CHAPTER ONE

INTRODUCTION

1.1 ABOUT SIWES

The S.I.W.E.S. was launched in 1973 by the Industrial Training Fund (I.T.F) as a
programme designed to impart the undergraduate of the nation’s tertiary institutions studying
various professional courses with the practical methods of performing professional functions to
real life situations on site, in the office or even the factory and how they apply themselves
mentally, intellectually and physically in relation to what they have been taught in the classrooms
theoretically. It works with the following professional bodies to function effectively across the
tertiary institutions nationwide. These are the Nigeria University Commission (N.U.C), National
Board for Technical Education (N.B.T.E.) and the National Commission for Colleges of Education
(N.C.C.E.) thus, equipping the students with the necessary skills and technical knowledge to make
them highly competitive and professional individuals in the Labour Market.
1.2 SCOPE
The scheme as conducted by the Industrial Training Fund (I.T.F) through their
representative liaison units and offices situated within the various institution and in major cities or
towns in Nigeria with the necessary industrial rudiments needed to corroborate, practicalize and
then actualize the required technical knowledge. The Industrial Training experience not only puts
them in real life situations buts also exposes their practical knowledge of the course of study,
consequently perfecting this knowledge thereby producing very competent and versatile
professionals.

1.3 AIM AND OBJECTIVE OF S.I.W.E.S

The aim of S.I.W.E.S is to bridge the gap between the level of knowledge acquired in
tertiary institutions and the practical application of such knowledge in the field of work.
The Objectives are:
✓ To provide an avenue for students in industries of higher learning to acquire industrial skills
and experience in their course of study.
✓ To prepare students for the work situations they are to meet after graduation.
✓ To expose students to work methods and techniques in handling equipment and machinery
that may not available in the educational institution.

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 ✓ To make transition from school to the world of work easier and enhance students contact for
later job placements.
✓ To improve student’s interpersonal relationship with others in their field.
✓ To prove students an opportunity to apply his/her knowledge in real work situation, thereby
bridging the gap between college work and actual practice

1.4 BRIEF DESCRIPTION ON THE FEDERAL POLYTECHNIC ADO-EKITI DIGITAL

LIBRARY

The Federal Polytechnic Ado-Ekiti Digital Library started operations in the year 1982. It is
situated at Federal Polytechnic Ado-Ekiti. The school is located along Ijan Ekiti road, in Ado-Ekiti,
Ekiti State, Nigeria. It is known for possessing good standard information, vast and relevant
information, well trained and organized librarians. It has a luxury of accommodating about twenty
six (26) staffs both professional and non-professional, which are currently working in the
establishment. The principal areas of operation are technical service, readers service and
administration.

1.5 ORGANIZATIONAL STRUCTURE OF THE FEDERAL POLYTECHNIC ADO-

EKITI, DIGITAL LIBRARY

HEAD LIBRARIAN

ADMINISTRATION ICT

TECHNICAL SERIAL SERVICES

DIVISION AND SECTION
SPECIAL
COLLECTIONS

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 CHAPTER TWO

OVERVIEW OF WORK DONE IN THE LIBRARY

2.1 INTRODUCTION TO THE LIBRARY

A library is a collection of books, literary, musical, artistic, or reference materials that are
organized and maintained for use, such as reading, consultation, or study. It can be a physical
location, a virtual space, or both, and may include a variety of materials like books, manuscripts,
journals, recordings, films, and digital resources. Libraries provide access to information and serve
as cultural institutions, often offering programs and lifelong learning opportunities
There are various sections, division and units in the library, they are; Administrative
Department, Readers’ Services Division, Technical Services Division, Acquisition unit,
Cataloguing/Classification unit, etc. The overall significance of the library is multifaceted and
essential for society in supporting educational opportunities, preserving cultural heritage and
history, providing access to resources for marginalized communities and contributing to economic
development.

2.2 RULES AND REGULATIONS OF FEDERAL POLYTECHNIC ADO DIGITAL

LIBRARY
In order to ensure effective delivery of services, the library has set some rules and
regulations which every user must adhere to. These include the following:

1. The library may be used by enrolled students of the Polytechnic and members of staff. Others
should obtain permission from Polytechnic Librarian before using the Library.
2. Bags and luggage must be kept outside the library by patrons, this is with the exception of
laptops.
3. Smoking is prohibited in the library.
4. Eating and drinking are not allowed in the library, unless within the designated areas.
5. Silence must be observed in and around the library.
6. The use of mobile phone is not allowed in the library.
7. Admission of users into the library is granted only on the production of an identity card.
8. The following materials are only for use within the Library:
a. Reference books.
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 b. Reserve books.
c. Manuscripts.
d. Rare books.
e. Theses.
f. Microform.
g. Current and bound volumes of journals.
h. Any other material excluded from borrowed items.
9. Reading tables and chairs must not be moved from their positions.
10. Readers should not reserve seats in the library. Any seat not physically occupied by a reader
can be used by another reader.
11. No person shall be allowed to borrow any book(s) or any other item until it has been properly
processed.
12. No any book(s) or any other item should be taken out of the Library until it has been properly
issued to him/her by the library staff responsible for loaning library items out.
13. It is a very serious offence to remove or damage any part of library item.
14. Fines are levied on all overdue books.
15. Students are allowed to borrow up to 5 books at a time, while the teaching staffs are allowed
up to 15.
16. Readers are advised to take away their papers, books and other belongings whenever they are
leaving the library.
17. On leaving, all persons must surrender their books, papers and other items to the Library
official for inspection.
18. Appropriate disciplinary action will be taken on any person who violates any of these rules.
19. Upon graduation or leaving the polytechnic, all registered students with the library must
return all library materials in their possession like library user identity card, borrower’s
tickets and any borrowed information material.

2.3 TECHNICAL SERVICES DIVISION

This is the division responsible for processing information materials for accessibility. It is where
behind the scene activities takes place. Materials here are received from the collection development
division and processed by cataloguing, classifying, sorting out and giving cutters numbers to the

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catalogue cards. There after which the catalogue cards are taken outside to the catalogue cabinet
for users to consult. Bindery of torn books is also carried out here.

The technical services division uses ownership stamps and accession stamps. These stamps are
used for security purposes, tracing the provenance of collections, and establishing rightful
ownership in case of theft. Ownership stamps typically include the name of the library, accession
number, and accession date. These stamps are applied to library materials as part of the processes
for acquiring, arranging, indexing, and storing the collection within technical services

The technical service division is divided into the following units:

Acquisition Unit: The acquisition unit of a library is responsible for selecting, acquiring, and
receiving materials for the library's collection. This unit is crucial for obtaining resources through
purchase, exchange, or gift to meet the needs of the library's users efficiently and economically.
The acquisition process involves identifying the library's needs, researching potential resources,
evaluating and selecting materials based on various factors like cost and relevance, placing orders,
receiving and processing materials through cataloging and classification, and managing the
collections to ensure accessibility and relevance to users.

I learnt that when a library acquired a new book, it will always go to the Acquisition unit which are
responsible for the selection and purchase of materials or resources. Then, the librarian will have to
stamp each book from the preliminary page, the cover page, then to the Arabic number 30 by 30
for ownership recognition and also use the accession stamp.

Cataloguing unit: This is the unit that creates and adapts records for library materials and licensed
content, allowing users to search and discover these resources in the library catalog. Cataloguing is
done using Anglo-American cataloguing rule, revised 2nd edition (AACR2) while classification is
done using classification schemes.

Online Cataloguing With Koha

Koha refers to an open-source Integrated Library System (ILS) that offers various modules to
support library functions efficiently. Koha encompasses modules like acquisitions, cataloging,
circulation, serials, administration, reports, tools, and online public access catalog (OPAC),
enabling libraries to manage collections, automate workflows, and enhance user experiences.
Before you start cataloging in Koha you're going to want to do some basic setup. Most importantly
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you're going to want to make sure that your frameworks are all defined the way you want. Once in
the cataloging module you will not be able to add or remove fields and subfields so your
frameworks must be ready before you start online cataloging.

In Koha, the bibliographic record contains the main information related to the material. This
includes things like the title, author, ISBN, etc. This information is stored in Koha in Marc
(different flavors of Marc are supported in Koha). Once this information is saved, Items or
holdings can be attached.

Classification unit: This unit indexes and arranges items acquired in a manner that aids the end-
user in locating materials in the collection

listing the holdings of the library and assigning class mark to the library materials to provide
accessibility to the books.

How to Classify an Information Material Using Library of Congress Classification Scheme

i. The first step is finding the subject to which an information material belongs. This kind of
information can be extracted from various pieces of information, especially in the
preliminaries of the information resources. The pieces of information out of which subject
can be found include, title on the cover or in the title page, preface, table of content,
introduction, etc. it is important to note that a classifier does not have to read the entire
book before classifying it.
ii. After ascertaining the subject of the information material, then the outline for the class of
the subject will be carried. For example, if the material’s subject is science, then outline for
class “Q” will be carried.
iii. The classifier will now form subject heading or check the Sears list of subject heading for
the material. For example, a title written this way: “classification in library” can be
summarized as “Library-classification.
iv. The classifier now checks the index at the end of that particular outline for the subject
heading and then go to the place where the index pointed in the schedule to copy the
notation and see if there is any instruction such as creating cutter number, instruction to go
to tables, etc.

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 v. After the classifier found the specific notation for that information material and created a
cutter number if instructed or there is need for it, the classifier now copies the call number
on a labelling sticker and attaches it to the spine of the information material if the spine is
wide enough to contain the sticker. If otherwise, the labelling sticker is placed on the
bottom-left of the front cover but a bit away from the corner of the spine.

Book finishing unit: This unit prepares book pocket, book jacket date due slip and then, sorts out
catalogue cards and gives cutter numbers to catalogue cards. It is this book finishing unit that takes
catalogue cards outside for public access and also it is its responsibility to send classified books to
the readers services for circulation.

Bindery unit: This is where all torn books are sent for repairs. This unit is responsible for
reinforcing books with weak bindings using hard materials, repairing worn-out or damaged books,
binding periodicals, newspapers, and journals for preservation, as well as handling the binding of
students' materials like projects and textbooks. This unit also produces library book pockets and
envelopes periodically. The binding unit plays a crucial role in maintaining the library's collection

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by ensuring that materials are in good condition and accessible to users. It is headed by individuals
with expertise in book maintenance and preservation. The binding unit is divided into two sections:

i. Binding unit. Materials found in this unit are:

• Cutting Machine: A cutting machine is a machine that cuts all kinds of shapes and creations
from materials. This makes a cutting job easier and faster. A cutting machine consists of
blade, presser and gear etc. Before a paper is being cut, one needs to measure it first, then
press it and cut it.
• Industrial staple machine
• Lettering machine
• Backing machine: it is used to correct a text book that the back is not more active
• Manual cutting machine: is used to cut only straw board.
• Binding cloth: is used to cover the spine of the book

ii. Printing Unit: Materials found in this unit are:

a. Printer
b. Scanner

2.4 SERIAL SERVICES SECTION

A serial section in a library is a specialized division that focuses on acquiring, processing, and
managing all periodical publications issued in parts. These publications, known as serials, are
intended to be continued indefinitely, with each part usually bearing issue numbers or dates. The
key functions of a serial section include:

• Acquisition: Procuring new serial publications for the library's collection.

• Processing: Organizing and cataloguing serials to make them accessible to library users.
• Management: Ensuring the availability and maintenance of serials for ongoing use.

Serials encompass both print and non-print publications, such as journals, magazines, newspapers,
and other periodicals. The Serials Department plays a vital role in handling all aspects related to
obtaining and providing access to these serial publications within the library.

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To process a newspaper, there are some steps to take:

• Write out the names of the newspaper with the date, year, time of arrival. It will be written
in a ledger note.
• Punch it
• Tag it
• Stamp the newspaper by the ownership stamp which is in the serial section.

In the Federal Polytechnic Ado-Ekiti, Digital Library, there are 4 types of collection of newspaper
in the serial section and they are:

1. The Punch
2. The Nation
3. The Tribune
4. The Nigerian Guardian

2.5 READERS SERVICES DIVISION

This is the division responsible for dealing directly with users. It is the image maker of the entire
library organization. This unit circulates books to other units for use. The books are first kept in the
new arrivals for two weeks before taken to the readers services division for circulation. It is here
that users’ statistics are also taken.

This division is divided into the following units:

Reserve unit: This unit is in-charge of materials that are scarce, rare and limited in copies and
found to be very indispensable to users. The reserve unit materials cannot be borrowed out but can
be given to users to go and make photocopy for a duration of one hour. However, they can be
loaned out on weekends.

Circulation unit: This is the unit that collects materials from technical services division for
circulation to the various divisions and college libraries for utilization by users. Shelf management
process is done in this unit. SHELF MANAGEMENT is the process that involves ensuring the
effectiveness of shelf or shelves in satisfying users’ information needs through proper and
systematic arrangement or organization of books on the shelves. This is achieved through the

9
means of two important techniques which are cataloguing and classification made by technical unit
of the library but arranged by circulation unit for easy access to information resources in the unit.
Hence, shelf management comprises various activities such as shelving, re-shelving, shelf-reading,
sorting and statistics of consulted books, etc. These are explained below:

❖ Shelving: this is the process of arranging books or other information resources on the
shelves. This process in the library context entails organizing resources according to a
systematic pattern. In the circulation unit where users have direct access to shelves,
books are arranged according to call numbers of books. The location of the book will
then be provided through catalogue because the call number of a book is attached on the
spine of the book or on the bottom of front cover, if the spine is not wide enough for
leveling sticker. This number is also put on the catalogue card for the book. Hence, the
card reflects the book and the book reflects the card. Therefore, if books are correctly
shelved, then every single book can easily be located without any waste of time,
provided that the user knows how the system (classification scheme) works.
❖ Re-shelving: this is the process of putting all consulted books back on their right places
on the shelves so that users can access them again. This also can be achieved through
the use of call number. The difference between shelving and re-shelving is that the later
involves books used by the users and is done regularly, while shelving involves book
that are put on the shelf for the first time. For example if new books are acquired, the
process of putting those newly acquired books on the shelf is termed “shelving”.

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 ❖ Shelf-reading: this is the process of thorough check on the shelves to ensure that all the
books on the shelves are on their right places. The fact that users have direct access
(open access) to the shelves of circulation unit makes regular shelf-reading very
important towards ensuring access to circulation resources because whenever a book is
placed on a wrong place in a voluminous information resources, it is as if the book is
lost because the catalogue will not serve its purpose for the book that is misplaced. The
catalogue will give correct address of the book but it will not be found at the address
provided by the catalogue until it is found and correctly replaced through the process of
shelf-reading. It is however important to note that a good understanding of filing is very
vital in shelving, re-shelving and shelf-reading because the books on the shelves need to
reflect the catalogue.
❖ Statistics: this is the process which is intended to give the library the exact number of
consulted books of various subjects. The statistics helps the librarian to know which
books are consulted more in number and frequency. This further rise a question why are
less consulted books not consulted as many as the more consulted ones? Is it because
their contents are obsolete? Is it because their contents do not reflect the needs of the
users? Moreover, it helps librarian in knowing which subjects need to be improved in
collection and which types of books need to be acquired more in that particular subject.
Frequent and much use of a particular book may indicate high need of that book. For
example if certain copies of a certain title are among the used books every day, then
that title is highly needed.

Lending unit: This is the unit responsible for giving long term loans to staff and students.

I was taught how to do library registration, render loan services to the users of the library. I was
also taught how to charge and discharge book from user and how to shelve and shelf read.

Charging of book: After a user walk to the circulation container with a book he/she wants to
borrow, the following steps are taken

i. The book is taken from the user

ii. The book is opened to examine the physical condition and ascertain whether it is
for lending

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 iii. The user ticket is taken to find out whether or not it is valid
iv. If the user ticket is valid, the book is pulled out from the book pocket
v. The book card and borrower card is attached and stapled together.
vi. The due date on the due date slip is then stamped.
vii. The charge is then kept for immediate filling.

Discharging of books: This is when a book has been recently returned and checked in through the
library online system.

User Registration: every student can access some services of the library through his or her school
identity card. However, a user cannot have access to charging and discharging services (borrowing
of library material) until he or she has fully registered with the library because without registration,
a user cannot have tickets to use in borrowing books. The registration is done by filling up your
details in the application form of the library as well as payment of the sum ₦300 for the library
card by the students respectively. After a student meets all the requirements and assed all the
processes of verification, he or she will then be asked to provided two (2) passport photograph and
then offered the library card.

2.6 ADMINISTRATIVE DEPARTMENT

The administrative department of a library is crucial for overseeing the day-to-day operations that
ensure the smooth functioning of the library. are responsible for managing various aspects of the
library, including setting policies, directing programs, and supporting activities to fulfill the
library's mission. They are essential for providing strategic direction, managing resources, and
ensuring that library services meet the needs of patrons effectively.

I was taught how to open a file in the administration office. To open a file in the administration
office, one has to have a file to oversee operation across organization. Open a file then fill the
name, followed by the location, the date etc. Administration offices manage the office and keep
track of a particular person or school.

2.6.1 Multimedia unit in the Administrative Department

The Multimedia Unit in the administrative department of a library is responsible for managing and
maintaining the library's multimedia resources, which include audiovisual materials such as DVDs,
CDs, and other digital formats. The unit's primary functions include:
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 • Acquisition: Procuring new multimedia materials for the library's collection.
• Cataloguing: Ensuring that multimedia materials are properly catalogued and indexed for
easy access by library users.
• Preservation: Maintaining the condition of multimedia materials to ensure their longevity
and accessibility.
• Equipment Management: Overseeing the maintenance and replacement of equipment
used to play and display multimedia materials, such as DVD players, projectors, and
screens.
• Training: Providing training to library staff on the use of multimedia equipment and
resources.

The basic elements of multimedia are Text, Graphics, Audio, Video, Animation. The multimedia
unit in Federal Polytechnic Ado Ekiti Digital Library is a unit which make students to know how to
operate the computer. Multimedia is the use of a computer to present and combine text, graphics,
audio, and videos with links and tools that let the user navigate, interact and communicate.

Materials used during audio-visual

1. Digital video camera

2. Enlarger system e.g. (adobe photoshop)
3. Printer
4. Copier: copy documents videos on CDs with the use of copier machine
5. Writer
6. Memory card
7. Hard disk
8. Projector
9. Public address system (drone)
10. Battery etc.

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 CHAPTER THREE

DEFINITION OF LOGICAL TERMS

In the Laboratory, there are some logical terms majorly used. Some of them are as follows:

• Call Number: A unique identifier assigned to each item in a library to help locate and
organize materials.
• Catalog: A database listing and describing the books, journals, government documents,
audiovisual, and other materials held by a library.
• Circulation Desk: The area where users check out, renew, return, place holds, and inquire
about the status of library materials.
• Citation: A brief reference to a specific source of information, usually including the
author, title, publication date.
• Classification System: A scheme for organizing material by relationship (such as subject,
author, or publication date).
• Database: A collection of information stored in an electronic format that can be searched
by a computer.
• Holdings: The material owned by a library
• Hold: A request by a user to a library that a book checked out to another person be saved
for that user when it is returned.
• LC: Library of Congress
• Library of Congress Classification system: A classification and call number system
developed and used at many academic libraries in the United States.
• Abstract: A brief summary of the text of a book or article, usually without added criticism.
• Grace Period: The time from the due date of an item until extended use charges are levied.
• Government Documents: Any material published by a government agency.
• Reference Book: Books such as dictionaries, encyclopedias, handbooks, and indexes that
provide factual information and/or lead to other information sources
• Citation Style: Methods of documenting references, such as MLA, APA, or Chicago
• Bibliography: A list containing citations to the resources used in writing a research paper
or other document.
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• Bibliographic Citation: The basic information needed to find specific materials, such as
author, title, place of publication, publisher and date

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 CHAPTER FOUR

SUMMARY, CHALLENGES ENCOUNTERED, AND CONCLUSION

RECOMMENDATION

4.1 SUMMARY OF ATTACHMENT ACTIVITIES

During my period at the Federal Polytechnic Ado Ekiti Digital Library as a SIWES student,
I was introduced to the various sections and units in the library, told the various rules and
regulations guiding the library and was also introduced to the various tasks or responsibilities in
each section and units. I catalogued some information for the books acquired in the library and I
also did some activities at the library which included: attending to users of the library. In the
technical services division, I had the opportunity of receiving books from the collection
development unit, cataloguing and classifying them.
The experienced gathered in the serial division is a nice one, I received and processed many
journals and newspapers, I also did indexing, updating of cardex card and helping users to find
information quickly through newspaper index.

I learnt how KOHA software is possible for online cataloguing of information resources.

4.2 CHALLENGES ENCOUNTERED

The main problems encountered were getting placement and transportation. It was quite
challenging for me to get to the organisation every working day. I was not given any remuneration
or allowance, other problems encountered during the training was attending to different people
with different personalities.

4.3 CONCLUSION

My four months industrial attachment with the Federal Polytechnic Ado Ekiti Digital
Library has been one of the most interesting, productive, instructive and educative experience in
my life. Through this training, I have gained new insight and more comprehensive understanding
about the real industrial working condition and practice and also improved my soft and functional
skills.
All these valuable experiences and knowledge that I have gained were not only acquired
through the direct involvement in task but also through other aspects of the training such as: work

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observation, supervision, interaction with colleagues, supervisors, superior and other people
related to the field. It also exposed me to some certain things about the library environment. And
from what I have undergone, I am sure that the industrial training programme has achieved its
primary objective.
As a result of the programme, I am now more confident to build my future career which I have

already started with The Federal Polytechnic Ado-Ekiti Digital Library.

4.4 RECOMMENDATION

I recommend that all institutions or bodies involved in Student Industrial Working

Experience Scheme, should provide places for industrial attachment for Student Industrial Training
Fund and also pay some allowances to students and the company should provide more safety
equipment to prevent further environmental and health hazards.
Also, to students that are to undergo the training, I recommend that they should take it very
seriously, because it is one of the most important parts of their studies which will help them build a
very significant and effective meaning in their career pursuit.

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REFERENCES

Aina L.O. (2004). Library and information text for Africa. Ibadan: Third world information
services LTD.
George, Esther A. (2024). Siwes Logbook.

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