Document Title : MINUTES OF THE MEETING

Department : LEARNING AND INFORMATION CENTER

Attendance: Please see attached. Date: March 24, 2023

Presider: Brigida E. Bacani Venue: via Zoom

Proponent Issues and Concerns Responsibility Target Date Status Remarks

1 The meeting was called to order at 1:00 PM with the

following agenda:
1. Reading and Approval of the Minutes of Previous
Meeting
Sevilla, E.
2. Business Arising from the Previous Minutes
3. Business for the Day:
3.1 ISO Visit
3.2 Issues and concerns
Genon, R. 2 Opening prayer
3 Reading and Approval of the Previous Minutes
Bucog, F. Moved for the approval of the minutes and duly
seconded by Ms. Dacanay
Business Arising from the previous minutes
Villaver, W. 4 Raised his concern on the replacement of his Villaver, W. & April 2023 To be included in the
stamping machine to fast track the binding of Vidamo, M. moved to May budget proposal SY
Periodicals. 2023 2023-2024
A
Action/Recommendation: To look for an upgraded
stamping machine. This will be included on SY 2023-
2024 proposed budget.
Bacani, B. 5 Asked for updates on the free online database Digal, R.A. Dec. 16, 2022 Follow-up Sir Ibale.
(eLibrary USA) for review given by Ms. Fretzie
Fajardo. This will be shared with branch libraries.
A3
Action/Recommendation: Prepare a letter
addressed to Sir Ibale requesting to check the
network at the E-resources Section.
Palmero, B. 6 Suggested to schedule a visit to UM Tibungco, UM Palmero, May 2023 To be scheduled
Guianga and UM Penaplata Concerned Branch A after the ISO visit.
Libraries
Sevilla, E. 7 Accomplishment Reporting Vidamo, M. March 10, 2023 Done 03/22/2023
LIC Bolton
As per ICT, all computer units at the LIC Bolton require
a CR-2032 battery.
AC
Recommendation: To inform Ms. Vidamo of the total
number of computer units and email the JO or
recommendation from ICT as an attachment to the
ePRS filing.
Bacani, B. 8 UM Institutional Repository Ib-ib, J. & April 2023 To be scheduled
Images uploaded by UM Branches are not in standard Concerned branch after the ISO visit
A
format (blurred, diff. sizes). Training workshop is libraries
recommended to address this issue.
Bacani, B. 9 Check-out Transaction report All Circulation March 2, 2023 Done.
To inform the Deans of Colleges on Library Utilization Librarians
for the First Semester, SY 2022-2023 for awareness.
AC
This is to help increase the utilization per college per
program in preparation for the upcoming
Accreditation.
Bacani, B. 10 During the Year-end management review, there was All Reserve March 30, 2023 To include in the ILP
a suggestion that there could be a reservation system Librarians & presentation c/o Ms.
where students can organize with the librarians to Perocho, C. Perocho.
kept their unfinished books on a separate shelf. This
suggestion was brought up because as reported,
there are some books were missing because students
tend to hide books they are not done yet but do not A
want to check-out.
Action/ Recommendation: A reservation system is an
existing practice; librarians need to orient the
students again for awareness.
To include this topic in the PPT of the Information
Literacy Program (ILP).
Bacani, B. 11 Inventory Accuracy Sevilla February 28,
Factors to be considered that might affect the Del Castillo 2023 moved to
inventory accuracy: April 2023
AC
 No security guard assigned in the elevator,
there’s a tendency that students might sneak-
out books.
 Document Title : MINUTES OF THE MEETING

Department : LEARNING AND INFORMATION CENTER

Proponent Issues and Concerns Responsibility Target Date Status Remarks

 Due to natural calamities (e.g. flood,

earthquake).
Action/ Recommendation:
1. Request security guard/s to man the
elevator.
Bacani, B. 12 2. Prepare duties and responsibilities of Sevilla February 28, Done 03/20/2023
security guards assigned in the LIC. Del Castillo 2023 AC

Bacani, B. 13 3. Conduct orientation to security guards Sevilla February 28, Done 03/20/2023
AC
Del Castillo 2023
Quisido, A. 14 Raised concern with the branch libraries that have no For approval of COO
IMS Personnel. Detoya.
 Tibungco – Video & Photo documentation c/o
OSA; PM of computers c/o ICT
 Guianga – No IMS Personnel; LCD weekly report
c/o Ms. Dulatre; PM of computers c/o ICT Main;
PM LCD c/o IMS Main
 Digos- Video & Photo documentation c/o OSA;
To request an IMS personnel
 Tagum – Video & Photo documentation c/o
OSA; To request an IMS personnel; prepare
communication for the approval of their Quisido, A March 17, 2023 A1
designation
 Panabo – no IMS Personnel; LCD c/o PPMGS;
Request for replacement of Mr. Regie
Canesares former IMS personnel
 Penaplata – no IMS Personnel
 Bansalan - PM of computer units c/o Mr.
Palmero ; had an additional Technical staff;
submit LCD weekly report c/o Sir Genon
Action/Recommendation:
To request a designated IMS staff for all Branches
except for UM Guianga and Tibungco.
Matavia, M. 15 Raised the ff. issues: Matavia, M. April 15, 2023
1. Possible change of the time of borrowing from 7:30 LIC Head
am to 7:00 AM to cater students/faculty with 7AM
classes and 8:30 PM to 9:30PM to cater
students/faculty with classes at 8:30-9:30PM.
2. To move the end of borrowing after the final
examination in each term, to address the concerns of A
students who wanted to borrow books during the
final exam week.
This move is to satisfy the information needs of
students.
Response: To review OPM 16.05 after the ISO visit
and file RFD for revision
Refugio, S. 16 The 1-hr policy on the use of the e-resources section March 10, 2023 Done
is not religiously followed because some students
exceeded the one-hour usage due to NO monitoring
system that is implemented.
Action/Recommendation:
1. Strictly implement the logging-in or the filling out All Branch Libraries
of the Internet/On-line Resources Utilization form for
the branches where the E-resources Management A/C
System is not yet installed.
2. For the Main Campus, control of the 1-hour policy
is via the E-resources Management System, hence the
utilization form is no longer used/applicable.
3. To file RFD re: Change the name of the form to Digal R.A.
coincide with OPM 16.08 (E-resources Utilization
Form to Internet/On-line Resources Utilization Form.
Anino, M. 17 Suggested the following: Anino, Michael June 2023 Fill out System
1. Discussion Room Reservation System LIC Head Development Form
2. To convert the DR logbook to Online Attendance before June and
form A include n the AOP
Response:
To include this improvement in the next AOP
 Document Title : MINUTES OF THE MEETING

Department : LEARNING AND INFORMATION CENTER

Proponent Issues and Concerns Responsibility Target Date Status Remarks

New Business
Bacani, B. 18 ISO Visit - - Noted by the body.
Informed the final schedule of the ISO visit:
 LIC Matina – March 29, 2023
 LIC Bolton – March 31, 2023
I
 LIC Digos – March 30, 2023
 LIC Panabo – March 29, 2023
 LIC Mabini, UM Tagum – March 29, 2023
LIC Visayan, UM Tagum – March 28, 2023
Bacani, B. 19 Reminders in preparation for the upcoming ISO visit: - - Noted by the body.
 All references must be controlled and signed.
 List of Forms, History Card & Stock Card are
updated.
 Ensure all files/records are labeled, updated
and consistent with the revised RRG.
 Scratch papers are crossed out and do not use
the confidential documents.
 Corrections should be done through single
strike and sign.
 All forms should be completely filled-out and
signed. Put dash if data is not applicable.
I
 Ensure that all reports are signed.
 Ensure that all posted information are updated
and signed.
 Know where to locate your procedures in the
manual (OPM).
 Unreturned defective equipment is properly
labeled (for disposal to Property Office or for
repair).
 5S is implemented within your area(s) of
responsibility.
Emergency Exits & Fire Extinguishers must be
checked.
Issues and Concerns
Refugio, S. 20 LIC Panabo - -
 Summary of References & Compliance Reports
to be submitted to CHED were accomplished
 Check-out utilization – 13 Faculty; 6 Students
 In-house Utilization – 82 I
 Online Databases – 9164
 Library Attendance – 6 Faculty; 171 Students
 Already outgo the letter addressed to Deans RE
Check-out Utilization report last March 2023
Donayre, C. 21 LIC Tagum - -
 Evidences for YEAR, MYAR & OPM for the
upcoming ISO visit were already available.
 Filing of documents based on the revised RRG is
I
still ongoing.
 Conducted 5S, updated the Bulletin Board & the
First Aid Cabinet
 References per program per subject - complied
Donayre, C. 22 Raised concern with regards to the designation of Mr. HRMD, Quisido, A April 2023 Waiting for approval.
Duane Bercilla, he was assigned to the LABMO when Request letter was
he was originally under the LIC. Hence, a sent to Accounting
A
recommendation letter addressed to COO Detoya for Office 03/15/2023
approval that Mr. Bercilla be assigned to man the
IMS, UM Tagum.
Ramos, J. 23 LIC Digos HRMD, Quisido, A April 2023
Asked the status on the recommended personnel to
man the IMS, UM Digos.
A
Response: Request letter was sent to Accounting
Office 03/15/2023.Waiting for the approval of the
appointment of Mr. Edgar Lugatman.
Ramos, J. 24 Informed that her requisition for an Office Assistant - -
at LIC, UM Digos had been approved. This is in
I
compliance to CHED requirements particularly the
number of support staff.
 Document Title : MINUTES OF THE MEETING

Department : LEARNING AND INFORMATION CENTER

Proponent Issues and Concerns Responsibility Target Date Status Remarks

Sevilla, E. 25 LIC Bolton - -

Raised concern on how to generate the report in the
EMS at LIC Bolton. I
Response: Ms. Alegado already emailed the raw data
to LIC Bolton.
Bucog, F. 26 LIC Peñaplata - -
 Preparation of evidences for the YEAR, MYAR &
OPM for the upcoming ISO visit are still on
I
going.
 QMS documents are ready for printing.
 Updating of references are still on going.
Dacanay, J. 27 LIC Tibungco - -
 Informed that they will practice the
I
implementation of the OPMs on SY 2023-2024
in anticipation of the ISO visit.
Dacanay, J. 28  Raised concern on the dissemination of the Dacanay, J., April 30, 2023
Online Student Feedback Form. Dulatre, G. & Digal,
Action/Recommendation: Prior to creating a Google R.A.
Form link, the Student Feedback Form will be A
reviewed first depending on the questions relevant to
UM Guianga and Tibungco. This will be done
following the ISO visit.
Del Castillo, J. 29 LIC Matina Asst. Chief April 30, 2023
Shared concern about Ms. Perez’s observation on the Librarians (Main &
Student ID No. indicated the Students’ Logbook, Branches)
which violates the Data Privacy Act.
A
Action/Recommendation: In the meantime, EMS will
be used on the upcoming ISO visit. A review of the
Students’ Logbook Form will be conducted on April
2023.
Quisido, A. 30 IMS Main - - Noted.
Informed the ff. updates:
 Full coordination with Ar. Quinto with regards
to the AVR’s equipment to be utilized at the new
Library I
 LCD projector will be installed in the Conference
Room.
 Recommendation of interactive whiteboard to
be installed to all Discussion Rooms.
31 No further discussion was made. Meeting adjourned
at
4:30 P.M.

Legend: I – Information Only

A – Action Required
A/C – Complied/Completed
C – Cancelled

Prepared by: Reviewed and noted by:

MAE A. VIDAMO BRIGIDA E. BACANI

Administrative Assistant Head– LIC
 Document Title : MINUTES OF THE MEETING

Department : LEARNING AND INFORMATION CENTER

Attendance: IMS Main

Galano, Reshiel
LIC Main Ib-ib, Joenelle Oracion, Dexter
Alegado, Rubie Carole Mancao, Khristine Brylle Quisido, Albin
Alemania, Chenee Mae Matavia, Mary Jane Torres III, Ruben
Anino, Michael Perez, Agustina
Bacani, Brigida Perocho, Christy LIC Branches
Bano, Neires Jane Sevilla, Elsa Bucog, Franlo – LIC Peñaplata
Calunod, Leny Trabasas, John Paul Dacanay, Jannet – LIC Tibungco
Del Castillo, Josephine Vidamo, Mae Donayre, Clarissa – LIC Tagum
Dajao II, Rogelio Villaver, Wilson Dulatre, Gelli – LIC Guianga
Demetrio, Melvin Genon, Ronilo – LIC Bansalan
Digal, Raphael Angelo Ramos, Jenniffer – LIC Digos
Elman, Gina Refugio, Samuel Jr. – LIC Panabo
Document Title : MINUTES OF THE MEETING

Department : LEARNING AND INFORMATION CENTER