Visva-Bharati Digital Library

Standard Operating Procedures (SOPs) / Guidelines at VBLN

 

SOP Print Journals

 

Standard Operating Procedure (SOP) for Procurement of Print Journals

 

 

Meeting of the Library Working Committee (formerly, Library Development Advisory Committee), INFLIBNET Center (Gitanjali Net), Central Library, 14 December 2019 at 3.00pm

  

Steps for Journal procurement:

a)     Soon after receiving Grant Allocation for procurement of Journals, hardcopy of renewal notification has been circulated to all the HOD along with uploading of notice in the Library website.

b)     After issuing proper notice, Departmental Purchase Committee (DPC) meeting has been organized (to finalize the procedure regarding the Journal procurement and tuning the list of Journals sent by the HOD with the available fund. If any HOD asked to drop one journal and include another one in that place, the request may be accommodated considering the price margin. But, inclusion one new print journal, is depend upon the availability of the fund and accessibility through ESS or any other consortium.

c)      Tender is to be invited for supply of journals (Indian & Foreign) as per recommendation of the DPC. For wide publicity the tender is to be uploaded in the VB website, Library website, newspaper (The Statesman) and individual posting to intending/known (those have participated in the tender process in earlier occasion) vendors.

d)     After receiving tenders, DPC meeting to open the tender and note the proceedings accordingly. Then the proceedings along with the following enclosure will be sent to the appropriate authority for necessary approval.

e)     The conversion rate for foreign currency will be dealt with current RBI rate on the date of the placing supply/work order.

f)       After receiving necessary approval work/supply order will be issued with a request to provide triplicate bills/invoices including bank details.

g)     Bills will be sent to the Accounts Office for releasing payment against necessary Bank Guarantee / Security Deposit as Cheque/DD.

h)    To complete the procurement process, invitation of tender may be avoided for every year. Considering the satisfactory services existing vendor may be requested to supply the journal(s) for another one/two year / years with same discount rates. But total amount will be calculated on the basis of titles for the New Year and price of the individual journals.

i)       It is needless to note, if the existing supplier is unwilling to supply with the same discount rate, then fresh tender will be called to proceed.

Encls:

           i.         Allocation of money as recommended by the Fund Allocation Committee including necessary Office order from Development Section.

        ii.         Renewal notification for Journal Requisition as sent to the HODs along with receive copy

      iii.         All notices for DPC meeting

       iv.         All Proceedings of the DPC meeting

         v.         Notice Inviting Tender (NIT) along with Terms & Conditions and Lists of Journals

       vi.         Copy of advertisement for NIT in The Statesman, URLs of VB Website and Library website.

    vii.         Copy of SOP for procurement of Journals as approved by the competent authority.

Terms and conditions of the Notice Inviting Tenders (as annexure – I) will be revised in passage of time:

 

Annexure - I

Terms & Conditions of Supply of Journals

  1. The supplier shall be in existence for at least 5 years. (Registration certificate must be submitted as a proof).
  2. The supplier must have minimum turnover of Rs. 02.00 crores or above for the financial year ending March. (A copy of the current Sales Tax and Income Tax Clearance certificates issued by the competent authorities and audited balance sheet and profit & loss account for past two years must be submitted as a proof).
  3. Satisfactory supply status reports for the past three years from your prestigious customers like Central Universities, IITs, IIMs, ICMR, ICAR, NIT etc.  must be furnished.
  4. The supplier must have permission from Reserve Bank of India to remit foreign exchange for the purpose of subscription of journals. (The copy of such permission should be attached).
  5. Registration of the company/firm issued by the competent authority (self-attested copy to be enclosed)
  6. Quotations in the prescribed format along with the supporting documents and payments are to be sent to: University Librarian, Visva-Bharati University, Santiniketan, West Bengal- 731235 so as to reach the office on or before of the time mention in the NIT. Super scribe in the envelop with “Expression of Interest for Supply of Journals.”
  7. Serial order of journals as given in Annexure II is to be strictly followed.
  8. The supplier will acquire journals by air mail and no additional cost will be charged for the same as well as for handling/service charges including packing and postage.
  9. The exchange rate shall be the bank rate on the date of billing, notified by Reserve Bank of India. Proof for the exchange rate charge must be enclosed with the bill.
  10. Special offers/ discount/ grand total discount for the journals are to be mentioned clearly in the proposal.
  11. Late/ delayed quotations and conditional and e-mail quotations will not be accepted.
  12. On receiving a firm order from Visva-Bharati, the supplier should process it immediately. Advance payment should be made by the supplier to the publisher on behalf of Visva-Bharati University (as subscriber) and invoice/ bill should be raised for payment along with a) remittance proof, b) publisher’s price proof c) copy of order placed to publishers and d) FDR to the tune of 10% of the order amount as Security Deposit.
    1. NB:  The University requires the proof of payment, made for each journal from the actual publisher (i.e not by intermediary).
  13. The University will make 100% payment on fulfilling clause No.12 in toto.
  14. No supplementary bill will be entertained.
  15. It would be obligatory on the supplier to arrange for online access to journals wherever it is complimentary to the print version. 
  16. Every effort should be made to supply all the titles ordered in time. Missing issues should be made good by replacement/ pro - rata refund. In case of non-supply of all issues of a journal, the subscription amount paid towards the same should be refunded within three months after the end of the subscription period without fail with 10% interest. Refund of amount will not be an excuse for non-supply.
  17. If the publication of the journal is behind schedule, the same will be informed accordingly along with the expected date of availability.
  18. Journal issues should be supplied to the Library within three weeks after publications of the same.
  19. The supplier’s representative shall visit to reconcile supply status by 20th of each month. 
    1. Follow-up measures for non-supply of journal issues are to be reviewed every quarterly between the Library and the vendor.
  20. The University reserves the right to make any amendment in the above Terms and Conditions in the interest of the Library and the same will be binding on suppliers.
  21. Successful bidder will have to sign an agreement on a stamp paper (Rs. 100/- purchased by the vendor) after receiving the work order and before starting the works.
  22. If any dispute arises, the decision of the Authority will be final and binding on the vendor and will be subjected to the jurisdiction of Bolpur Court.
  23. Earnest Money Deposit (EMD): The bidders shall enclose with the Tender an EMD amounting Rs. 20,000/- (Rupees twenty thousand) only in the form of Bank Draft / Pay Order drawn on any nationalized/scheduled bank in favour of the “Accounts Officer, Visva-Bharati”, payable at SBI, Santiniketan. EMD will bear no interest. EMD of bidders will be refunded within 40 (forty) days of the awarding of service contract.
  24. Pricing and availability of Tender Form:  Form may be downloaded from the website of the Visva-Bharati University (http://visva-bharati.ac.in) and submitted with DD/pay order (for Rs 1000/- as  price for tender documents) drawn in favour of “Accounts Officer, Visva-Bharati” payable at SBI, Santiniketan or may be purchased from Central Library on all working days during 10.30 am to 1.30 pm) after depositing Rs 1000/- as price for tender documents at the Accounts Office, Visva-Bharati, Santiniketan – 731235. The payment for tender document is not refundable.
  25. The vendors/ subscription agencies are requested to quote the rate of only print journals but not the combine rate of print & online.
  26.  University Librarian reserves the right to cancel the tendering if any situation arises.
  27. The tender should be submitted in three sealed covers.

A.     The first sealed cover should be super scribed “Technical Bid” and should contain

                                i.            Agency profile including previous experience of work in the field of “Supply of Journal”. 

                             ii.            Satisfactory certificate from the clients on supply of journal in recent date

                           iii.            Acceptance of terms and conditions as mentioned in the tender.

                            iv.            Copy of the trade license, IT clearance, VAT, PAN, GSTN, last two years audited Accounts, etc.

                              v.            All other required documents.

B.     The second sealed envelope super scribed “Financial Bid” should contain only rates which are to be quoted as per the given proforma (annexure II) at the end.

C. The third envelop contains the above two envelopes (A & B) and super scribed by “Expression of Interest for Supply of Journals.” for Visva-Bharati Library Network.

 

 

 

SOP E-resources Procurement

 

Standard Operating Procedure (SOP) for E-resources Procurement

 

 

This SOP has been approved by the competent authority on 16 June 2026, followed by the recommendations on the same by the Library Advisory Committee, in its meeting held on 03 June 2026 at 11.30 AM. Further, this SOP was discussed and recommended by the DPC of Central Library in its meeting held on 25 May 2026 at 12.00 noon, and all In-Charge/Officers of the Visva-Bharati Library Network (VBLN) held on 27 May 2026 at 11.30 AM at the Central Library.

After detailed discussion and incorporation of the comments of the members of the Library Advisor Committee (LAC), the following SOP has been recommended to proceed further;

Standard Operating Procedure (SOP) for E-resources (e-books and e-journals, databases, archives, software, and others) Procurement by Visva-Bharati Library Network (VBLN).

  1. At first, the competent authority / Library Advisory Committee / Fund Allocation Committee must allot/approve a grant to procure e-resources, including e-books and e-journals, databases, archives, software, and other resources.
  2. Thereafter, the E-demonstration program with the e-resources of reputed e-publishers/ e-aggregators (authorized Indian partner only) has to be arranged. Participation in the demonstration program does not guarantee an order, as it depends on the HOD(s)' recommendation, availability of funds, and the e-resource selection committee's recommendation.
  3. Unauthorized or direct aggregators will not be permitted in the demonstration program or in the supply of e-resources at the VBLN.
  4. Proper notification is to be circulated for the academic fraternity through individual mail, WhatsApp, Library Webpage, and hardcopy, as far as practicable, to attend the demonstration program.
  5. The publishers/authorized aggregators who have participated in the demonstration program will be requested to offer full-text trial access to select titles for at least 15 days. Per their policy, if any publisher/aggregator is unable to offer trial access, their title may not be considered for procurement. If the same is unique, indispensable, and strongly recommended by the HODs, then only the same may be considered to procure as a special case.
  6. If any faculty members, scholars, library professionals, or members of the e-resources selection committee have opinions or remarks, particularly regarding problems with downloads during trial access on the library website, they are to communicate them to the concerned e-publishers or e-aggregators to resolve the issue.
  7. Again, a notification will be issued to all HODs, Faculty Members, and Scholars to browse the text during the Trial Access.
  8. Notification is also to be sent to all Heads of Academic Departments, requesting that they send the recommendation list of titles, in order of priority, for their subject/department, including interdisciplinary subjects, based on the titles listed by publishers/aggregators.
  9. The number of titles recommended by a particular HOD does not confirm or guarantee order/access; the e-Resource Selection Committee will finalize based on funding availability.
  10. Based on the HODs' priority list of titles received (in order of preference), the library will prepare a publisher-wise list and send it to the respective publishers/aggregators for base and discounted prices, especially for VBLN. The discount rate will be flat, i.e., independent of the number of titles or the amount to be ordered.
  11. After receiving the price proposal without a discount, the same may be negotiated in the university's interest and to cover the maximum title/subject. The following five-member committee will negotiate with prospective e-publishers/authorized e-aggregators on behalf of the e-resource committee.
    1. University Librarian – Chairperson
    2. Avijit Banerjee, Dept. of Chinese, Bhasha Bhavana
    3. Gourab Kanti Das, Department of Chemistry
    4. P Goutam Mondal, Dept. of HPHT, PSB
    5. In-charge, Acquisition Section, Central Library – Member Secretary
  12. Upon receipt of the negotiated price from the e-publishers/authorized e-aggregators, the E-resources selection committee will arrange a meeting.
  13. To prepare the final recommendation, the e-resource selection committee will meet. During finalization of the title list, the perpetual access, i.e., ownership model (for e-books, databases, and archives, on a pick-and-choose basis instead of publishers' packages of titles) will be preferred, and we will try to cover the most appropriate titles from almost all the departments, as far as practicable.
  14. If required, the e-resources selection committee may meet multiple times.
  15. If any title(s) of any subject(s) in a particular year are not possible to procure due to fund paucity, the title(s) of the same subject will be given priority to procure in the subsequent year.
  16. The final recommendation of the e-resource selection committee, along with the following as an enclosure, where practicable, will be sent to the competent authority for necessary approval.
    1. Forwarding letter for approval
    2. Statement of vendor and subject-wise price
    3. Letter of fund allocation from the Visva-Bharati
    4. Notification of the meeting of the fund allocation committee
    5. Proceedings of the fund allocation committee meetingNotification of the E-demo program
    6. Notification of trial access (full text) of e-Resources for the VB fraternity
    7. Notification(s) of the e-Resource selection committee meeting
    8. Proceedings of the e-Resource Selection Committee Meeting
    9. Price (after discount/negotiations)
    10. Proposals as received from the vendors
  17. After obtaining the necessary approvals, an Activation Order (Supply/Work Order) may be issued to the concerned publisher(s)/supplier(s) to upload the titles via our IP for access. Also, they will be requested to submit the necessary Invoices/Bills in triplicate to release the payment.
  18. A license agreement is compulsory irrespective of the number of titles procured.
  19. After checking the accessibility (sample), Bills will be sent to Accounts for Payment.
  20. To avoid payment in foreign currency, publishers will be requested to take payment in Indian currency through an Indian vendor.
  21. In case of foreign currency conversion, the RBI's current exchange rate on the date of placing the supply order or the date of the price proposal will be considered, as advised by the external audit. Even for subscription to foreign journals (both electronic and print) and procurement of print books, the RBI exchange rate is to be followed.
  22. Issues such as the GST rate and others will be addressed at the time of applicability.
  23. For any changes in platform or discontinuation of any title(s), the concerned publishers/aggregators will be responsible/accountable to provide PDF file(s) / Soft copies of every title procured by the VBLN to upload/store on its website/storage, as VBLN has procured titles only on perpetual access.
  24. Publishers/aggregators are also accountable for doing the necessary technical work regarding remote access to the procured resources by the VBLN.
  25. It is needless to mention that the procurement/subscription (where huge payment at a time is not possible for fund constraints) of the annual access of Research Tools (Grammarly or other similar platform, DrillBit or other Similarity Detection Software, KIBO or other similar platform and others) and Databases (JGate Complete, JSTOR, EPW, IndiaStat, EPWRF and others) may be recommended by the e-Resource Selection Committee directly without following the above steps as these are not e-Books. Rather, all of these are to be procured directly from developers or authorized vendors. Further, these are not marketed by many vendors like other items.    

 

The librarian is requested to submit the proposed SOP to the competent authority for necessary approval to proceed.

SOP Print Books

 

Standard Operating Procedure (SOP) for Print Book procurement and Utilization of Concern Grant

Download SOP Print Book Procurement

 

 

This revised SOP was recommended by the Library Advisory Committee at its meeting held on 07 October 2026 at 11:30 AM. Further, the SOP was discussed and recommended at the meeting of all In-Charges/Officers of the Visva-Bharati Library Network (VBLN) held on 21 August 2026 at 11:30 AM at the Central Library. 

 

Content 

Heading No.

Sub-heading No.

Particulars

1

 

Enlistment of Publishers/Book Sellers/Vendors

1.1

Purpose

1.2

Notification for Enlistment

1.3

Eligibility Criteria for Enlistment

1.3.1

Annual Turnover

1.3.2

Previous Supply Experience to Educational Institutions

1.3.3

Statutory and Other Documents

1.3.4

Awards, Certifications and Recognition

1.4

Submission and Scrutiny of Applications

1.5

Preparation and Approval of the Panel of Enlisted Vendors

1.6

Period of Enlistment and Enlistment Cycle

1.7

Terms and Conditions Applicable to Enlisted Vendors

1.8

Publication and Communication of the Final Panel

1.9

Revocation of Enlistment

 

 

 

2

 

Rate of Rebate (Discount) for Supply of Books to the Visva-Bharati Library Network (VBLN)

2.1

Grant utilization/allocation

2.2

Rebate (Discount)

2.2(i)(iv)

At least 20%

2.2(ii)

No rebate/discount

2.2(iii)

At least 10%

2.2(v)

Carrying, Postal and Courier Charges

 

 

 

3

 

Processing for bulk procurement through the prescribed tendering process

3(ii)

Supply Commitment by Vendors

3(iii)

Specification of Edition

3(iv)

Specification of Binding

3(v)

Typographical Error

3(vi)

Terms and Conditions of the Tender

3(vi)(a)

Quality and Condition of Books

3(vi)(b)

Latest Edition

3(v)(e)

Price Proof Documents

3(v)(e)(iii)

Mandatory Price Proof

3(v)(e)(iv)

Discrepancy in Price Proofs

3(v)(e)(v)

Price-Proof Provider

3(v)(f)

Books with Multiple Foreign Currency Prices

3(v)(g)

Conversion of Foreign Currency

3(viii)

Submission of Quotations/ Offers

3(ix)

Evaluation of Quotations/Offers

3(x)

Tie in Lowest Net Price

3(xi)

Placement of Orders

3(xii)

Supply of Books

3(xiii)

Delivery Charges

3(xiv)

Purchase Subject to Availability of Funds

3(xv)

Non-Supply of Books

3(xvi)

Replacement of Defective or Manipulated Books

3(xvii)

No Substitution

3(xix)

Partial supply

3(xxi)

Any other issue

 

 

 

 

 

 

4

 

Collection of Book Requisitions

5

 

Selection of Books by the Library

6

 

Preparation and Circulation of the Consolidated List

7

 

Evaluation of Quotations

8

 

Preparation of Department-wise/Bhavana-wise Lists

9

 

Consideration by the Library Advisory Committee

10

 

Submission for Approval

 

 

 

11

 

Ordering

11.1

Other Applicable Procurement Conditions

12

 

Failure to Supply by the Vendor

13

 

Priority in Procurement

14

 

Non-procurement Due to Insufficient Funds

15

 

Procurement to Meet Emerging Requirements

16

 

Non-submission of Requisition

17

 

Review of the Bulk Procurement through Tendering Process

18

 

Procurement of Books Not Available through Vendors/Purchase of Print Books Online

19

 

Vendor communication

20

 

Extension of supply period

21

 

Verification and Checking after Receipt of Books and Bills

21(a)

Physical Verification of Books

21(b)

Checking of Bill(s) and Other Relevant Documents

21(c)

Relevant Documents to be Submitted by the Vendor

21(d)

Non-Acceptance of Books and Bill(s)

22

 

Accessioning and Proper Stamping of Books

23

 

Signature and Verification by the Dealing/Technical Staff of the Acquisition Section and the Staff/In-Charge of the Concerned Bhavana Library

24

 

Submission of Bill(s) and Relevant Documents to the University Librarian

24(a)

Relevant Documents to be Submitted to the University Librarian

24(b)

Forwarding of Bill(s) to the Accounts Officer

25

 

Mode of Allocation or Plan of Utilization of the Books and Journal Grant

 

UGC standing instruction

26

 

Submission of Utilization of the Grant

27

 

Steps/checklist of Book Procurement Process

28

 

Book Selection through Book Fair

29

 

Amendment of SOP

30

 

Any other issue

 

List of Annexures 

Annexure No.

Particulars

Annexure–I

Notification for Enlistment of Book Suppliers/Book Sellers/Publishers/Vendors

Annexure–II

Letter to Directors/Principals/HODs for Submission of Book Requisitions

Annexure–III

Forwarding Letter from Directors/Principals/HODs for Submission of Book Requisitions

Annexure–IV

Format for Book Requisitions from Directors/Principals/HODs

Annexure–V

Format for Book Requisition Form for Scholars/Students

Annexure–VI

Format for Seeking Net Price with Rebate/Discount Rates from Enlisted Suppliers/Publishers/Vendors

Annexure–VII

Forwarding Letter for Obtaining Approval from the Competent Authority

Annexure–VIII

Sample Purchase Order to be issued to Book Suppliers/Book Sellers/Vendors for Bulk Purchase

Annexure–IX

Forwarding Letter to the Accounts Officer, Visva-Bharati, for Bhavana Libraries

Annexure–X

Forwarding Letter to the Accounts Officer, Visva-Bharati, for the Central Library

Annexure–XI

Format for Department-wise/Bhavana-wise/Sadana-wise/Centre-wise Utilization Statement of the Grant

Annexure–XII

Format for Utilization Certificate of the Total Grant by the University Librarian for Submission to the Competent Authority/Concerned Authority

Annexure–XIII

Undertaking duly signed by the Proprietor/ Authorised Signatory of the firm

Annexure–XIV

Purchase Order Form For Normal Purchase

 

  

Standard Operating Procedure (SOP) for the Procurement of Print Books by the Visva-Bharati Library Network (VBLN) and Utilization of the Book Grant

 

 

1. Enlistment of Publishers/Book Sellers/Vendors

 

1.1 Purpose

The enlistment of Publishers/Book Sellers/Vendors is intended to establish a panel of eligible and experienced suppliers for the procurement of print books for the Visva-Bharati Library Network (VBLN), in accordance with the prescribed eligibility criteria and Terms and Conditions laid down by VBLN. 

1.2 Notification for Enlistment

  1. The enlistment of Publishers/Book Sellers/Vendors shall be undertaken once every two financial years.
  2. The process for fresh enlistment/re-enlistment shall commence during the first week of January of the year in which the existing enlistment period is due to expire, allowing sufficient time for scrutiny, verification, approval and finalization of the new panel.
  • A notification inviting applications for enlistment, along with the relevant Terms and Conditions prescribed in Annexure–I, shall be issued through the University website and the Library website.
  1. The notification may also be communicated by e-mail to the existing Publishers/Book Sellers/Vendors to ensure wider dissemination and continuity of communication.
  2. The notification shall specify the eligibility criteria, required documents, prescribed procedure for submitting applications, last date for submission, and other relevant Terms and Conditions. 

1.3 Eligibility Criteria for Enlistment

The following minimum eligibility criteria shall apply to Publishers/Book Sellers/Vendors seeking enlistment with the VBLN: 

1.3.1 Annual Turnover

  1. For enlistment as a Publisher/Book Seller/Vendor for the supply of books, the minimum annual turnover shall be ₹25.00 lakh and/or the applicant shall have at least five (05) years of experience in supplying books to the Visva-Bharati Library Network (VBLN), as applicable.
  2. The applicant shall submit documentary evidence of the declared annual turnover in the form of Income Tax Returns (ITRs) for the preceding two financial years.
  • Where an applicant is not required to file ITRs, copies of relevant book-supply bills or other documentary evidence acceptable to the VBLN shall be submitted as evidence of the declared annual turnover. 

1.3.2 Previous Supply Experience to Educational Institutions

  1. The applicant shall fulfill either of the following two conditions:
    1. The applicant shall submit copies of supply orders/work orders evidencing the supply of books to at least one (01) reputed University (Central/State), Institute such as IITs, ISI, IIMs, IISERs, ICAR institutions, or other reputed Colleges/Institutions or Schools in each year for a minimum period of five (05) years; or
    2. The applicant shall have at least five (05) years of experience in supplying books to the Visva-Bharati Library Network (VBLN), supported by relevant documentary evidence, such as supply orders, purchase orders, bills, challans, or other records acceptable to the VBLN.
  2. The documents submitted shall clearly establish the applicant’s prior experience in supplying books to the institutions concerned.

1.3.3 Statutory and Other Documents

The applicant shall submit self-attested/appropriately certified copies, as applicable, of the following documents along with the application:

  1. PAN;
  2. GST Registration Certificate (GSTIN), if any;
  • Valid Trade License;
  1. Membership Certificate of the relevant Publishers’ Guild/Association, if any;
  2. An undertaking duly signed by the Proprietor/ Authorised Signatory of the firm, confirming that the applicant has read, understood and agrees to abide by all the Terms and Conditions prescribed by the Visva-Bharati Library Network (VBLN), including any additional Terms and Conditions that may be prescribed by VBLN from time to time (Annexure–XIII); and
  3. Any other document specifically required under the notification or Terms and Conditions.

1.3.4 Awards, Certifications and Recognition

Copies of any special awards, certifications, recognitions, institutional memberships, or other relevant credentials may be submitted by the applicant. However, such awards or recognitions shall not be mandatory for enlistment unless specifically stipulated in the notification. 

1.4 Submission and Scrutiny of Applications

  1. Applications received within the prescribed time shall be scrutinized by the Acquisition Section of the Central Library/VBLN Committee.
  2. The eligibility of each applicant shall be assessed based on the documents and information furnished with the application.
  • The Library may seek clarification or additional documentary evidence from an applicant wherever considered necessary to verify the information furnished.
  1. Applications that do not meet the prescribed eligibility criteria or are not supported by the required documents may be rejected.
  2. Submission of an application shall not confer any right upon an applicant to be enlisted.
  3. The decision of the competent authority regarding enlistment shall be final. 

1.5 Preparation and Approval of the Panel of Enlisted Vendors

  1. After scrutiny and verification of the applications, the VBLN shall prepare a panel of eligible Publishers/Book Sellers/Vendors for the respective enlistment cycle.
  2. The panel shall be prepared based on compliance with the prescribed eligibility criteria and acceptance of the Terms and Conditions set by the VBLN.
  • Only those Publishers/Book Sellers/Vendors included in the approved panel shall be treated as enlisted suppliers for the relevant enlistment period. 

1.6 Period of Enlistment and Enlistment Cycle

  1. The enlistment of Publishers/Book Sellers/Vendors shall be valid for a period of two (02) financial years.
  2. The approved panel shall take effect on 01 April of the relevant year.
  • The enlistment shall remain valid up to 31 March of the second year of the enlistment cycle, thereby covering two complete financial years.
  1. For example, an enlistment panel effective from 01 April 2026 shall remain valid up to 31 March 2028.
  2. The fresh enlistment/re-enlistment process for the subsequent cycle shall commence in January 2028.
  3. Enlistment for one cycle shall not confer any automatic right to continuation or re-enlistment for the subsequent cycle. Eligible Publishers/Book Sellers/Vendors shall be required to undergo the fresh enlistment/re-enlistment process prescribed for the subsequent cycle.

1.7 Terms and Conditions Applicable to Enlisted Vendors

  1. Every enlisted Publisher/Book Seller/Vendor shall comply with the Terms and Conditions prescribed by the VBLN and accepted by the vendor at the time of enlistment.
  2. The University Librarian, in the interest of the VBLN and considering prevailing circumstances, operational requirements and practical necessities, may prescribe or impose additional terms and conditions, if necessary.
  • Such additional terms and conditions shall be communicated to the concerned enlisted Publishers/Book Sellers/Vendors and shall be binding upon them.
  1. Enlistment does not guarantee that any purchase order will be placed with the vendor or that any minimum quantity or value of books will be purchased from the vendor.
  2. Procurement shall be undertaken separately in accordance with the applicable procurement rules, approved procedures, availability of funds/grant, and the requirements of the Library.

1.8 Publication and Communication of the Final Panel

  1. The approved final panel of enlisted Publishers/Book Sellers/Vendors for the supply of print books shall be uploaded on the library website.
  2. The concerned Publishers/Book Sellers/Vendors shall also be informed of their enlistment by e-mail.
  • The library shall maintain appropriate records of the applications received, documents submitted, scrutiny undertaken, panel approvals, and communications issued to the enlisted vendors.

1.9 Revocation of Enlistment

The enlistment of any Publisher/Book Seller/Vendor may be suspended, withdrawn, or canceled by the competent authority if the vendor:

  1. Furnishes false, misleading, pirated, forged or materially incorrect information or documents, or supplies pirated, counterfeit or otherwise unauthorised books;
  2. Fails to comply with the prescribed Terms and Conditions;
  • Engages in any conduct that adversely affects the procurement process or the interests of the University and/or Library;
  1. The concerned vendor shall be given an opportunity to respond, wherever required, in accordance with the principles of natural justice, before any revocation action is taken.

2. Rate of Rebate (Discount) for Supply of Books to the Visva-Bharati Library Network (VBLN) 

2.1 Grant utilization/allocation

  1. VBLN shall utilize approximately 80% of the total Book Grant for bulk procurement of books through the limited tendering process among the enlisted vendors/Book sellers/publishers to procure books in a planned and cost-effective manner.
  2. The remaining portion of the Book Grant, generally up to 20% of the total Book Grant, may be utilized for normal purchases made throughout the year to meet the immediate, unforeseen, or special requirements of students, scholars, faculty members, and other Library users. The selection of vendors shall be made at the discretion of the Librarian. 

2.2 Rebate (Discount)

  1. For bulk procurement through the prescribed tendering process, VBLN shall place orders for individual book titles with the enlisted Publishers, Book Sellers, and Vendors offering the lowest net price for the respective title, subject to a minimum rebate/discount of 20%, wherever applicable.
  2. No rebate/discount shall ordinarily be insisted upon for publications issued by Government departments/agencies or institutions, including institutions such as the Ramakrishna Mission, charitable organizations, social welfare organizations, and similar organizations. However, where any such publisher/institution offers a rebate/discount, VBLN may avail itself of the same.
  • In special cases, particularly for Bengali books, books in regional/vernacular languages, school books and certain textbooks, where the Publishers, Book Sellers or Vendors are unable or unwilling to offer a rebate/discount of 20%, such books may be purchased from the Publisher, Book Seller or Vendor offering the lowest net price after applying the applicable rebate/discount, provided that the rebate/discount is not less than 10%, keeping in view the academic and educational interests of students, scholars, faculty members and other Library users.
  1. For normal purchases made throughout the year, generally not exceeding 20% of the total Book Grant, VBLN shall ordinarily accept a rebate/discount of at least 20%, in accordance with the existing practice
  2. Carrying, Postal, and Courier Charges
  3. In certain cases, particularly in respect of valuable or specialized books, the Library may have to incur carrying, postal, courier, or other delivery charges, even where no rebate/discount is offered.
  4. In such exceptional cases, the books may be purchased at the actual price offered by the Publisher, Book Seller, or Vendor, without insisting upon a rebate/discount, along with the actual and reasonable carrying, postal, courier, or other delivery charges.

 

  1. Processing for bulk procurement through the prescribed tendering process
  2. Identification and Preparation of Book List: Books required for bulk procurement shall be collected, and a consolidated list shall be prepared with the mandatory bibliographic details, including title, author(s), publisher, and edition, wherever applicable.
  3. Supply Commitment by Vendors: Vendors shall quote only those books which they can supply if selected as L1. Failure to supply the quoted books shall invite appropriate action for non-supply in accordance with the Terms and Conditions of the tender and the applicable provisions of this SOP.
  • Specification of Edition: Where both Indian and foreign editions of a title are available, the required edition shall be clearly specified in the book list/tender document.
  1. Specification of Binding: Where both paperbound and hardbound editions of a title are available, the required type of binding shall be clearly specified in the book list/tender document.
  2. Typographical Error: Any typographical or inadvertent mistake in the quoted price or rebate/discount rate shall be treated as final, and the vendor’s position shall be determined accordingly. If the vendor becomes L1 for a particular title, the vendor shall supply the book(s) at the quoted price and quoted rebate/discount rate. Failure to comply may invite appropriate penal action, including debarment from supplying books to the VBLN for a period of up to five (05) years, subject to the applicable procedure and principles of natural justice. An L1 vendor shall not be permitted to withdraw or revise its quotation after the determination of L1.
  3. Terms and Conditions of the Tender:
    1. Quality and Condition of Books: The paper quality, printing, format, binding and overall physical condition of the books shall be checked at the time of supply. Vendors shall supply only fresh, original copies. Used, damaged, defective copies shall not be accepted.
    2. Latest Edition: The latest available edition of a title shall be supplied unless a specific edition is mentioned.
    3. The bill shall indicate the printed price of the book, wherever such price is available in the book.
    4. For payment, only the printed price in the book or the prescribed price-proof documents, as applicable, shall be considered. Prices shown on stickers, handwritten entries or stamps shall not be considered.
    5. Price Proof Documents: The following signed price-proof documents must be submitted along with the bill, where the printed price is not available in the book:
      1. Invoice/Price Proof Document; and
      2. Online Price Proof from the publisher’s official website: The publisher’s online price proof shall be obtained from the publisher’s official website or from the publisher’s original printed catalogue.
  • Mandatory Price Proof: Both price-proof documents mentioned above shall be mandatory for a foreign title, an Indian title, an Indian edition of a foreign title, or any other title for which the price is not printed in the book.
  1. Discrepancy in Price Proofs: In the case of any difference between the prices indicated in the two price-proof documents, the lower of the two prices shall be considered for the purpose of billing and payment.
  2. Price-Proof Provider: The provider of the invoice/price-proof document shall be a member of the Federation of Publishers and Booksellers Associations in India (FPBAI). A valid, signed membership certificate for the relevant provider shall be submitted as supporting evidence.
  1. Books with Multiple Foreign Currency Prices: Where a book carries prices in more than one foreign currency, the lowest equivalent price in Indian currency, after conversion using the RBI reference exchange rate applicable on the date of the order, shall be considered.
  2. Conversion of Foreign Currency: Foreign currency prices shall be converted into Indian currency using the RBI reference exchange rate applicable on the date of the order for the respective title, i.e., the date on which the Visva-Bharati Library issues the order to the vendor.
  3. Rebate (Discount): Quotations shall be evaluated title-wise on the basis of the lowest net price after applying the applicable rebate/discount as specified in Section 2.2.
  • Tender Process: The consolidated list of books shall be included in the tender process and made available to all eligible enlisted Publishers, Book Sellers, and Vendors.
  • Submission of Quotations: Vendors shall submit their quotations for each book title in the prescribed/designated system, clearly indicating the applicable discount/rebate and net price.
  1. Evaluation of Quotations/Offers: Quotations shall be evaluated title-wise on the basis of the lowest net price after applying the applicable rebate/discount, as specified in Section 2.2.
  2. Tie in Lowest Net Price: Where more than one eligible vendor offers the same lowest net price for a title, the order shall be placed as per the decision of the University Librarian, whose decision shall be final for all concerned.
  3. Placement of Orders: The order for each title shall normally be placed with the enlisted vendor offering the lowest net price, subject to fulfillment of all applicable terms and conditions of the tender.
  • Supply of Books: The books shall be supplied within the stipulated period and strictly as specified in the purchase order. In case of any anticipated delay, the vendor shall inform the library in advance and obtain its prior approval.
  • Delivery Charges: The library shall not bear any delivery charges for the supply of books, except in special cases, such as Government and Society publications and certain international publications.
  • Purchase Subject to Availability of Funds: Inclusion of any book title in the tender process shall not constitute a commitment to purchase the book. VBLN may purchase all or only some of the tendered titles, subject to the availability of Book Grant/funds and other applicable requirements.
  1. Non-Supply of Books: If a vendor fails to supply any or part of the ordered books within the stipulated period without prior communication, the order shall be treated as canceled, and the vendor shall be treated as having failed to supply the books. Subject to the applicable procedure and the principles of natural justice, the vendor may be debarred from supplying books to the VBLN for a period of up to five (05) years. The University Librarian may place the order with the next eligible Vendor offering the next lowest net price.
  • Replacement of Defective or Manipulated Books: If any manipulation in the printed price, missing pages, printing defect, or other damage/defect is found, the concerned Vendor shall replace the book, even after stamping and accessioning, at the earliest.
  • No Substitution: Vendors shall supply the books strictly according to the title, author, publisher, edition, and binding specified in the purchase order. No substitution or change shall be made without prior approval of the library.
  • No alteration of quotation: Once the prescribed time limit for submission of quotations is over, a Vendor shall not be permitted to alter, revise, or withdraw its quotation.
  • Partial supply: If a Vendor is unable to supply any title within the stipulated period, the Vendor shall inform the library in writing, stating the title(s) and the reason for non-supply. The University Librarian shall take the final decision regarding the remaining title(s).
  1. Procurement Records: All procurement records, including book lists, quotations, comparative statements, approvals, purchase orders, price-proof documents, invoices, delivery challans, and supply records, shall be properly maintained for audit and future reference.
  1. Any other issue: Any issue or matter arising during the implementation of this that is not specifically addressed herein shall be decided by the University Librarian, wherever required. The decision of the University Librarian shall be final and binding on all concerned.
  1. Collection of Book Requisitions
  2. Every Financial Year (FY), preferably during the first week of April, a notice (Annexure–II) shall be issued to all Directors, Principals, HODs of Academic Departments, and Administrative Units/Sections for submission of book requisitions.
  3. The notification shall indicate the approximate amount available for book procurement to enable the concerned stakeholders to prepare their requisitions accordingly. The indicative amount shall be determined based on the average allocation and utilization during the preceding few years.
  • The HODs shall compile the book requisitions received from Faculty Members, Scholars and Students of the concerned Department with a view to developing user-oriented and useful library collections.
  1. The requisition list shall be arranged in order of priority and the serial number assigned to each title shall constitute its priority number for procurement purposes.
  2. The HOD shall submit the compiled list, along with the forwarding letter (Annexure–III) and in the prescribed format (Annexure–IV), to the In-charge of the concerned Bhavana Library.
  3. Where no separate Bhavana Library exists, the HODs of all Departments under Vidya Bhavana and the HODs of Departments under Bhasha Bhavana, except the Departments of Cheena and Hindi, shall submit their requisition lists directly to the Acquisition Section of the Central Library.
  • The HODs shall submit the List of Books in an editable Excel file format by email to the address specified in the notification, within the prescribed deadline. Requisitions received after the deadline shall not ordinarily be considered.
  • HODs of Administrative Units/Sections shall send their book requisitions, if any, directly to the Acquisition Section of the Central Library in an editable Excel format by email, as specified in the notification.
  1. In accordance with the advice of the External Audit Team, Faculty Members shall not recommend or mention the name of any particular book supplier/vendor in their book requisitions.
  2. The requisition list shall contain the mandatory bibliographic details, including the title, author(s), publisher, edition (where applicable) and the number of copies required for each book title. Requisitions containing insufficient bibliographic information may not be considered for procurement.
  3. The In-charge of the concerned Bhavana Library shall compile the requisition lists received from the HODs of the concerned Departments and forward the consolidated list to the Acquisition Section of the Central Library in an editable Excel format by email, as specified in the notification.
  • The In-charge of the concerned Bhavana Library and/or the In-charge of the Acquisition Section of the Central Library, as applicable, may obtain requisitions from students and scholars in the prescribed format (Annexure–V) and may include suitable reference, career-oriented and other books considered necessary.
  1. Selection of Books by the Library

The University Librarian and/or the In-Charge of the concerned Bhavana/Sectional Library, as applicable, may select books on generic subjects, textbooks on Library and Information Science, tools required for book processing, career-oriented books, and reference books for procurement. 

  1. Preparation and Circulation of the Consolidated List

After compilation of the requisitions, the Acquisition Section of the Central Library shall prepare the consolidated list in the prescribed format (Annexure–VI), containing the relevant bibliographic details, including title, author(s), publisher, edition (where applicable) and number of copies required for each book title, along with appropriate columns for printed/publisher’s price, discount/rebate, net price after discount/rebate, expected supply period, and other necessary details.

The consolidated list (Annexure–VI) shall thereafter be made available to the enlisted Publishers, Book Sellers, and Vendors through the designated system or other approved mode for submission of their quotations and other relevant details. 

  1. Evaluation of Quotations

After receiving quotations from the enlisted Publishers, Book Sellers and Vendors, the Acquisition Section of the Central Library shall evaluate the quotations title-wise, based on the net price offered, subject to the applicable minimum discount/rebate and other relevant terms and conditions. The same shall be placed for consideration before all In-charges/Officers of VBLN in a meeting 

  1. Preparation of Department-wise/Bhavana-wise Lists

The quotations received, and the proposed procurement list shall be compiled Department-wise/Bhavana-wise, and the estimated total expenditure shall be calculated for placing the proposal before the Library Advisory Committee. 

  1. Consideration by the Library Advisory Committee

The Library Advisory Committee shall review whether the prescribed Standard Operating Procedure (SOP) has been followed and shall recommend the books for procurement, keeping in view the priority assigned by the concerned Department/Bhavana and the availability of funds. 

The following factors may be considered while finalizing the Department-wise/Bhavana-wise recommendations:

  1. Student intake/enrolment of the concerned Department.
  2. Number of programs/courses offered by the concerned Department.
  • Average unit price of the books requisitioned by the concerned Department.
  1. Utilization of the book-grant allocation during the preceding two/three years.
  2. Priority assigned to the books by the concerned Department/Bhavana. 
  1. Submission for Approval

The recommendations of the Library Advisory Committee, along with the relevant supporting documents specified below, shall be forwarded through the Registrar, Visva-Bharati, to the competent authority for obtaining the necessary approval:

  1. Forwarding letter seeking approval (Annexure–VII).
  2. Recommendations of the Library Advisory Committee.
  • Notice/notification of the meeting of the Library Advisory Committee.
  1. Letter regarding allocation of funds issued by the competent authority of Visva-Bharati.
  2. Copy of the previous approval relating to the same matter, for expeditious processing, wherever applicable. This requirement shall not apply in the first year of implementation of this SOP.
  3. Copy of the approved SOP for procurement of print books.
  • Any other relevant supporting documents. 
  1. Ordering
  2. After obtaining the approval of the competent authority and allocation of the Book Grant under the Annual Capital Asset Grant, purchase/supply orders (Annexure–VIII) shall be issued to the respective eligible vendors based on the lowest net price offered for each title, subject to the applicable minimum discount/rebate rate and other applicable terms and conditions.
  3. The selected vendors shall be required to supply the books within ninety (90) days from the date of the purchase/supply order, unless a different period is specifically stipulated in the purchase/supply order. However, VBLN may specify a shorter supply period in the purchase order, considering urgent requirements and the interest of library users.
  • Where more than one eligible vendor offers the same lowest net price for a title, the order shall be placed as per the decision of the University Librarian, whose decision shall be final for all concerned.

 

11.1 Other Applicable Procurement Conditions

  1. Upon approval by the competent authority, the Acquisition Section of the Central Library shall prepare the purchase/supply orders in the prescribed format.
  2. The Librarian, Visva-Bharati, may issue the purchase/supply orders in the prescribed format (Annexure–VIII), in accordance with the approved priority list.
  • Purchase/supply orders shall ordinarily be issued only to the enlisted Suppliers/Publishers/Book Sellers/Vendors of the Visva-Bharati Library Network (VBLN).
  1. A purchase/supply order may also be placed with a non-enlisted Vendor who has participated in a Book fair organized by the Visva-Bharati Library Network.

 

  1. Failure to Supply by the Vendor
  2. If a vendor fails or declines to supply the ordered books within the stipulated period without a satisfactory explanation or without obtaining prior approval for the delay, the order may be canceled in accordance with the applicable Terms and Conditions.
  3. Before taking any action for cancellation, suspension, withdrawal, revocation or blacklisting, the concerned vendor shall, wherever required, be given an opportunity to respond in accordance with the principles of natural justice.
  • Where an order is canceled due to the vendor’s failure to supply the books, the Librarian may place the order with the next eligible vendor offering the next lowest net price, subject to availability and other applicable terms and conditions, with a view to ensuring timely utilization of the sanctioned funds. 
  1. Priority in Procurement

Subject to the availability of funds, books shall be procured according to the priority assigned in the approved requisition list. Accordingly, the serial number assigned to each title in the requisition list submitted by the HOD shall determine its priority for procurement. 

  1. Non-procurement Due to Insufficient Funds

If, due to insufficient funds, any approved title cannot be procured during a particular Financial Year, the title may be considered for procurement in the following Financial Year, subject to the consent of the concerned HOD and availability of funds. 

  1. Procurement to Meet Emerging Requirements

In addition to the annual requisition and bulk procurement through the tendering process described above, the Librarian may, at his discretion, procure books required by Students/Scholars and Faculty Members throughout the year to meet their urgent study and research requirements without interruption. The expenditure on such books shall be met from the Book Grant allocated for the year, after receipt of the annual Book Grant. The allocation of the Book Grant between bulk procurement and normal/urgent purchases shall be governed by the provisions of Section 2.1 of this SOP, subject to the applicable minimum rebate/discount specified in Section 2.2. The selection of vendors for such normal/urgent purchases shall be at the discretion of the University Librarian. 

  1. Non-submission of Requisition

Books will be procured only based on the requisitions received from the following:

  • Departments
  • School
  • Central Administration
  • Upacharya
  • Centres
  • M. Hospital
  • In-Charge, Sectional Libraries
  • Requisition from Students/ Scholars
  • Central Library Reference Section
  • E-resources/ Databases, if any

If any Bhavana/Department/Section/Unit fails to submit its book requisition within the prescribed period, the books for that Bhavana/Department/Section/Unit shall ordinarily not be considered for procurement during that Financial Year.           

  1. Review of the Bulk Procurement through Tendering Process

The bulk procurement through the tendering process under this SOP shall be implemented as a pilot procedure for the Financial Year 2026–27. Based on the experience gained during its implementation, any difficulties, gaps, or practical issues identified may be reviewed, and appropriate amendments may be incorporated for the Financial Year 2027–28.

Thereafter, the SOP shall be reviewed on a need-based basis to ensure its continued effectiveness and compliance with applicable rules. 

  1. Procurement of Books Not Available through Vendors/Purchase of Print Books Online

If an ordered book cannot be supplied by the selected Publisher/Book Seller/Vendor but is available from an established online bookstore, the book may be procured through any of the following arrangements, as considered appropriate by the University Librarian. The External Audit Team has also verbally advised that, where appropriate, books may be procured through reputed online bookstores such as Amazon, Flipkart, etc., subject to the availability of an appropriate payment mechanism and compliance with the applicable financial and procurement rules.

  1. The Accounts Office may, where permissible under the applicable financial and procurement rules, make advance payment for the procurement or facilitate payment through Cash on Delivery (COD), as applicable.
  2. University Librarian may procure the book directly and subsequently claim reimbursement from the Accounts Office upon submission of the prescribed documents.
  • Vendor may, with the prior approval of the University Librarian, procure and supply the book from an established online bookstore, such as Amazon, Flipkart, etc., as a special case. Such online procurement shall be permitted only as an exceptional arrangement, as the library does not ordinarily permit Vendors to procure books from online bookstores. The Vendor shall submit the bill for payment as per the usual procedure.
  1. Such online procurement shall be undertaken only with the prior approval of the University Librarian and with proper justification. 
  1. Vendor communication

All official communications relating to enlistment, tender participation, quotations, purchase/supply orders, amendments, extensions, delays, replacement of books, and other procurement matters shall be made through the officially designated communication channel(s) of the VBLN and shall be properly recorded.                             

  1. Extension of supply period

Any request for extension of the stipulated supply period shall be made by the Vendor in writing before expiry of the stipulated period. Extension may be granted only by the competent authority, where justified, and shall be properly recorded. Mere submission of a request for extension shall not constitute approval of the extension.           

21. Verification and Checking after Receipt of Books and Bills

a. Physical Verification of Books      

Each book shall be physically examined upon receipt to verify that it is the correct ordered title, author, publisher and edition, where applicable, and is in good and acceptable condition. 

  1. The book shall be checked for missing gatherings or pages, blank pages, upside-down or defective printing, damage in transit, and any other physical defects. Second-hand or used books shall not be accepted. 
  1. If any discrepancy or defect is found, the concerned Vendor shall be required to replace the book at the earliest possible opportunity and within the period specified by the library. 
  • If any manipulation of the printed price of a book is detected, the concerned Vendor shall be required to replace the book.
  1. Books shall be returned even after processing, including stamping and accessioning, if any missing page, printing defect, or physical damage is subsequently detected. The concerned Vendor shall replace the affected copy at the earliest possible opportunity and within the period specified by the library. 

b. Checking of Bill(s) and Other Relevant Documents

  1. The bill shall indicate the printed price of the book, wherever such price is available in the book.
  2. For payment, only the printed price in the book or the prescribed price-proof documents, as applicable, shall be considered. Prices shown on stickers, handwritten entries or stamps shall not be considered.
  • In the case of a foreign title, an Indian title, an Indian edition of a foreign title or any other title for which the price is not printed in the book, a signed Invoice/Price-Proof Document shall be submitted along with the Publisher’s Online Price Proof obtained from the Publisher’s official website and not from a printed Publisher’s catalogue.
  1. Discrepancy in Price Proofs: In the case of any difference between the prices indicated in the two price-proof documents, the lower of the two prices shall be considered for the purpose of billing and payment.
  2. The provider of the Invoice/Price-Proof Document shall be a member of the Federation of Publishers and Booksellers Associations in India (FPBAI). A valid signed membership certificate shall be submitted along with the price-proof document.
  3. Foreign currency prices shall be converted into Indian currency based on the RBI reference exchange rate applicable on the date of the order for the respective title, i.e., the date on which the order is issued by VBLN.
  • Where a book carries prices in more than one foreign currency, the lowest equivalent price in Indian currency, after conversion using the RBI reference exchange rate applicable on the date of the order, shall be considered.
  • The applicable discount/rebate, net price, subtotal, and total amount of the bill shall be verified before submission for payment. 

c. Relevant Documents to be Submitted by the Vendor

The Vendor shall submit the following documents along with the bill:

  1. Original Bill – 1 copy (format attached herewith).
  2. Copy of the Original Bill – 2 copies.
  • Foreign Currency Conversion Rate Certificate – 1 copy, duly attested by the Vendor. As advised by the External Audit, only the RBI reference exchange rate applicable on the date of the order issued by VBLN for the respective title shall be accepted for conversion of foreign currency into Indian currency.
  1. Book Supply Order issued by VBLN to the Vendor – 1 copy.
  2. Invoice/Price-Proof Document, where the printed price is not available in the book – 1 copy, duly attested by the Vendor.
  3. Publisher’s Online Price Proof from the Publisher’s official website and not from a printed Publisher’s catalog, for each title where the printed price is not available in the book – 1 copy, duly attested by the Vendor.
  • FPBAI (Federation of Publishers and Booksellers Associations in India) Membership Certificate of the Invoice/Price-Proof Document Provider – 1 copy, duly self-attested by the member.
  • Bank Details, if not printed on the bill – 1 copy, duly self-attested by the Vendor. 
  1. Non-Acceptance of Books and Bill(s)

The ordered book and/or bill(s) shall not be accepted if:

  1. The stipulated period for supply of the book has expired unless an extension has been duly approved by the competent authority.
  2. The Vendor has failed to comply with or has violated any of the Terms and Conditions specified in the purchase/supply order.
  • The required bill(s) and supporting documents, as prescribed under this SOP, have not been submitted by the Vendor. 
  1. Accessioning and Proper Stamping of Books
  2. Accessioning and proper stamping of the book shall be carried out only after verification of the book, bill(s), and other relevant documents submitted by the Vendor.
  3. The Accession Number shall be recorded at least on the title page and on the designated secret page of the book, in accordance with the prescribed procedure of the VBLN.
  • The Accession Number of each book/volume shall be recorded against the respective title on the bill. 
  1. Signature and Verification by the Dealing/Technical Staff of the Acquisition Section and the Staff/In-charge of the Concerned Bhavana Library
  2. The dealing/technical staff member of the Acquisition Section of the Central Library or the designated staff member of the concerned Bhavana Library, as applicable, who processes the acquisition shall reconcile the books supplied with the purchase/supply order, verify the billing amount and other relevant details and sign the bill(s) and other supporting documents.
  3. Thereafter, the bill(s), books, and other relevant documents shall be forwarded to the In-charge of the concerned Section/Library for independent checking and verification of the books, bill(s), and other relevant documents. Upon satisfactory verification, the In-Charge shall sign the documents with the endorsement “Checked and Verified.”
  • Where the In-Charge of the concerned Bhavana Library has himself/herself processed the acquisition and signed the documents under clause 23(i), the checking and verification under clause 23(ii) may, wherever practicable, be carried out by another authorized officer/staff member designated by the Librarian. 

24. Submission of Bill(s) and Relevant Documents to the University Librarian

The In-Charge of the concerned Bhavana Library or the In-Charge of the Acquisition Section, Central Library, as applicable, shall submit the bill(s) and all relevant documents to the University Librarian, Visva-Bharati, within the prescribed deadline.

a.      Relevant Documents to be Submitted to the University Librarian

The following documents shall be submitted by the concerned Bhavana Library/Acquisition Section:

  1. Original Bill – 1 copy. The Original Bill, after being duly verified and signed by the University Librarian, shall be forwarded to the Accounts Officer, Visva-Bharati, for payment.
  2. Photocopy of the Original Bill – 1 copy, to be retained for documentation and record in the Central Library.
  • Book Supply Order – 2 copies:
  1. One copy to be retained for documentation and record in the Central Library; and
  2. One copy to be forwarded by the University Librarian to the Accounts Officer, Visva-Bharati, along with the Original Bill.
  3. Forwarding Letter – 1 copy, addressed to the University Librarian, Visva-Bharati, in the prescribed format (Annexure–V).

b. Forwarding of Bill(s) to the Accounts Officer

After due scrutiny and signature, the University Librarian shall forward the following documents to the Accounts Officer, Visva-Bharati, for necessary payment:

  1. Original Bill – 1 copy.
  2. Book Supply Order – 1 copy.

Forwarding Letter addressed to the Accounts Officer, Visva-Bharati, in the prescribed format, as applicable:

  1. Annexure–IX – for books supplied and accessioned at the concerned Bhavana Library.
  2. Annexure–X – for books supplied and accessioned at the Central Library. 
  1. Mode of Allocation or Plan of Utilization of the Books and Journal Grant
    1. Out of the Grant, an amount is proposed to be allocated for a) Print Books and subscription of print journals (as minimum as possible, if not NIL based on the usage statistics), being tangible asset b) Purchase and subscription of E-resources (e-Books, e-Journals, e-Archives, Online Databases, Institutional Membership, Research Tools, Software, Cloud storage & services, etc.) including software being Intangible Asset for the VBLN.
    2. Amount 10% of the Books and Journals Grant is to be allocated and utilized (as per UGC standing instruction and practice of Visva-Bharati) for providing stacking facilities, including furniture and equipment for print books, i.e., and for e-books/e-resources, Software & Hardware (Desktop, Laptop, UPS, Printer, Projector, and other ICT-related accessories for Central and twelve Sectional Libraries for providing modern library services. 

UGC standing instruction is quoted below

"5.19 Central Library 5.19.1 (Page 10 of 67) under this item, it is envisaged that each University should have a well-stacked and comprehensive, automated-digitized Central Library. As such, the University may make efforts not only to enrich the Central Library but also to computerize it fully. The amount up to 10% of the Grant allocated under this item is for providing stacking facilities, including furniture, equipment, computerization, and automation of the library."

Ref.: Guidelines for general development assistance to Central, State Universities, and institutions deemed to be universities during the XII plan.  

  1. Submission of Utilization of the Grant
  1. The In-Charge of the Acquisition Section, Central Library and/or the In-Charge of the concerned Library, as applicable, shall submit a Department-wise, Bhavana-wise, Sadana-wise and/or Centre-wise Utilization Statement of the allotted Grant, as applicable, to the University Librarian, Visva-Bharati, through the proper channel (Annexure–XI).
  2. The University Librarian shall submit the Utilization Certificate for the total funds utilized to the Competent Authority of Visva-Bharati (Annexure–XII). 
  1. Steps/checklist of Book Procurement Process
  2. Enlistment of Publishers/Book Sellers/Vendors every two years, commencing in January of the respective year and becoming effective from the immediately following financial year.
  3. Collection of book requisitions from the concerned stakeholders.
  • Compilation of the book lists, Bhavana-wise and/or subject-wise, including School Books, Career-oriented Books, Reference Books, Central Library requirements, etc.
  1. Circulation of the compiled book lists to all enlisted Publishers/Book Sellers/Vendors through the prescribed mode for obtaining quotations.
  2. Sorting and compilation of the quotations, Bhavana-wise and Vendor-wise, as applicable.
  3. Placing the compiled quotations before the Library Advisory Committee for consideration and recommendation.
  • Submission of the recommendations of the Library Advisory Committee, along with all relevant documents, to the Competent Authority for necessary approval to proceed with the procurement.
  • Placement of purchase orders by the University Librarian with the respective Publishers/Book Sellers/Vendors in accordance with the approved procurement proposal.
  1. Receipt of the books, along with bills and other relevant documents, by the Central Library and/or the concerned Bhavana Libraries, as applicable.
  2. Physical verification of the books received by the concerned Library and/or the Central Library, as applicable with reference to the purchase order, bill, and other relevant documents.
  3. Checking and verification of the bills, applicable currency conversion rates, discount/rebate, prices, quantities, and other relevant documents.
  • Accessioning of the books in the Accession Register of the concerned Library and proper stamping of the books.
  • Recording of the accession number(s) against the respective title(s) in the relevant bill.
  • Checking and verification of the books, bills, and relevant documents by the dealing/technical staff member of the Central Library and/or the concerned Bhavana Library, as applicable, followed by verification and endorsement “Checked and Verified” by the In-Charge of the concerned Bhavana Library and/or the In-Charge of the Acquisition Section, Central Library, as applicable.
  1. Submission of the duly verified bills and relevant documents by the University Librarian to the Accounts Office for processing of payment.
  • Submission of the Utilization Certificate/Statement of Utilization of the concerned Grant by the University Librarian to the Competent Authority. 
  1. Book Selection through Book Fair

If time permits and the amount of the Book Grant is Rs. 50 lakh or more, the Visva-Bharati Library Network may organize a Book Fair before utilizing the Grant. The Book Fair provides an opportunity for stakeholders, including faculty members, research scholars, students, etc., to select books by physically examining their contents. It also enables them to view current publications from reputed Indian and foreign publishers. This may help VBLN identify and procure relevant and high-quality books from the available Grant. Faculty members may, however, recommend books that are essential and not available at the Book Fair. Therefore, selection of books through the Book Fair may be given preference, wherever practicable. The External Audit Team has also appreciated this initiative and advised that the Book Fair may be organized at a suitable time without waiting for the Grant to be received. 

  1. Amendment of SOP

Any amendment, modification, addition, or deletion in the provisions of this SOP shall be made only with the approval of the competent authority, following the usual procedure. 

  1. Any other issue

Any issue or matter arising during the implementation of this SOP that is not specifically addressed herein shall be decided by the University Librarian, subject to the applicable rules, regulations, and approvals of the competent authority, wherever required. The decision of the University Librarian shall be final and binding on all concerned. 

The University Librarian is requested to submit the proposed SOP to the Competent Authority for necessary approval to proceed with its implementation.

 

(Dr N. C. Saha)

 University Librarian,

Visva-Bharati, Santiniketan 

(With seal and date)

 

 

 

 

 

 

 

 

For the enlistment of vendors

ANNEXURE – I

 

विश्वभारती / VISVA-BHARATI

केंद्रीय पुस्तकालय / CENTRAL LIBRARY

विश्वभारती लाइब्रेरी नेटवर्क / (Visva-Bharati Library Network)

Memo No.                                                                                                                                                    Date:

Notice

To

 ……………………………………………………………………………

 ……………………………………………………………………………

 ……………………………………………………………………………

 

Dear Supplier/Publisher,

        We keep on record our appreciation for your cooperation during the last few years. We expect the same spirit of cooperation in the future. For our mutual convenience and to facilitate the effective handling of any problems that may arise, we request that you kindly note the following instructions and hope that you will find the TERMS & CONDITIONS for supplying books quite agreeable.

TERMS & CONDITIONS FOR SUPPLY OF BOOKS

1.1 Eligibility Criteria for Enlistment

The following minimum eligibility criteria shall apply to Publishers/Book Sellers/Vendors seeking enlistment with the VBLN:

1.3.1 Annual Turnover

  1. For enlistment as a Publisher/Book Seller/Vendor for the supply of books, the minimum annual turnover shall be ₹25.00 lakh and/or the applicant shall have at least five (05) years of experience in supplying books to the Visva-Bharati Library Network (VBLN), as applicable.
  2. The applicant shall submit documentary evidence of the declared annual turnover in the form of Income Tax Returns (ITRs) for the preceding two financial years.
  • Where an applicant is not required to file ITRs, copies of relevant book-supply bills or other documentary evidence acceptable to the VBLN shall be submitted as evidence of the declared annual turnover.

 

1.3.2 Previous Supply Experience to Educational Institutions

  1. The applicant shall fulfill either of the following two conditions:
    1. The applicant shall submit copies of supply orders/work orders evidencing the supply of books to at least one (01) reputed University (Central/State), Institute such as IITs, ISI, IIMs, IISERs, ICAR institutions, or other reputed Colleges/Institutions or Schools in each year for a minimum period of five (05) years; or
    2. The applicant shall have at least five (05) years of experience in supplying books to the Visva-Bharati Library Network (VBLN), supported by relevant documentary evidence, such as supply orders, purchase orders, bills, challans, or other records acceptable to the VBLN.
  2. The documents submitted shall clearly establish the applicant’s prior experience in supplying books to the institutions concerned.

1.3.3 Statutory and Other Documents

The applicant shall submit self-attested/appropriately certified copies, as applicable, of the following documents along with the application:

  1. PAN;
  2. GST Registration Certificate (GSTIN), if any;
  • Valid Trade License;
  1. Membership Certificate of the relevant Publishers’ Guild/Association, if any;
  2. An undertaking duly signed by the Proprietor/Authorized Signatory of the firm, confirming that the applicant has read, understood, and agrees to abide by all the Terms and Conditions prescribed by the Visva-Bharati Library Network (VBLN), including any additional Terms and Conditions that may be prescribed by VBLN from time to time (Annexure–XIII); and
  3. Any other document specifically required under the notification or Terms and Conditions.

1.3.4 Awards, Certifications and Recognition

Copies of any special awards, certifications, recognitions, institutional memberships, or other relevant credentials may be submitted by the applicant. However, such awards or recognitions shall not be mandatory for enlistment unless specifically stipulated in the notification. 

1.4 Submission and Scrutiny of Applications

  1. Applications received within the prescribed time shall be scrutinized by the Library/Committee/authority designated for the purpose.
  2. The eligibility of each applicant shall be assessed based on the documents and information furnished with the application.
  • The library may seek clarification or additional documentary evidence from an applicant wherever considered necessary to verify the information furnished.
  1. Applications that do not meet the prescribed eligibility criteria or are not supported by the required documents may be rejected.
  2. Submission of an application shall not confer any right upon an applicant to be enlisted.
  3. The decision of the competent authority regarding enlistment shall be final. 

1.5 Preparation and Approval of the Panel of Enlisted Vendors

  1. After scrutiny and verification of the applications, the VBLN shall prepare a panel of eligible Publishers/Book Sellers/Vendors for the respective enlistment cycle.
  2. The panel shall be prepared based on compliance with the prescribed eligibility criteria and acceptance of the Terms and Conditions set by the VBLN.
  • Only those Publishers/Book Sellers/Vendors included in the approved panel shall be treated as enlisted suppliers for the relevant enlistment period. 

1.6 Period of Enlistment and Enlistment Cycle

  1. The enlistment of Publishers/Book Sellers/Vendors shall be valid for a period of two (02) financial years.
  2. The approved panel shall take effect on 01 April of the relevant year.
  • The enlistment shall remain valid up to 31 March of the second year of the enlistment cycle, thereby covering two complete financial years.
  1. For example, an enlistment panel effective from 01 April 2026 shall remain valid up to 31 March 2028.
  2. The fresh enlistment/re-enlistment process for the subsequent cycle shall commence in January 2028.
  3. Enlistment for one cycle shall not confer any automatic right to continuation or re-enlistment for the subsequent cycle. Eligible Publishers/Book Sellers/Vendors shall be required to undergo the fresh enlistment/re-enlistment process prescribed for the subsequent cycle. 

1.7 Terms and Conditions Applicable to Enlisted Vendors

  1. Every enlisted Publisher/Book Seller/Vendor shall comply with the Terms and Conditions prescribed by the VBLN and accepted by the vendor at the time of enlistment.
  2. The University Librarian, in the interest of the VBLN and considering prevailing circumstances, operational requirements, and practical necessities, may prescribe or impose additional terms and conditions, if necessary.
  • Such additional terms and conditions shall be communicated to the concerned enlisted Publishers/Book Sellers/Vendors and shall be binding upon them.
  1. Enlistment does not guarantee that any purchase order will be placed with the vendor or that any minimum quantity or value of books will be purchased from the vendor.
  2. Procurement shall be undertaken separately in accordance with the applicable procurement rules, approved procedures, availability of funds/grant and the requirements of the library. 

1.8 Publication and Communication of the Final Panel

  1. The approved final panel of enlisted Publishers/Book Sellers/Vendors for the supply of print books shall be uploaded on the library website.
  2. The concerned Publishers/Book Sellers/Vendors shall also be informed of their enlistment by e-mail.
  • The library shall maintain appropriate records of the applications received, documents submitted, scrutiny undertaken, panel approvals, and communications issued to the enlisted vendors. 

1.9 Revocation of Enlistment

The enlistment of any Publisher/Book Seller/Vendor may be suspended, withdrawn, or canceled by the competent authority if the vendor:

  1. Furnishes false, misleading, pirated, forged or materially incorrect information or documents, or supplies pirated, counterfeit or otherwise unauthorised books;
  2. Fails to comply with the prescribed Terms and Conditions;
  • Engages in any conduct that adversely affects the procurement process or the interests of the University and/or Library;
  1. The concerned vendor shall be given an opportunity to respond, wherever required, in accordance with the principles of natural justice, before any revocation action is taken. 

Last date of submission of application for enlistment (proposed)- ………………. 

For any doubt or query, don't forget to contact the In-Charge, Acquisition Section, Central Library (Name:…………………………………………….., Contact Number: -------------------------------, Email ID: This email address is being protected from spambots. You need JavaScript enabled to view it.) before submission of the application for enlistment.

 

Thanking you                                                                                     

(Dr N. C. Saha)

 University Librarian,

Visva-Bharati, Santiniketan 

(With seal and date) 

 

 

ANNEXURE – II

Forwarding Letter from the Librarian to Directors/Principals/ HODs

विश्वभारती / VISVA-BHARATI

केंद्रीय पुस्तकालय / CENTRAL LIBRARY

विश्वभारती लाइब्रेरी नेटवर्क / (Visva-Bharati Library Network)

 

Memo No. CL/                                                                                                                                                    Date.

 

To

The Directors/Principals/ HODs

Visva-Bharati, Santiniketan

 

Respected Madam / Sir,

You are requested to submit the list of books to be purchased during the Financial Grant 2026-27 out of the Annual Capital Asset Grant. You are also requested to collect the requisitions from the Faculty Members, Research Scholars, and Students under your Department and compile the list to the amount of around Rs. ……………….. in order of preference/priority according to the format given below;

Sl. No*

Author

Title

Publisher

Edition, if any

No. of Copies

Price (if known)
  1.  

 

 

 

 

 

 
  1.  

 

 

 

 

 

 

*Serial Number will be considered as Priority Number

The last date for sending the List of Book Requisitions is…………………… After this date, no submissions will be entertained. 

It is to be noted that, as per the external guide, you are not supposed to recommend the name of any Book Sellers/Suppliers/Publishers/Vendors.

Based on the SOP, VBLN will process your requisitions, and the order will be placed for purchase based on fund availability and subject to the approval of the competent authority. It is a fact that the title you will requisition may not be possible to purchase all the listed books in a given year.

(Dr N. C. Saha)

 University Librarian,

Visva-Bharati, Santiniketan

 (With seal and date)

 

Note: The practice of attaching a vendor challan as an indent for books is not permissible in the light of the External Audit.

 

ANNEXURE – III

Forwarding Letter from the HOD to the Library

विश्वभारती / VISVA-BHARATI

केंद्रीय पुस्तकालय / CENTRAL LIBRARY

विश्वभारती लाइब्रेरी नेटवर्क / (Visva-Bharati Library Network)

 

To

The University Librarian

Visva-Bharati, Santiniketan

 

Dear Sir,

With reference to your letter dated…………, please find the attached priority list of Book Requisitions for the purchase for the Financial Year 2026-27 under the Annual Capital Asset Grant (Book Grant). The priority list (annexed in your given format) has been compiled from requisitions submitted by faculty members. It may be procured for our department as recommended by faculty members, scholars, and students.

 

General Information:      

 

  • Name of the Department:------------------------------------------------------------------------

 

  • Name of the HOD:-------------------------------------------------------------------------------

 

  • Contact Number of HOD:-----------------------------------------------------------------------

 

  1. Email of HOD:-----------------------------------------------------------------------------------

You are requested to purchase the books listed in the enclosed format and

1) Make them available in the Stack/Reading Room of Central Library for the use of the users

2) Send for our Bhavana Library

 

Signature of the HOD

(With seal and date)

 

Note: The practice of attaching a vendor challan as an indent for books is not permissible in the light of the External Audit.

 

ANNEXURE – IV

Format for Book Requisitions from the HOD to the Library

विश्वभारती / VISVA-BHARATI

केंद्रीय पुस्तकालय / CENTRAL LIBRARY

विश्वभारती लाइब्रेरी नेटवर्क / (Visva-Bharati Library Network)

 

Format for Proposed Books Requisition:

Sl. No

Author

Title

Publisher

Year

ISBN

No. of Copies

Price (if known)

1         

 

 

 

 

 

 

 

2         

 

 

 

 

 

 

 

3         

 

 

 

 

 

 

 

4         

 

 

 

 

 

 

 

5         

 

 

 

 

 

 

 

6         

 

 

 

 

 

 

 

7         

 

 

 

 

 

 

 

8         

 

 

 

 

 

 

 

9         

 

 

 

 

 

 

 

10     

 

 

 

 

 

 

 

 

Name of the Faculty Member:                                                            Signature:

Name of the Bhavana:                                                                        Date:

Name of the Department:

 

ANNEXURE – V

विश्वभारती / VISVA-BHARATI

केंद्रीय पुस्तकालय / CENTRAL LIBRARY

विश्वभारती लाइब्रेरी नेटवर्क / (Visva-Bharati Library Network)

 

Book requisition Form for Scholars / Students

   Session -

To                                                                                                  

The University Librarian

Visva-Bharati, Santiniketan

                    

  1. General Information

Name of the Candidate:___________________________________________________________

Course (Please put a tick mark on the right one): UG / PG / Ph.D.; Semester......../ Ph. D. Course Work

Bhavana:_________________________________               Subject:________________________

Visva-Bharati Library Card No._______________               Contact No._____________________

  1. Information about the Book

Sl. No.

Title (Name of the Book)

Author(s)/Editors

Publisher

Year of Publication*

Price*

Where to be kept**

1

 

 

 

 

 

 

2

 

 

 

 

 

 

3

 

 

 

 

 

 

4

 

 

 

 

 

 

5

 

 

 

 

 

 

* Please provide, if known. ** Choose any one option: Reading Room / Reference / Stack Room

 

_______________________________

(Signature of the Candidate with Date)

  1. Comments of the Head of the Department / Research Supervisor

The above-mentioned title(s) will be helpful for the course curriculum of the Department or the research purpose of the Scholar.

 

 

Signature of Head of the Dept.                                                           Signature of Supervisor

     (with Date and Seal)                                                                           (with Date and Seal)

                                                                                                            (In case of Scholars only)


 

विश्वभारती / VISVA-BHARATI

केंद्रीय पुस्तकालय / CENTRAL LIBRARY

विश्वभारती लाइब्रेरी नेटवर्क / (Visva-Bharati Library Network)

 

Seeking the net price including rate of rebate/discount from the enlisted supplier/publisher/vendor

 ANNEXURE - VI

 

 Ref. No.                                                                                                                                                      Date –    

 
 

To

The..........................................

.............................................

.............................................
 

 

 Dear Vendor,

You are requested to mention the title-wise rate of discount based on the attached list of books. If any book has incomplete or wrong information, please correct it and attach the evidence to substantiate your correction(s)/modification(s). It is needless to mention that you have already accepted our T&C, and supply will be followed strictly on the basis of the said T&C, which is attached herewith for your ready reference;

TERMS & CONDITIONS FOR SUPPLY OF BOOKS

  1. These instructions are to be followed for the financial year __________.
  2. Books will be received against the order of the University Librarian.
  3. Supply Commitment by Vendors: Vendors shall quote only those books which they can supply if selected as L1. Failure to supply the quoted books shall invite appropriate action for non-supply in accordance with the Terms and Conditions of the tender and the applicable provisions of this SOP.
  4. Specification of Edition: Where both Indian and foreign editions of a title are available, only the Indian/Foreign (strike out whichever is not applicable) edition shall be supplied, unless otherwise specifically indicated by the library in the book list/purchase order.
  5. Specification of Binding: Where both paperbound and hardbound editions of a title are available, only the paperbound shall be supplied, unless otherwise specifically indicated by the library in the book list/purchase order.
  6. Typographical Error: Any typographical or inadvertent mistake in the quoted price or rebate/discount rate shall be treated as final, and the vendor’s position shall be determined accordingly. If the vendor becomes L1 for a particular title, the vendor shall supply the book(s) at the quoted price and quoted rebate/discount rate. Failure to comply may invite appropriate penal action, including debarment from supplying books to the VBLN for a period of up to five (05) years, subject to the applicable procedure and principles of natural justice. An L1 vendor shall not be permitted to withdraw or revise its quotation after determination of L1.
  7. Terms and Conditions of the Tender:
    1. Quality and Condition of Books: The paper quality, printing, format, binding and overall physical condition of the books shall be checked at the time of supply. Vendors shall supply only fresh, original copies. Used, damaged, defective copies shall not be accepted.
    2. Latest Edition: The latest available edition of a title shall be supplied unless a specific edition is mentioned.
    3. The bill shall indicate the printed price of the book, wherever such price is available in the book.
    4. For payment, only the printed price in the book or the prescribed price-proof documents, as applicable, shall be considered. Prices shown on stickers, handwritten entries, or stamps shall not be considered.
    5. Price Proof Documents: The following signed price-proof documents must be submitted along with the bill, where the printed price is not available in the book:
      1. Invoice/Price Proof Document; and
      2. Online Price Proof from the publisher’s official website: The publisher’s online price proof shall be obtained from the publisher’s official website or from the publisher’s original printed catalogue.
  • Mandatory Price Proof: Both price-proof documents mentioned above shall be mandatory for a foreign title, an Indian title, an Indian edition of a foreign title, or any other title for which the price is not printed in the book.
  1. Discrepancy in Price Proofs: In the case of any difference between the prices indicated in the two price-proof documents, the lower of the two prices shall be considered for the purpose of billing and payment.
  2. Price-Proof Provider: The provider of the invoice/price-proof document shall be a member of the Federation of Publishers and Booksellers Associations in India (FPBAI). A valid, signed membership certificate for the relevant provider shall be submitted as supporting evidence.
  1. Books with Multiple Foreign Currency Prices: Where a book carries prices in more than one foreign currency, the lowest equivalent price in Indian currency, after conversion using the RBI reference exchange rate applicable on the date of the order, shall be considered.
  2. Conversion of Foreign Currency: Foreign currency prices shall be converted into Indian currency using the RBI reference exchange rate applicable on the date of the order for the respective title, i.e., the date on which the Visva-Bharati Library issues the order to the vendor.
  3. Rebate (Discount): Quotations shall be evaluated title-wise on the basis of the lowest net price after applying the applicable rebate/discount as follows:
  1. For bulk procurement through the prescribed tendering process, VBLN shall place orders for individual book titles with the enlisted Publishers, Book Sellers, and Vendors offering the lowest net price for the respective title, subject to a minimum rebate/discount of 20%, wherever applicable.
  2. No rebate/discount shall ordinarily be insisted upon for publications issued by Government departments/agencies or institutions, including institutions such as the Ramakrishna Mission, charitable organizations, social welfare organizations, and similar organizations. However, where any such publisher/institution offers a rebate/discount, VBLN may avail itself of the same.
  • In special cases, particularly for Bengali books, books in regional/vernacular languages, school books and certain textbooks, where the Publishers, Book Sellers or Vendors are unable or unwilling to offer a rebate/discount of 20%, such books may be purchased from the Publisher, Book Seller or Vendor offering the lowest net price after applying the applicable rebate/discount, provided that the rebate/discount is not less than 10%, keeping in view the academic and educational interests of students, scholars, faculty members and other Library users.
  1. Carrying, Postal and Courier Charges
    1. In certain cases, particularly in respect of valuable or specialized books, the library may have to incur carrying, postal, courier or other delivery charges, even where no rebate/discount is offered.
    2. In such exceptional cases, the books may be purchased at the actual price offered by the Publisher, Book Seller or Vendor, without insisting upon a rebate/discount, along with the actual and reasonable carrying, postal, courier, or other delivery charges.
  2. Submission of Quotations/Offers: Vendors shall submit their quotations for each book title in the prescribed/designated system, clearly indicating the applicable discount/rebate and net price.
  3. Evaluation of Quotations/Offers: Quotations shall be evaluated title-wise on the basis of the lowest net price after applying the applicable rebate/discount, as specified in Section 7(h).
  4. Tie in Lowest Net Price: Where more than one eligible vendor offers the same lowest net price for a title, the order shall be placed as per the decision of the University Librarian, whose decision shall be final for all concerned.
  5. Placement of Orders: The order for each title shall normally be placed with the enlisted vendor offering the lowest net price, subject to fulfillment of all applicable terms and conditions of the tender.
  6. Supply of Books: The books shall be supplied strictly in accordance with the purchase order and/or within 30 days for national books and 60 days for foreign books, as applicable, from the date of the order. In case of any anticipated delay, the Vendor shall inform the library in advance and obtain prior approval from VBLN. Failing such approval, the order shall automatically stand cancelled.
  7. Delivery Charges: The library shall not bear any delivery charges for the supply of books, except in special cases, such as Government and Society publications and certain international publications.
  8. Purchase Subject to Availability of Funds: Inclusion of any book title in the tender process shall not constitute a commitment to purchase the book. VBLN may purchase all or only some of the tendered titles, subject to the availability of Book Grant/funds and other applicable requirements.
  9. Non-Supply of Books: If a vendor fails to supply any or part of the ordered books within the stipulated period without prior communication, the order shall be treated as cancelled and the vendor shall be treated as having failed to supply the books. Subject to the applicable procedure and the principles of natural justice, the vendor may be debarred from supplying books to the VBLN for a period of up to five (05) years. The University Librarian may place the order with the next eligible Vendor offering the next lowest net price.
  10. Replacement of Defective or Manipulated Books: If any manipulation in the printed price, missing pages, printing defect or other damage/defect is found, the concerned Vendor shall replace the book, even after stamping and accessioning, at the earliest.
  11. No Substitution: Vendors shall supply the books strictly according to the title, author, publisher, edition and binding specified in the purchase order. No substitution or change shall be made without prior approval of the library.
  12. No alteration of quotation: Once the prescribed time limit for submission of quotations has expired, a Vendor shall not be permitted to alter, revise, or withdraw its quotation.
  1. Partial supply: If a Vendor is unable to supply any title within the stipulated period, the Vendor shall inform the library in writing, stating the title(s) and the reason for non-supply. The University Librarian shall take the final decision regarding the remaining title(s).
  2. Any other issue: Any issue or matter arising during the implementation of this that is not specifically addressed herein shall be decided by the University Librarian, wherever required. The decision of the University Librarian shall be final and binding on all concerned.

Thanks and regards

 

(Dr N. C. Saha)

 University Librarian,

Visva-Bharati, Santiniketan 

(With seal and date)

 

 

 

 ANNEXURE - VII

 

विश्वभारती / VISVA-BHARATI

केंद्रीय पुस्तकालय / CENTRAL LIBRARY

विश्वभारती लाइब्रेरी नेटवर्क / (Visva-Bharati Library Network)

 

Memo No.                                                                                                                                                    Date –    

 

 

To

The Hon'ble Vice Chancellor

Visva-Bharati, Santiniketan 

 

Sub: Forwarding for approval to obtain approval from the competent authority 

 

(Through Registrar, FO, IAO, and CPS)

 

Respected Sir, 

I am submitting here with the Print Book purchase proposal for the year …………. as recommended by the Library Advisory Committee in its meeting dated………….. for your kind consideration and according necessary approval to proceed further.

This, may please be noted that the procedure laid down in the concerned approved SOP has been followed properly, and all the documents have been annexed chronologically for ready reference.

Thanks and regards

 

(Dr N. C. Saha)

 University Librarian,

Visva-Bharati, Santiniketan 

(With seal and date)

 

 ANNEXURE - VIII

 

ACHARYA

SR. NARENDRA MODI

 

 

UPACHARYA

Dr. Probir Kumar Ghosh

VISVA-BHARATI

 

FOUNDED BY

RABINDRANATH TAGORE

CENTRAL LIBRARY

SANTINIKETAN- 731235

WEST BENGAL, INDIA

Mobile No. +91 8653599090

E-Mail: This email address is being protected from spambots. You need JavaScript enabled to view it.">This email address is being protected from spambots. You need JavaScript enabled to view it.

This email address is being protected from spambots. You need JavaScript enabled to view it.

Website: https://www.visvabharati.ac.in  

https://vblibrarynetwork.in

 

PURCHASE ORDER

 

Order No.                                                                                                                                                    Order Date –

 

Order to: -

---------------------------------------- 

----------------------------------------------------------------------

 

Please

Quote Price

Under the following instructions:

 

 

 

Supply

1.        This order cancels all previous orders for these titles.

 

Bearer

2.        Titles should be supplied within ………., in case of late supply, please report and obtain our confirmation, else this order will be treated as canceled. The books shall be supplied strictly in accordance with the purchase order and/or within 30 days for national books and 60 days for foreign books, as applicable, from the date of the order.

By

Regd. Book Posty

3.        Condition of paper, binding, etc. must be checked and supply fresh original copies only.

 

Passenger Train

4.        Supply the latest edition of titles along with a challan copy, if the edition is not specified in the order.

 

V.P.P.

5.        Please send three copies of the bill by quoting our order number.

 

Courier

6.        Foreign titles are to be separated from Indian titles in case of billing.

 

 

7.        Price Proof Documents: The vendor shall submit the following signed price-proof documents along with the bill: a) Invoice/Price-Proof Document; and b) Publisher’s Online Price Proof obtained from the official website of the respective Publisher or from the publisher’s original printed catalogue. Both documents shall be mandatory in the case of foreign titles, Indian titles, Indian editions of foreign titles, or any title where the price is not printed in the book.

8.        In the case of any difference between the prices indicated in the two price-proof documents, the lower of the two prices in Indian currency shall be considered for the purpose of billing and payment.

9.        Invoice-Price Proof provider should be a member of FPBAI (Signed membership certificate to be attached).

 

 

10.      Where a book carries prices in more than one foreign currency, the lowest equivalent price in Indian currency, after conversion using the RBI reference exchange rate applicable on the date of the order, shall be considered.

11.      Foreign currency prices shall be converted into Indian currency using the RBI reference exchange rate applicable on the date of the order for the respective title, i.e., the date on which the Visva-Bharati Library issues the order to the vendor.

 

 

12.      The bill shall be prepared on the basis of the net price after applying the rate of rebate/discount offered by you, which shall be applicable to all titles to be supplied, except Government publications.

13.      Any book found with a manipulated printed price, missing pages, printing defects, or other damage/defects shall be replaced by the Vendor at the earliest, even after stamping and accessioning.

14.      Vendors shall supply the books strictly according to the title, author, publisher, edition, and binding specified in the purchase order

 

 

15.      Bill should be certified as instructed in GOC  Terms & Conditions by quoting your PAN No.

 

 

16.      Please include a copy of the invoice in the parcel.

17.      Please quote our order number on the label of the parcel and in your invoice, else parcels are liable to be refused.

 

 

 

 

 

 

Note: Please quote our ORDER NUMBER on the label of the parcel and in your invoice; otherwise, parcels are liable to be refused.

Recommended Dept:- 

No. of Book Titles:-
 

                                                                                                                            (Dr N. C. Saha)

 University Librarian,

Visva-Bharati, Santiniketan 

(With seal and date)

 

ANNEXURE - VIII 

 

  

PURCHASE ORDER 

 

Order to: -

---------------------------------------- 

---------------------------------------------------------------------- 

 

 

Order No.

Order Date:

     

Sl.No.

Author/ Editor

Title

Publisher

Year/Edition

Copy
 

 

        
           
           
           
 

 

        

Prepared by …………………………………………… Checked by ………………………………

 

 

(Dr N. C. Saha)

 University Librarian,

Visva-Bharati, Santiniketan 

(With seal and date)

  

ANNEXURE – IX

Forwarding Letter from the Library to AO, VB for Processing of Bills of Bhavana Libraries

विश्वभारती / VISVA-BHARATI

केंद्रीय पुस्तकालय / CENTRAL LIBRARY

विश्वभारती लाइब्रेरी नेटवर्क / (Visva-Bharati Library Network)

BILL NO. 1

Memo No.                                                                                                                                                    Date: -

To

The Accounts Officer

Visva-Bharati, Santiniketan

Please find herewith the original bills from the suppliers for the books accessioned at Bhavana Libraries after ordering, purchasing, and accessioning.

The amount will be paid out of the budget head allocating Rs.……………………… for the year ……………….. for the procurement of Books and Journals vide Memo No. …………………………………………dated …………………..

Sl. No.

Name of the Bhavana Library

Memo No. & date

Amount (Rs.)

Total Amount Rs.

1.

Hindi Bhavana

 

 

 

Total

 

2.

Siksha-Bhavana

 

 

 

Total

 

3.

Palli SikshaBhavana

 

 

 

 

 

Total

 

4.

Palli SamgathanaVibhaga

 

 

 

 

 

Total

 

5.

Sangit Bhavana

 

 

 

 

 

Total

 

6.

Siksha-Satra

 

 

 

Total

 

 

 

Grand Total Amount

 

Total Amount in Words:

It may please be noted that the last Date of Utilization of this Grant is …………………………

You are requested to release the respective payment at the earliest after necessary checking.

(Dr N. C. Saha)

 University Librarian,

Visva-Bharati, Santiniketan 

(With seal and date)

 

ANNEXURE – X

Forwarding Letter from the Library to AO, VB

 

विश्वभारती / VISVA-BHARATI

केंद्रीय पुस्तकालय / CENTRAL LIBRARY

विश्वभारती लाइब्रेरी नेटवर्क / (Visva-Bharati Library Network)

 

BILL NO. 1

 

Memo No.                                                                                                                                                    Date: -

 

To

The Accounts Officer

Visva-Bharati, Santiniketan

 

I am attaching the original bills from the suppliers for the books accessioned at the Central Library after ordering & purchasing.

The amount will be paid out of the budget head allocating Rs.……………………… for the year ……………….. for the procurement of Books and Journals vide Memo No. …………………………………………dated …………………..

You are requested to release the respective payment at the earliest.

Sl. No

Name of the suppliers

Memo No. & date

Amount (Rs.)

Total Rs.

1.

Padmabati Book Stall

 

 

 

 

Total

 

2.

Omega Books & Systems

 

 

 

 

Total

 

3.

Sriniketan Books and Suppliers

 

 

 

 

Total

 

 

 

 Grand Total Amount

 

Total Amount in Words:

It may please be noted that the last Date of Utilization of this Grant is …………………………

You are requested to release the respective payment at the earliest after necessary checking.

 

(Dr N. C. Saha)

 University Librarian,

Visva-Bharati, Santiniketan 

(With seal and date)

 

ANNEXURE – XI

विश्वभारती / VISVA-BHARATI

केंद्रीय पुस्तकालय / CENTRAL LIBRARY

विश्वभारती लाइब्रेरी नेटवर्क / (Visva-Bharati Library Network)

 

University Librarian,

Central Library, Visva-Bharati

 

Sub: Status of Books purchased / Utilization of Book Grant

As noticed (vide Memo No. ……………………………….……., date……………..  to submit the Utilization of the Capital Asset Grant for Books and Journals for the year …………………….. Vide Memo. No. ……………………….………………………, dated ………………. for the ………………………… Bhavana Library:

 

Sl. No.

Department

Budget

Subject-wise Utilization

No. of Books

Over/Under Spent

1

        

 

2

        

 

3

        

 

4

        

 

5

        

 

6

        

 

7

        

 

8

        

 

9

        

 

10

        

 

11

        

 

12

        

 

13

        

 

14

        

 

15

        

 

 

An amount of Rs. ……………. (………………………………………) only has been Over Spent or Under Spent.

 

Name and Signature with Date & seal

In-Charge, ………………………….. Library

 

 

 

ANNEXURE – XII

विश्वभारती / VISVA-BHARATI

केंद्रीय पुस्तकालय / CENTRAL LIBRARY

विश्वभारती लाइब्रेरी नेटवर्क / (Visva-Bharati Library Network)

 

Memo No. CL                                                                                                                                                     Date

 

Joint Registrar (Accounts)

Visva-Bharati, Santiniketan

 

Sub: Summary of Utilization of Grant for Capital Assets during the year ……………….. particularly to show the 'Advance Payment' and 'Payment on Purchase/Procurement/Access.'

 

Dear Sir,

In response to a discussion among the Assistant Registrar (Accounts) and the External Audit Team, the library has been verbally requested by the Assistant Registrar (Accounts) that I submit the summary of Utilization of Grant for Capital Assets during the year …………………., particularly to state the 'Advance Payment' and 'Payment on Purchase/Procurement/Access'. I hope this may help to note properly as desired by the External Audit Team. For the year …………., Library has been allocated grants Vide Memo no. ………………………….. on dated ………………, as noted below;

  1. Allocation for "Books and Journals" of the fund of Rs. ……………. lakh
  2. Allocation for "Other Infrastructures" of fund of Rs. ..…….….. lakh
  • Allocation for "Small Equipment etc." of the fund of Rs. ………….. lakh

 

Let us now replicate the item-wise (based on distribution of the above funds by Departmental Purchase Committee, CL & Systematic Fund Allocation Committee, and subsequent approval from the competent authority as below;

Head / Item-wise Break-up of the Utilization

  1. Journals (Including renewal of print journals; Institutional membership renewal; Online database; e-Journals; Remote Access; Discovery Services; Including Print Journals of PSB etc) - ………….. lakhs
  2. Print Books - …………. lakhs
  3. Procurement of E-resources, including database (perpetual) - ……….. lakhs
  4. Equipment and furniture & fixture – …………….

 

 

 

SL  No

Category

Subscription Agents/ Vendors

Bill no with date

Amount (Rs)

Whether an Advance Payment or Payment Against Purchase /Access

1. a

 

Print Journals subscriptions

 

 

 

Advance payment

 

 

 

 

 

 

b

 

Institutional membership &

print journals Subscription

 

 

 

 

Advance payment

 

 

 

 

 

 

c

 

Institutional Membership

 

 

 

 

 

 

 

 

d

Online Databases Subscription (E-resources – Intangible Asset)

 

 

 

Payment on Activation

 

 

 

e

E- Journals Subscription (E-resources – Intangible Asset)

 

 

 

Payment on Activation

 

 

 

 

 

Total (Journal, etc.):

 

 

2

Print Books

 

 

 

 

 

 

 

 

 

Total (Print book)

 

 

3

E-Resource (Intangible Asset)

 

 

 

Payment on Activation

 

 

 

 

 

 

 

 

Total (E-Resource)

 

 

4

Equipment; Furniture & Fixture

 

 

 

 

 

 

 

Grand Total

 

 

Submitted for necessary consideration.

Thanks                                                                                                            

(Dr N. C. Saha)

 University Librarian,

Visva-Bharati, Santiniketan 

(With seal and date)

UNDERTAKING  BY VENDER

ANNEXURE – XIII

To
The University Librarian

Visva-Bharati
Santiniketan, West Bengal

 

Subject: Undertaking for Acceptance of Terms and Conditions of Visva-Bharati Library Network (VBLN)

 

Dear Sir,

I/We, ____________________________________________, Proprietor/Authorised Signatory of M/s ____________________________________________, having its registered/office address at ____________________________________________________________, hereby solemnly undertake and confirm that I/we have carefully read, understood and accepted all the Terms and Conditions prescribed by the Visva-Bharati Library Network (VBLN) in connection with the book supplying in Visva-Bharati Library Network.

 

I/We further confirm and undertake that:

  1. I/We have fully read and understood all the Terms and Conditions prescribed by the Visva-Bharati Library Network (VBLN).
  2. I/We agree to abide by and comply with all such Terms and Conditions.
  3. I/We undertake to comply with any additional, amended or revised Terms and Conditions that may be prescribed by the Visva-Bharati Library Network (VBLN) from time to time.
  4. I/We shall be responsible for ensuring compliance with all applicable instructions, requirements, rules and conditions of VBLN throughout the period of engagement/contract, as applicable.
  5. I/We understand that any non-compliance with the prescribed Terms and Conditions may attract appropriate action by Visva-Bharati Library Network (VBLN) in accordance with the applicable rules and conditions.
  6. I/We have not been blacklisted by any institution for any malpractice relating to the supply of books.

I/We hereby affirm that the information furnished above is true and correct and this undertaking is being submitted voluntarily and in acceptance of the Terms and Conditions prescribed by the Visva-Bharati Library Network (VBLN).

Place: ____________________
Date: _____________________

Signature: ______________________________
Name of Proprietor/Authorised Signatory: ______________________________
Designation: ______________________________
Name of the Firm: ______________________________
Address: ______________________________
Contact No.: ______________________________
Email: ______________________________

Seal of the Firm

ANNEXURE - XIV

 

 

ACHARYA

SR. NARENDRA MODI

 

 

UPACHARYA

Dr. Probir Kumar Ghosh

VISVA-BHARATI

 

FOUNDED BY

RABINDRANATH TAGORE

CENTRAL LIBRARY

SANTINIKETAN- 731235

WEST BENGAL, INDIA

Mobile No. +91 8653599090

E-Mail: This email address is being protected from spambots. You need JavaScript enabled to view it.">This email address is being protected from spambots. You need JavaScript enabled to view it.

This email address is being protected from spambots. You need JavaScript enabled to view it.

Website: https://www.visvabharati.ac.in  

https://vblibrarynetwork.in

 

PURCHASE ORDER FORM FOR NORMAL PURCHASE

 

Order No.                                                                                                                                                    Order Date –

 

Order to: -

---------------------------------------- 

----------------------------------------------------------------------

 

Please

Quote Price

Under the following instructions:

 

 

 

Supply

1.        This order cancels all previous orders for these titles.

 

Bearer

2.        Titles should be supplied within ………., in case of late supply, please report and obtain our confirmation, else this order will be treated as canceled. The books shall be supplied strictly in accordance with the purchase order and/or within 30 days for national books and 60 days for foreign books, as applicable, from the date of the order.

By

Regd. Book Posty

3.        Condition of paper, binding, etc. must be checked and supply fresh original copies only.

 

Passenger Train

4.        Supply the latest edition of titles along with a challan copy, if the edition is not specified in the order.

 

V.P.P.

5.        Please send Three copies of the bill by quoting our order number.

 

Courier

6.        Foreign titles are to be separated from Indian titles in case of billing.

 

 

7.        Price Proof Documents: The vendor shall submit the following signed price-proof documents along with the bill: a) Invoice/Price-Proof Document; and b) Publisher’s Online Price Proof obtained from the official website of the respective Publisher or from the Publisher’s origanal printed catalogue. Both documents shall be mandatory in the case of foreign titles, Indian titles, Indian editions of foreign titles or any title where the price is not printed in the book.

8.        In the case of any difference between the prices indicated in the two price-proof documents, the lower of the two prices in Indian currency shall be considered for the purpose of billing and payment.

9.        Invoice-Price Proof provider should be a Members of FPBAI (Signed membership certificate to be attached).

 

 

10.      Where a book carries prices in more than one foreign currency, the lowest equivalent price in Indian currency, after conversion using the RBI reference exchange rate applicable on the date of the order, shall be considered.

11.      Foreign currency prices shall be converted into Indian currency using the RBI reference exchange rate applicable on the date of the order for the respective title, i.e., the date on which the Visva-Bharati Library issues the order to the vendor.

 

 

12.      The bill shall be prepared on the net price after applying the applicable rebate/discount of at least 20% or 10%, as prescribed in the SOP, for all titles supplied, except Government publications.

13.      Any book found with a manipulated printed price, missing pages, printing defects, or other damage/defects shall be replaced by the Vendor at the earliest, even after stamping and accessioning.

14.      Vendors shall supply the books strictly according to the title, author, publisher, edition and binding specified in the purchase order

 

 

15.      Bill should be certified as instructed in GOC  Terms & Conditions by quoting your PAN No.

 

 

16.      Please include a copy of the invoice in the parcel.

17.      Please quote our order number on the label of the parcel and in your invoice, else parcels are liable to be refused.

 

 

 

 

 

 

Note: Please quote our ORDER NUMBER on the label of the parcel and in your invoice; otherwise, parcels are liable to be refused.

Recommended Dept:- 

No. of Book Titles:-
 

                                                                                                                           

(Dr N. C. Saha)

 University Librarian,

Visva-Bharati, Santiniketan 

(With seal and date)

ANNEXURE - XIV

 

PURCHASE ORDER 

 

Order to: -

---------------------------------------- 

---------------------------------------------------------------------- 

 

 

Order No.

Order Date:

     

Sl.No.

Author/ Editor

Title

Publisher

Year/Edition

Copy
 

 

        
           
           
           
 

 

        

Prepared by …………………………………………… Checked by ………………………………

 

 

(Dr N. C. Saha)

 University Librarian,

Visva-Bharati, Santiniketan 

(With seal and date)

SOP Stock Verification

Guidelines / SOP for the Physical Stock Verification ( Print Books of the Library)

 

 

This SOP has been approved by the competent authority on 16 June 2026, followed by the recommendations on the same by the Library Advisory Committee, in its meeting held on 03 June 2026 at 11.30 AM. Further, this SOP was discussed and recommended by the DPC of Central Library in its meeting held on 25 May 2026 at 12.00 noon, and all In-Charge/Officers of the Visva-Bharati Library Network (VBLN) held on 27 May 2026 at 11.30 AM at the Central Library.

After detailed discussion and incorporation of the comments of the members of the Library Advisor Committee (LAC), the following SOP has been recommended to proceed further;

Standard Operating Procedure (SOP) for Physical Stock (Books) Verification of VBLN and Write-Off of the Books Damaged, Missing, and 'Lost and Cost Realized from the Borrowers', etc.

 

STOCK VERIFICATION:

Stock verification, or physical stock verification, of Library Print Collections (Print books, Print Journals, Theses, etc.) is to be done every financial year to identify missing, damaged, lost, and cost-recovered books. This process continues throughout the year, and the final report is to be submitted to the Librarian at the end of each financial year. During the stock verification process, all services (including circulation) must be undisturbed. For that, the work of stock verification may be conducted during any academic recess/vacation when physical footfalls are expected to be the least.

The quantity of annual physical stock (books) verification will be conducted in compliance with Rule 215(i) of GFR-2017, page 59 (noted below), and in accordance with the Audit observation (reference # 17 OBS-483587 dated 01/11/2022) by the Thematic Audit. However, the quantity of the physical verification work without hampering the library services, as well as the number of staff in the Library, is also to be considered in this regard.

Rule 215(i) of GFR-2017:

  1. Stipulates that the complete physical verification of books should be done every year in case of libraries having not more than 20000 volumes;
  2. Stipulates that for libraries having more than 20000 volumes and up to 50000 volumes, complete verification of books should be done at least once in three years;
  3. Stipulates that physical sample verification at regular intervals of no more than 3 years should be conducted for libraries with more than 50000 volumes. If such verification reveals an unusual or unreasonable shortage, complete verification shall be conducted.

Rule 215(ii) of GFR-2017 stipulates that loss of five volumes per one thousand volumes of books issued/consulted in a year may be taken as reasonable, provided such losses are not attributable to dishonesty or negligence. However, a loss of a value exceeding Rs. 1000/- and rare books, irrespective of value, shall invariably be investigated and appropriate action taken.

But it is a fact that, as the Central Library has more than 4.6 lakh print volumes, it is difficult to complete one cycle of verification within three years as mentioned in point (iii) above. Rather, based on point (ii) above, the Central Library will try to complete one cycle within 3 to 9 years.

Steps/Procedure of the Physical Stock Verification:

  1. The 'Stock Verification' feature of the existing ILMS (Integrated Library Management System) may be used to the extent possible to accelerate the physical verification process.
  2. If a part or percentage of the collection is to be verified, a specific subject or specific area of the subject is to be selected for stock verification, and the same area will be considered again after the completion of one cycle for the entire collection.  
  3. A list of existing books within the specified range (e.g., 800-899.999) is to be prepared from the LMS (Library Management System), now KOHA. Then, the list is to be arranged by Call No. and contains at least Accession No., Title, Author, etc. The concerned Library may decide which part of the collection to be verified, as they think fit.
  4. During the process, damaged books are to be kept in a separate place.  
  5. After the physical verification of books is completed, the following lists are to be prepared.
    1. Misplaced 
    2. Damaged 
    3. Lost and cost realized
    4. Missing
    5. Missing of particular book is to be declared in the 4th year of the verification of misplaced books of a particular year; e.g. if the stock verification year is 2025-26, the misplaced books for the year 2022-23 (first misplaced year 2022-23, 2nd year 2023-24, 3rd year 2024-25 and 4th year 2025-26) will be considered as missing after searching the same for four consecutive years as mentioned. However, sectional libraries may declare at the 3rd year of the physical verification, as most of the Sectional Libraries may complete the cycle in two/three years, as they have collections from 15000 to 60000 books, unlike the Central Library, which has more than 4,50,000 books and also has a big physical area.  
    6. Example: Listed misplaced books of the previous three years may be searched again. e.g. if the stock verification is continuing for year 2025-26, the listed misplaced books of the year 2022-23 (Misplaced say 65), 2023-24 (misplaced say 45 and for 2022-23 say 40) and 2024-25 (misplaced say 52, and for 2023-24 say 29, and for 2022-23 say 22) and 2025-26 (misplaced say 46 and for 2024-25 say 31, and for 2023-24 say 18, and for 2022-23 say 07). Therefore, in the year 2025-26, seven (07) missing books, which were originally misplaced in 2022-23 and have been searched for the past four years, including this year, will be recommended for write-off. So the number of missing books is finalized in the fourth year after searching the previous four years; for details, see the Template – I at the end.
  6. These lists of Misplaced books, Missing books, Damaged books, and 'Lost & cost realized' books are to be submitted to the University Librarian for placement before the appropriate authority for perusal. The list of books must include the Accession Number, Title, Author, and Price.
  7. Where no price is mentioned in the Accession Register or is not available in the book, the price is ascertained by the Library based on the VB Library rules, and may be considered to proceed.
  8. Now, the final list is to be prepared with Misplaced, Missing, Damaged, and Lost, and the realized cost of books is to be calculated, along with their total cost price. 
  9. The list of damaged books, including their Accession Number, Title, Author, and Price, is to be uploaded to the library website. These books are also to be displayed physically in the Library to seek remarks/opinions from the academics before Weeding Out.  
  10. If the user recommends a book for future use, it should be digitized or preserved, depending on its physical condition.  
  11. For the Departmental/Seminar Library, every department must conduct an annual physical stock verification of all library books (transferred from Central/Sectional Library), which must be sent to the University Librarian, and a complete report may be placed before the Standing Committee to Write-off of the Library Books. The same is then to be placed before the Library Advisory Committee (LAC, the apex committee of the VBLN) for final recommendation to write off.
  12. Then the complete report contains three different lists of books: i) for damaged books, ii) Missing Books, and iii) Books issued to borrowers, and the cost realized due to non-return, including their total cost, along with the recommendations of the Library Advisory Committee (LAC) and Standing Committee, must be sent to the competent authority for approval to write-off.
  13. After getting the approval from the competent authority, "weed-out / withdrawn: due to 'damage' or 'missing' or 'lost & cost realized' may be mentioned in the catalog module of the existing ILMS (Integrated Library Management Software) database to cater to updated information on actual holdings to the clientele to save their valuable time.
  14. Departments (Seminar Library) and the Bhavana/Sectional Library may conduct physical stock verification annually at their convenience (preferably during May-June). Further, it is compulsory to conduct the physical stock verification of the respective Library each year and submit the report to the University Librarian for follow-up action.
  15. This SOP shall be reviewed as and when required by the Library. To communicate the revisions, they will be uploaded to the Library website. "As per GFR-2017, loss of library books handled through proper verification, reporting, and committee approval is treated as procedural loss. Personal responsibility arises only when negligence or misconduct is established."
  16. Loss of five volumes per one thousand volumes of books issued/consulted in a year may be taken as reasonable, provided such losses are not attributable to dishonesty or negligence. However, loss of a book of value exceeding Rs. 1,000/- (Rupees One thousand only) and rare books, irrespective of value, shall invariably be investigated and appropriate action taken.
  17. Amendment Clause, a) The University reserves the right to amend this SOP at any time. b) All stakeholders shall comply with the latest approved version. c) Continued participation implies acceptance of revisions.

 

Template-I

Physical Stock Verification Report (Library Books) for the Year 2022-23

Central Library, Visva-Bharati.

Sl.  No.

                                      Item

No.

Value (₹)

 1

No. of Misplaced Books (Value is not mandatory as the same book will be searched in the next two/three consecutive years to mark as missing)

 

 

2

No.  of  Missing Books

 

 

3

No.  of  Damaged Books

 

 

4

No.  of 'Lost and Cost Realized' Books

 

 

 

 

The list of missing, damaged, 'Lost and cost realized' must contain the following fields;

Sl.No.

Accn. No*

Title*

Author*

Call Number

Publication Year

Price*

 

 

 

 

 

 

 

 

 

 

 

 

 

 

*Mandatory field

 

 

  1. List of Misplaced Books (for the last four years, i.e., 2025-26, 2024-25, 2023-24, 2022-23)

i. List of Misplaced Books for the year 2025-26

Sl.No.

Accn. No

Title

Author

Call Number

Publication Year

Price

1

 

 

 

 

 

 

2

 

 

 

 

 

 

3

 

 

 

 

 

 

4

 

 

 

 

 

 

 

 

 

 

 

 

 

76

 

 

 

 

 

 

 

ii. List of Misplaced Books for the year 2024-25

Sl.No.

Accn. No

Title

Author

Call Number

Publication Year

Price

1

 

 

 

 

 

 

2

 

 

 

 

 

 

3

 

 

 

 

 

 

4

 

 

 

 

 

 

 

 

 

 

 

 

 

45

 

 

 

 

 

 

iii. List of Misplaced Books for the year 2023-24

Sl.No.

Accn. No

Title

Author

Call Number

Publication Year

Price

1

 

 

 

 

 

 

2

 

 

 

 

 

 

3

 

 

 

 

 

 

4

 

 

 

 

 

 

 

 

 

 

 

 

 

12

 

 

 

 

 

 

iv. List of Misplaced Books for the year 2022-23

Sl.No.

Accn. No

Title

Author

Call Number

Publication Year

Price

1

 

 

 

 

 

 

2

 

 

 

 

 

 

3

 

 

 

 

 

 

4

 

 

 

 

 

 

5

 

 

 

 

 

 

Now, if it is, out of the 13 (thirteen) misplaced books for the year 2022-23, a total of 08 books have been found during stock verification in the years 2022-23, 2023-24, 2024-25, and 2025-26. Therefore, the remaining five misplaced books (listed above) for the year 2022-23 have been tried to be traced till this year (2025-26), but have not been traced and may be treated/declared as missing during the year 2025-26.

B. List of Missing books during 2025-26 (which were originally misplaced since 2021-22 and this year declared as missing) (sample)

Sl.No.

Accn. No

Title

Author

Call Number

Publication Year

Price

1

 

 

 

 

 

 

2

 

 

 

 

 

 

3

 

 

 

 

 

 

4

 

 

 

 

 

 

5

 

 

 

 

 

 

Total

 

 

C. List of Damage books: 2025-26 (sample)

Sl. No.

Acc. No.

Title

Author

Price in Rs.

1

 

 

 

 

2 

 

 

 

 

3

 

 

 

 

4

 

 

 

 

 

 

 

Total Price:

 

 

D. List of books 'lost and cost realized' during the year 2025-26

Sl No.

                     Title

Author

Acc no.

Receipt   No. & date

Price in Rs.

1

          

2

          

3

          

4

          

5

          

6

          

    Total Rs. 

 

 

The Librarian is requested to submit the proposed SOP to the competent authority for approval to proceed further. 

SOP for Seminar Libraries

 

Standard Operating Procedure (SOP) / Guidelines for the smooth operation of the Departmental / Seminar Libraries

 

 

[Accepted by the authority on 11 April 2023. Meeting of the Library Working Committee (formerly, Library Development Advisory Committee and Library Committee) on 03 February 2023, 11.30am. Meeting of all In-charge of the Visva-Bharati Library Network (VBLN), on 23 January 2023, 12.30pm].

 

  1. After receiving the requisition of print book(s) from the department through HoD, Central Library / concerned Sectional Library will procure the book(s) following the existing SOP for the procurement of Print Books;

  2. Central Library / concerned Sectional Library will process the books (Accessioning, Classification, Catalogue, Spine label printing and pasting) followed by data entry (bibliographic information) in the LibSys, existing Integrated Library Management Software (ILMS) of VB;

  3. HoD of the concerned department or his/her representative will receive the book(s) from the Central Library / concerned Bhavana/Sectional Library for their departmental library. After waiting maximum three months from the processing of book(s), Central Library / concerned Bhavana library will send the book(s) in its stack, if the concerned department fails to receive the book(s) from the Central Library / concerned Bhavana/Sectional Library for the seminar library;

  4. The Books of the Seminar Library will not be issued officially for home lending and regular footfalls of the library are to be noted in a register;

  5. If any department does not maintain any register or file to prove the number of footfalls readers in the seminar library to consult book(s) in a given period, then the department concerned will not be entitled to get the provision noted in the GFR-2017, 215.ii. for losing/missing of library books;

  6.  Every department need to submit the Physical verification report (list of accession number of books holds by the concerned department other than Project, SAP, etc.) annually to the University Librarian without fail. The work of verification may be done by the department by their own during any recess/vacation or as they find convenient time. The photo copy of the register of the annual footfalls is to be attached with the physical verification report;

  7. All the books of the Seminar/Departmental Library transferred from Central Library will be under the control/custody of the HoD or his/her nominee among faculty members of the department. HoD or his/her nominee among faculty members of the department will be responsible to clarify before the competent authority regarding any mishandling of the Seminar/Departmental Library;

  8. Concerned Department has to find out the ways and liable to compensate for the missing book(s), if any from the seminar/departmental library, based on latest VB Library rules;

  9. Before issuing clearance to the students/scholars/faculty members, HoD or his/her nominee among faculty members of the department will take enough care about the seminar library books to stop the misuse/losing of library books;

  10. All the VB fraternity will be permitted/allowed to consult each and every Seminar library books within the concerned library/department only;

  11. If, any department would like to return all the books (initially transferred from the central library to the departmental library) from the seminar library to the Central Library or Bhavana / Sectional Library along with the Almirahs and Book racks, the Library Authority will consider this transfer subject to availability of adequate physical space at the Central Library.

   
© 2015 - 2026 Visva-Bharati Library Network