Library Rules and Regulations: A Comprehensive Guide for NGM College Members

The NGM College Library serves as a vital resource for the academic community, supporting both teaching and learning activities. To ensure the effective and equitable use of these resources, all members are expected to adhere to the following rules and regulations. These guidelines aim to maintain a conducive environment for study and research while preserving the library’s collection for future generations.

I. General Usage and Borrowing Guidelines

  1. Eligibility: Every enrolled student of NGM College is granted the privilege of borrowing library materials and is entitled to two library tickets for this purpose. These tickets, alongside the student’s individual identity card, are essential for all library transactions. Books will only be issued upon presentation of both.
  2. Standard Loan Period: Books, excluding reference materials, can be borrowed by students for a period of seven (7) days. Faculty and staff loan periods are detailed in the membership category table below.
  3. Overdue Penalties: A structured penalty system is in place to encourage the timely return of library resources.
    • Initial Overdue: A fine of Rs. 2/- per day (inclusive of weekends and holidays) will be levied for the first seven days a book is overdue.
    • Extended Overdue: If a book is not returned within the initial 7 day period, a further fine of Rs. 10/- per day will be charged for the next 7 days.
    • Membership Suspension & Replacement Costs: If the book is not returned after the two-week overdue period (14 days), the library membership of the user will be cancelled. The member will be responsible for paying double the cost of the book to cover replacement charges.
  4. Reservation of Resources: Students may reserve books that are currently borrowed by other patrons. To do so, they are to fill out the designated reservation slip, available within the library. Reserved books will be kept on hold, and the patron will be notified for collection.
  5. Handling of Damaged or Lost Materials: Members must handle library materials with utmost care.
    • Damage: Any damage to a book or other library material will necessitate payment of double its original cost.
    • Loss: In the event of a book being lost, the member will be responsible for paying double the original cost. For rare books, the member will be responsible for paying three times the original cost.
  6. Prohibited Actions:
    • Underlining, highlighting, or any other form of marking within library materials is strictly prohibited.
    • The library is intended for quiet study, research, and reference use only.
    • Strict silence must be maintained throughout the library, and any personal discussions are forbidden.
  7. Misconduct: Any disfiguring of books, tearing of pages, or being in possession of torn pages will result in cancellation of the member’s library privileges. A fine to cover double the cost of the book will also be levied.
  8. Borrower Accountability: Each borrower is wholly responsible for the safe keeping and timely return of books issued to them.
  9. Regulation of High-Demand Materials: The Library In-charge reserves the right to regulate the use of high-demand books as they deem appropriate to ensure wider access.
  10. Book Re-issue: Books are not automatically re-issued. Users need to return the book and re-borrow it at the counter if they wish to continue to have it.
  11. Book Recall: In cases of emergency or if a book is urgently required by the library, it can be recalled by the Librarian at any time. Members must comply with this request.
  12. Personal Belongings: Bags, briefcases, umbrellas, lunch boxes and other personal items must be deposited at the designated storage area at the library entrance.
  13. Guest Use: Non-members of the college will be permitted to use library materials within the premises with specific permission from library staff.
  14. Prohibited Activities: Eating, sleeping, and talking loudly are strictly prohibited within the library.
  15. Removal of Materials: Taking any library material out of the facility without proper authorization from the librarian is strictly prohibited.
  16. Consequences of Violation: Any violation of these library rules and regulations can result in suspension or loss of the member’s library privileges.

II. Membership Categories and Lending Privileges

Library membership is categorized to reflect the different needs of the college community. The following table summarizes the borrowing privileges for each category:

Category Number of Books Eligible Duration
Teaching Faculty 10 Full Semester
Supporting Staff
* Non-Teaching Staff 4 15 days
* Lab Assistants 2 15 days
Student Members
* Under Graduate 2 15 days
* Post Graduate 4 15 days
* Research Scholars 4 15 days

Note: High-achieving students may be granted an additional two (2) books. The Head of Department (HOD) must propose the list to the library via the Dean’s office.

III. Accountability and Clearances

  1. Member Accountability: All library members are accountable for all books borrowed on their accounts.
  2. “No Dues Certificate”:
    • Final-Year Students: All students in their final year of studies must obtain a “No Dues Certificate” from the University Library. The submission of this certificate is a requirement for the issuance of course completion documents and degree certificates.
    • Staff Members: Similarly, staff members intending to leave the institution must clear all library dues, return ID cards, and obtain a “No Dues Certificate” from the University Librarian before their departure.

IV. Loss of Identity Cards

  1. Reporting: Any loss of library ID cards (Smart Card 4K) must be reported to the University Library immediately, so the card can be blocked.
  2. Duplicate ID Card: Duplicate ID cards can be issued by the Central Library ID Card Section upon payment of the appropriate fee. An undertaking must be signed, explicitly stating that the member holds liability for any loss arising from the unintentional use or misuse of the lost card.

V. Lending Specifics and Renewals

  1. Loan Restrictions: Students may borrow non-reference books for a period of 15 days.
  2. Reference Materials: Reference materials such as Encyclopedias, Handbooks, Dictionaries, Periodicals, Student Project Reports, Dissertations, Theses, and Back Volumes are meant for in-library reference only. These items will not be issued out of the library.
  3. Renewals: Two renewals are permitted for regular books, if they are not on hold, and if there are no reservations. Renewals can be performed by presenting the physical book at the library counter, or online, via the provided link.
  4. Book Condition: Before leaving the library, members need to verify that the borrowed books are in acceptable condition. Any damages or existing markings should be reported to library staff to avoid being held liable for the damage upon return.
  5. High Demand Titles: High-demand books are available for shorter borrowing periods and can be recalled at any time. Absence from the college will not be regarded as a valid reason for delays in returning or renewing books.

VI. Overdue Charges (Late Fees):

The late fee structure is detailed below to encourage the prompt return of borrowed library materials:

Overdue Period Fine (Per Day)
1 – 15 Days Rs.1 / – per day
16 – 30 Days Rs.2 / – per day (Calculated from Day 1)
31 Days and above Rs.5 / – per day (Calculated from Day 1)

Repeated late returns may lead to suspension of membership.

VII. Loss of Books

  1. Reporting Procedure: Any lost books must be reported to the library immediately.
  2. Replacement: Members are required to replace the lost book with a new copy and are also liable to pay any overdue charges.
  3. Replacement Costs:
    • Books purchased within the last five (5) years: Replacement cost will be double the original price of the book.
    • Books purchased over five (5) years ago: Replacement cost will be three times the cost of the book, along with any applicable overdue charges.

VIII. Online Book Reservations:

  1. Online Portal: Members can reserve books that are currently checked out through the library’s website https://emanager.srmist.edu.in/elibrary/Home.jsp.
  2. Notification System: Members will be notified of their reserved book’s availability via email. They can also check the reservation status on the library website.
  3. Hold Period: Reserved books will be held for two (2) days at the issue counter. If not collected within this period, the books will be made available to the next member on the waiting list.

This comprehensive set of guidelines is intended to provide all members of the NGM College community with a clear understanding of their rights and responsibilities while using the library. With collective cooperation, the library can continue to be a valuable asset to the college.

GENERAL

The library has established a set of rules and regulations to ensure a conducive learning environment for all members. All members must abide by these rules, which are enforced to maintain order, protect library property, and promote a positive atmosphere for studying and research.

Table 1: Library Rules and Regulations

Rule No. Description
1 All members must visibly display their identity cards and present them to security upon request.
2 Personal items such as books, files, bound materials, and other possessions (excluding small notebooks or loose papers) are not permitted inside the library. Members must leave their personal belongings at the deposit counter located near the entrance.
3 Silence must be maintained at all times within the library.
4 The use of mobile phones within the library is strictly forbidden.
5 Members are responsible for any damage they cause to books or other college property. If damage occurs, they will be required to replace the book or any other affected item.
6 Any form of misconduct in the library may result in the revocation of membership and additional disciplinary measures.
7 Marking or writing in library books is completely forbidden. If any damage or markings are discovered, the responsible member will be obligated to replace the book.
8 The decisions made by the University authorities are final in all matters.

Table 2: Library Retention Policy

Item Type Retention Period Review Process
Books Indefinite Damaged books will be presented to the library committee for their recommendations.
CDs and similar items Indefinite Damaged items will be presented to the library committee for their recommendations.
Periodicals Three years Periodicals will be reviewed and potentially withdrawn every three years. The library committee will make recommendations to the authorities for final approval.

RETENTION POLICY

The library has a retention policy in place to ensure that all items are reviewed regularly and that only relevant and useful materials are kept. The policy covers all types of items in the library, including books, CDs, and periodicals.

Table 2 provides an overview of the library’s retention policy, including the retention period for each type of item and the review process. For example, books and CDs are kept indefinitely, while periodicals are reviewed and potentially withdrawn every three years. The library committee is responsible for reviewing damaged items and making recommendations to the authorities for final approval. This ensures that the library’s collection remains up-to-date, relevant, and in good condition.