Policy

 

LIBRARY POLICIES

Our College has a number of library policies which are used to run the library effectively. The policies are;
 
1. Circulation Policy
2. Library Membership Policy
3. Borrowing Policy
4. Renewal Policy            
5. Over Dues Policy
6. Reservation Policy
7. Loss & Damage        
8. Digital Library Policy
9. Inter Library Loan (Ill) Policy
10. Clearance Policy
 
1. CIRCULATION POLICY
 
Ø  The Circulation Desk forms part of the Circulation Services Section.
 
Ø  Books are issued and returned at this desk.
 
Ø  The Circulation desk is also a general service desk area that handles general enquiries.
 
LOAN PROCEDURE

Three types Loans OFFERED be followed by our VIAAS Library such as

                        1. Common Loan,
                        2. Short Loan, and
                        3. Overnight Loan
 

1. COMMON LOAN

 Ø  EXCEPT Reference books, all books that have been borrowed from the book shelves on production of Borrower card along with ID Card.
 
Ø  The rights of the cardholder cannot be transferred to another person.
 
Ø  Items that have been borrowed may be renewed twice. Renewals are allowed only if the item is not overdue or not in demand.
 

2. SHORT LOAN

 Ø  The Short Loans Section consists mainly of prescribed texts, reference collections and periodicals like journals and magazines.
 
Ø  Books and periodicals on the Short Loan period may be borrowed on production of ID card where multiple copies are available.
 
Ø  Users are allowed to borrow books and journals and return the day itself.
  

3. OVERNIGHT LOAN

Only faculty members are allowed to borrow books and journals for overnight only and the required books and periodicals will be issued after 4.00pm and they have to return the another day morning positively before 10.00am.
 
2. LIBRARY MEMBERSHIP POLICY
 
Ø  Student, Faculty, joint appointment faculty and staff, are entitled for library membership.
 
Ø  They are required to fill a library membership form and submit at the circulation desk in the library.
 
Ø  The library membership forms are available from the library circulation desk.
 
3. BORROWING POLICY
 
Ø  Library material must be checked out in person on production of Borrower’s Ticket/ID Card.
 
Ø  Borrowed library materials should be returned on the due date.
 
Ø  Five Books are issued to Faculty members for the period of One month.
 
Ø  Two Books are issued to undergraduate (UG) students for the period of 7 days.
 
Ø  Three Books are issued to postgraduate (PG) students for the period of 7 days.
 
Ø  If the students are secure 80% and above in a semester one merit book will be issued to encourage them.
 
Ø  New Books can only be issued after technical processing has been completed.

Ø  Reference books, rare books, unbounded periodicals, thesis, periodicals, audio visual (AV) materials should not be checked out from the library.
 
Ø  Multi-volume book of each volume is treated as a separate item.
 
Ø  No faculty/student can take two books of the same title and author.
 
Ø  Anyone  who  violates  the  rules  and  regulations  of  the  library  would  be  liable  to  lose  the  privilege  of  library membership and may be debarred.
 
Ø  Visitors, interns and alumni are not eligible to checkout any library materials.
 
 4. RENEWAL POLICY             
 
Ø  Library materials must be renewed either by visiting the circulation desk, email or phone call on or before the item's due date to avoid fine charges, providing no other patron has requested the item(s).
 
Ø  Weekends are not included in the loan period.
 
Ø  Documents borrowed should be presented physically for renewal.
 
Ø  Documents will be renewed only if there are no reservations.
 
Ø  Renewal of borrowed books can be made only for ONE more week. If a borrowing request by another user is placed during the last seven days, the library will recall the item(s) to be returned immediately.
 
5. OVER DUES POLICY
 
Ø  Overdue notices will be sent automatically by the library management system
 
Ø  Final reminder will be sent by email to the concerned department for appropriate action.
 
Ø  Overdue Fines Ten (10) Rupees per day per item fine is charged for Students and Faculty members
 
Ø  Members should return all the library books and cards while taking no due certificate from library.
 
Ø  If a member does not pay the library dues, the privilege of borrowing books may be suspended till he/she pays the requisite amount.
 
6. RESERVATION POLICY

 Ø  Books can be reserved for 24/7 and each registered user may reserve a maximum of two (02) library books which are currently checked out to the other users.

 Ø  Once the item is available, the users will be intimated by email or over phone or whatsapp to get it easily.
 
7. LOSS & DAMAGE        

• Patron with lost / damaged book must immediately report about the book to the Librarian to          stop counting of fines.
• If library material is damaged beyond repair or is lost, the patron must replace it with the same item or the latest edition plus any overdue fines.
• If the lost item is out-of-print, it should be replaced by a similar title with equal or higher price.
• The replacement of such item must be approved by Chief Librarian or Library Advisory Committee.
• If One book lost in the volumes of the set, the reader has to replace the whole set.
• The patron with lost/damaged item should not be allowed to checkout any library materials until the item has been replaced.

 8. DIGITAL LIBRARY POLICY

1.  Each User can use the Computer in Digital Library for a period of One Hour only.
2. The Users should make a compulsory entry in the log book before switching on the terminal except Library Hours.
3. The Users will not be allowed to use this facility during class hours except Library Hours.
4. The Users should not be allowed to use their own floppies/CD's/Pen Drive.
5. The students should shutdown the system properly, else inform to library staff.
6. The Users will be held responsible for any damage to the system or CD's being used by them.
7. Copying files from the CD's to the Hard-disk and deleting files in Hard-disks are strictly prohibited.

9. Inter Library Loan (ILL) Policy

Any MMCHRI Student, faculty member, or staff can borrow books from libraries in Other MAHER University Colleges when it is not available in his/her own Medical College Library.

On behalf of the borrower (requester), the concerned College Library will send an email to the library where the book is available.

The borrower is responsible to collect and return the book from the lending library.

In case of overdue charges, the borrower is responsible for any fine charges.

Moreover the ILL Facility is also available through Institutional Membership such as:

• Developing Library Network (by MMCHRI)

• British Council Library (by MMCHRI)

• American Centre – US Embassy, Chennai (by MMCHRI)

• The Tamilnadu Dr. M.G.R. Medical University ((by MAHER)

  
10. CLEARANCE POLICY

 Ø  All students, faculty members and staff must get their library clearance before their graduation or contract termination.

 Ø  Clearance should not be served unless the borrowers have returned and cleared overdue materials and fines from their records.