Formulating a Policy for Loss of Library Book.

[Prasanta Kumar Nath]

Sir/Madam,

I want to discuss a matter with all respected professionals so that we come to decision.I am working at NIELIT(National Institute of Electronincs and Information technology) Agartala since 2010.We have non formal course viz.IT O A level,Hardware O A level courses.These courses are of 1 year duration and we are taking caution deposit from them to issue library books.But I am very sorry to say that from every batches 20% of the students are not returning books.Inspite of SMS,phone call they are not returning books.Sometime they are telling please adjust from caution money.So we want to formulate a policy for very 10 batches books loss.That policy should be as per Central Govt. rules.
I used to prepare the defaulter list in every year verification.

Can we replace the book from their caution deposit if they dont return the books?
For how many days we have to wait and what may be the pre steps before doing that?
Is the replacement from caution money is legal?

Please guide me so that I can formulate a policy and put up to my authority.

Prasanta Kumar Nath
Library In charge
[e-mail]
M-9402305388

[Siddhartha Shankar Ray]

Dear Sri Prasanta Kumar Nath,

Thanks for your post that addresses a very critical issue for the Librarians.

First, I am replying you point by point:

(A) In case the students have informed in writing that money should be adjusted from their "Library Caution Deposit", you are absolutely free to adjust against the amount. Never-the-less, the concept of such "caution deposit" is implied that it can be  refunded to concerned individual only after the Library section is satisfied that s/he has no due. 

(B) Regarding the pre steps, you can devise your library membership application form accordingly. Meaning, in the form you seek a declaration from the intending members that unless they return all the Library materials, his/her certificate may be withheld!!. Never-the-less, in case books are not returned within 90 days from the last examination date the entire Caution deposit may be forfeited..

(C) The deadline for return of the Library materials can be fixed (a) either before commencement of the examination (b) or immediately after the examination.

(D) You may wait for Thirty Working Days for return of the library materials. Give them two notices one immediately before commencement of the examinations and the other after Seven Working Days post examination.

BUT MOST IMPORTANTLY:  Get the entire procedures officially approved by your Director/Registrar, Library Committee or any duly empowered individual or body well in advance.

Re: Policy formulation:

Prepare a statistics of such defaulters for last Five Years (since you joined)  Explain your inability to adjust the caution deposits as there was no such clear cut rules/ instructions. Explain the loss and statistically provide data relating to such loss for every course. In case you find that the average loss/person exceeds the caution money amount, ask for at least 100% increase. Appeal for withholding of certificates till Library Clearance Certificate  is issued. Ask to make this procedure mandatory.  As you get official approval, you will be empowered  to include it in your Library Application form. You can device a Library Rules as well. Put it in the Library Notice Board and put the same in your website as well.

I presume, if you act in this way, You no longer have to be bothered for this issue!!

Sincerely,

Siddhartha S. Ray, Calcutta

[Santosh K]

Dear Sir,

My experience of the matter is

1.   Semester of Final exam before every students return all the books or magazines and Barrower Card/Tickets issued from Library and taken "Noduce Certificate" .  Without Noduce Certificate can not issuing Exam Admit Card to students.  

2.    In case any book lost by the Reader/Student the actual price of the document + 20% maintenance cost deposit from reader/students, because the Reading materials like Books, Magazines or Journals are valuable to any Institute.

3.   Get the entire procedures officially approved by your Director/Registrar, Library Committee or any duly empowered individual or body well in advance for above policy.   

4.   The issued materials cost is not more than caution money and calculate actual price of the issued document + 20% maintenance cost + fine charges. 

[Ramkrishna Bhattacharya]

Rspected Sidhartha Shankar Ray Sir,

Your response towards the issues of my friend Mr Prasanta Kr Nath, is excelent and to the point. I think you r the perfect person in our library profession related to library issues. Thanx..sir.

With regards

Ramkrishna Bhattacharjee

Librarian,

Iswarchandra Vidyasagar College

Belonia, South Tripura

Email- [e-mail].

[Prasanta Kumar Nath]

Thank You very much Sir.Suggestions given by are very useful.Thanks again.