Chitkara Central Library Rules

Entrance Inside Library

All members have to show their library cards before entering the library. A membership card is mandatory for use of library services.

Members have to scan their ID Cards at the entrance. The scanning of the ID card shall ensure that the person concerned agrees to abide by the rules and regulations of the library. The security personnel at the entrance of the library examine everything that passes in to or goes out of the library.


All students, faculty, and employees of the Institute are entitled to membership of the Library. The following categories of persons are eligible to enroll as members of the Library.

Category Eligible Groups
Research Scholars/Ph.D Registered Research Scholars/Ph.D students of Chitkara University
Post Graduate Registered postgraduate students of Chitkara University
Undergraduate Registered Undergraduate students of Chitkara University
Faculty The regular Teaching staff of the Chitkara University (including visiting faculty) of the rank of lecturer and above, Principal, Director and Vice-Chancellor
Associates Teaching and Research staff at Chitkara University of the rank of lecturer or its equivalent and above, Non-teaching the staff of Chitkara University the rank of Assistant Registrar and above.
Junior Associates Teaching Assistants, Demonstrators, Laboratory Superintendents, Assistant Engineers and equivalent posts at Chitkara University
Staff Administrative and Technical staff of Chitkara University and above, not covered under the Faculty, Associate, and Junior Associate categories

For enrolment as a member faculty, associates, junior associates, and staff members have to fill library membership form available in all the libraries. They have to submit the form with a sign from their Dean/Head along with one passport size photograph.

Membership Card issued to the members is property of the Chitkara University and the Members are required to surrender the same to the Registrar Office at the time of leaving the Chitkara University or conclusion of the program at the Chitkara University.

Member must carry his membership card on every visit to the Library and produce it whenever demanded by the Library staff.

Member should keep his membership card safely. He is liable for any use/misuse of his card by others. In the event of loss or theft of the membership card, the member should immediately inform the help desk. His card will be disabled and a duplicate card shall be issued if he so requires on payment of a requisite fee.

Unauthorized use of other member’s Membership cards for using the library services is illegal and liable for disciplinary action.

Non-members can visit the library only with special permission of the Librarian and Assistant the librarian shall act in the absence of the librarian. A recommendation from a Head of Department of the Chitkara University or parent organization may be required for obtaining such permission.

Book Loans

Only Registered members are entitled to borrow books from the library. The following table provides borrowing privileges for various categories of members and various types of collections.

Entitlement for Number of Books to be Borrowed and Loan Period
Collection Type
General Books Text Books
Category Entitlement Duration Entitlement Duration
Research Scholars /PhD 02 90 Days 06 90 Days
Postgraduate 01 25 Days 06 25 Days
Undergraduate 01 25 Days 05 25 Days
Faculty 02 One Semester 08 One Semester
Associates 02 90 Days 04 90 Days
Junior Associates 02 90 Days 02 90 Days
Staff 01 90 Days 01 90 Days
Collection Type CD's Journals
Research Scholars /PhD 01 02 Days 01 02 Days
Postgraduate 01 01 Days 01 02 Days
Undergraduate 01 01 Days 01 02 Days
Faculty 02 02 Days 02 02 Days
Associates, Junior Associates, Staff, Paid 01 02 Days 01 02 Days

For issuing of the book, members have to fill issue slip available on issue counter.

Librarian at his discretion may allow more books or extend the duration of the loan in case of a genuine requirement of the member.

A member shall be required to produce a Membership card to borrow books. In case of library card loss, the member should report immediately to the librarian. The duplicate ID card can be re-issued from the Registrar office.

  • Books once issued, should not be brought inside, unless it is to be returned.
  • Books cannot be returned on the same day when these are issued.
  • There will be no renewing of books.
  • Members cannot issue more than one book of the same author, with the same title books and edition at one time.
  • Members cannot sign the issue slip on the behalf of other members.
  • A Member has to be present in the library to get the books issued.

A gate pass slip will be issued by the circulation counter for each book issued to a member. The gate pass slip along with the issued book will be handed over by the member to the Security Personal on duty for verification. After verifying the particulars, the Security personal will deliver the books to the borrower keeping the gate pass slip for the record.

Books not available for Loan

The following collections are available only for consultation within the library and can be borrowed for a short duration, with the special permission of the Librarian only in case of extraordinary circumstances:

Reference books, reference textbooks, standards, current issues of journals, institutional archive material.

Due-date for return of books and consequences of delay in the return

All books borrowed from the library must be returned within the stipulated due date. The Librarian, however, may recall any book before the due date.

Members who are moving out of the station on leave, project work, training, or any other work should make arrangements to return books borrowed by them.

Failure to return books in time will attract the following punitive actions:-
  • A fine of Rs. 2 per day will be charged for the overdue book only from undergraduate and postgraduate students and there will be no fine on Research Scholars /Ph.D., Faculty, Associates, Junior Associates, and Staff members.
  • All the fines will be uploaded on Chalkpad. No library staff member can take a fine in cash. Payment for printout and scanning will also be uploaded on Chalkpad.
  • If the borrower leaves Chitkara University Campus / Hostel and is not expected to return before the due date for returning borrowed material, he should return or renew such material before leaving the city. A borrower going on leave with or without salary, deputation, study leave, or extraordinary leave will have to return all borrowed material before leaving Chitkara University Campus / Hostel.

Cost Recovery of Books Lost by the Library Members

The lost book should be replaced by a new book with overdue charges if any. If the book is unavailable in the market then the price of the book as shown in the Accession Register + overdue fine should be recovered.

In case the price of the book is not available in the accession register, list price of the latest edition in-print or the last edition of out-of-print books will be treated as the price of the book for the purpose.

In case, price of a book received as gratis and its cost is not known, it will be determined by the Librarian.

Loss or damage of books borrowed from the Library by the member

In case of loss of books borrowed by the member, the member should immediately inform the Library. He shall be required to pay the cost of the books. The cost will be calculated as per the rules.

Members are required to keep the books borrowed from the library in the good physical condition and not to mark or damage the books. Members should carefully check the books before borrowing for any deficiency and damage and get the same verified by the staff on duty. Members are liable for marking in the books or damage to the books borrowed by them.

Books borrowed from the library are for personal study and should not be used for any direct commercial purpose. Copying from library books is subject to copyright restriction.

If a member is suffering from a communicable disease that can spread through books, such members should not visit the library and use the library books. In a case such member unknowingly has been handling the books, he should promptly inform the Librarian who would make arrangements for disinfection of the books before re-circulating the same.


For Students

For faculty and staff

Faculty members have to fill book requisition form, get signed form HOD in written and submit it to the library staff. All the HODs of the departments are communicated to raise their requisitions for books, journals, and any other material based on the curriculum. Depending on the requisitions raised, vendors are selected. Quotations are asked from different vendors which are compared and evaluated for the best price.

After Receiving the quotation PO will be made and send to the library committee chairman/chairperson's office for approval. Once the library committee chairman/chairperson office approves the PO, the order will be sent.

Books and journals are procured and entry is done in the accession register. The books are stamped with library stamps for identification as library property. After the stock entry, the books are placed in the respective departmental racks and then circulated through circulation desks. The e-resources received from the supplier are uploaded on the website and ensured that they are accessible to the users.


  • All personal belongings should be kept outside the Library at the designated place.
  • Personal reading material cannot be brought inside the library, except small notebooks for taking notes.
  • Books from one section should not be taken to another section without permission of the Library staff. For example, books from the textbook section should not be taken to the reading hall or periodicals section.
  • Books or other materials taken from the stacks should not be re-shelved by the readers but should be left on the tables reserved for this purpose.
  • Please remember that a book misplaced is a book lost.
  • Computer terminals provided in the Library for searching the Online Public Access catalogs, databases, or retrieving any other online information are made available through Library systems. Use of these terminals for any unauthorized purpose, accessing Chitkara University or external networks, changing or damaging the hardware/software settings, data, or any other illegal activity will be liable for punitive action.
  • Using computers for social media is prohibited. (Computers are only used for education projects, E-resources, study material, etc). If any student misuses the internet, Inter-disciplinary action will be taken against him or her.
  • Silence and order must at all times be maintained in and around the Library. Smoking is not allowed inside the Library. Visitors are expected to maintain decent and civilized behavior and mannerism.
  • Mobile phone in vibration mode only is permissible.
  • Library staffs have a right to ask any person whose presence in their opinion has violated the rule or whose presence in their opinion will be detrimental to decorum and environment conducive to reading, to leave the library premises. Repeated incidence of such behavior will attract punitive action.
  • All visitors to the library, including members, may be subjected to frisking and bag checks, if required. This is necessary to prevent the theft of library material.
  • Theft and mutilation of the library material, damage or defacing of the library property, and indulging in unlawful activities, indecent or socially unacceptable behavior will be considered as serious misconduct and people indulging in, encouraging, or abating such activities and in possession of unauthorized library books are liable for punitive action by the Institute authorities as well as criminal proceedings.
  • The librarian reserves the right to suspend the membership of any member found misbehaving, abusing the library staff, or behaving in an indecent manner.
  • The librarian may recall any book from the member at any time or suspend his/her services without explaining.
Individuals who are seated in the library are the only ones allowed to place their belongings in the designated property area. Students and any other library patrons are prohibited from leaving their belongings in the property area and exiting the library.