II –Acquisition of Books
Provisions of Accounts Code
At the commencement of the year, the Librarian shall invite offers form the prospective book sellers and publishers regarding their terms and conditions and rates of trade discount subject to which books will be supplied to the Library through out the year.
The book sellers shall be asked to quote percentage of trade discount, exchange rates of foreign currencies at which the books will be supplied and while accepting the quotation, both the exchange rates and discount shall be taken into account for arriving at a price.
The Librarian will place the quotations furnished by various Sellers before the Library committee for consideration.
The Library committee shall recommend to the Management council the acceptable rates of discount, exchange rates and other terms and conditions at which the books shall be purchased buy the Library during the year.
The Librarian shall purchase books, periodicals, as per the procedure laid down by the Library Committee and the Management Council. In exceptional circumstances the Executive Council may issue such instructions as deemed necessary in respect of purchase as specified above.
In the case of subscriptions to periodicals paid in advance, the Librarian shall report to the list of such periodicals as are not received mentioning the total cost of such issues as are not received at the end of the year. The Librarian shall be personally responsible for adjustment of advances before the end of the year.
The accession register of the books purchased by the Library shall be maintained in Form No.36. The entries of the books purchased shall be made in this register from the bills and title pages of the books presented by the booksellers by giving simultaneously the accession numbers to the books.
The Librarian shall purchase the binding material and other library equipment as per rules of the Accounts Code.
The Librarian shall verify and check the bills of books and journals and other articles purchased for the Library and shall record a certificate in the following form on the bills. He/She shall, thereafter forward the bills to the Accounts Section and after audit by the Internal Auditor; the Accounts Section shall arrange payment.
This is to certify that, 1. The books/Periodicals mentioned in invoice No.___________________ dated_________________have been purchased as per the procedure laid down by the Library Committee. 2. The Prices mentioned in the bill have been charged correctly. 3. The subscription payable in advance is correct as per terms and conditions governing the periodicals and the periodicals are being received regularly. 4. The entry is taken in Kardex/Accession Registers at page No.___________ 5. No bill is recommended for payment on this account previously. 6. The amount of the bill may be charged to:- Budget Head_____________________ Librarian
In cases of periodicals subscribed in advance, the Librarian shall take a review every quarter of the actual receipt of periodicals and shall take steps for non-receipt of periodicals. The report shall be submitted to the Library Committee. This shall include the report on publications subscribed at pre-publications price.
The Librarian shall monthly reconciliation regarding the bills sent and those that are paid and claim the grants for books and periodicals form the granting authorities from time to time.
After the annual examinations of the Post-graduate courses are over, the Librarian shall undertake, every year the physical verifications of the book and periodicals. It shall be carried out section-wise and shall be Arranged in such a way as to carry out complete verification of books and Journals of the Library, at least once in every three years.
The Librarian Shall record a certificate in the following form:-
“Certified that I have verified the books, Journals and periodicals in Section ______________ and found them in order except those missing as listed below. The books listed in the statement are worn out and are required to be written off.
The Librarian shall place the report of missing books and periodicals to be written off along with certificate before the management Council through the Library Committee whose decision in this matter shall be final.
The Librarian shall verify every year before 31st June all the Dead stock articles and other equipment in the Library and shall record and shall record a certificate as in rule (12). He shall also submit this certificate to the management Council through the Library Committee along with his report on missing and damaged articles
The Librarian shall be held personally responsible for the safe custody of books and articles in his/her charge and that he/she shall take such steps as may be necessary to safeguard against any misuse, theft, damage or otherwise tampering with books, Journals, periodicals dead stock articles, etc. in his/her possession.
The Librarian may review form time to time the arrangements made for safe custody including the amount of deposit, fine etc. and submit his/her proposals to the management Council though the Library Committee for orders.
Heads of the department / Library committee shall recommend to the librarian purchase of books, periodicals, journals, etc. and any others equipment and material for lending or others services provided by the library.
The Librarian will place all orders for the purchase of books, Periodicals etc.
As per the recommendations of the concerned Heads of the Departments/Library committee.
All books periodicals or any other material will on receipt be first registered in the records of the Library.
Those books decided as “Rare” by library authorities or concerned Head of the Department will be available to the readers in the library premises only.