Document Title : MINUTES OF THE MEETING

Department : LEARNING AND INFORMATION CENTER

Attendance: Please see attached. Date: May 10, 2023

Presider: Brigida E. Bacani Venue: AVR, LIC Matina

Proponent Issues and Concerns Responsibility Target Date Status Remarks

1 The meeting was called to order at 9:00 AM with the

following agenda:
1. Reading and Approval of the Minutes of Previous
Meeting
2. Business Arising from the Previous Minutes
Donayre, C. 3. Business for the Day:
3.1 Discussion of Core Values (Excellence and
Innovation
3.2 Review of OPMs (OPM 16.01 and OPM 16.05
3.3 UM Repository updates
3.3 Issues and concerns
Trabasas, J.P. 2 Opening prayer
3 Reading and Approval of the Previous Minutes
Bano, N.J Moved for the approval of the minutes and duly
seconded by Ms. Alemania
Business Arising from the previous minutes
Villaver, W. 4 Raised his concern on the replacement of his Villaver, W. & April 2023 To be included in the
stamping machine to fast track the binding of Vidamo, M. moved to May budget proposal SY
Periodicals. 30, 2023 2023-2024
A
Action/Recommendation: To look for an upgraded
stamping machine. This will be included on SY 2023-
2024 proposed budget.
Bacani, B. 5 Asked for updates on the free online database Digal, R.A. Dec. 16, 2022 Done 05/02/2023
(eLibrary USA) for review given by Ms. Fretzie
Fajardo. This will be shared with branch libraries.
A3/C
Action/Recommendation: Prepare a letter
addressed to Sir Ibale requesting to check the
network at the E-resources Section.
Palmero, B. 6 Suggested to schedule a visit to UM Tibungco, UM Palmero, May 30, 2023 To be scheduled
Guianga and UM Penaplata RE KOHA concerns Concerned Branch after the ISO visit.
Action/Recommendation: Mr. Bucog to prepare a Libraries A
request letter RE approval of visit and per diem of Mr.
Palmero
Sevilla, E. 7 Accomplishment Reporting Vidamo, M. March 10, 2023 Done 03/22/2023
LIC Bolton
As per ICT, all computer units at the LIC Bolton require
a CR-2032 battery.
AC
Recommendation: To inform Ms. Vidamo of the total
number of computer units and email the JO or
recommendation from ICT as an attachment to the
ePRS filing.
Bacani, B. 8 UM Institutional Repository Bacani, B., Ib-ib, J. April 2023 To be scheduled
Images uploaded by UM Branches are not in standard & Concerned moved to June 5, after the ISO visit
format (blurred, diff. sizes). Training workshop is branch libraries 2023
A1
recommended to address this issue.
Action/Recommendation: To prepare a training
proposal addressed to HRDC
Bacani, B. 9 During the Year-end management review, there was All Reserve March 30, 2023 Done 03/30/2023
a suggestion that there could be a reservation system Librarians &
where students can organize with the librarians to Perocho, C.
kept their unfinished books on a separate shelf. This
suggestion was brought up because as reported,
there are some books were missing because students
tend to hide books they are not done yet but do not AC
want to check-out.
Action/ Recommendation: A reservation system is an
existing practice; librarians need to orient the
students again for awareness.
To include this topic in the PPT of the Information
Literacy Program (ILP).
Quisido, A. 10 Raised concern with the branch libraries that have no Remarks of COO
IMS Personnel. Detoya “referred to
 Tibungco – Video & Photo documentation c/o VP Viado”
Quisido, A March 17, 2023 A2
OSA; PM of computers c/o ICT; IMS concerns * As per Ms. Dagatan
c/o Main of HRMS, they will
request an
 Document Title : MINUTES OF THE MEETING

Department : LEARNING AND INFORMATION CENTER

Proponent Issues and Concerns Responsibility Target Date Status Remarks

 Guianga – No IMS Personnel; LCD weekly report honorarium for the

c/o Ms. Dulatre; PM of computers c/o ICT Main; add-on designation
PM LCD c/o IMS Main *No special order
 Digos- Video & Photo documentation c/o OSA; issued to the
Recommended Mr. Edgar Lugatman to be concerned personnel
assigned to IMS yet.
 Tagum – Video & Photo documentation c/o
OSA; Recommended Mr. Duane Bercilla to be
assigned to IMS
 Panabo – no IMS Personnel; PM of LCD c/o
PPMGS; Request for replacement of Mr. Regie
Canesares former IMS personnel; Added task
given to Mr. Samuel Refugio as the IMS-in-
charge
 Penaplata – no IMS Personnel; Added task given
to Mr. Franlo Bucog as the IMS-in-charge
 Bansalan - PM of computer units c/o Mr.
Palmero ; had an additional Technical staff;
submit LCD weekly report c/o Sir Genon;
Recommended Mr. Benjade Palmero to be
assigned to IMS
Action/Recommendation:
To request a designated IMS staff for all Branches
except for UM Guianga and Tibungco.
Matavia, M. 11 Raised the ff. issues: Matavia, M. April 15, 2023 Done 05/10/2023
1. Possible change of the time of borrowing from 7:30 LIC Head
am to 7:00 AM to cater students/faculty with 7AM
classes and 8:30 PM to 9:30PM to cater
students/faculty with classes at 8:30-9:30PM.
2. To move the end of borrowing after the final
examination in each term, to address the concerns of AC
students who wanted to borrow books during the
final exam week.
This move is to satisfy the information needs of
students.
Response: To review OPM 16.05 after the ISO visit
and file RFD for revision
Anino, M. 12 Suggested the following: Anino, Michael June 30, 2023 Fill out System
1. Discussion Room Reservation System LIC Head Development Form
2. To convert the DR logbook to Online Attendance before June and
A
form include n the AOP
Response:
To include this improvement in the next AOP
Dacanay, J. 13  Raised concern on the dissemination of the Dacanay, J., April 30, 2023 Done 05/04/2023
Online Student Feedback Form. Dulatre, G. & Digal,
Action/Recommendation: Prior to creating a Google R.A.
Form link, the Student Feedback Form will be AC
reviewed first depending on the questions relevant to
UM Guianga and Tibungco. This will be done
following the ISO visit.
Del Castillo, J. 14 LIC Matina Del Castillo, J. April 30, 2023 To file an eRFD for
Shared concern about Ms. Perez’s observation on the revision – remove
Student ID No. indicated the Students’ Logbook, the student ID No.
which violates the Data Privacy Act.
A1
Action/Recommendation: In the meantime, EMS will
be used on the upcoming ISO visit. A review of the
Students’ Logbook Form will be conducted on April
2023.
New Business
15 Introduction of the newly hired personnel from UM
Main & Branches
 Ms. Judy Ann Magayon- assigned at
Donayre, C. Filipiniana Section, LIC Main
 Mr. Christian E. Saberon – IT, UM Digos
 Mr. Marjun F. Estolloso – Bindery
Assistant at UM Tagum
Ms. Leonida Jara – consultant UM Panabo
Dulatre, G, 16 Discussion of Core Values – Excellence - - Noted.
Excellence is very essential for a university/institution I
to achieve its objective of delivering high-quality
 Document Title : MINUTES OF THE MEETING

Department : LEARNING AND INFORMATION CENTER

Proponent Issues and Concerns Responsibility Target Date Status Remarks

education, promoting intellectual growth and

development in its students, and striving for
academic excellence. When we say excellence,
we imply that accomplishing tasks to perfection
entails putting our hearts into what we do.
Genon, R. 17 Discussion of Core Values – Innovation - - Noted.
Innovation is the introduction of new ideas, goods,
services, and practices which are intended to be
useful. Organization innovation involves the creation
I
of new organizations, business practices, ways of
running organizations or new organizational
behavior. To sum up Innovation = Creativity +
Commercialization
Elman, G. 18 OPM 16.01 review Elman, G. May 31, 2023
Below are the revised items, to wit:
III. Policies/Guidelines
2. An assessment of all library holdings per
program based on CMO standards shall be done
every Summer and shall be used as a basis for any
acquisition to be done.
4. The ePRS shall be endorsed to the LIC Head or
Branch Director before submission to the
Purchasing Office.
IV. Procedure/Flowchart
1.1. Conduct assessment of all library holdings per A
program based on CMO standards every Summer.
2.1 Submit the budget for theincoming school year
and attach the summary of subject per program
which needs improvement/acquisition.
3.2 Submit filled-out BOS (Book Order Slip) to
Acquisitions Librarian.
4.1 Counter check the BOS againstthe holdings to
avoidduplication.
4.2 Approval of BOS by LIC Head
4.3 Create/Fill-out the ePRS template
Action/Recommendation: To file an eRFD via MIS
Matavia, M. 19 OPM 16.05 review Matavia, M.J. May 31, 2023
Below are the revised items, to wit:
III. Policies/Guidelines
1. Borrowing/ Check-out
1.1 The CL shall create an account for
unregistered students and employees upon
presentation of UM validated ID/Certificate
of Matriculation Form, and faculty
loading/UM ID for employees along with the
filled-out Data Privacy Consent form. In the
absence of the above requirements, the CL
can verify in the masterlist of currently
enrolled students.
1.2 – delete
1.3 The CL shall record transactions in the Library
System.
1.3.4 Fiction books can be checked-out for a period
A
of seven (7) days.
1.5.2 Tertiary, Professional Schools and College of
Law Students – start of classes until the last day of
the Semester.
1.5.3 – delete
1.7 Checking-out of books shall start at 7:30 7:15 am
until 8:30 9:00 pm only for circulation and fiction
books, while reserve books can be checked-out from
6:00 pm to 9:00 pm for students only.
2. Returning/ Check-in
2.1 All borrowed/checked-out circulation/fiction
books must be returned on or before due dates.
Reserve books must be returned not later than
10:00 A.M. on due date.
2.2 The stakeholder with overdue borrowed
materials shall be charged a fine/penalty of
P25.00 per day per item for circulation/fiction
 Document Title : MINUTES OF THE MEETING

Department : LEARNING AND INFORMATION CENTER

Proponent Issues and Concerns Responsibility Target Date Status Remarks

books and P10.00 per hour for reserve books,

excluding Sundays and Holidays and
unprecedented suspension of classes. The
stakeholder shall be notified for the overdue
either through letter of notification or E-mail.
2.4 – delete
V. Associated Document/Records
To delete Certificate of Matriculation (Form 1)
Matavia, M.J. 20 Suggested that inactive accounts be deleted within 5 - - Noted by the body.
years. I
Response: Approved by the body
Ib-ib, 21 UM Repository Vidamo, M. June 30, 2023 To be included in the
Uploaded 385vols. of manuscripts. Likewise, proposed budget for
requested for an Adobe Pro Software. SY 2023-2024
A
In addition, issues and concerns with regards to
Digitization will be discussed on the upcoming
training workshop.
Issues & Concerns
Bucog, F. 22 UM Penaplata Bucog, F. June 30, 2023 To be included in the
Requested for a library expansion. A proposed budget for
SY 2023-2024
Refugio, S. 23 UM Panabo Refugio, S. June 30, 2023
Requested the following to be included in the
proposed budget for SY 2023-2024, to wit: A
 Additional Air-conditioner units for the reading
areas.
Refugio, S. 24  Heavy duty scanner for scanning of manuscripts Refugio, S. June 30, 2023
A
for the Digitization Project
Refugio, S. 25 Requested soft copy of MOA PLAI-DLRC as one of the Bacani, B. May 10, 2023 Done 5/10/2023
AC
evidences for PACUCOA Accreditation visit.
Calunod, L. 26 UM Basic Education Calunod, L. June 30, 2023
Requested the following to be included in the
proposed budget for SY 2023-2024, to wit: A
 Library expansion - conversion of the old
records room of Basic Ed. to AVR
Calunod, L. 27  Air-conditioner units for shelf protection for the Calunod, L. June 30, 2023
A
library collections
Quisido, A. 28 IMS Main
Raised the ff. concerns, to wit:
 A designated office for the IMS at the new
library.
Response: To coordinate first with Ar. Quinto
Quisido, A. 29  Fast turn-over of STAS due to financial problem. Quisido, A. June 30, 2023
Action/Recommendation: Already reported to A
HRMD and request for replacement.
Quisido, A. 30  Requested to review the OPM 16.09 and OPM IMS Personnel June 30, 2023
A
16.10
Quisido, A. 31 Recommendation of interactive whiteboard to be Anino, M. & June 30, 2023 To be included in the
installed to all Discussion Rooms. Vidamo, M. A proposed budget for
SY 2023-2024
Quisido, A. 32 Informed the body that the IMS team had contributed - -
a part on the production for the video making and/or I
provide videos during the PQA.
Anino, M. 33 CEE CMC Meeting Anino, M May 31, 2023
Raised the Access Engineering subscription
Action/Recommendation: To coordinate with the A
CEE Dean’s office for a recommendation from Dean
Cañesares
Perocho, C. 34 CHSE CMC Meeting Elman, G. May 31, 2023
Raised concern from Prof. Solano asking why is it their
requested books since 2018 are not available in the
library
Action/Recommendation: Review the list of DACUN
A
books since 2018 and inform Prof. Solano for the
updates. In addition, there should be a
communication addressed to the concerned Faculty
informing them with their selected/requested books
and attach the BOS.
Magayon, J. 35 CTE CMC Meeting - - I Noted
 Document Title : MINUTES OF THE MEETING

Department : LEARNING AND INFORMATION CENTER

Proponent Issues and Concerns Responsibility Target Date Status Remarks

Follow up the requested books of Prof. Porras.

Response: Books are still in the Bindery Section for
rebinding.
Perez, A. 36 Informed all concerned librarians assigned per - - Noted
college that during CMC meetings, to kindly request
I
them to share their soft copies of their syllabi for
checking via email.
Other Matters
37 Team LIC Main & Branches Rest and Recreation Bano, N.J., Mancao, July 2023
The ff. personnel are the committee for the planning K.B., Perocho, C. &
of the R & R, to wit; Refugio, S.
 Bano, N.J.
 Mancao, K.B.
A
 Perocho, C.
 Refugio, S.
Target date s before First Sem. of SY 2023-2024
Updates will be presented on the next cluster
meeting.
38 No further discussion was made. Meeting adjourned
at 4:00 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