Acquisition Section & Technical Processing Section
The Acquisition Section collects request for books from the faculty,
interacts and places orders with the selected suppliers, accession the procured
books and transfers them to the Technical Processing Section for classification,
cataloguing, indexing and database entry.
Textbooks prescribed for courses are bought in multiple copies, General
and Reference books and Conference Proceedings are purchased two copies each.
Requisition for Books
Separate requisition forms for general and textbooks are available in
the Central Library. Faculty members who wish to recommend new books may please
fill up and forward these requisition forms with the signatures of Library
Representative and Head to the Acquisition section for further processing.
Students may also recommend for textbooks by filling up the requisition forms
duly signed by the course faculty, Library Representative and Head or course
faculty and Dean and forward these to the Section. The Section attends to phone
and email queries from the users. Apart from these, a register is kept in the
Section to get feedback and for making general enquiries.
Information about New Books
The Section receives catalogues and brochures from various national and
international publishers. Such materials are displayed in the notice board near
to the Circulation Counter. Interested users may also browse these catalogues in
the Acquisition Section.
Our motto is to serve the Institute community by alerting them about
new books in their areas of interest, seeking recommendations for such books,
and taking appropriate action to procure these publications in the least
Mode of Book Selection
There are two modes of selecting books: (1) The faculty members get to
know about the books from such sources as journal articles, conference
proceedings, brochures sent to them by publishers, and the Web. They send their
requisitions to the Library in prescribed requisition forms and the Library
decides the suppliers who are best suited to supply the books. (2) Suppliers
show copies of their books to the faculty members and the faculty members
recommend some of these books for procurement to the Library.
There are two categories of suppliers, approved and registered.
Approved suppliers are those who have obtained approval from KLEF Authority and
registered suppliers are those who participate in the Technology Book Fairs.
Placing Purchase Orders
The procedure for placing purchasing orders for book-fair and
non-book-fair books is the same. Purchase proposals for the books selected by
the Department / Center are received by the Central Library and purchase orders
are placed with approved / registered book suppliers / publishing agencies after
obtaining approval from the Head of the Department. The steps in placing
purchase order are given below.
Terms and Conditions for Supplying Books
Acknowledgement and Acceptance of the Order: The Supplier should
acknowledge the receipt of the order by returning the signed duplicate copy
within 15 days of the date of the purchase order and confirm whether he is
willing to accept the order.
Delivery of Books
a) Only ‘new books’, and not 'used and second hand books', must be
b) The delivery period is as under:
Indian Publications: One Month from the date of the
Foreign Publications: Three Months from the date of
the purchase order
The delivery date may be extended by the Library at its discretion, if
the Supplier requests for an extension citing valid reasons.
Consignee and Mode of Despatch
The books should be consigned to the Principal, KLEF,
Vaddeswaram through Post/ Parcel/Registered Parcel/Courier/in Person. Delivery
by train is not accepted
Intimation relating to the mode of despatch should be conveyed over
phone. Original despatch documents are forwarded to the Library by Registered
Post or delivered in person.
Preparation of Bill
The Bill should be prepared preferably similar to the Purchase Order.
Submission of Bill
The Supplier should submit the bill in triplicate mentioning the order
no. and date. The bill should accompany the relevant challan in duplicate and
the supporting documents: copy of the original import invoices (or current
publishers' catalogue or Publisher's Price list).
A price certificate should be incorporated in the bill stating that
price quoted is correct. In case there are special price offers by the
publisher, the same should be communicated to the Library and billed
Conversion rate of foreign currencies will be charged as per bank
rates, as announced on RBI web site, prevailing on the date of the bill.
Processing of Bills
If the books are supplied in good condition as per the Purchase Order
complying with the terms and conditions, the Acquisition section will process
the bills and forward the same within 15 days to the Accounts Section for
Return of damage Books
If a supplied book doesn't conform to specifications or if the pages
are torn or missing or the copy is old or is not in good condition, the supplier
will be asked to take back the book at his own expense and replace it within one
month; otherwise the order will be cancelled. The Library will not be
responsible for such books if not taken back and replaced within the said
Cancellation of an Order
The order is liable to be cancelled (a) if the delivery is not made
within one month after the expiry of the stipulated delivery date; and (b) if
the Books not conforming to specifications and not in good condition are not
replaced within one month.
Delisting of Suppliers
A Supplier who frequently supplies books that do not conform to
specifications or are not in good condition will be delisted.
Recovery of Financial Loss to the Institute
Suppliers must certify on the bills that the price charged is correct
and no special offers/low priced editions are available. On account of the
supplier not informing us of the availability of low-priced edition books or not
informing us of special price offers from publisher, if any loss incurred to the
Institute will be recovered from the amount payable to the Supplier.
Exclusive Rights of Library
The Library reserves the right to:
1.Cancel an order at any time without assigning any reasons.
2.Change any clause in the terms and conditions listed above.
Technical Processing Section plays a key role to the library. It makes
a bridge between the Acquisition of documents and the Circulation. The Technical
Processing Section of KLEF Central Library also plays a vital role to run the
functioning of library services smoothly.
Technical Processing Work
Classification of books following DDC latest edition
(presently using 22nd ed.).Before consulting DDC, we check our database and
provide the earlier class number in case of same title if found.
Cataloguing of books following AACR-II.
Prepare Subject Headings following Library of Congress
Update Database using In House software.
Generating Bar-Codes using In House software.
Classify books as General, Textbook, and Reference etc.
Update database for the classified books , and also for
Binding, Lost Books etc.
Generate list of new arrival of books which includes
bibliographic details including abstract.
Simultaneously those books are kept for 'New Arrival'
New arrivals with bibliographic details are updated on website.Timely
Send this list to the KLEF community through mail (Timely).
Send all books for Circulation to the users (weekly).