Library Books selection, acquisition/ purchase policy

Book selection procedure & Approval Process

1.     It has been customary for faculty and students to take part in book selection for the Institute Library to ensure qualitative development of the library collection. Publishers are very frequently providing electronic lists of titles available on various subjects. These are being forwarded to faculty from time to time.

2. Books for courses being taught by different departments shall be recommended by the concerned faculty teaching the same and should be duly endorsed by the concerned HOD.

(If desired by the department, list of textbooks may be prepared in department faculty meeting, otherwise recommendation of concerned faculty endorsed by the HOD shall be treated as authentic).

3.     Students are also authorized to recommend books. Such recommendations shall be passed on to library duly endorsed by the concerned faculty and HOD.

4. Library officials generally recommend general reference books, fiction, Library & Information Science and the materials not covered by the departmental subject categories

5.     Departments to ensure that recommendations for textbooks are recommended well in advance (at Least three months before the start of Semester), to ensure purchase of the same before the start of classes every semester.

6.     Purchase of the recommended books is subject to the approval of the competent authority.

7. The Faculty and students can recommend books and other publications for purchase to the Central Library. It is mandatory that the list of books requisitioned by the Faculty for purchase for each Department/Centre be always routed through the respective HOD /PI in case of projects / Center I/C. The requisitions of students can be got approved by the concerned faculty & HOD. It will be desirable that books relating to semester courses may be sent in with one semester notice.

8.     The Library would then check for duplication and then prepares the final list of books to obtain financial sanction for their acquisition from the Principal within the limit of funds allocation of the concerned department.

9. Library shall route the purchase cases through the Institute Registrar to get confirmation of availability of Funds before it is put up to The Principal for financial approval .

10.  After due approval of the Principal, Central Library shall initiate the purchase.

11.  Ratio of books ( No of students : books to be purchased shall be:

Text Books 100:10

Reference books: one each

Non-text and non-reference: 02 each

12.  On the recommendations of the faculty the Library may purchase multiple copies of only those books that are found to be in great demand but not more than 10 copies of any book are procured.

13.  Purchase of Faculty Publications: The Library may purchase three copies of Faculty publications as and when the publications are brought to the notice of the Library by the concerned faculty/ Author. The financial sanction for procuring the same to be take from the competent authority.

14.  The Library will Strictly follow the Purchase rules of MP Govt Bhandar Kraya Niyam.

Terms & conditions of supply of Print books:

1.     A maximum “uniform” discount to be invited on all categories of books- text, non-text, reference etc. separately for electronic and print format (latest edition only unless specified otherwise) of Indian and foreign origin. The Publisher/vendor/supplier(s) are required to certify that the discount quoted by them is the highest ever given to any other Institute by them. Duly signed certificate to this effect on the company letter head must be submitted along with the application for empanelment/ Registration.

2.     Purchase of other publications like-CDs DVDs, and any other virtual learning resources not covered under above categories may be purchased / considered as per the sales policy of the concerned organization and handled on case to case basis subject to approval of the competent authority, submission of proprietary certificate and minimum cost certificate from publisher shall be mandatory in case of all virtual resources, CDs, and DVDs.

3.     Only latest and cheap Indian edition (wherever published) of the publications shall be accepted. Where foreign editions are supplied, the supplier shall have to certify that no Indian edition of the same has been published or / is available in the market at present.

4.     Maximum time for supply of Indian publications shall be 15 days (from the date of dispatch of supply order). After this date, the order shall automatically be treated as cancelled, unless there is some genuine reason acceptable to the Institute and the Institute extends delivery period. In no case, the delivery period shall be extended beyond six months.

5.     For out of print and out of publication documents, supplier shall submit publisher's proof in case of Indian books and authorized dealers proof in case of foreign books.

6.     Bills shall be submitted in duplicate (department / supply order wise separately) in favor of

“Principal, Govt. Kamla Raje Girls PG Autonomous College, Gwalior (M.P.)".

7. Latest price as notified by the publisher on the date of billing shall be considered. In case of books priced in currency other than INR, Billing to be done in the original currency.

8.     Institute Library shall process payment within two weeks after completion of a particular supply order, provided the received documents are in good condition and the bills are accompanied by all required documents viz: price proof, proof to the effect of the document being the latest and cheap available edition. All bills should be stamped and certified as "books supplied are the latest and cheapest editions and prices charged are the same as fixed by the publishers." Supplier must supply all books once PO is accepted and only then, payment shall be processed. Bank rate of conversion (in case of books priced in foreign Currency) on the date of billing/as per the Institute practice shall be followed.

9. Delivery of the books shall be "FOR CENTRAL LIBRARY "and books shall be dispatched to:

The Librarian, Govt. Kamla Raje Girls PG Autonomous College, Gwalior (M.P.)

Terms & conditions of procurement / supply of e-books:

The general terms of purchase of E-Books are as follows:

1.     In e-format books with perpetual access to be purchased. No subscription based e-books to be purchased.

2.     Acknowledgement of Order: Supplier/ publisher shall acknowledge order within two days from the date of receiving the order. If the ordered item is not to be supplied for, any reason it should be informed to this office within two days from the receipt of this order. The latest edition of the e-book should be supplied even if the older one is listed in our order, unless otherwise specified. On receipt of the order the supplier shall submit Performa invoice.

3.     Access: Unlimited access to Govt. Kamla Raje Girls PG Autonomous College, Gwalior (M.P.) Central Library users through the designated IP Nos. (to be communicated). In case of any changes/increase in IPs during the subscription period, those also need to be included/ updated for access. The publisher will also permit/allow the purchaser to access to e-books/e-journals on remote access when the purchaser implements/subscribes to remote access software and integrates. In view of the present situation of Lockdown immediate remote access to our off campus, users shall be granted and set up at no additional cost.

4.     Activation period: The activation date should be mentioned in the bill/invoice. The activation should be completed within one week from the date of receipt of the purchase order.

5.     Payment: Any discrepancy arises after the procurement of e-resources; the responsibility lies with your firm to resolve the issue immediately at your own cost. If the firm fails to address the problems, the entire cost of e-resources is to be refunded by the firm, which supplied the products to the Library. In case of e-books, payment will be made within A MONTH after the satisfactory supply and activation of ordered titles / against the satisfactory access report from the concerned faculty who recommended the books.

Taxes: Prices should be inclusive of all taxes. The tax component, discount and product cost to be mentioned separately. There shall be no additional fee/charge, etc. after the final invoice as the purchase is on a perpetual basis inclusive of all future facilities connected therewith. Payment shall be made only after satisfactory access to the resources as per our requirements.

6.     Usage Statistics: The publishers/authorized Agent should provide the usage statistics monthly, and also give the admin I.D & PASSWORD TO GENEERATE THE E-USAGE STATISTICS AT OUR END. PROVIDE USERS TRAINING PROGRAM AT THEIR OWN COST AT Dr. B R Ambedkar National Institute of Technology.

7.     REMITTANCE PROOF: The supplier must provide Remittance proof to the purchaser as evidence of payment made to the concerned publishers.

8.     DUPLICATE TITLES: Duplicate titles, if any must be checked with the publishers in case the e- books are already supplied earlier by the vendor/ publisher, or are mentioned in some other supply order of the Institute/ or are available in OA. The amount must be checked and duplicate titles dropped and the institute informed accordingly.

9. Enclosure: The supplier shall append the following details along with the items.

a. Bills in duplicate along with Bank Wire transfer details include A/C No, Bank name, IFSC CODE, PAN/GSTIN, etc.

b. Price breakup. Include the details of the original cost, discount, conversion changes, tax, etc.

c.      Certify on the bills/invoices that prices that have been charged are in accordance with the current publisher’s price, Publisher’s price proof in their letterhead / copy of printed catalogue should be enclosed.

d.     Certificate of ‘AUTHORIZED agency/ Distributorship ‘from the publishers.

e.     Copy of License/ Contract agreement (in any)

f.   Activation certificate.

·   Orientation programme: The supplier should organize the users training at our University at their own cost.

·   Perpetual Access: Procurement of e-resources is perpetual access; no other charges like maintenance, license, platform fee, etc will be paid.

·   License Agreements: License agreements included with the price offered must be signed by the publishers and Dr. B R Ambedkar National Institute of Technology. If any of the terms of the license are not acceptable to the Institute, the entire cost of e-resource is to be refunded by the firm, which supplied the product to the Library.

·   24x7 Access: THE ACCESS TO ALL THE E-BOOKS WILL BE AVAIABLE ONLINE 24X7 FOR THE Unlimited concurrent users, unlimited downloads and also unlimited prints. A backup copy of the e-books to be provided when the user is unable to access the contents from the publisher’s site due to any technical reasons.

·   Federated Search: The publisher will allow/permit the purchaser to make all the purchased e- books accessible through/using any discovery service provider(s)/ subscribed by the purchaser.

·   Legal Dispute: Any disputes that may arise out of the contract are shall be under the jurisdiction of the courts in Gwalior/ decision of the Institute Principal shall be final.

Terms and conditions of Supply of e-journals:

1. Institute should prefer to subscribe e- journals as per the negotiated rates of eSS- e- Shodh Sindhu a national consortium established by MHRD or by NIT consortium, or any other consortium approved by GOI if any negotiation is held at this platform.

2. Institute library shall Purchase the newspapers and magazines of general nature from the existing local vendor Pawan Kumar Sarothiya.

In all cases, decision of the "Institute Principal" shall be treated as final. In case of any dispute, the same shall be subject to the "jurisdiction of courts in Gwalior" or as per the "Directives of the Principal".