Library Procedures

&
Policy

Version 1.1; July 2022

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CHRIST (Deemed to be University), Bangalore Library & Information Centre

Library and Information Centre

A. Purpose:
To create a conducive learning environment and to supplement and complement
teaching, learning, and research possibilities of the University.
B. Scope
It covers all the stakeholders (students, teaching, non-teaching, scholars of CHRIST
(Deemed to be University) and any other knowledge seeker).
C. Objectives:
1. To create awareness of various resources and facilities subscribed by the
Library through multiple events
2. To organise, provide access to, and preserve materials to meet the needs of the
students and faculty members
3. To facilitate the creation of knowledge and develop an archive of books,
journals, electronic resources for teaching and research purpose.
4. To ensure maximum utilization of books, journals, electronic resources
subscribed by the library.

D. Supporting Structure

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E. Roles and Responsibilities

Director
1. Advisor to the library finance, library performance and library policies
2. Oversee the Library Budget and prepare reports for the Finance Committee
3. Approve the finances for library purchase as per the Collection Development
Policy
4. Supervise and recruit staff for the effective functioning of the library
5. Annually appraise library staff-based job descriptions and expectations
6. Monitor and review the overall effectiveness of the library monthly in
collaboration with a librarian
7. Advocate for the Library through establishing contacts with general public and
public officials and in various University meetings
Senior Librarian / Librarian
1. Collection Development
1. To create awareness about the materials added to the Library
2. Advise the Faculty on the new titles in the subject areas
3. To call for books on approval for collection development
4. Prepare the library budget in consultation with the Chief Finance Officer for
the financial year
5. Liaise with Departments and organise Book Exhibition, Book Talk and Book
Review Competition to inculcate reading habits among the students
2. Record and Data Management
1. Maintain a record of library materials purchase/subscribed by the library
2. Provide library data as and when required by the approving bodies
3. Liaise with IQAC to provide library details for AQAR
4. As a University Coordinator, liaise with INFLIBNET, a unit of UGC, for
uploading thesis and dissertations in Shodhganga repository
3. Convenor of the Library Advisory Committee:
The Librarian is the Convenor of the Committee and provides support to the Library
Advisory Committee on the following:
3.1 Before the Meeting
1. Prepare the notice for the meeting in consultation with the Chairperson
2. Call for the meeting by sending the Notice to the Committee members via email
3. Prepare necessary documents and circulate for review before the meeting
4. Prepare the attendance book for the meeting
5. Prepare the venue of the meeting with the help of a Library Assistant
3.2 During the Meeting
1. Assist the Chairperson with the meeting and brief the agenda details during
the meeting
2. To present the action taken and provide details about the compliance with the
minutes of the previous meeting

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3. Present the relevant documents during the meeting for Committee members
for reference and reviews
1.3 After the Meeting
1. Maintaining the official record of minutes, proceedings, and communications
2. Prepare the minutes for review before circulation and release by the
Chairperson
3. Circulate the minutes of the meeting after approval from the Chairperson
4. University Meetings
1. Represent the library in the meeting called by a competent authority
2. To minute the meeting for future reference
5. Research Support
1. Provide orientation to faculty and scholars on various library materials
2. Liaise with publishers and faculty for conducting author workshop for the
faculty and research scholars
3. Liaise with the other University libraries for resource sharing among research
scholars and faculty
Assistant Librarian
Collection Development
1. Generate Call No for the books using Dewey Decimal Classification System
2. Verify the invoice for the selected books before passing it to the Librarian for
payment
3. Verify the ownership stamp, barcode, and spine label and prepare for
arranging the books on shelves
4. Track the payment details of the invoices with the Office of Accounts
5. Contact the Facility Department for booking and putting up the stalls for
exhibitions
Asset Management
1. Prepare a list of assets available in the library and update the list as and when
new assets are added
2. Conduct the stock verification of assets at least once a year with the help of
Library Assistants
3. Report the details of used/unused assets to the Librarian on a periodic basis
4. Liaison with facility team for service and repair of the assets as and when
needed
Patron Registration and De-Registration
1. Registration of patrons according to their categories and ensure that the patron
list is as per the template
2. De-registration of patrons who have completed the course at the University
3. Check for any dues in the databases before deleting the record from the library
software

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4. Prepare an overdue list and send it to the Office of IPM before the
commencement of the End Semester Examination
5. Prepare ‘No Due Clearance’ for the students/staff/scholars who have
cancelled their account

Library Software and Data Management

1. Ensure that the items subscribed by the Library are updated on the Library
website
2. Ensure that the Online Public Access Catalogue (OPAC) search facility is
working and is up to date
3. Connect with the IT department and ensure that the Library software has
periodic maintenance
4. Ensure updating of yearly library holidays in the library software
5. Generate reports from the software for various data analysis
6. Deletion of Patrons from the software who have graduated from the University
7. Ensure that the photographs of the patrons are up to date for easy identification
and record

4. Stack and Display Area management

1. Ensure that the arrangement of books in a stack, reference and periodicals
section is up to date and in classified order
2. Ensure that the stacks are labelled with subject guides and Class Number
guides
3. Prepare a list of books every semester for weeding out books and binding for
preservation
5. Stock Verification
1. Scan the book barcode and enter them in a Notepad/Excel
2. Trace the books misplaced with the help of Library Assistant
3. Change the last seen date of the books while uploading the stock verification
list
4. Make a list of the books “not found” during the stock verification
5. Report the misplaced books to the Librarian
6. Other Activities
Liaise with the Librarian regarding other activities of the Library
Library Assistant
1. Collection Development
1. To check the library databases for duplicates for the suggestions received from
the users
2. Tally the invoice for the books received from the purchase
3. To check for damage or mutilated pages before data entry for books
4. Generate call numbers for the books received by the library

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2. Record and Data Management

1. Maintain a record of library materials purchased/subscribed by the library
2. Process the books received along with the invoice
3. Tally the invoice received with the books supplied to the library
4. Data entry of books in the Library Software
5. Generate barcode for the books entered in the library software
6. To check the invoice for any deductions to be made for the journal issues not
supplied in the previous year
7. Verify that the barcode, spine label and anti-theft tag is placed properly in the
books before transferring the books to the shelves
3. Stack Room and Display arrangement
1. To supervise the floor allotted; replace the books on the shelves
2. To ensure that the books removed from the stacks are replaced in their shelves
at the earliest or at least twice a day
3. To ensure the stacks are labelled with subject guides and Class Number guides
4. To ensure that floor allotted is dust free and periodic cleaning is in process
5. To ensure that the journals, magazines, newspaper are arranged according to
the shelf arrangement and replace them with new issues as and when received
4. Patron Registration / De-Registration
1. Register patrons according to their categories and ensure that the patron list is
as per the template
2. De-registration of patrons who have completed the course at the University
3. Checks for any dues in the databases before deleting the record from the library
software
4. Prepare an overdue list and send it to the Office of IPM before the
commencement of the End Semester Examination
5. Prepare ‘No Due Clearance’ for the students/staff/scholars who have
cancelled their account
5. Circulation
1. The issuance of books to the Users
2. Collecting the books returned to the library
3. Check the books for any damages before issuing or taking the return books
from the users
4. Library Fine collection, if any, from the users who have returned books late
5. Prepare an overdue list and send it to the Librarian for necessary action
6. Stock Verification
Prepare the list of books every semester for weeding out or send them for binding for
long-term preservation

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7. Other Activities
Liaise with the Librarian to help prepare the venue for the Library Advisory
Committee meeting or any other activities
Library Attendant
1. Put the ownership stamp and paste the barcode stickers for the books
purchased by the library
2. To check the books received on approval for the damages, if any
3. Ensure that the books are properly arranged as per the Classification Number
on the shelves
4. Ensure the books are dust free
5. Ensure that the book returned by students are taken to the respective floor for
arrangement on the shelves
6. Ensure that the books are arranged as per the classification system for easy
retrieval
7. Periodic checking of books for damages and minor repair of the same wherever
necessary
8. Ensure that the reprography section is free of book accumulation and the books
are put back on the respective racks
9. Ensure that the fans, lights, and other electrical items are switched off when not
in use
10. Ensure that the Library furniture are placed in order and kept clean

F. Processes
7.1 Collection Development
Guidelines
Ref: Collection Development Policy Annexure 1
7.1.1 Purchase of Books
Process 1: Books received on approval
1. The Librarian calls for books on approval and shows it to the concerned
department faculty.
2. The Librarian asks for the invoice for the books selected and returns the
unselected ones.
3. Once the invoice is received, the Library Assistant tallies the book with the
invoice received.
4. The books are checked for damages, if any, by the Library Attendant.
5. The books are then entered in the library database for barcode generation by a
Library Assistant.
6. The Library Assistant generates the Call Number by using the Dewey Decimal
Classification.
7. The Library Attendant then adds the ownership stamps, places the barcode and
puts spine label and security tag on the books.

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8. The Library Assistant verifies whether the ownership stamp, barcode, and
spine label are in order and ready for keeping the books on shelves.
9. The books are then transferred to the respective floors managed by a Library
Assistant for placing them on the shelves.
10. The Librarian checks the invoice for any errors and omissions.
11. The invoice details are entered in the bill tracking register before forwarding it
to the Office of Accounts.
Process II: Suggestions Recommendations received from users
1. The Library Assistant checks the database for duplicates as per the suggestions
received from the user.
2. The Librarian validates the list and intimates the user regarding the acceptance
or rejection of the suggested material via email.
3. The Librarian places the order for books to the publishers/vendors.
4. The book is received along with the invoice by the Library Assistant for
processing.
5. Once the invoice is received, the Library Assistant will tally the books with the
invoice received.
6. The books are checked for damages, if any, by a Library Attendant.
7. The books are then entered in the library database for barcode generation by a
Library Assistant.
8. The Library Assistant generates the Call Nos. by using Dewey Decimal
Classification.
9. The Library Attendant then initiates the assigning of ownership stamps and
barcoding.
10. The Library Assistant/Assistant Librarian verifies whether the ownership
stamp, barcode, and spine label are in order and ready for keeping the books on
shelves.
11. The books are then transferred to the respective floors managed by a Library
Assistant for replacing them on the shelves.
12. The Librarian then checks the invoice.
13. The invoice details are entered in the bill tracking register before forwarding it
to the Office of Accounts.

Process III: Book Mark – The book exhibition

1. The Librarian/Assistant Librarian contacts the Reception and books the venue
one month in advance.
2. The Librarian decides the registration fee in consultation with the Director.
3. The Librarian prepares an invitation letter and circulates the same to the book
vendors and publishers.
4. The Librarian/Assistant Librarian contacts the Facility Team for putting up
stalls for the exhibition.

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7.1.2 Subscriptions to Journals and Electronic Resources

1. The subscribed journal list/electronic resources of the previous year are
circulated by the Librarian to the department faculty for their recommendations and
suggestions. The time limit given for suggestion and recommendation is 30 days.
2. The list is sent to the vendor/publisher by the Librarian for renewal or for a
new subscription. Invoice is sought for making the payment in advance.
3. Once the invoice is received, the Library Assistant checks whether any
deductions to be made for the issues/purchases not completed in the previous year.
4. The Librarian checks the invoice before forwarding it for payment to the Office
of Accounts.
5. The invoice details are entered in the bill tracking register before forwarding it
to the Office of Accounts.

7.1.2 Data entry of Book purchased

The following format is used for the data entry of books in KOHA.
Tags Marc Field What you Sub-fields Sub-field What you have Remarks Example
Fields Name have to do Name to write

000 Leader Click on the Click on the box

field name

005 Date and Click on the Click on the box

time field name

008 Fixed Click on the Click on the box

Length field name

020 ISBN Click on the Entre 13 digit Refer back 9780521866446

field name ISBN No. cover for ISBN
No.

082 Click on the

field name

082$2 Edition 22nd Dewey 323

number Decimal
Classification
Edition No.

082$a Classification
number
Call.no Dewey 22
Decimal Call
No.

082$b Item number Cutter Mark in The last three

CAPS letters of
GEA
author/
editor/
compiler
surname

100 Main Click on the

entry field name
personal
author

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100$a Personal Surname, First The author or Gearty, C. A

author Name. editor’s name

1 110 Main Click on the

entry field name
corporat
e

110$a Corporate Name of the Name of the NIMHANS,

Name Corporate Corporate Bangalore

111 Main Click on the

entry field name
meeting

111$a Meeting Name Name of the Name of the WIPRO

meeting meeting Annual
General
Meeting

245 Title Click on the

field name

245$a Title (title of the book) Can human

: rights survive

245$b Reminder of (Subtitle of the Title page A short story /

the title book) / reference
detail should
be used. Avoid
taking cover
page detail for
title.

245$c Statement of by ( author of the by Conor

Responsibility book) Gearty.

2 250 Edition Click on the

stateme field name
nt

250$a Edition (edition of the Write the

statement book) edition of the
12th ed.
book; edition
ed.
can be found
(Reprint edition in title page of
of the book) rep. the book

260 Publicati Click on the

on field name

Publishe
r,

Publicati
on,

260$a Place of ( Place) : If there are two Cambridge :

publisher or more than
two place of
publication,

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write the first

one

260$b Name of the (Publisher) , Cambridge

publisher University
Press,

260$c Date (Copyright 2006

date).

300 Physical Click on the

descripti field name
on

3 300$a Extent ( prelim pages), Prelim pages Xvi, 174 p.;

(total pages ) p. and total pages
of a book
should be
entered in this

300$e Accompanyin With ( If the books

g material accompanying has
material) CD/DVD/Ma
ps, enter the
details in this
field

440 Series Click on the

title field name

440$a Title Title of the series Write the title Hamlyn

of the series if lectures ;
any

4 440$n Number of
part/ section
12
of a work

440$v Volume Volume

number/ number of the
Volume number 57th ser
sequential series title, if
designation any

500 General Click on the

note field name

500$a General note Notes If any

504 Bibliogr Click on the

aphy, field name
Etc.
Note

5 504$a Bibliography Includes If book Includes

Bibliography contains bibliography (
bibliography p.158-169) and
write the same Index
in the field

586 Award Click on the

field name

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586$a Awards note Award If book has Pulitzer Prize

received the 2011
award e.g.
Booker prize;
Pulitzer Prize
etc. write the
same

650 Subject Click on the

topic field name

650$a Topical Team Subject Keyword Mention Human rights.

etc. subject, Key
words etc.
here.

700 Added Click on the

Entry field name
Personal
Author

700$a Personal name First name If there are two

Surname or more than
George
two authors
Thomas
7 mention the
second author
here

710 Added – Click on the

Entry- field name
Corpora
te author

710$a Corporate Name of the Name of the

Name Corporate corporate

800 Series Click on the

Added field name

Entry
Personal
Name

800$9 Personal First name Write author

Name surname of the Series, if
any

856 Electroni Click on the

c field name
location
8 and
access

856$3 Materials Write the Publisher’s

Specified materials Description
specified in the
URL

856$u Uniform https://www.

Resources loc.gov/catdir
Link of the
Identifier /enhacements
electronic
/fy0665/20062
location
97074-d.html

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942 Added Click on the

elements field name
(KOHA)

9 942$c Item type Choose from the Mention Book

drop-down list whether the
book is
reference,
stack, bare act
etc….

7.2 Patron Registration /De-Registration

7.2.1 Registration – Bulk Upload process
1. The List of Patrons to be added for the academic year is forwarded by the IT
department to the Librarian.
2. Login to KOHA. Go to More and then to Tools. Under Patrons and Circulation, go
to Import Patrons.
3. Download the CSV File template
4. Fill the details in the CSV File template

Column Items Details to be Filled Example

No.
A Card Number Registration Number 1432382
B Surname Full Name of the Sree Kumar Nair
Student
K City Class/Department 1PHDARCH JUNE
L State Course/Denary PhD-Architecture (June
Batch)
Q Mobile Mobile Number of The 9964419320
Student
O Email University mail ID [email protected]
n
AF Branch Code Library Branch Code KC
AG Category Student Course PHD | UGD | PGD
Category
AH Date of Enrollment Student Enrollment 07-7-2022
Date
AI Date of Expiry Student Course Expiry 31-05-2023
Date

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AV Password Student Library 89544945

Account Password
AX User ID Register Number 1432382

5. Save the CSV File and upload the same.

6. The uploaded list is tested by a randomised process for checking conformance
of details with the original list sent by the Assistant Librarian (BGR) /Library
Assistant.

7.2.2. Patrons photograph upload process

1. Download the photographs from the KP which is under Admission and then
select Export Student Photos and save it in a folder. Rename the folder to
“Photograph”.
2. Create a new CSV File in the above ‘Photograph’ folder. In the first column,
put the registration number followed by a comma (,) and then registration number.jpg
(without spaces). Example: 143282,1432382.jpg
3. Save the file as IDLINK in the same ‘Photograph’ folder
4. Convert/Compress the ‘Photograph’ folder to ZIP file
5. Upload the compressed ZIP file in Koha – Tools – Upload Patron Images

7.2.2 De-Registration
Method 1: Bulk Delete
1. The Assistant Librarian identifies the patrons who have completed the course
with the University.
2. The list is forwarded to the IT Services for deleting it in bulk within a week.
3. The deleted list is cross-verified by the Assistant Librarian.

Method 2: Cancellation of admissions

1. The library receives the cancellation forms from the Office of IPM.
2. The Library Assistant checks for any dues in the database before deleting the
record from the library software.
3. The Librarian duly signs the cancellation form before forwarding it to the Office
of IPM.

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7.3 Circulation of Materials

Guidelines
Refer Library Access and Circulation of Library Materials Annexure 3
7.3.1 Issue of Books
The Issue of Books is done with the help of a Library Assistant.
1. Visit-http://library.CHRISTuniversity.in/staff/
2. Login with Library Username and Password
3. After logging in, there four options 1. Check Out 2. Check-In 3. Renew 4. Search
the catalogue on the database. To Issue a book select Check out option.
4. After selecting Check Out, scan the ID card of the user in the ID card reader
5. The patron account will open. Check the book for any damage before issuing.
6. Scan book barcode using a barcode reader to issue a book.
7. Once a book is issued, due date of the book is generated
8. The due date is written on the due date slip of the issued book.
9. Deactivate anti-theft tag before handing over the book to the user.

7.3.2 Book Return

The Book Return is done with the help of a Library Assistant.
To Check-in issued books, visit http://library.CHRISTuniversity.in/staff/
1. Login with staff Username and Password
2. Check for any damage
3. Select Check In option
4. Scan barcode of the returning book
5. If there is any fine, the same will be collected through student Smart Card

7.3.3 Book Renewal

The Book Renewal is done with the help of a Library Assistant.
1. To renew books visit library.CHRISTuniversity.in/
2. Login with user ID and password provided to you at the time of admission
3. Click on book renewal against each borrowed title to renew books. After
renewal, the new due date will be generated for the renewed books.

7.3.3 (A) Procedure for No Due Clearance

1. The library sends a notice for return of library books via email and SMS in
advance to students to clear their library account.

2. The dues list is then sent to the IPM to block the hall ticket of the student
alongwith library service.

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3. The student has to download the clearance form from the ERP(KP)

4. The student has to clear the library dues and get the clearance from the library.

5. Clearance form has to be submitted to the IPM for unblocking the hall ticket.

7.4 Stack Room /Display Area Management

For optimum utilization of library materials like books, journals and so forth, the
Library Area Management plays a very important role. Presently, the learning
resources are stacked/displayed in the following categories and managed by a
Library Assistant:
1. Stack Area – consisting of books meant for home reading
2. Reference Section – consisting of Encyclopaedias, Reference books,
Dictionaries, Manuals
3. Bound Volumes of Reports – consisting of bound volumes of journals, cases,
laws etc.
4. Newspaper/Magazine Display Area – consisting of daily newspaper and
weeklies
5. Periodical Section – display of peer-reviewed and scholarly publications

For a pleasant display and quick retrieval of library materials by the users, the Library
Assistant must ensure that:
1. All the books removed from the stacks are replaced in their shelves at the
earliest or at least twice a day.
2. The stacks should be labelled appropriately with subject guides and Class
Number Guides and to be reviewed periodically for any new addition in subject areas.
3. Each unit of the above section to be supported by a Library Attendant. The
Library Attendant should ensure that the shelves are kept dust-free.
4. Shelf-Reading must be done continuously to look for misplaced books.
5. Prepare a list of books every semester for weeding and for keeping some books
for binding to facilitate preservation.

7.5 Meeting of the Library Advisory Committee

Guidelines
Refer “Library Advisory Committee Roles and Responsibilities” Annexure 5
The University Librarian is the Convenor of the Committee and provides support to
the Library Advisory Committee.
Before the Meeting
1. Prepare the notice for the meeting in consultation with the Chairperson.
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2. Call for the meeting by sending the Notice to the Committee members via
email.
3. Prepare necessary documents and circulate them for review before the meeting.
4. Prepare the attendance book for the meeting.
5. Prepare the venue of the meeting with the help of a Library Assistant.
During the Meeting
1. To assist the Chairperson with the meeting and brief the agenda details during
the meeting
2. To present the action taken and provide compliance report in conformance
with the minutes of the previous meeting
3. To present the relevant documents during the meeting for Committee members
reference and reviews
After the Meeting
1. Maintain the official record of minutes, proceedings, and communications
2. Prepare the minutes for review by the Chairperson before circulation and
release
3. Circulate the minutes of the meeting after approval of the minutes by the
Chairperson

7.6 Stock Verification

Guidelines
Refer “Stock Verification and Procedure to Write Off” Annexure 6
Before Stock Verification
1. Fix the date of stock verification in advance in consultation with the Director,
Library
2. Intimate closure of library to the users via email
3. Call for books from the users or ask the users to renew books by sending a
notice via email
4. Close the Library with a Notice of next reopening date
During Stock Verification (Library Assistant)
1. Scan the book barcode and enter them in a Notepad/Excel
2. Send the Notepad list to the IT Services
3. The list has to be uploaded to the KOHA software by the IT Services
4. Change the last seen date of the books while uploading the list
5. Take the stock report from KOHA “Reports.”
After the Stock Verification
1. Segregate the list with the last date seen by the Library Assistant
2. Prepare the list of missing/misplaced books according to the Call Numbers by
the Library Assistant
3. Search for the missing/misplaced books on the shelves
4. Update the library record when the books are found

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5. Make a list of books “not found” during the search procedure

6. The Librarian will submit the list of missing/misplaced to the Director for
approval along with details about the purchase cost for replacement
7. Update the missing/misplaced books in the KOHA software as “misplaced” or
“lost.”
8. The list is submitted to the Office of Accounts after the approval of the Director
9. The list is placed before the Library Advisory Committee for their information
10. A copy of the report will be placed in the ‘Stock Verification’ file.

7.7 Data Entry of Materials

The data entry of Books is done with the help of a Library Assistant and Assistant
Librarian.

7.7.1 Books / Bound volumes– Manual ENTRY

1. Receive the books and check for any damages or mutilated pages
2. Log in to library software KOHA
3. Go to Cataloguing and then to New Record. Under the New Record select Book,
Booklet, Workbooks
4. Enter the record as per the Template given below
5. After the data-entry, write the accession number and call number on the front
back cover of the book

7.7.2 Books – Copy Cataloguing (Z39.50 SRU)

1. Receive the books and check for any damages or mutilated pages
2. Log in to library software KOHA
3. Go to Cataloguing and then to New from Z39.50 SRU. Under New from Z39.50
SRU select Book, Booklet, Workbooks
4. Enter the ISBN No. or the Title of the book in the Z39.50 SRU search box
5. Select Library of Congress from the list Search Targets and then click Search
6. Tally title, author, ISBN from the search results and then click Import
7. Once the record is imported, go through the Template and fill the local library
information
8. After the data-entry write the accession number and call number on the front
back cover of the book

7.7.3 Thesis/Dissertation
1. Receive the thesis and check for any damages or mutilated pages
2. Log in to library software KOHA.
3. Go to Cataloguing and then to New Record. Under the New Record select Thesis
and Dissertations
4. Enter the record as per the Template given below.

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5. After the data-entry, write the accession number and call number on the front
back cover of the Thesis or Dissertations

7.8 Maintenance of Electronic Items / Gadgets (Computers/cameras)

Guidelines
Refer to “Library Computer, Internet and Electronic Resources Access Policy”
Annexure 7
The maintenance of Electronic Items/Gadgets is done with the help of Assistant
Librarian and Library Assistant.
1. Prepare a list electronic items / gadgets available in the library
2. Ensure that the electronic items/gadgets have a unique number in the stock
register
3. Ensure that the library computer systems work daily and non-functioning
items are reported to the IT services for immediate repair or replacement
4. Maintain a register of items taken out for servicing
5. Follow up on the item taken for servicing and its return at the respective place

7.9 Housekeeping
The Library Housekeeping staff undertakes the following activities:
1. Office room cleaning
2. Floor Cleaning
3. Cleaning of Toilets
4. Dusting Chairs and Tables
5. Dusting Computers and accessories
6. Dusting Shelves and books

The activities are listed above are scheduled as per the following

DAY Activity Area Covered

Monday 1. Office Floor Floors
2. Dusting Chairs and Table Tables & Chairs
3. Stack & Reference Floor Toilets
4. Toilet Cleaning (4 times)
Tuesday 1. Office Floor Floors
2. Dusting Chairs and Table Shelves & Computers
3. Dusting Shelves and Books Toilets
4. Dusting Computers and Accessories
4. Toilet Cleaning (4 times)
Wednesday 1. Office Floor Floors
2. Dusting Chairs and Table Chairs and Tables
3. Stack & Reference Floor Shelves

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4. Toilet Cleaning (4 times) Toilets

Thursday 1. Office Floor Floor
2. Dusting Chairs and Table Chairs and Tables
3. Dusting Shelves and Book Computers
4. Dusting Computers and Accessories Shelves
5. Toilet Cleaning (4 times) Toilets
Friday 1. Office Floor Floor
2. Dusting Chairs and Table Chairs and Tables
3. Stack & Reference Floor Shelves
4. Toilet Cleaning (4 times) Toilets

Saturday 1. Office Floor Floor

2. Dusting Chairs and Table Chairs and Tables
3. Dusting Shelves and Book Computers and accessories
4. Dusting Computers and Accessories Shelves
4. Toilet Cleaning (4 times) Toilets

G. Infrastructure

Sl.no Knowledge UG Kengeri BGR Grand

Materials
Centre Library Campus Campus Total

1 Air
4 0 0 2 6
Conditioner

2 Almirah 9 11 0 0 20

3 Anti-Theft
3 3 2 1 9
Gates

4 Barcode
1 1 2 1 5
Printer

5 Barcode
3 4 4 3 14
scanner

6 Binding
0 1 0 0 1
Machine

7 Book
Activator/ 3 2 2 1 7
Deactivator

8 Cash Swiping
2 0 2 1 5
Machine

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9 Catalogue
card table 0 1 0 0 1
(wooden)

10 CCTV -
1 0 1 1 3
Monitor

11 CCTV
29 10 17 23 79
Camera

12 CFL Blub 0 3 0 0 3

13 Chairs 498 269 234 282 1283

14 Clock 0 1 0 1 2

15 Computer
12 0 2 0 14
Table

16 Computer 109 15 37 65 226

17 Curtains 134 0 21 50 205

18 Digital Clock 1 1 0 1 3

19 Display
7 1 3 3 11
computers

20 Dust Bin 6 9 4 6 25

21 Bio-metric
3 2 0 2 7
Access Gates

22 Book display
4 1 0 0 5
Shelf

23 Fans 175 18 98 74 365

24 Fans (Wall
0 0 9 4 13
Mounted)

25 Globe 3 1 0 1 5

26 Hanging
Display 15 25 2 10 52
Board

27 ID Card
3 2 5 2 12
Reader

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28 Journal rack 0 14 0 0 14

29 Ladder (Big) 1 0 0 0 1

30 Ladder
2 2 1 2 7
(Small)

31 Land phone 5 1 2 1 9

32 LED Light 32 2 71 12 117

33 LED
0 0 0 2 2
Light(Big)

34 LED
27 0 0 6 33
Light(Small)

35 Light(Small) 4 0 0 40 44

36 Navigation
0 4 0 0 4
board

37 Navigation
board (floor 0 3 0 0 3
contains)

38 News paper
0 1 4 0 5
Display shelf

39 Notice Board 1 0 6 2 9

40 Office
37 0 33 24 94
Cupboard

41 Office Table 2 0 0 1 3

42 OPAC Stand 5 0 0 2 7

43 Pedestal
Fans(Table 2 4 0 0 6
fan)

44 Photos with
0 15 0 0 15
frames

45 Printer 1 0 2 1 4

46 Projector 1 0 0 0 1

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47 Property
249 8 106 76 439
Counter Keys

48 Rack 111 311 68 28 518

49 Remote(AC) 2 0 0 2 4

50 Remote(TV) 3 0 0 3 6

51 Scanner 1 1 2 1 5

52 Shelves 0 0 147 0 147

53 Sofa Set 0 0 0 10 10

54 Stool 1 3 0 0 4

55 Table 117 130 111 110 468

56 Tape
5 3 0 0 3
dispensers

57 Television 3 0 0 3 6

58 Trolley 3 1 0 3 7

59 Tube Lights 281 197 129 116 723

60 UPS 2 1 0 0 3

61 Wall shelves 40 0 32 0 72

62 Water
Purifier 0 0 1 1 2
(Croma)

63 Wooden rack
(book 0 1 0 0 1
processing
cabin)

64 Working
1 0 0 21 22
Desk

H. Measurable Outcomes
● Number of Suggestions received from the users vs. implemented (compliance)
● Budget vs Actuals

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● Adherence to annual procurement plan

● Adherence to exigency purchase
● Library usage by students/research scholars/faculty/external users
● Number of Errors in maintenance of library records
● Number of borrowers
● Number of Circulations
● Number of books Lost
● Total value of books lost
I. Review
● Director reviews monthly & bi-annually with the Librarian on the
measurements as mentioned above
● LC meeting bi-annually to review the library activities
J. Compliance
The Library has compliance towards the following statutory bodies:
1. IQAC/AQAR
2. University Grants Commission
3. AICTE
4. NAAC
K. Communication to Stake Holders
The following are the methods of communication to the stakeholders
1. Library Notice
2. Email
3. SMS

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L. Templates
CHRIST (Deemed to be University)
BookMark ____
Book Requisition Form

Name of the Supplier:

Sl Title Author ISBN (13 digit) Price
No.

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Shodhganga Thesis Submission Form

University Name
Department/Place
Name of the Researcher
(Surname, Forename
eg. Smith, Donald)

Name of the Guide

(Surname, Forename
e.g. Smith, Donald)

Registration Date
Completed Date
Awarded Date
Title with subtitle
(First letter capital and rest
small letters)
Alternative title
Abstract (Max 2048
characters)
Keywords
Coverage
Citation Reference
Total No. of Pages
Copyrights University
(choose any one option) SELF
Accompanying material CD
(choose any one option) DVD
None

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Student Approval Form

Name of the
Author
Department

Degree

University

Guide

Thesis Title

Year of Award

Agreement
1. I hereby certify that, if appropriate, I have obtained and attached hereto a
written permission /statement from the owner(s) of each third party copyrighted
matter to be included in my thesis /dissertation, allowing distribution as specified
below.
2. I hereby grant to the University and its agents the non-exclusive license to
archive and make accessible, under the conditions specified below, my thesis /
dissertation, in whole or in part in all forms of media, now or hereafter known. I retain
all other ownership rights to the copyright of the thesis / dissertation. I also retain the
right to use in future works (such as articles or books) all or part of this thesis,
dissertation, or project report.

Conditions:
1. Release the entire work for access worldwide

2. Release the entire work for ‘My University’

only for
1 year,
2 years,
3 years
and after this time release the work for access
Worldwide.

3. Release the entire work for ‘My University’

only, while at the same time releasing the following

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parts of the work (e.g. because other parts relate to

publications) for worldwide access:
a) Bibliographic details, synopsis only.
b)Bibliographic details, synopsis and the following
chapters only

c) Preview / Table of Contents / 24 pages only

4. View only (No Downloads) (worldwide)

Signature of the Scholar Signature and seal of

the Guide

Place
Date

Note:
1. A copy of the Ph.D. notification or certificate (scanned copy) is mandatory for
merging thesis in Shodhganga repository.
2. It is mandatory to collect the filled-in student approval form before submission
of thesis in Shodhganga repository. The approval forms, however, need not to be
uploaded with the thesis.
3. Thesis Spliting and Naming Convention: In order to maintain quality,
standards and uniqueness in all theses INFLIBNET Centre devised standards and
formats based on international practices. This will give a proper photo print of
physical appearance of the thesis with the same template available for individual
thesis. Kindly Note that file name should be start with serial number like 01_title.pdf,
2_certificates.pdf.etc. An example of split files along with chapter wise naming is
given below:
01_title.pdf Title Page

02_certificate.pdf Certificate
03_abstract.pdf Abstract

04_declaration.pdf Declaration

05_acknowledgement.pdf Acknowledgement
06_contents.pdf Content/Index page

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07_list_of_tables.pdf List of Tables

08_list_of_figures.pdf List of Figures

09_abbreviations.pdf Abbreviations

10_chapter1.pdf First Chapter

11_chapter2.pdf Second Chapter

12_chapter...... Chapter...

13_conclusion Conclusion
14_summary Summary

15_bibliography Bibliography

Table 1: Naming Convention used for each PDF file

1. All files should be in Portable Document Format (PDF).

Checklist before electronic submission of thesis:

1. The Submission Form
2. The Student Approval Form
3. Electronic thesis in above format with a scanned copy of the certificate or
notification.

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Annexure 1
Collection Development Policy
For this document, a collection is defined as the material regardless of the format that
is acquired by the CHRIST Library.
Scope
The Library Collection Development Policy is applicable only to the Students and
Faculty of CHRIST (Deemed to be University).
Objectives:
1. To support teaching, learning and research functions of the University by
acquiring and organizing a relevant and well-balanced collection.
2. Respond to changes in teaching and research programs
3. Maintain both print and electronic accessibility of the collection
4. Evolve cost-effective storage/archive programs to create long-term access to
research collections.
5. To participate in resource sharing with other libraries as and when required.
Collection Development Principles
i) The Library is responsible for the condition and content of its collections
ii) The Library will maintain a strong collection of books, journals and electronic
resources.
iii) The Library cannot meet every need from its collection. Specialist research
needs may be met through institutional membership or inter-library loans (ILL).
iv) The preference to purchase print/hard copy of material in preference to
electronic resources or vice versa will be at the discretion of the University Library.
The Librarian will take the suitability of format for particular discipline areas into
consideration.
v) The Library will collect limited copies of textbooks and recommended
materials.
vi) The Library aims to purchase material that will be available to the University
as a whole and so may not purchase classroom resources or research datasets which
provides restricted access.
Process guidelines
(a) General
1. The staff and students may make recommendations for the purchase of library
materials. The recommendations can be through email, the library software or library
suggestion register.
2. The final decisions for the purchase of all Library materials rest with the
Librarian and the Library Director.

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(b) Language
Priority is given to publications in the English language. Exceptions to this will be
made where non-English resources are required to support the teaching of languages
other than English, or where the content is pictorial,and its acquisition is made based
on the content.
(c) Books
The Books form an integral part of CHRIST Library collection. The Library accepts
purchase requisition from students, staff, non-teaching etc. through purchase
recommendations made for this purpose.
(d) Journals
The Library is committed to providing access to a broad range of journals which meets
the learning, teaching and research needs of the University. The Library prefers to
purchase journals and reference resources in electronic form to maximize staff and
student access.
(e) Multimedia
The Library collects and provides access to a wide range of multimedia, for both
teaching and research purposes. The general principles of selection also applyto
multimedia. The availability of suitable equipment, both within the Library and by
the borrower is an additional consideration.
(f) Newspapers
The faculty and students of CHRIST can recommend subscribing a newspaper for the
library through purchase recommendations. Recommendation for regional language
newspaper will be considered,and wherever deemed necessary the library will have
more than a single copy of a newspaper. The Library will discard a month old
newspapers.
(g) University Publications
The Library endeavours to collect CHRIST Publications in print. Three copies of
University Publication for each library will be collected from the Centre for
Publications for display inside the Library. However, if the copies are not supplied to
the Library, the material is not added to the collection.
(h) Theses and Dissertations
i.PhD Theses: The Library complies with the rules and regulations of INFLIBNET, an
Inter-University Centre of UGC, to archive electronic copies of every PhD thesis
published in its repository Shodhganga. The Librarian is the University Coordinator
for the project and archives the research thesis in coordination with the Centre for
Research. For more detailed guidelines refer to UGC Guidelines for Shodhganga.The
electronic version of the thesis is available via Shodhganga.
ii.MPhil Theses: The Library archives/displays all the MPhil theses published during
the year. The hard copy of the thesis is submitted by the Centre for Research to the
Library for archival. A digital copy of all the theses in CD/DVD format is collected
from the Centre for uploading it in the Library Repository.

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iii.Masters Dissertations: The Library archives and displays only five best theses received
from the Department. The selection of the five best theses is as per the Department
coordinator’s choice. A digital copy of the Master Theses is collected from the
Department for uploading the same in the Library repository.
iv.Under Graduate Dissertations: The Library archives and displays only five best
theses received from the Department. The selection of the five best theses is as per
the Department coordinator’s choice. A digital copy of the Under Graduate Theses is
collected from the Department for uploading the same in the Library repository.
(i) Government publications
The Library is not a depository library for government publications and therefore does
not automatically acquire them. The request should be made for acquiring
government publications.
(j) Additional copies of Library Materials
As a general principle, the Library can have a maximum of 5 copies of a textbook and
one subscription for a journal. The library does not purchase duplicate copies of any
material. Where duplication is requested, it must be related to use of the material.
(k) Price
The value of the material cannot be measured simply considering its price. The price,
however, will be considered when evaluating a potential purchase.
(l) License terms
Materials will not be purchased where license terms of the resource cannot be adhered
to by CHRIST or where acceptable license terms cannot be negotiated. However, for
materials purchased by the Library where it adheres to the license terms please follow
the guidelines for use available under the Guidelines for Electronic Usage.
(m) Donations
The Library will accept gifts of material provided they fall within current collection
priorities. The Library Director or the Librarian must approve all major donations.
Materials are accepted on the clear understanding that the Library has control over
what is kept and what is discarded, and where the items will be located. Only items
which will enhance the collection are added.
(n) Budget allocation
The Finance Office allocates the budget. The Library prepares a tentative budget in
January every year, based on the previous year’s expenditure, for the approval of the
Finance Officer. An increase of 15% of last year’s budget is added to the new budget.
The new budget for the library is allocated in April every year.
The Budget allocated by the Finance Office is divided into four categories
1. Books, which includes both textbooks and reference necessary for learning
and teaching
2. Journals, which includes the subscription to print journals
3. Electronic resources, includes books, journals and databases

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4. Maintenance, includes repair and service to Library materials as and when

needed.
(o) Document Delivery Services (ILL)
The Library does not and cannot hold every item requested by its patrons. The Library
has institutional membership with other University libraries. Access to items may be
provided through the interlibrary loan service. Materials asked for via interlibrary
loan are usually supplied free of charge to individual users. However, certain request
incur photocopying and courier charges and are passed on to the patrons. The Library
is a major contributor to document supply to other institutions nationally.
(p) Digitization and Library Archives
The Library selects, develops, manages, implements and promotes a broad range of
Digitized Collections to be made available through its repositories. The purpose of the
Digitization is to support learning, teaching and research and to facilitate access,
engagement, preservation and archiving. Although some digital collections will
liberate physical library space, space is not usually the primary consideration.

Annexure 2
Annual Book Exhibition
Name of the exhibition
The annual book exhibition conducted by the library is to be known as ‘BookMark –
Empowering Knowledge’.
Objectives:
The objectives of this exhibition are
1. To support the collection development policy of the University.
2. To inculcate reading habits among students and faculty
To update the library collection in the new subject areas
To have a platform wherein the students and faculty interact with publishers on new
subject areas and information on Publishing books.
Scope:
This book exhibition is restricted to the students and faculty of CHRIST (Deemed to
be University).
Month and Year:
The BookMark is to be held in July every year. The exhibition is to be conducted for
three days from morning 9:00 am – 5:00 pm on weekdays and 9:00 am – 1:00 pm on
Saturdays.

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Venue:
The Library to coordinate with the Facility Management Team for booking the
exhibition hall and contacting the vendor to put up the stalls at the exhibition.
Participants:
The Library to invite Publishers, Distributors and Vendors for display of books at the
exhibition from their panel of vendors.
Number of Stalls:
A minimum of 20 stalls have to be put up for the exhibition. The stalls have to be
outsourced and the size of the stall should be 9 X 10 sq mt. minimum. The first
preference for the stall is to be given to the Publishers.
Coordinating Department:
The library will be taking the support of the School of Education to promote Library
services and orientation to students during the exhibition. The School of Education
should promote the library facilities by displaying library information in the stalls.

Annexure 3
Library Access and Circulation of Library Materials
These guidelines are designed to help you access the library materials.
The students/Faculty of CHRIST University has access to three specialized libraries:
1. Knowledge Centre – The Post Graduate, Law, and Research
2. Under-Graduate Library – The Under Graduate, B.Ed and Science
3. Kengeri Campus Library - MBA and Engineering
4. BR Campus Library – UG (Hons) and MTA library
Accessing Library Account Online
To access library account online, username and password is provided separately for
your account. Username and password are usually sent by email from system
administrator. Contact library for your username if it is not made available to you.
Our catalogue is available at http://library.CHRISTuniversity.in
You can search a book Author wise, Title wise, Subject wise, ISBN and keywords;
review items checked out; determine return dates; conveniently from home or
wherever internet access available . The Library also has online public access
catalogue (OPAC) terminals at various locations inside the library. Information
pertaining to library is also made available through OPAC.
You can also get links to various online databases from our catalogue. All library
information and resource details are provided in the catalogue. Ensure that you are
familiar with our catalogue. We will be glad to help you with catalogue during library
working hours.

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Library Resources
1. Books and their arrangement
The books are arranged according to 22nd edition of Dewey Decimal Classification, a
classification scheme followed by all major libraries.
Journals and their arrangement
The List of journals subscribed is made available on the library website. The latest
issues of journals are displayed on the shelves separately. Back volumes of journals
are made available on request.
Electronic Resources
Electronic resources are documents in electronic form, or that can be accessed via
electronic transmission and include books, journals, newspapers, magazines, archives,
theses, conference papers, examination papers, government papers, research reports,
scripts and monographs. The Library has the subscription to electronic resources. All
the electronic resources are IP based and can be accessed without username and
password inside the campus.
Institutional Membership
The Library has Institutional Membership various University Libraries. For details on
member institutes and ways to access the libraries you may contact the library or the
Librarian.
Library Facilities
2. Borrowing Facility
Category Entitlement Library Duration of Penalty for late
borrowing return

General Library 14 days

Students (UG) 2 books
Law Library 7 days

Students (PG) General Library 14 days

4 books
Law Library 7 days

Research Scholars 10 books General Library 21 days Rs. 5/- per day
(Mphil, PhD)
Law Library 14 days

Faculty General Library 90 days

20 books
Law Library 30 days

Staff members 5 books General Library

30 days

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Issue of Books
1. Users cannot borrow copies of the same book.
2. The issue of books stop a week before every exam. This is done to ensure equal
reading opportunity among the students.
3. The students have to return the outstanding library books and deposit Library
dues if any.
Return/Renew
1. Books must be returned on or by due dates.
2. Where the due date falls on a University holiday, the return period will be
considered as extended by one day. However, users are advised to check the Library
Notice Board regularly.
3. A book may be renewed any number of times provided there is no reservation
placed on the book. Users may reserve two different books at a time through OPAC.
4. Library fines, if any, are to be paid at the cash counter in the Central Block,
Ground Floor, along with due slip from the library.
Reference Books
1. Reference books are not for issue and are to be referred inside the Library.
2. Under no circumstances, reference books will be issued either for classroom
reading/reference or for reading outside the library.
3. Photocopying full book is not permitted inside the Library or campus.
Journals/Reports
1. Journals and Reports are not for loan.
2. Users must take care of the journals/ reports taken for Xerox and should ensure
its safe return.
Photocopy Service
The Library photocopy service is available from 9.00 am to 8.00
Expectations from users:
1. An identity card is a must for all library transactions. ID cards are non-
transferable.
2. Users are requested to maintain silence in the library.
3. University dress-code is applicable while visiting the library on all occasions.
4. Do not highlight/ mark in library books.
5. Users should ensure that when browsing through books, they replace the item
from where it was taken, according to the shelf arrangement. Feel free to seek staff
assistance for replacing the books.
6. Users should avoid taking out several volumes of reports, journals and books
at any one moment.
7. The library reading area should be used only for reference and consultation of
resource materials.
8. Use of cell phone is prohibited.

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9. Keep the library clean. Use dustbins provided in the library.

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Annexure 5
Library Advisory Committee
Purpose
The purpose of a Library Advisory Committee is to advise the Library Director and
the Librarian on library issues, collection development, services and facilities, but
limited to library policy matters.
The Meeting
The Library Advisory Committee will meet twice in a year, preferably at the end of
the semester.
The Composition of Library Advisory Committee
1. A senior Faculty nominated by the Vice-Chancellor as the Chairperson
2. Registrar
3. One Faculty representative from each Deanery, who is a Library coordinator.
4. Two Assistant Librarians
5. An External Expert in the field of Library and Information Science
6. Librarian - Convenor
Terms/Tenure of the Members
1. The Vice-Chancellor shall appoint the Chairperson of the Committee from
amongst the Professors. The tenure of the Chairperson shall not exceed five years.
2. In addition to the composition specified above, the Chairperson may make an
additional nomination to the Committee.
3. The Faculty members of the Committee other than its Chairperson shall serve
the Committee for two years and are eligible for nomination.
4. The Chief Finance Officer and the University Librarian are the permanent
members of the Committee.
5. The Committee may have representations Undergraduate, Postgraduate and
PhD scholars.
Quorum
The Quorum of a meeting of the Library Advisory Committee shall be half of its total
strength.
Role of the Advisory Committee
The role of the Library Advisory Committee is to offer advice to the University
Librarian on issues of importance in the policies and the development of the Libraries
and their contribution to the mission of the University. In addition to the above, the
roles of Library Advisory Committee are:
1. To consider policy matters regarding CHRIST University Libraries including
the policy for procurement of books and journals and render advice to the Librarian
for Library procurements.
2. To supervise the allocation and utilisation of funds for different libraries for the
purchase of books and journals.

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3. To consider the views of faculty members regarding books/journals selection,

ordering process for the academic year.
4. To consider the views of students and Research Scholars to improve library
services and facilities.

Responsibilities of the Advisory Committee

The Committee within the framework of the overall strategic policies of the University
shall:
1. Represent the views of the Library’s stakeholders on library and information
services.
2. Deliberate and advice on the direction and development of policies for library
and information services to ensure that the best possible support is provided.
3. Recommend new library facilities for the dissemination and preservation of
CHRIST University’s intellectual and institutional knowledge.
4. Support the Library’s efforts in ensuring financial accountability, judicious use
of resources and responsibility in the provision of library collections.
5. Share insights on the internal and external environment affecting the Library.

Convenor
The University Librarian is the Convenor of the Committee and provides support to
the Library Advisory Committee. The support to be rendered by the Convenor are as
follows:
1. Call for the meeting of the Library Advisory Committee as and when necessary.
2. Prepare the notice for the meeting in consultation with the Chairperson.
3. Assisting the Chairperson with the meeting, including circulating appropriate
documentation for members review before the meetings.
4. Prepare minutes for review by the Committee Chairperson before circulation
and release by the Chairperson.
5. Maintaining the official record of minutes, proceedings and communications

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Annexure 6
Stock Verification and Procedure to Write off Books
Objective:
1. To identify the mutilated materials that need repair.
2. To identify the materials required to weed out from the library collections
3. To identify the loss of books due to theft.
4. To strengthen the library system for any losses due to negligence.
Periodicity
The stock verification is to be conducted once in a year preferably before the beginning of
the new Academic Year.
Members
The verification has to be carried out by a team of Assistant Librarian and assisted by the
Library Attendant.
Misplaced / Loss of Publications
1. A publication may be considered as lost only when it is found missing in the stock
verification, and successive effort has been made to search the same in the Library but
failed to retrieve it.
2. If the loss of book is more than the permissible extent, the causes of such loss may
be investigated by the Director and the remedial measures be strengthened.
3. Occasional loss/damage of issues of periodicals is inevitable during postal transit.
The payment for periodicals is always made in advance, and at times it is not possible to
get the replacement. In such cases, the nonreceipts/damages be considered as loss for
write-off.
4. There may be no objection to the Librarian, after due approval, in disposing of
mutilated/ damaged/ obsolete volumes to the best interest of the library. However, the
disposal of such volumes should be made on the recommendations of the Library
Director.
Procedure to write-off misplaced books
1. List the documents not found during stock verification
2. The staff to make all possible efforts to locate the document not found during stock
verification. The process deadline is 30 days but not as an exclusive task.
3. Prepare pre-final list of the documents not found and compare with the list of
earlier stock verification to identify common entries.
4. Compile a final list of documents not found
5. Put up the list of to the Director along with justification for the losses.
6. Obtain approval from the Director
7. Make necessary entries in the accession register, write-off register
8. Remove records from databases or change the status of the books as “Misplaced”
Mutilated materials that needed Repair
1. Identify the books that needs repair or rebinding.
2. Prepare a list of above books
3. Call the binder handover the books along with the copy of the list.

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4. Follow up for books with the binder

5. One return of books after repair or rebinding replace them on the shelves

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Annexure 7
Library Computer, Internet and Electronic Resources Access Policy
The Library Computer, Internet access and Electronic Resources are intended to
support the educational initiatives of students and staff. Due to high demand for
computers, the library does not support or encourage use by the external members.
There are more than 120 systems across all libraries. The Library has set the following
guidelines of these devices to ensure fair and equal access for all:
1. Guidelines for using Computer in the Library
1. The username and password for logging to a computer is provided on the desk.
2. The library uses Windows Operating System and Linux versions for its system.
3. To access the internet, login to internet with your registration number and
unique password sent to you and the time of enrolment.
4. You may use a pen drive and hard disk but at your risk
5. If you need to use headsets, inform the library staff for the same.
1.1 Appropriate and Responsible Use guidelines
1. The computers are available to students and staff on a walk-in, first-come-first-
served basis. There is no reservation for computer time for any individual or for a class
or for a group.
2. Carry your ID while using the library computer services.
3. Users must use their data disks. Under no circumstances may patrons use their
software on the library Internet computers.
4. Installing software, or altering or attaching equipment to any of the
library’s Internet computer hardware is prohibited and doing so will result in the loss
of library computer use privileges.
5. Be respectful and responsible and considerate of others waiting.
1.2 Inappropriate use and handling
1. Misuse of the computer (viewing inappropriate websites or making excessive
personal use of resources)
2. Change or disable settings. Locking the system with password.
3. Use someone’s else account, password or files
4. Use computers to break the law (e.g. sending threatening messages)
5. Pulling out cables and removing computer accessories from one place to
another.
1.3 Handling inappropriate use
The users suspected of inappropriate use will be approached by the library staff
1. Users will be asked to present their ID card
2. The staff may ask the user to stop using the computer if they have been abusing
privileges.
3. In cases of extreme misuse or abuse, staff will note the following information
for reporting to the campus Librarian
Name and ID; Computer ID number; Date and time; Description of situation

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Guidelines for access to E-Journals/E-books licensed to CHRIST

All electronic Online Resources subscribed by the University and accessible from the
University Knowledge Centre/Library/Computer Lab or from any other authorised
locations for use by the Students/ Faculty/ Staff or any other person of the University
(Authorised Users) will be governed by the Licensing Agreement signed by the
University with the various Publishers. The terms and conditions as laid down by the
University to be followed by the Authorised Users for use of the Online Resources are
as under:
Eligibility and Procedure to access Online Resources:
1. Access to Online Resources will be only for those who are specifically
authorized by the University (Authorized Users) as per the prescribed procedure.
2. The Authorized Users will include the Students, Faculty Members, Staff,
Researchers and any other approved associates of the University.
3. The interested users will be required to log in to the Web Site of the University
and complete the online registration form including the prescribed ‘Undertaking’ for
approval as ‘Authorised User’.
4. The Authorised Users having valid registration will be assigned a Registration
Code which will the ‘User Name’ for accessing the ‘online Resources’. On entering the
User Name, the user will receive an OTP in their registered Mobile Number which
shall be the entered for them to access their registered ‘Online Resources’.
5. If the accessed Resource Site remains idle beyond the time limit (generally
10mts) specified by the Service Provider (Publisher), the Authorised User may have
to re-log in with a new OTP. Similarly, the logged in Resource Site may not be
accessible at any one time for than time limit specified by the Service Provider
(generally 1Hr), which will require re-log in for continuing the use.
6. Online Registration will remain valid for the period as may be approved by the
Knowledge Centre which shall not exceed six months at any one time. On expiry of
the validity of the Registration the users will be required to re-register.
7. Terms and Conditions for usage of ‘Online Resources’
8. The Authorised Users may access, search, browse, view, print, download, and
incorporate links to the Subscribed Products.
9. The Authorised Users shall not abridge, modify, translate or create any
derivative work based on the Subscribed product except to the extent necessary to
make them perceptible on a computer screen.
10. Systematic or programmatic downloading, retention, and printing are
prohibited. For example, The Authorised Users shall not download entire issue of a
journal or print out several copies of the same article.
11. The resources should be used for educational and research purpose and not for
commercial purpose.
12. As with any kind of scholarly communication, the Authorised User may use
phrases or quotes from articles and cite the source of information. The Authorised
User is prohibited from using a large chunk of information (paras and chapters) from
an article or a chapter in a book.

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13. Electronic distribution of content is also restricted although the specific

restrictions vary from publisher to publisher. It may be permissible to forward an
article to another colleague in the same institution by email, however, transmitting an
article to someone outside of the institution, or to a large group of recipients, a mailing
list, or an electronic bulletin board, is not allowed.
14. Authorised users may print a copy of an article from an electronic journal and
include it in their course pack. However, multiple copies should not be made for
circulation. Copyright laws protect published material in any format so that it cannot
be copied except in accordance with fair use. Providing access to material for
educational purposes falls within the realm of fair use.

Consequences of violation of the Terms and Conditions:

1. Publishers as well as the Knowledge Centre keep track the use of their
electronic resources in terms of number of downloads made by the Authorised User/
University. Misuse or violation of the terms and conditions if any either identified by
the Knowledge Centre or notified by the Publisher will be subjected to appropriate
disciplinary action/s against the Authorised User depending on the nature of
Violation.
2. The disciplinary action will include immediate de-registration of the
Authorised user and in the case of serious violation such as temporary or permanent
suspension of access to e-resource by the Publisher for any or all its Journals/Books,
may include expulsion of the Authorised User from the University.

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