Rules and Regulations

Rules and Guidelines for the NCDS Library

Following are the rules and guidelines framed by the Committee constituted for the purpose for the NCDS library.

1.   Library Administration:

1.1  Professor-in-Charge of Library:

i.        Professor-in-charge of library is the ex-officio chairman of the Library Committee.

ii.      All decisions except routine matters relating to library shall be taken in consultation with him/her.

iii.    Decisions arrived at by the Library Committee for the improvement and organization of the library shall be put into effect by the Professor-in-charge with the help of the Librarian/Asst. Librarian.

iv.    It shall be the responsibility of the Professor-in-charge of library to appraise the Director about the progress of library from time to time. Besides, he will also seek his advice on matters relating to library for its smooth functioning and management.

v.      The Professor-in-charge shall be associated in the preparation of the budget for the library every year. Besides he/she may be kept informed about the availability of funds, balance of fund in the library account as and when required by him/her.

vi.    All correspondences related to library shall be routed through the Professor-in-charge.

1.2 Librarian/Asst. Librarian:

i. The Librarian/Asst. Librarian shall be responsible for the day-to-day functioning and activities of the library and shall work under the overall supervision of the Professor-in-charge, Library.

ii. It shall be the duty of the Librarian/Asst. Librarian to undertake the following activities like: (a) collection of Catalogues from publishing firms located in the State and outside; (b) submission of the Catalogues to faculty members once in three months for the selection of books; (c) making arrangement for the periodical/display of books by local and outside publishers at the Centre; (d) subject to the approval of the Library Committee or appropriate authority, placement of orders for purchase of books through the Secretary, and the renewal of Journals and Magazines; (e) Cataloguing and classifying of journals, books and reports; (f) entering the journals in Periodical Registers, entering the books in the Accession Register and e-Granthalaya software also. Librarian/Asst. Librarian will be liable to undertake any other activities assigned to him/her.

iii. He is expected to provide information services to all the faculty members as and when required.

iv. He is responsible for convening the Library Committee Meetings and maintaining the Committee Proceedings as well as getting the Minutes of each meeting circulated among all the faculty members.

v. Any application /representation made by him/her shall be routed through the Professor-in-charge of library.

1.3 Library Attendant:

i.     Library Attendant is to work under the guidance and supervision of Librarian/Asst. Librarian.

ii.   He is to keep the library open and close on all working days.

iii. He is required to arrange/place the books, journals and reports every day in shelves and racks in proper order to prevent, dislocation of books.

iv. He is responsible for removing dusts, insects and other harmful elements from the racks for preventing the loss/damage of books, journals and reports.

v.   He is to attend to the requirements of the faculty members and other members of the library regarding the supply of books, journals, etc.

vi. He is to carry the office files from Librarian/Asst. Librarian to Professor-in-charge of library for onward transmission to Secretary and Director of the Centre.

vii.  He is to route his application through Professor-in-charge of library to the Director with the knowledge of the Librarian/Asst. Librarian.

viii.In his absence on leave, the office is to provide a substitute for the period of leave.

2.      Library Timing:

The library shall remain open from 08.00 AM to 08.00 PM on all working days except Sundays and other public holidays as notified from time to time.

3.      Receipt of Library Dak:

(i)        All the incoming mail consisting of books, journals, reports and other documents and letters meant for the library should be handed over to the Librarian/Asst. Librarian after duly signed by the Director.

(ii)      After the receipt of the journals, magazines and reports, it shall be the responsibility of the Librarian/Asst. Librarian to submit all such documents to the Director for his information and counter signature. This is necessary in order to prevent the loss of library documents in internal transit.

(iii)    The messenger engaged for receiving the Dak from the office shall submit all those letters, journals, reports and other documents meant for the library directly to the Office. Any other staff handling journals & magazines etc. is likely to create dislocation in the receipt of the same.

4.      Newspapers and Periodicals:

i.        The Librarian/Asst. Librarian is required to receive the newspapers, magazines and other periodicals directly from the agents.

ii.      On receipt of newspapers, magazines and other periodicals, the Librarian/Asst. Librarian shall enter them separately in a register everyday for record and put the library seal in every item before display.

iii.    The payment for the newspapers, magazines and other periodicals will be made by the office as per the monthly statement submitted by the Librarian/Asst. Librarian through the Professor-in-charge to the office.

iv.    The newspapers, magazines and other periodicals shall be well preserved by the library, date-wise, in order to meet the requirement of faculty members who need them for their work any time in future.

v.      Sale and disposal of newspapers, magazines and other periodicals which are worn out and out-lived their utility shall be made only after the decision arrived by the Library Committee for the purpose.

vi.    Clippings of newspaper items on specific issues may be done by the library depending upon the availability of additional staff for the purpose.

5.      Library Committee:

5.1  Composition:

The Library Committee shall be constituted by the Director of the Centre comprising the following members for a period of two years.

a.       Professor-in-charge of the library as the Chairman.

b.      One member from each discipline.

c.       Secretary of the Centre as a special invitee.

d.      Librarian/Asst. Librarian as the Convener.

e.       In the event of Secretary of the Centre on account of pressing engagements, he/she may depute the Administrative Officer to represent him/her at the Library Committee meeting.

f.       The Library Committee will meet once in a month

5.2     Functions:

The Library Committee is to carry out the following functions.

i.        Preparation of the annual budget proposed for the library.

ii.      Pattern of expenditure to be made by the library during a financial year.

iii.    Recommendation of the list of books selected by the faculty members, research supporting staff and scholars through their guides/mentors.

iv.    Selection of booksellers and distributors, local and outside for the supply of books.

v.      Visit to local book exhibitions and fairs for selection/purchase of books.

vi.    To decide as to the requirement of furniture and other library equipments for use in the library from time to time.

vii.  Any other decision deemed fit for the improvement of the library.

viii.   After the recommendation of the books by the library committee, the formal approval of the Director has to be obtained for placement of orders for purchase.

6.         Membership:

i.        All the regular staff of the Centre are the bonafide members of the library. They include Chairman, Director, Secretary, Honorary Fellows, Visiting fellows, Faculty Members, research supporting staff and the non-academic staff members.

ii.      Any outside researcher interested to use the library for more than one weeks, can become a temporary member of the library provided that he/she has applied to become a member of the library along with usual fee and necessary with the approval of the Director.

iii.    After approval of the Director, before entering the library, an outsider visitor shall be required to write his/her name and address in the ‘Visitor’s Register’ provided at the counter. Such a signature shall be taken as acknowledgement that the person agrees to confirm the rules of the library.

iv.    If the outsider willing to use the Library has been found earlier or at present involved against the interest of the Centre/Library, vitiating the academic and research activities of the Centre shall be debarred from using the facility.

v.      The person wanting to use the library for more than seven days will deposit Rs.400/- p.a. or Rs.100/- per quarter after approval of the Director.

vi.       UGC/ICSSR Junior Research Fellows/Senior Fellows/Teacher Fellows/registered for Ph.D under the supervision of any faculty member of the Centre at NCDS are eligible to become a temporary member of the Centre by depositing Rs.1000/- towards caution money which can be refunded after submission of ‘no dues’ Certificate from the Librarian.

vii.     Further the pre-PhD students may use the library during 6 months of their PhD course work period.

7.   Borrow of Library Books:

i.        The Chairman, Director, all faculty members are eligible to borrow 8 (eight) books from the library.

ii.      All Regular Research Supporting Staff of the Centre employed on permanent basis are eligible to borrow only 5 books from the library.

iii.    Librarian/Asst. Librarian of the Centre can borrow 5 (five) books from the library provided they are engaged in active research and submit a certificate to that effect to Director/Professor-in-charge of Library for special permission.

iv.    The temporary project staff working in different projects can borrow books through their respective Project Directors against library tickets issued to the latter.

v.      UGC/ICSSR Junior Research Fellows & Teacher fellows, senior fellows after becoming the member can borrow 5 books from the library against the library cards issued to them.

vi.    Library books will be issued normally for a period of one month to a member. On the expire of one month the book however can be renewed by a member provided there are no other claimants for the said book/books.

vii.  In the event of urgency and the need of the faculty members, the book can be recalled by the Librarian/Asst. Librarian after 15 days from the main user in whose name the book had been issued.

viii.      Since the books are meant for specialized research activities, the non-teaching staff of the Centre are not eligible to borrow books from the library.

ix.          However, the non-teaching staff will have access to the library for reading newspapers, journals and magazines etc.

x.            Current issues of journals and newspapers can be issued only after they stay on the display rack for a minimum period of one month. After this, the current issues of journals and periodicals can be issued only for overnight or during public holidays.

xi.          Issue of current issues of journals and magazines can be made only after 4 P.M and the same has to be returned to the library by 11 A.M the next working day.

xii.        The above can be issued only against borrower’s ticket.

8.   Review of Journals:

i.          The library is to subscribe to new journals and to make a review of the existing journals already subscribed to in the library.

ii.        Librarian/Asst. Librarian is entrusted to ascertain the use of journal by readers through survey once in a year to get information regarding the frequency of and the extent to which a journal is used by different faculty members.

iii.      A particular journal catering to the specialized needs of a single faculty member and thereby used by him/her regularly should not however, be discontinued.

iv.      The Library Committee will decide regarding the journals to be discontinued and new journals to be subscribed to.

v.        Irrespective of journals that may be discontinued, the library committee shall examine which new journals need to be subscribed to depending on the cost of subscription, and extent of demand for it. This may be done at least once in a year.

9.   Stock Taking:

i.           In every second year, stock taking will be done by the library with the help of library staff and other staff of Centre specially assigned for the purpose. The Director, however, has the discretion of calling for a stocktaking whenever he deem’s fit.

ii.         It shall be the responsibility of the Librarian/Asst. Librarian to see that the stock taking work is taking place in a satisfactory manner by rendering all types of services for the purpose.

iii.       Librarian/Asst. Librarian are to supply all such documents like Accession Register, Issue Register, Purchase Bills etc. as required by the supervising staff engaged for stock verification.

iv.       Any discrepancy between accessed books and available books is to be pointed by the Librarian/Asst. Librarian to Professor-in-charge immediately after the stock verification. The Professor-in-charge thereafter will place the matter before the library committee for settlement.

v.         The stock verifying staff will have to give a certificate incorporating the details of verification for the knowledge of Library Committee, Director, Professor-in-charge of Library.

10.  Purchase of Books:

i.           Books recommended by the faculty members and approved by the Library Committee shall be ordered for without delay.

ii.         Both local and outside registered booksellers and distributors shall be encouraged to supply the books to the library.

iii.       Local suppliers who are interested to supply books are required to display the books at the Centre for purpose of selection by faculty members and the members of Library Committee.

iv.       The books so selected by the staff members will be placed for order from the concerned book sellers.

v.         The Librarian/Asst. Librarian is to see it that they render all possible assistance for the display of books by booksellers and distributors from time to time.

vi.       Book sellers and distributors are required to pay 22% commission (subject to change from time to time) on the books supplied by them to the library. Books which are not available in the local market can be procured directly from the publisher provided that the same publisher will offer 15 per cent discount and the number titles so selected exceeding a minimum number of 30.

vii.     Faculty members in-charge of various external projects, having the provision to purchase books from the budgeted project account can buy project-related books for use in their respective projects, in such cases they are required to obtain prior permission in writing from the Director. After obtaining the permission and books so purchased are to be submitted to the library for accession. After due accession of the books in the library, the books are to be issued to the individual faculty member/members who have procured the books out of the project funds. After the completion of the project the project director is required to return the books to the library. Librarian/Asst. Librarians are to see to it that such books are returned to the library after the completion of the projects.

11.  Purchase of Furniture and Other Library Equipments:

i.           When Purchasing Committee sits for deciding about the purchase of furniture/equipments of the library, the Prof.-in-charge of library and in his/her absence the Librarian/Asst. Librarian may be invited to present his views regarding the purchase of furniture and equipments.

12.     Photocopying and Printing Facilities:

i.           Readers including the faculty members can make photocopies of books, journals, and reports subject however to the provision of copy right and patent laws.

ii.         Readers are to handover the books, journals and reports to the attendant after obtaining due permission from the Librarian/Asst. Librarian for photocopying of the portions they are interested by paying required fees.

iii.       a) The charges for photocopy or print for research purposes should be free up to 100 copies for faculty members per month and after that Rs.0.50 paisa per copy will be charged to them. b) As regards to Research Supporting Staff Rs.0.50 paisa per copy will be charged. c) Research Scholars/Fellows/Outsiders will be charged Rs.1.00 per copy.

13.     Computer Facility:

i.           It shall be the duty of the Librarian/Asst. Librarian to computerize the cataloguing of books in course of time. (However, accession of books can be in the meantime)

ii.         Librarian/Asst. Librarian are requested to provide computerized bibliography of the articles, journals and books to members (other than temporary) as and when required by them on specific subjects.

iii.       Info-Alert is to be brought-out by Librarian/Asst. Librarian regularly and widely circulated for the benefit of faculty members. 

14.  RULES FOR USING THE LIBRARY (GENERAL RULES)

i)           All readers are required to maintain perfect silence and discipline in the Library.

ii)         Proper decorum shall be maintained inside the library, smoking, spitting and sleeping inside the library are strictly prohibited.

iii)       No person shall either write upon, for the purpose of correction or any error or make any marking what so ever or underline the words or sentences of the books and journals.

iv)       Using computers for the purpose of a) Playing Game; b) Playing music; c) browse Social Sites; d) personal purpose etc are restricted.

v)         Installation or uninstallation of any programme or service in any computer is prohibited.

vi)       If any device of the computer is not working, it may be reported to the Librarian.

vii)     The members are allowed to use computer for a time allocated by the Librarian, if required the members may be asked to give opportunity to others to use the computers.

viii)  Damaging of computer system or equipment due to improper operation, deleting of programmes unauthorized and any deliberate damage caused thereto by any of the users are liable to pay the cost of the damage.

ix)          Any infringement of Library rules may lead to withdrawal of membership and privileges.

x)        These library rules may be altered or amended and new rules may be added to the existing ones by the Director on consultation/recommendation of the Library Committee from time to time depending on the exigencies.

Dr. R. Mishra                 Dr. S. Meher                      Mrs. S. Jani                 Shri N. Mohapatra

Chairman                        Member                            Secrectary                   Convener

Prof. Srijit Mishra

Director