ASSOCIATION OF SPECIAL LIBRARIES OF THE PHILIPPINES: MEETING THE CHALLENGES AND OPPORTUNITIES OF THE FUTURE

Shirley Ingles-Cruz

INTRODUCTION The Association of Special Libraries of the Philippines (ASLP) is a national association of librarians and information professionals in various specialized fields of research government and private sectors as well as the business community and the academe. Established in 1954, it is considered as the second oldest professional library association in the Philippines and very much active ever since. The ASLP was organized upon the initiative of Concordia Sanchez, Librarian of the University of the Philippines Public Administration (UP-PA) during the signing of an agreement between the Philippine Council for United States AID (PHILCUSA) and the UP-PA for the Supervision of the Inter-Departmental Reference Service (IDRS) by the UPPA on October 16, 1953. The inaugural meeting which was attended by about forty (40) Librarians coming from different sectors was held on January 16, 1954 at the D & E Coffee Shop in Escolta St. Binondo, Manila which eventually led to the foundation of the ASLP. Its objectives include empowering librarians improve their services and stimulating the professional enhancement of its members by providing continuing education for librarians, other information professionals, and other personnel working in special libraries as a way of ASLPs contribution to nation building. The paper focuses on how the ASLP was able to rise amidst the political and economic turmoil by enhancing the conduct of managing the association in order to be future ready and continuously sustain the association in the years to come. This paper discusses also how the ASLP evolved through these years and how the ASLP slowly managed to build relationships and extend cooperation with individuals and institutions internationally in order to successfully attain its objectives to best serve the interest of its members, fellow librarians, and other information professionals. As a way of meeting the challenges and taking the opportunities to best contribute to nation building, the paper also highlights its future plans and projects expanding its relationships with fellow librarians and institutions abroad; sustaining members relationship; engaging members in the remote areas; slowly building strong community relations; and offering best education at par with the latest trends and technology.

MANAGING THE ASLP In order to sustain its operation for the years to come, the ASLP has been guided by the following: 1. Transparency & Accountability 2. Team work 3. Collaboration, partnership, and cooperation

4. Massive marketing campaign Transparency and accountability Transparency and accountability serve as the most important guiding principle of the ASLP Executive Board (Board) in the operation of the association. Transparency requires openness in all transactions entered into by the association. All issues and transactions that concern the association shall be reported and discussed during the meeting. Opinion of all the officers shall be considered before coming up with a decision. Collectively, everyone is accountable to the decision made by the Board. However, the President takes much responsibility for every action approve by the Board being the lead of the association. Transparency in all associations dealings is now the key to every aspect of ASLPs activities. Just like any associations, the ASLP has gone through tide times of issues concerning finances and competing with other library associations in terms of conducting an events and encouraging membership. But with the dedication and unity of its officers the ASLP has slowly rise amidst all difficulties. The ASLP is a non-profit organization. However, it should still have to maintain its legal integrity. By such it means paying annual dues and registration fees in order to maintain a good standing status to operate. Team-work It is said that two heads is better than one and that every part is vital to the whole. The officers running the operation of the ASLP has been chosen and elected to the position by its members. They have the qualifications to do their part. They may be directed to do the assigned task or they may act independently according to what has been approved by the Board as a whole. Overlapping of task must be avoided so that responsibility can be easily pin-pointed. In that way, the officer assigned to do the task will act according to what is expected of him/her. It must be a collective effort and not just a case of only a few among the officers are doing their share of work or almost doing all tasks. Each officer is important and expected to act according to what is assigned and expected of him/her. Whatever problems, differences, and difficulties in the conduct of ones duties and responsibilities must be ironed out during the Boards meeting in order to maintain the spirit of voluntarism and good relationships among officers. Collaboration, partnership, and cooperation Merriam-Webster dictionary defines cooperation as working and/or associating with another or others for mutual benefit while collaboration is defined as working jointly or cooperating with others or an agency or instrumentality with which one is not immediately connected. In other words collaboration and cooperation are two synonymous terms referring to two or more individuals or groups working together in order to attain common goals. Collaboration or cooperation is now the in thing, this is not a new concept but increasingly popular among groups and associations. It is a working together of two or more entities entered into partnership to achieve or realized shared goals. As Charles Darwin observed, In the long history of humankind those who learned to collaborate and improvise most effectively have prevailed. (Anderson, 2012).

The ASLP as a non-profit organization has only so much or limited financial resources to operate and shoulder the expenses of all its activities. The ASLP therefore looks for ways and means on how the association can save funds but still able to provide relevant learning and trainings at a reasonable cost. This is where the ASLP extend collaboration and cooperation with agencies and entities that are very much willing to work or collaborate with the activities of the association. Examples of this are: 1) Tie-up with well funded agencies and other institutions willing to provide certain degree of leverages such as, free food and venue to conduct its activities. Example is the partnership with the Economic and Finance Learning Center (EFLC) of the Bangko Sentral ng Pilipinas where in the EFLC allowed the use of its auditorium for the 2nd National Congress of Special Libraries of the Philippines on August 2-3, 2012 free of charge. 2) Partnership with other organization/association for certain activities. In this instance, there may be a sharing of profit among the parties involved. 3) Inviting speaker/specialist free of charge or at a discounted rate. 4) Encouraging sharing of information through open access and free linkages among members of the association. 5) Establishing relationship with colleagues locally and internationally thru collaboration of works and ideas. Say inviting them to participate in the activity of the association either through speakership, sponsorship, or even partnership. Marketing American Marketing Association defines Marketing as an activity, set of institutions, and processes for creating, communicating, delivering, and exchanging offerings that have value for customers, clients, partners, and society at large. As early as the start of the year the whole activities of the ASLP has been planned and calendared then disseminated to members and colleagues right away. By doing so, the ASLP has already set its goal and direction for the year. It would then be easy also to insert or even deny other activities that were not calendared say for instance some invitations and requests for collaboration and partnership of certain events that maybe requested or invited by other associations or institutions. By doing so, there could be an ample time to do the marketing and communication strategies. The ASLP basically communicates the event through: 1) Use of social media The ASLP is maintaining its own Facebook, Twitter and yahoogroups accounts. All activities of the ASLP and its Board that may be helpful and useful to the marketing effort of the association shall all be posted in its social media accounts as a way of advertising the association. Filipino librarians are social media frenzy,

so its easy to reach and communicate with colleagues and members who are subscribed to ASLPs social media accounts. 2) Web pages The ASLP maintains Wikipedia which already serves as its official website. Other than that it also utilizes the use of separate website for major events like national congress and major seminars so that interested colleagues and would be attendees can easily check the information online. They are also encouraged to register online to lessen paper works for both parties. 3) SMS, facsimile and phone brigade The ASLP also do text messaging to communicate its events by just citing the website and contact numbers where they could know more about the event. This is true especially to those colleagues that are not in the mailing list and are not subscribed to the ASLP social media accounts which all the ASLP has is their contact numbers. Doing the phone brigade sometimes gives the chance to talk and exchange pleasantries between colleagues which are an opportunity to set the bar high for confirmed attendees. 4) Personalized snail mails and e-mails Snail mails With the advent of technology, personalized letter is still effective than just advertising and twitting the event. Most of the colleagues still prefer receiving one as it made them feel important and known once they receive a personalized invitation. This is true most especially if the colleagues are from remote areas and far places. So with a little cost, as compared to emails, the ASLP still do out with snail mails because it still yields income as compared to the cost incurred from snail mailing. E-mails This is still the fastest and cheapest way of communication. But the ASLP tried to make it different by making it personalized also. The emails are individually addressed to the intended recipient. This is to show that the invitation is really intended for her/him. Because sometimes, the issue of I was not invited, thats why I did not attend or I was not the recipient of the invitation thats why my boss doesnt allow me to attend. has effect on the desire of the librarian to attend the event. Unlike when doing it personalized, it gives them the ire of I am important. 5) endorsements and advisories from important agencies or institutions The issue of endorsed by has made a considerable consideration in the choice of what training or seminars to attend to. Traditionally the ASLP seeks endorsements of the Commission on Higher Education (CHED), Department of Education (DepED), and Civil Service Commission (CSC) because a great number of librarians and library personnel still come from the education and academe sector. Also theres one from CSC which is intended for those working in the government sector. Endorsements of the above mentioned institutions would mean satisfying

one of the requirements of some of the institutions that the offered trainings and learning are recognized and endorsed. However, in the future the ASLP will not just seek endorsements of these three agencies but most probably certifications from other agencies or institutions that in a way have a say over the kind of training and seminars that will be offered in the future.

FUTURE PLANS AND PROJECTS OF ASLP 1) 2) 3) 4) 5) 6) expanding relationship with colleagues and institutions abroad engaging members in the remote area building community relations offering best education understanding members interests and skills library tour and cultural visit outside the country e.g. Germany, Vietnam, Cambodia 7) 3rd International Conference of Asian Special Libraries 8) 60th anniversary of the ASLP Expanding relationship with colleagues and institutions abroad Since 2010, the ASLP has strongly working with colleagues and specialists abroad. The association has started to collaborate with some libraries and cultural centers in its interest to change the conduct of seminars and trainings. How do we go about it? a) The ASLP takes advantage of visiting colleagues and specialists visiting the country to be one of the resource persons in one of the activities of the ASLP. Its either the ASLP adjust to the time they will be coming in the country or negotiate if they can adjust to the planned date for the event. b) The ASLP tries to prospect great speakers during conferences and social gatherings where the officers and members have attended. Then try to invite them to be a resource person also in any of the event of the ASLP. c) The Board tries to socialize with the resource speakers where they could link the institutions they are connected with to encourage sharing of resources not just among the officers but to ASLP members as well. From there the ASLP is able to connect linkages and eventually build friendship among colleagues from different parts of the globe. d) The Board tries to invite foreign colleagues as many as possible to speak before ASLP events and negotiate what can be offered to him/her in exchange of the favor granted. This is a good chance for the participants to get to know them and eventually communicate and build connection. Whats important is that the ASLP has given the members and the participants the chance to get to know colleagues coming from foreign land and eventually build connection and friendship. Once, the exchange of ideas and linkages has been built, what comes next will be a relationship of friendship. This eventually may lead to some invitations and grants which eventually may help expand the network not just of the ASLP Board but of the members and

participants as well. A good example of this is a two (2) weeks study and observation tour of libraries, and preservation and conservation centers in Germany granted by the Goethe Institut Philippinen (GIP) and Bibliothek Information International to the 2011 Board of the ASLP. Indeed a rare opportunity but it was a result of the cooperation and collaborative effort between the GIP and ASLP during the past activities of t he ASLP. Engaging members in the remote area Geographically speaking, the Philippines is basically comprised of 7,107 islands. With the advent of so called technology and modernization there are still colleagues from some parts of the country that cannot cope up and take advantage of some technological and career advancements. It is because of certain political and geographical issues. Nonetheless, with some issues affecting the attendance of the librarians and other library personnel coming from those places, the ASLP instead tried to bring the training and seminars to them. Recently, the ASLP has done a collaborative effort with the Provincial Librarian of Zamboanga del Sur to conduct the seminar in Dipolog City. The Dipolog City is a place surrounded by other provinces infiltrated with leftist and enemies of the government. It was an aggressive move by the ASLP to bring the seminar in that area considering its location and security issue. However, the ASLP has made history for being the first librarians association to conduct seminar in that area. It was indeed a success and well attended. Those who attended from that area and nearby cities and provinces were very thankful to the association for the rare opportunity of conducting the event near their place. However, in order to maintain security for the said event the ASLP has seek the help and support of the city and provincial government which eventually help out also in providing some support to conduct city tour for the participants. Currently, the ASLP is looking at bringing the event to places where the seminars and trainings have not been conducted. This is for the purpose of creating linkages and bridging the gap of learning among colleagues who cannot or seldom come to the big cities to learn and attend seminars and trainings. Another way is by conducting out-reach program through book donations and other charitable events to help out those small libraries and learning centers to expand their collection and services for the betterment of their community. This will eventually help in the learning formation of the citizens and students of the locality. If these colleagues and learning centers / libraries cannot reach to the big cities and bigger and well funded libraries, the ASLP will then be the one to bring help and services to them either through a collaborative effort with its members or other organizations and groups interested to collaborate or partner with the ASLP. As this continues, soon the time will come that other remote areas will seek for the ASLP either for help or collaboration. Whereby, expanding the reach of services and learning offered by the association. Building community relations a) b) c) d) e) out-reach book donations cash donations charity projects study tour

This one is just recently activated again by the ASLP. The ASLP has started with this one just last year when it had partnership with the other association to conduct out-reach through book donations to a community near Mt. Pinatubo whereby there is a small learning center there frequented by some indigenous children (Aetas). But it was a pleasurable one. Trekking to the crater of Mt. Pinatubo was organized to encourage more participants. In Exchange of their participation, they are required to bring at least two (2) childrens books. More participants mean more books for the indigenous children. This year is a partnership with a foundation. What the ASLP aimed to attain from doing so, is to built strong community relations and made the ASLPs efforts and programs known to other communities who might need its help. The ASLP would like to turn the table that in the future more communities will reach for ASLPS help rather than the ASLP looking for some recipients to any of its charitable projects. Until such time also that many other organizations and institutions will be much willing to trust and collaborate with the ASLP to bring the learning to some communities especially the remote ones. Offering best education What to consider: a) suggestions and opinions of members and colleagues b) experts and specialists as resource speakers c) venue learn, relax, have fun d) survey e) current trends and technology This has been the primary goals of the association. Through the years the ASLP has managed to stand still and continue its mission to mediate learning for librarians and library personnel. It has extended its education through fora, seminars and trainings even to other allied professions, the likes of records management, preservation and conservation, and other technological advancement trainings and lectures that directly affect the library profession. On the other hand, the ASLP does not only concentrate on the core profession but also to some degree, enhancement of some skills and attributes that may contribute to the betterment of the profession, and performance of duties and responsibilities. These could be leadership, advocacy, creativity, entrepreneurial skills, etc. The ASLP need to accommodate and slowly introduce different learning styles, customization and alternative learning routes to at least familiarize them with the trends. Traditional must be enhanced with new learning activities. This is where the experts and specialists and also users and practitioners come in to speak and clearly expound on the subject matter. This is exactly what the ASLP is geared towards in terms of giving trainings and education to fellow librarians and other personnel working in the environment of the library in order to help them be future ready. The ASLP provides venues and avenues for learning and at the same time it also seeks the help of its members and other colleagues for some suggestions as to what are their training needs so that the ASLP could addressed it and get the help of the experts and specialists. Though it is said Special libraries but the association has diversified its offering of trainings to include even those in other types of libraries, and conservation and preservation centers considering the similarity of the nature of routine works involved. With the effort to collaborate, the ASLP has slowly built its relationship with its counterparts around the world. This has faded the way to encourage expert colleagues coming from

outside the country to come and share their learning and expertise in any of the events of the ASLP. Thou probably in the past there are some similar situations in the conduct of trainings however, since 2010 the ASLP has extensively doing the effort to invite foreign colleagues and bring in new faces of resource persons in any of the events conducted by ASLP. Other similar organizations noticed, and they begun to ask how the ASLP go about it. In some ways the ASLP was able to influence fellow officers of other associations to learn from the ASLP and probably do the same. This kind of influence may turn out positive because there could be an expansion of experts coming-in in the country to share their knowledge and expertise. The ASLP changed the trend of resource persons. As much as possible, the ASLP tries to invite colleagues outside of the Philippines or otherwise pull the experts locally to come together in one event in order to encourage more participants. The combination of the speakers is being studied and analyzed. If the combination has happened already in the past events, either of the ASLP or other associations, then the ASLP deviate from doing so. As much as possible the ASLP encouraged and tried to come up with pull of new resource persons those who havent presented before in any of the ASLP events and that of other associations. The focus is on the specialization of the speaker in exchange for getting the expert colleagues who has been the usual resource person in events for librarians. That way, the participants are able to meet other experts and specialists outside of the profession. The venue is always put into major consideration depending on the nature of activity involved whether intended for small or large groups. For major events of the association like seminars and national congress what are being considered for choosing the venue are suggestions of the members and other colleagues, support of the local government, support of local tourism, potentiality for environmental tours, and pull of sponsors. This is to provide a pleasurable trainings and learning at a reasonable cost. Survey after each event is conducted in order to better understand the level of satisfaction and needs of the participants. This will serve as reference on how to strategize the conduct of its events in the future. Understanding members interest and skills, and working out for it Filipino librarians now a day have diversified interests outside the corners of their libraries. Some of their interests are in travelling, fun runs, charitable works, photography, etc. The ASLP considers these and see how to strategize the conduct of the event gearing towards their interests outside the profession. We try to take an active role in the evolution of the profession going beyond the box as they say. This is where our outreach, special events and study tours come in either the ASLP do it alone or collaborate with other institutions or organizations. Library tour and cultural visit outside the country: a) Two (2) weeks tour grant by the Goethe Institut and Bibliothek u Information International to the 2011 ASLP Executive Board on May 2012 b) Library tour to Vietnam in association with National Library of Vietnam on November 2012 c) Cultural visit to Cambodia on November 2012

3rd International Conference of Association of Special Libraries (ICoASL III) The Asian Chapter of the Special Libraries Association in association with the ASLP shall hold its 3rd ICoASL in Manila, Philippines on April 10-12, 2012. Heres a glimpse of the 2nd ICoASL in Tokyo, Japan: http://units.sla.org/chapter/cas/ICoASl-2011.htm 60th anniversary of the ASLP As early as now the ASLP is preparing to celebrate its 60 th anniversary with a bang! There are already negotiations and talks made in preparation for it. Some of these major events which are now in progress are: a) b) c) d) e) f) Library tour outside the country Entered in an agreement with the EFLC to use their facilities free of charge Continuous fora, seminars, and trainings Fun run in 2013 More outreach and charity involvement 3rd International Conference of Asian Special Libraries (ICoASL) in April 10-12, 2013 in collaboration with the SLA-Asian Chapter

SOURCES:

Aguirre, Vyva Victoria M. (2012) Education of Librarians in the Changing Times. Paper presented at the 33rd Gabriel A. Bernardo lecture series, UP-Diliman, Philippines. Anderson, Kare. (2012) Collaborate to stay relevant. Information Outlook, 161(1), 16. American Marketing Association. http://www.marketingpower.com/AboutAMA/Pages/DefinitionofMarketing.aspx ASLP @ 50: On the road to global excellence. (2004) Manila, Philippines. Merriam-Webster Dictionary. http://www.merriam-webster.com/dictionary