Association of College and Research Libraries

The Standards for Libraries in Higher Education is a set of standards/guidelines designed to

guide academic libraries in advancing and sustaining their role as partners in educating
students, achieving their institutions’ missions, and positioning libraries as leaders in
assessment and continuous improvement on their campuses.
Libraries must demonstrate their value and document their contributions to overall institutional
effectiveness and be prepared to address changes in higher education, including accreditation
and other accountability measures.

THE CORE COMPOSITION is the: “Principles and Performance Indicators.”

The nine principles and their related performance indicators are intended to be expectations—
standards— that apply to all types of academic libraries.

Libraries are encouraged to use the following outcomes-based method to adopt the Standards

1. align with the principles;

2. identify and select performance indicators that are congruent with their institution’s mission
and contribute to institutional effectiveness;
3. add performance indicators that apply to the specific library (for example, open access
initiatives for research libraries, or workforce development support for community colleges);
4. develop user-centered, measurable outcomes that articulate specifically what the user is
able to do as an outcome of the performance indicator;
5. conduct assessments that may be quantitative, qualitative, or both;
6. collect data from assessments that demonstrate degree of success; and
7. use assessment data for continuous improvement of library operations.
In some cases, gathering evidence will not require assessment. For example, the library might
provide evidence that library staff have education and experience sufficient for their positions by
compiling a list of staff members with titles, education, and relevant experience held.
In all cases, however, principles lead to performance, which requires evidence to measure
success, impact, or value.

Principles
- Institutional Effectiveness: Libraries define, develop, and measure outcomes that
contribute to institutional effectiveness and apply findings for purposes of continuous
improvement.
- Professional Values: Libraries advance professional values of intellectual freedom,
intellectual property rights and values, user privacy and confidentiality, collaboration,
and user-centered service.
- Educational Role: Libraries partner in the educational mission of the institution to
develop and support information-literate learners who can discover, access, and use
information effectively for academic success, research, and lifelong learning.
- Discovery: Libraries enable users to discover information in all formats through
effective use of technology and organization of knowledge.
- Collections: Libraries provide access to collections sufficient in quality, depth, diversity,
format, and currency to support the research and teaching missions of the institution.
- Space: Libraries are the intellectual commons where users interact with ideas in both
physical and virtual environments to expand learning and facilitate the creation of new
knowledge.
- Management/Administration/Leadership: Library leaders engage in internal and
campus decision-making to inform resource allocation to meet the library’s mission
effectively and efficiently.
- Personnel: Libraries provide sufficient number and quality of personnel to ensure
excellence and to function successfully in an environment of continuous change.
- External Relations: Libraries engage the campus and broader community through
multiple strategies in order to advocate, educate, and promote their value.
Outcomes
- The Standards include performance indicators, which are intentionally library-centric.
Outcomes, however, should be user-centric, preferably focusing on a specific
population and articulating specifically what the user is able to do as an outcome of the
performance indicator.
Benchmarking
- Benchmarking is the practice of comparing business processes and performance
metrics to industry bests and best practices from other companies. Dimensions typically
measured are quality, time and cost.
- Evaluate or check (something) by comparison with a standard.
Benchmarking and Peer Comparison
- Many academic institutions use benchmarks to identify their strengths and weaknesses
in comparison to similar institutions. For example, benchmarking can be used to
demonstrate whether an institution or its library is funded or staffed at levels comparable
to similar institutions in a geographic area, with a similar enrollment, or with other
related characteristics. An institution or library can use benchmarking to inform the
strategies it develops to enhance its institutional quality and effectiveness.
- Libraries are encouraged to use existing institutional peer groups, where available, for
comparisons. This information may be available from the institution’s registrar’s office or
office of institutional research. An institution may have two peer groups:
- An actual peer group provides comparable institutions.
- An aspirational peer group provides institutions that model what the institution aspires to
be in the future.
Sample Benchmark
- The benchmarks that follow provide just a sample of the many ways libraries can
leverage benchmarking to better understand their position in relation to their peers.

Principle 1: Institutional Effectiveness

- Number of degrees or other formal awards conferred.
- Graduation rates.
- Retention rates. E.g.: fall-to-fall.
- Library expenditures to institution expenditures percentages. E.g.: Total library
expenditures as percentage of total institution expenditures.

Principle 2: Professional Values

- Number of seats librarians hold on campus committees.
- Number of workshops or library consultations offered on issues, such as copyright.
 Principle 4: Discovery
- Number of reference questions (transactions). E.g.: By week. By means of asking. By
length of time to answer the question.
- Ratio of reference transactions to student enrollment. E.g.: Per full-time student. Per
part-time student.
- Local use of online guides.

Principle 5: Collections
- Total library materials expenditures per student.
Ex. Per full-time undergraduate student. Per full-time graduate student.
- Total library materials expenditures per faculty.
Ex. Per full-time faculty. Per part-time faculty.
- Number of titles (physical + electronic).
Ex. Per full-time student. Per full-time faculty.
- Total library materials expenditures percentages.
Ex. Monograph expenditures as percentage of total library materials expenditures.
- Materials expenditures to total library expenditures percentages.
Ex. Total library materials expenditures as percentage of total library expenditures.
- Collections use per student.
Ex. Per undergraduate student. Per graduate student.
- Interlibrary loan.
Ex. Net lender versus net borrower.
- Unique items through WorldCat Local.

Principle 6: Space
- Ratio of library seats to FTE student population.
- Type of learning spaces and accompanying technology available to user community.
- Number of hours open each week during academic sessions.
- Number of days open each fiscal year.
- Gate counts. E.g.: Per FTE student. During extended hours of fall and spring
semesters.

Principle 7: Management/Administration/Leadership
- Cost per hour open.
- Library expenditures percentages.
Ex.: Salary and wages expenditures as percentage of total library expenditures.
Materials expenditures as percentage of total library expenditures. Other operating
expenditures as percentage of total library expenditures.
- Total operating expenditures per student.
Ex. Per full-time undergraduate student. Per full-time graduate student.
- Total expenditures per faculty. Ex. Per full-time faculty. Per part-time faculty.

Principle 8: Personnel
- Salary and wages expenditures. E.g.: Per full-time student. Per undergraduate student.
Per faculty. Of professional staff per enrolled student.
- Enrolled students per full-time equivalent (FTE) staff. E.g.: Full-time undergraduates per
FTE staff. Full-time graduate students per FTE staff.
- Staffing percentages. E.g.: Percentage of professional staff out of total staff. Percentage
of support staff out of total staff.
- Salaries. E.g.: Professional staff salaries. Support staff salaries. Total staff salaries.
- Salaries as percentage of total library expenditures.
- Professional development funding. E.g.: Per professional staff member.
- Staff turnover rate.

Principle 9: External Relations

- Giving to the library. (Ex. Annual gifts as percentage of total giving)
- Number of community user library cards.
- Ratio of community attendees per public relations events conducted.
- Social media. (Ex. Follower growth on Twitter. Number of interactions per Facebook post)
Philippine Association of Academic and Research Librarians (PAARL) 2010 Standards
-is a document generally intended to apply to libraries supporting academic programs at
institutions of higher educations, mainly the bachelor’s degree level, master’s and doctoral
degree levels.
- These standards are designed to help these academic libraries in determining priorities and
evaluating the library performance in terms of the mission and goals of the academic
institutions they serve.
 The Commission on Higher Education (CHED)
Minimum requirements for Libraries of Higher Education Institutions Common to All Programs
• RA No. 7722 “Higher Education Act of 1994”
• RA No. 9246 “The Philippine Librarianship Act of 2003”
Purpose: Harmonizing and strengthening the libraries in professional institutions and higher
education institutions in the country and in keeping pace with the innovative technology and
new information, this set of requirements for the libraries of Higher Education Institutions
common to all programs.
Sections: (requirements)
1. - A library must have its own VMGO related to the institution’s VMGO.
2. Administration – The library must clearly identify its organizational structure and be under
the leadership of the Vice President of Academic Affairs (VPAAR)
A. The supervision and control of the library shall be clearly defined within the
organizational structure of the institution and placed preferably under the academic
affairs head.
B. The library shall be administered and supervised by a full-time head librarian with valid
license; must have at least a Master’s Degree in Library and Information Science or
related field, a member of accredited professional organization, and with at least three (3)
years of library related supervisory experience.
Library Director Checklist:
• Licensed
• MSLIS
• organization
• 3-year experience as a library head.

C. For HEIs having several campuses, the library in each campus should be managed
by a full-time, licensed librarian.
D. It shall have an advisory library committee composed of heads of the different
colleges/departments and representative of the student council or organization, with the
head librarian as member.
E. The librarian shall formulate a 3-year development plan to ensure the improvement
of programs, services, and resources.
F. The librarian shall formulate and maintain written manuals of policies and
procedures covering its internal administration and operational activities.
G. An evaluation of library resources, services, programs, and personnel shall be
conducted regularly.
3. Human Services - A. The library shall have a sufficient number of personnel to meet the
requirements for quality library and information services.
1. The number and qualifications of personnel shall be determined by the size and scope
of collection, service hours, user population, services offered, and physical facilities.
2. Ratio of licensed librarians and other personnel vary depending upon the range of
operations and services provided by the library and upon its total workload requirements.
(Depends on the no. of students).
1st 1000 students = 1 full time licensed librarian
faculty and staff or a fraction thereof 1 full time library assistant
EVERY add of 3000 =1 additional full time licensed librarian and 2 full time library assistants
B. The qualifications of library personnel shall be as follows:
1. Librarians:
• Licensed – shall have a valid license
• Member of accredited professional organization
• Encouraged to conduct research (to improve library and information services)
2. Support Staff- The support staff are the paraprofessionals who are non-licensed and
holders of any Bachelor’s degree.
3. Status - Librarians shall be considered as academic non-teaching personnel.
4. Collection Management
A. Collection development is a joint responsibility of the librarians and the faculty.
B. The library shall have a written collection development policy. In addition, a collection
development plan indicating the strengths, weaknesses and areas for improvement should
be formulated. These should be prepared by the librarians in consultation with the members
of the Library Committee and approved by the administration.

C. The library shall conduct periodic evaluation of its existing collection using various
approaches/tools.
D. A regular weeding or deselection program shall be undertaken to keep the collections
relevant and up-to-date.
B. Holdings:
1. Size
- Atleast 5,000 titles to support its educational programs.
o 10% Filipiniana
o 20% published within the last ten years
1.1 For each undergraduate program offering, the library shall provide:
o 5 relevant book titles = each professional course/subject
o 20% every course/subject published within last five (5) years. = 1 title
o 80% every course/subject published within last ten (10) years. = 4 titles
1.2 10 relevant titles= per masters or doctorate course.
1.3 For initial program offerings, the minimum number of book titles covering 1st to 3rd
year courses are required to be found in the library.
1.4 A core periodical collection composed of local and foreign print and electronic,
current and relevant titles, shall be subscribed, with the proviso that print format shall
be at least 50% of the minimum requirement stated below.
o Less then 1,000 students = 50 titles
o 1000 to 3000 students = 75 titles
o Over 3000 students = 100 titles
1.5 Every major field of specialization shall be covered by at least three (3) titles of
professional journals for the undergraduate program, and six (6) titles for each
graduate program. These titles shall be a mix of local and foreign publications that
are scholarly and refereed.
o Every undergraduate degree = 3 journals
o Every graduate degree = 6 journals
o Doesn’t matter if its foreign or local
1.6 Non-print materials and electronic/digital resources shall be made available through
adequate facilities and equipment. (Have computers available since its online).
1.7 Special collections and relevant multimedia and electronic resources, in agreement
with the Intellectual Property Code, should be included to meet the requirements of
the various programs and courses offered by each institution.
1.8 For institutions with satellite campuses, the minimum requirement for professional
holdings specific to the program/s being offered shall be maintained. However,
sharing of electronic/digital resources can be considered. They should have a
different number of collections that they offer in their campus.
1.9 Local Universities and Colleges (LUCs) can share resources with the municipal/city/
provincial libraries in their localities aside from their own library collection.
C. Organization
1. The library collection shall be organized to ensure efficient identification and retrieval.
It shall be cataloged, classified and/or indexed according to accepted standards of
bibliographic description and system of classification.
2. A catalog, preferably an Online Public Access Catalog (OPAC), shall be made
available for easy access of the collection.
3. For purposes of identification, the various library collections shall be stamped with the
name of the college/university, together with the campus owning the collection.
D. Preservation
 1. Preventive measures to protect and preserve the collection shall be undertaken.
1.1 The library shall have policies on security and control as safeguards from
damage, loss, mutilation and theft.
1.2 A disaster preparedness response and recovery plan for the collection shall be
formulated and implemented.
1.3 Proper environment conditions shall be maintained and good housekeeping
practices shall be implemented.
2. First aid (e.g., mending torn pages, removal of dog ears, erasing unnecessary
writings, binding, etc.) and basic treatments (e.g., washing, deacidification,
humidification/dehumidification, freezing, etc.) to conserve damaged and deteriorated
materials shall be implemented in accordance with existing standard for conservation.
5.) Services and Utilization
a. The library shall provide services to its readers in support of the objectives of the
parent institution.
b. The services shall include, but not be limited to, Reference and User Services,
Information Literacy and User Education, Audiovisual and Electronic Service, as well as
Photocopying Services.
c. The library shall have equitable access and lending policies for its users.
d. Collections and services shall be promoted and made accessible through guides,
handbooks, pathfinders, social networks, and other marketing tools and strategies.
6.) Physical Facilities
a. The library shall have an adequate space and appropriate facilities which are
accessible to the students, faculty and other users. Whether occupying a building of its
own or occupying only a part of the building, it shall be easily accessible to any point of
activity in the campus. If possible, it shall be designed to allow for future re-arrangement
and expansion.
b. The minimum requirements for library facilities are as follows:
1. There shall be adequate reading space for the student population. The reading
room shall accommodate at one seating, at least five percent (5%) of the student
population.
2. There shall be proper lighting and ventilation in all areas of the library.
3. Adequate space to house the growing collections, work area for staff, storage
room, Head Librarian’s office as well as areas for special services such as the
electronic and audiovisual programs shall be provided.
 c. Appropriate and functional furniture shall be furnished for the convenience of the
users and, at the same time, encourage maximum use of the facilities.
d. Facilities for persons with disabilities (PWDs) shall be provided (e.g ramps,
railings, comfort rooms, etc.).
e. Emergency exits, fire extinguishers, built-in emergency lights and other
measures deemed necessary and required by the National Building Code of the
Philippines shall be provided.
7.) Information Technology Resources and Services
a. The library shall have facilities for information and communication technology and
services in adequate quantities and good working condition for the efficient and convenient
retrieval or dissemination of local and remote information resources by the library staff and its
users. This includes computers with Internet connectivity, printers, scanners, fax machines, and
other electronic communication equipment.
b. The library shall establish and provide for an electronic library (e-Lib). A dedicated
website shall be created to promote and access library resources. Qualified staff with the
requisite skills shall manage the e-Lib.
c. electronic resources shall be made accessible on site or remotely, in the main and off
campus.
d. Policies and procedures in selecting, evaluating, and handling the content and use of
e-resources shall be set.
e. The library shall provide continuous access to electronic resources such as online
databases (e.g., Philippine e-Lib), e-books, ejournals, and other e-learning resources to allow
faculty members and students to undertake research and other academic activities.
8.) Financial Resources
a. The head librarian shall prepare an annual budget covering the needs and priorities of
the library in accordance with the existing policies of the institution.
b. The library fee shall be set at a realistic level, reviewed periodically, and used solely
for library development.
c. The library shall explore other ways of augmenting its financial resources when the
institutional funds are inadequate.
9.) Linkages and Networking
a. The library shall engage in local, regional, and international linkages.
b. The library shall participate in inter-institutional activities, cooperative programs, as well
as community service learning.
10.) Transitory Provisions
- All public and private HEIs are required to fully comply with all the requirements in this CMO
within a non-extendable period of three (3) years after the date of its effectivity.

Section 2: Administration
• The library must clearly identify its organizational structure and be under the leadership
of the Vice President of Academic Affairs (VPAAR)
• Every Library must have a librarian.
• Must have a library committee.
• Develop a 3 yr development plan or 5 yr. (What will it have : improvements you want to
add, projects, services, new fixtures, etc.)
• Formulate manuals and guides for the library\s services, work procedures etc.
• Evaluate the library personnel
 Fiscal Management
BUDGET - Is define as an itemized summary of probable expenditures and incomes for a
given time period.
- It involves a systematic plan for meeting expenses, a planning document used by an
organization, generally prepared and presented in standard accounting formats
emphasizing dollar revenues, expenditures and costs or an assessment of revenues
that can be realistically anticipated.
Challenges facing Academic libraries today and to the near future
● Inflationary prices for books, serials, a/v and other types of library materials;
● Budget cuts and demands on budgets for technology, databases, special programs
and services.
● Space issues as a result of the growing student population, adding more new
technologies in addition to the traditional books and journals, more staff and more
computers.
● Professors growing expectation for publishing to meet the requirements for promotions
and tenure.
● Demands from multidisciplinary studies, new programs, etc. demographic charges;
● Expectations for more community outreach and service.
● As a Planning Document – budget can be used to express objectives set forth in
financial terms.
● As a Political Document – the budget can show the importance of given services
relative to other services provided by the library.

A Well-Designed Budget:
The main issues of a budget plan are to create
1. Must be flexible
a stable environment, enable a library to add
2. Forecasting/Predicting future expenses better services using the same budget.
3. It should identify sources of funding (origin)
4. It should measure the financial performance of organization.

Planning a Library Budget

● Financial planning models could provide means for assessing the effects of alternative
financial policies and external environments upon the financial structure.
Coping strategies implemented by most Academic Libraries
● Continue to reallocate money toward journals/databases.
● Buy fewer books;
● Continue to cancel journals;
● More reliance on resource sharing
● Reliance on outside sources to supplement the library’s budget.

4 Variation of an Operating Budget (LPPO)

1. Line Item
2. Program Budget
3. Performance Based Budget
4. In addition to the operating budget, there is the capital budget which is for long term
project such as buildings, major remodeling, furnishings, purchase of major
equipment such as computers, and usually in excess of certain amount of money to
be defined by the parent institution or its governing body.

Sources of Funding
Internal – tuition, income from local utilities such photo copies, vending machines and fees
(such as rental fees, fees for online searches, fees for interlibrary loan and the like ).
External – donations

4 Primary Types of Funds (OEPF)

1. Operating Fund – The major fund for most institutions, frequently called the current
fund.
2. Endowment Funds – A second major fund also known as trust fund. This fund or group
of funds has restriction placed on them by donors or sources of these funds.
3. Plan/ Building Fund- These funds are used for major construction related to the library.
The plant fund is most commonly used to establish reserves for repair, maintenance or
replacement of facilities and equipment.
4. Fiduciary Fund- This group of funds is similar to, but broader than endowment funds
and includes pension trust fund, agency funds and loan funds. Funds activities include
motor pools, printing, duplication, and data processing.
The ACRL Standards require the library budgets to be “prepared, justified and administered by
the library director/dean in accordance with agreed upon objectives: that the budget should
meet the reasonable expectations of library users when balanced against other institutional
need.”
It further recommends that the library,” should utilize its financial resources efficiently and
effectively” and that the library director/dean should, “have authority to apportion funds and
initiate expenditures within the library budget and in accordance with institutional policy.
Needless to say that the budget should support appropriate levels of staffing and adequate
staff compensation.