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Standard Operating Procedure of Library Modified With New Flowcharts

The document outlines the standard operating procedures for library activities including: 1) Purchasing books through a multi-step approval and ordering process. 2) Technical processing of new materials like cataloging, classification, and labeling. 3) Subscription of online databases and periodicals by getting quotes and approval. 4) Services provided including circulation, information retrieval, and a list of dos and don'ts for library users.

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LIBRARIAN RMP
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195 views6 pages

Standard Operating Procedure of Library Modified With New Flowcharts

The document outlines the standard operating procedures for library activities including: 1) Purchasing books through a multi-step approval and ordering process. 2) Technical processing of new materials like cataloging, classification, and labeling. 3) Subscription of online databases and periodicals by getting quotes and approval. 4) Services provided including circulation, information retrieval, and a list of dos and don'ts for library users.

Uploaded by

LIBRARIAN RMP
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as DOCX, PDF, TXT or read online on Scribd
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Standard Operating Procedure of library

There is a well structured standard procedure of library activities in the campus. The
below given instructions are aimed to streamline the procedure and the guidelines for
the library activities such as purchase of books, periodicals, online databases, services,
etc…

Purchase of Library Materials

STEP 1: Approval for the Purchase of Books


1. Recommended list of books by faculty and students will be submitted to the
Librarian for doing the needful.

2. Submitted list of books will be cross-verified by the library staff to avoid double
entry.

3. Final list of the books to be purchased will be submitted to the Dean (E&T) for an
approval note.
4. Final sanction of purchase will be given by the Dean (E&T).

STEP 2: Order Placement and Physical Verification of Purchased Books


1. Purchase order will be confirmed only after satisfying the terms and condition of the
library procedures.

2. Delivery of ordered books will be taken only after verifying the purchase order.

3. Supplied books will be verified against the order.

STEP 3: Bill Processing

1. Once all verification is over, the purchased books will be entered in Accession
Register and each book will be given a unique accession number.

2. Finally, the bills will be processed and submitted to the accounts department
for the release of payment.
STEP 4: Technical Processing

Technical process is the most important activity in library which is enabling the
documents in a usable format in library. The following are the important steps involves
in it.

1. Accession numbers will be entered against each book.


2. All library books will be stamped with library seal.
3. Classification of books will be done according to Dewey Decimal Classification (DDC)
4. Data entry will be done in an automation software namely Koha.
5. Spine labels and barcode labels will be created against each book and pasted them in
a proper manner.
6. Processed books will be arranged in shelves according to the given classification
numbers at racks with the assistance of library staff.

STEP 5: Procurement of Online Data Bases

Procurement of online databases is also an important process in library. The following


are the process involved in it.

1. Getting quotations from different vendors


2. Based on the comparative statements, the best priced one will be selected for
subscription.
3. Payment for subscription will be done only after the approval process is over by
concerned authorities.
4. Access will be provided either by username password basis or through IP based and
the access will be linked in our library website for easy usage for our members.

STEP 6: Procurement of Periodicals

Procurement of periodicals and news papers involve the following processes.

1. A collection of periodicals will be nominated by the library advisory council.


2. Publisher of each periodical will be contacted by the librarian for subscription
process.
3. Subscription quotes will be collected and processed for approval.
4. Once approval is over, subscription will be done by making the payment from the
accounts department.
5. Technical process of received periodicals will be done at technical section that
involves, accession, indexing, abstracting, and etc…
6. After the completion of technical process, they will be classified and displayed in the
periodicals display racks accordingly.

Stock Verification
STEP 1: Noting the Accession Number
1. A printout of all accession numbers will be taken.
2. A cross verification will be done against of each and every book including issued,
weeded out, damaged, and etc…by checking the accession numbers.
3. Unverified numbers of books will be considered as missed books.

STEP2: Re-verification of the missing books


1. List of missed books will be again checked with collection for confirmation.
2. The final list of missed books will be reported to the Principal for keeping them as
record.

Services in Library
1. Circulation Services:
Circulation of library materials will be done according to the following table:

Retention Renewa
No. of Number of
User Category Period l
Books Renewals
(in days) (in days)
Students 4 15 15 2
Faculty & Research
6 30 30 2
Scholars

Placement of books in shelves for those books which are in circulation:


1. Books are returned at the circulation counter.
2. From there, the books are placed in shelves according to the classification number by
library staff.

Flowchart for the Issue Policy of Library Books

Flowchart for the Return Policy of Library Books


1. Information Retrieval
OPAC (Online Public Access Catalogue) facility is provided for users for searching library
documents. It is accessible all over the campus through Internet. Users are privileged to
access by using the link http://10.10.20.240:9005/
2. Online Renewal:
Online renewal of documents also available through the link http://10.10.20.240:9005/cgi-
bin/koha/opac-user.pl
3. CCTV
The whole library is under surveillance of CCTV Cameras.

Dos and Don’ts in Library

1. Do respect the library staff and obey their instructions.


2. Don’t be noisy. Library is a noise-free zone
3. Do use silent mode on your devices – vibration on wooden desks is much louder than
you would expect.
4. Don’t shift or move any of the furniture available in library
5. Do follow decent dress code when you enter the library – sleeveless, shorts, etc… are
not allowed
6. Don’t bring edibles inside the library
7. Do keep your personal belongings at the property counter available in the entrance of
the library.
8. Don’t damage library materials - marking, highlighting, ripping, book marking, etc… are
library crimes.
9. Do limit the books you refer at a time.
10. Don’t reshelf a book after reference.
11. Do register your every entry and exit in the register / bio-metric machine available in the
entrance of the library.
12. Don’t use sandals / shoes inside the library.
13. You are eligible to borrow five books at a time for a period of 15 days
14. Do limit the books a person borrows at a time
15. Don’t ignore library deadlines / due dates. Materials borrowed should be returned or
renewed on or before the due date stamped. Or else, an overdue fine Rs. 1/ day will be
charged for the delayed period
16. Borrowed books can be renewed for another two turns – online renewal is also available
17. Reference books, Periodicals, Project Reports are meant only for internal reference and
will not be issued.
18. Until or unless for the returning / renewing purpose, issued books will not be allowed
inside the library.
19. Loss of books must be reported immediately to the librarian.
20. Each student shall obtain No Dues Certificate from the library after returning all books
issued, and clearing all the overdue charges if any.

LIBRARY WORKING HOURS

On all working days - 08.00 AM to 06.00 PM

Library will not be functioning on all public holidays announced by the University

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