IFLA Officers Handbook - Continued

Standing Committee members serve a four-year term and are eligible to serve for a second continuous four-year term on the same Standing Committee. Once elected, these Standing Committee members play an important role in shaping IFLA's professional agenda and activities. As wide a geographical distribution as possible on a Standing Committee is highly desirable.

2. Process for Nominating Standing Committee Members

A nominee does not have to be an IFLA Member, nor does s/he have to work for an institution with an IFLA membership to be nominated for a position on a Standing Committee. A nominee must receive the support of one IFLA Association or two IFLA Institutions in order for the nomination to be valid. IFLA encourages the widest possible participation in these nominations, both to open up its professional groups to the world's leading experts, but also to strengthen links to non-IFLA institutions as part of a membership development effort.

Responsibilities of IFLA Standing Committee Members

• to be fluent in at least one of the IFLA Working languages (English, French, German, Russian, Spanish);
• to attend, at no expense to IFLA, at least 3 of the 4 annual conferences during their four-year term if at all possible;
• to contribute actively to ideas for projects and programme meetings;
• to be prepared to join fully in the work of the Section (e.g., undertaking projects, organizing workshops, preparing translations, etc.);
• to observe strictly deadlines for reporting financial and other information about projects which they are undertaking with IFLA funding to the Financial Officer of the Section;
• to be available to respond to requests from IFLA Headquarters for advice, representation at non-IFLA meetings, etc.;
• to assist in the publication of a regular newsletter, a publicity leaflet, or disseminating information about Section activities;
• to arrange for the translation of the newsletter, publicity leaflet, or papers for conference programmes into as many of the IFLA languages as possible;
• to help to broaden regional participation in the Section by encouraging new Standing Committee or corresponding members;
• to assist in the allocation of responsibilities ("portfolios") to each individual member (e.g., editing the newsletter, broadening Section membership, organizing translations.)

Existing Standing Committee members are expected to ensure that new members can play a full part in the Standing Committee's work by providing them with all relevant information. At meetings, Standing Committee members should observe the need to speak clearly and slowly, and to avoid jargon and acronyms.

3. Corresponding Members' Responsibilities

It's the Standing Committee's responsibility to select the corresponding members to its committee. If a corresponding member does not respond or communicates with the Standing Committee and the Standing Committee members wish to replace that individual, they may do so. A letter should written by the officer of the Standing Committee to the individual with a copy to Headquarters.

The Regional Office Managers are "ex officio" members of the Regional Standing Committees. In addition, some Standing Committees include "honorary advisers", "special advisers" and ex officio members. Such members have no official status, although they are recognized in the IFLA Directory. Like Corresponding Members, they have no voting rights. (See IFLA Rules of Procedure, Section 9.)

Electing IFLA Officers and Responsibilities of Officers

Although holding an IFLA elected office is an honor, additional responsibility comes with that honor. All committee officers are expected to attend the meetings of their particular committees. In addition, committee officers do need to devote time outside the IFLA Conference to the work of their particular committee(s). Consequently, the IFLA Professional Board believes it is important to identify the major responsibilities assumed by IFLA officers so that those interested in these positions can consider them prior to running for election. This document serves as an overview of the duties described in the sources identified above and as a practical guide to specific tasks that must be handled routinely by IFLA standing committee officers. In the following, many responsibilities of Section officers are also applicable to Round Table officers.

IFLA'S Organizational Structure and its Relationship to its Officers

IFLA's organizational structure is very much like that of a pyramid. The base of the pyramid is the membership, which belong to specific Sections, run by a Standing Committee (SC). Members of the SCs carry out the planning and work of their Sections. The other basic professional unit is the Round Table (RT), which is run by an executive committee and operates more informally. Each SC and RT belongs to a Division, run by a Coordinating Board. The members of the Coordinating Board consist of SC and RT officers of that Division. The officers from Standing Committees are eligible for election as officers of the Coordinating Board. A member of each of the eight Coordinating Boards (most often one of the officers), represents the Division on the Professional Board.

(For information on informal Discussion Groups, see the relevant section of this handbook.)

When are IFLA Elections Held?

The formal officers of the SC and RT are the Chairperson and Secretary. Elections for officers of IFLA Standing Committees are held every two years and officers serve for a two-year period with the possibility of re-election for a second two-year term. In an IFLA election year, elections for officers of Standing Committees occur during the IFLA Conference. Persons elected to any office during the conference will assume their duties by the end of the conference. Standing Committee elections are held at the first Standing Committee meeting during the conference week. New members and current members but not outgoing members of a Standing Committee may vote (e.g., in 1999 those serving the term 1997-2001 and those with a term 1999 - 2003 may elect). When selecting candidates, consideration should be given to new committee members, overlapping officers' terms so that at least one officer has previous experience as an IFLA officer. Having two people alternate between offices to the exclusion of others should be avoided. Round Table meetings during conference are less formal, but Round Tables also hold elections every two years.

Broad Roles for IFLA Officers

Each SC and RT elects a Chairperson and a Secretary. A number of functions of the SC or RT may be performed by members or assumed by the Chairperson or Secretary, or other members of the group. These include Information Coordinator (focusing on providing information on SC or RT activities on the Internet), newsletter editor, and conference programme planner. Each SC or RT must decide for itself how its work should be divided up.

Major Duties of the Chairperson of a Standing Committee or Round Table

The Standing Committees focus on the specific programmatic activities defined by topic, type of library, or region. Members of the SC determine the activities of that group (e.g., projects, programmes during or outside of conferences, publications, etc.). Major responsibilities of a chairperson include the following:
• Assume responsibility for the SC's or RT's finances (unless this has been assigned to the Secretary);
• In consultation with the Standing Committee or Round Table members, determine who is responsible for the SC's or RT's official communications (e.g., the Newsletter, or information issued on IFLANET, which is handled by the Information Coordinator);
• Establish the agenda for meetings during the IFLA Conference, and run meetings, either during IFLA Conferences or outside of them;
• Represent the SC or RT (when appropriate) at CB meetings and in the case of SC officers, serve as an officer of the CB and potentially a divisional representative on the PB;
• Provide leadership in identifying projects, programmes, workshops or forums, and coordinating these activities within the group and with other IFLA committees or outside organizations where appropriate;
• Oversee the timely submissions of financial and annual reports;
• Oversee and coordinate the submission of conference programme information;
• Update workplans annually, the Medium-Term Programme (when appropriate), and other documents or questionnaires requested by IFLA Headquarters or the Professional Board;
• Communicate during the year with members of the SC, RT, CB, or membership (in the case of the SCs), as needed.

Major Duties of the Secretary of a Standing Committee or Round Table

Major responsibilities of a Secretary of an IFLA SC or RT include the following:
• Assume responsibility for the SC's or RT's finances (unless this has been assigned to the Chairperson);
• In consultation with the SC, determine who is responsible for the SC's or RT's official communications (e.g., the Newsletter, or information issued on IFLANET, which is handled by the Information Coordinator);
• Take the minutes during meetings at the IFLA Conferences, and write them up in a timely fashion so they can be distributed to appropriate parties;
• Assume responsibility for mailings during the year as agreed upon the two primary officers (e.g., agendas, distribution of the minutes, etc.);
• Assume responsibility for running meetings when the Chairperson is absent.

Major Duties of the Officer who Assumes Financial Responsibility for the Standing Committee or Round Table

[NOTE: officers should also consult the IFLA Statutes and Rules of Procedure.]
• Open a bank account in the SC's or RT's name for the SC's or RT's funds;
• Maintain clear accounting of administrative and project funds (when appropriate);
• Fill out and submit the official IFLA financial forms each September;
• Reconcile any financial or report discrepancies identified by the Chairperson of the CB or IFLA HQ.

6.1

The elected Treasurer (who must be either the Chairperson or the secretary) of each professional group must keep the group's funds in a bank account to which IFLA HQ can make telegraphic transfers. Therefore full details (bank name and address, bank code, account number) must be given to IFLA HQ as soon as this person takes office.

6.2

The bank account must be in the name of the IFLA group concerned: personal accounts must not be used. The treasurer should make enquiries to ensure that no tax liability will be incurred. If more than one signatory is required (in addition to the treasurer), the SC or CB should decide. Interest received could best be added to administrative funds. If all or some of it needs to be used to top up project money, the allocation can be made as appropriate.

6.3

Whenever responsibility is transferred (in the case of elections, or for other reasons in the middle of the normal term of office), the outgoing Treasurer must transfer full financial information, files and funds on deposit immediately to the incoming Treasurer who must open a bank account for this purpose and inform IFLA HQ. This transfer must be done within 2 months, as specified in the IFLA Statutes.

6.4

The Treasurer must keep the accounts of his or her professional group, authorize all expenditure, and make the required financial reports: first to the CB of the Division during the annual conference, for approval, and then to the Division Financial Officer by 1 November.

6.5

The Treasurer must control the administration of project funds, and obtain reports. He or she must call to the attention of SCs and CBs any problems arising in project execution, in order to propose solutions.

6.6

The Treasurer should write to advise the Professional Coordinator, via the Division Financial Officer, when projects are ready to start. All 'start requests' must be counter-signed by the Division Financial Officer concerned.

6.7

The Treasurer of the Section or RT should write to inform the Division Finance Officer and the Professional Coordinator, if the Section or RT wishes to request the re-allocation of funds from one project to another, for any reason. Such requests must be approved by the CB and be counter-signed by the Division Financial Officer.

6.8

The Treasurer must report to the Professional Coordinator and Division Financial Officer in cases where revenue is generated by project work.

[NOTE: The IFLA Treasurer is entitled to ask for full justification of income and expenditure. The IFLA Treasurer will allow funds to be released for professional work only after IFLA's accounts for the previous year have been received at HQ and approved.]

Major Duties of the SC or RT Member who Assumes Responsibility as the Information Coordinator of a Standing Committee or Round Table

• The Information Coordinator may be one of the officers or another member of the SC or RT.
• The major responsibility is to serve as liaison between the SC or RT and IFLANET.
• The Coordinator must be able to use e-mail easily.

7.1 IFLA Officer Profile

In summary, officers are required to have experience of IFLA's programme and procedures, be able to manage the business meetings of the group, to report on activities, to liaise with IFLA Headquarters, to communicate with the officers of other groups in their Division, and advise and encourage new members of their Section/Round Table and their committees.

7.1.1 Personal Factors:

Persons likely to perform well as officers are those who:
• are recognized by their colleagues as leaders (in their own institution or association, in their own country);
• have demonstrated their ability to produce or generate the production of new ideas for the groups work program;
• can converse and write fluently in two of the IFLA Working Languages, preferably including English;
• are good public speakers (defined as persons who can speak clearly, keep to time, hold an audience, and follow instructions from the chair);
• are seen to perform well as members of a team;
• have an outgoing personality;
• are sensitive to (and knowledgeable about) the different cultures and professional traditions of their colleagues;
• have demonstrated tact and diplomacy.

7.1.2 Administrative ability:

They are also likely to perform well if they:
• have demonstrated their ability to evaluate the group's past and current work (through reports, minutes, items in newsletters);
• have presented good quality reports or papers at the group's open sessions at the annual conference, and have circulated these in due time according to instructions from officers;
• who have sent conference papers to IFLA Headquarters in time for inclusion in the preprints;
• have demonstrated their ability effectively to chair business meetings, in their own institution or association, or of other IFLA groups (indicated by adequate knowledge of the group's business and membership, and the ability to: speak clearly, time the meeting, resolve conflicts, instruct minute-takers);
• have managed project work well, and reported responsibly to the group on the use of its funds granted for projects.

7.1.3 Institutional support

To be able to function effectively as officers, Section/RT members will need to have sufficient resources to attend all business meetings of the group and the annual conference of IFLA.

Resources will include:

• a position in their own institution or association which gives them the authority to decide on the use of their time for IFLA meetings, including funds for travel; or the credibility to negotiate this successfully with their superiors;
• the ability to call on some secretarial or administrative support within their own institution or association, sufficient to help them with the routine business of their IFLA group, including regular communication with members;
• sufficient authority to decide on or negotiate some support for their institution or association to cover certain administrative costs in cases where these cannot be covered by funds allocated to their group by IFLA.

7.1.4 Communications support:

To function effectively as officers, person should:
• be contactable at all times by telephone and fax at their place of work (and in case of need also at their home);
• have access to a modern fax machine at their place of work (at least group 4, automatic, with memory) which is available continuously to receive messages (i.e. 24 hours a day, 7 days a week);
• use a modern widely available word-processing software, preferably in conjunction with communications software;
• have access to e-mail, and be in a position to check messages frequently (i.e. the e-mail facility should preferably be directly accessible in their office, not in a distant computing center);
• be able to transmit messages and files using software which the majority of their IFLA colleagues and IFLA Headquarters can receive and decode (HQ can advise on this);
• have access to the Internet, ideally, to enable them to use IFLANET fully;
• be alert to the need to advise IFLA colleagues rapidly of changes in telephone and fax numbers and e-mail addresses;
• have access to local technical backup.

Major responsibilities of the Chairperson of a Coordinating Board may include:

1.1

Provide guidance for and coordination of projects, programmes, open forums and documents (e.g., the Medium-Term Programme) for the division;

1.2

Represents the Coordinating Board on the Professional Board if able.

1.3

Serve as the financial officer of the division (strongly recommended), and submit the appropriate financial forms to IFLA Headquarters from the SCs, RTs and the division as a whole;

1.4

Establish the agenda for Coordinating Board meetings during the IFLA Conference, and run SC or RT meetings, either during IFLA Conferences or outside of them.

2.1

Take the minutes during meetings of the Coordinating Board and see to their timely distribution;

2.2

Assume responsibility for running meetings of the Coordinating Board and attend Professional Board meetings upon the absence of the Chairperson.

2.3

Represents the Coordinating Board on the Professional Board if able.

3. Major Duties of the Officer Who Assumes Financial Responsibility for the Division

3.1

To check, approve and sign the financial reports of groups in the Division and report to the CB.

3.2

To authorize requests from Section/RT Officers for payments from IFLA HQ.

3.3

To monitor progress with projects.

3.4

If the Division Financial Officer is not the Division Chairperson:

To submit a brief summary report on Divisional finances and progress with projects to the Division Chairperson, before each PB meeting.

3.5

To collect the Financial Statement Form, Project Report Forms, Proposals for New Projects and Administrative Funds Report Form from the Sections/RTs in the Division during September, compile the Summary of Division/Section/RT Financial Statements [see attachments with Budgeting Chapter], sign and send them to IFLA HQ by 1 October each year. [See timetable Budgeting Chapter.]

1.1 Introduction

The IFLA Professional Board is responsible for the programmatic direction of the organization. This includes providing a vision for IFLA that can then be developed by the CBs, SCs and RTs into relevant activities for the membership. Furthermore, the Professional Board coordinates the budget supporting projects and meetings, as well as activities with the Core Programmes. In addition to attending meetings of the Professional Board during IFLA Conferences, members of the Professional Board also attend the fall and spring meetings of the PB held at IFLA Headquarters in The Hague. Since IFLA does not fund these meetings, individuals serving on the PB must arrange to do so on their own.

1.2 Eligibility

Members of the IFLA Professional Board are elected by the Division Coordinating Boards. When the elected member is unable to attend, in exceptional circumstances, substitutes are permitted to attend meetings of the Professional Board.

1.3 Elections

Members of the IFLA Professional Board are elected by the incoming Coordinating Board at the end of the Conference in Council years, i.e., immediately after the establishment of the new Divisional Coordinating Boards. The Chairperson of each Division shall be a member of the Professional Board unless he designates ­ after consultation with the Coordinating Board of the Division ­ another member of the Coordinating Board to take his place for the duration of the statutory term of office. (Rules of Procedure, Section 7.3.9.) Immediately after the election, the outgoing Chairperson takes the new PB representative to the Professional Board meeting. At that first meeting, the new PB Chairperson is elected by the incoming PB, and then goes to meet the Executive Board. It is intended that there should also be a briefing session for the new PB after the Executive Board meeting is concluded.

1.4 Period of Office

A PB member may serve for a maximum of two consecutive periods of two years each. S/he may not be re-elected for a third term, except as Chairperson of the PB.

1.5 Duties of the PB Members

1.5.1 Portfolios

The Vice-Chair is nominated by the new PB Chairperson, who also assigns the following portfolios to the new PB members:

• Finance: usually held by the Vice-Chair;
• representative on the Publications Committee (meetings are scheduled to coincide with the EB and PB meetings at IFLA Headquarters in The Hague)

1.5.2 Attendance at Meetings

The Professional Board meets twice a year outside of IFLA Conferences, usually in March/April and November/December. These meetings are held at IFLA Headquarters in The Hague most often at no cost to IFLA Headquarters. The usual schedule is:

• Day 1: (usually Sunday afternoon): half day meeting of the PB Executive (Chairperson, Vice-Chair, and Honorary Treasurer) to prepare the agenda and review issues;
• Days 2 and 3: PB meetings, including half a day joint meeting with the Core Programme Executive Directors (November/December meeting only);
• Day 4: attend morning joint meeting with the Executive Board.

1.5.3 Attendance at the Conference

The usual schedule for meetings during the IFLA Conference is:

• Day 1(before the actual conference): meeting of the PB Executive (Chairperson, Vice-Chair, and Honorary Treasurer) to prepare the agenda and review issues (Thursday afternoon or Friday morning);
• Day 2 (before the actual conference): PB meeting (Friday)
• Mid-week: PB meeting (can include meeting with Core Programme Officers);
• Friday: PB meeting

1.6 Paperwork for PB Meetings

The PB Member:

• o Reviews the draft minutes prepared by the Secretariat before they go to the EB for information; receives a substantial volume of papers for information. Papers for the Board are written by a variety of contributors, and are distributed for the most part a couple of weeks before the Board meeting. An additional bundle of late papers is usually waiting at your hotel on arrival the evening before the PB meeting. The Chairperson and the Coordinator of Professional Activities usually sort the agenda items and papers into those requiring a decision and those for report.

1.7 Contributed Papers for the Conference

The papers offered for the contributed papers session are refereed and selected by a working group comprising the PB Chairperson, the Vice-Chair, and Coordinator of Professional Activities. The contributed papers were suspended for 1999 and will be reconsidered in November 1999 by the Professional Board.

1.8 Representational Visits

From time to time, PB members will be invited to represent IFLA at meetings of other bodies. On these occasions, IFLA may be able to cover the member's expenses, if they cannot be met from some other source.

1.9 Optional Visits

Visits to Regional Offices and Core Programme offices (International Focal Point and Regional offices) are occasions to become more familiar with the staff, and to emphasize IFLA's gratitude to the host organization for their continuing support. IFLA has a small budget to support these activities.

1.10 Additional Conference Attendance

PB members receive numerous invitations to conferences on an ex-officio basis. These are not formal representatives of IFLA, and IFLA does not pay expenses.

1.11 Communications

The PB Chairperson and the Coordinator of Professional Activities maintain regular contact throughout the year by fax, telephone, and e-mail. A variety of correspondence from other PB and EB members, and from IFLA group officers is received throughout the year.

1.1 Eligibility

The Chairperson must be a former member of the Professional Board, but is not necessarily someone who is just retiring from the Board. S/he can hold this position for one two-year term and is not eligible for re-election. The Chairperson may serve on an IFLA SC but cannot concurrently be an officer of a Section. The aim is that s/he should be free of all other IFLA offices, and should chair the Board impartially.

1.2 Election

The Chairperson is elected by the incoming Professional Board at the end of the Conference in Council years, i.e., immediately after the establishment of the new Divisional Coordinating Boards and the election of their PB representative. (Only SC members of the CB may represent the Division on the PB.) The outgoing PB members do not vote in the election.

In the event of more than one former PB member wishing to stand for election as Chairperson, the outgoing Chairperson and the Coordinator of Professional Activities will conduct a secret ballot of the new Board. Immediately after the election, the outgoing Chairperson takes the incoming Chairperson to the Executive Board to be introduced.

1.3 Period of Office

The Chairperson serves for one period of two years. S/he is ineligible for re-election.

1.4 Duties of the PB Chairperson

September/October, immediately after election: nomination of the Vice-Chairperson, and allocation of the following portfolios to PB members:

• Finance: usually held by the Vice-Chair
• Representative on the Publications Committee

Before Board meetings, the PB Chairperson and the Coordinator of Professional Activities draw up the draft agenda, and agree on what papers should be presented, what needs a decision, and what items are for report.

Papers for the Board are written by a variety of contributors, notably the Coordinator of Professional Activities and the PB Chairperson.

Attendance at all Board meetings is expected, usually in March/April, August (at the Conference), and November/ December. The usual schedule for meetings outside the conference is:

• Day 1: (usually Sunday afternoon): half day meeting of the PB Executive (Chairperson, Vice-Chair, and Honorary Treasurer) to prepare the agenda and review issues;
• Days 2 and 3: PB meetings, including half a day joint meeting with the Core Programme Executive Directors (November/December meeting only);
• Day 4: attend morning joint meeting with the Executive Board.

The usual schedule for meetings during the IFLA Conference is:

• Day 1(before the actual conference): meeting of the PB Executive (Chairperson, Vice-Chair, and Honorary Treasurer) to prepare the agenda and review issues (Thursday afternoon or Friday morning);
• Day 2 (Before the actual conference): PB meeting (Friday)
• Mid-week: PB meeting (can include meeting with Core Programme Officers);
• Friday: PB meeting

At the Conference, the PB Chairperson:


• organizes and chairs the "introduction to IFLA newcomers" session
• organizes and chairs the "briefing for new IFLA Officers" session
• chairs other open sessions on behalf of the President, as requested (sometimes on short notice)
• presents the report on the "Professional Evaluation of the Conference" to the closing session
• presents the biennial report of the Professional Board to Council during the Conference at the end of his/her period of office.

As a member of the Executive Board, the PB Chairperson participates in one of the Executive Board's regular committees (currently conference planning, membership development, and policy).

1.5 Paperwork

The PB Chairperson:

• reviews the draft minutes, prepared by the Secretariat before they go to the other PB members as a draft for comment;
• drafts the biennial report of the Professional Board to Council and submits it to the Spring meeting of the PB for approval before it is presented at Council;
• edits the Medium-Term Programme proposals of the various units of IFLA (upon revision of the MTP)
• receives a substantial volume of papers for information.

1.6 Contributed Papers for the Conference

The papers offered for the contributed papers session are refereed and selected by a working group comprising the PB Chairperson, the Vice-Chair, and Coordinator of Professional Activities.

1.7 Representational Visits

From time to time, the PB Chairperson will be invited to represent IFLA at meetings of other bodies, such as Unesco. On these occasions, IFLA may be able to cover the Chairperson’s expenses if they cannot be met from some other source.

1.8 Optional Visits

Visits to Regional Offices and Core Programme offices (International Focal Point and Regional offices) are occasions to become more familiar with the staff, and to emphasize IFLA's gratitude to the host organization for their continuing support. These are undertaken by the PB Chairperson when opportunities present themselves. IFLA has no budget to support these visits.

1.9 Conferences

The PB Chairperson receives numerous invitations to conferences on an ex-officio basis. These are not formal representation of IFLA, and IFLA does not pay expenses.

1.10 Communications

The PB Chairperson and the Coordinator of Professional Activities maintain regular contacts throughout the year by fax, telephone, and e-mail. A variety of correspondence from PB and EB members and from IFLA group officers is received throughout the year.

1.11 Commitment

All in all, the job adds up to about 4-6 weeks away from the day job (including the IFLA Conference and regular PB meetings) every year, and about 3-4 hours every week (on average) dealing with correspondence and communications.

The purpose of this chapter is to:

1.2

Provide for a smooth turnover by having the previous officers complete the year's reports for incoming officers;


1.3

Provide a format for project financial information to be maintained and passed on to successive officers.


1.4

Provide a means for maintaining full and precise information on financial transfers from one account to another.

2.1

Complete the following reports for the current year immediately after the conference and forward them to the new officers:


• Annual report (if still needed by IFLA HQ) to the SC and CB;
• Financial statement: to the SC and CB, with all accompanying project reports (see section on Budgeting);
• Minutes of Annual Conference meetings: to the SC and CB if applicable;
• Circular letter to CB members reporting on items from conference: to the CB if applicable.

2.2

With the above reports, send the SC or CB paper archives to the new officers (see section on Archives).

2.3

Work with new officers to acquaint them with procedures, especially those concerning the finances of the SC or CB.

3.1

Maintain a spreadsheet with complete financial information, updated as necessary and handed down from officer to officer and sent to IFLA HQ when needed.

3.2

Preferably, the Division Financial Officer (i.e., the treasurer of the CB) should be the CB officer representing the CB on the PB. This gives the PB member better knowledge of the financial situation of the CB (necessary for PB activities).

3.3

IFLA HQ will notify the following individuals of all money transfers to the SC, RT, or CB accounts.


• SC and RT Chairperson and Secretary (and treasurer if different from the Chair or Secretary);
• CB Chairperson and Secretary (and Division financial officer if different from the Chairperson or Secretary).

One of the strengths of IFLA and its organization is the diversity of issues treated by the many IFLA professional groups. The Professional Board also wants IFLA to move forward on major developments confronting and at the same time offering opportunities to the profession today. To that end, the Professional Board provides guidance to the professional groups prior to revising the MTP describing IFLA's focus over the next MTP time period.

1. Purpose of the MTP

The development of the MTP and its associated action plans require professional groups to re-examine their mandates, develop a focused approach toward specific goals, and examine their relationships and cooperative activities with other professional groups. Developing work plans for carrying out these goals and monitoring and revising them annually are the natural extensions of each professional group's MTP.

2. Description and Structure of the MTP

Sections
Round Tables
Core Programmes

The Divisions (Coordinating Boards) are considered to have an administrative and coordinating role. Since their activities are carried out through cooperative activities of their constituent Sections and Round Tables, they do not prepare separate MTPs.

The MTPs of the IFLA groups will be brought together into a single publication by the Professional Board and will be the key statement of IFLA direction and activities for the determined period of time.

3. Action Plans

Attachments:

• Summary of Division/Section/RT financial statements
• Financial Statement Form: finsta00.doc [Word 6.0 format, 17.5 KB]
• Administrative Report Form (Worksheet A): wkshta00.doc [Word 6.0 format, 15.0 KB]
• Project Report Form (Worksheet B): wkshtb00.doc [Word 6.0 format, 15.5 KB]
• Proposal for New Project (Worksheet C): wkshtc00.doc [Word 6.0 format, 17.5 KB]

[NOTE: HQ mails blank finance forms to officers each year. Extra copies are available at any time from HQ.]

Abbreviations Used in This Text:

• Each Section's administrative funds are linked to the number of registered members of each Section, whereas each Division and RT gets a fixed amount.
• At each annual conference, Divisions are informed provisionally of their budget for the following year.
• Definition of smaller 'CB projects':- cost not more than 3000 NLG and duration not longer than one year.
• Definition of larger 'PB projects':- budget above 3000 NLG, or duration longer than one year (up to 4 years maximum).
• All projects bearing the IFLA name must be approved (CB or PB as appropriate) even if funding by IFLA is not required.
• A proposal form must be completed for every new project, with full information.
• Annual financial reports and new project proposals must be received at HQ by 1 November. In the case of Sections/RTs which do not submit reports, the PB will withhold funds for the following year.
• All financial reports must be approved by SCs/CBs, signed by Section Treasurers and countersigned by Division Financial Officers.

• The provisions of the IFLA Statutes and Rules of Procedure
• The official statement of IFLA's long-term policy
• The Medium-Term Programme

There is a clear distinction in principle and separation in practice between administrative funds and project funds.

The IFLA financial year is January-December; however, financial management of professional activities is carried out over the "professional year', that is, between annual conferences.

2. Main Action Dates

3.1

Each Standing Committee or Round Table Treasurer and each Divisional Financial Officer must open a bank account in order to accept funds from IFLA HQ as the transferring of funds is done by wire transfer. Obviously, each country has its own banking rules and regulations but treasurers and financial officers should inquire about the following:

• Whether it is better to open a checking account or a savings account;
• Does the account any interest;
• Are there any service charges; and
• What costs are involved with wire transfers.

3.2

Once an account is opened, IFLA Standing Committee and Round Table Treasurers and Divisional Financial Officers will need to provide IFLA HQ with the following information:

• Name and address of the Bank;
• Bank number (needed for wire transfers);
• Account number; and
• Name the bank account is in.

4.1 Levels of Funding

The level of administrative funds allocated to each Standing Committee for a given year will be related to the size of its membership as recorded officially by IFLA HQ in August of the previous year. Each Standing Committee will be in one of the following funding ranges.

Range	Number of members	Allocations
1	0-80	720 NLG
2	81-150	1350 NLG
3	151-200	1800 NLG
4	201-250	2250 NLG
5	251-300	2700 NLG
6	301-350	3150 NLG
7	351-400	3600 NLG
8	401-450	4050 NLG

4.2

The administrative funds for Round Tables and Divisions are fixed at 720 NLG per Round Table and 720 NLG per Division.

4.3

The amount each unit receives will be the above allocation less any unencumbered funds left over from the previous year.

4.4 Purpose of Administrative Funds

4.4.1 Communication
• The routine "housekeeping" costs involved in correspondence and the circulation of information to members, e.g., postage, telephone bills, reprography, stationery (if these costs are not covered by the institution where the officer is employed);

• The costs of meetings of CBs and SCs if these are held outside the annual conference.
  [NOTES:
  
  • Only a small part of these costs can be paid (e.g., in cases of hardship; or when a partial contribution from the group's budget is a condition for receiving matching funds from another source);

  • It is recognized that a committee meeting may be held to deal with project work. Travel expenses incurred in completing a project should not be taken from the administrative funds, however; they should be foreseen and included in the project budget.]

4.4.2 Newsletters

The IFLA Publication Policies (p. 51) state that the newsletter of each Section or Round Table should be produced as inexpensively as possible and distributed free to members of that Section or Round Table. Administrative funds may be used to cover postage or reprography costs.

4.4.3 Brochures or Leaflets

Professional groups are encouraged to produce their own publicity leaflets or "factsheets", preferably in several IFLA languages. Officers can apply to IFLA HQ for advice on production matters. However, officers should note that brochures or leaflets should be produced inexpensively, and that IFLA HQ does not have a budget for production of such material on behalf of IFLA groups.

5.1 General

Projects may fall into 4 categories:
Section/RT projects:
• those funded by an outside source independently from IFLA (including those done on a voluntary basis and with unpublicized contributions from associations or institutions of which project leaders are members or employees);

PB projects:

• those funded by IFLA with money allocated from the budget of the PB;

CB projects:

• those funded by IFLA with funds which the PB allocates from its budget to the CBs;

Joint projects:

• those funded jointly with money from the PB and another source outside IFLA [see Section 3.11].

Projects may take the form of workshops, seminars, surveys, publications, etc.

All projects proposed to be undertaken by IFLA groups, whether or not they require funding by IFLA, must be approved by the Section SC and Division CB concerned. This approval is subject to ratification by the PB.

A Proposal for New Project form (Worksheet C) should be submitted for every new project whether or not the project requires funding.

The PB encourages initiative on the part of Sections and RTs; but IFLA's resources are limited and must be allocated according to precise criteria.

5.2 Criteria for Approval of Projects

When drafting the terms of reference of projects which they wish to propose, professional groups should bear the following points in mind:
1. Projects should have international or supra-regional relevance, and be able to serve as models applicable not only to a specific library or a specific country.
2. Project aims must be in harmony with IFLA's objectives, as set out in the current Medium-Term Programme. The CB's and PB's decision to approve or reject a project takes into account the framework and lines of development which the IFLA group concerned has set for itself in its own MTP.
3. Many IFLA projects are by definition interdisciplinary, i.e. relevant to the field of interest of more than one particular IFLA group. The planning of individual projects should allow for collaboration with other interested groups (including Core Programmes).
4. There may also be an element of international cooperation beyond the boundaries of the IFLA sponsoring group(s), in the planning and execution of projects.

5.3 Timescale

The PB emphasizes the principle of time limits on the implementation of projects; not only because the MTP is designed for the medium term, but also because the results of projects must be disseminated as soon as possible to members of the profession. In an international association relying on volunteer members of individual standing committees, it is necessary to complete projects within the short term.

If it appears that a topic is more general or will be of long-term interest, then consideration should be given to ways of dealing with it by referring it to other cooperating groups or (if appropriate) to one of the IFLA Core Programmes which operate on a longer-term basis.

Certain types of projects may also be divided into "modules" which can be carried out in phases, as resources permit.

5.4 Categories of Projects

5.4.1 Projects managed by the CBs ('CB projects')

From its budget for professional activities, the PB reserves for the CB of each Division an amount of project funds to be managed by the CB. These funds are to be used for relatively small projects of Sections and RTs or of the Division. The CB must approve these projects and they are subject to review by the PB prior to the release of funds.

The allocation reserved for each Division each year will be between 500 NLG and 1000 NLG multiplied by the number of professional groups in the Division (i.e. Sections and RTs). The precise figure in guilders is determined at the first PB meeting at the conference (for the following year's funds).

CB projects must:

• cost not more than 3000 NLG
• last not longer than one year.

Example: the CB of a Division with 3 professional groups will receive 3000 NLG for CB projects if the per unit allocation is set to 1000 NLG for a given year. The CB may allocate 1000 NLG to each group for a small project, or 2000 to one and 1000 to another, or the whole 3000 to only one small project.

5.4.2 Projects managed by the PB ('PB projects' and joint projects)

These are larger projects, longer in duration and usually with higher funding requirements than CB projects. They are carried out by Divisions, Sections or RTs. The maximum duration is 4 years. The budget for estimated expenditure over the 4 years must be given on the original project proposal, to be initially approved then reviewed annually by the CB and then by the PB.

5.5 Number of Projects Allowed Concurrently

1. In principle, at the divisional level only one large project (or 2 small projects) may be operated annually, so that the Coordinating Board can plan for the completion of the project within a realistic timeframe.
2. Sections and RTs should have no more than two large projects under way at any given time. The number of projects allowed will, however, depend on the resources available to particular professional groups, and the final decision rests with the PB.
3. Groups which are already operating the maximum number of IFLA-funded projects may only take on other projects funded from outside IFLA if they first obtain the approval of the CB. The CB will need to be satisfied that resources are not being diverted from existing projects.

5.6 Rules for Projects

1. The maximum duration of any project is: 1 year for CB projects and 4 years for PB projects; but groups are strongly advised to plan for completion of projects within a shorter time. A group may extend the time for a CB project to an additional year without additional funding, if more time is needed.
2. Projects can be split into phases (e.g. a survey and analysis of results; then production of camera-ready copy for publication) which can be funded separately. In exceptional circumstances, a CB may also seek the approval of the PB to allocate "CB funds" to the completion of a project which could not be completed within the maximum time allowed (4 years). The PB will consider each such case on its merits.
3. New project proposals are normally discussed during the year, finalized and approved during business meetings at the Conference, and submitted to the Division Financial Officer during September, with other financial reports, for final approval.
4. At any of its meetings during the year, depending on the financial situation, the PB may decide that money reserved for CB projects which has not been taken up by CBs (i.e. committed to specific projects) will revert to the general PB budget.
5. Funds for CB projects are released to the appropriate Section and RT accounts in January/February of the project year.
6. Funds for all PB projects are kept at IFLA HQ, and released to the group(s) concerned only when HQ receives written notice (a "start signal") from authorized officers [see page 5 and page 8] that a project is ready to start.
7. The budget for estimated expenditure over the life of longer PB projects must be given on the original 'Proposal for New Project' form.

5.7 Implementation of Projects

In order to provide both continuity and a framework for decision-making, it is necessary for Sections to set priorities when planning more than one project. This not only allows choices to be made, at a time of financial restraint, but also, if other resources become available in the short term, to bring forward a further project if this can be completed in the short term and meets other financial criteria.

Professional groups should prepare projects to be ready to start as soon as projects are approved and funded and the "start signal" is given.

Officers can at any time give HQ the "start signal" for transfer of funds for an already approved project about to start. However, officers are strongly urged to bear in mind that:

1. the transfer of first-year funding for longer PB projects must be requested in time for HQ to actually make the transfer before the end of the IFLA financial year, because funds cannot be carried over to the following year;
2. if it is clear that the start of such an approved project will be delayed beyond the end of the first year of planned operation, then the Divisional officers should explain the situation to HQ and to the PB.

5.8 Information Required

All applications for funds for new projects must provide a completed Proposal for New Project form giving a full description of project goals, objectives, methodology, budget and other information.

[NOTE: applications for approval of projects not requiring funding should also include information on these points.]

Depending on the size and nature of the project, budget items could include e.g.: literature searches, cost of documents, essential travel, consultancy fees, clerical assistance (e.g. data input, word-processing), mailing costs, hire of meeting facilities, etc.

Applications for continuation funding for projects in progress should give a summary history of the project - [see Section 5.10 "Reporting"].

5.9 Financial Data

A master record of every project is held at IFLA HQ. This includes data on the original project proposal, reports of progress, and records of payments transferred. A project number is linked to each project in the database, and it should be used on all subsequent reports and correspondence.

An overview of new projects is reviewed at each PB meeting. PB members circulate this information to the members of their CB, who in turn inform their SCs.

IFLA HQ sends copies of data on all projects within the Division to the Division Financial Officer.

5.10 Narrative Project Reports

In order to make project results available to the profession, the persons responsible for approved projects are under an obligation to provide regular reports on progress to SCs and CBs at the IFLA conference. They must also alert SCs and CBs to problems arising in the execution of projects.

This means:

5.10.1

For each project, a progress report must be submitted once a year by the CB to the PB. In practice this is done by means of the standard Project Report Form annexed to the financial statement. The PB will release the approved funds for a subsequent year when a satisfactory Project Report has been received.

If such a Project Report has not been received, or the CB has not judged progress satisfactory, or reasons for delays have not been clarified, payment must be suspended.

5.10.2

The annual Project Report should cover not only what has been accomplished in the corresponding reporting period, but also indicate what work remains to be carried out.

5.10.3

On the completion of a project, a final Project Report Form must be submitted. This report will include a full evaluation of the project, and a closing financial statement.

[NOTE: If funds remaining after the completion of a project are more than 500 NLG (equivalent), they must be declared on the Project Report Form [line E: Balance for Project], and repaid to IFLA HQ. Such funds must not be retained by the group unless specifically authorized by IFLA HQ (for example, if the group is authorized to re-allocate those funds to another approved project which is ready to start). This approval must be obtained in writing.]

5.10.4

Reports on projects should also be made at Section and RT meetings at IFLA general conferences.

[NOTE: As soon as it becomes clear that a project is leading to results which the sponsoring Section/RT would like to have published, then the officers should alert IFLA Headquarters and complete a 'Promotion Plan' form in good time so that HQ staff can take it into account. However, when the final text of such a document is ready, an application must be made to the Professional Board and the Publications Committee at HQ for approval for publication.]

5.11 Joint Funding

5.11.1 With other professional organizations:

If an IFLA group obtains funds for a project from a source other than IFLA's budget for professional activities (e.g. directly from a library association or institution), it must declare the amount of these funds in its financial report.
[Project Report Form(Worksheet B), line C; Financial Statement Form, column C]

5.11.2 With national or international governmental organizations:

In the case of large-scale projects, IFLA HQ may ultimately be able to obtain funding from various government agencies (such as NCLIS, CLR, DSE, CIDA, etc.), from international organizations such as IDRC and the BIEF, or from UNESCO. IFLA officers should not approach such organizations directly, but first submit such projects to the PB for approval, in the normal way. The Professional Coordinator will advise on the possibility of obtaining outside funding, and the (often lengthy) procedures for doing so. (Such funding is obtained under contract between IFLA and the donor organization, and the management of such funds is clearly distinguished from PB funds.)

6.1

The sheet "Financial Statement Form" is to be used for each Standing Committee and Round Table for recording its administrative and project funds.

6.2

Use the currency of the bank account when filling in Columns A-H. Convert the figures into NLG when filling in Columns I and J. Each year, IFLA HQ will issue the appropriate reporting forms as well as a table for converting currencies into NLG.

6.3

At the beginning of each financial year, the administrative funds remaining in the professional group's bank account from the previous year are added to by IFLA HQ to bring the amount up to the maximum level specified above. If no administrative funds remain, IFLA HQ will issue the Standing Committee, Round Table or Division the full amount reflected by the number of members in the Standing Committee's Section, or 720 NLG in the case of Round Tables and Divisions.

[NOTE: If project funds remaining after the completion of a project are less than 500 NLG, they should be retained and added to the professional group's administrative funds, and declared as such.]

6.4

If the account accrues any bank interest, it is usually applied to administrative funds.

6.5

Project funds are requested, authorized and released as previously described in Section 5.

6.6

Once the Financial Statement Form has been filled out, the Treasurer of the Standing Committee or Round Table signs it and sends it, by 1 October, to the Divisional Financial Officer who reviews it. If it is correct the officer signs the form. If it is not, the Divisional Financial Officer works with the Standing Committee or Round Table Treasurer to make any changes.

6.7

The Divisional Financial Officer uses the Summary of Division/Section/RT Financial Statements form to report the administrative funds of the division and the administrative and project funds of each section or round table within that division. On this form, all currencies should be converted to NLG.

6.8

Once the Divisional Financial Officer has completed this form, the Summary Form and the Financial Statement Forms from all the of the standing committees and round tables in that division are forwarded to IFLA HQ, By 1 Novemer. Requests for project funding are discussed during the November/December meeting of the Professional Board.

July:

IFLA HQ mails to all Section/RT officers:

• any revisions of the PB Guidelines on Budgeting for Professional Activities
• standard forms for financial reporting, progress reports on projects and for proposals for new projects.

[N.B. although the IFLA financial year is January ­ December, the IFLA "professional year" is September--August. Officers are required to submit only one set of annual financial reports: that is, reports compiled on the basis of discussion at the annual conference and submitted to HQ by 1 November, are considered by IFLA HQ and the auditors as sufficient documentation.

• officers of Sections and RTs prepare draft financial reports and budgets for their professional groups (including Working Groups operating within Sections) on the official forms;

August:

• The PB determines the amount of funds which each CB will have to allocate to CB projects for the following year.
• during their meetings at the annual conference, SCs and Executive Committees of professional groups discuss their financial situation in detail, including their operating budget and their budget for professional activities. They prepare and/or approve:
  1. a draft financial report;
  2. progress reports of ongoing projects;
  3. a draft budget for the following year;
  4. new project proposals.

[NOTE: The financial report and budget presented to the SC and CB must be approved in all its details: i.e. the SC and CB must examine the administrative expenses and those for professional activities, and satisfy themselves that all expenses are justified, all items are correctly identified, and that individuals making or receiving payments are identified.]

• the financial and project reports, etc. are approved at the second SC meeting, then passed to the Division Financial Officer;
• at the second CB meeting, CBs should:
• review Section finances, as needed;
• monitor the progress of ongoing projects (and approve requests to the PB for the payment of next installments);
• approve new project proposals (and assign a priority ranking where necessary);
• consider whether new projects proposed should be managed by the CB or the PB;
• formally approve budgets for the following year for Divisions, Sections and RTs.

September:

• Section/RT Treasurers prepare their final Financial Statement Form, Project Report Forms, Administrative Funds Report Form, and - for any new project previously approved - a Proposal for New Project form, and send them to the Financial Officer of their Division, by 1 October.

[NOTE: financial reports must be accompanied by all necessary supporting documents (bills, bank statements, etc.). The IFLA auditors may examine these.]

October:

• the Division Financial Officer checks and signs these documents (noting particularly whether ongoing projects should receive further installments), fills in the Summary of Division/Section/RT Financial Statements [see attachment http://www.ifla.org/V/pr/pbfinanc.htm], and sends them to the Professional Coordinator at IFLA HQ, by 1 November.

November:

• staff at IFLA HQ compile the financial information received, and update the master records for projects.
• the Professional Coordinator gives a report on budgets and project proposals to the PB, for consideration at its end-of-year meeting (in November or December).

December:

• the PB sets general guidelines for the allocation of administrative funds.
• the PB ratifies decisions by CBs for the allocation of money to projects for the following year, and decides on the allocation of money to larger projects.
• HQ issues a summary of approved PB project funding for the following year. PB members inform their Sections/RTs about the PB's decisions on funding projects.

January:

• HQ staff calculate the administrative funds required by each Division, Section or RT, on the basis of the Financial Statement forms (supported by copies of financial statements received from the professional groups), and begin making payments.
• payment of approved funds for CB projects is sent to Sections and RTs, and payment for PB projects made (when authorized by the Professional Coordinator) as soon as HQ receives written confirmation that projects are ready to start.

February/March:

• SCs and CBs which meet at this time have a further opportunity to approve changes and reallocations of funding, within the authorized limits, and submit requests to the PB.

April:

• at the PB meeting at IFLA HQ, allocations of funds may be adjusted, if necessary.
• the Professional Coordinator notifies the PB of the balance of funds now remaining for it to allocate to professional activities at its discretion.

Attachments:

The following specimen forms (available at http://www.ifla.org/V/pr/pbfinanc.htm, are attached:

• Summary of Division/Section/RT Financial Statements;
• Financial Statement Form;
• Administrative Funds Report Form (Worksheet A);
• Project Report Form (Worksheet B);
• Proposal for New Project (Worksheet C)

[NOTE: HQ mails blank finance forms to officers each year. Extra copies of the forms are available from HQ.]

IFLA-UNESCO Contracts

IFLA has the status of an NGO (Non-Governmental Organization) in formal associate relations with UNESCO. This often means that IFLA is consulted by UNESCO, and that IFLA has the opportunity to bid for project funding from UNESCO. IFLA is an observer at the meetings of the Intergovernmental Council of the General Information Programme, and also at the General Conference of UNESCO.

Sections and Round Tables of IFLA from time to time carry out projects for which IFLA receives funding from UNESCO (usually from the General Information Programme within the Division of Information and Informatics - UNESCO/INF).

UNESCO works on a Programme and Budget period of two years (referred to as C/5). The current period 1998-99 is the 29th: 29C/5. Each biennial Programme and Budget is formally approved by the General Conference of member states at the end of the year before the period begins - e.g. 30C/5, covering 2000-2001, will be approved at the Conference in November 1999, and come into force on 1 January 2000.

During the 12-18 months before the Programme & Budget begins (while consultations are taking place), IFLA has the opportunity to submit ideas for projects. However, any project ideas that UNESCO accepts in principle are not confirmed for funding for some months. This means that IFLA HQ does not normally submit to UNESCO projects that can be approved and carried out quickly. However, projects with a longer lead time can be submitted.

The Professional Coordinator at IFLA HQ selects proposed Section/RT or Core Programme projects which might be suitable for UNESCO funding, discusses them with the Professional Board, and with PB approval submits them to UNESCO. Such projects may be: training workshops or seminars, surveys and reports, drafting books (such as manuals and guidelines).

[There are two channels for UNESCO funding: via the "regular budget" (the internal budget controlled by the departments of UNESCO with which IFLA has most contacts), and the "Participation Programme" (a budget approved centrally by UNESCO then decentralized to member states or NGOs. Further information about these questions is available from the Professional Coordinator at IFLA Headquarters.]

If UNESCO accepts a project proposal from IFLA and offers funding, the Professional Coordinator will negotiate precise terms of reference and the budget, in close consultation with the officers of the IFLA groups concerned. All such contracts are signed by UNESCO on the one hand and IFLA Headquarters (the contracting party) on the other hand.

Funding from UNESCO varies: some projects funded are small (4-5000 USD) while some are larger (two previous projects were for 30,000 USD and 46,000 USD). All funds are paid directly to IFLA Headquarters, which then pays them out to the IFLA groups or experts who are carrying out the work. IFLA Headquarters usually deducts a percentage for overheads (this is taken into consideration when negotiating the budget).

IFLA is contractually bound to complete projects with the biennium in which they were signed (i.e. by 31 December of 1999, in the current period; by 31 December 2001 of the next period).

The IFLA group (Section, RT, Core Programme office) proposing a project nominates a person to carry out the project. This person reports regularly to the officers of the group and to the Professional Coordinator. The project operator must be in a position to complete the work on time and provide regular reports and draft documents to IFLA HQ (for transmission to UNESCO) are provided for in the terms of the contract.

UNESCO usually divides up funding approved into 1-3 phases: most of the funds are paid to IFLA in the first two phases, and the final smaller amount on completion.

UNESCO retains the copyright in the final document produced, although copyright may be waived if IFLA proposes to publish the final document itself.

[FINAL NOTE: the above advice is an outline only. All such UNESCO projects are managed by IFLA HQ which can provide IFLA officers with more details on request.]

Reporting on Professional Work

1. Communication within the Professional Group

1.1 Meetings

Dates and place of meetings of the Coordinating Boards, Standing Committees and Round Tables should be announced as early as possible and agendas should be circulated well in advance of the meeting. Minutes should be made of each meeting and circulated promptly. It is also desirable to circulate Section minutes to all registered members, for example, in the Newsletter. Officers should send copies of all agendas and minutes to IFLA Headquarters. This is important for the coordination of IFLA's professional work and for the maintenance of IFLA Archives.

1.2 Newsletters

All Sections and Round Tables are encouraged to produce a newsletter for free distribution to their members (i.e. those who are fully paid-up members of IFLA). The production and distribution of the Newsletter is normally borne by the administrative budget of the group or sometimes by the officer's own institution. In the case of very large groups, where the cost of mailing the printed newsletter is considerable, the Professional Coordinator may be contacted to request additional assistance with mailing costs. Some professional groups may also circulate their printed newsletters to interested experts who are not directly involved in the work of the group: In such cases, the Professional Board agrees that a modest charge may be made for the subscription.

SCs/RTs with electronic newsletters may, of course, circulate them at will.

Officers should send eight (8) copies of each issue of their printed newsletter to IFLA Headquarters. These are used to complete the IFLA Archives, for internal information coordination and as sources of notes in IFLA Journal.

Please order labels for circulation from Headquarters for every issue of the Newsletter. IFLA HQ keeps the database up to date and processes all address changes sent to HQ. This is only applicable to Sections, IFLA HQ does not keep records of Round Table membership.

1.3 Annual Reports

Annual Reports of IFLA Professional Groups should contain:
• Date:
  IFLA Annual Report September through August, (year)
  
• Section or Round Table:
  indicate which Section or Round Table
  
• Scope statement of Section or Round Table:
  take from last Medium Term Programme
  
• Membership:
  take from financial reporting papers, include date if desired
  
• Officers:
  include name, address phone fax and e-mail
  
• Information Coordinator:
  include name, address, phone, fax and e-mail; if the Information Coordinator is also an officer, indicate which and do not repeat information
  
• Meetings:
  include for each meeting: when, where and number of attendees; treat all meetings at the conference as one; include major items discussed if of particular interest
  
• Projects:
  include name of project, project leader(s), short description, progress or conclusion and results
  
• Publications:
  citations for all publications; include newsletters, promotional brochures, reports, articles in IFLA Journal, papers from Open Sessions and Workshops published by IFLA or elsewhere; indicate print or electronic; if electronic indicate electronic address (URL).
  
• Conference Programmes:
  include Open Session speakers and abstracts where available, Workshop topics and speakers; attendance estimate; indicate whether there was Simultaneous Interpretation or other interpretation
  
• Relationships with other Bodies:
  include any relationships inside and outside IFLA and indicate activities with each; make only brief reference if already mentioned above
  
• Other events:
  describe any satellite meetings, seminars, workshops and conferences held during the year by the Section or Round Table; indicate events attended on behalf of the Section or RT; do not repeat if already mentioned above
  
• Author:
  name of the person writing the Annual Report
  
• Date:
  date of report
  

2. Communication with IFLA and the Library World

2.1 Section and Round Table Leaflets

As new programmes and projects are developed by the IFLA Core Programmes and Divisions and the Standing Committees of the various IFLA Sections and Round Tables, the need to make the public aware of these activities grows. A variety of publicity methods can be used to publicize the objectives and professional Activities of your professional group. The most obvious means to reach a general or specific audience is a folded brochure or leaflet. The purpose of a Section or Round Table brochure or leaflet is to directly communicate an informative message to a general, or specific, audience.

All professional groups within IFLA are encouraged to produce a folded brochure or leaflet providing the members and non-members with tailored documentation. The compilation and translation of a publicity leaflet is considered to be one of the main responsibilities of the IFLA Standing Committee members.

2.1.1 Format
Folded brochures or leaflets are tri-fold publications. The general format is A4 (29.7 X 21 cm).

2.1.2 Lay-out
Standard templates for making leaflets now exist in a variety of computer software packages. For example, in Word, brochures & leaflets can easily be created by setting the paper size A4 (29.7 X 21 cm) Landscape and using columns. For a tri-fold brochure or leaflet, copy can be printed on both sides of the page with three columns of information per side (see figure 1).

The leaflet must contain the IFLA logo and IFLA's full name and address. IFLA HQ can provide you with the standard IFLA logos - available in several sizes - on request (c.r.c. samples enclosed).

2.1.3 Contents
A general text describing the general purpose and professional objectives of the various groups within IFLA and the benefits of IFLA Membership is available from IFLA Headquarters.

In general, a brief description of the nature and purpose of the Section or Round Table and a survey of past, present and future projects, publications and meetings forms the main information that should be given. Information in leaflets from 1997 onwards must correspond to the new Medium Term Programme.

You may consider including quotes from IFLA members.

2.1.4 Illustrations
Illustrations may contribute favorably to the appeal of the documentation and the interest of the public.
Put illustrations right across the width of the column(s).

2.1.5 List of Section Officers
A list of Section Officers and Standing Committee members can be added on an insert. This will avoid having to adjust the leaflet after elections.

2.1.6 Application Forms
You may consider including an application form:

1. an IFLA Membership application form and Section Registration, or
2. a request form for information about joining IFLA to sent to IFLA Headquarters

2.1.7 Translations
IFLA strives to have all documentation available in its five working languages: English, French, Spanish, German and Russian. We would very much welcome your efforts in producing leaflets in the languages mentioned, and encourage translations in other languages. Should you require any assistance in this matter, please contact IFLA HQ.

2.1.8 Reproduction
Brochures and leaflets can easily and inexpensively be reproduced on a photocopy machine. This enhances the creative possibilities by using a variety of colored paper as colour increases the effectiveness of the contents and the message of the leaflet.

[NOTE: Requests for information on the professional activities of the various Divisions, Sections and Round Tables are received at IFLA HQ on a daily base. To illustrate the nature and activities of the professional groups, both present and potential members are provided with relevant leaflets and (copies) of Newsletters. It is therefore important to have this documentation available at all times!]

Figure 1. Sample tri-fold brochure or leaflet design

2.2 IFLA Journal

IFLA Journal contains articles and a news section. This paragraph is concerned with the news section. Each professional group should appoint an "Information Coordinator" who will regularly inform the secretary of the Editorial Committee of the IFLA Journal of important events, projects, and meetings organized by the group for inclusion in the news section. The Journal has a considerable circulation so that information on professional activities recorded in it reaches a wide range of librarians.

2.3 Council Report

The Council Report supersedes the IFLA Annual on a limited basis, as its purpose is more like that of an annual report for use as a promotional pamphlet for IFLA as well as an internal report. It is historical in nature, covering IFLA activities over a two-year period and focuses on the topics of Access; Electronic activities; Preservation; Services and Standards; and Professional Development. General information about IFLA is also included.

2.4 IFLANET

IFLANET was proposed in 1993 in an effort to improve administrative and organizational communication among IFLA Headquarters, its regional offices, its membership, and the library community worldwide. The first steps towards this goal were the creation of IFLA-L in 1994, followed by the development of IFLANET, IFLA's World Wide Web service in 1995. In 1997, the first mirror web page for IFLANET was developed at INIST (France). A Second mirror site in Singapore is operational since August 1999.

Since its inception, IFLANET has provided IFLA with enhanced communications and has succeeded in creating a "virtual IFLA" that is available to its members and to the wider international library community. IFLANET has become a well-known source for library-oriented information on the Internet. Most Sections and Round Tables have begun to provide documents, reports, and project information on the Web site. All Core Programmes are using the service to promote their activities.

[NOTE: See the next chapter "IFLANET Policy and Procedures" for a full description of IFLANET.]

2.5 Other Publications

IFLA professional groups should report to the library community on results of their research and projects. This can be done through articles in professional journals and by separate publications such as guidelines, manuals and proceedings of specialized meetings. These may appear as IFLA publications as appropriate. Copies of reports on IFLA Section or RT activities appearing in non-IFLA publications should be retained for historical files and attached to annual reports of the Section and Round Tables.

Now that the Web site has become an integrated part of IFLA, it has been officially recognized as the primary and exclusive vehicle for electronic communications within IFLA and the repository of all official, online IFLA information and documentation, regardless of language.

This document covers several items of policy and procedure:

• roles and responsibilities of IFLANET, IFLA Headquarters, and the Divisions, Sections, and Round Tables
• mirroring of the IFLANET Web site on other continents
• centralization of IFLA electronic resources
• multilingual documents
• IFLANET document formats
• instructions to authors submitting works for electronic publication
• the IFLANET Unplugged CD-ROM
• mailing list policies and procedures

  1. IFLANET Roles and Responsibilities

  The development, administration, and management of IFLANET involves several tasks, such as coordinating the collection of documents, HTML coding, scanning, and site maintenance. The tasks are carried out by several responsibility centres, which include:
  • IFLA HQ
  • IFLANET Administration
  • Divisions, Sections, Round Tables and Core Programmes
  • National Library of Canada

  Detailed descriptions of the tasks performed by each entity follows below.

  1.1 IFLA HQ

  IFLA HQ is responsible for collecting and providing to IFLANET Administration the information and documentation to be placed on IFLANET. This information includes, but is not limited to:
  • information about the Divisions, Sections and Round Tables (specifically, Scope Statements, Objectives, Goals and Action Plans)
  • membership activities
  • journal articles
  • press releases
  • conference papers
  • other general IFLA information.

  Documentation from the Divisions Sections and Round Tables and Core Programmes is also sent to IFLANET Administration directly.

  1.2 IFLANET Administration

  IFLANET Administration is responsible for overall electronic services management and for all routine, day-to-day functioning of the central IFLANET Web site located at the National Library of Canada (NLC). IFLANET Administration performs both management functions and technical functions, outlined below.

  1.2.1 IFLANET management functions

  IFLANET management functions include:

  • preparing the overall design of the IFLANET WWW service
  • maintaining consistency across the IFLANET WWW service, including preparing received documents and maintaining guidelines for Division, Section and Round Table distributed sites
  • reporting Web statistics at the central IFLANET site
  • liaising with IFLA HQ, Divisions, Sections and Round Tables and Core Programmes
  • liaising with NLC regarding IFLANET structure and technical issues
  • archiving all documents appearing on the central IFLANET site
  • developing and maintaining unique IFLANET services and collections
  • assisting IFLA Headquarters with electronic promotions
  • moderating IFLA's IFLA-L, DIGLIB, and LIBJOB discussion lists
  • new services development.

  1.2.2 IFLANET technical functions

  IFLANET technical functions include:

  • managing IFLANET directory structure
  • uploading files to the infoserver
  • performing HTML coding or generating PDF files, as appropriate
  • performing image scanning
  • compiling Web statistics
  • link checking
  • graphic design
  • perform initial setup of discussion lists and to provide list owners with documentation
  • storage capacity planning, in cooperation with NLC staff
  • bandwidth capacity planning, in cooperation with NLC staff
  • software upgrades, in cooperation with NLC staff
  • hardware upgrades, in cooperation with NLC staff
  • construct Web site indexes, in cooperation with NLC staff
  • plan, model, and develop database applications, in cooperation with NLC staff
  • trouble-shooting of Web pages and discussion lists
  • performing other technical tasks, as required.

  1.2.3 IFLANET research functions

  IFLANET Administration provides technical advice on all aspects of the development and management of electronic services including:

  • developing strategies for efficient management of the service
  • investigating, evaluating and analyzing software tools such as, WWW authoring tools, WWW management tools, and WWW server/DBMS systems
  • monitoring and analyzing next-generation Internet tools that may have an impact on IFLANET services
  • making recommendations to IFLA about the application of Internet developments.

  1.3 Divisions, Sections, Round Tables (DSR) and Core Programmes

  The Divisions, Sections, Round Tables and Core Programmes provide IFLA members with electronic access to content through the central IFLANET Web site located at the National Library of Canada. Specific tasks performed by the Information Coordinators include:
  • content development, include gathering existing text or arranging for original authoring
  • sending documentation about activities (e.g., projects, newsletters, special tools or resources) to IFLANET according to IFLANET guidelines
  • providing camera-ready copy for creation of PDF files if documents are not available in electronic form
  • keeping submitted materials and links up-to-date.

  [NOTE: Updates or changes to personnel listings or to Scope Statements, Objectives, Goals, and Action Plans must be sent via IFLA Headquarters and not directly from IFLA units.]

  2. Independent IFLA Websites

  IFLANET is officially recognized as the primary and exclusive vehicle for electronic communications within IFLA and as the repository of all official online IFLA information, regardless of language. As such, IFLA units are not to create their own independent Web sites containing official IFLA information and documentation, but must place their documents on IFLANET located at the National Library of Canada.

  Creating independent Web sites raises serious issues regarding look-and-feel, quality control, indexing, archiving, mirroring, and production of the IFLANET Unplugged CD-ROM. The advantages of centralizing IFLA official information and publications are outlined in the section.

  2.1 Advantages to Maintain All Information on IFLANET

  IFLANET centralization refers - not to control over content, which remains the purview of IFLA units - but to the storage of Web-accessible information about IFLA on the IFLANET server (currently residing in Canada). There are distinct advantages, for both individual IFLA units and for the IFLA organization as a whole, in putting all information on IFLANET. Using IFLANET as the central host:
  • Putting materials on IFLANET allows IFLA units to focus their energies on content, rather than the minutiae of running a Web site. While it is easy to create a simple HTML document, creating more complex HTML documents, ensuring adherence to recognized standards, providing search tools, keeping in step with hardware and software advances, is decidedly more difficult. With IFLANET as the central repository, such tasks are done for the IFLA unit, allowing more resources to can be put toward carrying out core activities.

  Document Management Issues

  • Materials on IFLANET are updated according to a regular schedule. Because there are staff devoted exclusively to managing IFLANET, materials are kept up-to-date.

  • Materials held on IFLANET are mirrored on official IFLANET mirrors. Materials stored on independent Web sites will not be represented on mirror sites because mirroring software only copies files from the IFLANET. There are currently two mirror sites located in France and in Singapore, with two others planned for the remaining IFLA Regions (i.e., Latin America and the Caribbean, and Africa).

  • Materials held on IFLANET are included on the IFLANET Unplugged CD-ROM. Only materials located on IFLANET can be included on CD-ROM products, or any future products and services. External materials, such as those on independent Web sites, are not included. Further, IFLANET has been specially designed to facilitate CD-ROM production (as well as mirroring). Independent Web sites have not necessarily been so designed.

  • Materials held on IFLANET are retrievable using the IFLANET keyword search tool. IFLANET has an advanced, Oracle-based search tool that indexes and makes key-word accessible all documents held on the Web site. The contents of independent Web sites are not indexed. Thus, searches of the main IFLANET index will not retrieve documents located off-site.

  • Materials held IFLANET will be part of IFLANET's long-term archive. Safety backup and long-term archiving of IFLANET information can only guaranteed when it is stored at the institutionally-supported central IFLANET site.

  Authoritative Site Issues

  • Materials on IFLANET have a recognizable "brand" or corporate look-and-feel. Independent Web sites cannot be guaranteed to conform to IFLANET's look-and-feel, nor will they be included in any future changes to that look-and-feel. It is very difficult to maintain consistency across independent Web sites. Individuals working autonomously will tend to use divergent styles. It is important the IFLA present a common and consistent "corporate image" in its electronic offerings. When all materials are held centrally, look-and-feel can be maintained and quickly modified when needed.

  • IFLANET is easily identifiable the authoritative IFLA Web site. IFLANET, and its mirrors, provide one place to look for IFLA users. With one site, there is no confusion among users as to which IFLANET site is authoritative.

  • Holding all materials on IFLANET allows for the provision of consistent user support. IFLANET allows IFLANET Administration to respond rapidly and authoritatively to user comments and concerns.

  Quality Control Issues

  • The placement of materials on IFLANET allows for easy modification, link checking, and updating. Global changes across all IFLANET documents can be undertaken with relative ease, as can regular link checking and document updating. This is not so for independent Web sites which may vary as to the regularity of maintenance changes.

  Management Issues

  • Only materials held on IFLANET will be included in any initiatives designed to keep the Web site in step with network advances. Examples of these initiatives are the addition of document metadata, Java scripts, Cascading Style Sheets, Dynamic HTML, or Extensible Markup Language (XML).

  • Independent Web sites of Sections, Divisions, and Round Tables cannot be guaranteed to have continuous support over time. The responsibility for these IFLA units can shift from person to person and institution to institution over time, putting the support of existing independent Web sites in question. A central, institutionally-supported Web site is less susceptible to service failures, economic variance, shifting priorities, and personnel changes, than independent IFLA Web sites.

  2.2 Policy regarding IFLANET

  The Policy outlined below is designed to strengthen the official status of IFLANET as the central repository of electronic information within IFLA.

  The Executive Board decided, in August 1999, that:

  2.2.1

  IFLANET is officially recognized as the primary and exclusive vehicle for electronic communications within IFLA and the repository of all online IFLA-related information regardless of language.

  2.2.2

  Individual IFLA unit Web sites are prohibited, and those in existence shall be migrated to IFLANET.

  2.2.3

  IFLA Annual Conference sites shall be hosted on IFLANET. Further arrangements shall be made with the Conference Organizers to cooperate on various aspects of their creation, with some pointers to external sites (e.g., online registration databases, hotel information). However, the main Conference site shall reside on the IFLANET server. A clear statement of roles and responsibilities shall be added to the IFLA Conference Organizers binder.

  2.2.4

  Consortia of members in a country or language group may establish a site making use of some IFLA material that they translate. However, such sites can only be created if it is made clear that they are not official IFLA sites and if they do not carry the IFLA logo.

  [NOTE: For this purpose "IFLA unit" is defined as any Division, Section, Round Table, Discussion Group, Core Programme and other Core Activities, Regional Offices and any comparable unit which might be established in the future]

  3. Mirroring IFLANET

  IFLANET is a popular resource for librarians, and is accessed from over 100 countries around the world. However, the majority of international users face long download times because IFLANET currently resides at a single location in Canada and Internet links have become congested. To remedy this situation, IFLANET Administration strives to have the central site "mirrored" in the IFLA Regions. Mirroring consists of making an exact copy of an entire Web site at another location that: a) reduces the load at a primary site; and b) avoids the need to use slow intercontinental links when users reside on different continents.

  Efficiently managing the mirroring of a Web site requires the use of mirroring software. Another alternative, that of compressing and transferring an entire site as one file is not recommended. This recommendation is based common Internet practices for mirroring. The two methods are discussed in detail below.

  IFLANET is a popular resource for librarians and is accessed from over 100 countries around the world. However, many international users can face long download times when using the IFLANET server in Canada because Internet links can become congested. To remedy this situation, IFLANET Administration, in cooperation with IFLA HQ, is developing mirror sites in the IFLA Regions.

  Mirroring is useful in circumstances where the local (regional or national) network is fast but the connections beyond this fast region are considerably slower. Local users benefit from mirrors since the speed of delivery of information is increased. Mirror sites also reduce the number of accesses to the master server, decreasing its work load, and further reduces the traffic on congested, critically slow sections of the network.

  3.1 Mirroring Software

  Efficiently managing the mirroring of a Web site requires the use of mirroring software. It works by making regular copies of the files from a master source to another server. The copying is often carried out on a daily basis, at off-peak times, transferring only those files that have been changed since the previous copying operation.

  IFLANET Administration recommends the use of WebCopy mirroring software located at
  http://www.inf.utfsm.cl/~vparada/webcopy.html. However, other versions of mirroring software are available at:
  http://info.webcrawler.com/mak/projects/robots/

  [NOTE: Due to the systems security policies of the National Library of Canada, FTP-based mirroring software cannot be used. HTTP-based mirroring software is required.]

  3.2 IFLANET mirroring policy

  Potential IFLANET mirror sites must agree to the polices and procedures listed below before they can become candidates for IFLANET mirror sites.

  IFLANET mirror sites will be expected to:

  • run HTTP-based mirror software on their local server
  • maintain the currency of an IFLANET mirror according to a regular, agreed-upon schedule
  • mirror the site in its entirety, without deletions, additions, translations, or modifications to content or URLs
  • retain absolute URL pointers back to the central IFLANET site when CGI, gateway or indexing services are referenced
  • compile and deliver monthly statistics regarding the use of the mirror.

  3.3 Becoming an IFLANET Mirror Site

  IFLANET Administration plans to have the central IFLANET site mirrored in the three IFLA Regions: Africa, Asia and Oceania, and Latin American and the Caribbean. There is currently a mirror in France and in Singapore. Candidate mirror sites will be selected according to:
  • the geographic location of the institution
  • the availability of bandwidth in the institution's region
  • the technical capability of the institution to support a Web site.

  To inquire about becoming an IFLANET mirror site, please contact IFLA HQ. Candidates will be asked to fill out a technical questionnaire to help determine site suitability. Once selected, mirror sites will be required to sign a memorandum of understanding with IFLA HQ and IFLANET Administration outlining roles and responsibilities of the signatories.

  4. Multilingual Documents on IFLANET

  IFLANET Administration will make every reasonable effort to make multilingual documents available, as provided by IFLA units. IFLANET Administration, however, cannot translate documents. Translations must be provided by the IFLA unit supplying the original.

  Documents that require extended character set support (i.e., for accented characters) should not use US ASCII format, which does not provide extended character support. Instead, they should be coded in the ISO Latin 1 character set. Users are requested to contact IFLANET if they have any questions about this issue.

  Because the display of non-Roman character sets can be problematic on the Web, materials written in non-Roman lettering should be submitted as camera-ready copy. They will be scanned and put up on IFLANET in Adobe Acrobat PDF format.

  5. Publishing on IFLANET

  IFLANET Administration will work with content providers (authors or organizational units) to determine the appropriateness of a new resource and the technical feasibility of providing it. Due to resource constraints, large-scale projects (e.g., databases) will be dealt with on an case-by-case basis.

  The remainder of this section outlines the procedures to be used by authors wishing to publish electronically on IFLANET.

  5.1 Materials Eligible for Electronic Publication on IFLANET

  In principle, all IFLA's publications will be made accessible via IFLANET. IFLA publicity materials and various membership publications (including IFLA Directory, IFLA Statutes) are already on IFLANET. The responsibility for the inclusion of these materials and the updating of it rests with IFLA HQ staff. IFLA's publisher, K.G. Saur, approves of the making available of IFLA Publications via IFLANET as it is expected that this will have a positive effect on overall sales.

  5.1.1 IFLA Journal

  Starting with the 1997 volume the IFLA Journal will be placed on IFLANET. Discussions are currently underway with regard to the possibility of making issues of IFLA Journal - particularly of the News Section - available on IFLANET even before the paper copy has been produced. Also, it is being discussed whether back issues of IFLA Journal will also appear on IFLANET. Agreement will need to be reached on how far back the issues should go. The presentation on IFLANET will indicate that IFLA Journal is part of the benefits of IFLA Membership and this it is made available on a complimentary basis electronically as an experiment.

  5.1.2 IFLA Professional Reports

  Henceforth, the full text of every IFLA Professional Report published will be placed on IFLANET. Existing Professional Reports will be assessed individually with regard to their current timeliness, relevance, etc.

  5.1.3 Monographs

  Monographs in the series, IFLA publications will be assessed individually: although in most cases, because of considerations of space and volume, only the contents and introduction alone will be placed on IFLANET.

  5.1.4 Conference papers

  IFLA Conference papers are put on IFLANET and the IFLANET Unplugged CD-ROM in a standardized format. Papers from all conferences will be kept in perpetuity on IFLANET.

  5.2 Permissions and Copyrights

  Authors are expected to respect international and national copyright conventions and obtain appropriate permissions for electronic publication whenever appropriate.

  6. Preparing Documents for Submission to IFLANET

  Authors should follow the following procedures and guidelines when preparing their documents for submission to IFLANET.

  6.1 Supported Electronic File Types

  IFLANET can accept documents in the following formats only:
  • WordPerfect
  • MS-Word
  • PostScript and Encapsulated PostScript
  • Adobe Acrobat PDF files

  IFLANET cannot accept files in desktop publishing formats (i.e., PageMaker, Ventura) or in other proprietary formats. Information Coordinators wishing to supply database information to IFLANET are requested to contact IFLANET Administration directly.

  If graphics are embedded in a document, they should be made available as separate files. File formats should be GIF, JPEG or TIFF. Proprietary graphics formats such as Corel or Microsoft cannot be converted by IFLANET Administration.

  If materials are to be compressed for transfer, please use common compression formats (PKZip or WINZip are preferred).

  6.2 Required Administrative Metadata

  To help identify materials sent for publication on IFLANET, all texts should include the following administrative metadata:
  • author(s)/organization name(s)
  • Information Coordinator's name
  • IFLA Unit or other affiliation
  • descriptive document title
  • email address
  • mailing address/phone number

  6.3 HTML (Hypertext Markup Language) Support

  A significant policy change since the last edition of the IFLA Officer's Handbook is that IFLANET Administration no longer encourages IFLA units to do their own HTML coding. In practice, it is very difficult to maintain consistency across IFLANET when many individuals engage in HTML coding independently. It takes more time to modify documents received in HTML format, than to code them locally in their entirety. It has become established (and the preferred) practice at IFLANET to receive materials as word-processed documents which are subsequently HTML coded by IFLANET personnel. Information Coordinators are asked not to send HTML documents.

  6.4 Supplying Informaiton About Document Structure and Placement

  To facilitate HTML coding and placement of documents on IFLANET, Information Coordinators and other contributors must provide information about their documents' structures and proper location. While standard templates are used on IFLANET, information about a document's structure is required to construct it appropriately (a simple way of providing structure information is to send a paper version, if available, along with the electronic text).

  Please provide the following information about document structure and placement:

  1. Indicate what the document is, and where it should go on IFLANET. Please provide the specific URL of the page from which the new page should be linked.
  2. Indicate where graphics, if any, should be placed in the document.
  3. Indicate what the linkages are among components in multi-component documents.
  4. Indicate what the linking text is on the "parent" page from which the new document links (that is, the string of words that should be active as the link).

  6.4.1 Modifying Existing Pages

  When modifying existing pages, please be very specific as to what page, and where on that page, you want changes to be made. IFLANET Administration deals with hundreds of requests per year to modify the many thousand of pages on IFLANET. Thus, it is imperative TO BE SPECIFIC. In addition to the information outline in Section 4, please include the following information when making changes:

  1. Include the URL of the page you want modified. Please include the filename as it exists on IFLANET.
  2. Indicate clearly what paragraphs are to be changed or replaced.
  3. Indicate clearly what links are to be added, or removed (include the URL).
  4. Please supply linking text.

  [NOTE: Please provide URLs and filenames when referencing documents and pages on IFLANET. This is the most efficient way of identifying pertinent pages out of the thousands that are maintained by IFLANET Administration. ]

  6.5 File Naming Conventions

  File have both names and extensions. The file names are the first eight letters (according to the DOS standard) and the extensions are the three letters following the dot. Standard extensions are used to denote the file type and application used to create the file. To aid in managing files, authors are asked to adhere to the following conventions:

  Text files:	filename.txt
  WordPerfect files:	filename.wp5
  MS Word files:	filename.doc
  PDF files	filename.pdf
  PostScript files	filename.ps
  Encapsulated PostScript files	filename.eps
  JPEG files	filename.jpg
  GIF files	filename.gif
  TIFF files	filename.tif

  6.6 Tables

  In general, IFLANET will not recreate large tabular data due to the time-consuming nature of this process. Simple or small tables will be converted whenever possible.

  6.7 Databases

  Database projects, which can be resource intensive, will be dealt with on a case-by-case basis. Please contact IFLANET Administration directly to discuss the possibility of creating databases of materials.

  [NOTE: Updating databases remotely by non-National Library of Canada (NLC) personnel is prohibited by NLC's security policy.]

  6.8 Non-Electronic Submissions

  Information Coordinators should submit their documents in electronic format where possible. In cases where this is not possible (e.g., lost files, non-Roman characters), paper documents will be scanned and converted to PDF for delivery through IFLANET.

  [NOTE: IFLANET personnel will not re-key or OCR paper documents. ]

  6.9 Sending Files to IFLANET Administration

  The following methods are acceptable for sending files to IFLANET Administration.
  6.9.1 Electronic Mail Attachements

  IFLANET can receive electronic mail attachments from mail systems that support the Internet MIME (Multimedia Internet Mail Extensions) standard. This is the preferred method of receiving materials. Simply attach the document to a notification message and send it to: IFLANET@ifla.org.

  6.9.2 File Transfer Protocol (FTP)

  Users can send files via FTP to IFLANET. For security reasons, the login and password must be obtained directly from IFLANET Administration.

  Users are requested to send an email message to IFLANET Administration when files have been transferred.

  6.9.3 3.5" Diskette

  Electronic files can be sent to IFLANET on 3.5" diskettes using the IFLANET postal address. Diskettes should be clearly labeled as to their contents and should be formatted for MS-DOS-based PC's. An index file describing the contents of the diskette should also be included.

  7. Preservation and Archiving IFLANET

  IFLANET Administration will be responsible for preserving and archiving the contents of IFLANET. A "snapshot" of IFLANET will be taken periodically and preserved.

  8. IFLANET Unplugged CD-ROM

  IFLANET Unplugged is a CD-ROM version of the online IFLANET Web site. The CD-ROM version has been developed to both promote the online site and to provide conference attendees, especially those without an Internet connection, with the information available at the online site. Attendees can use the disc either as a offline resource in itself, or as a local mirror site if they have an Internet connection. SilverPlatter Information continues to underwrite the costs of the CD-ROM, and provides valuable assistance with its production.

  8.1 Conference Paper on IFLANET Unplugged

  In 1998, the focus of IFLANET Unplugged was shifted from simply an offline copy of the Web site to a vehicle for distributing Conference papers in electronic form. The disc still contains all IFLANET information, but also includes all Conference papers received by IFLA HQ by the due date they set each year.

  8.2 Getting Changes Reflected on IFLANET Unplugged

  Information Coordinators and other contributors are advised that the final date for submitting changes for the CD-ROM is May 30^th of each year. This is the cut off date for getting additions, deletions, or modifications to information on the CD-ROM. Materials received after this date will be available on the online site only.

  9. IFLA Mailing Lists

  Under most circumstances, IFLANET can provide IFLA members with LISTSERV mailing lists on topics related to the mandate of IFLA. Due to the potential for significant technical resource requirements posed by mailing lists, proposals for lists will have to be addressed on a case-by-case basis in consultation with the Information Technology Services branch of the National Library of Canada. The appropriateness of proposed topics will be evaluated by IFLA HQ.

  9.1 Starting an IFLA Mailing List

  In general, small and closed lists pose few problems and have only marginal resource requirements.

  Proposals for new lists should provide the following information:

  1. The short title (i.e., list name) of the proposed list, (e.g., DIGLIB)
  2. A descriptive, long title of the list, up to 75 characters (e.g., Digital Libraries Research Mailing List)
  3. One or more individuals who will be responsible as list owner (see below for responsibilities of the list owner)
  4. The email addresses of list owners
  5. A short paragraph describing the purpose of the list (the scope note). This note will be used in the welcome message that will be automatically sent to each subscriber.
  6. A statement whether the list is open to the public or closed
  7. A statement whether the list is moderated or unmoderated.

  Please send the proposal toIFLANET@ifla.org.

  9.2 Responsibilities of List Owners

  List owners are responsible for the list, and each list must have a list owner. List owners are typically someone from the community of users served by the list. The new list owner is expected to develop familiarity with the LISTSERV software and is expected to deal with the routine technical considerations of list ownership and email management.

  List ownership confers certain responsibilities on individuals. These are:

  • to respond to subscriber requests for information
  • to maintain the integrity and accuracy of the mailing list
  • to subscribe, unsubscribe, and change the options for users as required
  • to deal with the email errors resulting from failures in transmission, inaccurate mailing list information, or other sources of mail interruption.

  Mailing list owners are expected to become self-sufficient. Management of mailing lists is strictly that of the list owner once the initial set-up occurs. List owners are also responsible for providing information beyond LISTSERV default information to subscribers, such as questions about the list itself.

  A quick start manual for list owners is available at: http://www.lsoft.com/manuals/qs/qs.html. The full LISTSERV list owner's manual can be found at: http://www.lsoft.com/manuals/owner/owner.html.

  9.3 Responsibilities of IFLANET Administration

  IFLANET Administration will:
  • provide guidance and documentation for setting up lists on the LISTSERV
  • provide a limited amount of continuing technical support.
  • will not act as list owners or moderators for any new lists

  Lists that are unused, dormant or poorly maintained may be removed from the LISTSERV in consultation with the list owner and IFLANET Administration.

  9.4 Migration of Existing Lists to the IFLANET Server

  If a list is to be started with a pre-existing list of subscribers, the list must be supplied in the following format:

  email@address firstname lastname

  Examples:

  joe.smith@library.ca Joe Smith
  j.baker@stage.us Janet Baker
  dewey@public.library.uk Melvyl Dewey

  [NOTE: There can be only one space between each of the email address, first name and last name. Failure to do otherwise can have an impact upon the conversion of the addresses to the LISTSERV.]

  9.5 Discussion Lists Archives

  In general, list archives will not be maintained. Requests for exemptions will be dealt with on a case-by-case basis.

  10. Contacting IFLANET Administration

  To send materials for coding and uploading on IFLANET, to make inquiries about the Web site, or to make comments, please use IFLANET@ifla.org. Please do not send IFLANET materials to individual staff members.

  Electronic mail: IFLANET@ifla.org	Mailing Address:
  Telephone: +1- 819-994-6963	IFLANET Administration
  Fax: +1-819-994-6835	International Office for UDT
  URL: www.ifla.org	c/o National Library of Canada
  	395 Wellington Street,
  	Ottawa, Ontario, K1A 0N4, Canada

1. Introduction

Many of these potential publications are on technical subjects and are directed at a small or highly specialized audience, and therefore the potential market is limited. In order to reduce the time of IFLA Headquarters staff devoted to the publishing programme and to recover costs of the programme while ensuring that information on IFLA's professional work reaches all who need it, each potential publication should be carefully examined to determine the best method of dissemination. The sponsoring professional group should be closely involved in this exercise.

IFLA has the first publishing right of all manuscripts and documents prepared under its responsibility and by its professional groups, including papers presented at IFLA Conferences.

Since the first edition "IFLA's Publications Policy and Manual of Procedures" was issued (1994), IFLA has intensified its publications programme via IFLANET (see pages 36-48) in this publication. Present policy indicates that all documents prepared by professional groups should also be submitted on floppy disk for ease in transferring files to the IFLANET site.

2. Objectives of the Publications Programme

2.1

To provide services to IFLA members and the international professional library and information science community and support the services that they provide.

2.2

To contribute to the body of professional knowledge and its literature.

2.3

To provide communication between IFLA members.

2.4

To publicize and market IFLA and its activities.

2.5

To achieve a financial balance between revenue from all sources, including sales, with those of expenditure

3. IFLA Publications Committee

3.1 Membership

One representative each from the Executive Board and Professional Board, one of which will act as Chairperson, and the Secretary General as an ex-officio, non-voting member; the Executive Officer as Secretary. Other persons may be co-opted as appropriate.

3.2 Terms of Office

EB representative: 4 years and renewable for two years;
PB representative: 2 years, may be renewable if still a PB member;
Members at large: co-opted for the required period.

3.3 Relationship with Editorial Committee of IFLA Journal

The Publications Committee recognizes the role of the Editorial Committee of IFLA Journal as laid down in its Statute. The Chairperson of the Editorial Committee participates in the Publications Committee meeting at the annual conference. A member of the Publications Committee should attend meetings of the Editorial Committee as necessary and at least during the annual conference.

3.4 Meetings

The Publications Committee holds working meetings as necessary either prior to or following the meetings of the Professional and Executive Boards and meets during the annual conference. The majority of its business is conducted by correspondence.

3.5 Terms of Reference

3.5.1

Oversees the IFLA publications programme (including Core Programme, Division, Section and Round Table publications, and Professional Board, Executive Board, and Secretariat materials) and establishes policy, provides direction and cohesion, sets standards, reviews performance, analyzes marketability and determines cost-benefit performance.

3.5.2

Reviews proposals for new publications from the Professional and the Executive Boards and from IFLA Headquarters. The Professional Board and the Core Programme directors establish mechanisms to examine publication proposals for relevance and quality and make recommendations for publication.

3.5.3

Establishes design criteria and reviews publications to maintain a cohesive style and corporate identity (house style).

3.5.4

Advises the Secretary General on fiscal and budgetary matters and contractual arrangements with publishers and printers.

3.5.5

Implements IFLA policy regarding the use of acid-free (permanent) paper for all internal and external communications, where possible.

4. Scope of the Publishing Programme

The timeliness of a publication should be ensured. Proceedings which are not published within three years of the meeting (conference, seminar, workshop, etc.) will not be accepted for publication by IFLA.

In principle, all IFLA publications will be made accessible via IFLANET. IFLA publicity materials and various membership publications (including IFLA Directory 1998-1999, IFLA Statutes and Rules of Procedure) are already up on IFLANET. The responsibility for the inclusion of these materials and the updating of it rests with IFLA HQ staff. IFLA's publisher, K.G. Saur, approves of making available the series, IFLA Publications via IFLANET as it is expected that this will have a positive effect on overall sales.

5. Categories of IFLA Publications

5.1 Membership and Administrative Publications

Objectives:

To provide to the membership the basic information on the organization necessary for IFLA staff, officers and members to carry out their work, namely the Statutes and Rules of Procedure; directives and rules for officers; plans; reports; and the IFLA Directory (includes steering bodies, HQ staff, officers, committees, members and a complete list of IFLA publications).

Translation Policy:

English. The three essential documents with substantial text, the Statutes and Rules of Procedure, the Medium-Term Programme and the Biennial Council Report are translated into all IFLA working languages and posted on IFLANET. Other publications may be translated with IFLA approval by volunteer groups.

Distribution:

Major publications (IFLA Directory, Statutes and Rules of Procedure, Medium--Term Programme, IFLA Journal, and IFLA Biennial Council Report) distributed free to all IFLA members. Others to officers, Standing Committee members and Section members as necessary (see specific publications).

Pricing Policy:

Considered to be part of membership package or essential for work of officers, therefore cost is borne by IFLA. Free of charge to members, officers, and Standing Committee members. (Additional copies and copies to non-members may be sold by IFLA HQ or the IFLA publisher.)

Publications:


• IFLA Directory. English only. Biennial. Free to all members and officers. Sold (additional copies and non-members).
  
• Statutes and Rules of Procedure. All IFLA working languages. New edition when required by major changes. Free to all members, officers and Standing Committee members.
  
• Medium-Term Programme. All IFLA working languages. New edition for each MTP. Free to all members, officers and Standing Committee members. Sold to non-members.
  
• IFLA Biennial Council Report. English with translation of text into all IFLA working languages. Biennial. As of 1997, replaced IFLA Annual. Free to all members. May also be issued free to funding agencies, cooperating bodies and those seeking information about IFLA.
  
• Officers Handbook. English. Revised on a cyclical basis as policies change. Distributed free to all officers. Not sold.
  
• Section Newsletters. English. Frequency varies according to Section, but usually once or twice a year. Distributed to all members registered for the relevant Section, and Standing Committee of the Section. Some Sections also publish their Newsletter on IFLANET. Not sold.
  
• IFLA Journal. Contributions in one language (English, French, German or Spanish), abstracts in five languages, including Russian. Six times per year (one double issue, October/November). Free to members and steering bodies. Off-prints of news section sent to all officers and Standing Committee members. Sold by subscription by publisher.

5.2 Publicity Materials

Objectives: To inform and promote knowledge of IFLA, attract new members and funding agencies, and sell and widely distribute IFLA publications.

Translation policy: English. Other languages as appropriate and possible.

Distribution: Brochures distributed on request or where appropriate. Section brochures distributed by officers to interested parties.

Pricing policy: Free of charge.

Publications:

• Division, Section and Round Table brochures. Sections attempt to translate into as many IFLA languages as possible and in some cases into non-IFLA languages, e.g., Art Libraries brochure into Italian. Free. Used as Section recruiting tool. IFLA HQ provides a standard foreword and afterward for Section brochures, covering what IFLA is and how to join an IFLA Section.
• IFLA Biennial Council Report (see 5.1 above)
• List of IFLA publications. English. Updated annually by IFLA's publisher. Free. Includes all IFLA publications by Headquarters, the IFLA publisher and the UBCIM Core Programme.
• IFLA Membership Brochure. All IFLA working languages. Updated irregularly. Free.
• Other Membership Materials. includes posters, bookmarks, leaflets in various IFLA languages, list of Professional Reports, etc.

5.3 Professional Publications and Series

Objectives:

To disseminate professional information to the world library and information science community in support of library services and the development, training, and promotion of the status of librarians, including the publication of the results of research.

Translation policy:

Generally in English, but may also be published in other languages and in case of papers, specific contributions may be in the original IFLA language as submitted (see 10.4 below).

Distribution:

Directed towards sales to the library community. Professional publications are sold either by IFLA Headquarters or the IFLA publisher and are jointly marketed by both. Subscriptions or standing orders to series are available.

Pricing policy:

The prices for publications of the IFLA publisher are jointly set with IFLA Headquarters There is a special members' subscription to the series, IFLA Publications.

Publications:


Monographs are published in series and include research reports, guidelines, directories, proceedings of meetings, manuals and standards.

Series are:
• IFLA Publications. Consists of over 88 volumes published by K.G. Saur Verlag from 1974 to 1999, at the rate of 4 volumes per year and sold at a reduced subscription to IFLA members; individual titles are also discounted for IFLA members. Published in uniform green hardbound volumes in A5 format.
• IFLA Professional Reports. Presently consists of over 58 volumes and has been published and sold since 1983 by IFLA HQ. This series is directed towards smaller and more technical publications, frequently of interest to a particular type of library or on a specific library function. The format (size and binding) may vary to suit the use of the particular document, with economy of production in mind. Some smaller documents with a very limited market may be issued on demand only. Selling price is based on cost plus 10%. Number per year varies. Available on standing order and sold separately. Use of credit cards is encouraged to avoid bank charges. Beginning in 1997, the full text of every IFLA Professional Report has been placed on IFLANET. Existing Professional Reports will be assessed individually with regard to their current timeliness, relevance, etc.
• Core Programme series: UBCIM, UAP, PAC, UDT, ALP. Each Core Programme produces its own series, often of technical works and standards related to its field. The number per year varies. Available on standing order and sold separately from the Core Programme Offices.

Serials are:

• IFLA Journal. The Journal is conceived as a scholarly international journal of librarianship with special emphasis on the work of IFLA. Articles may be in English, French, German or Spanish and abstracts are given in English, French, German, Spanish and Russian. Published and sold on subscription by Saur and distributed free to members and steering bodies.
• IFLA Biennial Council Report. English with translations of text in all IFLA working languages. Chiefly a membership publication. Also put up on IFLANET.

5.4 Core Programme Publications

These are chiefly professional publications and thus a subset of category 3, but are covered separately as different policies may apply and different publishing arrangements pertain. Publication and distribution are presently handled by the Core Programme offices for ALP, UAP, UDT and PAC. UBCIM has a publication contract with Saur.

General objectives:

To inform the world library community about the IFLA Core Programmes and to support the achievement of their objectives, i.e., bibliographic control, availability of publications, preservation and conservation, networking, and advancement of librarianship in the Third World.

Translation policy:

Monographs: generally in English. May be translated with permission into other languages. International Cataloguing and Bibliographic Control in English. International Preservation News has articles in English, French or Spanish.

Distribution:

Monographs directed towards sales to the library community. ALP monographs free of charge to IFLA members in developing countries. Core Programme Newsletters, with the exception of ICBC, distributed free to EB and PB members and to IFLA officers and others on request. Also available on IFLANET.

Pricing policy:

Monographs sold by the Core Programme offices. ICBC is sold on subscription. Other Newsletters free on request.

Monographs:

Standards, e.g., ISBDs; guidelines; proceedings; manuals, e.g., UNIMARC; research reports; etc.

Serials:

• UBCIM. International Cataloguing and Bibliographic Control (ICBC). Quarterly. English. Sold on subscription.

• UAP. UAP Newsletter. Generally biennial. Free. Also on IFLANET.

• PAC. International Preservation News. Three times a year. English, French and Spanish, with abstracts in the other two languages. Free.

• UDT. UDT Newsletter. Irregular. Hard copy discontinued in Summer 1995. Now issued in electronic version only on IFLANET.

5.5 Conference Papers

Beginning in 1994, papers were mounted on IFLANET as they were presented to IFLA Headquarters as the basis for a presentation during an IFLA Conference. The papers will be kept available on IFLANET indefinitely, but at least for five years. Conference organizers also send the Conference papers in hard copy to IFLA's Clearinghouses located worldwide.

6. Publishing Approval

All monographs, reports and articles proposed for publication by a Division, Section or Round Table must be approved from the point of view of professional content by the Professional Board which then makes recommendations on publication and method of publication to the Publications Committee. The Professional Board has established a procedure for reviewing the documents submitted to it. (For details see Annex B)

Potential publications coming from professional groups should be proposed to the Professional Board and then to the Publications Committee by the sponsoring group together with information on its marketing and publication method. (See form in Annex A)

7. Alternative Publication Methods

It is not always cost effective to issue all IFLA documents as separate printed monographs. The following methods of publication dissemination should be considered for the communication of IFLA work. The method chosen will depend on size, potential market, degree of specialization, use, etc.

7.1 Alternatives

7.1.1 Article in IFLA Journal

IFLA Journal, the official organ of the Federation, is conceived as a scholarly international journal of librarianship with special emphasis on the professional work of IFLA. It seeks to publish the best papers from conferences, seminars and workshops (unless published in a separate volume) and articles communicating the results of IFLA projects and research. Depending on length, the results of many IFLA projects and/or research can be communicated in the form of an article in IFLA Journal. To ensure good publicity for IFLA professional projects and to communicate Division and Section news, each professional group has also appointed an Information Coordinator, who is responsible for sending short reports or news items to the Editor of IFLA Journal and to IFLA Headquarters for mounting on IFLANET (p.39-49) The reports and news items are included in the relevant sections of IFLA Journal.

7.1.2 Article in Another Professional Journal

Although IFLA Journal has first refusal of articles describing the results of IFLA-sponsored projects and research, some reports of work, especially that of a highly technical or specialized nature, can be communicated more effectively to those needing the information in other professional journals, particularly those directed at certain functions or types of librarianship. International journals and those having wide readership should be preferred to strictly national ones.

7.1.3 Deposit in On Demand Services and Data Banks, e.g., ERIC

This is a cost-effective means of disseminating information worldwide, especially for technical reports with a small potential readership. Some smaller items of limited sales potential included in the series, IFLA Professional Reports series may be produced on demand only.

7.1.4 Publication by an IFLA Core Programme, either as a Monograph or in its Newsletter

This should always be considered when the subject matter of the document falls within the field of one of the Core Programmes.

7.1.5 Publication by IFLA as a Separate Monograph or in an IFLA Series (see Criteria below)

7.1.6 Publication as a Monograph by an External Publisher

This may be considered as appropriate in exceptional circumstances, but prior approval must be obtained from the Secretary General. Royalties should be received by IFLA.

7.1.7 Publication on IFLANET

Beginning in 1997 the Publications Committee decided that all publications issued by IFLA would also be put up on IFLANET whenever possible. If publications cannot be put up on IFLANET, the table of contents will in any case be mounted. Therefore, all publications prepared by professional groups should also be submitted on disk to IFLA Headquarters for ease in mounting on the IFLANET site.

7.2 Criteria for Publication as an IFLA Monograph

7.2.1

The document should be of sufficient size to warrant separate publication.

7.2.2

The publication should be either of wide general interest to the profession or have a sufficient potential readership to warrant separate publication.

7.2.3

The publication should have the potential to recover costs.

7.2.4

The publication should be up-to-date and timely. Proceedings of seminars and workshops must be published within three years of their taking place. Directory-type publications must be published before their contents become out-of-date.

7.2.5

The publication is accompanied by a viable promotion plan with supportive action by the sponsoring professional group.

7.2.6

The publication is considered to enhance IFLA's reputation, should be prominently identified with IFLA and would benefit IFLA professionally and/or financially.

7.2.7

The publication is a reference work or professional manual, e.g., a directory or guidelines, whose use requires that it be issued as a separate volume.

The Professional Board is responsible for advising the Publications Committee on the acceptability of material for publication. This includes material by IFLA professional groups published outside of IFLA, but with the IFLA logo. The Professional Board uses outside assessors where appropriate.

The Publications Committee has authority to reject a publication which does not meet IFLA standards. The Secretary General has the ultimate authority to reject a publication on legal, political or financial grounds.

8. IFLA Editor and IFLA Publisher

IFLA requires that all IFLA professional publications, both series and journals, be published, marketed, sold and distributed by either the IFLA publisher (Saur), IFLA Headquarters or Core Programme Offices and that lists of IFLA publications for marketing purposes be comprehensive and make clear the source where the individual items can be obtained.

A "Prospectus and Specifications for IFLA Publications" has been prepared which lays out elements to form the basis of a draft contract between IFLA and its publisher and which can be used in discussions with prospective publishers. IFLA requires a formal signed contract with its publisher.

Saur has been IFLA's publisher for 25 years, with a first formal contract covering June 1990 to June 1993.A revised contract covered June 1993 to December 1996. The third formal contract covers 1 January 1997 until 31 December 2000.

9. Financial Policy

Administrative and membership publications take up a major part of the publications budget and must be borne by membership fees.

9.1 Pricing and Subscription Policy

All IFLA professional publications (5.3 and 5.4 above) are available for sale to the general public. They are available at a discount to IFLA members. The series, IFLA Professional Reports can be obtained on standing order. The series, IFLA Publications is also available on special subscription to IFLA members.

IFLA membership and administrative publications are provided free to IFLA members and to IFLA officers as appropriate (see 5.1 above). Publicity materials (5.2 above) are distributed free of charge.

IFLA seeks sponsorships for the provision of IFLA publications to Third World countries which could not otherwise acquire them. Sponsors can purchase the materials for their clients at cost from the IFLA publisher.

9.2 Distribution and Marketing

All IFLA publications are subject to the principal of mutual responsibility for marketing by IFLA Headquarters and Saur through lists of publications which include all available IFLA publications and clearly state where they may be obtained, whether from IFLA Headquarters, Saur or a Core Programme Office. Marketing is carried out jointly by Saur and IFLA Headquarters and promotion is through an annual list of publications, bookfairs (Saur only), review copies and advertisements in IFLA Journal, flyers, etc., as appropriate. IFLA Sections and Core Programmes are also expected to promote their own publications (see 7.2.5 above). IFLA Headquarters is not able itself to participate in bookfairs owing to the high cost of renting space.

IFLA Clearinghouses. IFLA Clearinghouses receive sets of papers from IFLA Conferences directly from the conference organizers.

Regional Offices. Regional Offices receive copies of all IFLA publications and are expected to announce and promote them in their regions.

All Conference papers are put up on IFLANET as they have been presented to IFLA Headquarters as the basis for a presentation during an IFLA Conference. The papers will be kept available on IFLANET indefinitely, but at least for five years.

All Conference papers which reach Headquarters for coding, etc., before 15 June of each conference year are also made available on a CD-ROM, "IFLANET Unplugged", which is made available free of charge to all participants at the annual conference.

9.3 Publication Plan

IFLA will prepare and keep up-to-date a publication plan tied to the Medium-Term Programme. The first plan covered the period 1993-1997. The second plan covers 1998-2001.

10. Editorial Policy

10.1 Copyright and Publication Rights

For any work commissioned by IFLA, IFLA will hold the copyright. IFLA must hold the copyright for the ISBDs and the UNIMARC format to ensure the integrity of these standards.

Publications resulting from contracts with other bodies, e.g., UNESCO, the European Commission. In the case of publications produced under contract with another body, a clause should be added to the contract to the effect that should that body not wish to publish the work, IFLA should share the copyright and may publish the work in question. The contract should also specify the number of copies to be provided to the other body, if IFLA publishes the work.

IFLA normally responds positively to requests for republication of articles and papers, as long as a statement on where the items were originally published is included and IFLA HQ and appropriate Core Programmes receive free copies.

IFLA's Copyright Committee has recommended that IFLA not join any copyright clearance organizations but instead should issue a clear copyright statement that can be implemented by IFLA Headquarters in response to requests for reproduction permission.

10.2 Official Copyright Statement for IFLA Publications

The copyright in this publication is held by the International Federation of Library Associations and Institutions (IFLA) [year].

This copyright is protected by national laws in accordance with international agreements. IFLA believes in the free flow of information and, to that end, a single copy of [no more than a chapter] [up to 10 percent of the text [one article] may be made, without permission, from this publication for the purpose of study, education, training, professional practice and other personal non-commercial use, provided due acknowledgment of the source is given]. Otherwise this publication may only be reproduced, stored or transmitted in any form or by any means, with prior permission. Translation also requires prior permission.

Permission may be granted for multiple copies and/or for copies of larger amounts, but such permission must be sought and obtained before copies are made. Requests for permission should be addressed to IFLA Headquarters, POB 95312, 2509 CH The Hague, Netherlands (fax: +31-70-3834827; e-mail: IFLA@ifla.org)

[NOTE: This statement is to be adjusted in the second paragraph depending on the type of publication: a) books - no more than a chapter; b) journals - one article; c) standards - up to 10% of text; d) other IFLA copyright documents - a single copy; e) IFLA organizational documents and educational pamphlets, brochures, etc. - multiple copies).]

10.3 Permanent Paper

IFLA supports and promotes the use of permanent (acid-free) paper. The IFLA Journal and all IFLA professional publications are published on permanent paper.

10.4 Translation of IFLA Publications

IFLA's working languages are English, French, German, Russian and Spanish. Translation into as many of IFLA's working languages as possible should be encouraged, as well as into other non-IFLA languages as needed. Translations by other bodies must be authorized by IFLA HQ. IFLA should continue to hold the copyright and should make a royalty arrangement with the translator/publisher.

IFLA HQ publishes the Statutes and Rules of Procedure, and the Medium-Term Programme in all IFLA working languages. These are translated and camera-ready copy is provided as follows: French by French IFLA Committee; German by the Deutsches Bibliotheksinstitut, Berlin; Russian by the R.M. Rudomino Library for Foreign Literature, Moscow; Spanish by the Spanish IFLA Committee.

Translations should be issued as soon as possible after the original.

10.5 IFLA Series

IFLA professional publications are normally issued in series which include the series, IFLA Publications (available on members' subscription); the series, IFLA Professional Reports; and other series including those of the Core Programmes. (See 5.3 above).

A variety of publications is chosen to provide for broad readership interests as well as for specialists. If necessary, owning to staff and time limitations, only one publication per year is included from a particular professional group and priority is given to publications such as directories which are quickly outdated.

10.6 House Style

IFLA will continue to use its present square IFLA logo which must be prominently displayed on each document. The color of the logo may vary and adaptations may be allowed for material relating to a specific annual conference.

10.7 Pulping Policy

In the case of publications surplus to requirements, but which are still valid, they should first be offered to the originating professional group and then if appropriate be shipped by sea mail at IFLA's expense to the regional centres for distribution to developing countries in their region.

Promotion Plan for Proposed Publication (Form)

1. Name of sponsoring unit and name and address of contact person

2. Title of publication

3. Market. To whom is the publication addressed? What is the projected volume of sales?

4. Proposed method of publication and justification for it (see Alternatives)

5. Promotion plan

   Proposed date of publication:

   Announcements: (in journals, through associations, etc.)

   Review copies to: (attach sheet if necessary and give names and addresses)

   What does the sponsoring group intend to do to promote the publication (announcements, finding reviewers, etc.)?

6. Translations:

   Are translations desirable?

   Into what languages (estimate potential market for each)?

   Can the sponsoring group find translator(s) and guarantee quality?

   Who will publish the translation?

Procedure for Reviewing Documents Submitted or Publication to the Professional Board by IFLA Professional Groups

1. Background

   The IFLA Publications Committee has approved the following notes of advice:
   

   • "IFLA Professional Publications: alternative publication methods and criteria for acceptance for publications as an IFLA monograph".
     
   • "Promotion plan for proposed publication".
     [Documents prepared by Hope Clement, June 1992]

2. Proposal for Reviewing Draft Documents

   In November 1992, an ad hoc Review Committee was created as a sub-committee of the Professional Board. The Committee's task is to examine and evaluate documents submitted to IFLA Headquarters by professional groups requesting publication.

   The Committee's membership will vary. For review of any particular document, the Committee members will be:

   • the Chairperson of the PB;
   • one other PB member representing a Division not connected with the document;
   • the Professional Coordinator.
   If necessary, the PB may call for the opinion of an outside expert.

   The decision of the Review Committee may be either:

   1. approval (perhaps with a proposal for minor revisions), or:
   2. outright rejection, or:
   3. rejection, with the recommendation that the draft be revised and re-submitted later. In the latter case, the Committee will give reasons.

   In the case of a rejected publication, the proposers will have the option of publishing the document outside the IFLA channels, but without the IFLA logo or name.

3. Procedure
   1. As soon as a group decides that a project under way will result in a publishable document, the officers of the main sponsoring group should notify IFLA Headquarters in advance by sending their proposed promotion plan [Cf. Hope Clement's document].

      [NOTE: This form calls for more detailed information than the regular progress reports required by the PB for financial reporting on projects. The sponsoring group's recommendations on marketing the proposed publication will be closely examined by the Professional Board and later by the IFLA Publications Committee.]

   2. When the document is ready, the Chairperson of (one of) the sponsoring group(s) should send it to the Professional Coordinator at IFLA Headquarters, with a letter requesting review by the PB.

      This letter must indicate:

      • if the text is final and/or 'camera ready';
      • how much work remains to be done (editing, etc.);
      • the type of software used to prepare the text.

   3. the letter should be accompanied by a signed copy of the 'promotion plan' form (revised and updated if necessary).

   4. The Professional Coordinator will discuss the document with the Professional Board's Review Committee, and advise the sponsoring group of the PB's decision.

   5. If the PB considers the document worthy of publication in terms of professional quality, it will be submitted to the IFLA Publications Committee with the PB's recommendation. The Publication Committee will take the final decision on grounds of the document's saleability and the possibilities of marketing it.

Publishing and Editorial Responsibilities

Series: IFLA Professional Reports (published by Headquarters)

• liaises with printer (obtains estimates, decides print run)
• returns copy if camera-ready quality not suitable (print too faint, layout not good)
• in some cases works from floppy disks to improve the camera-ready copy submitted
• sends all IFLA Professional Reports to Regional Offices
• announces in IFLA Journal
• handles sales

Author/Section officers

• ensures professional quality of publication
• submits promotion plan for approval
• submits camera-ready copy and manuscript on floppy disk
• obtains copyright clearance if portions of manuscript has been published elsewhere
• in some cases, purchases in bulk, sells copies
• promotes through newsletters and in some cases, displays at book fairs, meetings, etc.

Series: IFLA series (published by Saur)

• prior to submission of camera-ready copy, obtains sample pages, table of contents, etc.
• submits sample pages to Saur for approval of typesize, layout, design
• submits table of contents to Professional Board for approval
• technical: checks pagination, previous editorial work done by Sections and author, placement of photos and slides, table of contents with page numbering
• reviews briefly the editorial work done by authors/officers
• ensures that authors/Section have obtained copyright clearance if portions of manuscript have been published elsewhere
• submits list of free author copies, review copies to Saur
• announces in IFLA Journal

Author/Section Officers

• submit promotion plan
• approve table of contents of publication
• submit camera-ready copy
• obtain copyright permission/waiver, if necessary
• in some cases, prepare camera-ready advertisements

Publisher (Saur)

• printing, binding, distributing
• promotion and marketing
• determines pricing in consultation with IFLA and print run
• in some cases, provides funding for preparation of camera-ready copy

1. Advice to IFLA Officers Responsible for Archives

During your term of office it is your duty to:

1.1 Transmit regularly to IFLA HQ the following items:
• Agendas
  
• Minutes
  
• Annual reports
  
• Newsletters (6 copies of each issue)
  
• Conference papers
  
• Budget requests
  
• Financial reports & project reports

1.2 Receive, file and preserve information received from IFLA HQ, such as papers, forms, and correspondence, and transmit these as requested to your constituents.

At the end of your term of office, it is your responsibility to:

1.3 Ensure that your successor is aware of duties and practices under 1.1 and 1.2.

1.4 Dispose of your files listed in 1.1 by either:


discarding them (as it can be assumed that all these documents both originating from IFLA HQ and your group are available at HQ), or transmitting them to your successor.

[NOTE: Please inform IFLA HQ about the procedure you chose to follow.]

1.5 Transmit the following items, if any, to IFLA HQ for safekeeping:

• Manuscripts
  
• Photographs
  
• Important correspondence

  [NOTE: Please mark them clearly as "original documents" and specify the contents.]

1.6 Ongoing projects

As some of these may not be complete during your term of office, all relevant documents must be retained by your successor until the projects are completed. Since there is no overall IFLA archival policy, each group must decide how much of the preparatory materials (various versions of the manuscript, of research, etc.) should be kept by the author/originator and how much should be transmitted to IFLA HQ.

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