Guidance for a fresh candidate appointed as Librarian - Librarians Portal

GUIDANCE FOR A FRESH CANDIDATE APPOINTED AS LIBRARIAN

: A Professional Handbook for New Librarians

By Dr. K. Sakkaravarthi, MBA., MLISc., M.Phil., Ph.D,. 

(NET & SET qualified)

CONTENTS

1. Introduction

2. Understanding the Role of a Librarian

3. What to do in the Library

4. Library Administration

5. Collection Development and Acquisition

6. Technical Processing of Documents

7. Library Automation and ICT Applications

8. Library Services and User Relations

9. Daily, Weekly, Monthly and Annual Duties

10. Practical Examples and Case Studies

11. Common Mistakes and How to Avoid Them

12. Professional Ethics and Best Practices

13. Conclusion

1: INTRODUCTION

    The library is often described as the heart of an educational institution. A librarian is not merely a keeper of books but an information manager, educator, administrator, technology facilitator, and service provider. A fresh librarian may possess theoretical knowledge but often faces practical challenges when entering professional service. This handbook provides practical guidance that can help a newly appointed librarian perform effectively from the first day of service.

The success of a librarian depends upon:

• Professional knowledge

• Organizational skills

• Communication ability

• Technological competence

• User-oriented service attitude

2: UNDERSTANDING THE ROLE OF A LIBRARIAN

Before performing any task, understand your responsibilities.

Major Functions

Administrative Functions

• Policy implementation

• Budget management

• Record maintenance

• Staff supervision

• Reporting

Technical Functions

• Accessioning

• Classification

• Cataloguing

• Physical processing

Service Functions

• Circulation

• Reference service

• User education

• Current Awareness Service

Technological Functions

• Library automation

• Digital library management

• OPAC maintenance

• Database management

Example

A student asks for books on Artificial Intelligence.

The librarian should:

1. Understand the information need.

2. Search OPAC.

3. Locate resources.

4. Guide the student to the shelves.

5. Suggest additional resources.

This is the practical role of a modern librarian.

3: WHAT TO DO 

1: Observation

Observe before making changes.

Examine

• Collection arrangement

• Staff structure

• User behaviour

• Existing procedures

Meet

• Principal/Director

• Department Heads

• Faculty members

• Administrative staff

Practical Example

Suppose you are appointed in a college library.

Instead of immediately changing shelf arrangements, spend one week understanding:

• Which sections are heavily used.

• Which books are rarely used.

• Existing problems.

This prevents unnecessary mistakes.

2: Record Verification

Check:

Registers

• Accession Register

• Membership Register

• Visitor Register

• Stock Register

Files

• Purchase records

• Budget files

• Correspondence files

Practical Advice

Verify whether records match actual library holdings.

3: Collection Assessment

Identify:

• Outdated books

• Missing books

• Damaged books

• Duplicate copies

Prepare a report.

4: Service Assessment

Evaluate:

• Circulation statistics

• User complaints

• Library timings

• Digital services

Suggest improvements based on evidence.

4: LIBRARY ADMINISTRATION

Administration forms the backbone of library operations.

Policy Management

Understand:

• Membership policy

• Circulation policy

• Fine policy

• Collection development policy

Example

If students are allowed to borrow three books for fourteen days, apply the rule uniformly.

Do not make exceptions without authority.

Budget Management

A librarian must manage funds carefully.

Budget Components

• Books

• Journals

• Newspapers

• Furniture

• Software

• Equipment

Practical Example

Annual allocation:

₹5,00,000

Possible distribution:

Books – ₹3,00,000

Journals – ₹1,00,000

E-resources – ₹50,000

Miscellaneous – ₹50,000

Maintain all invoices and bills.

Staff Management

Responsibilities

• Duty allocation

• Leave management

• Training

• Performance monitoring

Good Practice

Conduct brief staff meetings every week.

Discuss:

• Pending work

• Problems

• Future activities

5: COLLECTION DEVELOPMENT

The quality of a library depends upon its collection.

Sources for Selection

• Faculty recommendations

• Publishers' catalogues

• Book reviews

• User requests

• Syllabus requirements

Acquisition Procedure

1. Receive recommendation.

2. Verify availability.

3. Obtain quotations.

4. Place order.

5. Receive books.

6. Verify invoice.

7. Accession books.

Practical Example

Department of Computer Science requests:

• Artificial Intelligence

• Machine Learning

• Data Science books

The librarian should:

• Compare publishers.

• Select latest editions.

• Verify budget availability.

• Place order through proper channels.

Avoid

• Purchasing books based on personal interest.

• Buying outdated editions.

• Excessive duplication.

6: TECHNICAL PROCESSING

No book should be placed on shelves before processing.

Step 1: Accessioning

Assign unique accession numbers.

Example

Book received:

Title: Fundamentals of Library Science

Accession Number: 25461

Date: 15 June 2026

Cost: ₹650

Record all details.

Step 2: Classification

Arrange knowledge systematically.

Example

Library Science

DDC Number: 020

Cataloguing

DDC Number: 025.3

Reference Service

DDC Number: 025.52

Step 3: Cataloguing

Prepare bibliographic records.

Include:

• Author

• Title

• Edition

• Publisher

• ISBN

Step 4: Physical Processing

Apply:

• Ownership stamp

• Spine label

• Barcode

• Book pocket

7: LIBRARY AUTOMATION

Modern libraries cannot function efficiently without automation.

Important Software

• KOHA

• SOUL

• NewGenLib

Essential Modules

Acquisition Module

Tracks purchases.

Cataloguing Module

Maintains bibliographic records.

Circulation Module

Manages issues and returns.

OPAC

Provides a public access catalogue.

Practical Example

A student searches for "Research Methodology".

Using OPAC:

Keyword entered → Search result displayed → Call number identified → Book located.

Without automation this process is slower.

Important Ideas 

Maintain backups regularly.

Keep:

• Local backup

• External hard disk backup

• Cloud backup (if permitted)

8: LIBRARY SERVICES

Services determine user satisfaction.

Circulation Service

Most visible service.

Activities

• Issue books

• Return books

• Renewal

• Reservation

Practical Example

Student borrows book.

Issue date: 1 July

Due date: 15 July

Book returned on 20 July.

Calculate fine according to rules.

Reference Service

Help users locate information.

Example

Research scholars require literature on digital libraries.

Librarian should:

• Search books.

• Search journals.

• Search databases.

• Provide bibliography.

Current Awareness Service (CAS)

Provide:

• New arrivals list

• Journal contents

• News alerts

Selective Dissemination of Information (SDI)

Provide personalized information.

Example

A faculty member working on Artificial Intelligence receives regular updates only in that subject area.

9: DAILY, WEEKLY, MONTHLY AND ANNUAL DUTIES

Daily Duties

• Open library.

• Verify attendance.

• Arrange newspapers.

• Check computers.

• Issue books.

• Receive books.

• Guide users.

Weekly Duties

• Shelf rectification.

• Verify overdue books.

• Check equipment.

• Update displays.

Monthly Duties

• Statistics preparation.

• Budget review.

• User feedback analysis.

Annual Duties

• Stock verification.

• Collection evaluation.

• Budget proposal preparation.

• Annual report writing.

10: PRACTICAL CASE STUDIES

Case Study 1: Missing Book

Problem:

A faculty member reports a missing book.

Action:

1. Verify issue records.

2. Check shelves.

3. Search OPAC status.

4. Contact borrower.

5. Follow replacement policy.

Never accuse anyone without evidence.

Case Study 2: User Complaint

Complaint:

Student cannot locate the required textbook.

Action:

1. Verify holdings.

2. Check issue status.

3. Suggest alternative copies.

4. Recommend purchase if demand is high.

Case Study 3: Budget Reduction

Problem:

Library budget reduced by 30%.

Solution:

• Prioritize essential books.

• Increase use of open access resources.

• Reduce duplicate purchases.

11: COMMON MISTAKES OF NEW LIBRARIANS

Mistake 1

Ignoring records.

Result:

Administrative problems.

Mistake 2

Poor communication.

Result:

User dissatisfaction.

Mistake 3

Lack of planning.

Result:

Budget waste.

Mistake 4

Ignoring technology.

Result:

Inefficient services.

Mistake 5

Not updating professional knowledge.

Result:

Professional stagnation.

12: PROFESSIONAL ETHICS AND BEST PRACTICES

Professional Ethics

• Maintain confidentiality.

• Provide unbiased service.

• Respect intellectual freedom.

• Follow institutional policies.

Best Practices

Always

✔ Be punctual.

✔ Be courteous.

✔ Keep accurate records.

✔ Learn continuously.

✔ Promote library services.

✔ Maintain statistics.

✔ Keep shelves organized.

✔ Use technology effectively.

Never

✘ Show favoritism.

✘ Ignore user requests.

✘ Delay record maintenance.

✘ Neglect damaged books.

✘ Share confidential user information.

TEN GOLDEN RULES FOR A SUCCESSFUL LIBRARIAN

1. Put users first.

2. Maintain accurate records.

3. Respect library policies.

4. Keep learning.

5. Use technology wisely.

6. Communicate effectively.

7. Plan before acting.

8. Maintain professional ethics.

9. Promote reading culture.

10. Treat the library as a service institution.

CONCLUSION

    The first years of librarianship are the foundation of a successful professional career. A fresh librarian who develops strong administrative skills, maintains accurate records, builds useful collections, provides quality services, embraces technology, and maintains professional ethics will become an invaluable asset to the institution. Success in librarianship comes from dedication, continuous learning, effective management, and a sincere commitment to serving users and facilitating access to information.