Asia Pacific Journal of Education, Arts and Sciences, Vol. 2 No.

2, April 2015
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Functionality of an Academic Library Using Standard for Philippine

Academic Libraries Model
LORENEL D. GAKO1 and MARILYN L. LASPIÑAS2
1
College Librarian I, Cebu Technological University, Tuburan, Cebu, Philippines
2
Chair, Master of Library and Information Science (MLIS), Cebu Normal University, Cebu City, Philippines
1
[email protected], [email protected]

Date Received: February 3, 3015; Date Revised: March 24, 2015

 Abstract - This study aimed to assess the Academic library plays a momentous role in the
functionality of Cebu Technological University (CTU) - framework and perspective of paradigm shift. It varies
Tuburan Campus Library based on the Standard of to consider those who are not linked with their parent
Philippine Academic Libraries. The descriptive- universities. Thus, Atienza (2003) pointed out that
evaluative survey method employed the study. This library is the repository of knowledge, center of
method provides and analyzes comprehensive research information in any forms. It is where library
information about a situation and condition of the users seek information on the different fields of
university library, its variables and features. Results academic endeavor. The library must therefore, be
showed that the CTU-Tuburan Campus Library is Very equipped with the needs and demands of the library
Functional. Data showed that faculty-accreditors rated users. Moreover, Academic libraries will “increasingly
Very Functional in all nine components of SPAL. The focus on distinctive and unique collections in service to
campus librarians rated Very Functional because of the regional and national scholarly users”. Technology
fact that the university is AACCUP and ISO Accredited, continues to drive much of the futuristic thinking within
as well as in terms of administration the library is being academic libraries. The key trends driving educational
administered and supervised by a full-time professional technology identified are equally applicable to academic
librarian with Master's degree. On the other hand, libraries, namely: people’s desire for information and
campus librarian also rated Functional to the three access to social media and networks anytime and
components namely: physical facilities, Information anywhere; acceptance and adoption of cloud-based
Technology facilities and services; and linkages and technologies; more value placed on collaboration;
networking. The strengths on the Functionality of CTU- challenges to the role of higher education in a world
Tuburan Campus Library assessment based on the where information is ever-present and alternate forms of
SPAL nine components revealed that in totality the credentialing are available; new educational paradigms
library has strong points in all components like On the that include online and hybrid learning; and a new
other hand, the weaknesses of the library comprises on emphasis on challenge-based and active learning
a few indicator of the components on collection (Oakleaf, 2010).
development and physical facilities. Accreditation is a grueling ordeal, which involves
every individual at an educational institution: faculty,
Keywords: Assessment, Functionality of the administration, staff, and even students. With the help of
Library, Academic Library, Strengths and the Librarian and its subordinates, the Library staff,
Weaknesses creates a self-study of the entire department. No one
questions the importance of libraries in the educational
INTRODUCTION responsibility of academic institutions. Matthews (2007)
Academic Libraries are changing, transforming staff illustrated that libraries consist of essential components
level, service models, open access to resources and in any accreditation survey visits and a major focus for
services. The library programs, activities, and projects the visiting team. Generally speaking, each educational
are illustrated for innovations of resources and services institution must meet standards, some quite specific.
to support the vision-mission of the schools. Librarians
and support staff need to create new knowledge in the
21st century global excellent provision of information.
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 There have been intense attempts in the past from a mechanism to halt or prevent proliferation of
the Philippine Association of Academic and Research unneeded or inferior quality.
Libraries (PAARL) to set up some criteria or guidelines On the other hand, social networks and new
for evaluating academic libraries in the country. It is publishing paradigms, such as open content, challenge
inevitable that the said efforts have looked to foreign the library’s role as knowledge manager and place
standards, particularly those from the United States, and libraries under pressure to evolve new ways of
other developed countries for the manner and supporting and sustaining scholarly information. These
underlying principles in setting up their criteria or may include helping students develop digital media
guidelines. Likewise, the Commission on Higher literacy skills and creating appropriate metrics for
Education (CHED) standards for the different program evaluating new scholarly forms of authoring,
requirements were also consulted and referenced. publishing, and researching. The Cebu Technological
Furthermore, the Board is aware of the possible University (CTU)-Tuburan Campus is working hard to
anxieties, misunderstandings, and misgivings that these achieve its mission, vision, goals and objectives. The
standards may create. In the eyes of the library new programs offering of the Campus provide a wide
managers, minimum standards can become maximum range of services not only to the community of Tuburan
ones. It is possible that a minimum standard in one but also to its neighboring towns. Since, CTU-Tuburan
library may be fairly adequate for another. And it could Campus Library faces massive task to provide quality
also be that these standards are very much below what education to the academic community. The library is
some libraries already have, so there is a tendency to be attaining the provision of quality services to the library
satisfied and not to upgrade anymore (PAARL, 2000). users. In assessing university library, Brophy (2006)
In the same manner, RA 9246 paved the way stressed that assessment is an essential tool to library
towards the professionalization of librarians and the management, since without a firm grasp on what is
practice of librarianship in the Philippines. It looked actually being achieved it is impossible to move
some time to consolidate all the regulation requirements forward to improved service or even to maintain the
of the law to formulate these Philippine standards for all status quo". He emphasized that as part of self-
types of libraries. It is crucial to have such set of evaluation of the efficiency and effectiveness of library
standards to serve as guides towards realization of ideas services, or possibly a rationalization to augment and
for librarians and information professionals, and amplify the resources, facilities, and services. As noted,
specifically, libraries in the country in the world of there is no shortage of literature that the librarian can
technological advancement. Setting quantitative and turn to regarding gauge and quantify the performance of
qualitative standards set forth in Standard for Philippine array of services, from outreach services to electronic
Academic Libraries (SPAL) aimed to improve the resources and related services.
access, usage, administration, management and Moreover, Bopp (2001) revealed that most
collection of academic libraries. These will also serve as imperative assessment for academic libraries and the
reference tool towards attaining quality service and to most intricate – has to do with how they recognize and
make the libraries functional nationwide (Conti, 2010). categorize the contribution and involvement they make
to institutional outcomes. How does a library contribute
Moreover, Conti (2010) stated that Standard for to the success of its parent organization? Outcomes
Philippine Academic Libraries was established to ensure assessment tools have been more customary and
a basic level of educational quality. The purpose is to prevailing in academic library community has no set of
evaluate educational institutions and programs using tools available to use to demonstrate its contribution to
peer evaluators, a process of an institution of learning, research, or institutional outcomes. At the
postsecondary education undertakes to evaluate its same time as accrediting agencies are beginning to
educational activities, in whole or in part, and seeks provide some guidance as they stress to institutions the
independent judgment to confirm that it substantially need for the parent institutions to be explicit about their
achieves its objectives and is generally equal in quality outcomes and how they will measure them. That
to comparable institutions or specialized units. It has process will make it somewhat easier for libraries to
been recognized as a means to establish educational determine the appropriate instrument to demonstrate
quality assurance and integrity and as a way to protect their contribution.
its members against encroachments that could Assessment of functionality is important to create
jeopardize educational effectiveness or academic and maintain standards among educational institutions,
freedom. Additionally, accreditation has been viewed as graduates within a certain field, etc. According to Obille
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(2007) stated that it is also important for promoting to library programs for the students and faculty but its
profound deep analysis of each component of an resources are limited due to the lack of funds.
academic institution that we might put off indefinitely The librarianship profession must take
without upcoming inspections. Earning accreditation responsibility for having criteria to assist libraries for
certainly does not mean the work is done. It is one step evaluation and decision-making. Consequently, to meet
in the process that we must continually strive to the established standards and raise the standards in line
improve. An ongoing benefit of accreditation is the with the missions, goals, and objectives, and
development of new policies and procedures. One functionality of academic library is designed. Whereas
argument against accreditation, just because an much work on the functionality has been carried out
organization is accredited doesn't mean they actually put over the past twenty-five years, these tool have not
into practice the policies and procedures they have in assisted libraries in identifying quality, nor helped them
writing. determining the kinds of resources needed. Hena (2006)
Assessing the functionality of the university library revealed that collection development is moderately
is an essential component of a quality-oriented functioning and that a massive task ahead to do to
organizational culture where consumer of services augment the observed discrepancies in each library
becomes more critical of the quality of services they component. In the same manner, Cab (2013) dealt that
receive and would complain when they are not satisfied. CSU Library performance was functional. The Library
Without the guidelines and criterion, an academic does not have a duly approved and widely disseminated
library cannot ensure minimum level of utilization of its Library Manual to be used in the library operation.
resources towards meeting the needs of their users. It is However, human resources of the library were very
essential to preserve the viability and visibility of functional. In fact it is very fortunate to have library
academic libraries, especially in an age where there is personnel competent and considered very functional in
increasing public believe that the current physical performing their job well.
library will be replaced by the digital library in a
paperless society (Wallace & Van Fleet, 2001). In OBJECTIVES OF THE STUDY
essence, assessment and evaluation are simply an This study aimed to assess the functionality of Cebu
essential part of good management practice and is used Technological University (CTU) - Tuburan Campus
to describe the activity of using performance indicators. Library using the Standard for Philippine Academic
Libraries (SPAL). Specifically, it seeks to answer the
The functionality of the university library is following sub-problems: the status of the library in
assessed in different ways. It is an integral part of the terms of: mission, goals, and objectives; administration;
aim to make decisions and objectives as well as set human resources; collection development; services and
priorities based on information. It is further minimizes utilization; physical facilities; information technology
errors and should enhance efficiency if handled well. facilities and services; financial resources; linkages and
The librarianship profession must take responsibility for networking; and identify the strengths and weaknesses
having criteria to assist libraries for evaluation and of the library in terms of the nine components. This
decision-making. Consequently, to meet the established study is limited to the assessment on the functionality of
standards and raise the standards in line with the Cebu Technological University (CTU) – Tuburan
missions, goals, and objectives, and functionality of Campus Library using the Standard for Philippine
academic library is designed. Whereas much work on Academic Libraries (SPAL).
the functionality has been carried out over the past
twenty-five years, these tool have not assisted libraries METHODS
in identifying quality, nor helped them determining the This study employed the descriptive-evaluative
kinds of resources needed. Hare and Cole (2005) survey method. This method provides and analyzes
identified critical processes, which they regard as comprehensive information about a situation and
important indicating the viability in using this condition of an academic library, its variables and its
instrument to assess performance. Moreover, Acre features. It determined whether or not a program is
(2007) found out that the physical facilities of the Cebu effective in achieving its goals, the efficiency of the
City National Science High School were a little below program, and the changes required to improve the
standard. However, standards for library collection and program's effectiveness and efficiency. The main
funds were not well implemented. The school has good instrument of the study was adopted from the study of
Cab (2013). The survey questionnaire was based on the
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Standard for Philippine Academic Libraries (SPAL). structure of the parent institution. In this study, the
SPAL was developed by Conti (2010). This was a set of academic library is administered and supervised by a
guidelines for all Academic Libraries in the Philippines full-time professional librarian with at least Masters
which shall lead towards improving the collections and Degree in Library and Information Science. Data
services and enhance the status of libraries in the revealed that both faculty accreditors and campus
Philippines. A survey questionnaire used as the main librarians rated Very Functional, with a rating of 4.13
data gathering tool and the respondents was given (for faculty accreditors) and 4.80 (for campus librarians)
enough time to answer the survey forms to allow that the library shall be administered and supervised by
accurate responses. Using the following formulas of a full-time professional librarian with at least Masters
percentage and weighted mean in data tabulation. Degree in Library and Information Science". The
totality revealed that 4.08 or Very Functional rating for
RESULTS AND DISCUSSIONS both Faculty-Accreditors and Campus Librarians. This
Status of the Library refers to the level of implies that the Administration is doing well in
importance that is given to the library based on supervising and managing the Library. Indeed, the
Standard for Philippine Academic Libraries. In this success of a library depends upon its immediate
study, it composed of nine components, namely: supervision.
Mission, Goals and Objectives; Administration; Human Human Resources refers to the academic library
Resources; Collection Development; Services and with sufficient number and variety of staff to develop,
Utilization; Physical Facilities; Information Technology organize and maintain the collection and provide
Facilities and Services; Financial Resources; and information and reference service to meet the needs of
Linkages and Networking according to the CTU-System its clientele. Data dealt that the faculty accreditors rated
Librarians and Faculty-Accreditors. Very Functional, with a rating of 4.03 for “the academic
Mission, Goals and Objectives refers to the explicit library shall have a sufficient number and variety of
statement of its mission in conformity with the mandate staff to develop, organize and maintain the collection
of the parent institution. Its development shall be the and provide information and reference service to meet
responsibility of the librarian and staff in consultation the needs of its clientele”. On the other hand, campus
with the officials and the statement of library objectives librarians rated 4.10 for “a continuing staff development
shall be reviewed periodically and revised as necessary. shall be provided with the corresponding financial
Data showed that faculty-accreditors identified the assistance from the institution”. On the other hand, the
mission, goals and objectives of CTU-Tuburan Campus "Ratio of professional librarians and other staff vary
Library are Very Functional. Moreover, the faculty depending upon the range of operations and services
stated that the library shall develop an explicit statement provided by the library and upon its total workload
of its mission in conformity with the mandate of the requirements: For the first 500 students: One full-time
parent institution” with 4.17 weighted mean. In the professional librarian and two full time clerical staff;
same manner, the campus librarians of the satellite For every additional 1000 students - 1 additional full-
campuses also revealed that the mission, goals and time professional librarian” rated only as Functional by
objectives of the library are also Very Functional, with both faculty-accreditors (3.38) and librarians (3.00) of
the weighted mean of 3.80 for the statement on “the CTU. However, the totality revealed that it was Very
academic library shall develop an explicit statement of Functional both Faculty-Accreditors and Campus
its mission in conformity with the mandate of the parent Librarians. This implies that the CTU-Tuburan Campus
institution”. As the totality of the result for the mission, Library meet the standard requirements in terms of the
goals and objectives it was rated as 3.82 or Very ratio of professional librarians and the number of
Functional both Faculty-Accreditors and Campus students. This was confirmed by Francisco (2008) that
Librarians. This implies that the library established a library personnel are very functional in providing
Very Functional mission, goals and objectives. This was services to the users regardless of what type of services
also indicated that the university is AACCUP and ISO they offer. Moreover, he further stated that library
accredited. The researcher realized the importance of personnel are highly qualified and very competent in
accrediting agency with regards to the functionality of their designated positions.
the libraries of the State Universities and Colleges Collection Development refers to the library
(SUCs) in the country. resources relevant to its mission, adequate in quality
Administration refers to the supervision and control and quantity, helpful in serving the needs of scholarship
of the academic library within the organizational and research, as well as progressively developing and
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growing in accordance with institutional development because this is requirement based on standards.
and expansion plans. Results showed that the faculty Furthermore, researcher also observed that not only
accreditors revealed Very Functional except for “the SPAL standards which required equipment’s and
catalog shall be in format (card or electronic) that facilities for PWDs but also AACCUP standards.
permits concurrent or simultaneous use by library Although, there are some areas that were functional and
clientele”, they rated functional in this aspect. one area for less functional but still the totality revealed
However, campus librarians found out Very Functional that physical facilities of the library is Very Functional.
except for “In addition to the core book collection, a This implies that physical facilities of CTU-Tuburan
core periodical collection of current and relevant titles Campus Library meet the required standards for
(local and foreign) shall be provided; the recommended academic libraries.
number of periodicals based on the enrollment as Information Technology Facilities and Services
follows: 50 titles of periodicals for Less than 1,000 refers to the accessibility and use of Cebu Technological
students, 75 titles for 1001 – 3000 students, and 100 University-Tuburan Campus library ICT services. The
titles for more than 3000 students; and non-print responsibilities of users regarding the appropriate use of
resources and electronic or digital resources shall be the services while maintaining the good name of the
made available through adequate facilities and University. Result showed that faculty accreditors rated
equipment, they rated functional for these aspects. The Very Functional whereas campus librarians rated
totality showed that collection development was Very Functional, the totality found out Very Functional. This
Functional with the average of 4.03. This implies that implied that in the viewpoint of the faculty that the ICT
collection development is a continuous activity of the services of CTU-Tuburan is moderately extensive and
library. functioning very well which is in contradict to the
Services and Utilization provide services to its viewpoint of the librarians which is for them the ICT of
clientele in support of the objectives of the parent CTU-Tuburan Campus is just a functional, because the
institution. The productive use of library resources and library has not yet automated.
facilities, by its clientele is an ultimate test of its Financial Resources refers to the annual budget
effectiveness. Result showed that both faculty covering the needs and priorities of the library in
accreditors and campus librarians rated Very Functional accordance with the existing policies of the parent
and a very high rating on “the academic library shall institution and explores other ways of augmenting the
make its collection and services accessible to all users”. library’s financial resources when the institutional funds
This implies that CTU-Tuburan Campus Library is are inadequate. Data revealed that both faculty
functioning well in providing services and in utilizing accreditors and campus librarians were rated Very
resources in support of the objectives of the parent Functional. This was because students have to pay for a
institution. This was confirmed by Capellan (2008) that library fee per semester. This was contradicted in the
faculty and students rated very good on the library observation of the researcher though there is financial
services based on the MAAP Library requirements set budget every year coming from the students' library fee
by PACU-COA standards. every semester but still there is no specific annual
Physical Facilities refers to adequate space and budget given to the library for the purchases of the
appropriate facilities which are accessible to the collection, facilities, and equipment.
students, faculty and other users. It shall be designed to Linkages and Networking explore internal and
allow for future rearrangement and expansion. Table 8 external linkages and participates in inter-institutional
showed that faculty accreditors revealed Very activities and cooperative programs whereby a sharing
Functional except for facilities for people with of resources is encouraged. Results found out that
disabilities (PWD) shall be provided. On the other hand, faculty accreditors rated Very Functional, whereas
campus librarians also revealed Very Functional except campus librarians rated Functional. However, the
for the academic library shall have a seating capacity of totality showed Very Functional. This was due to the
not less than 15% of the total enrollment was fact that the library established linkages and networking
Functional, and Less Functional for facilities for people with other institutions, government agencies,
with disabilities (PWD) shall be provided. This was foundations, non-government organizations (NGOs),
because the university failed to provide equipments and etc. researcher that the linkages and networking of the
facilities for easy access of PWDs. Although there is library with other institutions, government agencies,
less percentage of PWDs who enrolled in the university, foundations, etc. depends on the librarian’s initiatives.
the administration may pay attention to this matter
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