10 PAARLStandards PHILIPPINE ASSOCIATION OF ACADEMIC AND RESEARCH LIBRARIANS

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Philippine Association of Academic and Research Librarians (PAARL)

Standards for Academic Libraries for 2010

Preface short-and long-term goals and objectives in fulfillment

of the library’s mission, in consultation with appropriate
“Standards are not a celebration of mediocrity nor intended to representatives from the following groups (whenever
provide a level of comfort by showing activities or statistics that rep- applicable):
resent a hypothetical average. Rather, the standards provide a path, Administration officials
sometimes difficult, to an ideal.” – Illinois Library Association Faculty
Library Staff
Students
Trustees or regents
PAARL Standards for Academic Libraries for 2010 is a
Advisory Boards
document generally intended to apply to libraries supporting aca-
demic programs at institutions of higher education, specifically, at State or other governmental units associated
the bachelor’s degree level (for college libraries), and master’s and with the institution
doctoral degree levels (for university libraries). 1.5. A process of review and revision is required to keep the
library’s mission, goals and objectives current and rel-
These standards are designed to help these academic evant.
libraries and their parent institutions in determining priorities and
evaluating the library performance in terms of the mission and goals 2. Administration
of the academic institutions they serve.
1. The supervision and control of the academic library shall
While standards are needed in the evaluation of library be clearly defined within the organizational structure of
performance, they cannot be prescriptive to apply equally to all the parent institution.
types of academic libraries, and still be useful. Although some 2. The library director/head should report to the president
measures of quality and quantity are necessary to provide guidance or to the appropriate chief academic officer of the
for assessing each element of library operations and the provision institution. The responsibilities and authority of the
of library services, and to offer guidelines for their improvements, library director/head should be defined inwriting.
these standards are designed for the primary need of determining 3. The library, under its head or director, should be
and establishing measurable expectations within the context of responsible for managing its own affairs.
their institutional goals. An underlying principle of this document is 4. This autonomy, however, only reinforces the library’s
that each library is unique, and therefore should determine its own responsibility to maintain effective relationships with
criteria for performance and evaluation, a process which should be administration and faculty to achieve its purposes. The
undertaken within the framework of the institution’s mission and library should also adhere to institutional protocols,
goals. procedures, and practices as they are stated by the
appropriate agencies within the institution.
5. The library shall be administered and supervised by a
When applying these Standards, it is best to be reminded
full-time librarian with at least a master’s degree in
that rapid changes in information and technology in recent years
library science and the desirable managerial skills and
involve increasing expectations. With the increase in the availability
experience.
of information in multiple formats and the revolutionary changes in
6. The college/university librarian shall have faculty or
library operations and services, academic libraries are reasonably
expected to rise above these standards. academic status, and shall participate actively, and interact
with the faculty, on curricular and instructional matters,
and research activities.
1. Mission, Goals andObjectives 7. A library committee, comprising of representatives of the
student body, the faculty, and the college or university’s
1. The library should have a mission statement and goals to
administration, shall serve as an advisory body on matters
serve as a framework for its activities.
pertaining to collection development and use.
2. The library’s mission and goals should be consistent with
8. The library shall maintain written policies and procedures
those developed by the parent institution.
manuals covering its internal administration and
3. The overall mission of the academic library is to provide operational activities, such as a cataloging manual,
information services in support of the teaching, research, circulation procedures, collection development policy,
and public service missions of the parent institution. The and the like, which shall be reviewed regularly.
primary goal of the library is to select, collect, organize, 9. Through formal planning procedures and methods,
and provide access to all varieties of information for users.
such as strategic planning, the library shall formulate a
Library programs should be developed with that goal in
development plan which shall include a program for a
mind.
continued development and improvement of library
4. The head of the library is responsible for developing
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resources and services. Corollary to this, it 1. Librarians shall be given faculty or academic
shall maintain a systematic and continuous program for status with corresponding privileges, compensation
evaluating its performance, identifying and applying and other benefits comparable or equivalent to
performance measures that will reveal the extent to which those of the faculty members (in accordance with
it has been successful in fulfilling its mission. institutional policies).
2.10. The college/university librarian shall submit a written 2. Where faculty rank exists, professional librarians
annual report informing the administration and its users shall meet the same requirements for promotion
on its activities, accomplishments, problems and needs, and tenure as other faculty.
and its plan of development.
4. Recruitment, Selection, Promotion and Compensation
3. Human Resources of Staff
1. The library staff should be covered by a written
1. Size of Staff policy that clearly establishes their status, rights
1. The library should be staffed in such a way as to meet and responsibilities, consistent with sound personnel
demands and expectations. Staff size is determined management. Such a policy should cover the
by many factors, such as the programs offered,size areas of recruitment, hiring, appointment, contract
and scope of collection, the number of buildings, renewal, promotion, tenure, dismissal, and appeal,
separate units and service points, and the hours in addition to working conditions, benefits, and other
during which service is offered. While there are no incentives.
absolute requirements, it is clear that the level of 2. The head librarian shall work in cooperation with
service is determined by the availability of staff. the Personnel Office (or its equivalent) in the
2. The ratio of librarians to clerical and other library recruitment, screening and selection of library
staff depends on the range of operations and services staff.
provided by the library and upon its total workload 3. The head librarian shall conduct an annual
requirements. performance evaluation of all library personnel
under his/her supervision as basis for their promotion
2. Kinds of Staff and Qualifications and corresponding salary adjustment.
1. Library staff should include librarians and other 4. Salary schedules should be created and should
professionals, support staff, clerks, and students to provide for regular increases, w i t h p r o v i s i o n s
provide services at the appropriate levels. for merit increases for superior performance and
2. Librarians and other professional staff should continuing education recognition.
possess, in addition to the educational qualifications, 5. A benefit plan that includes social security, workers
the needed skills and academic training to meet compensation, paid vacation and paid sick leave,
the academic needs of the institution, and to health insurance, and retirement should be provided
provide management support. They should be to all library employees as part of the compensation
given responsibilities matched to their educational package given by the employing institution.
competencies and work experiences.
3. Likewise, the librarysupportstaff, such as technicians, 4. Staff Development
clerks, and student assistants, should be assigned 1. The changing complexity of library work and
responsibilities appropriate to their qualifications, ongoing changes in technology mandate regular
training, experience, and capabilities. staff participation in continuing formal and informal
4. The library environment is often fragmented by education.
the type of positions held by its personnel. To 2. A continuing staff development program shall be
avoid possible friction within library staff, such provided with the corresponding financial assistance
as from the derogatory connotation of titles like from the institution. It may include formal studies
“semiprofessionals” and “paraprofessionals,” care in the field of library or information science or any
needs to be taken to maintain good relations between other relevant discipline which should be consistent
the different categories of personnel. One approach with the thrust of the library, and other job-related
is to provide titles that recognize the diversity of educational programs such as in-service training,
positions such as Information Assistants, Media seminar-workshops, and conferences.
Technicians, Cataloging Technicians, Readers 3. Librarians participating actively in library and other
Assistants, Encoders, Indexers, etc. Another professional associations, as well as those engaging
approach is to provide categories such as Library in other appropriate professional activities, should
Aide, Library Assistant, Librarian I, II, and soon. be encouraged.
5. All positions in the library should be established and
organized as part of a career service. Every library 4. Financial Resources
should have a written personnel policy with position
descriptions, as well as the educational requirements 1. The college/university librarian shall prepare, justify,
for each position. and administer a library budget that meets the library’s
objectives and the reasonable expectations of library users
3. Status of Librarians
when balanced against other institutional needs.
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2. The annual budget should be between 5 to 10 % of the developed by the library in consultation with the
total operating budget of the institution. The operating faculty, and approved by the administration.
budget of the library must be appropriate to the mission 5.1.5. The library shall provide for a periodic review of its
of the library within the university or college, and existing collection, for purposes of maintaining the
sufficient to sustain all operations, including maintenance quality of the collection and its continued relevance
of automated systems. If it is impossible to meet all to the needs of the library’s users, and of determining
expectations or fund specific new programs this should collection strengths and weaknesses.
be made clear, and a means for setting priorities
established. 2. Collection Management
3. The library fee shall be set at a realistic level. It should 1. Collection management not only involves the
be adequate to maintain an appropriate rate of collection selection and acquisition process, but also the
development in fields pertinent to the curriculum. To organization and use of all materials in all formats
sustain the library’s growth and development, the library to the level required to support academic programs
fee shall be reviewed periodically and updated whenever in research, teaching, and public service.
necessary. All library fees collected shall be used 2. Collection management also includes leasing, renting,
exclusively for the library’s collection development. deselection, providing access to other collections,
4. In addition, adequate funds shall be allocated by the planned resource-sharing and cooperative storage,
institution for maintenance, replacement, repairs, and electronic access to databases.
renovation and for investment in new and improved means 3. Collection management recognizes the importance
of information access and delivery. of access to resources rather on ownership.
5. Where institutional funds are inadequate, other ways of 4. The collection management programs of the library
augmenting the library’s financial resources shall be should be developed jointly by the library and the
explored. These include endowments and donations, college/university, indicating the depth and breadth
and participation in exchange programs and consortia or of the collections, as set out in an appropriate
cooperative projects. taxonomy to determine collection levels.
6. Any revenue generated by the library from fees and The following levels are generally recommended:
charges such as fines, payment for lost or damaged 0 Out of scope
materials, computer search and printout, and from the 1Minimal information
sale of duplicate or unneeded items, shall be retained by 2Basic information
the library, preferably in a separate fund account to be 3Study or instructional support
exclusively managed by the college/university librarian, 4 Research
for the support of its collections and services. 5 Comprehensive
7. The library should utilize its financial resources efficiently
and effectively. It shall maintain internal accounts to The policies setting out this program should be in
monitor its income and expenses. written form, and regularly reviewed.
8. The library director/head should have authority to 5.1.5 Adequate funding should be provided to ensure the
apportion funds and initiate expenditures within the library successful implementation of the library’s collection
budget and in accordance with institutional policy. management programs.
9. The library budget should reflectthe library’sresponsibility
for acquiring, processing, servicing, and providing access 3. Holdings
to media and computer resources. 1. The collection shall consist of quality, up-to-date
10. The budget should support appropriate levels of staffing and relevant resources that support the library’s
and adequate staff compensation. mission to meet the curricular, instructional,
research, and recreational needs of its clientele.
5. Collections 2. Resources may be in a variety of formats, including
print or hard copy, online electronic text or images,
1. Selection and Acquisition and other media. The availability of CD-ROMs,
1. Collection development is the joint responsibility e-resources and online databases is encouraged to
of the faculty and the librarian. The emphasis is on provide alternative options to meet the library users’
quality rather than quantity. requirements, depending on the number of full-
2. There shall be a year-round and carefully planned text titles/volumes contained therein. Particular
program of selecting and procuring library consideration shall be given to the availability
materials. of Internet services to supplement the library’s
3. The faculty shall actively participate in the selection collection of information resources.
of print and non-print materials especially in their 3. An initial core collection of 5,000 well-selected
area of discipline, and in developing procedures books for college libraries, and 10,000 titles for
to facilitate and effectively carry out the selection university libraries, usually selected with the aid of
and acquisition activities. standard lists and other selection tools, is deemed
4. The library shall define in writing the policies for necessary to meet the educational needs of students
collection development that will guide the selection and faculty.
and acquisition of materials. Such policies shall be 4. In addition to this core collection, a minimum
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of five (5) professional titles per student shall users of the library. In addition to the catalog,
be provided. Recognition should be given to there should also be subordinate files, such as
changes in curricular offerings, and new academic subject authority files, shelflists, serial holdings
programs. Equally, recognition should be given to lists, indexes, and the like, for bibliographic
library contributions to consortial or other resource- control and intellectual access to all library
sharing programs. materials.
5. In addition to the core book collection, a core 3. The library shall provide its own cataloging manual
periodical collection of current and relevant titles of policies and procedures.
(local and foreign) shall also be provided. 4. The library shall have a program for the care
6. The holdings shall also include an extensive and reservation of its own collection. It should
Filipiniana collection to meet the ever increasing have adequate safeguards against damage, loss,
demand of users for this type of materials. A mutilation, and theft, if it is to serve its primary
comprehensive acquisition of current Filipiniana goal of making its collection available to its
titles relevant to the school’s curriculum is users. To reduce loss and damage, the library
strongly recommended. It is recommended that should exercise appropriate control over use and
this Filipiniana collection be separated from borrowing.
the general collection for purposes of identity, 5. The library should have a counter-disaster plan
preservation, and functionality of use. to cover minor and major disasters to include
7. As far as budget permits, the recommended ratio of both damage prevention and damage recovery.
volumes to combined total student population and
teaching faculty should be 10:1. The recommended
annual growth rate of the collection shall be 6. Services
maintained at five percent, and in accordance with
program offerings and enrollment. 5. The services provided by the library shall be clearly
8. Even if the institution meets the above minimum related to the purposes of the institution. Generally,
requirements, it should spend the budget allocated the library should provide a variety of services that
for library materials to further develop and update support and expand the instructional, research and
its resources. extension service capabilities of the institution.
9. Collection currency and vitality should be 6. The library’s services shall be designed to promote
maintained through judicious weeding. A regular and facilitate efficient and effective use of its
deselection program shall be undertaken to keep materials in all formats by all of the library’s
the collection relevant and up-to-date, particularly clientele.
in the fields of science and technology. A three (3) 7. Services offered by the library shall include
to five (5) percent replacement of older materials reference and information services, which are
each year is recommended. available at adequately identified and designated
points during established service hours.
10. Resources may be provided onsite or from remote 8. User instruction shall be provided as specialized
storage locations, on the main campus and/or at and in-depth assistance to all levels of users from
off-campus locations. freshmen to faculty on the use of the library’s
11. The provision of textbooks is not the responsibility resources. The library staff should seek to assist
of the library but a maximum of five (5) copies users in finding needed material and developing
of frequently used titles shall be provided. In the appropriate search strategies through a variety
matter of reserve books, a provision of at least of services, such as course-related or course-
one copy for every twenty-five (25) students is integrated instruction, hands-on active learning,
deemed sufficient. orientations, formal courses, tutorials, pathfinders,
12. The library should have a continuing and effective and web-based instruction.”
program to evaluate its collections, resources, 9. As an academic unit within the institution, the
library should encourage lifelong learning, by
and online databases, both quantitatively and applying new techniques and technologies with
qualitatively. the traditional methods of information retrieval,
evaluation and documentation. Librarians should
5.4 Organization and Care of Materials collaborate frequently with classroom faculty;
1. Collections shall be organized to insure efficient participate in curriculum planning, as well as in
identification and retrieval, and to provide information literacy instruction
maximum intellectual and physical accessibility to
the library and its resources The books shall be 6.10 The library should ensure optimal access to its
catalogued and classified according to an accepted own collections and to needed resources available
standard of bibliographic description, and a system elsewhere by developing, maintaining, and making
of classification, like the Dewey Decimal System available for use access tools such as catalogs,
or that of the Library of Congress. Periodicals shall indexes, and other information resources.
be indexed. 6.11 The rules and regulations for the use of the library
2. The catalog shall be in a format (card or electronic) and its collections should be readily accessible to
that permits concurrent or simultaneous use by users. Terms of loan and access to the library’s
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consideration is given to libraries with automated

information resources for all user categories shall be systems or other library applications of advanced
described. Circulation procedures shall be effective information technology.
and efficient.
12. Majority of the stock in the library’s collection shall be 3. Furniture and Equipment
readily available for lending, and shall be available to 1. Standard library furniture and equipment shall be
authorized clientele within the context of the library’s provided for the storage and retrieval purposes of
purpose, goals and objectives. The library should library materials.
check collection availability at regular intervals. 2. Necessary equipment to access information and
13. The hours of access to the library shall be consistent to assist instruction should be available, when and
with reasonable demand. where they are needed. These equipment should be
14. The library should participate in programs for the efficiently managed and maintained.
sharing of bibliographic data. 3. The library shall have facilities for information
15. The library should strive, as far as possible, to enhance technology and communication s er v i c e s .
information access through networking, resource It shall provide sufficient numbers of appropriately
sharing, online information services, interlibrary loan capable computer workstations for access to
activities and document-delivery services to provide electronic resources. In addition, it should provide
access to materials not owned by the library. The appropriate equipment in adequate quantities and
rules and conditions relating to these programs and in good working order for the convenient, efficient
services should be clearly explained. Where charges consultation, retrieval or dissemination of local and
are required, or where restrictions apply, this should remote information resources by the library staff and
be made clear to potential users. its patrons. This includes such IT and communications
16. Distance learning programs should be promoted by equipment as computers with Internet connectivity,
means of remote electronic access to collections, the printers, scanners, webcams, fax machines, and other
provision of reliable network connections, and through electronic communications equipment.
electronic transmission or courier delivery of library
materials to remote users. 4. Provisions for Reading Comfort
1. The library should be adequately lighted, properly
7. Facilities ventilated, and acoustically suited for quiet
reading.
1. Site/Location and Design 2. It should be aesthetically attractive and properly
1. The library shall provide well-planned, secure, maintained.
and sufficient space to meet the perceived needs of 3. Special provisions should be made for the physically
staff and users and to meet the housing requirements handicapped or people with disabilities.
of its collections including space for automated
services in a properly controlled environment. In 5. Control and Security Measures
addition, provision for future expansion should be 1. Control and security measures shall be provided
made. for safeguarding the library and its collections.
2. To fulfill its service missions, the library should These security measures include: provision for
be close to the center of campus activity. The ample aisles, emergency exits/escape doors, fire
college library can be a part of a building provided extinguishers, and screened windows.
it is accessible to the academic community of the 2. Likewise, if feasible, provision shall also be made
institution. For a university, it is highly desirable for emergency warning device, hiring of security
to have a separate building for the exclusive use of personnel, installation of monitoring camera, and
the library and other related activities. The building electronic surveillance system.
shall also be centrally located within the campus. 3. Guidelines on safety and disaster preparedness should
3. The librarian shall be consulted in planning the be established and implemented.
site/location of the library, its building design, and
other architectural/spatial details. (Specific details 8. Linkages and Networking
include layout of the buildings, light, ventilation,
temperature and humidity control, stacks, exhibit 1. The Library exists within a network of relationships
areas, and number of reader stations.) extending beyond the institution. In cooperation
4. The facilities shall be attractive and ergonomically with other libraries, consortia, networks, vendors,
designed to provide safety and comfort, and to and other agencies, the library should participate in
promote operational efficiencies and effectiveness programs that will assist it in meeting its goals and
of use. are consistent with the mission of the university.
5. Suitable space for staff workroom, offices, and 2. As far as possible, the library shall get involved in
lounge should be available. professional activities, regional, national or
international, participate in resource sharing or
2. Space Requirement networking activities, and utilize cooperative library
1. The size of the library building shall take into programs to enhance its resources and services and
account the size of its total user population, the to reduce operating costs.
extent and nature of its collection, and the size of 3. The library should strive, as far as possible, to
its staff.
7.2.3 Notwithstanding the provision under 7.2.1, special
 PHILIPPINE ASSOCIATION OF ACADEMIC AND RESEARCH LIBRARIANS Editorial 15
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enhance information access through networking and
linkages, and online information services.
8.4 Interlibrary loan activities and document-delivery
services shall be encouraged for the purpose of
increasing resources, providing access to materials
not owned by the library, and extending cooperation
with other libraries.

Staff Box
Editor-in-Chief
Ana Maria B. Fresnido
PAARL BOARD 2010
Associate Editors Circulation Managers President : Christopher C. Paras
Christopher C. Paras Sonia M. Gementiza V. President : Roderick B. Ramos
Marita G. Valerio Erlinda B. Gonzalez Secretary : Sonia M. Gementiza
Roderick B. Ramos Treasurer : Aisa M. Dela Torre
Graphic Artist Contributors Auditor Veronica M. Jose
Sammy Bumagat Christine M. Abrigo PRO : Ana Maria B. Fresnido
Christopher C. Paras Directors : Victoria P. Baleva
Roderick B. Ramos Erlinda B. Gonzalez
Vistoria P. Baleva Sr. Ma. Gloria B. Pasamba, SPC
Elvira B. Lapuz