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1 REF NO: KFS-ADM-003 ISSUE NO: 1 PAGE: 1 of 12 ISSUE HISTORY ISSUE DESCRIPTION OF CHANGE PROCESS PILOT EFFECTIVE DATE 1 None, no change has been done. Librarian 14 th June 2010 REFERENCED DOCUMENTS COPY HOLDERS REF QPM QPM 5 PM WI KFS/LP/WI/01 KFS/LP/WI/02 KFS/LP/WI/03 KFS/LP/WI/04 KFS/LP/WI/05 KFS/LP/WI/06 KFS/LP/WI/07 TITLE Quality policy manual Product Realization Procedure Manual Work Instructions Identifying and planning for Acquisition of library materials Classification of library materials Processing photographs Accessing of library text books Cataloguing of library textbooks Filling photographs clippings Serving library users Forest Act Strategic Plan 1. Director 2. QMR 3. Librarian 4. KFS Library policy and regulations
2 REF NO: KFS-ADM-003 ISSUE NO: 1 PAGE: 2 of 12 RECORDS / ANNEXES REC NO REC TITLE Annual report Accession list Process Flow chart Library Usage Report Receipt Book Loan Book Library Policy and Regulations Catalogue
3 REF NO: KFS-ADM-003 ISSUE NO: 1 PAGE: 3 of 12 TABLE OF CONTENTS ISSUE HISTORY... 1 REFERENCED DOCUMENTS... 1 RECORDS / ANNEXES SCOPE PURPOSE RESPONSIBILITY AND AUTHORITY OBJECTIVES TERMS AND DEFINITIONS DETAILS OF PROCEDURE Acquisition of Library Material Provision of Library Services Library Membership Registration Borrowing a Book Returning a Book Defaulters Surcharging and Overdue Charges Lost Books Recovering from Salaries Cataloguing Services Rendered Inventory Stock Taking... 9 PROCESS FLOW CHART (Library Membership Registration) PROCESS FLOW CHART (Defaulters) PROCESS FLOW CHART (Acquisition through Purchase)... 12
4 REF NO: KFS-ADM SCOPE ISSUE NO: 1 PAGE: 4 of 12 This procedure covers from identifying/planning for acquisition and repackaging of library materials to updating records; from receiving enquiries to providing facts, figures and documents sought. 2. PURPOSE This is to ensure adequate control in the library s acquisition and repackaging process as well provision of library service. 3. RESPONSIBILITY AND AUTHORITY 3.1 Deputy Director -HR and Admin Head of human resources and administration division 3.2 Chief Administration Officer Overall incharge of all administrative operations Accounting officer of administrative transactions Advices DD human resource and administration. 3.3 Chief Librarian Overall responsible for the acquisition of library materials Orders library materials Writes annual reports and classifies library materials Orders and processes library materials Catalogues, classifies and updates the facts and figures file Supervises Library processes Overall responsible for provision of library service Updates library policy and regulations Attends to users. 3.4 Librarian Processes library materials as assigned Updates the facts and figures file Updates the library catalogue Attends to users and undertakes research assignments Receives payments and issues receipts Deputizes the Chief Librarian Responds to users enquiries and undertakes search assignments Prepares the library usage report.
5 REF NO: KFS-ADM OBJECTIVES ISSUE NO: 1 PAGE: 5 of 12 NB: Refer to the performance contract. CSF KPI TARGET(S) DUE 5. TERMS AND DEFINITIONS TERM DEFINITION(S) KFS Kenya Forest Service KPI Key Performance Indicator CSF Critical Success Factor DD Deputy Director CAO Chief Administration Officer Catalogue Repackaging DIR HRAD ADM LIB List of library holdings The act of reorganising sources of information to ease retrieval Director Human Resources & Administration Division Administration Library 6. DETAILS OF PROCEDURE 6.1 Acquisition of Library Material Identify/plan for the acquisition of library materials as per work instructions Seek authorization from chief Administration Officer.
6 REF NO: KFS-ADM-003 ISSUE NO: 1 PAGE: 6 of Source library material as per work instructions Accession library materials as per work instructions Catalogue and classify library materials as per work instructions Update facts and figures file File/shelve as per work instructions. 6.2 Provision of Library Services Receive enquiries Interview users and explain terms of library usage as per work instructions Charge external users appropriate fees and issue receipts Either avail sought information or advice users regarding alternative sources. 6.3 Library Membership Registration Note 1: To borrow a book in the library registration for membership is required The officer fills an application from for membership with rules and regulations attached The form is forwarded to Head of Section for recommendations The form if forwarded to the librarian for approval. If not approved staff is informed Once approved, a library card is issued to the staff to enable borrow books. 6.4 Borrowing a Book Note 2: A maximum of two books can be borrowed at once Officer identifies the required the book The details are recorded in the control sheet Capture the same in the books borrowing register which is signed by the recipient. 6.5 Returning a Book Note 3: Books should be returned within 2 weeks.
7 REF NO: KFS-ADM-003 ISSUE NO: 1 PAGE: 7 of The librarian verifies that the book is in the same condition it was borrowed. If not the officer is surcharged The librarian signs off in the register and book is shelved. Note 4: The librarian makes a follow up phone call to remind the officer the book is due. 6.6 Defaulters The librarian prepares a list of the defaulters The librarian communicates in writing informing the defaulters of the books they are withholding and gives a period of surrender Once the period expires the officer is charged overdue charges till the book is returned Note 1: The overdue charges are as stipulated in the letter and the period the charges will be effected If the book is not returned after the period a list of overdue books is compiled and the books are deemed lost. 6.7 Surcharging and Overdue Charges The officer receives a notification of overdue/surcharged charges If the officer pays within the stipulated period they are issued with a receipt which is submitted to the library If officer does not pay, the charges are recovered from the salary. 6.8 Lost Books Officer reports book lost within the borrowing period On receipt of the report of the lost book within the 2 weeks, the officer is given a grace period to replace the lost book If not able the money is recovered from salary For overdue books, they are recovered directly from the officer s salary.
8 REF NO: KFS-ADM-003 ISSUE NO: 1 PAGE: 8 of Recovering from Salaries The librarian prepares a list of recoveries to the chief librarian for verification and signature. If not verified the librarian is informed with reasons thereof The list is forwarded to the divisional head for approval. If not approved the librarian is notified and the reasons thereof After approval the list if forwarded to Accounts & Finance for recoveries The list of recoveries from Accounts & Finance is forwarded to the librarian for reconciliation with the recoveries records. In case of a query it is returned for amendment Records are updated Cataloguing Once a book is received in the library, it is rubber stamped It is then accessioned i.e. details recorded in the accession register and an accession number put on the book The books are classified depending on the subject area The books are catalogued using catalogue cards which captures the details of the book The books are covered with polythene papers for preservation A control sheet is prepared and put inside the book and the book is placed in the appropriate shelf Services Rendered Lending books Reference (area) Newspapers Information
9 REF NO: KFS-ADM Inventory ISSUE NO: 1 PAGE: 9 of Maintains an inventory of all books in the library using the accession register Stock Taking Note 1: Stock taking is done at the end of the financial year The library issues a memo to staff for all books to be returned prior to the exercise The books are arranged as per classification The librarian cross checks the actual stock against the accession register Prepares a report for the division head.
10 REF NO: KFS-ADM-003 ISSUE NO: 1 PAGE: 10 of 12 PROCESS FLOW CHART (Library Membership Registration) ACTIVITY RESPONSIBILITY START Fills an application form Staff Forwarded to head of section for recommendations Staff Forwarded to librarian for approval Head of section YES Approved? NO Officer notified Librarian A library card is issued to the staff END
11 REF NO: KFS-ADM-003 ISSUE NO: 1 PAGE: 11 of 12 PROCESS FLOW CHART (Defaulters) ACTIVITY RESPONSIBILITY START Prepares a list of defaulters Librarian Communicates in writing giving a period of surrender Officer charged overdue charges after surrender period expires After overdue period expires a list of overdue books is compiled END PREPARED BY: CHIEF ADMINISTRATION OFFICER APPROVED BY: DIRECTOR
12 REF NO: KFS-ADM-003 ISSUE NO: 1 PAGE: 12 of 12 PROCESS FLOW CHART (Acquisition through Purchase) ACTIVITY RESPONSIBILITY START Conducts surveys from the staff of the items required and services rendered Ensures that the books are not already in the library and they are relevant to KFS Librarian A list is compiled depending on the budgetary allocation List is forwarded to the divisional head for approval YES Approved? NO Librarian informed Head of Division Forwarded to procurement Librarian The books are received and catalogued END
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