Library

The Library module manages the school’s book catalog, tracks book issues and returns, calculates overdue fines, and generates the accession register for school inspections.

Book Catalog

Adding a Book

1. Navigate to Library > Catalog from the sidebar.
2. Click Add Book.
3. Fill in the book details:

4. Click Save Book.

Editing a Book

1. Open the book from the catalog.
2. Click Edit.
3. Modify the fields as needed.
4. Click Save Changes.

Searching the Catalog

1. On the Catalog page, use the search bar to search by title, author, ISBN, or accession number.
2. Use filters to narrow results:

3. Click Export CSV to download the catalog.

Tip: When adding new books to the library, consider adding them in bulk using the CSV import option (Library > Catalog > Bulk Import). This is much faster than adding books one by one.

Book Issue and Return Flow

flowchart LR
    A[Search Book] --> B[Check Availability]
    B --> C[Issue to Student]
    C --> D{Returned on Time?}
    D -->|Yes| E[Return Recorded]
    D -->|No| F[Fine Calculated]
    F --> E

Issuing a Book

To issue a book to a student or staff member:

1. Navigate to Library > Issue Book.
2. Search for the borrower by typing their name, admission number (for students), or employee ID (for staff).
3. Select the borrower from the search results.
4. Their borrower profile appears showing:
   • Name, class/department
   • Books currently issued
   • Overdue books (if any, highlighted in red)
   • Fine balance (if any)
5. Search for the book to issue by title, author, or accession number.
6. Select the book.
7. The due date is automatically set based on the library’s lending period (default: 14 days). You can adjust it if needed.
8. Click Issue Book.
9. A confirmation appears: “Book ‘[Title]’ issued to [Name]. Due date: [Date].”

Issue Limits

Tip: Issue limits and lending periods can be customized in Library Settings. Adjust them based on your school’s policy.

Returning a Book

1. Navigate to Library > Return Book.
2. Search for the book by accession number or title.
3. Alternatively, search by the borrower’s name to see all their issued books.
4. Select the book to return.
5. The system shows:
   • Issue date and due date
   • Whether the book is overdue
   • Fine amount (if overdue)
6. Click Return Book.
7. If there is a fine, choose to:
   • Collect the fine now (record the payment)
   • Waive the fine (with a reason)
   • Add to student’s account (to be collected later)

Overdue Tracking

Viewing Overdue Books

1. Navigate to Library > Overdue Books.
2. A list shows all books that are past their due date.
3. Each entry shows:

4. Click Send Reminder to send an email reminder to the borrower (or parent, for students).
5. Click Export CSV to download the overdue list.

Overdue Reminders on Dashboard

Overdue books appear in the Needs Attention section of the librarian’s dashboard.

Fines

Fine Calculation

Fines are calculated automatically based on a per-day rate:

• Default fine rate: Rs. 1 per day (configurable in Library Settings)
• Fine starts: From the day after the due date
• Maximum fine: Can be capped (e.g., Rs. 50 maximum per book)

Fine Collection

When returning an overdue book:

1. The fine amount is displayed automatically.
2. Click Collect Fine to record the payment.
3. The payment is logged in the borrower’s library history.

Viewing Fine History

1. Navigate to Library > Fine Collection.
2. Filter by date range, class, or borrower.
3. View total fines collected for a period.

Tip: Some schools prefer to waive fines for first-time offenders or for small amounts. Use the “Waive Fine” option with a note explaining the reason.

Accession Register

The accession register is a formal record of all books in the library, required during school inspections.

Generating the Accession Register

1. Navigate to Library > Accession Register.
2. Set the date range (or leave blank for all books).
3. Click Generate.
4. The register shows:

5. Click Print for a hard copy suitable for inspection.
6. Click Export CSV for a digital copy.

Tip: Print the accession register at the beginning and end of each academic year. The inspector expects this to be up to date with all new acquisitions listed.

Student Issue History

To view a specific student’s complete library history:

1. Open the student’s profile > Documents tab or navigate to Library > Borrower History.
2. Search for the student.
3. View all books ever issued to them:
   • Currently issued books
   • Past issues (returned)
   • Overdue history
   • Fine history

Reports

All reports are at Library > Reports and can be exported or printed.

Best Practices

1. Assign unique accession numbers to every book, even duplicates. Each physical copy should have its own number.
2. Update the catalog promptly when new books arrive.
3. Run the overdue report weekly and send reminders.
4. Conduct a physical audit at least once a year — compare the catalog with actual books on shelves.
5. Encourage reading by sharing the “Most Issued Books” report with students.