THE “EXCHANGE LIBRARIAN” : A STAFF SHARING PROGRAM

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The Exchange Librarian:
a staff sharing program
PAARL National Summer Conference 2015
Transcending Roles of Information Professionals: Going Beyond Concepts , Exceeding Expectations,
De Luxe Hotel, CDO, April 22-24, 2015

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Objectives
• Present the concept of an “exchange
staffing program” and give examples of
successful endeavors concerning said
program
• Create (draft) guidelines for exchange
staffing program and evaluate the
effectiveness of the program

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Exchange Student/Librarian
• Have you experienced being an exchange
student/librarian?
• How was your experience?
http://www.umflint.edu/international/j-1-exchange-visitor-program

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Cebuano, Ilocano and Hiligayon

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PAARL Standards (2010)
Librarians participating actively in library
and other professional associations, as
well as those engaging in other
appropriate professional activities, should
be encouraged.
Human Resources

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PAARL Standards (2010)
• Linkages and Networking
The Library exists within a network of
relationships extending beyond the
institution.

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• Linkages and Networking
• As far as possible, the library staff shall
get involved in professional activities,
regional, national or international,
participate in resource sharing or
networking activities, and utilize
cooperative library programs to enhance
library resources and services and to
reduce operating costs.

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“All public library staff should receive ongoing training and
development to ensure effective service provision and to
keep in touch with the changing library and information
technology environment. Training and development should
include opportunities for, but are not limited to, training
courses and seminars, on-the-job training, job rotation
and/or staff exchanges.”

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So you want to switch jobs?
• Start by considering the following questions....
• Where do you want to travel?
• Do you speak a second, third or fourth language?
• Will you need housing?
• Do you need to be paid while away?
• How long do you want to be away for?
• Would you like to work in a similar library as at home?
• Do you get homesick?
http://www.llrx.com/features/jobswaps2013.htm

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For the administration
• Analyze staff and organizational
development needs
• Know the purpose of the exchange (i.e.
increase the individuals’ understanding of
the issues and opportunities in the library
sector / global perspective)
• Plan the exchange (challenge: organize a
high impact program)
http://www.academia.edu/2692672/Getting_IT_together_A_cooperative_m
odel_for_staff_development

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Things to consider
• Ask for the participants personal
objectives
• Right match of participant to host
institution
• Orientation provided by the host institution
• Staff exchange guidelines
• Evaluation
Statewide staff exchange launched in
Wisconsin. (1978). Library Journal, 103(5),
501.

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• Destination and length of exchange
• Personal characteristics (age, position,
status, etc.)
• Exchange arrangements
• Current duties
• Professional Benefits
• Personal Benefits
-Kidd & Roughton, 1994

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Spell-out your objectives
• to experience working in a different environment
and to see how differently aspects of the job
were treated in that new context
• to use this experience to examine present and
future career paths, with the possibility of new
directions being taken
• to travel in a new way -- to be a tourist while
living as a local
Robson, M. (1991). Flexibility and adaptability: An
overseas public library staff exchange. Aplis, 4(2), 82.

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Benefits of Staff Exchanges and
Internships
1. Worker exchanges and internships as
means to upgrade industries
2. Benefits of an exchange or internship
program to the host enterprise
3. Benefits of the exchange program to the
visiting staff or intern

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A successful exchange program
• Communication
• Institutional support / Institutional
commitment / Agreement
• Advance preparation
-Kidd & Roughton, 1994

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Reasons for no exchanges
• No staff is interested
• Staff shortage
• Pressure of work
• Administrative/financial difficulty

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Drawbacks
• No guarantee that the incoming member is
competent to perform new tasks.
• Training and familiarization
• Mismatch of exchange

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Preparation
• Clear statement of participants’ duties
• Duration of the visit to complete the tasks

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• Language
• Transportation
• Accommodation
• Food
• Medical
• Leisure

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Internship models

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Initiatives
• Types of Exchanges
Professional Visits
• The objective of these visits is to give American and Swiss librarians an
idea of library science practices in the country they are visiting.
Professional Training Periods
• These training periods are intended to allow the American or Swiss librarian to
improve their knowledge in the other country in one or two specific fields of library
science.
Professional Immersion
• Professional immersion for a period of six months to one year is intended to allow the
seasoned librarian (with a minimum of five year's experience) to practise his
professional special field in a new environment by participating, as an ordinary
employee, directly in the life of the library which welcomes him.
http://www.ala.org/irrt/irrtcommittees/irrtintlexc/swissuslibrarian

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• At the end of the exchange, the librarian
and the trainee must send an assessment
of the progress to the RIBBS and to the
international division of the ALA.

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Ongoing Negotiations
• AUNILO Strategic Framework (2014-2017)
• Capacity Building
• Staff development via transfer of
knowledge and skills by experts to
other librarians
• Includes staff exchange program
• ASEAN Integration / Internationalization

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Past
Experiences

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• Establish and develop mutually beneficial
relationships and cooperative
engagements.
• Build bridges of communication and
information exchange.
• Create a sense of international
understanding.

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• Collection of grey literature
• Learn best practices

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• Involved a two-year administrative work.
• Three areas to be considered:
1. Find an exchange partner
2. Formal arrangement of the exchange
• Seek permission
3. Organization of personal matters

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Erasmus

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• Contact details
• FAQ’s

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University of California–Berkeley

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Get ready with your cv
• Clear motivation and goals
• Highlight your technical skills and
expertise.

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Guidelines for establishing
agreements
1. Formal cooperation agreement of both
parties. Start with a letter of
intent/interest.
2. Meeting of concerned parties to discuss
arising issues.
3. Circulate draft copies of the agreement to
the departments for comments.
4. Approval of the Agreement signed by the
officials.

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• Write all the expectations of the exchange
programs.

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• Using the GNARP Librarian Exchange
Working Group Questionnaire… try
answering the following questions and let
us see if there is a match:
1. Contact’s First and Last Name
2. Contact’s E-Mail Address
3. Contact’s job title and brief description

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4. Are there any other librarians at your
institution or in your area who would assist
in hosting the intern? If so, please provide
name(s), e-mail address(es), job title(s).
5. Name of your institution, number of
libraries included in your institution's library
system, and URL of your library.
6. Your library's city and region; proximity to
other libraries intern might visit.

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7. Does your institution have a library school or is
there one nearby? If so, please provide the name
of the library school.
8. What special facilities, collections, or projects
does your library have that an intern would find
attractive?
9. Does the host institution have any established
internship or sister library programs through which
it has experience hosting interns? If so, please
provide a brief description and/or URL. Has your
institution hosted international library interns?

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10. What in general is the lead time from receipt of
an application to the arrival of an intern?
11. Which "regular duties," such as staffing a desk
or completing a project, can the intern expect to
participate in and be assessed for work
performed?
12. Will a workstation and space be designated for
the intern's use?
13. Is the intern required to bring a laptop?

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14. Is there a minimum/maximum period for the
duration of the internship? Are there times during
the year when an internship is not possible?
15. Does the applicant have to provide
references?
16. Is it mandatory to write a final report at the end
of the internship?
17. Are there any specific requests for the
internship (i.e. applicants must have taken at least
three library science courses, or must know
HTML)?

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18. Anything to add?

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Foundations

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Advanced Certificate
Course on Modern
Library
Practices
Management
Digital Library
Practices and
Information
Technology
Application for
Advanced Knowledge
Management
http://itec.mea.gov.in/

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Christine Abrigo
LIBRARIAN-INTERN
August–October 2008
Bureau of Library and Information Services
International Labour Organization
Geneva, Switzerland

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Production of new information sources on the world of work.
Conducting research using the ILO databases, the ILO website
including the regional sites, other UN agencies, NGOs and partner
institutions and other information resources.
Preparation of user-friendly information packages that promote the
knowledge work of the ILO.
Attending to online and offline requests for information or research
on the world of work.
https://cmabrigo.wordpress.com/profession
al-history/international-experience/

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Hongbin Pu, associate research librarian at
Guizhou Normal University, China,
completed a four month United Board
Fellows Program at DLSU-Manila Library.

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Next steps for PAARL?
To establish a coordinated /
consortial-based staff exchange
program for Filipino librarians.

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The Librarian should be willing to
go back to his/her home country!
Finally…

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Reading List:
https://ojs.lib.byu.edu/spc/index.php/JEAL/article/viewFile/11291/11162
https://oip.ku.edu.tr/node/545
http://nrl.northumbria.ac.uk/5456/1/pearce.alison_dba.pdf

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THANKS FOR LISTENING!
JOSEPH M. YAP
joseph.yap@dlsu.edu.ph

THE “EXCHANGE LIBRARIAN” : A STAFF SHARING PROGRAM

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THE “EXCHANGE LIBRARIAN” : A STAFF SHARING PROGRAM