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 the procurement of Print Books, Visva-Bharati Library Network (VBLN), and Utilization of Concern Grant:

1. Enlistment of the Publishers/Book Sellers/ Vendors:

1. Every two financial years, during the first week of April, a notification along with the related Terms & Conditions (as at Annexure–I) for the enlistment of the Publishers/Book Sellers/ Vendors for the supply of Print Books to the Visva-Bharati Library is to be circulated through the university website and the library website. Additionally, the notification may be sent by mail to the existing Publishers/Book Sellers/Vendors.
2. Criterion for enlistment as a Book supplier at Visva-Bharati;
   1. Annual Turnover will be Rs. 40.00 lakh and above for the supply of National & International Books. In comparison, the same will be Rs. 8.00 lakh for the supply of books in vernacular/local/regional languages and school books. For this, a copy of the last two years' ITR is to be submitted.
   2. For supply of National & International Books, order copy of supply of books to the minimum five (05) reputed Universities (Central and State)/ Institutes (IIT, ISI, IIM, IISER, ICAR and others) Colleges, etc. and for supply of books vernacular/local/regional languages and school books, copy of supply of books to the minimum five reputed Colleges, Schools etc. are to be submitted.
   3. Copies of PAN, GSTN, Trade License, and Publishers Guild Membership (if any) are to be submitted along with the application.
   4. A minimum of 5 years' experience in the supply of books is mandatory. A copy of the supply order or other relevant documents must be submitted as evidence.
   5. If any Special Award/Certification/Recognition copy may be submitted, it is not compulsory.
3.  Preparation of a panel of enlisted vendors by the Visva-Bharati Library Network:

• The library will prepare a list of enlisted vendors based on acceptance of the Terms & Conditions as laid down by VBLN.
• University Librarian may impose any terms and conditions based on grounds of reality for the interest of VBLN, which may not be included in the present T&C, and enlisted vendors are bound to adhere to them.
• The maximum period of Enlistment of the Book Supply will be for two years only.
• The panel of enlisted Publishers/Book Sellers/Vendors for the supply of Print Books to the VBLN will be uploaded on the Library website, and the concerned Publisher/Book Seller/Vendor will be informed by mail to avoid any communication gap.

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

1. VBLN will order the Books for bulk purchase (around 80% of the book grant) based on the highest rebate offered by Publishers, Book Sellers, and Vendors.
2. There will be no rebate/discount for Publications by the Government or any Institutes (e.g., corporate bodies such as Ramkrishna Mission, Charitable Organizations, Social Welfare Organizations, and similar types). However, if they offer a rebate, VBLN will accept it.
3. For normal purchases throughout the year to meet the sudden needs of students, scholars, faculty members, etc., as library users (not more than 20% of the total Book Grant), VBLN will accept a rebate of around 20%, as per existing practice.
4. Some special cases (Bengali Books, Books in Regional Language, School Book and some text Books), where publishers/sellers/vendors are not willing to offer 20% rebate/discount, then considering the larger interest of the academic community (students, scholars, faculty members, etc.), the books may be purchased with maximum rate of discount as offered by the Publishers, Book Sellers and Vendors for normal and bulk purchase.
5. Based on practical experience, the library has to pay the carrying cost or postal/courier expenses for the purchase of any valuable book(s), even if there is no rebate. As a special case, this may be allowed for pay and purchase.

3. Collection of Book Requisitions:

1. Every Financial Year (FY), during the first week of April, the notice for the collection of book requisitions is to be circulated among all the Directors, Principals, HODs of the Academic Departments, as well as Administrative Units/Sections (as at Annexure – II).
2. In the notification, the approximate amount should be mentioned to enable stakeholders to prepare the list accordingly. The approximate amount should be mentioned based on the average allocation/utilization over the past few years.
3. HODs will compile the list after collecting requisitions from Faculty Members, Scholars, and Students of the concerned Department to develop user-friendly collections in the library.
4. HODs of the Academic Departments will submit, with a forwarding letter (Annexure – III), the compiled List of Book Requisitions (Format available at Annexure – IV) to the In-charge of the concerned Bhavana Library.
5. Where there is no Bhavana Library, the HODs of the concerned Bhavana [Bhasha (except Cheena and Hindi) and Vidya] will submit the list to the Acquisition Sections of the Central Library.
6. The list of requisitions prepared by the stakeholder will be in order of priority; i.e., the list's serial number will be considered the priority number.
7. The List of Books is to be sent by the HODs in a DOC file (editable format) via email, as mentioned in the notice, within the deadline. List of requisitions for Books will not be considered if sent after the last date.
8. HODs of the Administrative Units/Sections will have to send their requisitions, if any, in the DOC file (editable format) directly to the Acquisition Sections of the Central Library through mail, as mentioned in the notice.
9. As advised by the External Audit Team, Faculty Members are not supposed to recommend the name(s) of any book supplier in their list of book requisition/selection.
10. The list will contain the serial number. Author, Title of the Book(s), Publisher, Year of Publication, ISBN (If possible), Number of Copies, etc., etc.
11. The In-Charge of the Bhavana Library will compile the list after receiving it from the HODs of the concerned Bhavanas and send it in a DOC file (editable format) to the Acquisition Sections of the Central Library by mail, as mentioned in the notice.
12. During compilation of the list, the In-Charge of the Bhavana Library will also collect requisitions from students/scholars (Annexure – V) and include references and other books if they believe they should be purchased.
13. During compilation of the list, the In-charge of the Acquisition Section of the Central Library, on behalf of the Librarian, Visva-Bharati, will also collect requisitions from students/scholars (Annexure – V) and include the reference, career, and other books if he/she/they think they should be purchased.

 

4. For books on generic topics, Textbooks on Library and Information Science & Tools for book processing, Career-related books, and Reference books, the University Librarian and the In-charge of the concerned Bhavana Library/Sectional Library are authorized to select for procurement.

5. After compilation of the list in a format including columns like ISBN, Price, Rate of Discount, Net Price, etc. etc. by the Acquisition Section (Department-wise / Bhavana-wise and Central Library and others, for easy tracking of the books requisitioned by the particular Bhavana/Department and also to ensure delivery point of the particular title) of the Central Library the List (Annexure – VI) may be circulated among the enlisted Publishers and Suppliers/Vendors through their email.

6. After receiving responses by mail from the enlisted Publishers/Book Sellers/Vendors, the Acquisition Section of the Central Library will sort the titles by the higher discount rate.

7. The Bhavana/Subject-wise list will be sorted, and the total required amount will be calculated to present to the Library Advisory Committee.

8. The Committee will then review whether the Standard Operating Procedure (SOP) steps have been followed properly and recommend a list of books to be purchased in line with the priority list and within available funds. The following may be considered as rational during the finalization of the department-wise and Bhavana-wise recommendations.

1. Intake capacity of the Department Concerned.
2. Number of Program/Course offerings by the Department Concerned.
3. Average Unit Price of the Books of the Department Concerned.
4. Utilization status against allotment during the last two/three years.

9. The Recommendations of the Library Advisory Committee, along with all related documents (as noted below and in Annexure - VII), are to be sent to the competent authority through the Registrar, Visva-Bharati, for obtaining the necessary approval.

1. Forwarding letter for approval
2. Recommendations of the Library Advisory Committee
3. Notification of meeting of the Library Advisory Committee
4. Letter of fund allocation received from the Visva-Bharati authority
5. Copy of last approval for the same issue for easy/quick processing (first year not applicable)
6. Copy of the Approved SOP for purchase of print books
7. Other related papers, if any.

10. Ordering: After getting approval and Book Grant under Annual Capital Asset Grant, a purchase/supply order (Annexure – VIII) may be issued in favor of the respective vendors quoted Department-wise/Bhavana-wise, the highest rate of flat rebate/discount, and ask them to supply the books within ninety (90) days, if time is permissible in terms of the last date of fund utilization. However, given the emergency and for the interest of the library clientele, VBLN may not allow the maximum 90-day supply period. In cases where more than one Vendor offers the same rebate/discount rate, the order may be awarded equally among the vendors. If unequal, the difference may be adjusted with other subjects, if possible.

1. Upon approval from the competent authority, the Acquisition Section of the Central Library is to prepare a copy of the order.
2. According to the list of priorities, the University Librarian may issue the order in the prescribed format (Annexure – VIII).
3. Book Supply Order is to be given only to the enlisted Suppliers of the Visva-Bharati Library.
4. Book Supply Order may also be given to the non-enlisted Vendor, if they participated in the Book Fair organized by Visva-Bharati Library Network.

11. If any vendor declines to supply the books by the deadline and has no communication, their order will be considered canceled, and the order recipient will be black-listed for five years in VBLN to supply books. In that case, the University Librarian will place the order with the other Publishers/Book Sellers/Vendors who quoted the 2nd-highest rebate/discount in the interest of the University and also ensure the utilization process.

12. Regarding funds availability, the title will be purchased in the order of the priority list. Therefore, when placing an order, if any title is not available to order/purchase by the Librarian, the order will be placed as a priority; i.e., the serial numbers of the book requisitions sent by the HODs will be considered a priority.

13. Due to fund paucity, if any title cannot be procured in a given year, it may be considered for order in the immediate next year, subject to the consent of the concerned HOD.

14. In addition to the above, as a normal process, the Librarian is authorized to procure books as required by Students/Scholars, which are received beyond the notice period noted above (may be as a bulk purchase once a year), as a special case/'s discretion. It will help to meet the sudden needs of some students/scholars for their study/research, uninterrupted. The price for the same will be met soon after the annual Book grant is received. The Librarian is requested to follow the bulk purchase of approximately 80% of the Grant for book purchases earmarked by the LAC, with the remaining 20% to be utilized for book purchases throughout the year to meet sudden needs.

15. If any Bhavana/Department/Section/Unit fails to submit the priority list of books requisition, books for that Bhavana/Department/Section/Unit will not be considered for purchase of books during that year.

16. The SOP has been applicable for the current Financial Year (2026-27) as a pilot study. If the library faces any difficulty, the same will be customized/modified/revised in the next Financial Year 2027-28, based on experience gathered during 2026-27; otherwise, it will be followed and reviewed on a need-based basis.

17. If Publishers/Book Sellers/ Vendors are unable to supply any particular book(s), the Librarian may procure such print book(s) on availability from online bookstores such as Amazon and Flipkart, etc. For this procurement, if required, the Account Office may pay an advance in accordance with the online purchase modalities. Alternatively, the Librarian may arrange for payment and reimbursement from the Accounts Office after the book (s) have been procured and processed, as usual.

18. Verification and Checking after receiving the Books and Bills:

1. Physical verification of books

• The book will not be processed if it is in poor condition (appearance, damage in transit), or if it has been flicked through to check whether a gathering is missing, pages are missing, pages are blank, printed upside down, or second-hand.
• To confirm whether the Vendor has supplied the ordered book.
• If any dispute arises, the concerned Vendor is liable to change the book.
• If any manipulation is found in the printed price of the book, the concerned Vendor is liable to replace the book.
• Books may be returned even after processing (stamping and accessioning). If a page is missing or any damage is identified, the concerned suppliers will be required to replace the copy at the earliest.

b. Checking of bill(s) and other relevant documents

• Only the printed price must be included on the bill if it is available on the book.
• Only the printed price in the book and the proof against price will be considered for payment. No price on the sticker, handwritten price, or stamped price will be considered in the bill.
• In case of a foreign title, Indian title, or an Indian edition of a foreign title where the price is not available in printed form, a signed invoice price proof is mandatory, along with the Publisher's Online Price Proof from the Publisher's website (not the Publisher's printed catalog).
• The Invoice Price Proof provider should be a member of FPBAI (Signed membership certificate to be attached)
• Foreign currency should be converted as per the RBI Conversion rate on the date of the order of title issued to the Vendor (i.e., Order date of Visva-Bharati Library)
• The discount rate, Sub-Total, and total of the bills are to be checked before submission.

c. Relevant documents are to be provided by the Vendor:

• Original Bill – 1 copy (Format attached herewith)
• Copy of Original Bill – 2 copies
• Foreign currency conversion rate Certificate – 1 copy (To be attested by the Vendor). As advised by the External Audit, the library will accept only the RBI conversion rate on the Date of the Book (s) purchased by the publishers/vendors/suppliers/sellers.
• Book Supply Order issued to Vendor – 1 copy
• Invoice Price Proof, if printed price is not available on the book– 1 copy (To be Attested by the Vendor)
• Publisher's Online Price Proof from Publisher's website (not Publisher's printed catalog) for each title, if printed price is not available on the Book (To be Attested by Vendor)
• FPBAI (Federation of Publishers' and Booksellers' Associations in India) Membership Certificate of "Invoice Price Proof Provider" – 1 copy (To be Self-attested by the Member)
• Bank details if not printed on the bill – 1 copy (To be Self-attested)

19. Book receiving with Bill(s) and other relevant documents

1. The ordered book should not be received if

• The last date for book supply is over (90 days).
• The supplier overruled the Terms & Conditions mentioned in the order form.

20. Accessioning of the Book in the Accession Register of the Library and proper stamping in the book

• Accessioning and proper stamping of the book may be done only after verification of the book, bill, and other relevant documents supplied by the Vendor.
• The Accession Number must be noted at least on the title page of the book and also on the secret page of the book as followed by the VBLN.

21. Noting the accession number in the respective bill

• The accession number for each volume/title is to be noted on the respective bill.

22. Signature by the dealing/ technical staff member of the Acquisition Section of the Central Library and Staff/In-charge of the concerned Bhavana Library, in case of Bhavana Library.

• The dealing/technical staff member or In-charge of the concerned Bhavana Library who processed the acquisition will reconcile the supply and order, billing amount, etc., then sign the bills and other documents.
• Then they send the same to the In-charge of the Section/library for necessary 'checking and verification' of the book, bill, and other relevant documents, and finally to sign as 'checked and verified'.

23. 'Checked & Verified' by the In-Charge of the said Section/ In-Charge of the Bhavana Library

• All documents, including the bill, should also be checked and verified by the staff/In-Charge of the Acquisition Section, Central Library, or the In-Charge of the Bhavaan Library.
• The In-Charge of the Acquisition Section, Central Library/ In-Charge of the Bhavana Library should sign only after satisfaction with all documents.

24. Submission of bill (s) with relevant documents to the University Librarian by the In-charge, Bhavana Library, or the In-charge, Acquisition Section, Central Library

• The person in charge of the Bhavana Library will submit the bill to the University Librarian, Visva-Bharati, within the deadline.
• The Original Bill (One copy), along with Book Supply Order issued to Vendor (One copy), should be forwarded by the University Librarian after being duly signed by him to the Accounts Officer, Visva-Bharati, for making payment.
• Forwarding letter addressing the Accounts Officer, Visva-Bharati, is to be enclosed on the top of the bills; one for Books ordered, purchased, and Accessioned at Bhavana Library (Annexure – IX), and another for Books ordered, purchased, and Accessioned at Bhavana Library (Annexure – X)

  Relevant documents are to be submitted to the University Librarian by the Acquisition Section / Bhavana Library:

  1. Original Bill: The Original Bill is to be submitted to the University Librarian and forwarded to the Accounts Officer by the University Librarian after it has been duly signed by him/her for payment.
  2. One photocopy of the Original Bill- A copy of the Original Bill is to be submitted with the Original Bill for documentation at the Central Library.
  3. Two copies' Book Supply Order'- one copy of 'Book Supply Order' for the documentation at Central Library, and another copy is to be forwarded to the Accounts Officer by the University Librarian with the Original Bill.
  4. One forwarding letter addressed to the University Librarian, Visva-Bharati (Annexure – V)

25. 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.

iii. Books will be procured only based on the requisitions received from the

• 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

Books will not be considered for procurement if any of the above fail to submit the requisitions.

26. Book Procurement Process: includes different steps/checklists as mentioned below:

1. Enlistment of Book Suppliers/Publishers/vendors every two years will commence in January of the respective year and be effective in the immediate next financial year.
2. Collection of Book Requisition from the stakeholders
3. Compilation of the List (Bhavana-wise or Subject-wise, School Book, Career Book, Reference Book, Central Library, etc., etc.)
4. Send the entire list to all the enlisted Publishers/Book Sellers/Vendors through email to seek a discount greater than or equal to 20%
5. Sort the List Bhavana Wise and Vendor Wise
6. Place the above List before the Library Advisory Committee
7. The recommendations of the Committee are to be sent along with all relevant documents to the Competent Authority for necessary approval to proceed
8. Placing an order to the respective Publishers/Book Sellers/Vendors)
9. Book receiving with Bill and other relevant documents by the Central Library and Bhavana Libraries
10. Physical verification of books by the Respective Library, as far as practicable.
11. Checking of the bill, conversion rates, and other relevant documents
12. Accessioning of the Book in the Accession Register of the Library and proper stamping in the book
13. Noting the accession number in the respective bill
14. Signature by the dealing/ technical staff member as "Checked & Verified" by them.
15. 'Checked & Verified' by the In-Charge of the said Section/ In-Charge of the Bhavana Library
16. Submission of bills by the In-Charge of the Bhavana Libraries to the University Librarian to proceed.
17. Submission of Bills by the University Librarian to the Accounts Office
18. Submission of Utilization of the Grant

 

27. Book Selection through Book Fair: If time permits and the amount of the Book grant exceeds Rs. fifty lakhs, then Visva-Bharati Library Network organizes the book fair before the Utilization of the Grant. The merits of the book fair are that stakeholders, i.e., faculty members, research scholars, students, etc., can select books by physically inspecting their contents. They have the opportunity to take a look at the current books from renowned Indian and foreign publishers. Therefore, with this Grant, VBLN may purchase more high-quality, effective books. However, Faculty members may recommend books if they are essential and not available at the Book fair stall. Therefore, selecting books from the book fair is preferred. Further, the external Audit Team has appreciated the endeavor, and they advised organizing the fair at a suitable time without waiting for the Grant to be received.

ii. Submission of Utilization of the Grant

• Finally, a Utilization Certificate of supplier-wise as well as Departments/ Bhavanas/ Sadanas/Centers-wise allotted grant should be submitted before the University Librarian, Visva-Bharati, by the In-Charge of the Acquisition Section, Central Library/ In-Charge of the Sectional Library through proper channel (Annexure - XI)
• The University Librarian should submit a Utilization Certificate of total funds to the competent authority of Visva-Bharati (Annexure – XII)

28. a) Purchase print books online: The external Audit Team verbally advises to procure books online (from Amazon, Flipkart, etc.): The external Audit Team verbally advises to procure books online (from Amazon, Flipkart, etc.). As a pilot study, some books may be procured from an online bookstore if the Accounts Office helps arrange an advance payment, COD, or reimbursement. Online procurement shall be undertaken only with prior approval and proper justification, including price

 

List of Annexure:

I         –        Notification for Book Suppliers/Sellers/Publishers/Vendors Enlistment

II       –        Letter to all Directors/Principals/HODs to seek the List of Book Requisitions

III      –        Letter from all Directors/Principals/HODs to seek the List of Book Requisitions

IV      –        Format for Book Requisitions from the Directors/Principals/HODs

V       –        Format for Book Requisition Form for Scholars / Students

VI     –         Seeking the rate of rebate/discount from the enlisted supplier/publisher/vendor

VII     –        Forwarding letter to obtain approval from the competent authority

VIII    –       Sample Copy of Purchase Order which will be issued to Book Suppliers

IX      –        Forwarding Letter to AO VB for Bhavana Library

X       –        Forwarding Letter to AO VB for Central Library

XI      –        Status of Grant utilization from the Bhavana Library to the University Librarian

XII    –         Status of Grant utilization from the University Librarian to Joint Registrar (Development) or AO VB

 

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

 

 

(Dr. Nimai Chand Saha)

Librarian, Visva-Bharati

Santiniketan

 

 

 

 

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. These instructions are to be followed for the financial year 2026-27.
2. Books will be received against the order of the University Librarian.
3. The order will automatically stand canceled if it fails to supply the national book (s) within 30 days and the foreign books within 60 days from the date of the order by VBLN. In case of late supply, please report and obtain confirmation from VBLN. Titles need to be supplied as specified by the library.
4. Condition of paper, form, binding, etc. must be checked, and supply fresh copies only.
5. Foreign titles to be separated from Indian titles in case of billing.
6. It is mandatory to produce price proof documents (Publisher's/Importer's/Distributor's invoice and Publisher's catalog) along with the bills for foreign titles. Price proof is also required for the Indian edition of foreign titles and Indian publications where the price is not available in printed form. Price proof should contain the signature and seal of the supplier.
7. Mention the conversion rate for each foreign currency and charge it at the RBI conversion rate on the date the order was issued to the Vendor (i.e., the Order date of Visva-Bharati Library) by VBLN.
8. Books procured by the Vendor (s), where necessary evidence for the date of purchase of book (s) needs to be submitted with the bill for transparency and a clear understanding.
9. Rebate/Discount rate: a) VBLN will order the Books for bulk purchase (around 80% of the book grant) based on the highest rebate offered by Publishers, Book Sellers, and Vendors. b) There will be no rebate/discount for Publications by the Government or any Institutes (e.g., corporate bodies such as Ramkrishna Mission, Charitable Organizations, Social Welfare Organizations, and similar types), as per the Goods Offices Committee (GOC). If they offer a rebate, VBLN will accept it. c) For normal purchases throughout the year to meet the sudden needs of students, scholars, faculty members, etc., as library users (not more than 20% of the total Book Grant), VBLN will accept a rebate of around 20%, as per existing practice. d) Some special cases (Bengali Books, Books in Regional Language, School Book and some text Books), where publishers/sellers/vendors are not willing to offer 20% rebate/discount, then considering the larger interest of the academic community (students, scholars, faculty members, etc.), the books may be purchased with maximum rate of discount as offered by the Publishers, Book Sellers and Vendors for normal and bulk purchase.
10. Bill should be certified as instructed in GOC by quoting the PAN and GSTN.
11. One copy of the invoice should be included in the parcel, and quote our ORDER NO. on the label of the parcel and the invoice no. Otherwise, parcels may be refused.
12. The library will provide no delivery charge for the supply of any book(s), except for Government and Society publications and Some International publications.
13. If any document is found to be unsatisfactory, payment will be made after deleting the offending item from the invoice/bill, or the library may withhold payment of the entire bill until the deficiency is rectified. For this reason, Book suppliers/Sellers/publishers/Vendors are advised to contact the Central Library Acquisition Section or the person in charge of the concern, Bhavana Library.
14. Supply the latest edition of the titles, along with a challan copy and three copies of the bill, quoting our order. Please do not forget to note the bank details (Name of the account holder, Name of the Bank and Branch, Account Number, Type of the Account, IFSC of the Branch) along with the PAN, GSTN, etc.
15. Regular communication (through mail/cell phone) with the appropriate section is highly required and expected for smooth dealings, which are a prerequisite for both sides.
16. Enlisted supplier(s)/publisher(s) are expected to maintain close contact with the library throughout the year and will take an active role to supply any single book ordered by the library. Frequent physical visits will also ensure placing orders for any sudden requirements, and it is expected that vendors will pay sufficient attention to identify the books from the state and national book markets. It is not welcome to visit the library for bulk orders.
17. It is expected that enlisted vendors will participate in the Book Fair as and when the library organizes it.
18. In case of supply books against "Confirm Order' supplier(s)/publisher(s) are requested to strictly follow the guidelines and other conditions as stated in the order copy. In case submitting "inspection challans' to the Departments / Library and 'Bills' to the Central Library and Sectional Libraries of Visva-Bharati, please use the following formats: -

Format for 'Bills' to be submitted to Central Library and Sectional Library, V.B.
Sl	Title	Author	Publisher	ISBN	No of Volumes	No of Copies	Original Price	Conv Rate	INR Price	Discount	Net Price

*The Conversion Rate should be as per the RBI and may vary in case of the challan date and order date. Finally, the Conversion Rate should be calculated on the Date of the Book (s) procured by the Vendor. Vendors are accountable for submitting the necessary evidence of procurement.

19. Suppliers(s)/ Publisher(s) are requested to submit the documents relating to the firm e.g. of the trade license, PAN No., GSTN, Income Tax Return (last three years), list of institutions where supplying books, and other documents in support of vendorship, which will enable to enlist the name of the concern supplier/publisher name in the Visva-Bharati Library Network. Give the contact person's name, communication address, mobile no, and email ID.

Hope you will agree to and accept the above terms & conditions regarding the supply of books to the Visva-Bharati Library Network (VBLN). The book purchase procedure will be processed upon receipt of your acceptance and communication, along with the signed copy of the Terms and Conditions noted above.

After receiving a response from the vendor side, the library authority will scrutinize the application and the submitted documents. Regarding satisfaction, the name of the concerned supplier/publisher will be accepted upon confirmation email and uploaded to our library website under the caption 'Enlisted Book Supplier'.

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

 

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	Year	ISBN	No. of Copies	Price (if known)
1.
2.

*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.

 

 

 

 

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:

 

 

1. Name of the Department:------------------------------------------------------------------------

 

2. Name of the HOD:-------------------------------------------------------------------------------

 

3. Contact Number of HOD:-----------------------------------------------------------------------

 

4. 4. 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:                                                                           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 rate of 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;

 

Sl.No.	Author (s)	Title, Year of Pub, Edition	Publisher	Unit Price	Conversion Rate (for Foreign Books only)	Rate of Discount	Net Price	Time required to supply
1.
2.
3.
4.

 

 

Recommended by:-                                                                 Date of Recommendation:-    

 

Challan No. & date (in case of book fair):-                                       No. of titles:-

 

 

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

 

 

University Librarian, Visva-Bharati

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

 

University Librarian,

Visva-Bharati

 

 

 ANNEXURE – VIII

विश्वभारती / VISVA-BHARATI

केंद्रीय पुस्तकालय / CENTRAL LIBRARY

विश्वभारती लाइब्रेरी नेटवर्क / (Visva-Bharati Library Network)

 

PURCHASE/SUPPLY ORDER

Order No.                                                                                                                    Date –    

	To The.......................................... ............................................. .............................................

 

 

 

 

 

 

 

 

Dear Vendor,

You are requested to supply the following list of books/list of books as enclosed with our T&C and as you have accepted during enlistment;

 

Sl.No.	Author (s)	Title, Year of Pub, Edition	Publisher	Unit Price	Copy (ies)
1
2
3
4

Major Terms and Conditions:

• This order cancels all previous orders for these titles.
• Titles should be supplied within three months. In the event of a late supply, please report it and obtain our confirmation.
• The condition of the paper, form, binding, etc., must be checked, and only fresh copies supplied.
• Supply the latest edition of titles along with a challan copy.
• Please send two copies of the bill by quoting our order number.
• Foreign titles are to be separated from Indian titles for billing purposes.
• Include price proof documents along with the bill (it is mandatory for foreign titles and for Indian titles/Indian editions of foreign titles where the price is not in printed form). Price proof should contain the supplier's signature and seal.
• Mention the conversion rate for each foreign currency and charge it as per the RBI Terms & Conditions (i.e., procurement date)
• The rate of discount quoted by the concerned Book Supplier / Publisher. Or 20% rebate/discount for all books during normal purchase, except books on vernacular languages, Regional Languages, School Books, Text Books, and Govt./society Publications.
• Bill should be certified as instructed in GOC Terms & Conditions by quoting your PAN and GST No.
• Please include a copy of the invoice in the parcel, and include the order number on the label of the parcel and the invoice; otherwise, parcels are liable to be refused.
• The order will be automatically canceled if the national books are not supplied within 90 days of the VBLN order date.

Recommended by:-                                                                 Date of Recommendation:-    

Challan No. & date (in case of book fair):-                                       No. of titles:-

 

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

 

University Librarian, Visva-Bharati

 

ANNEXURE – IX

 

Forwarding Letter from the Library to AO VB for Bills of the 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 (Rs:- ………………………………………………………………) Only.

 

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.

 

 

University Librarian

Visva-Bharati, Santiniketan

 

 

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 (Rs:- ……………………………………………………………) Only.

 

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.

 

 

University Librarian

Visva-Bharati, Santiniketan

 

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