POLICY GUIDELINES

USER/BORROWER RESPONSIBILITY

Borrowers are responsible for all materials charged to their account until they have been physically returned and checked in by library staff. It is the Borrower's responsibility to:

• Contact the library directly to update any change in ID details;
• Know when materials are due by checking the stamping;
• Renew materials on or before the due date;
• Return recalled materials promptly; and
• Exercise care in handling all library materials.

Additionally, the SMS Library Ethical Code of Conduct states a philosophy based on fairness, honesty and respecting the rights and dignity of others in all transactions. These are expected to be upheld by the SMS community regardless of whether or not the specifics of a situation are regulated by policy or law. The SMS Library asks borrowers to embrace this philosophy in all library matters.

Borrowers, who abuse provisions in the Library Access and Lending Policy, disrupt library service, purposefully mutilate or wrongfully remove library materials or equipment, or treat others disrespectfully while within a library facility may be referred to Disciplinary Action Committee or other authorities as appropriate.

Borrowing, Returning, Renewing and Recalling Materials

Borrowers must present a current valid ID to check out materials. The loan periods for library materials is mentioned separately in Library Rules. Library materials must be returned on or before the due date. Library policy is not to remove an item from a user's account unless it is physically in hand. We can therefore not discharge an item simply on request. If you believe you have returned an item that still appears on your account, contact the library where the book was borrowed and request a search. Library staff will thoroughly search the entire library system for the item.

The recall system ensures equal access to library materials for all borrowers. Materials requested by another borrower or needed for course reserves may be recalled at any time. The due date for the recalled item will be revised to a new, shorter, loan period. For each item recalled, a notice is displayed on the Library Info board informing the borrower of the new due date. Negligence on the part of the borrower to read this does not remove the responsibility to return the item by its new due date. Once an item has been recalled, it cannot be reversed.

All recalls are assumed to represent a legitimate need by another borrower, and the library does not arbitrate between borrowers as to who has the greater need. Because a recall can be placed at any time, it is advisable to return all materials before traveling for extended periods of time. When a recalled item is returned, it can be placed on hold at a library requested by the borrower. The borrower will be notified to pick up the item at the designated library within a week. Multiple requests for the same item will be honoured in the order in which they were made depending upon the number of copies available.

Copies of articles and book chapters from available journals, books, and other materials can be requested to the Librarian who will decide on the requests to be entertained to what extent. The e-versions for use is made available on Digital Harbour and/or hard printed copies against applicable charges, though, at the discretion of the Librarian.

WEEDING OUT POLICY:

Library operations team prepares a list of old and obsolete titles not in usable format subject wise. The list then is brought to the notice of Coordinator-LCC for review. After review and approval by the LCC, the books are brought off-shelves and the same is marked in the accession register by the Coordinator-LCC duly signed by him/her. The approved books that are withdrawn from the live collection and may be placed for pick up by users free of cost for their Academic use or may be sent to the scrap.
The old magazines may also be considered for donation to the underprivileged in the society or to not-for-profit organisation libraries where its need could persist. The decision to this effect would be taken by Librarian in consultation with the Coordinator-LCC. Every Six-month, such reviews may take place. Other repositories, if found obsolete or unnecessary or not currently suited to Library, may too be treated in same manner, disposal to scrap shall be the last resort.

OTHER OPERATIONAL AND STAFF RELATED POLICY:

Library operations team comprising of the Librarian, Assistant Librarian(s) and the support staff are valuable human resources of the Institution. However, even if fully qualified to suit the job, they must be encouraged to:

• Undergo training /seminars/conferences/workshops/sensitization programmes (both in-house and out-house) to suit the needs of changing environment in Library and Information Sciences

• Pursue Higher studies (even through the part-time or online or distance learning modes) for additional knowledge of the field of work which they need to apply to their daily operations. The Institute would provide necessary support on receiving such applications from the Library personnel
• Actively monitor the user requirements and suggest modifications and measures to serve them from time to time to the higher authorities for implementation, as an when needed
• Undergo Job rotation for periods as decided by the Librarian to append stretch factors to smoothen Library operations in exigencies

The Library staff may be entitled to additional benefits/incentives (Financial or non-financial) for proper upkeep of the repositories without any losses due to laxity in operations, the Coordinator-LCC may place such a matter before the Executive Secretary who would decide upon the kind of reward to the operational team.

A Small Library for referencing purposes may be maintained at the Hostel Premises (both Boys and Girls Hostels) depending upon request by the Hostel inmates and ease of operations there without compromising on the other operational policies of the Library. The Hostel warden may be given the charge of handling such books during the year and returning them back to the Library after students leave Hostel for breaks or examinations. In no case books will be issued from Hostel Library to any bonafide User. The final decision to this effect would be taken by the Librarian. In case of report of any mishandling of Library resources in the Hostel, the Librarian has the right to recall Library facility and impose desired fine on the concerned found guilty.

The physical Stock verification of the accessed books would be done each year at the end of Even-Semester exams or as deemed fit time by the Librarian under the supervision of the Coordinator-LCC and assisted by entire Library Staff and members of the LCC. Additionally, the Librarian has the right to call for services by any other faculty member(s) if emergent need arises. Ideally, such work should be completed within a span of fortnight and the report handed over to the Executive Secretary by the Coordinator-LCC.

Although, Open Access systems cannot be treated as Zero book loss system, yet SMS Library believes that such losses each year would be tending to miniscule signifying healthy library operations. However, in adverse circumstances considering the huge repositories available, some relaxation may be given to the Library in case of losses. The Executive Secretary is authorized to take a decision to this aspect in consultation with the Librarian and the Coordinator-LCC.

Under no circumstance, the faculty or students must retain any book issued to them before Annual Physical Stock Verification commences. They need to be duly returned even if the due date is of a later date. The faculty may get the books re-issued once the Stock Verification Report has been presented to the Executive Secretary.

Books lost by faculty demands its replacement with the available edition. The Library discourages payment (actual printed price) in lieu of the book lost. Although, no additional fine is imposed for the Faculty or Staff members, yet book replenishment in such a case is strongly sought for. The faculty may take to an extent of 75 days for such replenishment. Payment option, as a last resort, is considered after this period only if the book is out-of-print. The number of books to be issued to faculty each semester may vary depending on titles availability, the right to this rests with the Librarian.

Each faculty member is entitled to issue 20 books at a time for the entire semester. The Non-teaching staff may borrow up to 2 books at a time. The Visiting Faculty can borrow/issue books to a maximum of 5 in number. The borrowed books need to be returned at the end of Semester by each faculty/staff member. New books can be issued at the onset of a semester. There is no restriction on number of books issued at a time for Director, however, other procedures are duly applicable in this case.

Drop-out students possessing Library books would be considered as books issued cases unless the dues are cleared on the Library and Administrative fronts. Loss of book(s) in such a case would be treated as per the existing Library Rules.

The books lost and paid-for would be struck-off the Accession Register only by the Coordinator-LCC on production of the copy of Receipt for such a payment. The details of the same would be placed in the respective Accession Register in the starting pages with due signature of the Librarian. Such books would be permanently struck-off from all the records. A separate database would be maintained by the Library under this head. The amount thus collected would be passed each month to the Accounts Department on a date as specified by the Librarian.