Library Policy

POLICY AND PROCEDURE FOR THE PURCHASE OF BOOKS / PERIODICALS / ONLINE RESOURCES AND LIBRARY RULES AND REGULATIONS FOR MEMBERS

SRMIST Central Library has a fairly comprehensive procurement policy to purchase books and for the subscription of print and online resources to make it more efficient and transparent.

1. BOOKS SELECTION AND RECOMMENDATION

    • It has been customary for the faculty and students to participate in book selection in the University Library.
    • The Library will send the circular to all departments every year in April requesting the Heads of departments to forward the list of books required for the next academic year.
    • The recommendations received from the HOD will be approved by the concerned Faculty Head (Dean/Director).

2. BOOK PROCUREMENT POLICY

    • The Library will search the title’s availability to check whether it is already available; if not, the recommended title/book/s will be processed for procurement.
    • The final list will be sent to the vendor/supplier to get the proforma invoice for the readily available books. For the non-available book/s the vendor may procure and supply as per the specified period.
    • On receipt of the proforma invoice, a purchase (Indian edition 3 weeks and International edition 8 weeks) Request (PR) will be raised through ERP mentioning the number of copies, price etc., Which is then submitted for approval to the Purchase Dept. with the necessary documents (copy of the approval of faculty Head).
    • The Purchase Dept. will approve the same for generating Purchase Orders (PO) to vendors for supply.
    • Library may purchase multiple copies (five copies) of only those books, that are found to be in great demand.

3. PROCEDURE FOR STAFF (Asst. Professor, Associate Professor, Professor, HODs and Deans)

    • If a faculty urgently needs a book that is not available in the Library, they may purchase the book from online stores like Amazon.com, Flipkart.com etc., using their own credit/debit cards for a maximum price of Rs.1000/-(Rupees one thousand only).
    • The book and bill’s receipt may be forwarded to the Library for processing along with the reimbursement request letter through the Dept. Head and a proper approval from the concerned Faculty Head (Dean/Director).
    • The faculty may be reimbursed the full amount paid on such transactions based on credit/debit card statement and the bill generated through the online store.
    • The Library processes the same through ERP (PO, GRN) and passes the bill for payment.
    • The invoice/s amount will be reduced from the sanctioned budget of the academic year approved by the authorities.

4. PROCESSING OF BILLS FOR PAYMENT

    • Once the books are received in the Library the Invoice/bills are cross checked with PO (such as price, discount rates, etc.) and the same is then forwarded to the stock entry.
    • Stock entry will be made in the Accession Register, which has all the relevant details of a book such as a Title, Author, Publisher, Vendor, Year of publication etc.,
    • After completing the stock entry process, the invoice/ bills will be sent to Gate Entry and then the Bill/Invoice/s will be passed for payment.
    • The bill/s /Invoice will be sent to the accounts section for the release of payment through the respective Faculty Head along with necessary documents such as GRN, PO, and Faculty Head approval.
    • Every invoice amount will be reduced from the sanctioned budget of the academic year as approved by the authorities and the balance amount. will be mentioned
    • The Account section will release the payment to vendors as per norms.

5. SUBSCRIPTION RENEWAL OF PRINT AND ONLINE JOURNALS

5.1. Addition of new Print Journals;

      • The recommendation received from the Dept. Head for the subscription of new journals, if any, will be approved by the faculty Head (Dean/Director).
      • The Library will collect the proforma invoice and submit the same for the authorities’ approval (Faculty Head, Registrar and Vice-Chancellor).
      • On receipt of the approval, the Library raises the purchase request through ERP for the approval of Purchase Dept. On receipt of the approval, the library will issue PO to vendor/s.
      • The invoice will be submitted to the respective Faculty / Accounts section along with the supporting documents for the release of 100% advance payment.
      • Once the payment is made by DD/online transfer, the supply of journal volume will start, and the same shall be entered in the stock register.
      • Every Invoice amount will be reduced from the sanctioned budget of the academic year as approved by the authorities and the balance amount will be mentioned.

5.2. Addition of new online journals / e-books packages

      • The recommendation will be received from the concerned HOD, and approved by the Faculty Head (Dean/Director).
      • The request will be placed before the library committee for approval, along with yearly subscription value.
      • Once the library committee approves, the Library initiates the subscription in the next academic year of budget for the respective faculties.
      • On approval of the budget, the Library collects the price quote for the current year and places it before the respective faculty’s purchase committee for negotiation.
      • On approval of the purchase committee, the Library gets the approval from the university authorities (HOD, Faculty Head, Registrar and Vice- Chancellor)
      • After the university authorities’ approval, the Library processes the same through ERP to raise the purchase request for the Purchase Dept. approval. On receipt of the approval, the library will issue PO to the vendor.
      • The proforma invoice is submitted to the accounts section of the respective Faculty requesting 100% advance payment with necessary documents such as PO, GRN, approval letter etc.,
      • Every Invoice amount will be reduced from the sanctioned budget of the academic year approved by the authorities and the balance amount will be mentioned.
      • On receipt of the payment, the supplier activates SRMIST’s IPs and VPN with DRM (Digital Right Management) based on the terms and conditions mentioned in the agreement.

5.3. Renewal of existing Print journals

      • The Renewal quotation will be collected from the vendor/society/publishers and will be forward for the authorities’ approval (HOD, Faculty Head, Registrar and Vice-Chancellor).
      • On receipt of the approval, the Library raises the Purchase Request through ERP for Purchase Department’s approval. On receipt of the approval, the library issues the PO to the vendor.
      • The invoice will be submitted to the respective faculty accounts section along with the supporting documents for the release of 100% advance payment.
      • Once payment is made (DD, online transfer), the volumes of the journal will be supplied, and the same shall be entered in the stock register.
      • Every invoice amount will be reduced from the sanctioned budget of the academic year as approved by the authorities along with the balance amount mentioned.

5.4. Renewal of annual subscription online journals /e-books packages

      • The Library collects the renewal quotation and usage report from the publisher and will send it to the respective Heads of the departments for recommendation.
      • On receipt of the recommendation from the respective Heads of the departments, the Library gets approval from the university authorities (HOD, Faculty Head, Registrar and Vice-Chancellor).
      • After the approval of the university authorities, the library processes the same through ERP to raise the Purchase Request for approval of the Purchase Dept. On receipt of the approval, the library issues PO to the vendor.
      • The proforma invoice will be submitted to accounts section of respective faculty requesting 100% advance payment with necessary documents such as PO, GRN, approval letter etc.,
      • Every invoice amount will be reduced from the sanctioned budget of the academic year as approved by the authorities and the balance amount will be also mentioned.
      • On receipt of payment, the supplier activates SRM IST IPs and VPN with DRM (Digital Rights Management) as per the terms and conditions mentioned in the agreement.

5.5. Purchase of Equipment

      • The central library prepares the list of equipment such as furniture, computers etc. and gets it approved by the authorities.
      • Approval letter will be submitted to purchase officer and he will collect the price quote and prepare the comparative statement and follow the procedure for approval and place the order.
      • On receipt of the products, they will transfer the product/s with copy of the invoice to the Central Library. The Central Library makes proper stock entry and acknowledge the same.
      • The invoice amount will be deducted from the budget and a statement will be sent to the respective accounts office.

6. ROLES AND RESPONSIBILITIES OF THE LIBRARY COMMITTEE

The Library Committee shall have a Chairman nominated by the Registrar. The University Librarian will be the Secretary and the convenor of the Committee. The term of Members of the committee will be two years and the respective Faculty Directors will recommend for including new members once the tenure of the existing members is over.

The Council will meet once in a semester (beginning of the odd semester and even semester) to discuss the following:

      1. Presentation of annual library budget.
      2. Any new proposal such as online and print journals, equipments etc., required for the library so as to forward the same for the approval of authorities.
      3. Review the Library policy and procedures.
      4. Recommend the write-off of old/non serviceable books from Library stack.
      5. Any other recommendation to improve the library services.

7. RULES AND REGULATIONS FOR MEMBERSHIPS AND OTHER GUIDELINES

7.1    Membership

Membership is open to all the faculty, staff, research scholars and students of SRM Institute of Science and Technology.

7.2 Working Hours

The working hours are as follows:

Central Library

Monday to Friday       08.00 a.m. to 02.00 a.m. Saturday–Sunday      09.00 a.m. to 10.00 p.m. Summer Holidays      09.00 a.m. to 06.00 p.m. (Except Sunday)

Circulation Counter

Monday to Friday       08.15 a.m. to 10.00 p.m. Saturday & Sunday    10.00 a.m. to 05.00 p.m.

Architecture Library and School of Law Library

Monday to Friday       8.30 a.m. to 4.30 p.m. Saturday & Sunday Holiday

Library Office

Monday to Saturday   9.00 a.m. to 5.00 p.m. Sunday Holiday Lunch Break                  1.15 p.m. to 1.45 p.m.

Holidays

All Holidays declared by the University.

7.3 MEMBERSHIP CATEGORY

Category No. of Books Eligible Duration
Teaching Faculty 8 Full semester
Supporting Staff
Programmers 4 15days
Lab Assistants 2 15days
Student Members
Under Graduate 3 15days
Post Graduate 4 15days
Research Scholars 4 15days

 

Note: Additional two books are issued to those students who secure a CGPA of 8.5 and above. The HOD can recommend the list to the library through the Dean.

      • Members are responsible for all the books borrowed on their
      • All final year student members should get “No Dues Certificate” from the University The Course Completion / Mark Sheet, Degree Certificate will be given only on the production of the No Dues Certificate from the University Library.
      • Similarly, the staff members who intend to leave the Institution should settle all the dues including the ID cards and obtain No Dues Certificate (NOC) from the University Librarian.

7.4 LOSS OF ID CARDS

Loss of ID cards (Smart Card 4K) should be reported immediately to the University Library so as to block the

      • Duplicate ID cards will be issued by the Department of ITKM on payment, for all members on giving an undertaking that they will continue to be held responsible for any loss arising from the inadvertent use or misuse of the lost card.

7.5 LENDING OF BOOKS

      • Books other than reference books will be issued to student members for a period of only 15 days. For teachers, the loan period is one full semester.
      • Reference Books, Encyclopedias, Hand Books, Dictionaries, Periodicals, Student Project Reports, Dissertations, Theses and Back Volumes will not be issued and it is only for reference.
      • Two renewals will be permitted if there are no reservations against these books. For renewal, the books have to be produced at the library counter.
      • The member can also renew the same through online https://emanager.srmist.edu.in/elibrary/Home.jsp using their login.
      • Before leaving the counter the members must check whether the books they intend to borrow are in good condition; any damage /marking etc. should be immediately reported to the Librarian failing which the member to whom the book was issued will be held responsible.
      • Books that are in special demand shall be lent for shorter periods as may be necessary and the books lent may be recalled at any time, if required.
      • Absence will not be accepted as an excuse for the delay in the return / renewal of books.

7.6 OVER DUE CHARGES (Late Fee)

Members are advised to return / renew the books on or before the due date marked on the book, failing which a penalty will be The details of the penalty are as follows:

01-15 days                                     Rs.1/- per day

16-30 Days                                     Rs.2/- per day (from day one)

31 days and above                     Rs.5/- (from day one)

Undue delay in returning the books will result in the cancellation of membership.

7.7 LOSS OF BOOKS

Loss of books, if any, should be reported to the library immediately and it should be replaced with a new copy along with the overdue charges, if any. Twice the cost of the book /s if the book/s if Purchased within 5 years and for books that are purchased 5 years and above, the member can pay three times the cost of the book/s plus overdue charges, if any;

7.8 RESERVATION OF BOOKS

Members can reserve books that have been issued through the library website: https://emanager.srmist.edu.in/elibrary/Home.jsp. The availability status will be informed to the members by email, or they can check the reservation status in the library website. The reserved book/s will be kept at the issue counter for 2 days. If the members fail to collect the book/s within 2 days, the books will be given to the next member in the waiting list.

7.9 LENDING OF LAPTOP

      • A laptop can be borrowed from the library for 14 days.
      • A borrowed laptop should be returned/ renewed on the due date, failing which a penalty of Rs.50/- will be collected as late charge per day.
      • The loan period will be extended and transfer to other member also will not be permitted.
      • System settings set at the time of issue should not be changed.
      • No password protection for booting the system should be set.
      • The working condition of the laptop should be carefully checked at the time of issue. The ITKM can be contacted for additional application software requirement.
      • The concerned member should bear the sole responsibility for any physical damage of the laptop and its accessories.
      • In case of any loss or damage to the laptop, the cost shall be recovered or replaced from the concerned members.

7.10 GENERAL

      • All members should display their identity cards prominently, and it should be produced to the security, if required.
      • Personal books, files and hard bound materials and other articles (except a small note book or loose sheets of papers) are not allowed inside the library. Members have to deposit their personal belongings at the deposit counter near the entrance.
      • Silence should be strictly observed inside the library.
      • Use of mobile phones inside the library is prohibited.
      • The members are accountable for any damage caused by them to the books or other University properties. If so, they will be required to replace the book or other damaged
      • Misbehavior in the library will lead to the cancellation of membership and other serious disciplinary action.
      • Any marking or writing in the books is strictly prohibited. If any damage/marking is found, the concerned member should replace the book.

Irrespective of any of the above, the decision of the University authorities in all matters is final

7.11  RETENTION POLICY

 The library shall place the details such as damaged books, laptops etc., before the library committee for recommendation and weed out the periodicals once in 3 years. The recommendations of the committee will be submitted to the authorities for approval.

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