Circulation Desk

Working Procedures

Guidelines for opening the resource Center

 Collect the resource center key from the security at the main gate by signing in register.
 Open the door by yourself, while you do so, check whether the locks of the door were intact.
 Switch on the light at the entrance and collect the key of the other door viz. stack area, Faculty
cubicles, Toilets, first floor etc. form the collection Development & Technical Services CDTS
room.
 Please put on lights, A/Cs where necessary and also open the required number of windows.
 Switch on security gate, circulation desk systems and all OPAC's.
 Put on sensitizing and desensitizing machines at the circulation Desk.
 Start the operations of the library sharp at 9:00 am.
 Enter/receive all the newspaper in KOHA. Stamp it and display it before 9:00 am.

Vital Functions of Circulation:

 Daily Newspaper Receive

 Check out process
 Check in process
 Renew a book
 Catalogue Search for Books
 Hold a book
 Check emails
 Collecting a fine from patrons
 Loss of / Damage to Resource Centre materials
 Recall Book
 Answering a phone
 Untraceable Books
 Course Reserve (CR) Collection
 Left and Found item List
 RC Statistics
 Daily Transaction Report
KOHA Staff Login

http://opac.daiict.ac.in:8080

KOHA Home page

Daily Newspaper Receive

 Receive all newspaper by suppliers

 The library staff add a stamp on a newspaper front page and stapled
 Stamped with a Receive stamp that includes the date of receipt.
 Receive all newspaper in KOHA
 Go to KOHA>login>home>Open Serials Menu>Search a newspaper in Subscription
search box>Find a newspaper>Select particular newspaper> select a Receive>Check a
newspaper Published on and Expected on Date>Change a Status (Arrived)>Save.
 When a newspaper issue is received it is checked in through the staff
 All newspaper displays it before 9:00 am.
 Older newspaper issues are housed at the beginning of backside of the Periodical
Collection.
 Circulation Policies

Circulation Timings

Issue & Return

Monday - Friday 9:00 am to 8:30 pm

Saturdays,
Sundays, Institute Holidays 9:00 am to 5:30 pm
& Semester Breaks

 Materials issued out from the Resource Centre are to be returned at the Circulation Desk during its
working hours.
 Materials issued out to be returned on or before the due date.

Borrowers Category

 Faculty/Visiting Faculty/Academic staff

o 30 Books - for one semester
 Due dates: 15th May, 15th December
o 2 Reference books- for 5 days
o 2 Bound volumes / loose issues of journals - for 5 days
o 2 CD/VCD/DVD/Video etc.- for 5 days

Note: For faculty and Academic staff, any book issued between 1 -15 December, and 1-15 May, of each
semester, will be considered as issued for the next Semester.

 Administrative and Project Staff including Trainees

o 4 Books for 30 days
o 1 Bound volume/loose issue of a journal for 5 days
o 2 CD/VCD/DVD/Video etc.- for 5 days

 Students
o Research Scholars
 12 Books - for one semester
 Due dates: 15th May, 15th December
 1 Bound volume/loose issue of a journal for 5 days
o PG Students
 8 Books for 14 days
 1 Bound volume/loose issue of a journal for 5 days
o UG Students
 6 Books for 14 days
 o Late Fee

General Books

 Rs.2.00 per day (First-7 days)

 Rs.5.00 per day (8th day and onwards)

Short Loan Books

 Rs.5.00 per day (First-7 days)

 Rs.10.00 per day (8th day and onwards)

Note: Books designated as Short Loan Collection for the current Semester will be issued only for three days.

General Rules (Circulation)

 All issue & return of Resource Centre materials are handled from the Circulation Desk
during its working hours.
 Borrowers are requested to make sure that the books are properly issued or returned.
 Resource Centre users are requested to bring their Smart Card while coming to the
Resource Centre.
 The borrower is requested to check the books & other reading materials thoroughly for
missing pages, chapters, any damages, markings etc. before borrowing.
 No book in damaged conditions may be accepted from the borrower. Mutilated or spoiled
books may have to be replaced by the borrower.
 The borrowing facility can be restricted or suspended in case of misbehavior or misuse of
the Resource Centre facilities/materials.
 Resource Centre materials will be issued/returned, only if borrower shows the Smart Card
at the circulation Desk.
 The Institute Smart ID Card used for borrowing RC materials is not transferable and must
be produced whenever requested by RC staff.
 Members are held responsible for all items issued on their name, until they are returned by
the respective members to the Resource Centre.
 Latest issues of journals/magazines are not issued out.
 Materials designated as Newspapers are not issued out.
 Faculty and staff going on long leave, with or without salary, deputation, study leave, or
extraordinary leave will have to return all borrowed materials before leaving the institute.

No material from the Resource Centre should be taken out without proper issue/ recording.
Any type of violation may lead to a disciplinary action
Book Check out Procedure

 The Library user identifies the information materials from the OPAC and notes the call
number
 The user moves to the relevant shelf, traces the book and takes to the issue counter
 The user presents the book to be borrowed to the counter staff
 The user produces his/her identity card
 Quickly glance the book for any damage, if any book doesn’t have books card than make
a new book card and paste it
 The Library Staff a Scan User ID number in Check-out option in KOHA software, then
matches the identity card with the users account to ascertain ownership
 The user gives a book card
 The Library staff verifies the book card to make sure details are correct
 The Library staff verifies the user ID number & sign in book card to make sure details are
correct
 Scan Bar-code pasted on Title Page or Last Page of the book to be borrowed
 The Library staff is scan barcode in Check-out option in KOHA software then Check-out
the book.
 Collect the stamp and insert the Due date stamping in book pocket and book card, on the
date the book is due for returning
 De-sensitize the Borrowed book
 Issue the book from Borrower
 Find out Borrower Types and insert cards for date wise arrange book card

Go to Koha › Login › Home › Circulation Menu › Select a Checkouts Option › Scan a User
ID number in Check-out option › Scan item barcode › Checking out to ID
Book Check In Procedure

 Return the book from Borrower

 Quickly glance the book for any damage
 Collect ID and Observe Borrower Information, Observe the late returns
 If found due or late returns, then calculate amount. Enter the collected total
amount to the fee’s Receipt Book.
 Return or Check In the book
 Collect and Insert the book Cards
 Find out Borrower Types and Collect cards from arranged due date cards. Cross
check the book Accession Number manually
 De sensitize the Borrowed book
 Again Re – shelving the book location.

Go to Koha › Login › Home › Circulation Menu › Select a Check In Option › Scan an item
barcode in Check-In option › Check-In to ID
Book Renew Procedure

 Resource Centre materials can be renewed, if there are no reservations on them by

other users
 Same materials cannot be renewed more than once.
 Borrower has to bring the material physically to the Resource Centre for renewal.
 Journals, reference books, CDs etc., (other than books) will not be renewed.
 No renewal will be entertained for Short Loan books
 The renewal must be made on or before the due date

Go to Koha › Login › Home page › Circulation Menu › Select a Renew Option › Scan an
item barcode in Renew option
Catalogue Search

 Go to library OPAC home page. There is a search box with caption “Search Catalogue
(OPAC)”. Enter a word or words from title or subject or author of a book you like to search.
Press enter. It will list all books matching the words you input.
 You can also click on “Advanced Search, Course reserves, Authority search, Tag cloud,
Search history. just below the search box. It will take you to another page “Web OPAC Page”.
It provides Simple Search and Advanced Search options.
 In Simple Search, you can search books by Author, Title (any word in the title, subtitle),
Accession No., Classification No., Series, ISBN No, Note/Abstract, Keyword, or Publisher.
 In Advanced Search, you can search books by combining several fields like author, title,
keyword, publishers etc. (with operators LIKE, EQUAL TO, AND, OR) in the same query. This
will give very specific / more relevant results.

Go to OPAC › Home › Catalogue › Enter search keywords › Submit

Books Reservation / Holds

 Members can reserve only those materials, which are already issued at the Circulation Desk.
 One reader can reserve maximum two books at any given time.
 A book can have maximum two reservations.
 Reserved books will be put on hold at the Circulation desk for maximum three working days
(inclusive of the day on which it is received/returned and hold period can be reduced looking in to
the demand) from the date of return by previous borrower. If the member who has reserved the
book fails to pick up the same within this period, the reservation stands cancelled.
 The availability of reserved items will be informed through email.

OPAC › Log in to your account › Search catalogue › Search › Details for books › Place hold

http://opac.daiict.ac.in
Check webmail

 RC service through webmail

 Check circulation mail every half an hour especially placed hold, Adv. Notice, Books renew
and Books Due
 Resource Centre will usually send reminders to members for the overdue items, but
non-receipt of reminders is no reason for returning books late.

https://webmail.daiict.ac.in/?loginOp=logout
Collecting a fine/Late Fee from patrons

Overdue/Fine Charge in Item

General Books
Rs.2.00 per day (First-7 days)
Rs.5.00 per day (8th day and onwards)
Short Loan Books
Rs.5.00 per day (First-7 days)
Rs.10.00 per day (8th day and onwards)
 Members who have overdue item(s) outstanding may not be permitted to borrow any materials
until the overdue items have been returned and fines are paid.
 If the fine amount exceeds Rs.50.00, the membership may be cancelled and no issues will be
done.
 Return the book from Borrower
 If found due or late returns, then calculate amount. Enter the collected total amount to the fee’s
Receipt Book.
 Collect a total fine amount and give a late fee receipt
 Find out Borrower Types and Collect overdue card from arranged Accession no wise cards.
 Insert the overdue card in book pocket
 Collect and Insert the book Cards.
Late Fee Receipt

Inter Office Communication

Loss of / Damage to Resource Centre materials

 Loss of book(s) must be reported immediately.

 Overdue fine, if any will be charged till the loss of book(s) is reported.
 If the original book is returned after reporting it lost, the fine will be calculated till the date of its
return.
 Borrower will have to replace the book, if lost/damaged with latest edition within 45 days from
reporting, along with overdue charges.
 If the lost book is out of print and if the borrower is unable to replace it, he/she will have to pay
the prevailing cost of the book, plus 30% processing fee.

Recall Book

 Resource Centre staff may recall a book at any time before its due date.
 The overdue charges may be increased for failure to return a book when it is due or
recalled.

Answering a phone

 Inter- office communication with staff surrounding our institution.

 Answer the queries from outside calls.
 Resource center facilitates the answering queries from students through the phone
calls.
 Tel: (+91) - (079) - 30510578
Untraceable Books

 The Library user identifies the information materials from the OPAC.
 If the catalog record says "On shelf" and it does not seem to be in its assigned shelf
location, there are a number of possibilities:
 The item has been returned and is in the process of being re-shelved.
 The item has been mis-shelved.
 A borrower is using the item in the library.
 The item is missing
 circulation staff can find such an item fairly quickly.
 The library staff can not found an item
 Take Register for untraceable book
 In manually accession write Sr. no, Date of untraceable book, Accession number, Title,
ID no, Status, Replay (Staff sign)

Register for Untraceable Books

Course Reserve (CR) Collection

 Course Reserve (CR) Collection consists of textbooks and other reading materials
recommended by the respective faculty members for different courses for each
Semester and are kept at the Circulation Desk.
 Documents in the Reserve Collection can be used only in the Resource Centre against
Smart Card.
 This collection will be issued for two hours at a time. The late return of the same will
attract late fee of Rs. 5/- per hr.
 Books under Course Reserve (CR) can be reserved, if already in use by other users. A
book can have maximum two reservations at a time.

Left and Found Item List

 Left and found items such as wallets, check out books, Credit/debit cards, ID cards, cell
phones, cameras, portable music players, electronics, jewelry, umbrellas, watches, keys,
and medications etc.
 An individual wishing to recover a personal item left in a library building should contact
the library Circulation Staff.
 Email us at rcservices@daiict.ac.in, providing your name, contact details, description of
the item and when you visited the Library and we'll check our lost and found, or keep an
eye out for it if it turns up.
 Alternatively, you can call us and speak with us about your lost item.
Left and found item list
RC Statistics

 We are maintaining statistics about total usage of library such as total issue
returns of books by day, month year. And how many footfalls are in RC,
How many students are reading in different section in RC by hours.
 So, every staff member whoever during his/her counter duty, they should
maintain a statistics on that time.
 At the end of the day, the staffs who generate the report should mention
the total number of issue return and reservation during a day.
 Note down the counts which is on 3M machine while closing and opening
RC.

1. Daily Attendance Record of Users

2. Transactions & Collected Fine Record

3. Daily User Statistics using 3M Security Machine, July : 2017

4. RC STATISTICS - January 2016 - December 2016

5. Major Statistics for the Month of January 2017
Transaction Report:

 Check the Today issue/ return and renew report and arrange the book card according to
user category and same do at daily Counter closing time Monday to Friday 8:30 pm and
Saturdays, Sundays, Institute Holidays & Semester Breaks time 5:30 pm.
 Go to Koha› Login › Home › Reports › Guided reports › Use saved › Circulation › Issue
Return - Date wise [Run] › Enter parameters for report Issue Return - Date Wise Select
from Date › Run the report › Download Open Document Spreadsheet format to save
file ›Prepare a Report.
 Open the Excel Report and modify for our transaction report and save it,
 Checking duplicate (through Issue return card) then Print it,
 Cross check with issued cards (if found any fault > solve the problem day onwards.
 Enter the Details in daily transaction report sheet.