Central Library, SRM Institute of Science & Technology, Delhi NCR Campus, Delhi-Meerut Road, Ghaziabad, U.P. – 201204

Overview

The Central Library maintains a comprehensive procurement policy for books and print/online resource subscriptions, covering:

Books Selection and Recommendation
Book Procurement Policy
Procedure for Staff (Asst. Professor, Associate Professor, Professor, HoDs, Deans)
Processing of Bills for Payment
Subscription Renewal of Print and Online Journals
Roles and Responsibilities of the Library Committee
Rules and Regulations for Memberships and Other Guidelines

1. Books Selection and Recommendation

Faculty/students customarily participate in book selection.
Every April, the Library circulars all departments requesting book lists for the next academic year.
HoD recommendations are approved by the concerned Faculty Head (Dean/Director).

2. Book Procurement Policy

Library checks title availability; unavailable titles are processed for procurement.
Final list sent to vendor for a proforma invoice (readily available titles); non-available titles procured/supplied within a specified period.
Proforma invoice submitted for Purchase Dept. approval with supporting documents (incl. Faculty Head approval).
Purchase Dept. approves and generates Purchase Orders (POs).
Library may purchase up to 5 copies of high-demand titles.

3. Procedure for Staff (Asst. Professor, Associate Professor, Professor, HoDs, Deans)

For an urgently needed unavailable book, faculty may purchase it online (e.g., Amazon, Flipkart) using their own card, up to Rs.1,000/-.
Book + bill's receipt forwarded to the Library with a reimbursement request via Dept. Head, approved by the Faculty Head (Dean/Director).
Full reimbursement based on the card statement and online store bill.
Library processes via ERP (PO, GRN) and passes the bill for payment.
Invoice amount deducted from the academic year's sanctioned budget.

4. Processing of Bills for Payment

Received books' invoices cross-checked with PO (price, discounts, etc.), then forwarded for stock entry.
Stock entry in the Accession Register (Title, Author, Publisher, Vendor, Year of publication, etc.).
Invoice/bills then sent to Gate Entry, then passed for payment.
Sent to Accounts via the respective Faculty Head with GRN, PO, and approval.
Invoice amount deducted from the sanctioned budget; balance amount noted.
Accounts releases payment to vendors per norms.

5. Subscription Renewal of Print and Online Journals

5.1 Addition of New Print Journals

Dept. Head recommendation approved by Faculty Head (Dean/Director).
Library collects proforma invoice, submits for authority approval.
Purchase request raised via ERP; PO issued to vendor on approval.
Invoice submitted to Faculty/Accounts for 100% advance payment.
Supply starts on payment (DD/online transfer); entered in the stock register.
Invoice amount deducted from the sanctioned budget; balance noted.

5.2 Addition of New Online Journals/E-book Packages

HoD recommendation approved by Faculty Head (Dean/Director).
Request placed before the Library Committee with yearly subscription value.
On Committee approval, Library initiates subscription in the next budget cycle.
Price quote collected for the current year; Faculty Head approval obtained.
Purchase request raised via ERP; PO issued to vendor on approval.
Proforma invoice submitted to Accounts for advance payment (with PO, GRN, approval letter).
Invoice amount deducted from the sanctioned budget; balance noted.

5.3 Renewal of Existing Print Journals

Renewal quotation collected and forwarded for Faculty Head (Dean/Director) approval.
Purchase Request raised via ERP; PO issued to vendor on approval.
Invoice submitted to Accounts for 100% advance payment.
Journal volumes supplied on payment; entered in the stock register.
Invoice amount deducted from the sanctioned budget; balance noted.

5.4 Renewal of Annual Subscription Online Journals/E-book Packages

Library collects renewal quotation and usage report from the publisher, sent to Dept. Heads for recommendation.
Faculty Head (Dean/Director) approval obtained.
Purchase Request raised via ERP for Purchase Dept. approval; PO issued to vendor.
Proforma invoice submitted to Accounts for advance payment (with PO, GRN, approval letter).
Invoice amount deducted from the sanctioned budget; balance noted.

5.5 Purchase of Equipment

Central Library prepares an equipment list (furniture, computers, etc.), approved by authorities.
Approval letter sent to purchase officer, who collects price quotes, prepares a comparative statement, follows approval procedure, and places the order.
Products received transferred to the Central Library with invoice copy; stock entry made and acknowledged.
Invoice amount deducted from the budget; statement sent to Accounts.

6. Roles and Responsibilities of the Library Committee

Chairman nominated by the Dean; Institute Librarian is Secretary/Convener.
Member term: 2 years; Faculty Dean recommends new members as tenures end.
Council meets once/twice a semester to discuss: i. Annual library budget presentation ii. New proposals (online/print journals, equipment, etc.) iii. Review of library policy/procedures iv. Write-off of old/non-serviceable books v. Other recommendations to improve library services

7. Rules and Regulations for Memberships and Other Guidelines

7.1 Membership

Open to all faculty, staff, and students of SRM Institute of Science and Technology NCR Campus.

7.2 Working Hours

Mon–Fri: 8:00 AM – 8:00 PM
Sat: 8:30 AM – 5:00 PM
Circulation Counter (Issue & Return): Mon–Fri, 9:00 AM – 5:00 PM

7.3 Membership Category

Book Issue Limits:

Category	No. of Books Issued	Duration
Teaching Staff	4	One Month
Non-Teaching	2	15 Days
Programmers	2	15 Days
Lab Assistant	2	15 Days
Under Graduate Students	5	15 Days
Post Graduate Students	5	15 Days
Research Scholars	5	15 Days

Members are responsible for all books borrowed on their cards.

7.4 Loss of ID Cards

Report immediately to block the account.
Duplicate cards issued for Rs.1,000/- with an undertaking of continued responsibility for the lost card's misuse.

7.5 Issue and Return of Books

Reference Books/Periodicals are for reference/photocopying only, not issued for loan.
Two renewals permitted (if no reservations) — book must be produced at the counter.
Members must check book condition before borrowing; report damage immediately, or be held responsible.
High-demand books may be lent for shorter periods and recalled anytime.
Absence isn't accepted as an excuse for late return.

7.6 Overdue Charges

Penalty for late return:

1–15 days: Rs.1/day
16–30 days: Rs.2/day
31+ days: Rs.5/day (from day one)

Undue delay leads to membership cancellation.

7.7 Loss of Books

Report immediately; replace with a new copy + Rs.100 processing charge + overdue charges.
If unable to replace, penalty = 2× book cost + Rs.100 processing charge + overdue charges.

7.8 Reservation of Books

Reserve in the reservation register at the counter; availability notified by email; reserved books held for 2 days at the issue counter, then given to the next waitlisted member.

7.9 General

Display ID cards prominently; produce to security if required.
Personal books/files/articles (except a small notebook/loose sheets) not allowed inside — deposit at the Deposit Counter.
Silence strictly observed.
Cell phone use prohibited inside.
Members responsible for damage to books/property (must replace).
Misbehavior leads to membership cancellation and disciplinary action.
Marking/writing in books strictly prohibited (member must replace if found).
Institute authorities' decisions are final and binding notwithstanding these rules.

7.10 Retention Policy

Details of damaged books/laptops etc. placed before the Library Committee for recommendation; periodicals weeded out once every 3 years, subject to authority approval.

Library Policy (Delhi NCR Campus)