Module 10 / 13 · Campus operations
Library Management
Maintain a catalogue and copy-level lending history. Track who holds each book, when it is due, and any approved fine or clearance action.
Catalogue & copiesMembershipIssue / returnReservations & finesClearance
The working flow
What happens, step by step
- Librarian catalogues the title and assigns each copy an accession number.
- Verified student or employee becomes a library member.
- Librarian issues an available copy with a policy-based due date.
- Member may request renewal or reservation.
- Return closes the loan and records any damage, loss or assessed fine.
- Librarian confirms clearance after all loans and payable items are settled.
How this connects
Members reference Student Records or HR. Accounts supplies linked receipts; clearance supports Certificates and employee/student exit.
One owner for every action.
The responsible office enters and maintains its records. The named verifier checks accuracy; the approver authorises decisions. Every material change retains the actor, date and reason.
The responsible office enters and maintains its records. The named verifier checks accuracy; the approver authorises decisions. Every material change retains the actor, date and reason.
The record specification
Fields, requirements & responsibility
Each row identifies the input, when it is needed and who is responsible.
01 / Catalogue & membership
10 fields| Field name | Input type | Requirement | Entered by | Verified / approved by |
|---|---|---|---|---|
| Accession number for each copy | Unique text | Required | Librarian | Library in-charge |
| ISBN | Text | If available | Librarian | Library in-charge |
| Title, author and publisher | Text | Required | Librarian | Library in-charge |
| Edition and publication year | Text / year | Required | Librarian | Library in-charge |
| Subject and keywords | Text | Required | Librarian | Library in-charge |
| Rack / shelf location | Text | Required | Librarian | Library in-charge |
| Copy condition and availability | Select | Required | Librarian | Library in-charge |
| Acquisition date, source and price | Date / text / currency | Required | Librarian | Library in-charge |
| Member ID and linked student / employee | Linked record | Required | Librarian | Library in-charge |
| Membership type, start, expiry and status | Select / dates | Required | Librarian | Library in-charge |
02 / Circulation, fines & clearance
11 fields| Field name | Input type | Requirement | Entered by | Verified / approved by |
|---|---|---|---|---|
| Loan ID, member and accession number | Linked record | Required | Librarian | Library in-charge / accounts |
| Issue date and due date | Date | Required | Librarian | Library in-charge / accounts |
| Actual return date | Date | On return | Librarian | Library in-charge / accounts |
| Renewal count and revised due date | Number / date | On renewal | Librarian | Library in-charge / accounts |
| Reservation member, date and expiry | Linked record / dates | If reserved | Librarian | Library in-charge / accounts |
| Overdue days | Calculated number | System generated | System | Library in-charge / accounts |
| Assessed fine and reason | Currency / text | If applicable | Librarian | Library in-charge / accounts |
| Lost / damaged status and settlement amount | Select / currency | If applicable | Librarian | Library in-charge / accounts |
| Waiver approval and reason | Approval / text | If waived | Librarian | Library in-charge / accounts |
| Payment receipt reference | Linked record | If paid | Accounts | Library in-charge / accounts |
| Clearance status, verifier and date | Select / audit record | On clearance | Librarian | Library in-charge / accounts |
Approvals & operating rules
- Loan periods, limits and fine rules are proposed configuration points.
- Fine waivers and lost-book settlement require designated approval.
- A payment linked from accounts must not be collected a second time.
Keep people informed
Notifications
- Member: due date, overdue book and reservation availability.
- Librarian: unresolved lost or damaged copies.
- Student section / HR: clearance outcome.
Make decisions clearly
Reports
- Catalogue and available copies
- Issued and overdue loans
- Member borrowing history
- Fine, waiver and settlement register
- Library clearance pending
Notification channels, approval thresholds and external integrations are proposed and will be confirmed with the institute. The local demonstration does not send messages.