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GOK - 4TH SEP The College Library Manual
GOK - 4TH SEP The College Library Manual
LIBRARY MANUAL
A Guide for LIS Professionals
2015
EDITORIAL COMMITTEE
Shri. Chakravarthi Mohan IAS
Shri Shankarappa KAS
Commissioner
CAO & Director I/C
Chairman
Member
Additional Director
Member
Published By,
Department of Collegiate Education
Government of Karnataka
2nd Floor, DTE Building,
Palace Road, Bangalore 560 001.
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KAUSHIK MUKHERJEE
CHIEF SECRETARY
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e-mail : cs@karnataka.gov.in
Phone : Off: +91-80-22252442 I 22253716
Fax : +91-8A-22258913
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CHAKRAVARTHI MOHAN
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Dated: 04.09.201
Preface
This College Library Manual is about procedures for maintaining and managing
libraries. The operational guidelines herein have been prepared in consultation with
experienced librarians and fully comply with court judgements, Government orders,
circulars and related literature.
The eight priority areas elaborated include:
The Library Manual can be used as a guide for allthe library and information Science
Q.
(chak
Bangalore-560001,
Tel
Fax
:080-22263327
:080 22283758
ruffihi Mohan)
060001
ACKNOWLEDGEMENT
I would like to express my gratitude to the many people who saw me through this
book; to all those who provided support, talked things over, read, wrote, offered comments.
This Library Manual is a product of collective thinking and contributions of a large number
of people.
We also acknowledge the contributions of Shri. T.N. Prabhakar, Shri. Krishnegowda
and Shri. Shankarappa KAS in shaping this manual. Several people researched and sourced
the material and information to put together this manual. We also recognize the contributions
of the college library manual drafting committee members.
I specially thank to educationist Prof. (Dr.) B.M. Veerabhadraiah, Professor and
Academic Coordinator, Rajiv Gandhi Group of Institutions, Bangalore., Prof. Srinivasa
Raghavan, Department of Library and Information Science, Bharatidasan University, Trichy,
Tamilnadu.
Dr. B.U.Kannappanavar, Librarian, Sahyadri Arts & Commerce College, Shimoga., who
went through the draft and made valuable suggestions.
Last but not the least: I beg forgiveness of all those who have been with me over the
course of preparing this manual and whose names I have failed to mention." However, the
manual would not have been possible without the kind support and help of many individuals.
I would like to extend my sincere thanks to all of them. I welcome feedback in the form of
suggestions, additional inputs and opinions to enable us to further improve the approach and
content of this manual.
CONTENTS
Chapter
No.
1.
Library: An introduction
Particulars
Page
No.
1
Library Personnel
11
19
Library Budget
24
26
35
7.
38
7.1. Objectives
7.2. Importance and Quality of Library Information Resources
7.3. Size of Collection and different formats of Information Resources in
Libraries
7.4. Preparation of Collection Development Policy
7.5. Guiding Principles for Collection Development Policy
7.6. General Principles of Selection of Learning Resources
7.7. Sources of Selection
7.8. Suppliers/Vendors: A Selection Criteria
8.
43
51
55
11.
62
12.1
Automation of Libraries
67
Networking of Libraries
12.2.1 Types of Networks and Information Services through Networks
12.2.2 Network Services
12.2.3. Need for Networking
12.2.4. Web Portal
13.
72
74
iv
77
16.
79
83
18.
85
19.
86
20.
87
21.
NAAC/IQAC Preparation
90
22.
93
1. LIBRARY: AN INTRODUCTION
A library is an organized collection of sources of information and similar resources,
made accessible to a defined community for reference or borrowing. It provides physical or
digital access to material and may be a physical building or room or a virtual space or both. A
library's collection can include books, periodicals, newspapers, manuscripts, films, maps,
prints, documents, microform, CDs, cassettes, videotapes, DVDs, Blu-ray Discs, e-books,
audiobooks, databases, and other formats.
The word library derives from the Latin word liber, means book, whereas a
Latinized Greek word, bibliotheca, is the origin of the word for library in German, Russian,
and the Roman languages.
and other kinds of materials. The librarian is rightly called the friend, the philosopher and the
guide but the person must be well-read and well-acquainted with the tools of his trade. He
must have full knowledge of the material with which he has to deal. The library consists of
the trio i.e. the books, the readers and the librarian.
Books are the prime media for knowing the latest trends in the ocean of knowledge.
Without the help and ready co-operation of a library no formal educational programme can
fructify. A college, in order to achieve its aims, takes the help of its library. The functions of
the college, despite changes which occur periodically, appear to follow a consistent pattern.
These may be described as;
i.
ii.
Teaching
iii.
iv.
Publication;
v.
vi.
The importance of a library in education from the cradle to the grave and from the
primary stage to the highest stage of learning, library serves as an unfailing companion.
Every educational programme must be preceded by the provision of library services if the
national expenditure on formal education is to be utilized and justified in a proper manner.
The aims and methods mentioned above form the kernel of the philosophy of education and
library service.
programme.
universities ensure that libraries at these places are the centers of learning and teaching and
are used to acquire knowledge in the related areas of interest.
ii.
v.
professional habits and should shun the bad business habits with good role model
personality.
A librarian should see that he should never do anything which mars the profession or
which undermines its foundations.
Every librarian should try to help his profession brethren in whatever small way he
can do. He should try to inculcate fellow feeling amongst his fellow librarians so that the
intellectual and material well-being of librarians is vouchsafed. In this way, he becomes
instrumental in ensuring fuller education of the nation as a whole.
A librarian should never use discouraging words against his predecessors and other
professional brethren in the presence of his readers because it will ultimately throw a
reflection upon his own character and the readers will ultimately have very poor impression
about these professionals.
A librarian must select books without any prejudice. He should not accept the books
if these are below standard. He should not reject books on the basis of his personal
dislike of the authors of the books under the garb of declaring these as below
standard.
5
ii.
Service before self must be the motto of a librarian since he is there not for himself
but is a means to an end i.e. fulfillment of the reading requirements of his readers.
iii.
Split-mind
Sympathetic behavior
A librarian must have sympathetic attitude towards the readers and should try to
induce and inculcate self-confidence amongst them. He should treat them in such a
manner that he becomes a loveable personality.
v.
Tact
A librarian must be tactful; otherwise he will find it difficult to succeed since he has
to deal with various types of human beings. Unless he tackles them in a tactful
manner, he is sure to bring bad name to the profession.
vi.
Industry
A librarians job is not a bed of roses. It demands hard labour and perseverance.
Those who cannot put their heart and soul into their jobs are advised to tap at some
other door. Librarianship is not the last resort for the rejected souls. A librarian must
be industrious and patient in his disposition and nature.
vii.
Scholarship
A librarians must be a scholar himself first, so that he may serve as a guide to others
in the true sense of the word Guide. He should be fully conversant with the reading
materials which are stocked in his library in order to guide his readers with smile.
His scholarship should attract research workers towards his library and himself.
g. Professional Misconduct
Insincerity is professional apostasy and trickery which may be called as professional
immorality. Professional misconduct consists in the failure of a librarian to fulfill his duties
as enumerated above. Anyone found guilty of such misconduct should be dealt with sternly
so as to set an example for others. This obligation can and should be shared by the national
library associations and the state library associations. By laying down certain standards, these
should find out as to whether any librarian is guilty of professional misconduct. Proper
6
sanctions and machinery should be provided to ensure proper observance and execution of
their commands.
The principles enunciated above should be the Geeta, the Quran and the Bible of
librarians if they want their profession to outpace other noble professions like Law, Medicine
etc. These principles are not mere precepts for preaching purposes but are based on
experience and wisdom of seasoned librarians. These should be put into practice right
earnestly.
The Govt. of Karnataka vide its order No. ED 37 UNE 2009, Bangalore, dated
24.12.2009 has revised the UGC Pay scales of the Teachers, Librarians and Physical
Education Personnel of Universities and Colleges in the State under the control of the
Department of Higher Education.
Therefore, as above mentioned various commissions reports and recommendation a
librarian serving in academic institutions is considered as Teacher Librarian. The
college librarians designation is equivalent and modified as Librarian/Senior Scale
Librarian treated as Assistant Professor and Selection Grade Librarian treated as
Associate Professor and Chief Librarian treated as Professor, in order to recognize
valuable service of librarians at par with teaching faculty especially in higher education
institutions.
10
2. LIBRARY PERSONNEL
Library Profession has become a complex profession today. This requires a detailed
and specialized knowledge. The knowledge required pertains to employees, finance, books
and information services. A modern library should plan itself in such a way, that it is able to
satisfy the readers.
colleges/universities are associated not only teaching; research, expansion, publication but
they are required to analyze and innovative on different issues. Hence, their libraries are
expected to contribute in all these activities. To carry out all the functions of library, trained
and qualified library professionals are required.
Principal
Librarian
Assistant Librarian
Clerks/Computer Operators
Library Assistants
Attendants/Attenders
Peons
Security Guards
11
2.1.1. Librarian
The Librarian is a head to the Library and Information Center and certified member of
the staff; responsible directly to the principal/head of the institution. By his/her experience
he/she may be a Senior/Selection Grade/Associate Professor cadre. The designation may vary
from time to time according to the government regulations. He/she is eligible to avail all the
benefits as that of a teacher in any discipline. The primary function of the Librarian is to aid
the Department of Collegiate Education and a concerned university operates and administers
all facets of the learning resource programme. In support of these functions, the Librarian will
be responsible for the daily operation of the learning, the implementation of the collection
development, public services, technical services, public relations, interactive media
conferencing, and mediated instruction functions, and the immediate supervision of the
Library staff.
As librarian is responsible to the Principal as Head of the Department (HoD) of Library
and Information Science/Center,
A. The job description of a College Librarian is as follows;
i.
Assume responsibility for the daily operation of the Library and the supervision of the
staff.
ii.
iii.
Implement the collection development process and planning and developing of the
library.
iv.
v.
vi.
vii.
viii.
ix.
x.
xi.
xii.
xiii.
xiv.
xv.
xvi.
xvii.
xviii.
xix.
xx.
Librarian
is
eligible
for
other
various
duties
are;
(Reference:
No.:KU/Aca(S&T)BAD-291/Lib&inforSci(UG/PG)2013-14/798 Dated:26/04/2013)
a. To consider for providing the teaching works to teach Personality Development and
Communication Skills/Computer Applications/Soft Skills papers for librarian at UG
courses.
b. To consider librarians for appointment of external senior supervisor for various UG
examinations.
c. To consider librarian for the appointment/nominations to be the member of Local
Inquire Committee (UG) for various LIC committees.
ii. The Librarian is eligible to teach compulsory subjects prescribed by the respective
university, and also Librarian is eligible to teach Library & Information Science
(LIS)/Library & Information Literacy (LIL)/Media & Information Literacy (MIL)
subjects.
iii. The librarian should teach four hours in a week, it may extend up to eight hours a week
depending on their library workload and availability of library supporting staff. In case
of there is no LIS/LIL/MIL/Compulsory subjects, teaching may be exempted.
iv. The librarian is eligible to take responsibility of in-charge principal. In the absence of
regular Principal, the librarian may act as in-charge principal on the basis of teaching
staff seniority maintained by the college. Since there is no discrimination between
teaching faculty and the librarian.
v. The Librarian/Library in-charge has to verify and certify all kinds of library procurement
bills before submit to the principal/accounts section for making payment.
vi. The Librarian may decide issue period of books (reading materials) on availability of
their library collection and at the convenience of circulation.
vii. Arrange to issue no-due certificate to the faculty and students on verification.
13
iii.
Process new books, maintain circulation records and make reserves on requested
books.
iv.
v.
vi.
Train and supervise library clerks and assistants in their job duties.
vii.
viii.
Assist readers in finding books and help students and faculties in research
problems and reference questions.
ix.
x.
xi.
xii.
Conduct library promotional activities and prepare press releases and newsletters
to attract more readers.
Organize book talks, tours, multimedia programs, exhibition and displays.
Edit bibliographic record to add or remove items according to current library
stock.
Perform the library work as assigned by the librarian at time to time.
xiii.
xiv.
xv.
ii.
iii.
iv.
v.
vi.
An arrangement for the maintenance and repair of books, periodicals and other related
equipment in the Library.
vii.
viii.
ix.
x.
xi.
xii.
Shelving and rectification of library collection on day to day basis according to the
system of the library.
xiii.
To work under the overall supervision of the Librarian and/or the Assistant Librarian.
ii.
iii.
iv.
15
v.
vi.
vii.
Manages and maintain the Library Database, Data entry and library software.
viii.
Staff Pattern
Librarian
Assistant Librarian
Library Assistant
Library Clerk cum
Computer operator
Library Attendants
Peon
Security Guard
(UG) Student
Strength
PG
up to 500
Courses
OR
Number of Books
up to 10000
1
1
1
1
1
1
(UG) Student
Strength
501-1000
OR
Number of Books
10001-20000
1
1
2
(UG) Student
Strength
Above 1000
OR
Number of Books
Above 20000
1
1
3
3
1
1
3
1
1
4
2
1
5
3
1
16
Besides the above staff pattern, the following provisions are made based on library size/
requirements;
i.
For an increase of every five hundred students enrollment, one library assistant and
two library attendants should be added.
ii.
Similarly, a college will be required to appoint one library assistant and two library
attendants for every addition of ten thousand volumes.
iii.
When the strength of students exceeds two thousand, one more librarian, one more
assistant librarian and one library clerk should be appointed.
iv.
The figures mentioned above are based on the following tentative framework of the
main functions that are expected to be carried out in the college library:
(a) Acquisition of New Books, (b) Periodicals, (c) Technical processing and services,
(d) Reference service, (e) Circulation of books, (f) Maintenance, (g) Administration,
(h) Supervisory work, (i) Documentation and (j) User Education/ Information Literacy
Training.
2.3.
The
individual /institutional career planning assumed greater significance with the unparalled
growth and speed of knowledge, phenomenal increase in educational and training facilities
and widespread increase in technology made Library personnel to plan their career and
undergo training on latest development to succeed in professional advancements, promotion
and provide best services to user community.
Professional Development (PD) is a lifelong learning process, which is both universal
and individualized. It is a universal requirement of all librarians in order to keep up with the
rapid changes in the library field and maintain professionalism. Librarians having
professional degrees in library and information science is not sufficient unlike in the past.
There is a demand for librarians having multidimensional aptitude in the areas of technical
work, administrative work and also in providing user oriented services through soft skills like
other professionals. The LIS professionals are also required to develop some of the
professional skills like managerial skills, knowledge for policies and procedures, skills for
sources and services, ICT skills, communication, writing and presentation skills,
17
interpersonal and public relation skills, listening and customer service skills, teaching and
leadership skills, etc.,
In this context, continuing professional development is an essential requirement to the
modern library and information science professionals for successful career planning and
prospects. The following are some important ways and methods, on which the college
librarian needs to, think seriously and have a vision to develop their professional
competencies in order to have the bright future.
Paying visit to well managed academic, special and public libraries in India and
overseas.
18
Designations
2.
3.
Registrar/Gazetted Manager
4.
5.
Position in LAC
Chairperson
Co-Ordinator/
Member Secretary
Member
19
Member
Member
ii.
iii.
To review the functioning of the library with regards to its support to the
academic programmes of the institute.
iv.
To outline the library collection and development policy as and when required, in
its implementation.
v.
vi.
vii.
viii.
ix.
x.
xi.
To assess the requirements of the new programmes being introduced and advice
the authority of library about financial status to be improved.
xii.
xiii.
To assist in stock verification, Weed out/Write off from the library stock
20
xiv.
xv.
3.3.
In some cases a committee may have its focus on policy; in others, it may serve in a factfinding and information-gathering capacity. The powers and functions of a Library Advisory
Committee vary according to the nature of the committee. In the College Libraries, the
committee remains as an advisory body. The main functions of the Library advisory
Committee are;
i.
ii.
iii. To assist the Librarian in formulating general rules and regulations which govern the
functioning of the library
iv. To work towards modernization and improvement of Library and documentation
services
v.
xi. To consider the views of Library users if found beneficial and to inform the user
community of the work of the committee particularly in the improved Library services
xii. To contribute a wider vision in building the future shape of Library services
xiii. To take action against the users in irregularities with who have not return the library
books on time.
21
xiv. To take action against the users in case of any misbehavior which is beyond the control
of the Librarian
xv. To take decision on the un-service-able/old books, missing/weeding out/write off
books to replace.
xvi. To approve the minutes of the previous Committee meetings.
xvii. To review and recommend the requirements like building, furniture and other fittings
in the library.
xviii. To recommend to the authorities for filling the staff requirements, vacant posts of the
library and
xix. To recommend the feasible suggestions for the improvement of the library and library
timings if necessary.
xx. The LAC has the power of write off/loss of books any kind on reasonable ground may
be implemented.
xxi. The LAC is having power to appoint temporary staff to library, who found to be
skilled and interested in exception cases as additional staff (Supporting Staff) for the
library improvement by making use of Library Reading Room fund, CDF, CDC,
miscellaneous fund, etc,.
22
23
4. LIBRARY BUDGET
Budget is an important document for planned and successful operation of a library. It
is co-ordinates between the policies, information of exchange programmes and finance and
administrative functions. Preparation of budget provides an opportunity for timely review
and revaluation of the changed needs of library consumers and its resources.
Library is an institution that incurs several expenses on books/material etc. It does not
have source of cash or direct income, like other commercial organizations have when we talk
about library finance.
4.1. Library Budgeting Procedure
i.
ii.
The Librarian and Library advisory committee has to play vital role in planning and
allocation of funds/grant provided to library.
On the basis of librarians observations in circulation and reference counters,
iii.
staff,
changing
technology,
by
forecasting
changes
in
syllabus/curriculum.
iv.
Divide the grants on the basis of information materials required, types of materials,
department/subject wise and etc
v.
Before placing the orders to suppliers, the librarian has to take approval and duly
signed by the Books Selection Committee for the procurement of recommended list
materials need to the library.
General Grants: General grants means which were procured Books to all the users
of the college library users; hence its called as general grants.
ii.
SC/ST Grants: The grant is received from the government/UGC which is especially
for SC/ST users (students) purpose.
iii.
UGC Grants: The grant which is received from the UGC for college library is
called UGC grants.
24
iv.
CDC Fund: College Development Committee fund means, the fund which is
generated by the college through the students fees.
v.
Reading Room (RR) Fund: This fund is collected by the college, ordered by the
Collegiate Education Department. This amount will be used for college library usage
purpose.
vi.
College Fund: This fund is generated by the aided colleges by the students. This
fund is used for procurement of library materials for the users.
vii.
Donations and Others: the fund is received by the donors, charitable trust,
organizations etc., is called donations.
viii.
ix.
Library fines and Deposits: The fines and penalties collected by the library users.
x.
xi.
xii.
25
ii.
Kind/type of readers.
iii.
Current number of readers and future number of readers. Services and activities of
library.
iv.
v.
vi.
vii.
viii.
ix.
The entrance gate of the library building (should be one entrance for both in and exit)
x.
xi.
The equipments to control the atmosphere such as light, fans, heat, sound etc
xii.
xiii.
xiv.
xv.
Green Building
26
One entrance and one exit should be provided for the reader. This should be at the
counter and placed under the control of the circulation staff.
ii
The doors and windows of the library should well protect with wire fabric for the
safety of the collection.
iii
The height of the book rack should be such as conveniently approachable for reader of
normal height so that is able to pick out the book from the top-most shelf-plank of the
rack.
iv
The reading area should be so placed that it does not get disturbed by the traffic the
OPAC and stack rooms should be placed in its close vicinity.
vi
Dr. S.R. Ranganathan lays down the following provisions for the library building;
i
A gangway down the wall should be provided. This should be at least 1 meter wide
in the stack room; such a gangway will protect the book-racks from rain and sun.
ii
Taking into consideration the Indian conditions the length wise walls, in which
these stacks-rooms, windows, occur, should run from east to west.
iii
Adequacy of the size: site should be large enough to accommodate the present
building as well as permit the future expansion in the campus.
ii
iii
Surrounding
and
the
physical
orientation
for
the
building
surrounding should be quiet so that there may be good working conditions and
reading environment.
iv
b. Processing area
d. Reading area
5. OPAC
Vestibule:
The doors of the main entrance lead into the vestibule, one side vestibule is given over
to the clock room accommodation with male lavatories and another side female lavatory. An
attendant is posted in this area for security of the user belongings, from the vestibule the
readers passes through the control wicket to the main hall of the library, it is the one and the
only exist from main part of the library. One assistant is posted at the control point that
checks up & ensures the authorized issue of the books to the readers.
The areas of keeping OPAC and that of reference service area important provisions
in the buildings. These, along with the vestibule and cloakroom accommodation are essential
ingredients of an entrance area.
Vestibule: 120sq.ft
28
Processing area:
This area includes public catalogues reference tools, receipt and dispatch of books,
technical processing. The periodical department special collections are;
E-resources:
Space for public catalogue- The space for public catalogue should be calculated on the basis
of number of titles, average number of entries for each title. According to the available
estimates 1000 cards would take 1 sq.ft, in case OPAC 2 sq.m
Staff room: There should be a provision of staff room for about @12sq.ft per person.
Others 5sq.m
that the stacks in the undergraduate areas would be more widely spaced and the storage
capacity per sq.ft would thus be reduced.
c) Reading area:
The amount of space required for stacking the books and for use by the reader should be
calculated. The usual formula for a rough estimate is as follows: 25sq.ft for undergraduate,
35sq.ft for each graduate student, 75sq.ft for each faculty member (Gelfand.1962:128) space
for other purposes 60sq.ft for 1000 volumes 100sq.ft per person for added space for the
future, additional 40% of the total floor space for stairways. Lobbies, corridors, duct work
etc. thus if 100000sq.ft should be added for all other purposes.
29
5000 to
50000
(volumes)
20 to 100
(Journals)
3 to 10(staff
service points)
The above table indicates the different types of academic libraries in terms of the number of
books to be stocked, the numbers of periodicals (journals) generally displayed, the number of
readers seats provided and the number of professionals and skilled staff generally provided.
Table -2: Rooms required
Sl.No.
1
2
3
4
5
6
7
8
9
10
11
12
13
14
College
library
1
1
1
1
1
1
1
1
1
1
1
1
1
1
Source: Report of the lib. Committee of UGC - New Delhi, 1965. 106p.
30
The code of practice relating to primary elements in design of library, divides the
construction of building into four phases; first one providing space for 50000 volumes. Most
probably the code presupposes and an average addition of about 5000 volumes a year.
2.3.1. Growth of Readers
While the growth of reading material has been taken into account by 15:155-1960(code)
the simultaneous growth of the readers population is ignored. It is indeed very important to
consider this growth if the total requirement of space is to be calculated accurately.
The growth of student population per year can be taken at the most 5% yearly.
2.3.2. Teaching and research staff:
If it is presumed that the most cases. It will be the developing universities which go in for
library building, the rate of growth in this case can be taken as 2.5% year.
2.3.3. Library staff:
The complexities of library services in a technological institution level as in no doubt that
the library staff too will grow at the rate of 5% a year.
2.3.4. Seating and floor accommodation:
The UGC now recommends seats for 20 percent potential student population 10% of the
teacher population. With the increase in the cost of books, the students would still more be
dependent on the library of books. The following recommendation as endorsed by
progressive library planners, are made.
Teachers: 10%
The total number of seats calculated on the basis of % gives above for the studentteachers population in year +10 can further be categorized
The above distribution of seats is only suggestive and planners and administrative own
discussion to cater for the local variation.
31
Readers
1per 200
1 per 50 persons
1 for every 200 persons
1 for every 50 persons
1 per floor minimum
Staff
1 for 1 to 15 persons
1 for 1 to 20 persons
1 for 1 to 15 person
Specifications of Rooms
Librarian room
Technical processing: classification, Cataloguing maintenance
Administrative & professional staff
Group discussion/ seminar room
Staff reading room
Reading room per readers 1000to 1500 strength@ 25%
Area in sq.m
=30 sq.m
=93=27sq.m
= 52=10sq.m
= 2120=240sq.m
= 260=120sq.m
= 2.33375
=873.75sq.m
Stack room =
Textbook 20000vol.s @ the rate 15 vol.s
=1sq.ft
=404sq.m
Reference collection 10000vol.s @ the rate 10vol.s =1sq.ft
=303.03sq.m
Periodical section (100 journals)
8
Height 66 width 48 depth 22 =35 journals=132sq.ft
=120sq.m
E-resources/internet
accommodate
60
systems
with
60
users
=
420sq.m
9
2
@ 7m
Seminar Room
10
Grand total= 2547.78sq.m=8407.67sq.ft
7
NOTE: All the above dimensions are taken from the ISI 1553 :1989 (reaffirmed in 2005)
32
Physical services
Readers
Staff
Water closets
1per 200
1 for 1 to 15 persons
Urinals
1 per 50 persons
1 for 1 to 20 persons
Water basins
1 for 1 to 15 person
Water taps
The above table shows the requirement of essential rooms which may be provided for
the college library. The size of the rooms depends upon the actual individual requirement.
5.2.6. Relative position of rooms
Stack room of the library should be placed as far as practicable, to run from east to
west to prevent the direct sun light through the window. In order to facilitate the movement
of book trolley one corner to other corner of the library. The floor of the building should have
a single level. Arrangement of electric lift should be made in a multi-tier stack.
The entrance exit from library buildings should be only through the gangway. Each
room of the library should be provided with a cover passage on one side to enable the readers
to walk along the passage without disturbing other reader.
The entrance of the library should be kept open to the general Reading Room (RR). The
periodical reading room and also the reading room for serious readers should be far from
general RR. The text book reading should be provided in a separate room. It should have
stacking capacity for about 5000 books. The Stack Room (SR) should be centrally located
facilitating access to it, from all parts of the library. The technical room should be like an
Anti-room to the stock and placed in close proximity to the rooms of Assistant Librarian and
the librarian.
The rooms for exhibiting the books and other reading materials may be combined with
the entrance lobby. The rooms for group study and seminar room, committee room should be
placed in a separate wing or floor.
The UGC report has specified the following dimension of rooms, gangways, furniture and
fittings. (UGC:1965:110)
5.2.7. Stack room:
1.
Clear length: 1.80 n plus 3.15m where n is the number of rows of books racks.
a.
The center to center distance between consecutive racks should be 1.80m(on the basis
of 0.45m of rack-depth plus 1.35m of cross gangway width)
33
b.
The distance from an end wall of the stack room to the center of the nearest rows of
racks should be 1.575m (on the basis of 1.35m of the end cross gangway width
0.225m of half the rack-depth)
2.
Clear width: 3m(on the basis of one book rack of 2m long plus one side gangway of
one meter) close to a longitudinal wall: or 5m (on the basis of two book racks each
2m long plus one side gangway of one meter width) close to a longitudinal wall: or
8m(on the basis of three book racks each 2m long plus two side gangways of one
center width) close to each of longitudinal walls: or 10m (on the basis of 4book racks
each 2m long plus two side gangways of one meter width) close to each of the
longitudinal walls.
Three meters and five meters width should be generally in case of stack space, at the
stack room and the reading room may be combined into single room in such cases
(see note on the page 110 of the report of UGC,Delhi,1965)
3.
4.
a)
Length: 1.5m
b)
Width: 5m(on the basis of two tables each 2m long plus central gangway 1m wide); or
7.5m (on the basis of three tables each 2m long plus central gangway 1.5m wide); or
10m (on the basis of four tables each 2m long plus central gangway 2m wide)
The size of the reading table is 20.70m. The center to center distance between two
consecutive rows of reading-room tables is 1.5m with seating arrangements on the side of the
table only.
5.2.8 Other rooms
Physical services
Physical services
Readers
Water closets
1per 200
Urinals
1 per 50 persons
Water basins
1 for every 200 persons
Water taps
1 for every 50 persons
Fitment cleaners sink 1 per floor minimum
Provision for the rest-rooms of the readers and
Staff
1 for 1 to 15 persons
1 for 1 to 20 persons
1 for 1 to 15 person
34
Book rack- the most common size is 3ft wide 7.5ft deep (double side rack may be
1.5 feet deep) the dimension of a unit wooden rack as prescribed by ISI-height
2.20m width 2.00m depth 0.45m. it consist of seven adjustable shelves.
ii.
iii.
Periodical display rack: common dimensions are height 66 width 48 depth 22.
It consist 5 shelves to accommodate nearing 35 magazines.
35
iv.
v.
vi.
Chairs: the height of the arm should be 215mm and seat back from the frontage of
seat 75mm.
vii.
Charging desk: the counter should also have enough drawers to file the book cards.
Its height (facing the reader) should be 40 inches and width 26inches to 28 inches,
with provision of knee space & foot-rest.
viii.
Issue trays: primary issue tray should provide space for book-Jackets and readers
ticket. Its internal dimension should be 200mm long & 55mmwide 55mm high.
ix.
Book display rack: rack cum bulletin board type and display thought used for
books & portable. The height of book troughs should be about 3ft from the floor.
x.
Dictionary stand/atlas stands/ book trolley- 3ft to 5ft height depth 2ft width. The
Book trolley-local standard.
6.2. Lighting
The following factors are the determinants of a proper lighting system;
i. Effects of ceiling height
ii. Nature of the fixture
iii. Relative advantageous and casts of incandescent and fluorescent lighting
iv. Kinds of lighting needed for specific area in the building. They also suggest 5foot
candles for hallways and corridors to 25foot candles for all reading species.
a) Meeting room: library needs rooms for holding meeting, lectures, discussion and
debates. Play-reading and other activities.
b) Theatre hall: present libraries have the theatre is a companion to the library in its
service.
c) Book display hall: small hall
6.3 . Facilities
A) Ventilation, fan, water, toilet facilities: according to UGC specification and IS1553;
1989(reaffirmed2005) ventilation, air-condition, (fan) water and toilet facilities is to be
extended.
B) Software and hardware, generator/ UPS:
1. Campus system: 10(for database creation E-content creation, Internet facility, office
management, web-OPAC-online materials)
2. Printer: 02-heavy duty printer
36
3. Software: software required for library database, digitization, online connectivity, web
OPAC software available FOSS (free open source software) some time these may not
user friendly and updated at this case standard software purchase policy have to be there
in the library.
4. Reprographic: copier, Photostat machine.
5. Scanner: Hi-resolution scanners required.
6. Generator/UPS: highly modulated & sound less high frequency UPS-installed according
to No. of system + printer + other materials + server should on continuously bases on that
10kv, 20kv, 50kv. Above UPS installed in the library.
C)
Property counter: In case users not allowed bringing personnel belongings, then these
can be kept at the property center. Staff member can give a token for safe keeping of
belongings, place provided in the entrance area.
37
The size will depend on the resource made available to the library and to some extent
upon the existence of other libraries in the area. It will also depend on the numbers of users
and areas of specialization covered by particular library.
College library should stock the following reading materials.
i.
Recommended textbooks.
ii.
Reference books.
iii.
iv.
v.
vi.
vii.
viii.
ix.
Higher studies in any professional area. Links will be provided to the websites of
different institutions/organization dealing with subject.
x.
Career guidance for college passed-outs students will be separately dealt with.
CD/DVDs
Microforms
Databases
E-books
Online journals
Subject gateways
Digital collection-repositories
Courseware materials
DELNET, etc.
The Library committee or library staff should prepare a collection development policy.
ii.
iii.
iv.
v.
39
ii. .
iii.
40
ii.
iii.
Goodwill
iv.
v.
vi.
vii.
viii.
The bidders should not be under a declaration of ineligibility for corrupt and
fraudulent practices issued by Government of Karnataka.
ix.
41
ii.
iii.
iv.
In the case of short/no discount titles or titles procured from abroad against specific
orders (like institutional/society publications), the supplier may charge 15% on the net
landed cost of the publication. The invoice of publication may be worked out as follows:
Published price minus (-) discount earned plus (+) 15% handling charges of the
overseas agent if any. To this is to be added the actual freight, clearance, bank and
postal charges; documentary evidence is to be given to library for such charges on
demand.
v.
vi.
Wherever advance payment is required, the same may be made and a record thereof
should be maintained.
vii.
Certificates on bills by Library (a) only latest editions have been supplied (b) prices have
been correctly charged in accordance with the publishers latest catalogue.
viii.
Unless otherwise mentioned on the books, all bills to carry the price proof (like
photocopy of publishers catalogue, print out from publishers online catalogue, distributors
invoice the vendor).
ix.
The Purchase Order (PO) issued will be valid for 21 days only unless otherwise PO will
be cancelled.
x.
42
3.
Registrar/Gazetted Manager
4.
5.
8.3.
i.
Designations
Position
Chairperson
Co-Ordinator/
Member Secretary
Member
Member
Member
ii.
The librarian should arrange to conduct meeting especially for budget allocation as
and when required, depending on availability of funds for library.
iii.
Collecting requirement of books list from department members and heads on demand
accordingly to university prescribed/suggested text/reference books.
iv.
v.
vi.
vii.
While placing purchase order of library books/materials discounts least quoted prices
without sacrificing quality of books/materials should be taken care of.
viii.
ix.
Emphasize should be given to procure essential and good quality books through the
vendors/book suppliers/publishers with standard discounts.
x.
xi.
Price of books as per bill are to be verified properly and taken to stock further make
entry to the accession process and for shelving into library stack.
xii.
The verified bills should be submitted to the principal/office accountant for their
needful action.
xiii.
xiv.
The library e-resources may procure as per norms of the UGC or approval of the
principal or concerned government notified by time to time.
xv.
The above rules may be modified in case of Private aided Colleges. However, there
should not be violation of general rules.
(Note: Tenders, e-Tenders in the college library for procurement of reading materials
consisting of Books, Periodicals, Audio-Visual Materials, e-Contents, Online Subscription of
e-Journals etc, do not come under general goods as per the GOOD OFFICE COMMITTEE
CONSTITUTED BY THE GOVERNAMENT OF INDIA. So inviting the Tenders, eTenders for procurement of reading materials in the libraries are not necessary it is a lengthy
and time consuming process. Hence it is suggested and recommended that after submitting
the book list by the book selection committee the librarian is empowered to procure the
reading materials directly from the vendors/book suppliers/publishers with standard discounts
or quotation.)
44
ii.
iii.
iv.
v.
vi.
vii.
viii.
Non book materials (CDs, DVDs, Audio Visual materials, Maps etc) should be
accessioned separately and separate register should be maintained.
ix.
x.
resources have been arranged in the library by Library Classification system. The book in the
library has a number called Classification Number/ Call Number/ Class Number that tells
you where it is. This number is printed on a label on the spine of each book in the library. The
books are shelved in sequence according to their class numbers or subjects.
b.
Video booths
Newspapers corner
Journals/Magazine corner
Bound journal
46
i.
ii.
vi. Vendors turnover having at least 10 times of the value of the order (for the journals
subscriptions).
vii. Updating panel from time to time based on the performance of the vendor is a
continuous activity and this should be done by ordering books to test vendors.
viii. Based on the performance, the panel should have least number of vendors.
8.6.2. Terms and Conditions:
i.
ii.
iii.
Proof of Good Office Committee (GOC) exchange rates having prices in foreign
currencies as on the date/month of invoice for the remittance journal subscriptions
iv.
Wherever advance payment is required, the same may be made and a record thereof
should be maintained
v.
vi.
Certificates on bills: prices have been correctly charged in accordance with the
publishers latest catalogue.
vii. Library should not subscribe journals against personal subscriptions. However,
Journals received against institutional membership are acceptable.
viii. Journal subscription payments: The payment towards the journal subscriptions
could be made (a) directly to the publisher or (b) through the subscription agent(s)/
vendor (s).
ix.
a) All subscriptions should be made through the Library only and the amount paid to the
publishers/vendors by the vendors against firm orders after receiving one of the following
documentary proofs:
After direct confirmation from publishers/vendors that the journals are subscribed in the
name of the Institute (i.e. Name of the College and Place here and thereafter)
47
regarding the final remittance to the publisher (if the payment is made from vendors foreign
currency account)
b) Advance payment against bank guarantee. The bank guarantee can be released only after
receiving any of the above documents/proofs as spelt in (viii a) above.
i.
Missing issues: Replace original missing issues or publishers certified and reproduced
copy or extend the subscription period equivalent to corresponding period or refund
either in the form of credit note or Demand Draft or Cheque.
ii.
Claims: Missing issues/delayed supply of the journal issues can be claimed on quarterly
basis.
iii.
Online access: Negotiate with the publishers/vendors and arrive at win-win situation
regarding electronic version of the print subscriptions and get access to such materials.
iv.
Try to enforce terms to the publishers/vendors in form of the pricing, access to the back
volumes, locking period, perpetual access, archival rights, governing laws, training and
awareness programmes, immunity, access to the walk-in-users, usage statistics,
simultaneous access, etc.
v.
There are no standard/uniformly acceptable terms that are yet to be established in this
area, as this is almost virgin and challenging field. Hence go on with mutually
benefiting terms and conditions while dealing with the vendors which can be revised
time to time.
vi.
Consortium: the Institute has access to the INFLIBNET N-LIST care should be taken
to check for duplication before placing any order.
vii.
Trial Access: Many a times publishers propose for trial access to their respective
journals collections which can be made accessible through the Institutes IP numbers to
supplement the existing journals collection whenever possible.
48
Compile priority list with the approval of library advisory committee and the
Director
ii.
The documents relevant to the scope of the Institutes study and research areas be
added and accessioned in the collection
ii.
iii. Gratis may be accepted from the college faculty, scholars, or outside institutes and
organizations of similar interest.
iv. Avoid duplication unless essential.
v.
Find good place for the documents that are not relevant to the Institute.
8.7. Maintenances
i. Book binding- no separate binding section in college library. The work may outsource
from the outsiders.
ii. Preservation and Conservation: preservation and conservation policy should adopt to
preserve the library materials against insects, usage, temperature, fire, rain etc.,. The
essential set up should have the system.
iii. Building and Equipment Maintenance: time to time to care for the building paints, and
repairs of the library equipment should have provision in the system. For computer and
other electronic devices concern library should have the annual maintenance system.
(Note: For complete details of Maintenance of work; Book binding and preservation of
library materials, Care and repair of books, building and equipment, Stock verification and
shelf rectification, Book Selection and Acquisition and Processing Work etc., the book
entitled Library Administration: Theory and Practice by R.L.Mittal, Ess Ess publication,
New Delhi and Library Manual by S.R. Ranganathan, SRELS Publication, Bangalore may
be referred, which is recommended by experts).
50
51
Size of library
Periodicity
Loss of ten volumes per 1000 volumes consulted/circulated on loan in a year may be
taken as permanent value/un-service able and it may be considered for write off.
ii.
Loss of a book of the value exceeding Rs.5000.00 for books published in India and
Rs.10,000.00 for books published abroad and books of special nature and rarity shall
invariably be investigated and consequential action taken. The principal/LAC will write
off all such losses. The base values suggested for Indian and foreign books may be
reviewed every three years.
iii.
A publication may be considered as lost only when it is found missing in two successive
stock verifications and thereafter only action be taken to write off the publications by
competent authority.
iv.
All library personnel is equal responsible for loss of books/documents and library
materials. If the loss of book is more than the permissible extent, the causes of such loss
may be investigated by the competent authority and the remedial measures be
52
strengthened. Or if the loss is more than permissible extent, common share from all the
users can be charged.
v.
vi.
The Principal/ The library Advisory Committee may write-off the loss of books, volumes,
etc. mentioned in the preceding paragraph provided the total value of all such books, etc.
does not exceed the monetary limit prescribed in the Delegation of Financial Powers
Rules, 2010
vii.
competent
authority (Principal)
which
shall
decide
whether
the
books
If the requisite and responsible staff are not provided to maintain the library proportionate
to the strength of users and collection of the library. If the requisite safety, space, cabin
and halls are not provided by the administration, in which case the librarian should be not
alone cannot be made responsible for the losses. However, in such situations the missing
of books, etc., the Principal/LAC should have liberty to write-off such books from library
stock with reasonable remarks and possible events of such losses.
ix.
Fifteen years old books can be disposed write-off as per commissioner orders No
DCE/173/lib/ (Extract from Ministry of Finance O.M. No. 23(7) E II (A)/83 dated
7.2.1984 and CAGs U G No. 1964-TA.II/21-83 dated 23.12.83)
x.
Note: General delegation of common financial powers to the Head of Departments and
others (Govt. Order No.FD2TFP 2010, Bangalore, and Dated: 30-04-2010. Wide, Sl.No. 17
and 18).
53
ii.
Library staff to make all possible efforts to locate the document not found during
stock verification (the process can go up to six months but not as an exclusive task);
iii.
iv.
v.
Compare with the list of earlier stock verification to identify common entries;
vi.
vii.
Put up the list of common entries to the Director (Management in case of Private
Aided Colleges) along with justification for the losses (open access, limited staff,
inadequate security system, large number of students visiting library, losses within
permissible limits, etc.);
viii.
ix.
x.
Make necessary entries in the accession register, write-off register, assets register, etc;
xi.
xii.
Close file.
Improve the system with additional precautionary measures .
54
Registration of readers
ii.
iii.
iv.
v.
Reservation of Books
vi.
55
56
10.4.
Inter-Library Loan
The college library has to establish an inter library co-operation with local/regional
10.5.
User Education
User education is mainly concerned with providing guidance and instructions to the
readers in the proper use of library collections and services individually or collectively. The
user education program should aim to make all users aware of the information resources
available in the library and enable users to enjoy the search of information. The following
activities: vide identify user groups their needs and choice of information reader must
consider appropriate method and medium of instructions.
The user education program depends upon the following course contents:
Plan of different sections of the library; library hours; rules and regulations of the library like
home lending of books; duration of different book bank schemes; reference service; reading
room facilities; photocopying; bibliographic services; computer assisted facilities like
browsing of Internet, search engines, searching of e-books and e-journals, subject gateways,
free and open source digital material available on the net and their search for use under digital
library system.
Every library shall have user education service to provide better services to the
readers. With an advent of information age, the need for training the users in the retrieval of
information for bibliographical database, use of CD- Rom, OPAC etc. This will increase the
academic performance of students and staff enables them to use of libraries independently in
any institution.
10.6.
Career Guidance
Career guidance and counseling programs in higher educational institutions aim to
provide assistance and advice to students to make them more and better informed in their
future educational and career choices. It also helps to the students to realize their strengths
and weaknesses by instilling self-awareness, decision making skills, planning skills and
personality development etc.,
At present, there is greater need to provide career guidance services in the college
libraries. Career guidance at graduation level help students to select subjects of specialization
57
which help them later in choosing vocation; it helps to divert the students towards more
useful activities.
A separate cell may be opened in the library for career guidance to the students by
acquiring special collection of books, CD and information brochures on higher education and
other competitive examinations.
10.7.
Services
The following additional services may be provided by the college Library and
Information Center (LIC) based on the users requirements, resources, facilities and staff
available.
10. 7. 1. Institutional Repository:
An institutional repository is a web based database of any institutes scholarly
resources. Institutional Repository may include pre-prints, thesis and dissertations, images,
data
sets,
course
materials,
Journals
articles
accepted
for
publication,
60
Week, Independence day, Republic day, Teachers day, Management festival, college annual
function day etc.
d.
the users especially for the students to inculcate self-reading habits and also to conduct the
general knowledge competitions.
e.
61
Generally, the college library shall remain open to the students and staffs
Monday to Friday: 10:00AM to 5:00PM.
Saturday 10:00AM to 2:00PM
ii. The college library timing may change depending on their college working hours
and college infrastructure and availability of library supporting staff.
iii. The library timings may be extended by the library advisory committee
recommendation. It has been fixed for as many hours as possible for the readers to
use the library on availability of sufficient staff and library infrastructure and
facility.
b) On Holidays:
The library will remain closed on General Holiday, National, Gazetted and Local holidays.
The Students must carry their College Identity Card/library membership card with them
at all time inside the Library. Show the Identity Card compulsory at the time of books
check-out/check-in (whenever asked by the library staff).
ii.
All readers are required to maintain perfect silence and discipline in the library.
62
iii.
The Library staff members at the entrance and exit gate of the Library is authorized to
search the person or a reader if he/she suspects that he/she is carrying any other
property from the Library.
iv.
v.
Library users should enter his/her name, course, semester time-in and time-out in
register kept at the entrance.
vi.
All personal belongings, such as books, bag, coat, umbrella, personal files, Xerox
material that do not belong to the library must be deposited in the library counter at the
entrance of the library.
vii.
As personal books, Xeroxed and printed loose papers are not allowed inside the library
under any circumstances.
viii.
Books are issued for staff till semester end and for students period of a Fortnight
(fifteen days) in the first instance and if required, the same book can be renewed further
one more time for a period of a Fortnight each and thus no book will be allowed to be
kept with a member beyond thirty days.
ix.
Library cards are not transferable: The borrower card holders should come personally to
borrow the books and the authorization is not allowed.
x.
Loss of books/damaged: every borrower from the library is responsible for the safe
custody and return of the book borrowed by him/her. In the event of damage or loss
he/she shall replace the book or pay the cost of the book. The person has to pay the fine
plus the cost of the books plus processing charges at the time of clearance from the
library.
xi.
Readers should not deface, mark, cut, mutilate or damage library resources in any way.
If anyone is found doing so, he/she will be charged the full replacement cost of the
resource. Books Borrowed should be protected from RAIN, F IRE, DUST, INSECT,etc.
xii.
xiii.
Strict discipline should be maintained in the library. The position of the chairs and
tables should not be changed or displaced.
xiv.
Beverages and eatables are not allowed inside the library. Smoking is not permitted in
the library. Mobile phones are strictly prohibited in the library.
xv.
All persons may be allowed admission to the library provided that the Librarian may at
his discretion refuse admission if he considers a person either of unsound mind,
63
intoxicated or otherwise shabbily dressed. The decision of the Librarian or the next
senior officer of the library in the absence of the Librarian shall be final in this matter.
xvi.
Pets such as dogs, cats, etc shall not be admitted to the library.
xvii.
xviii.
The readers shall behave in a civilized manner. The Librarian may expel any person
if he/she presence of such a person is liable to create law and order situation.
xix.
The readers are liable for punishment and fine if they either misbehave or damage the
books or any other property of the library, decent behavior is expected.
xx.
Each prospective member shall give in writing an undertaking to abide by the rules of
the library. He shall fill up a membership form.
xxi.
Each member shall be provided with a membership identity card and / or Borrowers
card.
xxii.
In case any book is lost or injured by the member, the member shall replace the book
or shall pay the cost of replacement. If a book is one of the volumes of a set, the
reader may be asked to replace the whole set.
xxiii.
Reference books, rare books, unbound periodicals and books of fine arts may not be
issued generally except with the written permission of the Librarian.
xxiv.
The books may be renewed if the same are not in demand or are not reserved by other
readers. The renewal will be done generally on the physical presentation of the books,
but in special cases, renewals by post, telephone or by other means of communication
may be allowed by the Librarian.
xxv.
If a member does not pay off the library dues, the privilege of borrowing books may be
suspended till he/she deposits the requisite amount.
xxvi.
No visitor or guest is permitted to use the Library without the prior permission of the
Librarian. He/She is required to produce a proper introduction letter from the
concerned Institution/Organization thereafter who wishes to use the Library facility.
xxvii.
No photograph of the Library shall be taken without the prior permission of the
Librarian.
xxviii.
The librarian shall have the power to refuse the issue of book to any member or he
may recall any book without assigning any reason therefore.
xxix.
64
xxx.
Superannuation from the college. (While living the college, student and faculty should
return books and library borrowers card without fail, thereafter NOC will be issued.)
ii.
Full-time teaching faculty can borrow at a time six books and ten books for those
who involved in research activities.
iii.
The library advisory committee may suggest the limitation of books to faculty and
students on the basis of their library collection.
iv.
Book Bank books can be issued as per Book Bank scheme norms/the availability of
books. The discretionary powers are given to the librarian by the Library Advisory
Committee.
i.
overdue.
ii.
The member should report immediately to the librarian about the loss of library
documents borrowed from the library. The following charges shall be recovered for
the loss of library books.
iii.
If new edition or copies of the lost books are available with the book suppliers, the
book has to be replaced with 10% of processing fee.
iv.
If the lost book is not available for replacement the value of the book lost will be
realized at the following rates.
a. Ten times of the face value of the books which are published on or prior to 15th august
1947.
b. Six times of face value of the books which are published after 15th august 1947 to
15th august 1970.
c. Three times of face value of the books will be charges in all other cases.
d. If the book value cannot be ascertained from the library stock register (accession
register) compensation will be fixed on the basis of the market price of similar
publication at the time of fixation.
65
v.
The overdue, damages and loss of book/reading material charges (Fine & Penalty) so
collected amount shall be deposited (Semester/Academic year end) under library
Reading Room Fund.
66
need for resource sharing are important elements to be noted by the Librarian and work on
automation of their libraries with the using tremendous capabilities of computer.
Already libraries are started using computers for the in-house operations like
Acquisition, Cataloguing, Circulation, and Serials Control etc
Librarians should choose by evaluating the facilities available in softwares in market
and open source softwares systems and then go for its installation and working.
12.1.1. Hardware Requirements:
As per the requirements of the Integrated Library Software and computer with latest
configuration, Laser Printer, Plastic coated Labels for Barcode, Bar code Reader, Barcode
Printer and General Scanner. Colour Printer to print the membership records.
i. Infrastructure and requirements of an automated circulation
ii. Access to the membership records of the library
iii. Access to the online catalogue of the library
iv. Access to information concerning the privileges of different categories of library
patrons
v. Access to the information on fines to be charged
vi. Barcode printing and reading equipment
Sub systems of an automated circulation control system
i. Membership registration
management
iv. Renewals
ix. Binding
v. Holds or reservation
vi. Recalls
67
v. Subscription Management
vi. Search and Retrieval
vii. Physical Preparation
viii. Reports
Authority control
Retrospective Conversion
On CD ROMs
viii. Cancellation
reporting
v. Accessioning
vii. Claims
This
69
Consortia-based services
Pattern service
Web portals
ii.
The rate of growth of information and knowledge is faster than before and it is ever
increasing. Hence it has become impossible for each and every library to procure
every document that is published in the library.
ii.
Another problem is the rising prices of publications, which has affected collection in
libraries.
iii.
The budget of the library is not increased and this makes it difficult for the individual
library to provide services from its own collection.
iv.
Due to the emergence of new subjects, readers require pin-pointed information that
may be available in other libraries.
70
blazing fast directory service coupled with a /web security infrastructure that provides
authentication, single sign-on, identity services, and Web acceleration.
Commonly referred to as simply as portal, a website or service that offers a broad
array of resources and services, such as e-mail, forums, search engines, and on-line shopping
malls pertaining to reading material. The first web portals were online services, but by now
most of the traditional search engines have transformed themselves into Web Portals to keep
a larger audience. A web portal increases value to users, lower operational costs, lower
administrative and training costs due to the self-service capability, organized and timely
access to data, applications, and services, enhanced knowledge sharing communication, and
collaboration. It provides improved customer service to the portals user population. Keeping
all these benefits and uses a librarian shall have to approach the heads of institutions for their
support to create websites and provide the online services, sharing information through
creating institutional repositories and documents by OPAC access to the other colleges.
Portal Requirements:
The general requirements for a portal are included as follows
71
v. Subject Guides
v. Scanners
terminals
with
vi. Networking
latest
configuration
iv. Printers
72
creating database. Based on the availability of fund, staff and other requirements, this
software may be provided. Some of the prominent open source software are listed below
according to the type of application.
13.3.1. Institutional repository software:
1. Dspace
2. Eprints
3. Greenstone
4. Fedora, etc
13.3.2. Library Automation Software:
1. Koha
2. E-Granthalaya
3. Newgenlib
4. Evergreen, etc
13.3.3. DVD Management
1. DVD@HOME, 2. libdvdetect DVD Online Database
13.3.4. Content Management Systems
1. Joomla, 2. Drupal, 3. Wordpress
13.3.5. Federated Search:
1. Pazpar2. 2. DbWiz
13.3.6. E-Learning:
1. Moodle
13.3.7. E-Book Readers:
1. Caliber
13.3.8. Citation Management:
1. Google Scholar
2. LateX
13.3.9. Operating Systems:
1. Fedora
2. Ubuntu
73
Maintaining useful statistics regarding the use of the library and displaying them on
the library walls
The development of college library as suggested Best Practices by the NAAC is under the
four broad areas as;
14.1. Management and Administration of a Library
In-service Programmes
75
Access to e-resources
Through the best practices adopted it can bridge the gap between the library and the
users. For effective and maximum utilization of the resources for promotion of higher
educational goals, the vision and mission of the institution may be given priority. It also
enhances competitive advantage and also enables to enhance the institutional effectiveness.
76
The librarian is responsible for conducting the classes and assessment of internal assignments
with the assistance of other qualified personnel of the library.
User education and Information literacy cannot be implemented in isolation. The
success of this concept needs a good collaboration between teaching staff, librarian and
administrative authorities.
initiatives and give direction to the college authorities to integrate the user education and
Information literacy programme across the curriculum by designing a separate paper at the
under graduate and post graduate level. The librarians are also to take leading role in
imparting the user education and information literacy training programmes in the colleges.
78
Clientele
The Clientele is the mainstay of the library. It indicates the popularity or otherwise of a
library. The comparison of actual and potential readership will surely bring out the utility of
the library. In other words, it can become an index for the librarian to judge the usefulness of
a library.
ii.
Book Stock
The book stock is the second important factor without which a library cannot possibly
come into existence. The report must show the total number of volumes in stock at the
beginning of the year under report, the additions, withdrawals and the total at the end of the
year, along with the board subject scatter. The number of current periodicals subscribed to
must be brought to the notice of the readers.
iii.
Technical Services
The technical services are the backbone of a library. The technical services provide the
necessary acumen and life to the library service. These services bring order, rather a helpful
order, amongst all spheres of library activities. The processes help in making the books
suitable for the better use of the readers. The annual report must depict the impact of these
technical services on the library service as a whole.
79
iv.
Public Services
The Public services are those which are rendered by the staff members to the readers
directly. The annual report must review the steps taken for stepping up the progress in the
various fields of the readers interest.
A statistical statement must be appended to show clearly the number of books subject
wise, if possible. The issue of books per person and stock of the books subject-wise must be
brought to light so that the communitys reading capacity and interest may be properly
gauged and suitable steps may be taken to increase the utility of library by removing the
bottlenecks, if any.
v.
Finance
Library is a growing organism the annual report must indicate the actual financial
condition of a library so that it may be seen as to whether the budget allocation was enough,
and if not, necessary provision of funds be incorporated.
vi.
Miscellaneous
The extramural activities of the libraries must be brought out clearly so that the
authorities and the reading community fully realize the potentialities of a library. The
activities like extension lectures, film shows and other social and adult education activities
must be given due publicity. The efforts put in by the library to get benefits out of the interlibrary co-operation etc. must be brought to the attention of the readers and the authorities.
In short, the annual report must be symbolic in suggesting certain remedies.
16.3. Draft of Annual Report on Library
i) Clientele
a)
b)
Male.
c)
Female
d)
e)
f)
g)
h)
Number of Circulations
i)
j)
80
b)
c)
d)
Professional..
e)
Semi-professional.
f)
Unskilled
b)
c)
d)
e)
f)
v) Miscellaneous
a)
b)
c)
Extra-mural activities..
d)
Inter-Library co-operation
e)
Publications, if any
f)
g)
h)
i)
81
While sending compliance report to audit section for loss books and recovery it is
specifically obtained recommendation by the Library Advisory Committee(LAC) to
weed out/write off/ not returned books under special circumstances like an accident,
demise and deaths of borrower, run-out of the college or town(migration).
b)
Any loss and damages of furniture, equipments, etc., which are found unserviceable
shall be disposed by the recommendation of LAC.
c)
The books unused and damaged library property on evidence and real ground shall be
resolved in Library advisory committee for recommendation of write-off.
d)
The audit report for any loss of books/materials and amount of recovery on a concerned
person shall be reviewed by the LAC for recommendation to drop such Paras of
recovery on proper compliance.
e)
The financial issues are occurring in the library or say the loss of books or property etc.,
damaged or lost without knowledge of the librarian for which the concerned person is
held solely responsible.
f)
Without knowledge of the librarian the books and other materials purchased by superior
or higher authorities and if they are found defective and procedural violation for which
Librarian should not put in the situation for recovery or remarks.
g)
If the requisite and responsible staff are not provided to maintain the library
proportionate to the strength of students/users and library collection, and if the requisite
safety space, cabin and halls etc, are not provided by the administration in such case
the librarian should not be alone responsible. However, in such helpless situations the
missing of books and etc., is but quite natural and the Librarian/LAC should have liberty
to write-off books from library stock with reasonable remarks and possible events of
such losses.
h)
i)
Often the allocation of fund is operated by higher authorities in purchase of items to the
library without the indent/requirements by the Librarian/Library in-charge and he should
not be held responsible for such misuse of fund by violation of purchase norms.
82
It is advisable to note that the library/reading room should be placed separately at the
ground floor of the building especially for the aged and especially abled readers.
It is better to have ramp/lift system incase reading room is located in the upstairs. An
independent professional staff should be placed to take care of the collection, facilities
and services and also to guide the users.
It is better if the reading room is fitted with light music system which is very soothing
in nature which will improve the reading culture.
The library reading room is arranged in such a way that the collection and facilities
are easily accessible to the users.
Own/personal book reading room may also be provided with reading ambience while
library working hours and even after.
The facilities like natural air, lighting, sufficient seating arrangements (particularly
cubicle system) at least in the proportion of 1:10 users basis, provision of digital
library with sufficient computer connectivity, internet with Wi-Fi facilities, OPAC,
EPAC facilities, printing/Photostat facilities, drinking water, toilet facilities etc.,
should be made available.
Provision of air condition facility may further add value to the reading environment.
83
The collections like text books, reference books, new arrivals, newspapers,
periodicals, bounded volumes of journals, e-resources; CDROMs, e-collection,
DVDs, etc shall be maintained separately for the easy access.
The librarian has empowered to utilize Reading Room fund by the approval of
Principal/LAC as per the norms of DCE. i.e., News Paper, Magazines, Journals,
Books, Books Binding, Library stationaries and maintenance etc.
Reading Room Fund may utilize for appoint temporary staff to library by the
approval/recommendation of LAC.
Reading Room Fund may also utilize by the recommendation of LAC for CCTV
installation in library, Library automation, Library Software, Computer Peripherals
for library and etc.
84
In the process of procuring of books for Book Bank care is taken to match the
syllabus of the respective university prescribed revising time to time and accordingly
selection of books are being made by the Library Advisory Committee periodically.
ii.
The other point to be taken into serious consideration is good quality of books;
readers utility, paper, book jacket and good condition on priority.
iii.
The books which are purchase and procure time to time are being entered into the
Master Accession Register of college library and later classify into UGC- Book Bank
Accession Register and SC and ST Book Bank Accession Register. (Accession
number must be unique identifier)
iv.
The SC/ST Book Bank is care of concern SC and ST students exclusively. If they are
found to be excess than the needed books may be circulate to other students by the
direction of the Library Advisory Committee.
v.
If the adequate space is available in the library the UGC- Book Bank and SC/ST Book
Bank can be kept maintain separately as per Book Bank norms.
vi.
SC/ST students can borrow two extra books of their choice from the library through
library borrowers tickets normally issued to all students.
vii.
SC/ST Book Bank books should be issue for SC and ST students till the semester end
up to their requirement.
viii.
Students should be responsible for physical damages and loss of books of Book Bank;
it will be charges as per college library norms.
ix.
Books under UGC grants for Book bank shall be utilized liberally as per UGC norms.
85
86
ii.
A suggestion Box can be kept at suitable place in the library and the suggestions
offered by the students can be taken into consideration for development of the
library.
Library Usage Register (In and Out Register) can be kept at entrance of the library
for students and staffs separately as per NAAC norms.
Use:
A level and extent of the use of college library would be;
Collection of the library
Services provided by the library
Types of curriculum
Method of teaching followed by the faculty
Attitude of the faculty towards the role of library is teaching-learning process.
We may recognize the following levels of college library use;
Text/reference book level use
Co-curricular level use
Independent study level use
Research level use
Feedback:
The feedback is very good criterion for evaluation of library usage.
At the end of every academic year feedback may be taken from the outgoing UG and
PG students randomly using a structured questionnaire.
Feedback can be evaluated and put into discussion in the Library Advisory Committee
and necessary action may be taken for library and information center development on
constructive points.
87
USER SERVICE
2
3
4
5
6
7
8
9
10
11
RESOURCES
12
13
14
15
16
17
18
19
20
21
22
88
Always
Mostly
Some
time
Never
Always
Mostly
Some
time
Never
FACILITIES
23
24
25
26
27
28
29
30
31
32
33
34
35
36
Always
40
Some
time
Never
FINAL COMMENTS
37
38
39
Mostly
89
Library holdings
Year -1
Year - 2
Year - 3
Total
Number Total
Number
Number
Cost
Cost
Year - 4
Total
Number
Cost
Total
Cost
Text books
Reference Books
Journals/Periodicals
e-resources
Any other (specify)
4.2.4 Provide details on the ICT and other tools deployed to provide maximum access
to the library collection?
OPAC
Electronic Resource Management package for e-journals
Federated searching tools to search articles in multiple databases
Library Website
In-house/remote access to e-publications
90
Library automation
Total number of computers for public access
Total numbers of printers for public access
Internet band width/speed 2mbps
10mbps
1gb
Institutional Repository
Content management system for e-learning
Participation in Resource sharing networks/consortia (like Inflibnet)
4.2.5 Provide details on the following items:
Average number of walk-ins
Average number of books issued/returned
Ratio of library books to students enrolled
Average number of books added during last three years
Average number of login to opac (OPAC)
Average number of login to e-resources
Average number of e-resources downloaded/printed
Number of information literacy trainings organized
Details of weeding out of books and other materials
4.2.6 Give details of the specialized services provided by the library
Manuscripts
Reference
Reprography
ILL (Inter Library Loan Service)
Information deployment and notification (Information
Deployment and Notification)
Download
Printing
Reading list/ Bibliography compilation
In-house/remote access to e-resources
User Orientation and awareness
Assistance in searching Databases
INFLIBNET/IUC facilities
91
4.2.7 Enumerate on the support provided by the Library staff to the students and teachers
of the college.
4.2.8 What are the special facilities offered by the library to the visually/physically
challenged persons? Give details.
4.2.9 Does the library get the feedback from its users? If yes, how is it analyzed and used
for improving the library services. (What strategies are deployed by the Library to
collect feedback from users? How is the feedback analyzed and used for further
improvement
of
the
92
library
services?)
3.4cm
ACC
ESSI
ON
NO.
SUBJECT/
DEPARTMENT/
DIVISION
CALL
NO.
4cm
4cm
3cm
TITLE
AUTHOR/
EDITOR
EDITION &
YEAR
PAGES
PUBLISHE
R & PLACE
SOURCE
(SUPPLIER)
BILL NO.
& DATE
PRICE
Indian
11cm
8.6cm
3.3cm
3cm
6.7cm
3.7cm
3.5cm
2.2cm
WITHDRAWAL
NO. & DATE
REMARKS
3.7cm
6cm
Foreign
.8cm
2.2cm
.8cm
Vol. No
Issue No
Date/
Period
Frequency
Page
Nos
ISSN
No.
Price
Received
Date
Receiver
initial
Remarks
3.4cm
ACCESSION
NO.
4cm
SUBJECT/
DIVISION/
4cm
Type of
Material
3cm
ACCOMPANIED
MATERIAL
ACCESSION
NO.
TITLE
4cm
11cm
AUTHOR/
EDITOR
8.6cm
EDITIO
N&
YEAR
Format
3.3cm
93
PUBLISHER
/PRINTER &
PLACE
SOURCE
(SUPPLIER)
6.7cm
3.7cm
BILL NO.
& DATE
PRICE
Indian
3.5cm
2.2cm
.8cm
Foreign
2.2cm
.8cm
WITHDRA
WAL NO. &
DATE
REMARKS
3.7cm
6cm
Course
Semester
Time-in
Time-out
Signature
Subject/
Department
Time-in
Time-out
Signature
B. Faculty
Sl.
No.
Designation
Course/
Semester/Deptt.
No. of
Pages
Charges
(in Rs/-)
Signature
Course/Semester / Purpose of
Deptt.
Internet Surfing
System/
Computer No.
Date
Purpose of Visit
94
Date
Time-in
Time-out
Signature
Type of material
Quantity
(furniture/equipment etc)
Supplier
Price
Receiver
Initial
Remarks
Student
signature
Returned
Date
Remarks
(UGC/SCP/STP etc)
Course
No. of Card
Issued
Borrowers
Card No.
Issue
Date
B. Faculty
Sl. No./
Membership No.
Designation
Deptt./
Subject
No. of Card
Issued
Borrowers
Card No.
Issue
Date
Faculty
signature
Returned
Date
Remarks
Deptt./Course
Designation/
Semester
Amount
in Rs.
Payer
Sign
Receiver
initial
1.
2.
Head
Library & Information Center
Principal
95
22.11. Browne Issue System: Due Date Slip, Book Pocket, Book Card & Borrowers card
A. Due Date Slip (Front page) Size: 12X 18.5cm,
B. Book Pocket
(Size: 7.5X10 cm Thickness: 200GSM)
Accession No.:_________________
Call No.:______________________
96
Photo
Borrower
Sign
Head
Lib & Inf. Center
Borrowers Address:
PIN._________________________________
Phone/Mobile No.:_____________________
(Note: Use along with duel layer folded easy to borrowers card insert able corner laminated
97
: ______________________________
2. Course
3. Date of Admission
Affix your
recent
passport size
photograph
_______
here
7. Email
: ______________________________
______________________________
______________________________
PIN: ___________________________
Phone No: ______________________
: ______________________________
______________________________
______________________________
: ______________________________
8. Category
: SC
6. Present Address
ST
OBC General
I, the undersigned would like to apply for Library Membership as Student. The
information given above is true to the best my knowledge. I hereby undertake the
responsibility to abide by rules of the library notified time to time. In case of late
return/loss or damage of any information resource borrowed by me, I am willing to pay
the required amount.
Date:
Place:
Signature of the Applicant
Membership Accepted
Membership Rejected
Head
Library & Information Center
98
: ______________________________
2. Department/Subject: ______________________________
3. Date of Joining
:______________________________
4.Employers ID Number
:______________________________
Affix your
recent
passport size
photograph
here
Membership Rejected
Head
Library & Information Center
99
Date:..
Name of Faculty: ..
Designation:
Department/Subject: ......
Please procure the following titles which are useful for my teaching and research purpose.
Sl.
No.
Author
Title
Edition/
Year of Pub.
Publisher
& Place
Price
No. of
Copies
Head
Library & Information Center
(Stamp & Signature)
Head
Library & Information Center
(Stamp & Signature)
101
REFERENCE BOOK
DONATED BOOK
E. Stock Stamp
NAME OF THE COLLEGE
PLACE WITH PINCODE
Budget head....
Accession No.:
Starting................. To Ending
Total No. of Volume
Page No.: From.To
Invoice NoDate..
Total Amount in Rs..
(In words)..
It is certified that books/materials are
received in good condition, verified the
bill then entered into the stock register.
Head
Lib & Inf. Centre
Principal
102
103