The purpose of this Manual is to provide guidelines for the effective operation of the Philippine Association of Academic\/Research Librarians based on the Articles of Incorporation and its By-Laws, established practices and the experience of members who have served in elective and appointive offices. This Manual also outlines the required and suggested responsibilities for each elective and appointive position. It also establishes fiscal guidelines and procedures to maintain, preserve and enhance the association\u2019s fiscal strength and its sound financial practices.<\/p>\n\n\n\n
The governing body of the Association is the Executive Board, consisting of NINE (9) DIRECTORS, all of whom shall be directly elected by the general members, and a non- voting ex-officio, <\/em><\/strong>the immediate Past President. The Past President serves in an advisory capacity, offering the benefit of his\/her experience to help ensure continuity and consistency in the operation of the Association. The elected members shall hold office for a term of one year after their induction into office, subject to a maximum of three (3) terms in continuous succession. The Executive Board shall elect from among themselves the Officers of the Association, namely: president, a vice-president, an executive secretary, a treasurer, an auditor, and a public relations officer. The duties, powers and limitations of the Board are as follows:<\/p>\n\n\n\n In its selection of the President, the Board should consider the following qualifications:<\/p>\n\n\n\n The duties and responsibilities of the President are as follows:<\/p>\n\n\n\n The Vice President, if qualified, shall exercise the powers and perform the functions and duties of the President during the latter\u2019s absence or inability to serve; he\/she shall perform such other functions and duties as are assigned to him\/her by the President and by the Board. If he\/she is appointed to chair the Conference Committee, he\/she shall submit for the approval of the Board a plan for the conference, seminars, and other related activities, and a calendar of these activities should be ready for dissemination at the Annual General Assembly, and for publication in the first issue of the Association\u2019s newsletter. As Conference Chair, the Vice President shall plan, coordinate, and oversee all the activities involved in the conduct of conferences, seminars, and fora.<\/p>\n\n\n\n The Treasurer has an obligation to the members of the Association to scrupulously care for the money entrusted to him\/her. The financial reports required are the vehicles whereby the Treasurer keeps the Association\u2019s Board and the members appraised of its fiscal condition. The Treasurer, who must be bonded in an amount to be fixed by the Board, shall collect, receive, record, and disburse all funds of the Association. In addition, the treasurer:<\/p>\n\n\n\n The Auditor shall audit and examine the receipts of all finances and disbursements of funds of the Association, and shall see to it that the disbursements are properly carried out in accordance with the Operating Budget, the By-laws, the resolutions of the Board of Directors, and the members of the Association.<\/p>\n\n\n\n The PRO shall take charge of all the preparation and publication of press releases, newsletters and other publications of the Association. He shall perform such other related activities as may be requested by the President or the Board of Directors to enhance the prestige and growth of the Association. The responsibility of the Public Relations Officer is to provide publicity about the organization, meetings, activities and special events of the Association.<\/p>\n\n\n\n Duties:<\/p>\n\n\n\n Directors are members of the Board who are customarily assigned to serve in the Association\u2019s standing or ad hoc committees, or to undertake special projects as directed by the Board, such as conducting member surveys or research programs, planning future directions, or other tasks which will affect the overall operation of the Association.<\/p>\n\n\n\n Art. IV, Sec. 6 of the By-Laws provides for a Council of Elders who shall serve as an advisory body to the Executive Board. It shall be composed of past presidents willing to serve as consultants. Their term shall be co-terminus with the current officers and Board. Since they serve at the pleasure of the President, they have no voting rights.<\/p>\n\n\n\n The Standing Committees of the Association are the following:<\/p>\n\n\n\n The Board shall create Ad Hoc committees as it deem necessary. Special committees of the Association may also be established by the President and approved by the Board.<\/p>\n\n\n\n These committees shall be responsible to the Board and shall exercise such powers and functions as the Board may invest them. Sections relating to areas of interest actively represented among members may be established by the Board. Members of each section shall elect their own chairman. They shall represent their interest in relationship with the Board and shall inform members of decisions and policies affecting their interest.<\/p>\n\n\n\n At the beginning of the year, the incoming Board initiates a strategic short-term plan for the program and activities to be undertaken during its term. This strategic plan will guide the Board and committee chairs in deciding allocation of resources, program planning, and directing the energies of the officers and members of the Board, and its committees and members. The plan is concise and modular. It is concise so that its content is immediately understandable. It is modular so that each strategic area of the plan is reaffirmable or revisable at regular intervals, which are specified in the plan. The board is responsible in ensuring that all efforts of its members and their respective committees are consistent with the plan, or that any inconsistencies are remedied by appropriate revision of the plan.<\/p>\n\n\n\n The incoming President, assisted by the incoming Treasurer and the Ways and Means Committee, shall prepare and submit to the incoming Board the annual operating budget for the year, in conjunction with the Plan. The budget should provide an estimate of projected income and expenses for the year ahead as well as the pro forma financial effect of any major activity or initiatives.<\/p>\n\n\n\n These policies and guidelines are established to maintain, preserve and enhance the association\u2019s fiscal strength and its sound financial practices. Responsibility for the execution of the fiscal policies of the Association shall be vested in the Board of Directors. The Council of Elders shall advise the Board on all significant fiscal policies and decisions.<\/p>\n\n\n\n The sources of the Association\u2019s Income shall be identified in the Treasurer\u2019s Report as:<\/p>\n\n\n\n Membership dues collected by any member of the Board shall be promptly turned over to the Treasurer for proper accounting. All income received should be deposited to the Association\u2019s bank accounts as soon as possible. All Official Receipt books must be turned over to the Treasurer before the year ends for proper accounting.<\/p>\n\n\n\n The Board may utilize its operations budget for donations, if funds allow, and if the recipient organization meets the following criteria:<\/p>\n\n\n\n The Board may also give, if funds allow, a modest condolence gift (not to exceed P1000 as the customary gesture) to the bereaved family of Association members in good standing who recently passed away.<\/p>\n\n\n\n The Board shall engage the services of an external auditor to audit the bank accounts and financial condition of the Association, and submit an annual audited financial statement to be included in the treasurer\u2019s report to members at its annual meeting. The audited financial report must be published in the first issue of the Newsletter. Financial reviews of the Association\u2019s fiscal policies and the Board\u2019s financial status shall be conducted by the Council of Elders whenever the need arises.<\/p>\n\n\n\n The formal Induction of the new Board and its Officers may proceed immediately after the general meeting.<\/p>\n\n\n\n The Conference Committee should plan at the beginning of the year a variety of public fora, roundtable discussions or symposia of interest to the members and other library and information professionals.<\/p>\n\n\n\n The Newsletter is published four (4) times a year: Jan-March, April-June, July- September, and October-December. The Editor, with the consent of the Executive Board, may change its publication frequency if funds are tight. If the frequency is to be changed, the decision should be made as soon as possible after the new Board and its officers are installed.<\/p>\n\n\n\n The Association maintains an official website accessible via the URL http:\/\/www.paarl.org.ph<\/a>. In addition, it maintains an alternate website, PAARL Online (https:\/\/sites.google.com\/site\/paarlonlineorg\/<\/a>). These websites are kept up-to-date with recent information on the Association\u2019s activities. Online content of the Newsletter is also downloadable from these sites. It also maintains, through a Moderator, an e-discussion group in the Yahoogroups. The PAARL Yahoogroup website allows online communication, uploading of photos, files, and links to information of particular interest to members. It also contains databases, such as the directory of licensed librarians, directory of PAARL members, and contact phonebook of the members of the Board. The Association also has an online presence at one of the most popular global social networks, Facebook (https:\/\/www.facebook.com\/groups\/paarl<\/a>). These websites are an important means for communicating and distributing news and information of interest to our members. They are also an excellent way to educate and inform nonmembers about our Association\u2019s activities, our membership profile, as well as the profession.<\/p>\n\n\n\n The Association may form its own Chapters and establish Affiliations with other organizations having similar purposes. Such relationships require amendments to the By- Laws, Board approval and ratification by the general members in a membership meeting called for this purpose. The primary objective for establishing Chapters and\/or entering into relationships with other organizations should be:<\/p>\n\n\n\n D. Membership Standing Rules<\/strong><\/p>\n\n\n\n Members shall be admitted by the Board upon recommendation of the Membership Committee. The Membership Committee is responsible for encouraging membership in the Association, maintaining membership records, and for welcoming new members. The Committee:<\/p>\n\n\n\n All members shall, upon payment of appropriate dues, be entitled to selected publications and other services of the Association. However, past presidents and honorary members shall be exempt from payment of dues. Only regular and designated representatives of institutional members are entitled to elect and be elected into office.<\/p>\n\n\n\n The Directory of Members <\/strong>is published every two years. Support for its publication comes from advertisements and sponsorships. This Directory should have a separate listing of:<\/p>\n\n\n\n PAARL AWARDS AND SCHOLARSHIP PROGRAMS<\/strong><\/p>\n\n\n\n The Philippine Association of Academic and Research Librarians (PAARL) sponsors Award and Scholarship programs to promote academic and research librarianship, specifically through:<\/p>\n\n\n\n These programs are as follows:<\/p>\n\n\n\n GRANTS<\/u><\/strong><\/p>\n\n\n\n Graduate Thesis Grant<\/strong><\/p>\n\n\n\n Fellowship Grant<\/strong><\/p>\n\n\n\n Awards<\/u><\/strong><\/p>\n\n\n\n Outstanding Academic\/Research Library of the Year Award<\/strong><\/p>\n\n\n\n Purpose<\/strong> Nature of Award<\/strong> Criteria<\/strong> Selection process<\/strong> Deadline<\/strong> Outstanding Library Program of the Year Award<\/strong><\/p>\n\n\n\n Purpose<\/strong> Nature of Award<\/strong> Criteria<\/strong>The library program must have a strong impact on the library community, be innovative, sustainable and may be replicated to other library communities, or institutions.<\/p>\n\n\n\n Selection process<\/strong> Fund source<\/strong> Deadline<\/strong> Innovative Library Design Award<\/strong><\/p>\n\n\n\n Purpose<\/strong> Nature of Award<\/strong> Criteria<\/strong> Selection process<\/strong> Fund source<\/strong> Deadline<\/strong>October 31 for the submission of nominees; November 30 for submission to the Board of Directors. <\/p>\n\n\n\n Academic Librarian of the Year Award<\/strong><\/p>\n\n\n\n Purpose<\/strong> Nature of Award<\/strong> Criteria<\/strong> Selection process<\/strong> Fund source<\/strong> Deadline<\/strong> Lifetime Achievement Award<\/strong><\/p>\n\n\n\n Purpose<\/strong> Nature of Award<\/strong> Criteria<\/strong> Selection process<\/strong> Fund source<\/strong> Deadline<\/strong> Professional Service AwardPurpose<\/strong> To recognize the distinguished service of the immediate past president to PAARL and his\/her contribution to academic or research librarianship or library development in the Philippines.<\/p>\n\n\n\n Nature of Award<\/strong> Criteria<\/strong> Fund source<\/strong> Deadline<\/strong> Best Research Award<\/strong><\/p>\n\n\n\n Purpose<\/strong>\n
President<\/h3>\n\n\n\n
\n
\n
Vice President<\/h3>\n\n\n\n
Treasurer<\/h3>\n\n\n\n
\n
Secretary<\/h3>\n\n\n\n
\n
\n
Auditor<\/h3>\n\n\n\n
Public Relations Officer (PRO)<\/h3>\n\n\n\n
\n
Directors<\/h3>\n\n\n\n
Council of Elders<\/h3>\n\n\n\n
\n
Committees<\/h3>\n\n\n\n
\n
\n
\n
\u00a0C. The \u201cNuts and Bolts\u201d of Operation<\/h1>\n\n\n\n
Planning<\/strong><\/h3>\n\n\n\n
Funding\/Fiscal Policies<\/h3>\n\n\n\n
Funds<\/h4>\n\n\n\n
\n
\n
Income<\/h4>\n\n\n\n
\n
Expenditures<\/h4>\n\n\n\n
\n
Donations<\/h4>\n\n\n\n
\n
Audit\/Financial Reviews<\/h4>\n\n\n\n
Conduct of Board Meetings<\/h3>\n\n\n\n
\n
\n
General Assembly<\/h3>\n\n\n\n
\n
\n
Seminars and Conferences<\/h3>\n\n\n\n
\n
\n
Fora\/Roundtable Discussions\/Symposia<\/h3>\n\n\n\n
\n
\n
Publications Policies<\/h3>\n\n\n\n
\n
Other Communication Tools<\/h3>\n\n\n\n
Chapters and Affiliations<\/h3>\n\n\n\n
\n
\n
\n
\n
\u00a0E. Awards and Scholarships Guidelines<\/h1>\n\n\n\n
\n
<\/td><\/tr> Purpose<\/strong><\/td> To foster a culture of research in academic librarianship<\/td><\/tr> Nature of grant<\/strong><\/td> Cash award of Php10,000.00 per student to be given in two (2) installments (i.e. 50% upon approval of the application and the remaining 50% upon submission of the approved copy of the thesis)Limited to two recipients per year<\/td><\/tr> Eligibility<\/strong><\/td> Applicant must meet the following:Completion of all academic requirements for the master\u2019s program;Approved thesis proposal;PAARL membership for the past three years; and,Not a recipient of a similar thesis assistance or grant from any other organization or institution.<\/td><\/tr> Criteria<\/strong><\/td> The proposal will be judged primarily on its merit with emphasis on:Potential significance of the research in the field of academic librarianship;Originality and creativity;Validity of the methodology and proposed methods of analysis;Clarity and completeness of the proposal; andPresentation of a convincing plan for completion of the thesis within a reasonable amount of time.<\/td><\/tr> Documentary requirements<\/strong><\/td> Applicant must submit the following:Letter of application, accompanied by the research proposal describing the research work to be undertaken, including its significance and the proposed methodology to be used;Schedule for completion;Budget and budget justification for items for which support is sought (such as printing and binding, statistical consulting, typing or computer time, transportation, supplies, and similar expenses);Letter from the adviser endorsing the proposal;Curriculum vitae (with recent photo);An electronic copy of the final and approved thesis (for the 2nd tranche).Notarized affidavit to be executed by the applicant certifying that he\/she has not been a previous recipient of any PAARL grant. Note that should any misrepresentation be found later, the grant shall be forfeited and the cash benefits, whichever is higher, shall be returned to PAARL.<\/td><\/tr> Application process<\/strong><\/td> Application should be addressed to the Awards and Scholarship Committee which conducts the screening process and submits recommendation for the Board\u2019s approval<\/td><\/tr> Fund source<\/strong><\/td> PAARL Scholarship Fund or Private Sponsor<\/td><\/tr> Deadline<\/strong><\/td> February and August of every year<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n Purpose<\/strong><\/td> To foster professional growth among PAARL members by providingsupport for their attendance\/participation to local or international seminars\/conferences<\/td><\/tr> Nature of grant<\/strong><\/td> Complimentary registration to any locally-sponsored seminar\/conference. For international conferences, a maximum of Php15,000.00 may be granted to cover airfare or registration feeLimited to two recipients per year<\/td><\/tr> Eligibility<\/strong><\/td> Applicant must meet the following qualifications:PAARL membership for the past five (5) years;Currently employed in an academic or research library; and,<\/td><\/tr> Documentary requirements<\/strong><\/td> Applicant must submit the following:Letter of application, accompanied by a copy of the invitation or program of the seminar\/conferenceNotarized affidavit to be executed by the applicant certifying that he\/she has not been a previous recipient of any PAARL grant. Note that should any misrepresentation be found later, the grant shall be forfeited and the cash benefits, whichever is higher, shall be returned to PAARL.Recipient must submit a post-conference\/training report within two weeks upon return from the conference\/seminar<\/td><\/tr> Application process<\/strong><\/td> Application should be addressed to the Awards and Scholarship Committee which conducts the screening process and submits recommendation for the Board\u2019s approval<\/td><\/tr> Fund source<\/strong><\/td> PAARL Scholarship Fund or Private Sponsor<\/td><\/tr> Deadline<\/strong><\/td> Anytime of the year<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n
To recognize an academic or research library for its outstanding national contribution to academic or research librarianship and library development in the Philippines.<\/p>\n\n\n\n
Plaque of Recognition and cash gift amounting to Php10,000.00 given to the institution to be awarded during the annual General Assembly.<\/p>\n\n\n\n
Nominee should have the following qualifications:exemplary contribution to academic and research librarianship;outstanding leadership in national\/regional library development in the areas of library management, education and training, information and documentation services, etc.;commitment to information networking and linkages;commitment to PAARL\u2019s objectives as demonstrated by its continued support and cooperation in PAARL\u2019s activities and undertakings; and,service to the organized profession through PLAI and\/or other related organizations.<\/p>\n\n\n\n
Nominations should be addressed to the Awards and Scholarship Committee which conducts the screening process and submits recommendation for the Board\u2019s approvalFund source<\/strong>PAARL Scholarship Fund or Private Sponsor<\/p>\n\n\n\n
October 31 for the submission of nominees; November 30 for submission to the Board of Directors. <\/p>\n\n\n\n
The award is given to an academic or research library in recognition of its outstanding library program that contributes to Philippine academic librarianship and library development in the Philippines<\/p>\n\n\n\n
Plaque of Recognition and a cash gift amounting to Php10,000.00 given to the institution to be awarded during the annual General Assembly<\/p>\n\n\n\n
Nominations should be addressed to the Awards and Scholarship Committee which conducts the screening process and submits recommendation for the Board\u2019s approval<\/p>\n\n\n\n
PAARL Scholarship Fund or Private Sponsor<\/p>\n\n\n\n
October 31 for the submission of nominees; November 30 for submission to the Board of Directors. <\/p>\n\n\n\n
To encourage libraries who are constructing or renovating their libraries to introduce new concepts and integrate state-of-the-art designs which successfully combine exciting architectural expression, inspiring internal spaces and good functionality.The award offers an opportunity to recognize excellence in library design (for new buildings, renovations, extensions, and refurbishments) to demonstrate the impact of such innovative library design on learning, teaching and research.<\/p>\n\n\n\n
Plaque of Recognition and cash gift amounting to Php10,000.00 given to the Institution to be awarded during the annual General Assembly.<\/p>\n\n\n\n
The library should demonstrate the following:Ideally, the architectural design should have the ten key qualities of a good learning space, functional, adaptable, accessible, varied, interactive, conducive, environmentally suitable, safe and secure, efficient, and suitable for information technology;New space should also have \u201cthe wow\u201d factor that excites and inspires; andThe library is an institutional member of PAARL to qualify for this award.<\/p>\n\n\n\n
Nominations should be addressed to the Awards and Scholarship Committee which conducts the screening process and submits recommendation for the Board\u2019s approval<\/p>\n\n\n\n
PAARL Scholarship Fund or Private Sponsor<\/p>\n\n\n\n
To recognize librarians for their outstanding national contribution to academic or research librarianship and library development in the Philippines.<\/p>\n\n\n\n
Plaque of recognition, certificate, and cash gift amounting to P5,000.00 to be given during the annual General Assembly. Only one outstanding academic\/research librarian award is given every year<\/p>\n\n\n\n
Nominee should have demonstrated achievements in the following areas: Planning and implementing an innovative or a high-impact library program for an academic\/research library; Significant and influential research on academic or research library service; and Service to the profession through PAARL and other similar organizations.<\/p>\n\n\n\n
Nominations should be addressed to the Awards and Scholarship Committee which conducts the screening process and submits recommendations for the Board\u2019s approval<\/p>\n\n\n\n
PAARL Scholarship Fund or Private Sponsor<\/p>\n\n\n\n
October 31 for the submission of nominees; November 30 for submission to the Board of Directors. <\/p>\n\n\n\n
The Lifetime Achievement Award is the highest recognition given to an academic\/research librarian as a hallmark of professional excellence.<\/p>\n\n\n\n
Plaque of Recognition and a gift to be given during the Annual General Assembly. Only one (1) awardee will be selected. <\/p>\n\n\n\n
The nominee should possess the following: Consistent recognition for service as an outstanding academic or research librarian; Demonstrated remarkable leadership in service to the association, in various capacities as president, officer, board member, or speaker\/resource person in various PAARL seminars, conferences, and fora; and Distinguished lifetime professional career dedicated to the cause of Philippine academic librarianship for at least 30 years before retirement.<\/p>\n\n\n\n
Nominations should be addressed to the Awards and Scholarship Committee which conducts the screening process and submits recommendations for the Board\u2019s approval.<\/p>\n\n\n\n
PAARL Scholarship Fund or Private Sponsor.<\/p>\n\n\n\n
October 31 for the submission of nominees; November 30 for submission to the Board of Directors. <\/p>\n\n\n\n
Plaque of Recognition, certificate, and a token\/gift amounting to Php5,000.00 to be awarded during the annual General Assembly.<\/p>\n\n\n\n
For this award to be given, the recipient must have completed his\/her term as PAARL President; have shown exemplary and meritorious leadership in the organization; have completed the term as Ex-Officio President and PAARLNet Chair; have provided guidance, while at the same time, allowed freedom for the Board members to plan and coordinate their own activities and programs.<\/p>\n\n\n\n
PAARL Scholarship Fund or Private Sponsor.<\/p>\n\n\n\n
November 30 for submission to the Board of Directors <\/p>\n\n\n\n