Missing books in University of Kerala Library

Preliminary Minutes of the 23rd Meeting of the Syndicate held on 17.02.2021

Item No.23.84.06 Writing off missing books - Report of the University Librarian – reg. (Ad.A V)

The Syndicate held on 01.10.2020 considered the matter of writing off missing books in the Departments, Centres and Institutions and has resolved to entrust the Registrar to send letter to all the Heads of the Departments who had not submitted the report of annual physical verification of books. The Syndicate further resolved to entrust the Deputy Librarian, Kerala University Library and Campus Library, Kariavattom to submit a detailed report based on the statement submitted by the concerned Departments / Centres / Institutions and to place the same before the Standing Committee of the Syndicate on Staff, Equipment and Buildings for taking appropriate action. 

Accordingly, a letter dated 02.11.2020 was forwarded to the HODs requesting to submit the report of annual physical verification of Library books. Also, letter dated 08.11.2020 was sent to the University Librarian(i/c), KUL seeking detailed report on the statement submitted by the HODs. A reminder letter dated22.12.2020 has also been sent to the HODs requesting to submit the annual stock verification report of library books. Seven more departments responded to the letter. The consolidated details of stock verification reports including the recently obtained ones is as follows:

Table of list of books

It may be noted that, the Heads of the Departments of Malayalam and Education have informed that, the stock verification of library books is in progress with the available facilities and assured that the report will be submitted immediately. As per Govt Circular No. 27855/A3/2000/H.Edn dated 08.12.2000, 'the responsibility for the missing books from the library should be fixed on each individual strictly with reference to the duties and responsibilities of each individual working in the library. The entire staff working in the library are responsible for the proper accounting of the books and other articles in the library. The maximum number of books that can be written off in a year is 0.5% of the books in circulation. The library staff will be responsible for the loss of books in excess of the admissible number and the cost of such books will be recovered from the Library staff in equal shares. Thus responsibility of the missing books will be sharedby all on equal proportions. The persons who are transferred out of the institutions on transfer or promotion will be relieved of their duties on executing an undertaking to the effect that liabilities if any fixed on them in respect of the missing books during the period they have worked in the institution would be remitted by them and this position will be shown in the relieving papers.' As per U.O. No. Ad.AVI/1/404/05 dated 18.01.2005, following norms were issued in the University in the case of missing / damaged library books. 1. To follow the existing State Govt rules in the University for writing off missing /damaged library books. (The above said circular) 2. To fix the responsibility for the loss of books as per State Govt rules. 3. The responsibility in the case of Departmental libraries will be vested jointly with the Head of the Dept and the Librarian concerned. 4. Physical stock verification should be conducted once in two years in the University Library, Campus Library and all the Department libraries. The University Librarian (i/c), vide letter No. M/357/2020-21 dated 02.12.2020, has forwarded her remarks based on the statement submitted by the Depts / Centres / Institutions concerned regarding writing off missing books. (Copy appended) 

The Committee considered the matter and recommended to constitute a sub-committee comprising of the Convener, Standing Committee of the Syndicate on Staff,Equipment & Buildings, Dr.S.Nazeeb, Prof.K.Lalitha, Sri.G.Bijukumar, Adv.MuralidharanPillai.G & Dr.K.G.Gopchandran, Members Syndicate and Dr.Ajikumari T, University Librarian(i/c), Kerala University Library, to study and submit a report on norms for issuing library books from the libraries of Departments/Centres of the University.

The Committee further recommeded to submit a detailed report on missing books including details such as name of the missing books ,price of the books, date of purchase etc, before the Committee. 

Resolution of the Syndicate RESOLVED that the above recommendation of the Standing Committee of the Syndicate on Staff, Equipment & Buildings held on 15.02.2021, be approved. FURTHER RESOLVED to include Dr.B.Unnikrishnan Nair, Member Syndicate in above subcommittee