Library

Library Policy

Definitions:

  1. Authorized person: "Authorized person" is a person authorized by the DG &CEO to approve the membership for the library and to look after all other matters of the library.
  2. Designated person:" Designated person" is a person authorized by the DG &CEO to collect fines etc for delays in returning the books.
  3. IICA staff: "IICA staff" is a person who is employed by the institute on the regular basis and will include a person engaged on long term contact.
  4. Member of library: "Member of library" is a person who has been granted membership of the library by the authorized person.
  1. User of the library: "User of the library" is a person who has been granted membership of the library or who has been permitted by the authorized person to use the library.

Policy related to library record:

  1. Records of all purchased and complimentary books to be maintained in an accession register to be marked as Register-I.
  2. Records of Hindi books to be maintained in a accession register to be marked as Register-II.
  3. Records of other spiral bound study materials related to training programmes/ forums/workshops/ seminars/meetings etc to be maintained in a accession register to be marked Register-III. Maximum of two copies of each of such material to be entered in the accession register. Other copies, to be stored in the library, separately, for supply on demand.
  4. Records of magazines, journals and newspapers will be kept in a separate register to be marked as Register –IV.
  5. Record of bills of all purchased books to be maintained in a separate register to be marked as Register-V.

Pamphlets/ letters/ unbound typed documents not to be entered in any register and just be stored in the library.

Classification:

The Dewey Decimal Classification Scheme (DDC)* be followed for the classification of books. Other study material to be classified according to date and not under DDC.

Cataloguing:

  1. Cataloguing to be carried out only for books entered in Register-I.
  2. Catalogues to be prepared:
        - Title wise
        - Author wise
        - Subject wise
  3. Anglo American Cataloguing Rules-II (AACR-II)* scheme to be applied for the cataloguing of books.

Arrangement of documents in the library:

  1. All books to be arranged on the racks according to the classification scheme.
  2. Material other than books to be arranged on the rack according to the date.
  3. Bare acts to be arranged on separate racks in alphabetical order.
  4. Audio-visual material to be arranged date wise/subject wise.
  5. Periodicals to be arranged in separate cabinets. Only the latest periodicals to be displayed.
  6. Only current news papers to be displayed on the reading table or stand. Old issues will be stored separately in cabinets.

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This scheme is widely used in most libraries of repute. DDC-Dewey Decimal Classification was invented by Melvil Dewey in 1876. It is a very practical scheme for the classification of books. The call number of a book made according to DDC can be easily understood by the user and the book can be easily classified on the shelves according to their related subject/ topic.

Circulation of record and circulation of materials to users:

  1. Brownee Charging Scheme* to be applied in IICA library for this task.
  2. Every user to make a request in the membership form if he/she wants to have any document issued.

AACR-II-Anglo American cataloguing rules is a format which is used by many reputed libraries to prepare/establish a good catalogue system in their libraries. A catalogue prepared according to this format contains all necessary information of documents/books and possesses features that will satisfy users if a demand is made:

        - Title wise
        - Author wise
        - Subject wise

*Brownee charging scheme was developed by J.D.BROWNE to establish a good circulation system of documents/books in a library to users. This system is widely accepted by many reputed libraries in the world. According to this system a document/book is issued to a user through:

        - Reader card
        - Book card

  1. A member of the Institute to obtain a 'no dues certificate' from the librarian before quitting his/her assignment with the Institute.
  2. Membership of the library to be provided only for the duration mentioned by the authorized officer of IICA in the membership form.
  3. Membership form to include a copy of the library rules.
  4. Administrative wing of IICA to ensure submission of 'no dues certificate' by every employee/consultant on completion of his/her assignment.
  5. Members of the library to be issued a maximum of four library cards.
  6. Library material not to be issued to any person without a library card.
  7. The users who come to IICA to attend meetings/seminars/workshops/training programmes etc. will not be entitled to borrow any library material without the written permission of the programme coordinator or authorized person. Such users will have access to the library and can make use of the library materials in the library premises.
  8. The library materials to be issued to a member of the library for a maximum period of 14 days. The due date for return of the material will be mentioned on the material. On the due date the material can be reissued to the same user provided that the said material is not in demand by other users.
  9. If any user does not return the borrowed library materials on the due date he/she will be issued a reminder by the librarian by way of a phone call or an e-mail. If any user does not return the borrowed library material after two days of being given a reminder, he/she will be fined at the rate of Rs. 5/- (rupees five only) per day and the fine will be collected by the designated person in IICA in cash.
  10. Reference materials / rare materials /news papers / magazines / journals not to be issued to any member of the library and can be used in the library premises only. In case any member needs to borrow any of the afore-mentioned material, he/she will need to obtain written permission from the designated person in IICA and submit the same to the librarian.
  11. Audio-visual materials to be issued to the members by taking their signature in a register maintained for the purpose or on any document created for such a purpose.
  12. In the event of any loss or damage to any library material borrowed by a member, such member will have to make good the loss/damage by depositing the full cost of the material with the librarian/designated person, within a specified time.
  13. Loss of a library card to be reported to the librarian/designated person by the concerned member in writing. Failure to do so will make the concerned member liable for any misuse of his/her card by any other person. After verification of the loss, the concerned member will be issued a new library card on payment of Rs. 10/- (rupees ten only) per card in cash.
  14. IICA staff to be entitled to borrow materials in excess of the prescribed number or to retain the borrowed materials beyond the due date, without reissuing the same, provided he/she has written authorization from the designated person for the said purpose.

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* This scheme is widely used in most libraries of repute.

Periodicals in the IICA library:

  1. The identification of magazines/newspapers/journals for procurement for the library to be done by the authorized person in IICA.
  2. Old issues of magazines and journals published during one year preceding the current year to be stored in the library.
  3. Periodicals not to be issued to any member and can be used only in the library premises. However the periodicals could be circulated to such officers of the institute as indicated by the designate person. The periodicals could also be issued to members if so permitted by the designate person.
  4. Old periodicals to be arranged in the library in a chronological order.
  5. Tearing of any page from a periodical to be strictly prohibited.
  6. The librarian will have the right to withdraw old issues of any periodicals on completion of the maximum duration for storage of periodicals in the library.

Rules & regulations for IICA library users:

  1. The library to be a silence zone and it will be the duty of every user to maintain silence in the library premises. Mobile phones should be either switched off or put on silent mode and talking on mobile phones will be strictly prohibited in the library.
  2. No carry bags to be allowed in to the library.
  3. A user will be entitled to borrow library materials only after he/she submits a fully completed membership form and his/her membership to the library is accepted.
  4. Every member of the library to obtain a no dues certificate from the librarian on completion/termination of his/her assignment/training in IICA. The concerned member will have to surrender all the library cards issued to him/her along with the application for the no dues certificate. The said application to be made to the librarian.
  5. Membership to be provided only for the duration specified by the designate person on the membership form.
  6. A maximum of four library cards will be issued.
  7. The library materials to be issued to a member of the library for a maximum period of 14 days. The due date for return of the material will be mentioned on the material. On the due date the material can be reissued to the same user provided that the said material is not in demand by other users.
  8. If any user does not return the borrowed library materials on the due date he/she will be issued a reminder by the librarian by way of a phone call or an e-mail. If any user does not return the borrowed library material after two days of being given a reminder, he/she will be fined at the rate of Rs. 5/- (rupees five only) per day and the fine will be collected by the designated person in IICA in cash.
  9. Reference materials / rare materials /news papers / magazines / journals w not to be issued to any member of the library and can be used in the library premises only. In case any member needs to borrow any of the afore-mentioned material, he/she will need to obtain written permission from the designated person and submit the same to the librarian.
  10. Audio-visual materials to be issued to the members by taking their signature in a register maintained for the purpose or on any document created for such a purpose.
  11. In the event of any loss or damage to any library material borrowed by a member, such member will have to make good the loss/damage by depositing the full cost of the material with the librarian/designated person, within a specified time.
  12. Loss of a library card will have to be reported to the librarian/designated person by the concerned member in writing. Failure to do so will make the concerned member liable for any misuse of his/her card by any other person. After verification of the loss, the concerned member will be issued a new library card on payment of Rs. 10/- (rupees ten only) per card in cash.
  13. Users of the library should replace the material in the same rack and not in any other rack or hand over the material to the librarian.

Library committee:

The Institute will constitute a committee to oversee the following functions of the library:
        - Selection of books
        - Purchase of books
        - Withdrawal of materials
        - Loss of library material

Click here for Membership Form