Gyanyagna College of Science and Management

LIBRARY INSTRUCTION MANUAL

FOR
LIBRARY STAFF
200
!"e#a"ed $y
%"& 'a"()a *ana$a"
Librarian,
Gyanyagna College of Science and Management
E Mail: vmkanabar@vsc.edu.in
Ta$le of content(
Introduction
Section : Library and Learning Centre: a !rief "istory
Section #: $%e Library&s 'ision, Mission ( 'alue Statement
Section ): $%e Library&s Goals and *b+ectives
Section ,: *rgani-ational C%art
Section .: Standing Committee
Section /: 0olicies and 0rocedures
Staff Manual
1earing t%e 2rescribed 3niform
4bsences
C%ange of 4ddress
Et%ical !e%aviour
5le6time
Library 0rivileges
*rientation
0arking
0romotions and $ransfers
7esignations
Smoking
Staff List
$ele2%ones
$ravel 5unding
422endices
422endi6 4: Standing committees in t%e Library
422endi6 !: Code of Conduct in t%e Library
422endi6 C: Staff Manual
422endi6 8: 1ork instructions
Int"od+ction
$%is is t%e first edition of Staff instruction manual. It is 9ritten and maintained in order to:
Introduce staff members to t%e Library, 2roviding information about its %istory,
organi-ation, goals, and ob+ectives
Summari-e t%e most regularly consulted %uman resources 2olicies
0rovide sam2les of forms
0rovide a brief introduction to ot%er im2ortant library documents.
Section ,- A$o+t t)e Li$"a"y
Library is situated on t%ird floor of 'irani college. Library %aving elegant, 9ell ventilated and
9elcoming ambience.$%is library %ouses t%e collection of 'SC and G:. It %as a collection of
more t%en );;; volumes of books across t%e sub+ects t%at t%e institute offers< it also %as 2rint
subscri2tion to around #/ different serials across t%e sub+ects of Com2uter science (
Information $ec%nology, !ioc%emistry, Microbiology, 0%ysics, !iology, C%emistry, General
Science, !usiness 4dministration and Com2uter Science.
Library %ouses t%e Se2arate reading room, $ec%nical 0rocessing 7oom, E=Library, 0rint
2eriodical Section, Circulation Counter, Multimedia Section, Stack 7oom, 7eference room,
0ro+ects, and !ound 2eriodicals,
$%e library 2rovides a number of information services > Circulation, ?e9s Cli22ing Service,
7eference and 7e2rogra2%y Service, Inter Library Loan Service, Current a9areness service > in
t%e form of C4S !ulletin. It covers various science sub+ectes , Commerce and !usiness
4dministration and General !ook 7evie9s .!asically covering t%e content 2ages of all
2eriodicals, ne9 arrivals, revie9s etc.
5or t%e staff training t%ere are regular classes on every Saturday@ Central Library to brus% u2
t%e conce2ts and also introduction to ne9 conce2ts and %o9 to im2lement t%em in t%e Library
services.
Section 2- T)e Li$"a"y.( 'i(ion/ Mi((ion 0 'al+e Statement
'i(ion
Library and Learning Centre of 4tmiya Institute of $ec%nology and Science 9ill be recogni-ed as
t%e most innovative, user=centered, academic ( 7esearc% Library.
Mi((ion
$%e Library and Learning Centre advances teac%ing, learning and researc% at 4I$S by:
$eac%ing students to be successful, et%ical information seekers
5acilitating access to information resources
0roviding 9elcoming 2%ysical s2ace for intellectual discovery
0romoting t%e innovative ado2tion of emerging learning tec%nologies
1e 2al+e-
3sers and colleagues
@no9ledge and learning
4ccessibility and o2enness
8iversity and collaboration
Innovation and commitment
4ccountability and integrity
Section 3- T)e Li$"a"y.( Goal( and O$4ecti2e(
In su22ort of t%e goal and ob+ectives of t%e institute and of its o9n mission statement, t%e goals
of t%e Library are to 2rovide access to information and recorded kno9ledge a22ro2riate to t%e
2resent and future needs of t%e academic community and to t%e Institute at large, and to
facilitate t%e use of t%ese resources.
$%is goal is defined by t%e follo9ing ob+ectives:
$o select and acAuire as economically and as e62editiously as 2ossible materials 9%ic%
are im2ortant to t%e Institutes& 2resent and future teac%ing 2rograms.
$o organi-e and manage t%e collections so t%at any member of t%e Institute may %ave
access to t%em.
$o 2reserve and 2rotect t%e collections for t%e benefit of future users.
$o 2rovide and administer services to assist library users to discover and make use of
information a22licable to t%eir needs, 9%et%er t%is information is available inside or
outside t%e Library.
$o cultivate and maintain effective 9orking relations%i2s bet9een t%e Library and ot%er
de2artments of t%e Institute.
$o foster and maintain effective 9orking relations%i2s 9it% ot%er libraries, in accordance
9it% common goals and ob+ectives.
$o foster and maintain effective 9orking relations%i2s 9it%in t%e Library.
$o continue to develo2 effective met%ods of allocating and administering available library
resources B%uman, financial, bibliogra2%ic, 2%ysical, tec%nologicalC.
Section 5- O"gani6ational C)a"t
0rinci2al
".*.8. Librarian
Mrs. S%eetal 8. $ank
Librarian
B4cAuisition, Cataloguing,
Classification, Serials
Management, 8ata EntryC
8r. 'ars%a @anabar
Library 4sst.
B7eference, "el2deskC
Mr. ?iles% !%atti
Management
Section 7- Li$"a"y Committee
4t t%e institutional level t%ere is a Library Committees for making various 2olicies.
Li$"a"y Committee-
Inc%arge 0rinci2al: 8r. 4.3.0atel
Convener: Mrs. S%eetal $ank B"*8=LibraryC
Librarian: 8r. 'ars%a @anabar
Members:
8r. 4s%ok 3 0atel B"*8 > C%emistryC
8r. ?ee2a 0and%i B"*8 > MicrobiologyC
Ms. Sonal D. S%a% B"*8 > !ioc%emistryC
Ms. 8ars%ana 'it%alani B!!4C
Mr. ?ik%il B4Ec SectionC
Mr. 8us%yant ?imavat BEnglis%C
8r. 8i2ak 8ave B0%ysicsC
8r. @un+al !%att B!iologyC
Section 8- !olicie( and !"oced+"e(
$%e follo9ing summary of %uman resources 2olicies, 9it% references to t%e Library is 2rovided
for your convenience.
Staff Man+al
Every staff %as to 2erform t%e duties as 2er t%e staff manual describing all t%e areas of
res2onsibilities and duties.
1ea"ing t)e #"e(c"i$ed Unifo"m
Every staff member %as to 9ear t%e 2rescribed uniform until and unless t%e dress code is
declared as a free dress code.
A$(ence(
Every non=sc%eduled absence from duty and t%e reason for suc% absence s%ould be re2orted
by tele2%one to t%e Librarian or t%e $eam Leader as early as 2ossible during t%e first %alf day of
absence
C)ange of Add"e((
C%anges of address, 2%one number, or surname s%ould be given to t%e "uman 7esources
8e2artment and also Library *ffice as soon as effective.
9t)ical Be)a2io"
4ll t%e library staff members are e62ected to follo9 t%e FCode of ConductG as mentioned in
422endi6 !.

Fle:time
In order to allo9 em2loyees to ad+ust t%eir 9orking %ours according to t%e demands of t%e +ob
and t%eir 2ersonal needs for time a9ay from t%e +ob, t%e Library %as ado2ted fle6ible 9orking
%ours Bfle6timeC. $%e staff can 9ork on Sunday or any %olidays and take a com2 off on any of
t%e 9orking days 9it%in t%e mont%.
Li$"a"y !"i2ilege(
Library staff is entitled to borro9 library materials u2on registering for members%i2 of t%e Library.
O"ientation
Every ne9 staff is oriented in t%e Library routines in t%e first 9eek of %isE%er a22ointment.
!a";ing
$%e 2arking s2ace is 2rovided in t%e cellar of t%e 9orks%o2 building. ?o 2arking is allo9ed
any9%ere else in t%e cam2us. $%e guests are allo9ed to 2ark in t%e Guest 2arking s2ace.
!"omotion( and T"an(fe"(
Library 2olicy is to encourage ma6imum o22ortunity for 2romotion of library staff. Staff members
are encouraged to avail t%emselves of o22ortunities for advancement eit%er t%roug%:
a. 2romotion 9it%in t%eir 2resent de2artments as vacancies occur, or
b. 2romotion to a vacant 2osition in ot%er libraryHs on t%e cam2us.
$%e Staff can be transferred to ot%er Libraries is need arises.
Re(ignation(
Staff on 2robationE training %as to 2rovide a one mont% notice before resigning and a
2ermanentE regular staff %as to 2rovide a t%ree mont%s notice before resigning t%e +ob.
Smo;ing
Smoking is not 2ermitted any9%ere in t%e Library or in any 9%ere in t%e institutes building.
Staff Li(t
$%e Library Staff List is an internal library document com2iled and u2dated regularly by t%e
Library *ffice, and distributed to all library sections. Included on t%e list are t%e names, sections,
titles, tele2%one e6tensions, room numbers, %ome addresses, and tele2%one numbers of all
library staff. $o ensure accuracy, c%anges in t%e above information s%ould be re2orted 2rom2tly
to t%e Library *ffice. 4ny staff member 9%o does not 9is% to %ave %isE%er %ome address or
tele2%one number 2rinted in t%e Staff List s%ould advise t%e Library *ffice.
Tele#)one(
Library tele2%one lines s%ould be ke2t o2en for business use. Staff members are urged to kee2
2ersonal calls to a minimum.
8esk 2%ones in service areas are not intended for 2ublic use. Clients 9%o ask to use a library
business 2%one s%ould be referred to t%e nearest 2ublic tele2%one.
T"a2el F+nding
Library Staff members 9is%ing to avail t%e travel allo9ance to attend 9ork related 2rogramsE
events are reAuested to make an a22lication before attending t%e event and take t%e a22roval of
t%e librarian and t%e 0rinci2al.
A##endi: A-
Standing Committee( in t)e Li$"a"y
,& Ac<+i(ition B+dget Re2ie= !lanning Committee-
C%air: "*8 Library
Members: C%etna Go%il, !%akti 8obariya, "imal 8obariya, @anak !%alodi, 'ars%a @anabar
Mandate: 8evelo2 a 2lan for conduction a revie9 of acAuisition budget
4dministrative contact: 4Ec Section B8%aval Me%taC
Convener: @anak
2& U(e" Need( A((e((ment Committee-
C%air: "*8 Library
Members: Circulation Staff, 0eriodical Staff, 5*L, "*8s
Mandate: Co ordinate and facilitate library assessment activities focusing on client need, serve
as a resource for library staff in t%eir assessment 9ork and analyse results develo2
recommendation for action, monitor and ensure follo9=u2
4dministrative Contact: "*8 Library
Convener: $ru2ti
3& 9>mail "efe"ence g"o+#-
5acilitator: 4vani Mak9ana
Members : S. 8. $ank, !%akti 8obariya, @anak !%alodi, 'ars%a @anabar, "imal 8obariya
Mandate: $%e E=mail reference grou2 res2onds to Aueries submitted t%roug% t%e 4sk a
Librarian E=mail Auestion form
4dministrative Contact : "*8 Library
Convener: 'ars%a
5& 9>Re(o+"ce( Management Re2ie=-
C%air: "*8 Library
Members: S. 8. $ank, !%akti 8obariya, @anak !%alodi, 'ars%a @anabar, "imal 8obariya,"*8s
and 8irectors
Mandate : 0rovide t%e 2rimary forum for discussion and decision=making regarding information
resources develo2ment and management
4dministrative Contact: "*8 Library, ?iles% 0adariya
Convener: "imal
7& Inf"a(t"+ct+"e Committee-
5acilitator: 0aragb%ai
Members : "*8 Library, 0aragb%ai
Mandate : En%ance t%e Library&s 9orking and learning environment by %el2ing to 2rovide an
a22ro2riate 2%ysical setting, essential su22ort resources and services, and a %ealt%y
organisational culture.
4dministrative Contact : 0aragb%ai
8& Li$"a"y 9:ec+ti2e Committee-
C%air: 0rinci2al
Members: "*8s, S. 8. $ank, !%akti 8obariya, @anak !%alodi, 'ars%a @anabar, "imal
8obariya, $eam Leaders
Mandate: Set t%e budgets and 2riorities for t%e Library and its collections, services and
o2erations
4dministrative Contact: "*8 Library
Convener: C%etna
?& Li$"a"y In(t"+ction Committee @LINCA-
C%air: "*8 Library
Members: S. 8. $ank, !%akti 8obariya, @anak !%alodi, 'ars%a @anabar, "imal 8obariya,
Mandate: 0lan and im2lement 2rograms and 2ublications t%at assist library users in
understanding and using t%e resources and services of t%e Library< design training 2rograms for
library staff 2artici2ating in instructional 2rograms< disseminate information about library
instruction to de2artment
4dministrative Contact: "*8 Library
Convener: !%akti
B& Li$"a"y O+t"eac)-
C%air: "*8 Library
Members: 8ee2a 0atel, 8r. 'ars%a @anabar, Minal 0atel, !%akti 8obariya
Mandate: Marketing Library and its services to t%e industries in t%e region and t%e alumni.
Conducting e6tension activities for t%e users on t%e cam2us and of t%e cam2us
Convener:8ee2a
& Stati(tic( and Re#o"t( S+##o"t G"o+#-
C%air: 7as%mi 'irani
Members: Circulation Staff and S. 8. $ank, !%akti 8obariya, @anak !%alodi, 'ars%a @anabar,
"imal 8obariya,
Mandate: 7es2onsible for su22ort of statistics and re2ort generation
Convener: "etal
,0& 1e$ O#e"ational Management G"o+#-
C%air: "*8 Library
Members: S. 8. $ank, !%akti 8obariya, @anak !%alodi, 'ars%a @anabar, "imal 8obariya, and
5*L
Mandate: Ensure t%e effective day=to=day o2eration of t%e Library 9eb site
Convener: @anak
,,& Info"mation Se"2ice( Management Committee
C%air: "*8 Library
Members: 4ll Library Staff
Mandate: 0rovide a forum to discuss and im2lement ne9 information services or u2date t%e
e6isting information services.
Convener: 4vani
,2& In2ento"y and Sec+"ity Im#lementation G"o+#
C%air: "etal Italiya
Members: !%aves% 0armar, 7u2al 8ave, 8ee2a 0atel
Mandate: Maintain t%e record and order for stationary, su22ort staff distribution, CC$' recording
e6amination, investigating loss of library documents and materials.
Convener: !%aves%
,3& !+$lication Committee
C%air: "*8 Library
Members: C%etna Go%il, $ru2ti C%aniyara, !%akti 8obariya, "imal 8bariya, "etal Italiya, @anak
!alodi
Mandate: !ringing out library 2ublications, C4S bulletins, ne9sletters, broc%ures etc.
Convener:C%etna
,5& Feed$ac; Committee
C%air: !%akti 8obariya
Members: "etal Italiya, 4vani Mak9ana, 8ee2a 0atel, Minal 0atel
Mandate: taking regular feedbacks for different services offered by t%e library.
Convener: Minal
,7& Ann+al !lanning Committee
C%air: "*8 Library
Members: 4ll library staff
Mandate: 0re2are t%e sc%edule of t%e year. 8iscuss t%e events for t%e entire year.
Convener: 'ars%a
A##endi: B-
Code of Cond+ct in t)e Li$"a"y
. Maintain t%e timings of reac%ing ( Leaving to college and Lunc% %ours, and if due to some
unavoidable circumstances if you intend to reac% late, 2lease inform t%e Librarian staff so
t%at t%e message could be 2assed to t%e 0rinci2alsE8irectory accordingly.
#. In event of talking Leaves 2lease inform in advance. *nly in case of "ealt% crisis and
emergency you can call u2 t%e Librarian and inform t%e same so t%at t%e 2rovision can be
made in advance.
) It is e62ected of t%e team members to kee2 t%eir be%avior ( clot%ing descent and
according to t%e 'irtues and values of t%is Gurukul environment. 4ny staff members found
indulged in indecent be%avior 9it% any staff members of t%e Library or t%e entire Gurukul
9ill be directly dealt 9it% t%roug% t%e Management. 4s in t%is environment 9e look for
2eo2le 9it% first a good c%aracter, second dedication and t%ird is your Aualification and
skills.
, Language and tone of s2eec% s%ould be very descent. :ou are 2ermitted to use Englis% or
"indi as communication medium and in Gu+arati only if t%e user is not accustomed to any
ot%er language. $%e Gu+arati language if used s%ould be of refined form.
. 0lease do not eat or drink Be62ect 9aterC any food inside t%e Library, as t%ere could be
c%ance of rats or ants damaging t%e infrastructure. Even left over food or tea cu2s s%ould
not be dum2ed into t%e dustbins inside t%e Library. Incase if you feel like %aving a cu2 of
teaEcoffee in bet9een you are reAuested to eit%er go to t%e canteen or %ave it in t%e
corridors.
/ 0%one calls ( Aueries from team mates, Gurukul staff, students, trust or vendors or for t%at
matter anybody s%ould be 2olitely attended too, if you are not in a state to give t%e
information asked for 2lease consult before saying F I 8onHt @no9 F to t%e ot%er team
members or else ask t%em to leave t%eir Auery and get back to t%em after a fe9 minutes
9it% a confirmed ans9er. 1it% t%is 9e 9ill be s%o9ing our res2onsibility.
I 0ro2er use of stationary and ot%er resources of t%e Library and Institution is e62ected in
order to avoid any misuse.
J Mobile 2%ones s%ould be eit%er s9itc%ed off or on vibration mode during t%e 9ork %ours,
you can attend a call if related to your office 9ork inside t%e Library else to attend 2ersonal
calls you are instructed move out into t%e corridors. 0%one calls on t%e Landlines or Mobile
2%ones s%ould be attended 9it%out loud s2eec% t%at could ot%er 9ise disturb t%e users.
$%ese rules are in %armony 9it% t%e institutional rules for t%e use of mobile 2%ones. If you
need to use t%e Landline for 2ersonal use 2lease make a note of t%e same in t%e 0%one
book so t%at 9e can 2rovide t%e details in case if t%e management demands for usage for
2ersonal use.
K 1ork duty assigned to a 2articular staff s%ould not be e6c%anged 9it%out informing t%e
Librarian or t%e member 9%o %as assigned you t%e +ob. $%is 9ould cause a lot of 2roblems
incase of serious 9ork suc% as 2re2aring re2orts, budgets, letters etc. and only t%e 2erson
9%o 9as first assigned t%e +ob 9ill be under Auestioning in case of any errors.
; Movement 7egister > 9%enever you move out from your de2artment e6ce2t to go to t%e
9as%room, you are su22osed to sign in into t%e movement register of t%e de2artment so
t%at in case of enAuiry or any 9ork 9e can kno9 t%e reason of not being 2resent in t%e
8e2artment.
$%ese code of conduct are to be strictly follo9ed to %ave good 2rofessional environment 9it%
codes t%e Gurukul environment. 4ny body found breaking t%ese codes 9ill attract disci2linary
action after consulting t%e Management.

A##endi: C
Staff Man+al
$%e +ob descri2tions for different $itles, in t%e LLC %ave been 2rovided listing t%e areas of
res2onsibility, t%e duties, t%e Aualifications etc.
Title- LIBRARIAN
A"ea( of Re(#on(i$ility-
$%e Librarian is t%e %ead of t%e Library and Learning CentreBLLCC, member of t%e administrative office
and member of t%e Library de2artment. $%e Librarian re2resents t%e Library staff and serves as an
advisor in t%e Library matter, re2orts to t%e 0rinci2al of t%e Institute. $%e Librarian 9ill:
5ormulate and administer all 2olicies, regulation, 2lans and 2rocedures to fulfill t%e mission, goals
and ob+ectives of t%e LLC.
Create an environment encouraging to %ig% staff morale as 9ell as motivating library use by all
clientele.
Ensure com2liance 9it% 4IC$E and ot%er accrediting bodies in all as2ects of LLCHs Collection and
services.
8evelo2, organi-e and 8irect all o2erations of t%e LLC to ensure accessibility to t%e library
resources and services
8irect t%e organi-ation and accessibility to collections regardless of format.
Manage t%e develo2ment of t%e collection, including online resources, reference collections and
ga2s in t%e collection.
5ormulate and su22ort t%e 4ssistant librarians and library assistants in t%e administration of
2ersonnel 2olicy and 2rocedures, including assignment of duties, service standards, staff
develo2ment and evaluation.
Ensure t%at eac% LLC staff member %as a t%oroug% understanding of t%e duties and
res2onsibilities of t%e 2osition.
Maintain 2ro2er balance in t%e 9orkload of eac% 2osition 9it%in t%e library and manage a
9orkflo9 t%at 2ermits eac% em2loyee to sustain a %ig% level of 2erformance.
8evelo2 and im2lement information literacy 2rogramming.
Su22ort t%e su2ervisory activities of t%e Library assistant of t%e LLC
4dvice ( 2ro2ose of ne9 services, 2olicies and 2rocedures as necessary.
5ulfill t%e duties assigned by t%e Institutes administration.
%+tie(-
0artici2ate as a %ead of t%e Library de2artment including su2ervision of t%e LLC staff
4ssist LLC staff 9it% setting annual goals and monitoring results
0ro2ose im2rovements to t%e library and its services including recommending and advancing t%e
accessibility and 2rovision of library reference, researc%, and online resources.
4ssist t%e 4sst. Librarian ( Library assistants 9it% t%e 2rovision and evaluation of Library services
Collaborate 9it% t%e Institutes 9ebmaster in additions and im2rovements to t%e library 9ebsite
Look into additions and im2rovements in Integrated Library 4utomation Soft9are
Su2ervise t%e cataloging unit.
Manage collection develo2ment services.
*versee t%e 2romotion of library services and collections to t%e college community including
information literacy.
*versee t%e serials unit including selection, ordering, and cataloging.
0re2are reAuests for funds and a22rove t%e e62enditure of suc% funds granted Bi.e., budget
distribution, 2urc%ase order a22roval, etc.C
Coordinate all library re2orts = budget reAuests, long range 2lanning and strategic 2lanning
including t%e libraryHs annual re2ort to t%e Management.
*versee t%e o2eration of t%e interlibrary loan unit.
*2erate service areas of t%e library as necessary.
7ecommend LLC staff a22ointments, 2romotions, and salaries in conformity 9it% t%e Institutes
classification and 2ay sc%edule.
7ecommend a22ointments and dismissals of LLC staff according to establis%ed 2olicies and
2rocedures.
4ct as a coordinator for Library Committee.
Im2rove library services t%roug% active 2artici2ation in regional associations including committee
9ork, consortium 2ricing, and offered library collections, services and 9orks%o2s.
Continue 2rofessional develo2ment t%roug% +ournals, seminars, 9orks%o2s, conferences, etc.
4ssist t%e clientele, t%e management, t%e administration in s2ecial 2ro+ects and day to day
information reAuirements.
C+alification-
Masters in Library and Information Science 9it% ?E$ESLE$
*rgani-ational and su2ervisory abilities
Com2uter a22lications skills
0ublic service ca2abilities
Leaders%i2 Ca2abilities
Title- ASSISTANT LIBRARIAN > @Collection %e2elo#mentD Ac<+i(ition(D Tec)nical !"oce((ingA
A"ea( of Re(#on(i$ility-
In coo2eration 9it% t%e Librarian and t%e 4sst. Librarian, 2erforms cataloging and ot%er collection
develo2ment duties< re2orts to t%e librarian.
S#ecific "e(#on(i$ilitie( a"e-
0rovide cataloging services for all ty2es of library resources
4ssist Librarian in collection develo2ment activities
Inform Librarian on all 2%ases of cataloging de2artment
0rocess and maintain reserves under su2ervision t%e Librarian
0rovide library services for e6tra %ours during 2eak time and Sundays under t%e su2ervision of
t%e Librarian
Su2ervise and train assigned Su22ort staff
*t%er duties as assigned
C+alification-
Masters in Library and Information Science E !ac%elors in Library and Information Science
*rgani-ational and su2ervisory abilities
Com2uter a22lications skills
0ublic service ca2abilities
Title- LIBRARY ASSISTANT E @Se"ial(D Tec)nical !"oce((ingA
A"ea of Re(#on(i$ility- Se"ial(DTec)nical !"oce((ing

$%e Library assistant >serialsE tec%nical 2rocessing form an integral 2art of t%e LLC team< %aving a
res2onsibility to develo2ment access 2oints for t%e documents available in t%e LLC. 1orks and
association 9it% and re2orts t%e Librarian.
S#ecific "e(#on(i$ilitie( a"e-
Su2ervise all 2rocesses associated 9it% serials acAuisitions, and tec%nical 2rocessing
Inform t%e Librarian in serials acAuisitions ( tec%nical 2rocesses
7ecommend ne9 2rocedures and 2olicy c%anges 9it%in t%e de2artment
Su2ervise library services everyday
$rain and su2ervise 9ork of assigned su22ort staff
*t%er duties as assigned
C+alification(-
Masters in Library and Information Science E !ac%elors in Library and Information Science
0ublic service ca2abilities
*rgani-ational and su2ervisory abilities
Com2uter a22lications skills

Title- LIBRARY ASSISTANT CIRCULATION F9A% @Refe"enceDCi"c+lationA
A"ea of Re(#on(i$ility-
$%e Circulation %ead, Library assistant is a key member of t%e LLC staff 2roviding t%e most visible connection
bet9een library 2atrons and t%e services and collections available. $%is 2osition re2orts directly to t%e Librarian
$%e Circulation 8e2artment is committed to serving library 2atrons by 2erforming or assisting 9it% various functions
related to t%e location and circulation of library materials, t%ese functions include:
S#ecific "e(#on(i$ilitie( a"e-
4ssisting 2atrons 9it% general Auestions about t%e library building and de2artments, library use and
2olicies, and services and resources available
Su2ervise circulation and reference areas
0rovide reference assistance
0romote library collections, services and Institutes events
*rgani-e social events and 2rograms under t%e direction of t%e Librarian
$rain and su2ervise assigned su22ort staff
Su2ervise stacks maintenance including inventory, cleaning, s%ifting, and s%elving
4long 9it% t%e collection develo2ment library assistant, aid t%e cataloger in t%e 2re2aration of ne9 volumes
1ork closely 9it% t%e Librarian on all 2%ases of t%e reference ( circulation de2artments
Su2ervise library services everyday
7ecommend ne9 2rocedures and 2olicy c%anges 9it%in t%e de2artment
Loan and recei2t of library materials
7e=s%elving of library materials, and maintaining order in library s%elving areas
7ecei2t of library fines and c%arges
*t%er duties as assigned
C+alification(-
!ac%elors in Library and Information ScienceE 8i2loma Certificate "older or any graduate
*rgani-ational and su2ervisory abilities
0ublic service ca2abilities
Com2uter a22lications skills
Title- LIBRARY CL9R* @Refe"enceDCi"c+lationA
A"ea of Re(#on(i$ility-
$%e Library Clerk BreferenceEcirculationC 9ork in t%e Circulation section of t%e LLC under and instruction of
Circulation "ead< t%ey re2ort to Circulation "ead, Library 4sst. for circulation issues and t%e Librarian for
administrativeE 2ersonnel issues.
S#ecific "e(#on(i$ilitie( a"e-
0rovide circulation services
0rovide reference assistance
0romote library collections, services and Institutes events
4ssist t%e circulation %ead in organi-ing social events and 2rograms under t%e direction of t%e Librarian
Stack maintenance including inventory, cleaning, s%ifting, and s%elving
*t%er duties as assigned
C+alification(-
4ny graduateE 8i2loma certificate %olders
*rgani-ational and su2ervisory abilities
0ublic service ca2abilities
Com2uter a22lications skills
Title- LIBRARY ASSISTANT @S9R'IC9SA
A"ea( of Re(#on(i$ility-
$%e Library 4sst. Services is a member of t%e LLC staff. 1orking under t%e su2ervision of t%e Librarian in
coo2eration 9it% library staff, t%e Librarian 4sst. 9ill
8evelo2 tec%niAuesEmet%ods t%at ensure access to collections and services for students, faculty, and staff
at all cam2uses.
3nder t%e direction of t%e associate director, su2ervise t%e libraryHs senior staff members and library
student assistants.
Manage circulation and reserve activities.
Ensure t%at library services and collections are accessible Be.g. library %ours, student staffing, circulation
module, etc.C.
Su2ervise library services everyday
Communicate 9it% t%e Librarian concerning all 2%ases of res2onsibility, and recommending ne9 services,
2olicies and 2rocedures 9%ere needed.
%+tie(-
Im2lement t%e 2rovision, assessment, and 2romotion of library services at all sites.
Im2lement information literacy 2rogramming.
4ssist in t%e o2erations of t%e integrated library system BILSC including its 9eb 2resence.
4ssist t%e Librarian in 9ebsite im2rovements, c%anges, and additions.
*2erate service areas of t%e library, including reference, at all sites.
4ssist in collection develo2ment activities Be.g. 9eeding, dis2osal of 9eeded items, inventoryC.
Continue 2rofessional develo2ment t%roug% +ournals, seminars, 9orks%o2s, associational meetings, etc.
*t%er duties as designated by t%e Librarian
C+alification(-

Masters degree in library science
4bility to 2romote and teac% t%e value and use of collections and services accessed 2rimarily in an
electronic environment
*rgani-ational and su2ervisory abilities
Com2uter a22lications skills
A!!9N%IG %
1OR* INSTRUCTIONS IN TF9 LIBRARY AN% L9ARNING C9NTR9
LIBRARY A%MINISTRATION @Li$"a"ianA
Planning and policy making
. $%e Librarian %as to 2lan t%e Library in terms of collection, services, "78 etc.
#. $%e librarian %as to do t%e follo9ing in confirmation 9it% t%e 2olicies so designed for t%e
different 2ur2oses.
). If need rises t%e 2olicies can also be amended to reac% t%e ob+ectives.
Budget administration
. 3nder t%is t%e Librarian 2re2ares t%e budget 2ro2osal based on t%e 8ocument reAuirements
of t%e Library for t%e Current 5inancial :ear B3sually /=IL of t%e $otal student feeC
#. $%is 2ro2osal is t%en 2ut before t%e Library committee for a22roval
). *n a22roval t%e same is sent to t%e Management for sanction
,. *n recei2t of sanction t%e !udget is distributed as 2er t%e 2olicy under different %eads
.. $%is budget is regularly monitored for t%e 2erformance.
/. 4t t%e end of t%e financial year t%e budget e62enditure re2ort is submitted to t%e
management.
Services management
. Identify t%e user Information needs ( ot%er facilities reAuired.
#. 8esign t%e services accordingly
). 422oint staff and 2rovide suitable training to get t%e desired results.
,. Monitor t%e service by taking feedbacks< accordingly im2rove u2on t%e e6isting services or
design ne9 services.
.. Market t%e services 2ro2erly to ensure ;;L usage
HR Management
. $%e need of staff is identified and +ustified by t%e Librarian to t%e Management
#. $%e advertisements are 2ublis%ed
). 7esumes are received
,. Intervie9s are sc%eduled after s%ort=listing t%e candidates
.. Candidate is selected and re2orts are t%en sent to t%e "7 for furt%er actions
/. 422ointment letter is given and t%e candidate +oins.
I. *n +oining an orientation about t%e Library and its facilities is 2rovided
J. $raining is 2rovided as 2er t%e 2ost and later monitored for t%e 2erformance
K. If t%e 2erformance is found not u2 to t%e e62ectations, t%e training is furt%er 2rovided. If after
enoug% training t%e candidate is found not meeting t%e needs of t%e 2ost, %eEs%e is
terminated< else is continued.
Infrastructure & Stationary management
. ?eed for infrastructure is identified BI$, Stationary, furniture etc.C
#. $%e need is 2ut in front of t%e infrastructure de2artment
). *nce received is entered into t%e Stock registers res2ectively and made available for use.
File Inde:
S"&
No
&
File
ty#
e
File Name Content File
No&
Ref& No& %e#t& Section
*5 Library *rientation
0rogramme
Library
*rientation
0rogramme
S9R >
,
G:ELI!ESE7EL*0E; G: Services
# *5 Information Literacy
0rogramme
Information
Literacy
0rogramme
S9R >
2
G:ELI!ESE7EIL0E;# G: Services
) *5 Email 4lert Service Email 4lert
Service
S9R >
3
G:ELI!ESE7EE4SE;) G: Services
, *5 E6tension 4ctivities E6tension
4ctivities
S9R >
5
G:ELI!ESE7EEM$E;, G: Services
. *5 Inter Library Loan ILL
Service =
B:*GI8"4M
C4M03SC
Inter Library
Loan ILL
Service
S9R >
7
G:ELI!ESE7EILLE;. G: Services
/ !*M C4S !ulletin Service
= #;;J=;
0eriodicals
B#;;J = ;C
5ront2age (
Content 0ages
S9R >
8
G:ELI!ESE7EC4SE#;;J=
;E;/
G: Services
ACCUISITION S9CTION @A((t& Li$"a"ian E Ac<+i(itionA
Modes of purchase
. 5irm orders
o 7eAuests are received from t%e 2atrons and after t%e a22roval of t%e same t%e orders are
2laced
#. 8irect 2urc%ase
o 8ocuments are directly 2urc%ased and submitted to t%e Library by t%e user or t%e
Librarian 9it% 2ermission from t%e "ead of t%e Institute.
). *n a22roval
o 8ocuments are ke2t in t%e Library by t%e 2ublis%er for a22roval for a 2eriod of ); to ,.
days and t%e faculties are asked to scrutini-e and select t%e document after looking into
t%e contents.
Collection development policy
o $%is 0olicy defines guidelines and criteria 9%ic% %ave to be considered in selection of
different ty2es of documents for t%e Library.
Types of i!rary "ocuments
. !ooks
#. Multimedia
). Serials
Tools for selection of i!rary "ocuments
. Catalogues from 2ublis%ers
#. !ook e6%ibitions ( 0ublis%er meet conducted by t%e Library for its users
). 7evie9s in ne9s2a2ers, maga-ines etc.
,. 3sage statistics
Processing the re#uests for addition of documents to i!rary
. 0re2are t%e s%ortfall re2ort for eac% of t%e de2artment
#. Send t%e 2ending order list if any for reconsideration
). 5or9ard t%e catalogues to t%e de2artments and collect t%e ne9 reAuests from t%em in t%e
reAuest form.
,. C%eck if t%e mandatory details of t%e items are 2rovided by t%em else find form catalogue
or from internet and fill t%e details
.. C%eck from t%e Library %olding data if t%e document e6ists and if so 2rovide t%e details of
t%e same in t%e form and notify t%e user.
/. 7econfirm in case of doubts
I. 5ile t%is co2y in t%e *rder 7eAuest file
$pproval Procedure
. Calculate t%e sum total of t%e amount in 7u2ees for t%e reAuests received.
#. C%eck t%e budget availability
). 0lace t%e reAuests and t%e total amount details to t%e Library committee for a22roval
,. Get t%e a22roval. If not a22roved t%en inform t%e user about t%e same 9it% t%e reason for
disa22roval. Else 2roceed to t%e ne6t ste2.
.. ?o9 s%ift t%e *rder reAuest form from t%e reAuest 5ile along 9it% t%e a22roval letter into
t%e 422roval file.
Placing %irm &rders
. C%oose t%e vendor from t%e list of vendors available based on t%e 2erformance re2ort.
#. 0lace t%e order using t%e format 2rovided 9it% t%e $erms ( conditions of su22ly.
). 4ttac% t%e list to be ordered
,. "ave a *EC co2y of t%e same for record
.. S%ould be signed by t%e 0rinci2al. $ake t%e out9ard no form t%e office and record t%e
out9ard no in t%e internal out9ard register for record.
/. 8is2atc% t%e order de2ending on t%e location of t%e vendor B%and to %and, courier etc.C
I. S%ift t%e *rder reAuest form, t%e a22roval letter and t%e order letter into t%e *rder file
Receiving order & Invoice
. *n receiving t%e order
#. C%eck t%e items received t%e 9it% invoice received Bif any errors, re2ort to t%e vendorC
). C%eck t%e items and invoice 9it% t%e order 2laced for:
i' !ibliogra2%ic details =$itle, aut%or, 2ublis%er, year of 2ublication etc.
ii' 0rice details
iii' Nuantity details
,. If any error or beyond acce2table margin t%e inform t%e vendor
.. In case of confusion in any bibliogra2%ic details consult t%e user 9%o 2laced t%e reAuest
and accordingly retain or return t%e document to t%e 'endor< else go a%ead 9it% t%e ne6t
ste2.
/. S%ift t%e *rder reAuest form, t%e a22roval letter, order letter and t%e InvoiceHs received
into t%e 0ending !ill 5ile.
$c#uisitioning
. 7ecord t%e details of t%e document in t%e res2ective accession register, in t%e 1orks%eet
and t%e soft9are too.
#. 0rovide t%e document 9it% t%e accession number 9%ic% is uniAue no for t%e document.
). Send t%e document to t%e $ec%nical 0rocessing section for furt%er 2rocess
&rder validity ( cancel or re)order & reminders
. *rder validity is ,. days for Indian 2ublications and ) mont%s for international
2ublications.
#. If t%e order crosses t%e validity date, enAuire t%e vendor about t%e status of availability
and t%en reconfirm 9it% t%e user about re=ordering or canceling of t%e order
). In case of reordering, t%e 2rocess of a22roval is not again follo9ed t%e order is directly
2laced 9it% t%e mention in t%e reference no. of t%e same.
,. 7eminders can be sent to t%e vendor 9%en t%ere are ; days left regarding t%e order
validity 2eriod.
Payment of Invoice
. *nce t%e order is com2leted or %as crossed t%e validity 2eriod, t%e 4cAuisition in=c%arge
can 2ass t%e invoices received in t%e order for 2ayment.
#. 4ll items are c%ecked if entered in t%e accession register and t%ese accession numbers
are also mentioned in t%e Invoice.
). $%e invoice is t%en stam2ed 9it% 0ass for 2ayment stam2 and details are filled u2
,. $%e 2ass for 2ayment letter is 2re2ared along 9it% t%e "ead of e62enditure, t%e order
details, invoice details and information of no of titles, no. of volumes, amount etc. $%e total
is also 2rovided for 4ccount section.
.. $%e Librarian ( t%e 0rinci2al need to sign on t%e Invoices and t%e 2rinci2al t%en 2uts %is
remarks for t%e 4Ec Section for t%e furt%er 2rocess.
/. $%e 4Ec section 2rovides t%e 2ayment in t%e form of c%eAue E 88< t%e 2%otoco2y of t%e
same is maintained as a oEc and t%e letter of 2ayment is made and sent to t%e vendor
along 9it% t%e 2ayment
I. S%ift t%e *rder reAuest form, t%e a22roval letter, order letter, t%e InvoiceHs, t%e 2ass for
2ayment letter and t%e 2ayment letter all toget%er into t%e 4cAuisition 5ile
Receipt of Payment
. *n receiving t%e 2ayment t%e vendor %as to re2ly us 9it% a recei2t of t%e same<
#. Maintain t%e oEc co2y and file it into t%e 4cAuisition file along 9it% t%e ot%er details of t%e
order.
Reports generated
. List of reAuests
#. !udget E62enditure re2ort
). List of ?e9 arrivals in t%e Library
,. Status of Library collection every mont%
.. 'endor 2erformance re2ort
/. 4ccession register
%orms and formats
. !ook order reAuest form = 8*C.?o.:5=G:=LI!E3G=;E;;
#. !ook order reAuest form = 8*C.?o.:5=G:=LI!E0G=;E;;
). Multimedia order reAuest form
,. E=resources orderE subscri2tion form
.. !ook order
/. 4ccession register
I. !udget 2erformance
J. 8e2artment 9ise collection
K. 422roval
;. 0ass for 2ayment
. 0ayment letter
%ile Inde*+
S"&

No&
File
ty#e
File Name Content File No& Ref& No& %e#t& Section

Small
!o6
!ook=!ank !ooks 7eAuest,
422rovals ( 0urc%ase #;;. =
#;;
!ooks 7eAuest form (
0urc%ase by t%e
8e2artment
ACC > ,
G:=
!!4ELI!E4C
NE!!=
!0*E#;;.=
;E;
G:=!!4
B!ook
!ankC
4cAuisition
#
Small
!o6
!ook 7eAuest, 422rovals (
0urc%ase #;;J=;
!ooks 7eAuest form (
0urc%ase by t%e
8e2artment
ACC > 2
G:ELI!E4CN
E!0*E#;;J=
;E;#
G: 4cAuisition
)
Small
!o6
!ook !ank !ooks !ills #;;.=
;
!ooks !ill 5ile ACC > 3
G:=
!!4ELI!E4C
NE!!=
!ILLSE#;;.=
;E;)
G:=!!4
B!ook
!ankC
4cAuisition
, !*M !ills #;;J=; !ooks !ill 5ile ACC > 5
G:ELI!E4CN
E!ILLSE#;;J
=;E;,
G: 4cAuisition
.
Small
!o6
!udget 0ro2osals (
Sanctions #;;I=#
!udget 5ile ACC > 7
G:ELI!E4CN
E!38E#;;I=
#E;.
G: 4cAuisition
/ !*M 4cAuisition 7e2orts #;;J=; 4cA. Section 7e2orts ACC > 8
G:ELI!E4CN
E7E0E#;;J=
;E;/
G: 4cAuisition
I *5 Multimedia #;;J=;
0urc%ase 5ile of C8
Collection by t%e
8e2artment
ACC > ?
G:ELI!E4CN
EM3LE#;;J=
;E;I
G: 4cAuisition
J
Small
!o6
Library 0urc%ase Committee Minutes of t%e Meetings ACC > B
G:ELI!E4CN
EL0CE#;;J=
;E;J
G: 4cAuisition
K !*M ?44C 7e2orts #;;J=; ?44C re2orts ACC >
G:ELI!E4CN
E?44CE7E0E
#;;J=;E;K
G: 4cAuisition
; *5
Couriers,0arcels,$rans2ort
BL7&s, 7ecei2tsC
Couriers,0arcels,$rans2ort
BL7&s, 7ecei2tsC
ACC >
,0
G:ELI!E4CN
E7ECE#;;J=
;E;
G: 4cAuisition
*5
GI5$SE 8onationsES2ecimens
4ckno9ledgements
GI5$SE
8onationsES2ecimens
4ckno9ledgements
ACC >
,,
G:ELI!E4CN
E4C@E#;;J=
;E
G: 4cAuisition
T9CFNICAL !ROC9SSING @A((t& Li$"a"ian/ Tec)nical !"oce((ingA
Classification
. 3se 88C #
st
Ed.
#. Every Library 8ocument need to be classified kee2ing in mind on t%e main sub+ect.
Cataloguing & "ata entry in to the soft,are
. Librarian does not maintain manual catalogue cards, but directly enters into t%e soft9are.
#. 5ollo9 t%e 44C7# cataloguing rules for cataloguing
). 4void s2elling errors.
,. 0rovide 2ro2er access 2oints suc% as sub+ect %eading, key9ords etc.
.. 0rovide ma6imum details about t%e 8ocument to %el2 t%e user.
Physical Preparation of the "ocument
o !**@
. Enter t%e 4ccession no BIn red inkC and Call numberBin 2encilC of t%e back of t%e
front 2age B2referably on t%e to2 of t%e 2ageC
#. Enter accession number on secret 2ages B., ;C. 5or books %aving less t%en .;
2ages treat 2g.no. #. as t%e secret 2age.
). 0aste t%e book 2ocket on t%e back cover on t%e inside, 2en do9n t%e 4ccession
no, call no ( de2artment on t%e book 2ocket
,. 0aste t%e data sli2 on t%e last 2age.. take care to avoid 2asting on 2rinted matter
.. 0aste t%e barcode on t%e last 2age of t%e book
/. 1rite t%e book card 9it% t%e details mentioned and insert in t%e book 2ocket
I. 0ut t%e Library Stam2 on t%e 5ront 2age, secret 2ages, last 2age and t%e t%ree
edges of t%e book
J. 0aste t%e s2ine label on t%e s2in of t%e book 2ositioning ) fingers from t%e lo9er
edge.
K. 0aste t%e section identifier label on t%e to2 edge of t%e book.
;. 0lease note to enter C4LL ?* in 2encil, as is bound to c%ange and accession no
in 7ed ink.
o M3L$IME8I4 BC8E8'8C
. 0lace t%e Multimedia in t%e 2rescribed 2ocket
#. 0aste t%e barcode %aving accession on t%e cover
File Inde:-
S"&

No&
File
ty#e
File Name Content
File
No&
Ref& No& %e#t& Section

Small
!o6
Sub+ect "eadings and
Stack Guides
List of Sub+ect
"eadings, Cllas
?os.and Stack
Guide
T9C >
,
G:ELI!E$EC"ES3!E; G:
$ec%nical
0rocessing
CIRCULATION S9CTION
Service is 2rovided at t%e Ci"c+lation %e(;, located to t%e left after you enter t%e Main Library, and o22osite t%e E=
Library, 0rocessing 7oom, ( 7eading 7oom
Mem!ership & its procedures
. Every (t+dent 9%o %as taken admission in t%e institute and every (taff a22ointed by t%e institute are
eligible to be members of t%e Library free of c%arges.
a. $%e list of students is submitted by t%e student section to t%e LLC based on 9%ic% t%e members%i2
forms are distributed and cards are 2re2ared and distributed to t%e students on 2roducing t%e latest
5ee recei2t because t%ey %as to 2ay fees in every semester, cards are to be issue to t%e students
in first semester.
#. Every staff of ot%er Institutes in t%e cam2us is also eligible to be members of t%e library free of c%arge.
a. $%e user can use # of t%e Library cards 2rovided by t%e res2ective instituteHs library t%at t%e staff
belongs to.
). 0re2are ?*C format for t%e every first year students
,. 0re2are 8ata Entry in Soft9are after receive duly filled t%e forms from t%e students as 2er
t%e branc%es 9it% issued tickets no. ( date
Privilege matri*
!**@S
S"&No %e(c"i#tion No of Boo;( Loan !e"iod

"*8Hs 0rofessors, 4sst.

0rofessor, Lecturers
#; *ne :ear
# 4d%oc Lecturers . *ne :ear
) Lab 4ssistant, 0rogrammer ) *ne :ear
, 4dministrative Staff # *ne Mont%
. 3G Students ) I 8ays
/ 0G Students , I days
I
5aculties of *t%er Institutes of
:ogid%am Gurukul
# ); days
J 'isiting Staff O
$%ey 9ill be issued book via 8e2artmental Library
or on t%e ot%er staff memberHs tickets
M3L$IME8I4 E 0E7I*8IC4LS
S"&No Catego"y of %oc+ment( %e(c"i#tion Loan !e"iod
1eekly Maga-ine Staff Members ( Students # days
# Mont%ly Maga-ine Staff Members ( Students 1eek
) 8'8EC8E5lo22y Staff Members ( Students # days
, 7esearc% Dournals 7esearc% Sc%olars . days
Rules for Circulation
7ead t%e rules related to Circulation a 2rovided in t%e Library rules
-. $%e Librarian, 9it% a22roval of t%e 4cademic, may make rules for t%e o2eration of t%e
Library. 4 co2y of rules s%all be 2rominently dis2layed in t%e Library notice board and on
t%e Library 9eb site.
/. Everyone in t%e library s%all res2ect t%e rig%ts of ot%ers users
0. 4nyone using t%e library s%all identify t%emselves on any member of t%e 4cademic or
Library staff
1. 4ll cell 2%one s%ould be s9itc%ed off or to Fsilent ringG 9%en entering t%e library
2. ?o students 9ill be allo9ed inside t%e library 9it%out t%e I=CardElatest 5ee recei2t ( dress
code
3. $%e users are not allo9ed to take t%eir 2ersonal books or t%e books issued to t%em inside
t%e library unless t%ey 9ant to return t%em
4. Loose s%eets or notebooks alone are allo9ed inside t%e library
5. !ags, files, and ot%er 2rinted materials are not allo9ed inside t%e library and are to be ke2t
in t%e 2igeon %oles 2rovided at t%e entrance of t%e library
6. 0rior to entering t%e library, s%oes, C%a2els, Sandals any foot9ear be removed at a 2lace
s2ecially allotted for t%e same, t)e ()oe "ac;(. 4lso note t%at t%e library de2artment 9ill
not be res2onsible for t%e loss of s%oes.
-7. Library users are reAuested to 2ositively enter t%eir names and 2articulars in t%e gate
register ke2t at t%e C%eck 2oint
--. 8uring teac%ing %ours students 9ill not be allo9ed in library e6ce2t during recess and free
slot
-/. $%e institute acce2ts no res2onsibility for any 2ersonal la2to2 2ro2erty broug%t into t%e
Library
-0. Inform all t%e users not to kee2 any valuables Be.g. money, mobile 2%ones or any costly
gadgetsC in t%e 2ro2erty counter. Library de2artment 9ill not be res2onsible for nay suc%
loss
-1. 4 Librarian may reAuire any 2erson guilty of disorderly or inconsiderate conduct or of t%ese
7ules to leave t%e Library immediately. 4 Librarian may 9it%dra9 Library 2rivileges from
t%at 2erson for suc% 2eriod as considered fit. Serious breac%es of t%e 7ules by students
s%all be re2orted to t%e Management
-2. ?o unaut%ori-ed 2erson s%all enter or be in t%e Library for any 2ur2ose 9%en t%e building
is formally closed
-3. $%e instituteHs 2olicy of internet use, including t%e Information and I$ Security 0olicy,
a22lies to t%e use of all I$ eAui2ment 9it%in t%e Library
-4. 4ll Aueries s%ould be addressed to t%e staff at t%e Circulation 8esk or librarian
-5. Inform all t%e 3sers of t%e Library staffEstudents to see t%e notice board every day for t%e
rules ( regulations 9it% u2coming details
Circulation Timings
Circulation 8esk $imings
o Monday to 5riday: J.;;a.m. $o ..;;2.m.
o Saturday: J.;;a.m. $o #.;;2.m. BMaintenance 9orkC
7eference Section $imings
o Monday to 5riday: ;.);a.m. $o ..;;2.m.
o Saturday: ;.);a.m. $o #.;;2.m. BMaintenance 9orkC
Check out 8Issue.
o !**@S
. Students s%ould desist from marking library books 9it% 2encil or ink or mutilating t%em.
!ooks found damagedEmutilated must be broug%t to t%e notice of librarian at time of issue,
failing 9%ic% t%e last reader 9ill be %eld res2onsible for t%e same. Students found
damagingEmutilating books< 2eriodicals 9ill be reAuired to com2ensate for t%e damage.
5urt%er, at t%e discretion of t%e librarian, suc% student may not avail of library facilities
t%ereafter
#. C%eck t%e 0%ysical state of t%e !ook Bneeds binding, torn 2ages etc.C.
). Inform t%e student t%e reason you are not allo9ing %im or %er to take out bookBsC.
,. C%eck if t%e user is eligible to borro9 t%e book B'SC, G:CMS,4I$S, 4I$S8S,4I0,4I08S
ot%er institutesC
.. Material s%all not be issued to anyone 9%o does not %old a current t%eir o9n Library card
/. C%eck if is a F?ot for issueG or 7eference book
I. C%eck if t%e user is not rene9ing on t%e same day.
J. C%eck if t%e book %as been circulating bet9een t9o or t%ree 2eo2le in consecutive
transactions
K. Make t%e user to enter %isE%er details into t%e book card 9it% Signature ( registration no.
;. 4sk %imE%er for t%e I=Card, c%eck %is name, 0%oto and ot%er details to verify t%e user,
c%eck t%e signature on t%e I8, Library card and !ook card all s%ould be same, if sus2icious
ask for more details.
. Enter into t%e Soft9are t%e details of t%e book, c%eck if %eEs%e is issuing a second co2y of
t%e same book, if so avoid t%e transaction
#. If %e is using a du2licate ticket and e6ceeding %is loan limits t%en immediately inform t%e
Librarian as %e could be a delinAuent user and %old t%e transaction and ask t%e user to
meet t%e librarian.
). Else 2roceed by 2utting t%e stam2 of t%e due date on t%e 8ate sli2 on t%e last 2age of t%e
book.
,. 5or staff do t%e entry of t%e 8ocument into t%e res2ective de2artment register as 9ell as in
Soft9are t%at %eEs%e belongs to. ( 9rite t%e issued books date in t%e date column.
.. Scan t%e !arcode of t%e bookBsC.
/. "andover t%e book ( Materials
o 7E57E?CE !**@S
7eference books issued to staff members only for ,J "rs.B# 8aysC on library tickets
o M3L$IME8I4
C%eck t%e C8E8'8 for cracks before issuing to t%e user
C%eck if itHs a original C8E8'8 and not for issue
Enter t%e details on t%e C8E8'8 issue muster and t%e soft9are
4sk %imE%er for t%e I=Card, c%eck %is name, 0%oto and ot%er details to verify t%e user,
c%eck t%e signature on t%e I8, Library card and Muster all s%ould be same, if sus2icious
ask for more details.
If %e is using a du2licate ticket and e6ceeding %is loan limits t%en immediately inform t%e
Librarian as %e could be a delinAuent user and %old t%e transaction and ask t%e user to
meet t%e librarian.
Scan t%e !arcode of media materialsBvideos and 8'8HsC
"andover t%e C8E8'8
o 0E7I*8IC4LS
C%eck t%e 0eriodicals 2%ysicals for torn 2ages etc.
C%eck if t%e 2eriodical is a Current issue as t%is cannot be issued
Enter t%e details on t%e 2eriodical issue muster
4sk %imE%er for t%e I=Card, c%eck %is name, 0%oto and ot%er details to verify t%e user,
c%eck t%e signature on t%e I8, Library card and Muster all s%ould be same, if sus2icious
ask for more details.
If %e is using a du2licate ticket and e6ceeding %is loan limits t%en immediately inform t%e
Librarian as %e could be a delinAuent user and %old t%e transaction and ask t%e user to
meet t%e librarian.
"andover t%e 0eriodical
Check in 8Return.
8uring c%eckin, scan t%e barcode of t%e material and If some students are late to return a
bookHsEMultimediaHsE0eriodicals collect a fine as mentioned belo9< from t%em ( t%en return
t%eir Library Cards.
If t%e students not bring t%eir materials 2enalty fine t%an give back t%e materials to t%e
studentsEstaff ( tell t%em to bring fine and t%en come to return t%e material.
?ot kee2 any 2ending 2enalty of t%e users in t%e library Be6ce2t unavoidable
circumstancesC
If t%e document is found damaged ask for re2lacement or binding of t%e same.
C%eck t%e C8E8'8 for cracks and ( t%en c%eckin else ask t%e user to re2lace t%e co2y
Collecting &verdue
o 8uring c%eck in of *verdue documents t%e overdue s%ould be collected as 2er t%e follo9ing 2olicy
and a recei2t of t%e same s%ould be submitted for t%e amount collected.
5*7 !**@S:
*ver due c%arges are 7s. # 2er day to all users for !ooks.
*verdue c%arges are 7s. . 2er day on book during reading 2eriod Bstart from
reading time and end after com2lete e6amC.
4t t%e time of e6amination as 2er t%e instruction by 2rinci2al if t%e students e6am is
in out of t%e college cam2us t%en t%ey %ave to come for return t%e books after t%e
com2letion of t%e final e6amination on t%e very ne6t day ot%er9ise t%ey %ave to
2ay 2enalties from t%e date of return t%e book Bt%ere time duration is from t%e
st

start date of e6am to last day of e6aminationC
5*7 M3L$IME8I4
*verdue c%arges is 7s..E= 2er day to all users BStaff ( studentsC.
0enalty of 7s. #;;E=9ill be c%arged if 8'8 is lost or damaged.
0enalty of 7s.;;E= 9ill be c%arged if C8 is lost or damaged.
5*7 0E7I*8IC4LS
*ver due c%arges is 7s. # 2er day to all users BStaff ( StudentsC
Receipt !ooks
. 7ecei2t books can be received from t%e 0ress by 9riting letter as 2er reAuirement, 9%ic% on
receiving s%ould be entered into t%e stock register
#. $%e recei2t book can be taken for use by mentioning t%e date and 2utting t%e initials against t%e
7ecei2t book no.
). *ne com2letion of t%e recei2t book, t%e circulation %ead or t%e designated staff s%ould de2osit t%e
recei2t book along 9it% t%e fine amount collected and signed by t%e Librarian to t%e account
section and take t%e signature to 9%om t%ey submitted.
oss of i!rary "ocuments
o In t%e event of loss of book t%e user %as to re2ort to t%e circulation staff immediately before t%e due
date, else late fee 9ill be c%arged till t%e re2orted date
o If t%e user re2orts about t%e loss of document t%en ask %imE%er to 9rite an a22lication to t%e
Librarian re2orting about t%e loss of t%e document.
o $%e user %as to re2lace t%e co2y of t%e document in< case of books > t%e same edition or t%e latest
edition 9it%in . days.
o If t%e original library book is returned after re2orting it lost, t%e fine 9ill be calculated till t%e date of
its return.
o Enter t%e re2lacement books in t%e manual register as 9ell as in soft9are 9it% t%e remark 9%o
re2lace
oss or damage of i!rary Cards
. $%e damaged E mutilated library cards are re2laced free of cost.
#. 1%en t%e user re2orts t%e loss of t%e cardBsC > ask %imE%er to fill u2 a22lication form for du2licate
cards.
). $%e 2rocess takes a 9eek
,. 4fter a 9eek t%e library card 9ill be issued 9it% a stam2 of 830LIC4$E on t%e same 9it% e6tra
c%arges.
.. Enter t%e du2licate no. of t%e library tickets in 2atron list 9it% date of issued in manual register and
soft9are
/. Library users are res2onsible for notifying a circulation staffE Librarian immediately of any c%ange of
address, 2%one no.EEmail address. 5ailure to notify c%ange of address 9ill not be an acce2table reason
for not receiving Library notices.
Reminders
. Send reminders for due books 9it% studentsEstaff to t%e counselorsE "*8 of t%e res2ective
de2artments in
st
9eek of every mont%.
#. In some cases 9e may %ave to send more t%en one reminders to recall t%e document
). 7eminders can be sent to staff on com2letion of t%e semesters Bin vie9 of #
nd
2ointC.
"epartmental li!rary
. Every de2artment also maintains a de2artmental library in 9%ic% t%e s2ecimen co2ies received from
t%e 2ublis%ers, some manuals, reference books etc are ke2t. 4t t%e beginning of t%e year t%e
de2artmental Library Inc%arge come to t%e library to issueE return or rene9 t%e books.
#. In every de2artment 9e fi6ed t%e limit of ). library circulation, reference books e6ce2t 2ublis%ersE
s2ecimenEcom2lementary co2ies.
). $%e visiting faculties are served from t%e de2artmental library.
,. $%us 9%enever any transaction %a22ens t%en record into t%e de2artmental Library muster and t%e
soft9are simultaneously.
.. 4t t%e end of t%e year 8e2t. Library Inc%arge %as to collect all t%e books to 9%om t%ey issued (
submitErene9 t%e re2ort of t%e de2artmental library re2ort to t%e main library.
9nd of the year
o 0re2are notice for t%e staff to submitE rene9 t%e library ( de2artmental library issued books at t%e
end of t%e semester.
o Inform t%e students via de2artment "*8Ecounselor 9%o %as taken book bank books to return
9it%in I days after com2letion of 5inal e6amination.
o 4t t%e end of t%e year 2re2are t%e list of reAuirement if need studentsEstaff library tickets, book
cards, book 2ocket cards, date sli2, 5ine recei2t books ( multimedia covers.
o 4lso 2re2are manual register as 2er t%e reAuirement
Binding management
. Every time you find a book t%at needs binding, kee2 it aside in t%e 2rocess room
#. once t%e ?umber of books is about ;; t%en make a list of t%e same and submit to t%e librarian
reAuesting to 2rocess for binding
). 7emove t%e book cards form t%ese books and kee2 t%em 9it% t%is list.
,. 0re2are a letter for sending t%e books for binding to t%e student store, s2ecifying t%e number of
books and t%e ty2e of binding reAuired. C%eck t%e books and bundle t%em into ten books in one
bunc% and verify t%e titles as 2er t%e list.
.. *nce t%ese books are received c%eck 9it% t%e list and intimate t%e same to t%e student store.
/. 0rocess t%e books 9it% book cards, date sli2, !ook 0ocket !arcode ?o. ( s2ine label.
:eeding out
. 1eeding out s%ould be done by referring to t%e Collection develo2ment 2olicy section on 9eeding
out 2olicy
#. *nce you %ave selected t%e documents to be 9eeded out, 2re2are t%e list of t%e same and send it
9it% a letter to t%e Librarian stating t%e need for 9eeding out.
). *nce a22roval is received for 9eeding out, make t%e note in t%e 4ccession register and t%e
soft9are about t%e same in t%e remarks column.
,. @ee2 t%ese documents in t%e 9eeded out cu2board arranged in t%e 2rocess room, from 9%ere t%ey
9ill be dis2osed later.
;o "ues Certificate
$%e no dues is issued to t%e students in t%e follo9ing events:
. 1%ile leaving t%e institute after com2letion of t%e course
#. In event of leaving t%e institute 9it%out com2leting t%e course.
$%e user %as to surrender all %is library cards before issuing t%e ?o 8ues Certificate.
4t t%e time of ?*C library staff %as also to c%eck t%e book bank books are return or not.
4lso inform every year in 4dministration office ( to t%e 2rinci2al t%at 9it%out ?*C do not issue any
original marks%eet to t%e students
Reports generated
o !ooks Issue 7eturn 3sage 7e2ort
o $otal Issue 7eturn 7ecord B!ooks, C8s, Maga-inesC 3sage 7e2ort
o E=Library 3sage re2ort B?ot yet startedC
o Library reading 3sage 7e2ort, ?e9s 2a2ers ( 0eriodicals 3sage re2orts
o Se2arate 7eading 7oom 3sage 7e2ort B?ot yet o2enedC
o Com2re%ensive 3sage re2ort
%orms and formats
o Members%i2 forms for t%e 3G Student > 8*C.?o.:5=LI!=G:E3G=;.E;;
o Members%i2 forms for t%e 0G Student > 8*C.?o.:5=LI!=G:E0G=;.E;;
o Members%i2 forms for t%e Staff = 8*C.?o.:5=LI!=G:E;,E;;
o Students 7eminder = 8*C.?o.:5=LI!=G:E;/E;;
o Library card re2lacementE du2licate card = 8*C.?o.:5=LI!=G:EE;;
o SuggestionsE 5eedbacksE Com2laints = 8*C.?o.:5=LI!=G:E#E;;
o Loss of Library cards 9%ile taking ?*C = 8*C.?o.:5=LI!=G:E)E;;
o ?* 83ES CE7$I5IC4$E = 8*C.?o.:5=LI!=G:E;)E;;
o Library Staff $ickets = 8*C.?o.:5=LI!=G:E;JE;;
o Library Students $ickets = 8*C.?o.:5=LI!=G:E;IE;;
o Library !ook date Card ( date Sli2 = 8*C.?o.:5=LI!=G:E;KE;;
o Library 0ocket Cards = 8*C.?o.:5=LI!=G:E;E;;
Book Bank %acility to the <rant in aid students only $rts ) Commerce
o !ook bank facilities 2rovide to only for t%e 4rts ( Commerce Students on t%e basis of fees 2aid for
t%e ) years 9it% de2reciation ( 8e2osit c%arges.
o 1%ile issuing t%e !ook bank books verify t%e original book bank fee recei2t
o List out all t%e issued books at t%e back side of recei2t
o Inform 2ersonally to all t%e students 9%o %as taken book bank books to return all t%e issued book
after com2letion of final e6amination ot%er 9ise t%ey %as to 2ay 2enalties.
o 1%ile returning t%e book bank books library staff must %as to c%eck all t%e books are in must be in
good condition 9it%out any 2enE2encils marking in t%e books
o If t%ey lost t%e books t%en t%ey %ave to re2lace ne9 latest edition book
o Inform t%e students via de2artment "*8Ecounselor 9%o %as taken book bank books to return
9it%in I days after com2letion of 5inal e6amination.
;e,spapers
$%e ne9s2a2ers are delivered by t%e agent every morning
$%e ?e9s2a2ers s%ould be registered into t%e ne9s2a2er muster along 0rice and 9it% ot%er details if
any.
$%e ne9s2a2er s%ould be stam2ed 9it% t%e library stam2 and t%en 2ut on dis2lay for t%e use of t%e
users.
Closing Procedures
, FOURS B9FOR9 CLOSING
o Make sure 4LL !**@S are c%ecked in and 2ut on t%e re=s%elving cart. C%eck=in all t%e books for
t%e book dro2. C%eck bot% t%e section for books or 2eriodicals t%at need to be 2ut a9ay.
30 to ,7 MINUT9S B9FOR9 CLOSING
o Inform all 2atrons t%at t%e Library 9ill be closing
o 4rrange all t%e issued cards 4ccession noumber9ise.
o Make sure students do not forget to signed out de2arture time and any ot%er material 9%ic% t%ey
bring Bas like La2to2C
o Make sure to 2us% in all c%airs, 2ick u2 tras%, 2ut a9ay all stray books, maga-ines, etc.
o Make sure t%e all t%e monitor turns off all t%e com2uters and 2us%es in t%e c%airs.
o $o c%eck all t%e lig%ts, fans are turn off
o C%eck t%e all t%e doors are 2ro2erly locked
MAINTENANCE (Supervisor)
Stack arrangement
$%e stacks section %as to arranged according to t%e stack guides 2rovided and ot%er indicators
2rovided for easy identification
$%is 2rocess %as to be done everyday.
$%e Su22ort staff %as to be trained in t%e same.
If t%ere is need to c%ange t%e stack guides t%at s%ould be intimated to t%e librarian
Maintenance call reports
5or maintenance of any 9ork you need to fill in t%e maintenance call re2ort and submit to t%e librarian
9%o 9ill t%en send t%e call re2ort to t%e maintenance section of t%e institute
1%en t%e concerned 2erson comes for maintenance t%en be 9it% %im e62lain t%e 2roblem and get it
done once %e %as com2leted t%e 9ork re2ort to t%e Librarian so t%at s%e can accordingly sign t%e call
re2ort as 9ork com2leted.
Care of IT infrastructure
It s%ould be observed t%at no user fiddles 9it% t%e I$ infrastructure in t%e LLC
Es2ecially in t%e E=library care s%ould be taken t%at no 3S! devices are used, no soft9are are installed
t%at may %ave virus and may in fact t%e mac%ine and cause t%e service to be closed.
Cleanliness
Cleanliness s%ould be maintained in all sections in t%e LLC.
$%e 9ork distribution and 9ork sc%edule 2rovided for t%e su22ort s%ould be monitored and s%ould see
t%at t%ey %ave done t%eir +ob everyday and if need arises get it done again.
"iscipline
S%ould see t%at disci2line is maintained by t%e 3sers Bes2ecially studentsC, and t%e su22ort staff.
If any user is found misbe%aving %eE s%e must be re2orted to and 2roduced before t%e Librarian, you
can ask t%e user for t%e I8 card and submit t%e librarian 9it% t%e same for furt%er action.
4rguments s%ould be avoided as it could cause disturbance to ot%er users t%us s%ould be Auietly taken
out of t%e LLC or broug%t to t%e Librarian.
Security
Care s%ould be taken t%at t%ere is no robbery of t%e Library documents, at every c%eck2oint if you find
any user sus2icious you can sto2 t%em and c%eck t%e documents.
?ot allo9ed any 2ersonal material in t%e library e6ce2t note book and library return books
Care s%ould also be taken t%at no user flicks any I$ or ot%er tools 9%ic% are an asset of t%e LLC.
In suc% cases re2ort to t%e Librarian for furt%er action.
9*tra Curricular activities ;otice Board
0re2are notice board as 2er t%e festivals, occasions and also 2ut u2 ne9 articles from ne9s2a2ers and
2eriodicals or from Internet
$%e managementE2rinci2al Elibrarian reserves t%e rig%t to introduce, amend or c%ange t%e rules and regulations
9%en needed to fulfill t%e aims ob+ectives and ideals of t%e managing trust and collegeBsC
File Inde:-
S"&

No&
File
ty#e
File Name Content
File
No&
Ref& No& %e#t& Section
*5
Members%i2 5orms
Students B#;;I=;JC
Library Student
$ickets
5orms Collection
CIR
> ,
G:ELI!ECI7EMEMES$38E#;;I=
;JE;
G: Circulation
# *5
Students 7egistration
B4s received from
student sectionC =
#;;J=;
Students List as
received
5rom Student Section
CIR
> 2
G:ELI!ECI7ES$38E7EGE#;;J=
;E;#
G: Circulation
) !*M
Members%i2 5orms
Students
B!ioc%emEMicroE!!4C
#;;J=;K
Library Student
$ickets
5orms Collection
CIR
> 3
G:ELI!ECI7EMEMES$38E#;;J=
;KE;)
G: Circulation
, !*M
Members%i2 5orms
Students 0G8C4
#;;J=;K
Library Student
$ickets
5orms Collection
CIR
> 5
G:ELI!ECI7EMEMES$38E#;;J=
;KE;,
G: Circulation
. !*M
Staff Members%i2
5ormsB#;;I=;C
Library staff tickets
5orms collection
CIR
> 7
G:ELI!ECI7EMEMES$455E#;;I=
;E;.
G: Circulation
/ !*M
422lications for issue
of E re2lacement of
du2licate tickets
#;;I=;
7e2lacement or issue
of 8u2licate
$ickets to Students
CIR
> 8
G:ELI!ECI7E400E#;;I=;E/ G: Circulation
I
Small
!o6
*verdue notices
BStudents ( StaffC =
#;;J=;
Students ( Staff
7eminders
CIR
> ?
G:ELI!ECI7E?*$ICEE#;;J=;EI G: Circulation
J *5
?o dues certificates
5inal :ear students
#;;I=;
?o dues of Students
CIR
> B
G:ELI!ECI7E?* 83EE#;;I=
;EJ
G: Circulation
K *5
5ine de2osits to
4ccount Section
5ine Collection
CIR
>
G:ELI!ECI7E5I?EEK G: Circulation
; *5
7e2orts = Library
usage statistics<
Circulation = #;;J= ;
3sage 7e2orts
CIR
> ,0
G:ELI!ECI7E7E0*7$E#;;J=
;E;
G: Circulation

Small
!o6
?e9s2a2er cli22ings
BInstitutional (
*t%ersC = #;;I=;
?e9s2a2er Cli22ings
CIR
> ,,
G:ELI!ECI7E?E1ECLI0E#;;I=
;E
G: Circulation
# *5
E6ce2tions BS2ecial
0rovisions C
S2ecial 0rovisions
made
CIR
> ,2
G:ELI!ECI7EEMCE# G: Circulation
) *5
$e6t Curricular (
7eference
!ooks List
8e2artment=9ise
7eference !ooks
Collections 7e2ort
CIR
> ,3
G:ELI!ECI7EC37E) G: Circulation
, !*M
4nnouncements
Seminar,
Conferences = #;;J=
;
4nnouncements
Seminar,Conferences
CIR
> ,5
G:ELI!ECI7E4??E, G: Circulation
. *5
Circulars from Library
#;;J=;
Circular 5ile
CIR
> ,7
G:ELI!ECI7ELI!ECI7E#;;J=
;E.
G: Circulation
/
Small
!o6
Circulars from *ffice
= #;;J=;
Circular 5ile
CIR
> ,8
G:ELI!ECI7E*55ECI7E#;;J=
;E/
G: Circulation
I *5 8e2artmental Library
8e2artmental Library
communications
CIR
> ,?
G:ELI!ECI7E8E0$ELI!EI G: Circulation
!9RIO%ICAL S9CTION @Li$"a"y A((i(tant/ !e"iodical(A
Tools for selection
. 5rom t%e catalogue received from 2ublis%ers, agents, internet,
#. 1ebsites of ot%er Libraries
). Some secondary sources
Su!scription procedure fo ;e, or rene,al of the e*isting periodicals
. $%e 3ser %as to submit t%e List of ne9 2eriodicals to be subscibed via t%e 0eriodical
subscri2tion form
#. Mail t%e 2ublis%er or t%e agent to send t%e rates of subscri2tion for t%e current year.
). 4fter getting t%e invoice for t%e same list t%e rate in t%e reAuest form.
,. In case of rene9als, # mont%s before t%e due date t%e letter %as to be sent to t%e
2ublis%er for rene9al c%arges.
.. *nce t%at is received list t%e same and send t%e de2artment 9ise list to all t%e
de2artments for selecting t%e 2eriodicals
/. t%e final list is 2re2ared and sent for a22roval.
$pproval procedure
. 0ut t%e reAuests in front of t%e committee
#. *nce t%e committee a22roves, a letter is made 9it% t%e list and amount to be sanctioned
to t%e 2rinci2al, 9%ic% %e t%en for9ards to t%e 4Ec section for t%e demand drafts to be
dra9n in t%e res2ective favors as listed in t%e list.
). *nce t%e demand drafts are issued by t%e 4Ec Section t%en move on to t%e ne6t ste2.
&rdering procedure
. 4 letter is made to t%e 2ublis%er or t%e agent as 2refered mode of subscri2tion 9it% t%e list
of 2erioidcals, t%e 2eriod of subscri2tion and t%e 8emand drafts to9ards t%e 2ayment of
t%e same are sent.
Recording details of su!scription in the s=, & periodical register
. *nce you receive t%e recei2ts 9it% t%e subscri2tion details t%en enter t%e same into t%e
res2ective 0eriodical muster and soft9are.
#. 5ill in all t%e details in t%e 2rescribed format Bcontact details, subscri2tion details, 2ayment
details etc.C
). Send t%e original co2y of t%e recei2t and maintain t%e *Ec co2y for t%e Library record
Preparing the schedule
Look into t%e 2revious yearHs 2eriodical muster and notice t%e 2attern of t%e sc%edule of t%e
arrival of eac% of t%e 2eriodicals.
4ccordingly 2re2are a mont%ly sc%edule for t%e 2eriodicals and enter t%e same 9it% 2rediction
date for t%e issues t%at are to be arriving accordingly,
Registering the periodicals in the register and the soft,are
7egistering a 2eriodical means on arrival of t%e issue making t%e note of t%e date of arrival
t%e issue no. t%e volume no. and ot%er details related to t%e issue in bot% t%e muster and t%e
soft9are.
Claims for missing issues
Claims can be made by emails, 2%one calls, or a formal letter on t%e letter %ead of t%e
institute
Claims are to be made according to t%e freAuency as mentioned belo9:
5reAuency ?o of days after t%e due date Ga2 bet9een subseAuent
reminders
1eekly , #
5ortnig%tly I )
Mont%ly . .
!i=Mont%ly #; ;
Nuarterly mont% .
"alf yearly # mont%s #;
4nnually ) mont%s mont%
Binding of Periodicals
4t t%e end of t%e Calendar year t%e 2eriodicals are sent for binding into bound 2eriodicals
$%e issues are arranged in t%e seAuence and based on t%e si-e of t%e bundle t%ey are t%en
accordingly made into sets.
$%ese sets are t%en entered into a list for t%e benefit of t%e binder an t%en sent for binding.
$%e letter is made to be sent to t%e 'endor t%roug% t%e student store along 9it% list and t%e
2eriodicals bundles.
*n recei2t of t%e bound volumes, t%oroug%ly c%eck if t%e issues are bound in seAuence and
correctly.
If so 2rocess t%e bill for 2ayment
4ccession t%e bound 2eriodicals and enter t%e details in t%e soft9are.
;e,spapers
$%e ne9s2a2ers are delivered by t%e agent every morning
*n recei2t of t%e ne9s2a2ers c%eck eac% of t%e ne9s2a2ers for any mutilation or need for
c%ange etc. if everyt%ing is ok t%en you can sign on %is diary
$%e ?e9s2a2ers s%ould t%en be registered into t%e ne9s2a2er muster along 9it% ot%er
details if any
$%e ne9s2a2er s%ould be stam2ed 9it% t%e library stam2 and t%en 2ut on dis2lay for t%e use
of t%e users
$%e ?e9su2date service 2rovider 9ill record t%e im2ortant %eadlines useful for t%e community
and for9ard t%e same to all t%e staff by email.
Reports generated
0eriodical usage re2ort
List of missing issues
?e9s 2a2er 3sage 7e2ort
!ound Dournals 7e2ort
%orms and formats
0eriodical recommendation form = 8*C.?o.:5=G:=LI!E3G=;#E;;
0eriodical recommendation form = 8*C.?o.:5=G:=LI!E0G=;#E;;
File Inde:-
S"&

No&
File
ty#e
File Name Content
File
No&
Ref& No& %e#t& Section
!*M
Subscri2tion =
International, ?ational
and General
Maga-ines B3G = 0G
CoursesC #;;J=;
International,
?ational and General
0eriodical
Subscri2tion #;;J=;
!9R
> ,
G:ELI!E0E7ES3!EI?$=?4$=
GE?E#;;J=;E;
G: 0eriodicals
# *5
Subscri2tion
?e9s2a2ers
#;;K=;
?e9s2a2ers 5ile
!9R
> 2
G:ELI!E0E7ES3!E?0E#;;K=
;E;#
G: 0eriodicals
)
Small
!o6
0eriodicals
7eminders #;;K=;
0eriodicals
7eminders
!9R
> 3
G:ELI!E0E7E7EME#;;K=
;E;)
G: 0eriodicals
, !*M
Catalog =
International,?ational
and General
Maga-ines B3G = 0G
CoursesC #;;J=;
International,?ational
and General
0eriodical
Subscri2tion #;;J=;
!9R
> 5
G:ELI!E0E7EC4$EI?$=?4$=
GE?E#;;J=;E;,
G: 0eriodicals
. *5
!ills file #;;J=;
B0ost 0eriodicals
Subscri2tionC
!ills file #;;J=;
B0ost 0eriodicals
Subscri2tionC
!9R
> 7
G:ELI!E0*S$=
0E7ES3!E!IILSE#;;J=;E;.
G: 0eriodicals
MAINT9NANC9 @S+#e"2i(o"A
Stack arrangement
$%e stacks section %as to arranged according to t%e stack guides 2rovided and ot%er
indicators 2rovided for easy identification
$%is 2rocess %as to be done everyday.
$%e Su22ort staff %as to be trained in t%e same.
If t%ere is need to c%ange t%e stack guides t%at s%ould be intimated to t%e librarian
Maintenance call reports
5or maintenance of any 9ork you need to fill in t%e maintenance call re2ort and submit to t%e
librarian 9%o 9ill t%en send t%e call re2ort to t%e maintenance section of t%e institute
1%en t%e concerned 2erson comes for maintenance t%en be 9it% %im e62lain t%e 2roblem
and get it done once %e %as com2leted t%e 9ork re2ort to t%e Librarian so t%at s%e can
accordingly sign t%e call re2ort as 9ork com2leted.
Care of IT infrastructure
It s%ould be observed t%at no user fiddles 9it% t%e I$ infrastructure in t%e Library
S2ecially in t%e E=library care s%ould be taken t%at no 3S! devices are used, no soft9are are
installed t%at may %ave virus and may in fact t%e mac%ine and cause t%e service to be closed.
Cleanliness
Cleanliness s%ould be maintained in all sections in t%e Library.
$%e 9ork distribution and 9ork sc%edule 2rovided for t%e su22ort s%ould be monitored and
s%ould see t%at t%ey %ave done t%eir +ob everyday and if need arises get it done again.
"iscipline
S%ould see t%at disci2line is maintained by t%e 3sers Bs2ecially studentsC, and t%e su22ort
staff
If any user is found misbe%aving %eE s%e must be re2orted to and 2roduced before t%e
Librarian, you can ask t%e user for t%e I8 card and submit t%e librarian 9it% t%e same for
furt%er action.
4rguments s%ould be avoided as it could cause disturbance to ot%er users t%us s%ould be
Auietly taken out of t%e Library or broug%t to t%e Librarian.
Security
Care s%ould be taken t%at t%ere is no robbery of t%e Library documents, at every c%eck2oint if
you find any user sus2icious you can sto2 t%em and c%eck t%e documents.
Care s%ould also be taken t%at no user flicks any I$ or ot%er tools 9%ic% are an asset of t%e
Library.
In suc% cases re2ort to t%e Librarian for furt%er action.
5ile Inde6 of Infrastructure, Services and 4dministration
S"&

No&
File
ty#e
File Name Content
File
No&
Ref& No& %e#t& Section
*5
!inding B!ooks
and 0eriodicalsC =
#;;J=;
!inding 9ork for
!ooks (
0eriodicals
INF >
,
G:ELI!EI?5E!I?8E#;;J=
;E;
G: Infrastructure
# *5
Stationary
7eAuirements =
#;;J=;
Stationary
indents
INF >
2
G:ELI!EI?5ES$4E7ENE#;;J=
;E;#
G: Infrastructure
) *5
Maintenance Call
re2orts = #;;J=;
Maintenaince
Call re2orts
INF >
3
G:ELI!EI?5EM4IE7E0E#;;J=
;E;)
G: Infrastructure
, *5
Library
*rientation
0rogramme
Library
*rientation
0rogramme
S9R
> ,
G:ELI!ESE7EL*0E; G: Services
. *5
Information
Literacy
0rogramme
Information
Literacy
0rogramme
S9R
> 2
G:ELI!ESE7EIL0E;# G: Services
/ *5
Email 4lert
Service
Email 4lert
Service
S9R
> 3
G:ELI!ESE7EE4SE;) G: Services
I *5
E6tension
4ctivities
E6tension
4ctivities
S9R
> 5
G:ELI!ESE7EEM$E;, G: Services
J *5
Inter Library Loan
ILL Service =
B:*GI8"4M
C4M03SC
Inter Library Loan
ILL Service
S9R
> 7
G:ELI!ESE7EILLE;. G: Services
K !*M
C4S !ulletin
Service = #;;J=;
0eriodicals B#;;J
= ;C 5ront2age (
Content 0ages
S9R
> 8
G:ELI!ESE7EC4SE#;;J=
;E;/
G: Services
;
Small
!o6
5riends of Library
#;;J=;
8etails of 5*L
Members
9GT
> ,
G:ELI!EEM$E5*LE#;;J=;E G: 4dministration