Internship Report

Submitted to the Department of Information Science and Library

Management for the Partial Fulfillment of B. A. (Honours) 8th Semester
Examination of 2012

Submitted By
Examination Roll Number: 2606
Registration Number: HA-4655
Session: 2008-09

Department of Information Science and Library Management

University of Dhaka
July, 2013

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

 Internship Report Submitted to the Department of
Information Science and Library Management for the
Partial Fulfillment of B. A. (Honours) 8th Semester
Examination of 2012

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

 Internship Report Submitted to the Department of
Information Science and Library Management for the
Partial Fulfillment of B. A. (Honours) 8th Semester
Examination of 2012

Submitted By
Examination Roll Number: 2606
Registration Number: HA-4655
Session: 2008-09

Department of Information Science and Library Management

University of Dhaka
July, 2013

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

 Preface

The main objective of the Internship Report is to fulfill the partial requirements for course
BISLM-428 Internship in Libraries and Information Institutions of the B. A. (Honours) Degree
in Information Science and Library Management. It is the output of the one month long (30
working days) internship in the Dhaka University Library.

An internship is a very good opportunity to gain practical knowledge about any real world
concept. Internship bridges the theory with the practice in any particular field of study. Thus it
clarifies the theoretical concept of the students which may not be possible only through class
lectures and follow up examinations. Internship gives the students a clear cut idea about what
they learnt in the theory and whether these are implemented in the real world situation
accordingly or with modifications. This real life experiences helps the students to make them
eligible for the job environment.

After the completion of the internship program I have gathered enough experience about the
acquisition, processing and dissemination of library reading materials, managerial activities,
stock verification, library website, reference services, old manuscript preservation, etc. which I
have shared in different chapter of the report. There are also some observations from my point of
view which I think would be considerable to the authority for the betterment of the Dhaka
University Library.

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

 Acknowledgement

I am very much grateful to all the teachers of the Department of Information Science and Library
Management; University of Dhaka, for providing me the opportunity to take part into the
Internship Programme in the Dhaka University Library under the course BISLM 428 Internship
in Libraries and Information Institutions for the partial fulfillment of B. A. (Honours) 8th
semester examination of 2012. It was a great opportunity for me to have a practical experience
about the theoretical knowledge that has been disseminated by our meritorious teachers
throughout the four years integrated honours programme.

My deep appreciation is extended to the Acting Librarian of Dhaka University Library, Professor
Dr. S. M. Zabed Ahmed, who is also the Chairman of the Department of Information Science
and Library Management; University of Dhaka, and the other library officers and staffs for their
co-operations, suggestions and guidance to complete the internship programme.

I am indebted and thankful to my learned and revered supervisor for his upbeat personality,
kindness; encouraging support and willingness to help have tangibly and greatly improve the
quality of my Internship Report and brought up to its present status.

I owe my deepest gratitude to the authors whose work I have used in this report as I had to
depend on different national and international publications for the completion of the internship
report.

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

 Table of Contents

Page Number

Preface i

Acknowledgement ii

Table of Contents iii

List of Tables iv

List of Figures v-vi

List of Abbreviations vii-viii

Chapter – I: Introduction 1-10

(a) Rationale of the study

(b) Objectives of the study
(c) Significance of the study
(d) Scope of the study
(e) Methodology
(f) Implementation
(g) Limitations of the study
(h) Organization of the text

Chapter – II : Literature Review and Background 11-26

Chapter – III : Acquisition Section 27-38

Chapter – IV : Processing Section 39-48

Chapter – V : Circulation Section 49-63

Chapter – VI : Reference Section 64-71

Chapter – VII : Other Sections 72-101

Chapter – VIII : Recommendations and Conclusion 102-105

Bibliography

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

 List of Tables

Table-1: Numbers of Persons Trained by the Certificate and Fulbright Courses

Table-2: Programme Schedule of the Internship

Table-3: Library Hours

Table-4: Distribution of Reprography Units

Table-5: Seat Arrangement in the Reading Room of the Main Library

Table-6: Library Administration Budget

Table-7: Library Materials Procurement and Maintenance Budget

Table-8: List of the Books Purchased in 2012-13 Session for the Department of Information

Science and Library Management

Table-9: Statistics of the Processing Section

Table-10: Status of Book Lending Limit, Duration and Fine Details

Table-11: Kinds of Reference Materials

Table-12: Amount of Fee for the Issue of Borrowers ID Card

Table-13: Charges for Reprographic Facilities

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

 List of Figures

Figure-1: Schematic View of the Study

Figure-2: DUL Main Building

Figure-3: DUL Science Library Building
Figure-4: Diagrammatic Presentation of Library Personnel

Figure-5: Flow Chart for Acquisition of Documents in DUL

Figure-6: Invoice

Figure-7: Barcode Label

Figure-8: Accession Register

Figure-9: Interface of the Acquisition Module

Figure-10: Catalogue Slip Format

Figure-11: Verso of the Catalogue Slip Format

Figure-12: Flowchart for the Functions of the Processing Section

Figure-13: Login Interface

Figure-14: Shelf List Entry

Figure-15: Main Entry

Figure-16: Added Entry under Subject Heading

Figure-17: Added Entry under Title

Figure-18: Spine Label

Figure-19: Interface of the Processing Module

Figure-20: Book Card

Figure-21: Borrower Card

Figure-22: Index Card

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

Figure-23: Gate Pass

Figure-24: Flowchart for Manual Book Issue and Return

Figure-25: Interface for Book Issue

Figure-26: Interface for Book Return

Figure-27: Interface of the Circulation Module

Figure-28: Interface for the FAQ Service

Figure-29: Interface of the Ask a Librarian Service

Figure-30: Index Register

Figure-31: User Interface for Access to the Online Journals

Figure-32: Automation Model for DULAP

Figure-33: User Interface of the DULIS

Figure-34: User Interface of the DUL Website

Figure-35: User Interface of DUL OPAC Searching

Figure-36: Interface of Dhaka University Institutional Repository

Figure-37: User Interface of Dhaka University Journal

Figure-38: Students Application Form for Borrowers ID Card

Figure-39: User Interface of the Administration Module

Figure-40: Old Manuscript

Figure-41: Visually Impaired Students using Resource Centre

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

 List of Abbreviations/Acronyms

AACR - Anglo American Cataloguing Rules

ACS - American Chemical Society

AGORA - Access to Global Online Research in Agriculture

AIP - American Institute of Physics

APS - American Physical Society

ASCE - American Society for Civil Engineers

B. A. - Bachelor of Arts

BALID- Bangladesh Association of Librarians, Information Scientists and Documentalists

BANSDOC - Bangladesh National Scientific and Technical Documentation Centre

BAS - Bangladesh Academy of Sciences

BIPC - Bangladesh INASP-PERI Consortium

CAD - Cash Against Delivery

CAS - Current Awareness Service

CD-ROM - Compact Disc-Read Only Memory

DDC - Dewey Decimal Classification

DOAJ - Directory of Open Access Journal

DUL-Dhaka University Library

DULAP - Dhaka University Library Automation Project

DULIS - Dhaka University Library Integrated System

DVD - Digital Video Disc

EPLA - East Pakistan Library Association

FAQ - Frequently Asked Questions

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

GLAS - Graphical Library Automation Software

HINARI - Health Inter Network Access to Research Initiative

ICT - Information Communication Technology

INASP - International Network for the Availability of Scientific Publications

INFORMS - Institute for Operations Research and Management Sciences

IEEE - Institute of Electrical and Electronics Engineers

ISBN-International Standard Book Number

IT - Information Technology

LAB - Library Association of Bangladesh

LAN - Local Area Network

MARC - Machine Readable Cataloguing

NPG - Nature Publishing Group

OARE - Online Access to Research in the Environment

OPAC - Online Public Access Catalogue

OSA - Optical Society of America

PC - Personal Computer

PERI - Programme for Enhancement of Research Information

RFQ - Request for Quotations

SDI - Selective Dissemination of Information

SERVQUAL - Service Quality

UGC - University Grants Commission

UN - United Nations

UNDP - United Nations Development Programme

WWW - World Wide Web

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

 Chapter-I
Introduction

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

Introduction:
“Education” and “Library” are two indivisible concepts fundamentally related to and co-existent
with each other. Library education means educating students to be qualified librarians or
information scientists through organized instruction and training. It represents a synthesis of
professional action and testifies to the importance, value and necessity of libraries for the present
and the future. According to UNESCO, the goal of library education is to develop professionals
who are qualified to establish, manage, operate and evaluate user-oriented information systems
and services (Large, 1987). In addition, the programme should to familiarize students with the
role of information scientists in the society and make them fully aware of sources of information
and develop skills for exploring these information resources.

Formal library education began in North America in 1887 with the first classes at the School of
Library Economy, Columbia University, under the direction of Melvil Dewey. In Bangladesh,
the library and information science education began in 1952 when its London-trained Librarian,
Mr. Fazal Elahi, introduced a three-month training course for the library staff at the Dhaka
University Library. The course was discontinued after only one session. Between 1955 and 1959,
four three-months subject-wise training courses were conducted with the help of Fulbright
scholars under the supervision of Mr. M. S. Khan, Librarian, Dhaka University Library. These
courses drew the attention of a satisfactory number of library staff and persons interested in
librarianship.

Year Name of Courses Number of Persons Trained

1952 First Certificate Course in Librarianship 03
Fulbright Courses
1955-1956 First Fulbright Course 08
1956-1957 Second Fulbright Course 35
1957-1958 Third Fulbright Course 30
1958-1959 Fourth Fulbright Course 34
Total: 110

Table-1: Numbers of Persons Trained by the Certificate and Fulbright Courses

There was no training facility apart from the Fulbright courses available in Bangladesh until
October 1958, when the newly formed East Pakistan Library Association (EPLA-1956), now the
Library Association of Bangladesh (LAB), instituted a regular six-month Certificate Course in
librarianship. It was the precursor of regular library education at undergraduate level in
Bangladesh (Ahmed, 1993).

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

The accomplishment of the Fulbright courses convinced the university authority and ultimately
led to the introduction, in 1959, of a one-year Postgraduate Diploma Course in the Department of
Library Science at the University of Dhaka under the direction and guidance of its UK trained
librarian, Mr. M. S. Khan. This course was subsequently elevated to a Master’s Degree Course in
1962, M. Phil in 1976 and Ph. D Degree in 1979 (Ahmed, 1987).

During 1987-88, a three-year Bachelor of Arts (B. A.) with honours in Library and Information
Science began at the University of Dhaka (University of Dhaka, 1988). In 1997-98 session, the
Department of Information Science and Library Management abolished three-year B. A. honours
courses. At the same time, the University has introduced four-years honours courses at
undergraduate level leading to Bachelor of Information Science and Library Management
(BISLM) began with new syllabus designed to combine the fundamental ‘core subjects’ and
‘specialized subjects’ of modern librarianship with major adjustment of comparative subjects of
other disciplines. The department also introduced the semester system in both honours and
Masters Programme during the session 2006-07 and the syllabus was redesigned with various
aspects of modern librarianship. During this period the course BISLM 428 Internship in
Libraries and Information Institutions was introduced in the course curriculum for the 4th
year 8th semester students.

Besides the course some reputed libraries also offer Internship Programmes for the students of
the Department of Information Science and Library Management, University of Dhaka.
Bangladesh National Scientific and Technical Documentation Centre (BANSDOC) offer one
month long internship programme for the under graduate students. British Council Library
organizes internship programmes for the graduate students with the duration of three months. A
leading commercial organization ACI limited also offer internship programme for the students of
the department.

Rationale of the Study:

An internship is a pre-professional work experience that provides students and recent graduates
with the opportunity to gain experience in a particular career field. For students, internship also
supplements academic classes and, in some cases earns marks. Fresh graduates of any
professional discipline are not ready to work productively until they receive training. Training
provides experience in the field while academic education or knowledge gives an understanding
of how to perform. Intensive programs of lectures, seminars and mentoring help a new
professional to develop an early career.

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

According to Messiah College and the Technology Council of Central Pennsylvania: “An
internship is any carefully monitored work or service experience in which a student has
international learning goals and reflects actively on what she or he is learning throughout the
experience”. Expanding on this definition, they then described several common characteristics of
internships, including:

 “Duration of anywhere from a month to two years, but a typical experience usually lasts
from three to six months.
 Generally a one-time experience.
 May be part-time or full-time.
 May be paid or non-paid.
 Internships may be part of an educational program and carefully monitored and evaluated
for academic credit, or internships may be part of a learning plan that someone develops
individually.
 An important element that distinguishes an internship from a short-term job or volunteer
work is that an intentional ‘learning agenda’ is structured into the experience.
 Learning activities common to most internship include learning objectives, observation,
reflection, evaluation and assessment.
 An effort is made to establish a reasonable balance between the intern’s learning goals
and the specific work an organization needs done.
 Internships promote academic, career and/or personal development”.

Within the field, many schools of library and information science routinely offer their students
experimental learning opportunities such as internships or practicums as a means of introducing
students to the realities of the workplace and of fostering a sense of professional identity and
values. In turn, many libraries accept or actively seek interns to assist with library projects and
responsibilities; all while offering opportunities for hands-on learning in a real world
environment.

As explained by Cindy Mediaville in “Public Library Internships: Advice from the Field”:

Students are placed in libraries or other types of information environments where they work with
and observe practitioners. The internship also called a ‘practicum’ or ‘directed fieldwork’ in
some schools is a structured experience, supervised by a degreed professional and monitored by
a faculty member and/or program coordinator. Since the general purpose of an internship is to
integrate theory with hands-on experience, most programs require that the students complete the
school’s ‘core’ courses before registering for any type of fieldwork.

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

When staff persons at libraries around the Pacific Northwest were asked in late 2011 to define
internships, respondents cited such characteristics as:

 A focus on the career exploration and skill development of the intern, often tied to
academic learning goals, objectives and/or university program requirements;
 The responsibility of the library to provide training, mentorship, and evaluation, often in
partnership with and/or according to the guidelines of an academic institution;
 Roles that are generally of a predetermined-length and structure, often project-based; and
 Interns are generally expected to already have the appropriate educational background to
take on skilled roles and projects, often with more responsibility and including more
complex tasks than might be expected of a volunteer.

This study reveals that departments should make sure that their graduates have practical
experience before they accept professional positions. Public and private sector libraries of all
kinds should come forward to appoint fresh graduates as interns and train them for their own
sake as well as for the development of the profession. LAB and BALID should arrange adequate
professional training on various topics including current trends in librarianship.

Objectives of the Study:

The main objective of the study is to earn practical knowledge about the systems and services of
the Dhaka University Library through direct participation and/or observation in the different
sections of the library as an intern. This objective may further be clarified as follows:

 To present an overview of DUL.

 To assess the existing condition of library resources and services.
 To explore the procedure in practice for the acquisition of library materials with special
reference to books and journals.
 To understand the process followed for the subscription and providing access to online
journals.
 To discover the methods used in terms of processing of library reading materials.
 To measure the effectiveness of both the manual and online catalogue searching.
 To analyze, observe and evaluate the lending procedure, activities and fine details
maintained by the circulation desk.
 To examine the existing condition of the reading room facilities and carrel service.
 To estimate the adequacy and the quality of reference services provided to the library
users.
 To justify the extent of automation of the library functions by using an integrated library
system.
 To evaluate the efficiency of the new library website.
 To investigate the existing condition of the library stack area.
 To realize the rich manuscript collection of the library.

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

Significance of the Study:
Information Science and Library Management is a subject with high educational value where
practical training is indispensable along with theoretical and classroom knowledge. It is
undoubtedly clear that internship in present day is a wonderful combination of theoretical
knowledge, practical experience and professional skill which are emergently necessary for
students. The significance of the internship in terms of Information Science and Library
Management can be viewed from two perspectives as follows:

Potential Significance to the Intern:

 Opportunities for high quality, hands-on experience in a real world library setting,
including mentorship, job-shadowing, and exposure to many different kinds of library
roles and projects;
 Professional skill development and resume building in a supportive environment;
 Chance for interns to confirm that they are on the right career path and/or determine
specific interests or areas of specialization within library environments to pursue;
 Access to building new professional relationships, networks, job contacts, and potential
references; and
 Opportunities to gain and fulfill academic credits and requirements, all while applying
real world practice to academic learning.

Potential Significance to the Library:

 The ability to get more work done with the assistance of skilled interns, including tasks
and projects that might otherwise not get done at all (as well as opportunities for staff to
try out new projects which they previously would have been unable to try);
 The opportunity to train and invest in the next generation of library leadership (including
identifying potential future employees);
 Model career paths to and within libraries to your patrons;
 Access to new perspective, ideas and skill sets;
 Access to professional development opportunities for existing staff (For example,
developing management skills);
 The opportunity for self-reflection and evaluation, facilitated by sharing staff expertise
with interns;
 Opportunities to build and sustain partnerships with educational institutions and
communities;
 Furthering the library’s mission of reaching out to and providing educational
opportunities to the community;
 The affordability and flexibility of engaging interns;
 Interns diversifying the library team, including bringing in younger individuals and
individuals representative of the community served;

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

  Opportunities for positive public relations in the community and with funders;
 To better serve and support your community; and
 Building a cadre of people who better understand the work of the library and can
therefore be strong advocates of their importance.

It is much clear that in LIS profession, internship or practical training is of utmost importance.
Above all the discipline of Information Science and Library Management is a wonderful
combination of theoretical and practical knowledge and professional skill. That’s why internship
is emergently crucial for the professionals of Information Science and Library Management or
the apprentice of the same.

Scope of the Study:

This study constitutes the experiences and observations of the candidate earned during the 30
working days in the different sections of the Dhaka University Central Library and the Science
Library Building from June 11 to July 15, 2013 as required for the partial fulfillment of the
Bachelor of Arts (B. A.) honours degree in Information Science and Library Management under
the Faculty of Arts, University of Dhaka. There are six working days in a week and the Thursday
remains half while the Friday is off.

The study basically covers the four main sections of the DUL;

 Acquisition Section
 Processing Section
 Circulation Section
 Reference Section

Besides these the study also covers the other sections as follows;

 Accounts Section
 Periodicals Section
 Reader’s Service
 Planning and Development Section
 Science Library Building
 Manuscript Section
 Rare Book Section
 Old Newspaper Section
 Seminar Section
 Muktijudho Cell
 Resource Center for the Visually Impaired Students
 Cyber Centre
 UN Collection

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

  American Studies Corner
 Administration Section
 Reprography Section

The programme schedule is given as under:

Section Date Batch Time Schedule Working Days

Processing 11/06/13- 1st 10am-12:30pm 8 days
15/06/13 2nd 2pm-4:30pm
16/06/13- 3rd 10am-12:30pm
19/06/13 4th 2pm-4:30pm
Acquisition 20/06/13- 3rd 10am-12:30pm 6 days
23/06/13 4th 2pm-4:30pm
24/06/13- 1st 10am-12:30pm
26/06/13 2nd 2pm-4:30pm
Accounts 27/06/13 1st 10am-11am 2 days
2nd 11:30am-
12:30pm
29/06/13 3rd 10am-12:30pm
4th 2pm-4:30pm
Periodicals 30/06/13 1st 10am-12:30pm 2 days
2nd 2pm-4:30pm
01/07/13 3rd 10am-12:30pm
4th 2pm-4:30pm
Reader’s Service 02/07/13- 1st 10am-12:30pm 4 days
03/07/13 2nd 2pm-4:30pm
04/07/13- 3rd 10am-12:30pm
06/07/13 4th 2pm-4:30pm
Planning & 07/07/13- 1st 10am-12:30pm 4 days
Development 08/07/13 2nd 2pm-4:30pm
09/07/13- 3rd 10am-12:30pm
10/07/13 4th 2pm-4:30pm
Science Library 11/07/13- 1st 10am-12:30pm 4 days
13/07/13 2nd 2pm-4:30pm
14/07/13- 3rd 10am-12:30pm
15/07/13 4th 2pm-4:30pm
Total= 30 days

Table-2: Programme Schedule of the Internship

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

Methodology:
A study can be done successfully by following appropriate methods and procedures. So selection
and implementation of the selected methods leads a study to accomplish its ultimate goal. While
selecting the methods one should consult both the previous similar type of studies as well as with
the experts in the area. This study is based on the methods mentioned as follows:

1. Study Design: The present study can be visualized as follows:

Introduction and Methodology

Literature Review and Background

Functional and Procedural Mapping of the Four Main Sections

of Dhaka University Library

Organization of the Other Sections and Problems Encountered

Recommendations and Conclusion

Figure-1: Schematic View of the Study

2. Literature Review: Existing literatures on the topic were studied and reviewed to examine
the status of library and information system of the Dhaka University Library. A comprehensive
bibliography of the available literature has been compiled, and given at the end of the report.

3. Sampling: I have collected representative sample of documents, manual and computerized

screens and reports, completed forms, flowcharts and other system documentation that describes
the functionality of the systems and services of the Dhaka University Library.

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

4. Observation: I have applied observation method because this method is very important to
gather reliable data. Through this method I obtain the required data by directly observing library
personnel performing activities in their workplace.

5. Direct Participation: Direct participation in any work is very important to know and learn about
the actual work process. I have also gathered information directly by participating in the work in
different sections and worked with the library personnel physically.

6. Personal Interview: The personal interview is generally recognized as the most important and
most often used fact-finding technique. I have collected information from the concerned personnel
through face-to-face interaction to clarify my concept about the major library operations.

7. Personal Contact: I have gathered information by having personal contact and correspondence
with the library officers and by visiting different sections. It is an active method of collecting
information because this technique helps me to connect with the respondents very closely and reveal
factual data from them.

Implementation:
The study was implemented in the following three steps:

Step-1: Physically attending in the different sections of the library during the 30 working days and
collecting required information by adopting different methods.

Step-2: Reviewing existing relevant literature.

Step-3: Preparing the report.

Limitations of the Study:

The study suffers from the following limitations:

1. Time: The internship program consists of 30 working days in the DUL which is very short to
explore the systems and services of the largest library of the country. Even the time barrier
restricts the candidate to prepare a detailed report.

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

 2. Lack of Information: The major barrier to the candidate is the lack of adequate confidential
informational sources.
3. Co-operation: Another limitation of the study is the lack of co-operation from some of the
concerned employees of the library.

Organization of the Text:

The text of the report has been organized by a logical progression in the following eight chapters
including a major bibliography.

Chapter One is devoted to the introductory discussion of the study, rationale, objectives,
significance and scope, methodology applied to the study, implementation and organization.

Chapter Two deals with the review of related literature and the background and present condition of
the Dhaka University Library.

Chapter Three deals with the methods and procedures carried out by the acquisition section for the
acquisition of library reading materials and the identification of problems.

Chapter Four consists of the processes followed by the processing section to classify and catalogue
the library reading materials and also the problems arose.

Chapter Five covers the activities of the circulation desk in order to manage the circulation of library
materials among different types of library users with special reference to the problems.

Chapter Six represents the existing status of the reference section and the extent of reference
services provided to the library users with special focus on the problems.

Chapter Seven discusses the functions and operations along with the problems encountered in the
other sections of the DUL.

Chapter Eight serves the recommendations and concluding remarks of the study.

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

 Chapter-II
Literature Review
and Background

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

Literature Review:
The review of literature is an essential component of any research investigation, which gives
necessary input to the investigator to frame the research study on the chosen topic
(Vinayagamoorathy, 2007: 33). In this portion an attempt has been made to review the literature
on University Library with special reference to Dhaka University Library. In order to provide
comprehensive conceptualization, the literature review has been mentioned under the following
heading:

University Library; objectives and functions with special

reference to Dhaka University Library:
Lyman (1972: 293) said that, “The library is the heart of the university”; no other single non-
human factor is as closely related to the quality of graduate education.

Viswanathan (1972: 4) stated, “All universities and other institutions of higher learning aim and
engage in achieving: (i) the conversion of knowledge and ideas; (ii) their transmission through
teaching; and (iii) expansion of knowledge by research, publication, extension service and
interpretation”.

Lynch (1980: 1) told, “The library plays a role of central and critical importance in the
instruction and scholarly life of the university”.

Neal (1971: 1) proposed three aims of a university library which may be summed as, “The first,
is to add to knowledge by research and reflection; the second, is to teach certain subjects as an
intellectual discipline and the third, is to enable the student to mature as a person and as a
citizen”.

Gelfand (1968: 24-25) suggested, “The fundamental role of the library is educational. It should
not be operated as a mere store house of books attached to a reading-room, but as a dynamic
instrument of education”.

Association of University Teachers (1964: 10) has been stated that, “The prime function of a
university library is to provide facilities for study and research for the members of its own
institution”.

The study undertaken by Dr. S. M. Zabed Ahmed on ‘Adequacy of Reading Resources and the
Satisfaction of the Information Needs of the Faculty Members: A Case Study of Dhaka
University Library” shows that, users use library mainly for the background materials and for
obtaining specific items of information. University library is able to provide the needed-support
to meet the information and literature needs of the faculty members.

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

The information which users obtain from libraries is used mainly for recent publication, current
journals, CD-ROM import facilities, etc. His study has identified further that users prefer to
consult more informal sources of information rather than using the libraries in a desired manner
as researchers use.

The literature “Measuring service quality of a public university library in Bangladesh using
SERVQUAL” by Dr. S. M. Zabed Ahmed and Md. Zahid Hossain Shoeb showed that DUL
services are lagging far behind what is expected by its users.

Background of DUL:
Dhaka University was established in 1921 by an Act XVIII of 1920 which is properly known as
Dacca University Act. The library started functioning along with the functioning of the
university. Initially, the library started with a collection of 18,000 of books received from Dhaka
College and Dhaka Law College (Rahim 1981: 130). F.C Turner, the former Principal of Dhaka
College was the first Librarian of Dhaka University Library and Fakhruddin Ahmed succeeded
him in the post in 1922. By 1924 the library added 16,000 books at an expenditure of RS.
1, 50,000 /- . Annual grant to the library was amounted to RS. 34,000 /-.

The library was initiated with in 1921 with 877 students, 60 teachers of 12 departments under
three Faculties viz. Arts, Science and Law. Then the library was housed in the premises of Dhaka
Medical College and later it was transferred in the ground floor of a building situated at the
northern bank of a pond of Curzon Hall premises. The library was shifted to its new building in
the present Arts Faculty campus in 1964.

Library Collection:
The Dhaka University Library collection is the largest university collection in Bangladesh. It is
also the largest library in many respects, namely in respect of collection, of user population and
of library professional as well as non-professional staff. The library has also the largest number
of manuscript collections.

At present the Dhaka University Library has 6, 39,133 volumes of books and bound journals,
over 30,000 rare and old manuscripts; and numerous microfilms, microfiches, CDs and DVDs.
There are 265 titles of journals amongst which foreign 173, local 22 and gratis are 70. Some rare
books and documents have also been collected in microform (microfilm and microfiche). The
teachers, researchers and students will be able to read and to download more than 22,000 online
journals of 46 publishers. The library is enriched with available reference materials such as
atlases, dictionaries, encyclopedias, annual reports, statistical year books and other publications.
At present the library serves about 35,000 individuals, comprising of faculty members, students,
researchers, staffs and approved members of other academic communities.

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

Main Objective and Functions of DUL:
The main aim of the DUL is the expansion of education and research in the field of Arts,
Sciences, Social Sciences, Commerce and Law. The function of the library may be broadly
grouped as (Tapp, 1999: 2):

(a) Acquisition (including selection, ordering and accessioning of materials),

(b) Processing (including cataloguing, classification, indexing, catalogue card, book preparation,
card preparation, etc.),

(c) Circulation (including issues and discharges, fines collection, readers service, book stock
maintenance),

(d) Reference services (including serial, thesis and dissertation, newspaper, UN collection),

(e) Reprography services,

(f) Manuscript collections (including preservation, cataloguing and publishing),

(g) Administration (including management information gathering, staff management, budgeting).

Library Layout:
All the activities of the library are performed from three separate buildings, viz.:

(a) Administrative building

(b) Main library building, and

(c) Science library building

(a)Administrative Building:
The Administrative Building of the Dhaka University Library is situated just behind the Main
Library Building. It is a three storied building comprises the following sections in its different
floors.

In the ground floor of the administrative building the following sections are housed:

 Old Newspaper Section

 Seminar Section
 Resource Centre (for the visually impaired students)
 Cyber Centre

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

The first floor comprises the section as mentioned here:

 Acquisition Section
 Processing Section
 Periodical Section
 Binding Section
 Accounts Section
 Despatch

The second floor constitutes with the following sections:

 Administration
 Manuscript Section
 Reprography Section

(b) Main Library Building:

Figure-2: DUL Main Building

The ground floor of the main library building consists of the following major units:

Reader Service:

 Circulation Counter and Information Desk

 Reference Section
 Old and Bound Periodicals Unit
 Daily Newspaper Desk
 Rare Book Section

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

  Muktijudho Cell
 UN Collections
 American Studies Corner
 Korea Corner
 Gazette Room
 Research Assistance Room
 Catalogue Card Cabinet Unit
 Token Counter
 Photocopy Unit

Planning and Development:

 Automation Section
 Server Room
 Computer Room
 Borrowers ID Card Room
 Hardware Maintenance Room

The first and second floors of the library consist of the following units:

 Student Reading Rooms

 Photocopy Units
 Book Stack Areas
 Carrels

The book stack area of the first floor of the main library includes books of thirteen disciplines
viz. Sociology, Statistics, Political Science, Economics, Law, History, International Relations,
Philosophy, Geography, Journalism, Anthropology, Social Welfare and Public Administration.

The book stack area of the second floor of the main library includes books of fourteen
disciplines, viz. Information Science and Library Management, Psychology, Religion,
Linguistics, Business Administration, English, Bengali, Islamic History and Culture, Arabic,
Urdu and Persian, Sanskrit and Pali, Islamic Studies.

There are reading rooms in the first floor as well as in the second floor. Here 300 students can
read at a time issuing books of above disciplines from the stack area. There is also a separate
reading room for female students. The reading rooms are air-conditioned. There is a computer
for students in the issue counter for searching books. There are nine carrels for teachers and
researchers in the stack area. They can have these allotted for three months for their research
purpose. On the other hand there are six chair-tables near the carrels for teachers. There is also a
photocopy unit in the first floor and second floor. Teachers, researchers and students can get
photocopies of necessary books and documents by paying TK. 0.80 for per exposure.

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

(c) Science Library Building:
Though the science library is a part of the main library, it is located in a separate building near
the science faculty campus. At the beginning, the science library was in the physics block of the
Curzon Hall. But later on, the building proved to be very inconvenient, and a new building was
created. The science library shifted to its new building in the early part of the year 1982. The
Dhaka University Science Library is headed by one Deputy Librarian and is assisted by the other
staff. All the works of acquisition and processing are however done by the main library.

Figure-3: DUL Science Library Building

The ground floor of the science library has the following unit:

 Administration
 Token Counter
 Daily Newspaper Desk
 Circulation Counter
 Book Stack Area
 Periodical Unit
 Photocopy Unit

The first floor of the science library has the following units:

 Reading Rooms (Male and Female)

 Confined Section
 Reference and Thesis Room (Faculty Members and Researchers only)
 Prayer Room

There are 4 reading rooms in the first floor of the Science Library Building. Here 400 students
can read at a time. The reading rooms are air-conditioned. There is also a reference room in the
first floor of the building. Teachers, researchers and students can use theses and reference tools
here. There are separate seating arrangements for teachers. Teachers, researchers, registered
graduates, officers and employees can issue 10 books, 3 books, 1 book, 5 books, and 1 book
respectively for 30 days. They can have necessary photocopies paying Tk. 0.50 for per exposure.

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

A complaint box is kept in every floor of the Main building and Science Building for readers.
They can lodge any complaint in the box to redress the grievances. Those boxes are opened
every week and necessary action taken accordingly. Besides, there is a senior officer in every
floor who acts as a floor in charge. Readers can inform him about any sorts of problems for early
solution. If he fails, readers can ventilate the same to the librarian for taking necessary action.
Science Library contains the books of 21 disciplines.

Library Hours:
The library time schedule is as follows:

Day Time

Main Library and Science Library Cyber Centre Resource Centre for
Visually Impaired
Reading Rooms and Offices Student
Seminar Section

Sunday to 8am to 9pm 9am to 5pm 11am to 8pm 8am to 9pm

Thursday

Friday 3pm to 8pm Closed Closed Closed

Saturday 10am to 8pm Closed Closed Closed

Table-3: Library Hours

Officers and Employees:

Professor Dr. S. M. Zabed Ahmed is the acting librarian of the library. The responsibility of the
acting librarian (P&D) is entrusted to Mrs. Syeda Farida Parvin. Now there are 241 staffs among
which the number of officers is 76. The number of existing officers, class III and class IV are 68,
49 and 102 respectively. The total number of vacant posts is 18. Among the total staffs, 19 are
professional, 50 are semi-professional, 148 are non-professional and 21 are IT personnel (Dhaka
University Annual Report, 2011-2012).

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

 Figure-4: Diagrammatic Presentation of Library Personnel

Dhaka University Library

Vice-Chancellor

Adviser

Librarian Librarian (P & D)

1x System Analyst
1x Sr. Computer Programmer
1x Sr. Online Cataloging Incharge
1x Sr. Section Officer
2x Automation Officer
2x Senior Assistant
5x MLSS

Processing Journal Old Reading Room Admin. Acquisition Reprography

Section Section Newspaper Section Section Section

5x Dep. Librarian 1x Deputy

2x Dep. Librarian 1x Dep. Librarian 1xAssis.Librarian 1xSr. Repro. Officer
4x Assist. Librarian Librarian 1x Sr. 2x Assist. Librarian 2xSr. Sec. Officer 1xSr. Assist. 1x Executive Eng.
1x Sr. Res. Officer 1x Sr. Section Administra 1x Sr. Res. Officer 1x Sec. Officer Proc. Officer 1x Sr. Assist. Rep.
2x Sr. Cataloguer Officer -tion 3x Sr. Sec. Officer 2x Sr. Assistant 1x Sec. Officer Officer
1x Sr. Sect. Officer 1x Sr. Ref. – Officer 1x Jr. Librarian 1x Library Assist. 1x Sr. Assist. 1xAssis.Rep.Officer
2x Section Officer cum – P A 1x 1x Section Officer 2x Sr. Electrician Typ. 5xTechnical Officer
2x Sr. Assistant 1x MLSS Invigilator 1xSuperintendent 6x MLSS 1x Library Assist. 1xSr. Rep. Assistant
4x Cataloguer Gr-1 1x MLSS 6x Senior Assist. 8xSecurity Guard 1x UD Assistant 3x Rep. Assist.
4x MLSS
4x Sr. Invigilator 1x Gardener 1xUD A cum Typ 1x Sr. Darkroom
1x Invigilator 7x Sweeper 1x Library Assist. Comp.
1xSr. Perio. Assist. 2xMLSS 2x MLSS
5x Library Assist.
33x MLSS
Science Section
Accounts Binding
Section Section
Manuscript
1x Sr. Accounts 1x Sr. Section Officer Section 3x Deputy Librarian
Officer 2x Sr. Binder gr-1 1x Assistant Librarian
1x LDA 2x Sr. Binder gr-2 1x Sr. Research Officer
1x Library Assistant 4x Binder gr-2 1x Sr. Keeper of Mss. 16x Class 3
1x MLSS 2x Assistant Binder 2x Sr. Research Officer 25x MLSS
1x Technical Officer
1x Sr. A-cum-Typist
1x Sr. Binder gr-2
3x MLSS

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

Policies and Rules of Dhaka University Library:
The policies and rules of the Dhaka University Library as per ordinance are mentioned as
follows:

1. (a) The use of the Library with all its Sections shall Ordinances be subject to Rules made
by the Syndicate on the recommendation of the Library Committee and the Academic
Council.
(b) The Library Committee shall consist of the following:

(i) The Vice-Chancellor, Dhaka University. Chairman

(ii) The Pro-Vice-Chancellor, Dhaka University. Member
(iii) The Dean of the Faculty of Arts, Dhaka University. Member
(iv) The Dean of the Faculty of Commerce, Dhaka University. Member
(v) The Dean of the Faculty of Science, Dhaka University. Member
(vi) The Dean of the Faculty of Biological Sciences, Dhaka University. Member
(vii) Three members of the Academic Council to be appointed by the Member
Academic Council for one year.
(viii) The Librarian, Dhaka University. Member Secretary
2. The General Library shall be opened from 7.30 A. M. to 3. P. M. while the University is
in session and from 7.30 A. M. to 8. P. M. during vacations. It shall be wholly closed on
University holidays and will not be closed during the Annual Inspection. No books shall
be issued to students for use in the Reading Rooms within the last half-hour previous to
daily closing.
3. The Librarian is empowered to close the General Library or any section or Sections when
he thinks circumstances justify it; particular of every such case must be reported to the
library Committee at their next meeting.
4. Members of the classes hereinafter mentioned in Rule 10 (i-vi) may consult books in the
Reading Rooms intended for them.
5. Students of the University who have obtained the necessary admission card shall be
entitled to have not more than two books at one time for use in the Reading Rooms set
apart for them, but they shall not bee allowed, except as hereinafter mentioned, to take
books outside the Library premises.
6. Students who have completed a course of study in the University and are eligible to
appear at any University or Government Competitive Examinations shall be permitted to
use the University Library under the same conditions as those applicable to regular
students on deposit of a sum of TK. 25.00 by the students in the Faculties of Arts, Social
Sciences, Commerce and Law and TK. 50.00 by the students of the Faculties of Science
and biological Sciences as caution money in each case provided that the Provost

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

 concerned certifies that they are resident at Dhaka and are preparing for University or
Government Competitive Examinations.
Such students may also be allowed, with the sanction of the Librarian to take out books
not exceeding one at a time, for home use if the deposit TK. 25.00 or TK. 50 as the case
may be as Library Caution Money in addition to the sum of TK. 25.00 or TK. 50.00
mentioned above.
Books so taken out must be returned within three days from the date of issue and
defaulters shall be liable to pay a fine of .25 paisa per volume for each week or part of a
week beyond the date of return and the may also forfeit the right of borrowing books at
the discretion of the Librarian.
7. (a) The Librarian is empowered to permit persons other than those previously mentioned,
to use the Library on such terms and conditions as he thinks fit subject to report by him
periodically to the Vic-Chancellor.
(b) The maximum number of the external readers allowed to borrow books from the
Library is fixed at a number ranging from 20 to 25 per session. Such readers are allowed
to borrow only one book of which a second copy id available in the Library against a
Caution Money deposit of TK. 40.00 per volume for books on Arts, Social Sciences,
Commerce and Law subjects and TK. 50.00 per volume for those in Science and
Biological Sciences subjects.
8. Books which are rare or books of reference shall not be issued from the Library but they
may be consulted in the Library under such conditions as the Librarian may determine.
Costly books shall not be issued save with the special permission of the Library
Committee. A list of books falling under this Section shall be drawn up by the Library
Committee after report from the Librarian and Chairmen of Departments.
9. Persons other than members of the Syndicate and Officers and members of the Teaching
Staff of the University shall not have access to the shelves unless accompanied by a
University Teacher or a member of the Library staff.
10. Each member of the following classes shall have the privilege of taking out books from
the General Library subject to the conditions and restrictions as laid down below, or as
may be determined by the Library Committee in each case :

(i) Members of the Senate, the Syndicate and Officers of the University not more than 5
volumes at a time and members of the Teaching Staff of the University not more than 10
volumes at a time. The period of retention of books shall be of 14 days in cases of
members of the Senate, the Syndicate and Officers and 30 days in case of members of the
Teaching Staff. The Librarian may refuse to issue any further books till all overdue books
are returned or all charges cleared.

(ii) Research Student and Research Scholars shall be treated on the same basis for
membership of the Library. They shall be required to deposit caution money of TK. 50.00

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

 each which will entitle them to borrow not more than four volumes at a time. The period
of retention of books shall be of 30 days.

(iii) Persons specially permitted by the Vive-Chancellor not more than two volumes at a
time for a period of 14 days.

(iv) Persons Graduates resident in Dhaka, on deposit of TK. 25.00 each shall be entitled
to borrow one volume at a time for a period of 14 days.

(v) Members of the University other than those mentioned above, at the discretion of the
Librarian, not more than 2 volumes at one time.

(vi) Research Assistant employed under various schemes and working in the University
not exceeding two volumes at a time for a period of 14 days.

(vii) 6 Honorary Teachers of the University not exceeding three volumes at a time for a
period of 30 days.

(viii) The Ministerial Staff of the University shall be Regulations accepted as members of
the Library on the recommendation of the Department or Head of Office. They shall be
required to deposit caution money of TK. 25.00 each, which will entitle them to borrow
not more than one volume at a time for a period of 14 days at the discretion of the
Librarian.

Note: All deposits arc to be paid into the Accounts Office of the University and will be
refunded after deduction of any fine of charges outstanding against the depositor.

11. Chairmen of Departments in consultation with the Librarian may remove form the
Library for a period of one month books and maps that may be necessary for constant
references in connection with the work of Laboratories or demonstration in classes, such
Chairmen being personally of demonstration in classes, such Chairmen being personally
responsible for the safe custody of those books and maps. The number of books and maps
that may be removed at a time must not exceed twenty in any case.
12. Chairmen of Departments shall be allowed to countersign the issue of books, the number
not to exceed five volumes at a time, in order that they may be lent responsible for those
books. Such books are returnable within a week form the date of issue.
13. A borrower belonging to the Teaching Staff of the University shall ordinarily be entitled
to retain a book for 30 days. At the end of this period the book shall be returned to the
Library and if the same is not required by any other reader, it may be re-issued on the
same day to the same borrower for a further period of 30 days. If books become
returnable on a holiday, the may be returned on the date when the Library re-opens after
the holiday. Books due for return during a vacation may be returned within three days
after the expiry of the vacation.
14. The rate of overdue charge from all classes of readers other than a student, a member of
the Syndicate or a person who in not a salaried person of the University or who has no

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

 Library Caution Money at his credit for overdue books shall be fifty paisa for a week or
part of a week per volume. The overdue charge so imposed shall be realized from the
salary of the defaulter without further reference. In case of students the overdue charge
shall be twenty-five paisa for a week or part of a week per volume and shall be realized in
cash by the Accounts Office under intimation to the Library.
15. The non-return of a book by a member of the Syndicate or a person who is not a salaried
employee of the University or who has no Library Caution Money at his credit shall be
reported to the Syndicate for taking such action as may be deemed necessary in each
case. There should be uniform system, viz., the Card Charging system, of issuing books
from the General Library, excluding Reports and Periodicals which may be issued on
printed vouchers meant for the method of issuing books to persons specially permitted
by the Vice-Chancellor to use the University Library shall be decided by the Librarian as
he thinks fit in each case.
16. No student shall be permitted to sit for a University Examination unless he has returned,
prior to his taking the Admit Card from the Provost s Office, all books belonging to the
University Library which he has borrowed of if any such book has been lost or damaged,
paid the price demanded by the Librarian on account of such loss or damage. The
Librarian shall send a list of defaulting students to the Provosts concerned 14 days before
the commencement of their Examinations.
17. Reading room facilities shall be allowed to students due to appear in University
Examinations, after they have surrendered their Library Cards, against their University
Identity Cards.
18. Persons shall not be allowed to borrow books in more than one capacity.
19. The Librarian may refuse to lend out books except to the borrower in person stating the
reason for such refusal.
20. Manuscripts shall not be lent out of the Library without the special permission of the
Manuscript Committee.
21. No unbound part of periodicals or books not sufficiently protected by binding shall be
issued from the library except with the express permission of the Librarian. He may also
refuse to lend out books which are constantly required by teachers and students in
prosecution of academic work and research. Text books in constant demand by students
shall not be taken out of the Library by the teachers without the permission of the
Librarian.
22. Each person other than a member of the syndicate, or an Officer or members of the
Teaching Staff of the University wishing to consult books in the Reading Rooms, must
insert in one of the slips provided for the purpose, his name and address (Hall, Registered
Number and Class incase of a student) as well as the call number and title of the book
required, and present the slip to the Issue Assistant in attendance. He will also deposit his
Library Card when the book is issued to him. The receipt slip shall be cancelled in the
presence of the borrower and his Library Card given back to him when the book in
returned.

N. B. To prevent confusion, books are required to returned a few minutes before the close of
each hour by those who are about to leave the Library to attend classes.

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

23. No person entitled to take out books from the Library shall do so without up and handing
to the Issue Assistant in attendance his “borrower’s card provided for the purpose.
24. (a) Library Card of all readers other than those of the members of the Syndicate and
Officers and members of the Teaching Staff of the University shall be renewed every
session.
(b) The charge for loss of a Token shall be realized from the person concerned at the rate
of TK. 8.00 only.
25. (a) Borrowers and readers are advised to inspect books issued to them at the time of issue
and to call the attention of the Library Assistant to any defects, marginal notes, act. The
borrower shall be liable to replace at his own expense any books lost or returned to the
Library, damaged or annotated by him. If the volume lost or injured forms part of a set
and cannot be replaced without the whole set being replaced, the borrower shall replace
the whole set. The damaged book or set in question shall then become the property of the
borrower.
(b) In case of inability of borrowers to replace books, the Librarian at his discretion may
realize three times the price of the book or books reported lost.
26. The Annual Inspection of the General Library shall begin from the 24th March (except in
years when that date falls on a weekly holiday or holidays when it shall begin on the next
opening day) and continue for 8 working days thereafter. All books on loan irrespective
of the date of borrowing must be returned of or before the 23rd March. The complete
verification of stock of the Library shall be completed in then years according to a
scheme provided for the purpose. (In the circumstances the question of closing the
Library does not arise as stock-taking will be done in sections by rotation over five
years.)
Any person retaining one or more books after the commencement of the Annual
Inspection shall incur a fine of Taka one per book per day until such book or books are
returned, provided that the maximum fine levied under this Rule shall be Taka five. Fines
so incurred shall be reported to the Registrar.
27. (i) Before the Library the readers shall hand over their personal books, bags, sticks,
umbrellas, and parcels, opened or closed bags, attaches, portfolios, briefcases,
newspapers and loose garments etc. to the Library Attendant at the checking counter
against numbered tokens.
(ii) Bags and attaches are to be deposited retaining valuable materials like money and
golden ornaments, if any, with the entrants, otherwise Library workers will not be
responsible for losses of such valuable articles.
(iii) Deposited materials will have to be collected form the checking counter returning
respective tokens before 15 minutes of the closing of the Library of the same day. Library
Workers will not be responsible for safety of the article or articles not collected on the
same day.
(iv) Gate Pass is to be handed over to the Library Attendant at the gate while leaving the
Library. Library workers may check the readers thoroughly within the Library premises
or at the gate if required.
(v) Notes and exercise books may be allowed to be taken inside the Library subject to
checking at the gate at the time of departure.
(vi) Books issued for study in the respective Reading Rooms shall not be removed to any
other Reading Rooms.

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

 (vii) Male and Female students shall read in their respective Reading Rooms.
(viii) Smoking is strictly prohibited inside the Library.
(ix) Persons using the Reading Rooms shall abstain form smoking and conversation and
any other form of activity likely to disturb others and shall enter and leave the Library
with as little noise as possible.
28. The right of any reader to the use of the Library may be suspended or kept in abeyance by
the Library Committee for transgressing Library Rules.

Library Facilities:
The DUL offers the following facilities to its patrons:

1. Printing: The computer printing service is only available in the Dhaka University library
reprography section.

2. CD/DVD Write: Only old and rare manuscripts, microfilm and microfiche in digital form are
available for CD/DVD Write.

3. Photocopy Service: The photocopy services are offered from the following locations:

Building Floor
Main Library Building Reading Room – 1st Reading Room – 2nd
Floor Floor

Administrative Building Periodical Section – Reprography Section

Ground Floor – 2nd Floor

Science Library Building Xerox section - Ground Floor

Table-4: Distribution of Reprography Units

4. Carrel Booking: Carrels are available in the main library that can only be reserved by the
faculty members or researchers for higher studies.

5. Online Catalogue Search: Computer terminals are available for use by faculty members and
students to search the library OPAC.

6. Borrowers’ ID card: Faculty members, students and other library users need digital
borrowers’ ID card to use the library. Please contact the library if you have any questions.

7. Teachers’ Book Issue Counter: Books can be issued, renewed and returned from this counter
using automated system. A digital borrower’s ID card is required.

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

8. Cyber Centre: The Cyber Centre is located on the south side of the ground floor at
Administrative Building.

9. Resource Centre: A modern and international standard Resource Centre for Visually
Impaired students is located on the ground floor of the Library Administrative Building. This
Centre works in collaboration with the Sight Savers International for visually impaired students.
The centre houses Braille Books, computers with specialized software and modern Braille
Printers.

10. Reading Rooms: There are several reading rooms under different sections as follows:

(a) Student Reading Room, Main library - First Floor: The first floor of the Library consists
of reading rooms and a books stack area. This floor contains books covering 12 disciplines e.g. -
Sociology, Statistics, Political Science, Economics, Law, History, Biography, Geography,
Journalism, Anthropology, Social Welfare, and Public Administration.

(b) Student Reading Room, Main library - Second Floor: The second floor of the library
consists of reading rooms and a books stack area. This floor covers 11 disciplines e.g. -
Information Science and Library Management, Philosophy, Psychology, Religion, Linguistics,
Anthropology, Business Administration, English, Bengali, Arabic, Urdu and Persian.

The seat arrangement in the reading room of the main library is as follows:

Seat Arrangements Combined Students Female Students Teachers/ Total

in the Reading Researchers
Rooms of the Main
Library
Second Floor 260 25 15 300
Third Floor 260 25 15 300
Reference Reading 60 - - 60
Room
Periodicals Reading 40 - 6 46
Room
Old Newspaper 40 - - 40
Reading Room
Total 660 50 36 746

Table-5: Seat Arrangement in the Reading Room of the Main Library

(c) Student Reading Room, Science library - Ground Floor and First Floor: Books and
reading materials of the following disciplines are preserved in the stack area:

Generalities, Cosmology, Psychology, Logic, Ethics (Moral Philosophy), Statistics, Pure

Science, Mathematics, Astronomy and Allied Sciences, Physics, Chemistry and Allied Sciences,
Sciences of Earth and other worlds, Paleontology, Life Sciences, Botanical Sciences, Zoological
Sciences, Technology (Applied Sciences), Medical Sciences, Engineering and Allied Operation,

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

Agriculture and Related Technology, Home Economics and Family living, Chemical and related
Technology, Manufactures, Buildings, General Geography and History, General Geography and

Travel, General History of Ancient World, General History of Europe and General History of
Asia.

(d) Reference Reading Room, Main Library: It is located on the south side of the ground floor
of the main library building. Reference Collections provide comprehensive reference and
research materials in the field of humanities, especially religion, philosophy, language, literature,
art and history, as well as biography, bibliography, Encyclopedia, Dictionaries and current
affairs.

(e) Reference and Thesis Room, Science Library: Teachers and researchers can use thesis and
reference tools from this room which are non-issuable.

(f) Periodicals Reading Room: The periodicals section is located on the ground floor of the
Administrative Building and Science Library Building. Library users can read journals in
the bound volume.

(g) Archives, Rare Books and Special Collections Reading Room: This room is located on the
ground floor of the main library building. There are also confined books and documents
available in Science Library.

(h) Current News Paper Reading Room: Dhaka University library preserves all well-circulated
daily newspapers in Bangladesh. Users can read these newspapers from 8am to 9pm in Main
Library and Science Library.

(i) Old News Paper Reading Room: Old and rare newspapers are preserved in the ground floor
of the Administrative Building. These newspapers are only available in bound volume format.

(j) Manuscript Reading Room: The library houses 30,000 handwritten manuscripts, many from
the fourteenth and fifteenth centuries, in various languages and a large number of tracts
(booklets, leaflets, pamphlets, and puthis) which are also preserved in microforms and CDs.

(k) Microfilm and Microfiche Reading Room: Some old and rare documents are kept in
microfilm or microfiche format which are preserved in reprography section.

11. Seminar Section: Located on the ground floor of the Administrative Building. The students
of Faculty of Arts, Law, Business Studies, Social Sciences, Fine Arts and Education can issue
one book from the Seminar Section.

12. Personal Laptop: Library users can use their own laptops in the Library.

13. Current Awareness Service (CAS): This service is provided in both the main library and
science library, manually through display boards and digitally through library website.

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.
 Chapter-III
Acquisition
Section

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

Acquisition Section:
This section is in the first floor of the administrative building. It is an important section of the
library. Books and journals of all Departments of the University are procured by this section and
after processing, copies of newly collected books are sent in the relevant departmental seminars
as per the request of the chairman. If a single copy is procured for any department, it can not be
sent there, as there is no provision to send the single copy in any departmental seminar.

Harrod’s Librarians’ Glossary defined Acquisition as, “The process of obtaining books and other
documents for a library, documentation centre or archive”.

The ALA Glossary of Library and Information Science defined Acquisition Department as, “The
administrative unit of a library which performs acquisition services”.

Objectives of Acquisition Section:

The main objectives of the acquisition section are as mentioned here:

1. A library should acquire and provide all the relevant reading materials to its clientele so that
the basic functions of the library are fulfilled.

2. A library should acquire all other books on the related topics. A University Library must
procure books on bordering subjects also so that comprehensive reading materials for research
and study are made available.

3. A library should contain all the reading materials pertaining to the history and culture of a
particular country, city, place or institution.

Techniques of Acquisition:
There exists three techniques for acquiring documents in the library and among them the last one
is currently not activated. These are as follows:

 Purchase
 Gifts or Donations
 Exchange

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

Procedure for Acquisition:
In the Dhaka University Library the process of purchasing books is completed in two phases.
They are as follows:

 Budget Allocation: In this phase the Syndicate, Deans of the different Faculties,
different Committees are associated.
 Procurement of Books: This phase is conducted by the Acquisition Section along with
the Accounts Section.

These phases are enumerated here with a flowchart.

Budget Allocation:
In every year an annual budget is allotted to procure the books and journals for all the
departments of the University, to pay salaries of all the staffs of the Library and to maintain the
development activities of Dhaka University Library. The budgetary amount increases or
decreases as per pecuniary situation of the University. Generally it increases after certain
intervals, after one years, two years or three years etc. The allocated total for procurement of
books and journals are re-allocated among the departments of Dhaka University by the Deans
convening meeting. Every department gets an amount of 25,000 taka each for the procurement of
books and journals. Then the budget is re-allocated considering the number of students of the
departments and the price of books and journals of the departments.

Process for Budget Allocation:

The allocation of budget for procuring books and journals goes by the following steps:

Step-1: The budget is passed in the Dhaka University Senate.

Step-2: The Deans of the Faculties of Dhaka University allocates the budgets among the
Departments.

Step-3: Library Committee checks the budget and gives recommendations.

Step-4: Finance Committee checks the budget and gives recommendations.

Step-5: Dhaka University Syndicate checks the budget and gives the approval.

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

Budget Allocation for 2012-13 Fiscal Year:
In 2012-2013 fiscal year, the total budget for procurement of books and journals (excluding the
salary of the staffs) was 1, 12, 00,000 taka. Sixty percent of the budget is allocated for the
procurement of books and forty percent of the budget is allocated for the subscription of online
journals. The budget of the library from 2009-2010 to 2012-2013 is collected by taking sample
from the Revenue and Development Budget 2012-2013 and are mentioned here.

Budget for the Library Administration:

Year 2009- 2010-2011 2011- 2011- 2012-2013

2010 2012 2012
A. Library administration Original Original Allotted Amended Allotted
Salary allowance 389.08 510.04
Salary of the officers 147.50 170.34 156.20
Salary of the staffs 47.53 54.00 56/39
Salary of third & fourth class 86.10 88.78 96.50
staff
House rent 120.40 135.15 140.80
Medical allowance 18.53 19.05 19.70
Travelling cost 2.98 2.90 3.04
Tiffin allowance 2.98 2.90 3.04
Cost of washing cloths of the 1.22 1.39 1.46
staffs
Special personal allowance 0.95 1.62 1.43
Total 389.08 510.04 428.19 476.13 478.56

Table-6: Library Administration Budget

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

Budget for the Procurement and Maintenance of Library Materials:

Year 2009-2010 2010-2011 2011-2012 2011-2012 2012-2013

B. Other costs of library Original Original Allotted Amende Allotted

d
Purchase of books and journals 46.68 59.38 100.00 100.00 100.00
Purchase of course/semester 18.01 10.00 10.00 10.00
books
Back issues of journals 2.00 2.00 2.00
Manuscripts Collection & 1.43 1.37 1.50 1.50 1.50
Preservation
Cost of Reprography 5.33 8.29 8.00 10.00 9.00
Binding cost 1.85 1.58 2.00 2.00 2.00
Related cost 11.38 12.90 8.00 9.00 8.00
Online subscription 24.00 24.00 24.00 24.00
Cost of electrical maintenance 3.00 3.00 3.00
Insurance of fire 0.35 1.00
Library Cyber Center 1.00 2.00 2.00
Visually Impaired Resource 1.00 2.00 2.00
Center
Computerization of Central 8.00 8.00 8.00
Library
Preservation of generator 5.00 5.00 5.00
Total 90.67 101.88 174.50 178.50 176.50
In Total ( A+B) 479.75 611.92 602.69 654.63 652.50

Table-7: Library Materials Procurement and Maintenance Budget

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

 Figure-5: Flow Chart for Acquisition of Documents in DUL

University Authority/Senate Gives Tender Notice Published in Two

Budget Daily Newspaper

Deans Allocates Among the Technical Evaluation Committee

Departments and Recommends Evaluates and Recommends

Library Committee Checks and Finance Committee Checks and

Recommends Recommends

Finance Committee Checks and Syndicate Checks and Approves Receipt of Books
Recommends

Librarian Issues Appointment Invoices are Checked with

Syndicate Checks and Approves Letter to Supplier the Book List

Supplier Gives Consent

Books are Accessioned
Budget Allocation

Deed Agreement on Three Data Inputted to the

Hundred Taka Stamp Computer

Librarian Supply Book List to the Barcode Labels are pasted

Supplier for Pro-forma Invoice

Supplier Submits Pro-forma Books are sent to the

Invoice Processing Section

Librarian Issues Work-order Bills are checked

Supplier supplies Books and Bills are sent to the

Journals to the Library Accounts Section

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

Process for Procurement of Books:
The process for the procurement of books goes by the following steps:

Step-1: The acquisition section informs all the departments about the allocation of budget and
asks their demand for the procurement of books.

Step-2: The departments send their demand to the acquisition section.

Step-3: The acquisition section organizes the demands of the departments and publishes notice
as Invitation for Tenders in two national daily newspapers, one in Bangla and the other in
English.

Step-4: The interested vendors/suppliers cast their tender in the tender box within the time limit.

Step-5: The Technical Evaluation Committee evaluates and recommends the best supplier on the
basis of highest discount offered.

Step-6: The Finance Committee checks and recommends the best supplier.

Step-7: The University Syndicate checks and approves the best supplier.

Step-8: The Librarian issues appointment letter to the selected supplier.

Step-9: The supplier gives consent.

Step-10: The agreement is signed between the supplier and the University Treasurer on three
hundred taka stamp.

Step-11: Librarian supply booklist to the supplier for pro-forma invoice with price evidence.

Step-12: Supplier submits pro-forma invoice to the acquisition section.

Step-13: Librarian issues work order to the supplier.

Step-14: Supplier supplies books and journals to the library.

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

Post Reception Functions of Acquisition Section:
After the reception of the books and journals the acquisition section performs the following step
by step functions;

Step-1: Invoices are checked with the order list to confirm that ordered items are sent accurately.

Invoices may contain following type of list:

Serial Order Author Title Quantity Currency Publisher’s Unit Discount Total
No. Serial Price (Tk.) (Tk.)
No.

Figure-6: Invoice

Step-2: Each and every copy of the books is accessioned and major bibliographical
information’s are entered in the accession register.

Step-4: Some major bibliographical information is inputted in the computer.

Step-5: Automatically generated barcode labels are pasted on the title page of each book and are
sent to the processing section.

The following is a sample of an automatically generated barcode label:

Figure-7: Barcode Label

Step-6: Bills are checked to clarify the price of the books against the agreement and to justify
that the discount offered are all right.

Step-7: Bills are passed to the Accounts Section.

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

System for Payment to the Supplier:
There are two system of payment to the supplier. One is Cash Against Delivery (CAD) where
suppliers receive their payments after the delivery of books to the library. Another system is LC.
In this system, an LC is opened in a bank in the name of relevant foreign suppliers and after
reception of the books by the library; the payment is disbursed by the bank to the suppliers
concerned.

Accession Register:
Accession Register is the basic record in the library about each document forming part of its
collection. Documents are numbered progressively as they are added to the stock and entered in
the register. Dhaka University Library maintains three types of Accession Register as mentioned
here:

 Accession Register for Purchased Documents

 Accession Register for Gifts
 Accession Register for Journals

Copy of the Ph. D and M. Phil. theses of the University students are gifted to the library and are
entered in the Accession Register for Gifts. A sample of the Accession Register maintained by
the DUL is showed here:

Accession Author Title Place Publisher Year Size Pages Bdg. Cost Source Vol. Remarks
No.

Figure-8: Accession Register

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

Automation of the Acquisition Section:
The functions of the Acquisition Section are now performed manually. At present the Dhaka
University Library is using an Integrated Library Automation System where there is a provision
for the automation of acquisition functions. So we can expect that the Acquisition Section will
start performing their functions in automated environment as soon as possible.

The interface for the Acquisition Module in the Library Software is as follows:

Figure-9: Interface of the Acquisition Module

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

The Acquisition Module would be able to perform the following functions:

 Budget Source
 Budget Entry
 Department Budget
 Edit Book List
 Add Book List
 New Book Entry
 Add Book Copy
 Edit Source and Collection
 Letter Number
 Available Tasks
 Report
 Barcode
 Upload Book Cover
 Accession Register by Type

Suppliers of Documents in the Session 2012-13:

Dhaka University Library purchase documents from the following local agents:

 Mollik Brothers
 Paragon Enterprises Ltd.
 Karim International

In order to purchase documents published in India, DUL deals with the following agents:

 UBSPD
 NCBA

The DUL purchase internationally published documents from a Singapore based international
agent Alkem. The books on Liberation War of Bangladesh are procured from the Ekushey Book
Fair. The locally published books are purchased through the Dhaka University Prokashona
Songstha.

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

Newly Purchased Books in the Session 2012-13:
In the library website the department wise list of the newly purchased books in this session are
given. In 2012-13 session an amount of 1, 212 titles is purchased for 66 departments. Here the
list of the newly purchased books for the Department of Information Science and Library
Management in this session is mentioned as follow:

S. L. Author Title Edition & Copies

Year
1 G. G. Chowdhury Information Users and Usability in the Digital 2011 1
Age
2 Ned Potter The Library Marketing Toolkit 2012 1
3 G. G. Chowdhury Introduction to Digital Libraries 1
4 G. G. Chowdhury Introduction to Modern Information Retrieval, 3rd 2010 1
ed.
5 Bob Duckett Know It All, Find It First: An A-Z Source Guide 2008 1
for the Enquiry Desk, 3rd ed.
6 Laura A. Milar Archives: Principles and Practices 2010 1
7 Liz Chapman Managing Acquisitions in Library and 2004 1
Information Services
8 Tibor Koltay Abstract and Abstracting 2010 1
9 M. Paul Pandian RFID for Libraries: A Practical Guide 2010 1
10 Carole A. George User-Centered Library Websites: Usability 2008 1
Evaluation Methods
11 Nuria Balague Managing Your Library and Its Quality 2011 1
12 Valeda Denta Qualitative Research and the Modern Library 2011 1
Goodman
13 Teresa Welsh Information Literacy in the Digital Age: An 2010 1
Evidence-Based Approach
14 Paola De Castro Librarians of Babel: A Toolkit for Effective 2009 1
Communication
15 Micheal Upshall Content Licensing: Buying and Selling Digital 2009 1
Resources
16 Jela Webb Strategic Information Management: A 2008 1
Practitioner’s Guide
17 Dalkir, Kimiz Knowledge Management in Theory and Practice, 2011 1
2nd ed.
18 Awad, Elias M Knowledge Management 2007 1
19 Gannon-Leary and Customer Care: A Training Manual for Library 1
Micheal McCarthy Staff

Table-8: List of the Books Purchased in 2012-13 Session for the Department of Information
Science and Library Management

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

Problems of Acquisition Section:
The acquisition section is the gateway for the entrance of the reading materials to the library
which ensures the systematic collection of those materials. So the acquisition section should
overcome the following problems in order to perform its functions more efficiently.

1. The process of acquisition is very lengthy due to too many administrative procedures.

2. The functions of acquisition section are still running manually.

3. There is no provision in the acquisition module of the software for the computerized
maintenance of accession register.

4. The personnel are suffering from lack of professional and IT skill due to insufficient
educational background.

5. The experienced staffs are unwilling to share their knowledge with their juniors.

6. At present there are 72 departments in the university and the cost of the reading materials of
some of the discipline is very high but the budget allocated for the procurement of reading
materials are not adequate.

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

 Chapter-IV
Processing
Section

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

Processing Section:
It is in the first floor of the administrative building. All the documents acquired by the library are
processed here and prepared for the readers use. Processed documents are also sent in the
relevant departmental seminar library as per the request of the departmental heads.

From the annual reports of the Dhaka University it was revealed that in the beginning books
were not catalogued and were entered in a register. During the session of 1923-24 “Sheaf
Catalogue” was introduced. The sheaf catalogue still exists for books which were received up to
1952. Books acquired after 1952 were entered into card catalogue, and the library has been
maintaining a dictionary catalogue. Since then the library books were catalogued according to
Anglo American Cataloguing Rules (AACR) of 1927-28 and now the library follows AACR-II
code. The Dewey Decimal Classification was introduced to classify books during 1952-53
session and subsequently new arrival have been classified according to that system.

Procedure for Processing the Documents:

The processing section processes all the books, journals, and M. Phil. and Ph. D. theses papers.
The processing includes the classification and cataloguing of the documents in a step by step
order. The functions of the processing section can better be interpreted by means of a flowchart.

The steps required to perform the functions of the Processing Section are as follows:

Step-1: Documents are received from the Acquisition Section.

Step-2: Then the documents are assigned classification number.

Step-3: For each document a manual catalogue entry is prepared on a slip.

Step-4: Then the bibliographical data of the document are entered into a catalogue slip format.

Step-5: The catalogue slip format is edited.

The sample of catalogue slip format is as follow:

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

 CATALOGUE SLIP FORMAT

Call No.

Author(s):

Editor(s):

Translator(s):

Compiler(s):

Acc. No. Title:

Subtitle:

Parallel Title:

Edition:

Place of Publication:

Name of Publisher:

Year of Publication:

Figure-10: Catalogue Slip Format

Physical Description:

Series:

Note:

Contents:

ISBN:

Price:

Subject(s):

Requested by:

Prepared by: Book Card Printed by:

Checked by: Data Edited by:

Data Entry by: Catalogue Card Printed by:

Figure-11: Verso of the Catalogue Slip Format

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

Figure-12: Flowchart for the Functions of the Processing Section

Receive the Documents Generate Catalogue

from the Acquisition Card Automatically
Department

Assign Classification Generate Book Card

Number Automatically

Prepare Manual Search the Dictionary

Catalogue on a Slip Catalogue and Shelf
List Entry to Check any
Previous Copy

Enter Bibliographical
Data in the Catalogue File the Catalogue Card
Slip Format in the Catalogue
Cabinet

Edit the Catalogue Slip

Format File the Shelf List Entry
in a Separate Catalogue
Cabinet

Search the OPAC to

Check if there is any Generate Spine Label
Previous Copy Automatically and Paste
it on the Book

Input the
Bibliographical Data Send the Book to the
into the Computer Concerned Area for
Shelving

Edit the Inputted

Bibliographical Data

Save the
Bibliographical Data

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

Step-6: The title is searched through the OPAC to check if there is any previous copy to assign
the correct copy number.

Step-7: The bibliographical data of the document is inputted into the computer.

Step-8: The inputted bibliographical data is edited and then saved.

To input the bibliographical data into the computer the cataloguer has to log into the Library
Automation Software by using User Name and Password. The sample of the interface for log in
is as follow:

Figure-13: Login Interface

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

Step-9: The catalogue card for the document is automatically generated. Three types of entry i.e.
Shelf List entry, Main Entry and Added Entry are generated. Totally four catalogue cards are
prepared for each document.

Here are some samples of the automatically generated catalogue card as follows:

Figure-14: Shelf List Entry

Figure-15: Main Entry

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

 Figure-16: Added Entry under Subject Heading

Figure-17: Added Entry under Title

Step-10: The book card for each book is generated automatically.

Step-11: The Dictionary Catalogue and the Shelf Entry is searched to check if there is any
previous copy for the catalogued item.

Step-12: The catalogue card is filed in the catalogue cabinet in the alphabetical order while the
shelf list entry is filed in another cabinet in the classified order.

Step-13: The Spine Label is generated automatically and pasted on the bottom of the spine of the
book. A sample of the Spine Label is as follow:

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

 Figure-18: Spine Label

Step-14: The book is sent to the stack area for shelving or to the departmental seminar library as
per the request of the chairman of the department.

Processing Module of the Library Automation Software:

The processing section performs their functions both manually and automatically. To perform
the automated functions they use the processing module of the Library Automation Software.
The interface of the Processing Module is as follow:

Figure-19: Interface of the Processing Module

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

The processing module of the Library Automation Software performs the following functions:

 Cataloguer Task
 Delete Accession
 Cataloguing
 Subject Determination
 Send Task
 Entry
 Entry Using Old Catalogue
 Edit
 Bibliographic Notes Entry
 Catalogue Card
 Catalogue Card-Arabic
 Catalogue Card-Edit
 Book Card
 Spine Label
 Upload Book Cover
 Processing Module Report

Bibliographic Standards Used by the Processing Section:

The processing section of the Dhaka University Library maintains the following bibliographic
standards:

 Dewey Decimal Classification (DDC), 23rd Edition.

 Anglo American Cataloguing Rules-II (AACR-2)
 Sears List of Subject Headings, 20th Edition.
 MARC 21 format is not used now but there is a provision for using MARC 21 format in
the software.
 For building Author Mark the processing section does not follow any internationally
recognized method but takes two initial letters of the author’s surname and one initial
letter of the title. If the main entry is under the title, then the author mark will be the three
initial letters of the title.

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

The colors of the catalogue card of the documents are varied as follows:

 White Catalogue Card for the books of Arts, Social Science and Business Studies faculty.
 Green Catalogue Card for the books of Science Faculties.
 Yellow Catalogue Card for the books of Faculty of Law.
 Red Catalogue Card for the Reference Materials of the Main Library.
 Green Catalogue Card for the Reference Materials of the Science Library.

Statistics of the Processing Section:

The performance of the processing section in the 2010-11 session can be represented by means
of the following table.

Description of Operations Number of Items

Bibliographical Data Inputted 13, 100
Bibliographical Data Edited 16, 230
Processed New Books Sent to the Main 6, 459
Library
Processed Old Books Sent to the Main Library 517
Processed New Books Sent to the Science 2, 352
Library
Processed Special Collection from Dr. Aftab 456
Ahmed Sent to the Main Library
Processed Journal, Rare Book, Xerox, UN, 2, 105
Reference and Books for Visually Impaired
Persons Sent
Books Transferred to the Departmental 579
Seminar Library of the Science and Biology
Faculty
Books Transferred to the Departmental 642
Seminar Library of the Arts, Social Science
and Business Studies Faculty
Catalogue Card Filed in the Reserved Cabinet 4, 000
Shelf List Card Filed 3, 000
Book Card Typed and appended to the Book 11, 005

Table-9: Statistics of the Processing Section

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

Problems of Processing Section:
The processing section is responsible for the organized collection of the library. A library with an
unorganized collection would not be defined as a library but a storehouse of books and other
reading materials. So the processing section should take care of the following problems.

1. They are using both the 23rd and 22nd edition of Dewey Decimal Classification.

2. They do not follow the MARC 21 format.

3. They give author mark by taking two initial letters of the author’s surname and one initial
letter of the title but do not follow any internationally recognized method.

4. All the staffs of this section are not skilled enough to use the tools used for the classification
and cataloguing of books and other reading materials such as classification schemes, cataloguing
rules, subject headings, etc.

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

 Chapter-V
Circulation
Section

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

Circulation Section:
Circulation Section is located at the ground floor of the main building. It is involved in the
activities such as charging and discharging of books, overdue collection and maintaining
statistics etc. In a library, circulation is the process of lending books to borrowers and accurately
re-shelving them after they have been returned, so that they will be retrievable by the next user.
The reader’s section situated in the first and second floor of the main building is also run by the
section. In front of the circulation desk, there are three computers for the students and two
computers for the teachers and researchers where they can search the OPAC to know whether the
required books are available in the library or not.

It is interesting to note that the “open access system” was introduced in 1934-35. It proved to be
successful as the volume of book issue increased tremendously and the library became very
popular. It had, however, to be withdrawn due to heavy loss of important books and valuable
journals. The library returned to the “closed access system” which is still continuing.

Harrod’s Librarians’ Glossary defined circulation as, “The total number of books issued from a
library in a given period”.

The ALA Glossary of Library and Information Science defined circulation desk as, “A counter
or desk where items from the library collection are charged and discharged”

User Community of the DUL:

The users are allowed to borrow books, journals and other reading materials from the library for
their personal use. The Dhaka University Library has the following types of users:

 Faculties
 Researchers
 Students
 Registered Graduates
 Officers, and
 Staffs

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

The book lending limit, duration and fine details are represented by means of a table as follows:

SL. No. User Type Books Lending Duration Fine Details Comments
Limit (No. of
Copies)
01. Teachers(All types 10 Books 30 Days First week (7
including part- days) Tk. 0.50
time)
After first week
TK. 01/ per
week.
02. Researchers (M 03 Books 30 days First week (7
Phil and Ph D) days) TK. 0.50

After first week

TK. 01/per
week.
03. Students Science 02 Books 14 Days 1st & 2nd Week
Section TK. 0.50
Arts & 01 Book 14 Days
others 3rd & 4th Week
TK. 01

From 5th Week

TK. 03
04. Registered 01 Book 30 Days First week (7
Graduates days) TK.0.50

After first week

TK.01/per week.
05. Officers 05 Books 30 Days First week (7
days) TK.0.50

After first week

TK.01/per week.
06. 3rd Class 01 Book 30 Days First week (7 Every 3rd class
Employees days) TK.0.50 employee
should pay TK.
After first week 25 as caution
TK.01/per week. money except
library 4th class
staff.
07. 4th Class 01 Book 30 Days First week (7
Employees( Only days) TK.0.50
for Library )
After first week
TK.01/per week.

Table-10: Status of Book Lending Limit, Duration and Fine Details

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

Functions of the Circulation Section:
The circulation section of the Dhaka University Library performs their functions from two
separate buildings as follow:

 Main Library Building

 Science Library Building

Functions of the Circulation Desk in the Main Library:

In the main library there is a circulation desk in the ground floor, first floor and second floor. In
the ground floor the circulation desk serves the teachers, researchers and registered graduates. In
the first and second floor the circulation desk issues books to the students. In the main library
circulation service is provided manually. Modified Browne Charging System is followed to issue
books to the students while modified Newark Charging System is followed to issue books to the
teachers and researchers.

In the main library the functions of circulation desk is performed in three different floors as
follows:

 Ground Floor
 First floor, and
 Second Floor

Functions of the Circulation Desk in the Ground Floor:

In the ground floor the circulation section issues and lend books to the teachers, researchers,
registered graduates, officers and staffs through modified Newark Charging System. The
functions are enumerated as follow:

Step-1: The users are issued Borrower’s ID card (Digital) and Borrowers Card.

Step-2: The users sort out the books from the stack and show the books and the Digital ID card
to the circulation staff.

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

Step-3: The circulation staff removes the book card from the book pocket and enters the date due
and name of the borrower and ID no. in the book card. The book card is kept in the circulation
section and arranged in classified order in a tray.

A sample of the book card is as follow:

Figure-20: Book Card

Step-4: Then he enters the call number, return date into the borrower’s card. The borrower’s
card is inserted into the book pocket.

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

A sample of the borrower’s card is as follows:

Figure-21: Borrower Card

Step-5: Then he enters the call number, return date into the Index Card. The index card is also
kept in the circulation section in a tray and arranged by department name and serial no. of the
concerned department. Thus the book is issued to the user.

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

A sample of the Index Card is as follow:

Figure-22: Index Card

Step-6: The circulation staff issues a gate pass to the user with the user name, number of books
issued and their accession number on the verso which is a permission slip. The gate pass is
checked by a staff and kept in the library for the sake of maintaining statistics.

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

A sample of the Gate Pass is as follow:

Figure-23: Gate Pass

The following functions are required for returning books to the circulation desk:

Step-1: The circulation staff can send Recall notice to the user before the return date in case of
any emergency need.

Step-2: If there is no provision for recall but the user is not returning the book in the return date
then the circulation staff can send Reminder notice to the user.

Step-3: If the user returns the book timely, then the staff removes the borrower card from the
book pocket and inserts the book card into the book pocket.

Step-4: Then he enters the date of receipt in the index card and sends the book to the concerned
stack area for re-shelving.

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

 Figure-24: Flowchart for Manual Book Issue and Return

User Searches Catalogue & The Teachers Search the

Put Bibliographical Data On Books in the Stack Area
A Slip

The Slip is Given to The They Took the Required

Circulation Staff Books & Bring Them to the
Circulation Desk

Circulation Staff Bring the The Staff Removes The

Book from the Stack and Book Card & Copy the Data
Remove the Book Card on a Blank Book Card

Circulation Staff Input the Then He Input the Required

User ID No., Issue Date & Data in Book Card & Keep
Hall Name in Book Card in a Tray

Then He Inserts the Book The User Give the Book to the Circulation Then He Fill Up the Require
Card into the Students Staff Data in the Borrower Card
Library Card & Give the User

Now He Keep the Library The Staff Removes the Book Card from the Now He Fill Up the Index
card into a Drawer for Tray or Library Card & Insert into the Book Card with Required Data &
Particular Hall Pocket & Input Required Data to the Cards Keep it in a Tray

The Book is Issued to The The Book is Returned & Sent to the stack The Book is Issued and User
User Area for Shelving Gets a Gate Pass

The Book is Used by the The User Submit the Gate

Students in the reading Pass in the Check Counter &
Room Leave the Library

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

Functions of the Circulation Desk in the 1st and 2nd Floor:
In the 1st and 2nd floor the circulation desk issues books to the students only through modified
Browne Charging System. The functions are enumerated as follow:

Step-1: The students search the catalogue manually or by computer and put the bibliographical
data on to a slip and give it to the circulation clerk.

Step-2: The circulation clerk searches the book in the stack area by its call number.

Step-3: If he gets the book then he brings it to the circulation desk and removes the book card
from the book pocket.

Step-4: Then he stamps the issue date, student’s card no. and hall name on the book card.

Step-5: Then he inserts the book card into the student’s library card and keeps it in the drawer
for particular hall and gives the book to the student for reading in the reading room.

The following functions are required for returning the book to the circulation desk:

Step-1: Students returns the book to the circulation desk.

Step-2: The circulation clerk sort out the student’s library card and removes the book card from
it.

Step-3: Then he returns the students library card and keep the book card in the book pocket and
keep the book in a separate shelf for further issue.

Step-4: After one or two day the circulation clerk re-shelves the book to its accurate place in the
shelf.

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

Functions of the Circulation Section in the Science Library:
In the Science Library there are separate circulation desk in the ground floor for the students and
teachers. Here books are issued both automatically by the circulation module of the software and
manually by modified Browne Charging System. There are two computers each for the male and
female students along with the manual dictionary catalogue in the ground floor. The users of the
Science Library are required to have a Borrowers ID card from the Main Library and a separate
Borrower card from the Science Library for borrowing books. Students of the science faculties
can borrow books.

The functions of the circulation desk are as follows:

Step-1: The students search the catalogue manually or by computer and put the bibliographical
data on to a slip and give it to the circulation clerk.

Step-2: The circulation clerk searches the book in the stack area by its call number.

Step-3: If he gets the book then he brings it to the circulation desk. Then he scans the user Id
with a Barcode Scanner from the Borrowers ID card. He can also input the user ID through the
keyboard. As a result the user status is displayed in the computer monitor. This is done through
the issue function of the Circulation Module of the Library Automation Software. If the user has
not any Borrowers ID card then the book is issued to him by following Browne Charging System
as followed in the circulation desk in the 1st and 2nd floor of the Main Library which is mentioned
earlier.

Step-4: Then the barcode on the title page of the book is scanned by the Barcode Scanner. As a
result the book information is displayed on the computer screen.

Step-5: Now the staff presses the issue button which results into an assurance message. Then the
staff presses the Ok button and the book is being issued.

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

A sample interface for book issue is as follows:

Figure-25: Interface for Book Issue

Step-6: The book card is also removed from the book pocket and the borrower name and Id and
due date are entered. Then the book card is inserted into the borrower card and it is kept in the
circulation section as a manual record of the issue.

The following functions are required for returning books to the circulation desk:

Step-1: The user came to the circulation desk along with the book and the Digital ID card.

Step-2: The circulation clerk scans the User ID by a barcode scanner. As a result the User
Information is displayed in the computer monitor. This is done through the Return function of
the Circulation Module of the Library Automation Software.

If the user has not any Borrowers ID card then the book is returned by following Browne
Charging System as followed in the circulation desk in the 1st and 2nd floor of the Main Library
which is mentioned earlier.

Step-3: Then the barcode on the title page of the book is scanned by the Barcode Scanner. As a
result the book information is displayed on the computer screen. The accession number of the
book can also be inputted in the computer through keyboard.

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

Step-4: Now the staff presses the return button which results into an assurance message. Then
the staff presses the Ok button and the book is being returned.

A sample interface for book return is as follows:

Figure-26: Interface for Book Return

Step-5: The book card is also removed from the borrower card and it is given to the user. Then
the book card is inserted into the book pocket and the book is sent to the stack area for re-
shelving.

Other Functions of Circulation Module:

The circulation module also performs the following functions besides issue and return.

 Renew: Send renewal notice to the user.

 Booking: Users can give booking for the available materials in the library.
 Hold: Users can hold the materials issued to other users.
 User Status: They can know their borrowing status and/or validity.
 Book Status: They can even know the status of the required materials.
 Change Book Status: Book status can be change by the counter staff.
 Letter Generation: Required letters can be generated.

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

  Fine: Activities related to fine collection can be performed.
 Circulation Report: Essentials reports concerning circulation can be generated.
 Usage Report: Reports regarding usage can be automatically generated.
 Employee Activity: Activities of the employees can be monitored.

The Interface of the Circulation Module is as follows:

Figure-27: Interface of the Circulation Module

Recovery of Lost Books:

If any borrower notices the circulation section about the loss of books borrowed by him then the
section takes any one of the following three initiatives that it considers to be suitable.

 Ask the borrower to buy the latest copy of the book and submit it to the library.
 Ask the borrower to collect the photocopy of the book and submit it to the library. But
this process is not active now.
 An amount of three times greater than the actual price of the book is collected as fine
from the borrower or cut from his salary if he/she is the staff and/or the teacher of the
university.

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

Important Factors to be Considered by the User:
Important factors to be considered by the users all the time are as follows:

1. There is no provision to issue rare books, journals and reference materials to anybody for
taking outside the library.

2. Students can not take books outside the library other than the books issued from the main
library and the science section of the library.

3. Relevant students of the main library and science section can issue two books from the library
seminar section for their residence use against the library card for a period of 14 days.

4. Every Registered Graduate should pay 500 BDT as caution money at Janata Bank Ltd., TSC
branch before registered as a user of DUL.

5. Every 3rd class employee should pay 25.00 Tk. as caution money except library 4th class staffs.

Statistics of Library Use:

During 2010-11 session the number of book issue and return is respectively 9, 26,650 and 9,
24,270. In the previous session the number of book issue and return was 9, 25,890 and 9, 23,085
respectively. In the 2010-11 session the daily average of books issued and returned is 6563.55.
In the previous session it was 6464.947. In the 2010-11 session total working day was 282 days.
In the previous year it was 286 days.

General Activities of DUL Circulation Section:

At present the Dhaka University Library, Circulation Section performs the following general
activities besides book issue and return.

1. Manual card preparation for Teachers, M. Phil and Ph. D Researchers. Registered Graduates,
University Staffs including all officers, 3rd and 4th class employees.

2. Sending Recall notice.

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

3. Sending Reminder notice.

4. Make available Caution Money Form due to registered graduate and 3rd class employees’ card
preparation.

5. Preparing note for lost of books.

6. Report generation for user transaction status, monthly as well as yearly.

7. Give gate passes after issue of book

8. Provide Library Clearance for foreign study, retirement, sack, self-retirement etc.

9. Renew the cards for M. Phil and Ph. D researchers in every academic session.

10 Re-issue or re-active the cards after study leave.

11. Provide information as far as possible about library which is related to other sections of the
library.

Problems of Circulation Section:

This section of the library is responsible to disseminate informational resources to the required
users in the systematic manner and ensure their systematic return to the library. Monitoring the
users after being provided information materials is also the responsibility of this section.
However this section suffers from the following problems.

1. The circulation section of the main library is still running manually.

2. They are using modified Newark and Browne Charging System which are not appropriate.

3. Most of the circulation staffs are not being able to operate the barcode scanner for performing
automatic issue and return.

4. The students of the arts, social science and business studies faculty can not borrow adequate
number of books from the main library.

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

Chapter-VI
Reference
Section

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

Reference Section:
Reference Service is considered as one of the most important information service provided by
the library personnel’s to the users in the personal way. It is a kind of personalized service for
bringing the right user to the right information at the right time in the right personal way. You
can consult with a Reference Librarian when you are not finding what you want.

Edwards (1957: 65) stated, “Reference work is not only, as the phrase suggests, the use of books
on the premises, as against borrowing them for home reading, but an individual and a personal
service to each reader, to enable him to obtain the information he requires with the greatest care,
and the least possible delay”.

The ALA Glossary of Library and Information Science defined Reference Department as, “The
department of a library which supplies information requested by library users and assists users in
locating needed information, using all available reference sources, and performs other
information services”.

In the Dhaka University Library there is a reference section in both the following organs:

 Main Library
 Science Library

Reference Section in the Main Library:

Reference section is situated in the south side of the ground floor of the main library building. In
the reference section 60 readers can use reference materials at a time. In the reference section
most of the reference materials are kept in open shelves. But some important reference materials
which have high demand are kept in closed shelves. So there exists both open and closed access
system in the reference section.

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

The users can neither borrow the reference materials nor can they take them outside the library.
They can just read the reference materials inside the reference section. For the closed shelved
materials they need to submit their library card with a slip containing the card number, title, call
number, author name and hall name to the reference librarian and against their library card they
can use the reference material. For the open shelved materials they do not need to submit any
library card. The reference librarian can hardly help them in locating their required information.

The Daily Newspaper Desk is adjacent to the south side of reference section. This desk is
maintained by the reference librarian. Readers can read daily newspapers from 8:00 am to 9:00
pm there.

Dhaka University Library provides reference service like others well recognized library in the
world. Reference collection of a well organized library includes:

Item Kind of Reference Materials Type of Information Contained

No.
1 Dictionaries Meanings of Words
2 Encyclopedias General Information or Overview of Topics
3 Directories Names and Address of Peoples,
Organizations, Institutions and Companies
4 Biography/ Biographical Dictionaries Profiles or Life History of Peoples
5 Globes and Atlases Maps and places
6 Gazetteers and Almanacs Facts and Statistics
7 Handbooks and Manuals Formula, Tables, How to do something?
8 Reviews or Criticisms A Person’s work
9 Historical Tables, Chronologies, Historical Dates, Outlines, Historical Timelines
Yearbooks
10 Indexes and Abstracts Periodical Articles
11 Bibliographies or Guides to Literature Books and Other Sources

Table-11: Kinds of Reference Materials

Reference Section in the Science Library:

There is a reference section in the second floor of the science library building. But there is no
reading facility inside the reference section. In the reference section there are the theses papers
which are kept in the closed shelves and the reference materials are kept in the open shelves.

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

The type of reference materials includes the followings:

 M. S. Theses
 M. Phil. Theses
 Ph. D. Theses
 Dictionary
 Encyclopedia
 Atlas
 Banglapedia

The users can not borrow the reference materials. They can take the reference materials by
submitting their borrower card and use them in the separate reading room. If they need to use the
theses papers they need to make an application to the Librarian through their supervisor for the
sake of permission.

There are some specialized collection in the reference section which was donated by Apurba
Chandra Datta, late principal M. C. College, Sylhet and Professor Dr. Qazi Abdul Fattah and his
wife Professor Dr. Khurshida Banu Fattah who are botanist and ex-teacher of the university.

Procedure for Reference Service:

Reference service is, perhaps, the most important job which is performed by a librarian. This job,
in fact, is instrumental in exploiting the resources of a library. Reference service can be
performed by the library if the reference section completes the following three stages.

i. Preparation

ii. Service

iii. Assimilation

These stages are described here in brief.

i. Preparation: The preparation for the provision of proper reference service means that the
reference staff must equip him with all requisite materials and knowledge which are essential for
the purpose.

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

ii. Service: The reference service is of the following four kinds according to Dr. S. R.
Ranganathan.

 Initiation of the Freshman

 General Help to the General Reader
 Ready Reference Service
 Long Range Reference Service

iii. Assimilation: It is very important because almost some types of questions are generally
asked repeatedly. The reference staff must assimilate that information.

Essential Conditions for Reference Service:

Three conditions considered essential for providing effective reference service which includes
the followings:

 Availability of Reference Materials

 Accessibility to Information Sources
 Co-operation Among the Departments of the Library

Kinds of Reference Services :

According to Dr. S. R. Ranganathan we know there are four kinds of reference services. They are
briefly described here with special reference to the reference services provided in the Dhaka
University Library.

i. Initiation of the Freshman: When a new reader becomes a member of the library he is
initiated into the technicalities of the library and large stock of the library. If he is left totally
unnoticed, there is a danger that he may feel bewildered and may not be able to use the library
resources.

ii. General Help to the General Reader: Readers of this kind are not new to the library but they
still want some kind of help so that they may be able to get their requisite reading materials.
They must be told as to how to use the catalogue and various sequences of the library.

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

iii. Ready Reference Service: It is provided in a very short time or in a moment if possible.
Usually this kind of reference service is performed with the help of ready reference books, i. e.
works like directories, encyclopedias, year books, census publications, hand book,
bibliographical and geographical dictionaries etc.

To Ranganathan, the ready reference service is more or less fact finding service which normally
consumes not more than five minutes. As this service involves a very short time, it is also known
as fact-finding service or short range reference service.

iv. Long Range Reference Service: It is rather a new phenomenon and an off shoot of special
library service. The long range reference service normally takes longer time. This is mainly due
to the following three influencing factors:

 Time Involved
 Sources of Information
 The Nature of Information Sought

In the long range reference service, immediate satisfaction can not be provided.

Reference Services Provided in the DUL:

The Dhaka University Library provides the following kinds of reference services.

1. User Orientation:

Dhaka University Library offers user orientation programmes. The library authority issues letter
to each and every department to send their newly admitted students for the user orientation. The
student adviser of the department sends a letter mentioning the date for user orientation. In 2012-
13 session, 1952 students from 20 departments among the 72 departments responses positively to
the user orientation programme. The programme covers the following area.

 Library Tour: Physically visiting all the sections of the library.

 Rules and Regulations of Using DUL: Briefing about the rules and regulations for the
use of the library.

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

  How to Search/Browse the Library Online Catalogue: Practical session about the
techniques of searching library catalogue.
 Browsing/Searching Internet: Practical session about the techniques of searching
internet.

2. Frequently Asked Questions (FAQ) Service:

Dhaka University Library provides FAQ (Frequently Asked Questions) service through its
website to the large scale user community. Because it is not possible for a student to realize
everything regarding the use of library that he learnt during the user orientation. Even all the
departments do not responses to the user orientation. So from this perspective it is also referred
to as a very useful service to the user.

The user can avail the FAQ service by visiting the library website. The user should press the
FAQ button in the library home page. Then he will get a new web page with an organized set of
questions. He should click on to the question that coincides with the question raised in his mind
and the answer of the question will automatically be displayed in the screen just below the
question.

A sample of the FAQ service is as follows:

Figure-28: Interface for the FAQ Service

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

3. Ask a Librarian: Dhaka University Library also offers Ask a Librarian service by exploiting
its newly launched website. In the library home page there is a button for availing the Ask a
Librarian service. The user should press it, and then a new web page appears having four boxes
for user name, e-mail address, subject and message. The user should fill the boxes with required
information and press the Send e-mail button which will complete the process of posing a query
to the librarian.

The chief librarian checks the e-mail twice every day and gives answers to the relevant questions
through the e-mail.

The sample of the interface of the Ask a Librarian service is as follow:

Figure-29: Interface of the Ask a Librarian Service

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

Problems of Reference Section:
Reference section is responsible to aid the user to locate their required information in the least
possible time. The reference section of the Dhaka University Library is lagging far behind from
the users’ expectation. The problems of this section can be defined as follows:

1. The staffs here are not friendly and/or cordial to the users.

2. They are actually 3rd or 4th class staff of the library who has no minimum educational
background in providing reference service.

3. The services mentioned above are provided by the other staffs of the library who are not in
their exact position.

4. The reference services provided by the reference section of the library is very poor.

5. There is no provision of reference module in the library automation software.

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

 Chapter-VII
Other
Sections

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

Periodicals Section:
In the recent years the most valuable resources of the Dhaka University Library is its periodicals
collection. The DUL has a rich collection of printed periodicals which are now in bound volume
form and can be accessed openly. Besides acquiring hard copy of periodicals the periodical
section is now subscribing online journals through an online journal consortium.

The Periodical Section is mainly situated in the 1st floor of the administrative building and the
recently collected periodicals are displayed here and can be read by submitting library card. In
the ground floor of the Administrative Building, the bound volume of periodicals are kept in
open shelves and can be read in the reading room. There is a unit of the reprography section from
where users can take photocopy.

There is a bound journal section in the ground floor of the science library. Users can read their
required journals here but they can not issue any journal for residential use. They can take
photocopy of journal articles to some limited extent. In the first floor there is a reference and
periodical room where some journals are also kept.

Harrod’s Librarians’ Glossary defined Periodical as, “A publication with a distinctive title which
appears at stated or regular intervals, without prior decision as to when the last issue shall appear.
It contains articles, stories or other writings, by several contributors”.

The ALA Glossary of Library and Information Science defined Periodical as, “A serial appearing
or intended to appear indefinitely at regular or stated intervals, generally more frequently than
annually, each issue of which is numbered or dated consecutively and normally contains separate
articles, stories and other writings”.

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

Procedure for Collecting Printed Periodicals:
The periodical section collected printed journals in a large number in the past. For example it has
collected 265 titles of periodicals in the session 2010-11 and among them 173 are foreign, 22 are
local and 70 are foreign-local mixed which came by donations. But recently the subscription of
printed journals is reduced and in recent future it may be totally stopped due to the subscription
of online journals. However, the Periodical Section follows the following steps to subscribe the
printed journal.

Step-1: A letter is send to each and every department to send the list of journals they want the
periodical section should subscribe for them.

Step-2: According to the departmental list the periodical section prepare a faculty wise list of
journals.

The list of journals sent by the Department of Information Science and Library Management is
as follows:

 Malaysian Journal of Library and Information Science

 Herald of Library Science
 International Information Communication and Education
 Journal of Library and Information Science
 Library Herald

Step-3: Then the authority invites tenders or quotation from the suppliers.

Step-4: The work order is permitted to the lowest bidder and an agreement is signed with the
supplier on a 300 tk. stamp. The supplier is given six months time for the supply of the issue of
the journals. If he can not supply the issue of the journals within time then the work order is
cancelled automatically. But he can request for the extension of time which is also considered by
the authority.

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

Some of the suppliers of the journals are as follows:

 Zoberi Book Service

 Bhuyian Enterprise

Step-5: The issues of the journal are received by the periodical section and are entered into the
Index Register.

A sample of the Index Register is as follows:

Serial Department Publisher Price 1 2 3 4 5 6 7 8 9 10 11 12 Remarks

No. Name

Figure-30: Index Register

Step-6: The journal is kept in the first floor for one year and can be accessed by the user through
the submission of their library card.

Step-7: When the issues of a volume completed then they are accumulated and are sent to the
binding section.

Step-8: After binding they are sent to the acquisition section for accessioning.

Step-9: After accessioning they are sent to the processing section for classification and
cataloguing.

Step-10: After processing they are shelved in the ground floor of the periodical section for open
access.

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

Online Journal Subscription by DUL:
In the current session about 24, 000 US dollar is approved in the budget for subscribing online
journals. The Dhaka University Library subscribes online journals through the Bangladesh
Academy of Sciences (BAS). The DUL contributes with the subscription fee of about 20, 000
US dollar to the Bangladesh INASP-PERI Consortium (BIPC). About 56 institutions are member
of this consortium.

Bangladesh Academy of Sciences (BAS) collects these electronic resources through the
Programme for Enhancement of Research Information (PERI), a programme of International
Network for the Availability of Scientific Publications (INASP). This initiative started from the
year 2007. At present there is no local hosting of resources. They are accessible from publisher’s
web-sites.

List of Online Journal Publishers Subscribed by DUL:

Dhaka University Library provides a wide range of scholarly electronic resources, but for
licensing reasons, these are to be restricted with some downloading rules. According to E-
Resource Downloading Rule, complete and continuous downloading of any journals and e-books
violates the online user agreement and thus publisher will suspend the access for Dhaka
University users.

The resources can be accessed within the university network without ID and Password. These
digital resources are licensed for the non-profit educational use of the University of Dhaka. Use
of these resources is governed by copyright law and individual license agreements. Systematic
downloading, distributing, or retaining substantial portions of information is prohibited.

List of Online Publishers for e-journals are as follows:

1. Acoustical Society of America

2. American Astronomical Society

3. American Chemical Society (ACS)

4. American Institute of Physics (AIP)

5. American Physical Society (APS)

6. American Society for Civil Engineers (ASCE)

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

7. American Society of Agricultural and Biological Engineers (ASABE)

8. Annual Review

9. Beech Tree Publishing

10. Cambridge University Press - Cambridge Journals Online

11. The Cochrane Library

12. De Gruyter

13. EBSCO Host

14. Edinburg University Press

15. Geological Society

16. Institute for Operations Research and Management Sciences (INFORMS)

17. Institute of Electrical and Electronics Engineers (IEEE) Xplore

18. Institute of Physics (IOP Publishing)

19. International Forestry Review - Commonwealth Forestry Association

20. Mary Ann Liebert

21. Nature Publishing Group (NPG)

22. NRC Research Press Journals Online

23. OSA - Optical Society of America

24. Oxford University Press-Oxford Journals

25. Palgrave Macmillan Journals

26. Policy Press

27. Project MUSE

28. Royal College of Physicians

29. Royal Society-Royal Society Journals Online

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

30. SPIE Digital Library (Online journals and conference proceedings)

31. Springer

32. Symposium Journals

33.University of Chicago Press

34. Wiley-Blackwell - former Interscience content

35. Wiley-Blackwell - former Synergy content

36. World Bank eLibrary

37. Bangladesh Journals Online

38. Directory of Open Access Journals

39. HINARI (Health Inter Network Access to Research Initiative)

40. AGORA (Access to Global Online Research in Agriculture)

41. OARE (Online Access to Research in the Environment)

42. EJDSweb

Titles from HINARI, AGORA and OARE can be accessed within the Dhaka University network
using User ID and Password. Users should collect their User ID and Password from the Dhaka
University Library.

Online Journals Accessible through the UGC:

The University Grants Commission (UGC) took an initiative to collect online journal from
different international online journal publishers and make them accessible to the users of the
Public University Libraries. As a result the users of the DUL can access the online journals of the
following e-journal publishers. Among them the first one is open access that is free of cost.

 Directory of Open Access Journal (DOAJ)

 ACM Digital Library
 Emerald
 JSTOR

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

E-book Collection:
The Dhaka University Library also concentrates to build up a good collection of e-book to
properly utilize its resources and to serve the user in the best possible way in order to increase
greater accessibility to information in prompt. The following are the e-book publishers through
whom the users can access the e-books.

 Taylor and Francis

 De Gruyter LIS books collection

Access to the Online Journals:

The users can access the online journals and e-books through the library website. The resources
subscribed through the BIPC can be accessed within the university network without ID and
Password. But the titles from HINARI, AGORA and OARE can be accessed within the Dhaka
University network using User ID and Password. Users should collect their User ID and
Password from the Dhaka University Library. The users can also access the journals subscribed
by the UGC through the library website.

A sample user interface for the access to the online journals is as follows:

Figure-31: User Interface for Access to the Online Journals

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

Planning and Development:
It is in the ground floor of the Main Building. Syeda Farida Parvin is the acting Librarian of this
office. The library automation activities (e. g. Affixing barcode label, catalogue data entry of old
books, issue of borrowers ID card to users) are performed from here. Internet service and online
journal services are given from this office. Besides old newspapers, rare books and manuscripts
are digitized from here. There is a separate room for server used in library automation activities.

Automation Section:
The automation section is situated in the ground floor of the Main Building under the Planning
and Development office. This section is responsible for the library automation activities.
Automation is an indispensable part of modern library’s information systems development,
organization, management and services. In the present age of information, automation has been
making tremendous impact on different sectors of the libraries and information centers.

Library automation may be defined as the application of automatic and semi-automatic data
processing machines (computers) to perform traditional library housekeeping activities such as
acquisition, circulation, cataloguing and reference and serial control (Int. Lib. Rev., 1989).

Background of Library Automation Activities in DUL:

To provide better and faster user services in a convenient way, the Dhaka University Library has
decided to automate its operations and services. In 1998, the library started its automation
program named as Dhaka University Library Automation Project (DULAP), funded by UNDP
and UGC (University Grants Commission). At present DULAP is named as Dhaka University
Library Automation Program. The system has been set up in November 1998, and completed in
June 2000.

Library Software Installed under the DULAP:

To provide better and faster user services in a convenient way, the Dhaka University Library has
decided to automate its operations and services. In 1998, the library started its automation
program named as Dhaka University Library Automation Project (DULAP), funded by UNDP
and UGC (University Grants Commission). The Dhaka University Library has installed proven
library software GLAS (Graphical Library Automation System) equipped with a network server
and a number of PCs distributed in a local area network (LAN) within the different sectors of the
library and faculty buildings of the university.

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

The system is being used for creating bibliographic databases, controlling acquisition,
cataloguing and serials, effecting bar-coded circulation, reservation and recall systems, current
awareness services (CAS), selective dissemination of information (SDI) services and online
literature searches of the national and international databases through CD-ROMs and also via
internet.

The automation model adopted initially for DULAP is as follows:

Figure-32: Automation Model for DULAP

Objectives of DULAP:
The proposed system will fulfill the following objectives:

1. The ordering department (Acquisition) will be able to check from their PC screens whether the
item chosen for ordering has any previous copies or editions.

2. Book ordering will be made easy, reminder letter issue automatic, arithmetical calculation
automatic, reporting automatic.

3. CD-MARC searcher will enable all processing work to speed up cataloguing, classification,
and indexing by importing the required records into DUL files.

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

4. Only one catalogue entry for each title will be made in the new system and this would cater for
all minimum extra entries and in addition to conventional entries, further ones, such as, for ISBN
number search.

5. All departments will be able to use the up-to-date publications list of the important western
publishers, and find along with date of publications, editions, collation, price, ISBN etc.

6. The book circulation system will on barcode system with bar-coded labels on the books and
also on the borrower’s card.

7. The OPAC terminals would allow the users to check whether items required are on loan, and
if so, their date of returns, and such items can be reserved, and in which case a STOP would be
automatically put on the items when returned and a notification to reader printed.

8. Borrowers will be able to renew books in their possessions over telephone, and they would be
informed if other borrowers were waiting for the same items, in which case they may not be
renewed.

9. Serials list subscriptions control is different from book ordering system. For this reason a
separate programme module will control such serial list subscription with automatic reporting,
reminders to supply, prepare want lists at pre-determined intervals, produce budgetary and
management information, and make whole serials holdings list available for all the OPAC users.

10. The internet connections will be provided at the main library and science library where the
designated users will be able to make necessary searches.

11. All management statistics will be accurate, budgetary control simplified,, news letter, SDI,
etc. easy to produce.

12. The manuscript catalogue which is now published in partly, can be produce in cumulative
form and used worldwide.

13. Other academic libraries will be able to participate in a resource sharing project and will be
able to check DUL catalogue via internet.

Phases Completed for the Implementation of DULAP:

Since the inception of the automation program, the DULAP has completed the following phases
by the target dates:

1. Procurement of requisite hardware for the purpose of installing Dhaka University Library
Automation Project;

2. Procurement of internationally recognized library base software;

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

3. Establishing a Local Area Network (LAN) among the different sections of the Main Library
and the Science Library;

4. Providing CD-ROM reading facilities for users;

5. Creation of databases with Catalogue entries of books with 1980 plus imprint data.

 Catalogue inputs of recommended readings (as supplied by the departments).

 Catalogue entries of books with ISBN (irrespective of publication dates).
 Catalogue entries of Rare Books.

6. Making the database available at various points throughout the two libraries;

7. Offering full Internet facilities by –

 Developing Dhaka University web page.

 Offering internet facilities for R & D to faculty members, researchers, students and staffs.
 Enabling the DUL catalogue to become online, as the catalogues of Library of Congress,
British Library and many others are.

Acquired Facilities upon Completed Phases:

The Dhaka University Library has been offering some service facilities for their users through
DULAP. But at the present time, the users are being facilitated in some limited extent. Following
are the facilities:

a. Facilities for catalogue browsing from the OPAC (Online Public Access Catalogue) by author,
joint author, editor, publisher, subject, corporate names, series, accession number, ISBN, date
and so on;
b. Providing facilities for browsing catalogues of the above mentioned information from any PC
in any part of the world if it has the network connection with Internet;
c. Preparing Dhaka University Library for offering CD-ROM reading facilities, as the trend now
is to publish electronically in Digitized formats;
d. Becoming ready for disseminating information about Dhaka University Library’s special
collections worldwide;
e. Becoming ready for storage and retrieval of rare manuscripts in digitized formats;
f. Issuing one single identity and borrower’s card in digitized format for students, researchers,
faculty members and staff; and

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

g. Opening up new horizon for information exchange among the academic and special libraries
nationally and internationally.

DULIS, the Customized Software for DUL:

During the last three years the Automation Section of the Dhaka University Library is
developing a new customized Library Automation Software which is now named as Dhaka
University Library Automation Software (DULIS). The development of the software is not yet
complete. It is expected that it will be completed very soon. The core Module of the software is
the Acquisition, Circulation, Processing, Administration, etc.
The sample of the user interface of the software is as follows:

Figure-33: User Interface of the DULIS

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

Library Website of DUL:

Since the world has become a small village due to the immense development of Information
Communication Technologies (ICT’s) no institution can survive without their sound presence in
the platform of World Wide Web (WWW). As the internet is the vast media for representing you
in front of the world community, you must avail this opportunity. Having a website will help you
in this context. Though the Dhaka University Library has had a website but it was not up to the
standard. As a result the acting librarian Professor Dr. S. M. Zabed Ahmed took an initiative to
launch a new website which came into existence in the month of January, 2013. The address of
the website is www.library.du.ac.bd.
A sample of the user interface of the library website is as follows:

Figure-34: User Interface of the DUL Website

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

Web OPAC for the Users of DUL:

After the long life survival of the card catalogue the field of Information Science and Library
Management has introduced a new phenomenon namely machine readable Online Public Access
Catalogue (OPAC). It is a catalogue where the catalogue entry can be readable by a machine and
from remote areas. When this machine readable OPAC can be accessible from anywhere in the
world through the World Wide Web (WWW); a type of internet service, then it is called Web
OPAC. The Dhaka University Library developed and maintains its online catalogue which is
accessible from anywhere in the world through its website and it is also accessible in the Dhaka
University Main Library and Science Library even without any internet connection as it is an
online catalogue. It can be searched both in Bangla and in English.

A sample of the user interface for OPAC searching is as follows:

Figure-35: User Interface of DUL OPAC Searching

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

The user can search the OPAC through the following access points:

 Title Keyword
 Author
 Subject
 Title Begins With
 All Keywords
 Location
 Year
 Call Number

When the users search the catalogue the result of their searches also displays the cover page of
the new arrivals in the library.

Dhaka University Institutional Repository:

An institutional repository consists of formally organized and managed collections of digital
content generated by faculty, staff and students at an institution. The content of these repositories
can be available for integration with on-campus library and course management systems, and can
also be made available to colleagues and students at other institutions, as well as to general
public.

Clifford Lynch defines his view of an institutional repository as, “… a university-based

institutional repository is a set of services that a university offers to the members of its
community for the management and dissemination of digital materials created by the institutions
and its community members. It is most essentially an organizational commitment to the
stewardship of these digital materials, including long-term preservation where appropriate, as
well as organization and access or distribution”.

The goal of the Dhaka University Institutional Repository is to increase the visibility, use and
impact of the university's research publications by offering them to use through the university's
own digital archive. The archive consists of full-text materials produced in the university, such as
theses, internship reports, journal articles, conference proceedings and research materials
produced by the Departments/Institutes/Research centers of the University.

The Dhaka University Institutional Repository is based on DSpace which was developed by MIT
and Hewlett Packard to address the preservation and dissemination needs of MIT. It is
Institutional Repository software which is written in JAVA and utilizes a PostGreSQL database
layer.

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

A sample interface for the Dhaka University Institutional Repository is as follows:

Figure-36: Interface of Dhaka University Institutional Repository

Dhaka University Journal:

In the Dhaka University there are several journals published by different faculties and
departments. Publishing hard copy journals seems to be costly and the amount of money
allocated for this purpose is not adequate. As a result most of the journals are not published in
regular intervals. As a result the university authority took the decision to introduce an open
journal system. In the open journal system the faculties and departments can publish the online
version of their journals without any cost. This initiative is implemented by the automation
section of the Dhaka University Library. The DUL will be acted as a host for the journals
published from the University of Dhaka. There will be no reviewer and editorial board but the
Dhaka University Journal will publish the finished products only.

Some journals published from the University of Dhaka are as follows:

 Journal of the Faculty of Law

 Social Science Review
 Journal of the Faculty of Arts
 Dhaka University Journal of Business Studies

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

The sample of the user interface of the Dhaka University Journal is as follows:

Figure-37: User Interface of Dhaka University Journal

Borrowers ID Card Room:

This is under the Planning and Development office. Here the functions concerning the issue of
borrowers ID card are performed. At first a user has to collect an application form from this
room. He/she can also download the required form from the library website. Then he should fill
the form with the required information and take the signature of the provost of his hall. After
having the signature of the provost he/she should pay a particular amount of fee through the
bank. The amount of fee for different type of users is as follows:

Type of User Amount of Fee

Students 100 /-
Staffs 100/-
Registered Graduate 100/-
Officers 200/-
Teachers 200/-

Table-12: Amount of Fee for the Issue of Borrowers ID Card

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

After paying the fee the user should submit the application form in the Borrowers ID Card
Room. Then the concerned personnel give input to the computerized form by the Administration
Module of the Library Automation Software. He clicks on the User Management button of the
Administration Module. As a result there appears the create user option. Then he clicks on it and
the computerized form appears. Then he gives input of the required information as filled by the
user in the application form. After the input function he press the save button and the inputted
data are saved. Then he clicks on the Borrowers ID Card Generate button and the card is
automatically generated. The card is then printed and handed over to the user.

A sample of the application form is as follow:

Figure-38: Students Application Form for Borrowers ID Card

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

A sample of the user interface of the Administration Module is as follows:

Figure-39: User Interface of the Administration Module

The Administration Module performs the following functios.

 System Administration
 System Services
 Menu To Service
 Group Service
 User Management
 Group Management
 Service Management
 All Reports

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

Accounts Section:
Account Section of Dhaka University Library is located in the first floor of the administrative
building. This section is responsible for the overall accounts of the library. In the budget,
particular amount of money is allocated for each section. If any section needs to procure
anything then the responsible personnel of the section informs the accounts section through the
chief librarian. Then the accounts section assesses the amount of costing and on the basis of it the
section proceeds through any of the following way.

 Petty Cash: If the amount of cost is up to 5, 000; then the section can directly procure
the materials by taking permission from the chief librarian.
 Spot Quotation: If the amount of cost is more than 5, 000 but less than 25, 000; then the
materials will be procured through the procurement committee. The committee will
inspect the market and take quotations from two or three suppliers and then procure the
material from the lowest bidder.
 Request for Quotations (RFQ): If the amount of cost is more than 25, 000 but less than
1, 00, 000; then the procurement committee issue letter to the supplier for sending
quotations. Based on the received quotations they issue work order to the lowest price
hiker.
 Invitation of Tender: If the amount of cost cross 1, 00, 000; then the materials are
procured through the tender committee. The committee invites tender and issue work
order to the lowest bidder.

Among the above four methods, the accounts section can pay bill only in the first method. In the
other three methods the section verifies the bill and sends to the Directors of Accounts; Registrar
Building and this section issues the check for the payment. The salary of the library staff is also
processed by this section and sent to the Directors of Accounts; Registrar Building. The
Acquisition Section sends the bill of the book suppliers to this section which is verified by it and
sent to the Directors of Accounts for the issue of check. This section is also responsible for
handling the internal and governmental audit.

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

Manuscript Section:
This section is in the 2nd floor of the administrative building. This section started its activities in
1925. This section is responsible for the proper preservation of the valuable old manuscripts and
also ensuring their systematic access to the authorized users. About 30, 000 old manuscripts are
kept here in a stack area where temperature and humidity are controlled respectively at 20-25 o C
and 65% by using air conditioner and dehumidifier. The manuscript section manages these
manuscripts by producing different types of bibliographical tools at different times. For example;

 An Alphabetical Index of Sanskrit Manuscripts in the Dhaka University Library

Compiled by Mrs. Syeda Farida Parvin, Syed Ali Akbor and Mrs. Shaheen Sultana
in1996.

 Descriptive Catalogue of Oriental Manuscripts in the Dacca University Library; Part I

Persian, Urdu and Arabic Manuscripts.

By A. B. M. Habibullah, Professor of Islamic History and Culture, University of Dacca,

in 1968.

 List of Manuscripts: - 2. Serial No. 1754-2776 (Bangla Manuscripts)

Diversified Manuscript Collection:

In the manuscript section almost all the collection covers the year 1300-1846. There is only one
manuscript that is of 569 A. D. The manuscripts are in Arabic, Persian, Urdu, Hindi, Assami,
Maithili, Debongoya, Bengali, Burmese, and French languages. These manuscripts are on hand
made papers, wood burn, banana leaf, palm leaf, bark of trees, etc. In this section there are 1,200
puthis from 1925 centuries. Among them some well recognized puthis are; Dewan Hafiz,
Kalapatha, Monosa-mongal, Paddopuran, Sarda Tilok, Laili-mojnu, Baghvota, Shri Krishsno
Krittion, Bangla Poddaboke, Yusuf-Zolekha, etc. This section is responsible to arrange a seminar
in the month of February each year on their collection. There are some collections from M.C.
Collage (Sylhet), Shrihotto Sanskrit College, Abdul Karim (Sahitto Bisharod), Dr. Ahmed Sarif
and Hakim habbib-ur Rahman.

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

A sample photograph of an old manuscript is as follows:

Figure-40: Old Manuscript

Preservation of Old Manuscripts:

A modern Preservation and Restoration Laboratory is established here along with Thymol
Chamber, Para-dy-chloro Benzene Chamber and modern equipments for the treatment of the
worm-eaten and torn out manuscripts. Beside there are some microfilms of the manuscripts. At
present the old manuscripts are preserved digitally by producing CD-ROM. In the 92nd
anniversary of Dhaka University a Display of Old Manuscripts were organized on 1st July, 2013.

Reprography Section:

This section is in the 3rd floor of the administrative building. But there are several units of this
section in the 1st and 2nd floor of the main building, ground floor of the administrative building
and science building that provides photocopy services to the users. There are 11 photocopy
machines, two microfilm cameras, three microfiche readers, two microfilm readers, one auto
processor, and one digital camera to cater the reprographic need of teachers, researchers, and
students.
We can define microfilm and microfiche as follows:

 Microfilm: It is a type of microform in which entries are greatly reduced and printed on
the 100 feet long and 35 millimeter wide films. A microfilm holds the daily issue of Azad
newspaper from January to September.

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

  Microfiche: It is a transparent card type format that kept in an envelope. It requires a
‘reader’ to read the microfiche. Each microfiche can hold approximately 50-60 pages.

Since the microfilm and microfiche has become obsolete, they are not used now but they are still
kept in the reprography section. The microfilm and microfiche reader are also not in function.

Charges required per exposure for different type of reprographic facilities are as follows:

Type of user Item Rate

(per exposure)
Photocopy Charges
Student, Teacher and Books/Journals 0.80 Tk.
Researcher Daily newspaper 1.00 Tk.
Inside Dhaka Books/Journals 1.00 Tk.
University MPhil,
PhD Researcher
Outside Dhaka Books/Journals 2.00 Tk.
University MPhil,
PhD Researcher
Printout Charges
Students, Teachers Digitized 5.00 Tk.
and Researchers Newspaper/Manuscript/Research
materials/Rare document and others
CD Write
Students Teachers Old and rare manuscripts of digitized 500 Tk.
and Researchers form
Reprography CD write 1000 Tk.

Table-13: Charges for Reprographic Facilities

Binding Section:

This section is in the 1st floor of the administrative building. Here different types of library
reading materials are sent for binding because they are somehow damaged, leather bindings
being deteriorated and special materials being destroyed. This section is also responsible for
preparing the library cards issued by hall library after being printed from the press. There is a
binding room in the ground floor of the science library where books are laminated.

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

The following binding styles are followed with the type of reading materials mentioned.

1. Volumes of Journals – Leather Binding.

2. Old Books – Rexine and Cloth Binding.
3. Old Newspaper – Rexine Binding.
4. New Foreign Books – Laminated or Wear Book Jackets.
5. Old Manuscripts – Spiral Binding (If Required)

If any book has lost any pages then the photocopy of the same pages are taken from another copy
and appended in the particular book.

Despatch:

This section is also in the first floor of the administrative building. The responsibility of this
section is to send and receive all kinds of letters and correspondences. This section also receives
the gifted books and journals.

Old Newspaper Section:

The old news paper section is in the north-east side of the ground floor of the library
administrative building. This section collects and preserves old newspapers. This section has
newspapers which were published in 1868 and onwards. All the newspapers published from
1955 till date are preserved in both binding and microfilm formats. This section has all the issues
of Daily Azad which is the first daily newspaper of Bangladesh and some other major dailies of
present time. Forty teachers, researchers and students can read here at a time. Teachers,
researchers and students can get photocopies of required news paper paying Tk. 0.80 for per
exposure from the reprography section. If they require copies of bound volumes then the
reprography section use digital camera to take photos of the bound newspapers and then produce
printed copies and each copy costs Tk. 5.00 per exposure. But for the loose newspapers the
photocopy machine is used to produce duplicate copies.

A register is maintained for the bound volumes of old newspapers and it is based on the date of
issue of those newspapers. Users have to write their name, hall name, department name, and the
time of entrance serially in a separate register when they enter into the old newspaper section.

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

Seminar Section:
This section is in the ground floor of the administrative building. The students of all the
departments but the faculties of Science, Biological Science, Pharmacy, Earth and
Environmental Science and Engineering & Technology can issue a book for 14 days from the
seminar section. The students of those departments can issue two books for 14 days from the
Science Section of the library. It is opened for the students from 9.30 am to 4.30 pm from
Sunday to Thursday. On Friday, it is opened from 3.00 pm to 8.00 pm and on Saturday from
10.00 am to 8.00 pm. After the successful completion of courses of the University, the students
receive clearance from here.

Resource Centre for the Visually Impaired Students:

A modern and International Standard Resource Center has been established in the ground floor
of the library administrative building in collaboration with the Sight savers International and
Dhaka University for visually impaired students. This section was established in 2007. There are
23 titles, 642 volumes and 49 sets of Braille books, three modern computers with special type of
talking software named JAWS for Windows, four modern Braille printers and other valuable
materials in the Resource Center. One Braille book costs about 50-60 thousand taka. Eight
visually impaired students can use the materials here at a time. They can read the Braille books
through the hand touch. Some books are available in the CD format and the user can hear them
through the computer by using the talking software JAWS.

Figure-41: Visually Impaired Students using Resource Centre

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

Cyber Centre:

The Cyber Center is situated in the south side of the ground floor of the administrative building
of the Library. The users use the cyber centre for current information as well as to communicate
with their well wishers through the internet. This Cyber Center has been established with 25
computers and 2 servers for teachers, researchers and students of the University of Dhaka. The
number of computers has been increased to 30 and now only the students are using this centre.
Students can get 300 minutes pre-paid card at the price of 60 Tk. by showing their university ID
card. They should have to use this 300 minutes within six months. If the minutes were used
before this time they can have another pre-paid card. Windows-NT operating system is used for
the users while LINUX operating system is used for the server. If any student tried to have
unauthorized access to the internet then the centre in charge makes complain to the concerned
department which takes the required action against that student.

Rare Book Section:

Rare section is in the ground floor of the main building. This section is only for the teachers and
researchers and about 18 users can sit here at a time to carry out their study. They can neither
issue the rare books for their residential use nor can take photocopy of those books. They can
take photo of the rare books through the digital camera. There is a catalogue cabinet in the rare
book section through which the users can search the catalogue for rare books. This section has a
good collection of Ph. D and M Phil. theses which are entered in two separate department wise
register. There are also catalogue cards for the Ph. D and M Phil. theses. The number of titles for
Ph. D theses is 645 and for M Phil. theses are 542.

Muktijudho Cell:
Books on the Liberation war, 1971 have been preserved in this cell located closely to the West
side of the rare section. These books are purchased from the Ekushey Book Fair, held in the
month of February every year, at Bangla Academy premises. In the 2012-13 session about 225
titles of liberation war related books were purchased. In this section students have no access.
Only members of the academic staff and research scholars can use the materials collected for
them. There was two copy of the constitution of the Peoples Republic of Bangladesh. There are
catalogue entries for this collection in the catalogue cabinet held at the rare book section.

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

UN Collection:
This section is located just to the north side of the rare book section. Books from United Nations
publications are collected and preserved here to serve the users. But students do not have access
to the materials. Only members of the academic staff and research scholars can use them. There
are also catalogue entries for this collection in the catalogue cabinet held at the rare book section.

American Studies Corner:

American Studies Corner is housed just behind the UN Collection. This section is a new
addition. While shifting the United States Information Centre in 1997 about 8, 500 reading
resources were donated to the University of Dhaka. These are most of the resources, which are
kept in the American Studies Corner.

Korea Corner:
This corner was inaugurated on 10th July, this year by the honorable Vice-Chancellor of
University of Dhaka; Professor Dr. A. A. M. S. Arefin Siddique at 5 pm. Korean embassy,
Dhaka donated an amount of 400 titles of books and CDs along with two computers, three air
conditioners, and two shelves.

Administrative Section:
The Administrative section is in the second floor of the administrative building. All sorts of
administrative activities are performed here. This section caters all the administrative needs of
the whole library. Recruitments of 4th class employees, maintenance of personal files of all
officers, class-III and class-IV employees, maintenance of all official records / documents,
preparation of annual report both in Bengali and English, convention of meetings of all
committees including Library Committee and writing proceedings thereof, disciplinary actions
taken against the employees, sending recommendation to the higher authority for promotion,
confirmation, etc. of all officers and employees are performed in this section. Besides these,
other relevant reports are sent to different offices and organizations according to their needs.

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

Token Counter:
Token Counter is situated in the south-side of the main gate of the library. The readers of the
library can keep their bags, books and other materials in this counter by receiving a Token from
there. Bags and attaches are to be deposited retaining valuable materials like money and golden
ornaments, if any, with the entrants; otherwise the staffs will not be responsible for losses of such
valuable articles. There is accommodation for about 1,000 bags in the token counter. Deposited
materials will have to be collected from the token counter returning respective tokens before 15
minutes of the closing of the library.

Stack Area:
The stack area in the main library is situated in the first and second floor and in the science
library it is in the ground floor. Besides these, there is a stack area for the confined collections in
the first floor of the science library.

Stacking Systems and Shelving Methods:

Among the different systems for stacking the Dhaka University Library deployed Double Rows
on Fixed Shelves. On normal wooden fixed shelves, the books can be arranged in double rows.

The Classified Arrangement is used as shelving method in the library. The books are arranged on
the shelves according to their call number which is a combination of classification number and
author mark. Thus the books are arranged in classified manner.

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

Problems of Other Sections:
The Dhaka University is known as the Oxford of the East. It is the parent body of the Dhaka
University Library. The library is considered as the heart of the university because the total
educational process of the university is highly depended on it. The teachers take help from the
library to prepare themselves for class lectures and they also refer the students to go to the library
for further reading. The students use the library to prepare their assignments, make them self
prepare for the exam, etc. The researchers consult the library to complete their research work and
have a solid foundation for their study. So with the largest and richest collection the Dhaka
University Library is trying to fulfill the requirements of its legitimate users. Instead of its full
fledged desire there are some limitations and/or problems that hinder the libraries functioning a
great deal.

These problems are enlisted as follows:

1. The architecture of the library building is not up to the international standard.

2. The position of the different sections of the library is not perfectly accommodated.

3. The environment inside and outside the library building is not calm and quiet.

4. The library building is not neat and clean and bad smell arises from different parts of the
building.

5. The doors and windows of the library are in very bad condition and may sometimes cause
injury to the users and staff.

6. Though different parts of the library are air-conditioned but there is no central air conditioner
yet.

7. The quality of library facilities is lagging far behind from the users’ expectation.

8. The library does not make any user study to sort out the demands of its legitimate users.

9. The library does not follow any marketing strategy to convert its legitimate users into habitual
users.

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

10. Though the library is trying to organize user orientation programs but the response rate is
respectively low because lack of promotional activities.

11. There is no maintenance section in the library to carry out the stock verification and as a
result the condition of the stack area is very bad i.e. books are misplaced, spine labels are
damaged, the book covers are worm eaten or torn out, etc.

12. The binding section doesn’t follow the international binding standard.

13. The library does not arrange regular workshops and seminars for the continuing education of
its staff.

14. Though the library has a rich collection of online journals but they are not properly utilized
due to lack of creation of awareness among the users which is the library’s responsibility.

15. The library does not introduce or initiate many modern and necessary information services
yet i.e. bibliographical service, SDI service, indexing and abstracting service, inter library loan,
etc.

16. The methods used for the preservation of old manuscripts are not up to the standard.

17. The amount of fee imposed for the internet browsing is discouraging the users.

18. The library management does not concentrate enough to the visually impaired resource
center to make it more effective for the concerned users.

19. There is only one digital camera in the reprography section but no scanner which makes the
users deprived of the adequate reprographic facilities.

20. The old and rare books and even the M Phil. and Ph. D theses along with specialized
collections are in such a backward place and in a bad condition that users can hardly access
them.

21. The users to some extent can not have borrowers ID card because of the incomplete rule and
regulations as there is a problem of session jam in the university because of uneven
circumstances.

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

 Chapter-VIII
Recommendations
and Conclusion

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

Recommendations:
Instead of all the limitations the Dhaka University Library is trying its best to serve their users by
maintaining a minimum standard. Since the birth of the library the library has got almost all of its
chief librarian from different disciplines except from the Information Science and Library
Management. They have tried their best for the betterment of the library systems and services but
above all they can not overcome their limitation of lacking subject knowledge. It is a matter of
hope to the user of the library that the current and previous chief librarian of the library is from
the Department of Information science and Library management. They have already took some
important measures such as recruitment of staffs having background in Library and Information
Science; introducing new library website and library automation software, institutional
repository, open journal system, etc. which are already mentioned in the earlier chapter.

Here are some recommendations that seeks the kind consideration of the library authority which
the author thinks may be helpful for the better future of the library.

Acquisition Section

1. There should be allocation of adequate budget for the procurement of books and other reading
materials.

2. The acquisition section should start performing their functions automatically by using the
acquisition module of the software.

3. The accession register should be maintained automatically.

4. The senior staff member should share their experience with the junior ones.

5. The procedure of purchasing books and other reading materials should be made easy.

Processing Section

1. The processing section should make a decision to use either 22nd or 23rd edition of DDC to
avoid ambiguities.

2. They should follow the MARC 21 format.

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

3. They should use the Cutter figure for author mark.

4. The staff should be trained on the use of bibliographic standards.

Circulation Section

1. The circulation section of the main library should go for the automatic issue and return by
using the circulation module of the software.

2. They should use the exact Browne and Newark Charging System before being fully
automated.

3. The staffs should be trained on the operating of the barcode scanner and the software.

4. The section should address the library authority about the inadequate borrowing facility of the
arts, social science and business studies faculty students.

Reference Section

1. The library management should recruit qualified personnel for the post of reference librarian.

2. The user orientation programme and Ask a Librarian should be provided by this section.

3. The reference materials should be procured on the basis of user needs.

4. There should be provision of reference module in the library automation software.

Other Sections

1. The major sections of the library (i.e. acquisition section, circulation section) should be
accommodated in spacious rooms and should be equipped with required furniture’s and
equipments.

2. The automation project should integrate the functions of all the sections of the library.

3. The library should realize in case of new recruitment that the personnel must have sufficient
subject knowledge and IT skill.

4. The library management should concentrate on the development of skills of the existing staff
by arranging regular training programmes.

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

5. The library should make user study every year or every two year to assess the demand of its
legitimate users.

6. The library should adopt proper marketing strategy to market its product and make the
irregular users as a habitual user of the library.

7. The library should develop new services and innovative user-centered techniques to provide
the old services to the users that will be able to attract the users’ attention.

8. The library should digitalize its existing materials and collect digital reading materials in a
large scale.

9. The library should develop full text databases for digitalized reading materials to provide
access to its user in its digital resources.

10. The library should offer internet browsing facilities for free.

11. The library should initiate electronic document delivery services through its reprography
section.

12. The library should take initiative to form information network among the public university
libraries of Bangladesh so that the users can enjoy inter library loan facilities.

13. The manuscript collections should be fully digitized by using CD-ROM technology so that
the researcher can easily access them without any threat of being damaged by heavy use.

14. Since the library has a good number of users who are conducting research so it may develop
computerized SDI services for the researcher.

15. The library should form a maintenance section to carry out stock verification and other type
of maintenance activities.

16. The library should concentrate to increase the facilities for the visually impaired students.

17. The library should create awareness among the users to properly utilize its online journals
and be highly beneficent from it by maintaining the rules for access.

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

18. The library should provide borrowers ID card to all its users in the limited possible time and
remove all legal barriers to it.

19. The administrative activities of the library should also be automated by using the
administration module of the library automation software.

20. The library should take initiative to ensure 100 percent responses of the departments for the
user orientation programme.

21. The library should take feedback from the user to assess the efficiency of the services
provided by the staff and on the basis of this feedback appraise the staff and the services to
initiate moderation.

Conclusion:
Dhaka University Library is the soul agent of the 35, 000 users; comprising of faculty members,
students, researchers, staffs of the university and approved members of other academic
communities. The main purpose of the library is to fulfill the academic and research needs of its
user community through acquiring standardized information resources and disseminating those
information resources to the right users through appropriate information services. The library
performs all its functions to attain this objective. So it is a great opportunity for the 4th year 8th
semester students of the Department of Information Science and Library Management to join in
an internship programme in the Dhaka University Library and earn practical knowledge about
the library operations in practice. This practical experience will help them a great deal when they
will found them selves in the Library and Information Science profession.

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

 Bibliography
A. I. M. Jakaria Rahman, Momena Khatun, Dr. Muhammad Mezbah-ul-Islam. "Library
Education in Bangladesh:Strengths, Problems, and Suggestions." Library Philosophy and
Practice (2008): 1-17.

Anil K. Dhiman, Suresh C. Sinha. Academic Libraries. New Delhi: Ess Ess, 2002.

Anil K. Dhiman, Yashoda Rani. Learn Library Management. New Delhi: Ess Ess, 2005.

Dilli, K. T. Basic of Library and Information Science. New Delhi: Vikas, 1997.

G.Viswanathan, C. University Libraries of India. New Delhi: Delhi Press, 1972.

Gelfand, M. A. University Libraries for Developing Countries. Paris: UNESCO, 1968.

Hoq, Kazi Mostak Gausul. Automation of Information Institutions. Dhaka: Knowledge Rain,
2011.

Haravu, L. J. Library Automation: design, principles and practice. New Delhi: Allied Publishers,
2004.

Islam, K. M. Saiful. Essentials of Cataloguing and Classification. Dhaka: New Progati

Prokashani, 2008.

Islam, Md. Shiful. Basics of Information Science. Dhaka: New Progati Prokashani, 2009.

Kumar, Krishan. Reference Service. New Delhi: Vikas, 1982.

Lyman, R. W. "New Trends in Higher Education: The Impact on the University Library."
College and Research Libraries (1972): 293.

M. Shamsul Islam Khan, S. M. Zabed Ahmed, Md. Nasir Uddin Munshi, Nilufar Akhter.
"Library And Information Science Literature In Bangladesh: A Bibliometric Study." Malaysian
Journal of Library & Information Science (1998): 11-34.

Mannan, S. M. Networking and Resource Sharing among the Libraries in Bangladesh: Present
Situation and Future Prospect . PhD Thesis. Dhaka: University of Dhaka, 1997.

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

MD. Hanif Uddin, S. M. Zabed Ahmed, MD. Nasir Uddin Munshi. "Adequacy of Reading
Resources and the Sastisfaction of the Information Needs of the Faculty Members: A Case Study
of the Dhaka University Library." Journal of the Asiatic Society of Bangladesh (1997): 303-311.

MD. Shiful Islam, Mohammed Abu Khaled Chowdhury. "Library and Information Science
Education System In Bangladesh: An Overall Situation." Proceedings of the Asia-Pacific
Conference on Library and Information Education and Practice. Singapore: Singapore School of
Communication and Information, 2006. 358-363.

Mittal, R. L. Library Administration: Theory and Practice. New Delhi: Metropolitan Book, 1984.

Neal, K. W. British University Libraries. London: Wilmslow, 1971.

Pryteerch, Ray. Harrod's Librarians' Glossary. England: Gower, 1987.

Rahman, Afifa. An Analysis of the Functions and Workings of University Libraries in

Bangladesh. PhD Thesis. Dhaka: University of Dhaka, 1988.

S. M. Mannan, Manik Lal Bose. "Resource Sharing And Information Networking Of Libraries In
Bangladesh: A Study On User Satisfaction." Malaysian Journal of Library & Information
Science (1998): 67-86.

S. M. Zabed Ahmed, Md. Nasir Uddin Munshi, Minhaj Uddin Ahmed. "Computerisation Of
Libraries In Bangladesh." Malaysian Journal of Library & Information Science (1997): 37-43.

S.M. Zabed Ahmed, Md. Zahid Hossain Shoeb. "Measuring Service Quality of a Public
University Library in Bangladesh Using SERVQUAL." Performance Measurement and Metrics
(2009): 17-32.

University of Dhaka. 90th Annual Report 2010-2011. Annual Report. Dhaka: Dhaka University,
2012.

Wedgewortn, Robert. The ALA World Encyclopedia of Library and Information Services.
Chicago: American Library Association, 1986.

Young, Heartsill. The ALA Glossary of Library and Information Science. Chicago: American
Library Association, 1983.

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.

Roll Number: 2606; Registration Number: HA-4655; Session: 2008-09.