Central Library Policy & Guidelines

S. No.	Particulars	Page
1	Introduction and Objectives	3
2	Library Working Hours	3
3	Policy Scope	3
4	Admission and General Code of Conduct	4
5	User Responsibility	4
6	Property Counter Rules	5
7	Borrowing Privileges - Circulation Policy	5
8	Issue, Renewal and Return Guidelines	6
9	Overdue Fines and Lost Materials	6
10	Digital Library and E-Resources	7
11	Clearance and No Dues Certificate	7
12	Records and Monitoring	7
13	Book Purchase Procedure	8
14	Department-wise Journal Purchase	8
15	Online E-Resources and Digital Library	9
16	Digital Library	9
17	Book Circulation Using AutoLib Software	9
18	Reference Collection	10
19	Membership in Other Institution Libraries	10
20	Library Support Facilities	10
21	Library Book Binding Procedure	11
22	procedure for Lost (Missed) Library Books	11
23	Magazine and Newspaper Purchase Procedure	11
24	Old Book Replacement Policy	12
25	library Stock Verification Procedure	12
26	Disposal of Newspapers and Magazines	12
27	Review and Amendment	13
28	References	13
29	Approval and Signatures	13

INTRODUCTION, OBJECTIVES AND WORKING HOURS

1. INTRODUCTION AND OBJECTIVES

The Vel Tech High Tech Dr.Rangarajan Dr.Sakunthala Engineering College Central Library is dedicated to supporting the academic, research and informational needs of students, faculty and staff. This policy outlines the rules and regulations designed to ensure equitable access to resources, maintain a conducive environment for study, and protect library property.

2. LIBRARY WORKING HOURS

Day / Period	Working Hours
Monday to Friday	08:00 AM to 07:00 PM
Saturdays and Sundays	09:00 AM to 04:00 PM
Examination Period	08:00 AM to 08:00 PM

Note: Circulation services, including issue and return of books, shall close 30 minutes before the library closes.

3. POLICY SCOPE

This policy applies to all users of the Central Library, including students, teaching faculty, non-teaching staff, research scholars and other authorized institutional users. It covers library entry, conduct, property counter rules, borrowing privileges, issue, renewal, return, overdue fines, lost materials, digital resources and library clearance.

ADMISSION AND GENERAL CODE OF CONDUCT

4. ADMISSION AND GENERAL CODE OF CONDUCT

Valid Identification: Entry to the library is strictly permitted only with a valid, physical Institutional ID card. Scanning the ID at the entrance is mandatory.
Silence and Decorum: Absolute silence must be maintained in the reading halls. Group discussions are permitted only in designated discussion rooms.
Electronic Devices: Mobile phones must be kept on silent mode. Phone calls inside the library are strictly prohibited.
Food and Beverages: Consuming food or beverages is strictly prohibited. Only transparent water bottles are allowed.
Respect for Resources: Misuse of library facilities, tearing pages, defacing materials or hiding books will result in severe disciplinary action.

5. USER RESPONSIBILITY

Every library user is personally responsible for maintaining discipline, using resources only for legitimate academic and research purposes, protecting issued materials, respecting the rights of other users, and following instructions issued by the Librarian or authorized library staff.

Library discipline: Any conduct that disturbs reading, damages resources, misuses access credentials or violates institutional discipline may lead to suspension of library privileges and further action through the competent authority.

PROPERTY COUNTER AND BORROWING PRIVILEGES

6. PROPERTY COUNTER RULES

Personal belongings such as backpacks, textbooks, personal notebooks and umbrellas must be deposited at the property counter before entering the library.
Users are permitted to carry only loose sheets of paper, a pen or pencil, and electronic devices such as laptops or tablets meant for study.
The library assumes no responsibility for valuable items such as laptops, wallets and mobile phones left at the property counter.

7. BORROWING PRIVILEGES - CIRCULATION POLICY

Lending privileges are categorized according to the user role in the Institution.

User Category	Maximum Books Allowed	Lending Period
Undergraduate UG Students	6 Books	14 Days
Postgraduate PG Students	6 Books	14 Days
Faculty / Teaching Staff	6 Books	28 Days
Non-Teaching Staff	2 Books	28 Days

ISSUE, RENEWAL, RETURN AND LOST MATERIALS

8. ISSUE, RENEWAL AND RETURN GUIDELINES

Restricted Items: Reference books, journals, bound volumes, encyclopedias and project reports are for in-library consultation only and cannot be issued.
Condition Check: The borrower is responsible for checking the condition of the book before leaving the circulation desk. Any existing damage, missing pages or markings must be reported immediately.
Renewals: Books can be renewed once for an additional lending period, provided there is no pending reservation or hold on the book by another user. Renewals can be done in person or through the library counter.
Recalls: The Librarian reserves the right to recall any issued book before its due date if it is urgently required by the Institution.

9. OVERDUE FINES AND LOST MATERIALS

Late Fees: An overdue fine of ₹1.00 per day, per book will be charged for items returned after the due date.
Lost or Damaged Books: If a borrowed book is lost, heavily damaged or defaced, the borrower must replace it with a new copy of the same or latest edition.
Financial Penalty: If the borrower is unable to provide a replacement copy, the borrower must pay double the current market price of the book, along with processing fees and accumulated late fines.

DIGITAL LIBRARY, CLEARANCE AND RECORDS

10. DIGITAL LIBRARY AND E-RESOURCES

Access to e-journals, databases and the digital library is restricted to institutional IP addresses or authorized remote access credentials.
Systematic downloading, mass printing or sharing library credentials with individuals outside the Institution is a violation of licensing agreements and will lead to suspension of library privileges.

11. CLEARANCE AND NO DUES CERTIFICATE

All students and staff must return all library materials and clear any outstanding fines to obtain a No Dues Certificate from the library. This certificate is mandatory before graduating, receiving transcripts or terminating employment with the Institution.

12. RECORDS AND MONITORING

Library entry and circulation records shall be maintained by the Central Library.
Fine, lost-book replacement and No Dues records shall be maintained for verification and audit.
Digital access and e-resource usage shall be monitored according to licensing conditions and institutional access rules.
Violations shall be reported to the competent authority for appropriate action.

BOOK AND JOURNAL PURCHASE PROCEDURE

13. Book Purchase Procedure

The library book purchase process begins by collecting book recommendations from all departments based on the syllabus, curriculum updates, faculty suggestions, student requirements, and research needs. The Librarian verifies the availability of the recommended titles in the library and prepares a consolidated list. Quotations are obtained from approved publishers or vendors, and the proposal is submitted to the Library Committee for review and recommendation. After approval from the Principal and Management, purchase orders are issued to the selected vendors. The received books are verified against the purchase order and invoice, accessioned, classified, catalogued, barcoded, and entered into the library management system. Finally, the books are shelved and made available for students and faculty members.

14. Department-wise Journal Purchase

The Library purchases journals based on the requirements of each department. Every year, departments submit their recommended journal list. The Library Committee reviews the requirements, and after approval from the Principal/Management, subscriptions are placed with authorized publishers or vendors. The journals are made available to support teaching, learning, and research.

E-RESOURCES, DIGITAL LIBRARY AND AUTOLIB

15. Online E-Resources and Digital Library

The Library provides access to online e-resources to support teaching, learning, and research. The digital library includes IEEE&ASPP, ASME, DELNET, Knimbus (Remote Access), NDLI, NPTEL, and IEEE-Morgan e-Books. These resources are subscribed to or purchased with the approval of the Principal/Management based on departmental requirements and are made available to all eligible users.

16. Digital Library

The Library has a Digital Library with 30 computer systems to provide access to e-resources, e-journals, e-books, online databases, NPTEL, NDLI, DELNET, IEEE&ASPP ASME, and Knimbus (Remote Access). The facility supports teaching, learning, research, and self-learning for students and faculty.

17. Book Circulation Using AutoLib Software

The Library uses AutoLib Software for book circulation. All issue, return, renewal, and reservation transactions are carried out through the software using the member ID and barcode. The system maintains accurate circulation records and generates reports for efficient library management.

REFERENCE, MEMBERSHIP AND SUPPORT FACILITIES

18. Reference Collection

The Library maintains a separate Reference Section consisting of reference books, general books for higher studies, question banks, and students' previous project reports. These resources are available for reference within the library to support academic learning, competitive examinations, and research.

19. Membership in Other Institution Libraries

The Library facilitates access to resources available in other institutions. Faculty and students can utilize Anna University Library, British Council Library (BCL), and Anna Centenary Library (ACL) through institutional/library membership or reference access, subject to the respective library rules and regulations.

20. Library Support Facilities

The Library provides photocopy (Xerox), printing, and scanning facilities for students and faculty to support academic and research activities. For safety and emergency preparedness, fire extinguishers and a first aid box are available in the library premise

BINDING, LOST BOOKS AND PERIODICALS

21. Library Book Binding Procedure

The library periodically identifies damaged, torn, or heavily used books that require binding to extend their life and ensure continued use. The Librarian prepares a list of such books and obtains approval from the Principal/Management. The books are then sent to an approved binding agency. After binding, the books are checked for quality, updated in the library records if required, and returned to the shelves for circulation. This process helps preserve valuable library resources and ensures long-term availability for students and faculty.

22. procedure for Lost (Missed) Library Books

If a student loses a library book, the student must immediately inform the Librarian. The library verifies the borrowing record and asks the student either to replace the lost book with the latest edition of the same title or to pay the cost of the book as per the library rules, along with any applicable processing charges. After the replacement or payment is completed, the library updates the records, clears the student's library account, and issues a No Due Certificate, if required.

23. Magazine and Newspaper Purchase Procedure

The Library purchases magazines and newspapers every year based on the recommendations of the Library Committee and the needs of faculty and students. After approval from the Principal/Management, subscriptions are placed with authorized vendors. The received magazines and newspapers are recorded and displayed in the library for regular use.

REPLACEMENT, STOCK VERIFICATION AND DISPOSAL

24. Old Book Replacement Policy

The library periodically reviews its collection to identify old, damaged, outdated, or obsolete books. Replacement is considered based on the relevance of the content, condition of the book, current syllabus, demand from users, and availability of newer editions. After approval from the Library Committee and the Management, updated editions or new titles are purchased to replace the old books. This ensures that the library collection remains current, useful, and aligned with academic and research requirement

25. library Stock Verification Procedure

Stock verification is conducted annually by the Stock Verification Committee. The physical stock is verified with the accession register and library software records. Missing or damaged books are identified and recorded. A stock verification report is submitted to the Principal for approval and necessary action.

26. Disposal of Newspapers and Magazines

Old newspapers and magazines are retained in the library for the prescribed period as per the institution's policy. After approval from the Library Committee and the Principal/Management, they are disposed of through authorized scrap vendors. Proper records of the disposal are maintained in the library.

REVIEW AND APPROVAL

27. REVIEW AND AMENDMENT

The policy owner shall review this document at the stated cycle or earlier due to changes in law, regulation, institutional structure, technology, risk, audit findings or stakeholder requirements. Amendments shall take effect only after approval by the competent authority.

28. REFERENCES

AICTE Approval Process Handbook and Faculty Norms, as amended from time to time
UGC, DOTE TN, Anna University and autonomous academic regulations, as applicable
Institutional Strategic Plan 2025–2030, IQAC procedures and approved committee minutes
National Education Policy 2020 and institutional HR/Appraisal policies

29. APPROVAL AND SIGNATURES

Prepared / Coordinated by	Reviewed by	Approved by
Name & Signature	Name & Signature	Name & Signature

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