Library Committee
Background
Overview of Library
Message
The Library Committee is a pivotal group within an organization or institution responsible for overseeing the development and management of library resources and services. Composed of librarians, administrators, and sometimes community representatives, the committee’s primary role involves setting strategic direction, ensuring the library’s alignment with institutional goals, and addressing the needs of its users.
They manage budget allocations, curate collections, and develop policies for the acquisition and preservation of materials. The committee also plays a crucial role in fostering partnerships, promoting literacy, and supporting educational initiatives. By evaluating library programs and services, they ensure the library remains a dynamic and relevant resource for its community. Their work involves regular assessment of user satisfaction and adapting to technological advancements to enhance the library’s effectiveness and accessibility.
Objectives
Committee Objectives
Roles & Responsibilities
The Library Committee plays a crucial role in guiding the strategic direction and operational management of a library. Its members, typically including librarians, administrative staff, and sometimes community representatives, are entrusted with a range of responsibilities designed to ensure the library effectively serves its users and aligns with institutional goals.
One of the primary roles of the Library Committee is to set the strategic vision and long-term goals for the library. This involves developing a comprehensive strategic plan that outlines priorities, objectives, and initiatives. The committee must continuously assess the library's alignment with broader institutional or organizational goals and adapt the plan as necessary. This includes identifying emerging trends, evaluating the impact of new technologies, and responding to shifts in user needs and expectations.
Evaluating and improving library services is a continuous responsibility of the committee. This involves assessing user satisfaction through surveys, feedback, and usage statistics. The committee reviews program effectiveness and identifies areas for enhancement or expansion. They may also oversee the development of new services or programs based on community needs and trends.
A key responsibility of the committee is to guide the development and management of the library's collections. This involves setting policies for acquisitions, reviewing and selecting new materials, and making decisions about deaccessioning outdated or less relevant items. The committee should ensure the collection is diverse, inclusive, and reflective of the community’s needs. This may also include overseeing special collections, archives, or digital resources.
The committee is responsible for establishing and reviewing library policies and procedures. This includes developing guidelines for resource use, circulation policies, and access rules. Policies must be updated regularly to reflect changes in technology, legal requirements, and best practices. The committee ensures that these policies are implemented consistently and that they support the library's mission and operational efficiency.
The committee oversees the library's budget, ensuring financial resources are allocated efficiently and effectively. This includes reviewing and approving budget proposals, monitoring expenditures, and making recommendations for adjustments based on the library’s needs and priorities. Members must balance various funding requirements, including acquisitions, staffing, technology investments, and facility maintenance. Transparent financial management is crucial for sustaining library operations and supporting its mission.
In an increasingly digital world, the committee must stay abreast of technological advancements that can impact library services. This includes evaluating and implementing new technologies, such as digital catalogs, online databases, and user-friendly interfaces. The committee ensures that the library adopts innovative solutions that enhance user experience and operational efficiency.
The committee plays a significant role in fostering relationships with the community. This involves promoting library services, organizing outreach programs, and building partnerships with local organizations, schools, and other stakeholders. Engaging with the community helps increase library usage and supports its role as a central resource hub.
Members of the Library Committee often serve as advocates for the library within the larger institution or community. They represent the library’s interests, communicate its value and impact, and work to secure support and resources. Effective advocacy involves building a case for the library's needs and demonstrating its contributions to education, research, and community enrichment.
By fulfilling these roles and responsibilities, the Library Committee ensures the library remains a vital and dynamic institution, effectively meeting the needs of its users and supporting the broader goals of its organization.ttee is responsible for establishing and reviewing library policies and procedures. This includes developing guidelines for resource use, circulation policies, and access rules. Policies must be updated regularly to reflect changes in technology, legal requirements, and best practices. The committee ensures that these policies are implemented consistently and that they support the library's mission and operational efficiency.
Frequency of the meeting : Library Committee convenes twice a year, typically at mid-year and year-end, to review and address key issues and strategic objectives.
Members
Committee
Members List
It encompasses structured approaches to administrative and academic excellence, active stakeholder engagement, and adherence to national quality standards, fostering an environment of accountability, innovation, and best practices.
| Sl No | Name | Designation | Department | Nominated As |
|---|---|---|---|---|
1 | Dr. Bindu A. Thomas | Principal | Electronics & Communication | Chairman |
2 | Dr. Chandrashekara J | Librarian | Library & Information Centre | Member Convener |
3 | Dr. Surikha M S | Asst. Professor | Basic Science | Member |
4 | Prof. Manohar | Asst. Professor | Mechanical | Member |
5 | Prof. Chaithrashree | Asst. Professor | Electrical | Member |
6 | Prof. Krithi | Asst. Professor | MBA | Member |
7 | Prof. Harshitha M | Asst. Professor | Information Science | Member |
8 | Prof. Nagashree S | Asst. Professor | Electronics & Communication | Member |
9 | Prof. Latha P | Asst. Professor | Civil | Member |
10 | Prof. Manjunatha T S | Asst. Professor | Computer Science | Member |
11 | Prof. Raghavendra | Asst. Professor | MCA | Member |
Approved SOP
Purpose
The purpose of this SOP is to provide a standardized framework for the operation, management, and oversight of the Library Committee. This ensures consistency, transparency, and efficiency in fulfilling the committee’s roles and responsibilities.
Scope
This SOP applies to all members of the Library Committee and covers procedures related to meeting frequency, agenda preparation, decision-making, and documentation.
Meeting Frequency
- Schedule: The Library Committee shall meet twice a year, typically in mid-year and year-end.
- Additional Meetings: Special sessions may be scheduled as needed for urgent issues or specific projects.
Agenda Preparation
- Agenda Development: The agenda shall be prepared by the Chairperson in consultation with the Library Director and other committee members.
- Distribution: The agenda and relevant documents must be distributed to all members at least one week prior to the meeting.
- Agenda Items: Typical agenda items include:
- Approval of minutes from the previous meeting
- Financial and budget reports
- Collection management updates
- Policy and procedure reviews
- Strategic plan assessments
- Community feedback and service evaluations
Meeting Conduct
- Chairperson: The Chairperson is responsible for leading the meeting, ensuring adherence to the agenda, and facilitating discussions.
- Minutes: Detailed minutes shall be taken during each meeting by the designated secretary or staff member. Minutes must include decisions made, action items assigned, and deadlines set.
- Decision-Making: Decisions are made by majority vote. In case of a tie, the Chairperson has the deciding vote.
- Action Items: Action items are recorded in the minutes, with clear responsibilities and deadlines assigned.
Post-Meeting Procedures
- Minutes Distribution: Draft minutes are to be circulated to committee members within two weeks of the meeting. Finalized minutes are distributed after approval at the next meeting.
- Action Item Tracking: The Chairperson or designated staff will track progress on action items and report status at subsequent meetings.
Documentation and Record Keeping
- Records Maintenance: All meeting agendas, minutes, and relevant documentation must be archived for a minimum of five years.
- Access: Documents are accessible to committee members and other authorized personnel as determined by library policy.
Review and Revision
- SOP Review: This SOP shall be reviewed every two years or as needed to ensure it remains current and effective.
- Revisions: Any changes to the SOP must be approved by the Library Committee and documented accordingly.
Responsibilities
- Chairperson: Oversees meetings, ensures adherence to SOP, and represents the committee to external stakeholders.
- Secretary: Records minutes, manages documentation, and assists with agenda preparation.
- Library Director: Provides updates on library operations, assists with agenda items, and supports committee functions.
Compliance
All Library Committee members are expected to comply with this SOP to ensure effective governance and management of library services.
This SOP serves as a foundational document to guide the operations and ensure the effective functioning of the Library Committee.
