This section provides a structured and professional rewrite of the NGM College Library Rules, Regulations, and Retention Policy. This content is designed to be a permanent “Terms of Service” page on the library website.

⚖️ Library Rules & Regulations: A Comprehensive Guide

Promoting Equitable Access and Academic Integrity

The NGM College Library is a vital academic resource. To ensure a productive environment and preserve our collection for future generations, all members must adhere to the following guidelines.

I. General Conduct & Usage

  • 🆔 Identification: Your College ID (Smart Card 4K) is mandatory for entry and all transactions. It must be displayed visibly upon request.

  • 🔇 Environment: Strict silence is required. The library is for quiet study, research, and reference. Discussions, eating, sleeping, and loud talking are strictly forbidden.

  • 📵 Mobile Policy: The use of mobile phones inside the library is strictly prohibited.

  • 🎒 Personal Belongings: Bags, briefcases, umbrellas, and lunch boxes must be deposited at the property counter at the entrance. Only small notebooks or loose papers are permitted inside.

  • 🛡️ Material Care: Underlining, highlighting, or marking library materials is prohibited. Members are responsible for any damage caused to college property.

II. Membership & Lending Privileges

We offer tailored borrowing privileges based on the member’s academic role:

Category Book Limit Duration
Teaching Faculty 10 Full Semester
Non-Teaching Staff 4 15 Days
Lab Assistants 2 15 Days
Post Graduate / Research Scholars 4 15 Days
Under Graduate 2 15 Days

⭐ Merit Incentive: High-achieving students may be granted two (2) additional books. HODs must submit recommendations to the library via the Dean’s office.

III. Circulation Policy (Borrowing & Returns)

  • Loan Process: Books are issued only upon presentation of a valid ID card and library tickets.

  • Renewals: You may renew a book up to two (2) times if there are no pending reservations. Renewals must be done physically at the counter or via the [Online Portal].

  • Re-issue: Books are not automatically re-issued; they must be presented at the counter for processing.

  • Recall: The Librarian reserves the right to recall any book at any time if urgently required.

  • Reference Materials: Dictionaries, Encyclopedias, Theses, Dissertations, and Periodicals are for In-Library Reference Only and will not be issued.

IV. Penalties & Loss of Materials

1. Late Fees (Overdue Charges)

To encourage prompt returns, the following fine structure applies to all members:

  • 1 – 15 Days Overdue: ₹1 per day.

  • 16 – 30 Days Overdue: ₹2 per day (Calculated from Day 1).

  • 31+ Days Overdue: ₹5 per day (Calculated from Day 1).

  • Suspension: Membership is cancelled if a book is overdue for more than 14 days.

2. Lost or Damaged Books

If a book is lost or damaged, the member must report it immediately and is liable for:

  • Books purchased within 5 years: Double the original cost.

  • Books purchased over 5 years ago: Triple the original cost.

  • Rare Books: Triple the original cost.

  • Note: Members must also pay any accumulated overdue charges in addition to replacement costs.

V. Digital & Online Services

  • Reservations: Members can reserve checked-out books via the Online Reservation Portal.

  • Hold Period: Reserved books are held at the counter for 2 days. If not collected, they move to the next person on the list.

  • Lost ID Cards: Report lost Smart Cards immediately to block access. Duplicate cards are issued at the Central Library ID Section upon payment of a fee and an undertaking of liability.

VI. Accountability & Clearances

  • No Dues Certificate: * Final Year Students: Must obtain a “No Dues Certificate” to receive course completion and degree documents.

    • Staff: Must clear all dues and return ID cards before leaving the institution.

  • Guest Policy: Non-members may use library resources on-site only with specific permission from the library staff.

VII. Library Retention Policy

Our collection is reviewed regularly by the Library Committee to ensure relevance and quality.

Item Type Retention Period Review Process
Books & CDs Indefinite Damaged items are reviewed by the Committee for replacement or repair.
Periodicals 3 Years Reviewed every three years; outdated volumes are withdrawn upon Committee approval.

🚀 Management Actions

  • [📥 Download Membership Form]

  • [🔍 Access Online Reservation]

  • [💬 Report a Lost Book/Card]

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