Reference, Bibliography, and User Services – Core Vocabulary

Essential vocabulary flashcards covering major concepts, functions, sources, evaluation criteria, interview techniques, service models, technologies, and Philippine context from the lecture notes on Reference, Bibliography, and User Services.

Reference (RUSA definition)

Providing assistance by using expertise in response to an information need.

Reference Services

All functions performed by a trained librarian to meet patrons’ information needs, including answering questions, instruction, searches, referrals, statistics, and collection development.

Reference Transaction

An information consultation in which library staff use information resources to help others meet information needs; excludes formal instruction and directional exchanges.

Reference Work

Activities that involve the creation, management, and assessment of information resources, tools, and services, including reference transactions.

Universal Education Movement

19th-century push for free public education that advanced literacy and spurred reference service development.

Free Public Library Concept

19th-century idea of publicly funded libraries to support education; foundational to modern reference service.

Samuel Swett Green

Librarian considered the ‘father of reference work’; authored 1876 paper promoting librarian-reader assistance.

Melvil Dewey (Reference Context)

First to establish a formal ‘reference department’ and use the term ‘reference librarian.’

Assistance & Instruction (Galvin)

Modern reference librarian function of helping users use the library and its tools.

Ready Reference

Single, factual, straightforward answers located in standard reference works.

Supervision (Shores)

Reference function involving management of facilities, materials, staff, and clientele to maintain efficient service.

Information Function (Shores)

Answering reference questions and providing research assistance.

Guidance Function (Shores)

Offering readers’ advisory services—recommending books to read.

Instruction Function (Shores)

Teaching users formally or informally to use library tools and resources effectively.

Bibliographic Function (Shores)

Compiling lists of resources for staff or users, such as reading lists or research aids.

Appraisal Function (Shores)

Selecting and acquiring materials to ensure the library has the right resources.

Reference Source

Any source used to obtain authoritative information in a reference transaction, regardless of format.

Source Type (Fact Source)

Reference source that supplies information directly, e.g., encyclopedias, dictionaries, almanacs.

Control-Access Directional Type

Reference source that points to other sources, e.g., bibliographies, catalogs, indexes.

Primary Source

Firsthand document or original data created during the activity studied.

Secondary Source

Work one step removed from the original, summarizing or analyzing primary sources.

Tertiary Source

Work that further condenses topics, usually based on secondary sources (e.g., textbook chapter).

Content (Evaluation Criterion)

Relevance, scope, treatment, relation to similar works, and special features of a reference source.

Authority (Evaluation Criterion)

Credentials of editors/authors and reputation of publisher or sponsor.

Indexing (Print Evaluation)

Extent to which a print source is indexed for ease of access to content.

User Interface (Electronic Evaluation)

Layout, navigation, search functions, and help features seen by users of electronic sources.

American Reference Books Annual

Annual publication providing reviews of reference sources.

Guide to Reference Books (ALA)

Classic guide listing core reference sources; now discontinued but useful for older titles.

Dictionary

Reference work containing brief explanatory entries on terms, usually arranged alphabetically.

Unabridged Dictionary

Comprehensive dictionary with 265,000+ entries emphasizing depth and completeness.

Abridged (Desk) Dictionary

Smaller dictionary (≈139,000 entries) designed for everyday language learning.

Pocket Dictionary

Compact dictionary (30,000–55,000 entries) for quick, portable reference.

Etymological Dictionary

Dictionary focusing on the origins and histories of words.

Slang & Euphemism Dictionary

Dictionary listing informal or less-offensive alternative words not usually found in general dictionaries.

Rhyming Dictionary

Reference listing words by phonetic endings to aid writers of verse.

Usage Dictionary

Dictionary providing definitions plus illustrative quotations on grammar and word use.

Visual Dictionary

Dictionary using images and diagrams to define nouns, organized by subject.

Thesaurus

Book of synonyms and near-synonyms arranged conceptually or alphabetically.

Concordance

Alphabetical index of words in a work, showing each word in context.

Encyclopedia

Book or set providing authoritative summary essays on a variety of topics, usually alphabetically arranged.

Propaedia (Britannica)

Volume of Encyclopedia Britannica outlining knowledge and guiding content use.

Micropaedia

Britannica section with short entries for ready reference.

Macropaedia

Britannica section containing lengthy, in-depth articles.

Specialized Encyclopedia

Encyclopedia limited to a specific subject field (e.g., McGraw-Hill Encyclopedia of Science & Technology).

Almanac

Annual compendium of practical dates, facts, and statistics, often in tables.

Astronomical & Meteorological Almanac

Traditional almanac with celestial and weather data plus practical information (e.g., Old Farmer’s Almanac).

Statistical Almanac

Almanac emphasizing condensed statistical facts (e.g., World Almanac and Book of Facts).

Yearbook

Annual volume summarizing events, statistics, and notable information of the preceding year.

Handbook

Single-volume reference giving concise, systematic information on a specific subject; often technical.

Manual

Book or pamphlet of practical instructions, rules, or steps for tasks or equipment use.

Directory

List of people or organizations with contact details and brief information, often published serially.

City Directory

Three-way directory arranged by name, telephone number, and street address in a locality.

Association Directory

Directory listing professional or trade associations (e.g., Encyclopedia of Associations).

Trade Directory

Directory of manufacturers, companies, and services, often by category.

Who’s Who

Selective biographical directory of prominent living individuals, presented in structured format.

Biographical Dictionary

Reference containing narrative essays on individuals’ lives, either short or in-depth.

Biography & Genealogy Master Index

Index that points to biographical sketches in many publications.

Gazetteer

Alphabetical list of place names with locational and descriptive information.

Topographic Map

Map showing natural and man-made features with elevation contours.

Thematic Map

Map illustrating a specific theme or distribution, such as climate or population.

Atlas

Bound collection of maps, often with an index (gazetteer) of place names.

Guidebook (Travel Guide)

Handbook for tourists containing practical information about places to visit.

News Aggregator

Online platform that collects news articles from various sources (e.g., Google News).

Historical Newspaper

Digitized or microform newspaper providing archival news content from past periods.

Data (Reference Context)

Related numerical information obtained by scientific work for reference and analysis.

Official Statistical Source

Government-produced data publication, such as a national yearbook or census.

Unofficial Statistical Source

Data provided by non-government entities, including subscription databases or open-data portals.

Bibliography (Enumerative)

Systematic list of written works organized by author, subject, period, or other principle.

National Bibliography

List of materials published within a particular country.

Annotated Bibliography

Bibliography in which each citation is accompanied by a brief descriptive or evaluative note.

Index

Open-ended finding guide to literature, listing citations to works on specific subjects or by form.

Abstract

Brief, objective summary of a document’s essential content in the same order as the original.

A&I Database

Database providing bibliographic citations and abstracts for literature within a subject area.

Reader’s Guide to Periodical Literature

Traditional general periodical index covering popular magazines.

Citation Index

Index that tracks references between scholarly works (e.g., Web of Science, Scopus).

Government Publication

Document issued by a government office or international organization with official imprint.

FOI Order (Philippines)

Executive Order No. 2 s. 2016 granting citizens access to information from Executive Branch agencies.

Continuing Resource

Publication issued over time with no predetermined conclusion, like serials or updating websites.

Serial

Publication issued in successive parts, bearing numerical/chronological designations, intended to continue indefinitely.

Periodical

Serial appearing at regular intervals more frequently than annually, containing separate articles.

Monographic Series

Group of monographs with a collective series title, issued indefinitely.

Gray Literature

Documents produced outside commercial publishing, such as reports, theses, and government papers.

Technical Report

Document communicating recent findings in scientific or technological research.

Standard (Technical)

Agreed criteria describing how materials, products, or processes should be measured or performed.

Specification

Legally binding statement of requirements a product or process must meet.

Patent

Government-granted exclusive right over a new, useful, and inventive product or process.

Magnetic Tape

Plastic tape coated with magnetic material for recording audio or video (e.g., cassette, VHS).

Microfilm

Film bearing many microimages in linear sequence for compact storage of documents.

Microfiche

Sheet of film bearing microimages in a two-dimensional array.

Electronic Resource

Information encoded for use with a computer, accessible directly (e.g., CD-ROM) or via network.

Filipiniana

Philippine-related items, whether by Filipino authors, about the Philippines, or published locally.

Reference Interview

Interpersonal communication process to determine a user’s exact information need.

Directional Query

Question about the location of facilities or services, either inside or outside the library.

Specific-Search Question

Query requiring delivery of a document or list of citations on a focused topic.

Research Question (Reference)

In-depth inquiry from a specialist seeking detailed information for decision-making or scholarship.

Opening (Reference Interview)

Initial stage establishing rapport and signaling availability to help the user.

Question Negotiation

Process of clarifying and refining the user’s information need during the interview.

Negative Closure

Abrupt end to a reference interview without adequately addressing the user’s needs.

Roving Reference

Model where librarians move around the library offering assistance away from the desk.

Information Commons

Integrated space combining technology, resources, and assistance for collaborative work.