Staff Guide: Purchasing Library Material

Introduction

The development of the library's stock is a co-operative effort between library staff and academic staff

These pages will tell you about: 

• Budgets
• Suppliers
• Submitting orders
• The order process
• Urgent Orders
• Notification when items have arrived

Budgets are allocated to each Programme within each Department.  The Program Committee (ProCom) is then responsbible for the distribution of funds​.

The budget may be used to purchase:

Books, DVDs, Maps, Pamphlets, Standards, Case Studies, Multimedia Material

Under the Natioanal Framework for the Purchase of LIbrary Books, the Library uses the following suppliers:

Staff may use the databases maintained by these suppliers to search for book titles and ensure they have the correct details for ordering.

Orders are accepted:

• By email to:  kelly.sinead@itsligo.ie
• Through the Library Online Help Desk:  library@itsligo.ie
• Through the Internal Post addressed to Sinéad Kelly, Deputy Librarian
• Handed to Library Staff at the Library Information Desk

When the Order is submitted to the Library:

• Orders are checked against supplier databases for price and availability.
• A cover purchase requisition sheet is attached to each batch with details of budget code and approval signature
• The order is passed to Library Acquisition Staff for entry on the Acquisitions Module of the Koha Library System

When items arrive to the library, they are receipted, invoices are submitted for payment and the items are catalogued and processed.

If an order is urgent, the staff member should indicate this to the library.  The supplier is informed, the order is given priority for administration and processing, and the staff members is notified immediately on arrival. 

Staff are emailed when the item is ready to be borrowed.  This usually takes around 6 weeks from placing the order.

Items recently added to stock are displayed on the New Book Shelves in the Library