Library - SOP's

SOPs stands for Standard Operating Procedures and the main purpose/aim behind these rules/guidelines are to suit the needs, objectives and further to schedule and budget of an organization in such a way to streamline its activities/services at the contemporary trends. CU Library is a huge set up and making/devising everlasting policies/SOPs are unavoidable for running its business/activities in such a smooth and efficient way so that to go shoulder by shoulder, without any difficulty, with the contemporary needs/trends.

Assigning Job Descriptions to the Library Staff

Assigning job or job description to the Library staff is another important task to be done by the Librarian. Job description of any Library staff can be changed further to the instructions of the Librarian.

Acquisition for Library Resources

Audit of Library record / Annual Stock Taking

Cyberspace Rules

Library Membership

Following categories are eligible for CU Wah library membership:

Look After Library Daily Works / Security

Looking  after  daily works like staff presence/attendance, dealing with students affairs like loss of students bag/mobile or any other such valuable materials or any kind of mishap(if any) should be addressed by the Library staff / section incharge peacefully and as per CU rules and regulations. Apart from this keeping vigilant watch over the suspicious/uncertain person showing/behaving himself/herself like a CU student must be kept under constant focus and if there is any possible danger CU chief security officer must be contacted well in time in order to deal with any possible danger (if any).

Library Circulation

The library user can access the circulation counter to get the library resources. In case of any help to find out the library material, he/she may contact the help desk or any library staff member.
The books will be issued as per following rules.

Library Theft and Students Conduct

• In case of any theft from library users, the librarian will send written report to Campus Disciplinary Committee through Convener Library Affairs.
• Until the decision of the committee, the membership of concerned user will be terminated.
• In case of misbehave of library users with library staff; the Librarian will fix the fine to defaulter, after hearing the both sides.

Managing Book Exhibition, World Book Day and other Book Promotion Activities

• Managing book exhibition, of well-known vendors, four times in each year especially during the start of semester should be held for the witness of students, teaching staff and for collection development of the Library.
• Apart from this celebrating World Book Day and such other books/Library related activities/practices should be held in order to be in the focus of other educational institutes/universities having large Libraries.
• The acquisition incharge will be responsible for arranging the book exhibitioin.

Managing Duties Roster

• The duties of the Library staff will have to be changed on bi-annually or any time as per the requirements/loads of works in a specific Library section.
• The Librarian, while making duty roster, will have to manage/assign duties, keeping in view the needs of each sections.
• Copy of the duty roster is to be given/distributed to all staff at the end/before the start of each semester.

Overall maintenance of Library Building, Materials and Equipments

• Taking care of Library building, equipments and materials is the core responsibility to be felt by ll Library staff / section incharge/s. Maintenance of building, equipments and materials is very important and if there is any damage/loss observed it must be brought to the notice of the works department by putting written Note through Librarian.
• After sending letter to the concerned department, if no action is seen for couple of days or week then reminder, of the already sent letter, must be sent having comments of the Librarian.
• Also continuous follow up should be conducted by phone calls/visiting the concerned office until the problem/matter is solved
• For computer and its related accessories, online request on “HELPDESK” will be generated from the Incharge Electronic Resource Section and will inform the Library Incharge as well.
• The inventory record will maintain for all the outgoing library resources and equipments.

Planning, Implementation of Library Policies and Practices

• Devising making and framing of Library policies is the most important/core job of the Librarian and his supporting staff, and putting these policies in practices with the approval of the Director and Convener Library Affairs, for achieving some goals, in order to keep the Library staff, services, collections more and more user oriented and to keep the Library on standardized national / international level.
• Get the instructions in written / oral form from competent authority i.e. Director, Convener Library Affaris and Library Committee
• Make the plan to implement with consultancy of Library Section Incharge
• Implement instructions as per spirit.

Quality Services / User Survey

• To provide the quality services and to know the needs of library users, a survey will be conducted, time to time.
• The survey will be conducted online and the analysis of the survey will be shared will concerned authorities.

Regular Backup of Circulation / Library Record

• The Circulation Incharge will get the regular backup in hard and soft format on weekly basis.
• The concerned will spare the sufficient space in his system for archives.
• All records will be deleted except last three records.

Reminder for Overdue Books and Fines

• At the end of every semester, a reminder for overdue books will be sent to all concerned by the circulation incharge.
• If the defaulter not cleared the library account, the circulation service may be terminated for library defaulter.
• For overdue books, the circulation incharge not only block the library account but also will give the fine slip to concern and he/she will get the voucher from accounts and will deposit in the bank.
• After present the bank slip at the circulation counter, the circulation incharge will clear the library account of the defaulter.
• The lost item will be paid as per rule and as per above mentioned procedure.

Serial / Newspapers Subscription

• The faculty member of CU Wah can send request for subscription of Journal/ Magazine related to his / her field.
• The journal / magazine should be recommended from concerned HOD / Incharge.
• The faculty member will send a written request after getting recommendation of concerned HOD.
• If budget allows, the incharge serial section will get the quotations from at least two vendors,
• Through Librarian, the serial section incharge will forward this application along with quotation to convener library affairs for final recommendations.
• Finally the Director have authority to approve or not-approved the request.
• If Director approve the request, the serial section incharge will send a supply order along with original cheque to lowest bidder in quotations.

Shelve Management

• All the library resources will be arranged as per international standard.
• Dewey Decimal Scheme will be used for classification of library resources.
• The library attendants will shelf the books on daily basis.
• The senior staff members will be responsible for proper shelving and for the purpose they will allocate the shelves.

Staff Development Through Recruitment, Training and Refresher Courses

Staff development is the essential task to be taken by the Librarian by new recruitment if there is any need in any section which cannot be overcome by the already existing staff. Apart from this for keeping the knowledge/experience of the existing staff up-to-date, certain measures should be taken regularly for holding some training and such other refresher courses in order to keep their knowledge/experience according to the contemporary needs.

• For staff training, the librarian will prepare the plan and will get approval from Convener Library Affairs and Director.
• After approval, the librarian will give training to library staff.
• For national training, the librarian will send request to competent authority and after approval he or his nominee will attend the same.
• After getting national training, the concerned will deliver same to other library staff.

Use of Library facilities

All the resources can be accessed by all library users during library hours.

• In case of study in the library, after consultation of the book(s) are to be left on the reading table, which will be shelved by the library staff at the exact place according to classification, standard.
• The library staff will follow the international library standards.
• The library services will be providing only those library users which are in proper dress and the COMSATS ID card.
• The library rules will strictly be followed by all library users
• The library staff will follow the international Library standards