SRKPGC Library

Circulation Policy:

Every library user of students, faculty members, staff, and any other user shall visit the KRC to borrow the library reading materials. Users shall not be allowed to borrow reading materials on behalf of other library members. The various categories of members and their privileges are as follows:

# on the recommendation of respective department

• Manuscripts, Reference books, rare books, project reports, theses, dissertations, journals (loose issues and bound volumes), magazines (only two months old will be issue), newspapers and non-print materials shall not be issued. However, the Librarian may consider issuing of selected titles to Faculty members.
• Books in demand may not be renewed.
• For issue of books/other reading materials, the borrowers should present the same along with their Identity card, (in case of students – proper college uniform) at the circulation counter.
• Borrower is fully responsible for the books/any other reading material borrowed in her account.
• A document may be recalled before the due date if required urgently in the KRC.
• Borrowers must satisfy about the physical condition of the books before borrowing otherwise, they will be held responsible for any damage later or at the time of return.
• Before leaving the circulation counter, the borrower shall satisfy herself as to whether the books lent is in good condition and if not shall immediately bring the matter to the notice of the Circulation-In-Charge of library and get a signature at the mutilated place(s), otherwise the borrower is liable to be held responsible and shall replace the book(s) by a latest edition. If one of the volumes of a multivolume book is mutilated or lost the borrower is liable to replace the complete set, if the mutilated volume is not available separately.
• If a book is lost by the borrower or the borrower fails to return the issued book(s), she shall be asked to replace it from the open market. If a books is not available in the open market then the cost of book plus a fine of Rs 500/- (Rs. Five hundred only) per book shall be charged from the borrower.
• If a book is not returned to the library by any borrower on/before due date, an overdue charge of Rs. 01/- (Rs One) per day per volume shall be levied and no further book(s) shall be issued until the overdue charges pay with book.
• Faculty members proceeding on long leave or leaving the station for any other purpose exceeding one month (THIRTEE DAYS) should return the documents that are borrowed by him/her before leaving the Institute.
• Instructions of the library staff must be followed strictly. Misconduct with the library staff/misuse of facilities will lead to restriction/suspension of library membership.
• The security at the library gate reserves the rights to check all personal belongings including the library material.

Books Returning Rules:

When Books are issued, students should check the pages of the issued books and if pages are found missing, they should report the same to the Librarian before leaving the counter. On returning the books, if pages are found missing, then the last borrower of the book shall be held accountable for the missing pages and shall accordingly be fined as per library policy. In case a Reader loses a book he/she should replace the book. In case the book cannot be replaced; Current price of the book, fine Five Hindered Rupees 500.00 (FIVE HUNDRED RUPEES ONLY) paid by the borrower. In case of a foreign publication the present conversion rates of USD, GBP or Euro to Rupees will be applied Decision of Librarian should be final.

Open Access and Arrangement of Reading Materials

• The members have the privilege of direct access to the shelves in the stack halls and the freedom to browse among the books during specified hours.
• While books can be freely taken out of the shelves, on no account should they be reserved by the members because of the misplacement.
• The classified arrangement of Reading materials according to the 23rd edition of Dewey Decimal Classification scheme with classification numbers, is maintained on the shelves for the convenience of the members themselves.

Collection Development Policy:

The collection development policy is developed keeping in mind the vision, mission, and objectives of the Jigysa Knowledge and Resource Centre [KRC]. It provides a framework for the development and maintenance of knowledge and resource centre collections as per the priorities of users. This policy establishes a selection criterion that covers different subjects and media in a balanced manner and creates a consistent and coherent basis for the future development of our collection. The policy provides guidelines to the KRC committee and Librarian for the procurement of reading material. It is not exhaustive in its provisions, and not every item considered for acquisition is unambiguously included or excluded by the policy. It is subjected to revision from time to time as per circumstances and requirements.

Selection Procedure:

• A Knowledge and Resource Centre committee is formed, comprising concerned faculty members for a subject and Librarian. The librarian will be the de facto secretary and convener of the committee. The committee will suggest, select, and recommend books from varied sources, including those that come on approval, through catalogues, online, or other information sources best known to committee members.
• Knowledge and Resource Centre shall invite and receive any voluntary recommendations from faculty, visiting faculty, experts from industry, different departments, students, alumni, and research scholars for recommending any form of reading material for the KRC. These recommendations can be sent by mail, recorded in the requisition register kept in the library and will be placed before the Knowledge and Resource Centre [KRC] committee, which will go through them and finalise the procured decision based upon the availability of funds and the suitability of the recommendations with the institute’s vision, mission, and goals.
• After knowledge and resource centre committee approval, purchase orders need to be authorised and signed by the Principal/ Director and Secretary of the institute.
• Prior financial approval from the Principal will be needed before finalising any online or offline reading materials, E-resources or databases. However, the Knowledge and Resource Centre committee or librarian is free to recommend the same to competent authorities.
• Faculty can purchase a book directly from the market/online Prior financial approval from the Principal at a proper discount if they find it really relevant and useful for subjects taught at the institute. The librarian will arrange to reimburse the money after taking custody of the book and entering it in the Knowledge and Resources Centre Accession Register.

Procurement Procedure

✔ Material requisitions can be made through e-mail or entered into the Library Accession Register kept in the library.
✔ After ensuring that the required material is not already available in the Knowledge and Resources Centre, such recommendations will be discussed in a Knowledge and Resources Centre committee meeting called from time to time, depending on the requirements.
✔ Recommendations from the committee will be sent to authorities for approval.
✔ The librarian will process the bill for payment after ensuring the safe receipt of books in good condition from the vendor and after entering the same into the Knowledge and Resources Centre accession register. The Accounts Section will make the payments based on the attachment of approval papers and bills. The account section or auditor can counter-check with the Knowledge and Resources Centre if any discrepancy is observed in the bill.

Cyber Space Rules:

Do not use the computers to do the following:

• Playing Games and access to worthless web sites is prohibited. Do not hack any password or website. It’s a punishable offence under section 161-4 IT act. Govt. of India.
• Do not install or uninstall any program or service in any computer. This is only a preserve of the Librarian/Administrator.
• If any device of the computer is not working, do not try to fix it. Kindly report to the Librarian.
• You are allowed to use the computer for a time allocated by the librarian. If need be, you can be asked to give others opportunity to use the computers.
• Do not send jobs for printing, it is not allowed within the cyber. If necessary, contact the library staff.

Note: Violation of these Rules will call for punitive action against the erring student.

Physical Verification:

As Per General Financial Rules 2017: Rule 215 Physical verification of Library books. Page No. 58.
(i) Complete physical verification of books should be done every year in case of libraries having not more than twenty thousand volumes. For libraries having more than twenty thousand volumes and up to fifty thousand volumes, such verification should be done at least once in three years. Sample physical verification at intervals of not more than three years should be done in case of libraries having more than fifty thousand volumes. In case such verification reveals unusual or unreasonable shortages, complete verification shall be done.
(ii) 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. However, loss of a book of a value exceeding Rs. 1,000/- (Rupees One thousand only) and rare books irrespective of value shall invariably be investigated and appropriate action taken.

Link for downloading GFR 2017 is as below:
http://doe.gov.in/order-circular/GENERAL%20FINANCIAL%20RULES

Physical Verification

✔ The collection comprises of books, e–books, Journals/periodicals, project reports, annual reports, contemporary reports, bound volumes, survey reports, CD/DVD collection, Audio Visual collection, online Journal Database etc. With a total collection of 29,000+, the library is serving the teaching, learning and research activity of faculty, student, researchers and staff members.
✔ This automated library using IFW ERP Software, also includes barcode labelling for the entire physical collection. This automation has greatly reduced the duplication of work in administration and further it is more cost effective in terms of man power, time and level of accuracy. The library has been doing its house-keeping activities like the acquisitions, circulation and cataloguing through IFW ERP Software.

Skills and Knowledge For Library Staff:

The successful staff member at JIGYASA, Library shall possess the following attributes:
✔ Knowledge of and commitment to excellent customer service.
✔ Ability to work effectively despite frequent interruptions.
✔ Ability to maintain composure while handling customer complaints.
✔ Good interpersonal and communication skills, in person, by phone, and on-line.
✔ Skilled at working cooperatively and collaboratively with customers and staff to achieve results.
✔ Knowledge of the library’s services and materials, including the Dewey Decimal.
✔ Ability to learn, implements, and communicate library policies and procedures.
✔ Ability to understand and follow oral and written instructions.
✔ Ability to master the library’s online catalogue and automated circulation system.
✔ Ability to see read and understand catalogue records and to apply the information they contain.
✔ Ability to use the computer to carry out daily responsibilities.
✔ Ability to operate and perform routine maintenance on equipment including the telephone, Barcode machine, copier printer, scanner and other equipment.
✔ Able to accurately make change and receipt income.
✔ Flexible, adaptable, and able to flourish in a changing environment.
✔ Dependable, motivated self-starter able to work a flexible schedule, including evenings and weekends.

Use and Fair Policy:

For the SRKPGC Community, the Library subscribed to various electronic periodicals, including full text electronic resources and bibliographic databases. Licences agreements regulate all electronic resources made available through the Library and the N- LIST National Library and Information Services Infrastructure for Scholarly Content. The terms and condition for utilizing these resources are laid out in the license agreements.

Electronic resource licences put two sorts of limits on their use:
i) Who can use these resources; and
ii) How the resources can be utilised.
The first restriction defines authorized users for e-resources, which generally includes students, faculty, staff and onsite visitors of the University. The second restriction deals with how these resources can be used. Individual users are responsible for ensuring that e-resources are used for personal, educational and research purposes only.
Individual users must ensure that the use of electronic resources does not breach the terms and conditions specified in the license agreements. Licenses vary from publisher to publisher; however, the general principles are as follows:

Weeding Out Policy:

Weeding out outdated collections is very necessary to keep the library up-to-date, save space, and create space for the latest collection in the library. Jigysa Knowledge and Resource Centre, library, will follow the following guidelines to weed out or write off the surplus, damaged, or unwanted documents. Weeding-out collection under this policy is different from writing off the books with due permission by the principal/ Director and secretary.
✔ Principal/Director and secretary of the institute will form a committee consisting of a faculty member from each specialisation area, members of the library committee, and the Librarian.
✔ Library staff will assist the committee and the librarian in preparing a list of outdated books no longer in circulation or books with two editions that are more recent and already in the library.
✔ For core textbooks and book bank books, whenever any new edition is procured for all students or if a course is discontinued, after a five-year time periods, all such books will be included in the weed-out list by the library staff.
✔ For subjects where new policies or rules change every year, e.g., income tax, GST, accounting, business law, company laws, and taxation, old editions for more than two years will also be included in the list.
✔ For areas like computers and information technology, all books related to obsolete technologies, software, and hardware will also be included in the weed-out list after a gap of three years.
✔ Books that were torn off, whose pages were teared off, or which were mutilated will also be included in the weed-out list by the library staff.
✔ A compiled list by the library staff with details of the books, cost, copies available in the library, year of purchase, accession number, and reasons for inclusion in the weed-out list.
✔ The weed-out committee will deliberate upon the list and check if there are chances of such books being used again in the future or if any of these books may be used in other programmes of the institute, if any. The committee will also look into the aspect that no book termed classic or needed for research purposes for posterity is included in the list.
✔ The committee will also verify the physical availability of such books to avoid including books stolen from the library in this list. Faculty members of each specialisation area deputed to the committee will endorse weeding out books related to their area of specialisation.
✔ Once the committee is satisfied, committee members will recommend weeding out the collection from the library to the Principal, Director and Secretary. The Director and Secretary has full discretion to accept or reject, fully or partially, committee recommendations, keeping the institute’s interests in mind. Once the Director and Secretary approves the committee recommendations in writing, the library will initiate the process of weeding out that collection from the library and update entries in the Accession Register and in library automation software, mentioning the reasons and date of weeding out any book.
✔ Printed magazines and journals, which serve only immediate requirements, may also be included for weeding out to create space for future issues on the periodicals shelves. The library needs to maintain all magazine for one years and journal issues for a minimum period of one year before including any magazine or journal for weeding-out consideration.
✔ The weeded-out collection may either be donated to some other needy library or may be disposed of as per the standard policy of the institute will be put through the weed-out committee members before the Principal.

Safety Guidelines:

Preface:

✔ Security and Safety policies and procedures should be evolved to make the Knowledge and Resource Centre [KRC] safer and to identify/implement a course of action against undesirable outcomes of any unsafe occurrences. KRC staff members should be made aware of the safety and security measures to be strictly adhered to in our Institute. The visiting stakeholders should feel comfortable and safe inside the KRC. They should use KRC more efficiently without any potential risk of danger to themselves or others. A Standard/Safe Operating Procedure (SOP) would educate all our stakeholders to infer and practice the safety rules and regulations within our Knowledge and Resource Centre [KRC].
✔ These guidelines are prepared to ensure a safe and secure learning place for all our users, who would understand policies and procedures meant to ensure the KRC’s safety and security.

Objectives:

The objectives of the Safety and Security guidelines are:
✔ Monitor the Knowledge and Resource Centre [KRC] to identify suspicious activities and provide a safe and secure environment;
✔ Responding to emergencies;
✔ Preventing unauthorized access to the KRC
✔ Practices:

CCTV Surveillance:
The entire KRC premises is under CCTV surveillance. Thirty-six cameras are installed for surveillance purposes. The CCTV surveillance system tracks the entry and ensures safety and security for all the stakeholders (faculty members, staff members, students, parents of the students, visitors, etc.). Suspicious movement of any person (trespassers) is monitored through CCTV cameras and reported immediately. The KRC keeps a backup of the content captured through CCTV cameras as per the storage capacity.

Entry & Exit
✔ Timing of students’ entry and exit has been strictly and thoroughly tracked by smart cards, visitors are allowed to enter the KRC after making an entry in the visitors’ register. Attendants deputed at the entry gate maintain separate registers for inward and outwards of any items/equipment etc., of the KRC.

Fire Extinguishers
Fire extinguishers are installed at KRC to prevent fire mishaps in the KRC Regular maintenance and filling of extinguishers are done periodically under the supervision of professionals.

Emergency Exit
✔ The KRC has two emergency exit doors (one on the ground floor and the second on the first floor).

Elevator Facility
✔ The KRC is equipped with an elevator for its users’ safety, particularly for its physically challenged users. The Estate Department of the Institute does proper and timely maintenance of the Elevator. The emergency telephone with requisite instructions is also installed in the elevator.

Emergency Numbers
✔ The KRC has displayed emergency contact numbers on the notice board. A user in an emergency can use these numbers to reach out to the concerned person.

Safety Hazards.
✔ If any safety-related matter is detected, KRC informs extension number 617 to resolve the issue immediately. If it exceeds the limitation of the person responding at 617, KRC immediately asks the Estate Department to fix it and mention it in the monthly safety hazard observation report.

Reprographic Facility:

Rules for Availing Photostat service from the Library
- Photostat copies up to the maximum extent of 05 pages (FIVE) from a book, 5 pages (FIVE) Journal and Magazine available in the Library, will provided per day. - Photostat copying of a full chapter, lesson of a book or a journal is not allowed. - Photostat copying of book/journal brought from the outside or personal document not related to admission process is not allowed. - Requisition form for obtaining photo copy is available in the Library counter. Completed requisition form along with book/journal and requisite payment in advance, should be given only to the library staff at Library counter.

Time Schedule as per given below (it will change as per requirement)

- Nobody should enter Photostat copying area except Library Staff.
- Staff members allow only 05 pages (FIVE) Photostat copy per day for official work, if they want more than 05 pages Photostat copy and can obtain separate requisition form and get written permission from Librarian/Principal.
- The library normally undertakes to reproduce material required for research and study only.
- Documents copied by the library are not to be put to any commercial use.
- The library shall normally reproduce only such material as is available in its collections which in the opinion of the Librarian is properly available for duplication;
- If a substantial portion of any copyright material is required, prior permission of the copyright owner must be produced by the person concerned;
- Photocopies of the unpublished Dissertations/Theses shall not be provided
- Only one article from one issue of a periodical/magazine publication can be supplied to one person at a time. This restriction is warranted in view of the copyright obligations.
- The decision of the Librarian to accept or reject a request for photocopying of any material.

Book Bank Scheme:

If you are interested to get books from the College Library under the Book Bank Scheme you are required to fill theApplication Form (available from Library). The books will be issued only once a year beginning of Academic Session.

Rules of Book Bank

Eligibility Rules:
• Any regular students can avail this facility on personal request.

Documents Required:
• Those student, who want avail book bank scheme, kindly fill the Book Bank Application from and submit to Library.

Applicable Book Bank Charges:
• Security deposit will be taken by Library, while lending the books/availing this facility (class wise details given as below):

Details for First Year (2022-2023)

• 20 % will be deducted from the Security deposit. Remaining amount will be returned to students, after getting no dues from the library at the end of academic session.
• The book must be returned on or before last day of her theory examination of each semester/Year. Delay in such case will be fined Rs. 05/- per book per day.

General Rules and Regulations:

• It is not mandatory for students to avail this facility.
• It is demand driven policy.The books from bank book will be issued within two week demand of the students.
• One book per subject will be issued.
• This is a Semester/Yearly based scheme.
• The books available under this scheme are displayed in the Book Bank Section.
• Only theory books will be provided and practical books. Compulsory papers are not included in the list.
• The students are expected to use the books with utmost care and return them in same condition.
• The books are issued for the use only for current academic year/semester.
• If any student loses/damages/disfigure the books, she should replace the new book long with a fine (Decided by the Librarian).
• Students who have procured books from outside and are willing to donate the books for Book Bank Scheme can contact the library.
• The receipt of the deposit paid will have to be preserve safely till the return of all the books and till the end of academic year.
• The receipt will have to be produced in the Library while returning the books at the end of the academic year.
• The deposit will not be refunded, if the Book Bank refundable deposit receipt is lost or not available at the end of academic year while returning the books.
• The decision of the Library Administration will be final and abiding in all the matters related to the Book Bank Scheme.
• For more information contact library.rkgc@rkgirlscollege.edu.in