Library Operation Manual

AILT Global Academy

1. Introduction

The library at AILT Global Academy plays a vital role in supporting the educational, research,
and personal development needs of students, faculty, and staff. This manual outlines the
policies, procedures, and guidelines that govern the daily operations of the library. Its purpose is
to ensure that the library operates smoothly and efficiently while providing high-quality services
and resources to the academy's community.

2. Library Objectives

The objectives of the AILT Global Academy Library are to:

● Support the academic curriculum by providing relevant and up-to-date resources.

● Foster a reading culture among students by encouraging access to both educational
and recreational materials.
● Promote research through the provision of digital and physical resources, including
journals, e-books, and databases.
● Provide a conducive study environment for individual and collaborative learning.
● Integrate digital learning by offering access to online resources and facilitating
information literacy skills.
3. Library Services

1 Circulation Services

● Book Borrowing:
○ Students: May borrow 1 book at a time for a duration of 1 week
○ Faculty: May borrow 1 book at a time for a duration of week
○ Renewals: Books may be renewed twice unless there is a reservation by another
user.
● Overdue Fines:
○ Students: 20 rupees per day after the due date.
○ Faculty: Faculty are exempt from fines but must return overdue books before
borrowing more.

2 Reference and Information Services

● Research Assistance: Library staff provide support for students and faculty engaged in
research, helping them locate and use appropriate resources.
● Workshops and Training: Regular information literacy workshops are conducted to
help users understand how to access and use digital databases, citation tools, and
research materials.
● Access to Databases: The library provides access to a variety of academic databases
and e-journals to support scholarly activities.

3 Digital Resources

● Online Catalog: Users can search the library’s collection online via the Library
Management System (LMS).
● E-Resources: The library subscribes to several e-journals, e-books, and academic
databases, which can be accessed remotely.
● Digital Repository: Past exam papers, research theses, and faculty publications are
stored in a digital repository accessible to all users.

4 Study and Reading Spaces

● Quiet Study Zones: Dedicated quiet zone available for individual study.
● Group Study Rooms: Dedicated quiet zone available for group discussions and
collaborative work. Reservations are required.
● Computer Stations: Available for academic purposes, with access to internet, printing,
and academic software.
4. Library Policies

1 Membership and Registration

● Automatic Registration: All students faculty, staff get special id for library access, after
they are automatically registered as library members at the reserved time
● External Membership: Alumni and external users may apply for membership at the
discretion of the librarian, subject to a fee.

2 Borrowing Policies

● Eligibility: Only registered members may borrow books.

● Special Collections: Reference books, periodicals, and special collections cannot be
borrowed and must be used within the library.
● Damaged or Lost Items: Users are responsible for the cost of replacing any lost or
damaged materials. The replacement fee is based on the market value of the item.

3 Usage Policies

● Code of Conduct: Users are expected to maintain silence and a respectful attitude
toward others in the library.
● Prohibited Activities: The use of mobile phones is restricted to designated areas.
Eating and drinking are not allowed within the library,
● Computer Usage: Library computers are to be used strictly for academic purposes.

5. Collection Management

1 Acquisition of Resources

● Needs-Based Acquisition: New resources are acquired based on the curriculum

requirements, faculty requests, and student suggestions. The librarian, in collaboration
with department heads, decides on the purchase of new materials.
● Needs-Based Budget Allocation: Needs-Based Budget library budget is used to
acquire both print and digital resources. Priority is given to essential academic materials,
including textbooks, journals, and databases.

2 Cataloging and Classification

● Dewey Decimal Classification (DDC): All library materials are cataloged using the DDC
system to ensure ease of access and retrieval.
● Integrated Library System (ILS): The library uses an ILS for cataloging, circulation, and
inventory management, making it easier for users to search and borrow materials.
3 Weeding and Discarding of Materials

● Regular Review: Materials are reviewed annually to determine their relevance and
condition. Items that are outdated, rarely used, or in poor condition are removed from the
collection.
● Disposal: Books that are no longer relevant or are in poor condition may be discarded,
recycled, or donated to other institutions, depending on their condition.

6. Technology and IT Infrastructure

1 Library Management System (LMS)

● The library uses an LMS to manage inventory, track borrowed items, and allow users to
search for resources online. The system is integrated with student and faculty IDs to
facilitate quick borrowing and returning of items.

2 Internet and Wi-Fi Services

● Free Wi-Fi is available within the library for students and faculty. All library computers are
connected to the internet and provide access to academic resources.

3 Digital Repository

● The library maintains a digital repository of past exam papers, theses, dissertations, and
faculty publications. This repository is accessible through the library’s online platform.

7. Library Personnel

1 Roles and Responsibilities

● Librarian: Oversees all library operations, manages staff, maintains the collection, and
coordinates acquisitions.
● Assistant Librarians: Assist with cataloging, circulation, and user support. They also
provide technical assistance with digital resources.
● Technical Support: Ensures the smooth functioning of library IT infrastructure, including
the LMS, computers, and Wi-Fi.

2 Staff Training and Development

 ● Regular Training: Library staff undergo regular training to stay updated with new library
technologies, digital resources, and customer service skills.
● Continuous Improvement: Feedback from library users is gathered and used to identify
areas for improvement, ensuring that the library remains a high-quality resource.

8. Budget and Financial Management

1 Annual Budget

● Resource Allocation: The librarian prepares an annual budget outlining the library’s
needs for new acquisitions, maintenance, and staff salaries. This budget is reviewed and
approved by the school administration.
● Expenditure Monitoring: Regular reports are generated to track library expenditures
and ensure funds are used efficiently.

2 Fundraising and Donations

● Donations: The library accepts donations of books, materials, and funds. All donated
items are subject to review to ensure they align with the library’s objectives and
collection needs.

9. Library Security

1 Security Measures

● RFID System: An RFID (Radio Frequency Identification) system is installed at library

exits to prevent unauthorized removal of materials.
● Surveillance: CCTV cameras monitor key areas of the library to ensure the safety of
users and resources.
● Emergency Exits: Fire safety measures and clearly marked emergency exits are in
place throughout the library.

2 Emergency Procedures

● Fire Drills: Fire safety drills are conducted regularly, and staff are trained to handle
emergency situations, including evacuations and first aid.
10. User Feedback and Library Improvement

1 User Surveys

● Annual Surveys: The library conducts annual surveys to assess user satisfaction and
gather feedback on the services and resources provided.
● Feedback Implementation: Suggestions and feedback are reviewed by library
management, and improvements are made where necessary to enhance the user
experience.

2 Continuous Improvement

● Development Plans: A forward-looking development plan is maintained to guide the

expansion of resources, the upgrading of infrastructure, and the introduction of new
services in line with user needs.

11. Appendices

Forms

● Library Membership Form: For external members and alumni.

● Book Request Form: To request new acquisitions or materials.
● Feedback Form: For users to provide suggestions or report issues.

Contact Information

● Library Help Desk: 8606238623 (chief librarian)

● Email:[email protected]