MARY LAND SCHOOL, INCORPORATED

Guimaras Street, Koronadal City

Tel. No. (083) 228-2771

COLLECTION DEVELOPMENT POLICY

Introduction

The Collection Development Policy sets out the guidelines and principles under
which selecting, maintaining and deselecting library materials are to be proceeds. The
policy will insure consistency among the librarians who have responsibility for the library’s
policies to faculty, administrators, students and others as to the scope and nature of
existing collections, and to the plans for continuous development of resources, as the
school curriculum changes and programs added or deleted, the collection policies will need
to be altered.

Purpose

The purpose of the policy and procedures manual is to serve as guidance of

librarians and teachers responsible for the building of collections that strongly support the
learning and instructional needs of the Mary Land School, Inc. A library collection should
have both the resource depth and breadth to serve institutional goals and objectives for
learning, teaching, and other mission activities, funding, staffing, and services to support
materials acquisition, processing, and maintenance must be provided in suitable and
adequate measure. In order to meet the immediate needs and future goals of the school, the
acquisition and maintenance of library resources and materials require constant attention.
These activities are guided by the policy that sets priorities and distributes decision –
making among the Librarian, Administrator, and Library Representative/Library
Committee.

Mission Statement of Mary Land School, Inc. Library

1. It is the mission of the Mary Land School, Inc. Library is to provide the educational
resources needed to meet the academic and research demands of the institution
 2. The mission of MLSI Library is to provide a safe, positive learning environment for
all students, which will empower them in confidence to meet the challenges of a
rapidly changing society.
3. The MLSI, Inc. Library media center strives to provide the school community with a
wide range of materials on appropriate levels of difficulties that will encourage
growth in knowledge, establish a life-long love of reading, and foster information
literacy.

Objectives
The goals of the media specialists are:
1. To teach students to access, evaluate, and use information
2. To maintain well – balanced collection of media appropriate to the needs of the
school.
3. To provide assistance in locating and using instructional materials.
4. To promote instruction in information literacy to students and faculty.
5. To provide instructional materials that will stimulate growth in fatual and
knowledge and literacy appreciation.
6. To manage a planned program and welcoming environment.

Library Media Center Hours of Operation

The Mary Land School, Inc. Library is open from 7:45 a.m. until 4:30pm Monday
through Friday. Student must come with a purpose for learning or a classroom pass for
junior students, elementary and kindergarten checkouts. Faculty members are welcome to
browse and pick up materials in person.

SELECTION POLICIES AND GUIDELINES

I. Responsibility for the Selection of Materials

1. Teacher - the initial responsibility for the material selection. The materials
should be selected both for student use and as faculty resource.
2. Administrators – Administrators request materials required for their
conduct of school business.
3. Students – suggest either through their teachers, or directly to the Librarian
using a request form for the acquisition of materials in areas of special
interest.
4. Librarian/ Library Staff - they should be involved in developing collections
not directly supported by the departmental needs and these may include:
  Materials of specials interest to students
 Books, periodicals and other materials of general or popular interest
worthy of inclusion in the library collection.
 Retrospective purchases and completion offsets and/or filling-in gaps
in collection.
 General references, indexes and bibliographical tools for processing
the collections
 Replacement of lost or mutilated books or periodical issues.

II. Criteria for the Selection of Materials

1. Books, including reference works and monographs of high priority
To meet the library’s objectives, representative materials in all areas of
knowledge will be collected, when possible, but only subject areas relating to
the school curricular needs for the first criterion against which any potential
item is evaluated.
 Lasting value of content
 Appropriateness of level of treatment
 Strength of present holdings in similar subject areas.
 Suitability of format to content and compatibility with school
equipment.
 Authoritativeness of the author or reputation of the publisher.
 Cost
 Demand
 Need

Other guidelines are also utilized:

 The majority of selections are current publications. The library

recognizes the need for retrospective purchases; however, im view of
the difficulty and expense in obtaining out-of-print and reprinted
material, it is more important to allocate funds for items of perceived
long-term worth.
 Lost or stolen materials will be replaced, if available and if funds
allow. Lost or stolen material may be replaced by identical or similar
materials, if the original material is no longer available.
 When there is an option between paper or hard-bound copy, the
choice is based on expected use, lasting value of content, and cost
differential.
2. Periodical
Printed periodicals shall compose the collection. Specific criteria for selection
of individual titles include:
 Support of the present academic curriculum
 High research values and of student’s interest
 Collection balance
 Amount of current use, or projected future use, of this or other
periodicals in a subject areas.
 Reputation of periodicals
 Favorable reviews from reputable selection tools
 Language used
 Cost and availability of funds

ACQUISITION POLICIES AND GUIDELINES

1. General Policies
1. Priorities based on curricular and research needs and the availability
of funds are established in implementing the acquisition program
2. The acquisition function is under the supervision of the librarian. She
facilities acquisition of requests and monitors the budget performance
for purchases of library materials.
3. Selection of jobbers, publishers, suppliers, vendors, etc., is left to the
discretion of the librarian in coordination with the Principal,
Purchasing and Audit Departments. Coordination is given to
promptness, efficient service, accuracy, special services and discounts
as factors influencing the librarian’s choice.

2. Specific Policies
The Library collection will include all forms of print, non-print and
electronic materials

1. Books
The bulk of the general collection will continue to focus on the
humanities, social sciences, generalities, language, literature and
fiction

2. Periodicals
 Paid subscription for newspaper will be for a minimum of one year
renewable depending on the actual usage and demand from the
library users. Back files will be kept for varying length of times
depending on the titles.

3. Audio –Visual and Multimedia Materials

The library will acquire and maintain the media collection as the
budget permits.
 Graphic materials: art prints, charts, pictures, maps and globes

Policy on Gifts and Donation

1. Proposed gifts of library materials are subject to acceptance by the Librarian who
makes decisions based on the library’s collection development policies.

2. Acceptance of gifts shall include a clear statement that the library is free to keep or
to give away, according to the judgment of the Librarian. When a gift is accepted, it
becomes the property of the Library.

3. The selection of books, periodicals, etc., received as gifts, will be governed by the
same criteria that govern the selection of purchased items.

4. The library reserves the right to weed-out duplicate and unwanted materials as it
sees fit, unless prior arrangements have been made.

5. Materials not retained for the library collection may be given away.

6. The Library shall not accept collections of materials that would require separate
housing, shelving or extraordinary treatment.

7. Gifts are acknowledged with a letter signed by the Librarian which includes the list
of titles received as gifts.

8. Materials that are generally not accepted include:

 Outdated or superseded materials

 Scattered volumes of multi-volume sets, unless needed to complete sets
 Scattered of single issues of periodicals, unless needed to complete holdings
  Materials in poor and unserviceable condition or those that are heavily
highlighted
 Duplicates of material already available in the library unless additional copies
are needed.

DE-SELECTION (WEEDING) POLICY

The Library regard de-selection process as having the same priority as selection of
new materials. A good weeding program requires an exercise of discretion that equals or
exceeds that for the selection process. De-selection process should occur every two years
simultaneous with the inventory. The Librarian in cooperation with the Library
Committee will be responsible in tapping faculty expertise in the withdrawal process. De-
selection remains the full responsibility of the Librarian, who has final approval of the
materials deselected.

 The Librarian and the library staff will periodically examine all the materials in
terms of the relevance to the relevance to the user’s needs and selection
criteria in order to maintain active, up-to-date, useful collection.
 Factors to be considered include:
a. Lack of use
b. Physical condition such as missing or worn-out pages, worm-infested,
water-damaged, etc.
c. Accuracy or datedness of information
d. Superseded copy
 If the material to be discarded is substantial.

LIBRARY POLICIES

Student Conduct
Student patrons of the library must follow the established rules of acceptable
behavior listed below. Failure to comply will result in the following consequences.

Rules
1. Use a quiet voice so as not to disturb other patrons.
2. Take care of all library materials.
3. Keep hands, feet, and objects to self.
4. Leave food and drink outside the library.
5. Listen and follow directions from all library-in-charge.
Consequences
1. Verbal warning from a Library-in-charge.
2. If a student continues misbehavior, the student will be asked to return to class and the
teacher will be notified. Students may first be separated from other classmates when
visiting with a group.
3. If misbehavior is severe, the student will be asked to return immediately to class or be
sent to the office.

Scheduling
Junior High School Students, Elementary Students, and Kindergarten
Students are not allowed to visit the library during scheduled classes. Teachers
should refer to the library schedule and avoid sending students during these class times.
Visitation for students in all grades is flexible. Additional time should be pre-scheduled
with the librarian in order to ensure needed materials are readily available and other
classes can be notified of the arrangement. Teachers are encouraged to plan class lessons
which include research and reference materials and to schedule time for classes to meet
in the library. Teacher and librarian collaboration beforehand assures the best use of
resources and time. Students may visit the library individually to check out books and to
use periodicals. Teacher permission is needed during class times. With teacher
permission, students may use the library for study, make-up tests or small-group
meetings.

Programs and Services

Faculty members needing any of the following services or needing additional
information regarding these services and programs are encouraged to contact the library
staff at any time.

 Book Fairs
 Copying/Printing/Scanning
 Periodicals including newspapers and magazines
 Computers/Internet
 School Scrapbooks
 Library Media Web Page
Reference Materials
Reference materials are to be used by students in the library. Teachers may borrow
reference materials for use in the classroom when necessary.
Periodicals
Magazines and newspapers are not to be taken out of the library by students, but
may be checked out by faculty members. Copies of an article can be made of needed outside
the library. Only current issues are displayed. Back issues must be requested at the
circulation desk.

Faculty Checkouts
Faculty may checkout unlimited numbers of materials as long as needed. Periodicals
and equipment must be signed out at the circulation desk if taken outside the library. Items
should be returned after use so that others may use them.

Over dues and Fines

Overdue slips and fine notices will be printed out and distributed to students at
school. To help students learn to be responsible, no new loans will be permitted until
overdue materials are returned. Students are fined Php. 5 for each school day a book is late
after 5 days.

Returning of Books
1. A book should be returned promptly on due date.
2. Upon returning the book materials, students should see to it that their library cards
are properly signed by the library staff who received the books.
3. Faculty/Students should notify the library staff whenever borrowed library
materials
4. As reminder, overdue notices will be sent to faculty members.

Fines
1. Materials returned late are subject to the following overdue fines:
 Books borrowed for overnight
Maximum fine for one day is Five pesos (Php. 5)
 Books borrowed for photocopy, classroom use and not returned on time
Maximum fine for one day is Ten pesos (Php.10)
2. Borrowers with overdue books or with standing obligation to the Library will not be
allowed to borrow unless all library accounts are settled.

Lost and Damaged Library Materials

1. Any lost or damaged material must be reported immediately to the librarian and
replaced with the latest edition of the same title of the book not later than two (2)
weeks.
2. Accumulated overdue fines will also be imposed.
 3. Go over the pages of the books being borrowed and report damaged or missing
pages to the Librarian.
4. Books returned with missing or damaged pages will be the responsibility of the last
borrower.

Suspension of Library Privileges

1. Lending of library card to another person.
2. Taking out any library material without the permission of the Librarian.
3. Tearing, writing on the pages of the book, defacing or any form of vandalism.
4. Forging the signature of the library staff.
5. Discourtesy, misconduct or any misdemeanor towards the library staff.

 First Offense – One week

 Second Offense – Two months
 Third Offense – Three Months
 Length of suspension will be on a case to case basis depending on the degree
of the act.
Library Clearance
1. Elementary/High School students are required to secure a library clearance before
final examination
2. Temporary faculty members are also required to secure library clearance at the end
of every school year
3. Employees/faculty members must secure library clearance in case of on account of
resignations.

Photocopying
1. Provisions of the copyright law are followed.
2. Photocopying of articles and excerpts from books may be allowed for personal or
private use.
3. Unauthorized photocopying of theses is strictly prohibited.

PROCEDURES IN PROVIDING LIBRARY SERVICES

Organization of the Collection

A. Selection and Acquisition of Books

1. All books-for-examination, bibliographic listings, price listings, book catalogs should
first pass through the Librarian for initial evaluation.
2. After the initial evaluation of the Librarian, all chosen listings should be sent to the
School Principal/Coordinator of different grade level for evaluation and selection.
The School Principal/Coordinator may ask their subordinating faculty to evaluate
and select titles appropriate to their subjects from the given listing.
3. All catalogs and listings sent to the Principal/Coordinator should be returned within
one week. A meeting of the Library Committee should be convened if there are
several books-for-examination in the library. All books-for-examination should be
evaluated within one week upon the date of receipt.
4. Each selected title on the catalogs and lists should be checked and signed by the
selector and returned to the library.
5. All selected materials should be requested by the librarian.
6. Requested library materials should be signed by the Principal/Coordinator
concerned or Members of the Library/Textbook Committee of every grade level as
recommending approval. Textbooks to be prescribed or purchased are subject to
approval of the Chairman.
7. Final approval for purchase should be sought from Principal.
8. The Librarian should also evaluate and select titles for acquisition during seminars,
book fairs, window displays and in publishers/suppliers warehouses.
9. Book donations evaluated and selected by the Librarian need not pass through the
heads for further selection and evaluation. A report of the donation should be sent
to the Property Department noted by the Principal and the other copy should be
kept for library record.

B. Processing of Purchased Book

1. Examine the physical condition of the book.
2. Accession book and record it on the Accession Records.
3. Stamp book with ownership mark and put the accession number to each book

C. Preparing Book for Circulation

1. Write the call number of each book on the sticker or print the call number and
paste in on the book spine 1-inch from the bottom or at the cover of the book
(for thin book).
2. Paste book pocket form at the back cover of the book without print and insert
Library Book Card and Due Date Card.
3. Cover the books with plastic and arrange accordingly in the bookshelves for
students use.
D. Preparing Newspaper Clippings
1. Select important articles from the newspaper.
2. Paste selected articles on newsprint or used bond paper.
3. Classify clippings according to subject.
 4. Compile them to folders and label the corresponding subject.

Maintenance of the Collection

1. De-selection (Weeding) of Library Materials
 Materials that no longer meet the stated objectives of the Library will be
discarded according to De-selection Policy available.
 The following will be considered when withdrawing materials: physical
condition, dated information, availability, permanent value, and user
demand.
 Materials withdrawn from the library collection may be offered to interested
MARY LAND SCHOOL libraries within the system before offering to donate it
to another library or to the community.
2. Replacement
 Titles in any format withdrawn because of loss, damage, or wear are not
automatically replaced.
 Replacement is considered in relation to adequate coverage in a specific
subject area, availability of more current or better titles, according to the
selection policy and demand for the title.
3. Book Mending
 Book mending should be kept to a minimum.
 Common repairs which can be easily, quickly, and satisfactorily completed
include:
a. Taping torn pages
b. Reinserting separate pages
c. Eliminating minor scribbling
d. Taping and labeling spines
e. Fastening contents back into binding
f. Acting clear book covers
4. Binding/Rebinding of Books and Periodicals
 Loose periodical are requested for binding into annual volumes.
 Books and periodicals beyond repair are requested for rebinding.

Introduction of the Collection

1. Conduct library orientations to freshmen students to familiarize them with the
library collection including the rules and regulations that govern the library.
Coordinate with the faculty on the appropriate schedule.
2. Prepare a Library Guide for the library users wherein all the basic information’s
about the library are indicated.
 3. Prepare a monthly listing of newly acquired books and route it to the teachers to
update them of the library collection.
4. Put a Current Awareness Service bulletin board where all the necessary information
and announcements of the Library are posted including the monthly listing of newly
acquired books.
5. Set up a Display Corner for the newly acquired books to be on displayed for two
weeks.
6. Answer directional/reference queries of the students regarding the use of the
library.
7. Refer the students to other sources of information not available in the library

Circulation and Control of the Collection

A. Check-out of Library Materials

1. Check the library card if properly validated and if the student is using his/her
own library card.
2. Ask the library user to sign-in on the Daily Statistics of Library Users which will
be summarized at the end of the day. Daily attendance will further be
summarized using the Monthly Statistics of Library Users.
3. Check both the library card and book card if properly filled-up by the student
borrowing book/s for overnight.
4. Write the due date on the library card and due date card.
5. Insert due date card on the book/s borrowed and file the library card with the
book card according to author’s surname.
6. All the books borrowed for any purpose is tallied using Tally Sheet for Books
Borrowed, which is summarized at the end of the day, and the daily statistics will
further be summarized at the end of the month using the Monthly Statistics
Form.
B. Check-in of Library Materials
1. Accept and check the book/s returned by the student/faculty.
2. Return the properly signed library card to the student who returned the book/s
on specified due date.
3. Change over-due fine to the student who failed to return the book/s on due date.
A fine of P5.00 per overdue book, per day is charged.
4. Ask the student to go to the Accounting Department to pay the book fine and
present the O.R to the library for recording purposes.
5. Indicate the student’s name, title, author, accession number, call number, date
borrowed, and due date of the book/s on the record book.
6. Record the O.R number on the logbook and ask the student to affix his/her
signature opposite his/her name.
C. Settlement of Library Obligation
1. Hold the student’s name during the clearance signing if he/she has unreturned
books or unpaid overdue fine.
2. Signed the clearance of the student only if he/she has already settled his/her
library accountability or has submitted promissory notes.
3. Hold again the student name for the next enrollment if he/she did not settle his
library obligation.
4. The Registrar Department will be held liable for the students with library
accountability that was able to enroll for the next school year.

D. Inventory of the Library Material

1. Check borrowed books and other library materials at the end of school year.
2. Send Recall Slip Form to the faculty with unreturned books.
3. Conduct inventory of books at the end of each school year.
4. List the title, author and accession number of the missing books.
5. Double check the missing books.
6. Replace the missing books with the same title, author, or books on the same
subjects with higher student demand.

E. Issuance of Referral Letter

1. Issue Referral Letter addressed to the librarian of other school/institutions
where the students wish to visit.
2. Advice the student to follow the existing rules and regulations of other
school/institution library to be visited.
3. Record student’s name in the logbook.