by looking at how the library serves the users in the

institution. Generally, the library has successfully achieved the objectives of its

establishment which are to serve the information and research needs of the members of

the institution, to provide study area for users, to provide reference materials at

appropriate levels, and others. UniSZA Library has all it takes to be a well-known

library in Malaysia because some of the reference materials were specialized in Arabic

language and many scholars from the Middle East studied here. It was proven when

many international students chose to study here because of its well- established library

besides the courses offered.

127
 Other than that, the trainee also thought that each and every staff in the library

was so cooperative and helpful. Even though the trainee was new in the library, they

threated the trainee so well and responded so gently to any enquires by the trainee. The

staff were also willing to help the trainee if she faced any problem in doing something.

For example, it was quite difficult for the trainee to trim the edges of the papers in

making the book binding process. So, the staff in the conservation unit offered some

help to trim the papers by using the electronic cutter machine. Next, the special project

conducted by the trainee has involved the library staff as the committee members for the

event. Everyone was very responsible to their task and they were really cooperative in

helping the trainee and the other committee members. All things could not be done

without the help from every library staff.

Next, UniSZA Library has a variety collection of books starting from the

general collection until the voluminous reference books. UniSZA Library in the main

campus that provides special area for Law collection and Arabic collection. This is due

to most of the students at UniSZA Gong Badak are majoring in either these two courses.

The trainee thought that it was so thoughtful to prepare the comprehensive collection of

reading materials for the two courses since the materials for their courses might be

difficult to get. Usually, the materials would come in a volume especially Arabic

collection. Some of them could have up until above 20 volumes. Besides, the library

would always update their collection by purchasing the latest publications to provide the

users with the best services.

Moreover, UniSZA Library has portrayed a very good image by providing the

best services and facilities to the users. In the trainee‟s opinion, the main service of the

library which is the circulation service at the circulation counter is just like the first

impression of others towards the library. Soft spoken, friendly, helpful and smart staff

would represent the whole staff by giving his or her best services while doing their task
128
especially at the circulation counter. Good services would ensure a good reputation and

good image of the library. During the five months, the trainee has learned how to be

professional at the workplace. Other than that, the facilities provided in the library were

updated in order to make the library more trending, stylish and modern. The most

interesting place in the UniSZA is the Collaborative Learning Space or also known as

Learning Commons in which the space is more modern and leisure.

Working in a library environment does require the staff to develop as many

networks as possible so that those who are working in library science field could share

all new findings or latest information about the library management among themselves.

Any rising matters could also be discussed in order to get the best solution. UniSZA

Library is a well-known academic library that has received many visits from public

(both government and private institutions). The result from the good networking

among the librarians from all over Malaysia could be seen through the program

organized at UniSZA Library which was Bengkel Hala Tuju Perpustakaan Universiti

Awam. The workshop has gathered librarians and also other top management of the

university libraries to discuss on arising matter.

4.3 LESSON LEARNT

Since the trainee was placed at UniSZA Library with four other trainees, she learnt a lot

about teamwork. Whenever a task was assigned, all the trainees sat down and discussed

what should be done and took proper actions to complete the task. For example, when

the trainees were given the task of handling the special project (Program Bacalah

Sayang 2.0), the trainees divided the workload among them. Each one had to complete

the task within the time stipulated and met once a while to know the progress. Finally,

when the date came, the special project was successfully done. All trainees were glad

129
that they were able to face all the challenges throughout the project. Everything was due

to their great teamwork.

The next lesson learnt was being brave. The trainee was asked to make an

invitation letter regarding the special project. All the invitation letters were required to

have the signature of the Chief Librarian. Meeting the Chief Librarian was a difficult

thing to do for a new trainee. Thus, the trainee must have all the guts and courage to

knock the door, to introduce herself, to explain about the letter and finally to get her

signature in all the letters. It was a great achievement for the trainee once the job was

done. Besides, the trainee had to make a farewell speech during the Industrial Trainees

Farewell Event. Although it was a short speech, it requires the trainee to be brave and

confident to talk in front of all the library staff.

Being motivated was also another lesson learnt. When the trainee was assigned

to prepare the things that should be brought to the Orang Asli Village, the trainee took

her weekend to shop for all the necessary things. With the money given, the trainee

successfully budgeted the cost of getting all the materials to set up the mini library. The

trainee was really motivated to get the best mini library done by herself even she needed

to use her own money. Another example was when the trainee volunteered to set up the

gallery to welcome Pak Samad during one Friday evening. Although it was a non-

working day, the trainee was willing to come and give her hand.

Working at the circulation counter requires one to be presentable. Therefore,

the trainee must always be neat, tidy, and dress well to be presentable when dealing

with the users. Non-verbal gestures are important to make people comfortable and feel

relaxed to interact with the trainee. Put on a smile to all users whenever possible so that

they would come again. Personal appearance also plays a part in presenting ourselves,

therefore the trainee should always take care of her appearance. The trainee should be

130
polite and talk nicely and gently to all the users because the language used is important

in this interaction.

The last lesson that the trainee has learnt is self-discipline. Working from 8.00

a.m. to 5.00 p.m. daily has trained the trainee to be a discipline person. Even though

there was no “punch card” or thumbprint to record the daily attendance, the trainee

arrived early and went home after 5.00 p.m. The trainee also learnt that whenever she

needed to go out for some personal matters, she had to ask for permission from her

supervisor. It also happened that the trainee had to take an emergency leave due to the

death of her grandmother. In accordance to that she called her supervisor to ask for

permission to go back to her hometown. She was given the permission and later she had

to apply for her leave by writing a letter.

4.4 LIMITATION AND RECOMMENDATION

UniSZA Library has a fix working hours. Since the library caters for majority of the

students, the opening hours for the library should be flexible and in accordance to their

needs. Some students requested that the library be opened 24 hours but this seemed to

be too much. The trainee would suggest that the library be opened until 12.00 midnight

daily giving more time for the users to arrange their study time properly. At the

moment, the library is open until 10.00 p.m. and there is another two extra hours that

could be used by users to use the library. Furthermore, UniSZA Library is located in an

area that is quite busy with 24 hours fast food restaurants like McDonalds and KFC.

Every institution has its own strategic planning. UniSZA Library has its own list

of activities for the whole year round. With this, the trainee was required to follow all

the planned activities by the management staff. This has limited the trainee‟s

opportunities and chances to create any event and project with her own creativity.

Although all the planned activities were good, the trainee was bound to follow all
131
instructions given by the library staff giving them limited space to be creative. The

library management should consider the event that the trainee would like to organize.

The trainee should provide a strong and solid paperwork to convince the management

that it could be held during the industrial training.

Some of the reading materials were written in Arabic language. Since the trainee

has only some basic knowledge in Arabic, it was quite difficult for the trainee to catalog

the materials given. Only those who have advanced level in Arabic language could be

able to read and understand the writings in the reading materials. Therefore, the

cataloging was put to a hold and given to somebody else to complete the work. The

trainee recommends that the person who is going to do the cataloging, to seek for help

from a professional person who can read Arabic writings fluently.

132
CHAPTER 5:

CONCLUSION

133
5.0 CONCLUSION

In conclusion, the trainee has gained a lot of experience throughout her five months

industrial training. The experience is the most precious thing since it could make the

trainee well-prepared to work in the industry one fine day. Having the opportunity to

visit all three campuses of UniSZA Library was such a memorable moment. Each

campus has its own uniqueness especially in terms of the specialized collection. For

example, Medical Campus Library is a branch library which has the specialized

collection on medical collection in order to meet the needs of the users from Faculty of

Medicine. The trainee has learnt a basic knowledge on how to catalog the medical

collection by using National Library of Medicine (NLM) Classification Scheme.

Other than that, the trainee has developed a lot of skills during her industrial

training. In previous semesters, she has learnt lots of theory because the courses outline

does not mention about exposing the students with hands-on tasks. Luckily the

Industrial Training (IMC 690) subject has prepared a platform for students to apply

what they have learnt during classroom session and adapt in their working place. For

example, the trainee has developed her cataloging skill and she really enjoyed her time

when she was at the Indexing & Bibliography Unit. Even all the library staff were very

helpful and did not get mad easily when the trainee was having difficulties to

understand the cataloging process.

In addition, the special project conducted by the trainee has left a big impact

towards the trainee since it was for the first time she handled an event by herself. It was

so amazing to be a leader even for only the project because at least the trainee knew

how to organize the event from scratch. Besides, since the event was a success, the

network established between the school management and the library management has

been strengthened. More events would be held but maybe by focusing to another target

134
audience, different from pre-schoolers and special kids. The library management should

consider organizing Program Bacalah Sayang 3.0 in the near future.

Last but not least, the industrial training has made the trainee to be more

concerned on time management, self-esteem, teamwork, and other values. All the

lessons learnt and experiences gained will be a treasure for the trainee in developing her

personality and characters in becoming a more well-rounded person. Good personality

traits are not learnt through theory but by experiencing it. It is hoped that all the

experiences would motivate the trainee to explore more in the working arena.

135
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