Using the Library & Clearance Processing

The Library provides quality support to the instructional research, and extension programs of the University. It is composed of the: a) Main Library and b) the college libraries. The college libraries are the Human and Social Sciences, Science and Mathematics, and Management. Divisions comprising the Main Library are the Techanical Services, User Education and Services, and the Administrative Services. The Technical Services Division formulates and adopts standard acquisition police and procedures. The User Education and Services Division is responsible circulating books and non-book materials housed in the University Library and provides reference, research and bibliographic services to faculty, students, staff and researchers. It maintains and preserves books, documents, and archival materials. It undertakes user orientation and instruction programs. The Administrative Services Division provides administrative support to the functional divisions/sections. Under the Technical Services Division are the Acquisitions Section which implements policies concerning the book fund of the University; the Cataloging Section which organizes the University Library collections and maintains the catalog of the University; Gifts and Exchange Section and, the Bibliography and Indexing Section which indexes Filipiniana and Mindanao Special materials. It also publishes these indexes to enhance their accessibility. Sections comprising the User Education and Services Division and  Filipiniana and Special Collections which develops and maintains the research collection of Filipiniana materials including artworks, and provides services to facilitate their use; the General Reference and Media Services Section which provides general information and reference services utilizing print and non-print materials, such as audio-visuals, diskettes, optical disks, computer files, CD-ROMs and others; the University Archives and Records Depository which collects, organizes and maintains archival and official records including artworks of the University; the Computer Services Section which plans, designs, and evaluates computer operations and services of the University Library, conducts training programs for Library staff and users of computerized systems, and maintains computerized disks files of programs and databases.
The University Library Organic Act and University Library Rules and Regulations (As Approved in the 1039th BOR Meeting on 14 March 1991)
The resources of the University Library include books, serials, pamphlets, archives, manuscripts, maps, artworks, slides, tapes, transparencies, films, diskettes, graphic and printed materials, electronic resources and databases are obtained by the Main Library and college libraries through purchase, gifts and exchange, and other donations for university purposes. Resources of the University Library are cataloged according to the Anglo-American Cataloging Rules, and classified according to the Library of Congress Classification System.

I. PURPOSE: To prescribe the guidelines relative to the implementation of the provisions of the University Library Organic Act on the University Library Rules and Regulations regarding library users, resources, services; privileges of users, and procedures for services and disciplinary action.
II. DEFINITION OF TERMS: For the purpose of these guidelines, the following terms shall be construed to means as follows:a. Bonafide faculty/employee. A person who has an appointment either as full-time, part-time, contractual personnel with the University.
b. Bonafide student. A person who is currently enrolled either as a full-time, part-time, special (non-credit) or cross registrant in the University.
c. Identification card (ID). A card issued by the Registrar and countersigned by the Librarian to students and by the Human Resource Development Officer for personnel or a temporary ID issued by the Librarian to a user whose UP ID is still being processed by the Registrar.
d. UP Form5. A UP official registration form which is record of the classes for which a student has enrolled.
e. Constituent University(CU). Refers to each of the autonomous campuses of the University of the Philippines System.
f. Library Rules and Regulation. Article X of the Library Organic Act approved in the 1039th meeting of the Board of Regents held on 14 March 1991.
g. Member of the Order of the Oblation. Donor to the University who has given the title “Order of the Oblation” by the BOR.

III. GENERAL GUIDELINES

A. All bonafide and other non-members of the UP Mindanao may use the University library resources within the library premises subject to the rules and regulations governing their use.
B. The duly countersigned UP identification card is the permit to enter the Library and use its resources. It is not transferable.
C. The Librarian may proceed against any person violating any provisions of the University Library Rules and Regulations. (Library Organic Act provision, Article X, Section 24 page 14)

IV. SPECIFIC GUIDELINES

A. For the use of the libraries by members of the University

1. For the U.P. students, the following procedures will be observed:
a. Identification Card

1. The ID of a student is issued by the Registrar.
2. The duly authorized staff of the college library countersigned his ID upon presentation of his Form 5 provided he has no outstanding account with the U.P. Library.
3. The ID of a cross-registrant from within or outside of the University and that of a special student and/or non-degree student is countersigned by the duly authorized staff of his college library (e.g. he as advised in the college or his Form 5 i signed by the secretary of his college). If, however, he was advised by the Registrar his ID is countersigned by the Main Library of the Constituent University where he is enrolled, provided, he has paid his library fee and has no outstanding account with the U.P. Library.

b. A student who has no ID (e.g., new student or one who has lost his ID) may be issued a temporary ID by his college library or, in the case of cross-registrant, a special student, or a non-degree student, by his college library upon presentation of his Form 5 and receipt from the Registrar that he has paid for his ID and which should include a “1×1” ID size picture, provided that he had paid his library fee and has no outstanding account with the UP library. If, However, he was advised by the Registrar, his temporary ID card is issued by the Main Library.

For more information about rules and regulation of UP Mindanao Library, you can check it on UP Mindanao handbook or through online. CLICK ME

CLEARANCE PROCESSING

GO TO THE ADMINISTRATIVE SERVICES OFFICE AT ROOM 14, AND PRESENT YOUR CLEARANCE FORM

Step One

IF ACCOUNTABILITY IS MONETARY, SETTLE IT FIRST AT THE CASHIER'S OFFICE AT THE ADMINISTRATION BUILDING. IF ACCOUNTABILITY IS LIBRARY RESOURCE, SETTLE IT AT THE USER SERVICES DIVISION AT COUNTER 9.

Step Two

RETURN TO THE ADMINISTRATIVE SERVICES OFFICE WHEN ALL ACCOUNTABILITY HAVE BEEN SETTLED SATISFACTORILY.

Step Three

GO BACK TO ROOM 15, AND HAND-IN CLEARANCE TO THE ADMINISTRATIVE ASSISTANT FOR VERIFICATION AND PROCESSING.

Step Four

THE UNIVERSITY LIBRARIAN WILL SIGN CLEARANCE.

Step Five

THE ADMINISTRATIVE ASSISTANT RETURNS SIGNED CLEARANCE TO THE APPLICANT.

Step Six
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