School Library Register is a ready-to-use excel template which helps a school librarian to maintain inventory, issuance record for the books in the library.
This template is 2-in-1. You can add, deduct and search the inventory of books as well as keep a record of the name of the borrower (Students and Teachers) and track the days of lending of books just by making few entries.
What is a School Library Register?
School Library Register is the document that records the inward, outward, issuance and return of library books along with author name, price, borrower’s name and other relevant details.
Previously, the librarians maintained these registers manually. With the advancement of technology, we now have some software to manage these records.
Purpose of Maintaining School Library Register
- Proper bifurcation leads to the easy availability of the book to the borrower.
- Maintain, manage and evaluate book Inventory.
- Track issuance and return of books from the borrowers.
- Saves time and energy of the librarian.
- Saves money.
Prerequisite To Prepare a School Library Register in Excel
- Bifurcate books according to their category; fiction, non-fiction, encyclopedias, language, history, science, etc.
- Define books according to grades and allot them sections.
- Proper arrangements which include the proper size of racks and proper space for each category to allotted to books for easy access.
- Define Codes to Category like MATH, SCI, SOC, ENC, etc.
- Define an Alpha-numerical code.
School Library Register Excel Template
There are thousands of books in a school’s library. Maintaining a record of every book is a must for its safety and easy access. Even a track needs to be kept of books being issued and returned by its members.
We have created a ready-to-use School Library Register in Excel with predefined formulas and formatting so that you can easily, manage, maintain and track library books with ease and very little efforts.
You can also download other school administrative templates like School Statistical Register Teacher’s Attendance Register, Student Fee Collection System, Students’ Exam Hall Ticket Generator, Syllabus, and Lesson Planner, School General Register and Bonafide Generator and Academic Period Allotment System.
Contents of School Library Register Excel Template
School Library Register Excel Template is a compilation of two types of records: Library Books Inventory Register, Library Book Issuance Register
First is meant to keep a detailed record of books inventory at the school’s library and the second is to keep a detailed record tracking books issued from the library to the borrowers (Students/Teacher/Staff).
This template consists of 3 sheets:
- Library Inventory Register – Data Entry Sheet.
- Book Search Engine Sheet.
- Library Book Issuance Register.
Important Note: Cells in Light Blue resemble Data Entry. Do not enter/alter any data in Navy Blue cells.
Library Inventory Register
Library Inventory Register is the basic data entry sheet of this template. It complies with all the relevant details of every book available in the school’s library.
Library Inventory Register consists of following fields:
Title of the Book
Date of Purchase/Receipt
Price of the Book
Strictly ensure that data entry is strictly done in the Light Blue color cells as marked above. In addition to that, you can record 3000 books in this register. If you wish you need to add settings to that.
Book Search Engine Sheet
This sheet is the mirror image of the Library Inventory Register. Using reference linking, it automatically updates as and when you make any changes are inventory sheet. This sheet is only for viewing purpose. No data entry is required in this sheet.
The only purpose of keeping this sheet separate is to safeguard the data that may get mistakenly altered/get deleted during the search. This whole sheet is protected and it will not allow anyone to enter/alter any data.
Three columns viz. Category, Title of the Book and Author consist of tables. You can filter the data as per your requirement.
Another easy way to do the same is by using the Ctrl+F function to search for the book.
Books Issuance Register
This Sheet is meant to keep all the records of books borrowed by the members of the school’s library. Librarian will record the details of the borrowers which make it easy to track any book not returned in permissible time.
Data entry to be done only in the cells bearing the light blue color.
Insert the Number of Permissible Days during which the borrower needs to return the book. In case the borrower retains the book beyond this permissible period, you can keep an amount of penalty beyond the permissible time. Insert the amount per day the borrower needs to pay in the cell above.
At the time of issue, only five fields with Light Blue color cells need to be filled by the Librarian: Reference Sr. No., Date of Issue, Borrower’s Name, Borrower’s ID Card No. and Borrower’s Class and Div. Rest fields will be automatically filled as they are linked with formulas.
Explanation of Fields of Book Issuance Register
Reference Sr. No.: Librarian needs to check the Sr. No. of the book to be issued; from Book Search Engine Sheet. Furthermore, as soon as you enter the Reference Sr. No. it will automatically fetch the relevant book details from the first sheet.
Date of Issue: Librarian needs to enter the date of the issue of the book. This will automatically calculate date adding the permissible days.
In case the member retains the book more than this permissible period, the borrower needs to pay the penalty as decided by the management.
Borrower’s Name: Enter the name of the Borrower from his/her ID Card.
Borrower’s ID Card No.: Enter the ID Card number of the member.
Borrower’s Class and Div.: Librarian will enter borrower’s class and division for the record. If the book is issued to teachers or other staff members, then enter his/her designation.
Date of Return: When the borrower returns the book, the librarian needs to enter the date of return.
Days Delayed: With the help of predefined formula, it automatically calculates the number of days delayed in case the book is retained by the member beyond the permissible limit. If it is within permissible limit then the cell will remain blank.
Book returned in good condition: As a Librarian, check the condition of the book and ensure no damage has occurred. For instance, if the borrower returns the book good condition then the librarian selects “Yes” in the column.
In case the book is damaged then librarian needs to select “No” and collect the penalty amount.
Remarks: Any other information if there are any remarks to be added to it.
Thus, this School Library Register template helps you easily maintain, manage and track the books of a library with minimum efforts.
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