AMU Malappuram Centre, Kerala



Procedure for Selection, Acquisition & Processing of Books

Selection of books

The selection of the books is based on the

·            Suggestions/requests received from the faculty members,

·            Suggestions/requests received from the students

·         Librarian may also recommend/select some books based on book reviews etc. books / Textbooks    recommended in the different syllabi of the courses.

·            Books selected by Faculty Members, Librarian and other Staff from Book Exhibitions and      Book Fairs organized/attended from time to time.

Requests are received on prescribed format, through the online link provided on the Library software KOHA /E-mail/by hand. The Librarian then prepares a consolidated list after checking the available budget for purchase of books, as Budget is the most important component in document selection. Then the list is checked from the Library Catalogue/ OPAC to ensure avoidance of duplication. This list is finally approved by the Library Committee.


·          The fund for the Library is from the grand received for the Centre and it is allotted as per the requirement submitted by the Library Committee.

·         The fund of the
Library is utilized by the Director of the Centre according to the need and requirements of the  users with emphasis on overall development of library collection. 


·         Once selection is finalised the books are purchased from the vendors who can supply the books with minimum 25% of discount. Orders      are placed according to its budget.

·        The Library accepts only latest, Indian/paperback editions /latest reprints of the publications, unless otherwise specified. The Library ensures to get maximum possible discount on all books and in no case less than 25% (except Government/ Society/ reputed associations/ organizations/research institutes/ autonomous bodies/NCERT Publications/short discount/no discount publications).The orders are placed as per terms and conditions of the Library. Timeframe for supply and cancellations is normally 4-5 weeks for foreign publication and two weeks for Indian publication. However in case of urgency due to need or approaching budget deadline or otherwise as the need be, the Library is free to fix the duration for supply of the ordered books. For unsupplied books reminders are sent to the vendors. Progress of each order is intimated from time to time.

Bill Processing

·        No bill(s) is processed until and unless the books are received in the Library and acessioned. The library accepts the bills as per conversion rates notified by Bank of India on the date of bill/invoice. Once the books are received in the Library, the book(s) are physically checked for any defect in printing, wrong pagination, torn pages etc. In such cases the books are returned to the vendor. The books are also verified with the order list such as- Author, title, edition – number/Indian /Foreign, paperback. The bills received from the vendors are thoroughly verified & checked for price verification, conversion and discount rates by the Librarian. All the relevant information is verified by the Librarian.


·         The book(s) are accessioned in the Accession register. The Accession Register is the basic record in the library about each document forming part of its collection. Entry for each book is made in the Accession register which has all the relevant details of a book such as name of the author, title, publisher, year of the publication, cost of the book, vendor etc. and this/these accession numbers is/are entered on the books and bills, which is verified by the Librarian before forwarding the bill to Accounts section.

Payment of bills

·         Book(s) once accessioned, the bill(s) are processed by the Account Section of the Centre and sent to the Director for Payment.

Gifts & Exchange

·        The acquisition of Gift is one of the important source to develop the collection of the library. Gift is received in the
Library as per the selection policy of the gifted books. It is the responsibility of the Library Committee to determine whether or not the gift will be kept and incorporated into the library’s collection. Selection of the books is based on the thought contents i.e. author and publisher. After verification from the authentic electronic information sources the gifted items i.e. books/journals/CD/pamphlets etc. are accessioned in the accession register of gift. Once an accession number is assigned, it is deemed to be the property of the library. An acknowledgement is sent to the donor.

·      Besides other miscellaneous work pertaining to Collection Development Division, replacement cost of lost books is also assessed in this section. This section however, deals with some of the basic records and registers. A number of files relating to the work is also maintained in the division. 

Selection Process of Journals


·         The Library sends queries to the Deans with Departmental Journal’s list and previous fund allocation. Faculty Members may recommend the journal titles from their area of subjects/specialization and submit to the head of the department or to the concern authority.

·        The Coordinator may compile the list of journals recommended by their respective faculty members and a consolidated list shall be submitted to the University Librarian for the further necessary action at his end.

  • If the list not received to the Library before or on the required date of receiving from their end then   Librarian will again send a reminder to all the chairmen to send the list at the earliest. If no response   received after reminders the Library will subscribe the same journals as subscribed in previous years.

Purchasing Methods of Print Journals/Online Journals

The purchasing methods for print/online journals consists the following standard procedure:

·            Selection of Journals

·            Preparation of priority list according to budget

·            Sending list to empanelled Agencies for discount rates

·            Prepare a report of comparative statement of discounted rates of journals

·            Arrangement of Purchase Committee to finalizing the subscription orders

·            Presenting the annual report, comparative list of discount rates, supply position of the Agencies before the    Library Committee

·            Taking approval from Library Committee members for placing the subscription orders to the Agencies & Publishers

·            Signing of Deed of Agreement with the Agencies to whom the subscription orders is to be send

·            Placing of subscription orders to the Agencies/Publishers

·            Receiving of invoices and checking thoroughly like price, conversion, price proof etc

·            Entry of invoices on the watch register

·            Processing of invoices for payment

Subscription/Renewal Method of Databases/E-Resources

·      The subscription & renewal method for online Databases/E-Resources is different from print journals. The subscription/renewal of databases should be done according to the availability of funds, usability, usage statistics and recommendations received from the faculties and students.

·     The University Librarian will arrange the meeting of Library Committee to finalize the subscription of databases. The Librarian will present a brief report among the Library Committee members consists the usage statistics of the subscribed E-resources. The report will consist of proposed e-resources to be subscribed for the next year according to the availability of funds.

·        The Library Committee members will negotiate all the resources with the invited vendors which have to be subscribed for the next year. The below standard procedure are followed to subscribe the e-resources/databases:

o        Selection of E-resources/Databases

o        Acquiring the usage statistics of the databases

o        Preparation of the list of proposed e-resources

o        Prepare a report/presentation for the Library Committee members

o        Inviting all the vendors whose product has be subscribe or renew

o        Inviting all the Library Committee members for negotiation/finalization of the resources

o        Library Committee members will negotiate all the proposed resources

o      The Librarian will send the subscription orders to the concerned vendors/agencies for the resources finalized by the Library Committee members

Receiving of Journals & Data Entry in Watch Register

Once journals received in the Library the entry of all the supplied issues must be enter in the watch register.

Missing issues & Claims

·      It is the duty of the In-charge/staff of periodical Division to send the claims on time for missing and   unsupplied issues to the agency/publishers if the journals not received on time. The claims may be send on   half yearly basis depending on the supply status of the journals.

·      The previous year claims should be settled within one year from the subscription year’s or in next year   depending on the conditions that if a journal has delayed publications or in transit may be avoid to include   in claims, because the supply is more important than refund.

Procedure for Library Membership

  • Students

The prescribed application form which available in the library may filled and submitted by the students along with a passport size latest colored photograph in the Library after duly attested by the Provost of the respective Halls during working hours from 9.30 AM to 4.00 P.M. with one hour Lunch break from 1.30 AM to 2.30 P.M.

  • University Employees

All the permanent employee (Teaching & Non-teaching) employees of the University can get the membership of the library after filling up a membership form duly attested by the Head of the Department/Office. The form is available at the circulation counter.

  • Staff on Probation/Temp/ Guest Faculty

The staff on probation/temporary of Guest Faculty can get the membership of the library after filling up a membership form duly attested by the Head of the Department/Office along with a surety bound from the permanent employee of the university. Both forms are available at the circulation counter.

  • Visitors/ Scholars from other Universities

The visitors/scholars from outside the university can get the membership of the library for a maximum period of one month, after filling up a membership form for visiting Scholars. They have to submit an introductory letter from their Research Guide/ Head of the Department/ Principal of the College, their valid Identity Card etc. along with their application form.

  • Members retired from the University Services

Retired Employees of the centre can get the special membership of the library by filling up a membership form and they have to submit an undertaking duly signed by the head of the department from he has retired.

  • Special Membership

The respectable citizens of the Aligarh town and Students, Research Scholars, teachers and retired employees from other recognized institutions can get the special membership of the library by producing their bona fides to the satisfaction of the Librarian, after filling up a membership form and they have to submit requisite security fee as decided and notified by the management from time to time.

Procedure for Charging and Discharging of Book

Procedure for Charging and Discharging of Book

The collection of the library has been distributed in the Central Library and the Seminar Library. Any document can only be issued on loan from the circulation counter. The Library is using open access in the Library. The Library is currently using KOHA software for in house activities and CC TV Security System to ensure that no document can be taken out from the library without issue.

Procedure for Issue of Books

Central Library

The Library is using Open Access System in Stacks, where users allowed going to the shelves and choosing a book. The user will bring book and present both book and borrower card to the staff of issue counter for issuing of a book. The Library staff will first scan the borrower card and then the bar code of a book, after that he will put the due date of the date slip of the book, then the book will be demagnetize by the machine and borrower card and book will be handed over to the borrower. The books can be borrowed from 9.00 A.M. to 5.00 P.M.

Procedure for Return of a Book

All the documents issued from the library will be returned at the Circulation Counter of the Library from 9.00 A.M. to 5.00 P.M. The user will present the book to the Staff available at the return counter of the Circulation Division; he will scan the Accession No. of a book through barcode reader and return the book.

Seminar Library

The Library is using Open Access System in Stacks, where users allowed going to the shelves and choosing a book. The user will bring book and present both book and borrower card to the staff of issue counter for issuing of a book. The Library staff will enter the details of the books in the issue register and book will be handed over to the borrower. The books can be borrowed from 5.00 P.M. to 8.00 P.M.