Procedures and Policies - IAGI

Procedures and Policies

Procedures and policies for maintaining and utilizing physical, academic and support facilities

Any books / journals / CDs borrowed from library but not returned within the date, the librarian informs the concerned person and the respective H.O.Ds for necessary procurement of the books. Each librarian maintains the stock register of book, periodicals / journals, CD’s and the cassettes held in their libraries. The list of these books, periodicals / Journals, CD’s cassettes are maintained in the library software (System).Items like CDs are stored in magazines to prevent damages during storage. Books Journals, Periodicals etc are stored in identified locations in shelves / racks for protection and prevention of unauthorized use / misplacement. For easy and quick identification of books / journals and its location, suitable software is used (Easy LIB). The request for new books / Journals / Periodicals etc is given by academic departments and it is forwarded to the concerned library for cross checking the availability of the same in the library. The concerned librarian after screening indicates the availability of the same on the indent and sends it to the Principal or purchase committee for processing. If it is decided to procure the same, the indent is forwarded to the Chairman for approval. After obtaining approval from the Chairman, the books / journals are purchased. On receipt of the books / journals, the librarian verifies the item received against invoice and also checks for the damages / missing pages. If found satisfactory, the books / journals are taken to stock and necessary entries made. When the books are returned to the library, the concerned librarian examine the books for any damage or missing pages, so that the books are always kept in good condition (ready for use) and kept in the respective location. Library books are issued to students through issue card. The borrower library card is retained in the library for account purpose. Date of issue along with due date for return is stamped on issue slip printed on the back side of the book. The duplicate slip is retained for record purpose. All equipments used in the laboratories are identified with unique member for easy identification. Equipments / computers used in office are identified by equipment description. In case of office Hardware (problem in the system) or Fax or A/C, the office / concerned in-charge. inform the supplier / dealer for necessary action to solve the problem Items like Laboratory chemicals, Glass wares, library books, instruments and other items, the concerned department, raises the purchase requisition giving full information such as description, quantity, make / grade / brand / / the delivery date / price etc and in the case of the book and journals full information such as title of the book, author, edition number, publisher, year, of publication etc are shown in the purchase indent and forward the same along with quotation ( if available) to purchase committee for clearance. The purchase committee scrutinizes and approves the requirements. This is then forwarded to the approved list of suppliers upon Chairman’s acceptance.