Sample of A Collection Development Policy PDF

University of the Philippines Diliman
The University Library
Collection Development Policy
2012
The University Library
Collection Development Policy Committee
Chairperson Sharon Maria S. Esposo-Betan College of Engineering
Members Nancy T. Beraquit College of Home Economics
Lilia F. Echiverri College of Law
Sheryl T. Gerodias Acquisitions Section, Main

Library
Elvira B. Lapuz College of Social Science and

Philosophy
Verna C. Lee College of Education
Regina N. Murillo College of Arts and letters
Marian S. Ramos-Eclevia General Reference/Electronic

Resources Section, Main
Library
Merlyn A. Sornoza College of Architecture
Marie Antoinette D. Villaflor College of Science
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Table of Contents
I. Introduction ................................................................................................................................................... 1
A. Mission ......................................................................................................................................................... 1
B. General Objectives ................................................................................................................................... 1
C. Specific Objectives ................................................................................................................................... 1
D. Purposes of the Collection Development Policy .......................................................................... 2
II. Overview of the Collection ........................................................................................................................ 3
A. Scope and Coverage of the Collection .............................................................................................. 3
B. Types and Formats of Library Resources ....................................................................................... 3
III. Book Fund and College Library Fund ..................................................................................................... 5
IV. Responsibility for Library Collection Development.......................................................................... 6
A. The College Library Committee .......................................................................................................... 6
B. The Role of the Librarian ...................................................................................................................... 6
C. Acquisitions Section ................................................................................................................................ 6
V. Selection............................................................................................................................................................... 7
A. Context of Selection................................................................................................................................. 7
B. Selection Criteria ...................................................................................................................................... 7
C. Electronic Resources .............................................................................................................................. 9
D. Statement on Censorship ................................................................................................................... 12
E. Selection Methods................................................................................................................................. 13
F. Collection Standards: Quantity ........................................................................................................ 13
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VI. Acquisitions ................................................................................................................................................... 14
A. Nature of Acquisitions Work ............................................................................................................ 14
B. Acquisitions Procedures .................................................................................................................... 14
C. Alternative Modes of Procurement ................................................................................................ 14
D. Gifts/Donations ..................................................................................................................................... 17
E. Duplication .............................................................................................................................................. 18
VII. Collection Evaluation ................................................................................................................................ 19
VIII. Collection Maintenance .......................................................................................................................... 20
A. Deselection/Weeding .......................................................................................................................... 20
B. Preservation ............................................................................................................................................ 21
C. Conservation ........................................................................................................................................... 22
D. Microfilming ............................................................................................................................................ 22
E. Digitization .............................................................................................................................................. 22
F. Retention of Library Materials ........................................................................................................ 22
VIII. Definition of Terms .................................................................................................................................. 23
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Annexes
A – Library Organic Act
B – Presidential Decree No. 812 October 16, 1975 Decree on Legal and Cultural Deposit
C – 2010 PAARL Standards for Academic Libraries
D – Work flow of Acquisition Procedure
E – RA 9184 Government Procurement Act
F – Threshold for Shopping & Small Value Procurement (annex H of Revised IRR of RA 9184)
G – Suggested Methods of Evaluating the Collection
H – Procedures in Deselecting/Weeding of Library Materials
I – Guidelines on Digitization (to be revised)
Forms
A – Inventory and Inspection Report of Unserviceable Property
B – Acknowledgement Receipt for Equipment
C – Sample Data Gathering for Collection Evaluation (coming soon!)
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Collection Development Policy 2012
I. Introduction
This collection development policy discusses the selection and collection practices of
the UP Diliman University Library. Specifically, it provides guidelines on selection,
acquisitions procedures, assessment and evaluation and collection maintenance.
The policy is made public so that users are informed and updated on the policies and
the basis upon which the library collection is developed. This shall provide for
appropriate feedback mechanism to improve the library’s collection management and
development.
A. Mission
The University Library’s mission is to provide access to and delivery of

information services and resources to students, faculty, research, extension and
professional staff (REPS), and administrative staff in support of teaching,
learning, research, extension and creative functions of the UP Diliman through
the utilization of information and communication technologies (ICTs).
B. General Objectives
1. To build and provide access to a wide-range of scholarly resources in various

formats
2. To provide cutting-edge facilities and user-centered services to support
teaching, learning, research, extension and creative functions of the
University
3. To be the user’s first choice for quality information services and resources in
fulfilling their needs
4. To ensure stewardship of the University’s intellectual assets
5. To develop new research and teaching partnerships within UP System
C. Specific Objectives
1. To acquire library collections by purchase, gifts and exchanges

2. To establish and maintain exchange agreement with other institutions
3. To prepare, compile and maintain indexes and other bibliographic tools for
publication and distribution
4. To organize the library collections
5. To plan, design and evaluate operations and services
6. To develop and maintain Filipiniana resources both in print and digital
format
7. To promote and facilitate the use of library collections and services
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8. To provide assistance and guidance to individuals and groups in the use of

library materials
9. To provide user and information services
10. To formulate library development plans based on previous and current data
D. Purposes of the Collection Development Policy
1. Serve as a guide for efficient and effective selection, acquisition, assessment

and evaluation, deselection and preservation of library materials
2. Serve as communication tool that clarifies objectives to library staff, and
contribute to operational efficiency in terms of routine decisions
3. Provide information for allocation of funds
4. Facilitate coordination and cooperation among library and with other
libraries
5. Serve as a basis for prescribing appropriate collection development actions
for the future
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II. Overview of the Collection

The University Library collection consists of resources in various formats as defined by
the curricular, teaching and research needs of the University.
A. Scope and Coverage of the Collection
1. Course-related material
a. The University Library endeavors to acquire all appropriate course
related materials.
b. Faculty members are responsible for ensuring the timely supply of
reading lists to the library.
2. Research material
a. Research material is acquired to support departmental research interests.
b. The University Library will not acquire material for the exclusive use of
individuals or offices.
3. Supplementary material
a. Supplementary material is acquired as background reading for student
course-and project work and in developing research fields.
B. Types and Formats of Library Resources
1. Print
a. Monographs
b. Reference resources
c. Textbooks and recommended readings
d. Serials (Journals, newspapers, magazines, annuals, newsletters, etc.)
e. Dissertations and theses
f. Student papers (term projects/reports/research papers)
g. Ephemera (Pamphlets, booklets, brochures, performance programmes)
h. Government documents
i. Kits
j. Syllabi, instructional materials
k. Clippings
l. Conference proceedings
m. Faculty publication, preprints
n. Graphic materials (Maps, globes, games, portraits, photographs,
designs/plans/blueprints/technical drawings)
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2. Non-print
a. Multimedia/interactive multimedia (CD-ROMs, DVD-ROMs, DVDs, VCDs,
computer software)
b. Audio-visual materials (video recordings, audiobook, audiocassette,
DVDs, CDs, phonodisc, phonorecord, tape reel, production thesis in
DVD/VCD, LP records, video cassettes, 16 and 8 films, digitized files,
games, slides, transparencies)
c. Cartographic materials (maps, globes, atlases)
d. Microforms
e. Electronic resources (e-books, online journals, eNewspapers, eMagazines,
eThesis, e-print, citation databases, guides and indexes, e-reference, e-
course packs/course reserve, digital images/videos)
f. Memorabilia
g. Artworks
h. Scores (Music)
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III. Book Fund and College Library Fund

Sources of fund and its use shall be as stated in Article VIII Sec. 13 to 15 of the
University Library Organic Act (see Annex A).
Sec. 13. Source and Purpose of the Library Acquisition and Maintenance [Book]
Fund. The Library Acquisition and Maintenance [Book] Fund shall
consist of the library fees collected by colleges, schools and institutes. It
shall be used exclusively for acquisitions and maintenance of library
collections, computer software, databases and equipment of the Main
Library and the various units. It shall be augmented by allocations from
the University. (Revised and approved per 1147th Meeting of Board of
Regents
Sec. 14. Sources and Purpose of the College Library Fund. In addition to its share
in the Book Fund, the College Library fund shall consist of fines,
payments for lost books, proceeds from sale of library publications,
waste materials & discards, fees collected from library services and
other similar fees; and donations from public or private sources. It shall
be used exclusively for the College Library’s acquisition and
maintenance needs.
Sec. 15. Collection and Disbursement of Funds.

a. Collection and Disbursement of Book Fund
Library fees collected from students shall be deposited with the
Cashier of the University in a Library Account coded for the purpose
by the Chief Accountant. The Chief Accountant shall furnish the
University Librarian with a report of library fees collected every
semester. Purchase of books and other library materials chargeable
against the Book Fund shall be approved by the University Librarian.
b. Collection and Disbursement of College Library Fund

Fines, payments for lost books, proceeds from sale of library
publications, waste materials, discards, fees from library services
and other similar fees shall be collected by the College Librarian.
The money collected shall be deposited with the Cashier or the
University in the College Library Account coded for the purpose by
the Chief Accountant. Expenses for acquisition and maintenance
needs of the College Library shall be approved by the College
Librarian.
The Library Book Fund comes primarily from the Library Fees collected from students.
This is supplemented by a Library Trust Fund from fines and other fees. Other sources
of funds may come from donations, endowments and grants. The Book Fund may be
used to acquire printed and electronic/online resources.
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IV. Responsibility for Library Collection Development
A. The College Library Committee
As stated in the Library Organic Act Section 9, the College Library Committee
shall recommend the acquisitions of books, continuing resources and other
library materials based on the needs of the College to ensure a well-balanced
collection development program. It shall adopt policies consistent with
university rules and regulations to meet the College’s special needs. It shall
assist in acquiring additional library resources including funds, books,
equipment, etc. and serve as a link between the library and the faculty or staff
of the College.
B. The Role of the Librarian
The Librarian of the college/unit libraries shall facilitate the implementation

of this Collection Development Policy and share the responsibility for
developing the library collection with the Faculty. S/he shall be responsible
for managing the Library Book Fund and coordinate with the University
Library Acquisitions Section.
C. Acquisitions Section
The University Library Acquisitions Section shall coordinate the management

of Book Fund. It shall facilitate bookkeeping, ordering and processing of
payments. It serves as the liaison with other offices in matters related to
acquisitions and use of book funds.
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V. Selection
A. Context of Selection
This Selection Policy adheres to the defined mission and objectives of the
University Library. Its main purpose is to establish guidelines in the planning for
the development of a quality collection of resources to meet the educational and
research needs of the students, faculty, REPS, and administrative staff.
Involvement in selection activities is based on the knowledge of the existing

collections and the retrospective, current and future trends in information
resources suitable for academic and research use. It also takes into account the
expressed and unexpressed needs of library users.
B. Selection Criteria
Selection shall be made for library resources that represent different points of
view and which are of current interest and possible future significance. When
doing selection, the following criteria should be considered:
General Criteria when making selection decisions include:

1. Subject matter (Relevance of the subject matter to the curriculum)
2. Authority (Authorship, publisher, sources of information)
3. Treatment (Accuracy, objectivity, style and audience)
4. Scope (Purpose, coverage and up-to-dateness)
5. Format (Binding, materials used, paper quality and arrangement)
6. Potential demand for the material
7. Relation to the collection (Will it strengthen the current collection?)
8. Special features (Ease of use, illustrations, )
9. Cost (Worthiness, value for money)
a. Filipiniana Collection
Filipiniana collection includes printed materials in the Philippines, print

and non-print materials about the Philippines regardless of author,
language and publishers imprint; and those published by Filipinos in any
subject. Consistent with the Decree on Legal and Cultural Deposit, PD 812,
16 October 1975 (see Annex B), all Filipiniana resources shall be
acquired. Likewise, publications of faculty members regardless of format
shall be deposited in the University Library. (legal deposit)
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b. General and Specialized or Subject Reference Collection
General reference includes databases, indexes and abstracts on CD ROM,

foreign and Filipiniana information and reference resources such as
dictionaries, encyclopedias, atlases, directories, almanacs, yearbooks, and
serials of general interest.
Selection decisions for general reference are made by the General

Reference and Electronic Resources Section, in coordination with
college/unit libraries. Large purchase decisions are made after
consultation with the Library Executive Staff Committee. Reference
resources are selected for inclusion in the collection based on content and
recency, rather than the format or value of the materials. The general
reference collection is managed based on principles of maximum utility to
the largest number of library users.
Specialized or subject reference collection is developed to provide

information in different subject fields and disciplines. Selection of this
type of material shall be made by the college/unit libraries.
c. Audiovisual Materials
The Library selects audiovisual resources (audio recordings, video

recordings, slides, transparencies, and kits) needed to support the
curriculum.
1. Durability
2. Visual and audio quality
3. Ease of repair
4. Type of equipment required
5. Long-lasting audiovisual technology
d. Microforms
Microform (microfilm and microfiche) is the preferred format and

recommended for the following:
1. Materials that are easily subject to mutilation, theft or fast
deteriorating
2. Materials which are rare and irreplaceable
3. Materials which are not available in print or digital format
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e. Print Serials
The University Library maintains a collection of serials both of general

interest and discipline specific.
Selection of new titles for subscription shall follow the General Selection
Criteria (Section V. B) and considerations of the following:
1. Indexing and abstracting services
2. Availability
Criteria for either continuing subscription or non-renewal:

1. Documented use and potential use
2. Reviews by acknowledged experts in the field
3. Abstracting or indexing source available at the University Library
4. Availability and access to the latest issue in other formats such as in a
databases subscribed by the Library
5. Documented request for cancellation
6. Abolition of academic program/course for which its subscription was
originally considered.
C. Electronic Resources
Criteria for selection of electronic resources are consistent with the set criteria
applied to other resources which emphasize the need to meet the educational
and research needs of library users.
The University Library shall adapt the selection criteria for electronic resources
identified by the International Federation of Library Associations and
Institutions (IFLA) Acquisition and Collection Development Section dated in
January 2012. The selection of electronic format should take into consideration
careful evaluation in terms of:
1. Content
The electronic resources must (1) be of a certain quality, e.g. peer-reviewed,

authoritative publisher/author, and comprehensive; (2) support the
requirements or information needs of the target audience; (3) be consistent with
any print equivalent; (4) be current by checking the number of titles with
embargo/delay and number of active and inactive titles in the database; and, (5)
have available back issues or back files.
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2. Technical requirements
Evaluation of electronic resources should be made in consultation with the

appropriate technical staff and should include the following consideration:
a. Method of access – The Librarian should determine the available

methods of access to digital contents (e.g. stand-alone, remote via
Web, LAN or hosting). Access to remote hosts via Web is preferable
because it presents additional benefits such as optimum access,
reduced burden in terms of storage, preservation and maintenance.
b. Authentication – Methods of authentication, such as IP filtering, login

and password must also be identified. The University Library prefers
to have access via IP authentication because it typically provides
simultaneous access for multiple users. IP-address recognition and
remote access account must also be provided to allow authorized
users to access content from outside the physical library.
c. Compatibility – The electronic resources should be fully compatible

with any platforms, and with existing hardware and software
supported by the University Library.
3. Functionality and reliability
a. Interface – The interface of online database should be user-friendly,

easy to navigate and intuitive. It should have online tutorials,
introductory screens, navigation aids and context-sensitive help and
personalization options.
b. Search and retrieval – The online database should offer a powerful,

flexible and user-friendly engine.
c. Exporting and downloading – It supports a range of export options

such as e-mail, printing, and downloading. It should also provide
citation downloads to citation management software e.g. Endnote,
Mendeley, etc.
d. Response, reliability and availability – The system should be available

24/7 and stable with limited evidence of unscheduled downtime.
e. Integration – The system should support integration with other

resources via reference and full-text linking.
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4. Vendor support
The Librarian should consider how well established, and reliable an electronic
resource vendor is and the range of technical and user support services they are
able to provide. S/he needs to determine the range of vendor services available,
including but not limited to the following:
a. Trial evaluation and product presentation – Trials are useful in

supporting the evaluation process of an online database in terms of
technical issues and functionality and reliability.
b. User training and support – The vendor should be willing to provide

initial and ongoing training, including the provision of documentation
or online manuals, in the use of the online database.
c. Technical/customer support and system notification processes – The

vendor should also have an advance system notification process in
place to effectively manage and communicate planned downtime, and
content and platform changes. Support provided should be timely,
professional, and effective.
d. Data security and archiving – Does vendor provide backup data to

electronic resources in CD-ROM/DVD format?
e. Bibliographic data provision – Does the vendor provide URLs or MARC

record for bibliographic data to reduce the burden of the Librarian in
setting up links or creating catalog records for access?
f. Statistical reporting – Does the vendor provide quality statistical

reporting? Usage reports are important in supporting renewal and de-
selection decisions.
5. Supply
Unlike print subscriptions, the Librarian needs to consider the range of

purchase/pricing models available and determine which one best meets the
needs of the University Library in terms of access, archival rights and value for
money.
Pricing models may include, but are not limited to the following:
a. Separate pricing for content and access

b. Combined model - an one-off archive fee and an annual access free for
more current content
c. Pay-per-use pricing
d. Rental models
e. Consortia pricing
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f. Print plus electronic - where the publisher requires the purchase of

both formats.
g. Packaged pricing - requiring purchase of a specific group of titles
h. Pick-and-choose
i. Big deal –where all the content is made available for a price and not
just the content the library has actively selected.
j. Introductory pricing – where an introductory price is offered
consideration needs to be given to future affordability if the price
increases substantially after the introductory period
k. Multi-year deals with fixed price caps
l. Patron-Driven Acquisitions – pricing based on usage triggers (e-books
of aggregators)
The number of users and sites is likely to have an impact on pricing. The number
of users required in a multi-user license should be based on anticipated demand.
Where numbers are based on Full-Time Equivalent (FTE), it should be based on
the size on the actual user group and not the total user population. Where
pricing is based on consortia, separate invoicing for individual library should be
available. For renewing consortium subscription, the vendor should seek
confirmation from the individual library prior to renewal.
6. Licensing
Electronic resources are not purchased outright and usually require a license
agreement to be in place. When negotiating license agreements, the University
Library keeps the interests of the users in mind. The license should permit fair
use of all information for educational, instructional non-commercial and
research purposes. Access period must be clearly stated in the license
agreement. It should also reflect realistic expectations regarding the library’s
ability to monitor and trace unauthorized use. Furthermore, the license should
ensure the privacy and confidentiality of the user’s information when they are
accessing the electronic resources, including information that is collected from
users to create a personal account on the online database.
The Acquisitions Librarian coordinates the review of license agreements and

submits the signed license agreement as part of the ordering procedure. The
license agreement must be carefully evaluated by the Office of Legal Affairs
before signing.
D. Statement on Censorship
The University Library endeavors to provide an unbiased source of knowledge,

information and ideas through a comprehensive and balanced collection – both
in print and online – while responding to a broad range of academic community
needs. Supervision of material read or accessed by persons under the age of
eighteen (18) remains the responsibility of the parent or legal guardian.
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E. Selection Methods
1. Use of Integrated Library or iLib’s “Recommend of Book” feature. Students

and faculty may recommend a title for purchase to the Acquisitions Section of
the library.
2. Use of Selection Tools and Aids
a. Bibliographies and professional journal that contain reviews can be used

to identify titles for evaluation and selection.
b. Tools provided by the University Library that aids in selection:
● Promotional materials from publishers including trade catalogs, fliers
and lists of newly published titles distributed to college/unit libraries
● New title information slips forwarded to the libraries from library
vendors
● Online and email alerting services
● Bibliographic information from publisher and association web sites,
book reviews and online discussion lists.
3. Faculty Requests
The University Library welcomes requests and suggestions from the members of
the faculty for the selection, evaluation and acquisitions of materials in support
of their research and teaching programs. Librarians review requests and if
evaluated to be within the scope and level of need as defined by this policy
should be assigned high priority for acquisitions.
F. Collection Standards: Quantity
The University Library, being an academic library adapts and recommends the
adherence to the 2010 PAARL Standards for Academic Libraries (see Annex C),
As far as budget permits, the recommended ratio of volumes to combined total

student population and teaching faculty should be 10:1. The recommended
annual growth rate of the collection shall be maintained.
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VI. Acquisitions
A. Nature of Acquisitions Work
Acquisitions work includes “locating and acquiring all types of library materials
after they have been selected for a library’s collection.” It also involves
(1)ordering materials from vendors or publishers, (2) managing the book fund
and determining allocations for materials acquisitions, (3) canvassing and
ordering of recommended title, (4) processing of payments of materials
acquired by the University Library, (5) negotiating license agreements and
contracts for electronic resources, (6) soliciting library materials and
maintaining linkages with different institutions to augment library collection in
accordance with the existing Library Organic Act, and, (7) claiming and physical
processing of library materials.
B. Acquisitions Procedures (see Annex D)
As a general rule, all procurement shall adopt public bidding as the general mode
of procurement. Alternative modes of procurement shall be resorted to only in
the high exceptional cases or whenever justified by the conditions provided in
Republic Act 9184, otherwise known as the Government Procurement Reform
Act (see Annex E).
C. Alternative Modes of Procurement
As stated in Republic Act 9184 (The Government Procurement Reform Act,

Article XVI Section 48) “Subject to the prior approval of the Head of the Procuring
Entity or his duly authorized representative, and whenever justified by the conditions
provided in this Act, the Procuring Entity may, in order to promote economy and
efficiency, resort to any of the following alternative methods of Procurement (Refer to
Annex C)
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1. Section 50. Direct Contracting
Direct Contracting or single source procurement is a method of procurement of

goods that does not require elaborate bidding documents. The supplier is simply
asked to submit a price quotation or a pro-forma invoice together with the
conditions of sale. The offer may be accepted immediately or after some
negotiations. Direct contracting may be resorted to by concerned procuring
entities under any of the following documents:
a. Procurement of goods of proprietary nature which can be obtained only

from the proprietary source, i.e. when patents, trade secrets, and
copyrights prohibit others from manufacturing the same item;
b. Not applicable for library materials.
c. Those sold by an exclusive dealer or manufacturer which does not have
sub-dealers selling at lower prices and for which no suitable can be
obtained at more advantageous terms to the Government of the
Philippines or GOP.
2. Section 52. Shopping
52.1. Shopping is a method of procurement of goods whereby the procuring

entity simply requests for the submission of price quotations for readily
available off-the-shelf goods or ordinary/regular equipment to be procured
directly from suppliers of known qualifications. This method of procurement
shall be employed in any of the following cases:
a. When there is an unforeseen contingency requiring immediate purchase:

Provided, however, that the amount shall not exceed the thresholds
prescribed in Annex “H” of this Implementing Rules and Regulations or
IRR.
b. Procurement of ordinary or regular office supplies and equipment not
available in the Procurement Service involving an amount not exceeding
the thresholds prescribed in Annex “H” of this IRR.
Under Section 52.1 (b) of this IRR, at least three (3) price quotations from
bona fide suppliers shall be obtained.
3. Section 53. Negotiated Procurement
Negotiated Procurement is a method of procurement of goods, infrastructure

projects and consulting services, whereby the procuring entity directly
negotiates a contract with a technically, legally and financially capable supplier,
contractor or consultant in any of the following cases:
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53.1. Two Failed Biddings. When there has been failure of public
bidding for the second time as provided in Section 35 of the Act and this IRR.
a. After conduct of the mandatory review of the terms, conditions,

specifications, and cost estimates, as prescribed in Section 35 of this IRR,
the Bids and Awards Committee or BAC shall revise and agree on the
minimum technical specifications and if necessary, adjust the Approved
Budget for the Contract or ABC, subject to the required approvals.
However, the ABC cannot be increased by more than twenty percent
(20%) of the ABC for the last failed bidding.
b. The BAC shall invite and engage in negotiations with a sufficient number
of suppliers, contractors, and consultants for negotiations.
c. Any requirements, guidelines, documents, clarifications, or other

information relative to the negotiations that are communicated by the
procuring entity to a supplier, contractor, or consultant shall be
communicated on an equal basis to all other suppliers, contractors, or
consultants engaging in negotiations with the procuring entity relative to
the procurement.
d. Following completion of the negotiations, the procuring entity shall

request all suppliers, contractors, or consultants remaining in the
proceedings to submit, on a specified date, a best and final offer with
respect to all aspects of their proposals.
e. The procuring entity shall select the successful offer on the basis of such
best and final offers which should meet the procuring entity’s minimum
technical requirements and should not exceed the ABC.
f. In all stages of the negotiations, observers shall be invited.
53.9 Small Value Procurement. Where the procurement does not fall
under Shopping in Section 52 of this IRR and the amount involved does not
exceed thresholds prescribed in Annex “H” of this IRR.
53.9.1. The procuring entity shall draw up a list of at least three (3)
suppliers, contractors, or consultants of known qualifications which will
be invited to submit proposals, in case of goods and infrastructure
projects, or curriculum vitae, in the case of consulting services.
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53.9.2. The thresholds prescribed in Annex “H” of this IRR shall be subject
to the periodic review by the Government Procurement Policy Board or
GPPB. For this purpose, the GPPB shall be authorized to increase or
decrease the said amount in order to reflect the changes in economic
conditions and for other justifiable reason.
All procurement shall be included in the approved Annual Procurement Plan

(APP), and be submitted to Supply and Property Management Office or SPMO. It
shall be posted in the Philippine Government Electronic Procurement System or
PhilGEPS.
D. Gifts/Donations
College/unit libraries has greatly benefited from gifts from many donors. All
donations are accepted in accordance with the Library Donation Policy,
which read as follows:
1. Proposed gifts of library materials are subject to acceptance by the Gifts

and Exchange Librarian who makes decisions based on the library’s
collection development policies.
2. When a gift is accepted, it becomes the property of the University Library.
The University Library has the right to determine whether the gift will be
retained, where it will be located, how it will be cataloged and how it will
be circulated.
3. Materials not retained for the library collection may be given to other
libraries.
4. The University Library does not accept collections of materials that must
be provided separate housing or shelving or given extraordinary
treatment other than those that by nature or value would be destined for
the Rare Book Collection.
5. The University Library does not agree to a date for processing and
assimilating donated materials but will complete these steps as
practicable.
6. The insertion of bookplates is at the discretion of the Librarian. After the
donation is made, the University Library cannot guarantee access to
donated items.
7. The Gifts and Exchange Librarian’s letter of acknowledgement includes a
list of the titles received as gifts.
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8. Materials that are generally not accepted include:

● Outdated or superseded materials
● Scattered volumes of multi-volume sets, unless needed to complete
sets
● Scattered or 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.
● Unlicensed audiovisual materials and electronic resources
E. Duplication
Generally, a single copy of each title is acquired by the University Library except
for Filipiniana Book Section. Three copies of each published title shall be
acquired except for the publications of UP Press, which are four copies of each
title. Acquisitions of duplicates are usually discouraged due to limited space. The
University Library shall acquire additional copies if the demand for the titles is
insufficiently heavy, has deteriorated, worn-out and unserviceable.
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VII. Collection Assessment and Evaluation Policy
The University Library and the unit libraries conduct evaluation of their collections to
determine if the collection meet the mission and goals of the University Library. It is
primarily undertaken to find out how well the existing collection meet the teaching and
research needs of its users, in what areas it is deficient and what remains to be done to
develop the collection. In addition, it may be conducted to identify materials for
preservation treatment, replacement, transfer to storage, or deselection, justifying for
budget requests and funding, grants, explaining decisions and expenditures and
demonstrating the degree to which a library can or cannot support program or major.
The Librarian and the faculty members work together in assessing and evaluating the
collection of the Library. The evaluation process is conducted systematically and
regularly or as the need arises.
The Library may use a combination of standard qualitative and quantitative methods of
evaluation (refer to Annex G). Different subjects may require different techniques of
assessments. The choice of method to be adapted and type of data to be collected will
depend on the purpose of the evaluation. It may be undertaken comprehensively or by
subject area.
For electronic resources, these standard methods of analysis are not easily applicable.
The Library may use data provided by publishers and vendors to measure its
effectiveness or consider their cost-effectiveness and success in meeting users’ needs.
19
VIII. Collection Maintenance

The purpose of collection maintenance is to maintain and achieve a well-balanced,
usable, and relevant scholarly resources that meet the curricular needs and satisfies the
current and future needs of the library users. It identifies the materials to be eliminated,
deselected or preserved from the collection to enhance the University Library's value
and utility.
The University Library conducts a systematic program of collection maintenance based

on their detailed guidelines, procedures and standards. The final decision on the
collection to be eliminated, deselected or preserved will rely on the professional
judgment of the head librarian in consultation with the faculty members most directly
concerned on the subject discipline.
The collection maintenance includes:
A. Deselection/Weeding
The University Library maintains a viable and useful collection by deselection or

weeding activities. It removes outdated materials, resources with inaccurate and
incomplete information or damaged materials from the entire
collection. Deselection or weeding helps in the best utilization of limited space in
the library. It cancels unnecessary subscriptions and to acquire other titles that
are more responsive to current teaching and research needs.
For Procedures in Deselecting/Weeding of Library Materials, please refer to

Annex H.
Criteria for Deselection/Weeding
1. Relevance to the curriculum. Irrelevant to current curricular or research

needs
2. Trivial. Titles with no discernable literary or scientific merit
3. Obsolescence/timeliness. Titles containing out-of-date information
4. Functionality and system requirements. Outdated software, electronic
resources, internet or online resources links and incapable/incompatible
hardware
5. Technical quality. Visual materials are faded, off color, or scratched. Sound
productions are faulty or inferior.
6. Ephemera. Ephemeral materials such as newspaper clippings, pamphlets, or
brochures may be discarded after a given period of time.
7. Redundancy/over representation. Individual titles containing information
20
found elsewhere in the collection

8. Use pattern. Titles no longer borrowed or used in the library for at least ten
years
9. Physical condition. Materials in poor and unserviceable condition (worn out
beyond mending or rebinding, termite infested, etc.)
10. Duplicates. Multiple copies of a title that are no longer in demand.
11. Superseded edition. Old editions may be replaced by a current one.
Types of Deselection/Weeding:
1. Discarding. The University Library systematically removes from the

collections the obsolete, worn out materials including those that do not
contribute to the colleges’ current or anticipated academic programs.
Discarding or permanent removal of worn out and unserviceable materials
can be disposed according to existing rules and regulations in discarding
government policies.
2. Donation. The University Library may donate to state universities or public

libraries in need of library resources in accordance to rules and regulations in
transferring government properties.
3. Relegation. Library materials are transfer from circulation to stacks area.
B. Preservation
The University Library preserves its library collection by repairing materials and
maintaining them suitable for use through retention under proper
environmental conditions to prevent further deterioration. Methods and
techniques of preservation of library materials may include but not limited to the
following:
1. Binding
2. Mending/simple repair
3. Reformatting
4. Replacement
5. Suitable storage facility
6. Regular housekeeping
7. Security measures
21
C. Conservation
The University Library shall apply specialized techniques involving physical or

chemical intervention to ensure the survival of manuscripts, books, and other
documents. Decisions on conservation treatment and reformatting of valuable
rare and special materials is carried out by the Head Librarian in consultation
with the University Librarian and a curator subject to availability of funds.
D. Microfilming
The following materials are priority for microfilming:
1. Rare books and serials
2. Special collections
E. Digitization
Special collections e.g. theses, archival records, personal papers are digitized to
preserve its historical and research value in accordance with copyright laws. All
digitization projects shall follow the Guidelines on Digitization and each project
should be reviewed regularly (see Annex I).
F. Retention of Library Materials

Materials should not be discarded are the following:
1. All Filipiniana and rare materials
2. Materials with historical and archival value
3. Irreplaceable materials with research value
4. Classic, standard works and award-winning items not readily available
elsewhere
22
VIII. Definition of Terms

Approved Budget for
the Contract (ABC) Refers to the budget for the contract duly approved by the
Head of the Procuring Entity, as provided for in the General
Appropriations Act and/or continuing appropriations, in
the National Government Agencies; the Corporate Budget
for the contract approved by the governing Boards,
pursuant to E.O.No.518, series of 1979, in the case of
Government Financial Institutions and State Universities
and Colleges; and the Budget for the contract approved by
the respective Sanggunian, in the case of Local Government
Units.
Acquisition The process of selecting, ordering, and receiving materials

for the library by purchase, exchange, or gift, which may
include budgeting and negotiating with outside agencies to
obtain resources to meet the needs of institution’s clientele,
in the most economical and expeditious manner.
Acquisition Librarian Responsible for a wide range of duties including working

with vendors and dealing with negotiations and contracts
for electronic resources and maintaining accurate financial
records.
Allocation A quantity of time, money, materials, or other resources

reserved by an organization for a specific purpose, usually
to meet a need essential to realizing its goals and objectives.
In most libraries and library systems, funds are allocated in
accordance with an annual or biennial budget determined
by the availability of funds.
Annual A serial publication issued once a year, every year, as in

annual report or annual review.
Archival value The decision, following appraisal by a knowledgeable

expert (or experts), that a document, record, or group of
records is worth preserving, permanently or for an
indefinite period. Records retained for their: Administrative
value, evidential value, fiscal value, historical value,
informational value, intrinsic value, legal value and
monetary value.
23
Artwork A general term used in publishing and printing to refer to

illustration originals in any medium. Such works may have
artistic and monetary value independent of the publication
for which they were created.
Assessment The quantitative and qualitative measurement of the degree

to which a library’s collections, services, and programs
meet the needs of its users, usually undertaken with the aim
of improving performance. Assessment is accomplished by
various methods, including direct observation, analysis of
feedback obtained through interviews, user surveys,
testing, etc.
Audiovisual (AV) A work in a medium that combines sound and visual

images.
Authentication In online systems, the procedure for verifying the integrity

of a transmitted message. Also, a security procedure
designed to verify that the authorization code entered to
gain access to a network or system is valid.
Authorized users A person permitted to use an electronic database or other

online resource under the provision of the vendor’s
licensing agreement signed by the library or information
service that provides access.
Back issue Any issue of a periodical that precedes the current issue.
Back issues are usually retained in a back file, which may be
stored in a different location in the periodicals section of
the library.
Bibliographic tool A basis for bibliographic description in library cataloging

(AACR2) which serves as a manifestation of a work.
Bibliography It is a systematic listing and analytical study of books,

manuscripts and other documents. A bibliography is
compiled with the intention of providing comprehensive
coverage of its chosen field.
Bids and Awards

Committee (BAC) The BAC shall be responsible for ensuring that the
Procuring Entity abides by the standards set forth by this
Act and the IRR, and it shall prepare a procurement
monitoring report that shall be approved and submitted by
the Head of the Procuring Entity to the GPPB on a semestral
24
basis. The contents and coverage of this report shall be

provided in the IRR.
Bind The process of fastening the leaves or sections of a

publication together by sewing or stitching, or by applying
adhesive to the back, and then attaching a cover by hand or
by machine.
Book Fund It shall consist of the library fees collected by colleges,

schools and institutes. It shall be used exclusively for
acquisitions and maintenance of library collections of the
main library and the various units. It shall be augmented by
allocations from the university.
Booklet Refers to a book of small size or containing little text.
Bookplate A small paper label or similar device affixed to a book,

usually on the inside of the front cover or on the front
endpaper, providing a space to record the name of the
owner or some other identification.
Book review An evaluative account of a book usually written and signed

by a qualified person, for publication in a current
newspaper, magazine, or journal.
Brochure It is from the French word brocher (“to stitch”). An

independent non-serial publication consisting of a few
leaves of printed material stitched together but not bound,
usually issued in paper covers.
Classic A widely read work recognized as outstanding in its field.

Such a work remains in print long after initial publication, is
translated, adapted, and issued in multiple editions; and
continues to be the subject of criticism, commentary, study,
and analysis.
Clippings A page, piece of a page, or pages cut or torn from a printed

publication, usually from a newspaper or magazine, by a
person who wishes to save an article, editorial or letter to
the editor, photograph, etc.
Collection assessment A systematic evaluation of the quality of a library collection

to determine the extent to which it meets the library’s
service goals and objectives and the information needs of
its clientele.
25
Collection development The process of planning and building a useful and balanced
collection of library materials over a period of years, based
on an ongoing assessment of the information needs of the
clientele, analysis of usage statistics, and demographic
projections, normally constrained by budgetary limitations.
Collection development A policy statement describing the library’s collecting

Policy (CDP) Statement philosophy and defining the relative importance of specific
subjects. The statement for specific subject may include
information on the existing level of the collection as well as
plans for future changes. The level is defined by the depth
and strength of the collection: for example, a research-level
collection would support doctoral and advanced
independent research in a given subject.
Collection maintenance Measures taken on a routine basis or as needed to preserve

the materials in a library collection in usable condition.
College library fund In addition to its share in the book fund, the college library
fund shall consist of fines, payments for lost books,
proceeds from sale of library publications, waste materials
& discards, fees collected from library services and other
similar fees; and donations from public or private sources.
It shall be used exclusively for the college library’s
acquisition and maintenance needs.
Compatibility The ability of computer software to run on hardware other

than that for which it was originally designed. Compatibility
can be upward (or forward) in programs capable of running
on newer, more powerful machines, or downward
(backward) in programs that will run on older, less
powerful machines.
Computer software A generic term for computer programs and their associated
documentation, as opposed to data used as input and
generated as output. The term includes programs such as
operating systems (OS), database management systems
(DBMS), utilities that control the operation of the computer
itself, and application programs designed to process data
and accomplish specific tasks for the user.
26
Conference proceeding The published record of a conference, congress,

symposium, or other meeting sponsored by a society or
association, usually but not necessarily including abstracts
or reports of papers presented by the participants. When
the entire text of the papers presented is included, the
result is called transactions.
Consortia pricing A group of libraries negotiate with publishers on behalf of

their members, offering an expanded number of costumers
and a stable level of funding to the publishers in exchange
for increase access to electronic resources or for lower
prices.
Consortium agreement In which a number of libraries join together to produce

more advantageous pricing agreements and other
negotiated items.
Content The intrinsic information and data stored in and

communicated by any document – printed or electronic –
that make it useful and usable to end users. Content can
include all forms of textual material and manuscripts,
sound, moving and still images, bibliographic datasets,
statistical and other forms of data.
Continuing resource A publication in any medium, defined in AACR2 2002 as

issued overtime with no predetermined conclusion,
including bibliographic resources issued successively in
discrete parts and integrating resources into which updates
are incorporated without remaining discrete.
Database A large, regularly updated file of digitized information

(bibliographic records, abstracts, full-text documents,
directory entries, images, statistics, etc.) related to a specific
subject or field, consisting of records of uniform format
organized for ease and speed of search and retrieval and
managed with the aid of database management system
(DBMS) software.
Delivery of information Provision of published or unpublished documents in hard

copy, microform, or digital format.
27
Deselection In serials, the process of identifying subscriptions for

cancellation, usually in response to subscription price
increases and budgetary constraints. In book and other
non-print collections, the process of identifying titles for
weeding, usually on the basis of currency, usage, and
condition.
Direct contracting A kind of contracting that is otherwise known as single

source procurement. It is a method of procurement that
does not require elaborate Bidding Documents because the
supplier is simply asked to submit a price quotation or a
pro-forma voice together with the conditions of sale, which
offer may be accepted immediately or after some
negotiations.
Dissertation A lengthy, formal written treatise or thesis, especially an

account of scholarly investigation or original research on a
specialized topic, submitted to a university in partial
fulfilment of the requirements for a Ph.D. degree.
Documentation The process of systematically collecting, organizing, storing,

retrieving, and disseminating specialized documents to
facilitate research or preserve institutional memory.
Download To transfer one or more files from a mainframe computer to

a terminal, from a network server to a client computer, or
from the hard disk of any computer to another storage
medium.
Electronic resources Materials consisting of data and/or computer program(s)

encoded for reading and manipulation by a computer by the
use of a peripheral device directly connected to the
computer or remotely via a network such as the Internet
(AACR2). The category includes software applications,
electronic texts, bibliographic databases, etc.
Electronic resource vendor It is a company in the business of providing access to a

selection of bibliographic databases, online or on CD ROM,
by subscription or on a per search basis usually under
licensing agreement.
28
Embargo The period which the articles published in a periodical are

not available in online full-text from a journal aggregator,
usually the most recent one to three years. Journal
publishers have established such periods to prevent
libraries from cancelling print subscriptions.
Email alerts Are updates of the latest relevant issues sent through email.
Endowment A fund or sum of money, received as a gift or bequest, which

is invested by the recipient. The earnings or part of the
earnings are expended, usually for a purpose designated by
the donor, while the principal remains intact for future
earnings.
Ephemera It is from the Greek ephemeron, meaning “something short-

lived.” The printed materials of everyday life, generally
regarded as having little or no permanent value because
they are produced in large quantities or in disposable
formats. The category includes pamphlets, leaflets, fliers,
posters, etc. Also refers to material of brief currency that
has reference value or sufficient literary or historical
importance to merit permanent archival storage, for
example, academic course catalogs and schedules,
newsletters, and staff directories, etc.
Exchange agreement An agreement by which two or more libraries exchange

their publications rather than sold. It is a valuable
supplementary means of acquisition.
Exchanges A means of acquiring printed materials which would

otherwise be unattainable either because of financial
restrictions or because they are not available through
established trade channels.
Export To send data in digital format from one application or

computer system to another, usually by means of a specific
command.
Fair use Conditions under which copying a work, or a portion of it,

does not constitute infringement of copyright, including
copying for purpose of criticism, comment, news reporting,
teaching, scholarship, and research.
29
Fee A sum of money paid for a service. The amount may be

fixed, depending on type of service, or variable, depending
on the amount of time required to perform the service.
Filipiniana materials Books and non-book materials about the Philippines,

produced in or outside the Philippines, by Filipinos or non-
Filipinos, in any of the Philippine languages, or in a foreign
language.
Fines A penalty assessed to borrowers for keeping library

materials after they are due, usually based upon a fixed
charge per day.
Full-time equivalent (FTE) A measure to the total number of students, undergraduate

and graduate, enrolled for the number of credit hours
considered by an institution of higher learning to be a full
schedule, sometimes used by vendors to determine
subscription rates charged on a sliding scale for access to
electronic resources, such as bibliographic databases.
FTE=total number of undergraduate credit hours divided
by 15, plus total number of graduate credit hours divided
by 12.
Functionality Features built into a search interface that determines the

ease with which users may formulate queries and obtain
results.
Gifts & Exchange librarian A librarian who plans, organizes, and manages the G&E
program of the library. As such he/she should keep
accurate, well-organized records: accept, receive,
acknowledge, and sort donations; and arrange for the
disposition of unwanted materials.
Government Procurement
Policy Board (GPPB) Was established in accordance with Article X of RA 9184. To
be the principal body responsible for procurement policy
formulation and the implementation and monitoring of
effective public procurement reform, thereby promoting
and achieving good governance, in general, and
transparency, accountability, equity, effectiveness,
efficiency and economy in Government, in particular.
Government publications Documents published by a government printer or

publisher, or by government departments and agencies
30
themselves, for information, educational or historical

purposes.
Graphic material Refers to any two-dimensional non-textual, still

representation. Graphics can be opaque (illustrations,
photographs, diagrams, maps, charts, graphs, etc.) or
designed to be viewed or projected without motion using
optical equipment (slides, filmstrips, etc.).
Information and
Communication
Technology (ICT) Replacing the older “IT” and the alternative “C&IT” to
express the combination of computing hardware and
software with the capabilities of communications networks
that provides new opportunities for teaching, learning and
training the delivery of information content.
Interface The point or process that joins two components of a data

processing system, the screen display that function as an
intermediary between a software program and its human
users.
IRR Refer to the implementing rules and regulations to be

promulgated in accordance with Section 75 of RA 9184.
Implementing Rules and

Regulations and Standard
Forms Within sixty (60) days from the promulgation of this Act,
the necessary rules and regulations for the proper
implementation of its provisions shall be formulated by the
GPPB, jointly with the members of the Oversight Committee
created under Section 74 hereof. The said rules and
regulations shall be approved by the President of the
Philippines. For a period not later than thirty (30) days
upon the approval of the implementing rules and
regulations the standard forms for Procurement shall be
formulated and approved.
Index An alphabetically arranged list of headings consisting of the

personal names, places, and subjects treated in a written
work, with page numbers to refer the reader to the point in
31
the text at which information pertaining to the heading is

found.
Information It is an assemblage of data in a comprehensible form

capable of communication and use.
Instructional material Are educational resources used to improve students’

knowledge, abilities, and skills, to monitor their
assimilation of information, and to contribute to their
overall development and upbringing.
Intellectual assets Products of the human intellect considered as personal

property, especially works protected under the law of
copyright and inventions protected by patents.
Interface The point or process that joins two components of a data

processing system, for example, the screen display that
functions as an intermediary between a software program
and its users.
IP address The physical address of a client or server computer

attached to a network governed by the TCP/IP protocol,
written as four sets of Arabic numerals separated by dots.
Each IP address has an associated alphanumeric Internet
address in the Domain Name System (DNS).
Journal A periodical publication, particularly one issued by a society

or institution and containing proceedings, transactions,
reports, substantial articles and reviews of publications in a
particular scholarly or scientific field.
Kit A set of related materials in more than one medium

designed to be used as a unit with no single medium
predominating, often stored in a container to keep the parts
together. The category includes laboratory kits and
packages of curriculum materials. In AACR2, the term also
applies to a single-medium package of textual material, for
example a press kit or set of printed test materials.
Legal deposit It is a method whereby certain libraries are entitled by law

to receive one or more copies of every book or other
publication which is printed or published in the country.
32
Library collection The total accumulation of books and other materials owned
by a library, cataloged and arranged for ease of access,
which often consists of several smaller collections
(reference, circulating books, serials, government
documents, rare books, special collections, etc.).
Library equipment Mechanical and electronic devices purchased by a library

for staff use or to facilitate patron use of its services and
collections, including photocopy machines, microform
reader-printers, video and CD players, projection
equipment, computers and peripherals, security devices,
etc.
Library modernization $10,000 donated by the U.P. Alumni Association of Greater

Fund Chicago contributed to the U.P. Library Collection
Development Fund (Check given to visiting U.P. Pres. Jose
Abueva on September 1992).
Library Organic Act Adapted by the University Library Council of the U.P.
system on its 2nd meeting on 22 February 1991. This serves
as guidelines by which faculty members, researchers,
student and the public in general may use the library
facilities, and avail themselves of its services as effectively
as possible in their endeavor to contribute to the world’s
fund of knowledge. The organic act contains a preamble, a
general policy statement and 10 articles.
Licensing agreement A formal written contract between a library and a vendor

for the lease of one or more proprietary (copyrighted)
bibliographic databases or online resources, usually for a
fixed period of time in exchange for payment of an annual
subscription fee or per-search charge.
MARC Record An international standard digital format for the description

of bibliographic items developed by the Library of
Congress.
Magazine A popular interest periodical usually containing articles on

a variety of topics, written by various authors in a non-
scholarly style.
33
Memorabilia Material of sentimental or historical value to the person

who created or collected item, including personal books
and papers, clippings, photographs, sketches,
correspondence, diaries, journals, notes, invitations, etc.
Memorabilia are usually added to special collections, in
accordance with a library’s collection development policy.
Mend Involves minor restoration of a book not involving the

replacement of any material or the separation of book from
cover. Not so complete as repairing.
Microform A generic term for a highly reduced photographic copy of

text and/or images stored on a translucent medium
(microfiche or microfilm) or on an opaque medium such as
card stock (micro-opaque or aperture card).
Monograph A separate treatise which is concerned with a single,

distinct subject, usually giving a detailed and thoroughly
researched treatment of the topic. The monograph is the
most respected means of scholarly communication in many
humanities disciplines. However, in cataloguing, it is used to
mean any publication which is not a serial, thus losing the
full resonance of the term.
Multimedia A combination of two or more digital media (text, graphics,

audio, animation, video, etc.) used in a computer
application, such as an online encyclopedia, computer
game, or web site. Multimedia applications are often
interactive.
Multiple-user access A file of data that can be used independently by more than
one person at the same time.
Negotiated procurement A method of procurement that may be resorted under the

extraordinary circumstances whereby the Procuring Entity
directly negotiates a contract with a technically, legally and
financially capable supplier, contractor or consultant.
Newsletter A serial publication consisting of no more than a few pages,

devoted to news, announcements, and current information
of interest primarily to a specialized group of subscribers or
members of an association or organization who received it
as part of their membership, for example.
34
Newspaper A publication issued periodically, usually daily or weekly,

traditionally containing the most recent news.
Online A general term for devices and peripherals which are

interacting directly and simultaneously with a computer in
real time.
Online discussion list An email discussion forum that allows individuals to post
their own messages.
Online tutorial An instructional tool in electronic format, usually available

via the internet, designed to teach library users, in a step-
by-step and sometimes interactive process, how to use a
specific resource or all the services and resources needed to
research topics in a specific discipline.
Packaged pricing Purchasing by specific group of titles
Pamphlet A non-serial publication consisting of at least 5 but no more

than 48 pages exclusive of covers, stapled or sewn but not
bound usually enclosed in covers of the same paper as the
text (or a slightly heavier grade).
Patron-driven acquisitions Acquiring library materials by letting the library users find
and identify desired documents prior to the library’s
purchase of them, and for the library to pay only for what
its patrons find and actually use.
Pay-per-use pricing A service enabling libraries and individual library users to

purchase a copy of an article without subscribing in which
it was published. Fees vary, with most services charging
$12 to $20 per article regardless of length.
Peer-reviewed Said of a scholarly journal that requires an article to be

subjected to a process of critical evaluation by one or more
experts on the subject, known as referees, responsible for
determining if the subject of the article falls within the
scope of the publication and for evaluating originality,
quality of research, clarity of presentation, etc. Changes may
be suggested to the author(s) before an article is finally
accepted for publication.
Pick and choose An acquisition strategy where the librarians acquire

individual title provides institutions with the flexibility to
supplement their print catalogs with targeted selections.
35
Platform Originally referred to a specific type of computer hardware,

architecture, but the term now includes both the hardware
and the operating system installed on the CPU, usually for a
model or entire family of computers.
Preprint A portion of a work printed and distributed for a special

purpose in advance of the publication date. Also, a paper
prepared for presentation at a conference, printed in
multiple copies in advance of the conference date.
Presidential Decree DECREE ON LEGAL AND CULTURAL DEPOSIT

No. 812 Oct. 16, 1975
“WHEREAS, there also exists an imperative need to
preserve published and printed materials for posterity, and
against unforeseen events and calamities such as fires,
earthquakes, floods, or wars that may cause untold
destruction to our national culture” and
“WHEREAS, it is believed that the best way of
accomplishing these purposes is to provide that certain
government libraries be made recipients and depositories
of copies of such published and printed materials”
Qualitative evaluation This degree to which the services provided by a library or

library system meet the needs of its users and the standards
established by the profession, usually assessed statistically
and on the basis of qualitative feedback (user surveys,
suggestion box, etc.)Quality of service is affected by
budgetary constraints, management policies, design and
condition of facilities, personnel decisions, and employee
morale.
Reference resources Refers to any publication from which authoritative

information may be obtained, including but not limited to
reference books, catalog records, printed in indexes and
abstracting services, and bibliographic databases.
Reformat To convert a document from one format to another without

changing its content. In preservation, reformatting is
usually undertaken when a long term survival of a
document in its current format is unlikely.
Rental model Rental fee is charged when an item is borrowed, usually to

meet the costs of acquisition and maintenance.
Replacement The substitution of another copy of an item for one no

longer in the library.
36
Reports It is an identified as a distinct form of documentation

because of their volume and significance in scientific and
technical fields. This classic form of grey literature contains
information which may or may not eventually appear in
some conventionally published form, but which, because of
its currency, must be available to practitioners in the field.
Republic Act 9184

January 10, 2003 AN ACT PROVIDING FOR THE MODERNIZATION,
STANDARIZATION AND REGULATION OF THE
PROCUREMENT ACTIVITIES OF THE GOVERNMENT AND
FOR OTHER PURPOSES
Remote access Communication with a geographically distant computer

system or network as if one were a local user. To log on to a
network server, the user may be required to enter an
authorized username and/or password. In most online
library catalogs, a certain number of ports are reserved for
remote access to accommodate off-site users.
Research paper A written composition, usually five or more pages in length,

assigned as an exercise in a formal course of study. The
writer is expected to state a thesis and advance a logical
argument based on supporting information found in a
systematic investigation of the topic. The source of
quotations, facts, and ideas not those of the author must be
documented in footnotes or endnotes and a bibliography.
Retention Holding or keeping materials in possession, usually in a

desired state or condition, as opposed to disposing them. In
archives, the retention period for documents is usually
indicated in the disposition schedule. Academic and
research libraries generally purchase materials with the
intention of keeping them indefinitely. Long-term retention
of library materials may require preservation measures
such as reformatting.
Scholarly resources Materials produced by research or investigation, mostly

from an academic environment.
Score A record of a musical work in which the parts to be played

or sung are written or printed in musical notation on
separate staves, vertically aligned to enable them to be read
at the same time.
Selection The process of deciding which materials should be added to

a library collection to develop a balanced collection that
meets the information needs of library users.
37
Selection criteria The set of standards used by librarians to decide whether

an item should be added to the collection, which normally
include a list of subjects or fields to be covered, levels of
specialization, editions, currency, languages, and formats. It
usually reflect the library’s mission and the information
needs of its clientele, but selection decision are also
influenced by budgetary constraints and qualitative
evaluation in the form of reviews, recommended core lists,
and other selection tools.
Serial A publication in any medium issued under the same title in

a succession of discrete parts usually numbered (or dated)
and appearing at regular or irregular intervals with no
predetermined conclusion. In AACR2, serials are considered
a type of continuing resource.
Serial publications include print periodicals and

newspapers, electronic magazines and journals, annuals
(reports, yearbooks, etc.) continuing directories,
proceedings and transactions, and numbered monographic
series cataloged separately. When serials split, merge, or
are absorbed, a little change may occur. Most libraries
purchase serials on subscription or continuation order.
A specific serial title is identified by a unique International

Standard Serials Number (ISSN) and key title, assigned and
maintained by the International Serials Data System (ISDS),
a network of national serials data centers. Serials and
annuals are listed in The Ulrich’s International Periodicals
Directory published annually by R.R. Bowker and in The
Serials Directory published by EBSCO.
Shopping A method of procurement whereby the procuring entity

simply requests for the submission of price quotations for
readily available off-the-shelf Goods or ordinary/regular
equipment to be procured directly from suppliers of known
qualification.
Small Value Procurement When there is an unforeseen contingency requiring

immediate purchase: Provided, however, that the amount
shall not exceed Fifty thousand pesos (P50,000); or
procurement of ordinary or regular office supplies and
equipment not available in the Procurement Service
involving an amount not exceeding Two hundred fifty
38
thousand pesos (P250,000): Provided, however, that the

Procurement does not result in Splitting of Contracts:
Provided, further, That at least three (3) price quotations
from bona fide suppliers shall be obtained.
Stand-alone A computer not connected to a network, which functions

independently of other computers and systems.
Standard work A work widely recognized as a model of excellence in its

field, which libraries may order in multiple copies or
editions.
Storage facility It is a location within a library building or outside its walls

where infrequently used materials and equipment are
housed until needed.
Supply and Property

Management Office (SPMO) As a service unit of the University, the Supply and Property
Management Office (SPMO) is the overall in charge in the
acquisition of new properties and equipment, its utilization
and the disposition of unserviceable or no longer needed
equipment of the University.
Syllabus An outline of the topics to be covered in a formal course of

study, given in the order in which they are to be discussed
in class, with any assignments and related readings also
indicated.
Textbook An edition of a book specifically intended for the use of

students enrolled in a course of study or preparing for an
examination on a subject or in an academic discipline, as
distinct from the trade edition of the same title, sometimes
published in conjunction with a workbook, lab manual,
and/or teacher’s manual. Also refers to the standard work
used for a specific course of study, whether published in
special edition or not. Textbooks are usually ordered by
college bookstores in quantity, based on projected course
enrollment. The standard publisher’s discount on textbook
orders is 20 percent.
Thesis A proposition advanced and defended in a formal

disputation, especially by a candidate in partial fulfillment
of university requirements for a master’s degree. Master’s
theses are indexed annually by discipline, subject, and
author in Master’s Theses Directories and in Dissertations
Abstracts International. They can also be located in the
WorldCat database in OCLC FirstSearch.
39
Trial A test conducted for a limited period of time to determine

the usefulness and effectiveness of a new system, product,
or service. Database vendors usually offer a free 30-day
trial to libraries as an inducement to subscribe.
University Library Diliman It encompasses one main library and thirty-five (35)
College or Unit Libraries. It envisions global information
exchange throughout the UP Library System.
University Main Library It is the seat of library administration, is situated at

Gonzalez Hall in the middle of the academic oval. It is
organized into three major divisions which covers the
various functional sections: (a) Technical Services Division
which formulates and adopts standard acquisition,
cataloging and indexing policies and procedures; (b)
Administrative Services which provides support to the
functional sections/units of the Library; and, (c) User
Education and Services Division which lends books and
provides reference, research and bibliographic services;
maintains and preserve books, documents and archival
materials; undertakes user education programs; and
maintains computerized database applications.
University of the
Philippines Is a network of libraries located in 7 campus universities
Library System (UPLS) each of which has a Main Library managed by a university
librarian and several college or unit libraries, staffed by
professional librarians.
User information services Libraries have an inherent obligation to provide

information service to support the educational,
recreational, personal and economic endeavors of the
members of their respective communities, as appropriate to
the libraries’ individual missions. Information services in
libraries take a variety of forms including direct personal
assistance, directories, signs, exchange of information
culled from a reference source, reader’s advisory service,
dissemination of information in anticipation of user needs
or interests, and access to electronic information.
User information training Training in how to use a library, where information is

available, why to use a particular search strategy, what
other sources can help and how to exploit them further.
40

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University of the Philippines Diliman

The University Library

Collection Development Policy

Collection Development Policy Committee

Chairperson Sharon Maria S. Esposo-Betan College of Engineering

Members Nancy T. Beraquit College of Home Economics

Lilia F. Echiverri College of Law

Sheryl T. Gerodias Acquisitions Section, Main

Elvira B. Lapuz College of Social Science and

Verna C. Lee College of Education

Regina N. Murillo College of Arts and letters

Marian S. Ramos-Eclevia General Reference/Electronic

Merlyn A. Sornoza College of Architecture

Marie Antoinette D. Villaflor College of Science

B. General Objectives ................................................................................................................................... 1

C. Specific Objectives ................................................................................................................................... 1

D. Purposes of the Collection Development Policy .......................................................................... 2

II. Overview of the Collection ........................................................................................................................ 3

A. Scope and Coverage of the Collection .............................................................................................. 3

B. Types and Formats of Library Resources ....................................................................................... 3

III. Book Fund and College Library Fund ..................................................................................................... 5

IV. Responsibility for Library Collection Development.......................................................................... 6

A. The College Library Committee .......................................................................................................... 6

B. The Role of the Librarian ...................................................................................................................... 6

C. Acquisitions Section ................................................................................................................................ 6

B. Selection Criteria ...................................................................................................................................... 7

C. Electronic Resources .............................................................................................................................. 9

D. Statement on Censorship ................................................................................................................... 12

F. Collection Standards: Quantity ........................................................................................................ 13

A. Nature of Acquisitions Work ............................................................................................................ 14

B. Acquisitions Procedures .................................................................................................................... 14

C. Alternative Modes of Procurement ................................................................................................ 14

VII. Collection Evaluation ................................................................................................................................ 19

VIII. Collection Maintenance .......................................................................................................................... 20

F. Retention of Library Materials ........................................................................................................ 22

VIII. Definition of Terms .................................................................................................................................. 23

The University Library’s mission is to provide access to and delivery of

1. To build and provide access to a wide-range of scholarly resources in various

1. To acquire library collections by purchase, gifts and exchanges

8. To provide assistance and guidance to individuals and groups in the use of

D. Purposes of the Collection Development Policy

1. Serve as a guide for efficient and effective selection, acquisition, assessment

II. Overview of the Collection

A. Scope and Coverage of the Collection

B. Types and Formats of Library Resources

III. Book Fund and College Library Fund

Sec. 15. Collection and Disbursement of Funds.

b. Collection and Disbursement of College Library Fund

IV. Responsibility for Library Collection Development

A. The College Library Committee

B. The Role of the Librarian

The Librarian of the college/unit libraries shall facilitate the implementation

The University Library Acquisitions Section shall coordinate the management

Involvement in selection activities is based on the knowledge of the existing

General Criteria when making selection decisions include:

Filipiniana collection includes printed materials in the Philippines, print

b. General and Specialized or Subject Reference Collection

General reference includes databases, indexes and abstracts on CD ROM,

Selection decisions for general reference are made by the General

Specialized or subject reference collection is developed to provide

The Library selects audiovisual resources (audio recordings, video

Microform (microfilm and microfiche) is the preferred format and

The University Library maintains a collection of serials both of general