VIT

PERIYAR EVR CENTRAL LIBRARY

Vision:
The vision of the Central Library is to be a world-class facility, which will be at the
core of VIT's education system, enriching the teaching-learning process and
ensuring research excellence by emerging as a source of institutional pride and
gaining international recognition. The end users, empowered by accessible,
innovative: creative and responsive library services are supported by an excellent
range of high quality resources and committed professional staff members.
Mission:
The Library's m1ss1on is to create inspiring education by offering exemplary
resources for learning and providing best research environments, which will be a
gateway to right and relevant resources, supported by an enabling and user-focused
service culture. The end users shall have seamless and timely access to a wide
range of high-quality information resources.
Working Hours:
The Library is kept open from 7:30 am to 12:30 am on all 365 days.
1. Introduction:
The global changes in Library and Information Services, particularly with the
adoption of Information and Communication Technologies (ICT), have created a
profound impact on the functioning of academic libraries. The developments in
ICT have changed the users' expectations from the academic libraries in several
ways. The modes of collecting information and disseminating knowledge have
undergone tremendous changes in recent times. To meet the requirements and
demands of the end-users effectively, academic libraries need to identify and adopt
good practices and benchmarks, which will enhance the value-based services of
libraries.

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Patrons visit a library to read, consult and borrow reading and reference materials.
Hence, the atmosphere in the Library should be inviting, which is ensured through
cleanliness of areas in and outside the library. Maintaining a calm and neat
atmosphere in the reading and stack areas is essential for concentrated reading and
searching of materials. Periyar EVR Central Library aims provide the users with
clean and green atmosphere including dust-free environment in the stack and
reading areas.
2. Rules and Regulations:
The Periyar EVR Central Library provides the best information services to student
and faculty and scholars. These rules and framed to ensure that all the members
may take the maximum utilization of the Library facilities.
The students, faculty members, research scholars and staff members of Vellore
Institute of Technology-Vellore are automatically eligible for membership of the
Periyar EVR Central Library. By using any facility of the Central Library, a
user/member agrees to abide by the following rules and regulations.
1. General Rules and Regulations
2. Library Membership
3. Book Borrowing and Renewal Rules
4. Return of the book after the due date
5. Loss and damage of Library resources
6. Document Scanning facilities
7. Digital Library access facilities
8. Discussion Rooms facilities
9. Video Conferencing facilities
IO.Library Information and Digital Notices
2.1 General Rules and Regulations:
• Strict and absolute silence shall be observed in the Library.
• Wearing ID card is mandatory.
• Speaking through mobile phone is strictly prohibited. Use of cell phones is
allowed only for academic activities and they are advised to keep them on their
mobile phones on silent mode.
• Academic decorum should be maintained in the library premises.
• Using mobile phone in the library is strictly prohibited.

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• Group discussions /combined studies should be made in the discussion rooms on
pnor perm1ss1on.
• Open discussion should be avoided in the open reading halls.
• Non-academic discussions, meetings should not be conducted in the library
premises. Defaulters will be viewed seriously.
• Bags, Helmets, Water Bottles and other Eatable Items, Big handbags, Raincoat,
Jerkin and casual wears are strictly prohibited inside the library. Users are
advised to keep all the above said items in property counter/cloak room.
Members are requested to deposit their belongings at the cloakroom at the
entrance of the Library.
• However, the users are advised not to leave, cell phones, purse, money, cards
etc. in the bags and Library is not responsible for the loss or damage of any such
items.
• Library users are strictly prohibited from carrying the borrowed and stamped
books inside the library after issue of books.
• If the due date falls on a holiday for the Library, the next working day will be
taken as the due date.
• New books and journals received will be on display for a week.
• Reference books, Newspapers, Magazines, Journals should not be taken out.
• Library timings and other relevant information are displayed on the Library
digital display Boards.
• Thesis and CD/DVD's are not for lending.
• In case of minor disruption, the user will be first warning and they have enter
the first warning entry register, if the member again do the same, the members
name forwarded to the Registrar for institute discipline committee enquiry.
• Improper use of Library facilities by User(s) will lead to the block the entry of
the library for certain period or will be handed over to institute discipline
committee.
• Bringing inside or use of eatables, drinking and sleeping in the Library are
strictly prohibited.
• Project materials such as circuit boards, batteries and any other experimental
equipment's are strictly not allowed inside the library premises.

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2.1.1 General Administration and Management:
Library and Information System Management is the fundamental and core facility
which helps the users in identifying and accessing various knowledge resources
available in the library, in print and electronic forms.
The Library Advisory Committee (LAC), headed by the Vice Chancellor and
consisting of faculty and student representatives from all the Schools of the
University meets periodically to review the functioning of the library and assess
the requirements pertaining to Library facilities and services.
2.1.2 Roles and Responsibilities of Library Advisory Committee (LAC).
The Library Advisory Committee suggests, recommends and reviews the
developmental activities of the library.
University Librarian is the Member Secretary of the Library Advisory Committee,
and is responsible for implementing the suggestions and recommendations of the
Committee.
Faculty members representing the various schools in the Committee are nominated
by the Vice Chancellor for a two-year term.
The Member Secretary convenes periodic meetings of the Committee in
consultation with the Vice Chancellor. He/she prepares the agenda and minutes of
the meetings and is responsible for the implementation of the meeting outcomes.
2.2 Library Membership:
VIT Faculty members, students, and research scholars and staff members are
eligible to become members of the Central Library. All the above members are
automatically eligible for membership of the Periyar EVR Central Library.
2.3 Book Borrowing and Renewal Rules:
Book Borrowing/Circulation Policy will help and support to the Library users for
their academic and teaching learning activities, research and reference work.
The members borrow the books through self-issuing kiosk which uses RFID
technology and records the due date. One time online renewal is permitted through
web-OPAC and they are not required to bring the book for their first time renewal.
If they fail to return or renew the books, members have to pay penalty charges for
the delay. Faculty members are permitted to borrow the books for a semester.

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The book borrowing details are as follows:
2.3.1 Book Transaction hours:
Book borrowing facility is during week days 7:30 am to 8:00 pm and on Saturdays,
Sundays and Holidays 9:00 am to 6:00 pm.
• Faculty Members: 6 Books;
• Staff: 2 books
• UG Students: 4 Books;
• PG Students: 5 books
• Research Scholars:5 books;
• STAR Students: 6 books from Alumni Book Bank
Book Issues through Self Book Kiosk system:
• Books will not be issued to members on the ID card of others and book will
be issued through ID card along with biometric for authentications.
• Books will be issued subject to availability.
• No sub-lending of books is permitted.
• Any kind of marking, underlining, clipping of books is absolutely forbidden.
• Readers shall be held responsible for any damage done to the library books
belonging and they shall be required to replace such books or pay the value
thereof.
• Absence from the university will not be accepted as an excuse for the delay
in the return of books.
• Under special circumstances, the University Librarian may refuse the issue
of books or recall the books already issued without assigning any reason
thereof.
• Borrowers are allowed to take the books during their winter and summer
vacation period with extended the due date.
Borrowin2 of Reference Books:
The facility of overnight issue is available for selected reference books.
2.3.2 Book Renewal Policy:
• Library offers the facility of one-time online renewal through WEB-OPAC.
• Already over-due books not possible to renew through online.
• The borrower not to bring the books physically for renewal.
• More than one renewal is not permitted.
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 • If the book due date falls on holiday of the Library, the next working day
will be taken as the due date.
• The Borrower is responsible for any loss or non-return of any books issued
against his / her original (or) duplicate ID Card.
• Advance book due reminders will be sent through SMS alert service and
e-mail.
2.4 Return of the book after the due date
• Overdue charges for late submission:
The following over-due charges will be collected from the students and research
scholars the book(s) are not returned by them on due date.
• First week Rs.1 per day per book
• Second week Rs.2 per day per book
• If the member does not returned till 57th day the double the cost of the book
will be collected.
The Library dues payment facility is available in V-TOP student portal through
online. The fine amount is reached Rs. I 00 automatically the software will lock the
self-book issue system, once if the payment made by the student automatically the
issue system will release.
Initially the defaulters list of students will be sent to the respective
Department/School Deans office, even after payment have been not paid by the
student the final list of students will be sent to Finance department for further
processmg.
There is no fine system for faculty/students/staff if Library books are not returned
by the due date however, "No Dues Certificate" will not be issued until the library
returned.
2.5 Loss and Dama2e of the Library Resources:
• The borrower will be responsible for loss of any book(s) and other resources
issued against his/her ID with biometric authentication.
• If any book is lost or damaged beyond repair, the borrower shall replace it
with a new copy or pay double the cost of the recent price and handling
charges or as may be decided by the University Librarian.

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 If a member loss or damages of Library resources, he/she should report the
loss through e-mail ([email protected]) otherwise he/she have to pay the
fine from the date of documents are due for return.
• If the lost item does not any price without any price, the borrower will be
charged the requisite replacement cost.
• If the item's original price is in foreign currency, the compensation will be
calculated based on the current exchange rate.
2.6 Document Scanning facilities:
The document scanning service is provided in the Central Library as per the need
and requirement of the students, scholars. This service is strictly followed by the
copyright act. The student member can pay the document scanning charges
through V-TOP student login online payment.
2.7 Digital Library access facilities:
The modern thin client desk-top systems 120 numbers is available in the digital
library for the accessing of teaching notes, subscribed electronic resources through
authorised e-gateway single sign login credentials.
2.8 Discussion Rooms facilities:
All the library floors having the discussion room facilities for academic and subject
group discussions and research purpose only. All the discussion rooms are first
cum first serve basis only, the user should surrender their ID card and all the users
enter their name and registration numbers in the user registration note and collect
the key from the Library help-desk. After usage receipt of the discussion room
keys, the ID card will be returning back to the members.
2.9 Video Conferencing facilities:
The modern video conference hall is available for e-learning, Swayam and
Swayam prabha e-content accessing purpose. The required faculty member may
book through online hall booking system through campus intranet portal.
2.10 Library Information and Digital Notices:
All the Library information and circulars and notices will be displayed in Library
digital display units.
Except the approval of the Library authority, notices, bulk chart papers, hand bills,
personal newspapers or any other materials may not be displayed in the Library.
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User(s) should inform the library as soon as possible of any other situations such
health disorder which might affect their use of library and their ability to comply
with the rules and regulations and the library authorities has the direction to grant
special permission on the basis of compassionate background.
Enforcement of these rules for users may take the form of any of the following
actions depending on the severity of the misconduct
The Central Library rules and regulations may be changed or modified from time
to time and shall be binding on all concerned.
3. Library Resource Collection and Development:
Major activities of the Library include procurement of new books, subscriptions to
Journals (print and online) and procurement of e-books and other resources.
3.1 Budget:
Every year, the Library submits the budget proposal based on the requirements and
in accordance with developmental, project-based activities such as procurement of
books and e-books, subscriptions to print journals and online databases and
renewal of e-Joumal subscriptions, and, infrastructure and ICT requirements and
other essential needy items.
4. Book Procurement Policy
• Book procurement is based on the online book recommendation form which
is available in VIT-LMS namely V-TOP faculty login and student login
page.
• Faculty members can also send e-mail requests to the University Librarian in
special circumstances.
• Under special circumstances, faculty members may procure resources
externally and get it reimbursed through the library.
• The Library conducts print and e-book exhibition annually, where the
patrons ( faculty members, students, and scholars) select the books according
to their requirements.
• The syllabus based text and reference book collection is a major aspect of
the Library. Apart from these, the Library procures general reading
collections, general reference materials, literature books, novels, fictions,
etc.

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 • Also, the library procures resources recommended by AICTE/UGC from
time to time. The library accepts book donations/gratis presented in good
condition.
• The Book purchase is process through the Central Purchase department, with
the approved vendors and normally receives the quote from three different
vendors, whichever is lower quote the purchase order will sent by the
purchase department through ERP system P2P Software.
5. Subscription of Print Journals/Magazines:
Print subscription is based on the recommendations received from the faculty and
students. Further, it follows the norms of AICTE/UGC for subscription of printed
national and international journals (discipline-wise). General magazines are
subscribed regularly. Complimentary copies of various newsletters, magazines are
also accepted.
5.1 New Subscription:
The recommendation of new subscription of periodicals may be submitted by the
individual with recommendation of the Head of the Department and Dean of the
School in the month of September/October.
5.2 Renewal Subscription:
Every year the renewal subscription process starts in the month of October and
after receipt of the recommendations from the respective school Deans.
Central Library can also submit the recommendations of the subscription of the
new titles as the recommendation and norms of the government policy and other
regulatory bodies such as AICTE, UGC etc.
6. Subscription of Online databases/e-Journals and E-Books- (E-Resources)
Periyar EVR Central Library subscribes the electronic resources (Online databases/
e-Joumals and e-books) as per the need and requirement of the faculty members,
scholars and students for their academic, teaching and research activities. The
access is through only authorised e-gateway (cloud based institutional IP address)
with single sign option of both off and off campuses for 24x7 with unlimited user's
access.

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6.1 New subscription of E-Resources:
The new proposal or subscription of online databases/e-Journals may submit to the
Library in the month of October with the recommendations of the Department
Head and Dean with justifications. The Library team will verify if any duplicate
checking process in the existing subscriptions, If not the Library will the arrange
one month to two month free trial access from the publisher through e-gateway
platform. After the trial access period the University Librarian will submit to the
proposal to central purchase department after the approval on the basis of usage
and recommendations received from the respective departments/school deans.
Finally the execution of license agreement is essential for both the renewal and
new subscription of e-Journals and online databases and the Institute Registrar be
authorised for signing the agreement with the publishers.
6.2 Renewal Subscription of E-Resources:
Subscription and renewal of online databases and e-Journals is done purely on the
basis of suggestions received from the faculty members and recommended by their
respective School Deans/ Centre Directors. The library evaluates the usage, and
then confirms the subscription through e-SS, MHRD Govt. of India. The renewal
process is also done on the basis of usage statistics and number of downloads and
recommendations received from the respective School Deans and Centre Directors.
If the usage is not encouraging, the library may discontinue (RoI- Return on
Investment) the subscription to electronic resources after approval by the
authorities. The institution enters into Licence Agreement with publishers/
vendors/ online database service providers / e book publishers.
The proposals/quotations may preferably be invited from the direct publishers.
6.3 Procurement of E-B ooks:
Generally Library prefers to purchase perpetual access one time purchase.
• E-Book recommendations may be submitted to the Library with the
complete details like Publishers, subject collections, text or reference
collection in specific etc. with recommended member signature along with
respective heads and Deans comments for further processing.
• And also the members of Sub-Committee of LAC will also select the e-
books with the support of respective department/school coordinators.

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 • Library also may submit to the Committee the list of titles on the basis of
recommended text and reference books as per the syllabus prescribed by the
University.
• Central Library can also submit the recommendations for procurement of e-
books of as per the norms of AICTE, UGC etc.
• The access is through only authorised e-gateway (cloud based institutional
IP address) with single sign option of both off and off campuses for 24x7
with unlimited user's access.
6.3.1 Use of Subscribed Electronic Resources and download policy
All the members of VIT shall adhere to the following policies while downloading
the subscribed e-resources (e-Journal articles and book chapters) and electronic
content from Central Library, VIT-Vellore:
6.3.1.1 Access to Licensed e-Resources (e-books, e-Journals and other digital
resources) is governed by the Terms of Use as per the license agreement between
VIT and the respective publishers. The e-resources are licensed for non-profit
educational, teaching and research use exclusively of VII. Copyright Law, in
addition to individual license agreements, governs the use of the subscribed
Electronic resources. Any violation of these is subject to judicial action under these
laws.
6.3.1.2 Library users are requested to make appropriate and judicious use of the
subscribed e-resources. The articles downloaded from e-Journals, book chapters of
e-books, etc. should be used only for academic and research purposes. Members
are advised not to share these resources via e-mail or any other manner with their
friends or acquaintances studying /working in other institutions, as all subscribed
contents employ digital watermarking technology. Any such sharing is against the
copyright act and violates the license agreement between VIT and its various
publishers/aggregators.
6.3.1.3 Downloading or printing of a complete e-book or an entire issue or a
volume of one or more journals is not recommended. Large chunks of electronic
content (systematic downloading) should not be downloaded and is strictly
prohibited. Within a particular time frame, members should not access or
download any content continuously in large volumes.

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6.3.1.4 Use of software or tools, robots, spiders or intelligent agents to access,
search and/or engage in systematic download from these resources is also strictly
prohibited.
6.3.1.5 Please be aware that systematic downloading will cause the publisher to
block the entire community of users from accessing the subscribed resources.
6.3.1.6 We have licensed for many e-resources, which have more detailed terms
and conditions for use. Each member of VIT is responsible for complying with the
terms and conditions of these licenses and is automatically governed by these laws.
Misuse or failure to do so can result in the loss of access to a resource for the entire
VIT User community. If a user fails to comply with this policy, VIT reserves the
right to restrict, suspend or revoke the individual user's access to our subscribed
electronic resources.
6.3.1.7 Further, the downloaded content or article should not be uploaded in any
website or multimedia resource on a website, electronic distribution list,
community or subject forum, etc. available to the public. Social networks such as
Facebook, blogs, twitter, etc. should not be used as forums for commercial gain
including reselling, redistributing or republishing of the VIT subscribed licensed
content.
6.3.1.8 Any violation of this policy will be viewed very seriously and suitable
action will be initiated against the erring member.
6.3.1.9 Systematic Downloading is Strictly Prohibited (downloading or printing of
complete e-book or an entire journal issue or bulk number of articles continuously
downloading a volume of one or more Journals). The digital content should not be
published in the public portals, blogs and should not be shared through e-mail to
other non-members.
All the members are eligible to access the electronic resources both on/off-campus
during their tenure period only.
7. Procurement and Maintainine; of the other Resources:
Depending upon requirements, the Library procures other media resources such
CD/DVDs collections, e-content repositories (government initiatives-NPTEL,
Swayam, and Swayamprabha, NDL). It also stocks the e-content materials
developed by VIT faculty members and holds institutional repositories, etc.

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8. Technical Processing:
The procured books undergo various technical processing activities such as
assigning them to the Library stock through ILMS (KOHA software) and RFID
tagging, stamping, etc. The UDC (Universal Decimal Classification) system is
followed and AACR-11 cataloguing system is employed for preparing the
bibliographic details about books.
9. Library Classification and Cataloguing System:
The library classification is a system of knowledge organization by which library
resources are arranged and ordered systematically. The Central Library has been
using the Universal Decimal Classification (UDC) for book classification for
bibliographic information and documentation since inception.
The Library follows the Anglo-American Cataloguing Rules (AACR 2).
The organization books in the stack area and reference section is open access.
10. IPR and Copyright Policy
Members are permitted to download e-content /photocopy printed resources solely
on the basis of the Intellectual Property Rights (IPR) and copyright policy in force.
11. Use of Library by non-members:
Non-members and outsiders wishing to use the library facilities have to obtain
special written permission from the Registrar. Such persons are allowed to access
books, journals and reference material (in print form) but they are not eligible to
access VIT subscribed electronic resources.
12. Thesis Submission:
At the time of final submission of PhD thesis, the scholar must submit a soft copy
of the thesis in a single file and also the chapter-wise split-up format in DVD to the
Central Library for uploading in the VIT Institutional Repository as well as in
Shodhganga portal (UGC-INFLIBNET).The prescribed thesis soft copy
submission application form is available in office of the Dean-Academic Research.
If thesis is applied for patent or waiting for number will be published in
Shodhganga portal with an embargo (title of thesis only displayed) period for one
year on renewal basis. The request letter may submit to INFLIBNET from
Registrar of the institute.

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13. Books/Journals Donation Policy:
• In generally library will accept the good quality/condition of the books
accepts as a donation and Journals/magazine are not accepted.
• The Library accepts donation of manuscripts, books, periodicals, etc., from
donors. Such donations once accepted will become the absolute property of
the University.
• Students used books with good condition accepted as donation for STAR
Book Bank Collections for STAR students.
• There is no prescribed form or format the above said policy, the donor may
submit to the University Librarian in the form of normal letter or e-mail with
complete details of the book and other materials.
• An appreciation letter or e-mail be issued to the donor by the University
Librarian.

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