DOCUMENT CONTROL AND INDEX

TABLE OF CONTENTS

INTRODUCTION, PURPOSE AND SCOPE

1. INTRODUCTION

Vel Tech High Tech Dr.Rangarajan Dr.Sakunthala Engineering College recognises that library is essential to institutional quality, accountability and stakeholder confidence. This policy establishes a structured framework to provide equitable, efficient and responsible access to quality print, digital and learning resources that support teaching, research and lifelong learning.

2. PURPOSE

To provide equitable, efficient and responsible access to quality print, digital and learning resources that support teaching, research and lifelong learning.

3. SCOPE

Central/department libraries, users, print collections, e-resources, repositories, devices and library services.

OBJECTIVES

4. OBJECTIVES

• Develop relevant and balanced collections.
• Provide reliable discovery, circulation and digital access.
• Protect resources while maximizing legitimate use.
• Promote information literacy and ethical use.
• Maintain standards, statistics and audit-ready records.

POLICY FRAMEWORK

5. GUIDING PRINCIPLES

1. Acquisition shall be need-based, transparent and aligned with curriculum/research.
2. Access shall be equitable subject to licensing and user-category rules.
3. Copyright, license terms and academic integrity shall be respected.
4. User privacy and borrowing records shall be protected.
5. Weeding, loss and damage decisions shall be documented and approved.

6. GENERAL POLICY COMMITMENT

The Institution shall implement this policy through approved roles, adequate resources, documented procedures, transparent communication and measurable review. Decisions and exceptions shall be recorded and authorized by the competent authority.

POLICY PROVISIONS

7.1 IMPLEMENTATION REQUIREMENTS

1. Departments shall submit prioritized resource recommendations through approved channels.
2. The Library Committee shall review collection needs, budgets, usage and subscriptions.
3. Procurement shall follow finance rules and avoid unnecessary duplication.
4. All materials shall be accessioned, catalogued, classified and made discoverable.
5. Loan periods, renewals, reservations, fines and user limits shall be published by category.

POLICY PROVISIONS — CONTINUED

7.2 IMPLEMENTATION REQUIREMENTS

6. E-resource access shall follow license restrictions; bulk downloading and credential sharing are prohibited.
7. Plagiarism-awareness, reference management and database training shall be offered periodically.
8. Annual stock verification shall identify missing, damaged, obsolete and repairable items.
9. Institutional repository deposits shall follow quality, permission and metadata requirements.
10. Library usage, satisfaction and collection relevance shall be reviewed annually.

ROLES AND RESPONSIBILITIES

8. ROLES AND RESPONSIBILITIES

• Library Committee guides policy, budget and major collection decisions.
• Librarian manages acquisition, cataloguing, circulation, e-resources and reports.
• Departments support selection and encourage resource use.
• Users return materials on time and comply with copyright/license rules.
• IT/Finance supports secure access and procurement/payment controls.

IMPLEMENTATION PROCEDURE

9. IMPLEMENTATION PROCEDURE

1. Collect and prioritize recommendations.
2. Approve and procure resources.
3. Accession, catalogue and enable access.
4. Operate circulation and digital services.
5. Conduct stock/usage review.
6. Repair, replace, weed or renew with approval.

RECORDS AND COMPLIANCE

10. RECORDS AND EVIDENCE

• Accession and catalog records
• Procurement and subscription files
• Circulation and user records
• Stock verification and loss/damage records
• Usage statistics and orientation records

11. MONITORING INDICATORS

• Resource usage and digital access
• Collection-to-curriculum relevance
• Subscription utilization
• Stock discrepancy rate
• User satisfaction and training reach

12. CONFIDENTIALITY, RETENTION AND ACCESS

Records shall be accurate, retrievable and protected against unauthorized alteration, disclosure or destruction. Access shall be role-based and limited to legitimate institutional need. Retention and disposal shall follow the approved schedule and applicable requirements.

13. NON-COMPLIANCE

Non-compliance may result in corrective action, withdrawal of access or benefit, recovery of loss, disciplinary action, referral to a statutory body or other proportionate action after due process.

REVIEW AND APPROVAL

14. 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 and version control.

15. REFERENCES

• Applicable AICTE/library norms and licensing conditions
• Institutional finance, copyright and data-protection procedures

16. APPROVAL AND SIGNATURES

This is a controlled institutional document. Printed copies are uncontrolled unless specifically stamped and issued by the authorized office.