Indian Institute of Science Education & Research Bhopal

Library Manual

Approved by Board of Governors at its 2014-3/16th meeting held on October 7, 2014

(Agenda item No.16.7)

CONTENTS

Page No

1. Library Advisory Committee

2. Library Budget / Finance

3. Procurement of Learning Resources

3.1 Books
3.2 Journals
3.3 E-resources

4
4
9
12

4. Circulation S e ct i on an d Borrowing Privileges

12

5. Collection Development

15

6. Stack Area Management

15

7. Stock Verification and Procedure to Withdraw Books

16

8. User Services
8.1 Issue/Returns
8.2 Library Timings
8.3 Reference Service
8.4 Information Literacy/Library Orientation
8.5 Inter Library Loan
8.6 Photocopying Services

18
18
18
19
19
19
19

9. ICT Services Division

9.1 INDEST-AICTE Consortium Services
9.2 Document Delivery Services
9.3 Digital Library Facility (Academic Computing Facility)
9.4 Licenses and Fair Use of e-Resources

20
20
20
20
21

10. Physical Ambiences

10.1 Cleanliness
10.2 Electricity and Water and Ventilation
10.3 Floor Plan and Direction/Guideposts

22
22
22
22

11. Performance of Library Team

11.1 Defined Job Responsibilities at all Levels
11.2 Work Plan
11.3 General / Professional Conduct
11.4 User Feedback Surveys
11.5 Quarterly Report About Library Functioning

23
23
23
23
23
23

12. General Rules and Regulations

24

13. Requisition Forms used in Library

Library Membership Form
Book Recommendation Form
Journal Recommendation Form

25
26
27
28

Introduction
Central Library, IISER Bhopal supports the main objective of the institute to become an institution
of its repute in the field of Basic Sciences. It is also committed to support the institutes mission for
seamless integration of teaching and research motivating entry of bright students and faculty into
the institute, imparting high quality science education in a research oriented environment to young
and academically motivated undergraduate and postgraduate students.
Library plays an important role in supporting the academic programmes of the institute. It
identifies, evaluates, procures, processes and then makes these learning resources available to the
faculty and students for their teaching and research.
Library has always been striving hard to meet the expectations of its users however, there has
been a long felt need to bring clarity and uniformity in procedure and practices of the library to
improve its efficiency, utility and services. Institute authority has advised that Library must have
an operational manual where in all the rules, regulations, procedures are clearly spelt out.
Library staff met to discuss thoroughly and prepare a draft of the Library Manual This
preliminary exercise helped library staff in identifying several factors that has to be included
in the draft.
The manual touches upon all important functional modules of the library and delineates a clear
policy as to how the activities of the library, like collection development, provision of
information services, management of other academic support facilities are performed.
Library Manual:
This "Library Manual" is for Library staff so that Library staff may better understand the Library's
mission and their role in its service plan. It is the purpose of the Library to serve the community
with books and other media in a manner that is cordial, efficient, and equitable. It also strives to
provide the academic community with quality library services and programs through its collections
of books and other media delivered by library staff members.
Library manual is a source of information, a constitution which list out all departments, sections
and their functions, procedures and policies within the library. It is a source that library staff
will consult whenever there is any confusion about any function or procedure. Lot of efforts
were put into the preparation of the manual. Hence, this Manual goes through a validation
process before it is finally accepted as a policy document.

1. Library Advisory Committee (LAC)

Since the Library has to cater to the needs of variety of clientele such as faculty, research scholars,
post graduate and under graduate students, institute administrators as well as specialists, and non
teaching institute staff, a wide range of subject fields are to be represented in our book stock with
prime thrust for meeting the needs of Students, Research Scholars and Faculty members. The
function

of the Library

Advisory

Committee

is to support

the functioning of the

library so that it can facilitate the library development plans by advocating the library
development

activities with the management.

The purpose

of the Library

Advisory

Committee is to act as a channel of communication and dialogue between the Library and
its users. The Committees main objective is to aid in the establishment, a bridge between the
Library and the academic fraternity along with the institute management. The Library
Advisory Committee (LAC) is to be appointed by the Director of the Institution.
Besides this, for smooth functioning of the library and safe guarding the interest of all sections of
the library users, formation of policies, rules & regulations and implementing the library policies in
a judicious manner, an infrastructure is needed for the library. To meet all the above objectives the
Central Library is advised by a Library Advisory Committee with the following constitution and
representatives.
Constitution and Functions
(i) The committee shall consist of the following members:

Director / or any professor, nominated by the Director will be the chairperson

One Faculty representative from each Academic Dept/Centre

One student representatives each from UG/PG & Ph.D. to be nominated by Dean of
Students Affairs

Librarian Member

Deputy Librarian Member Secretary (ex-officio) (as appointed by the Director)

Group-A staff members of the Library/other Library Staff members may also be asked to
attend the meeting to provide required input as special invitee.

(ii) In addition to the composition specified in (i) above, the Chairman of the Senate may make an
additional nomination to the Committee from academic/non-academic staff members.
(iii) Tenure: The tenure of the Committee shall be of two years. Director can recommend a
replacement for a member who withdraws from the LAC. However student members shall serve for
one year only.
2

(iv) The Committee shall meet at least four times in an academic year.
(v) The duties and functions of the Committee shall be as under:

To consider policy matters regarding Central Library including the policy for procurement
of books and journals and render advice to the Library for procurements

To supervise the allocation and utilization of funds for different departments for purchase of
books and journals for the Central Library

To maintain liaison between Central Library and the various Academic Departments

To consider and put forward the views of faculty members regarding books/journals
selection etc.

Library shall place before the Director through LAC, usage data for the following:
o

Books (Quarterly basis)

Subscribed e-resources (in case provision available with publisher) (Half yearly
basis)

To consider and put forward the views of students and Research Scholars regarding their
problems and solutions sought thereof

2. Library Budget/Finance
Library budget means the financial allocation to procure documents and provide access to the
information

resources.

The annual library budget of the library has the following

components:

a. Books
b. Journals/periodicals (Renewal and new subscriptions)
c. Online Archival and Bibliographical Series including e-books (Renewal and new resources)
d. General Consumables / non consumables
e. Travelling Allowances (workshop/seminars/conference/training programs/refresher course
etc. for library staff members)
f.

Computer Equipments

g. Furniture and General Equipments

h. Binding and other maintenance expenses
(Budget heads and titles go on changing from time to time)

2.1 Resources with ephemeral value and those whose revised editions are frequently
published:
Annuals Reports, Directories, Year-books, Swamys handbooks, etc., do not carry long lasting
value, therefore weeding out of these documents may be decided by the Librarian and then
put-up before Library Committee and then Director for approval.

2.2 Financial delegated Power/Authority:

Approval of Purchase Indents for Books and Journals:
Value
Up to Rs. 50,000
Above Rs. 50,000

Requisition
From
Faculty/Staff
Member
Faculty/Staff
Member

Forwarding
by
HOD
HOD

Verification &
Recommendation by
Dy. Librarian /
Assistant Librarian
Librarian and
Chairperson, LAC

Approved
by
Librarian
Director

Purchase order shall be placed by Dy. Librarian/Assistant Librarian only after the approval of the
competent authority as mentioned above. A copy of purchase order should be invariably marked to
Finance & Accounts wing for necessary record. A purchase order register also be maintained. The
bills duly supported by approved indents, purchase orders and supporting documents for supply of
books and other learning resources etc. will be verified and processed by the Librarian for
payment by the Finance & Accounts wing.

3. Procurement of Learning Resources

Procurement of learning resources constitutes the primary responsibility of library. It makes
a systematic effort in building up the collection development by identifying, evaluating,
selecting, processing and making it available to the users. Whether its a book, journal or
an online database, any learning resource that gets added goes through a rigorous selection
process.

3.1 Books
Procurement of books, reports etc. is a routine and continuous process throughout the year.

Books and other reading materials are procured mostly on the recommendations of faculty
members and the Librarian

In case of Text Book, one copy for five students (5:1) ratio will be followed subject to change
from time to time

Students/Research Scholars may also recommend the books for procurement provided
their recommendation is endorsed by their Faculty advisor / Head of the Department (HOD)
4

All faculty indents will be dully forwarded by HOD of respective departments

In case of books, since the Indent is already signed by the HODs of respective department, no
separate approval of LAC/Director is required

Purchase Orders will be issued by the Librarian/ In-charge Library

The ordering

can be done by print,

online,

e-mail,

etc., depending upon the

convenience of the library with standard terms and conditions

Empanelment of Vendors:
a) Library may purchase books etc. from the reputed and standard book suppliers
empanelled with library, on prevalent terms and conditions. Empanelment of vendors will
be done by a committee constituted by the Director. The constitution of the committee
will be as follows:

Chairperson, LAC
Librarian
Two Faculty Members
Internal Audit Officer
AR(F&A)/DR/FO
AR(S&P)/DR
Asst. Librarian/Dy. Librarian

Chairperson
Member
Member
Member
Member
Member
Member Secretary

b ) A Panel of Vendors based on their performance like response to the queries, speed of
supply, adherence to the terms and conditions etc.
c) A list of such vendors and the book suppliers should be prepared and if agreed to our
terms and conditions, the

list should be submitted to LAC for consideration and then to

the Director for approval for the period of three years. List of empanelled vendors need to
be uploaded on library website also.
d) The Publishers and their exclusive distributors in India need not to be empanelled and
orders may directly be placed with them on their terms of supply.
e) Updating vendors panel from time to time based on their performance is a continuous
activity.
f) A panel should have at least 6 vendors for books and at least 3 subscription agencies for
journals and rotation of orders among vendors be done.
3.11 Terms and conditions for Vendors:
Central Library IISER Bhopal is strictly adherence with the Terms and conditions as laid down
by GOC (Good Offices Committee), except for the discount part. However, some important
points are as follows:
a) Supply of publications at current catalogue price
5

b) Foreign exchange rates to be charged according to Good Offices Committee Report

Rates (GOC)
c) In case of books, a certain percentage of discount has to be given by
vendor/supplier as mentioned in the terms & conditions accepted by vendors
d) In the case of short/no discount titles ( s u c h a s Central and State Government
publications) or titles procured from abroad against specific orders or Indian 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 (if any) plus (+) 15% handling charges of
the agent. 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.
e) Wherever advance payment is required, the same may be made and a record thereof
should be maintained
f) 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
g) 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)
h) The Purchase Order issued will be valid for only 120 days unless otherwise
mentioned
3.12 Procurement Process:
I. Initiation of Acquisition:

Receiving Recommendations through Indent Form / E-mail

Find out the exact details of the Title/s recommended

Duplicate Checking

Put up for Approval (Librarian/ In-charge Library)

Prepare and Issue Purchase Orders

Maintaining Purchase Order record

II. Accessioning:

Receive Books from Suppliers/Vendors

Cross checking with Purchase Orders

Accessioning: Enter the details of the Book/s and Invoice/s in Accession Register
6

Assign Accession Numbers to Titles in Library Management Software

Make necessary entries in Invoice/Bill and forward Invoice/bill for

further processing

Maintain Bill record/file

III. Invoice Processing:

Making necessary entries in Invoice/Bill Register

Foreign Exchange Rate Verification as per Good Offices Committee Report rates

Price Proof Verification for the Publication and for book on which price is not
mentioned (Photocopy of the Publisher catalogue / Print out from the Publishers
Website / photocopy of the invoice received by the supplier from the distributor)

The invoice raised by the supplier be processed and verified duly enclosing the
relevant documents. The payment advice be forwarded by the Librarian/Library
In-charge to the Finance & Accounts for payment

Technical Processing of the Book:

IV. Classifying:

Classify Books/Thesis/Dissertations as per the Dewey Decimal Classification

(DDC) schedule

Assign Cutter Numbers/Book Marc no.

Write the Class No, Cutter No/Book Marc no. and Collation on the back of title
page

V. Cataloguing:

Bibliographic details of each book is entered into Cataloguing module database

according to AACR2 Standards

Bibliographic Details of each book is entered into Cataloguing Module

database according to AACR2 Standards

Assigning Keywords: Minimum three keywords are assigned to each title

Bibliographic Details of each book is entered into Cataloguing Module

database according to AACR2 Standards

Assigning Keywords: Minimum three keywords are assigned to each title

Data validation: Regular editing of various access points in the database like
Author, Title, Class No, etc.
7

Making Analytical Entries, wherever needed

VI. Processing Books:

Stamping Library Stamp to be put on the back of Title page, on Secret page and
on the Last page
Paste bar Codes on the Front Page and on the Title page and laminate it with cello
tape
Send the completely ready new books to new arrivals display rack
Once display date is over, these books may be sent to Reference Section or Reserve
Shelf, as the case may be
Information about new arrivals may be uploaded on library website as well as user
community may also be informed by email
VII. Institute Material like Dissertation/Thesis/Reports and the Books received
as Gift:

These items to be treated like books for processing, etc.

VIII. Financial Planning/Budgeting:

Utilization Reports may be prepared and submitted to LAC from time
to time for information and record
Initiate utilization of funds in advance so that funds are utilized
before the deadlines set in
Prepare proposals/requests for mobilizing funds for the acquisition
IX. Reports to be generated on demand:

No. of requests received from Faculty members

No. of titles recommended

Status of the recommended titles (Already Library has, Out of Print, Untraced)

No. of titles ordered

No. of titles received (Success rate)

No. of titles received as Gifts/Donations

New Additions Bulletin (Fortnightly/Monthly)

Book received information to recommending faculty (Fortnightly)

X. Vendor Follow Up:

Titles not supplied

Reminders to suppliers fortnightly

After checking the inability of one supplier, redirecting the Order to another
supplier

3.2 Journals
Faculty Members from respective department may recommend the journal titles from their area
of subjects/specialization and submit to the HOD of respective department. HOD may compile
the list of journals recommended by their respective faculty members and a consolidated list may
be submitted to the Librarian/In-charge Library for needful action at his end. A final list of such
journal titles are to be prepared by the Library and shall submit to LAC for review and
consideration and then approval may be obtained from the Director for subscription for the forth
coming year. The payment for the journal subscription is made in advance.
Library subscribes the e-journals for every calendar year starting from January to December.
Before Library goes for subscription for the forth coming year the following points are to be
made clear:
3.21 Availability of funds:

Ensure that adequate recurring/annual funds are available for the Journals
Subscription / renewal etc. as required

3.22 Procedure for preparing a panel of vendors: Library should have a panel of vendors
for different kinds of documents with following criteria:
i.

Registration number obtained under shop act, age of the organization

ii.

Performance: Response to the correspondence, speed of supply, adherence to

the terms and conditions

iii.

Experience by the peers

iv.

PAN/TAN, Sales / VAT tax number

v.

Publishers that a vendor deals with

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 a t least 3 numbers of vendors
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for journal subscription

3.23 Terms and conditions:
i.

Supply of periodicals at current catalogue price

ii.

Proof of BER (Bank Exchange Rates) having prices in foreign currencies as on

the date of invoice for the remittance of journal subscriptions

iii.

There is no discount on the journals

iv.

Certificates on bills: prices have been correctly charged in accordance

with the publishers latest catalogue

v.

Library

should

not

subscribe

journals

against

personal

subscriptions
vi.

Journal subscription and payments: The journal subscription and the payment
could be made either through (a) directly with the publisher

(b) through the

empanelled subscription agent(s) / vendor(s) (c) through publishers exclusive

agents (d) through consortium as the case may be or a combination of all
vii.

Missing issues: In case of print version, 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

viii.

Claims: In case of print version, missing issues/delayed supply of the journal

issues can be claimed from the respective vendor/publisher as and when required

ix.

Trial Access: Sometimes 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

3.24 Ordering journals:

i.

Compile priority list with the approval of LAC and the Director

ii.

Adhere to the Terms and Conditions as laid down b y the Central Library

iii.

Budget estimate based on the costs, currency conversion

iv.

Payment against the invoice/bill/renewal notice etc.

3.25 Receipt and access to the materials: Check-in system:

i.

Ensure that the items received are as per the order/ access is enabled to the
desired resource

ii.

Manual (Kardex) a n d / o r computerized record of receipts of the journal issues

in print format

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iii.

Display of the Current

Issues (hard copy)

of

the

periodicals on regular

intervals
iv.

Linking to the online content wherever applicable

v.

Accompanying materials such as CDs/DVDs etc. need to preserve in ELibrary/Journal Section of the Library or as decided by the Librarian

Certification/notification against advance payments:

i.

The invoices/bills and documentary proofs be duly scrutinized by library

ii.

The invoices/bills duly certified by the Librarian or his/her designated authority

be sent to F&A Section for payment

iii.

A Bill/invoice Register to be maintained to record all the bills/invoices sent

to Account Section for payments

3.26 Gratis and Exchange readi ng m at eri al s :

i.

The documents relevant to the scope of the Institutes study and research areas be
added in the collection

ii.

Gratis may be accepted from the Institutes faculty, scholars, or outside institutes
and organizations, in case the same is not available with us and relevant to the
subjects area. Librarian/In-charge Library has right to accept and/or to reject the
Gratis, depending of circumstances

iii.

Avoid duplication unless essential

iv.

No need to maintain a separate collection/s

v.

There should be a proper record of gratis items and can be acknowledged

appropriately

vi.

Gratis documents not to be accessioned in our regular accessioning register as

Library is not paying for same

3.27 Archiving and Weeding Out

In order to provide better access to the frequently consulted literature, back volumes should be
archived in a less active storage area. Though the library gets access to the back volumes
online from the publishers

websites, etc., the print volumes of these journals also be

considered for archiving in less active storage area. Adequate space should be provided for
archival storage to Library if not available. The following categories of materials can be
considered for weeding out on regular basis:

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i.

Ephemeral

material such as newsletters,

progress

reports, pamphlets, news papers

and other like reading materials

ii. Those materials that lose their value after a certain period of time such as annual reports,
directories, yearbooks, etc. These are weeded out from time to time as decided by the
Librarian
Non-Book Materials
A small collection of Non-Book Materials such as CD-ROMs, Audio-Video Cassettes, etc. wi l l
b e maintained at the Periodicals Section or as decided by the Librarian. These materials will
remain open to all our Library users.

3.3 E-resources
E- journals, E -books, E - databases, (including archival) etc., are the resources available
in electronic form and one can have virtual access to these
There is a need to have a major shift of our print resources to e-resources. This would
resolve other management issues
E-books are becoming a common reality; therefore E-books collection may be developed on
demand to fulfill the requirement of teaching and research

4. Circulation Section and Borrowing Privileges

Circulation Section handles the Front Desk operations of the library and is very important as it is
the prime contact point for the users to the library. Efficient functioning Circulation Desk leaves
a lasting impression on the user and hence it is very important section of the library. Major
Activities of the Section are:
i.

Issue and returns of reading materials (Primarily Books)

ii.

Attending the Users query for effective interpretation of library rules and
regulations

iii.

Registration of new Library Members

iv.

Inter Library Loan Services

v.

Operation of Circulation Module of Library Management Software.

vi.

Maintenance and updatation of all data related to users at Circulation desk

vii.

Sending reminders to users for overdue documents

viii.

Correspondence / No Dues issuing

ix.

Library Orientations/Information Literacy

x.

Assisting the users to access Web-OPAC

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4.1 Issue/Return procedure:

Issue/Return of library materials is a routine operation of the Library.
While Issuing books:

Quickly glance the book for any damage

Scan the barcode to capture the details of issuing books in Circulation module of
LMS
While receiving the books:

Quickly glance the book for any change

Check Due dates for necessary action

Return the book from user Account (Scan the barcode to capture the details of
returned books in Circulation module of LMS)

Send them to stack for shelving

4.2 Loan Criteria/Borrowing entitlements for faculty/Students/Admin:

Clearly define the number of items that and user is eligible to borrow:
Borrowers

No. of Documents entitled

Loan Period

Academic Staff
Non-Academic staff*
Students
Ph.D. Scholars

10
5
5
5

6 months
1 month
15 days
1 month

Visiting faculty
Adjunct faculty

10
10

6 months
6 months

* Among the Non-academic staff, certain class of employees get library facilities at the discretion

of the Librarian.
Borrowing privileges may go on changing on time to time

4.3 Documents that can and cannot be borrowed:

Documents that can be borrowed:

Books from the general shelf can be borrowed

CD ROMS, DVDs and audio video cassettes can be borrowed for a short period only

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Documents that cannot be borrowed:

Journals Bound Volumes, Loose issues of journals and the latest available issue of
the magazines are to be referred within library premises and are not available for
issuing out
Dissertations/Project Works submitted by IISER Bhopal Students are not issuable
Reserve Shelf Books are not issuable
On the special circumstances, these materials can be issued with discretion of the Librarian
4.4 Renewals/Reservations and Over Due charges:

For renewal, a user has to bring books to Circulation Counter. If a borrowed book is
not on demand, then a user (except faculty) may renew the book consecutively two
times only. The Library has the right to recall a book if the same is required by
another user

An over-due charge of Rs. 2 per day shall be charged against each book/document not
returned within the due date (overdue charges may go on changing from time to time)

Maximum over-due charges can be charged equivalent to the cost of the book

4.5 Loss/mutilation/damage t o documents by Students:

Borrowers are responsible for the documents they borrow

Documents lost, torn or damaged (tearing of pages, underlining, making notes,

damaging of binding and the like) shall attract serious action including suspension of
membership and/or replacement of documents concern

The lost/damaged document shall be replaced by the borrower with latest edition (HB
or PB as the case be) else equivalent amount plus an additional charge of 20% of the
price for the documents published abroad and 10% for the documents published in
India. If the damaged document belongs to a set, then the user is responsible for the
entire set. In case, lost/mutilated/damage document is out of print, any amount as fixed
by the Librarian is liable to pay by the borrower

4.6 Outside Visitors:

Students/researchers from outside IISER Bhopal who wants to make use of the
Library facility, are allowed to use the library for consultation only, except for the
online data bases, with the prior permission of Librarian. Visitor need to produce a
letter of introduction from their parent organization with a valid identify cards. A
14

consultation pass shall be issued to the visitor for a short period. The consultation pass
may be used as a user certificate for UGC sponsored candidates. No borrowing facility
shall be allowed to the outside visitors
4.7 Theft/Misuse of Library resources:

The theft or abuse of Library resources like books, journal issues, reports, and
dissertations will be viewed very seriously. If found guilty, the matter will be
reported to LAC/Director for needful action

5. Collection Development
All academic and research libraries have a common objective to provide its users the
information they want.

The effectiveness of this function is directly related to collection

development and organization information services. Collection development being the most
important of these primary functions, a written

acquisition

policy

outlining

the

various

procedures and methods necessary for collection development is prepared.

5.1 Strength and weakness of the existing collection:

In relation to the various academic programmes as offered by the Institute, Library should make
provisions in the budget to strengthen these programmes with best possible learning resources.
Based on the observations, an effort should be done to add books, journals and e-Resources in
the area of the current and new programme from time to time.
5.2 Shift towards e-resources:
Because of the conveniences like multi user access and anywhere, anytime access, there is a
considerable demand for online databases, e- journals and e-books. IISER Bhopal also has
excellent access infrastructure like high internet bandwidth, Wi-fi connectivity in the campus.
These E-resources can also

be accessed out of campus hence, emphasis may be given more

towards e-resources.

6. Stack Area Management

Collection Organization plays a very important role in ensuring the optimum utilization of
the

books,

journals

kept

in the

library.

Presently, the

learning resources are

stacked/displayed in the following categories:

General Stack Area (Spread across the library at different floors

15

for books/bound Volumes)

Reserve

Shelf

Collection (consisting

of multiple copies of text books

in

high

demand, Thesis/Dissertations, IISER Bhopal project Reports)

Reference Section (Consisting of Encyclopedias, Dictionaries, Manuals, etc)

News paper/Magazine Display Area

Journal Display Racks

It is essential that all efforts are carried out by the library for pleasant display and quick
retrieval of books/journals by the users. Library must ensure that:

Proper shelving of books in their respective shelves should be in regular practice

Each unit of Stack to have a designated Library Assistant/Attendant

Shelf Reading must be done regularly to look for misplaced books

Books reported untraced by users be traced in the quickest possible time with
documentation like when the request was received and when it was solved

The stacks should be properly labeled with subject guides and Class
Number Guides

7. Stock Verification and Procedure to withdraw Books

7.1 Stock Verification:
Physical verification of the library stocks has to be carried out to identify the losses, identifying
misplaced documents, identifying documents that need repair, etc. Depending upon the size of
the library following periodicity is fixed:
Size of Library

Periodicity

Up to 20,000 volumes including

journal back volumes
Above 20,000 and up to 50,000
volumes including the journal back
volumes
Above 50,000 volumes including the
journal back volumes

100% physical verification every year

100% physical verification at 3 year intervals

Sample physical verification at intervals of not more

than three years should be done. In case such a
verification reveals unusual or unreasonable
shortages, complete verification shall be done

The sample can be of random generation of numbers. The verification has to be carried out by a
team of members consisting of Librarian, Deputy Librarian, Assistant Librarian,
Member from the F&A, Member from Internal a udit and the library staff will assist the
verification team.
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7.2 Loss of Publications

Some loss of publications is inevitable especially in the context of open access

practice in libraries. The Librarian has a role as information ma nager and not
just a custodian

Loss of 5 volumes per 1000 volumes issued/consulted in a year may be taken as

reasonable

Loss of a book of the value exceeding Rs.1000.00 for e a c h book shall invariably be
investigated and consequential action should be taken. Write off of all such losses will
be approved by the Director

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

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 strengthened

Borrowers are responsible for the documents they borrow. Documents lost, torn or
damaged (tearing of pages, underlining, making notes, damaging of binding and the like)
shall attract serious action including suspension of membership and/or replacement of
documents concern

In case, the book is rare in nature and/or oblige, out of print, the cost of the book shall be
assigned charge triple of cost of the book or any amount as assigned by the Librarian

Occasional loss/damage of issues of periodicals is inevitable during postal transit. If

the payment is made directly to the publisher, then sometimes it is not possible to get
the replacement. In such cases, the non- receipts/damages be considered as loss for writeoff

Librarian may write off the loss of books, volumes, etc. mentioned in the proceeding
paragraph provided the total value of all such books, etc. does not exceed the monetary
limit prescribed the Delegation of Financial Powers Rules, 1978 for Head of a
Department in respect of deficiencies and depreciations in the value of stores included
in the stock and other accounts. In the event of the total value exceeding the monetary
limit specified above, the loss of books shall be written off by the competent authority as
specified in the Delegation of Financial Power Rules, 1978*

There may be no objection to the Librarian disposing of mutilated/ damaged/

obsolete volumes to the best interest of the library.

However, the disposal of such

volumes should be made on the recommendations of a Library Advisory Committee to be

appointed by the competent authority which shall decide

whether

the books

mutilated/damaged/obsolete are not fit for further use*

17

(* 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)
7.3 Procedure for write-off:

List the documents not found during stock verification

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)

Prepare pre-final list of the documents not found and publicize

Compile a final list of documents not found

Compare with the list of earlier stock verification to identify common entries

Compare losses with borrowing/ consulting / photocopying statistics

Put up the list of common entries to the Director along with justification for the losses
(open access, limited staff, inadequate security system, large number of students
visiting library, losses within permissible limits, etc.)

Get approval from the Director

Make necessary entries in the accession register, write-off register, assets register, etc

Remove records from databases /update write-off record

Close file

Improve the system with additional precautionary measures

7.4 Preventive measures:

Some preventive measures are listed below:

The exit/entry to the library be monitored

Adequate vigilance in the stack room(s), provision of adequate lighting, use of electronic
or magnetic gadgets for detection of the theft, closed-circuit television monitoring system
implementation of RFID Application, RFID Smart card to Library users can be adopted

8. User Services
8.1 Issue/Returns: As mentioned in detail in 4.0 Circulation
8.2 Library Timings
The Library is kept open on all the 365 days in a year except for the following holidays:
26th January (Republic Day), Holi ; 15th August (Independence Day); 2nd October (Mahatma
Gandhi Birth Day); Dussehra ; Diwali and Christmas

18

Library Hours
Monday - Saturday
Sundays/Holidays

:
:

9:00 AM 12 midnight
10:00 AM 9:00 PM

Circulation Hours (Issue & Return)

Mon-Fri
Sat/Sun/Holidays

:
:

10:00 AM 5:00 PM
CLOSED

The timings and days of operation shall undergo changes.

8.3 Reference Service
Library houses all important reference sources like Encyclopedias, Dictionaries, handbooks and
Manuals, Statistics, Yearbooks. The collection ranges from general to subject specific sources.
All the reference sources are housed in the Ground floor Reference section. Users can also
contact staff on duty for any assistance. Library also has access to online reference sources
which may be accessed from the library website.

8.4 Information Literacy/Library Orientation

Library will conduct Information Literacy/User Education/Orientation programmes to all in
the beginning of the academic year. Besides this, these awareness programmes should be
conducted when requested by users from time to time.
8.5 Inter Library Loan
Library arranges to borrow documents, that are not available in its collection, on Inter Library Loan
from other academic institutions (as IISERs/IITs/NITs/IISc/IISERs/TIFR etc.) for academic and
research purpose. This is done on an Institution-to-Institution basis. Such materials will have to be
handled with utmost care and returned to the Library well on time. Both DDS and ILL services are
provided for academic and research purpose to the faculty members and research scholars.
Members are requested to send a formal request to the sLibrary with complete bibliographic details
of documents required. To make a request user need to send an email at <library@iiserb.ac.in>.
Hence, all possible efforts must be made to make available the learning resources needed
for the faculty and students.

8.6 Photocopying Services

Library provides photocopy facility to its users on payment basis. This facility is being outsourced.
19

9. ICT Services Division

9.1 INDEST-AICTE Consortium Services
Presently, Central Library, IISER Bhopal is one of the core

members of INDEST-AICTE

Consortium since 2009. MHRD has set up this programme to promote use of electronic
databases and full text access to e-journals by the research and Academic community of
the country. Online databases are accessible via the Library web page, which provide access
to full-text scholarly research articles beyond the physical wall of the library.

IP Based access to all e-Resources

Statistical usage reports of e-resources

In case, any new Consortium emerges, all the terms & conditions for that consortium may be
followed in the library, in case Library becomes its member.
9.2 Document Delivery Services
Library arranges to get photocopies of papers from journals, conference proceedings that are not
held in its collection from other academic institutions (as IISERs/IITs/IISc/NITs/TIFR etc.) for
faculty members/research scholars at IISER Bhopal. To make a request please email at
<library@iiserb.ac.in>

9.3 Digital Library Facility (Academic Computing Facility )

A State-of-art Digital Library provides seamless access to various CD-ROM Databases,
Electronic Theses & Dissertations, In-house Bibliographic and full text Databases, Institutional
Digital Repository etc.
Library, IISER Bhopal is going to set up Digital Library (also known as Academic Computing
Facility) with over 48 Pentium computers working in a networked environment through
high band-width connectivity. All the subscribed e-resources / Online databases can be accessed
to the scholars by using this facility.
Salient features of Digital Library
Electronic library in a networked environment with 48 computers using a dedicated
100 Mbps leased line
Both reading and computing facilities
Access to subscribed full text online journals through INDESTAICTE E-Journals Consortia and other library e-resources.
20

 IP based Web Cameras for surveillance to enhance security of the library

resources
Digital Library-Acceptable Use and Code of Conduct:

Do Not Install any Software without Prior Permission of Library staff

Do Not Download Movies OR Songs

Do Not Remove LAN Cord, Keyboard And Mouse From The Computers

Do Not Save Any Document On The Desktop

Kindly Scan Your Pen Drive, CDs OR DVDs Before Use

Keep Your Mobile On Silent Mode

Eatables are not allowed inside the Library

Take Care Of Your Own Belongings

Library will Not be Responsible For Any Data Loss

Please Inform the Library Staff in Case Of Any Computers Problem

Please Keep the Digital Library Clean

Keep Silence In Digital Library

9.4 Licenses and Fair Use of e-Resources

Various Consortiums subscribes to thousands of electronic journals including full-text electronic
resources and bibliographic databases for its member institutions. All electronic resources
available through the Consortium are governed by license agreements. The terms and conditions
for using these resources are spelled out in license agreements that are signed with
respective publishers by various Consortiums on behalf of its member institutions. In case of
direct payment with publishers, License agreement may be signed between the subscribing
institution and institution and the publisher, if applicable. The licenses for electronic resources
impose two types of restrictions on its usage, namely i) who can use these resources; and ii)
how the resources can be used. The first restriction defines authorized users for e-resources,
which generally includes students, faculty, staff and onsite visitors of a subscribing
institution. The second restriction deals with how these resources can be used. It is the
responsibility of individual users to ensure that e-resources are used for personal, educational and
research purposes only. Most of the agreements entered into by the Consortium
publishers specify items that users are prohibited to do.

21

and

Conditions of Use and Licensing Restrictions for Electronic Resources

The Consortium subscribes to thousands of electronic journals and bibliographic databases
for use by authorized users in member institutions. The terms and conditions for using
these resources are spelled out in electronic resource license agreements

with each

publisher. It is the responsibility of individual users to 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:
Permitted
Viewing, downloading, copying, printing
and saving a copy of search results
Viewing, downloading, copying, printing
and saving individual articles
Using e-resources for scholarly, educational or
scientific research, teaching, private study and
clinical purposes
Sending a copy of an article to another
authorized user (i.e. current faculty, students
or staff)
Posting the URL to the publisher's version of
the article on a class website (publisher links
will allow only authorized users access)

Not Permitted
Use of robots or intelligent agents to do
systematic, bulk or automatic downloading is not
permitted
Systematic downloading or printing of entire
journal issues or volumes, or large portions of
other e-resources is not permitted
Using e-resources for commercial gain is not
permitted (i.e. reselling, redistributing or
republishing licensed content)
Transmitting, disseminating or otherwise making
online content available to unauthorized users
(i.e. sending to mailing lists or electronic bulletin
boards) is not permitted
Posting the publisher's version or PDF of an
article to an open class website is not permitted
(instead, post the URL to the article which will
allow only authorized users access)

10 Physical Ambiences
10.1 Cleanliness:
Library is a central resource department that is the backbone of all academic programmes
of the institute. Students and faculty would be spending their considerable time in library
premises pursuing their research and studies. Hence it is very much essential that library has a
checking system in place to monitor the cleanliness and hygiene of the library premises like
regular sweeping, cleaning and mopping of all floors, and washrooms.
10.2 Electricity and Water and Ventilation
Library will ensure that these essential things are working at all times and users would not be put
to any inconvenience.
22

10.3 Floor Plan and Direction/Guideposts

Library shall have floor plans designed and proper directions/guideposts for people to move
around the library looking for resources/services.

11. Performance of Library Team

Library is managed by a professionally qualified and efficient team. It is advised that by taking the
following measures, the performance of the team can be intensified:
11.1 Defined job responsibilities at all levels
Each member of the library team shall have a clearly defined job description with a clear reporting
structure be developed for having effective span of control within the library.
11.2 Work plan
Each section in the library shall have a Quarterly work plan. Here, the works to be carried in the
next three months (quarter) and the predetermined, agreed points for achievements will be decided.
There will be a review process after the every quarterly for assessment.
11.3 General / Professional conduct
Providing polite and efficient service shall be the motto of the library. Library staff shall exhibit the
highest level of professional conduct in discharging their duties. Staffs are expected to be in their
sections unless otherwise their work takes them away from the desk.
11.4 User feedback surveys
Library shall initiate an annual performance review wherein the various library services will be
evaluated based on the feedback surveys. This feedback and evaluation will help library to improve
the facilities and services being provided to user community.
11.5 Quarterly report about Library functioning
Library shall compile and submit a performance report every quarter. In this, the performance and
productivity of each section of the library shall be reported with descriptions as to what difficulties
were faced and how they were overcame.

23

12. General Rules and Regulations:

All the students/scholars and outsiders entering the Library shall k e e p it their bags and
other belongings at the entrance. Do not leave any valuables at the Check Point. Library
is not responsible for any loss of personal belongings. All files, books and notebooks
must be presented to the security guard at the checkpoint for inspection while leaving
the Library. Library does not permit any exception in the observance of this rule

Identity Card is compulsory for getting access to the library

Books removed from the shelves by users, should be kept on the book trolley or on table
nearest to them after use. Please do not try to shelve them yourself. Please remember that a
book misplaced is a book lost

The newspaper(s) should be folded properly after reading and kept back in the designated
place

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 as per rule. Books Borrowed should be protected from RAIN, DUST, INSECT, etc.

Students are advised not to issue Books to others on their names. Proxy is strictly prohibited
All the books issued to the UG students must be returned once end examination is over
before leaving the station

In case, students stays in the campus during the summer vacation and wants to make use of
the Library, she/he has to get permission from the Librarian on the recommendation of their
respective faculty member

Before registering for new semester, all the dues of the library must be clear including
overdue books else these borrowing facilities shall be withhold

Conversation and discussion disturbs library ambience. Therefore, all are requested to
maintain dignified silence

Spouse and children of the employees residing in the institute campus may be allowed for
library consultation purpose against their valid identification card

Smoking is not permitted in the Library

All users are requested to keep their mobiles switched off or in silent mode in the
Library

Beverages and Eatables are not allowed inside the library

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 to which he/she is attached
24

 No photograph of the Library shall be taken without the prior permission of the Librarian
Library reserves the right to call back any issued book/item at any time

All the rules, terms & conditions as mention in Library Manual go on changing from time to
time with due approval from the Librarian/LAC/ Director

13. Requisition Forms used in Library

Library Membership Form

Book Recommendation Form

Journal Recommendation Form

====== *** =====

25

Indian Institute of Science Education & Research Bhopal

Indore By-pass Road, Bhauri, Bhopal 462066, M.P.
Central Library

Library Membership Form

Roll / P. F. No. :
Name of Member : ..
Recent
Photograph

Department

: ..

Designation

: .

Present Address :
...........

Permanent Address : ..
..
..
Date of Birth :
Mobile No.

Tel. No. :

Email-Id.

Signature of Member
Date :

Signature of Head/Dept. Coordinator

Date :

Office Use Only

Dealing Asstt./LIA

Assistant Librarian

Dy. Librarian

Librarian

Note: Please paste one recent passport size photograph on the place provided. Kindly send
softcopy of your passport size photograph at library email id <library@iiserb.ac.in>
26

Indian Institute of Science Education and Research Bhopal

Central Library

Date: __________
Page: _____

(Book Recommendation Form / Indent)

Text Book (a) / Reference Book (b) / Research Book (c)

PF No: ________ Name of the Indenter: _________________________ Signature: _____________ Signature HOD: ________________
Sl.
No.

Title: Subtitle, Part/Volume

(Series name, no.)

Duplication checked, data entered

& validated by L.I.A.

Author(s) / Editors
/Series editor (give all
names without changing
the position of the
authors. Full surname
first, followed by full first
name and middle name
initials)

Assist. Librarian

Publisher
& place of
publication

Copyright year
(reprinted year)
/ edition

ISBN

Dy. Librarian

No. of
Copies

Cost of
book
(approx)
(for office
use only)

Librarian

Category
(a, b, c)

Dept.: _________________

Course No. &

No. of
Students in
case of (a)

Remark

Approved

Director
27

Indian Institute of Science Education & Research Bhopal

Central Library

(Journal Recommendation Form/Indent)

(Subscription Year )
(This exercise is done only once in a year generally during the month of Sept-Oct each year)
Dept.: ___________________
Priority
No.

Title

Publisher

Name and Signature of the HOD: __________________________

Submitted to the Librarian on : ___________________________

28

ISSN

Journal recommended
by (name of the faculty
member)

Price (approx) to be
filled by library staff