Library Regulations

Library Regulations


Library at Khwaja Fareed University of Engineering & Information Technology was initially housed in a renovated hall with an area of about 2000 square feet. At beginning university functions were looked after by administration of University of Engineering and Technology (UET), Lahore. A librarian was assigned from UET Lahore to manage and run KFUEIT library. Until end of year 2016, library had about 4000 books in total with 1000 titles. Today library has 04 premises each of 2600 square feet and has two full time librarians with 04 Assistant Librarians and 04 off staff members. Library at present is being supervised by an assistant professor with additional duty of Chief Librarian. In year 2018 library collection has risen to 14500 books with 6000 titles and 40 journals in print. Library is growing day by day with all resources of a modern Library. A library is a collection of resources of information accessible to a defined community for referencing or borrowing. It provides physical or digital access to materials of interest for institution community. Library collection can include books, periodicals, newspapers, manuscripts, films, maps, prints, documents, microform, CDs, videotapes, DVDs, e-books, audiobooks, databases, and other formats. A university needs to maintain a multi-disciplinary approach catering faculty, students, researchers and staff. Digital collection is ideally suited to encourage and support both scholarly suited and practical research activities. The main collection is arranged in a sequence of classification numbers which is a means of grouping together books on the same and related subjects. The most common classification system “Dewey decimal classification” is in use here at KFUEIT library.


Central Library of KFUEIT intends to play a vital role in achieving objectives of institution like study & teaching, research & extended services, and dissemination of information etc. in addition to departmental library services. We intend to serve our university community in the best possible way providing congenial environment endeavouring

Rules and Regulations of Central Library Opening Hours:

Library remains open from 08:00 am. to 08:00 pm. (Except on Saturdays / Sundays and gazetted holidays).

As university progresses, library timings may be changed on proposal of Chief Librarian and by approval of competent authority.

Removal of Difficulties

If any difficulty arises in giving effect to any of the provisions of these Regulations, the Vice Chancellor in individual cases may make such decisions, not inconsistent with the spirit of these Regulations, as may appear to necessary for the purpose of removing the difficulty, provided that such a decision is not ultra vires of the Khwaja Fareed University of Engineering and Information Technology, Rahim Yar Khan Act 2014.

Issue of Books (Authorization)

The following categories of members shall observe the loan schedule mentioned against each. Library fee (non-refundable) Number of books for students will be increased as collection in library increases. Number of days in inverse proportion to no. of books.

Memebership and Loan Privileges:

Membership of library is only for students and employees of University, which is granted on issuance of library membership card (University Card). A membership card will be issued to each member of the library. It is essential to bring membership card for borrowing books. The membership card should be kept securely. The member will be responsible for any book borrowed on his/her membership card or membership number. Membership card is non-transferable. Change of address / telephone number, or loss & theft of membership card must be reported to the library In charge/library staff immediately. University student/employee card is also membership card for Library. Reference books, newspapers and periodicals can only be used in the library. If any borrowed book is urgently required in library, it may be called back by the Librarian. Librarian may withhold or restrict circulation of any book in the library for specific purpose. Books will not be reissued on telephone or E-mail. The facility of re-issuance on phone or email may be extended to faculty only.

Over Due Fine:

Rupees Ten (Rs. 10/-) per day per book will be charged as overdue fine. Reminders will be sent to faculty for return/renewal. Office assistant of each department for renewal and not-returned. Replacement cost if return overdue more than 01 year. Overdue fine must be deposited before end of semester otherwise membership will be suspended and fine will be deducted from university security of the member.

Book Loss:

Borrowers are responsible for safe return of all borrowed material to library at proper time. Book(s) lost, damaged, or mutilated in any way by a member have to be replaced or paid for as per local market price. If book is not available and current price cannot be determined from local market, then double of actual price as per record plus additional 25% as departmental charges will be paid by member. The books paid for will be written-off from stock register. The amount as cost of lost or damaged book(s) or material(s) will be credited to KFUEIT University Library’s account. Book(s) or other material lost or found to be lost on stock-taking shall be put in library committee for approval to write-off + weed-out. (Open access ~ 3%) If any member leaves university without returning books borrowed from library, price of books(s) will be adjusted against his security/dues with university. In case a book, which is part of a set, is lost or damaged, borrower will have to replace full set or pay fine equivalent to current price of set + 25% administration charges. Borrowers are advised to check books at time of issue and in case of any defect/damage inform library staff.

Gifts Policy:

Gifts will be accepted at discretion of university librarian. Following are guidelines for accepting any offer of gifts. Any material approved by library committee are welcomed which fall within scope of library’s collection development policy if they are of academic value and if they contribute significantly to usefulness of current teaching and research collection of library. Library would not accept donations that duplicate existing stock, except in case of core reading list material, or any material that is out of date, or in poor physical condition. Donations will be accepted without obligations to donors and on understanding that upon receipt material will become property of university library. Library will determine most appropriate way to treat any donated material. Donations will normally be dispersed and items will be shelved with materials on same subject or in other sequence rather than kept in separate, discrete collections. Donated material will have same selection criteria as other library material. Library reserves right to dispose of any gift that seems unsuitable or unwanted. Low price editions in donation, distribute among students.


A book required by a member, which is already issued, may be reserved.

Library Clearance:

Student, staff or faculty member leaving university permanently or proceeding on long leave will get clearance certificate from library. His/her final settlement of account shall be made by accounts office on receipt of clearance certificate from library. Visiting faculty will get clearance certificate from library at end of every semester. Their honorarium of last month of a semester will be released by accounts office on receipt of clearance certificate from library.

General Rules/Instruction:

No personal belongings are allowed in to library. A special rack is available outside library to keep such things. Library staff will not be responsible for precious things kept in handbags, brief cases, etc. Readers are allowed to select books from stack. However, they are requested not to disturb arrangement of books in shelves. Books once removed from shelves must be placed at nearest table or counter. Reader while in library shall not receive any telephone call. Musical instruments not allowed in library. Zone wise Silence must be observed in the library. Zone wise Books, periodicals and newspapers are not to be marked with ink or pencil. Tearing out of pages or damaging reading material in any way is strictly prohibited. Students are not allowed to visit library without University Identity Cards. Any misbehavior, discourtesy or unwillingness to provide services by library staff shall be reported to Chief Librarian. A student/member, who infringes rules, shall be liable to disciplinary action. In case of violation, violator would be fined that could be Rs: 500/= to 5000/= as per the decision of Chief Librarian. (Fine as per zone, display in library)

Write-Off Losses:

Librarian shall report all books/non-book material damaged, and/or worn out through wear and tear to competent authority for write off. The competent authority may write off losses up to the extent of 3% per annum of the stock. Losses written off by the competent authority shall be struck off from the ledgers and the record shall be transferred to the withdrawal register indicating the authority under which the losses were written off.


Stocktaking will be held 2-3 years. During stocktaking lending of books shall remain suspended. All books on loan with borrowers will have to be returned before date notified for this purpose.


Journals/magazines will not be issued. Purchase of impact factor journals will be done on request of HOD and after scrutiny by the Chief Librarian and library committee and approval of the Vice Chancellor.


Trainings will be held by Library for (Research scholars/Faculty on Turnitin, Endnote, SPSS, etc. on request of HODs. Exhibitions, Book Fairs, Seminars and Workshops. Orientations for new / fresh intake of students. Information Literacy Sessions (For each new academics).

Research Work/HEC Databases:

All resources about research are available on HEC Website, some restricted databases may be purchased through IP.

Rules and Regulations of Departmental Library

All rules and regulations for central library will be equally applicable to departmental libraries except mentioned otherwise. . Only text books are available in departmental libraries. (Reference, recommended books in central library)

Inter-Library Loans & Agreements

Library will develop working relations with libraries in region and beyond. In case patron/member needs an item which is not available in KFUEIT library collection, library will attempt to borrow it from other library within the city/country through inter library loan agreement. (Cost by requester).

Services Acquistion:

Following procedure will be adopted for the acquisition of library material. Material will be selected in following way.

If bulk purchase is needed, library can arrange a book fair by inviting different booksellers to exhibit their books for selection. Faculty or course coordinators are required to send lists of new text and reference books duly approved by head of respective department at least 03 months before commencement of a semester. If a list of required books catalog is sent to library by HOD, library after approval of Chief Librarian, will prepare list of selected books and get approval of Vice Chancellor for purchase. After formal approval purchase order will be placed subject to availability of funds.


Circulation will be only from central library.

Book Bank:

A maximum of 5 different books may be borrowed. Books shall be loaned for current semester only. All books shall have to be returned at end of semester irrespective of their date of issue. Book rent shall be Rs.10 per book. Late fee fine shall be Rs.10 per book per day. Damaged book will not be accepted. Double price of book will be charged in case of lost or bring same book from market.

Reference Section:

Reference material such as theses/ loose-leaf/publications/ non-printed such as CD-ROMs are for reference purpose only and will not be issued. Never write, scribble or cut pages of library material. Library staff is empowered to stop any unhealthy activity. After consulting library material leave it on table.

Digitization of Resources:

Library will execute a plan to digitize resources. [As per material]

Information Technology Solutions

Library Mobile Apps

Mobile apps are a real trend right now, as people have access to their mobile devices constantly. Also, people are spending more time within mobile apps and less time within mobile browsers. So why not connect with the members in a way they enjoy? University Library will develop a mobile app to extend the library’s services outside their physical borders and facilitate the interaction with members.

Self-Service Printing, Copying and Scanning Solutions

It is common knowledge that the digital era has been directly affecting printing services. This is where libraries can be handy for people who don’t want to keep a printer at their desk or in office. KHUEIT Library will offer a mechanism for printing on the go through a software. Members walk into the library and print, scan and copy documents without involvement of library staff.

Proposed Information Technology Solution (Security)

Library of Khwaja Fareed University of Engineering & Information Technology is entirely outfitted with proper understanding of latest hardware to automate its Library system. Our plan is to identify technologies used in Library Management System / Book Theft Control, employee in Access Control System, Time Management Systems, Product Management and Assets Tracking based on latest technologies such as RFID, Barcodes, Magnetic and Biometrics. We are planning to adopt all type of hardware devices for Identification of latest methods for security of our Library System.

EM System

The electronic article surveillance (EAS) electromagnetic system creates a low frequency electromagnetic field (fundamental frequencies between 70 Hz and 1 kHz are typically used) between two pedestals at an exit or checkout aisle. The field continuously varies in strength and polarity, repeating a cycle from positive to negative and back to positive. With each half cycle, the polarity of the magnetic field between the pedestals changes. In response to the changing magnetic field created by the transmitter, the magnetic field domain of the tag material abruptly “switches” as the field strength varies past a particular point, whether positive or negative, during each half of the transmit cycle. This abrupt change in the magnetic state of tag material generates a momentary signal that is rich in harmonics (multiples) of the fundamental frequency. Using electronic signal processing techniques, the system identifies that the harmonics are at the right frequencies and levels, and that they occur at the proper time in relation to the transmitter signal. If the criteria are met an alarm occurs.

EM Tags

Library Management System can use the de-activatable and Permanent EM Strip Tags. They are self-adhesive and are suitable for any packaging or hard surfaces. De-activatable tags can be deactivated or activated by the units. De-activatable tags are mainly used for circulation. Permanent tags as the name implies, cannot be deactivated. They can be used mainly in our reference material.


It is designed to Activate (Sensitize) or Deactivate (Desensitize) the Library De-activatable strip tags attached to the library materials. Because Act/Deactivation force from the unit is directed towards the book, it will not interfere with any other electronic equipment nearby. The unit is a plug and play machine, so no technician needed to adjust or tune up the unit. The unit could be used on a desk top or placed in a slot made on the library counter.

RFID Based Anti-Theft Library Security System

Khwaja Fareed University of Engineering & Information places the highest importance to development of its library with a modern 21st century infrastructure and large collection of books and audio-visual resources. Basic tasks in library management include the planning of acquisitions of materials, arranging the acquired materials according to the library classification, de accessioning of materials and borrowing of materials. Among these, the proposed system can automate the following tasks using RFID technology:

The RFID based system facilitates the fast issuing, reissuing and returning of books with the help of RFID enabled modules. It directly provides the book information and library member information to the library management system and does not need the manual typing. It also provides monitoring and searching system. The monitoring module continuously monitors the movement of books across the gates, so that the books taken out without prior issuing will be traced out easily and will alarm the librarians. The searching module provides the fast searching of books using RFID handheld reader. The physical location of the books can be easily located using this module. We at KFUEIT look to deploy this state-of-the-art technique at our library.

Following features can be implemented in the Library using RFID technology:

Library Promotion

This is commonly said that 10% is what you possess while 90% goes how you present it. Library activities will remain in dark if not properly advertised and circulated. In this regard, promotional activities will be encouraged. This will be accomplished by formulation of pertinent mechanisms through which university community will be informed about the resources and services available in library and resource center. Schedule of planned activities will also be disseminated through these mechanisms for publicity and information. Faculty, students and staff of the university may not be aware or familiar with the resources, services and working routine of the library. Orientation sessions will be planned and delivered by library staff and through Office of Director of Student Affairs and individual departments. This activity may be requested any time by a department and must be conducted at start of every session.

Friends of Library

Friends of Library is an initiative proposed by Library Committee. These student members will join library at beginning of each regular academic year and will remain attached for 12 months. Friends of library will be selected from among the students (undergrads) and preference will be given to students of later semesters over early semester. Friends will be volunteers helping with important tasks and projects like dissemination of library information, introduction of resources and services available in library, procedures and working of the library, etc. They will also be handy in case of holding activities like lectures, workshops, book fairs, seminars, etc. arranged by library. Friends will also help attract attention of general public on library services and advocate support and funds library may need for the execution of its activities. They will promote programs and cultural activities for the involvement of university community.

Friends of library will have number of privileges from their membership. They could have advanced registration for activities planned by library, discounts on events (trainings, workshops, seminars, etc.) arranged by library. Friends will be awarded a certificate at the completion of their attachment signed by Chief Librarian.

Student Library Advisory Board

Chief Librarian suggests to introduce an advisory board comprising students (MS/PhD) of the university. This is envisaged that student library advisory board (SLAB) will help attract students to the utilization of library and its resources. As of today more and more resources are getting digital, and electronic access is getting more common. Potential users of library today are more interested to get access to all the resources on their hand held devices. This compels library to redefine its physical arrangement providing spaces and services to keep attraction of students. SLAB may be helpful in this regard. Members of SLAB coming from the student community can be most relevant resource to develop library to meet the needs of students as desired by the students themselves. SLAB student members will offer suggestions for changes in the library for generation of interest in utilization of library resources and events arranged by library. SLAB will also be an effective tool in developing management responsibilities, team work, volunteer services and inspiration to work for common causes.

SLAB will consist of one student member from each department. Membership will be for one year. President of the board will be elected by members with simple majority. Decisions will be through simple majority. President of SLAB will be member of the University Library Committee.

University Library Alumni Forum

As the first cohort of students graduate, University Library Alumni Forum will be activated wherein life membership will be awarded for Rs.1000/. Members will be entitled to the benefits similar to those they left enjoying as the left the university (undergrad/postgrad/faculty/staff).

University Fareed Forum

KFUEIT carries its name from the greatest Sufi poet and scholar of the region. In order to keep his message alive and extend tribute to the great scholar, a virtual forum is proposed which will plan, organize and execute activities under the banner of “Fareed Forum”. The forum will provide a platform for dissemination of intellectual, scholarly and professional opinions. Forum will actively explore into contemporary issues whether domestic or international, religious or secular, scholastic or educational.

Composition of the forum will be proposed by the President of the University Library Committee and approved by the competent authority, i.e., the Vice Chancellor. Membership of the forum is purely honorary and there are no financial benefits involved except travel and lodging for external members for participation in the activity when arranged by the forum. External expert member will be selected by the university members in the forum for one year and will be Chairman of the forum. President of the University Library Committee will be Co-Chairman of the forum. University members will be nominated for three years. Forum will plan in advance up to four activity days per calendar year. In each regular semester (Fall & Spring), two activity days will be arranged, one in each half of the semester. Activity dates and times will be finalized in coordination with university societies and Director Student Affairs (DSA).

University Library Committee

University Library Committee (ULC) constitutes an independent body separate to the library administration. President (head) of the ULC will be nominated by the competent authority, i.e., Vice Chancellor for four years or tended period of time as to the discretion of the competent authority. Keeping in view the representation and involvement of each department, ULC may be reconstituted by the competent authority on proposal of President University Library Committee.


The University Library Committee shall consist of the following members, namely


The quorum for the meeting of ULC shall be one half of the total number of regular members.

Team of Office

The nominated member of the ULC shall hold office for three years i.e., from 1st July to 30th June provided that a person nominated to fill a vacancy shall hold office for the un-expired term of office of the person whose place he/she takes.

Management of The Library

Management and control of the library as regards placement of staff and delivery of services rests with the Chief Librarian.

Learning Resource Center (Adapting to The Needs of Hour)

Library today is not just a collection of books in print and journals. They are now-a-days resource centers providing all the required information and services for an institute combined at a single platform. Library today is described as Learning Resource Center (LRC) that is a central point around which all the university activities revolve. University calendar, admission notices, tenders and advertisements, examination notices and results, etc. are all advertised through LRC. We also intend to develop LRC on the lines to become central for provision of teaching and learning aid resources for the faculty and students. Here at KFUEIT intends to develop a centre that is all inclusive for provision of resources and services. In order to accomplish this target and to adapt to the current trends in information services, we propose to convert Library to Learning Resource Center (LRC).

Adaptation of the transition in regards to nomenclature, positions and titles, qualifications and responsibilities as envisioned are attached at Annex-I for perusal and approval of the academic council.


In preparation of this document, websites of following universities were extensively consulted.

  • To get all information relevant to our university community then analyse and store it in a way that is preserving and easy to retrieve when demanded.
  • To provide required information in a useful manner.
  • To act as expeditor in provision of latest education and research related extended services for grooming of human Capital of University.
  • To be pivotal in university by acquiring and disseminating latest knowledge and information through effective acquisition and dissemination encompassing all the faculties and allied services and departments of university.
  • To continually develop our library, collection and resources, services and facilities through periodic interaction with library advisory board, soliciting feedback from university students and faculty.
    • Circulation of lists of books and catalog among faculty
    • Demand from faculty on prescribed form duly signed by Head of the Department
    • To acquire balanced and latest collection of books, different booksellers may be asked to send fresh arrivals on approval.
    • Books selected by faculty will be kept in library and other not selected will be sent to the bookseller.
    • Books required by thesis students (e-books, print)
    • KOHA multilingual titles
    • Accessing number of books at a time
    • Searching a particular book to check its presence in the library
    • Locating the physical location of the book
    • Accounting/Stock verification of the materials
    • To remove manual book keeping of records
    • Traceability of books and library members as they move
    • Improved utilization of resources like manpower, infrastructure etc.
    • Less time consumption as line of sight and manual interaction are not needed for RFID-tag reading.
    • To provide two meters read range antennas
    • To minimize the manual intervention
    • To minimize the manual errors
    • To provide the long lasting labels
    • To provide fast searching of books
    • Role of ULC is supervision of routine library functions.
    • ULC will make recommendations on the policy matters including but not limited to requirement of staff and accessories for library, library budget, and department wise allocation of library budget.
    • ULC will also allocate department budget in respect of books, journals, furniture and fixtures, etc.
    • ULC will also decide on working hours of the central and departmental libraries.
    • Selection of books, journals and other library material will be put in ULC for perusal.
    • President of the ULC will put recommendations of the committee for final approval of the competent authority of the university.
    • A senior teacher (Assistant Professor or above) to be nominated by the Vice-Chancellor (President)
    • One teacher from each department to be nominated for three years by the Vice- Chancellor on recommendation of the chairman (Member)
    • The Treasurer, Ex-Officio Member
    • The Registrar, Ex-Officio Member
    • Director Procurement, Ex-Officio Member
    • Chief Librarian, Member
    • The Librarian (nominated by the Chief Librarian), Member/Secretary
    • President SLAB, Student Member
    • Chief Librarian is solely authorized and responsible for implementation of the rules, regulations and policies of the library.
    • Chief Librarian is directly responsible and authorized to deliver services of the library through library staff.
    • Chief Librarian is solely authorized to allocate duties of the library staff.
    • Chief Librarian will furnish performance evaluation reports as and when required by the competent authority.
    • Chief Librarian will be responsible for selection of books, journals, etc. through appropriate ways and means to his discretion.
    • However, all the selections will come in the ULC for perusal and final recommendations for the approval of the competent authority.
    • Chief Librarian will present recommendations as per policy of the university library for deaccessioning of boos, journals, and other materials for approval of the ULC.
    • Budgetary allocations and approval for direct/urgent purchases of library material will be authorized by the competent authority to the President ULC or Chief Librarian as to the discretion of the competent authority.
    • University of Engineering & Technology, Lahore
    • RIPHAH International University, Islamabad
    • National University of Science and Technology, Islamabad
    • Institute of Business Administration, Karachi
    • Aga Khan University, Karachi