New Publication Procurement Policy for JNU Library

A. New Book Acquisition Policy

Presently JNU Central Library has a fairly comprehensive book procurement procedure. However, It is being felt that the framework needs little bit modifications to make it more efficient and transparent. Therefore, some changes in the present procedure and also some new methods of procurement of books – both print and online have been introduced w.e.f. 10 January 2012. This has been approved by the Library Advisory Committee in its meeting held on 4.1.2012.

Book selection

It has been customary for the faculty and students to take part in book selection in the University. The Library staff usually recommends general reference books and those materials not covered by departmental subject categories like books on library and information science etc. Publishers and Vendors are increasingly providing electronic lists of titles available for purchase, printed catalogues and other printed announcements. These are being forwarded to the Schools and Centres from time to time. Besides catalogues, book reviews in important magazines and databases are also a basis for recommending books for the library. The library also circulates reviews of books to the Schools to keep them informed about new publications.

Book Purchasing Procedure

The Faculty and students can recommend books and other publications for purchase to the Central Library. It is desired that the list of books requisitioned by the Faculty for purchase for each School/Centre be always routed through the respective Deans/Chairpersons. The requisitions of students can be got approved by the concerned faculty and Dean/Chairperson. It will be desirable that books relating to semester courses may be sent in with one clear semester notice.
The Library would then check for duplication and place the list of recommended books before the Library Advisory Committee (LAC) for its review. Some very urgent requirements of books forwarded by the Deans/Chairpersons of respective Schools/Centres may be purchased with the approval of Chairperson of the Library Advisory Committee or by circulation to LAC members.
Once approved by the LAC for purchase, library staff re-checks the library OPAC to eliminate any duplicate orders etc..
The Library then prepares the final list of books and obtains financial sanction for their acquisition from the Librarian/Rector/Vice-Chancellor as per the financial powers delegated to each authority.
On the recommendations of the faculty the Library may purchase multiple copies of only those books which are found to be in great demand but not more than five copies of any book are procured.
The library will change the earlier practice of ordering books through a select list of approved vendors. The Library may now place orders with any well recognised Vendors registered with Federation of Publishers and Booksellers Association in India (FPBSA) and Delhi State Booksellers & Publishers Association. The discount insisted upon would be a minimum of 20% on the printed/publishers price. The exceptions would be Government publications/institutional publications and nil discount items. Also in some exceptional cases the vendors charge the library for handling on publishers’ demand. In case of multivolume books and encyclopaedia, efforts may be made to obtain higher discounts. On the basis of service and past records the review of the suppliers will be done on annual basis.
A system of online ordering of books and purchase of books by Faculty during their visits abroad has been introduced. Whenever, the faculty are in need of books urgently, they may purchase books for the library from online book stores like amazon.com, flipkart.com etc. using their own credit/debit cards after checking with the library about its non-availability and with due certification from the library to that effect. Same procedure of obtaining approval and financial sanction from the appropriate authority will be followed. They may also be authorised to purchase books on official foreign trips in similar way. Such requests may be processed by circulation to LAC. In such procurements discounts may or may not be available. Sometimes courier/postage charges are also included. The faculty may be reimbursed full amount paid on such transactions on the basis of credit/debit card statement and the bill generated through the online transaction.

Books purchased on Standing Order :

Faculty Publications :

The Library may now purchase three copies of Faculty publications as and when the publications are brought to the notice of the Library. The financial sanction for procuring the same may be obtained from the Librarian/Rector/VC depending upon their financial powers.

Government Documents :

Though JNU library is designated as a depository library of all Indian government publications, many Government documents do not reach the Library due to various reasons. Since they are immensely useful information sources for research, therefore, all important Indian government publications have been placed on Standing Order. The list of such publications is to be finalised and should be approved by the LAC from time to time

Bill Processing :

Once the books are received in the Library along with the bills, the price of each book and discount rates, bank rates are verified by the concerned staff in Acquisition Section. Entry for each book is made in the Accession Register which has all the relevant details of a book like its price, publisher, vendor, year of publication etc. Then the bills are processed for payment with the accession nos. entered against each item. The In-charge, Acquisition Section certifies above procedure before forwarding bill to Accounts. The bills are put up to the Librarian by In-charge, Library Administration for expenditure sanction on the basis of approval by the competent authority. As per the present practice the Library follows the bank rates prevailing on 1st of every month for the bills from 1st to 15th of every month and the bank rate which prevails on the 16th, for the bills from 16th to 30th/31st of the month.

Gifts :

Constraints of space necessitate the library to stop accepting books from any individuals. Books gifted from major institutions and other individuals may be accepted depending on their utility and physical condition.

B. Subscription to Print/e-Journals and online Databases :

The Schoolwise/Special Centrewise lists of Print/e-Journals are compiled and forwarded to the respective Deans of Schools/Chairpersons of Special Centres before placing them in the Library Advisory Committee meeting.
Recommendations are received from the various Schools/Centres to subscribe/renew the Print/e-Journals.
A Negotiations Committee was formed by the Library Advisory Committee to negotiate with the online journals/database dealers about the subscription cost of each database. The tenure of the Committee may be one year with following composition:
1. Chairperson, Library Advisory Committee
2. University Librarian (Ex-officio)
3. Finance Officer (Ex-officio)
4. Five-six members from different Schools/Centres
After obtaining necessary approval and sanction from the competent authority, the Print/e-Journals are subscribed/renewed through the subscription agents keeping in view their past service records. Some Print/e-Journals are also ordered directly from the publishers.
In case e-resources are not available through any consortium, publishers of e-resources are directly contacted for raising the invoice.
The Journals are no discount items and under Govt. of India General Financial Rules, no tender needs to be invited for Print/e-Journals subscription.
The bills are received from the vendors along with the price proof and the proof of exchange rate as which prevails on the date of remittance to the publisher.
The payment for Print/e-Journals subscription is made as per the bank exchange rates prevailing on the date of billing.
The supplementary bills are accepted in case there is rise in price of the Print/e-Journals and exchange rate.
Each Print/e-Journal is considered as a separate item in itself. The payment for each Print/e-Journals is treated as Advance Payment. The payment is made from the budget head “Journals”. For any other head such as Plan Grant/Project Fund etc.