Supplementary Learning Resources for Public School Libraries


Call for Submission for Evaluation of Supplementary Learning Resources for Public School Libraries

I. Introduction

A school library is an essential learning environment that can contribute significantly in attaining the objectives of education. Its main function is to make supplementary learning resources (SLRs) available and accessible to teachers and learners in order to develop positive reading and study habits and develop the ability to use these resources efficiently and effectively as tools of learning and teaching.

Supplementary learning resources found in the libraries must contain information and knowledge that will lead towards the achievement of curricular goals. The manner in which they are chosen, gained, stored, accessed, and disseminated within the schools will affect the success of teaching, learning, researching, and other academic perceptions. Thus, clear guidelines concerning selection, access, and provision of sources of knowledge and information are imperative.

The school library should be the center of a school being the heart of any learning institution. Its main purpose is to assist teachers and learners in the achievement of learning goals. Thus, a functional school library must reflect the needs of the school population. It must be properly and adequately equipped to meet curricular, instructional, research, and recreational needs of the users. Basically, the school library must:

1. Acquire text-based and nontext-based learning resources that will support and reinforce the curriculum and will meet the needs, abilities, and interests of the users;

2. Maintain supplementary learning resources that are current and in good condition and reflect an appropriate balance among all types of resources;

3. Keep a local history collection composed of learning resources about school community, its history, programs, people, etc.; and

4. Have a collection organized according to an accepted scheme of classification and standard code of cataloguing;

The school libraries must be guided by written policies on the selection and acquisition of library collection. They should acquire basic textbased and nontext-based learning resources in accordance with the guidelines issued by the Department of Education.

II. Definition of Terms

For the purpose of these guidelines, the following terms have been defined:

A. Learning Resource is any text-based or nontext-based material used as a primary basis or as a supplement to the teaching and learning process.

1. Text-based Learning Resources include print and non-print materials such as books, workbooks, modules, Braille materials, general references, periodicals, curriculum guides, teaching guide models, competency-based learning materials, or teacher support materials such as lesson exemplars and other similar materials.

2. Non-text-based Learning Resources are tools, devices, equipment, and manipulatives used as supplements to the teaching and learning process.

3. Electronic Learning Resource Materials are library materials such as video and sound recordings, digital files of learning resources, movies and documentaries, and other information sources that can be accessed electronically.

4. Supplementary Learning Resources are text-based and nontext-based learning resources intended for library collection.

B. Learning Corner is an area, space, or corner inside the classroom where learners can use educational materials or choose a book, sit, and read.

C. Librarian refers to an individual who is a bona fide holder of a Certificate of Registration and Professional Identification Card issued by the Professional Regulatory Board for Librarians and by the Professional Regulation Commission.

D. Library is a place, room, or area with an organized collection of reading and learning resources made accessible to a defined community for reference or borrowing. It provides physical or digital access to materials, and may be a physical building or room, or a virtual space, or both. Libraries can range in size from a few shelves of books to several text-based and non-text-based learning resources.

E. Library Collection pertains to the acquired learning resources that cover text and non-text based and other educational materials as well as equipment maintained in the library.

F. Library Hub is a reservoir of supplementary reading materials managed by the Division Office intended to promote and develop the love and habit of reading among learners.

G. Library In-Charge is a teacher assigned or designated by the school head to manage the school library in the absence of a qualified professional librarian to ensure the continuous operation of the school library.

H. Library Staff is a personnel assigned to assist the librarian in the management of the school library.

I. Mobile Library is an innovation that provides a collection of print and non-print materials like books, pamphlets, recordings, and films placed in a receptacle. It is located in target areas to serve the literacy needs of prospective learners.

J. School Library is an information center, audio-visual center, and instructional material center. (Source: DECS Order No. 6, s. 1998). It also refers to a library associated or connected with a school whose main users are the students, teachers, and staff.

III. School Library Collections on Text-based Learning Resources for the Call

The supplementary learning resources (SLRs) being considered for this Call include the following:

1. General References

These learning resources provide a variety of information on topics of general interest. These include encyclopedias, dictionaries, yearbooks, biographical dictionaries, bibliographies, geographical sources, atlases, almanacs, serials and periodicals, and directories.

2. Learning Area Books

These are references that support the different learning areas (but are not basic textbooks) and provide information on selective topics which are useful to specific learning areas.

3. Fictional Materials

These are reading materials that include variety of literary works like novels, collection/anthology of short stories, collection/anthology of poetries, tales, big books, and storybooks that are to be utilized for remediation, reinforcement, or enrichment of skills in reading.

4. Non-print Materials

These are text-based learning resources published in a format other than print on paper including video recordings, audio recordings, movies, documentaries, and information in digital formats such as machine-readable data files. Non-print materials require special equipment or device for listening and/or viewing.

IV. Requirements for Submission

Interested publishers, distributors, and/or suppliers shall be guided by the following:

1. General Requirements

1.1 Types of Supplementary Learning Resources

General References, Learning Area Books, Fictional Materials, and Non-print Materials shall be accepted for this Call. Please see Annex 1 for the Types of SLRs for School Libraries to be accpeted in this Call.

1.2 Copyright

SLRs for submission shall have 2015 to present copyright year. An exception to this rule shall be made for fictional materials as indicated in Annex 1 and SLRs that are fiction in nature.

1.3 Number of Copies for Submission

Five (5) copies of each SLR, which should be in final or off-the-shelf form; one (1) copy of each submitted SLR will be retained at the DepEd-BLR as DepEd file copy.

1.4. Registration to National Book Development Board (NBDB)

All publishers, distributors, and suppliers must be registered to the National Book Development Board (NBDB) pursuant to Rule VI Section 2 of the Implementing Rules and Regulations of the Book Publishing Industry Development Act or R.A. 8047. Thus, a certified true copy of the Certificate of Registration must be submitted as proof.

2. Documentary Requirements

2.1 Master list of all SLRs arranged alphabetically by type and by learning area submitted by the publisher/supplier for evaluation in printed (see Annex 2) and digital forms (in excel format).

2.2 Duly accomplished and notarized Publisher’s/Supplier’s Submission form (Annex 3) for each submitted SLR.

2.3 Book/SLR Description containing the synopsis/overview of the content of book/learning resource.

2.4 For SLR published by a foreign publisher, a certification/letter signed by the original publisher/copyright owner to guarantee sole distributorship

2.5 For SLR that have won a national or an international award, certification/letter from the duly recognized award-giving body attesting bestowal of the award. See Annex 11 for the List of Award-Giving Bodies.

2.6 Certified True Copy of the Certificate of Registration from the National Book Development Board (NBDB).

2.7 All certifications/ letters are subject to validation.

3. Submission Process

3.1 The Call shall be announced in PHILGEPS, DepEd website, and/or a publication of general circulation.

3.2 SLRs and all documentary requirements shall be submitted by interested publishers/suppliers for initial screening to the duly authorized DepEd-Central Office staff from the Technical Working Group (TWG) at the Bulwagan ng Karunungan, DepEd Complex, Meralco Avenue, Pasig City.

a. Only SLRs submitted during the Call shall be considered for evaluation and can be included in the approved list of SLRs. This means that learning resources that were previously evaluated by the Bureau of Learning Resources (BLR) shall be resubmitted and shall comply with the requirements stated in these guidelines.

V. Guidelines for Evaluation

1. Evaluation Process

Annex 4 contains the flowchart of the DepEd Evaluation System for Supplementary Learning Resource for the information and guidance of publishers/suppliers.

A Pass-Fail Method will be used in the content evaluation of submitted SLRs. This means that only SLRs that qualify in Level 1 (preliminary screening) will be included in the Level 2 content evaluation.

Also, SLRs that fail (are not recommended) in Level 2 will not be included in the list of recommended SLRs for validation and market price analysis.

Publishers/Suppliers who submitted materials for Level 1 screening will be notified by DepEd-BLR of the acceptance or rejection of their materials one week after submission. Materials that did not pass the preliminary screening will be returned immediately. DepEd will not be liable for lost materials that are not picked up within one week after notification.

2. Levels of Evaluation

There are two (2) levels of evaluation.

2.1 Level 1

> In the Level 1 screening, submitted SLRs undergo preliminary examination to determine if these comply with DepEd requirements and are qualified to undergo Level 2 content evaluation. The Technical Working Group (TWG) for the SLR Evaluation and learning resource evaluators (LREs) will use a Screening Form in the Level 1 Screening of SLRs (see Annex 5).

> Publishers/Suppliers of SLRs with lacking requirements for Step 1 of the DepEd Screening Form will be given one day to comply. Those who fail to complete the requirements shall not be considered for the next step of Level 1 screening.

2.2 Level 2

> In Level 2 content evaluation, SLRs are thoroughly reviewed by teams formed for specific learning areas and are composed of curriculum or subject area specialists, learning resource evaluators (LREs), and content experts for specific learning areas from reputable colleges, universities, or professional associations. Each team is assigned to review submissions with similar types of SLRs.

> Teams will do individual and team evaluation using DepEd’s Evaluation Rating Sheet to assess suitability of SLRs for use in public school libraries (see Annex 6) and to ensure that the SLRs are free of errors. The Level 2 teams will use a rating sheet that includes criteria on the following: format, content, presentation and organization, and accuracy and recency of information.

> To maintain objectivity and fairness in the content evaluation process, Level 2 evaluators must use the indicators provided with the evaluation instruments as guide in assigning points.

> TWG summarizes the content evaluation results, processes the team copies of SLRs and team reports, and prepares the list of recommended SLRs to be submitted to an independent committee for validation of evaluation results.

> Team evaluation rating sheets and team summaries of findings shall be processed and photocopied by DepEd-BLR. Publishers may be given a copy of the recommendations of the evaluators as feedback upon request.


a. Supplementary Learning Resources are considered as part of a series if these are interdependent and must be procured as a complete set. Thus, the evaluation shall be done as a set.

b. Volumes that are part of a series but may be used independently from others in the set and can be procured individually are considered as “stand alones.” Thus, the evaluation shall be done individually or per book/learning resource.

c. Other print materials (e.g., pamphlet, teacher’s guide, etc.) accompanying the Supplementary Learning Resource submitted shall also be evaluated.

2.3 Price Evaluation

> A DepEd Price Committee composed of members from different DepEd units will determine the reasonableness of the price by conducting market price analysis of each approved material and comparing the selling price in bookstores, internet, and catalogues or other available sources.

> Publishers/Suppliers with approved materials will be informed in writing and will be required to confirm acceptance of the DepEd price.

VI. Confirmation of Acceptance of DepEd Price

1. Publishers/Suppliers of SLRs that passed the DepEd evaluation shall be notified regarding the results of the content and price evaluation at a date to be announced later. Concerned publishers/suppliers/distributors are required to confirm in writing their concurrence to the DepEd price within three (3) working days after receipt of the conforme letter. No confirmation means that the publishers/suppliers/distributors are not interested and do not accept the DepEd price.

2. In case that the publishers/suppliers/distributors could not comply with the deadline of submission of conforme letter, they should write DepEd through the Bureau of Learning Resources (BLR) expressing justifiable reason for the delay of submission. However, submission of the conforme letter should not exceeed five (5) working days after the deadline.

3. SLRs with confirmed acceptance of the DepEd price shall be included in the list of SLRs that may be procured for the school libraries.

4. Publishers/Suppliers of SLRs without confirmation of acceptance will be notified and must retrieve their evaluation copies at the BLR Office within ten (10) working days after notification. SLRs not retrieved on said dates will be considered as DepEd property.

VII. Procurement of SLRs for School Libraries

Procurement of SLRs for school libraries may be done by the DepEd-Central Office, the DepEd-Division Offices, local government units (LGUs), and other organizations following R.A. 9184 and other related government policies and guidelines.

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