Sett and Ye Stall Find

Avinashilingam Institute for Home Science and Higher Education for Women
(Deemed to be University under Category 'A' by MHRD, Estd. u/s 3 of UGC Act
1956)Re-accredited with 'A' Grade by NAAC. Recognised by UGC Under Section 12
B Coimbatore - 641043, Tamil Nadu, India

LIBRARY POLICY 6b PROCEDURES

(Manual)

Policy Compiled by
Dr.(Mrs) U.Jerinabi,
Dean, School of Commerce & Management & Staff
M em bers of the Library

Approved inl08thBoard of Management Meeting

held on 23rdJuly 2018
 MISSION

The Library provide high

quality scientific information
resources and services to
support the research
and development
of the Institution

VISION

To explore and implement

innovative technologies and
services to deliver information
and scholarly resources that
can be accessed by anyone
any time anywhere
in the w orld
 Table of Contents

1. Introduction 1-2
1.1 Library Manual 1
1.2 Role of the Library 2
1.3 Organizational Chart 2

2. Managing the Performance of Library Team 3

2.1 Clearly defined Job Descriptions at all levels 3
2.2 General Conduct 3
2.3 User Feedback Surveys 3
2.4 Library Academic Audit 3

3. Library Committee 4-6

3.1 Composition 4
3.2 Frequency of Meeting 4
3.3 Quorum 4
3.4 Duties and Responsibilities 5
3.4.1 Meeting Notice 6
3.4.2 Minutes of the Meeting 6
3.4.3 Library Purchase Committee 6

4. Library Budget and Finances 7

4.1 Sources of Finance for Library 7

4.2 Budgetary procedures 7

5. Procurement of Learning Resources 8

5.1 Library: Different from Stores 8
5.2 Flat Discount Rate 8

5.3 Procedure for the Procurement of Books 9-16

5.3.1 Book Selection Tools 9
5.3.2 Book Procurement Process Work Flowchart 9
5.3.3 Recommendation 10
5.3.4 Checking Duplication 10
5.3.5 Indent Verification 10
 5.3.6 Ordering 10
5.3.7 Supplier Panel 11
5.3.8 Discounts 11
5.3.9 Supply Deadline 11
5.3.10 Terms and Conditions for vendors 11
5.3.11 Price Proof 13
5.3.12 Non-Supply of Books 13
5.3.13 Purchase of Books through Online Mode 13
5.3.14 Faculty Publications 14
5.3.15 Gifts 14
5.3.16 Maintenance of Records 14

5.4 Procedure for the Procurement of Journals 17-22

5.4.1 Recommendation 17
5.4.2 Approval 17
5.4.3 Budgetary Provisions 17
5.4.4 Renewal Process 17
5.4.5 Ordering 18
5.4.6 Terms and Conditions for Suppliers 18
5.4.7 Bills 20
5.4.8 Payments 21
5.4.9 Receipt and access to Journals 21
5.4.10 Display of Current Issues 21
5.4.11 Non-Supply of Journal Issues 21
5.4.12 Gratis and Exchange Periodicals 22
5.4.13 Binding of Journals 22
5.4.14 Maintenance of Records 22
5.4.15 Non-Book Materials 23

5.5 Procurement of E-Resources 23-24

5.5.1 Pricing Models 23
5.5.2 Negotiation 23
5.5.3 Process and Approvals 24
5.5.4 e-Journals, e-Books and e-Database 24
6 Technical Processing 25-27
6.1 Accessioning 25
6.2 Bill Processing 25
6.3 Classification 26
6.4 Cataloguing 26
6.5 Processing Books 27
7 Circulation Section 28-32

7.1 Circulation Timings 28

7.2 Issue Return Procedures 29
7.3 Membership 29
7.4 Borrowing Facilities 29
7.5 Self-Service KIOSK facility 30
7.6 Borrowing Rules 30
7.7 Documents that can be Borrowed 30
7.8 Documents that cannot be Borrowed 31
7.9 Overdue Charges 31
7.10 Loss or Mutilation of Documents 31
7.11 Theft / Misuse of Library Resources 32
7.13 No Dues Certificate 32
7.14 Library Access by visitors 32
7.15 Loss of Library Identity Card 32
8 Library Security System 33
8.1 Three Dimensional RFID Security Gate 33
8.2 Closed Circuit Camera System 33
8.3 Fire Alarm 33
8.4 Security Staff 33

9 Library Services 34-36

9.1 Reference Service 34
9.2 Web-Based Online Public Access Catalogue 34
9.3 Remote Access Facility 35
9.4 Wi-fi Facility and CCTV Surveillance System 35
9.5 Reprography, Printing and Document Delivery Services 35
9.6 User Training and Information Literacy Programs 35
 9.7 Anti-Plagiarism Software 36
9.8 Newspaper Clipping Service 36
9.9 Inter Library Loan 36
9.10 Bulletin Board Facility 36
10 Information and Communication Technology Service Division 37-42

10.6 INFLIBNET (Information and Library Network) 38

10.7 UGC-INFONET Digital Library Consortium 39
10.8 E-ShodhSindhu 40
10.9 E-Resources Subscription 40
10.10 Shodhganga 40
10.11 Electronic Theses and Dissertation (ETD) Lab 41
10.12 Digital Library 41
10.13 Radio Frequency of Identification (RFID) Facility 42
10.14 Learning Centre for Visually Challenged 42

11 Stack Room /Display Area Management 43

12 Stock Verification and Procedure of documents withdrawal 44-47

12.6 Stock Verification Process 44
12.7 Loss of Publications 45
12.8 Procedure for Write-off 46
12.9 Weeding Out 47
12.9.1 Process 47
12.9.2 Disposal 47

13 Maintenance of Documents 48-50

13.1 Introduction 48
13.2 Shelving and Shelf Rectification 48
13.3 Care of Documents 49
13.4 Binding of Documents 50

14 Physical Ambience 51
15 Preventive Measures 51
16 Theses 52-54
16.1 Activities 52
16.2 Consultation Rules 52
16.3 Digitalization of Theses 52
16.4 Shodhganga & Shodhgangotri 53
16.5 Guidelines for Submission of Thesis/ Dissertation 53

17 Anti-plagiarism Software 54-56

17.1 Procedure for Plagiarism Check 54
17.2 Plagiarism Check for Staff / Student Publication 55
17.3 Report to the Readers 56
18 General Rules 56-57
19 Conclusion 57
20 Feedback analysis reportof the Library 58-71

21 Annexures
Annexure 1 Book/E-Book Recommendation/Indent Form
Annexure 2 Journal/Online Journal Subscription/Renewal Form
Annexure 3 Vendor Registration Form for Supply of Books
Annexure 4 Vendor Registration Form for Supply of Journals
Annexure 5 Book Order Format
Annexure 6 Book Lost/ Damaged Report Form
Annexure 7 Book Recovery Notice
Annexure 8 Requisition form for Plagiarism Verification-Thesis/Dissertation
Annexure 9 Requisition form for Plagiarism Verification (Other than Thesis)
Annexure 10 Plagiarism Report (Thesis)
Annexure 11 Plagiarism Report (Other than Thesis)
Annexure 12 Thesis / Dissertation Authentication Certificate
Annexure 13 Thesis / Dissertation Metadata Form
Annexure 14 Consent Form for Digital Archiving
Annexure 15 Guidelines for Writing Ph.D thesis in CD
Annexure 16 Requisition Form for Identity Card (Staff Membe
Members)
Annexure 17 Requisition Form for Identity Card (Students)
Annexure 18 Library Feedback /Suggestion Form
1. Introduction

The base for the library, the knowledge hub of Avinashilingam Institute for
Home Science and Higher Education for Women, had been laid down by
Dr.T.S.Avinashilingam, founder of this institution, a distinguished educationist, and
Dr. Rajammal P. Devadas, the first Vice-Chancellor and the spearhead of women’s
education, recognized the importance of the Library in university education and
established one (along with this Institution) in 1958. With dynamic changes towards
positive fruition as the university library in 1988, its service was enhanced by its
extension in the Faculty of Engineering (1998), Faculty of Education (2003), and Self
Finance Library (2017) in the Campus II, at Varapalayam.

The very purpose of our library is to integrate the information support system
with the educational activities in all possible ways and to meet the expectations of the
academic community of our Institute and those who access our library resources from
other academic and research institutions.

The functional aspect of a library is normally an integration of Academic (i.e.

resource selection, technical processing, organization of materials, readers’ services,
update the new developments etc.) and Administrative (i.e. acquisition of materials,
bill processing, budget management, etc.) aspects of the institute. Therefore, the
institute library requires a Library Manual for its everyday activities to follow uniform
procedures.

This Manual is meant for providing the library a practical handbook containing
• Guidelines/procedures for acquiring library documents, their technical
processing and organizing them for their optimum utilization
• Rules and regulations issued by the authorities for the operation and
management of the library; procedures for providing library services to the
users and
• Organizing, processing, retrieval and dissemination of information as well as
documents to the users.

1.1 Library Manual

The Library Manual is a source of information - a constitution which lists out

all the departments, sections and their functions, procedures and policies within the

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library. It is a guideline that the library staff will consult whenever there is any
grievance about any function or procedure. A lot of effort goes into the preparation of
the Manual. It goes through a series of meetings with all stakeholders where the
procedures, functions and policies are deliberated in detail, to draft the final policy.
Hence, a Library Manual goes through a validation process before it is finally accepted
as a policy document.

1.2 Role of the Library

A Library is the powerhouse of any institution. It caters to the research and

teaching activities by collecting, managing and disseminating the information to its
users according to their needs. The Library is situated in the heart of the campus
incorporating modern technologies to provide the readers the right information at the
right time.

1.3 Organizational Chart

The organizational chart explains the duties and responsibilities of the Library
staff members:

Abbreviations

AL- Assistant Librarian IS - Information Scientist LA - Library Assistant

MTA- Multitask Assistant MTW - Multitask Worker

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2. Managing the Performance of the Library team

A professionally qualified and competent team manages the central Library. The
performance of the team is optimized by taking the following measures:

2.1 Clearly-defined Job Descriptions at all Levels

Each member of the Library team has a clearly defined job description
that facilitates and conforms with the Library’s and the Institute’s Vision and Mission
statements. The organization chart with a clear reporting structure has been
developed for effective control within the library.

2.2 General Conduct

Every member of the Library team exhibits the highest level of

professional conduct in discharging their duties. Library staff members are dedicated
and remain in their designated place during the work hours. ‘Polite and efficient
service’ is the motto of the Library.

2.3 User Feedback Surveys

The Library initiates annual feedback surveys and user satisfaction surveys.
This feedback and evaluation helps the library to overcome any break in the
facilities and services being provided.

2.4 Library Academic Audit

Every year the Institution arranges an academic audit by inviting subject

experts for the library to assess the efficiency of the work, effective utilization of
budget, whether it satisfies the needs of the readers, appreciates their achievements,
and provides suggestions and ideas for improvement.

The primary objective of the audit is to determine whether established controls and
procedures are adequate and effective to ensure that:

• Library resources are properly recorded and safeguarded

• Revenue collections are properly accounted for and
• Funds are spent pursuant to Institutions policies and procedures, applicable
laws, rules and regulations.

3
3. Library Committee

The Library shall be managed and administered by a Library Committee under

the supervision and control of the Board of Management. The Library Committee is
responsible for the performance of its duties and the exercise of its powers. The
Library Committee must facilitate the Library’s development plans by advocating
development activities with the management. The Committee’s main objective is to aid
in the establishment of a bridge between the Library, the academic fraternity, and the
institute’s administration. The Library Committee acts as a channel for dialogue
between the Library and its users.

3.1 Composition

The composition of the Library Committee consists of the following members:

S. No Personnel Status
1 The Vice Chancellor or her nominee Chairman

2 Five Senior Professors of Avinashilingam Institute Member

nominated by the Vice Chancellor
3 One Associate Professor nominated by the Vice Member
Chancellor
4 One Assistant Professor nominated by the Vice Member
Chancellor
5 Two external experts in the field of Library Member
Science and Information system
6 The Registrar Member
7 The Librarian Member Secretary

The members of Library Committee, other than the Registrar and Librarian,
shall hold office for a period of two years.

3.2 Frequency of Meeting

The committee shall meet at least two times in an academic year.

3.3 Quorum
One-third of the total members in the committee shall form the quorum.

4
3.4 Duties and Responsibilities

The various duties and responsibilities of the Library Committee are to:

• exercise general supervision over the Institution Library

• frame regulations for the management and use of the Library, subject to the
approval of Library Committee
• recommend to allocate funds to various departments for buying books/
journals (both in soft and hard copies), assess the requirements of the Library
and formulate budget to be submitted to the authorities concerned
• acquire books, journals, and other related materials (both in hard and soft
copies) and formulate guidelines for such acquisition, periodic stock
verification, allocation of tasks to library staff, library discipline, user-services,
inter-library cooperation, and networking
• ensure proper library management and its use, including the services rendered
to the readers
• review the functioning of the Library on an annual basis
• recommend the appointment of a sub-committee for the selection of books
• frame and amend any rules prescribed for the use of the Library services by the
readers
• consider policy matters regarding the library including the policy for the
procurement of books, journals, and render advice to the Library for
procurements
• ensure scrutiny and approve the indents for books received from various
departments/schools/centres
• ensure that the Library Identity Cards (Smart Cards) are distributed to the
newly admitted students within thirty working days after their admission in the
Institute
• monitor and evaluate, from time to time, the trends and developments in
information technologies, networking, library automation, library cooperation
etc., and to advice the library on the same
• authorize individuals of other institutions for the use of Library services on a
temporary basis

5
 • prepare an annual report of the Library System and submit the same to the

Registrar and

• consider any matter referred by the authorities of the Institute.

3.4.1 Meeting Notice

The Member Secretary (Librarian) shall issue the notice for convening the

meeting along with a copy of the agenda to each member at least seven days before the

meeting of the committee after obtaining the approval of the Vice-Chancellor.

3.4.2 Minutes of the Meeting

Minutes of various meetings shall be recorded by the Member Secretary and

circulated to all the members for consideration and approval.

3.4.3 Library Purchase Committee

• The Library Purchase Committee is a sub-committee of the Library Committee.

The Vice-Chancellor nominates the members like Deans, Finance officer,

external and internal experts in the concerned field with Librarian as a member

secretary.

• This committee helps to procure products for the Library.

• The responsibility of Library Purchase Committee is to monitor the procurement

process of library resources.

• The committee verifies the technical specification and negotiates for finalizing

the rates.

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4. Library Budget and Finances

The Library budget is the financial allocation to procure documents and provide
access to the information resources. The annual budget of the library has the following
components like books, periodicals (subscription and renewal), procurement of online
resources, procurement of furniture and equipment and other maintenance expenses.

The budget includes also funds for contingency expenses for binding and to
procure stationery requirements needed to process and maintain the books/ journals.

4.1 Sources of Finance for Library

The sources of finance for the Library can be viewed under two categories, viz.

(a) Primary sources; and

(b) Secondary Sources.

(a) The primary sources of income in a library are as follows:

1. UGC Plan Grants

2. Non- Plan Grants
3. Projects
4. Programme-specific grants

(b) The secondary sources of income in a library are as follows:

1. Library fees;
2. Overdue charges
3. Reprographic service fee;
4. Breakage fees

4.2 Budgetary procedures

1. Review the current budget

2. Budget preparation
3. Submission and approval
4. Implementation

Note : Budget heads and titles change from time to time.

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5. Procurement of Learning Resources

Procurement of learning resources constitutes the primary responsibility of the

Library. The Library makes a systematic effort in building up the collection by
identifying, evaluating, selecting, processing and making it available to the users.
Since building up this collection requires a huge sum of money and has long-lasting
repercussions, it is essential that libraries have a well thought-out collection
development policy.

5.1 Library: Different from Stores

As indicated in the GOI. M.F. OM 23(7)- EII(A)/83 dated 7th February 1984,
(GFR 116(2)(1) (1978) and General Financial Rules 2005, Rule 136, “the position of
library books, etc., is different from that of stores and hence the definition of ‘goods’
excludes library resources like books, journals, and other learning materials.

The above Office Memorandum is reproduced below:

“Librarian (not below the rank o f Deputy Secretary to the Govt of India) subject to the
powers delegated under Delegation o f Financial powers Rules, 1978, may purchase
books, etc., from the reputed and standard booksellers on the prevalent terms and
conditions.

Hence, tenders/quotations need not be called for procuring every single

title/journal. Instead, quotations may be called from empanelled suppliers to fix
discount rates and terms of supply, which will be valid for two years.

5.2 Flat Discount Rate

Based on the above, tenders will not be called for procuring every single title on
a day- to-day basis. However, the terms of supply like discount will be decided by the
Library Committee once every two years during the formation of the Panel of
Suppliers. A contract shall be signed with the vendors.

8
5.3 Procedure for the Procurement of Books

5.3.1 Book Selection Tools

The various methods adopted for the selection of books for the library are as follows:

• Latest publishers catalogue

• Online catalogue
• Book Exhibition: The Library administrators arrange for a book exhibition
through publishers, representatives or through the empanelled suppliers. The
library facilitates the exhibition by providing the space, basic furniture, indent
form, etc. for obtaining book recommendations.

5.3.2 Book Procurement Process Work Flowchart

The flowchart indicating the book procurement process is shown

diagrammatically as follows:

Recommendation Duplicate Check Details Verification

Receipt Ordering
K= Vendor Assignment

Matching details with

Price System Receiving
the recommendation
Verification

Data Entry for Manual Data Entry of

OPAC Accessioning Invoice

Bill Processing Send Book to Technical Section & Bill

to Finance Section

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5.3.3 Recommendations

• Faculty , research scholar and staff are entitled to recommend new books for
the library
• Recommendations should be submitted in the prescribed form (Annexure-1)
and routed through the respective Heads of the Department and Deans
• The Library may arrange book exhibitions through reputed publishers and book
suppliers for the purchase of books
• The book selection criteria are as follows :
• The book requirement must be 30% for Textbooks and 70% for Reference Books
• Books procured should be written by Indian writers and Foreign writers
in the ratio 40 : 60 and
• The latest year of publication.

5.3.4 Checking Duplication

• The list of books is checked for duplication in the Library catalogue by the staff
and the appropriate remark is provided and
• On the recommendations of the faculty, the Library may purchase multiple
copies of only those books which are found to be in great demand but not more
than three copies of any book may be procured.

5.3.5 Indent Verification

• The Finance department will verify all faculty indents and

• The final list of recommended books is handed over to the Library Committee
for its review.

5.3.6 Ordering

Once approved the funds are sanctioned by the Library Committee for purchase, and
the purchase order will be issued to the supplier by the Registrar (Annexure- 5).

10
5.3.7 Supplier Panel

• The Library Committee appoints a panel of vendors on the basis of their

performance on tasks such as their response to queries, speed of supply,
adherence to the terms and conditions, etc.
• This panel will be reviewed every two years on the basis of the supplier
performance. A panel should have at least ten vendors (Annexure-3)

5.3.8 Discounts

• A minimum of 25% discount on the printed publisher’s price is insisted upon.

Also, in some cases, the vendor may be willing to give a bigger discount (above
25%)
• The exception would be government publication/ institution publications or Nil
discount item
• In case of multivolume books and encyclopedia, efforts may be made to obtain
higher discounts and
• All books in English, Hindi and other regional languages will carry a uniform
discount of 10-15% of the publisher’s price.

5.3.9 Supply Deadline

• Maximum time for supplying ordered titles is 60 days for an Indian publication
and 90 days for foreign publication from the date as specified in the purchase
order
• However, after checking the supply status with suppliers, based on
genuineness, an additional TWO weeks time may be given and
• Books delivered after the deadline will be accepted only after obtaining prior
approval from the authorities.

5.3.10 Terms and Conditions for Vendors

• All books carry a discount as per the agreed terms

• The order should be acknowledged within 7 days from the date of order

11
• If a book is ordered from abroad, the Librarian should be informed before
sourcing it
• The ISBN number and year of publication should compulsarily be stated
against each title in the bill
• Supply latest editions. Indian reprints/editions, if available should be supplied.
Always supply paperback editions unless otherwise mentioned. Consult us
beforehand if you intend to supply hardback editions, if the ordered paperback
edition is not available
• Damaged books, books with missing pages need to be accepted by the suppliers
when returned even after they have been stamped for accessioning
• Books should not be sent by V.P.P.
• The maximum time limit for supplying book is 60 days
• The order will be treated as cancelled, if the books are not supplied or no report
about the availability is received within this period
• It should be certified on the bill that the prices quoted therein are the
publisher's current prices and the stamped price proof along with the bill must
be enclosed
• In case of cheating by charging more than the actual price, the Institute will
blacklist the supplier
• The bills should be submitted in triplicate addressed to The Registrar,
Avinashilingam Institute for Home Science and Higher Education for
Women, Coimbatore
• The bill should contain the supplier’s TAN No., PAN No., RTGS/NEFT details
• During the time of submission of the bills, the supplier shall append the
declaration on the bill, that-
i. Only latest editions of the books etc. have been supplied
ii. The actual prices of publications have been charged without any
handling/ postage charges
iii. These are not remained titles/damaged books with missing pages. The
Indian/low priced editions of these publications (if foreign) are not
available in India

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5.3.11 Price Proof

• Once the books are received in the Library along with the bills, the price of each
book, and discount rates, and bank rates are verified by the concerned staff in
the Acquisition Section. Accepted Price Proof are: (Signed & Stamped by the
supplier)
• Distributor's invoice to supplier
• Printout from the publisher’s catalogue
• Photocopy from Publisher’s Catalogue
• For some Indian publications, price mentioned on the title
• Alternatively, the Library also cross verifies the prices from the publisher's
website. Such printouts that are verified and signed by the Library staff will be
accepted as price proof and
• Foreign Currency : For foreign exchange conversion, RBI rates will be followed
on the bill date. In some cases where RBI rate is not agreed upon by the vendor,
with the approval of competent authority, Good Office Committee (GOC) or bank
conversion rate will be applicable.

5.3.12 In case of Non-Supply of Books, the following steps will be taken

• Fortnightly follow up with the vendors

• Evaluate the supply status and
• Change the supplier and re-order the books.

5.3.13 Purchase of Books through Online Mode (Amazon/ Flipkart etc.)

• Purchase of books from online bookstores like Amazon, Flipkart, etc. may be
made on the recommendation of faculty members. Such purchases may be
made by the credit/debit cards of staff members after checking with the library
about its availability, which will be duly reimbursed
• In such procurements, discounts may or may not be available. Sometimes
courier/postage charges are also included
• The financial sanction process from the appropriate authority will be followed

13
 • The book and bill in appropriate format must be submitted to the Library for
further processing and
• The same procedure may be followed for the purchase of books by staff
members on official foreign trips and while visiting book exhibitions conducted
in different places.

5.3.14 Faculty Publications

The Library may purchase three copies of faculty publications as and when the
publications are brought to the notice of the Library upon getting the approval from
the Vice-Chancellor.

5.3.15 Gifts

Books gifted from major institutions and other individuals are accepted,
accessioned and placed along with other books for reference. Some books donated by
individuals are accepted after considering on the physical condition of the book.

5.3.16 Maintenance of Records

The following files / records are maintained in the Library:

• Accession Register

• Bill Register

• Purchase Orders

• Invoices

• Reminders

• Budget/Finance

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Library Collection Statistics (Subject wise) as on 31-03-2018

Total Total
Subject Subject
Vols. Vols.

Faculty of Home Science Faculty of Humanities

Resource Management 4132 Economics 6908

Food Service Management 2410 English 7626

Food Science & Nutrition 13893 Tamil 10779

Textiles & Clothing 2875 Hindi 3321

Human Development 2548 French 418

Home Science Extension 11019 Music 1487

Faculty of Science Faculty of Business Administration

Biochemistry 4743 Avinashilingam School of 8872

Management Technology

Chemistry 4440 Commerce 5257

Zoology 3740 Tourism 1445

Botany 3936 Faculty of Education

Physics 3396 Education 15638

Mathematics 7351 Physical Education 1036

Psychology 2594 Special Education 1634

Computer Science 4622

Visual Communication 486

General Books 15404

Research Books 12710

Faculty of Engineering 38472

Total Collection of Books as on 31-03-2018 203192

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 Library Collection

Total Library Collection

1 (203192+ 204253 ) 407445
(Print + E-Resources)

Total Library 203192

Collection Print
Total no. of Books 203192
Total no. of Ph.D.
Theses 671
Total no. of M.phil.
Dissertations 1893
Total no. of PG
Dissertations 9474
Special Collection
(included) - 3213

(WHO,FAO, UNO, World

Bank, UGC, UNICEF,
UNESCO, ACU, AIU etc.)
204253
Total E-Resources

E-Books 173859
E-Journals 30387
E-Databases 7

Total Journals (Print + E-

2 (15656+30387) 46043
Journals)

Total Journals (Print) 15656

Current Subscription
National 164 269
International 42
Magazines 63
Back Volumes 15387
Total E-Journals 30387
UGC INFONET 29146
Institution Subscription 1241

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5.4 Procedure for the Procurement of Journals

Periodicals and serials contain up-to-date information and are essential for
study and research.
The following procedures are followed in subscribing journals:

5.4.1 Recommendation

The list of journals to be renewed is brought to the notice of the faculty

and their recommendation is received. Faculty can also recommend new titles.
(Annexure-2)

5.4.2 Approval

The list will be processed for exact details like price, publishers,
duplication checking with online and UGC Infonet. After this process, the list of
journals is compiled and submitted to the Library Committee for approval.

5.4.3 Budgetary Provisions

To ensure that adequate recurring/annual funds are available for the

approved journals subscription / renewal as required.

5.4.4 Renewal Process

The process of renewal should begin at least three months in advance

(October) so that by December end/ early January all the renewals are done
and the subscriptions are continued without any discontinuation in issues.
Most of the Indian journals are subscribed directly from the publishers while
foreign journals and few Indian journals are subscribed through agents.
(Annexure-4)

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5.4.5 Ordering

Journals renewal and subscription orders will be issued by the Registrar

to the agents / publishers with the terms and conditions. The subscription
period of journals will be from January to December except in some cases.

5.4.6 Terms and conditions for suppliers

• Timely supply of issues of journals

• In order to avoid loss of transit, the library prefers receiving all journals by
speed post / courier
• The subscription agent shall supply the journal issues to ‘The Librarian,
Avinashilingam Institute for Home Science and Higher Education for
Women, Coimbatore-641043
• The subscription agent may offer any discounts/ concessions applicable to the
academic Institution wherever possible
• The agent should submit the bill in triplicate in the name of ‘The Registrar,
Avinashilingam Institute for Home Science and Higher Education for Women,
Coimbatore-641043’
• No postage, handling and service charges will be paid to the agents
• All the complaints should be attended within the reasonable time
• The agent will remit the full subscription to the publisher on behalf of
Avinashilingam Institute for Home Science and Higher Education for Women,
Coimbatore, before submitting the bills of journals for advance payment and
will submit documentary evidence for such remittance and supply orders
• Full advance payment shall be made against all the bills of journals. Bills
should accompany the price-proof of journals
• The Institute will release advance payment only after the receipt of bank
guarantee drawn from a nationalized bank for 10% of the subscription value
as a security deposit. This deposit may be released after completion of supply
of journal issues and after adjusting the dues, if any
• Supplementary bills shall not be submitted, except when the subscription rate
is changed by the publisher and the revised rate is paid for by the supplier

18
 Such a revised rate shall be paid by the Institute on the production of
documentary evidence
• Conversion rate of RBI / nationalised bank as on date of subscription are
applicable for all payments
• The payment is made in the form of demand draft/ cheque / wire
transfer/online payment
• The payment acknowledgment should be submitted to the librarian within 30
days from the date of receipt of advance payment from the Institution
• If there is any discrepancy or inability to process our orders on time, the same
should be intimated immediately to the Institute
• The period of subscription is for one calendar year from January to December
for all the journals. Supplementary volumes, if any, published during the year
may also be supplied
• All journals/issues should normally be supplied within one month from the
due date of publication. Whenever the journals are not received by the
institute even after one month from the actual date of publication, the agency
should indicate the reasons for delay, with proof of actual date of publication
along with the reply
• Claims for missing issues of journals shall be made within 90 days of the
publication of issue, if it is supplied directly by the publisher. In case of delivery
by subscription agent, the supply will be reviewed every quarter by the Library
and agent
• The agency will be given 18 months’ time in total, starting from the
commencement of subscription, to settle all the missing issues and gaps in
supply. If the journals/issues, are subscribed to but not received within the
stipulated time mentioned, appropriate/proportionate cost should be refunded
to the Institute by the subscription agency, irrespective of the refund by the
concerned publishers
• In the event of loss of any issues of the journals which occurs during the
transit, postage, courier, etc. or for any other reason whatsoever, the supplier
shall replace all such copies as may have been lost in transit to the Institute
without any extra charges

19
 • If the publication of the journal is behind the schedule, the same should be
informed accordingly along with the expected date of availability
• The subscription agent(s) should ask the publisher of the journal to provide
online access to the journals which are subscribed in print by the Institute or
are free with print subscription
• For online access to the journals (free online available along with subscription
to print copies), the agent will have to provide the technical support. The access
has to be provided by IP authentication. IP range will be provided at the time of
placing the order
• If the supplier receives any supplements including soft copies, CDs and gifts
offered by the respective publishers along with any particular journals, these
are to be treated as part and parcel of subscription and the same should be
sent to the Institution
• Every month, the agent will submit a status report giving the details of the
journals supplied during the month along with action taken on pending
supplies
• Every three months, reconciliation of supply shall be made by the library and
the agent
• In the case of any dispute or misunderstanding arising out of this agreement,
the decision of the Vice-Chancellor of the Institution shall be the final and
binding to the suppliers including fixing of penalty for any violation of this
agreement
• The subscription agent(s) must send a signed agreement on a non-judicial
stamp paper of Rs 100/- mentioning all the above terms and conditions in it
and
• The agent shall sign the terms and condition of subscription to journals if it is
acceptable to them. Any other conditions imposed by the agency on its own
after the agreement will not be valid.

5.4.7 Bills
The bill in triplicate should be addressed to ‘The Registrar, Avinashilingam
Institute for Home Science and Higher Education for Women’. The vendor is required
to submit adequate proof of publishers’ price along with the bills.

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5.4.8 Payments

Full advance payment is to be made against all journal bills. Maintain proper

bill register on Library Management Software (LMS) of all bills passed for payment.

5.4.9 Receipt and Access to Journals

• An entry is to be made of the item received or as per the order in case of print
issues
• A manual is to be maintained along with a computerized record of receipts of
the journal issues
• The received print issues are to be stamped and
• Accompanying material such as CDs/DVDs must be placed in a separate

section.

5.4.10 Display of Current Issues

• The Library must ensure timely display of the loose issues of the periodicals on

the respective display racks

5.4.11 Non-Supply of Journal Issues

1. Reminders

Reminders are sent to the publisher/agents about non-supply of issues:

a. Weekly and bimonthly journals : once every month and

b. Quarterly/Biannual journals : once every two months.

2. Replacement of Missing Issues

a. A Replacement copy must be sent ; or

b. Refund in the form of Demand Draft; or

c. Extend the subscription period.

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5.4.12 Gratis and Exchange Periodicals

1. The documents relevant to the scope of the Institute’s study and research areas
are added to the gift collection and displayed.
2. There should be a proper record for gratis items and must be acknowledged
appropriately.
3. Journals are also received in exchange mode.
4. Journals under ‘Exchange and Free Subscription’ can be treated as regular
subscriptions and the completed volumes will be bound and accessioned and
archived.

5.4.13 Binding of Journals

The binding of journals is done on the approved rates as per the standard
specification followed in all libraries. All journals procured in print format goes
through the binding process at the end of the calendar year. The bound volumes are
assigned accession numbers and kept for future reference. They are also entered in
the library management software. These are arranged in alphabetical order in the
bound volume area.

5.4.14 Maintenance of Records

The transactions for all the activities/procedures/etc. in the Periodicals Section

should be carefully and properly recorded for documentation and future reference. In

this regard, apart from the automated system, the section maintains the following

documents for keeping the records:

• Journal Subscription Register

• Bills Register

• Subscription Orders

• Approvals

• Reminders for Non receipt of journals

22
5.4.15 Non-Book Materials

A collection of non-book materials such as audio cassettes, video cassettes,

compact disk, microfiche etc is maintained in a separate section and enlisted in a
computer file. This section is equipped with a multi-media system, microfiche, LG CTV
(29”) and Digital Video Disc (DVD) Player. Graphics, animation and sound, enhances
the learning process through visualization. These materials are open to all our Library
users.

5.5 Procurement of e-Resources

Electronic resources include electronic journals, online databases, data sets,

bibliographic databases, indexing/abstracting services, software tools for research,
eBooks, or any information resource that is available in electronic form.

5.5.1 Pricing Models

There are many pricing models. We can adopt a model depending on factors such
as suitability for different programmes, research area, relevance to different campuses
and the usage analysis (in the case of a renewal).

• Annual Subscription: Access to content is available for only one calendar year
and
• Perpetual Access: Access to content is available for the year of subscription.
After expiry of subscription, there is continued access to the content of the year
but not to the content published in the subsequent years.

5.5.2 Negotiation

Negotiation plays a vital role in deciding the price of potential purchases. The
Library decides and enforces terms to the publishers/vendors regarding the pricing,
access to the back volumes, locking period, perpetual access, archival rights,
governing laws, training and awareness programmes, access to the walk-in-users,
usage statistics, simultaneous access.

23
 There are no acceptable terms established in this area, as this is almost new
and challenging field. Large opportunities exist in this area for negotiation with the
publishers/ resource providers to arrive at a win-win situation.

Since the UGC Infonet e-journals consortium is providing access to a large

number of resources to Universities, care needs to be taken that the Institute gets the
maximum number of e-journals from that consortia.

5.5.3 Process and Approvals

Online databases are expensive resources which need to be evaluated properly

before subscribing. Hence, the following procedure has to be followed for subscribing
to Online Databases (not for single and individual e-Journals or e-Books):

• Identify the need

• Ask for a trial access
• Publicize the availability of resource on trial
• Analyze the usage statistics
• Make a cost-benefit analysis by considering all relevant facts
• Put up for approval
• Convene a Library Committee meeting for negotiation and conclude the deal

5.5.4 Procedure for the Procurement of e- Journals, e-Books and e-Databases

When subscribing to individual titles, the same procedure as that of print

journals, books will be followed with regards to preparing the list, duplication
checking, finding out the price and finally putting up for the approval of Library
Committee.

If e-Journals/e-books are being subscribed as subject collections, bundles, or

databases, the library will prepare a proposal by making a cost-benefit analysis by
considering the relevance of the resource to the academic and research interests,
usage analysis and availability of funds. This proposal needs to be approved by the
Library Committee

24
6. Technical Processing

6.1 Accessioning

• Every document added to the library collection will have an accession number.

This includes all types of documents acquired by the library through purchase.

This is a unique number for that document. These numbers are recorded in a

bound register called the accession register

• After entering the details of the book in the accession register, the Library

stamp must be affixed on the verso of the title page. The details are entered into

the database

• Provide the accession number in the bill and enter the details in the bill register

and thereafter forward to finance section and

• The accession number is to be assigned on the title page, a secret page and also

against each title of the book in the bill.

6.2 Bill Processing

• Books from suppliers are received

• Purchase orders are cross-checked

• Foreign exchange rate verification is done as per Good Office Committee report

• Price proof verification is made

• The ‘book received’ report and purchase bill in the database are prepared

• Make the entries in the bill register with an authorized signature and

• The bill is sent to the finance section for the payment and one copy of the bill is

maintained in the library.

25
6.3 Classification

• After accession, the document should be assigned a call number

• The call number decides the place of the document on the shelf

• The call number indicates the class number and book number

• There are two purposes of classification of documents:

1. To help the user to find a document.

2. To find out all documents on a given subject together

• Classification Scheme: Colon Classification is used for book classification.

6.4 Cataloguing

The document bearing the call number is passed on to the cataloguer. The

library catalogue must act as a medium between the author and the reader,

endeavoring to estimate the intention of the one and the need of the other. The

cataloguer should understand the physical or bibliographical make-up of the

document and should be familiar with every detail of the author’s and the publisher's

art. Before cataloguing, a cataloguer should read the document technically, i.e.

examining those parts that are auxiliary to the real text. This technical knowledge

makes it possible for the cataloguer to read rapidly, but adequately, the large number

of documents which daily come to his/her desk.

• Bibliographic details of each book are entered into cataloguing module of the

Library software according to AACR2 Standards. For complete bibliographical

details, the different parts mentioned below of the books can be scanned:

o Cover Title: Printed on the original cover of the document

o Sub-Title: Secondary or explanatory title following the main title

26
 o Running Title: Repeated at the top of the page throughout the document

o Alternate Title: A subtitle introduced by or its equivalent

o Changed Title: A title in a later edition or reprint of the document, which

differs from the title given when the document was originally printed.

o Binder’s Title: Lettered by the binder on the back of the document

o Half Title: A brief title without author’s name

o Imprint: Printed on a leaf preceding the main title page
o Series Title : The title of the series
o Author: A person or a corporate body or an institution responsible for its
existence
o Editor: A person who collects and puts together the writing of the several
authors
o Imprint: Place of Publication, Name of the Publisher and Date of Publication

• Location Codes: Enter location code against each accession number like Text

Book- T, Reference Book- R, Theses - TH, Bound Volume - BV

6.5 Processing Books

• Stamping : The Library stamp is put on the back of the title page, on a secret

page and on the last page

• Spine labels, barcodes are pasted on the front page and on the title page, one

secret page, and the last page and

• The completely ready-to-use new arrivals are sent to the new additions display

or the reference section.

27
7. Circulation Section

The circulation section handles the front desk operations of the library and is
very important because it is the first contact point for faculty and users of the library.
The major tasks of the section are:

Issue and return of books

Attending the user query for effective interpretation of library rules and
regulations
Registration of new members
Sending reminders to overdue documents
Maintenance of circulation module of library management software (Koha)
maintenance and updating of all data related to library users
Maintaining records related to lost of the book(s) and overdue charges
Collection of the overdue charges and paying the same to finance section
Issuing the ‘no-dues’ letter
Assisting the users in accessing the OPAC and library catalogue
Managing counter operations during weekends/holidays
Attending the users query for effective interpretation of library rules and
regulations
Conducting academic tours to the institute library for visitors and students
from other institutes
Granting permission to outsiders to use the library
Inter-Library loan to the library users through DELNET
Generating reports and statistics of the circulation and
Library-orientation information.
7.1

Sl. No. Description Timing

1 Weekdays (Monday to Friday) 09:00 a.m. - 05:00 p.m.

09.30 a.m.-01.00 p.m.
2 Weekends and Public Holidays
No Issue

28
7.2 Issue/Return Procedures
Issue/return of library materials is the routine operation of the library. The
proper sequence of activities for issue and receipt of library books is as follows:
• While Issuing Book
o A quick glance is cast while issuing the book for any damage
o Details into issue database are entered
o The due date is stamped in the date slip.
o The books are handed over to the users.
• While Receiving Book
o A quick glance is cast while receiving the book for any damage
o Due dates are checked for necessary action
o The books are sent to stack for shelving .

7.3 Membership
• All the students, faculty members and employees of the institute are entitled to
the membership of the library

7.4 Borrowing facilities

The number of books permitted and the duration for borrowing books varies
according to the category of members as follows:

Current Fine
Sl. Loan Fine Amount
Patron Category Checkouts Charging
No. Period in Rs.
Allowed Interval
1 Deans & Heads of the 10 30 days
Department
2 Associate , Assistant 6 30 days
Professor
3 Temporary Staff , 3 30 days
Project Staff
4 Research Scholar & Post 3 7 days Rs. 5.00 1 day
Graduate Students
5 Under Graduate 2 7 days Rs. 5.00 1 day

• Borrowed books must be returned within / on due date mentioned in the date
slip of the document issued.

29
7.5 Self-Service KIOSK Facility

The library introduced a self-checkout KIOSK facility for the readers. The
readers are provided with the RFID enabled identity cards. Using this card, the
readers can issue/return the book using KIOSK without the assistance of the library
staff.

7.6 Borrowing Rules

• The privilege of borrowing books from the library is restricted to members only
• The members are provided with RFID-enabled identity cards
• Identity cards must be produced for borrowing books. These cards are not
transferable
• The reader should check the books thoroughly for missing pages, chapters, etc.,
while getting them issued
• No book in damaged condition will be accepted by the Library on return.
Damaged books will have to be replaced by the borrower
• Loss of identity card should be reported immediately to the Librarian
• Books issued will not be accepted back on the same day
• Loss of book must be reported immediately. Late fee, if any, will be charged till
the loss of book is reported
• Books are re-issued / renewed only if there are no claims
• Readers will be charged with the fine for overdue loans @ Re.5/- per book per
day; the membership will be cancelled after a period of 5 days of non-return of
the books
• Reference books, theses, CDs and loose issues / bound volumes of periodicals
will not be issued and
• All users are requested to check the status of books outstanding against their
name soon after a transaction in the counter. Discrepancy, if any, should be
brought to the notice of the staff at the counter immediately. Any complaint
thereafter will not be entertained.

7.7 Documents that can be borrowed

• Books from the general shelf can be borrowed and
• ‘Demand books’ can be borrowed only for one day.

30
7.8 Documents that cannot be borrowed

• Journals, bound volumes, loose issues of journals and the latest available issue
of the magazines are to be referred to within library premises and are not
available for issuing out.
• CD ROMS, DVDs and audio video-cassettes cannot be borrowed.
• Theses and dissertations are not issuable

7.9 Overdue Charges

• Books that are returned after the due date are considered overdue. Uniform fine
policy has been approved by the library committee
• A fine amount of Rs. 5.00 per day per book is collected from the students as
overdue charges

7.10 Loss or Mutilation of Documents

• Library materials must be handled with care

• If a borrowed book is lost or mutilated beyond usable condition, then the user
must inform the library in the prescribed form (Annexure - 6)
• The lost book should be replaced by same or latest edition of the new book with
overdue charges
• Overdue charges are not levied in such cases from the date of the report until
the same is replaced (is resolved within a month)
• In case it cannot be replaced, the following norms will apply (Annexure - 7)

For Indian / foreign publishers

Recovery conditions (calculated
Recovery Amount
from the date of acquisition)
Up to 5 years Double the cost of the document
>5 years but <= 10 years Triple the cost of the document
>10 years but <=15 years Four times the cost of the document
>15 years Five times the cost of the document

31
7.11 Theft / Misuse of Library Resources

• The theft or abuse of library resources like books, journals, theses, and

dissertations will be viewed seriously and

• Each case will be examined and the matter will be reported to the concerned

authorities.

7.12 No Dues Certificate

• ‘No Dues Certificate’ concerning library membership will be issued by the

Library only after the library dues are fully cleared upon completion of the

academic programme and

• An employee can get “No Dues Certificate” on resignation / being relieved only

after fully clearing their library account.

7.13 Library Access by Visitors: Day Membership and Charges

• Interested students/ researchers from outside are allowed to utilize the library

resources if they produce valid identity cards with the appropriate permission

letter from their Institute, and register as day members by paying daily library

fee of Rs. 100.

7.14 Loss of Library Identity Card

• Loss of ID card should be reported to the library through their respective class
teachers
• A duplicate identity requisition form must be filled and Rs. 200 has to be paid
in the finance section to obtain a duplicate card and
• Duplicate identity card will be issued in three days.

32
8. Library Security System

The library employs a security system to safeguard the library resources.

8.1 Three Dimensional RFID Security gate

• The state-of-the-art RFID Library Management System enables easier

transactions and perfectly secures all the library resources and
• The alarm will go off if a user tries to leave the library without getting a book
issued at the counter.

8.2 Closed Circuit Camera System

• Library resources are valuable. Surveillance systems help to prevent theft of a

book and common misdemeanor in libraries such as tearing of pages from the
books, hiding the books, etc.
• The Library has installed 16 cameras across different floors, stack rooms and
study areas for monitoring of activities in the Library and
• The system administrator has access to the footage.

8.3 Fire Alarm

Safety measures are followed in the Library by using a gas and smoke detection
based fire alarm system.

• The Library building is fixed with a fire alarm facility in order to minimize the
possibility of damage from fire
• Apart from this a fire extinguisher is also fixed at the entrance of the Library
and
• In the Institution three trained persons are available to handle this.

8.4 Security Staff

• Two persons are allotted duty at the entrance of the library as the security.
• At the exit point, they verify all documents that are being taken out and
• This is to ensure that only the books prescribed for issue are being taken out.

33
9. Library Services

The Library access time is from 9.00 a.m. to 8.00 p.m. The working time of
other sections are as follows:

Reading Halls, Reference Section, ETD lab : 09.00 am to 08.00 pm (All days)
Stack Rooms and Journals : 09.00 am to 05.00 pm (All days)
Weekends, Public Holidays : 09.30 am to 01.00 pm

The Library remains open on all days of the year except on 26 th January, 15th August
and 2nd October (National Holidays and Festivals).

9.1 Reference Service

Library houses all important reference sources like Encyclopedias, Dictionaries,

handbooks and manuals, statistics, yearbooks. The collection ranges from general to
subject-specific sources. All the reference sources are housed in the Reference Section.
Users can also contact the staff on duty for any assistance. The Library also has
access to online reference sources which may be accessed from the library website.

9.2 Web-Based Online Public Access Catalogue

Web-Based OPAC has been created for more than two lakhs documents
available in the library. The Library catalogues can be searched and accessed from
various departments through the intranet facility. Data can be accessed from various
search points. Expenditure details of books purchased by various departments along
with the online catalogue are also provided to the respective departments through the
intranet facility.

The Library catalogue is accessible online at http://www.adulib.com which

uses KOHA software for library automation. This facility enables users to
simultaneously search the Library catalogue, eJournals, eBooks, Databases,
Institutional databases and publishers’ databases in real time from multiple
information resources in a single search.

34
9.3 Remote Access Facility

Remote Access Facility is provided to the readers using INFED software

provided by the INFLIBNET. This software helps to create user name and password to

each user to access library e-resources remotely by clicking our Library website

http: //avinuty.ac.in/maincampus/

9.4 Wi-Fi Facility and CCTV Surveillance System

Wi-fi (Wireless Network) access is available across the library and users can

bring their laptop for accessing e-information. Installation of CCTV Surveillance helps

security control in the library

9.5 Reprography, Printing and Document Delivery Services

Reprography service is available to the users on charge. Fee-based scanning

and printing is facilitated to the users for the information / learning materials searched

on the net. Document delivery of articles required is provided through email service

9.6 User Training and Information Literacy Programs

In order to promote the use of e-resources, learning materials, UGC INFONET e-

resources, CD/DVD Databases, research communication, presentation skills,

information exchange and online access to Internet and web resources, the Library

organizes user-focused training programs on ICT skills, research communication and

information management. The training topics focus on research planning, ICTs and E-

resources, internet, E-communication, discussion forums, data analysis packages,

citation patterns, thesis/dissertation writing, technical paper writing, UGC INFONET

e-resources, search skills, developing materials for scientific presentations and other

such topics according to the need arising among the students.

35
9.7 Anti-Plagiarism software

The Library handles plagiarism verification for Ph.D. theses, M.Phil

dissertations, and projects, papers presented for conferences / workshops, and

abstracts through Turnitin, Urkund anti-plagiarism software. The students, research

scholars, and staff members need to submit the application form endorsed by the

respective supervisors/HoDs .

The Library has access to web-based anti-plagiarism software Urkund under

Shodhganga project for evaluating research materials.

9.8 Newspaper Clipping Service

The collection of newspaper clippings has been accumulated through daily

newspapers on technological developments, our university news and any other useful

information.

9.9 Inter Library Loan

Books and other publication which are not available in our library may be

procured by the library on loan from other libraries through DELNET.

9.10 Bulletin Board Facility

The Library provides the latest technology updates, details about scholarships,

job openings, library information and other useful information to the students through

the bulletin boards placed at the entrance of the Library.

36
10. Information and Communication Technology Service Division

The Library adopts the latest technology to manage the different forms of
information and communication, and promotes increased use by patrons. The new
technology called Information and Communication Technology (ICT) makes a
tremendous impact on the Library’s operations, services, users, and staff. In broad
terms, the ICT consists of all modern technical means used to store and handle
information, communication through the computer, related hardware, communication
networks technology, necessary software, etc. ICT is vital to libraries to help achieve
their goals towards management of information, effective services and extension of
boundaries across the globe.

Libraries are using modern ICT to automate their core functions, implement
efficient and effective library cooperation and resource sharing through networks. ICT
is used to implement the management information systems (MIS), develop institutional
repositories (IR) of digital local content, and digital libraries.

The Library is well equipped with all modern facilities to satisfy the information
needs of the readers. It houses 4,35,713 volumes ( Print-2,31,460 + 2,04,253
e-Resources) comprising of books, journals, thesis, back volumes, e-resources and
non-book materials. It also provides access to 30,387 electronic journals through
INFLIBNET and other subscribed sources. The library has been completely automated,
well networked with Wi-Fi connectivity and Internet bandwidth of one Gbps through
National Knowledge Network (NKN).

Activities: Maintenance of

• IT infrastructure of the Library

• Library Management Software
• Library Website
• Institutional Repository
• Library Servers
• Access to Electronic Resources

37
10.1 INFLIBNET (Information and Library Network)

The University Grants Commission (UGC) has set up an autonomous Inter­

University Centre in 1991 called INFLIBNET. It is involved in modernizing university

libraries in India and connects them through a nationwide, high-speed data network.

The central Library was identified by the UGC for library automation and networking

in 1997-98 under INFLIBNET programme. The INFLIBNET Centre provided funding for

different phases of information technology infrastructure implementation and training

on library automation and networking. Each university was funded with Rs. 6.5 lakhs

for purchasing essential hardware and software for library automation and

networking. Training was also provided and supported financially for five years

including the salaries of the data entry operators and the Information Scientist who

created electronic bibliographic records of the existing library collections. The centre

promotes automation of libraries, develops standards, creates union catalogues of

serials, theses, books, monographs and non-book materials; provides access to

bibliographic information sources; creates the database of projects, institutions,

specialists; provides training, etc. Almost all academic libraries, especially university

libraries, are members of INFLIBNET. The Library has procured SOUL software

developed by INFLIBNET. It has been actively participating with INFLIBNET by

contributing data to their databases. Databases for books, journals and theses have

been created.

The Centre established a nationwide Very Small Aperture Terminal (VSAT)

based network in December 2002, named UGC-Infonet, in collaboration with the

38
Internet Service Provider ERNET (Education and Research Network) India which

offered internet bandwidth from 256 Kbps to 2 Mbps to the Central Library.

10.2 UGC-INFONET Digital Library Consortium

Libraries are experiencing a “serials crisis” from the continuing rise in the cost

of journals, an increase in the number of journals, and the paucity of funds available

to the libraries. To address this crisis, the UGC and INFLIBNET established the UGC-

Infonet Digital Library Consortium in 2003 with access to a bundle of electronic

journals from different publishers. The e-subscription initiative under UGC-Infonet is

an important portal for sharing print as well as electronic resources amongst

university libraries. Our Central Library was selected by INFLIBNET as a member of

UGC-Infonet in the first phase during the year 2004. The Consortium provided current

as well as archival access to more than 5,000 peer-reviewed journals and nine

bibliographic databases from 23 different publishers (including commercial

publishers, scholarly societies, university presses, and aggregators of different

disciplines). The consortium is fully funded by the UGC and executed by the

INFLIBNET Centre. INFLIBNET functions as a resource centre with an aim to cater to

the needs of its members for resources not accessible to them over electronic media or

available in print media.

Presently, over 26,512 e-Journals and databases under UGC Infonet consortia

that includes major publishers like Taylor & Francis, American Chemical Society,

Springer link, JGate, Wiley, Oxford, and Web of Science and other e-resources, exists

in our Library.

39
10.3 e-ShodhSindhu

MHRD has formed e-ShodhSindhu merging three consortia of initiatives,

namely UGC-INFONET digital library consortium, NLIST and INDEST-AICTE

Consortium. The e-ShodhSindhu is executed by INFLIBNET centre and provides

current and archival access to more than 15,000 crore and peer-reviewed journals and

number of bibliographic, citation and factual databases of different disciplines from a

large number of publishers and aggregators to its member institutions including

centrally-funded technical institutions, universities and colleges that are covered

under 12(b) and 2(f) sections of the UGC act. The consortium covers all the disciplines

such as pure sciences, engineering and technology, social sciences and humanities

(including management and languages).

10.4 e-Resources Subscription

The Institution subscribes to 3,875 online journals from publishers like

EBSCO, IEEE. Various online databases like SCOPUS, J-Gate, DELNET are also

subscribed. The library subscribes to nearly 1,73,859 e-books from major publishers

like EBSCO Academic collection, Springer, Wiley, Pearson, McGraw Hill and Elsevier

Insight.

10.5 Shodhganga- Indian ETD Repository of Doctoral Thesis, INFLIBNET Centre

The library signed an MOU with INFLIBNET for contributing Ph.D. theses on

Shodhganga. Till date, 550 Ph.D. theses have been uploaded on Shodhganga and old

theses have been digitized and made accessible via campus-wide intranet access.

40
10.6 Electronic Theses and Dissertation lab

The Electronic Theses and Dissertation (ETD) Lab was established using the

grant provided by UGC under Shodhganga project. The library has started the

digitization of materials after the funds sanctioned, by INFLIBNET towards the

digitization of theses under the Shodhganga project. The Financial assistance of

Rs.10.75 lakhs had been sanctioned under this project to set up the ETD lab and for

the digitization of M.Phil and Ph.D. theses. The library has completed digitization of

851 theses (124 Ph.D. and 727 M.Phil) under shodhganga project.

Code of Conduct

• Do not connect your mobile or any external device to computers

• Do not install any software without prior permission from the IT team
• Do not download movies or songs
• Do not remove the LAN cord, keyboard or mouse from the computers
• Do not save any document on the desktop
• Keep your mobile on silent mode
• Turn off the computer after your work is completed
• The IT team will not be responsible for any data loss and
• inform the IT team in case of any computer problem.

10.7 Digital Library

The digital library contains collections stored in digital formats and is accessible
by computers. The content may be stored locally, or accessed remotely. Digital library
collections contain permanent documents. The digital environment enables quick
handling and/or ephemeral information.
The Library initiated the digitization of materials using DSpace software and
created an institutional repository. This repository has been created using the digitized
materials and can be accessed through the intranet facility.

41
 • The publication by the staff from the year 2010-2016 have been digitised and
created an institutional repository for access via the intranet
• Since 1958, nearly 3612 Post Graduate theses have been digitized
• The publications of our founder, Dr. T.S Avinashilingam, and first
Vice-Chancellor, Dr. Rajammal P Devadas Avargals, have been digitized
• More than 300 rare books from various subject collections have been digitized

• University question papers are also digitized.

10.8 Radio Frequency of Identification (RFID) Facility

The Library has implemented a Radio Frequency Identification (RFID) system. It

is the best-automated library automation system used worldwide and is an effective

way of managing the collections of the library and providing to the users enhanced

services to control theft, to find misplaced reading material, sorting, inventory

accuracy, stock verification procedures, security control, video surveillance, people

counter, Smart Card issuance, Self-service KIOSK, etc. It is an automatic data capture

technology that uses microchips and miniature antennas affixed to documents. RFID

plays a vital role in redefining the library processes to make everyone’s job easier, right

from the users, to the library staff.

10.9 Learning Centre for the Visually-Challenged

The Learning centre was established to provide innovative techniques that

continues to have far-reaching effects on the lives of visually challenged and taking

them to new heights of independence. The learning centre is a unique computer­

reading facility for the visually challenged students. The central Library aims to

provide barrier-free access and independent reading of library materials to the special

42
children. The Centre believes that with proper training and opportunity, visually-

challenged people can compete on par with their sighted peers.

The Library provides enhanced services to the visually challenged users with

assistive technologies. The air-conditioned centre has four computers loaded with

software like Job Access with Speech Software (JAWS), Non-visual Desktop Access

(NVDA), Kuruzweil Reading Machine Software (Visually Impaired/ Low Vision), Magic

Software and specially configured hardware such as Read it Wand, Read Easy Move

and Seika Braille reading device are accessible for the partially sighted and low vision

students.

11. Stack Room /Display Area Management

Collection organization plays a very important role in ensuring the

optimum utilization of the books and journals kept in the library. The library
has built up a balanced and rich collection on all branches of Science and Technology,
Home Science, Social Science and Education. At present, the collection exceeds
1,98,000 books inclusive of several valuable reference books, theses and back volumes
of periodicals, non-book materials, online resources, etc. The learning resources are
stacked / displayed in the following categories:

• General Stack Area

• Reserve Shelf Collection (consisting of books in high demand)
• Reference Section (consisting of Encyclopedias, Dictionaries, Manuals and text
reference)
• Newspaper/Magazine Display Area
• Journal Display Racks
• Thesis/ Dissertation Section

The documents are classified according to the Colon Classification Scheme and

indexed according to the AACR II with modification. It is essential that all efforts are

43
made by the library staff for a pleasant display and quick retrieval of books/journals

for the users. The Library ensures that:

• All the books removed from the stacks are replaced back in their shelves at

least twice a day. Each unit of the stack has a designated Library Attendant.

Shelf reading is done continuously to look for misplaced books

• Books reported as untraceable by users are traced in the quickest possible time

with documentation of when the request was received and when it was resolved

and

• The stacks are properly labeled with subject guides and class number guides.

12. Stock Verification and Procedure of documents withdrawal

Physical verification of the library stocks has to be carried out to identify the

losses, identify misplaced and/or damaged documents that need repair, or to weed out

from the library collection the items that cannot be repaired further. Annual stock

verification of the Library is conducted at the end of every academic year.

The stock verification has to be carried out by a team of faculty members

nominated by the Vice-Chancellor and the library staff will assist the verification team.

After verification, the final report will be submitted to the Vice-Chancellor.

12.1 Stock Verification Process

Rule 194 (page 38) of the General Financial Rules, 2005 states that the Physical

verification of Library books is stated as follows:

“(i) Complete physical verification of books should be done every year in case of

libraries having not more than twenty thousand volumes. For libraries having more

44
than twenty thousand volumes and up to fifty thousand volumes, such verification

should be done at least once in three years. Sample physical verification at intervals of

not more than three years should be done in case of libraries having more than fifty

thousand volumes. In case such verification reveals unusual or unreasonable

shortages, complete verification shall be done.

(ii) Loss of five volumes per one thousand volumes of books issued/consulted in a year

may be taken as reasonable provided such losses are not attributable to dishonesty or

negligence. However, loss of a book of a value exceeding Rs. 1,000/ - (Rupees one

thousand only) and rare books irrespective of value shall invariably be investigated

and appropriate action taken.”

12.2 Book Loss

Books are vulnerable to physical handling and environmental conditions.

Hence, damage, wear and tear of books by heavy use is a common occurrence in

libraries. Some loss of publications is inevitable especially in the context of open

access practice in libraries. The librarian and library staff have roles as information

manager and facilitator and not just as a custodian. The Library is kept open up to

late evening and weekends with the help of skeletal staff to serve the academic

community of the Institute. The following guidelines are provided by the Government

of India regarding the inevitable loss of library documents:

• Loss of 5 volumes per 1000 volumes issued and/or consulted in a year may be

taken as reasonable

• Loss of a book of a value exceeding Rs. 1,000/- (Rupees one thousand only) and

rare books irrespective of value shall invariably be investigated and appropriate

action taken

45
 • Publication may be considered as lost only when it is found missing in two

successive stock verifications and thereafter only action has to be taken to write

off the publications by the competent authority

• If the loss of books is greater than the permissible number, the causes of such

loss may be investigated by the competent authority and the remedial measures

must be taken and

• There may be no objection to the Librarian, after due approval, in disposing of

mutilated/ damaged/ obsolete volumes to the best interest of the library.

However, the disposal of such volumes should be made on the

recommendations of Library Committee which shall decide whether the books

mutilated/damaged/obsolete are not fit for further use.

12.3 Procedure for Write-off

• List the documents not found during stock verifications

• Library staff to make all possible efforts to locate the document not found

during stock verification (the process can go up to six months but not as an

exclusive task)

• Prepare pre-final list of the documents not found

• Compile a final list of missing documents

• Compare with the list of earlier stock verification to identify common entries

• Compare losses with borrowing/ consulting / photocopying statistics

• Send the list of common entries to the Vice-Chancellor along with justification

for the losses (open access, limited staff, inadequate security system, the large

number of students visiting the library, losses within permissible limits, etc.)

46
 • Get approval from the Vice-Chancellor

• Make necessary entries in the accession register, write-off register, assets

register

• Remove records from databases /update write-off record

• Close file and

• Improve the system with additional precautionary measures.

12.4 Weeding Out

The library periodically verifies the condition of the book in the cupboards and

removes damaged books. The list of books is prepared and submitted to the library

committee for weeding out unnecessary documents. The weeding out process is done

when needed on the recommendations of a library committee constituted for this

purpose.

12.4.1 Process

The library staff deputed for weeding out books should scan the publications,

section by section, and identify publications that may be considered for weeding out.

These publications may be kept separately until the final decision is taken. Subject-

wise list of such publications must be prepared and should be circulated to all

departments/ centres of the Institute.

12.4.2 Disposal

• Send the list of discarded publications to departments/centres that may need

the discarded publications for its department library

47
 • The remaining books may be exhibited for sale at a minimum price by the

library and

• The publications that could not be disposed off using steps mentioned above

and unwanted material received free of charge from time to time may be

destroyed by pulping through paper mills or disposed off as waste paper

following the institute procedure for such disposal.

13 Maintenance of Documents

13.1 Introduction

It is essential that each acquired document in the library should be kept

physically fit for use by the user as well as by the library staff. Proper care must be
taken to avoid any damages. Document maintenance includes shelving, dusting and
cleaning, preparation and maintenance of guides and location charts, shifting and
rearrangement, shelf rectification, maintenance of shelf-list and catalogues, stock
verification, binding, preservation, care and weeding out of documents.

To save the time of the users as well as the staff, documents in the library
should be arranged in a logical order. Reference documents should be arranged in a
separate room, and currently received documents should be displayed in the reference
collection room. Other collections may be arranged in such a way that they should
meet the needs of the users. Proper dusting and cleaning of documents should be
done on a regular basis. User-guides should be put at different places in the library so
that users can have access to different parts of the library, like reference room,
periodicals room, circulation counter, photocopying room, audio-visual room, book
stack, etc.

13.2 Shelving and Shelf Rectification

The library has an open access system, where users have the freedom to pick
up documents from shelves. Some users misplace documents intentionally.
Sometimes, by mistake, staff also keeps reference documents in general collection or
vice versa. There should be a regular checking of the order of arrangement of

48
documents in the shelves. All misplaced document should be restored to assigned
positions. This process is called ‘shelf rectification’. Each staff and officer of the library
should scan the shelves systematically and shift the misplaced or wrongly shelved
documents to their proper locations. If any torn document is found, it should be sent
for binding.

The arrangement of all documents should be according to the classification

scheme. Movement or arrangement of documents should be parallel to the movement
and arrangement of the corresponding shelf-list cards. If a document is transferred
from one sequence to another sequence, the cards in the shelf-list should also be
rearranged accordingly.

13.3 Care of Documents

The library staff is clearly instructed on the care and handling of library
documents, particularly during processing, shelving, and conveyance of documents.
The following steps should be taken:

• Bound volumes should not be sorted out from their fore edges, as this process
weakens the binding
• Shelves should not be fully packed. If a document will not slide out of the shelf
with a gentle push, then the shelf is too-full. A too-full shelf can crack the
spines of the book and cause damage when a user tries to remove a volume
• Huge volumes should be kept in a horizontal position
• Dust should not be allowed to accumulate on the documents because the
collection of dust causes staining of documents and promotes chemical and
biological damage. Cleaning and the use of vacuum cleaner should be done
regularly and carefully
• Magnetic discs or documents containing disc(s) should not be kept open or near
any magnetic or electric equipment, i.e. tape recorders, air-conditioners, etc.
Such materials should be kept in a dust-free, temperature and humidity
controlled room
• There are more than 70 varieties of insects that can cause damage to the library
materials. The most common are cockroaches, silverfishes, termites, book lice,

49
 bookworms, white ants, mud wasps, moths, etc. Poor housekeeping, excessive
moisture and darkness contribute to the problems caused by insects
• The insufficient air circulation combined with dampness or humidity also leads
to mould-growth
• Cockroaches disfigure books by eating the varnish and colour of the binding.
They eat starch and glue found in papers and book covers. They also excrete a
dark liquid that discolors and stains pages or other surface over which they
crawl. Borax or common salt can be used to prevent cockroaches
• Silverfish, like cockroaches, are attracted to glues, pastes and other adhesives.
Sodium fluoride can be applied to bound volumes to save them from
silverfishes. Termites are the more common damaging insects to library
materials. They eat cellulose and attack all forms of paper as well as wooden
products. They are difficult to detect because they eat into the interior part of
the materials leaving an undisturbed outer shell. Spread of kerosene, oil, DDT
or gammaxine powder over the affected area can help in the control of termites
• Proper cleaning, fumigation and exposure to sunlight also help in reducing the
effect of insects in the library and
• Rats and mice also damage the library materials. Repellants should be used to
protect materials from them. Proper pest control can minimize the problems
caused by the above insects.

13.4 Binding of Documents

Binding of library materials is done by commercial binders whose services are

available in the local market. In this regard, the library decides the specification, terms
& conditions of binding, type of binding, color of binding for each type of document.

The Library prepares a list of documents to be bound. These documents along

with a gate pass and supply orders are issued to the vendor for binding. After the
bound volumes are received from the binder, the library verifies each document,
checks the binding, tooling, ensures the proper binding and changes the status in the
software. The procedures followed to carry out binding work through binder are as
follows:

• Cost up to Rs. 15,000 - directly through any local binder.

50
 • More than Rs. 15,000 and Rs. 1,00,000 - through the Library Committee
calling limited quotation and
• More than Rs.1,00,000 - through tender process as applicable.

14 Physical Ambience

• Cleanliness

The Library is a central resource department that is the backbone of all

academic programmes of the Institute. Students and faculty spend a

considerable time in the library premises pursuing their research and studies.

Hence, the library has a system in place to monitor and maintain the

cleanliness and hygiene of the library premises by regular sweeping, cleaning

and mopping of all floors, and washrooms.

• Electricity, Water and Ventilation

The Library ensures that these essential facilities are working at all times and

users are not put to any inconvenience.

15 Preventive Measures

Some preventive measures are listed below:

• Closed access to the rare books and specialized collections.

• The exit/entry to the library is monitored.

• Sealing of windows with wire mesh, installation of RFID security gate for

detection of the theft, adequate vigilance in the stack rooms, closed-circuit

television, monitoring system, introduction of Identity/membership cards for

identification of users are followed.

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 • Adequate numbers of staff in the library for monitoring have been employed.

16 Theses

At present, our library has over 12,000 theses and dissertations belonging to

various fields of study such as Home Science, Science, Humanities and Education

submitted at the Post Graduate, Master of Philosophy and Post Doctoral level to

Avinashilingam Institute for Home Science and Education for Women.

16.2 Activities

• Accessioning and entering bibliographical details with extended abstract on

library database.

• Stamping, barcoding and labeling of theses.

• Arrangement and maintenance of the theses collection.

• Assist the users to access the theses for reference purpose.

16.3 Consultation Rules

• These materials can be consulted within the library premises only.

• Photocopying/taking photograph/scanning of the whole or any part of theses

are strictly prohibited.

16.4 Digitalization of Theses

• The database of the theses is accessible on the online catalogue by title, author,

supervisor, department, year, keyword and

• An institutional repository containing the full text of the theses has been

created and this can be accessed within the campus network.

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16.4 Shodhganga / Shodhgangotri

Shodhganga is reservoir of Indian theses is a digital repository of theses and

dissertations submitted to Indian universities. It is maintained by INFLIBNET Centre
which is an autonomous Inter-University Centre of the University Grants Commission
(UGC) of India.

The full text of all the documents submitted to Shodhganga is available to read
and to download in open access to the academic community worldwide.

The Shodhganga repository was created by the University Grants Commission,

making it mandatory through regulations issued in June 2009 for all universities to
submit soft copies of Ph.D. theses and M.Phil dissertations to the UGC for hosting on
the INFLIBNET.

1. The Institution uploads its Ph.D. theses in Shodhganga.

2. The Library gets CDs from the Controller of Examinations as submitted by
students.
3. Once it gets the CD, the Library uploads the contents on Shodhganga website.

16.5 Guidelines for Submission of Thesis/ Dissertation

Our Institute has signed a Memorandum of Understanding under Shodhganga

project with UGC-INFLIBNET. Shodhganga is a repository of Indian Electronic Theses
and Dissertations. It requires compulsory submission of the theses online in the
Shodhganga repository. The Institute is in the process of facilitating smooth
implementation of this project

1. Authentication Certificate: Scanned copy of duly filled Thesis/Dissertation

Authentication Certificate’ (Annexure-12) must be signed by the research
scholar that the thesis/dissertation contained in the CD/DVD is complete in all
respect and is same as submitted in print and has been checked for plagiarism.
2. The candidate shall submit two soft copies to the Institute. The soft copy shall
be written on CD strictly in accordance with the instructions appended
(Annexure-13 & Annexure-15)

53
 3. Consent Form for Digital Archiving: Scanned copy of ‘Consent Form for
Digital Archiving’ (Annexure-14) duly signed by the research scholar has to be
submitted.
4. The CD shall be marked with the details (using permanent marker) such as:
year of submission, Reg No., name of the candidate and title of the thesis.
5. In case the candidate is instructed by the Institute to incorporate the
corrections in the thesis while resubmitting, the corrected copy CD should be
submitted adhering to the point 2.
6. The contents of the Theses and Dissertations are to be verified by the
designated library staff in accordance with the guidelines.
7. After satisfactory verification, the designated library staff will upload the thesis
in Shodhganga
17 Anti-Plagiarism Software

Plagiarism detection is the process of locating instances of plagiarism in a

written work or document. The widespread use of computers and the advent of the

internet have made it easier to plagiarize the work of others. The Library has access to

anti-plagiarism software from INFLIBNET as the Institute has signed an MOU for

Shodhganga. From the year 2014, access is provided to Turnitin & iThenticate, and

from the year 2015 access is provided for Urkund software. The library also

subscribes to Turnitin software for checking plagiarism.

17.1 Procedure for Plagiarism Check

While submitting the soft copy of the Ph.D. theses for plagiarism-check, the

research scholars and supervisors, who are submitting their theses to the

Avinashilingam Institute for Home Science and Higher Education for Women are

requested to consider the following guidelines (Annexure-8).

54
 1. The soft copy of the doctoral theses has to be in PDF or Word file (or as directed

from time to time) in a CD

2. Theses covering all the chapters, from the introduction to

bibliography/references, shall be in a single file, excluding preliminary pages:

declaration, acknowledgment, abstract, list of charts and abbreviations, tables

of contents, etc., and succeeding pages: glossary, index, questionnaire,

annexures

3. Duration of one day is allowed for scanning the text of the theses and the issue

of the report depicting the percentage of similar content

4. In case the percentage of similar content is beyond the permitted limit or any

plagiarized content is detected, the researchers have to take appropriate

measures under the supervision of their guides as to ensure originality of

research content

5. The researchers are required to acknowledge accurately the right authors and

sources given in the text within quotes. Uniformity and consistency are to be

maintained in rendering bibliographic references. An accepted standard format

has to be followed for rendering references

6. The Library will provide plagiarism check service to all research scholars of the

Institute and

7. For languages like Tamil, Hindi, French, and other languages, no software is

available in our Institution for plagiarism check.

17.2 Plagiarism Check for Staff / Student Publication

The students and staff members are requested to fill the application form

(Annexure-9) for plagiarism verification and forward it through the concerned head of

55
the department. The document should be forwarded through email or on a CD. After

verification, the hard copy of the report will be issued by the librarian with signature

and seal.

17.3 Report to the Readers

The articles received from the readers are verified within a day. The librarian

sends the report to the concerned faculty/ student with the following information

(Annexure-10 & 11).

18 General Rules

• Silence should be maintained in the library

• All the students / scholars and outsiders entering the library shall keep their

bags and other belongings at the entrance

• Only papers and library books to be returned are allowed inside the library

• Do not leave any valuables at the check point

• The Library is not responsible for any loss of personal belongings

• The Identity card is compulsory for getting access to the library. This should be

presented in the electronic gate register during entry and exit

• Beverages and eatables are not allowed inside the library

• Using cell phones inside the library is strictly prohibited

• No photographs of the library shall be taken without proper authorization

• Demand and suggestion slips are available at the circulation desk for the users

of the Library

• The Library user shall not engage in audible conversation in any part of the

library

56
 • Books or other materials taken from the stacks should not be re-shelved by the

readers. Books should be left on the reading table after use. Please remember

that a document misplaced is a document lost

• Deliberate tampering of RFID tags and unauthorized exit of books will invite

severe penalty and

• The librarian reserves the right to suspend the membership of any member

found misbehaving with the library staff or any other member.

These rules and regulations are subject to revision / updation from time-to-time
without assigning any reason.

Conclusion

The Chairman of the University Education Commission Dr. S. Radhakrishnan

said “Library is the heart of all University’s work”. The Library of our Institute

motivates the users to acquire knowledge through open reading and enable them to

gain knowledge through extra reading. Our Library services thus aim to ensure our

users to achieve up-to-date knowledge and march towards excellence in all walks of

Life.

57
 Feedback Analysis Report o f the Library

Introduction
The development of a nation depends upon the quality of education imparted to its citizen.
The motivation to acquire knowledge through open reading is highly anticipated through university
students because academic performances of the students depend not only on the teaching
methods but also on the knowledge gained by them through extra reading. The Secondary
Education Commission (1952-53) states that the library will be the hub and the centre of the
intellectual and literary life of the recognized educational Institution.

Dr. S. Radhakrishnan as the Chairman of the University Education Commission (1948­

1949) said, “Library is the heart of all the university’s work”. Research is the major focus of the
Universities. University library has to evolve from global knowledge warehouse to service oriented
Institutions to fulfil the users’ requirements.

The users of the university library system constitute faculty, students, research scholars
and educational administrators. The libraries help their users for ‘self development’, ‘fulfilment of
curriculum requirements’ and ‘promotion of study and research’. Users’ satisfaction is the prime
motto of the library and information centre. In spite of giving much importance to collection,
development and provision of enhanced library services, the number of turnout to the library is
decreasing. A user study is conducted to to improve the resources and services of the Library by
circulating feedback forms to the UG and PG students of our Institute. One thousand forms were
distributed and 935 responses (UG-697 and PG-238) were collected and consolidated. This is done
for identifying the strengths and weaknesses of the library resources and the retrieval techniques.
The outcomes of the feedback are enlisted hereunder:

Section A

1. Sections Visited
Section A of the questionnaire contained statements related to general information like
status of the student, sections visited, purpose of visit and frequency of visit. The responses were
collected, percentage analysis was done and the details are shown in Table 1:

58
 Table-1 Percentage Analysis of Students visited to various sections of the Library

S. No Section Visited UG% PG%

1 Circulation 21 17
2 Reference 18 25
3 ETD lab 1 7
4 Periodical 17 36
5 Reading 43 15
Total 100 100

The results presented in Table-1 shows that 43 percent of the UG and 15 percent of PG
students visit the reading hall for referring latest books and reading newspapers, 21 percent of
the UG and 17 percent of the PG visit the circulation section for borrowing and returning the
books, 18 percent UG and 25 percent of the PG students visit the reference section,17 percent
of the UG students and 36 percent of the PG students visit the periodical section and 1 percent
of UG and 7 percent of the PG students visited ETD lab. ETD lab is the section least visited by
the users. Though 7% of the students visit the ETD section that is doing PG, it is not much
visited by the UG students. This has to be strengthened through proper awareness creation.
Thus, the results proved that the PG students are visiting the periodical section often and
utilise the latest print journals for their research, seminar, prepare study materials and
assignment. The obtained values on section visited are presented as a pie diagram in Fig. 1 and
2:

Section Visited UG

■ Circulation Section

■ Reference Section

■ ETD Lab

■ Periodicals Section

■ Reading Hall

Fig. 1 and 2 Percentage values of Section visited by the UG and PG students

of various Schools

59
 2. Purpose of Visit
The purpose of visit of the students were collected, analysed and presented in Table 2:

Table-2 Percentage Analysis of Purpose of visit

S.No Purpose of Visit UG% PG% Total

1 Reference / Research 43 51 94
2 Borrow Materials 37 27 64
3 Make use of facilities 11 14 25
4 Photocopying 5 6 11
5 ID Cards 4 2 6
Total 100 100 200

The results reveal that the 51 percent of PG and 43 percent of UG students are visiting
the library for reference/research purposes , 37 percent of UG and 27 percent of PG students
come to the Library to borrow materials, 11 percent of the UG and 14 percent of PG students visit
the Library to make use of the facilities like online reading, 5 percent of UG and 6 percent of PG
students visit the Library for photocopying and 4 percent of UG and 2 percent of PG students visit
the Library for getting their ID cards. Thus, the results revealed that the PG students visit the
Library for reference and collect reviews for their dissertation than borrow and photocopy. The
obtained values on purpose of visit are presented as a pie diagram in Fig.3 and 4:

Fig. 3 and 4 Percentage values of Purpose of visit by the UG and PG students

of various Schools

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 3. Frequency of Visit
The details pertaining to the frequency of visit to the Library by the undergraduate and the
post graduate students were collected, consolidated and presented in Table3:

Table-3 Percentage Analysis of Frequency of visit

S.No Frequency of Visit UG% PG% Total

1 Daily 12 56 43
2 Weekly 65 31 121
3 Monthly 23 13 36
Total 100 100 200

The results presented in the Table-3 reveals that the 56 percent of PG and 12 percent of
UG students are visiting the library daily and 65 percent of UG and 31 percent of PG visiting
weekly, 23 percent of UG and 13 percent of PG visiting the Library monthly once. Thus, the
results proved that PG students are frequently visiting the Library than the UG students. The
obtained values on frequency of visit are presented as a pie diagram in Fig.5 and 6:

Frequency of Visit UG Frequency of Visit PG

■ Daily ■ Daily

■ Weekly ■ Weekly

■ Monthly ■ Monthly

Fig. 5 and 6 Percentage values of Frequency of visit by the UG and PG

students of various Schools

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Section B
1. Library Staff

This section contains the statement of the attitude of Library Staff towards the students such

as response to queries, knowledge and competency, efficiency and promptness and effectiveness in

supporting them to retrieve relevant information for their study and research. The data collected

from the UG and PG students were consolidated and presented in Table-4:

Table-4 Percentage Analysis of Attitude of Library Staff towards Students

1. Library Staff

Particulars Excellent Good Satisfactory Not Satisfactory

UG PG Total UG PG Total UG PG Total UG PG Total

Response to
27 33 60 52 56 108 19 6 25 2 4 6
Queries
Knowledge and
30 38 68 55 53 108 14 6 20 1 4 5
Competency

Efficiency and
30 30 60 52 61 113 17 6 23 1 4 5
Promptness

Effectiveness 29 40 69 55 51 106 15 4 19 0 8 8

The services of the library staff were assessed on a four point scale, most of the students

have given positive comments. Responding to the needs of the visitors of the library, the ability to

guide them with adequate knowledge and competency and the promptness in the delivery of

services are well appreciated by most (around80%) of the students (both UG & PG). This enthrals

the students to visit the library. The obtained values are presented as a diagram in Fig .7:

62
Fig. 7 Percentage values of Attitude of Library Staff towards UG and PG
students of various Schools

2. Library Environment

This section contains the statement of the Library Environment such as cleanliness and
ambience, Lighting and ventilation and Equipment and facilities. The data collected from the
respondents were consolidated and presented in Table-4:

Table-4 Percentage Analysis of Library Environment

2. Environment

Excellent Good Satisfactory Not Satisfactory

Particulars
UG PG Total UG PG Total UG PG Total UG PG Total
Cleanliness 0.3
55 57 112 40 36 76 4 2 6 4 4.38
& Ambience 8
Lighting & 0.7
48 48 96 44 41 85 7 7 14 4 4.76
Ventilation 6
Equipment
39 46 85 47 40 87 10 10 20 2 2 4
& Facilities

63
The library environment sounds great in terms of cleanliness, ambience, lighting, ventilation,
equipments and facilities. The library is well equipped to handle the UG & PG students with
a well established environment conducive for happy learning. Thus, the results proved that
cleanliness and ambience are well appreciated by both UG and PG students. The obtained
values are presented as a diagram in Fig.8:

150

100 ■ Excellene
Not Satisfactory ■ Good
50 Satisfactory
Good ■ Satisfactory
0
Excellene ■ Not Satisfactory
Cleanliness
„ lighting &
& Equipment
Ventilation
Ambience & Facilities

Fig. 8 Percentage values of Library Environment

3. Services

This section contains the statement of the Library Services provided for the students as
Online Public Access Catalogue, Clientele assistance, New arrivals display service,
Online/Internet service, Circulation service, Reference service and Periodical service. The
data collected from the respondents were collected and presented in Table-5:

64
 Table-5 Percentage Analysis of Library Services

3. Services
Not
Excellent Good Satisfactory
Satisfactory
Particulars
UG PG Total UG PG Total UG PG Total UG PG Total

OPAC 25 34 59 56 50 106 15 13 28 4 2 6

Clientele
24 36 60 55 54 109 18 6 24 1 4 5
Assistance

New
Arrivals
28 34 62 47 53 100 21 10 31 4 2 6
Display
Services
Online /
Internet 25 33 58 47 54 101 21 11 32 7 3 10
Services

Circulation
25 39 64 55 52 107 18 7 25 2 3 5
Services

Reference
33 34 67 49 58 107 14 4 18 2 3 5
Services

Periodicals
29 38 67 54 56 110 15 2 17 2 1 3
Services

The results reveal that among all the services the reference and periodicals are outnumbered

than the other services. The services provided by the Library motivates to students to visit the

Library. The online and internet services are to be improved. The obtained values are

presented as a diagram in Fig.8:

65
 120
100

80

60

40 Excellent

Good
20
Satisfactory
0 Satisfactory
Not Satisfactory

Excellent

Fig. 8 Percentage values o f Library Services

4. Collection

This section contains the statement of student views about Library collection such as

sufficiency and availability, recency/updatedness, physical condition and variety. The data

collected, consolidated and presented in Table-6:

66
Table-6 Percentage Analysis of Library Collections

4. Collections

Excellent Good Satisfactory Not Satisfactory

Particulars
UG PG Total UG PG Total UG PG Total UG PG Total

Sufficiency &
32 37 69 51 55 106 14 6 20 2 4 6
Availability

Recency /
29 34 63 51 55 106 14 7 21 5 4 9
Updatedness

Physical
33 38 71 51 49 100 13 9 22 44 2 46
Condition

Variety 34 38 72 50 53 103 14 8 22 2 1 3

The result reveals that the collections of the library is good as expressed by most of the
students wherein the physical condition alone is looked down by 44% of PG students. The
physical condition shall be improved further. But for the physical conditions, variety,
updatedness and sufficiency have scored well. The obtained values were presented as a
diagram in Fig.9:

Fig. 9 Percentage values of Library Collections

67
5. Overall Impressions
The Overall impressions/opinion of the Library includes collection, services, facilities and
manpower of the Library. The data collected from the students were consolidated and
presented in Table-7:

5. Overall Impression

Excellent Good Satisfactory Not Satisfactory

UG PG Total UG PG Total UG PG Total UG PG Total

35 41 76 54 50 104 10 8 18 1 0 1

The Overall Impression of the Visitors of the Library Sounds Excellent (38%) and Good (52%).

This is the welcoming feature of the Library.

Apart from the objective responses, suggestions were sought on improving the

services of the library in the following areas and are summed up here

Particulars Suggestions given by the students

UG PG

1. Kind and responsive 1. Staff are good and approachable

2. Need good interaction 2. More staff shall be present for
3. Active and helpful better Service
4. There must be sufficient 3. Guiding properly
Library Staff staff in each sections for the 4. Permit the students during free
convenience of the students hour without the letter of the staff-
in-charge
5. Library staff should respond to
queries in a proper manner

68
 1. Clean environment but 1. Environment is good and its
ventilation is not enough properly maintained
2. Good and excellent for 2. Peaceful to study and research,
reading and writing Space Needed
3. Good atmosphere with 3. Good atmosphere with pleasant
Environment
pleasant surrounding surrounding
4. Peaceful environment 4. Water Doctor is the need of the
5. To be more ventilated and hour inside the library
spacious 5. On Air conditioner all the time

1. Adequate services are 1. Reference Service is good

provided 2. Increase the number of books to be
2. Online public Access Issued
(OPAC)catalogue is very 3. Document Delivery Service is
Services useful Excellent
3. Photocopying service is good 4. Need support in collecting reviews
4. Renewal of books to be 5. Circulation timing to be extended
permitted on holidays
5. Reference books to be issued
1. Need more books in 1. Reading books needed
reference 2. New books are added to the
2. Update the latest version collection
3. Collection of Books are 3. Rare collections are present useful
Collections Sufficient for English literature students
4. Concentrate on New arrivals 4. The collections are relevant and
and Syllabus oriented books helpful to the user at the optimum
5. Recent books are not 5. Syllabus oriented and latest books
available be updated to be added
1. Our Library is excellent 1. Books should be issued all the
2. Library books and time irrespective of holidays
infrastructure is excellent 2. Best user Award is very impressive
3. Fine amount to be reduced
3. Good to have such a library
Overall 4. Allow the students in all sections
in our University of the Library during holidays
4. Should have the updated 5. Change all the furniture, Issue
books counter, long queue
5. To improve some traditional
book collections

Major outcomes of the Survey

1. More staff shall be present in each section for better service
2. Increase the number of books, reference books to be issued
3. Syllabus oriented and latest books, Foreign Author Books to be added in the collection

69
 4. Circulation timing to be extended, Renewal of books to be permitted
5. Change of furniture, issue counter and water doctor needed inside the library
6. Fine amount to be reduced

Conclusion

Today’s young generation are spending much of their time on social media. Inculcating
reading habits among youngsters is the need of the hour. The Library is conducting user
awareness programmes for the students about the resources and services of the Library
every six months and motivates the users to make use of the resources for the personal
growth and nation building activities. Hence it is necessary to conduct user studies on
regular basis and to get feedback from the users to evaluate the existing services and
introduce new services. The significant role of librarian is to provide efficient and effective
service to the user at the right time by reducing the real time by facilitating and be user
friendly. The survey enlightened us that the users are moving forward towards digitalisation
and some of the services of the library has to be revamped through more focus on creating
awareness. As the results reveal that the ETD lab facilities has to be improved and made
user-friendly. The periodicals and the circulation sections shall be facilitated through
allocating more manpower. More attractions have to be carried out through digital tools and
user awareness programme. Let us march towards the digitized world with innovative library
services.

70
ANNEXURES
 A vin a sh ilin g a m Institute fo r Hom e S cience and H igher Education fo r W om en
(Deemed to be University under Category 'A ' by MHRD, Estd. u/s 3 of UGC Act 1956)
Re-accredited with 'A ' Grade by NAAC.Recognised by UGC Under Section 12 B
Coim batore - 641 043, Tamil Nadu, India
Annexure-1

LIBRARY
BOOK/E-BOOK RECOMMENDATION /INDENT FORM
(Please use additional forms if necessary)

Department....................................................................................... Date...................................
Supplier’s Name............................................................................... Budget / Grant

S. Year, Publisher No of Type of Book Amount Remarks

(Books
No Authors Title Edition Copies (Reference/
Text) in Rs. available in
the Library)

Total
The library may please purchase the above books recommended by the faculty.

Recommended by (Name) Signature of the HOD Signature of the Dean

(Seal) (Seal) (Seal)
 A vin a sh ilin g a m Institute fo r Hom e S cience and H igher Education fo r W om en
(Deemed to be University under Category 'A ' by MHRD, Estd. u/s 3 of UGC Act 1956)
Re-accredited with 'A ' Grade by NAAC.Recognised by UGC Under Section 12 B
Coim batore - 641 043, Tamil Nadu, India
Annexure-2
JOURNAL/ONLINE JOURNAL SUBSCRIPTION/RENEWAL FORM
(Please use additional forms if necessary)
Department................................................................................... D ate...........................................
Budget / Grant.........................................................................
Note: 1. All the entries must be accurate & legible
2. Submit on or before 30th September every year
3. Subscription will be considered depending upon the priority/ fund availability/ special
approval
4. Default subscription period is next calendar year
5. Applicable for current subscription only.

S. Name of the Journal with Vol. No. Peer Reviewed Amount in

Publisher with Impact
No ISSN & Iss. No. Factor Rs.

Total
The library may subscribe the above mentioned journals recommended by the faculty.

Recommended by (Name) Signature of the HOD Signature of the Dean

(Seal) (Seal) (Seal)
 A vin a sh ilin g a m Institute fo r Hom e S cience and H igher Education fo r W om en
(Deemed to be University under Category 'A' by MHRD, Estd. u/s 3 of UGC Act 1956)
Re-accredited with 'A' Grade by NAAC.Recognised by UGC Under Section 12 B
Coimbatore - 641 043, Tamil Nadu, India
Annexure-3
Library
Vendor Registration Form for Supply of Books
I/We the Proprietor(s) Others
(Please specify)____________________________________ of the firm/company submit. The
following particulars of the firm for registration as book suppliers to the
Avinashilingam University Library.

1. Firm’s N a m e______________________________________________________
A d d ress_______________________________ Telephone 1..
_______________________________ 2._______
Email 1 ._______________________________ Mobile _
2 . _____________________________ Fax _

2. Properties’ N a m e__________________________________________________
A d d ress_______________________________ Telephone 1..
_______________________________ 2._______
Email 1. _______________________________ Mobile _
2. Fax _

3. Nature of Business : Publisher Online Bookstore

Others (Please Specify)

4. Type of Establishment : Proprietory Ltd. Company

Others (Please Specify)
5. Date of Establishment __________________________
6. Financial Turnover (Per anum) __________________________
7. PAN / TAN No. __________________________
8. Name as given in the PAN C a rd .__________________________
9. Memberships of Association etc. (Please give details National/State Level
Professional Associations only).

List of Documents (Self attested) enclosed. (Please give Serial Nos of documents
attached................. )
 1. Copy of PAN/TAN Card
2. Copies of Income Tax Return of last three years, if PAN Card is not in the name
of the firm.
3. Copy of Registration / Incorporation Certificate of the firm.
4. List of Publishers Represented by the firm, if the firm is a distributor.
5. Copy of membership certificate of Associations etc. (National/State Level
Professional associations only).
6. List of Universities and Research Institutions which are regular clients of the
firm.
7. Terms and Conditions prescribed by the University, signed by the Proprietor of
the firm as a token of acceptance.

UNDERTAKING
I/We undertake that:

1. I/We shall participate actively in the supply of books to the University and
agree to the display and sale of latest relevant books at the library of the
faculty/department whenever the University Library organizes such event(s).
2. The information given above is correct. Any change in the above information
shall be intimated immediately.
3. I/We have carefully read the terms and conditions for registration and supply
of books to the Avinashilingam University Library System as amended from
time to time and agree to supply books to University on the term and
conditions prescribed by the University.
4. I/We shall be liable to action as deemed fit by the University for any
misrepresentation or suppression of facts, malpractices if any, adopted by the
firm or its employees whenever such acts are noticed.

Signature of the Proprietor

Name

Seal
Date:
Place:
 Terms and Conditions for Book Suppliers

a. All books carry a discount as per the agreed terms

b. The order should be acknowledged within 7 days from the receipt date of order.
c. If a book is ordered from abroad, it should be informed to us before sourcing it
d. The ISBN number and year of edition should necessarily be stated against each
title in the Bill
e. Please supply latest editions. Always supply paperback editions unless otherwise
mentioned. Indian reprints/editions, if available should be supplied. Consult us
beforehand if you intend to supply hardback editions, if the ordered paperback
edition is not available
f. Damaged books, books with missing pages shall have to be accepted by the
supplier on return even if they have been stamped for accessioning
g. The book should not be sent by V.P.P.
h. The maximum time limit for supply of book is 60 days
i. The order would be treated as cancelled, if the books are not supplied or no report
as to availability or otherwise is received within the mentioned period
j. You should certify on the Bill that the prices quoted there in are the publisher's
current prices. And, enclose the stamped price proof along with the bill
k. In case of cheating by charging more than actual price, the University can punish
by blacklisting the supplier
l. The Bills should be submitted in triplicate addressed to The Registrar,
Avinashilingam Institute for Home Science and Higher Education for Women,
Coimbatore
m. The Bill should contain the suppliers TAN No., PAN No., RTGS/NEFT
n. During the time of submission of bills, the supplier shall append the declaration
on the bill, that-
a. Only latest editions of the books etc. have been supplied
b. The actual prices of publications have been charged without any
handling/postage charges
c. These are not remaindered titles/damaged books with missing pages.
The Indian/Low priced editions of these publications (if foreign) are not
available in India
Place:
Date:

Signature of the Proprietor with seal

 A vin a sh ilin g a m Institute fo r Hom e S cience and H igher Education fo r W om en
(Deemed to be University under Category 'A ' by MHRD, Estd. u/s 3 of UGC Act 1956)
Re-accredited with 'A ' Grade by NAAC.Recognised by UGC Under Section 12 B
Coim batore - 641 043, Tamil Nadu, India

Library Annexure-4
Vendor Registration Form for Supply of Journals

Sl. No. Item

1. Name of the Agent / Vendor
Complete Postal Address With Tel. No. / Fax / E - Mail
2. Annual Turn Over ( Last three years )
PAN NO. TIN NO.RTGS/ NEFT
3. Income Tax Return proof ( Latest three )
4. Name of Publishers, Whom you represent as ( Attach list )
i. Exclusive Agent
ii. Preferred Agent
5. Whether Affiliated by “ The Federation of Publishers & Booksellers
Associations in India
6. List of Five most Important Academic/ Research Libraries Who Are Your Customers (
Attach at least two letters from the Librarians regarding satisfactory supply )
7. How much time you will take in supply of journals to institute from date of
publication
8. Certificate of successful execution of single order ( worth more than 10 lakh ) in
respect of institutions where executed ( Attach copy of orders )
9. Name of preferred postal/courier service for the supply of print journals
10. Library expects that all payment to the publisher would be done by electronic
transfer at your own cost. Do you agree?
11. Discount in % offered over published price and any other notable service offered
by your firm ( without affecting service quality )

Declarations:

• I/We .............................................................. ( Name of the partners/ proprietors )

do hereby declare that the entries made in this application form are true to the best
of my /our knowledge and that I/We shall be bound by the acts of the duly
constituted authority.
• Mr...................................................... Designation ....................................................
Whose Signatures are given below is an authorized representative of the firm.
• I/We also undertake the responsibility to communicate all subsequent changes in the
constitution of Working of the firms, affecting the accuracy of the facts stated above.
• I/We also agree to the terms and conditions (Annexure-1) for supply of the journal to
Avinashilingam University Library,Coimbatore.

Place: Authorized Signatory

Date: Firms’ Seal

 LIBRARY

GENERAL TERMS AND CONDITIONS FOR JOURNALS

1. Timely supply of issues of journals

2. In order to avoid loss of transit the library shall prefer to receive all journals by
speed post / courier.
3. The subscription agent shall supply the journal issues addressed to “The
University Librarian, Avinashilingam Institute for Home Science and Higher
Education for Women, Coimbatore-641043”
4. The subscription agent may offer any discounts/ concessions applicable to
academic institution wherever possible
5. The agent should submit the bill in triplicate in the name of The Registrar,
Avinashilingam Institute for Home Science and Higher Education for Women,
Coimbatore-641043
6. No postage, handling and service charges will be paid to the agents

7. All the complaints should be attended within the reasonable time

8. The agent will remit the full subscription to the publisher on behalf of the
Avinashilingam Institute, Coimbatore before submitting bills of journals for
advance payment and will submit documentary evidence for such remittance and
supply orders
9. Full advance payment shall be made against all the bills of journals, bills should
accompany the price-proof of journals
10. University will release advance payment only after the receipt of Bank Guarantee
drawn from a Nationalized Bank for 10% of the subscription value as security
deposit. This deposit may be released after completion of supply of journal issues
and after adjusting the dues , if any
11. Supplementary bills shall not be submitted, except when subscription rate is
changed by the publisher and revised rate is paid by the supplier. Such a revised
rate shall be paid by the University on production of documentary evidence.
12. Conversion rate of RBI / Nationalised bank as on date of subscription are
applicable for all payments
13. The payment is made through the form of Draft / Cheque / Wire Transfer
14. The payment acknowledgement should be submitted to the librarian within 30
days from the date of receipt of advance payment from the university
15. If there is any discrepancy or inability to process our orders on time, the same
should be intimated immediately to the Institute
16. The period of subscription is for one calendar year January to December for all the
journals. Supplementary volumes if any published during the year may also be
supplied
17. All journals/issues should normally be supplied within one month from the due
date of publication. W henever the journals are not received by the University
even after one month from the actual date of publication, the agency should
indicate the reasons for delay, with proof of actual date of publication intimate
along with the reply.
18. Claims for missing issues of journals shall be made within 90 days of the
publication of issue, if it is supplied directly by the publisher. In case of delivery
by subscription agent the supply will be reviewed every quarter by the Library and
agent.
19. The agency will be given 18 months time in total, starting from the
commencement of subscription, to settle all the missing issues and gaps in
supply. If the Journals/issues, subscribed but not received within the stipulated
time mentioned, appropriate/proportionate cost should be refunded to the
University by the subscription agency, irrespective of the refund by the concerned
publishers.
20. In the event of loss of any issues of the Journals which occurs during the transit,
postage, courier, etc. for any other reason whatsoever, the Supplier shall replace
all such copies as may have been lost in transit, etc. to the University without any
extra charges.
21. If the publication of the Journal is behind the schedule, the same should be
informed accordingly along with the expected date of availability.
22. The Subscription Agent(s) should ask the publisher of the journal to provide the
online access of the journals which are subscribed in print with online by the
university or are free with print subscription.

23. For on-line access of the journals (free on-line is available along with subscription
of print), the agent will have to provide the technical support. The access to be
provided by IP authentication. IP range will be provided at the time of placing the
order
24. If the Supplier receives any supplements including Soft Copies, CDs and gifts
offered by the respective publishers along with any particular journals, these are
to be treated as part and parcel of subscription and the same should be sent to
the University.
25. Every month the agent will submit a status report giving the details of the journals
supplied during the month along with action taken on the pending supplies.
26. Every three months reconciliation of supply shall be made by the library and the
agent
27. In the case of any dispute or misunderstanding arising out of this agreement, the
decision of the Vice Chancellor of the University shall be the final and binding to
the suppliers including fixing of penalty for any violation of this agreement
28. The Subscription Agent(s) would send a signed agreement on a non-judicial stamp
paper of Rs 100/- mentioning all the above terms and conditions in it.
29. The agent shall sign the terms and condition of subscription to journals if it is
acceptable to him. Any other conditions imposed by the agency on its own after
the agreement will not be valid.

Place:

Date:

Signature of the subscription agent with seal

 Annexure-5
BOOK ORDER FORMAT

From: To:
The Registrar,
Avinashilingam Institute for Home Book Seller Address
Science and Higher Education for
Women University,
Coimbatore - 641043.

AU/LIB/Books/2017-18/ Date:
Dear Sir/ Madam,

Sub: Purchase of books - Department Name - Supplyorder No. - Reg.,

Kindly arrange to supply the latest edition of the books as per the list enclosed
herewith so as to receive by us not later than 20 days.
a. The bill, in triplicate, after allowing a discount of not less than 25% may kindly
be forwarded to “The Registrar, Avinashilingam Institute for Home Science
and Higher Education for Women, Coim batore-641043.”
b. The ISBN number and year of edition should necessarily be stated against each
title in the invoice.
c. The price proof i.e. import invoice/purchase invoice signed by you and with
your seal should be enclosed along with the invoice.
d. It may be noted that, if any title supplied by you is found to be remainder title,
action will be taken against your firm.
e. Postage, freight, forwarding and other charges will have to be borne by you.
f. The book should not be sent by V.P.P.
The following certificates should be furnished with the Bill:

• Certified that the books supplied as per this invoice are of latest edition and
not reminder titles
• Certified that the prices charged in this invoice are correct and are according to
the publisher’s catalogue. The conversion rates quoted are the latest as decided
by the Good Offices Committee of UGC and as prevailing on the date of your
firm order for supply
• Certified that special prices / concessional prices (wherever applicable)
/purchase prices only have been charged
Bills without the above certificates and enclosures will not be processed for payment.
The reference No. and date of this order should be quoted in your credit bill without
fail and you are requested to send us an advanced stamped receipt for the Bill
amount claimed by you separately
The receipt of this order may please be acknowledged and your willingness to affect
the supply of books within the given date, if not supplied already may be confirmed
by return of mail/post.
 A vin a sh ilin g a m Institute fo r Hom e S cience and H igher Education fo r W om en
(Deemed to be University under Category 'A ' by MHRD, Estd. u/s 3 of UGC Act 1956)
Re-accredited with 'A ' Grade by NAAC. Recognised by UGC Under Section 12 B
Coim batore - 641 043, Tamil Nadu, India
LIBRARY Annexure-6
Books Lost / Damaged Report Form
USER INFORMATION:
Roll No. : C ourse/D ept.:
N am e o f M em ber: Branch:
E-m ail: M obile:
D ate Reported: Signature:

LOST/DAMAGED ITEM INFORMATION:

A ccession N o .: Call No.: D ue Date:
B ook Title:
Author(s): Edition:
Publisher: Year:

PLEASE TICK MARK (V) APPROPRIATE OPTION:

BOOK REPLACEMENT
I will replace the lost book with an identical book (title, edition, year, etc) within 15 days of the date reported.
Signature:___________________________________________
PAYMENT FOR LOST BOOK OR BOOK DAMAGED BEYOND REPAIR
| | I will pay the penalty as per library rules within 07 days of the date reported.
Cost:____________ Dt. of Acquisition____________No. Years:______ Recovery Amt. (Rs.)__________
(To be determined by Library)
Signature:
PAYMENT TO RECTIFY DAMAGE TO THE BOOK
| | I will pay for the cost to rectify damage to the book within 07 days of the date reported.
Cost to rectify damage__________________ Signature:______________________________
(To be determined by Library)______________________________________________________
OFFICE USE ONLY:

Library staff may please be tick mark ( ^ ) appropriate option and give details:

| |PAID Paid A m o unt ( R s .) :_________________________Receipt No. : ______________________ D ate:

I I BOOK REPLACED with same edition. If edition or year differs then give details below:
Library Staff Signature with date:____________________________
Library Staff Name : ____________________________ I/C(Circulation)
 A vin ash ilin g am Institute fo r Hom e S cience and H igher Education fo r W om en
(Deemed to be University under Category 'A ' by MHRD, Estd. u/s 3 of UGC Act 1956)
Re-accredited with 'A ' Grade by NAAC. Recognised by UGC Under Section 12 B
Coim batore - 641 043, Tamil Nadu, India

LIBRARY Annexure-7
Book Recovery Notice
Date:

This is for your kind information that, Ms. __________________________,_______________,

Class has ______ overdue library books since la s t______ days/ months. Instead of several
reminders she has not returned overdue documents till date. As per the library rules and
regulations, the recovery amount against her is mentioned below.

The library membership facility of the user may be withdrawn temporarily and
necessary action may be taken to collect the recovery amount with due intimation to library.

S.No. Acc. No. T it l e Due on

1. / /

Fine=________ (_____Days)
Cost=

2. / /

Fine=________ (_____Days)
Cost=__________________

Recovery against lose of books = Rs._________ (___ times of the cost)

Fine = Rs._________
Total (As on today) = R s.___________

Assistant Librarian

I/c (Circulation)

Signature of the Dean

Chairman of the Library Committee

 A vin ash ilin g am Institute fo r Hom e S cience and H igher Education fo r W om en
(Deemed to be University under Category 'A ' by MHRD, Estd. u/s 3 of UGC Act 1956)
Re-accredited with 'A ' Grade by NAAC.Recognised by UGC Under Section 12 B
Coim batore - 641 043, Tamil Nadu, India

Annexure-8

REQUISITION FORM FOR PLAGIARISM VERIFICATION

THESIS / DISSERTATION
To,
The Librarian

Subject: Request for Plagiarism check report of M.Phil. dissertation / Ph.D. thesis

Respected Madam,

I am submitting herewith a softcopy of my M.Phil. dissertation / Ph.D. thesis. You

are kindly requested to check plagiarism and issue me a report to that effect.

Name of the Research scholar: M s._____________________________________________

Department : __________________________________________________

Address : __________________________________________________

Title of the M.Phil. dissertation / Ph.D. thesis :

I declare that, I am aware of anti-plagiarism policy of Avinashilingam University, I further

declare that the soft copy being submitted for plagiarism check is the same as print copy of
dissertation / thesis.

1. Signature of Research Scholar:

Date of Registration:
Mobile No: Email Id:

2. Signature of the Research Guide :

Designation:
Mobile No: Email Id:

Forwarded by the HOD:

Department:
 A vin a sh ilin g a m Institute fo r Hom e S cience and H igher Education fo r W om en
(Deemed to be University under Category 'A ' by MHRD, Estd. u/s 3 of UGC Act 1956)
Re-accredited with 'A ' Grade by NAAC .Recognised by UGC Under Section 12 B
Coim batore - 641 043, Tamil Nadu, India

Annexure-9
Requisition Form for Plagiarism Verification (Other than Thesis)
Staff / Student / Research Scholar

ORIGINAL /REVISION ( )
PLEASE NOTE
❖ EMAIL Your document to - [email protected]
❖ The SIMILARITY REPORT will be sent to you through same mail. It requires minimum half
a day.
❖ Your document should be FINAL and ready for submission.
❖ Document should consists of only chapters (Introduction to Conclusion) in Word format
❖ This service is limited to university academic community.
Name (Staff/Student/Research
scholar)
Class Faculty/ Ph.D. /M.phil. Enrolment ID:

Department Mobile :

Email ID
Type (Tick in box) Abstract |
___ | Paper Project

Conference | | Journal Article 1 1

Write in CAPS
Title of
Abstract/Paper/Theses/Dissertation/
Project/Conference/Journal Article

Recommended and forwarded to the Library for similarity verification of the above
documents through URKUND.

Date :
SIGNATURE OF SUPERVISOR/HEAD

Signature and date of the Library Staff

 A vin a sh ilin g a m Institute fo r Hom e S cience and H igher Education fo r W om en
(Deemed to be University under Category 'A ' by MHRD, Estd. u/s 3 of UGC Act 1956)
Re-accredited with 'A ' Grade by NAAC.Recognised by UGC Under Section 12 B
Coim batore - 641 043, Tamil Nadu, India

PLAGIARISM REPORT (THESIS)

Annexure-10

1. Name of the Research Scholar

2. Roll No. and Year of Registration

3. Department

4. Name of the Research Guide

5. Title of the Thesis / Dissertation

Introduction/ Materials and Results/

Review of Methods Discussion /
Literature Summary/
6.
Conclusion

Similarity Content (%) identified

Acceptable maximum limit (%)

7. Software Used

8. Date of Verification

Checked by

Librarian Signature:

Date:
 A vin a sh ilin g a m Institute fo r Hom e S cience and H igher Education fo r W om en
(Deemed to be University under Category 'A ' by MHRD, Estd. u/s 3 of UGC Act 1956)
Re-accredited with 'A ' Grade by NAAC.Recognised by UGC Under Section 12 B
Coim batore - 641 043, Tamil Nadu, India

Annexure-11

PLAGIARISM REPORT (OTHER THAN THESIS)

1. Name of the Staff / Student/

Research Scholar

2. Class Faculty/ Ph.D. /M.Phil. Enrolment ID:

3. Department

4. Type Abstract I I Paper Project

Conference I I Journal Article

5. Title of the Paper

6. Similarity Content (%) identified

Acceptable maximum limit (%)

6. Software Used

7. Date of Verification

Checked by

Librarian Signature:

Date:

In case of languages like Tamil, Hindi, French, etc. on which no software is available for
plagiarism report cannot be generated
 A vin a sh ilin g a m Institute fo r Hom e S cience and H igher Education fo r W om en
(Deemed to be University under Category 'A ' by MHRD, Estd. u/s 3 of UGC Act 1956)
Re-accredited with 'A ' Grade by NAAC.Recognised by UGC Under Section 12 B
Coim batore - 641 043, Tamil Nadu, India

THESIS/DISSERTATION AUTHENTICATION CERTIFICATE Annexure-12

Name of the Research Scholar

Roll No.

Degree

Department

Guide

Thesis/Dissertation Title

Date of Submission

I hereby certify that the Ph.D./ M.Phil. thesis/dissertation contained in this

CD/DVD is in accordance with the guidelines issued by Avinashilingam University
for this purpose and complete in all respect, It is also certified that it is same as
submitted in print and has also been checked for plagiarism using Urkund - anti
plagiarism software.

1. Signature of the Research Scholar :

2. Signature of the Research Guide :

Place:
Date:

Forwarded by the HOD:

Department:
 A vin a sh ilin g a m Institute fo r Hom e S cience and H igher Education fo r W om en
(Deemed to be University under Category 'A ' by MHRD, Estd. u/s 3 of UGC Act 1956)
Re-accredited with 'A ' Grade by NAAC.Recognised by UGC Under Section 12 B
Coim batore - 641 043, Tamil Nadu, India

Annexure-13
THESIS /DISSERTATION METADATA FORM

1. Department

2. Guide

3. Name of the Researcher

DEGREE DETAILS

4. Registration Date

5. Complete Date

6. Awarded Date
THESIS DETAILS

7. Title

8. Alternative Title (or subtitle)

9. Abstract (Enclosed)

10. Note
1.

11. Subject Keywords 2.

3.

12. Language of the thesis

13. Coverage

14. Citation Reference

SUBMISSION DETAILS

15. Size

16. Dimension ( eg. 35 cm)

Accompanying material, if any
17.
(CD/DVD)

Signature of the Research Scholar Signature of the Research Guide

 A vin a sh ilin g a m Institute fo r Hom e S cience and H igher Education fo r W om en
(Deemed to be University under Category 'A ' by MHRD, Estd. u/s 3 of UGC Act 1956)
Re-accredited with 'A ' Grade by NAAC.Recognised by UGC Under Section 12 B
Coim batore - 641 043, Tamil Nadu, India

Annexure-14
C O N S E N T F O R M F O R D IG IT A L A R C H IV IN G

Name of the Research Scholar

Roll. No.

Degree

Department/Centre

Guide/Supervisor(s)

Thesis/Dissertation Title

Date of Submission

1. I am the sole o w n er o f co p y rig h t on th is th e s is /d is s e rta tio n . The A v in a s h ilin g a m

U n iv e rs ity lib r a r y is h e re b y granted , n o n -e x clu siv e , ro yalty-free a n d n o n -tra n sfe ra b le
rig h ts to m a k e a vailab le, in f u ll o r in p a rt w ith o u t a n y m o d ifica tio n s, th is
th e s is / d is s e rta tio n in e le c tro n ic /p rin te d form fo r p u b lic u se a t no ch arge. A n y u se of
m a te ria l from th is th e s is / d is s e rta tio n m u s t be a cc o m p a n ie d w ith a p p ro p ria te cita tio n .

2. A s p e r A U R u le s, O pen A c c e s s /In tra n e t a cce ss to th e s is / d is s e rta tio n w ill be a v a ila b le

after 3 y e a rs em bargo period. How ever, n o tw ith sta n d in g , I w is h to a llo w open a cce ss to
m y th e s is /d is s e rta tio n .

(a) Immediately after the award of degree

(b) 1 Year after the award of degree

(c ) 2 Years after the award of degree

Signature of the Scholar

Signature of Guide

Place:
Date:
 A vin ash ilin g am Institute fo r Hom e S cience and H igher Education fo r W om en
(Deemed to be University under Category 'A ' by MHRD, Estd. u/s 3 of UGC Act 1956)
Re-accredited with 'A ' Grade by NAAC.Recognised by UGC Under Section 12 B
Coim batore - 641 043, Tamil Nadu, India

Annexure-15

GUIDELINES FOR WRITING Ph.D THESIS ON CD

1. All the files in CD shall be in PDF/A format, with OCR enabled

2. There shall be two folder in the CD- the first folder named as “Thesis as a
single file” and inside this folder, the whole thesis shall be saved as a single
PDF/A document with following file name: Year REG. No Name of Candidate
Brief Title. pdf. (For instance - 2016_4675_Rajeshp_StudyOnPSTD.pdf.)

3. The second folder shall be named “Thesis as sectioned files” and inside this
folder, different section of the thesis shall be saved as separate PDF/A files as
follows.
01 .TitlePage
02. Certificates & Declaration
03. Acknowledgements
04. Preface or Abstract (if any)
05. Table of Contents
06. List of Tables &Figures
07. Abbreviations/Symbols/Notations/Nomenclature (if any)
08. Introduction (if any)
09. Chapter 1
10. Chapter 2
11. Chapter 3
12. Chapter 4 This style may be continued, if there are more chapters
A1. Appendices (if any)
A2. References/Bibliography
A3. List of Publications/Paper Presented (if any)
 A vin a sh ilin g a m Institute fo r Hom e S cience and H igher Education fo r W om en
(Deemed to be University under Category 'A ' by MHRD, Estd. u/s 3 of UGC Act 1956)
Re-accredited with 'A ' Grade by NAAC.Recognised by UGC Under Section 12 B
Coim batore - 641 043, Tamil Nadu, India

LIBRARY Annexure-16

REQUISITION FORM FOR IDENTITY CARD

(Staff Members)
Fill in Capital Letters
ID. No.: ________________ Date: _______________
Name in Full Ms./Mrs./Dr. : ______________________________________________
Designation : ______________________________________________
Department : _________________________________
Date of Birth : _________________
Blood Group : ______________________________________________
Father’s Name : ______________________________________________
Present Address :

Permanent Address :

Mobile Number
Email Id
Signature

Library Use:
Member Code : _______________ Date: _________________

Receiver’s Signature Signature of the Librarian

 A vin a sh ilin g a m Institute fo r Hom e S cience and H igher Education fo r W om en
(Deemed to be University under Category 'A ' by MHRD, Estd. u/s 3 of UGC Act 1956)
Re-accredited with 'A ' Grade by NAAC.Recognised by UGC Under Section 12 B
Coim batore - 641 043, Tamil Nadu, India

LIBRARY Annexure-17

REQUISITION FORM FOR IDENTITY CARD

(Students)
Fill in Capital Letters
Roll No.: ________________ Date :
Name of the Student : _______________________________
Class : _______________________________
Date of Birth : _________________
Blood Group : _______________________________
Address : _______________________________
(Any Changes) _______________________________

Mobile Number :
Email Id :
Reason for Request ID Card:
Card Lost /Card Damage
Date of Request
Payment Details:
Amount Name of the Bank Challan No. Receipt No.

Librarian Signature Student Signature

 A vin a sh ilin g a m Institute fo r Hom e S cience and H igher Education fo r W om en
(Deemed to be University under Category 'A ' by MHRD, Estd. u/s 3 of UGC Act 1956)
Re-accredited with 'A ' Grade by NAAC.Recognised by UGC Under Section 12 B
Coim batore - 641 043, Tamil Nadu, India

LIBRARY
LIBRARY FEEDBACK/SUGGESTION FORM
D e a r U se rs, Annexure-18
I th a n k y o u for y o u r c o n tin u e d h elp a n d s u p p o rt o f the lib r a r y a n d its stafl. I req u e st
y o u to k in d ly give u s a few m in u te s o f y o u r tim e fo r feedback. T h is fe e d b a ck w ill h elp u s to
re fle ct a n d im pro ve, so p le ase offer u s y o u r view s. P lease te ll u s a b o u t th in g s lik e w h e th e r the
co lle c tio n o f b o o k s in the lib r a r y m eets y o u r needs, a n d the o v e ra ll fu n c tio n in g o f the lib ra ry
system . W e th a n k y o u fo r y o u r s u p p o rt a n d y o u r tim e.

SECTION A: General Information

Name
Roll No & Branch
Date
Status in the Institution □ UG □ PG □ M .P h il. □ P h .D ...d O th e rs

Section Visited 1 1 C irc u la tio n I I Reference □ E T D la b

|— | P e rio d ic a l I | R e a d in g

Purpose of Visit 1 1 F o r re fe re n ce /re se a rch p u rp o s e s

1 1To b o rro w m a te ria ls
H I To m a k e use o f fa c ilitie s (ex. O n lin e , C D -R o m etc.)
HH O th e rs

Frequency of Visit I I D a ily I I W e ekly I I M o n th ly

d O th e rs

SECTION B: Feedback
H e lp u s evalu ate o u r se rvice s b y c h e c k in g the a p p ro p ria te an sw er:

1. LIBRARY STAFF:
Response : d E x c e lle n t I I G ood □ S a tisfa c to ry □ N o t S a tisfa c to ry

Knowledge & Competency : d E x c e lle n t □ G ood d S a tisfa c to ry d N ot S a tisfa c to ry

Efficiency & Promptness : d E x c e lle n t d G ood d S a tisfa c to ry I I N ot S a tisfa c to ry

 Effectiveness □ Excellent □ Good □ Satisfactory I I Not Satisfactory
2. ENVIRONMENT:

Cleanliness & Ambience I I Excellent □ Good □ Satisfactory I INot Satisfactory

Lighting & Ventilation I IExcellent □ Good □ Satisfactory I I Not Satisfactory

Equipment & Facilities CH Excellent HH Good □ Satisfactory I I Not Satisfactory

3. SERVICES:

OPAC I I Excellent □ Good I I Satisfactory I I Not Satisfactory

(Online Public Access Catalog)

Clientele Assistance I I Excellent □ Good I I Satisfactory I I Not Satisfactory

New Arrivals
Display Services I I Excellent □ Good I I Satisfactory I I Not Satisfactory
Online/Internet Services I I Excellent □ Good I I Satisfactory I I Not Satisfactory

Circulation Services I I Excellent □ Good I I Satisfactory I I Not Satisfactory

Reference Services I I Excellent Q Good I I Satisfactory I I Not Satisfactory

Periodical Services I I Excellent Q Good I I Satisfactory I I Not Satisfactory

4. COLLECTIONS:
Library Collection is

Sufficiency & Availability : I IExcellent I IGood □ Satisfactory I INot Satisfactory

Recency/ Updatedness : I IExcellent I IGood Q Satisfactory I INot Satisfactory

Physical Condition : I IExcellent I IGood Q Satisfactory I INot Satisfactory

Variety : I IExcellent I IGood □ Satisfactory I INot Satisfactory

5. Overall Impression : I IExcellent I IGood Q Satisfactory I INot Satisfactory

 6. Do you have any suggestions on how we can serve you better?

L ib ra ry S ta ff :

E n v iro n m e n t:

Services:

C o lle ctio n s:

O v e ra ll :

T H A N K Y O U F O R Y O U R TIM E!!!

Y o u m a y a lso se n d y o u r q u e stio n s, C o m m e n ts a n d su g g e stio n s to: lib ra ry @ a v in u ty . a c .in

Signature
 The g ift o f k n o w le d g e is the highest
g ift in the w o rld
- Swami Vivekananda
A good library is a place,
A place w h ere the lo fty spirits o f
all nations and generations m eet
- Samuel Niger
Reading is a basic tool in the livin g of
a good life
- Mortim er J Adler
 T ra d itio n a l V a lu e s , . ,
R a n g a n at b a n ’s F iv e L a w s . . .

■ B o o k s a r e fo r u s e
■ E v e r y r e a d e r liis [ o r li e r j b o o k
■ t v e r v b o o k its r e a d e r
'/ i a \ A « * rw m « w a
■ S a v e t h e t im e o f t lie u s e r
■ T h e li b r a r y is a g r o w i n g o r g a n i s m

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