UNTL: Print Version

Friends Group Strategic Plans

This draft paper Friends of the UNTL Library - Strategic Plans has been prepared to assist members of the Friends Group and other supporters of the UNTL Library in planning support activities.

It provides background about the Friends groups and outline many of the ways in which people can help the UNTL Library Project.

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A draft paper for discussion

Contents

  • Friends of the UNTL Library
  • Issues
  • Internet Site
  • Priority Activities
  • Support Activities Profile - Friends Group, in Australia & In East Timor

Introduction

This document has been put together to facilitate Australian support activities for the UNTL Library. It includes suggestions for individual and group activities, lists particular projects that could be undertaken here and in Dili, raises issues that need to be considered and outlines a suggested profile for Friends of the UNTL Library Groups.

This document is a draft only and all suggestions and comments are welcome. It is not meant to be prescriptive but to provide guidelines only.

Friends of the UNTL Library

Who we are

So far there are three Friends groups formed in late 2001 (Sydney), early 2002 (Melbourne) and August 2002 (Canberra). These groups are an independent coalition of individuals keen to assist the UNTL Library Project and the development of library services at the National University of East Timor. Their aim is to coordinate local and national efforts to support the library and to undertake particular projects to raise much-needed funds and resources. Members are a mix of librarians, academics and others active in support of East Timor.

A number of organisations provide assistance to the Friends groups. They include, in particular, Union Aid Abroad-APHEDA (Australian People for Health, Education and Development Abroad), the UTS Library (University of Technology, Sydney) and AETA, Melbourne (Australian East Timor Association). Others such as the NTU (Northern Territory University) are also working with the Friends groups to provide invaluable support to UNTL Library staff.

APHEDA established the UNTL Library Project in August 2000 and has continued to provide a significant role sending volunteers to East Timor and providing support from its Sydney and Dili offices. Because APHEDA is a recognised aid agency, donations to the UNTL Library Project made via APHEDA, are tax deductible and attract proportional matching funds from AUSAID. APHEDA also has a salary deductions scheme that provides a valuable source of funds for this and other aid projects.

Why we exist

There are so many people who wish to make a tangible contribution to the people of East Timor but don＊t know how they can help. The Friends groups hope to provide the means for many people to contribute at many different levels 每 from the donation of some stationery supplies or weeding donated books to writing funding submissions or providing training and support in Dili.

There is so much need that all hands are needed on deck.

Another important reason is to act as a communication link between supporters and the UNTL Library and the University. Local staff have an enormous workload. A continual stream of visitors, some with empty promises, can be very distracting and time consuming. Sometimes aid efforts are misguided or badly timed. It is hoped that Friends support efforts from Australia can act as a buffer and a regulator, so that needs can be met at the appropriate time, in the most constructive way.

How people find out about us

The new UNTL Library Project web site (still under construction) provides background information about the Library, the University and the UNTL Library Project, and outlines the resources and support needed. It provides points of contact for the various Friends groups and others supporting this project both in Australia and hopefully, in the coming months, overseas. It will provide an update on the latest news, developments and activities (with a subscription list for those wanting to receive this information as emails), a donor register giving recognition to contributing companies and organisations, and a gallery of photos tracking the library＊s development.

A major promotional effort is needed (when the site is ready) to ensure widespread awareness of this site both here and overseas. It is hoped that translations of the site into Portuguese and Indonesian can be achieved.

An online discussion list for the Friends group has been transferred from Yahoo to ALIA but has significant troubles, which need to be ironed out. In particular the inability to send attachments will be a problem. Alternatively, the web site host and pro bono developer Social Change has offered to provide this service.

How we operate

The structure will be an independent and loose coalition of Friends groups including individual members and representatives from different organisations and institutions. To some extent the local group will determine operational patterns. However there needs to be a national focus to allow for the coordination of national efforts and communications with UNTL. To do otherwise will risk duplication, missed opportunities and misdirected efforts.

We feel it would be appropriate to have a National Steering Committee that ensures, for example, that the web site is updated, that a register is kept of donations, that groups are regularly kept informed of each others activities, that funding submissions are carefully and correctly prepared, and, most importantly, that the University and UNTL Library staff are fully consulted.

The development of funding submissions for major projects may require the incorporation of the local Friends group making the submission. This will require the establishment of a formal structure of Treasurer and other office holders and more formally established decision-making and administrative procedures. The conditions will differ to some extent in each state.

Issues such as these need further discussion.

There will often be times that the Friends groups work closely together with other organisations and aid agencies. It is important that these contacts are developed, that information about their support activities be shared, their efforts promoted, and that good relations are kept as a local problem could have consequences for the efforts of other Friends groups.

There will be times when Friends groups go into partnership with institutions and organisations to prepare funding submissions and develop major projects. These endeavours are important to encourage and foster. Care needs to be taken to ensure that appropriate procedures are followed and that outcomes for the UNTL Library are of paramount concern, not the possible self-interest of the partner.

New groups needed

The main reason for the existence of the Friends groups is to provide a means for people to help this project and to coordinate assistance that is offered.

We sometimes field phone calls and emails from people in other capital cities and a number of regional areas. They usually have collections of books they want to donate. We are often unable to help remotely 每 we don＊t know the local human resources who can help them.

If we can get Friends groups on the ground in these places then useful local contacts can usually be located. Often it needs only one or two active individuals to sew the seed, start the networking process and give the project some momentum.

Other support groups that are already sending goods to East Timor can often handle storage and transport issues for local donations collected for the Library. This frees up UNTL Library supporters so they can concentrate on harnessing the often-untapped goodwill to collect funds and library resources. These local networks are also important to establish, as inevitably people want to donate other useful items such as clothes, household goods and tools and our efforts can provide the means to get them to East Timor.

Existing groups will support the establishment of new Friends groups with the provision of promotional materials, background documents, advice and contacts.

Issues

1. Consultation with UNTL Library staff, National University of East Timor & the East Timor Ministry of Education

Consultation is vital, as any decisions made about the development of the UNTL Library should be made by the East Timorese.

There are significant problems regarding communications with people on the ground in East Timor. Not only is the communications infrastructure very poor (virtually no Internet/email access and few staff with access to mobile phones) but there are also language issues to contend with. Additionally the workload for those rebuilding education services in East Timor is so overwhelming that their time is precious and contending with the diversity of incoming offers of assistance and advice is difficult.

The aim of the Friends group is to streamline the consultation process to minimise the demands on Education Ministry, University and Library staff.

2. The overall development of library services in East Timor

Finding out information about plans for the development of other libraries in East Timor is always very difficult to obtain. Most are the uncoordinated efforts of a variety of aid groups. We know that there is a specialist legal library being developed for the Law Courts, that the small collection in the Xanana Gusmao Reading Room continues to attract donations, that there are efforts to develop a public library in Baucau through a Swiss aid group and that there is now a small library building in Maliana with shelving and a small collection of Indonesian language books. We have heard news that efforts are being made to establish a small local library in Aileu. We also believe that UN efforts to develop a National Library have foundered.

It is vital that UNESCO be called upon to survey the library needs of East Timor and to develop a program that will rationalise the need for library services and maximise opportunities for coordinated development and assistance from overseas. International aid donors have largely neglected the library sector and it is hoped that UNESCO＊s involvement will change this.

A request from East Timor to UNESCO is needed to set this process in train. A paper preparing the groundwork for UNESCO is required.

3. Incorporation of the Friends of the UNTL Library groups & accountability

Because a significant task of the Friends groups will be the preparation of funding submissions, there may be a requirement for relevant Friends groups to become incorporated to provide protection to the donors and to the Friends group regarding accountability of decision-making and the handling of funds. It is hoped that by working in partnership with established institutions, this may be avoided.

These issues and processes need further discussion and advice.

4. Funds & fundraising

Because the Friends groups will be, to a limited extent, handling donated funds and resources, some guidelines will need to be established to assist groups in how best to manage these funds. Again accountability is important, as is the means to best maximise how funds are handled 每 particularly banking and maintaining an operating fund to assist local group activities.

5. Logistics

Communications between different groups and with other support groups is vital. The sharing of information, contacts and resources will ensure the best outcomes for support efforts. It will mean that workloads are minimised, that duplication of efforts is avoided, that up-to-date information is available and that unilateral efforts are not misguided efforts.

The email list and regular contact between groups needs to be utilised productively. Progress reports, requests for advice, information and assistance, the sharing of suggestions, ideas and experiences are all important in optimising our, often inexperienced, efforts.

The Web site will provide a register of activities being undertaken around Australia and elsewhere. This will provide contacts for people wishing to assist, an overview of projects and activities being undertaken at any one time, a nominal database of expertise and assist in avoiding the duplication of efforts.

6. Support Projects

It is perhaps best to approach the enormous diversity of needs presented by the UNTL Library Project by the adoption of particular projects by individuals, specialist groups and different Friends groups. The ＆ownership＊ of a project is always more satisfying and productive.

This approach will assist us in focusing our efforts and prevent us from attempting to spread ourselves too thinly trying to tackle to many projects at once. We will keep an informal register of these projects being undertaken (as outlined above) to assist us all.

For instance if we know that supporters in WA are concentrating on raising money for particular equipment, and that particular Economics Faculties are concentrating on raising funds for economics texts, and that a group of librarians is preparing a funding submission for training and support, we are less likely to duplicate their efforts and better able to offer targeted assistance to them.

We are also then able to make decisions about what other efforts we can concentrate on with the assurance that these particular areas are already being well looked after.

7. Friends administration and support activities

With all these projects there is always the dogsbody work such as organising transportation, weeding and packing incoming donations, the updating of contacts lists and web site information, organising the promotion of activities and meetings. All of these tasks are very important but time consuming. It is important that these responsibilities be shared as much as possible.

Perhaps they can sometimes be dealt with by individuals taking on particular responsibilities or by roping in family, friends and work colleagues.

8. Email list service

Integral to our ability to act as a loose coalition of productive supporters of this project is the establishment of an effective and efficiently functioning email list service. Guidelines regarding list protocols should be established to make sure that the list is used productively to share contacts, advice, and information.

This needs urgent discussion to ensure effectively operational as soon as possible.

UNTL Library Project Internet Site

The UNTL Library Project web site provides an overview of the history of the UNTL Library, of the University and of the UNTL Library Project. It outlines progress made so far and what is needed for future development of the Library＊s facilities and resources, collections, services, building and infrastructure development and, most importantly, for the training and support of UNTL Library staff.

The site includes/will include the following features:

  • Printable lists of resources needed 每 library equipment and furnishings, IT and electrical equipment, library and stationery supplies, software
  • Printable lists of information resources needed 每 priority resources, formats, subject listings for faculties and specialist departments
  • Guidelines for donors and information on how to make donations, including links to the APHEDA donations page.
  • Information will include how to make donations of funds and resources, automatic salary deduction facilities, tax deductibility, proportional matching grants from AUSAID.
  • An email link to forward offers of donations and request information on related logistics.
  • An Updates and News section to promote support activities, and to keep people abreast of recent and planned developments and priority needs.
  • A registration facility so that people can subscribe to receive Updates and News information automatically by email.
  • A site Search facility.
  • A Contacts page with email links to members of the UNTL.
  • Friends groups, APHEDA and to the Webkeeper.
  • An extensive photo gallery to document the history and progress of the project.
  • A donors register to recognise the efforts and generosity of donors.
  • Links to related sites of interest.

Input is requested to ensure that:

  • support activities are promoted
  • information is updated
  • donations are registered
  • corrections to text are made
  • additional information about the history of the University and Libraries in East Timor is included
  • news of other library development projects in East Timor is included and updated
  • links are active

We hope that this web site will promote the project internationally and prompt efforts from overseas supporters. The translation of the web site into Portuguese and Indonesian we make a significant improvement to these efforts.

We also hope to be able to include information about efforts to develop other libraries in East Timor. Information regarding these projects is required.

Priority activities

  • UNESCO survey of national library needs and possibilities
  • Promotion of UNTL Library Project, web site and Friends Groups through a wide variety of media 每 suach as ALIA groups, library press, international library networks, mass media, East Timor email lists
  • Training & support for UNTL Library staff 每 in particular the introduction of the online circulation system, online catalogue maintenance, reader education and information literacy, management and cataloguing of incoming English language donations, establishing the Reserve Collection, collection management, serials collection establishment, Internet and database searching when available
  • IT development, training & support in Dili to establish Multimedia Centre facilities, and to maintain these facilities and the library catalogue and circulation system
  • Fund raising and soliciting donations of Individual items 每 most importantly UPSs, airconditioner for the server room, bookends, barcode readers, photocopier/s, study and computer benches, audiovisual equipment and general library and stationery supplies
  • Preparing funding submissions to raise money for training and support activities, for resources and other needs of the Library
  • Organising Internet access for library staff and the Library＊s Multimedia Centre
  • Funds for transporting shelving, computers and other large item donations, and for books when the time is suitable for sending them to Dili
  • Storage facilities for sorting and storing incoming donations, particularly books and serials
  • Weeding of incoming donations

Support Activities Profile

These activities have been listed by category to assist groups and individuals find ways in which they can most productively offer support. There are a number of options available as regards utilising specialist skills or determining preferences according to levels of commitment of time and effort.

There are a number of options for supporters in terms of taking on particular projects 每 they can select particular tasks from the array available and nominate to take them on individually, collectively or as a branch of the Friends group.

Most important is that people communicate what they are taking on as a project, and give ongoing feedback about progress, assistance needed and outcomes. It is important that people provide assistance to each other＊s efforts, in particular pooling contact resources.

Integral to this is the establishment of an effectively functioning email list that will allow communication to all those involved with any aspect of support efforts.

Friends Group activities

Specific to the operation of the Friends groups and supporting its activities, people can:

  • Promote the activities of the Friends groups and the UNTL Library Project web site
  • Assist the establishment of new Friends groups
  • Maintain national and state contact lists of supporters, potential donors, and people & organisations that can provide practical assistance such as storage, transport, translations (Tetum, Indonesian, Portuguese) etc
  • Maintain a donors register and ensure entry on web site to give recognition to their support
  • Maintain national register of Friends group activities and Library progress to publish on web site on a regular and timely basis
  • Establish and maintain storage depots, coordinate storage and transport of resources to East Timor
  • Weed incoming books and other donations
  • Arrange for the sale of unwanted stock at stalls, book fairs etc to raise money for Friends operational expenses and supplies needed at UNTL
  • Provide operational support such as photocopy facilities, meeting rooms, secretarial and accounting assistance, minor operational costs (photocopying & post) Australian-based activities

Specific library related activities

  • Locate up-to-date Bahasa Indonesian and Portuguese cataloguing and classification tools (Internet still not available)
  • Develop subject classification scheme for a vertical file system for existing and growing collection of newspaper and journal articles on East Timor
  • Support the need to up-date East Timor entries for Dewey & LCSH
  • Edit Athena library systems manual to prepare for translation into Indonesian
  • Organise the translation of edited Athena manual
  • Solicit donation of video, audio and photographic documentary history of East Timor 每 video and audio need to be transferred to digital format. Photos also preferred in digital form. Arrange to copy to CD here (also the existing video collection in Dili)
  • Approach publishers for the free donation of major serial titles 每 at least three years
  • Compile list of serial titles donated. GlobePass has offered free software (accessioning, claims etc) and to load serial titles to the database for free. Other avenues may be worth exploring?
  • Approach information database publishers to provide long-term access to online and CDROM databases每 some such as EbscoHost, Kinetica and RMIT Publishing have already offered but without Internet access and ability to provide training, activating these offers needs to be delayed until the time is appropriate
  • Approaching the large Australian library community with an appeal for each librarian to donate $5-10 or more, to purchase specialist library equipment, furnishings and essential library supplies

General

  • Become a member of the Friends Group, join the Friends Group email list
  • Become involved in Friends Group activities OR start a state or regional group of Friends of the UNTL Library
  • Make a donation or arrange payroll deductions through APHEDA (ensure donation goes to library project fund), encourage likewise amongst personal networks
  • Purchase or arrange donations of materials outlined in the list of operational supplies needed by the library (no matter how small)
  • Raise funds for resources and equipment through community networks or workplace, or assist with Friends Group fund raising efforts
  • Solicit and handle donations of library supplies, resource materials and equipment (in consultation with Friends group)
  • Offer specialist skills, useful contacts and networks to help the project
  • Think about spending time in Dili providing training and support 每 self-funding needed at this stage, appropriate skills (including language skills) and personality are required, conditions are difficult
  • Organise training resources, devise training programs for ongoing support of UNTL library staff
  • Keep Friends groups informed of other community and institutional efforts of support for the UNTL Library so that they can be promoted and given recognition on the Web site. This also assists in avoiding unnecessary duplication of efforts
  • Research possible donor foundations and trusts, and their donation guidelines to assist preparation of funding submissions tailored to the specific needs of the Library
  • Prepare funding submissions for various aspects of Library development 每 training & support; IT development, training and management; building and infrastructure development (ensure prepared in full consultation with Friends group)

Target specific bodies to sponsor specific aspects of the library＊s development such as:

  • request large libraries and educational institutions with purchasing power to approach appropriate suppliers for donations of library supplies, equipment and furnishings
  • encourage larger organisations or institutions to nominate a specific target donation (such as a photocopier or audiovisual equipment) for fundraising amongst members
  • network amongst member＊s professional or community groups or employer bodies to raise funds or appropriate donations
  • approach relevant faculties (Engineering, Agriculture, Political Science, Economics, Teacher Training, Linguistics, Science, Mathematics, Health Sciences, Information Technology, Law and others) to raise funds for related Indonesian texts and shelving to house them
  • approach target companies and organisations for donations of equipment and resources
  • solicit donations of appropriate Indonesian and Portuguese texts and other resources from Australia＊s Indonesian and Portuguese-speaking communities
  • coordinate approaches to specialist publishers for book, serial and audiovisual donations

East Timor-based activities

General

  • Contact Friends group for useful resources (map of Dili, list of things to take, contact numbers, simple Tetum dictionary, profile of progress and project)
  • Check before travelling to East Timor to see if documents need delivery to Minister of Education and University Rector or if consultations are needed with them and/or Library staff about particular support efforts in Australia
  • Carry small items in luggage to Dili for Library
  • Keep Library staff and University Rector and Vice Rectors informed of support activities in Australia
  • Monitor library progress and ask Library staff about any problems, needed supplies etc and report back to Friends group
  • Report back to Friends group on news of Library development, training and support activities undertaken during time in Dili and problems encountered
  • Find out about any initiatives re proposed National Library, small specialist libraries (legal, health etc) being established or developed, progress re Baucau & Maliana public library projects or any others being developed
  • Take photos of Library, staff, University as a documentary record of progress - with copies to Friends group forward to update web site and to UNTL Library
  • Leave translation dictionaries and other resources behind for Library and/or Library staff when leaving
  • Ensure Library receives all ET-published publications 每 newspapers, La＊o Hamutuk, government and NGO publications

For academics

(with/without Indonesian)

  • Assist in sorting and weeding of English language books, serials and AV resources, particularly those in their field of expertise
  • Review appropriate English language collections to select priorities for cataloguing and items to discard

For academics

(with Indonesian)

  • Work with academic staff and students to improve information literacy skills and encourage use of library resources
  • Review related Indonesian collections to identify shortfalls and make recommendations for purchase
  • Work with related faculties to prepare lists of books to purchase 每 determine whether funds available to the University for purchase of texts, forward lists to Friends groups if require funds to be raised in Australia
  • Assist the UNTL Library by discouraging small subject-based library collections building up in faculties, except where essential for teaching staff

For librarians

(with or without Indonesian)

  • Assist in sorting and weeding English language books, serials and AV materials
  • Cataloguing English language books
  • Correct English language cataloguing records 每 particularly subject headings and spelling
  • Prepare user guides and signage systems for translation
  • Word & Excel training 每 particularly systems functions such as backup & file maintenance
  • Continue Athena training and support
  • Organise filing system and establish files for English language articles about East Timor already sent to the Library

For librarians

(with Indonesian)

  • Check with Friends group for detailed profile of training and development needs before travelling to ET
  • Establish online loans system, further systems training and provide support during early operation
  • Negotiate with University to convert student registration files to a format and structure allowing automated download to Athena circulation system files
  • Further Athena training in cataloguing, searching, systems management, report production
  • Correct Indonesian language catalogue entries 每 esp subject headings and spelling
  • Arrange copying of collection of donated videos and audio tapes to CD (no existing video or tape playing equipment and a preservation copy is needed as tropical climate destroys tape-based formats)
  • Establish guidelines for Reserve Collection (because of lack of security system this will mean an extensive collection of Indonesian language books, serials, reports, files of articles and AV), establish Reserve Collection and notate catalogue entries
  • Collection management training
  • Develop reader literacy program for staff and students
  • Training in use of Internet, online searching and catalogue entry download when Internet becomes available. When appropriate training in searching commercial online databases

For IT people

(without Indonesian)

  • Consult with previous coordinator via APHEDA/Friends group to become acquainted with exiting plans for UNTL Library IT development plans
  • Assess progress in development of Library systems network and Multimedia Centre systems network
  • Undertake systems and equipment repair and maintenance as needed by UNTL Library staff
  • Training as appropriate 每 general M/Office training, specialist skills such as CD burning, printer maintenance
  • Report back to Friends group re progress, work undertaken and problems encountered

For IT people

(with or without Indonesian)

  • General IT operational training 每 Microsoft Office, systems management and maintenance, CD installation
  • Anti-virus awareness training, software installation
  • ....further detail to follow .....

Funds Equipment, furnishings & supplies Training & Support

Judy Blood August 2002

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