The College

LIBRARY MANUAL
A Guide for LIS Professionals

DEPARTEMENT OF COLLEGIATE EDUCATION

nd
2 Floor, DTE Building, Palace Road, Bangalore – 560 001.
Phone: 080-22283758/ 22343794
www.dce.kar.nic.in, Email: tqmcce@kar.nic.in
2015
 EDITORIAL COMMITTEE
Shri. Chakravarthi Mohan IAS Commissioner Chairman
Shri Shankarappa KAS CAO & Director I/C Member
Dr. Krishne Gowda Additional Director Member
Dr. Siddalinga Swamy Special Officer (QAC) Member Secretary
Shri. M.S. Girish Rathod Head, Library & Information Centre, Member
GFGC, Sirsi (UK)

THE COLLEGE LIBRARY MANUAL DRAFTING COMMITTEE MEMBERS

Dr. U.S. Vijayraj Kumar Shri. M.S. Girish Rathod Dr. N.N. Arabagonda
Shri. Dheeraj S.M. Ms. Vanaja M.N. Dr.B.R. Gadagin
Dr. Mahesh D. Horakeri Smt. Nirupa J. Shri. Gurumurthy G.R.
Dr. M. Manjunatha Smt. Jayamma K.V. Shri. Prakash M.H.
Dr. Y. Umesh Kumar Dr. Mallikarjun Mulimani Shri. C.S.Venkatarama Reddy
Dr. Vasappa Gowda Shri.H.B. Madivalar Shri. M.C. Patil
.

First Edition, September – 2015

Pages: v+102

©DCE - Bangalore, 2015

Published By,
Department of Collegiate Education
Government of Karnataka
2nd Floor, DTE Building,
Palace Road, Bangalore – 560 001.
Phone: 080-22283758/ 22343794
www.dce.kar.nic.in,
Email: tqmcce@kar.nic.in
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KAUSHIK MUKHERJEE # 320,3'o Floor, Vidhana Soudha
Bangalore - 560 001
CHIEF SECRETARY
fu*6 uaoJosd6r e-mail : cs@karnataka.gov.in
dauasad duoed Phone : Off: +91-80-22252442 I 22253716
Fax : +91-8A-22258913
GOVERN MENT OF KARNATAKA

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 CHAKRAVARTHI MOHAN
Commissioner Department of Collegiate Education
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Ref N o : DC E I35I Library -Manu al I 2A 1 4 - 1 5 I Academ ic-2 Dated: 04.09.201 5

Preface

This College Library Manual is about procedures for maintaining and managing
libraries. The operational guidelines herein have been prepared in consultation with
experienced librarians and fully comply with court judgements, Government orders,
circulars and related literature.

The eight priority areas elaborated include:

LTeaching and Learning: To create conducive environment for an interactive and

application oriented experiential learning
. 2. Research: Foster research orientation among students and faculty in basic and
applied areas in various disciplines.
3. Consultancy Services: To take academic proficiency to corporate and community
level by providing cost effective solutions.
4. People: To make the college libraries under the Umbrella of DCE a preferred
destination for work and study to enhance information and knowledge.
5. Global Perspective: To encompass a national and international viewpoint in
teaching, research and consultancy.
6. Good Governance: To bring transparency and accountability in college library
operations.
7. Social Relevance: Position itself as a catalyst in social change.
8. Entrepreneurial Culture: Nurture entrepreneurial capabilities to accelerate growth.

. The Library Manual can be used as a guide for allthe library and information Science
Professional, administrators of Government First Grade Colleges, Management of
Government Aided and Self Financing First Grade Colleges, colleges of education and Law
colleges'which are functional under the Department of Collegiate Education in Karnataka
state for the smooth functioning of the college library. The pilot compilations will go a long
way in optimizing our efforts to enhance higher access to education.

Q.
(chak ruffihi Mohan)

2nd Floor, DTE Buildihg, Palace Road, Zde d)d&, slogd e,Jdd, Qedabd dd,
Bangalore-560001, 060001
alorld.ocb -
Tel :080-22263327
E-mail : bngcc e@kar.nic.in
Fax :080 22283758
 ACKNOWLEDGEMENT

I would like to express my gratitude to the many people who saw me through this
book; to all those who provided support, talked things over, read, wrote, offered comments.
This Library Manual is a product of collective thinking and contributions of a large number
of people.
We also acknowledge the contributions of Shri. T.N. Prabhakar, Shri. Krishnegowda
and Shri. Shankarappa KAS in shaping this manual. Several people researched and sourced
the material and information to put together this manual. We also recognize the contributions
of the college library manual drafting committee members.
I specially thank to educationist Prof. (Dr.) B.M. Veerabhadraiah, Professor and
Academic Coordinator, Rajiv Gandhi Group of Institutions, Bangalore., Prof. Srinivasa
Raghavan, Department of Library and Information Science, Bharatidasan University, Trichy,
Tamilnadu. Dr. S.B.Patil, University Librarian, Karnatak University, Dharwad., and
Dr. B.U.Kannappanavar, Librarian, Sahyadri Arts & Commerce College, Shimoga., who
went through the draft and made valuable suggestions.
Last but not the least: I beg forgiveness of all those who have been with me over the
course of preparing this manual and whose names I have failed to mention." However, the
manual would not have been possible without the kind support and help of many individuals.
I would like to extend my sincere thanks to all of them. I welcome feedback in the form of
suggestions, additional inputs and opinions to enable us to further improve the approach and
content of this manual.

DR. SIDDALINGA SWAMY

Coordinator,
State Quality Assurance Cell (SQAC),
Office of the Commissioner of Collegiate Education,
Department of Collegiate Education,
Bangalore – 01.

i
 CONTENTS
Chapter Page
Particulars
No. No.
1. Library: An introduction 1
1.1 General Meaning for Library
1.2 Library in Education
1.3 Need for Academic Libraries
1.4 Librarianship and Ethics
1.5 Role of Various Commissions in the Development of Libraries in
Higher Education

2 Library Personnel 11
2.1. Functional Organisational Structure and Job Description of Library
Personnel
2.2. Staff Pattern for College Library
2.3. Career planning and advancement of Library Personnel

3. Library Advisory Committee 19

3.1. Formation of a Library Advisory Committee
3.2. Terms and objectives of a Library Advisory Committee
3.3. Functions of the Library Advisory Committee
3.4. Librarian and Library Advisory Committee

4 Library Budget 24
4.1. Library Budgeting procedure
4.2. Various Grants/Aids to College Libraries

5. Library Space and Building 26

5.1. Role of Librarian in Library Building
5.2. Standards & Specifications of Library Building by UGC & ISO
5.3. Ten years Projection of Library Building

6. Library Furniture and Equipment 35

6.1. Standards for Furniture and Equipment
6.2. Lighting
6.3. Facilities

ii
7. Library Collection Development 38
7.1. Objectives
7.2. Importance and Quality of Library Information Resources
7.3. Size of Collection and different formats of Information Resources in
Libraries
7.4. Preparation of Collection Development Policy
7.5. Guiding Principles for Collection Development Policy
7.6. General Principles of Selection of Learning Resources
7.7. Sources of Selection
7.8. Suppliers/Vendors: A Selection Criteria

8. Acquisition Procedure and Invoice Processing 43

8.1. Acquisition Methods
8.2. Book Selection Committee
8.3. General Rules for Acquisition/Procurement of Books/materials
8.4. Accession Register and Invoice/Bills Processing
8.5. Process in work
8.6. Subscription of Journals
8.7. Maintenance

9. Stock Verification and Shelf Rectification 51

9.1. Common Stock Verification and Recovery Policy
9.2. Write off/Loss of books
9.3. Procedure for Write off
9.4. Common Cost Recovery

10. Library and Information Services and Facilities 55

10.1. Circulation
10.2. Newspaper Clippings
10.3. Reference Service/Referral Service
10.4. Inter-Library Loan
10.5. User Education
10.6. Career Guidance
10.7. Information and Communication Technology (ICT) enabled
Services
iii
11. Library Rules and Regulations 62
11.1. Library Working Hours
11.2. General Rules & Regulations of College Library
11.3. Limitations of Books for Faculty and Students
11.4. Overdue and Loss of Books Charges (Fine & Penalty)

12. Automation and Networking of Libraries 67

12.1 Automation of Libraries
12.1.1 Hardware Requirements
12.1.2 Infrastructure and Requirements of Automated Serials
12.1.3 Subsystems of Automated Serials
12.1.4 Infrastructure and Requirements of an Automated Cataloguing
12.1.5 Subsystems of an Automated Cataloguing System
12.1.6 Infrastructure and Requirements of an Automated Acquisition
12.1.7 Subsystem of an Automated Acquisition System
12.2 Networking of Libraries
12.2.1 Types of Networks and Information Services through Networks
12.2.2 Network Services
12.2.3. Need for Networking
12.2.4. Web Portal

13. Creation of e-Libraries and Digital Contents 72

13.1 Infrastructural Facilities to be Provided for Running E-Library
13.2 Software Requirements
13.3 Open Sources Software

14. Innovative/Best practices of a College Library 74

14.1 Management and Administration of a Library
14.2 Collection and Services
14.3 Extent of Use of Services
14.4 Use of Technology in Libraries

15. User Education and Information Literacy Programme 77

iv
16. Library Annual Report and Statistics 79
16.1 Necessity of Annual Report on Library
16.2 Content of the Report
16.3 Draft of Annual Report
16.4 Compliance of Audit Reports, Enquiry Reports of the Department

17. Library Reading Room 83

18. Book Bank - SC/ST and UGC 85
19. Bifurcation of Libraries: PU/UG/PG 86
20. Observation of CDC, Parents and Students on Library Usage 87
21. NAAC/IQAC Preparation 90

22. Common Standards and Specifications for Library Records 93

Maintenance
22.1 Accession Register
22.2. Journal/Magazine Register
22.3. Non-Book Material Accession Register
22.4. User Entry Register (A. Student & B. Faculty)
22.5. Photocopy Register
22.6. Internet and E-Resources Access Register
22.7. Visitors Book
22.8. Stock Entry Register for Furniture, Equipment‟s & Consumables.
22.9. Membership Register (A. Student & B. Faculty)
22.10. Fine/Penalty Collection Register
22.11. Browne Issue System: Due date Slip, Book Pocket, Book Card &
Borrower‟s card
22.12. Membership Form (Student & Faculty)
22.13. Book Recommendation/Indent Form
22.14. Library No-Dues Certificate (Student & Faculty)
22.15. Library Stamps (A. Ownership Stamp B. Accession Stamp
C. Reference Book Stamp D. Donated Book Stamp)

v
 1. LIBRARY: AN INTRODUCTION

A library is an organized collection of sources of information and similar resources,

made accessible to a defined community for reference or borrowing. It provides physical or
digital access to material and may be a physical building or room or a virtual space or both. A
library's collection can include books, periodicals, newspapers, manuscripts, films, maps,
prints, documents, microform, CDs, cassettes, videotapes, DVDs, Blu-ray Discs, e-books,
audiobooks, databases, and other formats.

The word “library” derives from the Latin word liber, means “book,” whereas a
Latinized Greek word, bibliotheca, is the origin of the word for library in German, Russian,
and the Roman languages.

1.1. General Meaning of Library

A place set apart to consisting of books, periodicals, and other material for reading,
viewing, listening, study or reference in a comfortable peaceful environmental
accommodation, or a building where books may be read or borrowed.

A modern general term for library is; Library and Information Center, Resource
Center, Knowledge Center, Learning Resource Center, etc. (Currently NAAC using term is
Learning Resource Center. The Librarian can be better to use library term according to the
UGC or NAAC guidelines at time).

1.2. Library in Education

A well-equipped and well-managed library is the foundation of modern educational
structure. The importance of library in education can be appreciated properly and precisely
only if we try to understand the changing concepts of education. Today, education bereft of
library service is like a body without soul. Education and library service are twin sisters and
one cannot live apart from the other.
A modern trend of education is to develop a thinking individual who should prove to
be a self-reliant person in every walk of life. Such a kind of thinking individual can be
created only if he is initiated into the channels which lead him in right directions for proper
development of his/her mind and evolution of knowledge and growth of intellect. This can be
achieved by wide reading which is sure to lead him to form his independent judgment of the
problems facing him in many walks of life. This, in its turn, can be attained by deep reading
relevant content interested for quest of knowledge in the libraries referring books, periodicals
1
and other kinds of materials. The librarian is rightly called the friend, the philosopher and the
guide but the person must be well-read and well-acquainted with the tools of his trade. He
must have full knowledge of the material with which he has to deal. The library consists of
the trio i.e. the books, the readers and the librarian.
Books are the prime media for knowing the latest trends in the ocean of knowledge.
Without the help and ready co-operation of a library no formal educational programme can
fructify. A college, in order to achieve its aims, takes the help of its library. “The functions of
the college, despite changes which occur periodically, appear to follow a consistent pattern.
These may be described as;
i. Conservation of knowledge and ideas;
ii. Teaching
iii. Research and Innovation;
iv. Publication;
v. Extension Service and
vi. Critics and Interpretation
The importance of a library in education from the cradle to the grave and from the
primary stage to the highest stage of learning, library serves as an unfailing companion.
Every educational programme must be preceded by the provision of library services if the
national expenditure on formal education is to be utilized and justified in a proper manner.
The aims and methods mentioned above form the kernel of the philosophy of education and
library service.

1.3 . Need for Academic Libraries

According to Professor D.S. Kothari, Chairman of Indian Education Commission
(1964-66) “A Library should provide facilities and services that are necessary for formal
education and which open the vast world of books to readers beyond their area of
specialization so that, reading habits are encouraged among the students and researchers for
entertaining self-awareness, personal development and mental curiosity also encouraged
among them. Employees of a library should present the workshop as mental workshop and
they should in association with teachers to impart education and knowledge.
Academic libraries classified into three different types; School, College and
University library with this aim in view, management of all educational institutions need to
re-engineer libraries of their respective institutions so that, librarians and teachers enhance
the academic functions of libraries and adequately contribute to the complete academic

2
programme. University Grants Commission, while sanctioning grants to colleges and
universities ensure that libraries at these places are the centers of learning and teaching and
are used to acquire knowledge in the related areas of interest.

1.4. Librarianship and Ethics

Padmashri Dr. S.R. Ranganathan‟s the Five Laws of Library Science which reveals
good librarian to achieve the ideals set before him. These may briefly be mentioned below for
comprehending the proper place of library in the realm of education.
LIS profession being multifocal should try to contain the basic ideas of all approaches
so that a wholesome and workable philosophy is ensured. In view of this fact, the philosophy
of librarianship should include the following five laws of library science are cardinal
principles to be observed by a LIS professional in all his possible relations. (Contained in
nutshell in the five laws of library science enunciated by Dr. S.R. Ranganathan)
i. Books are for use.
ii. Every reader his/her book.
iii. Every book its reader.
iv. Save the time of the reader.
v. Library is a growing organism.
Librarianship is noble and exalted profession. Service of mankind is its motto. It is not
a business and those who entertain missionary outlook and habits may not be fit persons for
this emulated profession. Librarians are the persons who have to be vigilant and conscious to
keep existing high ideals alive. Rather it is desirable that they should build even healthier
traditions for the steady growth of this profession.
Dr. S.R. Ranganathan says, “Librarianship” is a noble profession. A librarian derives
his joy in seeing the dawn of joy in the face of the readers helped by him to find the right
books at the right time.
The essence of the profession is that, although people enter to gain a livelihood, the
measure of their success is the service they perform, and not the financial gains which results
in an unethical role.
The criteria for determining a profession may be:
i. Intellectual operations coupled with large individual responsibilities,
ii. Raw materials drawn from science and art of learning,
iii. Practical application,
iv. An educationally communicable technique,
3
 v. Tendency towards self-organization, and
vi. Increasingly altruistic motivation.
Further the Librarianship has certain duties which are the guiding principles of the
profession. They are
a. Duty towards the Readers
A librarian is for the readers and the latter cannot do without the valuable and expert
services of a qualified librarian. Their bond of friendship is unbreakable. A librarian is called
the guide, Teacher of Teacher, Information officer, Resource Manager, Knowledge Manager,
the philosopher and the friend‟ of the uninitiated and the scholar alike. A librarian has an
onus to prove himself worthy of this honour. He can do so by attaining proficiency in library
principles and techniques so as to facilitate the readers to find out their requisite information
and reading materials.
The fourth law of library science – „Save the time of the reader‟ – also enjoins a duty
upon the librarian to save the time of readers by taking resort to time-saving devices, so that
their tempo and interest in reading are sustained.
b. Duty towards the Books
Book - the life blood of great thinkers of the past and the present-are the essential
constituents of a library. Without these a library cannot come into existence.
A book may be compared to a human being. Like the latter, it has a soul and a body.
Paper, binding arid printing constitutes its body while the actual contents of the book
constitute its soul. A librarian owes a duty to keep its body clean like his own body and save
it from destruction by its enemies i.e. insects, mites and white-ants. He should repair it at the
right moment it is torn and also treat it with precautionary insecticides at periodical intervals.
Besides, librarian has to take appropriate steps to save the book from its other enemies which
include fire, water, dust and human thieves etc.
The third law of library science viz. „every book its reader‟, is of an obligatory nature
and a librarian must use all publicity methods in order to bring each book in the limelight.
Librarian can do so by putting stack guides and using labels and other hand-bills, by
arranging lectures and by the use of topical sequences etc.
c. Duty towards the Profession
A profession is a calling, for admission to which, special training, education and
characters are required. The exalted profession of librarianship being a learned profession has
public service as its ideal. To maintain this high ideal, a librarian should cultivate

4
„professional habits‟ and should shun the bad „business habits‟ with good role model
personality.
A librarian should see that he should never do anything which mars the profession or
which undermines its foundations.
Every librarian should try to help his profession brethren in whatever small way he
can do. He should try to inculcate fellow feeling amongst his fellow librarians so that the
intellectual and material well-being of librarians is vouchsafed. In this way, he becomes
instrumental in ensuring fuller education of the nation as a whole.
A librarian should never use discouraging words against his predecessors and other
professional brethren in the presence of his readers because it will ultimately throw a
reflection upon his own character and the readers will ultimately have very poor impression
about these professionals.
d. Duty towards the staff
Each member of the staff should be regarded by the librarian as colleague and should
be encouraged to realize that his work, however menial it may appear, is essential for the
smooth working of the whole library establishment.
Further, in the assignment of work and hours there should be no marked leniency
towards certain members. Nor the shifting of unpopular tasks always to those who are the
most willing to do them. Long service is not always a reason for favored treatment, nor a low
salary an excuse for poor work.
e. Duty towards himself
Duty of a librarian to himself means the acquaintance of a librarian with those books
with which he is there to serve his clients. Librarian must know something of everything as
jack of many books but master a few books so that he may fulfill his duty to himself in a
befitting manner.
f. ‘Musts’ for a librarian
A librarian to be a successful profession must keep burning the seven „lamps of
conduct‟
i. Impersonal Book Selection
A librarian must select books without any prejudice. He should not accept the books
if these are below standard. He should not reject books on the basis of his personal
dislike of the authors of the books under the garb of declaring these as below
standard.
5
 ii. Service before Self
Service before self must be the motto of a librarian since he is there not for himself
but is a means to an end i.e. fulfillment of the reading requirements of his readers.
iii. Split-mind
A librarian must have a split-mind. In other words he should be capable of keeping
alive the unfulfilled demands of his readers in his mind until he fulfills the same.
Secondly, he should be capable of attending to many enquiries at a time for readers.
He must have an active mind.
iv. Sympathetic behavior
A librarian must have sympathetic attitude towards the readers and should try to
induce and inculcate self-confidence amongst them. He should treat them in such a
manner that he becomes a loveable personality.
v. Tact
A librarian must be tactful; otherwise he will find it difficult to succeed since he has
to deal with various types of human beings. Unless he tackles them in a tactful
manner, he is sure to bring bad name to the profession.
vi. Industry
A librarian‟s job is not a „bed of roses‟. It demands hard labour and perseverance.
Those who cannot put their heart and soul into their jobs are advised to tap at some
other door. Librarianship is not the last resort for the rejected souls. A librarian must
be industrious and patient in his disposition and nature.
vii. Scholarship
A librarian‟s must be a scholar himself first, so that he may serve as a guide to others
in the true sense of the word „Guide‟. He should be fully conversant with the reading
materials which are stocked in his library in order to guide his readers with smile.
His scholarship should attract research workers towards his library and himself.
g. Professional Misconduct
Insincerity is professional apostasy and trickery which may be called as professional
immorality. Professional misconduct consists in the failure of a librarian to fulfill his duties
as enumerated above. Anyone found guilty of such misconduct should be dealt with sternly
so as to set an example for others. This obligation can and should be shared by the national
library associations and the state library associations. By laying down certain standards, these
should find out as to whether any librarian is guilty of professional misconduct. Proper

6
sanctions and machinery should be provided to ensure proper observance and execution of
their commands.
The principles enunciated above should be the Geeta, the Quran and the Bible of
librarians if they want their profession to outpace other noble professions like Law, Medicine
etc. These principles are not mere precepts for preaching purposes but are based on
experience and wisdom of seasoned librarians. These should be put into practice right
earnestly.

1.5. Role of various commissions in the Development of Libraries

Education and libraries are the twin sisters and one cannot be separated from the
other. And libraries are the main base of academic system and today they are treated as the
heart of educational organizations. The progress and development of a country is mostly
depends only on the libraries especially on academic libraries. Therefore efforts have been
made since very beginning to constitute various committees and commissions at time to time
for the betterment of academic libraries in India. These committees and commissions are
called the agencies. In India, before and after independence many commissions were formed
stressed the importance of libraries in higher education.
1. Hunter Commission (1882) – Hunter commission was set up in India in 1882 in British
period for the improvement of libraries. The commission reported that the students have
only the interest in reading the books of their study. They did not have interests in other
books of general knowledge. Therefore, commission suggested for establishing the
libraries in schools and colleges.
2. Indian University Commission (1902) – Indian University commission was set up in
1902 with the efforts of the Viceroy Lord Curzon in relation with the matters of academic
libraries of India. This commission also forced to organize well the academic libraries in
the country for the progress and development.
3. Sadler Commission (1917-19) – The commission recommended that „It is right and
proper that the College/university should provide great libraries and great laboratories of
research with great scholars to direct them. It further recommended that “the librarian
ought to be a functionary of great importance, ranking with professors and having a place
in the supreme academic body of the college/university.

7
4. The Radhakrishnan University Education Commission (1948-49) - The commission
observed that “the libraries are the heart of all the College/University‟s work; directly so
as to regard his research works, and indirectly as regards its educational work, which
derives its life from research. Scientific research needs a library as well as its laboratories,
while for humanities research the library is both library and the laboratory in one… both
for humanistic and scientific studies, a first–class library is essential in a
college/university.
5. University Grants Commission (1953) – Indeed, the development in academic
environments in India has only been with the setup of UGC in 1953. The UGC, for the
progress of education, developed a system in the libraries. In which UGC announced to
give regular and other extra grants to libraries for books periodicals, furniture, building,
tools and equipment‟s and staff of the libraries of college as well as university libraries.
The place of libraries significantly became better.
6. Ranganathan Committee (1957) – UGC setup a committee in 1957 under the
chairmanship of Dr.S. Ranganathan, which identified the standards regarding the
working, service conditions and pay scales of the staff of the library.
7. Advisory Committee (1958) – An advisory committee to libraries was setup in 1957
under the chairmanship of Dr.K.P.Sinha to give suggestions and advice concerned with
academic libraries of the country. This report which was also known as Sinha Committee
Report, prepared by the commission was given in which advises were given that
government should provide much financial support to all academic libraries for their
development.
8. The Kothari Education Commission (1964-66) - was very much pertinent about the
importance of a library in an educational institution when it pointed out that, “Nothing
could be more damaging to a growing department than to neglect its library or give it a
low priority. On the contrary, the library should be an important center of attraction in the
college and university campus. There is no dearth of such expert opinions on this matter
even in foreign countries.
9. V.P. Joy, IAS Committee (Government of Kerala - 1994) -The committee makes its
recommendations on the three main aspects for improvement of college libraries; with
respect to procedural reforms, technical matters and general aspects. The committee
identified the causes for in efficiency of college libraries, and makes recommendations
for quality assurance of information services in colleges stressing qualification and status
of staff, development of need based collections, use of computers for storage and
8
 processing of information, and ensuring proper management. The Committee considers
that the successful performance of the college librarian demand. An understanding of
academic objectives, a significant level of academic expertise and working partnership
with heads of teaching departments. The Committee recommended that treating librarians
at par with teachers, by revising qualifications of the library staff as per UGC norms,
granting academic status and service conditions to librarians equivalent to teaching
faculty. It had suggested for an amendment of purchase rules to enable acquisition of
electronic documents, qualitative development of the collections, staff formulae based on
user strength and levels, and methods to ensure participation of users in library
development.
10. Statute of teacher described by the MHRD; UGC/AICTE (Under Section 28(r),
28(u), 53(iv) of M.U. Act 1994): "Teacher" means full time approved Professor,
Associate Professor, Assistant professor, Lectures, Librarian, Director or Instructor of
Physical Education in any affiliated or autonomous colleges, Engineering and
Technology faculties/Departments of universities or other institutions of Technical
Education including Architecture and Pharmacy at degree or equivalent level.

11. MHRD and UGC Regulations (2009-10): The Govt. of India, Ministry of Human
Resource Development, Department of Higher Education vide its letter No. 1-32/2006-
U.I /U.I(i) dated 31.12.2008 has approved a new scheme stipulating revised pay structure,
service conditions and educational qualifications in respect of Teachers, Librarians and
Physical Education Personnel of Universities and Colleges. Further, the University Grants
Commission in its Notification No.F.1-1/2002 (PS) Exmp, dated 12.06.2009 and No.F.3-
1/2009 (PS) dated 23.09.2009 has issued guidelines regarding the minimum qualifications
required for the appointment of teachers, Librarians and Physical Education Personnel
and other academic staff in Universities and Colleges and for their Career Advancement
and the measures for the maintenance of standards in Higher Education.

The University Grants Commission vide its No.F.3-1/2009 dated 30.06.2010 has
notified the UGC regulations on minimum qualifications for appointment of teachers,
librarians and physical education personnel and other academic staff in universities and
colleges and measures for the maintenance of standards in higher education 2010 (Gazette
of India on September 18, 2010 (BHADRA 27,1932) in Part II - Sec. 4).

9
 The Govt. of Karnataka vide its order No. ED 37 UNE 2009, Bangalore, dated
24.12.2009 has revised the UGC Pay scales of the Teachers, Librarians and Physical
Education Personnel of Universities and Colleges in the State under the control of the
Department of Higher Education.
Therefore, as above mentioned various commissions‟ reports and recommendation a
librarian serving in academic institutions is considered as „Teacher Librarian‟. The
college librarians‟ designation is equivalent and modified as Librarian/Senior Scale
Librarian treated as Assistant Professor and Selection Grade Librarian treated as
Associate Professor and Chief Librarian treated as Professor, in order to recognize
valuable service of librarians at par with teaching faculty especially in higher education
institutions.

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 2. LIBRARY PERSONNEL
Library Profession has become a complex profession today. This requires a detailed
and specialized knowledge. The knowledge required pertains to employees, finance, books
and information services. A modern library should plan itself in such a way, that it is able to
satisfy the readers. It should change, improve, and expand with time. Today‟s
colleges/universities are associated not only teaching; research, expansion, publication but
they are required to analyze and innovative on different issues. Hence, their libraries are
expected to contribute in all these activities. To carry out all the functions of library, trained
and qualified library professionals are required.

2.1. Functional Organisational Structure and Job Description of Library

Personnel for College Library

Principal

Library Advisory Committee Librarian

Assistant Librarian

Library Assistants Clerks/Computer Operators

Attendants/Attenders Peons Security Guards

Functional organizational structure of the college library

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2.1.1. Librarian
The Librarian is a head to the Library and Information Center and certified member of
the staff; responsible directly to the principal/head of the institution. By his/her experience
he/she may be a Senior/Selection Grade/Associate Professor cadre. The designation may vary
from time to time according to the government regulations. He/she is eligible to avail all the
benefits as that of a teacher in any discipline. The primary function of the Librarian is to aid
the Department of Collegiate Education and a concerned university operates and administers
all facets of the learning resource programme. In support of these functions, the Librarian will
be responsible for the daily operation of the learning, the implementation of the collection
development, public services, technical services, public relations, interactive media
conferencing, and mediated instruction functions, and the immediate supervision of the
Library staff.

As librarian is responsible to the Principal as Head of the Department (HoD) of Library

and Information Science/Center,
A. The job description of a College Librarian is as follows;
i. Assume responsibility for the daily operation of the Library and the supervision of the
staff.
ii. Assist in the preparation of the Library budget
iii. Implement the collection development process and planning and developing of the
library.
iv. Supervising the process of cataloguing and indexing of books and periodicals.
v. Provide reference services as needed.
vi. Orienting the users towards effective utilization of Library services.
vii. Assume primary responsibility of managing the maintenance of print and non-print
materials and equipment‟s in the library.
viii. Supervising circulation (charging and discharging) of books and learning materials.
ix. Arranging for stock verification of library collection and weed-out/write-off books.
x. Strengthen library automation, e-library-digital aspects.
xi. Maintain records and statistics and submit reports as required.
xii. Provide bibliographic instruction upon request.
xiii. Promote and implement mediated instruction, interactive media conferencing, and
other related emerging technologies.
xiv. Promote a Library atmosphere conducive to study, reading and research.

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 xv. To attend/participate library related meetings, workshops/seminars/conference/
orientation programmes/refresher courses/any other training programmes.
xvi. Represent the Library as a member of college-wide and university-wide committees.
xvii. Assign and supervise the duties of library staff.
xviii. Maintenance and Supervision of library premises.
xix. Teaching students on scholarly information resources and Scholarly communication.
xx. Initiate and process purchase of materials if any for library.

B. Main Roles and Responsibilities of the Librarian

i. The Librarian is eligible for other various duties are; (Reference:
No.:KU/Aca(S&T)BAD-291/Lib&inforSci(UG/PG)2013-14/798 Dated:26/04/2013)
a. To consider for providing the teaching works to teach Personality Development and
Communication Skills/Computer Applications/Soft Skills papers for librarian at UG
courses.
b. To consider librarians for appointment of external senior supervisor for various UG
examinations.
c. To consider librarian for the appointment/nominations to be the member of Local
Inquire Committee (UG) for various LIC committees.
ii. The Librarian is eligible to teach compulsory subjects prescribed by the respective
university, and also Librarian is eligible to teach Library & Information Science
(LIS)/Library & Information Literacy (LIL)/Media & Information Literacy (MIL)
subjects.
iii. The librarian should teach four hours in a week, it may extend up to eight hours a week
depending on their library workload and availability of library supporting staff. In case
of there is no LIS/LIL/MIL/Compulsory subjects, teaching may be exempted.
iv. The librarian is eligible to take responsibility of in-charge principal. In the absence of
regular Principal, the librarian may act as in-charge principal on the basis of teaching
staff seniority maintained by the college. Since there is no discrimination between
teaching faculty and the librarian.
v. The Librarian/Library in-charge has to verify and certify all kinds of library procurement
bills before submit to the principal/accounts section for making payment.
vi. The Librarian may decide issue period of books (reading materials) on availability of
their library collection and at the convenience of circulation.
vii. Arrange to issue no-due certificate to the faculty and students on verification.

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viii. Handing over the Library charge while Transfer/Deputation/Superannuation of the
Librarian can give charge to the Principal or Principal nominated staff, for that
substantiation librarian may collect No-dues certificate from the Principal.
ix. In case of transfer of librarian the process of handing over/taking over charge, Librarian
has provision to avail 10-20days of OOD. It may extend another 10 days, if the stock is
more in either of situation. (Sometime librarian transferred in the middle of academic
year; usually library reading materials may have been circulated to users, in such occasion
librarian may also make provision to take charge of library stock after annual stock
verification).
x. The librarian/library in-charge has empowered to utilize Reading Room fund as per the
norms by the approval of Principal/LAC.
xi. The librarian may nominate as a coordinator/convener to Magazine Editorial Committee
and empowered to utilize magazine fund (collected by the students) for print/publish the
college magazine through quotation/tender by the approval of Principal/magazine
editorial committee.

2.1.2. Assistant Librarian

The Assistant Librarian work under the supervision of a Librarian provides a wide
variety of work/services and administrative support. The Assistant librarian is responsible to
the Librarian.
Job Description:
i. To check-in, check-out and circulation of library materials.
ii. Perform patron registration and transaction activities.
iii. Process new books, maintain circulation records and make reserves on requested
books.
iv. Manage library data and reports utilizing library software systems.
v. Maintain library materials including bibliographic and other library files.
vi. Train and supervise library clerks and assistants in their job duties.
vii. Assist staff in classification, cataloging, preparing, and organizing library
materials according to established policies.
viii. Assist readers in finding books and help students and faculties in research
problems and reference questions.
ix. Maintain the library in the absence of the Librarian or in-charge of library.
x. Address administrative issues like colleting fines and managing reservations.

14
 xi. Arrange to maintain library clean, safe and organized.
xii. Conduct library promotional activities and prepare press releases and newsletters
to attract more readers.
xiii. Organize book talks, tours, multimedia programs, exhibition and displays.
xiv. Edit bibliographic record to add or remove items according to current library
stock.
xv. Perform the library work as assigned by the librarian at time to time.

2.1.3. Library Assistant

The Library Assistant is responsible to the Librarian/ In-charge of Library.
Job Description
i. To work under overall supervision of the Librarian.
ii. Cataloguing and indexing of books and periodicals.
iii. Assist the Librarian in supervision and administration of Library.
iv. Keep the books, ready for circulation (if closed access).
v. Assist the users towards effective utilization of Library services.
vi. An arrangement for the maintenance and repair of books, periodicals and other related
equipment in the Library.
vii. Arrangement of non-book materials.
viii. Assisting the Librarian in book selection and acquisition.
ix. Managing special assignments/tasks as entrusted by the Librarian.
x. Circulation (Issuing and receiving) of books and learning materials.
xi. Maintenance of the library registers (Accession/periodical) and other statistical
records.
xii. Shelving and rectification of library collection on day to day basis according to the
system of the library.
xiii. Any other library works allotted by the librarian.
2.1.4. Library Clerk/Typist/Computer Operator:
The Library Clerk/Typist/Computer Operator is responsible to the Librarian.
Job Description:
i. To work under the overall supervision of the Librarian and/or the Assistant Librarian.
ii. Assist the Librarian and Assistant Librarian in cataloguing and indexing.
iii. Issuing and receiving of books.
iv. Restoring of books and periodicals.

15
 v. Completing special assignments/tasks as entrusted by the Librarian/Assistant
Librarian.
vi. Typing work /library routine work.
vii. Manages and maintain the Library Database, Data entry and library software.
viii. Any other library works assigned by the Librarian
2.1.5. Library Attendants/Attenders:
Library Attendants/Attenders are responsible to the Librarian in day to day activities.
Job Description:
i. To work under the overall supervision of the Librarian/Assistant Librarian/Library
clerk.
ii. To check at the entrance.
iii. To control at the property counter.
iv. To maintain and upkeep/cleaning of library.
v. Labeling and pasting.
vi. Repair and binding of books.
vii. To maintain the books and periodicals properly.
viii. To be present in the library for the specified working hours with punctuality.
ix. Any other work assigned by his superiors.

2.2. Staff Pattern for College Library

The Staff Pattern of college Library are to be formulated and appointed according to
the library collection, services, courses offered (UG and PG), users‟ strength and library
extension services. (The Ed 146 dated 03-10-1981 order mentioned Library staff pattern. But
this good old staff pattern is not yet revised till today.) On the basis of the revised and
modern techniques in the library the revised and modified staff pattern is as follows.
(UG) Student (UG) Student (UG) Student
Strength Strength Strength
PG up to 500 501-1000 Above 1000
Staff Pattern
Courses OR OR OR
Number of Books Number of Books Number of Books
up to 10000 10001-20000 Above 20000
Librarian 1 1 1 1
Assistant Librarian 1 1 1 1
Library Assistant 1 1 2 3
Library Clerk cum
1 1 1 2
Computer operator
Library Attendants 3 3 4 5
Peon 1 1 2 3
Security Guard 1 1 1 1
Staff pattern of the college library

16
Besides the above staff pattern, the following provisions are made based on library size/
requirements;
i. For an increase of every five hundred students‟ enrollment, one library assistant and
two library attendants should be added.
ii. Similarly, a college will be required to appoint one library assistant and two library
attendants for every addition of ten thousand volumes.
iii. When the strength of students exceeds two thousand, one more librarian, one more
assistant librarian and one library clerk should be appointed.
iv. The figures mentioned above are based on the following tentative framework of the
main functions that are expected to be carried out in the college library:
(a) Acquisition of New Books, (b) Periodicals, (c) Technical processing and services,
(d) Reference service, (e) Circulation of books, (f) Maintenance, (g) Administration,
(h) Supervisory work, (i) Documentation and (j) User Education/ Information Literacy
Training.

2.3. Career Planning and Professional Advancement of Library

Personnel
A career pertains to all the jobs that are held during one‟s working life. The
individual /institutional career planning assumed greater significance with the unparalled
growth and speed of knowledge, phenomenal increase in educational and training facilities
and widespread increase in technology made Library personnel to plan their career and
undergo training on latest development to succeed in professional advancements, promotion
and provide best services to user community.

Professional Development (PD) is a lifelong learning process, which is both universal

and individualized. It is a universal requirement of all librarians in order to keep up with the
rapid changes in the library field and maintain professionalism. Librarian‟s having
professional degrees in library and information science is not sufficient unlike in the past.
There is a demand for librarians having multidimensional aptitude in the areas of technical
work, administrative work and also in providing user oriented services through soft skills like
other professionals. The LIS professionals are also required to develop some of the
professional skills like… managerial skills, knowledge for policies and procedures, skills for
sources and services, ICT skills, communication, writing and presentation skills,

17
interpersonal and public relation skills, listening and customer service skills, teaching and
leadership skills, etc.,
In this context, continuing professional development is an essential requirement to the
modern library and information science professionals for successful career planning and
prospects. The following are some important ways and methods, on which the college
librarian needs to, think seriously and have a vision to develop their professional
competencies in order to have the bright future.

 Acquiring professional and formal education.

 Continuing education through distance and e-learning courses.
 Pursuing doctoral and post-doctoral research in India or overseas.
 Research activities; Research Supervisor/Guide, Minor/Major Research Projects.
 Reading and reviewing the latest professional literature.
 Paying visit to well managed academic, special and public libraries in India and
overseas.
 Taking affiliation to professional association and bodies.
 Attending professional meetings, conferences and seminars, workshops.
 Contributing and presenting papers in conferences and seminars.
 Publishing research articles and books.
 Participating in the LIS Forum, Consortia and professional social networks.
 Interacting with experts and fellow professionals.
 Attending workplace learning and induction programmes.
 Attending staff training and development programmes.
 Undertaking research and development projects.
 Attending administrative training programmes.
 Attending faculty development programmes.

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 3. LIBRARY ADVISORY COMMITTEE
Library committees are generally appointed for improving the library services and
framing of policies in colleges and universities. This coordinates the library services and
helps to provide high class library services. For a librarian this is practically not possible to
assume charge of everything alone in various aspects of library activities.
Library Committee refers to a group of people, who are there to perform certain
duties. This committee advises the librarian on his area of responsibility and carries out
inspections.

3.1. Formation of a Library Advisory Committee

The formation of the Library Advisory Committee is an important task in any library.
The care should be taken while selecting the members for the committee. The committee
should represent the entire stake holders of the library. It should be noted that the user
community should be represented in the committee. The committee should be formed by
looking into the type of college; whether it is an affiliated college, autonomous college or
Post Graduate college. The Principal has the discretionary powers in nominating the members
for the committee. In case of absence of the Principal, the in-charge Principal acts as
Chairman of the committee. The following members may be nominated by Principals as
members of the library advisory committee separately and independently (not exceeding nine
members).

Sl. No. Designations Position in LAC

1. Principal/Director Chairperson

2. Librarian (Head of Lib. & Inf. Center) Co-Ordinator/

Member Secretary
3. Registrar/Gazetted Manager Member
Deans (HODs in case of no faculty) of various Faculties
4. (Humanities, Social Sciences, Commerce/Management,
Member
Science; each from one faculty) (The Librarian can also
propose panel name)
5. Two Student Representatives (one male and one female
Member
in case of co-education),
Structure of Library Advisory Committee (LAC)

19
3.2. Terms and Objectives of a Library Advisory Committee
Usually the Colleges function according to the Academic calendar. Based on the
Academic calendar the college‟s academic activities are planned. Therefore, it is advisable to
form a committee for the academic year (Once in a year). The Principal is empowered to
nominate the members to the committee. In case of any member is discontinued from his/her
service, due to various reasons, the Principal can nominate other suitable members to the
committee based on the above criteria. Meetings may be conducted periodically as and when
required.
The function of the Library Advisory Committee is to support the functioning of the
library so that, it can facilitate the library development plans by advocating the library
development activities with the management/government. The purpose of the Library
Advisory Committee is to act as a channel of communication and dialogue between the
Library and its users. The Committee‟s main objective is to establish the bridge between the
Library and the academic fraternity. The following are the general objectives/duties of the
committee.
i. It shall normally meet in the beginning of the academic year.
ii. To provide general direction to the Library.
iii. To review the functioning of the library with regards to its support to the
academic programmes of the institute.
iv. To outline the library collection and development policy as and when required, in
its implementation.
v. To monitor and evaluate the trends and developments in information
technologies, networking, library automation, library cooperation, Library
timings etc., and to direct the library in their day to day function.
vi. To suggest ways and means to generate revenue from library resources.
vii. To formulate action plan for the development of library infrastructure, facilities,
products and services.
viii. Evaluate the suggestions offered by the library users.
ix. To formulate the policy for library use and procedure to be followed.
x. To assist library in providing need based information services.
xi. To assess the requirements of the new programmes being introduced and advice
the authority of library about financial status to be improved.
xii. Estimating the books procurement and allocation of budget accordingly.
xiii. To assist in stock verification, Weed out/Write off from the library stock

20
 xiv. Any other function as assigned by the chairperson of LAC for overall
development.
xv. To recommend the management to improve the library resources and facilities as
to the need.

3.3. Functions of the Library Advisory Committee

Being the advisory body, there are various functions the library committee to perform.
In some cases a committee may have its focus on policy; in others, it may serve in a “fact-
finding and information-gathering” capacity. The powers and functions of a Library Advisory
Committee vary according to the nature of the committee. In the College Libraries, the
committee remains as an advisory body. The main functions of the Library advisory
Committee are;

i. To formulate a development plan for the library

ii. To prepare the collection development and selection policy for library.
iii. To assist the Librarian in formulating general rules and regulations which govern the
functioning of the library
iv. To work towards modernization and improvement of Library and documentation
services
v. To review and take steps to enhance readership by motivation.
vi. To prepare budget proposals for the development of the Library
vii. To suggest the Librarian on the distribution of funds made available for the purchase
of books, journals and other academic requirement.
viii. To recommend to the authorities for collection of fees and other charges for the use of
the Library
ix. To seek feedback on Library functioning from readers through the Library suggestion
box.
x. To consider the annual report submitted by the Librarian
xi. To consider the views of Library users if found beneficial and to inform the user
community of the work of the committee particularly in the improved Library services
xii. To contribute a wider vision in building the future shape of Library services
xiii. To take action against the users in irregularities with who have not return the library
books on time.

21
xiv. To take action against the users in case of any misbehavior which is beyond the control
of the Librarian
xv. To take decision on the un-service-able/old books, missing/weeding out/write off
books to replace.
xvi. To approve the minutes of the previous Committee meetings.
xvii. To review and recommend the requirements like building, furniture and other fittings
in the library.
xviii. To recommend to the authorities for filling the staff requirements, vacant posts of the
library and
xix. To recommend the feasible suggestions for the improvement of the library and library
timings if necessary.
xx. The LAC has the power of write off/loss of books any kind on reasonable ground may
be implemented.
xxi. The LAC is having power to appoint temporary staff to library, who found to be
skilled and interested in exception cases as additional staff (Supporting Staff) for the
library improvement by making use of Library Reading Room fund, CDF, CDC,
miscellaneous fund, etc,.

22
3.4. Library Advisory Committee and the Librarian
The librarian is a convener or a member secretary and an ex-officio member in the
committee. The library advisory committee is responsible for policy making. While, the
Librarian‟s experiences and suggestion is to be considered and the Librarian is to implement
this by working out details which, should be within the frame work of the general policy laid
down by the committee.
The Librarian being a convener of the committee should be careful in carrying out the
decisions of the committee. He should be responsible in transacting the business of the
committee. Before every meeting, the librarian should do the home work in advance prepare
a detailed agenda and get it approved by the Principal of the college before circulating among
the members. He must keep ready the necessary documents which may be required for the
items in the agenda. It is the responsibility of the Librarian to fix meeting dates and issue
meeting notices and to keep the minutes of the committee meetings. The Librarian should
take care of the safe custody of the Library collection and if anything goes wrong, he should
immediately bring to the notice of the committee. He should keep the committee well-
informed about the rare happenings of the Library.
The Librarian has to the Committee on issues like new construction, expansion, repair of
library buildings, fittings and furniture, provision of new services along with the financial
implications, preparation of the annual budgets and annual reports. The Librarian should get
the suggestion for the budget preparation and also about the allocation of various funds for
various heads. He should also present the statistics of books and other reading materials
purchased during the academic year, annual stock verification, annual circulation, annual
report, etc. to the Committee.

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 4. LIBRARY BUDGET
Budget is an important document for planned and successful operation of a library. It
is co-ordinates between the policies, information of exchange programmes and finance and
administrative functions. Preparation of budget provides an opportunity for timely review
and revaluation of the changed needs of library consumers and its resources.
Library is an institution that incurs several expenses on books/material etc. It does not
have source of cash or direct income, like other commercial organizations have when we talk
about library finance.

4.1. Library Budgeting Procedure

i. The financial grants received under different heads of accounts/funds are to be
planned to purchase for the same it is released.
ii. The Librarian and Library advisory committee has to play vital role in planning and
allocation of funds/grant provided to library.
iii. On the basis of librarians‟ observations in circulation and reference counters,
recommendation and feedback/opinion of library staff, faculty, students,
administrative staff, changing technology, by forecasting changes in
syllabus/curriculum.
iv. Divide the grants on the basis of information materials required, types of materials,
department/subject wise and etc…
v. Before placing the orders to suppliers, the librarian has to take approval and duly
signed by the Books Selection Committee for the procurement of recommended list
materials need to the library.

4.2. Various Grants and Aids to College Library

The following are the various grants/funds/finance allocated to procurement of books and
furniture to college libraries:
i. General Grants: General grants means which were procured Books to all the users
of the college library users; hence it‟s called as general grants.
ii. SC/ST Grants: The grant is received from the government/UGC which is especially
for SC/ST users (students) purpose.
iii. UGC Grants: The grant which is received from the UGC for college library is
called UGC grants.

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 iv. CDC Fund: College Development Committee fund means, the fund which is
generated by the college through the students fees.
v. Reading Room (RR) Fund: This fund is collected by the college, ordered by the
Collegiate Education Department. This amount will be used for college library usage
purpose.
vi. College Fund: This fund is generated by the aided colleges by the students. This
fund is used for procurement of library materials for the users.
vii. Donations and Others: the fund is received by the donors, charitable trust,
organizations etc., is called donations.
viii. Grants from the parent body/management (for college run by a non-government
agency)
ix. Library fines and Deposits: The fines and penalties collected by the library users.
x. Sale of Library publications: which are published by the college library.
xi. Sale of old newspapers, magazines, discarded books and so on as scrap library
materials.
xii. Charges on services provided to users such as reprographic service, translation
service, bibliographic service, database search service and so on.

25
 5. LIBRARY SPACE AND BUILDING
The design of building should be functional rather than monumental providing
facilities for access of collection, scope of future growth, provision of reading rooms around
the stack room allowing, natural light and air to spread the building to the extent possible to
create healthy environment.
It is needless to say that the library should be located in its own (independent) building
at the central part of college campus with sufficient seating capacity to accommodate the ever
growing readership. There should be more space in the library for providing various services;
especially IT enabled services.

5.1. Role of Librarian in Library Building Planning

Librarian has to play a tremendous role in library building planning and construction.
Actually, it is the librarian only who helps the representative of the management committee
and the engineer for construction of the library building. The librarian should prepare a
summary of his planning for the library building by considering the following points:
i. Functions of library organized to achieve the objectives of the institution.
ii. Kind/type of readers.
iii. Current number of readers and future number of readers. Services and activities of
library.
iv. Place and shape of the library building.
v. Requirements of space and directions.
vi. Distance and duration to readers to reach the library.
vii. Types of study material.
viii. Interior and exterior shape, decoration and arrangement of library building.
ix. The entrance gate of the library building (should be one entrance for both in and exit)
x. Arrangement for certain kinds of special materials and facilities.
xi. The equipments to control the atmosphere such as light, fans, heat, sound etc…
xii. Arrangements for the communication system, computers, UPS, servers, printers,
scanners etc…
xiii. Services for audio-visual studies (separate hall is preferred)
xiv. Arrangements for future expansion and development.
xv. Green Building

26
5.2. Standards and specifications of Library building by UGC and ISO
5.2.1. Phasing of construction
The UGC (India) recommends college library should be constructed in five phases. Its
1st phase should accommodate 50000 volumes, 2nd phase should accommodate 100000
volumes and 3rd to 5th 300000 each. It is advisable to build in each phase, the stack room to
the full height of four tiers so that when necessary all the four tiers may be extended. Thus
will not to disturb the work of the stack room when extension is constructed.
The committee further recommends that “any proposal for new library building, fittings
and furniture or for the adoption for an existing building or for its extension for library
purpose should be examined by library experts appointed by the commission. (UGC:
1965:117)
5.2.2. Design for access
At the construction stage of library building it should be decided whether the library
follows „open‟ or „close‟ access system for its readers. The library system meant for the
closed access system cannot serve for the open access, if desired at a later stage. The modern
trend is to keep the library as an open access one which involves the following implications.
i One entrance and one exit should be provided for the reader. This should be at the
counter and placed under the control of the circulation staff.
ii The doors and windows of the library should well protect with wire fabric for the
safety of the collection.
iii The height of the book rack should be such as conveniently approachable for reader of
normal height so that is able to pick out the book from the top-most shelf-plank of the
rack.
iv The reading area should be so placed that it does not get disturbed by the traffic the
OPAC and stack rooms should be placed in its close vicinity.
v Multistoried library building should have lift facilities within library.
vi Access facilities for differently able people to be provided.

Dr. S.R. Ranganathan lays down the following provisions for the library building;
i A gangway down the wall should be provided. This should be at least 1 meter wide
in the stack room; such a gangway will protect the book-racks from rain and sun.
ii Taking into consideration the Indian conditions the length wise walls, in which
these stacks-rooms, windows, occur, should run from east to west.
iii The floor of reading-rooms should preferably be sound proof.

27
5.2.3. Selection of the site
There are five major factors to be considered while selecting the site.
i Adequacy of the size: site should be large enough to accommodate the present
building as well as permit the future expansion in the campus.
ii Relation to the neighboring building: as far as possible, the building should be
placed in the centre of the campus and close to the departments and classrooms,
care should be taken that it is not surrounded an all sides by other buildings,
otherwise extension will not be possible.
iii Surrounding and the physical orientation for the building
surrounding should be quiet so that there may be good working conditions and
reading environment.
iv The shape of the land: shape of the land should advantageous.
v Nature of the ground: nature of the ground beneath the building.
5.2.4. Basic Elements
Four basic elements;
a. Entrance area c. Book shelving area
b. Processing area d. Reading area
a) Entrance area: Components are as follows;
1. Vestibule. 2. Clock room and lavatories.
3. Issue desk and counter. 4. Reference service; and
5. OPAC
Vestibule:
The doors of the main entrance lead into the vestibule, one side vestibule is given over
to the clock room accommodation with male lavatories and another side female lavatory. An
attendant is posted in this area for security of the user belongings, from the vestibule the
readers passes through the control wicket to the main hall of the library, it is the one and the
only exist from main part of the library. One assistant is posted at the control point that
checks up & ensures the authorized issue of the books to the readers.
The areas of keeping OPAC and that of reference service area important provisions
in the buildings. These, along with the vestibule and cloakroom accommodation are essential
ingredients of an entrance area.
 Vestibule: 120sq.ft  Circulation desk: 535sq.ft
 Lobby and control: 1000sq.ft  Circulation office: 300sq.ft

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Processing area:
This area includes public catalogues reference tools, receipt and dispatch of books,
technical processing. The periodical department special collections are;
E-resources:
Space for public catalogue- The space for public catalogue should be calculated on the basis
of number of titles, average number of entries for each title. According to the available
estimates 1000 cards would take 1 sq.ft, in case OPAC 2 sq.m
 Staff room: There should be a provision of staff room for about @12sq.ft per person.
 Staff space: Librarian 30sq.m
 Asst. librarians 15sq.m
 Sr.lib Assistant 9sq.m
 Steno/office client computer operator 9sq.m
 Others 5sq.m
b) Book shelving area:
Standard single stack section 3‟ wide and 7.50 feet high. It also says that this section
would occupy 10sq.ft of floor space.
The ISI: 155-1960 or the code says that each unit book rack 2m long may be assumed to
have 700 to 750 vols. And one sq.m of stack room may be assumed to house 150 vols. This
works out to about 14 vols per sq.ft and it is also enclosed by Metcalf: we recommends as
follows;
 Undergraduate library: 10 books/one sq.ft
 Post graduate: 15books/sq.ft
The reason for recommending 10books /one sq.ft, for the undergraduate level library is
that the stacks in the undergraduate areas would be more widely spaced and the storage
capacity per sq.ft would thus be reduced.
c) Reading area:
The amount of space required for stacking the books and for use by the reader should be
calculated. The usual formula for a rough estimate is as follows: 25sq.ft for undergraduate,
35sq.ft for each graduate student, 75sq.ft for each faculty member (Gelfand.1962:128) space
for other purposes 60sq.ft for 1000 volumes 100sq.ft per person for added space for the
future, additional 40% of the total floor space for stairways. Lobbies, corridors, duct work
etc. thus if 100000sq.ft should be added for all other purposes.

29
 5.2.5. The Standard: Size of the Library
The Indian Standards Organisation(ISO) has set up, at the instance of the chairman,
library committee, UGC, New Delhi, a sectional committee library buildings fittings and
furniture, certain standards finalized by the said committee and adopted by the UGC are as
follows (UGC:OP:Cit:102):
Table -1- size of library
College 5000 to 20 to 100 1/5 of the number of student 3 to 10(staff
Library 50000 (Journals) and 1/10 of the number of service points)
(volumes) teachers(readers seat)
Source: Report of the library committee of UGC-Delhi 1965, 104p.

The above table indicates the different types of academic libraries in terms of the number of
books to be stocked, the numbers of periodicals (journals) generally displayed, the number of
readers‟ seats provided and the number of professionals and skilled staff generally provided.
Table -2: Rooms required
Sl.No. Rooms normally separate College
library
1 Stack room 1
2 Catalogue/OPAC 1
3 Central reading room 1
4 Periodical room 1
5 Special reading room 1
6 Group study room 1
7 Seminar room 1
8 Librarian room 1
9 Technical staff room 1
10 Administration staff room 1
11 Display space at entrance 1
12 Non book material/E-resources 1
13 Reproduction room 1
14 Restrooms/Discussion Room for girls 1
Source: Report of the lib. Committee of UGC - New Delhi, 1965. 106p.

5.3. Ten Years Projection of Library Building

The library building should be planned to meet the requirement for next ten years that
is to say student teacher population as well as the growth of reading material and library
staff and services in the year ×+=0 (where x is the base year should be taken into account)

30
 The code of practice relating to primary elements in design of library, divides the
construction of building into four phases; first one providing space for 50000 volumes. Most
probably the code presupposes and an average addition of about 5000 volumes a year.
2.3.1. Growth of Readers
While the growth of reading material has been taken into account by 15:155-1960(code)
the simultaneous growth of the readers‟ population is ignored. It is indeed very important to
consider this growth if the total requirement of space is to be calculated accurately.
The growth of student population per year can be taken at the most 5% yearly.
2.3.2. Teaching and research staff:
If it is presumed that the most cases. It will be the developing universities which go in for
library building, the rate of growth in this case can be taken as 2.5% year.
2.3.3. Library staff:
The complexities of library services in a technological institution level as in no doubt that
the library staff too will grow at the rate of 5% a year.
2.3.4. Seating and floor accommodation:
The UGC now recommends seats for 20 percent potential student population 10% of the
teacher population. With the increase in the cost of books, the students would still more be
dependent on the library of books. The following recommendation as endorsed by
progressive library planners, are made.
 Under graduates: 25 percent of potential population.
 Post graduates: 30%
 Research students: 50%
 Teachers: 10%
 The total number of seats calculated on the basis of % gives above for the student-
teachers population in year ×+10 can further be categorized
 Under graduate library = 40% seats
 Subject study division = 60% seats
 Agriculture & Life Science = 20% seats
 Engineering & Physical Science = 15% seats
 Home Science = 5% seats
 Social Science & General Reference = 15% seats
The above distribution of seats is only suggestive and planners and administrative own
discussion to cater for the local variation.

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 A. Total number of Rooms required 500 to 1000 strength in an Independent Building
Sl. No. Specifications of Rooms Area in sq.m
1 Librarian room =30 sq.m
2 Technical processing: Classification, Cataloguing maintenance =9×3=27sq.m
3 Administrative & Professional staff = 5×2=10sq.m
4 Group discussion/ seminar room = 2×80=160sq.m
5 Staff reading room = 2×40=80sq.m
6 Reading room per readers 500to 1000 strength@ 25% = 2.33×250
=575sq.m
7 Stack room =
Textbook 20000vol.s @ the rate 15 vol.s =1sq.ft =404sq.m
Reference collection 10000vol.s @ the rate 10vol.s =1sq.ft =303.03sq.m
8 Periodical section (100 journals)
Height 66” width 48” depth 22” =35 journals=132sq.ft =120sq.m
9 E-resources/internet accommodate 40 systems with 40 users = 280sq.m
2
@ 7m
Grand total= 1989.03sq.m=6563.79sq.ft

Physical services
Readers Staff
Water closets 1per 200 1 for 1 to 15 persons
Urinals 1 per 50 persons 1 for 1 to 20 persons
Water basins 1 for every 200 persons 1 for 1 to 15 person
Water taps 1 for every 50 persons
Fitment cleaners sink 1 per floor minimum

B. Total number of Rooms required up to 1000 to 1500 strength in an independent Building

Sl. No. Specifications of Rooms Area in sq.m
1 Librarian room =30 sq.m
2 Technical processing: classification, Cataloguing maintenance =9×3=27sq.m
3 Administrative & professional staff = 5×2=10sq.m
4 Group discussion/ seminar room = 2×120=240sq.m
5 Staff reading room = 2×60=120sq.m
6 Reading room per readers 1000to 1500 strength@ 25% = 2.33×375
=873.75sq.m
7 Stack room =
Textbook 20000vol.s @ the rate 15 vol.s =1sq.ft =404sq.m
Reference collection 10000vol.s @ the rate 10vol.s =1sq.ft =303.03sq.m
8 Periodical section (100 journals)
Height 66” width 48” depth 22” =35 journals=132sq.ft =120sq.m
9 E-resources/internet accommodate 60 systems with 60 users = 420sq.m
2
@ 7m
10 Seminar Room
Grand total= 2547.78sq.m=8407.67sq.ft
NOTE: All the above dimensions are taken from the ISI 1553 :1989 (reaffirmed in 2005)

32
 Physical services Readers Staff
Water closets 1per 200 1 for 1 to 15 persons
Urinals 1 per 50 persons 1 for 1 to 20 persons
Water basins 1 for every 200 persons 1 for 1 to 15 person
Water taps 1 for every 50 persons
Fitment cleaners sink 1 per floor minimum
The above table shows the requirement of essential rooms which may be provided for
the college library. The size of the rooms depends upon the actual individual requirement.

5.2.6. Relative position of rooms

Stack room of the library should be placed as far as practicable, to run from east to
west to prevent the direct sun light through the window. In order to facilitate the movement
of book trolley one corner to other corner of the library. The floor of the building should have
a single level. Arrangement of electric lift should be made in a multi-tier stack.
The entrance exit from library buildings should be only through the gangway. Each
room of the library should be provided with a cover passage on one side to enable the readers
to walk along the passage without disturbing other reader.
The entrance of the library should be kept open to the general Reading Room (RR). The
periodical reading room and also the reading room for serious readers should be far from
general RR. The text book reading should be provided in a separate room. It should have
stacking capacity for about 5000 books. The Stack Room (SR) should be centrally located
facilitating access to it, from all parts of the library. The technical room should be like an
Anti-room to the stock and placed in close proximity to the rooms of Assistant Librarian and
the librarian.
The rooms for exhibiting the books and other reading materials may be combined with
the entrance lobby. The rooms for group study and seminar room, committee room should be
placed in a separate wing or floor.
The UGC report has specified the following dimension of rooms, gangways, furniture and
fittings. (UGC:1965:110)

5.2.7. Stack room:

1. Clear length: 1.80 n plus 3.15m where n is the number of rows of books racks.
a. The center to center distance between consecutive racks should be 1.80m(on the basis
of 0.45m of rack-depth plus 1.35m of cross gangway width)

33
 b. The distance from an end wall of the stack room to the center of the nearest rows of
racks should be 1.575m (on the basis of 1.35m of the end cross gangway width
0.225m of half the rack-depth)
2. Clear width: 3m(on the basis of one book rack of 2m long plus one side gangway of
one meter) close to a longitudinal wall: or 5m (on the basis of two book racks each
2m long plus one side gangway of one meter width) close to a longitudinal wall: or
8m(on the basis of three book racks each 2m long plus two side gangways of one
center width) close to each of longitudinal walls: or 10m (on the basis of 4book racks
each 2m long plus two side gangways of one meter width) close to each of the
longitudinal walls.
Three meters and five meters width should be generally in case of stack space, at the
stack room and the reading room may be combined into single room in such cases
(see note on the page 110 of the report of UGC,Delhi,1965)
3. Clear width: floor to ceiling 2.35m
4. Reading room: the size of the reading room should be as follows
a) Length: 1.5m
b) Width: 5m(on the basis of two tables each 2m long plus central gangway 1m wide); or
7.5m (on the basis of three tables each 2m long plus central gangway 1.5m wide); or
10m (on the basis of four tables each 2m long plus central gangway 2m wide)
The size of the reading table is 2×0.70m. The center to center distance between two
consecutive rows of reading-room tables is 1.5m with seating arrangements on the side of the
table only.

5.2.8 Other rooms

Physical services
Physical services Readers Staff
Water closets 1per 200 1 for 1 to 15 persons
Urinals 1 per 50 persons 1 for 1 to 20 persons
Water basins 1 for every 200 persons 1 for 1 to 15 person
Water taps 1 for every 50 persons
Fitment cleaners sink 1 per floor minimum
Provision for the rest-rooms of the readers and the staff, first aid room, canteen and
parking areas should also be made.
(Note: The tables and standards dimension in this chapter have been extracted from the
reports of the library committee of UGC, India 1965 p.102-127).

34
 6. LIBRARY FURNITURE AND EQUIPMENT
The following items are included in the category of furniture and equipment in the
library.
i. Book Rack
ii. Catalogue-OPAC
iii. Periodical display Rack & Newspaper rack
iv. Reading Tables & Chairs
v. Charging Desk
vi. Book Display Rack
vii. Dictionary & Encyclopedia stand,
viii. Exhibition cases
ix. Audio Visual aids
x. E-resources equipment‟s (Computer, Server, Photocopier, Printers, Scanner, LCD
Projectors etc)
xi. Computer table/other equipment tables
xii. Book Trolley
xiii. Book Ends
xiv. Stools for stack room
xv. Vacuum Cleaner
xvi. Filing Cabinet
xvii. Video Surveillance System
The library furniture should be standardized. The sectional committee of Indian
standards Institution on library buildings, furniture has prescribed the standards published as
IS:1829 (part I) 1961. The UGC Committee on Library Science, Delhi has also been
discussed the issue and adopted the relevant extracts (UGC:OP.cit:118)

6.1. Standards for Furniture’s and Equipment’s

i. Book rack- the most common size is 3ft wide 7.5ft deep (double side rack may be
1.5 feet deep) the dimension of a unit wooden rack as prescribed by ISI-height
2.20m width 2.00m depth 0.45m. it consist of seven adjustable shelves.
ii. Catalogue card cabinet/ tray: The cabinet consists of 24 trays in 4 columns of 6
trays each and 30 drawers, catalogue card 125mm×75mm×5inches×3inches.
iii. Periodical display rack: common dimensions are height 66” width 48” depth 22”.
It consist 5 shelves to accommodate nearing 35 magazines.

35
 iv. Newspaper stand/ rack: local size.
v. Reading tables: as per ISI 2m×0.7m
vi. Chairs: the height of the arm should be 215mm and seat back from the frontage of
seat 75mm.
vii. Charging desk: the counter should also have enough drawers to file the book cards.
Its height (facing the reader) should be 40 inches and width 26inches to 28 inches,
with provision of knee space & foot-rest.
viii. Issue trays: primary issue tray should provide space for book-Jackets and readers
ticket. Its internal dimension should be 200mm long & 55mmwide 55mm high.
ix. Book display rack: rack cum bulletin board type and display thought used for
books & portable. The height of book troughs should be about 3ft from the floor.
x. Dictionary stand/atlas stands/ book trolley- 3ft to 5ft height depth 2ft width. The
Book trolley-local standard.

6.2. Lighting
The following factors are the determinants of a proper lighting system;
i. Effects of ceiling height
ii. Nature of the fixture
iii. Relative advantageous and casts of incandescent and fluorescent lighting
iv. Kinds of lighting needed for specific area in the building. They also suggest 5foot
candles for hallways and corridors to 25foot candles for all reading species.
a) Meeting room: library needs rooms for holding meeting, lectures, discussion and
debates. Play-reading and other activities.
b) Theatre hall: present libraries have the theatre is a companion to the library in its
service.
c) Book display hall: small hall
6.3 . Facilities
A) Ventilation, fan, water, toilet facilities: according to UGC specification and IS1553;
1989(reaffirmed2005) ventilation, air-condition, (fan) water and toilet facilities is to be
extended.
B) Software and hardware, generator/ UPS:
1. Campus system: 10(for database creation E-content creation, Internet facility, office
management, web-OPAC-online materials)
2. Printer: 02-heavy duty printer

36
3. Software: software required for library database, digitization, online connectivity, web
OPAC software available FOSS (free open source software) some time these may not
user friendly and updated at this case standard software purchase policy have to be there
in the library.
4. Reprographic: copier, Photostat machine.
5. Scanner: Hi-resolution scanners required.
6. Generator/UPS: highly modulated & sound less high frequency UPS-installed according
to No. of system + printer + other materials + server should on continuously bases on that
10kv, 20kv, 50kv. Above UPS installed in the library.
C) Property counter: In case users not allowed bringing personnel belongings, then these
can be kept at the property center. Staff member can give a token for safe keeping of
belongings, place provided in the entrance area.

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 7. LIBRARY COLLECTION DEVELOPMENT
According to the Encyclopedia of Library and Information Science, “Library
Collection refers to that total number of books, journals, newspapers, magazines, government
publications, and pamphlets and non- book reading materials.”
Harrod‟s Librarians Glossary (6th edition) defined the Library Collection to be
“planning for collection of study material in view of the objectives of the institution is called
development collection”.
7.1. Objectives
The objectives of collection (Learning Resource) development are as follows:
i. To fulfill the objectives of library for fulfilling the reasonable and new needs of
readers.
ii. To identify the information and documentation needs of readers.
iii. To identify genuinely useful documents and to obtain them.
iv. Keeping the service objective in mind, spending the budget intelligently and in well-
managed way.
v. To review the available study material periodically and dispose the unwarranted and
obsolete documents.

7.2. Importance and Quality of Library Information Resources

Building a library collection which should be able to meet the needs of teachers,
students & research scholars, adequacy is the major task of college library.
Quality: The quality of the collection is a factor extremely difficult to define and massive.
The most used method to measure quality is to use frequency of citations to determine the
“most used” items like journals, Reference Books (RB), etc in a respective field. The „most
used‟ considered being valuable mess.

7.3. Size of Collection and Different Formats of Information Resources in Libraries

The size will depend on the resource made available to the library and to some extent
upon the existence of other libraries in the area. It will also depend on the numbers of users
and areas of specialization covered by particular library.
College library should stock the following reading materials.
i. Recommended textbooks.
ii. Reference books.
iii. Periodical and serials.

38
 iv. Materials for cultural, recreational and general readings.
v. Materials needed by faculty members.
vi. Materials to support special curriculum.
vii. Materials relevant to the local needs of college community.
viii. Materials to encourage readers through E-resources.
ix. Higher studies in any professional area. Links will be provided to the websites of
different institutions/organization dealing with subject.
x. Career guidance for college passed-outs students will be separately dealt with.

E-resources: Collection of IT-resources

E-resources have their own advantages further internet and open source wares are plenty.
What needs to be done is constant watch of these resources and a means for locating and
accessing them.
 CD/DVDs  Microforms
 Databases  E-books
 Online journals  Competitive exams collection
 Subject gateways  Consortia resources: eg. UGC-
 Digital collection-repositories INFONET, N-LIST, J-gate,
 Courseware materials DELNET, etc.

7.4. Preparation of Collection Development Policy

The collection development policy is a draft of the system evolved to develop the
library collection. Every library should prepare a written policy which, encourages stability
and continuity in the functions of library
The following should be considered before developing study material collection:
i. The Library committee or library staff should prepare a collection development policy.
ii. To coordinate between the objectives of institution and needs of readers.
iii. To be ready for budget provision and contingency.
iv. To make the collection for completion of policies and programmes.
v. To keep the policy updated.

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7.5. Guiding Principles for Collection Development Policy
College Librarian and LAC are to consider the principles in Collection Development
Policy.
i. Objectives and functions of organization and library.
ii. Requirements of genuine readers and the reader community.
iii. Availability of financial and other resources.

7.6. General Principles of Selection of Learning Resources

The College Librarian and LAC are as to select the learning resources on the
following principles given by Dr. S.R. Ranganathan
i. Books that help, improve human behavior must be bought.
ii. Books should be selected only after reading and inspecting the reading material.
iii. Keeping in view the requirements of readers, books should be selected without
prejudice.
iv. Book selection should be the joint responsibility for both the teaching and library
employees.
v. There should not be any hurriedness in selection of books, Journals, magazines and
newspapers.

7.7. Sources of Selection

The librarian can access the reviews published in newspapers and magazines,
scientific and true physical surveys and new documents by publishers‟ catalogue are the
sources from where the new information can be got to libraries.
Dr. S.R. Ranganathan in his book “Library Book Selection” has said that the following
aspects should be considered for book selection:
i. . Suggestions of readers‟, heads of departments, library staff, etc,
ii. . Reviews in newspapers and magazines,
iii. Books reference lists.

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7.8. Suppliers/Vendors: Selection Criteria
Librarian has to find out the best suppliers in all material purchases to library by
following;
A. General Rules (Requirement) for Supplier Firm
i. The supplying firm must be registered under “Karnataka Shops and
Commercial establishments Act, 1961” and renewal time to time.
ii. The Firm must be registered as “A dealer under Section 22 of Karnataka
Value Added Tax Act, 2003” and renewal time to time.
iii. Goodwill
iv. PAN/TAN sales/ VAT tax number etc.,
v. Certificate for authorized distributors.
vi. Satisfactory Letter from three reputed customers.
vii. Financial status of firm, Three years documents required (Audit Report,
Balance Sheet, Trading, P & L A/C & Income Tax Return)
viii. The bidders should not be under a declaration of ineligibility for corrupt and
fraudulent practices issued by Government of Karnataka.
ix. The bidder should not be associated, directly or indirectly, in supplying of fake
books. Must execute a bond on Rs. 50.00 stamp paper stating that the tender
not associated in fake books or for corrupt and fraudulent practices issued by
Government of Karnataka.

41
 B. Terms and Conditions for Suppliers/Vendors

i. Supply of publications at current catalogue prices.

ii. Foreign Exchange rates to be charged according to Good Offices Committee (GOC)
Report Rates.
iii. Minimum 10 % discount to be fixed for all purchases.
iv. In the case of short/no discount titles or titles procured from abroad against specific
orders (like institutional/society publications), the supplier may charge 15% on the net
landed cost of the publication. The invoice of publication may be worked out as follows:
Published price minus (-) discount earned plus (+) 15% handling charges of the
¬overseas agent if any. To this is to be added the actual freight, clearance, bank and
postal charges; documentary evidence is to be given to library for such charges on
demand.
v. No discount for Central and State Government publications.
vi. Wherever advance payment is required, the same may be made and a record thereof
should be maintained.
vii. Certificates on bills by Library (a) only latest editions have been supplied (b) prices have
been correctly charged in accordance with the publisher‟s latest catalogue.
viii. Unless otherwise mentioned on the books, all bills to carry the price proof (like
photocopy of publishers catalogue, print out from publishers online catalogue, distributors
invoice the vendor).
ix. The Purchase Order (PO) issued will be valid for 21 days only unless otherwise PO will
be cancelled.
x. If the supplier/vendor found to corrupt/fraudulent/cheating in supply of library materials
(poor quality materials or difference in market price etc…) legal action is to be initiated.
In such cases till the final decision of LAC/DCE payment will be held or materials may
be returned to the supplier by cancellation and such a fraudulent black listed.

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 8. ACQUISITION PROCEDURE AND INVOICE PROCESSING
Acquisition is a process of requisitioning books and other documents for libraries and
documentation centers. This is a long-term process; it needs timely review and should be
implemented with consent and co-operation of top officials and the facility of funds.
Acquisition of the reading material is one of the important functions that a librarian is
enjoined to perform.

8.1. Acquisition Method:

A Library can procure books and other documents through the following methods:
 Purchase
 Gifts
 Exchange
 Inter library loan
 Resource sharing and consortium

8.2. Book Selection Committee:

The following members may be nominated by the Principal as the members of the
Book Selection Committee/library purchase committee (not exceeding 9 members).
Sl.No. Designations Position
1. Principal/Director Chairperson

2. Librarian (Head of Lib. & Inf. Center) Co-Ordinator/

Member Secretary
3. Registrar/Gazetted Manager Member
Deans (HODs in case of no faculty) of various Faculties
4. (Humanities, Social Sciences, Commerce/Management,
Member
Science; each from one faculty) (The Librarian can also
propose panel name)
5. Two Student Representatives (one male and one female
Member
in case of co-education)

8.3. General Rules for Acquisition/procurement of books/materials

i. The librarian should be nominated as one the members in the curriculum committee to
avoid duplication of books/documents and unused syllabus books.
ii. The librarian should arrange to conduct meeting especially for budget allocation as
and when required, depending on availability of funds for library.
iii. Collecting requirement of books list from department members and heads on demand
accordingly to university prescribed/suggested text/reference books.
iv. Scrutinization of duplication of existing books and new requirements.

43
 v. Finalization of required subject-wise books lists should be made available to procure
with quotation.
vi. Librarian/Library in-charge should aware of quotation/tender and procurements
procedure in association with principal.
vii. While placing purchase order of library books/materials discounts least quoted prices
without sacrificing quality of books/materials should be taken care of.
viii. KTTP-2000 Act should be followed in case of tender/e-tender purchase of materials
(excluding reading materials).
ix. Emphasize should be given to procure essential and good quality books through the
vendors/book suppliers/publishers with standard discounts.
x. Discount amount received on such purchase should be invariably utilized to purchase
required books.
xi. Price of books as per bill are to be verified properly and taken to stock further make
entry to the accession process and for shelving into library stack.
xii. The verified bills should be submitted to the principal/office accountant for their
needful action.
xiii. The librarian/Library in-charge has provision to procure an emergency required books
(one or two copies of each title) related to change of syllabus text/reference books,
Newly published books, Literature books, competitive examination books, etc.,
utilizing reading room fund (In case of there is no any other library funds/grants).
xiv. The library e-resources may procure as per norms of the UGC or approval of the
principal or concerned government notified by time to time.
xv. The above rules may be modified in case of Private aided Colleges. However, there
should not be violation of general rules.
(Note: Tenders, e-Tenders in the college library for procurement of reading materials
consisting of Books, Periodicals, Audio-Visual Materials, e-Contents, Online Subscription of
e-Journals etc, do not come under general goods as per the GOOD OFFICE COMMITTEE
CONSTITUTED BY THE GOVERNAMENT OF INDIA. So inviting the Tenders, e-
Tenders for procurement of reading materials in the libraries are not necessary it is a lengthy
and time consuming process. Hence it is suggested and recommended that after submitting
the book list by the book selection committee the librarian is empowered to procure the
reading materials directly from the vendors/book suppliers/publishers with standard discounts
or quotation.)

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8.4. Accession Register and Invoice/Bills Processing
a. Accession Register:
The books and non-book materials purchased are to be cross check and tallied with
bills are handed over to the assistant who has been assigned the job of accessioning. A stock
register is maintained in the library in which all the reading materials purchased/received in
exchange or as gift are entered. Each book is given a consecutive serial number is called
accession number. This register is known as accession register.
Out of various grants, the library may purchase various materials for the users. In this
process the steps involved are;
i. Master accession register should be maintained with continuous accession numbers.
ii. Accession number mentioned in the Accession register should be unique
iii. Maintain the grant wise/plan wise/year wise registers separately.
iv. Maintain the standardization in stamping on books/Journals/ magazine etc…(Library
ownership Stamp, An Accession Stamp, Grant wise, Donation etc…)
v. Maintain the standardization in secret page accession number
vi. Maintain the standardization in data entry of the purchased materials.
vii. Maintain the standardization in classification system and resource arrangement. (i.e.,
Dewey Decimal Classification by Melvil Dewey)
viii. Non book materials (CD‟s, DVD‟s, Audio Visual materials, Maps etc…) should be
accessioned separately and separate register should be maintained.
ix. Maintain the standardization in arrangement of books by various grants wise
separately.
x. In computerization create unique Accession data base.
b. Bill Passing procedure
1. The Librarian along with library staff checks the totals and conversion rates and gives a
certificate on the bill as under “Certified that the net published/quoted prices have been
charged and the approved rates of conversion have been charged.”
2. Put a stock stamp on bills. It contains the following information
a. Budget head
b.Accession numbers (starting and the ending number of the bill)
c. Volume Number and Page number to be entered
d.Total Amount passed for sanction.
e. Initials of the Librarian and Principal of the college.

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8.5. Processing Work
The processing work of a library is the pivot round which all its activities revolve.
The following are the technical process through which a book passed before it is sent to the
shelves after it is acquired.
i. Accessioning : Enter the details of the Invoice and Books in Accession Register
ii. Classification and Cataloguing
iii. Stamping:
a. Library Accession Stamp; to be put on the back of the Title page, on Secret page and
on the Last page.
b. Library ownership stamp; to be put on edges of the book and in case of
magazine/journal first three pages or if anywhere required.
c. In case of Reference/Book Bank/Donated Book; Stamp to be put on title page or first
three pages.
iv. Label pasting: Spine label, Due Date Slip, Book Pockets, Colour classification label and
etc.
v. Arrangement of processed books into shelves on order of classification.
a. Arrangement of Library Collection
The library consists of a collection of Primary, Secondary and Tertiary sources. These
resources have been arranged in the library by Library Classification system. The book in the
library has a number called “Classification Number/ Call Number/ Class Number” that tells
you where it is. This number is printed on a label on the spine of each book in the library. The
books are shelved in sequence according to their class numbers or subjects.
b. Arrangement of Other Materials
 New arrivals corner  Video booths
 Newspapers corner  Self-service Photocopy machine
 Journals/Magazine corner  Bound journal

8.6. Subscription of Journals

8.6.1. Availability of funds
Ensure that adequate recurring/annual funds (Library Reading Room Fund) are
available for the Journals Subscription/renewals etc. as required.
8.6.1. Procedure for preparing a panel of vendors: Library should have a panel of vendors for
different kinds of documents with following criteria:

46
 i. Registration number obtained under shop act, age of the organization.
ii. Performance: Response to the correspondence, speed of supply, adherence to the
terms and conditions.
iii. Experience by the peers.
iv. PAN/TAN, Sales / VAT tax number.
v. Publishers that a vendor supports.
vi. Vendors turnover having at least 10 times of the value of the order (for the journals
subscriptions).
vii. Updating panel from time to time based on the performance of the vendor is a
continuous activity and this should be done by ordering books to test vendors.
viii. Based on the performance, the panel should have least number of vendors.

8.6.2. Terms and Conditions:

i. Supply of periodicals at current catalogue prices.
ii. Sign an Agreement with the vendors in case of Foreign Journals
iii. Proof of Good Office Committee (GOC) exchange rates having prices in foreign
currencies as on the date/month of invoice for the remittance journal subscriptions
iv. Wherever advance payment is required, the same may be made and a record thereof
should be maintained
v. Normally there is no discount on the journals
vi. Certificates on bills: prices have been correctly charged in accordance with the
publisher‟s latest catalogue.
vii. Library should not subscribe journals against „personal subscriptions‟. However,
Journals received against institutional membership are acceptable.
viii. Journal subscription payments: The payment towards the journal subscriptions
could be made (a) directly to the publisher or (b) through the subscription agent(s)/
vendor (s).
ix. In case of viii (b) following options are available.

a) All subscriptions should be made through the Library only and the amount paid to the
publishers/vendors by the vendors against firm orders after receiving one of the following
documentary proofs:
• After direct confirmation from publishers/vendors that the journals are subscribed in the
name of the Institute (i.e. Name of the College and Place… here and thereafter)

47
• Proof for remittance: (i) Invoice/Bill in duplicate should be provided by the
publisher/vendor (ii) Publishers‟ Renewal Letter/Notice mentioning the subscription
price/cost (e.g. Indian journals) (iii) Even print out of the from the Publishers‟/journal‟s
official website can also be considered wherein the proper invoice/bill etc. not received by
the publisher/s. (iv) a copy of the letter sent to the publisher giving details of the journals for
which remittance has been made and (v) copy of demand draft issued by bank attested by the
bank or a letter from the bank giving details of remittance (if the payment is made by foreign
currency draft obtained from the bank)
• Publisher‟s acknowledgement of receipt of payment or letter from bank as a proof
regarding the final remittance to the publisher (if the payment is made from vendor‟s foreign
currency account)
b) Advance payment against bank guarantee. The bank guarantee can be released only after
receiving any of the above documents/proofs as spelt in (viii a) above.
i. Missing issues: Replace original missing issues or publishers certified and reproduced
copy or extend the subscription period equivalent to corresponding period or refund
either in the form of credit note or Demand Draft or Cheque.
ii. Claims: Missing issues/delayed supply of the journal issues can be claimed on quarterly
basis.
iii. Online access: Negotiate with the publishers/vendors and arrive at win-win situation
regarding electronic version of the print subscriptions and get access to such materials.
iv. Try to enforce terms to the publishers/vendors in form of the pricing, access to the back
volumes, locking period, perpetual access, archival rights, governing laws, training and
awareness programmes, immunity, access to the walk-in-users, usage statistics,
simultaneous access, etc.
v. There are no standard/uniformly acceptable terms that are yet to be established in this
area, as this is almost virgin and challenging field. Hence go on with mutually
benefiting terms and conditions while dealing with the vendors which can be revised
time to time.
vi. Consortium: the Institute has access to the „INFLIBNET N-LIST‟ care should be taken
to check for duplication before placing any order.
vii. Trial Access: Many a times publishers propose for trial access to their respective
journals collections which can be made accessible through the Institute‟s IP numbers to
supplement the existing journals collection whenever possible.

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8.6.3. Ordering Journals:
i. Compile priority list with the approval of library advisory committee and the
Director
ii. Adhere to the Terms and Conditions of the Library
iii. Budget estimate based on the costs, currency conversion
iv. Place orders from available options as indicated in terms and conditions
v. Payment against the original and proper invoice/bill/renewal notice etc.

8.6.4. Receipt and Access to the Materials:

Check-in system:
i. Ensure that the items received are as per the order/ access is enabled to the desired
resource
ii. Manual (Kardex) or computerized record of receipts of the journal issues
iii. Article/s entry into the in-house database in response to the set user profile
iv. Timely display of the Loose Issues of the periodicals on the respective display
racks.
v. Linking to the online content wherever applicable
vi. Accessioning the virtual resources should not be done since they do not exist in
physical form.
viii. Accompanying materials such as CDs/DVDs etc., are being preserved at the
library. Other than CDs/DVDs are kept with the Periodical Section.
ix. Archival of the e-resources/ content be carried by observing copyright issues.

8.6.5. Certification/ Notification against Advance Payments:

i. The invoices/bills and documentary proofs be duly scrutinized by library. The
invoices/bills duly certified by the Head of the library or his/her designated
authority are sent to F&A Section for payment.
ii. In case of advance payment, after the receipt of the document the necessary entry
should be made in records to close down the outstanding balance.
ii. A proper Bill Register to be maintained to record all the payments sought/made

8.6.6. Gratis and Exchange Periodicals:

i. The documents relevant to the scope of the Institute‟s study and research areas be
added and accessioned in the collection
ii. Try to get the free/discounted subscription/s to the periodical/s wherever possible.

49
 iii. Gratis may be accepted from the college faculty, scholars, or outside institutes and
organizations of similar interest.
iv. Avoid duplication unless essential.
v. Find good place for the documents that are not relevant to the Institute.
vi. No need to maintain a separate collection/s.
vii. There should be a proper record of gratis items and can be acknowledged
appropriately.
viii. Journals under Exchange mode are being handled by the Manager, Publications
Unit, and the Library is at the receiving end only.
ix. Claims regarding the non-receipts of Exchange Journals will be addressed to the
Manager, Publications Unit.
xi. Journals under „Exchange and Free Subscription‟ can be treated as regular
subscriptions and article entry is advised to be done in the Library Database and the
completed volumes will be bound and accessioned and archived.

8.7. Maintenances
i. Book binding- no separate binding section in college library. The work may outsource
from the outsiders.
ii. Preservation and Conservation: preservation and conservation policy should adopt to
preserve the library materials against insects, usage, temperature, fire, rain etc.,. The
essential set up should have the system.
iii. Building and Equipment Maintenance: time to time to care for the building paints, and
repairs of the library equipment should have provision in the system. For computer and
other electronic devices concern library should have the annual maintenance system.
(Note: For complete details of Maintenance of work; Book binding and preservation of
library materials, Care and repair of books, building and equipment, Stock verification and
shelf rectification, Book Selection and Acquisition and Processing Work etc., the book
entitled “Library Administration: Theory and Practice by R.L.Mittal”, Ess Ess publication,
New Delhi and “Library Manual by S.R. Ranganathan”, SRELS Publication, Bangalore may
be referred, which is recommended by experts).

50
 9. STOCK VERIFICATION AND SHELF RECTIFICATION
Stock verification is an annual process which will be conducted twenty days before
the academic year end or before the academic year beginning. It discloses the position of the
loss of documents so that the replacement may be made in case of important documents lost.
Stock verification provides opportunities to weed-out un-used and very old editions of
the library. It helps in planning the method to provide adequate safeguards to check future
losses. Stock verification should be carried out by the responsible faculty appointed by the
Principal.
Library users can browse entire collection because misplaced books are restored in
their Original place and this result in the rectification of stock. Periodic stock verification
leads to the cleaning and dusting of books and thus prevents their deterioration.
Stock verification provides an opportunity to the staff members to acquaint
themselves with the holdings of the library which results in the better reference service to the
users. library documents which are worn-out by use and which are beyond repair, after
declaration by a competent committee appointed by the library advisory committee shall be
weeded out once in a year.
Newspapers and unused magazines shall be auctioned with the approval of the library
advisory committee twice a year and the amount shall be remitted to the Library Reading
Room Fund.
In the case of loss of library documents reported after physical verification, a loss of
ten library documents for every one thousand library documents consult and issued on loan
shall be considered as reasonable loss and the same could be written off with the approval of
the library advisory committee.
Library documents without permanent value which have been declared useless by a
competent committee appointed by the library advisory committee shall be weeded out once
in a year.

9.1. Common Stock Verification & Common Cost Recovery Policy

Stock Verification
Physical verification of the library stocks has to be carried out to identify the
losses, identifying misplaced documents, identifying documents that need repair, etc.
Depending upon the size of the library following periodicity is fixed:

51
 Size of library Periodicity
Up to 20,000 volumes including journal
back volumes 100% physical verification at 3 years intervals
Above 20,000 and up to 50,000 volumes
including the journal back volumes. 100% physical verification at 5 years intervals
Sample (20% of the total stock) physical
verification at intervals of not more than 5
years. If such a sample verification reveals
Above 50,000 volumes and up to 1,00,000 losses up to 10% of the sample chosen,
volumes including the journal back volumes complete verification is required to be done
Sample (10% of the total stock) physical
verification at intervals of not more than 5
years. If such a sample verification reveals
Above 1,00,000 volumes including the losses up to 10% of the sample chosen,
journal back volumes complete verification is required to be done

The sample can be of random generation of numbers. The verification has to be

carried out by a team of members appointed by the Principal and the library staff will assist
the verification team.

9.2. Write off /Loss of Books

Missing/loss of books is a common factor in open access system. Some loss of publications
is inevitable especially in the context of open access practice in libraries. The librarian has a
role as information manager and not just a custodian. Therefore he/she should not be held
responsible for the losses.
i. Loss of ten volumes per 1000 volumes consulted/circulated on loan in a year may be
taken as permanent value/un-service able and it may be considered for write off.
ii. Loss of a book of the value exceeding Rs.5000.00 for books published in India and
Rs.10,000.00 for books published abroad and books of special nature and rarity shall
invariably be investigated and consequential action taken. The principal/LAC will write
off all such losses. The base values suggested for Indian and foreign books may be
reviewed every three years.
iii. A publication may be considered as lost only when it is found missing in two successive
stock verifications and thereafter only action be taken to write off the publications by
competent authority.
iv. All library personnel is equal responsible for loss of books/documents and library
materials. If the loss of book is more than the permissible extent, the causes of such loss
may be investigated by the competent authority and the remedial measures be

52
 strengthened. Or if the loss is more than permissible extent, common share from all the
users can be charged.
v. Occasional loss/damage of issues of periodicals is inevitable during postal transit. If the
payment is made directly to the publisher, then sometimes it is not possible to get the
replacement. In such cases, the non-receipts/damages are considered as loss for write-off.
vi. The Principal/ The library Advisory Committee may write-off the loss of books, volumes,
etc. mentioned in the preceding paragraph provided the total value of all such books, etc.
does not exceed the monetary limit prescribed in the Delegation of Financial Powers
Rules, 2010
vii. There may be no objection to the Librarian disposing of mutilated/ damaged/ obsolete
volumes to the best interest of the library. However, the disposal of such volumes should
be made on the recommendations of a Library Advisory Committee to be appointed by
the competent authority (Principal) which shall decide whether the books
mutilated/damaged/obsolete are not fit for further use.
viii. If the requisite and responsible staff are not provided to maintain the library proportionate
to the strength of users and collection of the library. If the requisite safety, space, cabin
and halls are not provided by the administration, in which case the librarian should be not
alone cannot be made responsible for the losses. However, in such situations the missing
of books, etc., the Principal/LAC should have liberty to write-off such books from library
stock with reasonable remarks and possible events of such losses.
ix. Fifteen years old books can be disposed write-off as per commissioner orders No
DCE/173/lib/ (Extract from Ministry of Finance O.M. No. 23(7) E II (A)/83 dated
7.2.1984 and CAG‟s U G No. 1964-TA.II/21-83 dated 23.12.83)
x. However, there may be provision to write-off which is unserviceable/damaged/mutilated
books by the recommendation of Library Advisory committee. (Incase books/reading
materials are found to be physically damaged due to low quality of papers, bindings,
eaten by the mites, torned, and out dated syllabus books besides absolute space problems
in the library to preserve such books/reading materials shall be written-off).

Note: General delegation of common financial powers to the Head of Departments and
others (Govt. Order No.FD2TFP 2010, Bangalore, and Dated: 30-04-2010. Wide, Sl.No. 17
and 18).

53
 9.3. Procedure for Write-off
i. List the documents not found during stock verification;
ii. Library staff to make all possible efforts to locate the document not found during
stock verification (the process can go up to six months but not as an exclusive task);
iii. Prepare pre-final list of the documents not found and publicize;
iv. Compile a final list of documents not found;
v. Compare with the list of earlier stock verification to identify common entries;
vi. Compare losses with borrowing/ consulting / photocopying statistics;
vii. Put up the list of common entries to the Director (Management in case of Private
Aided Colleges) along with justification for the losses (open access, limited staff,
inadequate security system, large number of students visiting library, losses within
permissible limits, etc.);
viii. Get approval from the Principal/The Library Advisory Committee;
ix. Issue Official Memo (OM);
x. Make necessary entries in the accession register, write-off register, assets register, etc;
xi. Remove records from databases;
xii. Close file.
Improve the system with additional precautionary measures .

9.4. Common Cost Recovery:

To discourage the cost of books by the users, they should replace the same document.
In case book/document is not available in the market they should pay the cost of document as
above mentioned norms.

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 10. LIBRARY AND INFORMATION SERVICES AND FACILITIES
The Library services refer to facilities provided by the library for the use of books and
reading materials and dissemination of information for the need and meet the users‟
requirement.
The following are the important services:
10.1. Circulation
The circulation section is the nerve center of the library. It provides an opportunity for
the library staff to come in direct contact with readers. The service rendered by them at the
circulation desk should be not only an efficient but also be courteous. It is the performance
and attitude of the circulation section that largely makes or mars the reputation of the library.
The circulation section is responsible for the following items of the work:
i. Registration of readers
ii. Issuing and return of books and other reading materials
iii. Sending reminders for overdue books
iv. Realization of overdue charges and maintaining the account
v. Reservation of Books
vi. Maintaining the circulation statistics.
As the reputation of a library depends to a large extent on the work of the circulation
staff, they should be carefully selected and trained.
a. Book Lending Service:
The books available in the library can be borrowed/referred by the faculty members
and students of their interest. Depending on the availability of books in the library, certain
number of books may be issued to the students and faculty members. This may be decided in
the library advisory committee. The time limit and limitation of books may be fixed for return
of books and certain amount may be charged as a fine for overdue dates for not returning
books within a stipulated time as fixed by the library. Borrowers‟ Tickets may be issued to
each student/faculty member. They are eligible to borrow only one book against each
borrower‟s ticket.
Depending on the availability of library staff, open access/closed access system may
be adopted. Open access system would be much fruitful to use open shelves and allow
readers full access into the library. The readers could identify books of their requirement and
use more effectively.

55
b. Periodical Lending Service:
Normally the periodicals and reference books will not be issued out of the library.
However, on rare occasions, the reference books and periodicals may be issued to the
students and faculty members for one or two days in exception cases.
c. Book Bank Facilities:
With the bit of distance between semesters, services given to the users are not
sufficient in general circulation. As a solution to that library may provide book bank scheme,
books extra service on demand by the students. In this scheme, the SC/ST/OBC/physically
challenged and other deserving students and poor students of the college may be issued books
under this scheme for reasonable long term use.
d. Extra Book Facilities to Meritorious Students:
An extraordinary service may be provided to the students in order to support their
merit by taking special risk by the library. Under this scheme, the top scorers in each class in
a semester may be issued some books. This facility may be extended only on the excess
availability of books in the library.

10.2. News Paper Clippings

The library is subscribing number of newspapers. Every day the newspapers are
containing very important news in special edition on various subjects which are very useful to
the readers. Depending on the usefulness of the information available in the newspaper, it
may be cut/photocopied and arranged subject wise and kept in the library files for the use of
readers.
10.3. Reference Service/Referral Service
Reference service is considered as the heart of library services. A good reference
service depicts good collection. Reference service is a process of establishing contact
between a reader and a book in a personal way. Pinpointed and exhaustive service should be
done as expeditiously as possible. The librarian tries to assists the reader in finding the book
or information which he wants. The librarian should make them available to the readers in the
prominent place in the library. Reference service is now generally acknowledged as most
important duty of the librarian. In case of information is not available in the library; the users
may be directed to visit other libraries where the information is available. This is called
referral service.

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10.4. Inter-Library Loan
The college library has to establish an inter library co-operation with local/regional
government/private colleges for resource sharing under Memorandum of Understanding
(MoU). The students/ faculty members of colleges can make use of the information resources
available in the libraries.

10.5. User Education

User education is mainly concerned with providing guidance and instructions to the
readers in the proper use of library collections and services individually or collectively. The
user education program should aim to make all users aware of the information resources
available in the library and enable users to enjoy the search of information. The following
activities: vide identify user groups their needs and choice of information reader must
consider appropriate method and medium of instructions.
The user education program depends upon the following course contents:
Plan of different sections of the library; library hours; rules and regulations of the library like
home lending of books; duration of different book bank schemes; reference service; reading
room facilities; photocopying; bibliographic services; computer assisted facilities like
browsing of Internet, search engines, searching of e-books and e-journals, subject gateways,
free and open source digital material available on the net and their search for use under digital
library system.
Every library shall have user education service to provide better services to the
readers. With an advent of information age, the need for training the users in the retrieval of
information for bibliographical database, use of CD- Rom, OPAC etc. This will increase the
academic performance of students and staff enables them to use of libraries independently in
any institution.

10.6. Career Guidance

Career guidance and counseling programs in higher educational institutions aim to
provide assistance and advice to students to make them more and better informed in their
future educational and career choices. It also helps to the students to realize their strengths
and weaknesses by instilling self-awareness, decision making skills, planning skills and
personality development etc.,
At present, there is greater need to provide career guidance services in the college
libraries. Career guidance at graduation level help students to select subjects of specialization

57
which help them later in choosing vocation; it helps to divert the students towards more
useful activities.
A separate cell may be opened in the library for career guidance to the students by
acquiring special collection of books, CD and information brochures on higher education and
other competitive examinations.

10.7. Information and Communication Technology (ICT) enabled

Services
The following additional services may be provided by the college Library and
Information Center (LIC) based on the users‟ requirements, resources, facilities and staff
available.
10. 7. 1. Institutional Repository:
An institutional repository is a web based database of any institute‟s scholarly
resources. Institutional Repository may include pre-prints, thesis and dissertations, images,
data sets, course materials, Journals articles accepted for publication,
Seminar/conference/workshop papers, teaching aids/learning materials, student projects, free
online journals, free e-books, photographs, audio/video recordings on concerned subjects,
annual report/activities of the institution, course wise syllabus, semester wise previous exam
question papers, reports of the academic/cultural programs of the institution, institutional
data/information, committee reports and memoranda, surveys, annual report of the library.
The main task of the Institutional Repository is to collect the scholarly materials to store and
disseminate in digital format for wider use.
10.7.2. Digitization:
Digitization is the conversion of materials that were originally created in another
format into an electronic form. Digital conversion of library material has advanced rapidly in
recent years. It is important to resist the urge to digitize everything in a library or archival
collection to save the space of the library. Digitization is an excellent way of providing access
to library materials to the readers. Digitization has proven to be possible for nearly every
format and medium presently held by libraries from map to manuscripts and moving images
to sound recordings. Copyright assessment plays a defining role in digitization of library
materials and must be taken permission from the original publisher/author/editor. Before
digitization, librarian has to decide what materials to convert into digital form; intellectual
quality of source material; rare materials, original books, manuscripts, photographs, paintings
etc.

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10.7.3. Mobile Phone service/Mobile Alert service:
Before the advent of ICT (Information Communication Technology) the practice of
communication in the library was prevalent through notices, circulars etc., Users had to come
to library to get the update about library activities. As electronic communication systems
began to develop, they can inform stakeholders through a single SMS to the user‟s mobile
phones about the activities/services. It is made possible by Global System Mobile
Communication (GSM) in operation.

10.7.4. Web OPAC:

Web OPAC is also known as OPAC that uses a Graphical User Interface (GUI) access
via the World Wide Web as opposed to a text based interface access via telnet.

10.7. 5. OPAC:
Online Public Access Catalogue is a catalogue consisting of a collection of
bibliographic records in machine readable form maintained on a dedicated computer that
provides uninterrupted interactive access via terminals or work stations in direct, continuous
communication with the central computer. Most OPACs are searchable by author, title,
subject headings and key words.

10.7.6. Photocopying services:

The library has to procure photocopying machines. Any reference from
books/periodicals of the library if needed by the faculty members and the students found to
be important can get it photocopying without spending their valuable time outside at a
nominal cost. Print out from e-resources can also be provided if required. For maintenance of
Xerox machines and purchase of photocopying paper, nominal amount may be charged.

10.7.7. Internet Service:

Inter connection of computers and computer networks around the world using a
particular suite of communication protocol is called internet protocol. Internet provides
universal computer connectivity with several basic services and tools like E-mail
(messaging), File Transfer Protocol (FTP) from one computer to another and telnet (remote
data processing) and also down loading of information from the web.
The INTERNET service may be provided with few computers and connected with
broad band to the readers. Certain amount may be charged for payment of internet
connectivity from the readers if necessary on the quantum of net utility duration.

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10.7.8. CD-ROM Search:
The library will be purchasing CD/DVD on different subjects and some libraries may
be having CD-ROM databases. Those CD/DVDs and CD-ROM databases should be made
available for the use readers. The computer facility is to be provided in the library for the
users to make use of CD/DVDs and CD-ROM databases.

10.7.9. Any Useful Databases:

The present information age is the era of hybrid library collection to satisfy the
information requirements of the user community. So, there is a need to provide both print and
electronic resources to the users. The databases from INFLIBNET, INFONET, N-LIST,
DELNET Consortia or any other databases are required to be subscribed by the libraries.

10.7.10. Mobile based Information Services:

As the use of the smart mobile phones, Personal Digital Assistants (PDAs) got
increased, library had to provide general and subject specific information through Google and
Mobile based apps. This may be many times cheaper and without cost involvement.

10.7.11. Library Extension Services

a. New arrivals Display:
Display of new books would enable library users to catch up on new trends. They can
familiarize themselves with latest developments in their interested field. As and when the
library purchases new titles need to be displayed in the “New arrival Stand” for the benefit of
reader.

b. Bulletin Board / Wall magazine:

For the benefit of the students, information brochures of institutions for further
studies, employment opportunities, personality development skills, Newspaper clippings etc.,
are put on the bulletin board. Every library should have a „wall magazine‟ where the student
can exhibit their talents by writing some articles and cartoons etc.

c. Book Exhibition:
Exhibition on specific topics would help readers to be aware of the kind of books
already available to them. To popularize the library consciousness among the various users of
the library and to motivate the users to read the books, the library should arrange the book
exhibitions on different occasions like Ranganathan‟s birthday (Librarian‟s Day), Library

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Week, Independence day, Republic day, Teachers‟ day, Management festival, college annual
function day etc.

d. Book-Talks, General Knowledge Competitions

It is better to arrange the programmes like book-talks by the experts for the benefits of
the users especially for the students to inculcate self-reading habits and also to conduct the
general knowledge competitions.

e. Organizing Seminars/Conference/Workshops/Symposiums etc.

The library should organize seminars/workshops/symposiums for the library
professionals to know the latest developments in information technology and resource
sharing. By these, library professionals can update their knowledge to help the readers in
information searching.

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 11. LIBRARY RULES AND REGULATIONS
The Library rules and regulations are set by the Librarian and LAC on the basis nature
of institution, type of users, collection. These rules and regulations may be revised from time
to time depending upon the occasions like examination, job fairs, users‟ requests, changing
technologies, etc... The general rules and regulations of any type library are all most same in
its nature.

11.1. Library Working Hours

a) On Working Days:
The working hours of the library depends upon the necessity of the user community and
also based on the availability of the library staff. Usually the following working hours
may be followed;
i. Generally, the college library shall remain open to the students and staffs
Monday to Friday: 10:00AM to 5:00PM.
Saturday 10:00AM to 2:00PM
ii. The college library timing may change depending on their college working hours
and college infrastructure and availability of library supporting staff.
iii. The library timings may be extended by the library advisory committee
recommendation. It has been fixed for as many hours as possible for the readers to
use the library on availability of sufficient staff and library infrastructure and
facility.
b) On Holidays:
The library will remain closed on General Holiday, National, Gazetted and Local holidays.

11.2. General Rules & Regulations of the College Library

The main purpose of these rules is to safeguard the common interest of all users and
to enable the Library to carry out its functions as efficiently as possible, failure to observe
these rules which leads to cancellation of the membership. Handle the documents with great
care as they are costly, precious in nature, is expected from users.
i. The Students must carry their College Identity Card/library membership card with them
at all time inside the Library. Show the Identity Card compulsory at the time of books
check-out/check-in (whenever asked by the library staff).
ii. All readers are required to maintain perfect silence and discipline in the library.

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iii. The Library staff members at the entrance and exit gate of the Library is authorized to
search the person or a reader if he/she suspects that he/she is carrying any other
property from the Library.
iv. The borrowing facility can be withdrawn or restricted in case of misbehavior of users
for their misuse of the library.
v. Library users should enter his/her name, course, semester time-in and time-out in
register kept at the entrance.
vi. All personal belongings, such as books, bag, coat, umbrella, personal files, Xerox
material that do not belong to the library must be deposited in the library counter at the
entrance of the library.
vii. As personal books, Xeroxed and printed loose papers are not allowed inside the library
under any circumstances.
viii. Books are issued for staff till semester end and for students period of a Fortnight
(fifteen days) in the first instance and if required, the same book can be renewed further
one more time for a period of a Fortnight each and thus no book will be allowed to be
kept with a member beyond thirty days.
ix. Library cards are not transferable: The borrower card holders should come personally to
borrow the books and the authorization is not allowed.
x. Loss of books/damaged: every borrower from the library is responsible for the safe
custody and return of the book borrowed by him/her. In the event of damage or loss
he/she shall replace the book or pay the cost of the book. The person has to pay the fine
plus the cost of the books plus processing charges at the time of clearance from the
library.
xi. Readers should not deface, mark, cut, mutilate or damage library resources in any way.
If anyone is found doing so, he/she will be charged the full replacement cost of the
resource. Books Borrowed should be protected from RAIN, F IRE, DUST, INSECT,etc.
xii. Downloading of undesirable e-resources shall not be allowed and punishable if violated.
xiii. Strict discipline should be maintained in the library. The position of the chairs and
tables should not be changed or displaced.
xiv. Beverages and eatables are not allowed inside the library. Smoking is not permitted in
the library. Mobile phones are strictly prohibited in the library.
xv. All persons may be allowed admission to the library provided that the Librarian may at
his discretion refuse admission if he considers a person either of unsound mind,

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 intoxicated or otherwise shabbily dressed. The decision of the Librarian or the next
senior officer of the library in the absence of the Librarian shall be final in this matter.
xvi. Pets such as dogs, cats, etc… shall not be admitted to the library.
xvii. No reader is allowed to sleep in the library premises.
xviii. The readers shall behave in a civilized manner. The Librarian may expel any person
if he/she presence of such a person is liable to create law and order situation.
xix. The readers are liable for punishment and fine if they either misbehave or damage the
books or any other property of the library, decent behavior is expected.
xx. Each prospective member shall give in writing an undertaking to abide by the rules of
the library. He shall fill up a membership form.
xxi. Each member shall be provided with a membership identity card and / or Borrower‟s
card.
xxii. In case any book is lost or injured by the member, the member shall replace the book
or shall pay the cost of replacement. If a book is one of the volumes of a set, the
reader may be asked to replace the whole set.
xxiii. Reference books, rare books, unbound periodicals and books of fine arts may not be
issued generally except with the written permission of the Librarian.
xxiv. The books may be renewed if the same are not in demand or are not reserved by other
readers. The renewal will be done generally on the physical presentation of the books,
but in special cases, renewals by post, telephone or by other means of communication
may be allowed by the Librarian.
xxv. If a member does not pay off the library dues, the privilege of borrowing books may be
suspended till he/she deposits the requisite amount.
xxvi. No visitor or guest is permitted to use the Library without the prior permission of the
Librarian. He/She is required to produce a proper introduction letter from the
concerned Institution/Organization thereafter who wishes to use the Library facility.
xxvii. No photograph of the Library shall be taken without the prior permission of the
Librarian.
xxviii. The librarian shall have the power to refuse the issue of book to any member or he
may recall any book without assigning any reason therefore.
xxix. Student after returning of library books/documents should take No-dues certificate
from the library before the examination or before the III and V Semester admission.

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xxx. Staff should take library No-Dues Certificate (NOC) while Transfer/Deputation/
Superannuation from the college. (While living the college, student and faculty should
return books and library borrower‟s card without fail, thereafter NOC will be issued.)

11.3. Limitations of Books for Faculty and Students

i. Students can borrow two books at a time.
ii. Full-time teaching faculty can borrow at a time six books and ten books for those
who involved in research activities.
iii. The library advisory committee may suggest the limitation of books to faculty and
students on the basis of their library collection.
iv. Book Bank books can be issued as per Book Bank scheme norms/the availability of
books. The discretionary powers are given to the librarian by the Library Advisory
Committee.
11.4. Overdue and Loss of Books Charges (Fine & Penalty):
In case of loss of books the following procedure will be followed,
i. A sum of „one rupee‟ will be collected per day per book beyond the stipulated
overdue.
ii. The member should report immediately to the librarian about the loss of library
documents borrowed from the library. The following charges shall be recovered for
the loss of library books.
iii. If new edition or copies of the lost books are available with the book suppliers, the
book has to be replaced with 10% of processing fee.
iv. If the lost book is not available for replacement the value of the book lost will be
realized at the following rates.
a. Ten times of the face value of the books which are published on or prior to 15th august
1947.
b. Six times of face value of the books which are published after 15th august 1947 to
15th august 1970.
c. Three times of face value of the books will be charges in all other cases.
d. If the book value cannot be ascertained from the library stock register (accession
register) compensation will be fixed on the basis of the market price of similar
publication at the time of fixation.

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v. The overdue, damages and loss of book/reading material charges (Fine & Penalty) so
collected amount shall be deposited (Semester/Academic year end) under library
Reading Room Fund.

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 12. AUTOMATION AND NETWORKING OF LIBRARIES

12.1 Automation of the Libraries

The concept of automation was centered on the use of computer for housekeeping
operations and information services by individual libraries.
There are certain factors responsible for the automation of the libraries
 Information explosion has increased user‟s demand.
 Labour intensive nature of work.
 Changing concepts of documents.
By the application of modern management techniques reduced response time and
need for resource sharing are important elements to be noted by the Librarian and work on
automation of their libraries with the using tremendous capabilities of computer.
Already libraries are started using computers for the in-house operations like
Acquisition, Cataloguing, Circulation, and Serials Control etc…
Librarians should choose by evaluating the facilities available in software‟s in market
and open source software‟s systems and then go for its installation and working.
12.1.1. Hardware Requirements:
As per the requirements of the Integrated Library Software and computer with latest
configuration, Laser Printer, Plastic coated Labels for Barcode, Bar code Reader, Barcode
Printer and General Scanner. Colour Printer to print the membership records.
i. Infrastructure and requirements of an automated circulation
ii. Access to the membership records of the library
iii. Access to the online catalogue of the library
iv. Access to information concerning the privileges of different categories of library
patrons
v. Access to the information on fines to be charged
vi. Barcode printing and reading equipment
Sub systems of an automated circulation control system
i. Membership registration vii. Interlibrary loans
ii. Charge (issue) viii. Overdue charges collection and
iii. Discharge (Return) management
iv. Renewals ix. Binding
v. Holds or reservation x. Search and Retrieval
xi. Management information
vi. Recalls
reporting

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12.1.2. Infrastructure and Requirements of Automated Serials
i. Access to the external databases and sources of information
ii. Via the Internet (e.g. to publishers web sites)
iii. Via online library catalogues
iv. Via library networks and service providers
v. Internal databases and files

12.1.3. Subsystems of Automated Serials

i. Check -in or Registration v. Subscription Management
ii. Claims vi. Search and Retrieval
iii. Binding vii. Physical Preparation
iv. Serials Union List viii. Reports

12.1.4 Infrastructure and Requirements of an Automated Cataloguing

Access to external databases and sources of information
- Cataloguing resources on CD ROMs
- Via Internet e.g. Websites of national library
- Via online library catalogues
- Via library networks, service providers

12.1.5 Subsystems of an Automated Cataloguing System

- Search , retrieval and display
- Cataloguing data entry
- Verification and validation of entered data
- Authority control
- Printing and output production
- Retrospective Conversion
- Options for converting records
- Online Public Access Catalogue (OPAC)

12.1.6 Infrastructure and Requirements of an Automated Acquisition

Access to external databases and source of information
- On CD ROM‟s
- Via Internet. E.g. to publisher‟s websites
- Via online search systems
- Via. Online library catalogues

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 - Via library networks, service providers,
- Internal databases and files

12.1.7 Subsystems of an automated acquisition system

i. Request processing viii. Cancellation
ii. Order data entry and updating ix. Physical preparation
iii. Order production and transmission x. Financial records, budgeting and
iv. Received item processing reporting
v. Accessioning xi. Search and retrieval
vi. Received invoice processing xii. Management Information reporting
vii. Claims

12.2 Networking of Libraries

The services offered by the traditional library are limited by its location, so the user
cannot receive services unless the user comes to the library. Moreover, in such libraries the
manual operational approach is dominate, while a networked services is open and users have
access to the needed information at the online terminals of any site and the services are all by
electronic means which is quite different from the traditional way.
Today, information is provided in a variety of documents such as books, journals,
monographs, conference proceedings, magnetic tapes and compact disks. Besides, it is
appeared in digital format and web enabled format such as e-books, e-journals etc. This
information is to be retrieved in a useful way. Computer networks, the internet, CD-ROM,
Multimedia, Electronic Publication, Library consortia, etc. are some of the tools of
information technology by which information can be disseminated and made readily
available to the users.
Library Networking involves the sharing of computers, peripheral hardware, software
and switching all interconnected with communications channels used to establish a
connection between network users. The end result is the shared use of information and
resources. The intension of the network is to distribute information to the users requiring the
network services. Computers and telecommunications may be the tools used for facilitating
communication among them.

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12.2.1. Types of Network-Based Information services
Network facilities help libraries to provide
 Inter-library loans by sending the information through e-mail.
 Online acquisition and online catalogue.
 Bibliographic information service.
 Consortia-based services
 Full text access to publications
 Organization of internet resources and providing access
 Pattern service
 Promoting the discussion forum for different subjects
 Web portals

12.2.2. Network Services

The network services can be categorized into two types such as
i. General network service facilities. Eg. NICNET, INDONET
ii. Specialized networks. Eg. CALIBNET, DELNET, INFLIBNET, ERNET etc…

12.2.3. Need for Networking

i. The rate of growth of information and knowledge is faster than before and it is ever
increasing. Hence it has become impossible for each and every library to procure
every document that is published in the library.
ii. Another problem is the rising prices of publications, which has affected collection in
libraries.
iii. The budget of the library is not increased and this makes it difficult for the individual
library to provide services from its own collection.
iv. Due to the emergence of new subjects, readers require pin-pointed information that
may be available in other libraries.

12.2.4. Web Portal

A Web Portal is commonly described as a system that provides secure, single –entry
point, web-based access to enterprise data, applications, and services.
Every Library must have a Web Portal or some space in Institutional Website. As
Web Portal serves content based on identity at its root dependence on a scalable, reliable,

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blazing fast directory service coupled with a /web security infrastructure that provides
authentication, single sign-on, identity services, and Web acceleration.
Commonly referred to as simply as portal, a website or service that offers a broad
array of resources and services, such as e-mail, forums, search engines, and on-line shopping
malls pertaining to reading material. The first web portals were online services, but by now
most of the traditional search engines have transformed themselves into Web Portals to keep
a larger audience. A web portal increases value to users, lower operational costs, lower
administrative and training costs due to the self-service capability, organized and timely
access to data, applications, and services, enhanced knowledge sharing communication, and
collaboration. It provides improved customer service to the portal‟s user population. Keeping
all these benefits and uses a librarian shall have to approach the heads of institutions for their
support to create websites and provide the online services, sharing information through
creating institutional repositories and documents by OPAC access to the other colleges.

Portal Requirements:
The general requirements for a portal are included as follows
 Integrate information from a variety of sources into a single access point.
 Distribute information throughout the organization in a controlled manner.
 Provide a customized user interface for users to easily access information.
 Enable direct access to applicable organization knowledge and resources.
 Enhance customer service to clients, partners, employees, and citizens.
 Improve overall staff productivity in operational and administrative duties.
 Reduce operational costs (e.g., infrastructure, communications, training, travel).
 Increase staff ability to perform real-time reporting and analysis of information.
 Enhance staff ability to make informed decisions in a consistent manner.

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 13. CREATION OF E-LIBRARIES AND DIGITAL CONTENTS
E-library is a library where information is stored in electronic or in digital format for
the use of the stakeholders or students of the organization. E-libraries are more popular and
useful media for disseminating the information in the knowledge society. E-library generally
contains the following items
i. CDs / DVDs of Audio, video, tutorials, study materials, projects, books, photographs,
encyclopedias etc.
ii. Digital Library / Institutional Libraries
iii. E- Resources like E-Journals, E-Books, Newspapers, Manuscripts, Sound recordings
etc. N-List is the one such database form INFLIBNET can be used for minimal cost,
provision has to be made to purchase from Reading Room fund of the college. N-List
provides E-Resources like E-Journals, E-Books and Databases etc.
iv. Databases vi. Citations links
v. Subject Guides vii. Google Scholar

13.1. Infrastructural facilities to be provided for running E-Library are

i. Server with PV, i7, 10 TB hard disk, v. Scanners
5GB RAM, (Latest Configuration) vi. Networking
ii. Computer terminals with latest vii. Internet Connectivity
configuration viii. Web Hosting
iii. UPS (5KV) ix. Website Design and development
iv. Printers x. Air Conditional Access Hall

13.2. Software Requirements:

i. Software for the DVD Management
ii. Digital Library / Institutional Libraries Software
iii. E-Book Reader Software
iv. Federated Search Engines
v. Optical Character Recognizer ( OCR) Software

13.3. Open Source Software

Open source software can be used for free of cost but annual maintenance charges can
be provided to service from the vendor by providing CDC/CDF or RR funds of the college.
Also for key in the data has to be made provision from the one of the funds of the college for

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creating database. Based on the availability of fund, staff and other requirements, this
software may be provided. Some of the prominent open source software are listed below
according to the type of application.

13.3.1. Institutional repository software:

1. Dspace
2. Eprints
3. Greenstone
4. Fedora, etc

13.3.2. Library Automation Software:

1. Koha
2. E-Granthalaya
3. Newgenlib
4. Evergreen, etc

13.3.3. DVD Management

1. DVD@HOME, 2. libdvdetect DVD Online Database

13.3.4. Content Management Systems

1. Joomla, 2. Drupal, 3. Wordpress

13.3.5. Federated Search:

1. Pazpar2. 2. DbWiz

13.3.6. E-Learning:
1. Moodle

13.3.7. E-Book Readers:

1. Caliber

13.3.8. Citation Management:

1. Google Scholar
2. LateX
13.3.9. Operating Systems:
1. Fedora
2. Ubuntu

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 14. INNOVATIVE/BEST PRACTICES OF A COLLEGE LIBRARY
The role of the library and information center in a college is aimed at realizing the
educational goals of the students and college as well. The college libraries not only provides
stimulus to reading by procuring materials for study and research but also feeds the intellect
of the student. It encourages the teaching and research needs of the faculty. The college
library and information centre acts as a vehicle for disseminating information and the related
Information and Communication Technology.
“Best practice may be innovative and be a philosophy, policy, strategy, programme,
process or practice that solves a problem or create new opportunities and positive impact on
organizations”.

Some common ‘Best Practices’ are;

 Computerization of library with standard software.
 Inclusion of sufficient information about the library in the college prospectus.
 Compiling student / teacher statistics
 Displaying newspaper clippings and a clipping file maintained periodically.
 Career/ employment information services
 Internet facility to different user groups
 Information literacy programmes
 Displaying New Arrivals
 Conduct book exhibition on different occasions
 Organizing book talks
 Instituting Annual Best Use Award for students
 Organizing competitions annually
 Conduct user survey periodically
 Making of a Path Finder to the library
 Compiling a list of Current Serials/ catalogue of journals.
 Updating and maintaining library website
 Maintaining useful statistics regarding the use of the library and displaying them on
the library walls
 Compiling checklists on different subject/topics as a part of documentation service
 Library Committee formation
 Distribution of useful handouts

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The development of college library as suggested „Best Practices‟ by the NAAC is under the
four broad areas as;
14.1. Management and Administration of a Library
 In-service Programmes
 Observation of other Library practice.
 Staff promotional policy.
 Maintenance of service area
 Special deposit scheme
 Resource Generation through external membership.
 Resource generation through internet services.
 Student participation programme

14.2. Collection and Services

 Collection development in different formats
 Compact storage of less used collection
 Library book exhibition
 Extended library opening hours
 Extended hours of service
 Web enabled and mobile based library services
 Remote access and Federated Search

14.3. Extent of use of services

 User education
 Initiation to fresher‟s
 Preparatory course for students project
 User orientation
 Information aids
 Library use statistics
 Instituting the Library best user award”
 User feedback practice through different formats
 Suggestion box and timely response

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14.4. Use of Technology in Libraries
 On-line information retrieval- Internet access
 Free browsing unit -Internet access.
 Broadband internet centre
 Library homepage for information dissemination
 A strong and dynamic library website
 User feedback through library homepage
 Access to e-resources
 Information retrieval through web OPAC
 Campus-wide LAN facility
 Database creation using international standard formats
 Electronic surveillance system CCTV

Through the best practices adopted it can bridge the gap between the library and the
users. For effective and maximum utilization of the resources for promotion of higher
educational goals, the vision and mission of the institution may be given priority. It also
enhances competitive advantage and also enables to enhance the institutional effectiveness.

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 15. USER EDUCATION AND INFORMATION LITERACY
PROGRAMME
Higher education institutions are established not only to impart education and award
degrees to the students but also to make them self-learners and lifelong learners. The
exponential growth of information and knowledge in different disciplines and innumerable
reading materials in various formats has made the task of Library and Information Science
professionals more challenging for providing right information to the right user at the right
time.
In the information revolution age, the students are expected to employ sophisticated
information gathering techniques to locate, organize, evaluate and use the information
effectively in their endeavor. But, unfortunately the users of the academic library are unable
to locate and access the required information and materials due to lack of awareness about the
library resources and services. In automated libraries even faculty members also face
difficulty in searching information and locating the documents. To overcome this difficulty,
the higher educational institute libraries should provide orientation/ instruction to its users
through User Education and Information Literacy Programme. In this context, the college
libraries need to be dynamic and the librarians are to take leading role in imparting the user
education and information literacy training programmes in the colleges at regular intervals.
User education and information literacy means some instruction or orientation given
by the library staff to its users. In recent years, user education and information literacy has
become the subject of a great deal of activity in academic environment and majority of
institutions are paying special attention in giving training to its library users. However, the
students were having little knowledge about the role and importance of libraries and
information centres, their services and facilities. Hence, in order to make them well verse on
the conventional, electronic and internet based information sources and services, it is very
much essential to introduce a compulsory paper called “Library and Information Literacy”
for the first and second semester students of both UG and PG programmes.
In the first semester basic information about the library, their sources, services and
library visits. In the second semester basic information about the ICT based information
sources and services, search strategies and hands on training for soft skill development in
accessing and retrieving the needed information. In each semester this paper carrying 100
marks (80 marks theory and 20 marks internal assignments) and weekly one period for theory
and one period for practical will be allotted to the students of both UG and PG programme.

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The librarian is responsible for conducting the classes and assessment of internal assignments
with the assistance of other qualified personnel of the library.
User education and Information literacy cannot be implemented in isolation. The
success of this concept needs a good collaboration between teaching staff, librarian and
administrative authorities. Hence, the authorities of collegiate education should take
initiatives and give direction to the college authorities to integrate the user education and
Information literacy programme across the curriculum by designing a separate paper at the
under graduate and post graduate level. The librarians are also to take leading role in
imparting the user education and information literacy training programmes in the colleges.

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 16. LIBRARY ANNUAL REPORT AND STATISTICS

16.1. Necessity of Annual Report on library

An annual report is a document which brings out clearly the volume of work
performed by the library staff in a year.
Annual report is the survey of the actual work done during the preceding year. An
annual report is used as a piece of publicity material in order to attract the readers to the
library.
An annual report is the best medium through which the Librarian can know the
achievements and shortcomings of the library services along with the reasons thereof and
thereby he an can make requisite efforts to speed up the developmental activities.

16.2. Contents of the Report

A report can be divided into the following main heads:
i. Clientele
The Clientele is the mainstay of the library. It indicates the popularity or otherwise of a
library. The comparison of actual and potential readership will surely bring out the utility of
the library. In other words, it can become an index for the librarian to judge the usefulness of
a library.
ii. Book Stock
The book stock is the second important factor without which a library cannot possibly
come into existence. The report must show the total number of volumes in stock at the
beginning of the year under report, the additions, withdrawals and the total at the end of the
year, along with the board subject scatter. The number of current periodicals subscribed to
must be brought to the notice of the readers.
iii. Technical Services
The technical services are the backbone of a library. The technical services provide the
necessary acumen and life to the library service. These services bring order, rather a helpful
order, amongst all spheres of library activities. The processes help in making the books
suitable for the better use of the readers. The annual report must depict the impact of these
technical services on the library service as a whole.

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iv. Public Services
The Public services are those which are rendered by the staff members to the readers
directly. The annual report must review the steps taken for stepping up the progress in the
various fields of the readers‟ interest.
A statistical statement must be appended to show clearly the number of books subject
wise, if possible. The issue of books per person and stock of the books subject-wise must be
brought to light so that the community‟s reading capacity and interest may be properly
gauged and suitable steps may be taken to increase the utility of library by removing the
bottlenecks, if any.
v. Finance
“Library is a growing organism” the annual report must indicate the actual financial
condition of a library so that it may be seen as to whether the budget allocation was enough,
and if not, necessary provision of funds be incorporated.
vi. Miscellaneous
The extramural activities of the libraries must be brought out clearly so that the
authorities and the reading community fully realize the potentialities of a library. The
activities like extension lectures, film shows and other social and adult education activities
must be given due publicity. The efforts put in by the library to get benefits out of the inter-
library co-operation etc. must be brought to the attention of the readers and the authorities.
In short, the annual report must be symbolic in suggesting certain remedies.

16.3. Draft of Annual Report on Library

i) Clientele
a) Total number of members…………….
b) Male……………………………………….
c) Female……………………………………
d) Total number of active members……..
e) New members added during the period…
f) Ratio of members to the total population
g) Frequency of library visits
h) Number of Circulations
i) Number of Inter Library Loan deliveries
j) Number of login/ downloads of e-resources if any

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ii) Book Stock Books Periodicals/Others
a) Total no. of volumes at the beginning of the year………….
b) Number of volumes added during the year…………………
c) Total number of volumes at the close of the year………..
d) Total number of current periodicals subscribed………….
iii) Technical Services
a) Whether the book stock is classified or not….
b) Classification scheme in use……………
c) Total number of employees……….
d) Professional…………..
e) Semi-professional…….
f) Unskilled………………
iv) Public Services
a) Issue system in vogue: Newark/Browne/Others……
b) Total number of books issued/returned during the year……..
c) Average number of books issued daily………..
d) Total no of reference volumes in stock…………….
e) No. of books issued and returned during the year…..
f) No. of books issued according to subject………….
v) Miscellaneous
a) General condition of the library……..
b) New services rendered………………
c) Extra-mural activities………………..
d) Inter-Library co-operation……………
e) Publications, if any……………………
f) Programs participated by the Librarian/Library Staff
g) Paper presented by the Librarian/Library Staff
h) Institutions visited and lectures delivered if any
i) Any other suggestions………………

Signature of the Librarian/Chairman of Library Advisory Committee

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 16.4 .Compliance of Audit Reports, Enquiry Reports of the Department
a) While sending compliance report to audit section for loss books and recovery it is
specifically obtained recommendation by the Library Advisory Committee(LAC) to
weed out/write off/ not returned books under special circumstances like an accident,
demise and deaths of borrower, run-out of the college or town(migration).
b) Any loss and damages of furniture, equipment‟s, etc., which are found unserviceable
shall be disposed by the recommendation of LAC.
c) The books unused and damaged library property on evidence and real ground shall be
resolved in Library advisory committee for recommendation of write-off.
d) The audit report for any loss of books/materials and amount of recovery on a concerned
person shall be reviewed by the LAC for recommendation to drop such Para‟s of
recovery on proper compliance.
e) The financial issues are occurring in the library or say the loss of books or property etc.,
damaged or lost without knowledge of the librarian for which the concerned person is
held solely responsible.
f) Without knowledge of the librarian the books and other materials purchased by superior
or higher authorities and if they are found defective and procedural violation for which
Librarian should not put in the situation for recovery or remarks.
g) If the requisite and responsible staff are not provided to maintain the library
proportionate to the strength of students/users and library collection, and if the requisite
safety space, cabin and halls etc…, are not provided by the administration in such case
the librarian should not be alone responsible. However, in such helpless situations the
missing of books and etc., is but quite natural and the Librarian/LAC should have liberty
to write-off books from library stock with reasonable remarks and possible events of
such losses.
h) The events of maladministration or influential or intentional mishap occurred beyond the
purview of the Librarian. He/she must have access to report the higher
authority/Principal for immediate necessary suitable action and such issues should solve
during his/her service period.
i) Often the allocation of fund is operated by higher authorities in purchase of items to the
library without the indent/requirements by the Librarian/Library in-charge and he should
not be held responsible for such misuse of fund by violation of purchase norms.

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 17. LIBRARY READING ROOM
A library is an organized collection of sources of information and similar resources,
made accessible to a defined community for reference or borrowing. Libraries often provide
quiet areas for studying and they also often offer common areas to facilitate group study and
collaboration. Reading is a pleasure and with surroundings of serene environment. The
academic library is especially engaged in developing reading interests among the students
and faculty members. In the college level of education system, the provision of reading room
has to be made to provide information on various walks of life. It should provide physical or
digital access to material, and may be a physical building or room, or a virtual space, or both;
A library's collection may include books, periodicals, newspapers, manuscripts, films, maps,
print documents, microform, CDs, cassettes, videotapes, DVDs, e-books, audiobooks,
databases, and other formats. Libraries range in size from a few shelves of books to several
million items useful for users especially preparing for competitive examinations in the
conducive atmosphere.
 It is advisable to note that the library/reading room should be placed separately at the
ground floor of the building especially for the aged and especially abled readers.
 It is better to have ramp/lift system incase reading room is located in the upstairs. An
independent professional staff should be placed to take care of the collection, facilities
and services and also to guide the users.
 It is better if the reading room is fitted with light music system which is very soothing
in nature which will improve the reading culture.
 The library reading room is arranged in such a way that the collection and facilities
are easily accessible to the users.
 Own/personal book reading room may also be provided with reading ambience while
library working hours and even after.
 The facilities like natural air, lighting, sufficient seating arrangements (particularly
cubicle system) at least in the proportion of 1:10 users basis, provision of digital
library with sufficient computer connectivity, internet with Wi-Fi facilities, OPAC,
EPAC facilities, printing/Photostat facilities, drinking water, toilet facilities etc.,
should be made available.
 Provision of air condition facility may further add value to the reading environment.
 Sufficient cupboards/racks should be provided to facilitate for open access system.

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 The collection of the reading room should be arranged in a professional way
especially using library classification system.
 The collections like text books, reference books, new arrivals, newspapers,
periodicals, bounded volumes of journals, e-resources; CDROMs, e-collection,
DVDs, etc shall be maintained separately for the easy access.
 The librarian has empowered to utilize Reading Room fund by the approval of
Principal/LAC as per the norms of DCE. i.e., News Paper, Magazines, Journals,
Books, Books Binding, Library stationaries and maintenance etc.
 Reading Room Fund may utilize for appoint temporary staff to library by the
approval/recommendation of LAC.
 Reading Room Fund may also utilize by the recommendation of LAC for CCTV
installation in library, Library automation, Library Software, Computer Peripherals
for library and etc.

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 18. BOOK BANK – SC/ST AND UGC
The title Book Bank itself speaks volume of concept that its pond of knowledge
unbounded, with this idea for the benefit of student community the UGC has ventured to
establish Book Bank system in college library.
A separate budget allocation has been made by Department of Collegiate Education,
Government of Karnataka for the establishment of Book Bank scheme for SC and ST
students in colleges.
The presence of Book Bank books improves the students‟ academic requirements and
enhances the performance in internal and external examinations.
i. In the process of procuring of books for Book Bank care is taken to match the
syllabus of the respective university prescribed revising time to time and accordingly
selection of books are being made by the Library Advisory Committee periodically.
ii. The other point to be taken into serious consideration is good quality of books;
readers utility, paper, book jacket and good condition on priority.
iii. The books which are purchase and procure time to time are being entered into the
Master Accession Register of college library and later classify into UGC- Book Bank
Accession Register and SC and ST Book Bank Accession Register. (Accession
number must be unique identifier)
iv. The SC/ST Book Bank is care of concern SC and ST students exclusively. If they are
found to be excess than the needed books may be circulate to other students by the
direction of the Library Advisory Committee.
v. If the adequate space is available in the library the UGC- Book Bank and SC/ST Book
Bank can be kept maintain separately as per Book Bank norms.
vi. SC/ST students can borrow two extra books of their choice from the library through
library borrowers tickets normally issued to all students.
vii. SC/ST Book Bank books should be issue for SC and ST students till the semester end
up to their requirement.
viii. Students should be responsible for physical damages and loss of books of Book Bank;
it will be charges as per college library norms.
ix. Books under UGC grants for Book bank shall be utilized liberally as per UGC norms.

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 19. BIFURCATION OF LIBRARIES: PU/UG/PG

The Under Graduate (UG) education is an independent higher education setup. The
affiliation requirements, type of information required, administrative authorities, audit
authorities, funding agencies, staff pattern, type of collection, facilities and services required
to be provided are different from other types of libraries like Pre-University(PU), Post-
Graduate(PG) education, professional colleges etc.

As per the Karnataka State Education system, the Pre-University education was
bifurcated from under graduate education. So the Pre-University Education is maintained and
controlled by separate bodies (PU Board) whereas the UG/PG courses are coming under the
control of higher education; UGC, Universities and Collegiate Education Department. The
Pre-university division may expect basic requirements like text books and other reading
materials whereas graduate/post graduate students and faculty members may expect advanced
levels of reading materials and library services for their course requirements.

The requirements like library building, collection, maintenance of registers, funding

facilities/agencies, etc. vary from library to library. The separate/independent college library
with separate staff as per the staff pattern should be maintained for smooth functioning at UG
and PG level courses in higher.

However it is advisable to bifurcate Pre-University College library from the Under

Graduate and Post Graduate College Libraries and maintain separate staff and registers for
the smooth functioning of the library.

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 20. OBSERVATION OF CDC, PARENTS AND STUDENTS ON
LIBRARY USAGE
Observation:
An Observation is mainly for the development of library and information center, which
may help in two ways;
i. Encourage College Development Committee/College Management, Parents and
students by giving importance to their suggestions.
ii. The constructive suggestions are to be implemented.
 In order to improve the working of library the relevant suggestion of CDC/
College Management, parents are to be discussed on the library advisory
committee and developments in the library can be made accordingly.
 A suggestion Box can be kept at suitable place in the library and the suggestions
offered by the students can be taken into consideration for development of the
library.
 Library Usage Register (In and Out Register) can be kept at entrance of the library
for students and staffs separately as per NAAC norms.

Use:
A level and extent of the use of college library would be;
 Collection of the library
 Services provided by the library
 Types of curriculum
 Method of teaching followed by the faculty
 Attitude of the faculty towards the role of library is teaching-learning process.
We may recognize the following levels of college library use;
 Text/reference book level use
 Co-curricular level use
 Independent study level use
 Research level use

Feedback:
The feedback is very good criterion for evaluation of library usage.
 At the end of every academic year feedback may be taken from the outgoing UG and
PG students randomly using a structured questionnaire.
 Feedback can be evaluated and put into discussion in the Library Advisory Committee
and necessary action may be taken for library and information center development on
constructive points.

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 USER FEEDBACK FORM (Specimen)
(Or any other Form which will serve the purpose)
Please tick mark ( ) the statements that describe you as a user
Faculty/Student Name:……………………………………..…………………………………
Department/Course:……………………………………………………………….…………..
Semester:……………………………………………………….............................................
Sl. USER SERVICE Always Mostly Some Never
No. time
1 Library staff treat me fairly and without
discrimination
2 Library staff are professional in their dealings with
me
3 Library staff are friendly
4 Library staff take an interest in me and my needs
5 Library staff give my enquiries appropriate time
and attention
6 Library staff provide accurate answers
7 Library staff provide quality service
8 Library staff respond clearly and accurately to
enquiries
9 Library staff do what they say they will do
10 Library staff respond in a timely manner
11 Library staff are difficult to approach
RESOURCES Always Mostly Some Never
time
12 Resources are appropriate for my course needs
13 Resources are up to date and relevant
14 Resources are easy to find
15 Suggestions to find resources elsewhere are good
16 Recommendations for new or different resources
are listened to by library staff
17 Borrowing facilities are good
18 You usually find the resources you need
19 If not is it because:
 The library does not have the item
 All copies/titles are in use
 The catalogue says the item is in the library but I
cannot locate it
 There are not sufficient resources on the topic we
are searching
20 you usually ask library staff for assistance
21 You feedback to the lecturer involved that you are
having difficulty locating resources
22 You find there are always resources available that
address assignment questions

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 FACILITIES Always Mostly Some Never
time
23 I am able to access computer workstations in the
library
24 Computer facilities and electronic equipment are
accessible
25 Printing facilities are adequate
26 The library‟s collection meets my study needs
27 Group study facilities are adequate
28 Photocopying facilities are adequate
29 Library staff keep me informed about new services
and collections
30 Library space is adequate
31 Opening hours are adequate
32 Study space in the library is adequate
33 Student computer room is adequate
34 You browse the shelves when searching for
resources
35 You are able to find the specific titles/subject areas
you are looking for when you check the
catalogue/database
36 You use any the electronic journals listed on the
library
Catalogue/database
FINAL COMMENTS  Please write below shown column
37 How often do you use *** Library? – why/why not
38 Do you use other libraries, if so which ones?
39 Please comment on any services you would like to
see offered in the library that are currently
unavailable
40 Please comment on any other areas pertinent to the
college library that are not addressed above

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 21. NAAC/IQAC PREPARATION

Probes on Library in NAAC Assessment and Accreditation Process

4.2.1 Does the library have an Advisory Committee? Specify the composition of such
a committee. What significant initiatives have been implemented by the committee
to render the library, student/user friendly?

4.2.2 Provide details of the following:

 Total area of the library (in Sq. Mts.)

 Total seating capacity
 Working hours (on working days, on holidays, before examination days,
during examination days, during vacation)
 Layout of the library (individual reading carrels, lounge area for browsing and
relaxed reading, IT zone for accessing e-resources)

4.2.3 How does the library ensure purchase and use of current titles, print and e-
journals and other reading materials? Specify the amount spent on procuring
new books, journals and e-resources during the last four years.

Library holdings Year -1 Year - 2 Year - 3 Year - 4

Number Total Total Total Total
Number Number Number
Cost Cost Cost Cost
Text books
Reference Books
Journals/Periodicals
e-resources
Any other (specify)

4.2.4 Provide details on the ICT and other tools deployed to provide maximum access
to the library collection?
 OPAC
 Electronic Resource Management package for e-journals
 Federated searching tools to search articles in multiple databases
 Library Website
 In-house/remote access to e-publications

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  Library automation
 Total number of computers for public access
 Total numbers of printers for public access
 Internet band width/speed 2mbps 10mbps 1gb
 Institutional Repository
 Content management system for e-learning
 Participation in Resource sharing networks/consortia (like Inflibnet)

4.2.5 Provide details on the following items:

 Average number of walk-ins
 Average number of books issued/returned
 Ratio of library books to students enrolled
 Average number of books added during last three years
 Average number of login to opac (OPAC)
 Average number of login to e-resources
 Average number of e-resources downloaded/printed
 Number of information literacy trainings organized
 Details of “weeding out” of books and other materials

4.2.6 Give details of the specialized services provided by the library

 Manuscripts
 Reference
 Reprography
 ILL (Inter Library Loan Service)
 Information deployment and notification (Information
Deployment and Notification)

 Download
 Printing
 Reading list/ Bibliography compilation
 In-house/remote access to e-resources
 User Orientation and awareness
 Assistance in searching Databases
 INFLIBNET/IUC facilities

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4.2.7 Enumerate on the support provided by the Library staff to the students and teachers
of the college.
4.2.8 What are the special facilities offered by the library to the visually/physically
challenged persons? Give details.
4.2.9 Does the library get the feedback from its users? If yes, how is it analyzed and used
for improving the library services. (What strategies are deployed by the Library to
collect feedback from users? How is the feedback analyzed and used for further
improvement of the library services?)

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 22. COMMON STANDARDS AND SPECIFICATIONS FOR LIBRARY RECORDS MAINTENANCE
(The following format or any other formats may be followed which should serve the purposes)
22.1. An Accession Register
COLLEGE NAME & PLACE
LIBRARY AND INFORMATION CENTER
ACCESSION REGISTER
DATE ACC SUBJECT/ CALL TITLE AUTHOR/ EDITION & PAGES PUBLISHE SOURCE BILL NO. PRICE WITHDRAWAL REMARKS
ESSI DEPARTMENT/ NO. EDITOR YEAR R & PLACE (SUPPLIER) & DATE NO. & DATE
ON DIVISION Indian Foreign
NO.
3.4cm 4cm 4cm 3cm 11cm 8.6cm 3.3cm 3cm 6.7cm 3.7cm 3.5cm 2.2cm .8cm 2.2cm .8cm 3.7cm 6cm

22.2. Journals/Magazine Register

Sl. No. Name of the Editor Publisher & Place Vol. No Issue No Date/ Frequency Page ISSN Price Received Receiver Remarks
Period No‟s No. Date initial

22.3. Non-book Material Accession Register

DATE ACCESSION SUBJECT/ Type of ACCOMPANIED TITLE AUTHOR/ EDITIO Format PUBLISHER SOURCE BILL NO. PRICE WITHDRA REMARKS
NO. DIVISION/ Material MATERIAL EDITOR N& /PRINTER & (SUPPLIER) & DATE WAL NO. &
ACCESSION YEAR PLACE Indian Foreign DATE
NO.
3.4cm 4cm 4cm 3cm 4cm 11cm 8.6cm 3.3cm 6.7cm 3.7cm 3.5cm 2.2cm .8cm 2.2cm .8cm 3.7cm 6cm

93
22.4. User Entry Register
A. Student
Sl. Name of the Student Course Semester Time-in Time-out Signature
No.

B. Faculty
Sl. Name of the Faculty Designation Subject/ Time-in Time-out Signature
No. Department

22.5. Photocopy Register

Sl. Name of the Student/Faculty Course/ Title & Author No. of Charges Signature
No. Semester/Deptt. Pages (in Rs/-)

22.6. Internet and E-Resources Access Register

Sl. Name of the Student/Faculty Course/Semester / Purpose of System/ Date Time-in Time-Out Signature
No. Deptt. Internet Surfing Computer No.

22.7. Visitors Book

Sl. Name of the Visitor, Name of the Working/Studying Purpose of Visit Date Time-in Time-out Signature
No. Address & Mobile No. Institution /organization

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22.8. Stock Entry Register for Furniture, Equipment’s and Consumables.
Sl. Type of material Quantity Name of the Grant Invoice No. & Date Supplier Price Receiver Remarks
No. (furniture/equipment etc…) (UGC/SCP/STP etc…) Initial

22.9. Membership Register

A. Student
Sl. No./ Name of the Student, Course No. of Card Borrowers Issue Student Returned Remarks
Membership No. Address & Ph. No. Issued Card No. Date signature Date

B. Faculty
Sl. No./ Name of the Faculty, Designation Deptt./ No. of Card Borrowers Issue Faculty Returned Remarks
Membership No. Address & Ph. No. Subject Issued Card No. Date signature Date

22.11. Fine/Penalty Collection Register

Sl.No Name of the Faculty/Student Deptt./Course Designation/ Reason for the fine/penalty Amount Payer Receiver
. Semester (Over dues/Damage/Loss etc…) in Rs. Sign initial
1.
2.

Head Principal
Library & Information Center

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22.11. Browne Issue System: Due Date Slip, Book Pocket, Book Card & Borrower’s card
A. Due Date Slip (Front page) Size: 12X 18.5cm, B. Book Pocket
(Size: 7.5X10 cm Thickness: 200GSM)
Name of the college & Place Due Date Slip (Back Page)
Library & Information Center
Due Date
Accession No.:_______ Call No.:____
This book ought to be returned on or before the date
last marked below or fines will be incurred Name of the College
Place with Pincode
LIBRARY & INFORMATION CENTER

Accession No.:_________________

Call No.:______________________

C. Book Card (Size: 6X8.5 cm, Thickness: 250GSM)

Name of the College & Place
Library & Information Center

Acc. No.:_________________
Call No.:_________________
Author___________________
________________________
Title_____________________
________________________

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D. Borrower’s Card (Front page)

Size: 14X9 cm Thickness: 300GSM

1. This borrower’s card is not transferable. GOVERNMENT FIRST GRADE COLLEGE

2. Only one book a card and Issue period for a book is a
Fortnight.
Place of College
3. If the card is lost it should be brought to the notice of the Library and Information Center
Library staff immediately. Anyone finding this card is
Borrower’s Card
requested to return it to the Library staff.
4. Duplicate card will be issued on payment of Rs. 20/- per Card No.:_______ Year_______
card. Worn-out cards can be exchanged for a fresh card at Name________________________________
Rs. 10/- per card.
Register No.:___________________________
5. Book lost and late fees in returning of books as per the rules
and regulations of the college library. Course_______________________________
6. The borrower's card should be returned while living the Date of Issue___________________________
college.
Validity_______________________________

Photo
Borrower Head
Sign Lib & Inf. Center

Borrower’s card (Back page)

Borrower’s Address:

PIN._________________________________
Phone/Mobile No.:_____________________

(Note: Use along with duel layer folded easy to borrower‟s card insert able corner laminated
7.5X10 cm plastic pouch)

97
 Name of the College
Place of college
LIBRARY AND INFORMATION CENTER
LIBRARY MEMBERSHIP FORM (For STUDENT)
Affix your
1. Name (in Block letters) : ______________________________ recent
2. Course : _________ Semester ____________ passport size
photograph
3. Date of Admission :__________Fee Receipt No.: _______
here
4. Role/Registration Number: ______________________________
5. Permanent Address : ______________________________
______________________________
______________________________
PIN: ___________________________
Phone No: ______________________
6. Present Address : ______________________________
______________________________
______________________________
7. Email : ______________________________
8. Category : SC ST OBC General

I, the undersigned would like to apply for Library Membership as Student. The
information given above is true to the best my knowledge. I hereby undertake the
responsibility to abide by rules of the library notified time to time. In case of late
return/loss or damage of any information resource borrowed by me, I am willing to pay
the required amount.
Date:
Place: Signature of the Applicant

Signature of the Principal with Stamp

(Recommended)
Library use -------------- Library use -------------------- Library use ----------------- Library use ------------------- Library use

Membership No.: _________ No. of Cards: ______ Card No‟s: ___________

Membership Accepted Membership Rejected

Head
Library & Information Center

98
 Name of the College
Place of college
LIBRARY AND INFORMATION CENTER
LIBRARY MEMBERSHIP FORM (For Faculty)
Affix your
1. Name (in Block letters) : ______________________________ recent
2. Department/Subject: ______________________________ passport size
3. Date of Joining :______________________________ photograph
here
4.Employers ID Number :______________________________
5.Permanent Address : ______________________________
______________________________
______________________________
PIN: ___________________________
Phone No: ______________________
6. Present Address : ______________________________
______________________________
______________________________
7. Email : ______________________________

I, the undersigned would like to apply for Library Membership as Faculty. The
information given above is true to the best my knowledge. I hereby undertake the
responsibility to abide by rules of the library notified time to time. In case of late
return/loss or damage of any information resource borrowed by me, I am willing to pay
the required amount.

Date:
Place: Signature of the Faculty

Signature of the Principal with stamp

(Recommended)
Library use --------------- Library use --------------------- Library use ----------------- Library use ----------Library use

Membership No.: _________ No. of Cards: ______ Card No‟s: ___________

Membership Accepted Membership Rejected

Head
Library & Information Center

99
 Name of the College
Place of college
LIBRARY AND INFORMATION CENTER
BOOK RECOMMENDATION/INDENT FORM
To,
The Head, Date:…………………..
Library & Information Center,
Name of the College & place

Name of Faculty: …………………………………………………………………………………..

Designation: …………………………………………………………………………………………
Department/Subject: ………………………………………………………………………......
Please procure the following titles which are useful for my teaching and research purpose.
Sl. Author Title Edition/ Publisher Price No. of
No. Year of Pub. & Place Copies

Signature of the Faculty

100
 Name of the College
Place of college
LIBRARY AND INFORMATION CENTER

No-Dues Certificate (Student)

It is certified that, Mr/Ms/Mrs/Sri. _______________________________________________

has been student of the college, Register No. ______________________Course _________ with

reference to the library borrower‟s card number __________/___________ and academic year

_____________ nothing is due from him/her towards the library is concerned.

Head
Library & Information Center
(Stamp & Signature)

Name of the College

Place of college
LIBRARY AND INFORMATION CENTER

No-Dues Certificate (Faculty)

It is certified that, Prof/Dr/Smt/Sri. ______________________________________________

has been faculty of the college, Department/Subject _________________________________

with reference to the library borrower‟s card number_____/_____/_____/_____/_____/____

academic year______________ nothing is due towards the library is concerned.

Head
Library & Information Center
(Stamp & Signature)

101
22.15. Library Stamps
A. Library Ownership Stamp B. Library Accession Stamp

C. Reference Book Stamp D. Donated Book Stamp

NAME OF THE COLLEGE NAME OF THE COLLEGE

PLACE WITH PINCODE PLACE WITH PINCODE

REFERENCE BOOK DONATED BOOK

E. Stock Stamp
NAME OF THE COLLEGE
PLACE WITH PINCODE

Budget head…………………………..………………..
Accession No.:
Starting................. To Ending……………………
Total No. of Volume…………………………………
Page No.: From…………….To………………………
Invoice No……………………Date…………………..
Total Amount in Rs…………………………………..
(In words)……………………………………………..…

It is certified that books/materials are

received in good condition, verified the
bill then entered into the stock register.

Head Principal
Lib & Inf. Centre

102
103