Document Title : MINUTES OF THE MEETING

Department : LEARNING AND INFORMATION CENTER

Attendance: Please see attached. Date: January 31, 2023

Presider: Brigida E. Bacani Venue: via Zoom

Proponent Issues and Concerns Responsibility Target Date Status Remarks

1 The meeting was called to order at 1:00 PM via Zoom

with the following agenda:
1. Reading and Approval of the Minutes of Previous
Meeting
2. Business Arising from the Previous Minutes
3. Business for the Day:
3.1 ISO Recertification visit
3.2 LIC User Feedback
Bacani, B.
3.3 Internal Audit Office Monitoring Report
3.4 Share-a-Book Program
3.5 Mid-year Accomplishment Report
3.6 Accomplishment Reporting
3.7 Issues and concerns
4. Other Matters
4.1 UM Institutional Repository
4.2 Check-out Transaction Report
Ib-ib, J. 2 Opening prayer
3 Reading and Approval of the Previous Minutes
Genon, R. Moved for the approval of the minutes and duly
seconded by Ms. Dulatre
Business Arising from the previous minutes
Almedora, D. 4 Reported to the body about the lacking references for Ms. Perez suggested to
Filipino subject. As advised by the QMO Main, LIC Panabo add an English book ex.
will conduct a benchmark at LIC Tagum or Main. Translation and
Also, informed that they selected 8vols. of books during ebooks, too.
the DACUN book fair.
Recommendation:
1. Evaluate the references for BSED Filipino October 28, 2022
2. Prepare summary of references to determine what Mr. Refugio Moved to Feb. 15, A3
particular subject lacks reference. 2023
3. To coordinate with book suppliers for price lists
Bacani, B. 5 Follow-up Mr. Digal on the status of the installation of Digal, R.A. Oct. 7, 2022 On-going. Network
EMS. Also, suggested including the Faculty data in the & Del Castillo, J. infrastructure is not
EMS. established yet by ICT
Response: Installation of EMS was done; however,
A3
there's a need to update the student's database
As per Mr. Digal, the EMS cannot be updated yet due to
RFID issues with the supplier. Meantime, manual
consolidation of report is advised to Ms. Alegado.
Alegado, R.C. 6 Raised her concern about her difficulty in identifying Alegado, R.C. Oct 7, 2022 Follow-up Ms. De
Faculty that handled both undergraduate and PS courses. Moved to Feb 1, Loyola
Action/Recommendation: 2023
To request a copy of the official list of Faculty members
A3
in the Prof. Schools indicating the Program they belong.
Response:
To prepare a list of PS Faculty based on the Circulation
desk’s data and submit this to PS for validation.
Sevilla, E. 7 Raised her concern about the binding of periodicals that Villaver, W. & Dajao, Dec. 19, 2022 Done. 3Journals for
needed for indexing. R. undergrad and 5 for
Action/Recommendation: To expedite the binding of the Legal Ed 01/30/2023
newly acquired books and periodicals, Mr. Villaver and
A1/C
Mr. Dajao are exempted from the shelving assignment.
From 8:00 A.M. -12:00 NN., this is the schedule to bind
the books and the periodicals in the afternoon. Mr.
Anino to supervise the shelving of books.
Villaver, W. 8 Raised his concern on the replacement of his stamping Villaver, W. & April 2023
machine to fast track the binding of Periodicals. Vidamo, M.
Action/Recommendation: To look for an upgraded A
stamping machine. This will be included on SY 2023-2024
proposed budget.
Del Castillo, J. 9 Raised the ff. concern, to wit: All Asst. Chief December 16, Done
 To change the Librarians’ schedule for the 2nd Librarians 2022
Semester, SY 2022-2023 AC
Action/Recommendation: Prepare and submit a
schedule of duty.
Del Castillo, J. 10  Replacement of the outdated tablets. Also, to Ib-ib, J. Nov. 30, 2022 With approval to
market the said units for utilization purposes. replace the old tablets.
Action/Recommendation: To request a ticket via ICT
A1/C
Tracker for checking of the tablets and to create
infographics to be posted on the bulletin board and FB
page for marketing.
 Document Title : MINUTES OF THE MEETING

Department : LEARNING AND INFORMATION CENTER

Proponent Issues and Concerns Responsibility Target Date Status Remarks

Del Castillo, J. 11  Lacking bookshelves for the Theses and Alegado, R.C. December 6, 2022 Done
Dissertation at PS
Action/Recommendation: Dir. Bacani instructed the ff: A/C
 Identify the no. of bookshelves needed for
the PS library.
Bucog, F. 12 LIC Peñaplata Bucog, F. Dec. 16, 2022 Cancelled. Will request
Raised concern about the newspaper clippings that had newspaper from
not started yet since pandemic due to the stoppage Davao’s supplier on SY
delivery of newspaper. C 2023-2024. For the
Action/Recommendation: To look for another supplier. meantime newspaper
clippings can be done
via online.
Bacani, B. 13 Asked for updates on the free online database (eLibrary Digal, R.A. Dec. 16, 2022 Username and
USA) for review given by Ms. Fretzie Fajardo. This will be password are available
shared with branch libraries. but can’t open the
A1 database.
Advised to request
thru ICT tracker
(network )
Dacanay, J. 14 Raised her concern about the installation of EMS and Dacanay, J. Dec. 16, 2022 -Resend a letter
requested STAs. explaining the need of
Action/Recommendation: No update yet for the STAs; decided to
installation of EMS. Prepare a letter requesting STAs. submit it on SY 2023-
2024 in preparation
A1
for the full
implementation of F2F
class
-EMS- Approved; to be
requested via MIS.
Palmero, B. 15 Suggested to schedule a visit to UM Tibungco, UM Palmero, Concerned May 2023
A
Guianga and UM Penaplata Branch Libraries
Digal, R.A. 16 Issues and concerns raised during CMC Meetings Digal, R.A., Nov. 4, 2022 On-going
CASE moved to Feb. 17,
Requested audio-visual presentation for online 2023
resources. A3
Action/Recommendation:
To update the AVP for online resources before sending it
to the colleges.
Sevilla, E. 17 Raised the ff. concern: Sevilla, E. January 2023 Cancelled. To include
1. 2units of defective air conditioner at Legal Ed in SY 2023-2024
LIC (1unit-3tons) and at the General budget.
Reference Section (1unit-3tons)
C
Action/Recommendation: To request a Job Order from
Aircon Department recommending for replacement. This
will be included on SY 2023-2024 budget.
Sevilla, E. 18 2. asked for a confirmation if it’s okay that the Vidamo, M. December 16, Skeletal work is not
AC
STAs will have a skeletal work 2022 applicable to STAs.
Bacani, B. 19 Random Inventory All supervisors (Main Dec. 20, 2022 Submitted inventory
Instructed to assign their staff to locate the unaccounted and Branches) report 01092023
materials during the April 2022 inventory. This is in AC
preparation for the submission of random inventory
report.
Bacani, B. 20 Received recall notice from LIC Bolton addressed to the All Circulation December 16,
students that there were still unreturned books last Librarians (Main and 2022
2015. Branches)
Recommendation: To trace the history of the unreturned
books and the borrower ASAP to close this matter. Also,
prepare a list of unreturned books and submit to TPS. A1
The body agreed that once the Faculty signed the
Authority to Deduct form and already outgo a letter to
Accounting Office for salary deduction it’s considered as
paid in the system. Minimum amount for salary
deduction is Php 200.00.
New Business
Bacani, B. 21 ISO Recertification visit - - Noted by the body
The visit is scheduled on March 27-31, 2023. Everyone is
required to comply with all the necessary requirements I
needed (library holdings, seating capacity, librarians-
student ratio, MYAR evidence)
Bacani, B. 22 LIC User Feedback - - Noted by the body
Presented and discussed to the body the revised User
Feedback Form with Satisfaction scale (6-10);
I
Dissatisfaction scale (1-4); Neutral Scale (5). This form is
already uploaded in Student Portal for Main only. Also,
submit a list (excel file) of students who availed the
 Document Title : MINUTES OF THE MEETING

Department : LEARNING AND INFORMATION CENTER

Proponent Issues and Concerns Responsibility Target Date Status Remarks

library services to ICT. For branch libraries, wait for the

update as to when will be uploaded to their Student
Portal.
Bacani, B. 23 Internal Audit Office Monitoring Report - - Memo disseminated
Discussed to the body the findings and recommendation to all personnel
from the monitoring report period covered Jan. 1, 2011 01/18/2023.
to Nov. 30, 2022 by the Internal Audit. Encouraged the I
body to liquidate on a timely basis. Shared also the memo
RE Liquidation of e-ROAST Approved Application to be
uploaded in the MIS.
Bacani, B. 24 Share-a-Book Program - - Noted by the body
It was approved by COO Detoya to donate to Marilog NHS
some of the donated books from IBC, 6 tables and 1 card
catalog cabinet. Already submitted a proposal to CEC
I
with a proposed date for the turn-over on Feb. 17, 2023.
Likewise, reminded the personnel who were involved in
the MBD to inform the office. This will be added in the
accomplishment report.
Bucog, F. 25 Asked if he can hold a book donation program for his - - Noted
community extension.
I
Response: There’s no need for the branches that has one
librarian. It’s okay to participate with the other offices.
Bacani, B. 26 Mid-year Accomplishment Report - - Noted
Shared and discussed the revised MYAR to the body with
the output and analysis per KPI.
*KRA 1- Excellence in Governance and Management
(QO1) with 3KPIs
*KRA 5- Excellence in Student Services and Alumni
Engagement (QO2) with 2KPIs
I
*KRA 4-Excellence in Community Extension (QO1) with
1KPI
*KRA 7-Competent and Engaged Workforce (QO4) with
5KPIs
*KRA 10- Operational Efficiency and Effectiveness (QO6)
with 8 KPIs
Sample evidence was sent to LIC Branches via messenger.
Sevilla, E. 27 Accomplishment Reporting Vidamo, M. March 10, 2023
LIC Bolton
As per ICT, there’s a need to request a CR-2032 battery
for all computer units in the LIC Bolton. A
Recommendation: Inform Ms. Vidamo the total no. of
computer units and email the JO or recommendation
from ICT as attachment in filing ePRS.
Sevilla, E. 28 Follow-up the status of the Entrance Monitoring System Sevilla, E. Feb. 28, 2023
(EMS) in the LIC Bolton. A
Recommendation: Follow-up Sir Ibale
Sevilla, E. 29 Conducted Information Literacy Program- 1/3 classes - - I Noted
Lomboy, M. 30 TPS Main Noted
Shared accomplishment report for January 2023 and
reported the ff. highlights:
Holdings:
 Updating of List of References per program
(December 2022 Summary) – 3 programs
updated
 Monitoring of References per Subject
/Program – 15 programs
 Prepared/Printed list of titles per section – 33
sections
Acquisition:
 Accessioning/posting of library materials –
278 vols. - - I
 Acquisition of through ePRS - 446 titles
 Renewed Periodicals and other Subscription
– 9titles
Technical Processing:
 Cataloged and delivered to respective
sections– 328vols.
 Mechanical processing (labeling, barcoding,
etc.) -328vols.
 Prepared list of new acquisitions per program
– 51 programs
Bindery:
 Rebinding of newly acquired books – 38 vols.
 Bound Periodicals – 5 vols.
 Document Title : MINUTES OF THE MEETING

Department : LEARNING AND INFORMATION CENTER

Proponent Issues and Concerns Responsibility Target Date Status Remarks

Other task: Served in the enrollment area.

Del Castillo, J. 31 LIC Matina Noted
Shared accomplishment report for January 2023 and
reported the ff. highlights:
1. Queries served – ORRA 472; ODDS 0; BED 15
2. Library Instruction – 8/15 classes of GE2
(53.33%)
Recommendation: Coordinate with Prof.
Nebria
3. Technical Works- Librarians assisted in the
cataloging of books: Gamutan -45vols.
4. DSpace – 28 titles uploaded
5. BED – Cataloged 112vols; Indexed Periodicals
48articles; Clippings-22; Circulation-109;
Filipiniana-42; Periodicals-22; Multimedia-13
6. Library Attendance- 37,588 Undergrad
students; 61 Faculty; BED – 180 Elem.
Students; 150 JHS; 97 SHS; 3 Faculty
7. In-house Utilization - - I
Circulation -3, 585; Donation-276; Filipiniana
-611; UDT – 67; Reserve- 97; Bound
Periodical- 157; Loose Periodical- 599; DR-
94; PS Circulation-658; Theses-432; IR-326;
Dissertation-300
8. Free Printing – Total pages-1, 255; Students
served -73
9. Check-out Utilization – Circulation- (2, 247
students; 65 Faculty); Reserve -63; Basic Ed –
77; BED- 7students; 1 Faculty
10. Fines & Charges – Php 3, 300
11. Applied for library account- 522 Students; 1
Faculty
12. Attended CMC Meeting on Jan. 2023 – CEE –
Anino; PS-Ib-ib; BED-Calunod; CCE-Mancao;
CCJE-Del Castillo; CASE-Digal; CTE-Elman
Note: No issues/concern raised
Bacani, B. 32 Suggested to file a PPMGS request for the repainting of 6 Del Castillo, J. March 31, 2023
A
long tables and 1 cabinet to be donated to Marilog NHS.
Quisido, A. 33 Asked other branch libraries with regards to the LCD - - Noted
Weekly Report.
Response: UM Tagum – Conducted PM per room
UM Penaplata – 1 unit LCD is defective I
UM Bansalan – Submitted 01/3/2023; will follow the
format from IMS Main for the next submission
UM Panabo – Conducted PM thru their PPMGS personnel
Donayre, C. 34 UM Tagum (Basic Ed. Mabini & Visayan LIC) - - Noted
Shared accomplishment report for January 2023 and
reported the ff. highlights:
 Check-out – 255
 In-house Utilization – 1, 362; Periodicals –
362; BSP & Mindanaoan – 346
 Library Attendance – 8, 500 Students; 86
Faculty
 E-resources – 216
 Online Databases - ProQuest 1, 755; PEJ – 53;
 AVR- 724; Equipment -20; PM of 86 units LCD
Projectors
 DR – 44
 Indexed 8 bound Periodicals; 401 articles
 Digitization – 37 I
 152 clients served via FB Page & email; LISA -
255 clients
 Bindery- Newly acquired- 48T & 65V;
Repaired -25T; 25V
 Other accomplishment: Created a learning
commons space at the Visayan for
compliance with the BSIT program.
 01/17/2023-3personnel joined the
community extension “The Gift-giving at
Libuganon”
 01/17 & 19/2023- Conducted ILP to newly
hired Faculty
 01/16/2023 – Ms. Donayre attended the
Mutya ng UM committee meeting
 Document Title : MINUTES OF THE MEETING

Department : LEARNING AND INFORMATION CENTER

Proponent Issues and Concerns Responsibility Target Date Status Remarks

 01/24/2023 – 3 personnel attended the NEO

at UM Matina
 01/5/2023 – Re-echo to all librarians on how
to navigate or scan theses for the DSpace.
 01/15/2023 - OILP for Prof. Cain’s class
 01/31/2023 – Approved weeding of library
materials and to be donated to partner
schools
 Share- A – Book- Program – 02/17/2023 –
Carmen NHS; Women’s Survivor at New
Corella Facility
Bucog, F. 35 UM Penaplata - - Noted
Shared accomplishment report for January 2023 and
reported the ff. highlights:
 Library Attendance – 483
 AVR - 18
 In-house Utilization – 70
I
 Online Database Utilization- 86
 Check-out Utilization – 103
 Fines & Charges – Php 385.00
 Transferred 7 computer units to library from
Internet Laboratory – as of Jan. 2023 – 40
users
Ramos, J. 36 UM Digos - - Noted
Shared accomplishment report for January 2023 and
reported the ff. highlights:
 Check-out books – 203; Check –in books –
183
 Binding newly acquired books – 374 vols
 Created 76 new library account
 Accessed newly acquired books – 72
 In-house Utilization- Periodicals – 182; DR-
102
 116 indexed articles
 Newspaper Clippings – 12 articles
 35 vols. Periodicals for binding
I
 Updated Periodical Holdings as of Jan 2023-
4 programs
 Updated holdings – 5 programs
 Cataloged and encoded newly acquired
books – 118vols; 199vols with copyright
analysis; 602 vols labelled
 Other issue/concern:
- Submitted MYAR 01/23/2023
-Turned-over 15 computer units to the
Warehouse and requested for replacement
-Random Inventory – 1,092 found/
accounted
-Renewed 12T of Journals
Genon, R. 37 UM Bansalan - - Noted
Shared accomplishment report for January 2023 and
reported the ff. highlights:
 Queries served – 13
 In-house Utilization - 205
 Check-out Books – 104
 Online Databases Utilization – 180
 Cataloged books- 99 vols.
 Service request of Multimedia materials – 64
requests served
 Conducted weekly inspection of LCD
projectors and submitted weekly report I
 Updated references – 3 programs
 Updated Periodical holdings
 Indexed 1 bound Periodical
 Conducted random inventory last Dec. 2022
 Conducted MPI
 Updated AOP
 Prepared Customer Plan, Marketing Plan and
Library Utilization Plan
 Conducted ILP to 5 classes
 Requested additional materials for the
renovation of E-Resources section
 Document Title : MINUTES OF THE MEETING

Department : LEARNING AND INFORMATION CENTER

Proponent Issues and Concerns Responsibility Target Date Status Remarks

 New librarian hired named Ms. Nina Nezza

Palcone
Refugio, S. 38 UM Panabo - - Noted
Shared accomplishment report for January 2023 and
reported the ff. highlights:
 36 manuscripts received and still for
processed
 5 Self-Instructional Manual received from
Faculty
 Library Attendance – 72
 Internet Laboratory is under renovation
I
 8 AVR reservations
 Online Databases Utilization – 269
 Inventory report – 9, 800/9,807 (99.93%)
were accounted as of Dec. 2022
 39/45 Indexed Periodicals
 8/8 classes – HyFlex ILP
 Conducted PM to 53 Multimedia equipment
(August- Dec. 2022)
 DSpace – to request a high-end scanner
Bacani, B. 39 Other Matters Ib-ib, J. & Concerned April 2023
UM Institutional Repository branch libraries
Uploaded images is not in standard format (blurred, diff.
A
sizes). Suggested to conduct a workshop to produce
quality output thumbnail. Likewise, advised all branch
libraries to check their outputs.
Palmero, B. 40 Presented on how to embargo collections uploaded to - - Noted by the branch
DSpace to control the downloading of the manuscript. libraries.
1. Download first the uploaded manuscript
I
before deleting it for easy retrieval of file.
2. Next, upload new bitstream and set the
embargo date
Bacani, B. 41 Check-out Transaction report All Circulation March 2, 2023
Draft a letter addressed to all Deans RE Check-out Librarians
transaction report for First Semester, SY 2022-2023. This A
is to increase the utilization report in preparation for the
Accreditation visit.
Bacani, B. 42 As recommended during the Management Review, the IMS Personnel (Main March 2, 2023 Already uploaded in
IMS will organize/compile the video footages and and Branches) the Google Drive
pictures per University activity. Will discuss further IMS Main will share
AC
details on the project recommended by Dr. Amorado on their practice to
a separate meeting for the IMS Main and branches. Branch Libraries for
uniformity purposes.
Bacani, B. 43 During the review of YEAR minutes, it is suggested to All Reserve Librarians March 30, 2023
implement a reservation system to students who wanted & Perocho, C.
to reserve a book they are reading and put it in one shelf.
A
This is to avoid hiding the materials. It will be part of the
library enhancement. Also, to include the information of
this on the ILP.
Bacani, B. 44 Requested payment for the PLAI Annual due SY 2022- - - Noted
I
2023 to all Librarians (Main and Branches) was approved.
Bacani, B. 45 Requested an overtime to fast track the updating of - - Approved by COO
library holdings, cataloging and indexing library materials Detoya. 02/01/2023
I
and other tasks/deliverables needed to be accomplished
before the Recertification visit.
46 No further discussion was made. Meeting adjourned at
4:30 P.M.

Legend: I – Information Only

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

Prepared by: Reviewed and noted by:

MAE A. VIDAMO BRIGIDA E. BACANI

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

Department : LEARNING AND INFORMATION CENTER

Attendance
Present:
LIC Branches Main:
Ramos, Jenniffer Bacani, Brigida Calunod, Leny Elman, Gina Bano, Neirese Jane
Refugio, Samuel Vidamo, Mae Gamutan, Ryan Ace Oracion, Dexter Quisido, Albin
Donayre, Clarissa Del Castillo, Josephine Villaver, Wilson Alemania, Chenee Mae Sevilla, Elsa
Palmero, Benjade Perez, Agustina Perocho, Christy Trabasas, John Paul Dajao II, Rogelio
Genon, Ronilo Matavia, Mary Jane Digal, Raphael Angelo Mancao, Khristine Brylle Alegado, Rubie Carole
Bucog, Franlo Ib-ib, Joenelle Lomboy, Manelyn
Dacanay, Jannet

Absent:
Demetrio, Melvin
Buquia, Elmer
Dulatre, Gelli