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Internship Report
Submitted for the Partial Fulfillment of B. A. (Honours th
Semester
Examination 2014
By
Examination Roll...
Acknowledgement
First of all, I wish to express my gratefulness to the almighty ALLAH for giving me the strength
to perfor...
Table of Contents
Content Page Number
Acknowledgement i
Table of contents ii-iv
List of Tables v
List of Figures vi-vii
Li...
Chapter-3: Acquisition section -
3.1 Aim of acquisition Section
Mode of Acquisition
Procedure for Acquisition
3.4 The func...
7.4 Periodicals Section
7.5 Old Newspaper Section
7.6 Reprography Section
7.7 Manuscript Section
7.8 Binding Section
7.9 S...
List of Tables
Table- : Layout of Dhaka University Library
Table- Budget Allocation for 2014-15 Fiscal Year
Table -3: Libr...
List of Figures
Figure-1: Main Library building
Figure-2: Science library Building
Figure-3: Process for Budget Allocation...
Figure- Edition Statement format in koha
Figure- Publication, Distribution, etc. (Imprint) format in koha
Figure- Physical...
List of Abbreviations/Acronyms
AACR Anglo American Cataloguing Rules
AGORA Access to Global Online Research in Agriculture...
Chapter
Introduction
Introduction
Information is power Today‟s modern society is totally an information based society where
information as a re...
1.1 Background of the study
The goal of library and information science education is to develop professionals who are
qual...
In the session 2006- , the course “BISLM-428: Internship in Libraries and Information
Institutions” was introduced in the ...
 Opportunity to determine best fit in a professional environment: Experiential
learning can aid students in assessing var...
More specifically, this study entails the following aspects:
To explore an overview of DUL and the present status of its r...
There are six working days in a week and the Saturday remains half while the Friday is off
during 15 December, 2014 and 22...
1.6 Organizational Structure of the Report
The Report comprises eight chapters, which is organized as follows:
Chapter One...
1.7 Limitations of the study
The main limitation of my study is the inadequate time schedule for the completion of this
in...
Chapter
Overview of DUL
Overview of DUL
Dhaka University Library is the biggest library in Bangladesh. It is also the biggest academic
library of ...
Figure-1: Main Library building
2.2 Aims and Objectives of DUL
The main aim of the DUL is the expansion of education and r...
Figure- : Science library Building
c) Science Library Building:
Though the science library is part
of the main library, it...
The
Main Library
building
Ground Floor
Automation Section
Server Room
Computer Room
Borrowers ID Card Room
Hardware Mainte...
First Floor
Reading Rooms (Male and Female)
Confined Section
Reference and Thesis Room
Prayer Room
Table- : Layout of Dhak...
2.6 Library Rules and Policies
The policies and rules of the Dhaka University Library according to ordinance are mentioned...
apart for them, but they shall not bee allowed, except as hereinafter mentioned, to take
books outside the Library premise...
9. Persons other than members of the Syndicate and Officers and members of the Teaching
Staff of the University shall not ...
Note: All deposits arc to be paid into the Accounts Office of the University and
will be refunded after deduction of any f...
printed vouchers meant for the method of issuing books to persons specially permitted by
the Vice-Chancellor to use the Un...
N. B. To prevent confusion, books are required to returned a few minutes before the close
of each hour by those who are ab...
(i) Before the Library the readers shall hand over their personal books, bags, sticks,
umbrellas, and parcels, opened or c...
2.7 Library Facilities
The library offers the following facilities:
1. Reading room facilities.
2. Book lending facilities...
Chapter
Acquisition Section
Acquisition Section
Acquisition Section is concerned with the selection and purchase of reading materials. This
section is...
a) Budget Allocation
In this phase the Syndicate, Deans of the different Faculties, different Committees are
associated. I...
 Budget Allocation for 2014- Fiscal Year
Budget is very important task in pre-acquisition activities. In this fiscal year...
b) Procurement of Books
This phase is conducted by the Acquisition Section along with the Accounts Section.
Figure- : Proc...
The functional steps in Acquisition Section
At first list of books are received
from the department by the
acquisition sec...
Committee related to Acquisition section
In Acquisition Section, there are three kinds of committees. These are:
a) Librar...
b) Tender Committee:
The tender Committee is constituted as follows:
Person Designation
1. Dean, Faculty of Arts Member
2....
Post Reception Activities in Acquisition Section
After the reception of the books and journals the acquisition section per...
3.7 Accession Register
Accession Register is the basic record in the library about each document forming part of its
colle...
Automation of Acquisition section
At present the Dhaka University Library is
using an Integrated Library Automation
System...
Chapter
Processing Section
Processing Section
After purchasing and accessioning of the reading material in the Acquisition section, it is sent to
the...
CATALOGUE SLIP FORMAT
Call No.
Author(s):
Editor(s):
Translator(s):
Compiler(s):
Acc. No.Title:
Subtitle:
Parallel Title:
...
ROE Routh, Josseph I.
Essentials of general, organic and biochemistry / by Joseph I.Routh,
Darrell P. Eyman and Donald J. ...
Figure- : Main Entry
Figure : Added Entry under Subject Heading
ROE Routh, Josseph I.
Essentials of general, organic and b...
320.2
AKR
C.1
Acc:
Figure- : Added Entry under Title
Step- : The book card for each book is generated automatically.
Step-...
Flowchart for the Functions of the Processing Section
Figure- : Flowchart for the Functions of the Processing Section
Send...
. Processing Module of the Library Automation Software
There have a scope in Library Automation Software to automate the a...
The processing module of the Library Automation Software performs the following functions:
 Cataloguer Task
 Delete Acce...
letter of the title. If the main entry is under the title, then the author mark will be the three
initial letters of the t...
Chapter
Circulation Section
Circulation Section
The Circulation Section is the ultimate section of the Library. Hundreds of teachers, students,
staffs...
5.1.1 Manual Circulation Procedure
a) Circulation for teachers and staffs of the University: In the ground floor the
circu...
Step- : Then he enters the call number, return date into the Index Card. The index card is
also kept in the circulation se...
A sample of the Gate Pass is as follow:
Figure- Gate Pass
 The following functions are required for returning:
Step- The ...
b) Circulation for running students of the University
Step- The students search the catalogue manually or by computer and ...
Book Issue and Return
Circulation Staff Input
the User ID No., Issue
Date & Hall Name in
Book Card
Circulation Staff Bring...
Automated Circulation Procedure (through Circulation Module)
Here books are issued automatically by the Circulation Module...
Step- : Then the barcode on the title page of the book is scanned by the Barcode
Scanner. As a result the book information...
User Community of the DUL and their rights & responsibilities
As Dhaka University Library is an academic library its ultim...
Officers Books 30 Days First week (7days) TK.0.50
After first week TK.01/per
week.
3rd Class
Employees
01 Book 30 Days Fir...
Chapter
Reference Section
Reference Section
Reference section is a basic section of an academic library. It refers to the provision and
organization...
. Reference Services Provided in the DUL
The Dhaka University Library provides the following kinds of reference services.
...
use of library that he learnt during the user orientation. Even all the departments do not
responses to the user orientati...
will complete the process of posing a query to the librarian. The chief librarian checks the
e-mail twice every day and gi...
Policies of providing Reference materials in DUL
 The users can just read the reference materials inside the reference se...
Chapter
Other Sections
Administrative Section
The Administrative section is in the second floor of the administrative building. All sorts of
admi...
 Invitation of Tender: If the amount of cost cross 1, 00, 000; then the materials are
procured through the tender committ...
 Background of Library Automation Activities in DUL
To provide better and faster user services in a convenient way, the D...
also accessible in the Dhaka University Main Library and Science Library even without any
internet connection as it is an ...
7.3.4 Library Software
A short discussion on the library software used in Dhaka university library is stated bellow:
a) Dh...
b) Koha Library Software
The acting Librarian Prof. Dr. S M Zabed Ahmed has taken an initiative to launch the most
popular...
 Modules of Koha
 Acquisition Module
 Cataloging Module
 Circulation Module
 Administration Module
 Patrons Module
...
There are two steps in original koha cataloguing. These are:
i) Adding Records and
ii) Adding Items
i) Adding Record
For a...
FIXED-LENGTH DATA ELEMENTS--GENERAL INFORMATION
Sixteen characters that indicate the date and time of the latest record tr...
DEWEY DECIMAL CLASSIFICATION NUMBER
Indicator is used as:
First Indicator Second Indicator
Type of edition
0 - Full editio...
Figure-26:Main Entry-Personal Name
MAIN ENTRY--CORPORATE NAME
Corporate name used as a main entry in a bibliographic recor...
TITLE STATEMENT
Title and statement of responsibility area of the bibliographic description of a work.
Title Statement fie...
Figure- : Edition Statement
PUBLICATION, DISTRIBUTION, ETC. (IMPRINT)
Information relating to the publication, printing, d...
PHYSICAL DESCRIPTION
Physical description of the described item, including its extent, dimensions, and such
other physical...
SERIES STATEMENT
Series statement for a series title.
Field 490 does not serve as a series added entry. When field 490 is ...
SUBJECT ADDED ENTRY--TOPICAL TERM
Subject added entry in which the entry element is a topical term.
Topical subject added ...
ADDED ENTRY--PERSONAL NAME
Added entry in which the entry element is a personal name.
Added entries are assigned according...
ADDED ENTRY-- MEETING NAME
Added entry in which the entry element is a meeting name.
Added entries are assigned according ...
ADDED ENTRY ELEMENTS (KOHA)
c is used for item status and can be used to display the record in OPAC
Figure- Added Entry El...
University Science Library
c- Shelving Location. i.e. General Stock
d- Date Acquired. i.e. 1973- -
e- Source of Acquisitio...
7.3.5 Borrowers ID card
This is under the Planning and Development office. Here the functions concerning the issue of
borr...
A sample interface for the Dhaka University Institutional Repository is as follows:
Figure- : Interface of Dhaka Universit...
An internship report on library operations and services of Dhaka University
An internship report on library operations and services of Dhaka University
An internship report on library operations and services of Dhaka University
An internship report on library operations and services of Dhaka University
An internship report on library operations and services of Dhaka University
An internship report on library operations and services of Dhaka University
An internship report on library operations and services of Dhaka University
An internship report on library operations and services of Dhaka University
An internship report on library operations and services of Dhaka University
An internship report on library operations and services of Dhaka University
An internship report on library operations and services of Dhaka University
An internship report on library operations and services of Dhaka University
An internship report on library operations and services of Dhaka University
An internship report on library operations and services of Dhaka University
An internship report on library operations and services of Dhaka University
An internship report on library operations and services of Dhaka University
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An internship report on library operations and services of Dhaka University

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An internship report on library operations and services of Dhaka University

  1. 1. Internship Report Submitted for the Partial Fulfillment of B. A. (Honours th Semester Examination 2014 By Examination Roll Number: 2805 Department of Information Science and Library Management University of Dhaka
  2. 2. Acknowledgement First of all, I wish to express my gratefulness to the almighty ALLAH for giving me the strength to perform my responsibilities as an intern and complete the report within the scheduled time. My gratitude goes to The Department of Information Science and Library Management, of The University of Dhaka for arranging Internship Program and providing me the opportunity to take part into this program that facilitates integration of theoretical knowledge with real life situation. I am deeply obliged to The Chairman of our Department and the acting librarian of Dhaka University Library, Professor Dr. S. M. Zabed Ahmed for his kind advice, motivation and cooperation. I would like to convey my gratitude to Professor Dr. M Nasiruddin Munshi, as my supervisor. I am very grateful to Professor Dr. Salma Chowdhury, as our course coordinator and also grateful to all our respected teachers for their cordial inspiration, instruction, suggestion, constructive criticism and guidance to complete the internship program. My profound appreciation is extended to all the officers and personnel of Dhaka University Library for their professional and personal support in the completion of my internship program. I owe my deepest thankfulness to the scholars whose work I have used in this report.
  3. 3. Table of Contents Content Page Number Acknowledgement i Table of contents ii-iv List of Tables v List of Figures vi-vii List of Abbreviations viii Chapter -1: Introduction - 1.1 Background of the study 1.2 Rationale of the study 1.3 Objectives of the study 1.4 Scope of the Study 1.5 Methodology 1.6 Organizational Structure of the Report 1.7 Limitations of the study Chapter-2: Overview of DUL - Background of DUL 2.2 Aims and objectives of DUL 2.3 Library Layout 2.4 Library Collection Library Personnel Library Rules and Policies Library Facilities
  4. 4. Chapter-3: Acquisition section - 3.1 Aim of acquisition Section Mode of Acquisition Procedure for Acquisition 3.4 The functional steps in Acquisition Section 3.5 Committee related to Acquisition section 3.6. Post Reception activities in Acquisition Section Accession Register 3.8 Automation of Acquisition Section Chapter- Processing section - 4.1 Procedure for Processing the Library Materials 4.2 Processing Module of the Library Automation Software 4.3 Bibliographic Standards Used by the Processing Section Chapter-5: Circulation Section - Circulation Procedure of DUL User Community of the DUL and their rights & responsibilities Chapter-6: Reference section - 6.1 Reference Services Provided in the DUL 6.2 Policies of providing Reference materials in DUL Chapter-7: Other sections - 7.1 Administrative Section 7.2 Accounts Section 7.3 Planning and Development 7.3.1 Library Automation Library Website of DUL Web OPAC for the Users of DUL 4 Library Software (DULIS & Koha) Borrowers ID card Dhaka University Institutional Repository
  5. 5. 7.4 Periodicals Section 7.5 Old Newspaper Section 7.6 Reprography Section 7.7 Manuscript Section 7.8 Binding Section 7.9 Seminar Section 7.10 Stack Area 7.11 Rare Book Section 7.12 Cyber Centre 7.13 Resource Centre for the Visually Impaired Students 7.14 Muktijudho Cell 7.15 UN Collection 7.16 American Studies Corner 7.17 Korea Corner 7.18 Token Counter 7.19 Despatch Chapter- : Problems and Recommendations - 8.1 Problems .2 Recommendations Conclusions References
  6. 6. List of Tables Table- : Layout of Dhaka University Library Table- Budget Allocation for 2014-15 Fiscal Year Table -3: Library Committee Table-4: Tender Committee Table-5: The Finance Committee Table- : Order list of books Table-7: Accession Register Table- : Status of Book Lending Limit, Duration and Fine Details Table- : Amount of Fee for the Issue of Borrowers ID card Table- Charges for Reprographic Facilities
  7. 7. List of Figures Figure-1: Main Library building Figure-2: Science library Building Figure-3: Process for Budget Allocation Figure-4: Procurement of Books Figure-5: Flow Chart for Acquisition of Documents in DUL Figure-6: Acquisition Module Figure-7: Catalogue Slip Format Figure-8: Verso of the Catalogue Slip Format Figure-9: Interface for Log In Figure-10: Shelf List Entry Figure-11: Main Entry Figure 12: Added Entry under Subject Heading Figure-13: Added Entry under Title Figure-14: Spine Label Figure- Flowchart for the Functions of the Processing Section Figure- Processing Module of DUILS Figure-17: Book Card Figure- Index Card Figure- Gate Pass Figure-20: Flowchart for Manual Circulation Figure-21: Interface for the FAQ Service Figure- Interface of the Ask a Librarian Service Figure-23: User Interface of DUL OPAC Searching Figure-24: User Interface of the DULIS Figure-25: login interface of Koha Figure-26:Main Entry-Personal Name format in koha Figure-27: Main Entry-Corporate Name format in koha Figure-28:Main Entry-Meeting Name format in koha Figure- Title Statement format in koha
  8. 8. Figure- Edition Statement format in koha Figure- Publication, Distribution, etc. (Imprint) format in koha Figure- Physical Description format in koha Figure-33: Trade Price format in koha Figure- Series Statement format in koha Figure- General Note & Bibliography etc. Note format in koha Figure- Subject Added Entry-Topical Term format in koha Figure- Added Entry- Personal Name format in koha Figure- Added Entry-Corporate Name format in koha Figure- Added Entry-Meeting Name format in koha Figure- Series Added Entry-Uniform Title format in koha Figure- Added Entry Elements format in koha Figure-42: Add Item format in koha Figure-43: Normal view of holdings in Koha Figure-44: Interface of Dhaka University Institutional Repository Figure-45: Old Manuscript
  9. 9. List of Abbreviations/Acronyms AACR Anglo American Cataloguing Rules AGORA Access to Global Online Research in Agriculture BALID Bangladesh Association of Librarians, Information Scientists and Documentalists BANSDOC Bangladesh National Scientific and Technical Documentation Centre BAS Bangladesh Academy of Sciences BIPC Bangladesh INASP-PERI Consortium CD-ROM Compact Disc-Read Only Memory DDC Dewey Decimal Classification DUL Dhaka University Library DULAP Dhaka University Library Automation Project DULIS Dhaka University Library Integrated System FAQ Frequently Asked Questions HINARI Health Inter Network Access to Research Initiative ICT Information Communication Technology INASP International Network for the Availability of Scientific Publications ISBN International Standard Book Number LAB Library Association of Bangladesh LAN Local Area Network MARC Machine Readable Cataloguing OPAC Online Public Access Catalogue PC Personal Computer PERI Programme for Enhancement of Research Information RFQ Request for Quotations UGC University Grants Commission UN United Nations UNDP United Nations Development Programme WWW World Wide Web
  10. 10. Chapter Introduction
  11. 11. Introduction Information is power Today‟s modern society is totally an information based society where information as a resource, plays a vital role in the development and progress. To obtain desired advancement, progress and development in any field every nation depends on proper information. For storing, managing and providing authenticate information library and information institution can play a vital role. Libraries and information centers have important contribution in the management and dissemination of right information to the users at the right time in the right way. Due to a tremendous exploration of information and ICT‟s skilled information professionals are obligatory to manage the information as well as information institutions in an appropriate, scientific and systematic way. This is why, Library and information education is so much important in this era of information exploration. To ensure complete education in this field an internship program is very effective for making proficient information professionals. Internship provides real world experience to those looking to explore or gain the relevant knowledge and skills required to enter into a particular career field. Internship is relatively short term in nature with the primary focus on getting some on the job training and taking what is learned in the classroom and applying it to the real world. That is why, internship is emergently crucial for the potential information professionals. In this regard, the pioneer of Library and Information Education in Bangladesh, The Department of Information Science and Library Management under The University of Dhaka offers an internship program in Dhaka University Library to its students for the partial fulfillment of B. A. (Honours) 8th Semester. Each and every students of this department has to take part in a compulsory internship program in Dhaka University Library for the successful completion of their B. A. Honours Degree.
  12. 12. 1.1 Background of the study The goal of library and information science education is to develop professionals who are qualified to establish, manage, operate and evaluate user-oriented information systems and services. Library education means educating students to be qualified librarians or information scientists through organized instruction and training. Academic library education initiated in North America in 1887 with the first classes at the School of Library Economy, Columbia University, under the direction of Melville Dewey. In Bangladesh, the library and information science education started in 1952 when its London- trained Librarian, Mr. Fazal Elahi, introduced a three-month training course for the library staff at the Dhaka University Library. But unfortunately this course was discontinued after only one session. Between 1955 and 1959, four three-months subject-wise training courses were conducted with the help of Fulbright scholars under the supervision of Mr. M. S. Khan who was the then Librarian of Dhaka University Library. But there was no training facility apart from the Fulbright courses available in Bangladesh until October 1958, when the newly formed East Pakistan Library Association (EPLA-1956), now the Library Association of Bangladesh (LAB), instituted a regular six-month Certificate Course in librarianship. It was the pioneer of regular library education at undergraduate level in Bangladesh. The accomplishment of the Fulbright courses convinced the university authority and ultimately led to the introduction, in 1959, of a one-year Postgraduate Diploma Course in the Department of Library Science at the University of Dhaka under the direction and guidance of its UK trained librarian, Mr. M. S. Khan. This course was subsequently elevated to a Master‟s Degree Course in , M Phil in and Ph D Degree in 197 . During 1987-88, a three-year Bachelor of Arts (B. A.) with honours in Library and Information Science started at the University of Dhaka. In 1997- , the department renamed as “The Department of Information Science and Library Management” and its three-year B. A. honours course turned to four-year honours with new syllabus. The department also introduced the semester system in both Honours and Masters program during the session 2006-07 and the syllabus was redesigned with various aspects of modern librarianship.
  13. 13. In the session 2006- , the course “BISLM-428: Internship in Libraries and Information Institutions” was introduced in the course curriculum for the Partial Fulfillment of B. A. (Honours th Semester. As a student of Bachelor of Arts (B. A.) in the department of Information Science & Library Management every student has to take part in an internship program on Dhaka University Library for partial fulfillment for the requirements of the degree of Bachelor of Arts (B. A.) program. 1.2 Rationale of the study An internship is a period of experience offered by an institution to give students and graduates exposure to the working environment, often within a specific institution, which relates to their fields of study. It is a work related learning experience for individuals who wish to develop hands on work experience in a certain occupational field. An Internship helps individuals to combine theoretical Knowledge with practical work experience. It offers the chance to gain practical skills that will make anyone more employable. Internship helps to develop professional work habits; provides an understanding of corporate cultures, gives an opportunity to analyze international business settings, offers platforms to compare differences in work styles. Librarianship or Information profession is a highly practical oriented profession. So, before going to join any library or Information institution it is needed to participate in an internship program as well as achieving professional degree in this field. Participation in an internship offers the following potential benefits for students of Information Science and Library Management:  Opportunity for hands-on experience: While students may learn a great deal of information in their courses, there is no substitute for direct experience in a professional environment. Internships allow students to gain direct experience.
  14. 14.  Opportunity to determine best fit in a professional environment: Experiential learning can aid students in assessing various career areas.  Compilation of a portfolio: Certain internships allow students to compile their work in a portfolio which can later be shown to potential employers.  Opportunity to demonstrate professionalism: This enhances the reputation of the Department and increases the credibility of a student's degree.  Enhancement of the maturation process: Since internships require a great deal of personal responsibility, the experience provides an important step in an individual's personal and professional maturation process.  Confidence building: Successful completion of an internship often provides a student with the professional confidence necessary to begin the job search.  Professional learning experience: Internships allow students opportunities to develop practical skills in realistic contexts where professional criticism is both immediate and constructive. Students also have opportunities to observe and understand connections between coursework and the practical work. Finally, internships aid in the identification of knowledge and skills essential to success in a particular profession.  Potential employment opportunities/contacts: Occasionally internships lead directly into employment opportunities. Although this is more the exception than the rule, internships certainly do provide students entry into a professional network. Contacts made through internships are valuable sources of information for securing future employment. 1.3 Objectives of the study The main objective of the study is to bridge the gap between theoretical knowledge and practical knowledge by acquiring real-world experience about the systems and services of the Dhaka University Library through direct participation and observation in the different sections of the library as an intern for the Partial Fulfillment of B. A. (Honours) 8th Semester.
  15. 15. More specifically, this study entails the following aspects: To explore an overview of DUL and the present status of its resources and services. To reveal the acquisition, processing and circulation procedure of library materials. To measure the user-friendliness of both the manual and online catalogue searching. To observe, analyze and evaluate the lending procedure, activities and fine details maintained by the circulation desk. To assess the availability and the quality of reference services provided to the library users. To know about library software with its functions and usage practiced in DUL. To investigate the existing condition of the library stack area and the existing condition of the reading room facilities and carrel service. To realize the organizational behavior of DUL. To appraise the major problems of the systems and services of the library. 1.4 Scope of the Study The main intention of the study is the system and services provided by the different sections of Dhaka University Central Library and the Science Library Building. The main focus of this study is on: The Acquisition Section of DUL The Processing Section of DUL The Circulation Section of DUL The Reference Section of DUL and The Library Automation System and Software of DUL Besides these, the study also covers the other sections, including administration, accounts, reprography, manuscript, periodicals etc. sections of DUL.
  16. 16. There are six working days in a week and the Saturday remains half while the Friday is off during 15 December, 2014 and 22 January, 2015 for conducting this study. 1.5 Methodology The study was conducted in a systematic procedure by acquiring data from different relevant sources by applying different methods. Consultation was taken from both the previous similar type of studies as well as with the experts in this study area for selecting the methods. This study has been completed based on the following methods: Direct Participation: Most of the information was gathered directly by participating in different activities of DUL and working with its personnel physically for the fruitful completion of this study. Direct participation of 30 working days in the different sections of DUL was the vital mode of assessing and collecting study related data. Observation: Aimed at gathering consistent data for this study an observation method was substantially applied. Through my personal observation I have obtained the required data about the organizational behavior of library personnel on performing activities in their workplace. Personal Interview: As a popular, common and effective data gathering method, interview method was also used in this study. I have went through an interview method for accumulating information by asking different required questions to the library personnel and gathered the information that are pertinent to my study. Personal Contact: Personal contact with the library officers and staffs of DUL has helped me remarkably to reveal many factual, realistic and outspoken data relating to my study. I have gathered information by having personal contact and correspondence with the library personnel and by visiting different sections.
  17. 17. 1.6 Organizational Structure of the Report The Report comprises eight chapters, which is organized as follows: Chapter One is related to the introductory discussion of the study, rationale, objectives, scope, methodology applied to the study as well as the limitation of the study. Chapter Two associated with the background and present status of the Dhaka University Library. Chapter Three deals with the methods and procedures carried out by the acquisition section for the acquisition of library reading materials. Chapter Four consists of the processes followed by the processing section to classify and catalogue the library reading materials. Chapter Five covers the activities of the circulation section in order to manage the circulation of library materials among different types of library users. Chapter Six represents the existing status of the reference section and the extent of reference services provided to the library users. Chapter Seven discusses the functions and operations in the other sections of the DUL. An emphasis is imposed on Library Automation especially on koha Library Software. Chapter Eight concludes the study with a discussion on the problems and recommendations to overcome the constraints for fruitful library systems and services.
  18. 18. 1.7 Limitations of the study The main limitation of my study is the inadequate time schedule for the completion of this internship program. The duration of my work was only one month (30 working days). But this period of time is not enough for a complete and perfect study. Lack of availability of relevant information is a major problem. Most of the relevant data are cumbersome, ambiguous, confusing and incomplete. Complete and clear information is not available for preparing the report perfectly. Another limitation of the study is the lack of adequate coordination from some of the concerned employees of the library for their pre-assigned daily work. Even though they have showed their passionate cooperation but they could not manage enough time to deal with my entire study. Although I have tried to give my best effort to furnish the report from any kind of inaccuracy, due to various constraints as mentioned above, there may be some imperfections in the report.
  19. 19. Chapter Overview of DUL
  20. 20. Overview of DUL Dhaka University Library is the biggest library in Bangladesh. It is also the biggest academic library of the whole country, in terms of all the collections, the areas, the number of personnel and the system and services. Most of the famous scholars of the country use this library from its establishment. It is the pioneer of Library Education in Bangladesh. 2.1 Background of DUL As library is the heart of a university, Dhaka University Library launched for services from the establishment of Dhaka University on 1st July, with 18,000 books inherited from the libraries of the former Dhaka College and Dhaka Law College. F.C. Turner, the former principal of Dhaka College was the first librarian of the DUL and Fakhruddin Ahmed succeeded him in the post in 1922 (Dhaka University Website). By 1924 the library added 16,000 books at an expenditure of RS. 1, 50,000 /- . Annual grant to the library was amounted to RS. 34,000 /-. The library was initiated with in 1921 with 877 students, 60 teachers of 12 departments under three Faculties viz. Arts, Science and Law. The library was housed in the premises of Dhaka Medical College and later it was transferred in the ground floor of a building situated at the northern bank of a pond of Curzon Hall premises. The library was shifted to its new building in the present Arts Faculty campus in 1964. Today, the library as a whole holds a collection of about 70 million volumes books and periodicals. In addition, it has a collection of over 30,000 rare manuscripts, 20,000 old rare books in various languages and a large number of microfilms, microfiche and CDs. It subscribes to over 20,000 e-journals along with 300 printed journals. The main library building contains reading materials, including textbooks, reference materials, journals, etc. in the disciplines of Arts, Social Sciences, Business Studies and Law, whereas scientific books and periodicals are available in the Science Library.
  21. 21. Figure-1: Main Library building 2.2 Aims and Objectives of DUL The main aim of the DUL is the expansion of education and research in the field of Arts, Sciences, Social Sciences, Business and Law. It works for collecting the reading materials, processing these materials for making readily available and circulating the required materials properly to its users to meet their quest in different field of knowledge. As an academic library its main focus is to ensure the availability of Dhaka university curriculum related reading materials for its end user i.e. students, teachers, registered graduates and staffs of Dhaka University. 2.3 Library Layout The Dhaka university library comprises of here buildings: a) The Administrative building b) The Main Library building and c) The Science Library building a) The Administrative building: The Administrative Building of the Dhaka University Library is situated just behind the Main Library Building. The Administrative building has the administrative offices and several functional sections or divisions. b) The Main Library building: Main library building is located at the east side of Art‟s building, opposite of Rokeya Hall and near to the University Central Mosque.
  22. 22. Figure- : Science library Building c) Science Library Building: Though the science library is part of the main library, it is located in a separate building near the science faculty campus. At the beginning, the science library was in the physics block of Curzon Hall. But later on, the building proved to be very inconvenient, and a new building was created. The science library was shifted to its new building in the early part of the year 1982 which is located in Mokarram Bhaban, opposite to the Physical Education of Dhaka University. A skeleton of DUL: The Administrative building Ground Floor Old Newspaper Section Seminar Section Resource Centre (for the visually impaired students) Cyber Centre First Floor Acquisition Section Processing Section Periodical Section Binding Section Accounts Section Despatch Second Floor Administration Manuscript Section Reprography Section
  23. 23. The Main Library building Ground Floor Automation Section Server Room Computer Room Borrowers ID Card Room Hardware Maintenance Room Circulation Counter and Information Desk Reference Section Old and Bound Periodicals Unit Daily Newspaper Desk Rare Book Section Muktijudho Cell UN Collections American Studies Corner Korea Corner Gazette Room Research Assistance Room Catalogue Card Cabinet Unit Token Counter Photocopy Unit First Floor & Second Floor Student Reading Rooms Photocopy Units Book Stack Areas Carrels The Science Library building Ground Floor Administration Token Counter Daily Newspaper Desk Circulation Counter Book Stack Area Periodical Unit Photocopy Unit
  24. 24. First Floor Reading Rooms (Male and Female) Confined Section Reference and Thesis Room Prayer Room Table- : Layout of Dhaka University Library 2.4 Library Collection According to the annual report 2012- , The Library holds a collection of more than 6 , volumes, including bound volumes of periodicals. In addition, it has a collection of over 30,000 manuscripts on various languages and a large number of microfilms, microfiche and CDs. It subscribes to over 300 current foreign journals. Now, Dhaka University Library subscribes to Bangladesh Academy of Sciences for online journals. It has also become a member of University Grant Commission Digital Library. As a result, Dhaka University Library users can get an opportunity to access and download about 22,000 online foreign journals. 2.5 Library Personnel Professor Dr. S. M. Zabed Ahmed is the acting librarian of the library. The responsibility of the acting librarian (P&D) is entrusted to Mrs. Syeda Farida Parvin. According to the Dhaka University Annual Report 2012- , there are 242 staffs among which the number of officers is . The number of existing class III and class IV employees are 68 and 9 respectively.
  25. 25. 2.6 Library Rules and Policies The policies and rules of the Dhaka University Library according to ordinance are mentioned as follows: 1. (a) The use of the Library with all its Sections shall Ordinances be subject to Rules made by the Syndicate on the recommendation of the Library Committee and the Academic Council. (b) The Library Committee shall consist of the following: (i) The Vice-Chancellor, Dhaka University. Chairman (ii) The Pro-Vice-Chancellor, Dhaka University. Member (iii) The Dean of the Faculty of Arts, Dhaka University. Member (iv) The Dean of the Faculty of Commerce, Dhaka University. Member (v) The Dean of the Faculty of Science, Dhaka University. Member (vi) The Dean of the Faculty of Biological Sciences, Dhaka University. Member (vii) Three members of the Academic Council to be appointed by the Member Academic Council for one year. (viii) The Librarian, Dhaka University. Member Secretary 2. The General Library shall be opened from 7.30 A. M. to 3. P. M. while the University is in session and from 7.30 A. M. to 8. P. M. during vacations. It shall be wholly closed on University holidays and will not be closed during the Annual Inspection. No books shall be issued to students for use in the Reading Rooms within the last half-hour previous to daily closing. 3. The Librarian is empowered to close the General Library or any section or Sections when he thinks circumstances justify it; particular of every such case must be reported to the library Committee at their next meeting. 4. Members of the classes hereinafter mentioned in Rule 10 (i-vi) may consult books in the Reading Rooms intended for them. 5. Students of the University who have obtained the necessary admission card shall be entitled to have not more than two books at one time for use in the Reading Rooms set
  26. 26. apart for them, but they shall not bee allowed, except as hereinafter mentioned, to take books outside the Library premises. 6. Students who have completed a course of study in the University and are eligible to appear at any University or Government Competitive Examinations shall be permitted to use the University Library under the same conditions as those applicable to regular students on deposit of a sum of TK. 25.00 by the students in the Faculties of Arts, Social Sciences, Commerce and Law and TK. 50.00 by the students of the Faculties of Science and biological Sciences as caution money in each case provided that the Provost concerned certifies that they are resident at Dhaka and are preparing for University or Government Competitive Examinations. Such students may also be allowed, with the sanction of the Librarian to take out books not exceeding one at a time, for home use if the deposit TK. 25.00 or TK. 50 as the case may be as Library Caution Money in addition to the sum of TK. 25.00 or TK. 50.00 mentioned above. Books so taken out must be returned within three days from the date of issue and defaulters shall be liable to pay a fine of .25 paisa per volume for each week or part of a week beyond the date of return and the may also forfeit the right of borrowing books at the discretion of the Librarian. 7. (a) The Librarian is empowered to permit persons other than those previously mentioned, to use the Library on such terms and conditions as he thinks fit subject to report by him periodically to the Vic-Chancellor. (b) The maximum number of the external readers allowed to borrow books from the Library is fixed at a number ranging from 20 to 25 per session. Such readers are allowed to borrow only one book of which a second copy id available in the Library against a Caution Money deposit of TK. 40.00 per volume for books on Arts, Social Sciences, Commerce and Law subjects and TK. 50.00 per volume for those in Science and Biological Sciences subjects. 8. Books which are rare or books of reference shall not be issued from the Library but they may be consulted in the Library under such conditions as the Librarian may determine. Costly books shall not be issued save with the special permission of the Library Committee. A list of books falling under this Section shall be drawn up by the Library Committee after report from the Librarian and Chairmen of Departments.
  27. 27. 9. Persons other than members of the Syndicate and Officers and members of the Teaching Staff of the University shall not have access to the shelves unless accompanied by a University Teacher or a member of the Library staff. 10. Each member of the following classes shall have the privilege of taking out books from the General Library subject to the conditions and restrictions as laid down below, or as may be determined by the Library Committee in each case : (i) Members of the Senate, the Syndicate and Officers of the University not more than 5 volumes at a time and members of the Teaching Staff of the University not more than 10 volumes at a time. The period of retention of books shall be of 14 days in cases of members of the Senate, the Syndicate and Officers and 30 days in case of members of the Teaching Staff. The Librarian may refuse to issue any further books till all overdue books are returned or all charges cleared. (ii) Research Student and Research Scholars shall be treated on the same basis for membership of the Library. They shall be required to deposit caution money of TK. 50.00 each which will entitle them to borrow not more than four volumes at a time. The period of retention of books shall be of 30 days. (iii) Persons specially permitted by the Vive-Chancellor not more than two volumes at a time for a period of 14 days. (iv) Persons Graduates resident in Dhaka, on deposit of TK. 25.00 each shall be entitled to borrow one volume at a time for a period of 14 days. (v) Members of the University other than those mentioned above, at the discretion of the Librarian, not more than 2 volumes at one time. (vi) Research Assistant employed under various schemes and working in the University not exceeding two volumes at a time for a period of 14 days. (vii) 6 Honorary Teachers of the University not exceeding three volumes at a time for a period of 30 days. (viii) The Ministerial Staff of the University shall be Regulations accepted as members of the Library on the recommendation of the Department or Head of Office. They shall be required to deposit caution money of TK. 25.00 each, which will entitle them to borrow not more than one volume at a time for a period of 14 days at the discretion of the Librarian.
  28. 28. Note: All deposits arc to be paid into the Accounts Office of the University and will be refunded after deduction of any fine of charges outstanding against the depositor. 11. Chairmen of Departments in consultation with the Librarian may remove form the Library for a period of one month books and maps that may be necessary for constant references in connection with the work of Laboratories or demonstration in classes, such Chairmen being personally of demonstration in classes, such Chairmen being personally responsible for the safe custody of those books and maps. The number of books and maps that may be removed at a time must not exceed twenty in any case. 12. Chairmen of Departments shall be allowed to countersign the issue of books, the number not to exceed five volumes at a time, in order that they may be lent responsible for those books. Such books are returnable within a week form the date of issue. 13. A borrower belonging to the Teaching Staff of the University shall ordinarily be entitled to retain a book for 30 days. At the end of this period the book shall be returned to the Library and if the same is not required by any other reader, it may be re-issued on the same day to the same borrower for a further period of 30 days. If books become returnable on a holiday, the may be returned on the date when the Library re-opens after the holiday. Books due for return during a vacation may be returned within three days after the expiry of the vacation. 14. The rate of overdue charge from all classes of readers other than a student, a member of the Syndicate or a person who in not a salaried person of the University or who has no Library Caution Money at his credit for overdue books shall be fifty paisa for a week or part of a week per volume. The overdue charge so imposed shall be realized from the salary of the defaulter without further reference. In case of students the overdue charge shall be twenty-five paisa for a week or part of a week per volume and shall be realized in cash by the Accounts Office under intimation to the Library. 15. The non-return of a book by a member of the Syndicate or a person who is not a salaried employee of the University or who has no Library Caution Money at his credit shall be reported to the Syndicate for taking such action as may be deemed necessary in each case. There should be uniform system, viz., the Card Charging system, of issuing books from the General Library, excluding Reports and Periodicals which may be issued on
  29. 29. printed vouchers meant for the method of issuing books to persons specially permitted by the Vice-Chancellor to use the University Library shall be decided by the Librarian as he thinks fit in each case. 16. No student shall be permitted to sit for a University Examination unless he has returned, prior to his taking the Admit Card from the Provost s Office, all books belonging to the University Library which he has borrowed of if any such book has been lost or damaged, paid the price demanded by the Librarian on account of such loss or damage. The Librarian shall send a list of defaulting students to the Provosts concerned 14 days before the commencement of their Examinations. 17. Reading room facilities shall be allowed to students due to appear in University Examinations, after they have surrendered their Library Cards, against their University Identity Cards. 18. Persons shall not be allowed to borrow books in more than one capacity. 19. The Librarian may refuse to lend out books except to the borrower in person stating the reason for such refusal. 20. Manuscripts shall not be lent out of the Library without the special permission of the Manuscript Committee. 21. No unbound part of periodicals or books not sufficiently protected by binding shall be issued from the library except with the express permission of the Librarian. He may also refuse to lend out books which are constantly required by teachers and students in prosecution of academic work and research. Text books in constant demand by students shall not be taken out of the Library by the teachers without the permission of the Librarian. 22. Each person other than a member of the syndicate, or an Officer or members of the Teaching Staff of the University wishing to consult books in the Reading Rooms, must insert in one of the slips provided for the purpose, his name and address (Hall, Registered Number and Class in case of a student) as well as the call number and title of the book required, and present the slip to the Issue Assistant in attendance. He will also deposit his Library Card when the book is issued to him. The receipt slip shall be cancelled in the presence of the borrower and his Library Card given back to him when the book in returned.
  30. 30. N. B. To prevent confusion, books are required to returned a few minutes before the close of each hour by those who are about to leave the Library to attend classes. 23. No person entitled to take out books from the Library shall do so without up and handing to the Issue Assistant in attendance his “borrower‟s card provided for the purpose. 24. (a) Library Card of all readers other than those of the members of the Syndicate and Officers and members of the Teaching Staff of the University shall be renewed every session. (b) The charge for loss of a Token shall be realized from the person concerned at the rate of TK. 8.00 only. 25. (a) Borrowers and readers are advised to inspect books issued to them at the time of issue and to call the attention of the Library Assistant to any defects, marginal notes, act. The borrower shall be liable to replace at his own expense any books lost or returned to the Library, damaged or annotated by him. If the volume lost or injured forms part of a set and cannot be replaced without the whole set being replaced, the borrower shall replace the whole set. The damaged book or set in question shall then become the property of the borrower. (b) In case of inability of borrowers to replace books, the Librarian at his discretion may realize three times the price of the book or books reported lost. 26. The Annual Inspection of the General Library shall begin from the 24th March (except in years when that date falls on a weekly holiday or holidays when it shall begin on the next opening day) and continue for 8 working days thereafter. All books on loan irrespective of the date of borrowing must be returned of or before the 23rd March. The complete verification of stock of the Library shall be completed in then years according to a scheme provided for the purpose. (In the circumstances the question of closing the Library does not arise as stock-taking will be done in sections by rotation over five years.) Any person retaining one or more books after the commencement of the Annual Inspection shall incur a fine of Taka one per book per day until such book or books are returned, provided that the maximum fine levied under this Rule shall be Taka five. Fines so incurred shall be reported to the Registrar.
  31. 31. (i) Before the Library the readers shall hand over their personal books, bags, sticks, umbrellas, and parcels, opened or closed bags, attaches, portfolios, briefcases, newspapers and loose garments etc. to the Library Attendant at the checking counter against numbered tokens. (ii) Bags and attaches are to be deposited retaining valuable materials like money and golden ornaments, if any, with the entrants, otherwise Library workers will not be responsible for losses of such valuable articles. (iii) Deposited materials will have to be collected form the checking counter returning respective tokens before 15 minutes of the closing of the Library of the same day. Library Workers will not be responsible for safety of the article or articles not collected on the same day. (iv) Gate Pass is to be handed over to the Library Attendant at the gate while leaving the Library. Library workers may check the readers thoroughly within the Library premises or at the gate if required. (v) Notes and exercise books may be allowed to be taken inside the Library subject to checking at the gate at the time of departure. (vi) Books issued for study in the respective Reading Rooms shall not be removed to any other Reading Rooms. (vii) Male and Female students shall read in their respective Reading Rooms. (viii) Smoking is strictly prohibited inside the Library. (ix) Persons using the Reading Rooms shall abstain from smoking and conversation and any other form of activity likely to disturb others and shall enter and leave the Library with as little noise as possible. 28. The right of any reader to the use of the Library may be suspended or kept in abeyance by the Library Committee for transgressing Library Rules.
  32. 32. 2.7 Library Facilities The library offers the following facilities: 1. Reading room facilities. 2. Book lending facilities. 3. Online public access catalogue. 4. Digital borrower‟s ID card 5. Internet facilities 6. Reference services. 7. Journal/Online Journal and newspaper facilities. 8. Reprographic facilities like photocopy, microfilm and CD. 9. Resource center for sight savers.
  33. 33. Chapter Acquisition Section
  34. 34. Acquisition Section Acquisition Section is concerned with the selection and purchase of reading materials. This section is in the first floor of the administrative building. It is an important section of the library. Books are accessioned in this section. It keeps a complete and up-to-date record of such books and other reading materials. Books and journals of all Departments of the University are procured by this section and after processing, copies of newly collected books are sent to the stack area and to the relevant departmental seminars as per the request of the chairman. If a single copy is procured for any department, it could not be sent there, as there is no provision to send the single copy in any departmental seminar. 3.1 Aim of acquisition Section The main aim of acquisition section is to acquire the library materials including books, journals, magazines etc. according to the user demand within the allotted budget. Mode of Acquisition Dhaka University Library acquires its collections basically by purchasing, though a number of collections are acquired by donation. Every year its parental body, The University of Dhaka allotted the required budget for the purpose of acquisition. The library purchases the required reading materials by following a systematic method. Procedure for Acquisition In the Dhaka University Library the process of purchasing books is completed in two phases. They are as follows: a. Budget Allocation and b. Procurement of Books
  35. 35. a) Budget Allocation In this phase the Syndicate, Deans of the different Faculties, different Committees are associated. In every year an annual budget is allotted to procure the books and journals for all the departments of the University, to pay salaries of all the staffs of the Library and to maintain the developmental activities of Dhaka University Library.  Process for Budget Allocation The heart of a library is its „Acquisition Section‟. Budget is the main factor for book purchasing. The allocation of budget for procuring books and journals goes by the following steps: Figure- Process for Budget Allocation The budget is passed in the Dhaka University Senate. The Deans of the Faculties of DU allocates the budgets among the Departments. Library Committee checks the budget and gives recommendations. Finance Committee checks the budget and gives recommendations. Dhaka University Syndicate checks the budget and gives the approval.
  36. 36.  Budget Allocation for 2014- Fiscal Year Budget is very important task in pre-acquisition activities. In this fiscal year 215.00 is allotted in the total budget. The recent budget plan of - fiscal year for procurement of books, journal etc. (excluding the salary of the staffs) is given below: Other Cost of library (in lac.) - original - original - Allotted - Amended - Allotted Purchase of books and journals Purchase of course books - - Back issues of journals - - Preservation of manuscripts Cost of reprography Binding cost Related cost Online subscription Cost of electrical maintenance - - Insurance of fire - - Library cyber center Blind resource center Computerization of central library - - Maintenance of generator - - Dusting - - Processing - - - - Total Total (including salary) Table- Budget Allocation for 2014-15 Fiscal Year The budgetary amount increases or decreases as per financial situation of the University. Generally it increases after certain intervals, after one years, two years or three years etc. The allocated total for procurement of books and journals are re-allocated among the departments of Dhaka University by the Deans convening meeting. A letter is send to every department to know the amount of the student. On the basis of the number of student, the budget is assigned for the concerned department. Then the budget is re- allocated considering the number of students of the departments and the price of books and journals of the departments.
  37. 37. b) Procurement of Books This phase is conducted by the Acquisition Section along with the Accounts Section. Figure- : Procurement of Books The acquisition section informs departments about the budget and asks their demand for the books. The departments send their demand to the acquisition section. The acquisition section organizes the demands and publishes notice as Invitation for Tenders in daily newspapers. The Finance Committee checks and recommends the best supplier. Evaluation Committee evaluate the best supplier on the basis of highest discount offered. The interested vendors/suppliers cast their tender in the tender box within the time limit. The University Syndicate checks and approves the best supplier. The Librarian issues appointment letter to the selected supplier. The supplier gives consent. Supplier submits pro- forma invoice to the acquisition section. Librarian supply booklist to the supplier for pro-forma invoice with price evidence. The agreement is signed between the supplier and the University Treasurer on three hundred taka stamp. Librarian issues work order to the supplier. Supplier supplies books and journals to the library.
  38. 38. The functional steps in Acquisition Section At first list of books are received from the department by the acquisition section. After receiving the list, books are ordered for procurement through the local agent of the respective suppliers and they are requested to supply the books form the list on priority basis and within the money limit of the relevant departments. Then the following process is carried out; Flow Chart for Acquisition of Documents in DUL Figure-5: Flow Chart for Acquisition of Documents in DUL Supplier supplies book to the libraries Librarian issues work orders Supplier submits pro-former Librarian Supplies book lists to the suppliers for the pro-former Deed agreement signed by treasurers of Dhaka University and concerns the suppliers Supplier gives consent Librarian issues appointment letters to suppliers Syndicate checks and approves the suppliers parties Finance Committee checks and recommends TEC (Tender Evaluation Committee) evaluates and recommends Tender notice is published in both English and Bengali daily newspapers University Authority / Senate gives Budget Tender notice is published in both English and Bengali daily newspapers Library committee checks and recommends Finance Committee Checks and Recommends Syndicate Checks and Approves Budget Allocation Deans Allocates among the departments and recommends University Authority/Senate Gives Budget
  39. 39. Committee related to Acquisition section In Acquisition Section, there are three kinds of committees. These are: a) Library committee: The library committee is constituted as follows: Person Designation 1. Vice-Chancellor Chairman 2. Pro-Vice-Chancellor Member 3. Dean, Faculty of Arts Member 4. Dean, Faculty of Science Member 5. Dean, Faculty of Law Member 6. Dean, Faculty of Business Studies Member 7. Dean, Faculty of Pharmacy Member 8. Dean, faculty of Social Science Member 9. Dean, Faculty of Fine Arts Member 10. Dean, Faculty of Engineering & Technology Member 11. Dean, Faculty of Earth & Environmental Science Member 12. Members are nominated by the Academic council Member 13. Librarian of DUL Member Secretary Table -3: Library Committee
  40. 40. b) Tender Committee: The tender Committee is constituted as follows: Person Designation 1. Dean, Faculty of Arts Member 2. Dean, Faculty of Science Member 3. Prof. Dept. of Population Science Member 4. Prof. Dept. of Zoology Syndicate Member 5. Librarian, Jahangirnagar University Library Member 6. Librarian, Bangladesh University Engineering & Technology Member 7. Head of The Procurement Section Member Table- : Tender Committee c) Finance Committee: The Finance Committee is constituted as follows: Person Designation 1. Pro-Vice-Chancellor Member 2. Treasurer Member 3. Prof. Dept. of Law Member 4. Dean, Faculty of Business Studies Member 5. Prof. Dept. of Accounting & Information System Member 6. Dean, Peoples University Member 7. Two Prof. dept. of Economics. Member Table-5: The Finance Committee
  41. 41. Post Reception Activities in Acquisition Section After the reception of the books and journals the acquisition section performs the following step by step functions: Step- Invoices are checked with the order list to confirm that ordered items are sent accurately. Invoices may contain following type of list: Serial No. Order Serial No. Author Title Quantity Currency Publisher’s Price Unit (Tk.) Discount Total (Tk.) Table- : Order list of books Step- Each and every copy of the books is accessioned and major bibliographical information‟s are entered in the accession register. Step- Some major bibliographical information is inputted in the computer. Step- Automatically generated barcode labels are pasted on the title page of each book and are sent to the processing section. Step- Bills are checked to clarify the price of the books against the agreement and to justify that the discount offered are all right. Step- Bills are passed to the Accounts Section.
  42. 42. 3.7 Accession Register Accession Register is the basic record in the library about each document forming part of its collection. Documents are numbered progressively as they are added to the stock and entered in the register. Dhaka University Library maintains three types of Accession Register as mentioned here:  Accession Register for Purchased Documents  Accession Register for Gifts  Accession Register for Journals Copy of the Ph. D and M. Phil. theses of the University students are gifted to the library and are entered in the Accession Register for Gifts. A sample of the Accession Register maintained by the DUL is showed here: Accession No. Author Title Place Publisher Year Size Pages Bdg. Cost Source Vol. Remarks Table- : Accession Register
  43. 43. Automation of Acquisition section At present the Dhaka University Library is using an Integrated Library Automation System where there is a scope for the automation of acquisition functions. Although the functions of Acquisition are slightly done in this Automation software. So we can say that the functions of the Acquisition Section are now performed both manually and automatically. The interface for the Acquisition Module in the Library Software is as follows: Figure-6: Acquisition Module Acquisition Module Budget Source Budget Entry Department Budget Edit Book List Add Book List New Book Entry Add Book Copy Edit Source and Collection Letter Number Available Tasks Report Barcode Upload Book Cover Accession Register byType
  44. 44. Chapter Processing Section
  45. 45. Processing Section After purchasing and accessioning of the reading material in the Acquisition section, it is sent to the processing section for technical processing. It is in the first floor of the administrative building. All the documents acquired by the library are processed here and prepared for the readers use. Processed documents are also sent in the relevant departmental seminar library as per the request of the departmental heads. From the annual reports of the Dhaka University it was revealed that in the beginning books were not catalogued and were entered in a register. During the session of 1923- “Sheaf Catalogue” was introduced The sheaf catalogue still exists for books which were received up to 1952. Books acquired after 1952 were entered into card catalogue, and the library has been maintaining a dictionary catalogue. Since then the library books were catalogued according to Anglo American Cataloguing Rules (AACR) of 1927-28 and now the library follows AACR-II code. The Dewey Decimal Classification was introduced to classify books during 1952-53 session and subsequently new arrival have been classified according to that system. Procedure for Processing the Library Materials The main activity of processing section is to processes all the books, journals, and M. Phil. and Ph. D. theses papers. The processing includes the classification and cataloguing of the documents in a step by step order. The steps required to perform the functions of the Processing Section are as follows: Step- : At first Documents are received from the Acquisition Section. Step- : Then the documents are assigned classification number. Step- : For each document a manual catalogue entry is prepared on a slip. Step- : Then the bibliographical data of the document are entered into a catalogue slip format. Step- : The catalogue slip format is edited.
  46. 46. CATALOGUE SLIP FORMAT Call No. Author(s): Editor(s): Translator(s): Compiler(s): Acc. No.Title: Subtitle: Parallel Title: Edition: Place of Publication: Name of Publisher: Year of Publication: The sample of catalogue slip format is as follow: Figure-7: Catalogue Slip Format Figure-8: Verso of the Catalogue Slip Format Step- : The title is searched through the OPAC to check if there is any previous copy to assign the correct copy number. Step- :The bibliographical data of the document is inputted into the computer. Physical Description: Series: Note: Contents: ISBN: Price: Subject(s): Requested by: Prepared by: Book Card Printed by: Checked by: Data Edited by: Data Entry by: Catalogue Card Printed by:
  47. 47. ROE Routh, Josseph I. Essentials of general, organic and biochemistry / by Joseph I.Routh, Darrell P. Eyman and Donald J. Burton. --- nd ed. --- Philadelophia : W. B.Saunders, c1973. xiv, 652 p. : ill., maps; 27 cm. --- (Saunders Golden Series) Includes index. ISBN 0- - - Step- : The inputted bibliographical data is edited and then saved. To input the bibliographical data into the computer the cataloguer has to log into the Library Automation Software by using User Name and Password. The sample of the interface for log in is as follow: Step- : The catalogue card for the document is automatically generated. Three types of entry i.e. Shelf List entry, Main Entry and Added Entry are generated. Here are some samples of the automatically generated catalogue card as follows: Figure- : Interface for Log In Figure-10: Shelf List Entry
  48. 48. Figure- : Main Entry Figure : Added Entry under Subject Heading ROE Routh, Josseph I. Essentials of general, organic and biochemistry / by Joseph I.Routh, Darrell P. Eyman and Donald J. Burton. --- nd ed. --- Philadelophia : W. B. Saunders, c1973. xiv, 652 p. : ill., maps; 27 cm. --- (Saunders Golden Series) Includes index. ISBN 0- - - Biochemistry ROE Routh, Josseph I. Essentials of general, organic and biochemistry / by Joseph I. Routh, Darrell P. Eyman and Donald J. Burton. --- nd ed. --- Philadelophia : W. B.Saunders, c1973. xiv, 652 p. : ill., maps; 27 cm. --- (Saunders Golden Series) Includes index. ISBN 0- - -
  49. 49. 320.2 AKR C.1 Acc: Figure- : Added Entry under Title Step- : The book card for each book is generated automatically. Step- : The Dictionary Catalogue and the Shelf Entry is searched to check if there is any previous copy for the catalogued item. Step- : The catalogue card is filed in the catalogue cabinet in the alphabetical order while the shelf list entry is filed in another cabinet in the classified order. Step- : The Spine Label is generated automatically and pasted on the bottom of the spine of the book. A sample of the Spine Label is as follow: Step - : The book is sent to the stack area for shelving or to the departmental seminar library as per the request of the chairman of the department. Figure- : Spine Label Essentials of general, organic and biochemistry ROE Routh, Josseph I. Essentials of general, organic and biochemistry / by Joseph I. Routh, Darrell P. Eyman and Donald J. Burton. --- nd ed. --- Philadelophia : W. B.Saunders, c1973. xiv, 652 p. : ill., maps; 27 cm. --- (Saunders Golden Series) Includes index. ISBN 0- - -
  50. 50. Flowchart for the Functions of the Processing Section Figure- : Flowchart for the Functions of the Processing Section Send the Book to the Concerned Area for Shelving Generate Spine Label Automatically and Paste it on the Book File the Shelf List Entry in a Separate Catalogue Cabinet File the Catalogue Card in the Catalogue Cabinet Search the Dictionary Catalogue and Shelf List Entry to Check any Previous Copy Generate Book Card Automatically Generate Catalogue Card Automatically Save the Bibliographical Data Edit the Inputted Bibliographical Data Input the Bibliographical Data into the Computer Search the OPAC to Check if there is any Previous Copy Edit the Catalogue Slip Format Enter Bibliographical Data in the Catalogue Slip Format Prepare Manual Catalogue on a Slip Assign Classification Number Receive the Documents from the Acquisition Department
  51. 51. . Processing Module of the Library Automation Software There have a scope in Library Automation Software to automate the activities of Processing Section. The section performs its functions both manually and automatically. For the automated functions they use the processing module of the Library Automation Software. The interface of the Processing Module is as follow: Figure- Processing Module of DUILS
  52. 52. The processing module of the Library Automation Software performs the following functions:  Cataloguer Task  Delete Accession  Cataloguing  Subject Determination  Send Task  Entry  Entry Using Old Catalogue  Edit  Bibliographic Notes Entry  Catalogue Card  Catalogue Card-Arabic  Catalogue Card-Edit  Book Card  Spine Label  Upload Book Cover  Processing Module Report . Bibliographic Standards Used by the Processing Section The processing section of the Dhaka University Library maintains the following bibliographic standards:  Dewey Decimal Classification (DDC), th and rd Edition.  Anglo American Cataloguing Rules-II (AACR-  Sears List of Subject Headings, 20th Edition.  MARC 21 format is not used now but there is a provision for using MARC 21 format in the software.  For building Author Mark the processing section does not follow any internationally recognized method but takes two initial letters of the author‟s surname and one initial
  53. 53. letter of the title. If the main entry is under the title, then the author mark will be the three initial letters of the title. The colors of the catalogue card of the documents are varied as follows:  White Catalogue Card for the books of Arts, Social Science and Business Studies faculty.  Green Catalogue Card for the books of Science Faculties.  Yellow Catalogue Card for the books of Faculty of Law.  Red Catalogue Card for the Reference Materials of the Main Library.  Green Catalogue Card for the Reference Materials of the Science Library.
  54. 54. Chapter Circulation Section
  55. 55. Circulation Section The Circulation Section is the ultimate section of the Library. Hundreds of teachers, students, staffs, registered graduates and researchers from various faculty and institute of the University of Dhaka come here every day for enlightenment. It can be said that this section has a unique role for providing the information to readers. Furthermore, Circulation Section has introduced computerized system for proper record keeping. Now that computer facility is available, hence it is easy to send defaulter lists/miscellaneous correspondence well in time which providentially will improve in the long run. Circulation Section is located at the ground floor of the main building. It is involved in the activities such as issuing and returning of books, overdue collections and maintaining statistics etc. In a library, circulation is the process of lending books to borrowers and accurately re- shelving them after they have been returned, so that they will be retrievable by the next user. The reader‟s section situated in the first and second floor of the main building is also run by the section. In front of the circulation desk, there are three computers for the students and two computers for the teachers and researchers where they can search the OPAC to know whether the required books are available in the library or not. Circulation Procedure of DUL The circulation section of the Dhaka University Library performs its functionalities both  Manually and  Automatically Dhaka University Library circulates its materials to its users from the ground floor, 1st floor and nd floor of main library building as well as from the science library building.
  56. 56. 5.1.1 Manual Circulation Procedure a) Circulation for teachers and staffs of the University: In the ground floor the circulation section issues and lend books to the teachers, researchers, registered graduates, officers and staffs through modified Newark Charging System. The functions are enumerated as follow: Step- The users are issued Borrower‟s Index Card. Step- The users search the books by using the manual or online catalogue and sort out the books from the stack with the help of library personnel then show the books and the Digital ID card to the circulation staff. Step- The circulation staff removes the book card from the book pocket and enters the date due and name of the borrower and ID no. in the book card. The book card is kept in the circulation section and arranged in classified order in a tray A sample of the book card is as follow Figure-17: Book Card
  57. 57. Step- : Then he enters the call number, return date into the Index Card. The index card is also kept in the circulation section in a tray and arranged by department name and serial no. of the concerned department. Thus the book is issued to the user. A sample of the Index Card is as follow: Figure- Index Card Step- : The circulation staff issues a gate pass to the user with the user name, number of books issued and their accession number on the verso which is a permission slip. The gate pass is checked by a staff and kept in the library for the sake of maintaining statistics.
  58. 58. A sample of the Gate Pass is as follow: Figure- Gate Pass  The following functions are required for returning: Step- The circulation staff can send Recall notice to the user before the return date in case of any emergency need. Step- If there is no provision for recall but the user is not returning the book in the return date then the circulation staff can send Reminder notice to the user. Step- If the user returns the book timely, then the staff removes the book card and Index Card from the tray and inserts the book card into the book pocket. Step- Then he enters the date of receipt in the index card and sends the book to the concerned stack area for re-shelving.
  59. 59. b) Circulation for running students of the University Step- The students search the catalogue manually or by computer and put the bibliographical data on to a slip and give it to the circulation clerk. Step- The circulation clerk searches the book in the stack area by its call number. Step- If he gets the book then he brings it to the circulation desk and removes the book card from the book pocket. Step- Then he stamps the issue date, student‟s card no and hall name on the book card Step- Then he inserts the book card into the student‟s library card and keeps it in the drawer for particular hall and gives the book to the student for reading in the reading room.  The following functions are required for returning: Step- Students returns the book to the circulation desk. Step- The circulation clerk sort out the student‟s library card and removes the book card from it. Step- Then he returns the students library card and keep the book card in the book pocket and keep the book in a separate shelf for further issue. Step- : After one or two day the circulation clerk re-shelves the book to its accurate place in the shelf.
  60. 60. Book Issue and Return Circulation Staff Input the User ID No., Issue Date & Hall Name in Book Card Circulation Staff Bring the Book from the Stack and Remove the Book Card Students Search Catalogue & Put Bibliographical Data on a Slip The Slip is given to The Circulation Staff The Book is Used by the Students in the reading Room Now He Keep the Library card into a Drawer for Particular Hall Then He Inserts the Book Card into the Students Library Card The Book is Issued to The User The Teachers Search the Books in the Stack Area They Took the Required Books & Bring Them to the Circulation Desk Then He Fill Up the Require Data in the Borrower Card & Give the User Then He Input the Required Data in Book Card & Keep in a Tray The Staff Removes The Book Card & Copy the Data on a Blank Book Card Now He Fill Up the Index Card with Required Data & Keep it in a Tray The Book is Issued and User Gets a Gate Pass The User Submit the Gate Pass in the Check Counter & Leave the Library The Book is Returned & Sent to the stack Area for Shelving The Staff Removes the Book Card from the Tray or Library Card & Insert into the Book Pocket & Input Required Data to the The User Give the Book to the Circulation Staff Figure-20: Flowchart for Manual Circulation
  61. 61. Automated Circulation Procedure (through Circulation Module) Here books are issued automatically by the Circulation Module of the software. The users are required to have a Borrowers ID card to borrow books. Following steps are performed: Step- The students search the catalogue manually or by computer and put the bibliographical data on to a slip and give it to the circulation clerk. Step- The circulation clerk searches the book in the stack area by its call number. Step- If he gets the book then he brings it to the circulation desk. Then he scans the user Id with a Barcode Scanner from the Borrowers ID card. He can also input the user ID through the keyboard. As a result the user status is displayed in the computer monitor. This is done through the issue function of the Circulation Module of the Library Automation Software. Step- Then the barcode on the title page of the book is scanned by the Barcode Scanner. As a result the book information is displayed on the computer screen. Step- Now the staff presses the issue button which results into an assurance message. Then the staff presses the Ok button and the book is being issued. Step- The book card is also removed from the book pocket and the borrower name and Id and due date are entered. Then the book card is inserted into the borrower card and it is kept in the circulation section as a manual record of the issue.  Functions in Circulation Module for returning books: Step- The user came to the circulation desk along with the book and the Digital ID card. Step- The circulation clerk scans the User ID by a barcode scanner. As a result the User Information is displayed in the computer monitor. This is done through the Return function of the Circulation Module of the Library Automation Software.
  62. 62. Step- : Then the barcode on the title page of the book is scanned by the Barcode Scanner. As a result the book information is displayed on the computer screen. The accession number of the book can also be inputted in the computer through keyboard. Step- Now the staff presses the return button which results into an assurance message. Then the staff presses the Ok button and the book is being returned. Step- The book card is also removed from the borrower card and it is given to the user. Then the book card is inserted into the book pocket and the book is sent to the stack area for re-shelving.  Other Functions of Circulation Module: The circulation module also performs the following functions besides issue and return.  Renew: Send renewal notice to the user.  Booking: Users can give booking for the available materials in the library.  Hold: Users can hold the materials issued to other users.  User Status: They can know their borrowing status and/or validity.  Book Status: They can even know the status of the required materials.  Change Book Status: Book status can be change by the counter staff.  Letter Generation: Required letters can be generated.  Fine: Activities related to fine collection can be performed.  Circulation Report: Essentials reports concerning circulation can be generated.  Usage Report: Reports regarding usage can be automatically generated.  Employee Activity: Activities of the employees can be monitored.
  63. 63. User Community of the DUL and their rights & responsibilities As Dhaka University Library is an academic library its ultimate users are basically the members of The Dhaka University Family. The Dhaka University Library has the following types of users:  Faculties  Researchers  Students  Registered Graduates  Officers, and  Staffs Following table represent Status of Book Lending Limit, Duration and Fine Details of the above User Community of the DUL: SL. No. User Type Books Lending Limit (No. of Copies) Duration Fine Details Comments Teachers (All types Including part time) 10 Books 30 Days First week (7days) Tk. 0.50 After first week TK. 01/ per week. Researchers (M Phil and Ph D) 03 Books 30 days First week (7days) TK. 0.50 After first week TK. 01/per week. Students Science Section 02 Books 14 Days 1st & 2nd Week TK. 0.50 3rd & 4th Week TK. 01 From 5th Week TK. 03 Arts & others 01 Book 14 Days Registered Graduates 01 Book 30 Days First week (7days) TK.0.50 After first week TK.01/per week.
  64. 64. Officers Books 30 Days First week (7days) TK.0.50 After first week TK.01/per week. 3rd Class Employees 01 Book 30 Days First week (7 days) TK.0.50 After first weekTK.01/per week. TK. 25 as caution money 4th Class Employees (Only for Library) 01 Book Days First week (7days) TK.0.50 After first week TK.01/per week. Table- : Status of Book Lending Limit, Duration and Fine Details
  65. 65. Chapter Reference Section
  66. 66. Reference Section Reference section is a basic section of an academic library. It refers to the provision and organization of the reference work by a library. It is the personalized assistance rendered by the library staff to the users in finding information in connection with their study and research. It is rendered directly and personally and it is also known as “information service” in modern context Dhaka University Library provides Reference service to its users from both the Main Library and the Science Library as well. a) Reference Section in the Main Library Reference section is situated in the south side of the ground floor of the main library building. In the reference section 60 readers can use reference materials at a time. In the reference section most of the reference materials are kept in open shelves. But some important reference materials which have high demand are kept in closed shelves. So there exists both open and closed access system in the reference section. The Daily Newspaper Desk is adjacent to the south side of reference section. This desk is maintained by the reference librarian. Readers can read daily newspapers from 8:00 am to 9:00 pm there. Dhaka University Library provides reference service like others well recognized library in the world. b) Reference Section in the Science Library There is a reference section in the second floor of the science library building. But there is no reading facility inside the reference section. In the reference section there are the theses papers which are kept in the closed shelves and the reference materials are kept in the open shelves. There are some specialized collection in the reference section which was donated by Apurba Chandra Datta, late principal M. C. College, Sylhet and Professor Dr. Qazi Abdul Fattah and his wife Professor Dr. Khurshida Banu Fattah who are botanist and ex-teacher of the university.
  67. 67. . Reference Services Provided in the DUL The Dhaka University Library provides the following kinds of reference services. a) Ready reference service: Dhaka University Library provides following ready reference service its users: Dictionaries Encyclopedia Banglapedia Directories Year books Handbooks Biographical sources Bibliographies Globes Manuals Maps Atlases Glossary M. S. Theses M. Phil. Theses Ph. D. Theses b) User Orientation: Dhaka University Library offers user orientation programmes. The library authority issues letter to each and every department to send their newly admitted students for the user orientation. The programme covers the following area :  Library Tour: Physically visiting all the sections of the library.  Rules and Regulations of Using DUL: Briefing about the rules and regulations for the use of the library.  How to Search/Browse the Library Online Catalogue: Practical session about the techniques of searching library catalogue.  Browsing/Searching Internet: Practical session about the techniques of searching internet. c) Frequently Asked Questions (FAQ) Service: Dhaka University Library provides FAQ (Frequently Asked Questions) service through its website to the large scale user community. Because it is not possible for a student to realize everything regarding the
  68. 68. use of library that he learnt during the user orientation. Even all the departments do not responses to the user orientation. So from this perspective it is also referred to as a very useful service to the user. The user can avail the FAQ service by visiting the library website. The user should press the FAQ button in the library home page. Then he will get a new web page with an organized set of questions. He should click on to the question that coincides with the question raised in his mind and the answer of the question will automatically be displayed in the screen just below the question. A sample of the FAQ service is as follows: Figure- : Interface for the FAQ Service d) Ask a Librarian: Dhaka University Library also offers Ask a Librarian service by exploiting its newly launched website. In the library home page there is a button for availing the Ask a Librarian service. The user should press it, and then a new web page appears having four boxes for user name, e-mail address, subject and message. The user should fill the boxes with required information and press the Send e-mail button which
  69. 69. will complete the process of posing a query to the librarian. The chief librarian checks the e-mail twice every day and gives answers to the relevant questions through the e-mail. The sample of the interface of the Ask a Librarian service is as follow: Figure- : Interface of the Ask a Librarian Service
  70. 70. Policies of providing Reference materials in DUL  The users can just read the reference materials inside the reference section.  They can neither borrow the reference materials nor can they take them outside the library.  They can take the reference materials by submitting their borrower card and use them in the separate reading room.  For the closed shelved materials they need to submit their library card with a slip containing the card number, title, call number, author name and hall name to the reference librarian and against their library card they can use the reference material.  If they need to use the theses papers they need to make an application to the Librarian through their supervisor for the sake of permission.  For the open shelved materials they do not need to submit any library card.
  71. 71. Chapter Other Sections
  72. 72. Administrative Section The Administrative section is in the second floor of the administrative building. All sorts of administrative activities are performed here. This section caters all the administrative needs of the whole library. Recruitments of 4th class employees, maintenance of personal files of all officers, class-III and class-IV employees, maintenance of all official records / documents, preparation of annual report both in Bengali and English, convention of meetings of all committees including Library Committee and writing proceedings thereof, disciplinary actions taken against the employees, sending recommendation to the higher authority for promotion, confirmation, etc. of all officers and employees are performed in this section. Besides these, other relevant reports are sent to different offices and organizations according to their needs. .2 Accounts Section Account Section of Dhaka University Library is located in the first floor of the administrative building. This section is responsible for the overall accounts of the library. In the budget, particular amount of money is allocated for each section. If any section needs to procure anything then the responsible personnel of the section informs the accounts section through the chief librarian. Then the accounts section assesses the amount of costing and on the basis of it the section proceeds through any of the following way.  Petty Cash: If the amount of cost is up to 5, 000; then the section can directly procure the materials by taking permission from the chief librarian.  Spot Quotation: If the amount of cost is more than 5, 000 but less than 25, 000; then the materials will be procured through the procurement committee. The committee will inspect the market and take quotations from two or three suppliers and then procure the material from the lowest bidder.  Request for Quotations (RFQ): If the amount of cost is more than 25, 000 but less than 1, 00, 000; then the procurement committee issue letter to the supplier for sending quotations. Based on the received quotations they issue work order to the lowest price hiker.
  73. 73.  Invitation of Tender: If the amount of cost cross 1, 00, 000; then the materials are procured through the tender committee. The committee invites tender and issue work order to the lowest bidder. Among the above four methods, the accounts section can pay bill only in the first method. In the other three methods the section verifies the bill and sends to the Directors of Accounts; Registrar Building and this section issues the check for the payment. The salary of the library staff is also processed by this section and sent to the Directors of Accounts; Registrar Building. The Acquisition Section sends the bill of the book suppliers to this section which is verified by it and sent to the Directors of Accounts for the issue of check. This section is also responsible for handling the internal and governmental audit. .3 Planning and Development It is in the ground floor of the Main Building. Syeda Farida Parvin is the acting Librarian of this office. The library automation activities (e. g. Affixing barcode label, catalogue data entry of old books, issue of borrowers ID card to users) are performed from here. Internet service and online journal services are given from this office. Besides old newspapers, rare books and manuscripts are digitized from here. There is a separate room for server used in library automation activities. 7.3.1 Library Automation The automation section is situated in the ground floor of the Main Building under the Planning and Development office. This section is responsible for the library automation activities. Automation is an indispensable part of modern library‟s information systems development, organization, management and services. In the present age of information, automation has been making tremendous impact on different sectors of the libraries and information centers. Library automation may be defined as the application of automatic and semi-automatic data processing machines (computers) to perform traditional library housekeeping activities such as acquisition, circulation, cataloguing and reference and serial control.
  74. 74.  Background of Library Automation Activities in DUL To provide better and faster user services in a convenient way, the Dhaka University Library has decided to automate its operations and services. In 1998, the library started its automation program named as Dhaka University Library Automation Project (DULAP), funded by UNDP and UGC (University Grants Commission). At present DULAP is named as Dhaka University Library Automation Program. The system has been set up in November 1998, and completed in June 2000. The Dhaka University Library has installed proven library software GLAS (Graphical Library Automation System) equipped with a network server and a number of PCs distributed in a local area network (LAN) within the different sectors of the library and faculty buildings of the university. 7.3.2 Library Website of DUL Since the world has become a small village due to the immense development of Information Communication Technologies (ICT‟s no institution can survive without their sound presence in the platform of World Wide Web (WWW). As the internet is the vast media for representing us in front of the world community, we must avail this opportunity. Having a website will help you in this context. Though the Dhaka University Library has had a website but it was not up to the standard. As a result the acting librarian Professor Dr. S. M. Zabed Ahmed took an initiative to launch a new website which came into existence in the month of January, 2013. The address of the website is www.library.du.ac.bd. 7.3.3 Web OPAC for the Users of DUL Online Public Access Catalogue (OPAC) is a catalogue where the catalogue entry can be readable by a machine and from remote areas. When this machine readable OPAC can be accessible from anywhere in the world through the World Wide Web (WWW); a type of internet service, then it is called Web OPAC. The Dhaka University Library developed and maintains its online catalogue which is accessible from anywhere in the world through its website and it is
  75. 75. also accessible in the Dhaka University Main Library and Science Library even without any internet connection as it is an online catalogue. It can be searched both in Bangla and in English. A sample of the user interface for OPAC searching is as follows: Figure- : User Interface of DUL OPAC Searching The user can search the OPAC through the following access points: Title Keyword Author Subject Title Begins With All Keywords Location Year Call Number When the users search the catalogue the result of their searches also displays the cover page under the heading new arrivals in the library.
  76. 76. 7.3.4 Library Software A short discussion on the library software used in Dhaka university library is stated bellow: a) Dhaka University Library Integrated System (DULIS) Dhaka University Library has developed a customized Library Automation Software named Dhaka University Library Integrated System (DULIS). The development of the software has been completed recently. The core Modules of the software are:  Acquisition Module  Circulation Module  Processing Module  Administration Module The sample of the user interface of the software is as follows: Figure- : User Interface of the DULIS
  77. 77. b) Koha Library Software The acting Librarian Prof. Dr. S M Zabed Ahmed has taken an initiative to launch the most popular and widely used free and open source Library Software to keep pace with modern world. The implementation of koha software in DUL has been started from the science section of the library. Koha software is a Free and Open source library software used world-wide by libraries. It is the first open source integrated library system software in the world. The development of Koha started in New Zealand in 1999-2000. Koha was created in 1999 by Katipo Communications for the Horowhenua Library Trust in New Zealand, and the first installation went live in January  Features of Koha Library Software  Web-based Interfaces.  Full MARC21 and UNIMARC support for professional cataloguing.  Full catalogue, circulation, acquisitions, library stock management.  Simple acquisitions system for the smaller library  Customizable web based OPAC, circulation system.  Z39.50 or copy cataloguing  Multilingual and multi-user support  Online reservation.  Ability to cope with any number of branches, patrons, patron categories, item categories, items, currencies and other data.  Serial management module.  Barcode Printing facility.  Email or text notifications  Reporting  Built-in Web 2.0 facilities like tagging, Reviews, Comments, Lists, carts, virtual shelves, Purchase suggestions, Zotero, and RSS feeds, Union catalog facility.
  78. 78.  Modules of Koha  Acquisition Module  Cataloging Module  Circulation Module  Administration Module  Patrons Module  Authorities Module  Reports Module  Serials Module  Tools Module  Koha Administration Module  Cataloguing in Koha Books and other reading materials are catalogued into koha according to the following two ways:  Original cataloguing: choosing "New record" to create a new bibliographic record or  Copy cataloguing: using Z39.50 Search button and copying the record from external source  Steps for cataloguing in Koha: At first, it is needed to log in to koha by using a user name and password then go to the cataloguing module. After entering the cataloguing module bibliographic data can be entered manually or copying from external source. Koha supports MARC 21 format in cataloguing. Figure-25: login interface of Koha
  79. 79. There are two steps in original koha cataloguing. These are: i) Adding Records and ii) Adding Items i) Adding Record For adding new record at first, it is must to enter the Cataloging module from the Koha home page After clicking “new record” with selecting “New as Default”, a page is appeared named “Add MARC Record” Here, with heading to total sub-pages holding various content designators with tags are appeared. Some of them are frequently used. Commonly used fields are mentioned bellow with associated rules: LEADER 24 characters long having different values. Has no indicators or subfield codes; the data elements are appositionally defined. 00751nama22002411 4500 CONTROL NUMBER IDENTIFIER It should contain code of the library that assigned by library of congress. BD-DhuL DATE AND TIME OF LATEST TRANSACTION Click in the text box of the field to get the date of update automatically filled by the system. 20150123062101.0
  80. 80. FIXED-LENGTH DATA ELEMENTS--GENERAL INFORMATION Sixteen characters that indicate the date and time of the latest record transaction and serve as a version identifier for the record. The date requires 8 numeric characters in the pattern yyyymmdd. The time requires 8 numeric characters in the pattern hhmmss. expressed in terms of the 24-hour (00-23) clock. 110812s2010 vra 001 0 eng INTERNATIONAL STANDARD BOOK NUMBER a International Standard Book Number 9780891181750 INTERNATIONAL STANDARD SERIAL NUMBER a International Standard Serial Number 0065-4663 CATALOGING SOURCE MARC code for or the name of the organization(s) that created the original bibliographic record, assigned MARC content designation and transcribed the record into machine-readable form, or modified (except for the addition of holdings symbols) an existing MARC record. a Original cataloguing agency BD-DhuL c Transcribing agency OCU d Modifying agency BD-DhuL
  81. 81. DEWEY DECIMAL CLASSIFICATION NUMBER Indicator is used as: First Indicator Second Indicator Type of edition 0 - Full edition 1 - Abridged edition 7 - Other edition specified in subfield Source of classification number # - No information provided 0 - Assigned by LC 4 - Assigned by agency other than LC 2 Edition identifier 23 a Decimal Classification number 100.58 b Item number MAS MAIN ENTRY--PERSONAL NAME Personal name used as a main entry in a bibliographic record. Main entry is assigned according to various cataloging rules, usually to the person chiefly responsible for the work. Indicator is used as: First Indicator Second Indicator - Forename 1 - Surname 3 - Family name # - Undefined
  82. 82. Figure-26:Main Entry-Personal Name MAIN ENTRY--CORPORATE NAME Corporate name used as a main entry in a bibliographic record. According to various cataloging rules, main entry under corporate name is assigned to works that represent the collective thought of a body. Figure- : Main Entry-Corporate Name MAIN ENTRY--MEETING NAME Conference and meeting names that are entered subordinately to a corporate body are contained in this field rather than in field 111. Figure- :Main Entry-Meeting Name
  83. 83. TITLE STATEMENT Title and statement of responsibility area of the bibliographic description of a work. Title Statement field consists of the title proper and may also contain the general material designation (medium), remainder of title, other title information, the remainder of the title page transcription, and statement(s) of responsibility. The title proper includes the short title and alternative title, the numerical designation of a part/section and the name of a part/section. Indicator is used as: First Indicator Second Indicator - Forename 1 - Surname 3 - Family name # - Undefined Figure- : Title Statement - EDITION STATEMENT Information relating to the edition of a work as determined by applicable cataloging rules. Indicator is used as: First Indicator Second Indicator Undefined # - Undefined Undefined # - Undefined
  84. 84. Figure- : Edition Statement PUBLICATION, DISTRIBUTION, ETC. (IMPRINT) Information relating to the publication, printing, distribution, issue, release, or production of a work. For unpublished items or materials that are collectively controlled, this field may not be included in a record or may contain only subfield $c (Date of publication, distribution, etc.). Indicator is used as: First Indicator Second Indicator Undefined # - Undefined Undefined # - Undefined Figure- : Publication, Distribution, etc. (Imprint)
  85. 85. PHYSICAL DESCRIPTION Physical description of the described item, including its extent, dimensions, and such other physical details as a description of any accompanying materials and unit type and size. Figure- Physical Description TRADE PRICE Current price of an item or the special export price of an item in any currency. Intended primarily for use by the book trade to record the current price of an item. Figure- : Trade Price
  86. 86. SERIES STATEMENT Series statement for a series title. Field 490 does not serve as a series added entry. When field 490 is used and a series added entry is desired, both the series statement (field 490) and a corresponding series added entry (fields 800-830) are recorded in the bibliographic record. Figure- : Series Statement GENERAL NOTE Notes referring to tables of cases, statutes, and regulations are not recorded in this field. They are recorded in field 500 (General Note). If a note mentions contents in addition to the bibliography, and the bibliography is not deemed sufficiently extensive to warrant a separate note, the note is recorded in field 500 (General Note). 504 BIBLIOGRAPHY ETC. NOTE When the presence of an index is also mentioned in a bibliography note, field 504 is used. In cases of doubt as to whether the note is bibliographical or not, field 504 is used rather than in field 500 (General Note). Figure- : General Note & Bibliography etc. Note
  87. 87. SUBJECT ADDED ENTRY--TOPICAL TERM Subject added entry in which the entry element is a topical term. Topical subject added entries may consist of general subject terms including names of events or objects. Subject added entries are assigned to a bibliographic record to provide access according to generally accepted thesaurus-building rules (e.g., Library of Congress Subject Headings (LCSH), Medical Subject Headings (MeSH)). Field 650 may be used by any institution assigning subject headings based on the lists and authority files identified in the second indicator position or in subfield $2 (Source of heading or term). A title (e.g., Bible and atheism), a geographic name (e.g., Iran in the Koran), or the name of a corporate body (e.g., Catholic Church and humanism) used in a phrase subject heading are also Subject added entry conforms to a set of subject heading system/thesaurus building rules. The identifying code is given in subfield $2. Figure- : Subject Added Entry-Topical Term
  88. 88. ADDED ENTRY--PERSONAL NAME Added entry in which the entry element is a personal name. Added entries are assigned according to various cataloging rules to give access to the bibliographic record from personal name headings which may not be more appropriately assigned as 600 (Subject Added Entry-Personal Name) or 800 (Series Added Entry-Personal Name) fields. Figure- : Added Entry- Personal Name ADDED ENTRY-- CORPORATE NAME Added entry in which the entry element is a corporate name. Added entries are assigned according to various cataloging rules to give access to the bibliographic record from corporate name headings. Figure- Added Entry-Corporate Name
  89. 89. ADDED ENTRY-- MEETING NAME Added entry in which the entry element is a meeting name. Added entries are assigned according to various cataloging rules to give access to the bibliographic record from meeting or conference name headings which may not be more appropriately assigned as 611 (Subject Added Entry-Meeting Name) or 811 (Series Added Entry-Meeting Name) fields. Figure- Added Entry-Meeting Name SERIES ADDED ENTRY--UNIFORM TITLE Series added entry consisting of a series title alone. An 830 field is usually justified by a series statement (field 490) or a general note (field 500) relating to the series. For reproductions, it may be justified by a series statement in subfield $f of field 533 (Reproduction Note). Figure- Series Added Entry-Uniform Title
  90. 90. ADDED ENTRY ELEMENTS (KOHA) c is used for item status and can be used to display the record in OPAC Figure- Added Entry Elements It is must to click “Save” after the finishing of above works. ii) Adding Items After saving record, a page will apear for adding Item related information. the following Fields should be filled. 8- Collection Code. i.e. Non-fiction. a- Permanent Location. i.e. Dhaka University Science Library b- Current Location. i.e. Dhaka Figure-42: Add Item
  91. 91. University Science Library c- Shelving Location. i.e. General Stock d- Date Acquired. i.e. 1973- - e- Source of Acquisition. i.e. Gift. o- Full Call Number. i.e. 621.3 ANA p- Barcode. i.e. A25468 t- Copy Number. i.e. 01 After filling the above field, it should click on „Add Item‟ If the book has more than one copy then should click „Add and Duplicate‟. Thus, the book is added in the Koha Database. Finally, Click on the „Normal‟ to show the outer appearance of the bibliographical information of the recorded book as shown below: Figure- : Normal view of holdings in Koha
  92. 92. 7.3.5 Borrowers ID card This is under the Planning and Development office. Here the functions concerning the issue of borrowers ID card are performed. At first a user has to collect an application form from this room. He/she can also download the required form from the library website. Then he should fill the form with the required information and take the signature of the provost of his hall. After having the signature of the provost he/she should pay a particular amount of fee through the bank. The amount of fee for different type of users is as follows: Type of User Amount of Fee Students - Staffs - Registered Graduate - Officers - Teachers - Table- : Amount of Fee for the Issue of Borrowers ID card 7.3.6 Dhaka University Institutional Repository The goal of the Dhaka University Institutional Repository is to increase the visibility, use and impact of the university's research publications by offering them to use through the university's own digital archive. The archive consists of full-text materials produced in the university, such as theses, internship reports, journal articles, conference proceedings and research materials produced by the Departments/Institutes/Research centers of the University. The Dhaka University Institutional Repository is based on DSpace which was developed by MIT and Hewlett Packard to address the preservation and dissemination needs of MIT
  93. 93. A sample interface for the Dhaka University Institutional Repository is as follows: Figure- : Interface of Dhaka University Institutional Repository Periodicals Section The DUL has a rich collection of printed periodicals which are now in bound volume form and can be accessed openly. The Periodical Section is mainly situated in the 1st floor of the administrative building and the recently collected periodicals are displayed here and can be read by submitting library card. In the ground floor of the Administrative Building, the bound volume of periodicals are kept in open shelves and can be read in the reading room. There is a unit of the reprography section from where users can take photocopy. There is a bound journal section in the ground floor of the science library. Users can read their required journals here but they can not issue any journal for residential use. They can take photocopy of journal articles to some

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