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2^nd Floor Circulation Work List

1.     Issue/Return

Issue -

Current reading books i.e. (Thesis and dissertation and reference book) and is o issue to the student for current reading in reading hall and must not be permitted to be taken outside. CD’s are issued and sent to the student to the reference department.

         When you issue any book, thesis, dissertation or periodicals please collect student card and mansion their name on card and entry of thesis and dissertation in thesis register, periodicals and newspaper in periodicals and newspaper register then issue to the students. 

For re issuing of books demanded by the users after collection of fine the books must be sent to the 3^rd floor for re-issuing as the 2^nd floor circulation counter is only for current issue, issue of library memberships, fine collection, etc.

Return –

Return of books as on 2^nd floor current reading books and overnight issues of magazine are done, when the readers return the books the fine must be collected, the book card must be kept in the book pocket and must be returned to the 3^rd floor in case of thesis, dissertation, magazines and reference books they must be kept back at their respective places.

In case the book is lost or damaged the user must pay the books price plus 20% of  book price and plus books fine.

2.     Magazine issue

Magazines are issued for current reading and are also issued for one day i.e. overnight issue and must be returned next day. If the magazine is not returned on time then the user must pay fine of Rs.2/- and in case the book is lost or damage the user must pay the magazine price and Rs.50/-

3.     Register entry for thesis

Thesis and Dissertations are only issued for current reading and should be used in the reading room only and should not be permitted to taken outside of the reading area when users want thesis and dissertation for current reading purpose their library card must be kept with the book card of the thesis or dissertation that is to be issued and that entry must be made in the register of thesis.

4.     New membership card issue (photo scan, id print, sign of the student and then lamination) with lamination fees of Rs-10/-

For new membership, student must present their original fees receipt and its Xerox the Xerox must be kept with the library and make the user to fill a form write receipt no. on the form with the date it is filled on, a passport size photo of the student and Rs. 10/- lamination charges and a token must be given to the student on which issue date must be written.

Duplicate ID card issue – duplicate card is issued when the user lost the and wants another card for this the user must pay Rs. 50/- for the duplicate card and the amount must be paid at the accounts department and then its receipt must be shown at the circulation counter for the issue of duplicate card.

Card renewal - card renewal is done at the end of every academic year where users must present their original fees receipt and Xerox must be submitted of that year, for the renewal of their card and renewal with date and sign must be written on the original fee receipt.

5.     Daily statistics (which includes books list, reference books, periodicals and number of readers per hour)

A daily statistics register is maintained where the library records the number of students using the reading area, Current reading books issued like thesis, dissertation and reference books.  The maintenance of daily the statistics is recorded as further.

A.   The number of students using the reading area are calculated on hourly basis i.e. every one hour

B.   Subject with category   

In the daily register as the books that are used are also recorded as what subject book was issued and the category of the student, e.g. how many nursing books were issued in a day and whether it was issued to UG, PG or Guest membership holder?

C.   Classification wise books given to student (maintain record in daily statistic) this is also counted per hour as what books were issued for current reading to the students.

6.     Daily Opening and Closing balance statistics

A book is maintained in which daily opening and closing of the balance that is collected during the day by collection of fine, Xerox and lamination is recorded.

Opening balance i.e. closing balance of previous day is calculated

E.g. - Opening balance fine               Rs. _____/-

         Opening balance lamination   Rs. _____/-

         Opening balance Xerox           Rs. _____/-

Then the balance is sent to the account department for calculation and from there a receipt is sent which has to be written in the register of opening and closing balance as follows:

        Fine (Code)               Rs. _____/-         Receipt no. & date           

        Lamination (Code)   Rs. _____/-        Receipt no. & date           

        Xerox (Code)            Rs. _____/-        Receipt no. & date       

During the closing of the library the balance must be counted again and should be written in the register as:

E.g. - Closing balance fine               Rs. _____/-

         Closing balance lamination   Rs. _____/-

         Closing balance Xerox           Rs. _____/-

 

7.     How to collect fine (bring receipt from office, give the receipt to students and deposit it in the office again)

Overdue card arrange – Books are issued for the period of 7days except for current read books on the 3^rd floor circulation counter and the books that are not returned in 7days then it is overdue and the book cards are sent to the 2^nd floor circulation counter where the users need to pay fine for the overdue books.

A.   Per day Rs. 2/- fine and a coupon is given that has amount printed on it only when it is below Rs. 100/-

B.   Fine is collected using slim21, 

è Click onto circulation option 

è  Then click on I/R 

è After click on I/R a page opens in that Enter borrowers ID enter users membership number       then press on tab users details will be shown, then click on Loan option where the details of the books will be shown, that are overdue and issued by the user.

è Then click on the book that is returned by the user and the details of the fine will be shown to the right side of the screen.

è Then click on return when the book is returned, a dialog box opens in that click on paid then on “OK”, in case the book is returned but the fine is not paid then click on due which will help for later payment of the fine.

è For the fine that is due click on fines that is on the left side the of the page then click on pay when the fine is paid

è The fine can only be waved when there are instructions from the Librarian and that also when there is a reason E.g. Medical reason, Death in the family, Marriage etc.

C.   If the fine is Rs. 100/- or more than a note is written and given which includes (Users Name, Membership number, fine amount and date) then the student is sent to the account department where the user is given a receipt and the original copy is given to the user and the university copy must be submitted on the counter. Only after that the book must be returned.

8.     Reminder letter to users whose fine is above Rs-100/-

Reminder letters report is taken from slim and in case it does not show latest results of fines that have crossed Rs. 100/- then it is done manually by checking the books cards of overdue books and then the entries are found through accession numbers.

If the users overdue is first time they are given a reminder call, if they are unable to connect within 15 days then a list is prepared and then it is sent to sign from 3 of the superiors and then it is sent to the accounts department to draft a reminder letter and then it is sent to the user.

9.     Guest membership

Guest membership is for those who visit the library to use its resources and are not associated with SNDT University and comes from other universities, institutes etc. For guest membership the user must pay membership fees as follows-

è Membership is given for not less than three days which costs Rs. 60/- a manually made ID card is issued and given to the users

è Guest membership for 1 year is given for Rs. 1500/- and deposit Rs. 2000/- here the user is allowed for home issuing of book and rules are same as the other members.

è For 3 months it’s Rs. 2000/- deposit and Rs. 500/- fees and only only reading of books is allowed. If needed Xerox of any text book per page Rs. 2/-, if wants to use internet service reference department charges per hour Rs. 100/- and they can reissue their member for next 3months.

The amount must be paid at the accounts department after the payment of the fees the receipts and the university copy must be given in the library the original must be with the user by which their card is generated only if its more than 1month if it’s for 3day then the card is manually made.

10.                      Library tour and given orientation

The new students that join any faculty or new members or the student that visits from other colleges or cities for a library visit to the library. They are given a library tour and orientation where they are explained every department, every book section, shelving, about the resources the library has and how to access them, timings of the library and branches.

11.                       Question paper entry

Question papers entries are recorded when the students demand for old question papers; those entries are recorded with student signature.

12.                      Question Paper scanning

The question papers that library receives are scanned and stored in a file which can be later used by the students/users whenever necessary and can be uploaded on website if needed.

13.                       Periodical and Reference entry

Any periodical or Reference books that the students wants to issue for current reading have 2 entries that is one on its main counter than on circulation counters register when the student is using the reading area for current reading.

14.                       CD entry

CD’s are only issued for current viewing the entry is made in the register/notebook that is maintained for noting CD entries.

15.                       Inter Library Loan entry

The inter library loans entry register is maintained on 3^rd floor and the books are issued there, for current reading the books are issued on 2^nd floor counter and institutional membership is done the membership fees is Rs. 3000/- deposit and Rs. 1500/- or 2000/- is fees and only 2 books are issued.

16.                       Stationary requirement

Basic necessities that are needed like ink cartridge, print papers, files, stapler, stapling pins, paper pins, etc.

17.                       Daily newspaper entry

It is also recorded in daily statistics about the use of newspapers by the readers.

18.                      Observing reading room and maintain silence

The reading area must be kept observing and must check whether the users have their Library card with them, observe that students must not eat anything in the reading area maintain silence in the room.

19.                       Immediate scanning

Example:

Scanning of photos, scanning of documents, immediate newspaper scanning etc.

20.                      Given training to internship student

Interns also have the duty of training the interns those have come for internship they have the duty to explain the interns about the work.

21.                      Maintain clearance register

The student who finishes their degree or wants to get migration or transfer certificate needs to get a clearance certificate from the library a clearance certificate is issued only after the students show their original fees receipt and the library card which membership no. and receipt no. has to be written on the certificate, one copy is kept with the library where the students must sign on the back of library copy and two copies are given to the students and the library card is collected from students and it is destroyed.

22.                      Reports (monthly/quarterly/annually)

A report is generated which is generated as a monthly report, Quarterly report and a Yearly report where the record of the daily statistic is generated as a monthly report and all the other work that the circulation counter does are also mentioned in the report that is generated monthly, quarterly and yearly.

23.                      Follow officer’s order

Interns must follow officer’s orders and do the work that is given to them, in case faced with any problems they must ask for their guidance and complete their work