Library  Policy

.

1.Introduction

 The Library is an integral part of our college. It plays a very crucial role in supporting the academic programs of the college It takes an active part in the academic life of the college community. It not only caters to the information needs of the staff and students but also serves as an instrument and medium for the all-round development of the students to their fullest capacity. It entertains, informs, educates, enlightens and ennobles its clientele without any bar or restriction.

         In keeping with the vision and mission of the College, the College Library was established in 1969 “to promote knowledge generation and application through its effective dissemination”. The JagarlamudiKuppuswamyChoudaryCollege  Libraries  both UG and PG  aim to provide easy access to its printed resources such as books, periodicals as well as e-resources for the use of its faculty and students on the college campus as well as the comforts of their homes.

2.Library Policy

 Library Policies are rules set by the Library  Library Advisory Committee  which governs day-to-day operations of the library, and keeps the library in compliance with rules and laws.

 This policy sets out the principles which guide the development of a quality Library collection and services that meet the information needs of a dynamic community.

The Library Advisory Committee   has made these policies for the better use of the Library –

 2.1 Collection Development Policy

All academic libraries have a common objective to provide its users with the information they want. The effectiveness of this function is directly related to collection development and organization information services. Collection development being the most important of these primary functions is a written acquisition policy outlining the various procedures and methods necessary for collection development. The Library collection holds resources designed to support the learning, teaching and research needs of the College. Resources are provided in a variety of formats including: 1. Books 2. Periodicals, Journals (Both Print and Electronic format), News Papers and Magazines. Library Collection Development Guidelines are used in the selection and purchasing of resources. These are:

Budget

The budget for building a rich collection of resources  is  allotted from Special fee fund,UGC Autonomous Grant and also from  the College Management fund as per the requirement of the various Departments.

Books

The faculty and students recommend books and other publications for purchase through their respective Departments. The library then checks for duplication of recommended books and sends it to the vendors to check their availability. After getting confirmation for the availability of books, the Librarian prepares the final order and sends it to the empanelled vendor. Once the books are received in the library along with the bills, the price of each book and the discount rates are verified and entry for each book is made in the accession register with all the relevant details. The bills are processed for payment with the accession numbers entered against each item and submitted in the account section for payment.

Processing of Books

The following procedure shall be adopted in processing the book(s):

 1. Classification of all book(s) according to Dewey Decimal Classification Scheme.

2. The bibliographic details (Cataloguing) of book(s) shall be entered into cataloguing module of Library Management System (SOUL 2.0 Software)).

3. Spine label and Barcode shall be generated and pasted on every book(s).

4. Library stamp shall be put on all the book(s).

5. Information about new arrivals shall be uploaded on the library webpage.

After the above process is complete, the books are available for issue

Periodicals and E-Resources

 Periodicals and E-Resources are renewed on the recommendations made by the concerned Heads of Departments annually. Subscription and Renewal of the Periodicals and E-Resources is done as per the norms for book procurement.

2.2 Circulation Policy

Circulation policies and practices should increase the accessibility of library’s collection by its clients. The policy and practice should establish procedures for taking books out of the library, returning books to the library and keeping records to show where the books are.

 Library Members / Users

The Library provides access to its collection to the following member groups:

● Students (UG and PG)

● Teaching Staff

• Non-teaching Staff

 Circulation Desk:

Borrowing Privileges Circulation Section handles the front desk operations with the following major activities:

● Issue and return of learning resources (primarily books).

 ● Attending the users query for effective interpretation of library rules and regulations.

● Operation of ‘Circulation Module’ of library management module of SOUL 2.0 Software.

● Maintenance and updating of all data related to users at circulation desk in library management module of SOUL 2.0 Software

● Correspondence for the informing no-dues.

● Assisting the users for accessing OPAC and other references

 Issue/return procedure

Proper flowchart/sequence of activities to be followed to issue and receive the library books are defined below:

While issuing the books

● Peruse the book for any damage.

● Ensure that the users have their ID card for issue of books

. ● Enter details in the issue database through barcode.

 ● Discharge the books with due date on due date slip.

● Handover the book(s) to the user.

While receiving the books

 ● Peruse the book for any damage.

 ● Check due date for necessary action

. ● Cancel the entries from user account in software

. ● Send them to stack for shelving.

  Loan criteria/borrowing entitlements for faculty/ students and others

Number of items that a user can borrow is as below.

Membership category

Maximum number of books/documents which could be issued at a time

Maximum period for which the books/documents could be issued

Faculty Member       20 Books           1 Months

U G Students 2 Books (General Stock)        15 Days

 5 Books(SC,ST,OBC)              Per one semester

Membership conditions to borrow library books:

·  Library membership card is issued to a student on presentation of fee receipt, photo and identity card at the library circulation counter.

·         Every student may borrow two books at a time and may keep it with him/her for 15 days.

·         Students should examine each book before borrowing and immediately report any damage to the library assistant. Should they fail to do so, they will be responsible for any damage detected after their use of the book.

·         It is the responsibility of every borrower to keep the membership card in safe custody. If the card is lost it should be immediately reported to the librarian. Duplicate borrower card will be issued on payment of Rs.10/-.

·         Books should be returned on or before the date mentioned on the borrower card. If a book is not returned on the stipulated date Rs.1/- will be fined for each day of late return.

·         If any book exceeding the value of Rs.50/- is damaged or lost by the borrower he/she shall either replace it or pay double the cost of the book. If its cost is below Rs.50/- he shall pay triple the cost of the book.

·         If a volume from a multi-volume set is lost/damaged the price of the whole set will be charged.

·         The user must pay the cost of seriously damaged book and also the fine to be fixed by the College

·         The librarian may recall any book from any member of the library at any time, even if the normal period of loan has not expired.

·         The Library follows Open Access system. Students can take books from the stacks to the Reading Room for browsing through them. They should leave such books on the tables and not shelve them, as A Book Misplaced is a Book Lost.

·         Reference books, rare books, theses, dissertations, periodicals (loose numbers and bound volumes) and such other reading materials as are marked for consultation within the library shall not be issued out except with the special permission of the Librarian

·         No-dues Certificate:

·         Students who want to appear for semester end examinations and who want to get their hall tickets should get no-dues certificates from the librarian and submit them in the college office.

Book Bank Facility 

 ● Library has a separate Book Bank facility for poor and needy students. 5 books are issued to each student per semester. Students should return the book at the end of each academic semester.

2.3 Library Rules and Regulations

 GENERAL RULES

·         Every reader entering the library should sign the visitors register.

·         Strict silence should be maintained in the library and reading room.

·         Personal text books or bags are not allowed in to the library. White sheets of paper are allowed.

·         Exchange of library ID card is not permitted.

·         Readers shall replace any book or library property damaged by them.

·         No book will be issued or taken back unless the student produces her Identity card.

·          Books must not be marked or defaced in any manner.

·         Members must show their ID - Card on entering the Library, while borrowing books and at any time if asked to do so by the                 Library Staff without ID card entrance is not allowed

·         To assist them to find books, students are advised to search through computer catalogue (OPAC).

·         Photography, filming, videotaping and audio taping in the library is not allowed without the proper permission of the                 Authorities.

·         Photocopy of theses and dissertations shall not be allowed.

·         The Central Library reserves the right to recall any book from any Library member at any time.

·         Library Advisory Committee may amend Library Rules and Regulations as and when necessary.

2.4 Stock Verification and Procedure to Withdraw Books

 As per general rules and practices, physical verification of library stock is generally undertaken once in year for library not having more than 20000 volumes. If the Library is has more than 50,000 volumes, the physical verification will be done once in 5 years. Physical verification of the library stock has to be carried out to identify the losses, misplaced documents, and documents that need repair. The verification has to be carried out by a team of members appointed by the Principal with the assistance of the library staff.

After stock verification, the final report is prepared that identifies the lost books. The books that are reported traceless consecutively for three verifications is declared ‘missing’. A list is prepared of the missing books and the library advisory committee & the Principal approvalare  taken for the withdrawal of these books. A separate withdrawal register is maintained for the record of these books. After entering the lost books in the withdrawal register, their entry is made in the Accession Register also.

2.4 Weeding-Out Policy

Weeding is an essential, continuing library practice in which materials are removed permanently from the Library’s collections. Book withdrawal is an important aspect of collection development. When library books are lost the value for which they were originally selected, they should be withdrawn so that the collection remains vital and useful. The withdrawal of books is based on the following guidelines:

Criteria for Weeding Library material of all types (which includes books, journals) may be weeded-out if they meet any of the following criteria.

Accurate Content:

The content of library material should be accurate and up to date. Material that is superseded by newer, revised, or updated editions may be weeded.

Usage

 Low or no usage may be a factor in weeding decisions. Library personnel may consult circulation statistics or other reports to determine viable material for weeding.

Physical Condition

Material that has deteriorated or damaged and beyond reasonable preservation, should be weeded.

Duplicates

Because of space limitations the library may weed duplicate copies from the library

How to Discard Materials

A list of books identified for weeding should be submitted to the Principal for proper action and disposition. Every weeded item should be marked “DISCARD” in the library inventory and the record of the book in the library database should be removed.

What to Do with Discarded Books

● The books may be sold but with the permission of the management and subject to existing rules and regulations of the college.

2.5 E-Resource use Policy

The Library is a member of the N-LIST (National Library and Information Services) Infrastructure for Scholarly Content (N-LIST consortium) of INFLIBET Centre, Gandhinagar, Gujarat for accessing e-journals and e-books. The users can access the e-journals and e-books through their user ID and Password provided by the College.

 All the faculty and students are members of N-LIST. Every year the students who pass out are deleted from the membership base and new students are added with their own IDs and passwords. The user ID and Password is provided directly from INFLIBET Centre to the users who are responsible for the fair use of e-resources. Membership account of the user is not transferable.