SITI MUSFIRAH_INDUSTRIAL TRAINING REPORT PPAJ 2020/2021

INDUSTRIAL TRAINING REPORT: JOHOR PUBLIC LIBRARY CORPORATION

at Technical Management unit. He assigned me to Mr. Mohd Khairi bin Hussein, who is the
library assistant and person in charge during my duty here. He is responsible in cataloguing
and processing books. At Technical Management unit, the duties are including stamp books
with numbering stamp for the accession number, entering data into the Bibliographic
Organization (BO), implementing parable and affix the call number on the spine of the book,
carry out ‘release’ work through ILMU system and arrange books on the shelves (shelving).

At Mr. Khairi section, there were few important steps before passing to stamp accession
number section. First task was to print out call number, price tag and accession number. Next,
distributed the collections into branches and rural libraries. For this step, there are specific
number of books to be categorized. For branch collection, the number of genre novel is 14
novels. The remaining novels for HQ, UTC and Kulai is one each. For other genre, 13 books
only. The remaining books for HQ are two books. For UTC and Kulai, one book for each
branch. As for rural libraries, the number of book collection will always be 43 books. That is
how the books were categorized and divided into central, branch and rural libraries.

After that, mark the book spine with 3 cm width for book labelling and attached the call
number, price tag and invoice number label. For branch collections, only call number that need
to be attached at the spine. For rural collections, call number was attached to the spine as usual.
However, the price and invoice number tag were attached at bottom right of the inside of the
last back cover page. While doing the book labelling, put aside three to four books for branches
and rural libraries’ collection. Then, cut out crystal seal for book spine.

Later on, all collection was divided into three main libraries which is Perbadanan
Perpustakaan Awam Johor (HQ), UTC branches (CUTC) and Kulai branches (CUK). These
three main libraries’ labels were printed out using different type of sticker which is more
secured. The labels were call number and accession number (barcode). Next step was to insert
the security strip or known as “Tattle Tap”. Only HQ collections will undergo this procedure
as the books were to be released within the building. After inserting the security strip and
attached the labels, the books were passed to stamp accession number section. Last but not
least, after done with stamping the accession number. Mr. Khairi will carry out ‘release’ work
through ILMU system and arrange books on the shelves. All steps were crucial to follow
properly as these will determined whether the collections were ready to be released and serve
the users or not.

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Mr. Azli also taught me few other tasks such as write down the details for entry per
title, do checklist for delivery order (DO) from vendors and do title check by unboxing per
company collection. These were early steps before proceeded with cataloguing and book
processing. Each box must be unboxed and one book per title was put aside for Mr.Azli as he
will provide call number and subject. The other books were arranged in a pile according to its
title and company.

During my time here at cataloguing department, I also learn how to stamp each book
with PPAJ official stamp, pasted the due date form and library card catalogue pocket for rural
libraries’ collection at the last page of each book. All activities were definitely open my eyes
to my course field and I am glad to have this opportunity to learn more with experienced people.
Now, I will explain more on each activity.

a) Check delivery order (DO) and Title check process

Unboxing Checklist Stack books Completed
newly delivery for title entry per
arrived checklist main book
order for reference
collection

Figure 3.5 Check DO and Title process

b) PPAJ Official Stamp, Due date note and Library Card Catalogue Pocket

Stamp each book Paste branch Paste rural
at different pages collection collection (Desa)
with PPAJ name
(Cawangan) with with due date
due date note only notes and library
card catalogue

pocket

Figure 3.6 PPAJ name, Due date note and card catalogue pocket

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c) Book Labelling Process
At main library or the headquarters, book labelling is crucial process as to ensure the collections
are ready to be released within the main library also the branch and rural libraries. If books are
not properly labelled, the books are probably not getting released on time. Here I will explain
more on the stages of book labelling process that I did every day during my time at Technical
Management unit: Cataloguing in Perbadanan Perpustakaan Awam Johor (PPAJ).
i) Register with ILMU system
Before using the ILMU system to print accession number (barcode), release and update
Bibliographic Organisation data. I must register with the software first under PPAJ. Mr. Khairi
registered my name into the system so that I could login and used the system to print out
accession number and call number.

Figure 3.7 Login into ILMU system

ii) Print the book label
In order to print out labels for branch and rural libraries’ collection, Laser Jet printer was
used; HP Laser Jet P1102. Different size self-adhesive labelling stickers were used
according to the length of call number letters and numbers. A parable template was created
beforehand by Mr. Khairi using Microsoft Excel to ease the printing task. There were few
steps before the labels can be printed out.
First of all, I must ensure the books provided have complete entry details such as correct
call number, invoice and price tag. Any inquiries or uncertainty, must refer to Mr. Khairi
or Mr. Azli. Next, selected the correct template. For call number, select the six times five
template. Whilst for invoice and price tag, select the six times six template including extra
twelve labels which come from different label. Nevertheless, the total should be 60 labels
for call number and 48 labels for invoice and price tag. Extra labels could be used for
backup if any label was damaged.

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Figure 3.8 Main book with entries and parable template to print out labels

Figure 3.9 Printed Labels

iii) Mark book for call number
This step was vital as to determine the position of call number label at the book spine. PPAJ
strictly ordered to attach the label 3 centimetres from the bottom of the book spine. A specific
ruler was used to determine the exact 3 centimetres length. According to Mr. Khairi, this step
was to ensure the appearance of books’ call number on shelves were in similar height, look
neat and ease users to search their book.

Figure 3.10 Mark call number position Figure 3.11 Call number labels are in similar
position and height

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iv) Cut out the book spine protector
The book spine where call number is attached must have protector to ensure that the label is
secured and not easily damaged. PPAJ used special book spine protector called as crystal seal.
Each crystal seal is cut out manually by measuring the length of the book spine. It is important
to leave a millimetre space and do not attach the crystal seal fixed to the actual length of book
spine.

Figure 3.12 Crystal Seal

v) Attach call number, invoice and price tag
In this step, first thing to do was to arrange branch (PAC) and rural (PAD) collections into two
different piles. Then, insert the entry and labels into each pile accordingly. Branch collections
must have 17 books and rural collections have 43 books. Put aside three or four books for HQ,
UTC branch and Kulai branch according to the note attached at the cover page along with the
crystal seal. Later on, start to attach the call number only for branch collections at the book
spine following the mark done beforehand. For rural collections, attach the call number, invoice
and price tag. Attach the call number as usual, but the invoice and price tag must be attached
at the back cover of the book under the library card catalogue pocket.

Figure 3.13 Invoice, price tag and call number label

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As for HQ, UTC and Kulai branch book collections, their call number and accession number
(barcode) are printed using Thermal Weighing Label Sticker or also known as barcode label
sticker. The printer used to print this type of sticker is thermal printer. This type of label sticker
is attached strongly onto the book and must paste carefully because of the strong adhesion.

Figure 3.14 ILMU Parable system for Accession Number and Book Labelling

Figure 3.15 Accession number sticker @ Barcode
and Call number

vi) Apply crystal seal to book spine
Most of novel collection has same size because of its thickness. However, other collections
measurement is varied and need to cut specifically according to each measurement. Most
challenging crystal seal to cut out is for children book collection because of how thin and small
it is.

Figure 3.16 Applying crystal seal to children collection

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vii) Stack onto trolley before stamp the accession number
When labelling the books, each title that has completed labelling are stacked onto a trolley;
branch and rural separately. Later, the trolley will be passed to Mr. Khairi Kasbi, operation
assistant at Technical Management unit that responsible for stamping the accession number at
the back cover onto each book under the collection of HQ, UTC and Kulai libraries.

Figure 3.17 Books to be stamped with accession number

viii) Bibliographic Organisation (BO)
After the three libraries have been stamped with accession number. Mr. Khairi Kasbi will pass
the trolley back to Mr. Khairi section. Now, I did data entry of bibliographic organisation (BO).
I used Mr. Khairi’s PC at his table as he assisted me to first login into ILMU system. Next,
clicked further onto “Cataloguing → Maintenance → Bibliographic organisation” to
organise data into the system according to the tags, indicator, bibliographic details and
cataloguing notions learned in MARC21. The bibliographic details were retrieved from
checking thoroughly each book from cover page, spine, verso page until back cover. All details
such as author, title, publisher, International Standard Book Number (ISBN), price and others
were stated there.

Figure 3.18 Bibliographic Organisation

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ix) Insert security strip @ Tattle Tap
Next step is to insert security strip or also known as “Tattle Tap”. This process only applied to
book collection for Perbadanan Perpustakaan Awam Johor (PPAJ) because the books will be
released within it. The security strip was inserted at page 15 as I was instructed that way. If any
book does not have page 15, insert the security strip in the middle of the book. For instance, a
book only has 10 pages, insert the security strip at page 5.

Figure 3.19 Security Strip @ Tattle Tap

x) Release for Circulation
This was the last step before book collections were ready to be arranged on the shelves
according to its genre. Firstly, I must log into ILMU system and clicked on Cataloguing →
Maintenance → Release for Circulation. This step was to ensure the bibliographic
organisation details were key-in correctly. For instance, author, title, publication date, location,
publisher and few others. After all details were confirmed correct, I must scan the barcode
which consist the accession number using the barcode scanner and click release. Thus, the
books are ready to be arranged on trolley and straight head to the shelves for users.

Figure 3.20 Release for Circulation

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xi) Arrange books on shelves
After release for circulation was completed, all books can be stacked up onto trolley and getting
ready to be arranged at the shelves. In order to ease my task, I stacked the books according to
its genre in alphabetical order. This step must be done before 8 a.m. This is because here at
Perbadanan Perpustakaan Awam Johor (PPAJ), duration time between 8 a.m. to 9 a.m. is
shelving time for staff. Therefore, I started to distribute the collections around 7.30 a.m. at each
genre section.

Figure 3.21 Arrange books for shelving

d) Cataloguing Entry
Other task that I did was creating cataloguing entry. Entry is an ultimate unit-record in a
catalogue or a documentation list. According to AACR, entry is a resisting of a book and record
of library holdings. In other words, it is to enter a thing or information of a documents in a
catalogue and arrange in a systematic way. Here at PPAJ, entry list is essential as it acts as
reference during the book labelling process. Every detail from the entry will determine the
work progress and data entry task. There are two different entries here at PPAJ; branch (PAC)
and rural (PAD). The main bibliographic details that must be recorded in the entry are title,
ISBN/ISSN, year of purchased, vendor, invoice number, price, total of book and genre.

Figure 3.22 Cataloguing Entries for PAC and PAC

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3.1.3 Incentive Reading Unit
The Incentive Reading unit was the third unit I reported my duty on 28th December 2020. I
introduced myself to the library assistant at Incentive Reading unit, Mrs. Najidah binti Othman.
She assigned me to herself as I reported my duty on the same day as her work from office
(WFO) schedule. The head of department is Mrs. Linda binti Sulaiman but she was working
from home (WFH) that day. Mrs. Najidah briefed me regarding the job scope at Incentive
Reading unit which include planning a reading encouragement program, informed to the
Director for approval, taken to the Board, implement the program and later provide statistics
and achievement reports.
During my training here, unfortunately there was no programs or events held. Therefore, I did
not have the opportunity to learn more on how to plan and implement program under PPAJ.
However, I did assist Incentive Reading unit with few tasks such as organizing old magazines
to be stored, do checklist of magazines and newspapers payment receipts and writing a report
of webinar to the Director. At most time, I would continue with completing task for industrial
training special project and this was allowed by Mrs. Linda.

Figure 3.23 Incentive Reading Unit

a) Organize magazines to be stored
Mrs. Najidah instructed me to unbox two boxes filled with previous years magazines. There
were from the year 2019 and 2020. Those magazines must be organized according to its names
and year. Few of the magazines available were Nona, Impiana, Roda-roda, Dewan Pelajar,
Dewan Siswa, DestinAsian, TIME, Aperture, Ana Muslim, Asuh and many more.

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Figure 3.24 Magazines to be stored

b) Checklist of magazines and newspapers payment receipts
Mrs. Najidah gave me three sets of magazines and newspapers payment receipts along with
the official documentation report and a calendar. She asked me to do checklist whether each
newspaper was received correctly on the date stated. Plus, I had to calculate the price for each
newspaper and the total payment. Any mistake or error, I must refer back to Mrs. Najidah thus
she will contact the respective person in charge. Same goes with the magazines, I must check
the price and calculate the total payment.

Figure 3.25 Magazines and Newspapers checklist

c) Report of “Webinar: Raja Melayu dan Nasionalis”
On November 24 and 25, 2020, a webinar in collaboration with Persatuan Sejarah Lisan
Malaysia (PSLM) was held for two days. The summary of the webinar was requested by
director herself, Mrs. Ungku Hajah Noorakmal, to be completed by industrial training intern
which is me and my partner, Nurul Farhana. We managed to complete the report and Mrs.
Linda went through it before submitted to the director.

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3.1.4 Financial Unit
Financial Unit was the fourth unit I reported my duty on 19th January 2021. I reported my duty
to the assistant accountant also the head of department, Mrs. Faueziah bte Md. Lani. She
assigned me with her work from office (WFO) schedule. She briefed me regarding the job
scope at Financial unit which include preparing and coordinating the Annual Budget, manage
payment to suppliers, record bill, provide vouchers and payment checks, make payment either
by post or in person, register payment in cash book, record and file vouchers, receive
money/payment and many more revolving PPA Johor financial management.
During my training here, I was also assigned to help Ms. Aqilah, operation assistant at financial
unit. I helped to do checklist on voucher payment, filing the voucher and official letters,
stamped the official stamp on each paper intended for voucher payment documentation,
photocopy and bind official financial statement for previous years and many more. I once
brought the voucher payment home with Ms. Aqilah consent to complete stamping before
continued with filing at office the next day. In addition, I occasionally accompanied Ms. Aqilah
to do cheque deposit at few banks such as Maybank, Bank Islam Berhad, Bank Muamalat and
few others.

Figure 3.26 Voucher Payment stamping and filing

Figure 3.27 Velo Binding and Punch holder the documents

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3.1.5 Reference and Information Services (Circulation) Unit

Reference and Information Services unit or also known as circulation unit was the fifth and last
unit, I reported my duty on 17th February 2021. I was scheduled to report my duty on 7th
February 2021. Unfortunately, PPA Johor was closed due to branch staff that reportedly tested
positive for Covid-19. Few staff from PPA Johor were unfortunately to be close contact with
the branch staff that cause the library to close for approximately ten days. Once the library
started to operate as usual, I reported my duty to Mr. Saiful, the assistant librarian at circulation
unit. Other than Mr. Saiful, I was also assigned and accompanied by Mrs. Mayzura, library
assistant and Mr. Ali, operation assistant in charge during my shift. Mrs. Mayzura briefed me
regarding the job scope such as charging (borrowing) and discharging (returning), renewal
items, registered membership, print the membership card, record the parcels and letters, record,
tag and distribute newspapers to users reading area and the director, store the previous
newspaper, collected users’ statistic and many more.

Even though the library was closed due to Movement Control Order (MCO) in Johor, I was
fortunate enough to assist few users through phone and also face to face. Discharge (returning)
was still allowed from 10.00 am until 2.00 pm. Therefore, I managed to meet and assist few
users who came over to return books. Thus, I be able to learn how to use the ILMU OPAC
system to carry out circulation process; charging, discharging, batch renewal and patron details.
Plus, I managed to assist users through phone who asked for library operational hour, requested
to do batch renewal and inquired regarding collections available. I did all of these supervised
by Mr. Saiful and Mrs. Mayzura.

Figure 3.28 Log into ILMU System

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Figure 3.29 Fast Charging (Borrowing) and Fast Discharging (Returning)

Figure 3.3 Batch Renewal and Patron Details

Before carrying out fast charging and after carrying out fast discharging, it is vital to check
user circulation details. This is to check on user details such as the return items date, the
charging history, fine due to late return items and many more. As this is important to ensure no
problem occur later in the future.

Figure 3.31 User Circulation Details

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At circulation unit, there are few devices or machines use to carry out each task. For charging
and discharging, I need to know how to use two devices; barcode scanner and electromagnetic
(EM) Circulation unit known as LCS Pro. The barcode scanner is for scanning the accession
number used for identifying item for circulation processes. The LCS Pro is designed for

activating, reactivating and deactivating most EM security tags which PPA Johor used the
security strip or Tattle tap inserted during book processing at cataloguing unit.

Figure 3.32 LCS Pro and barcode scanner

Another machine is the direct card printer. This printer is used to create and print out new
member card. Using template at Microsoft Excel, I have to include the user name, identity card
number and the category whether the user is teenager, adult or children. Below is the direct
card printer at circulation counter. Plus, I also include the template with member card I printed
out for user who came over to borrow few reference books and had to renew his member card
because the one he brought has expired.

Figure 3.33 Direct Card Printer and New Printed Member Card

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As for newspapers, Mrs. Mayzura showed me the steps to process them. Newspapers are
distributed into two categories; user and director. Newly arrived newspapers are categorized
into four different languages; Malay, English, Mandarin and Tamil. Arranged them by pages
and stapled them properly. After that, covered the stapled area with black binding tape. Next
step is to stamp the first page with PPA Johor official stamp. Then, the newspapers can be
located at user reading area and to director’s room.

Figure 3.34 Newspapers

For used and old newspapers, Mrs. Mayzura will stack them into one of the closets at
circulation counter. The newspapers are categorized according to its name such as New Straits
Times, Sin Chew Daily, Berita Harian, Tamil Nanban and few more others.

Figure 3.35 Old and used newspapers

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3.1.6 Shelving
Most of the staff of Perbadanan Perpustakaan Awam Johor (PPAJ) are assigned with shelving
duty every day at the open book shelves area. As for me, I was assigned to do shelving at two
shelves; Chinese and Tamil language collections. The duty is from 8.00 am until 9.00 am. I
was assisted by Ms. Aqilah from financial unit. If there are no books available to be shelved, I
could help other staff to do shelving at their section.

Figure 3.36 Chinese and Tamil language shelves

Figure 3.37 Chinese and Tamil language collections

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3.1.7 Special Task assigned by PPA Johor

During my industrial training, PPA Johor also assigned me with few tasks as a contribution.
Two main tasks were webinar report and bulletin report. The webinar report task was assigned
by Mrs. Ungku Hajah Noorakmal, the Director of PPA Johor. During November 24 and 25,
2020, a webinar session under collaboration with Persatuan Sejarah Lisan Malaysia (PSLM)
was held through Zoom meeting and PSLM Facebook live. I was assigned to cooperate with
my intern partner, Nurul Farhana and Mrs. Linda, the head of department of Incentive Reading
unit, to write the report and submit to the Director.

Figure 3.38 Webinar Report

For bulletin report, this task was assigned by my supervisor, Mr. Afzan bin Mohamed. He said
this task was compulsory as additional evaluation. There was no specific theme or title given,
Mr. Afzan said anything is possible but must relate with PPA Johor. Therefore, my partner and
I decided to do bulletin regarding “PPAJ During Pandemic Covid-19”. In total of 20 pages, we
included PPA Johor online announcement, online seminar (webinar), online sharing in
collaboration with other organization such as Perpustakaan Negara Malaysia (PNM) and
Dewan Bahasa dan Pustaka (DBP), Live@PPAJ events and many more.

Figure 3.39 Bulletin: PPAJ During Pandemic Covid-19

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3.2 Special Project: Decoration and Suggestions of Improvement for PPAJ Children’s
Collection

Special project is a compulsory requirement needed to be implemented during industrial
training. In order to generate ideas, I did few readings on library latest news and asked few
staff for their opinion and point of view. Gladly, I came out with three ideas, which is:

i. Children Collection Website
ii. Little Free Library (LFL)
iii. Decorating Children Collection

On December 23, 2020, I consulted with my supervisor, Mr. Afzan, to present my three ideas
through PowerPoint slides presentation. After thorough discussion, he approved two ideas
which is the Little Free Library (LFL) and Decorating Children Collection. However, due to
lack of time because of the pandemic I have to decide on doing only one project which is the
Decorating Children Collection.

Figure 3.4 Initial three ideas for special project

Children collection is located at the ground floor of the building which make it easier for me
to access there and done my work. Due to pandemic, no users are allowed inside the library.
Thus, it also helps me to complete my task without any distraction because my project required
to use full space as I decorate the whole area.

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Along with the suggestions for improvement, Mr. Afzan requested me to prepare proposal for
documentation purposes. I retrieved a sample of proposal from Mrs. Linda as I want to write
proposal according to PPA Johor standard.

Figure 3.41 Special Project Proposal

My main objective for this project is to give a new image and provide a more functional facility
for children users and parents who monitor their children when using this space. Furthermore,
educate child users to be more disciplined in using the facilities in the children's collection.
Additionally, remind parents to use the space in the children’s collection carefully while
teaching their children to follow the rules. The reason I came out with these objectives because
during the time library was open to users, most children and parents who used the children’s
collection were not responsible enough to take care of the space tidiness. They read the books
but did not return the books to the shelf. They leave the books on the reading table and scattered
them. Therefore, I suggested few ideas for improvement hopefully the users will be more
responsible towards using this space properly.

There are few different elements I suggested for PPA Johor children’s collection
improvement and decoration. From shelves decoration to reading encouragement activities, I
made them from scratch using recycle materials as I did not have fund to buy the items I
wanted. Instead, I created the improvement elements by myself. The project ideas and spaces
involved in suggestions for improvement are such as bookshelf label, bookshelf decoration,
subject of reading material, children's collection rules, mini Reading Corner, Standee "READ"
and "BACA", non-circulating items label, Book Return Corner and Book Jar: Pick and Read.

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Here I include the before and after improvement and decoration I did started from 23rd
December 2020 until 23rd February 2021.

• The Children’s Collection
The children’s collection is lacking of colours, cartoon figurines that will attract kids,
instructions to follow, reading encouragement activities and decorations on top of the
bookshelves. Thus, I came out with the ideas to suggest few improvements.

• Bookshelf
The idea of decorating kids read books on the shelves erupted during search image above
decoration online. Children are attracted to cute cartoon figures. This possibility can be
interesting for them to reach the shelves of existing and choose books to read.

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• Bookshelf signage
The idea came from a coloured round sticker representing the age of the reader in the children’s
collection. The neon yellow colour represents reading material for babies up to six years old.
Meanwhile, the orange colour represents reading material aged seven to nine years. The size
of each label is also enlarged slightly to make it easier for users to identify.

o English Language Book Collection for seven to nine-year old

o Malay Language Book Collection for babies to six-year old

• Subject label
The idea came after looking at the size of the subject label at each shelf. The previous label
font was small and the colour was pretty dull. I decided to improvise the subject label by
increasing the font size and make the label colourful. Therefore, it is easier for children users
and their parents to recognize the subject at each shelf and also ease them to search for book.

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• Collection Label List
The idea was generated because I realized that users are not aware of the collection available
at children’s section. By making the collection subject title into larger font with interesting
cartoon images, not only it will help the parents to be aware of type of collection available. The
children users will also get interested and will try to seek for the book to read related to the
collection available.

• Library Rules (A4 size)
This idea of library rules was created from a lot of reading and I proposed this idea to be
implemented in the PPA Johor children's collection because of the attitude of some users who
do not appreciate the facilities and reading materials provided. The rule, which is acronymized
from the word "LIBRARY", is expected to educate not only children's users but also parents
who accompany them while using this reading section. Here I include both rules in A4 and A3
size.

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o A3 size

o A4 size

• Book Return Corner and Signage
The idea arose after observing the attitude of a handful of users who do not return books they
have read because they cannot find the original shelves. The books were either left on the
reading table or placed on the wrong shelf. To prevent the same from happening, a book return
corner in this children's collection is provided on the right side before the user heads out.

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• Non-circulating reading material label
The idea of labelling this non-circulating material arose because there was no notice describing
the type of reading material. To avoid confusion, the label for this reading material is placed
above the book basket. Words that deserve emphasis are bolded in red.

• Standee “READ” and “BACA”
This idea of this standee decoration arose after I found a lot of unused boxes at the cataloguing
unit. Furthermore, the top section of the shelves at children’s collection are mostly empty. I
thought that “READ” and “BACA” will be suitable to fill in the mood of library. The usage of
blue and red sparkly wrap would be nice representing the colour of PPA Johor logo.

• Reading Encouragement activities
Other than decoration, I thought of contributing a couple of ideas to enhance reading interest
among children users. As a result, I came up with two ideas which is “Book Jar: Pick and Read”
and “Mini Reading Corner”.

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• Book Jar: Pick and Read
The idea of "Book Jar: Pick and Read" is based on readings and references from sharing on
websites related to library management. This activity aims to create an interesting and
interactive reading activity. This is because, a random selection of Book Jar will determine the
subject of the user’s reading on that day such as history, biography, science, mathematics, fairy
tales and so on. This suspense-filled activity can encourage reading attitudes among child users
because they love excitement. The rules of this activity are simple:

i. Select a subject label from the Book Jar.
ii. Read books according to selected subjects.
iii. Please return the subject label to the Book Jar after finishing reading.

• Mini Reading Corner
The idea of this "Mini Reading Corner" is from my own experience who saw a reading corner
like this created in the Experimental Library (EL) at UiTM Puncak Perdana. The relaxed
reading corner, equipped with cute doll decorations, can encourage high imagination and
creativity of users, especially children, while reading interesting reading materials available in
the PPA Johor children's collection.

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3.2.1 Work Progress for Special Project
Here I will share the work progress for my special project. I will show step by step including
the materials use and the description for each step.

• Standee “READ” and “BACA”

Cut out the A4 Stack them up Wrap both words
size alphabet onto into words with sparkly
a box. Four pieces "READ" and
"BACA" glittery wrappers;
each alphabet blue and red

Cut out the A4 size Wrap them nicely. Colour the side of
alphabet according each alphabet with
to each wrapper. black colour and
"READ" red colour
wrapper. "BACA" put aside to dry
them.
blue colour
wrapper.

The alphabets are not stable and need a firm base to stand them right. I decided to use rectangle
shape and wider base to ensure it is stable enough. I chose dark base so that the alphabets will
stand out. Plus, I made the base slightly bigger than the alphabet.

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Cut out the box into Colour each standee
rectangle shape to form base with black colour.

the base for each
alphabet for the standee
and bind all sides with

black binding tape.

Once both base and Glue them to the base
alphabets are dry, and put aside to dry.
attach them together
using hot glue gun.

These standees are made using extra and unused boxes from cataloguing unit. I asked
permission from the staff there before taking it. I decided to use A4 size font for each alphabet
to ensure that the standee is big enough to be used as decoration. The colour I chose were red
and blue which represent the colour of PPA Johor logo. Plus, red and blue are the colour of
Johor.

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• Shelf Signage

Cut out the box Wrap each signage Decorate with
into triangular with colour cartoons, stationery
prism shape. Make figurines and stars to
it bigger than according to each make it looks fun
category; yellow
initial shelf neon for babies up and catchy.
signage. to six-year old and
orange for seven to

nine-year old.

• A3 Size Library Rules

Cut out the box Paint the box Wrap the edges
into this shape. with black colour with blue wrapper
Make sure it has
90° at the back to as base.
ensure it can

stand.

Paste the A3 size Decorate it with
library rules at the stars to make it
looks fun and more
center of the
standee. catchy.

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• Subject Label

Cut out all subject Arranged on
labels and paste laminating paper
onto coloured
paper. Then, cut out properly

again before
laminating them.

Cut it out after Paste it onto each
being laminated shelf according to
and put them in
order with glue tack each subject
attached to ease

next step.

• Collection Label List

Print, cut out the Once laminated, Ready to be
collection label cut it out carefully. decorated at PPA
and laminated all Johor children's

of them. collection.

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• Book Jar: Pick and Read

Use a small plastic Wrap it once again Paste the label
jar. Ensure that the with blue wrapper "Book Jar"
to cover the edges.
jar can fit one's
hand. Next, wrap it Decorate with
with red wrapper ribbon too.

like this.

Use some wrapper Next, insert the After that, print and
and shred them to subject labels laminate the rules to
create gift fillers at made beforehand. use "Book Jar". It is
the bottom of the ready be located at
PPA Johor children's
jar.
collection.

• Book Return Corner and Signage

Laminate the Cut out a round Wrap the
elements needed shape from black polystyrene foam as
mounting board to the stand to attach
such as boy use as base for the the wooden stick for
cartoon image, an
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Attach the Put the wooden I forgot to snap
elements to the stick on the photos while doing
wooden stick. the return book box.
polystyrene foam
and done. This is the final
result.

• Bookshelf decoration

Print, cut out each Cut out one by one Ready to decorate
image and all images that shelves at PPA Johor
have been children's collection.
laminate them. laminated

• Non-circulating reading materials label

Print and cut out Laminate them Cut it out and paste
the labels along with other it above the book

elements too. basket.

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• Elements of decoration
In order to create a fun and catchy decoration at PPA Johor children’s collection, I have to
create a lot of small items which require me to do a lot of printing, cutting, laminating and
pasting. It involved a lot of work, but all hard work paid off when the decoration comes to live.
Here I include some of the decoration details on each element I made.

Figure 2 Details of Decoration

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CHAPTER 4:
REFLECTIVE

WRITING

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Chapter 4: Reflective Writing
4.1 Description of Event/Program/Activity
During these five months of industrial training, I was working in few stages of Movement
Control Order (MCO) due to pandemic Covid-19. In October when I started my internship, it
was during the Recovery Movement Control order (RMCO). Users were still allowed in the
library; library was opened to public from 9.00 am until 4.30 pm except for Thursday which
the library was closed an hour early. However, started from 9th November 2020 until 28th
February 2021, I was required to work in shift rotation due to Conditional Movement Control
Order (CMCO). Schedule of duty was prepared by the head of the department from each unit.

As we underwent pandemic, no live physical events or programs involving other
organizations were allowed. All occasions must be held virtually and through these five months
phase I managed to attend few webinars and live sessions with other public libraries and local
authoritative organizations such as Perbadanan Perpustakaan Awam Selangor (PPAS),
Persatuan Sejarah Lisan Malaysia (PSLM), Pustaka Sarawak, Bernama and many more.

The most memorable online program I attended was the webinar with Persatuan Sejarah
Lisan Malaysia (PSLM). It is because during the webinar, the Director, Mrs. Ungku Hajah
Noorakmal, personally requested my partner and I to work with Mrs. Linda, the head of
department of Incentive Reading unit to prepare a report for the two days webinar. I was thrilled
but also startled because the Director herself instructed it in front of other library staff. I
managed to complete the webinar report and Mrs. Ungku Hajah Noorakmal received it well.

Another memorable incident for me was when Mrs. Ungku Hajah Noorakmal thanked
me in person for my special project as she told me it would be a great help to the library. She
received my special project proposal by hand from my supervisor, Mr. Afzan. She told me she
will take a look at my project as soon as possible.

As for my experience in completing my special project, I managed to complete it within
two months after my first consultation with Mr. Afzan. I was thankful for PPA Johor’s staff
who congratulated me in person as they told me none of the intern before ever decided to re-
decorate any reading area especially the children’s collection. I think it was risk worth taking
opportunity as the Director also glad with my contribution and ideas.

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4.2 Application of knowledge, skills and experience in undertaking the task
(Knowledge gained)
4.2.1 Application of Knowledge
According to Mohajan (2016), knowledge is considered as a collection of experience,
appropriate information and skilled insight which offers a structure for estimating and
integrating new experiences and information. As mentioned by Steve Denning,
knowledge is the “fact or condition of knowing something with familiarity gained
through experience or association”. In practice though, there are many possible,
equally plausible definitions of knowledge. A famous used definition of knowledge is
“the ideas of understandings which an entity possesses that are used to effective action
to achieve the entity’s goals. This knowledge is specific to the entity which created it.
The whole idea is the knowledge has already been gained t through the study process
that was applied on the reality of industrial training working experience. During the
five months spent here in Perbadanan Perpustakaan Awam Johor (PPAJ), there were
few knowledges that I have gained here.

➢ Experience to use ILMU as library system
Perbadanan Perpustakaan Awam Johor (PPAJ) is currently using Integrated Library
Management Utility (ILMU) system to do all processes of cataloguing and circulation.
Thus, practical students like my partner and I are able to experience the process of
library management using this system. We managed to learn on how to do book
processing, bibliographic organisation, release for circulation, retrieval of accession
number, discharging (returning), charging (borrowing), patron registration, renewal of
reading materials and many others using ILMU successfully.

➢ Ability to do book processing at cataloguing unit
Perbadanan Perpustakaan Awam Johor (PPAJ) is the main public library managing
branch and rural libraries around Johor. Both branch (cawangan) and rural (desa)
libraries’ collections are processed here in PPAJ. There will be staff in charge of
distributing the reading materials. As for the book processing and cataloguing, the
assistant librarian, library assistant and operation assistant are involved to complete the
process. During my industrial training, I was assigned to book processing section where
labelling, bibliographic organisation (BO) and releasing materials are done here. I
learned the process of receiving materials from vendor, doing the checklist, assigned

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the subject for reading materials, printing and labelling the call number, printing and
labelling accession number (barcode), completed entry details, managing both branch
and rural collections before distribution and many more involving processing the
libraries’ materials.

➢ Experience the knowledge of office management
Due to the pandemic Covid-19, I could not have the experience to visit other branch
and rural libraries. Most of the time, I was either working from office (WFO) or
working from home (WFH). However, this gives me opportunity to experience office
duty management. Working at office taught me a lot of interpersonal skills as most staff
are present at office. Thus, I get to improve my communication skill with the staff as
they also managed to get to know me even more. I learned a lot on doing filings,
managing letters, fixing photocopy machines, deal with users and many more.

➢ Manage to complete special task by organization
My supervisor assigned me to do bulletin as special task and the Director also assigned
webinar report as part of organization task. I managed to complete both task on time.
Here I learned to always expect the unexpected. During study, all assessments are
outlined beforehand and as students all tasks are pretty much expected. However, when
working in real life, I learned to always be ready of sudden task that require me to think
twice faster and seek for solution from colleagues. Therefore, it is also vital to have
good communication with others in case of asking for favour under unexpected
situation. Plus, do not hesitate to ask for help when in need.

4.2.2 Skills
➢ Teamwork Skills

During my five months industrial training here, I experienced the greatest teamwork
skill during my duty at cataloguing unit. It was because at cataloguing unit, there were
a lot of different task to be carried out at one time. My partner, Nurul Farhana and I,
had to work in different shift. For instance, if I was scheduled on Monday, she would
work on Wednesday. In between those days that we were not working together, she
would help to continue completed my task that I could not finish during my shift. Same
goes to me, I would help her completed her unfinished task in previous shift. We were
helping out each other at all time. In addition, the staff also helped out with our tasks.

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Any problem regarding the machines, system, task or any uncertainty. They would glad
to help with excellent manners.

➢ Self- confidence
I had no problem with working together with new people or adjusting myself at new
place. Unfortunately, I had problem with my self-confidence when I was working at
the circulation unit because I was scared to deal with users as I thought that I did not
have much knowledge about the library. However, due to the pandemic and users were
not allowed into the library I had to deal with the users through phone. I was doubting
at first. But, being supervised by Mr. Saiful the assistant librarian and Mrs. Mayzura
the library assistant at circulation unit made me confident enough. I even dealt with
Chinese user who communicated in English with me. Surprisingly, after managed to
deal with the English-speaking user. My confidence was rising and I able to deal with
more users through phone and also users who came over to PPAJ to return book by
hand. I could conclude that a person should not be scared of uncertainty and should
come out from the comfort zone to be more confident.

➢ Self-Management
Working in the real industry have taught me how to conduct myself properly in a
working environment. I am able to improve my time management, be more punctual,
improve my interpersonal skills and always be ready of lacking in many aspects as
ready to be criticized and changed for good. In addition, I also learned how to wear
appropriate attire to work and look presentable at all time especially when working in
a professional field.

➢ Self-Adaptability
Adaptability as a skill refers to the ability of a person to change his actions, course or
approach to doing things in order to suit a new situation. Working in a new environment
is a thrilling experience as I love to meet new people. I had no problem adjusting and
adapting myself during working at PPA Johor. All of the staff are friendly, helpful and
thoughtful. Regarding tasks given, I can adapt well even with the sudden task. I adapted
to the new environment by trying my best to complete all task given on time and ensure
good outcomes. Therefore, the feedbacks and impressions are positive.

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4.3 Personal thoughts and opinion
I am grateful that I chose Perbadanan Perpustakaan Awam Johor (PPAJ) to undergo my five
months industrial training. Even though the distance is far from my house, working with good
colleagues make me happy just at the thought of going to work. I am thankful for having a kind
and helpful supervisor despite his big responsibilities as senior librarian assistant at PPA Johor.
He managed to assist my partner and I until the end of our training. It was a good experience
to be working in the professional field of my course where I be able to learn a lot from the staff
of all five departments; administration, financial, technical (cataloguing), incentive reading and
circulation unit. Each department has their target and responsibilities. Working well together
as a team in a huge organization to achieve their target is a lesson I learn well. Ms. Marhafida
said that they are more like a family than colleagues make me think maybe that is their secret
of success all these years. Plus, Mrs. Ungku Hajah Noorakmal as the Director is a good leader
as she treats all staff like a family and always take good care of the staff welfare. As Johann
Wolfgang Von Goethe said “a great person attracts great people and knows how to hold them
together”.

4.4 Lesson learnt
➢ Time-management
One thing I can learn about time-management is punctuality. Initially, I rented the
nearest flat to PPA Johor because I planned to save up by walking to work. However,
my parents decided to let me drive as to make it easier if I want to go home on weekends
or to go out buying groceries. However, after a month renting, I decided to stay at home
and drive back and forth from Kota Tinggi to Johor Bahru. The distance was 42
kilometres away and total of 84 kilometres approximately travelling back and forth.
Due to this, I learn on how to manage my time travelling. I must wake up early, make
early preparation such as ironed my work attire earlier and ensure all bags and
stationeries were packed properly, filled up my gas tank and departed at least 45
minutes earlier to avoid heavy traffic and long queue at roadblocks. Thus, this
experience teaches me to manage my time properly and be punctual always.

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➢ Work environment
Working in real life with real people and real errands really open my eyes to working
reality. As student, most lesson are taught theoretically back in campus. Examples of
certain knowledge were shown through PowerPoint slides presentation and at that time
not much question were asked because lack of interest and knowledge. However, this
industrial training exposed me to the reality of what happen in the library from the
employees’ perspective. From managing files and documents at administration unit to
experience dealing with users and books at technical and circulation unit. This working
environment really exposed me to how library is managed, conducted and
implementation of ideas happen.

➢ Library Management
Working in real life with real people and real errands really open my eyes to working
reality. As student, most lesson are taught theoretically back in campus. Examples of
certain knowledge were shown through PowerPoint slides presentation and at that time
not much question were asked because lack of interest and knowledge. However, this
industrial training taught me the live action of each work. For instance, when I was at
financial unit, I accompanied the staff there to run errands to the bank where we were
running out of time because the banks were closing thus, we rushed here and there.
Another experience, when managing new books arrived by the vendor. The head of
department instructed me to unbox, do checklist of each title, stack the books at one
corner and record any issues regarding new books. I only found these terms through
notes from books and to face it in real life is thrilling. There are a lot to learn on how
library is managed and learning them through industrial training is a lot whole of
experience.

➢ Self-management
When talking about self-management, throughout these five months I have learn to be
more patient, more organized, more creative, quick at problem solving and increase my
self-confidence. I manage to work under pressure and handle the situation when other
people criticized my work. I did not get all worked up, instead I took the criticism,
improved my work and be confident on any decision I made. I also managed to be more
creative and organized when it comes to manage my work. I self-planned my special

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project properly and always making sure my supervisor understands my idea. I also
ensure he gets updated from time to time. Rather than waiting for him to check on me,
I went to him to update my progress. I must manage myself to be one step ahead from
him. My supervisor guided me well, but to implement the ideas I must manage the
situation by myself confidently.

➢ Self-Protection
Self-protection is one of the things I learn through this industrial training. Be
representable and excel at work is one thing, but physical and mental health are also a
priority. I have learned that no matter how busy I am working, running errands and keep
tasks and projects on track by meeting deadlines. I must take a good care of myself. I
must exercise and eat well to keep a healthy lifestyle. Working full time can cause
exhaustion, but I must learn to put myself first before everything else. Always know
when to take a break and do not force myself. Therefore, I can keep my body and mind
at positive state and elevate myself to be better from time to time.

➢ Initiative
Initiative is being able to work without always being told what to do. Initiative requires
self-belief, because you need resilience and motivation to go out of your way to solve
problems or do things without being reminded or asked. Here I learn that I must have
the initiative to ask for work instead of waiting around. When I was assigned with any
task, I must have the initiative to ask for guidance and tried to solve the problem occur
within myself or asking opinion of others.

➢ Social Skill
Social skills are the skills we use to communicate and interact with each other, both
verbally and non-verbally, through gestures, body language and our personal
appearance. During this industrial training, I tried my best to create a good rapport with
all staff from all level of management. I treat them with professional attitude when
completing task together. I also treat them with respect but friendlier as I want to be
more comfortable when conversing other topic than work. Therefore, during my last
day at PPA Johor, few staff came upon me and thank me personally not just for my
contribution to the library. But also, for being a good colleague for the last five months.

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4.5 Limitations and Recommendations
The limitation and recommendation that can be suggested to Perbadanan Perpustakaan Awam
Johor (PPAJ) for future references are as below:

Issue Limitations Recommendations
Book returning
During the pandemic or not, Create ‘Book Drop’ concept
Outdated
Computer users do not have section where outside of the library or at any

Lack of shelves they can discharge (return) book nearest branch library that is open

without waiting for working to users. This will not just ease

days. Moreover, during the the users, the staff will also get

pandemic where contact between the benefit by lessening work

people are should be limited. burden.

This self-discharge section

should exist.

All personal computer (PC) at Update the computer by spend a

the library are outdated. Not just budget to purchase new computer.
the PC at users’ section. The PC Plus, install the PC with latest

used by staff are also outdated. system available. This is to

This cause slow work progress. increase work productivity and

The PC must reboot every time can give benefit to users in

to function well. Not just the PC, finding desired reading materials

the system is also outdated efficiently.

which it uses Microsoft Office

2010. This cause unsynchronized

occur when a document created

using more advance software is

opened through the PC. Rearranged the shelves and other
Children’s collections have

limited shelf while the furniture to create space for more

collections are increasing from shelves. Weeding books that are

time to time. Books are exceeded the time relevance. It is

sometimes stack on top of each important to a library's

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other because of the limited functioning as adding new
space. materials.

This occur especially at Open opportunity to hire more

cataloguing unit where a lot of people. Be it full-time or part-

new books need to be processed time, additional staff would be

for the main library, branch and nice to increase work productivity

Lack of staff rural libraries. At each section and efficiency. Hiring new people

from cataloguing to labelling, can also help those who are

only one staff handling the affected by the pandemic in

workload of managing thousands seeking job.

of books.

No simplified rules for the Create rules and regulations of

children users to obey. Most of using the area. The rules must be

the parents that supposed to visible and understandable well

Lack of rules monitor their children are by the children and parents.

implementation at ignorant as well. From scattered Librarian in charge must be
children’s books to wear shoes inside the friendly and also know how to
collection reading area, children’s handle children. Create fun and

collection needs more interactive reading activity to

monitoring. keep the children interested and

encourage them to read more.

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Notice Board During the pandemic, some Install an electronic notice board
users; especially the elderly are of a size that is visible to the users
not aware of the library operation from a distance at least from the
hour. When Movement Order entrance gate. If electronic notice
Control (MCO) occur, the library board is too pricey or expensive, a
is closed to users but only open changeable notice board is more
from 10.00 am until 2.00 pm for affordable.
book returning only. However,
because not everyone has online
access, these users come over to
the library and disappointedly
leave because the notice is small
and placed only at the door
entrance. Some spend money to
come to the library with grab and
taxi too. This can cause nuisance
to the users.

4.6 Overall Conclusion

Based on five months of industrial training at Perbadanan Perpustakaan Awam Johor, I gained
a lot of new experience working in the organization that practices my course field. The theories
that I learned back in campus are applied during the training from the aspects of management;
self-management, knowledge management, office management and more others. I also
exposed to the real working environment where I improve a lot on my self-confidence,
communication, social and soft skills. These experiences are limited cause only the one who
faced it will learn from it. It involves both formal and informal lessons to enhance a lot of
working skills in the industry. Industrial training is essential for final semester students that are
in the last stage of competing their degree before jumping into working life.

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5.0 References
Portal Rasmi Perbadanan Perpustakaan Awam Johor. Retrieved March 7, 2021, from
http://ppaj.johor.gov.my/
Azfan Mohamed. (2020, October 14). Personal Interview.
Azli Jajuli. (2020, November 29). Personal Interview.
Diana Ahmad. (2020, December 20). Personal Interview.
Faueziah Md Lani (2021, January 19). Personal Interview.
Khairi Hussein. (2020, November 5). Personal Interview.
Linda Sulaiman. (2021, January 6). Personal Interview.
Saiful Abdullah. (2021, February 17). Personal Interview.

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6.0 Appendices
Punch Card October 2020

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Punch Card November 2020

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Punch Card December 2020

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Punch Card January 2021

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Punch Card February 2021

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