STANDARD OPERATING PROCEDURE (SOP)


STANDARD OPERATING PROCEDURE (SOP)
  1. Aim
    • To lay down procedures for procurement of books, periodicals, newspapers, CDs/DVDs and e-resources and their circulation, accounting and disposal.
  2. Procedure for procurement of Books, CDs/DVDs and E-Resources:
    • Receive Library Requisition Slip from faculty duly authorized by respective Principals/HODs.
    • Check the catalogue to avoid duplication of procurement. In case, similar books are already available in the library, record the same in the “Remarks” column and inform the indenter.
    • Prepare list of all the books and publications recommended by the faculty and obtain sanction from the competent authority.
    • Obtain quotations from authorized suppliers for the procurement of publications and get the approval from the competent authority.
    • Consolidate the requirements of all the publications to be procured and issue the purchase order.
    • Where any publication is not available with the registered supplier, depending upon the urgency, procure the same from available source with due approvals.
    • Follow up with suppliers for the timely supply of the ordered Documents.
    • Receive the publications and check/compare with the supplier’s invoice for correct supply of publications. Check the proper condition of the publication and enter the details of the publication in the Accession Register, if the same is in good condition, otherwise return to the supplier.
  3. PROCESSING OF THE BOOKS/ CD/DVD/E-Resources:
    • Generate the Dewey Decimal Classification Number (DDC) with the latest
edition and then enter the details of the book/CD/DVD in the Accession Register.
  • Enter the details of the book/CD/DVD in the Library Management Software.
  • The bar code and spinal label generated by Software is pasted on the books/CD/DVD.
  • Paste due date slip on the books.
  • Put Library Stamp on processed books at five places for identification as library property and at one place on the CD/DVD.
  • The book is placed in the appropriate shelves in the library and the CD/DVD in the Technical Section Shelf.
  • Get the E-Resources received from the supplier uploaded the website and ensure that they are accessible in the library premises and remote user end.
  • Send the invoices and bills to accounts section for payment.
  • Maintain a record of all invoices and bills and a summary of receipts through the year.
  1. PROCEDURE FOR PROCUREMENT OF PERIODICALS/NEWSPAPERS
    • On receipt of verbal/email request from department for introduction of a new periodical/newspaper, prepare a Noting Sheet and obtain signature of concerned demanding Department HOD.
    • Obtain approval of Governing Body on the Noting Sheet and place order with the publisher/newspaper vendor.
  2. PROCESSING OF PERIODICALS/NEWSPAPERS:
    • On receipt of periodicals/newspaper, enter the details in the Periodical/newspaper; enter the details in the Periodical/newspaper Register.
    • Put library stamp on the periodical/newspaper at five places and enter the date of receipt.
    • Place the periodical/newspaper in the appropriate shelf in the reading room.
    • On receipt of bill from publisher/newspaper vendor, forward the bill to Accounts Section for payment.
    • Maintain a record of all bills and a summary of receipts through the year.
  3. MEMBERSHIP OF LIBRARY AND ISSUE OF LIBRARY CARDS
    • All students automatically become members of the LIRC on enrolment in a course. They have to get themselves photographed and get their Library Card.
    • The Library Card will be printed/laminated and issued by the LIRC.
    • All faculty and staff desirous of membership of the LIRC will fill in Application Form for Library Membership and submit it in the LIRC after obtaining counter signatures of the Principal/ HOD.
    • They will get themselves photographed and get their Library Card.
    • Library Card will be printed/laminated and issued by LIRC on receipt of completed application.
    • Temporary Library Cards may be issued to Alumni/research scholars from outside on request after obtaining sanction of Governing Body. It will be issued initially for a period of one month, extendable for a maximum of two periods of one month each.
  4. PROCEDURE FOR CIRCULATION OF BOOKS ON LOAN:
    • Books would be issued only for fourteen (14) days at onetime to the students and for one semester to the faculty/staff. Technical and Admin Staff would be issued the books for thirty (30) days only.
    • Re – issue of books may be done in the set of fourteen (14) days each for a maximum of three times or as long as no other Library Card holder requires the book and puts in the request to reserve the same. The moment the book so issued is reserved by another card holder, the same shall not be further extended to the current holder of the book. The faculty/staff shall be required to renew books at the end of each Semester to avoid any fine.
    • Student/Technical or Admin staff member can at best keep only Five (5) books in his/her account at any point of time, whereas a faculty member may hold maximum of ten (10) books in his/her account.
    • Books shall be issued only after the Library Card is produced and scanned on the library computer. The Book to be issued shall also be scanned for its Barcode.
    • For re-issue after the last date for return of the book, the book has to be physically brought to the LIRC circulation counter and due fine paid before getting it re-issued as a fresh issue.
    • All books taken by the students from the LIRC would be returned to the LIRC within the period specified above. Students, Faculty member, Technical/ Admin Staff member failing to return the books on time would be liable to pay fine as laid down from time to time in the University LIRC rules.
    • Librarian shall issue a list of Books/Fine defaulters on the first working day of every month, put this on the Students’ Notice Board.
    • Prior to every main semester Final Written Examination each Final Semester student shall get “No Dues Certificate” from the LIRC for the books issued in his/ her name.
    • List of defaulters if any will be intimated to COE and their Admit Card will by stopped. Hard copy of admit Cards will only be issued once the “No Due Certificate” duly countersigned.
  5. ISSUE OF BOOK TO FINAL SEMESTER STUDENTS DURING EXAMINATION:
    • Final Semester students who have got their no dues cleared and desire to get a book issued for the duration of the examination can do so by making a refundable deposit of Rs. 500/- per book either cost of Book.
    • The book is issued must be returned within one week of the last examination.
    • Books not returned within one week of the last examination will incur a fine, which will be deducted from the deposit.
  6. ACCOUNTING OF FINE:
    • Rate of fine will be as follows:
      • Students - Rs 5/- per day.
      • Technical/Admin Staff - Rs 1/- per day.
      • Faculty – Rs1/- per day.
    • The fine received from the concerned person shall be as per the screen display, in cash and a receipt prepared manually must be issued to the card holder.
    • If a book is misplaced/lost by a student/faculty/staff member and is produced by anyone from the Security Officeor any other person, the book shall be received in the Library by way of Barcode process and the individual on whose namethe book stands would be immediately informed by e-mail and by putting the information on the Students Notice Board. The fine due from the individual would be reflected as “pending” option on the computer, till the fine gets cleared by the card holder.
    • The fine would be deposited with the Accounts Branch by the Circulation Staff as per Computer Report recorded on the system duly tallied with the manual receipts, after thorough checking by the Library In charge. The list is generated from the computer when tallied with the manual receipts shall be retyped on the Excel Sheet/spread sheet, which should contain manual receipt No., serial – wise. The Library In charge is required to approach LMS to incorporate receipt number in the System to avoid preparation of the above said Excel/Spread Sheet, as at present. Fine collected from the students will be deposited, within48 hours in the Accounts Branch. If the day falls on a holiday/Sunday then the fine will be deposited on the next working day.
    • The primary responsibility for proper accounting of fine and deposit with Accounts Branch rests with the Librarian/Assistant Librarian. He would be responsible to ensure that the accounting procedure is followed.
  7. ANNUAL STOCK TAKING
    • Annual Stock Taking will be ordered by the Registrar in the last week of April every year.
    • Due to the large volume of books held in the LIRC,100% physical check of books will be done in a three years cycle beginning Jun 2015 as per the following plan:
    • The Stock Taking Board will also check the details of fine collected and deposited during the year (01 Jul to30 Jun), books purchased and taken on charge during the year, new e-resources procured during the year and periodicals prescribed during the year.
  8. DEALING WITH LOSSES
    • Loss of five volumes per one thousand volumes of books issued/consulted in a year may be taken as reasonable provided such losses are not attributable to dishonesty or negligence and may be written off.
  9. MISCELLANEOUS INSTRUCTIONS:
    • All students would be required to deposit their bags outside the Library, in the space so provided for the same. There should be no mobile, wallet, cash or any other costly item left in the bags.
    • Library staff shall ensure strict checking of books going out of Library.
    • The Library Committee would be formed at the beginning of the Academic Year in the month of July and shall hold office for two years. It shall meet, once a quarter in the first week of January, April, July and October and address all issues pertaining to the effective functioning of the Library. It is also responsible to plan budget, get it sanctioned and ensure purchase compliance.
    • In case of loss of books, student/ staff can be allowed to replace the book, if approved by the Chairman Library Committee only in new and good condition, and of the same/newer edition/ publication & title.
    • Penalties for theft of books, including tearing of pages, disturbances in the library etc., use of social networking sites in the Multimedia Section (which is solely meant for accessing e – journals) shall be decided by the Chairman Library Committee and after due approvals, will be displayed on the Library Notice Board for strict compliance.
  10. AMENDMENTS:
    • SOP shall be reviewed every year. Changes of financial implications if any shall have the concurrence of the Governing Body.