Policies

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

Introduction

The NGMC Central Library is committed to providing high-quality resources to support the academic and research needs of its faculty and students. This commitment is underpinned by a transparent and efficient procurement policy for acquiring books, subscribing to print and online resources, and establishing clear rules and regulations for library members. This document details the procedures for resource acquisition, along with the policies that govern the use of the library. The overall goal is to build a robust collection and ensure equitable access for all.

1. BOOK SELECTION AND RECOMMENDATION

The Library actively encourages participation from both faculty and students in the book selection process. This collaborative approach ensures that the library collection reflects the diverse needs of the academic community.

Annual Call for Recommendations: Each year, typically in April, the Library issues a circular to all departments, formally requesting Heads of Departments (HODs) to submit a list of recommended books for the upcoming academic year. This proactive approach allows for timely planning and allocation of resources.
Departmental Input: HODs, in consultation with their faculty members, compile lists of books essential for their curriculum and research areas. This process guarantees that the selected titles are relevant and up-to-date.
Review and Approval: All departmental recommendations are scrutinized by the designated Faculty Head (Dean/Director). This review process ensures that all proposed titles are aligned with the institution’s academic objectives and budgetary constraints.

Table 1: Book Recommendation Process Timeline

Step	Responsible Party	Timeframe
Circular Issued	Library	April
Departmental Submission	HODs	April/May
Faculty Head Approval	Dean/Director	May
Finalization of List	Library	May/June

2. BOOK PROCUREMENT POLICY

Once the recommended titles have been approved, a systematic procurement process is initiated to ensure the efficient acquisition of books, both for teaching and research needs.

Availability Verification: The Library first verifies the availability of the recommended titles. The library checks existing resources and available databases to confirm the uniqueness of the book prior to procuring. If any title is already available, the recommendations are adjusted accordingly.
Proforma Invoice Acquisition: For titles not already present in the library’s collection, a final list is sent to vendors/suppliers, requesting proforma invoices. These invoices detail pricing, availability, and delivery times.
Purchase Request Generation: Upon receipt of proforma invoices, the library generates a Purchase Request (PR) within the ERP system. The PR includes vital information such as title, author, publication details, number of copies needed (typically no more than five for high-demand titles), and proposed cost.
Purchase Department Approval: The PR is routed to the Purchase Department, along with the required supporting documentation (including the Faculty Head’s approval). The Purchase Department will verify and approve the request.
Purchase Order Generation: Upon approval from the Purchase Department, the system generates a Purchase Order (PO). This is the formal request for the vendors to deliver the books.
Vendor Supply: Vendors are expected to deliver the books within the agreed timeframe. This process ensures a consistent flow of new resources.
Multiple Copies: Multiple copies, up to five, may be purchased for high-demand titles. This ensures that students have adequate access to popular resources.

Table 2: Book Procurement Process Workflow

Step	Responsible Party	System Used
Recommendation Approval	Faculty Head	Manual
Availability Check	Library	Manual/Database
Proforma Invoice Request	Library	Manual
Purchase Request (PR)	Library	ERP
Purchase Department Approval	Purchase Dept	ERP
Purchase Order (PO)	Library	ERP
Vendor Supply	Vendors	Manual

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

To accommodate the urgent requirements of faculty members, a streamlined process for purchasing necessary resources is in place.

Direct Purchase Authorization: Faculty members (Asst. Professor, Associate Professor, Professor, HODs, and Deans) are authorized to purchase urgently required books from online platforms such as Amazon.com or Flipkart.com.
Maximum Purchase Limit: The maximum expenditure for this direct purchase is limited to Rs.1000 (Rupees one thousand only) per book. This helps in maintaining budget oversight without compromising urgent requests.
Submission and Reimbursement: Faculty members must submit the purchased book, along with the online receipt, to the Library. A reimbursement request letter, routed through their Department Head and with approval from the Faculty Head (Dean/Director), must also be provided.
Reimbursement Processing: Reimbursement is processed based on the credit/debit card statement and the online store receipt. The Library processes these requests through the ERP system (generating PO and GRN) and submits the bill for payment through the accounts section. The amount will be deducted from the sanctioned budget of the corresponding academic year.
Record Keeping: The Library maintains detailed records of all such acquisitions and reimbursements.

4. PROCESSING OF BILLS FOR PAYMENT

A rigorous process is in place to ensure accurate accounting and timely payment to vendors.

Bill Verification: Upon receipt of books, invoices/bills are verified against the PO. Checks include pricing accuracy, agreed discount rates, and overall correctness.
Stock Entry: The verified books are entered into the library’s stock records, including the Accession Register. This register captures detailed information about each book (Title, Author, Publisher, Vendor, Year of Publication, etc.).
Gate Entry: After stock entry, invoices/bills are processed for Gate Entry, thus initiating the payment process.
Payment Routing: Invoices are forwarded to the accounts section via the respective Faculty Head, accompanied by necessary documents like the Goods Receipt Note (GRN), Purchase Order (PO), and Faculty Head approval.
Budget Deduction: Each invoice amount is deducted from the sanctioned budget for the corresponding academic year. The remaining balance of each budgetary line is noted and tracked carefully.
Payment Disbursement: The accounts section disburses payments to vendors as per established institutional financial protocols, ensuring adherence to all relevant regulations.

Table 3: Bill Processing and Payment Workflow

Step	Responsible Party	System Used
Bill Verification	Library	Manual/ERP
Stock Entry	Library	Manual
Gate Entry	Library	Manual
Payment Routing	Faculty Head	Manual
Budget Deduction	Accounts Section	ERP
Payment Disbursement	Accounts Section	ERP

5. SUBSCRIPTION RENEWAL OF PRINT AND ONLINE JOURNALS

The Library manages subscriptions for print and online journals through a well-defined set of procedures.

5.1. Addition of New Print Journals

Departmental Recommendations: Recommendations for new print journals are submitted by the Department Heads and then approved by the Faculty Head (Dean/Director).
Proforma Invoice: The Library acquires the proforma invoice for the newly recommended printed journal and forwards the same for approval from relevant authorities (Faculty Head and Principal).
Purchase Request Generation: Upon approval, a Purchase Request is generated in the ERP system for the Purchase Department’s confirmation.
Purchase Order Generation: Once the purchase request is approved, a Purchase Order (PO) is issued to the vendor.
Invoice and Payment: The vendor’s invoice is sent to the Faculty or Accounts section, supported by documents, to request a 100% advance payment. Payment is made through DD (Demand Draft) or online transfer.
Stock Entry: Upon confirmation of payment and supply of journal volumes, the details are recorded in the stock register.
Budget Tracking: Each invoice amount is deducted from the approved budget for the academic year, and the remaining balance is tracked.

5.2. Addition of New Online Journals / E-Books Packages

Departmental Recommendations: Department Heads submit recommendations for new online journals or E-Books, which are then approved by the Faculty Head (Dean/Director).
Library Committee Review: The Library Committee reviews the requests, along with the annual subscription costs, to assess alignment with strategic goals and available resources.
Budget Approval: Once approved by the committee, the request is processed within the budget for the upcoming academic year.
Price Quote and Negotiation: The Library acquires price quotes from vendors and presents them to the respective Faculty’s Purchase Committee for negotiation.
University Authority Approval: After approval from the Purchase Committee, the Library seeks authorization from university authorities (HOD, Faculty Head, and Principal).
Purchase Request and Order: The library creates a purchase request through the ERP system, which, after approval, generates a Purchase Order (PO).
Advance Payment: A proforma invoice along with supporting documents (PO, GRN, approval letter) is sent to the Faculty’s accounts section for a 100% advance payment.
Budget Tracking: The invoice amount is deducted from the sanctioned budget for the academic year, and the remaining balance is tracked.
IP and VPN Activation: Upon payment confirmation, the supplier activates NGMC’s IP addresses and VPN with Digital Rights Management (DRM) as stipulated in the agreement. This ensures secure access to the online resources.

Table 4: Journal Subscriptions Process Workflow

Step	Print Journals	Online Journals/E-books
Departmental Recommendation	Yes	Yes
Faculty Head Approval	Yes	Yes
Library Committee Review	No	Yes
Proforma Invoice Request	Yes	Yes
Purchase Request (PR)	Yes	Yes
Purchase Order (PO)	Yes	Yes
University Authority Approval	No	Yes
Advance Payment	Yes	Yes
Budget Tracking	Yes	Yes
Vendor Activations (Online)	N/A	Yes
Stock Entry	Yes	N/A

5. Acquisition and Renewal Processes

This section outlines the procedures for acquiring and renewing various library resources, ensuring accountability and efficient financial management.

5.3. Renewal of Existing Print Journals

The renewal process for print journals is designed to be thorough and transparent, involving multiple stakeholders to ensure that the library’s collection remains relevant and up-to-date.

Quotation Acquisition: The library initiates the renewal process by requesting quotes from various vendors, societies, or directly from publishers. This ensures competitive pricing and access to the best possible deals.
Approval Process: The obtained renewal quotes are then forwarded to the relevant authorities for approval, specifically the Head of Department (HOD), Faculty Head, and the Principal. This hierarchical approval system ensures that the renewal aligns with the academic priorities and overall budget of the institution.
Purchase Request (PR) Creation: Upon receiving approval, the library creates a Purchase Request (PR) within the Enterprise Resource Planning (ERP) system. This digital record initiates the formal procurement process.
Purchase Department Endorsement: The PR is then submitted to the Purchase Department for their endorsement. This step ensures that the purchase adheres to the institution’s procurement policies and regulations.
Purchase Order (PO) Issuance: Once the Purchase Department approves the PR, the library issues a Purchase Order (PO) to the selected vendor/publisher. This legally binds the vendor to the sale of the journals.
Invoice Submission: The vendor’s invoice is then sent to the respective Faculty’s accounts section, accompanied by supporting documents such as the PO. This marks the start of the financial transaction process.
100% Advance Payment Request: The Faculty’s accounts section processes the invoice and initiates a request for a 100% advance payment, ensuring payment security and prompt service from the vendor.
Payment Execution: Payment is made either via Demand Draft (DD) or online transfer. This triggers the vendor to process the order.
Supply and Stock Recording: Upon payment confirmation, journal volumes are dispatched and received by the library, which then records them in the stock register. This helps in monitoring and maintaining the physical inventory.
Budget Tracking: Finally, each invoice amount is deducted from the approved academic year’s budget. The remaining budget balance is meticulously noted for future planning.

5.4. Renewal of Annual Subscription Online Journals / E-Books Packages

The process for renewing online journals and e-book packages mirrors the print journal renewal process, with added considerations for digital access and licensing.

Quote and Usage Report Collection: The library gathers renewal quotes and usage reports from publishers. Usage reports provide critical data for assessing the value and impact of the subscribed resources.
Department Head Endorsement: Renewal quotes and usage reports are forwarded to the respective Department Heads for endorsement. This ensures that the resources meet the specific academic needs of each department.
University Approval: Based on Department Head recommendations, the Library seeks formal approval from the university authorities (HOD, Faculty Head, and Principal). This multi-level approval process is crucial for efficient and accountable resource allocation.
ERP Purchase Request: The Library creates a Purchase Request via the ERP system, initiating the formal procurement process.
Purchase Department Approval: The Purchase Department then reviews and approves the PR, ensuring compliance with institutional guidelines.
Purchase Order Issuance: Upon receiving the PR approval, the library issues a Purchase Order to the vendor.
Proforma Invoice Submission: A proforma invoice, along with supporting documents such as the PO, GRN (Goods Received Note), and approval letter, is submitted to the Faculty’s accounts section to initiate a 100% advance payment.
Budget Allocation and Tracking: Each invoice is deducted from the sanctioned academic year budget, and the remaining balance is noted to ensure accurate financial management.
Activation: Upon receipt of payment, the supplier activates access by configuring NGMC IST IPs (Internet Protocol addresses) and VPNs (Virtual Private Networks) with DRM (Digital Rights Management) as per the agreed terms. This ensures secure, authorized access to the digital resources.

Table 1: Comparison of Print and Online Resource Renewal Processes

Feature	Print Journal Renewal	Online Journal/E-Book Package Renewal
Focus	Physical copies	Digital access and licensing
Usage Assessment	Primarily based on usage records & department feedback	Usage reports, department needs & overall institutional relevance
Delivery Method	Physical shipment	Digital activation via IPs & VPNs
Key Supporting Docs	PO, invoice	PO, GRN, approval letter, proforma invoice
Emphasis	Handling physical inventory	Managing digital licenses and access permissions

5.5. Purchase of Equipment

The process for purchasing library equipment, including furniture and computers, is streamlined to ensure efficient allocation of resources.

Equipment List Preparation: The Central Library prepares a comprehensive equipment list, including specifications and justifications, for approval by the authorities.
Approval Letter Presentation: An approval letter is presented to the purchasing officer, formalizing the go-ahead for procurement.
Quotation Procurement: The purchasing officer gathers price quotations from multiple vendors to ensure competitive pricing.
Comparative Statement: A comparative statement is prepared, summarizing the price and features of each quote to aid in vendor selection.
Approval Procedures: Following the university’s approval process, the purchasing officer places the order after necessary approvals.
Product Transfer: Upon receipt of the equipment, the products, accompanied by a copy of the invoice, are transferred to the Central Library.
Stock Logging: The Central Library logs the new equipment into the library’s stock register, acknowledging receipt with the GRN.
Budget Deduction: The invoice amount is deducted from the library’s budget, and a summary is sent to the relevant accounts office for financial tracking.

6. FUNCTIONS AND DUTIES OF THE LIBRARY COMMITTEE

The Library Committee serves as an advisory body, ensuring that the library’s operations align with the academic priorities of the college.

Chairperson: Appointed by the Registrar.
Secretary/Convenor: The University Librarian.
Members: Appointed for a two-year tenure, with Faculty Directors recommending new members.

The committee meets biannually (at the start of each semester) to:

Review the Annual Library Budget: To ensure adequate funding for library operations and development.
Consider Resource Proposals: Review and approve proposals for new resources, including print and online materials and equipment.
Evaluate Policies and Procedures: To maintain effective and efficient library operations.
Recommend Collection Weeding: Identify and remove obsolete or non-performing books from the library collection.
Discuss Enhancement Suggestions: Explore ideas and strategies to improve library services.

7. MEMBERSHIP RULES AND REGULATIONS AND OTHER GUIDELINES

This section outlines the regulations governing library membership and usage.

7.1 Membership

Library membership is open to all faculty, staff, research scholars, and students of NGM College.

7.2 Operating Hours

The table below details operating hours for different library sections.

Table 2 : Library Operating Hours

Location	Monday to Friday	Saturday	Sunday	Holidays
Central Library	08:00 a.m. to 06:00 p.m.	09:00 a.m. to 5:00 p.m.	Closed	College Holidays
Central Library – Summer	09:00 a.m. to 06:00 p.m.	09:00 a.m. to 5:00 p.m.	Closed	College Holidays
Circulation Counter	08:15 a.m. to 5:00 p.m.	10:00 a.m. to 04:00 p.m.	Closed	College Holidays
Dr. Abdul Kalam Study Center	8:30 a.m. to 4:30 p.m.	Closed	Closed	College Holidays
Library Office	8:00 a.m. to 6:00 p.m.	8:00 a.m. to 6:00 p.m.	Closed	College Holidays
Library Office Lunch Break	1:15 p.m. to 1:45 p.m.	1:15 p.m. to 1:45 p.m.

7.3 Membership Category

The table below outlines the borrowing privileges for different membership categories.

Table 3: Borrowing Privileges

Category	No. of Books Eligible	Duration
Teaching Faculty	10	Full semester
Supporting Staff (Non-Teaching)	4	15 days
Lab Assistants	2	15 days
Under Graduate	2	15 days
Post Graduate	4	15 days
Research Scholars	4	15 days

Note: Students achieving a higher grade will be granted two additional books upon HOD approval.

Members are responsible for all borrowed books. Final year students and departing staff members must obtain a “No Dues Certificate” from the University Library.

7.4 Loss of ID Cards

Loss of ID cards must be immediately reported to the University Library to block the card. Duplicate ID cards can be issued upon payment, with a signed undertaking accepting responsibility for any losses resulting from unauthorized use.

This expanded essay provides a more thorough understanding of the processes and regulations governing the NGM College Library. The added tables and descriptive details clarify key procedures and enhance the overall readability and usefulness of the document.

7.0 LIBRARY REGULATIONS AND POLICIES

This section outlines the regulations and policies governing the use of the library facilities and resources. It is imperative that all members adhere to these rules to ensure a conducive learning environment for everyone and the proper maintenance of library assets.

7.5 LENDING OF BOOKS

The library provides a lending service to its members, with specific terms and conditions depending on their membership status and the type of material. The following guidelines are in place to ensure the equitable distribution of resources.

7.5.1. Lending Privileges: Student members are permitted to borrow non-reference books for a loan period of fifteen (15) days. Faculty members, on the other hand, are granted a longer borrowing period spanning the duration of an entire semester. This differentiation acknowledges the varied roles and responsibilities of these two groups within the institution.

7.5.2. Non-Circulating Materials: Certain categories of library materials are designated for in-library use only. These include:

Reference Books (e.g., dictionaries, encyclopedias)
Handbooks
Periodicals (journals, magazines)
Student Project Reports
Dissertations
Theses
Back Volumes

These materials are deemed essential resources for immediate consultation and, therefore, are not available for borrowing.

7.5.3. Renewal Policy: Members may renew borrowed books, subject to availability and demand. A maximum of two (2) renewals are permitted, provided the book is not reserved by another member.

7.5.3.1. Renewal Procedure: To initiate a renewal, members can either present the book at the library counter, or use their online account at the provided link: https://43.246.137.53:8080/AutoLib/.

7.5.4. Material Condition: Before finalizing a loan transaction, it is the borrower’s responsibility to carefully inspect the items and report any pre-existing damage or markings to the Librarian. Failure to do so may lead to the borrower being held accountable for any subsequent condition issues.

7.5.5. High-Demand Items: Specific books that are in high demand may be subject to a reduced loan period, as decided by the library staff. Additionally, any borrowed book may be recalled by the library at any time if deemed necessary.

7.5.6. Responsibility: Absence from the institution or other personal circumstances will not be considered valid reasons for failure to return or renew borrowed materials by their respective due dates. Members are fully responsible for managing their loan obligations and adhering to the set timelines.

Table 1: Lending Privileges Summary

Member Type	Loan Period	Renewal Allowed	Materials Available for Loan
Students	15 Days	Yes (max 2)	Non-Reference Books
Faculty	One Semester	Yes (max 2)	Non-Reference Books

Table 2: Materials Not Available for Lending

Material Type	Reason for Restriction
Reference Books	Immediate in-library use
Handbooks	Immediate in-library use
Periodicals	Immediate in-library use
Student Project Reports	Archival and reference value
Dissertations	Archival and reference value
Theses	Archival and reference value
Back Volumes	Archival and reference value

7.6 OVERDUE CHARGES (Late Fee)

Adherence to the deadlines for returning or renewing borrowed materials is essential. Members who fail to meet these deadlines will be subjected to late fees, as per the structure detailed below.

7.6.1 Penalty Structure: Overdue charges are calculated from the original due date and are not cumulative in the conventional sense. The penalty structure is as follows:

1-15 Days Overdue: Rs. 1/- per day.
16-30 Days Overdue: Rs. 2/- per day (calculated from the first day of overdue).
31 Days and Above Overdue: Rs. 5/- per day (calculated from the first day of overdue).

This escalating penalty is designed to encourage timely returns and ensure the availability of resources for all members.

7.6.2. Consequences of Non-Compliance: Consistent failure to return books within the specified time frame may lead to the cancellation of the member’s library privileges, as well as potential disciplinary actions as outlined in the relevant institutional policies.

Table 3: Overdue Charges Structure

Overdue Period	Late Fee per Day (INR)	Calculation Basis
1-15 Days	1	From day one
16-30 Days	2	From day one
31+ Days	5	From day one

7.7 LOSS OF BOOKS

In the event of a loss or damage of library materials, members are required to immediately report the incident to the library staff.

7.7.1. Replacement Policy: Members who have lost materials are responsible for replacing these items with a new copy. In addition, any outstanding overdue charges must be settled.

7.7.2. Replacement Cost: The replacement cost of the lost material is determined by the following guidelines:

Books purchased within 5 years: The replacement cost will be twice the original purchase price.
Books purchased more than 5 years ago: The replacement cost will be three times the original price.

This policy ensures a fair valuation of library assets and compensates for the depreciated value of older materials.

7.8 RESERVATION OF BOOKS

The library system provides an online portal for reserving books that are currently on loan. Members can use the following link to reserve books: https://emanager.srmist.edu.in/elibrary/Home.jsp

7.8.1 Notification and Holding Period: Members will be notified of the availability of their reserved book by email. They can also check the status of their reservation on the library website. Reserved books will be held at the issue counter for a period of two (2) days. If the book is not collected within this timeframe, it will be made available to the next member on the reservation list.

7.9 GENERAL LIBRARY CONDUCT

All members are expected to uphold the highest standards of behavior within the library premises.

7.9.1 Identification: Members must visibly display their institution-issued identity cards and present them to security personnel upon request.

7.9.2 Personal Belongings: 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 deposit their belongings at the designated counter near the entrance.

7.9.3 Maintaining Silence: The library is a quiet study zone. Therefore, strict silence must be maintained at all times within the library premises.

7.9.4 Prohibited Device Usage: The use of mobile phones within the library is strictly forbidden.

7.9.5 Responsibility for Damages: Members are responsible for any damage they cause to library books or other college property. They will be required to replace the damaged item or pay the equivalent cost.

7.9.6 Prohibited Activities: Any form of misconduct within the library may result in the revocation of membership and additional disciplinary measures.

7.9.7 Prohibited Marking: Marking or writing in library materials is strictly prohibited. If damage or markings are found, the responsible member will be obligated to replace the item.

7.9.8 Authority of the University: Notwithstanding any of the above points, all decisions made by the University authorities on library-related matters are deemed final and binding.

7.10 RETENTION POLICY

The library has a formalized procedure for the evaluation and possible withdraw of library materials.

7.10.1 Damaged Materials: Details regarding damaged books, CDs, and other similar items are presented to the library committee for their recommendations.

7.10.2 Periodical Review: Periodicals are reviewed every three years, and decisions on whether to keep or consider withdraw them are made based on their usage and relevance.

7.10.3 Committee Recommendation and Approval: The committee’s recommendations are then submitted to the appropriate University authorities for final approval. This ensures that all decisions regarding retention and withdrawal are made in a structured and accountable manner, based on the needs of the users and the institution.