PROCESS DOCUMENTATION Doc. No.

PD/ACA/07
Rev. No. 01
Date 06-04-2018
LIBRARY
Page No. 1 of 23

1.0 PURPOSE: To lay down procedure to acquire, record, store, organize, manage, retrieve and
Disseminate information for day to day management of library.

2.0 SCOPE : The Library of SIST is solely responsible for managing library and information
Services in the college by accessing, storing, processing, retrieving and disseminating
information in print and electronic formats.

3.0 REFERENCES: ISO 9001:2015 Clause No.8.5

4.0 OBJECTIVES:

Quality objectives

Sl. Quality objectives Metrics

No
To increase the volume of Books & Journals in As per AICTE norms
1
the Library
2 Number of books missing NIL
Not more than 2% of the cost of the
3
Expenditure incurred on repair of damaged books books purchased during the year
4 To improve the library user satisfaction CSI – more than 75%

The above quality objectives are reviewed with the target every semester by the Librarian and
discuss action plan for achieving or improving the quality objectives with the department
coordinators.
The details of the action plan and review are recorded in quality objectives monitoring record
QR/QMS-05.
The quality objectives are also communicated to all staff members by display and training program.

5.0 RESOURCES:

 Office Stationery
 Computer & Peripherals
 Library Management Software
 Racks & Almirahs
 Bar Code Reader

6.0 PROCESS FLOW CHART:

6.1 Purchase of Books

6.1.1 Receive 6.1.2 Check 6.1.3 Prepare 6.1.4 Receive 6.1.5 Inform
indents from availability and place & Verify books receipt of
departments in library purchase order as per purchase book to
to supplier order placed Indenter
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6.2 Identification, Storing & maintaining purchased books

6.2.1 Identify and 6.2.2 Physical 6.2.3 Technical 6.2.4 Update

sort out the process of process of computer database
purchased books books books for book details

6.2.2.1 Prepare 6.2.3.1 Classify according

book fit for issue to Dewey Decimal
Classification (DDC)

6.3 Issue and receipt of books

6.3.1In library
. Management 6.3.2 Issue 6.3.3 Receive 6.3.4 Verify if
software books Books & Store any pages are
missing

6.3.2.1 To 6.3.5 Back 6.3.6 Overdue 6.3.7 Remit

students/staff/ up & store charges from overdue charges
faculty daily students

6.4 Issue books to Department library

6.4.1 Receive 6.4.2 Verify 6.4.3 Update data in

requests from availability in library department issue
departments through register/system
Principal

6.4.4 Get signature 6.4.5 Issue books to

from recipient department for
permanent use
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6.5 Binding & Repair of Books

6.5.1 Identify 6.5.2 Invite 6.5.3 Prepare 6.5.4 Receive &

damaged books quotations and place work verify bound
order to agent volumes as per
work order

6.5.5 Update 6.5.6 Send bill 6.5.7 Place book in

Bound volume for payment book racks as per
register for books Call.No.

6.6 Physical Stock Verification

6.6.1 Conduct 6.6.2 Identify and 6.6.3 Report list

annual stock prepare missing book of missing books
verification list to Principal

6.7. Book received as gift/donation

6.7.1 Receive 6.7.2 Take to 6.7.3 Physical 6.7.4 Store

Books stock and Technical and use
process

6.8 Purchase and Maintenance of Journals

6.8.1 Purchase 6.8.2 Receive journals 6.8.3 Update receipt of

journals as per subscription journals in journal
order watch register

6.8.4 Bind 6.8.5 Update data in

Journals bound volume register
for journals
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6.9 Computer use & Internet

6.9.1 Access to 6.9.2 Register identity 6.9.3 Use available

computer/internet of user in computer system in library
usage register

6.10 Photocopy

6.10.1 Receive 6.10.2 6.10.3 Collect 6.10.4 Remit

documents for Distribute copied Charges & record charges to
photocopy document in register Accounts

6.11 Online Journals

6.11.1 Access to 6.11.2 Register identity 6.11.3 Use system

online journals of user in computer by log in Name &
usage register Password

6.12 No Dues Certificate

6.12.1 Receive 6.12.2 Collect library 6.12.3 Verify for dues

application for No ID card and borrower’s and collect dues if any
Dues tickets from user

6.12.4 6.12.5 Issue No Dues

Membership Certificate if all dues are
cancelled cleared

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6.13 Maintaining & storing Newspaper

6.13.1 Collect 6.13.2 Record 6.13.3

News paper from receipt in News Library seal
Security staff paper register attested

6.13.4 Send for 6.13.5 Store and

reading dispose annually

6.14 Issue Library Membership Card

6.14.1 Collect 6.14.2 Create Library 6.14.3 Update 6.14.4 Get

library Membership ID in library Register & signature &
form &Passport management software Computer Issue ID to
size photograph student/ staff

6.15 Library user satisfaction analysis

6.15.1 Collect 6.15.2 6.15.3 Calculate average

feedback from Analyze Customer Satisfaction
user feedback Index (CSI)
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7.0 PROCESS DESCRIPTION

Ref. Input Process Output Responsibilit

No ies

7.1 Purchase of Books

7.1.1 Book Book indent Librarian
indent Receive indents from departments QR/ACA/07-
 Identify the requirement of 02
books through.
 Receive the indent from various
departments.
 Books selected from the
exhibition or show room.
 Receive books on approval
basis.
 Order through book sellers /
Publisher representatives
7.1.2 Approved  Receive indent from concerned HODs List of Books Librarian
indents for new books to be
 Check availability in Library purchased
 Prepare and issue purchase order QR/ACA/07-
03
 Prepare a purchase order to purchase books.
 Purchase order is approved by Principal.
List of
 Purchase order is placed on the selected book
Approved
Sellers/Distributors from the approved list
Book Sellers/
maintained in the Library
Agencies
QR/ACA/07-
01
7.1.3 List of Receive and Verify the books as per List of Books Accession Librarian
Books to to be purchased Register
be  Ordered books are received from the specified QR/ACA/07-
purchased vendors/ book sellers. 04
 The title, number and price of the books are
QR/ACA/ checked with the bills and tallied and verified for
bindings & pages.
07-03
 If the purchased books are not tallied with the
bills, the details are sent to the specified
vender/supplier for rectification.
 Intimate the supplier for replacement of damage
book or missing pages
 Verify the book, take to stock, and accept the bill
& sent to administrative officer for payment.
 Inform the receipt of book to the
indenter.
 7.2 Identification & Storing of purchased book

7.2.1 Purchased Identify and sort the purchased books Identified Librarian /
book  Verify the pagination books library clerk
 Accession numbers are made at 5
different pages of book
 The college library seal or stamp is done.
 Date slip and book pocket pasted.
 Book card written and inserted in the book
pocket.

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7.2.2 Dewey Update the database for book details. Updated books in Librarian / library
Decimal  Classify as per DDC Guidelines the system clerk
Classification  Details of purchased books are
(DDC) loaded in to the computer data base.
Guidelines  Call No. & Barcode labels printed
and pasted on appropriate places.
 Place the book on shelves as per Call
No.
7.3 Issue and receipt of books
7.3.1 Library user Issue books to students as per library user Issued books to Librarian / library
Guidelines guidelines. student/staff clerk
WI/ACA/  Get the signature from the student /
07-01 staff for entering in to the library Gate Register
(Gate Register). QR/ACA/07-10
 Check the identity card of the user. Book Issue
 Update issue data in system / register. Register
 Issue Book to the Student / Staff. QR/ACA/07-13
 Receive Book & collect overdue Receipt Book
charges if any QR/ACA/07-26
 Take backup each day and store in
system & USB
7.4 Issue books to Department library
7.4.1 Department Issue books to department library Issued Books Librarian/ Library
Library  Get request from department staff
 Verify availability with stock of Book Issue
books register-
 Sort books, prepare list of books Department
 Update data in system/Register Library
 Get signature from receiving QR/ACA/07-25
official
  Issue book for permanent use
7.5 Purchased books-Binding & Maintenance
7.5.1 Purchased Librarian/Library
books Maintain books Bound Volumes staff
 Identify damaged books
 Prepare list of damaged books
 Quotation from agents
 Approval from Principal
 Send books for binding Bound Volume
 Verify the receipt of books Register-Books
 Access the bound books in Bound
QR/ACA/07-14
volume register
 Send for payment
 Place the books in proper location
as per the Call Number

7.6 Physical Stock Verification

7.6.1 Accession  Approval from Principal to conduct Librarian/Library
Register of annual physical stock taking during Verified Books staff
books summer vacation
QR/ACA/07  Print total Accession Numbers of Physical stock
/04 Book stock verification/
 Verify the accession numbers of Missing Stock
books issued out register
 Verify the accession number & QR/ACA/07/17
physical presence of books in
shelves
 Prepare list of missing books
 Report to Principal & inform the
defaulter through department
head
7.7 Books received as gift/donation
7.7.1 Receipt of  Accept books as gift from Donated Books Librarian/Library
Gift Books donor/well wisher staff
 Take to stock in Gift Book
Register Gift Book Register
 Accession numbers are QR/ACA/07-12
made at 5 different pages
of book
 The college library
seal or stamp is
done
 Date slip and book
pocket pasted
 Book card written
and inserted in the
book pocket
 Classify as per
DDC guidelines
 Call No. Printed as
 pasted on
appropriate places
 Place the book on
shelves as per Call
Number
 Issue on demand
 Books once
donated to library
becomes the
property of library
7.8 Purchase and Maintenance of Journals
7.8.1 Request Purchase journals Purchased Journals Librarian /
from  Give the list of available journals to
Department the department Journal watch Library clerk
 Collect the requirement list from the register
List of department QR/ACA/07-21
agencies for  Consolidate the actual requirement
journals  Inform Library Committee
 Obtain approval from principal
List of  Place order to the selected agencies/
publishers direct from publishers.
 Receive the journals as per the
Quotations frequency
 On receipt update journal watch
register for receipt details
 Send reminder letter for non receipt
of journal at regular intervals.

Purchased journals-Binding and Maintenance

7.8.2 Purchased Librarian/
journals Maintain journals Library clerk
 Once in 5 years bind the journals in
readable sizes
 Access the bound volumes in Bound Bound journals
Volume register for journals QR/ACA/07-20
 Enter the accession number in two places
 Place the journal in proper location

7.9 Computer use & Internet

7.9.1 Access to  Computer & Internet can be accessed Computer usage Librarian/
Computer/ during library hours register Library staff
Internet  User has to register his/her personal QR/ACA/07-24
identity in computer usage register
  Computer usage is gathered and
analysed at the end of each semester
7.10 Availing Photocopy facility
7.10.1 Photocopy  Users can avail the photocopying Copied Librarian/
facility from library Document Library staff
 Users can present document to the
staff concerned Photocopy
 Details on number of copies register
conveyed QR/ACA/07-19
 Copied documents are delivered after
collecting the charges
 Remittance made in Accounts section
every month
7.11 On-Line Journals
7.11.1 Access to Accessing international journals on-line Accessed Librarian
on-line  The international journals can be journals
journals accessed from DELNET and
Engineering E -Journals(IESTC) QR/ACA/07-24
package
 To have access to the service an
annual fee is paid to DELNET
 The users can access the DELNET &
IESTC by login name & password
from any internet node in the college
 Login name & password is displayed
in the library
 In case of any difficult in accessing
the services librarians-co-ordinating
with DELNET for rectification
7.12 Issuing No Dues Certificate to students/faculty/staff
7.12.1 No Dues  Receive application form from those Cleared Librarian/
Certificate- who intend to get no dues certificate Membership Library staff
Application
 Accept library ID cards and Library
borrower’s tickets(from students) Membership
 Verify records for any dues in library Register
 Direct to clear the dues as per user QR/ACA/07-27
guidelines Students
 Cancel the membership in library membership card
membership register QR/ACA/07-05
 Borrower’s tickets cancelled
 Issue no dues certificate if all dues Reader’sTicket
are cleared QR/ACA/07-09

Book Issue
register staff
QR/ACA/07-13
7.13 Maintaining and Storing News Paper
7.13.1 Purchased  Collect daily news paper from Librarian/
News Paper security staff Newspaper/maga Library staff
 Record receipt in Newspaper zines register
Register QR/ACA/07-15
 Make the paper ready for reading by
Sealing, Twining etc. Newspaper/
 At appropriate intervals disposal magazines
effected & update details in disposal register
Newspaper/magazines disposal QR/ACA/07-16
register

7.14 Issue of Library Membership Card

7.14.1 Membership Issue library membership card to members Librarian/
application  Receive membership application Library Library staff
from members membership
 Update Library membership register register
 Create Library ID in library software QR/ACA/07-27
 Update data in system
 Print ID & Get signature Issue ID to
patrons
7.15 Library user satisfaction analysis
7.15.1 Obtain feedback from user Collected Librarian
Feedback  Once in 6 months obtain feedback from feedback
from user the library user. questionnaire Library clerk
 Give the questionnaire to the users and
ask them to rate the parameters in the Feedback
questionnaire. questionnaire
 Collect feedbacks for analysis. QR/ACA/07-06
7.15.2 Feedback Analyze feedback Analysed Librarian
from user  After collecting the feedbacks consolidate feedback
QR/ACA/07 the feedback parameter wise.
-06  Calculate satisfaction index parameter- Feedback
wise and average customer satisfaction analysis report
index QR/ACA/07-07
 Based on the feedback take action for
improving the feedback.
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8.0 PROCESS MONITORING AND CORRECTIVE ACTIONS

The following process parameters are monitored and whenever there is a deviation to the defined
standard concerned process in-charge takes corrective action by analyzing the root cause of the
deviation.
The details of the deviation and corrective action taken are recorded in QR/QMS-12 & QR/QMS-15
respectively

Sl. Process parameter Standard Frequency of Data available in

No. monitoring ( record)
1 Volume of Library AICTE norms Every year Accession register,
Books/Journals Library software,
Journal watch register
2 Number of Nil Every year Physical stock
missing books verification/Missing
Books Register
QR/ACA/07-17
3 Expenditure Not more than Every year Bound volume
incurred on 2% of the cost Register- book
damaged books of the books QR/ACA/07-14
purchased
during the year
4 Customer >75% Every 6 months CSI Analysis report
satisfaction index

9.0 ANALYSIS OF DATA

The following data are analyzed and trend charts are prepared.
The details of actions taken are recorded in corrective and preventive action record QR/QMS-15

Sl. no. Parameters Technique Frequency Data available in

1 Volume of Library Bar chart Every year Accession register
Books/Journals
2 Number of missing Trend chart Every year Physical Stock
books verification/Missing
Stock Report Register
QR/ACA/07-17
3 Expenditure Trend chart Every year Bound volume Register-
incurred on book
damaged books QR/ACA/07-14
4 Customer Bar chart Every 6 CSI Analysis report
satisfaction index months
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10. RECORDS

The following records are maintained in the process and records are disposed suitably after
the retention period defined below

Sl. Name of the record Format number Retention

No. period
1 List of Suppliers/Agencies/Distributors QR/ACA/07-01 1 year
2 Book Indent File QR/ACA/07-02 1 year
3 List of Books to be purchased QR/ACA/07-03 1 year
4 Accession register QR/ACA/07-04 Life Long
5 Student Membership Card QR/ACA/07-05 4 years
6 Library user satisfaction questionnaire QR/ACA/07-06 4 years
7 Library user satisfaction analysis QR/ACA/07-07 4 years
report
8 Catalogue Card (Software) QR/ACA/07-08 Life Long
9 Reader’s Ticket QR/ACA/07-09 4 years
10 Gate Register QR/ACA/07-10 1 year
11 Date Label QR/ACA/07-11 4 years
12 Gift Book Register QR/ACA/07-12 Life Long
13 Book Issue Register Staff QR/ACA/07-13 4 years
14 Bound volume Register-Books QR/ACA/07-14 Life Long
15 News Paper/Magazines Register QR/ACA/07-15 4 years
16 News Paper/Magazines Disposal QR/ACA/07-16 4 years
Register
17 Physical Stock Verification/ Missing QR/ACA/07-17 4 years
stock- Report Register
18 Damaged Books Register QR/ACA/07-18 4 years
19 Photocopy Register QR/ACA/07-19 4 years
20 Bound volume Register-Journals QR/ACA/07-20 Life Long
21 Journal Watch Register QR/ACA/07-21 4 years
22 CD/ROMs Register QR/ACA/07-22 4 years
23 Subscription Format for Journals QR/ACA/07-23 4 years
24 Computer Usage Register QR/ACA/07-24 4 years
25 Book Issue Register-Department QR/ACA/07-25 Life Long
Library
26 Receipt Book (Dues Collection) QR/ACA/07-26 4 years
27 Library Membership Register QR/ACA/07-27 4 years
28 Library User Guidelines WI/ACA-07-01 4 years
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11.0 FORMATS

11.1 LIST OF SUPPLIERS/AGENCIES/ DISTRIBUTORS: QR/ACA/07-01

Sl. No. Name Address

11. 2 BOOK INDENT: QR/ACA/07-02

Department:
Date:

Sl. No Name of Book Author Publisher No. of copies

Department coordinator HOD Principal

11.3 LIST OF BOOKS TO BE PURCHASED: QR/ACA/07-03

SARABHAI INSTITUTE OF SCIENCE & TECHNOLOGY
VELLANAD, TRIVANDRUM
LIBRARY
E-mail: librariansist@rediffmail.com

LIBRARY PURCHASE ORDER – BOOK

No. LIB/ Date:

From
The Principal.

To
Messrs …………………………………………………………………………
Sir,
Sub: Purchase of Library Books -Supply of books—orders placed.

Please supply the following books as per the enclosed list. The books should be supplied in our
College Library by observing the terms & conditions.

Yours faithfully,

Enclosure:- List of Books

LIBRARIAN for Principal.

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11.4 ACCESSION REGISTER: QR/ACA/07-04

publicationYear of
Author/ Editor
Accession No.

Invoice Date
No. of Pages

Name of the

Invoice No.
Publishers

Remarks
Date

Title

Rate

11.5 Student Membership Card: QR/ACA/07-05

SARABHAI INSTITUTE OF SCIENCE & TECHNOLOGY

VELLANAD, TRIVANDRUM
Name:
Mem. No:
Branch:
Course Period: to
Expiry Date:
Sig of student
Librarian
11.6 FEEDBACK QUESTIONNAIRE : QR/ACA/07-06
Library User Satisfaction Questionnaire
Date:
Name of User: (Optional) Staff/Student
Please rate library service for the following parameters given below in a scale of 1 to 4 where
1= Poor; 2 =Average; 3= Good; and 4= Excellent.
Sl. PARAMETERS 1 2 3 4
No.
1 AVAILABILITY OF LATEST BOOKS
2 AVAILABILITY OF PRINT JOURNALS
3 LIBRARY TIMINGS
4 ISSUE/ RETURN PROCESS
5 RETRIEVABILITY OF BOOKS & JOURNALS
6 RESPONSE TO ENQUIRY
7 INFRASTRUCTURE
8 LEARNING ENVIRONMENT
 *B=ax1+bx2+cx3+dx4

Your suggestion for improvement

Signature of user:

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11.7 FEEDBACK ANALYSIS REPORT: QR/ACA/07-07

Library User Satisfaction Analysis Report

Date of analysis:
No. of feedback collected:

Max score Actual score CSI

possible obtained
Sl. No. Parameters A=4* No. of B= (Total (B/A)*100 Remarks
feed backs rating for this
obtained parameter)
1 Availability of latest books
2 Availability of print journals
3 Library timing
4 Issue and receipt process
5 Retrievability of books and
journals
6 Response to enquiry
7 Infrastructure
8 Working environment
9 Total

 B to be taken from QR/ACA/07-06

11.8 Catalogue Card (Software )QR/ACA/07-08

11.9 READER’S TICKET: QR/ACA/07-09

(Side 1) (Side 2)
No. ………….. ………… Name of college-Emblem
From............................... Library
Valid upto.................... Vellanad
Name………………….. Trivandrum
Branch………………... Pin 695543
Library ID NO.............. Borrower’s Ticket(Not Transferable)
Signature of Member Librarian
11. 10 GATE REGISTER: QR/ACA/07-10

Date Name ID. No Time Signature

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11.11 DATE LABEL: QR/ACA/07-11

Acc. No. Call No.

……………………………………………………………………………………………………..
This book is to be returned on or before the due date stamped last

11.12 GIFT BOOK REGISTER: QR/ACA/07-12

Date Accessi Author Title Publisher; Source Remark

on No. Year

11.13 BOOK ISSUE REGISTER – STAFF: QR/ACA/07-13

Name Issue Date Acc. No Signature Return Date

11.14 BOUND VOLUME REGISTER- BOOKS: QR/ACA/07-14

Date Acc. No Title & Author Remarks

11.15 NEWSPAPER REGISTER: QR/ACA/07-15

Sl. No Title Month & Date

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11.16 NEWSPAPER/ MAGAZINES DISPOSAL REGISTER: QR/ACA/07-16

Date Quantity Signature Remark

11.17 PHYSICAL STOCK VERIFICATION / MISSING STOCK REPORT REGISTER

: QR/ACA/07-17

Date No. of books found missing

LIBRARIAN PRINCIPAL

11.18 DAMAGED BOOKS REGISTER: QR/ACA/07-18

Date Acc. No. Author Title Remark

LIBRARIAN PRINCIPAL

11.19 PHOTOCOPY REGISTER: QR/ACA/07-19

Date Start Reading End Reading No. Of copies Waste Amount

11.20 BOUND VOLUME REGISTER- JOURNALS: QR/ACA/07-20

 Date Acc. No Details of journals

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11.21 JOURNAL WATCH REGISTER: QR/ACA/07-21

Name of Journal:
Address:
Payment Details:
Year:

Periodicity

Volume Issue No Date of Receipt Librarian's signature

11.22 CD/ROMS REGISTER: QR/ACA/07-22

Date Acc. No of CD Acc.No of Book Title of book/Journal details

11.23 SUBSCRIPTION FORM: QR/ACA/07-23

SIST/LIB/JL/ Date:
To
We would like to subscribe to the following journals for our college
for the year…… as per the following details:

Sl. No Name of journal Subscription rate

SUBSCRIBER DETAILS:
CONTACT PERSON: LIBRARIAN
SARABHAI INSTITUTE OF SCIENCE &
TECHNOLOGY, URIACODE, VELLANAD,
THIRUVNANTHAPURAM 695543
Phone 0472 2884341,2884448
E mail: librariansist@rediffmail.com

DETAILS OF DEMAND DRAFT

AMOUNT: RS.
(Rupees:…………………………………………………………only)
DD NUMBER:
BANK: STATE BANK OF TRANVANCORE,
POOVACHAL, TRIVANDRUM
DATE:
Kindly acknowledge receipt of Demand Draft.
SIGNATURE OF PRINCIPAL
SEAL
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11.24 COMPUTER USAGE REGISTER: QR/ACA/07-24

Date Name ID. No Time Signature

11.25 BOOK ISSUE REGISTER-DEPARTMENT LIBRARY: QR/ACA/07-25

Sl. No& Date Acc.No. Author Title Department Signature

11.26 RECEIPT BOOK (DUES COLLECTION): QR/ACA/07-26

Date Name ID. No Amount Signature

Total Amount Remitted

Receipt No & Date
Signature
Librarian

11.27 LIBRARY MEMBERSHIP REGISTER: QR/ACA/07-27

Name ID No. No. of cards Issued Signature & Date

11.28 Photocopy Register

Date Start End reading No of copies Waste Amount

Reading
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12 Guidelines

12.1 Library User Guidelines: WI/ACA-07-01

Library rules and user guidelines: WI/ACA-07-01

 LIBRARY HOURS

8. Monday to Friday: 9.00 AM to 4.20 PM

9. Saturday: 9.00 AM to 4.20 PM
10. Circulation: 9.00 AM to 4.15PM

 LIBRARY RULES

2.1 Membership and admission to the library

 The library is primarily meant for all students, faculty members and other staff of SIST. But
others who are desirous of consulting books in the library may do so with the written prior
permission of the Principal. They shall have to consult the documents within the library.

 Application for membership is to be made on the prescribed form obtainable from the
library. A stamp size photograph also should be produced, along with the application form
for being affixed in the membership card by all categories of members.

 Students should be in their Uniform dress.

2.2 General Rules

 Every user who enters the Library shall sign the Gate Register in token of his/her
acceptance to adhere to the rules of the library.
 Keep your personal belongings in the space provided for the purpose.
 The readers shall keep silence within the library.
 Your ID card is mandatory for entry and all library use. Keep it with you and show up on
staff’s demand.
 Your ID is non- transferable.
 The readers shall behave in a civilized manner. The readers are liable for punishment if
they either misbehave or damage the books or any other property of the library.
 While browsing the books, no book should be replaced by the user on the stack
themselves.
 Books once picked out from the stack should be left in the reading table if not issued out.
 The physical condition of the book should be checked while checking out. Mutilation
of pages if found is to be brought to the notice of the circulation in-charge. Otherwise
 the borrower himself/herself shall be responsible for mutilation of the book if
detected afterwards.
 Readers are requested to let the person at the outlet check books issued. Please do
not
feel offended.

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 Underlining, marking, folding of pages etc. in the book should be strictly avoided.
 Library staff will not be responsible for things left in the library hall.
 Watching movie or video on laptop and playing game are strictly prohibited.
 Books of reference, textbook reference, illustrated and rare books, project/seminar
reports and periodicals will not be issued out.
 Please keep your mobile in silence/off mode.
 Keep library clean and neat.

2.3 Loan privileges/ conditions

Members are eligible for borrowing books from the library as follows:-

 Students: 3 books
 Teaching Staff: 5 books
 Non teaching staff: 3 books.

Period of loan
 Students: 14 days.
 Teaching Staff: 90 days, one renewal allowed after 90 days.
 Non teaching staff: 3 months

2.4 Fine/overdue charges

 Those students who fail to return the book(s) on or before the due date are to pay an overdue
charge of Rs.1.00 per day per volume after the due date till 30 days and there after Rs 2.00
per day per volume for the overdue period. Borrowing facility will be suspended until the
dues are cleared.

 Student Members against whom books are outstanding for more than three months shall not
be entitled to borrow books until all books have been returned and all dues have been paid.

 Depending on the demand by the users for certain books, the librarian may fix a shorter
period of loan for a book or withdraw a book from circulation temporarily.

 Books on loan can be recalled at any time irrespective of the period of loan, if needed, and
non compliance may lead to the cancellation of membership.

 Members are not permitted to get a book on loan continuously. Books taken on loan should
be returned and can be got re-issued after one week if it has not been reserved by other
members.
 Bound volumes and loose numbers of periodicals, question papers, project/seminar reports,
manuscripts, reference books, damaged books and Text Books from the Reference Book
collection are not issued on loan. But members have the privilege of getting Text books
issued for photocopying.

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 Before leaving the counter the member must satisfy himself as to whether the books lent to
him/her are in sound condition and if not, he/she must immediately bring the matter to the
notice of the assistant on duty at the counter. Otherwise he/she shall be held responsible for
any damage discovered afterwards.

2.5 Damage/ loss of borrowed books

 The loss of books on loan should be immediately reported to the Librarian. Members are
liable to replace such books or bear the cost of replacement as fixed by the Librarian.

 They are liable to pay overdue charges in addition to three times the cost of the book on
which the loss was reported. If one volume of a set is damaged or lost the whole set may be
required to be replaced.

 No book will be issued to such members till the loss has been cleared. If the book reported
as lost is later found out and returned then overdue charges will be levied from the due date.

 Photocopying of library books and journals may only be carried out within the Copyright
regulations. Before taking any book or journal for photocopying, permission must be
obtained from the library staff on duty.
2.6 Issue System
 Members will get at the time of admission a Membership Card and as many Borrowers’
Tickets (Reader's ticket) as the number of books they are eligible to borrow.

 On each occasion when a book is borrowed a Borrower’s Ticket is to be given at the counter.
The ticket will be returned to the borrower when the book is returned

 The Borrower’s Ticket and the Membership Card are not transferable. Sub-lending of books
is a misuse of the privilege and is to be avoided.

 Special care should be taken to see that the Membership Card and Borrower’s Tickets are
not misplaced or lost. All losses are to be reported immediately to the Librarian.

 Duplicate Membership Card will be issued on receipt of the report of the loss and on
payment of Rs.50/- to enable a member to continue his membership.
 Duplicate Borrower’s Tickets will be issued a month after the receipt of the report of the
loss, at the discretion of the Librarian. Members shall pay Rs. 25/- for each duplicate
Borrower’s Ticket.

CLEARANCE CERTIFICATE/ NO-DUES CERTIFICATE

 Only on production of all the Borrower's Tickets and Membership Card issued to them, will
be issued No-dues Certificate

LIBRARIAN PRINCIPAL