Area 7 Library TED

TED Document Checklist – AREA VII (Library) 139
Author: DR. VERONICA C. FERRER

Copyright 2011-530
UNDERGRADUATE TEACHER EDUCATION PROGRAM

AREA VII
LIBRARY
Highlighted
BS Sub- Provision Sources of Data/
Benchmark Statements (BS)
No. BS A Documents for Exhibit
A E
E
A. ADMINISTRATION
A.1  The organizational structure of  Library Handbook

the library is well-defined.  Organizational structure of the
library
The library is managed by a  PRC ID/License of the

A.2  licensed, educationally qualified librarians
and competent librarian with an  Complete portfolio of the
MS Library Science degree. Librarian/s
 Action Plan
 Duties and responsibilities
The Head Librarian directs and  Samples of communication
supervises the total operation of letter to different campuses
A.3  the library and is responsible for relative to the functions of the
the administration of its Head Librarian
resources and services.  Copy of PPMP and PRE of the
library
 Other relevant documents
 Minutes of Meeting with

attendance record showing the
The Head Librarian, preferably participation of the Head
with an academic rank, actively Librarian in school activities or
A.4  participates in the academic and meetings
administrative activities of the  Plantilla position of the Head
institution. Librarian
 Picture of participation in
different activities (size 3R)
 Approved composition of
Library Board
There is a library  Displayed poster of Library
board/committee which sets Board Committee inside the
A.5  library policies, rules and library with pictures
procedures and periodically  Duties and responsibilities
reviews them.  Copies of minutes of meetings
 Communication letters to the
Copyright 2011-530
members of the Library Board

 Attendance sheets
 Accomplishment reports
The annual reports, submitted
A.6  accomplishment reports and  All library reports/documents
other reports of the library are stamped with date received of
promptly submitted to the higher the immediate supervisor or
offices concerned. signed by other heads of offices
 Other necessary documents
 Approved Library Procedural

There is a duly approved and Manual
widely disseminated Library  BOT/BOR Resolution for the
 Manual or written policies and approval of the Library Manual
A.7
procedures covering the  Bulletin Board or posters
library’s internal administration showing the written policies and
and operational activities procedures in the library
 Other necessary documents
 Library Development Plan

(short and long term)
 Action Plan
A Library Development Plan is  Library Board minutes of
A.8  prepared in consultation with meetings with other
the Institution’s officials and stakeholders including
stakeholders. attendance
 Pictures with complete label
(size 3R)
B. STAFF/PERSONNEL
 Profile/Directory of Library
Personnel in matrix form with
pictures
B.1  The library is staffed with
qualified personnel
 Prepare also the PDS with
complete attachment of
seminars, trainings etc.
 Other supporting documents
The library meets the required

number of qualified and
licensed librarians and support
B.2  staff to meet the needs of the
school population, curricular
offerings, teaching methods,
research and extension
activities, size and scope of the
collection and rate of
circulation
 CMO of the program under

survey regarding the standard
Copyright 2011-530
B.2.1 One (1) full time professional operation of the library as to

librarian for every 1,000 service to clientele/students
students.  Total population of students
 Number of full time librarians
 Evaluation survey rated by
faculty members/librarians if
available
 Organizational structure of the

B.2.2 A ratio of one (1) librarian to two library indicating the staff for
(2) staff/clerks each full time librarian
available
 Approved Development
There is a sustainable and Program for librarians
B.3  functional staff development  Evaluation survey rated by
program faculty members/librarians if
available
 Administrative Manual for

benefits and other privileges for
The library personnel’s librarians
compensation, retirement, and  Specific CSC/DBM issuances
B.4  fringe benefits, as well as other for the compensation and other
privileges, are granted in benefits and privileges of
accordance with existing librarians
government laws and  Samples of payroll/vouchers for
institutional policies. these compensations, benefits
and other privileges
available
 Records of seminars, trainings,

symposia attended by the
Opportunities are provided for librarians
B.5  the professional growth of the  Travel Orders etc
personnel.  Study grant to librarians
available
C. COLLECTION DEVELOPMENT, ORGANIZATION AND PRESERVATION
 Approved Collection
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There is a written Collection Development Policy

Development Policy which is  Library Board Minutes of
C.1  regularly reviewed and meeting including attendance
evaluated by the Library  Pictures with complete label
Board/Committee (size 3R)
available
 Minutes of LB meetings and or

BAC meetings and bidding
process
The Library Board/Committee  Sample of communication letter
and other officials/personnel to other higher education
C.2  participate in the selection and institutions or other gov’t
acquisition of library materials agencies s for
and resources.  Purchase Orders with
signatures of the Library Board
 Travel Order for procurement
and acquisition purposes
librarians if available
 Other related documents
 VMGO of the Institution

 Goals and objectives of the
The library collection and department/college/institute
services support the  Action Plan or Development
 vision/mission, goals and Plan of the Library
C.3
objectives of the Institution,  Bulletin of Information/Flyer of
College and Program, the Library services
respectively.  File of Library Activities relative
to the program under survey
librarians if available
The core collection of at least 5,  Complete and updated list of

000 title for a college library or books or inventory of books
C.4  10, 000 titles for a university  Evaluation survey rated by
library supports the instruction, librarians if available
research and other programs of
the institution.
Thirty percent (30%) of the  Complete and updated list of

C.5  library holdings are of current books or inventory of books
edition, i.e. with copyright within  Evaluation survey rated by
the last 10 years. librarians if available
 PPMP and PRE of the library

There is a provision for non- then highlight the needed
print, digital and electronic portion
C.6  resources made accessible  Request letters for procurement
through sufficient  MRs of equipment
Copyright 2011-530
hardware/equipment.  Evaluation survey rated by

librarians and other clientele if
available
 List of researches in matrix

form with title, name of
researcher/author, year, code
etc used by researchers in the
library
The library provides sufficient  List of books for research
 research books, and other purposes
C.7
materials to supplement the  Research Journals/magazines
clients’ curricular needs. and others
 Equipment for research
purposes
 Other materials for research
purposes
 Pictures etc (size 3R)
available
C.8  The library maintains an  List of Filipiniana collection

extensive Filipiniana collection.  Pictures (size 3R)
available
The library provides at least five  Complete and updated

C.9  (5) book titles per professional inventory list of book/journal
course found in the curriculum titles for professional subjects
at a ratio of 1 volume per 15 and major field of specialization
students enrolled in the  Total number of enrollees in the
program. program under survey
 List of professional subjects
with corresponding title of
books, year of publication and
number of books available in
matrix form
available
☺ Librarians’ tools or way of

The collection is organized classifying books with
C.10  according to an accepted supporting document/s
scheme of classification and ☺ Catalog records
standard code of cataloguing ☺ Pictures of the book section
available
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There is an available integrated ☺ OPAC

C.11  library system that facilitates the ☺ Document/s showing the
organization of library integrated library system
resources.  Evaluation survey rated by
available
☺ Library Procedural Manual on

preservation of books
☺ Report made by the librarians
on repaired books and other
related materials
☺ Accomplishment report of the
Provisions are made for the Campus Librarian then highlight
C.12  preservation, general care, and the part in relation to the stated
upkeep of library resources. benchmark
☺ Request letters for repair and
maintenance of the library
facilities like bookshelves,
window grills, repainting and
others
available
☺ Other relevant documents
☺ Library Procedural Manual on

weeding out
☺ Annual Program of Activities of
the library
Regular weeding-out program is
C.13  conducted to maintain a ☺ Request letter for this activity
relevant and updated collection. ☺ Report on discarded materials
☺ Pictures (size 3R)Evaluation
survey rated by librarians and
other clientele
☺ Other related documents on
weeding scheme of books
The quality and quantity of ☺ CHED-Library Standard

C.14  library materials/resources ☺ Other related documents
conform to the standards set for showing that the books in the
a particular academic program. library conform to the quality
and quantity standards
D. SERVICES AND UTILIZATION
☺ Library Procedural Manual then

highlight the time for library
services
The library is open for at least ☺ Picture of posted schedule of
D.1  54 hours per week (for a library hour on the bulletin
college) or 60 hours per week board
(for a university) ☺ Logbook or library flyer
☺ Evaluation survey rated by
librarian, students, faculty
members and other clientele if
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available
☺ Other related documents
☺ Document/s for OPAC

☺ Documents and picture for
internet access
The library adopts a system ☺ Pictures showing open shelf
D.2  which provides faculty, students system
and other users greater access ☺ Library Procedures
to its collection and services. ☺ Logbook for internet users
librarian, students, faculty
available
☺ Action Plan of the Campus

Librarian then highlight the
needed portion
The library promotes and ☺ Communication letters to
disseminates its program different
D.3  through a regular departments/units/colleges/offic
announcement of its new es
acquisitions, resources,
facilities, and services.
☺ Bulletin board display
☺ Program of Activities during
Gen. Assembly/Orientation
Program and other meetings
then highlight the needed part
☺ Result of survey instrument
rated by librarians, students,
faculty members and other
clientele if available
☺ Posted Library Schedule

Librarians/staff are available ☺ Result of survey instrument
D.4  during library hours to assist rated by librarians, students,
and provide library services to faculty members and other
users. clientele if available
D.5  Provisions are made for the

following services/programs:
☺ Document/s to prove that the

institution has functional and
interactive library page
D.5.1 functional and interactive library
web page; ☺ Result of survey instrument
☺ Document/s to prove that the

Copyright 2011-530
institution has an Integrated

Library System equipped with
the following:
a. OPAC (D.5.2.1)
b. Circulation On-Line
(D.5.2.2)
Integrated Library System which
D.5.2 c. Computerized Cataloguing
offers:
(D.5.2.3)
d. Inventory Reporting
Note: One folder each sub-
(D.5.2.4)
benchmark
e. Serials Control (D.5.2.5)
f. Internet Searching
(D.5.2.6)
g. CD-ROM services (D.5.2.7)
h. On-line database
i. Photocopying
j. Bar Coding

☺ Pictures of Audio-Visual
Room/Multi-Media Center
D.5.3 ☺ Request letters and logbook of
provisions for multimedia users
services ☺ Evaluation survey rated by
librarians, students, faculty
available
☺ Posting of announcement for

this reminder in the library zone
☺ Pictures of announcements
(size 3R)
Internet access is encouraged ☺ Communication letters to all
D.6  but not made a substitute for department Heads informing
book holdings. them of the internet availability
☺ Logbook for internet usage of
the students and other clientele
librarians, faculty members,
students and other clientele if
available
☺ Compilation of statistical
reports
☺ Research conducted on the
Statistical data on the utilization utilization of various resources
of various resources and and services of the library if
D.7  services are compiled and used there’s any
to improve the library collection ☺ Reports made by the Campus
Copyright 2011-530
and operations. Librarian in effect of the result

of statistical data
rated by librarians, students
and other clientele if available
☺ Library Manual then highlight

the lending policy
D.8  Lending policies are fair and ☺ Logbook of library borrowers
extended to all legitimate users. ☺ Result of survey instrument
E. PHYSICAL SET-UP AND FACILITIES
Location and Site
☺ Blue print of the Library

Building
☺ Floor Area requirement vis-à-
The library is strategically vis population based on CHED-
 located and is accessible to Library Standard
E.1
students, faculty and other ☺ Pictures of the library vicinity
clientele. (3R)
☺ Copy of Library Floor Plan

The library is systematically ☺ Pictures of the library vicinity
E.2  planned and structured to allow (3R)
future expansion. ☺ Result of survey instrument
Space Requirement
☺ Copy of Floor Area/Plan

☺ CHED CMO for the library of
The size of the library meets the program under survey
E.3  standard requirement (required physical lay-out)
considering present enrollment ☺ Present total enrollment of the
and future expansion of the program under survey
library. ☺ Result of survey instrument
☺ Copy of Floor Area/Plan

Copyright 2011-530
☺ CHED CMO for the library

(required physical lay-out)
The library accommodates at ☺ Present total enrollment of the
E.4  least 5% of the total enrollment program under survey
at any given time. ☺ Statistical data of library users
per program
☺ Logbook of students
☺ Floor area of the library

showing the area for print and
electronic resources
Space is provided for print ☺ Pictures where print resources
E.5  resources as well as like photocopier and the
workstations for electronic workstation/s are placed (size
resources. 3R)
☺ Floor area showing the

librarian’s office, staff room,
Space is provided for the technical room etc
E.6  librarians’ office, staff room, ☺ Pictures with complete label
technical room, etc. (size 3R)
☺ Floor plan showing ramp for

physically handicapped
Ramps for the physically ☺ Pictures with complete label
E.7  disabled (differently-abled) are (size 3R)
provided. ☺ Result of survey instrument
Furniture and Equipment
The library meets the required ☺ CHED-Library Standard for

E.8  and standard-sized furniture furniture and equipment
and equipment. ☺ MRs of furniture and equipment
☺ Present a table of the given

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equipment and furniture with

columns for code number and
The following library furniture number of items.
E.9  and equipment are available ☺ Pictures with complete label
(indicate number): (size 3R)
☺ MRs with control numbers and
pictures of the following
furniture/equipment:
1. Adjustable/movable shelves
2. Magazine display shelves
3. Newspaper racks
4. Standard tables and chairs
5. Carrels for individual study
6. Desks and chairs for staff
7. Charging desk
8. Dictionary stand
9. Atlas stand
10. Bulletin boards and display
cabinets
11. Vertical file cabinets
12. Book racks
13. Map stands/cabinets
14. Cardex/rotadex or any filing
equipment for periodical
records
15. Typewriter
16. Computer with printer
17. Others (pls specify)

Physical Provision for Reading
 Pictures of the library as many

as possible (size 3R)
E.10  The library is well-lighted.  Result of survey instrument
 Pictures of the library as many

E.11  The library is well ventilated. as possible (size 3R)
 Result of survey instrument
 Pictures of the whole library

E.12  The atmosphere is conducive to with complete label (size 3R)
learning  Result of survey instrument
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Security/Control
 Pictures of fire extinguishers

and local fire alarm system
inside the library (size 3R)
Fire extinguishers and a local  MRs of fire extinguishers if
E.13  fire alarm system are available. available
 Policies and guidelines of the

library regarding security and
The library employs a system control of library resources
E.14  for security and control of library  Logbook and other documents
resources.  Other ways/procedures
adopted or implemented by the
library staff to secure the area
and things/materials/equipment
inside the library premises
 Pictures (size 3R)
Multimedia
 Library Development Plan then

highlight the acquisition and
utilization of IT equipment
 ICT Plan, if existing
 Picture/s of policies on the
utilization of internet posted in
the library
 Term of reference for a staff
who manages the ICT section
 Logbook for ICT users
There is a provision for the  Pictures of students who
 acquisition and utilization of the actually using the computers in
E.15
latest IT software and multi- the library (size 3R)
media equipment.  Inventory Report
 Requisition letter and
procurement receipts of IT
software and multi-media
equipment
 MRs of ICT equipment
 Any document to prove that the
students are using IT software
and multi-media equipment in
the library
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F. FINANCIAL SUPPORT
 Approved institutional
appropriation
The Institution allocates a  Financial records on
F.1  regular and realistic budget for expenditures
the library.  Request for procurement etc
rated by librarians if available

 Minutes of meetings where the
The Head Librarian and staff, in Head Librarian is involved in
F.2  coordination with other officials planning the budget of the
of the Institution, prepare and library
manage the annual library  Request letters for procurement
budget.  Result of survey instrument
rated by librarians if available
All fees and funds allocated for  Financial record from the
library resources and services Budget/Accounting Office
F.3  are utilized solely for such  Result of survey instrument
purposes and are properly rated by librarians if available
audited  Other relevant documents
 Copies of project proposal

submitted to funding agencies
F.4  Other sources of financial  Communication letter to GOs
assistance are sought and NOs for funding assistance
 Other linkages that can provide
funding
G. LINKAGES
 Letter of invitations to other

institutions
Linkages with other institutions  Letters or project proposals to
and funding agencies are other agencies for funding
G.1  explored and established for purposes
purposes of enhancing library  Result of survey instrument
facilities and resources. rated by librarians and other
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 Copy of mailing list of agencies

for resource sharing
The Library is on the mailing list  Letter request from other
G.2  of agencies, foundations, etc. institutions who want to share
for exchange of publications library resources
and other books/journals  Library Marketing Program
donations.  Result of survey instrument
rated by librarians and other
 MOA/MOU
 Terms of reference for the
Consortia, networking, library consortia
G.3  cooperative activities, and  Inter-library loan/intra--library
resource-sharing with other access arrangement
institutions are practiced.  Result of survey instrument
rated by librarians and other

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TED Document Checklist – AREA VII (Library) 139

Author: DR. VERONICA C. FERRER

UNDERGRADUATE TEACHER EDUCATION PROGRAM

A.1  The organizational structure of  Library Handbook

The library is managed by a  PRC ID/License of the

 Minutes of Meeting with

members of the Library Board

 Approved Library Procedural

 Library Development Plan

The library meets the required

 CMO of the program under

B.2.1 One (1) full time professional operation of the library as to

 Organizational structure of the

 Administrative Manual for

 Records of seminars, trainings,

C. COLLECTION DEVELOPMENT, ORGANIZATION AND PRESERVATION

There is a written Collection Development Policy

 Minutes of LB meetings and or

 VMGO of the Institution

The core collection of at least 5,  Complete and updated list of

Thirty percent (30%) of the  Complete and updated list of

 PPMP and PRE of the library

hardware/equipment.  Evaluation survey rated by

 List of researches in matrix

C.8  The library maintains an  List of Filipiniana collection

The library provides at least five  Complete and updated

☺ Librarians’ tools or way of

There is an available integrated ☺ OPAC

☺ Library Procedural Manual on

☺ Library Procedural Manual on

The quality and quantity of ☺ CHED-Library Standard

D. SERVICES AND UTILIZATION

☺ Library Procedural Manual then

☺ Document/s for OPAC

☺ Action Plan of the Campus

☺ Posted Library Schedule

D.5  Provisions are made for the

☺ Document/s to prove that the

☺ Document/s to prove that the

institution has an Integrated

☺ Result of survey instrument

☺ Posting of announcement for

and operations. Librarian in effect of the result

☺ Library Manual then highlight

E. PHYSICAL SET-UP AND FACILITIES

Location and Site

☺ Blue print of the Library

☺ Copy of Library Floor Plan

☺ Copy of Floor Area/Plan

☺ Copy of Floor Area/Plan

☺ CHED CMO for the library

☺ Floor area of the library

☺ Floor area showing the

☺ Floor plan showing ramp for

Furniture and Equipment

The library meets the required ☺ CHED-Library Standard for

☺ Present a table of the given

equipment and furniture with

☺ Result of survey instrument

Physical Provision for Reading

 Pictures of the library as many

 Pictures of the library as many

 Pictures of the whole library