XAVIER UNIVERSITY ATENEO DE CAGAYAN CENTRAL STUDENT GOVERNMENT Office of the Vice President

MEMORANDUM No. 004-1314

July 17, 2013

To: Xavier University Student Organizations and Associations Re: CSG - Legislative Reference Bureaus Implementing Guidelines in the Library Usage

The Office of the Vice President is created to provide technical and support services to the Vice President to enable him to perform his functions effectively and efficiently. It also assists the Vice President, as Convener of the Legislative Branch, in extending adequate and timely legislative and administrative support to the XU-CSG Directorate. The Office of the Vice President Legislative Reference Bureau is responsible for all activities relating to the library and archival services of the Directorate. In lieu with this, the Bureau had set guidelines for the usage of the library (e.g. borrowing of student Legislative records and materials).

Rationale The library is an archive and compilation effort of the CSG Office of the Vice President in its pursuit of providing technical and support assistance to The Directorate in planning and formulating resolutions, bills and other forms of legislative endeavors. Content The library is a collection and/ or compilation of information resources that is made accessible to students, student legislators and other sectors from the University, solely, for purposes of reference. Physical access is given for the materials which may include, but not limited to, resolutions and bills by The Directorate; University memorandum orders and other mandates; House Bills from the Congress and the Senate; CHED Memorandum Orders (CMOs); and Council Ordinances from the Cagayan de Oro City Council and Misamis Oriental Provincial Board. Guidelines Proper To promote a deliberately ethical and disciplined usage of the library, the following guidelines are enforced: 1. Borrowers of the documents must sign the logbook indicating their names, office designations, name of organization/ unit, time and date of usage, and purpose. Such act should be done in the presence of an authorized CSG-OVP personnel. 2. Unnecessary marks (may include, but not limited to, spills from any liquid substance such as drinks, ink, and the like, marks from any writing material, etc.) are strictly prohibited. If documents are found to be marked, replacement of the said file should be done through reprinting. If document does not have a soft copy, reacquisition of the file is required. Such is a liability of the borrower. 3. No document from the library shall be taken outside the premises of the university.

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4. A borrower may have the document in-hand for at most three (3) hours. 5. If the borrower fails to return the documents on time, prohibitions will be imposed on future transactions. 6. Only an authorized personnel from the CSG-OVP may take the documents at-home given there is a consent from the CSG-OVP Chief of Staff. 7. CSG-OVP has the right to impose other rules and regulations not stated in this document in the future as needs may arise.

To the Legislative Reference Bureau, in the leadership of Ms. Shareiz Tiu (Head) and Mr. Alton Dapanas (OVP Chief of Staff), thank you for your efforts in making the system in the library usage. With the set guidelines, I hope that everyone will cooperate. In service and excellence,

HAROLD JOHN M. LABORTE (sgd.) Executive Vice-President Central Student Government S.Y. 2013-2014 Xavier University Ateneo de Cagayan

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