1.1 Policy Statement

To guide the Australian School Library Association and its member associations in their involvement with external associations and with commercial enterprises.

1.2 Policy Objectives

The Australian School Library Association is a non-for-profit association made up of state and territory school library associations known as ASLA Member Associations.

ASLA's prime objective is to be the national authority in the field of school library resource services and teacher librarianship.

1.3 Scope

a) Member Associations

As per the Constitution (2.4) 'Member Association' means a School Library Association of any Australian State or Territory recognised as a member of the Association.  (See the list of member associations)

ASLA works primarily at the national and international level, while its member associations are responsible for activity at their state or territory level. By mutual agreement, member associations may elect to participate in or administer programmes at the national level, and may agree to ASLA delivering or administering programmes at the state or territory level.

ASLA member associations are autonomous associations and ASLA does not seek to direct the activities, programmes, financial affairs or statements made by Member Associations in the name of that member association. However Member Associations are bound by the ASLA Constitution and ASLA National Council may elect to expel a Member Association if its activities no longer reflect the objectives and constitutional principles of ASLA (see Constitution Section 13).

Member associations share ASLA's intellectual property, policies, resources, products and name, and guarantee to protect ASLA's name, intellectual property and resources. Member associations cannot make statements and binding agreements in ASLA's name unless ASLA National Council approves this in advance.

Member Associations appoint delegates to form the ASLA National Council, which is responsible for the election of Office bearers and the business of the Association. The Association is governed by the National Council and administered by an Executive Committee, which may, in the course of its work, commit the Association to programs, activities, and binding agreements. The Executive Committee is required at all times to act in the best interests of the Member Associations (Constitution 8.6), and all such commitments shall abide by stated ASLA constitutional principles, and ASLA policies.

Binding agreements and contracts must be legally constituted, in writing and shall not be made without a unanimous vote of the National Council authorising two members of National Council, one of whom must be from within the Executive Committee, as signatories of the specific agreement or contract. (See Constitution Section 12 Execution of Documents, including use of the common seal of the Association)

b) External Associations

Section 16 of the Constitution allows for a variety of relationships between ASLA and external associations

The Council may take steps, as it deems necessary to affiliate, liaise, enter into partnership, or carry on a joint venture with any other Association or body or group of persons having the same or similar objects as the Association.

ASLA's objectives for entering into formal relationships with other organisations should be:
a. To help the Association achieve its objectives to promote and improve school library and information services and teacher librarianship
b. To assist school libraries in achieving their mission.
c. To fulfill a specific need related to current ASLA goals and objectives
d. To contribute in a significant way to the cooperating organisation while using ASLA's name and its resources effectively.
e. To benefit as much as possible from a reciprocal relationship in the form of finances, expertise, experience, public relations, or other advantages.

Formal relationships should only be entered into with organisations whose strength and reputation have been evaluated, and based on the following criteria:
a. The relationship is, as much as possible, reciprocal in that there are mutual needs and a sharing of purposes.
b. The structure and level of the relationship represents the best method of accomplishing the purpose or meeting the need.
c. The appropriate personnel are available and the time and talent are being or will be used effectively.
d. Costs in time and money are justified by the results.
e. Useful reporting devices are designed and used.
f. The need for the relationship is evaluated periodically.

c) Societal Affiliate

As per the Constitution (2.5) 'Societal Affiliate' of the Association means a body representing a national interest in education or in librarianship which has been invited by ASLA to enter into such a relationship and which has subsequently met the required ASLA conditions. The Constitution (Section 5) gives further conditions:

5.1 National Council may invite bodies to accept Societal Affiliation with the Association, but shall retain the right to withdraw such invitations.
5.2 A Societal Affiliate may, in accordance with the terms and conditions described in the Association Handbook, nominate up to two delegates to National Council and shall be entitled to all other rights and responsibilities of Member Associations except that:

a. the delegates of a Societal Affiliate may not vote, and;
b. the delegates of a Societal Affiliate may not hold office within the Association.
5.3 The continued status of a Societal Affiliate shall be conditional upon the payment of an annual subscription. (See also Section 11.3: The annual subscription for Societal Affiliates shall be determined by the National Council at one meeting of the Association in National Council each year and shall be kept at a minimum level required to service such an affiliation.

d) Observer

As per Constitution (2.9) an Observer means a person invited by the Association or Member Association to be present at its meetings without the right to vote or hold office.

e) Representatives

Members of ASLA may be appointed to provide service, information, or to network with organisations outside the association for the purpose of accomplishing mutual goals. ASLA encourages such links with external organisations for such purposes as communication or information dissemination through attending meetings or other activities.

Should an outside organisation request a representative from ASLA the request should go to the Executive Committee. Official representatives to outside organisations serving at the direct request of ASLA must be financial members of a member association and must report regularly to ASLA in a format approved by the President.

f) Informal Representatives

A person acting as a representative in an informal capacity is not authorised to act on behalf of ASLA at such meetings, in any matter without specific Council direction. The appointment of such informal representatives does not, in and of itself, constitute a "formal relationship" or an "affiliation" with that association.

g) Official Representatives

A formal relationship is an arrangement with another organisation where ASLA Council has appointed an official representative to the external organisation, for the purpose of fully participating in their meetings or in the establishment of joint committees and other groups that work together in activities of mutual interest.

h) Use of ASLA's name

Formal relationships that permit another organisation to use the name ASLA, other than to identify the provider of information or services, must be based on a written agreement pursuant to which ASLA retains control of the use of its name.

Only the Executive Committee may issue statements, make agreements, and sign documents in the name of ASLA. Official material sent external to the Association should be sent on ASLA letterhead or from the ASLA email domain, e.g. president@asla.org.au

i) Nonprofit Association

The following criteria have been set up to guide ASLA Council in considering applications for a formal alliance or relationship between ASLA and an external nonprofit association:

The Association should:

• be a national or international organisation (relationships with state and territory level organisations are the responsibility of member associations)
• be a nonprofit organisation (see below for commercial enterprises)
• have interests and goals consistent with those of ASLA
• have sufficiently large membership and length of existence to ensure continued support
• operate under constitutions and bylaws which do not conflict with ASLA's
• have policies and practices which do not discriminate in membership on the basis of race, creed, color, sex, sexual orientation, age, disabilities, or national origin

j) Organisations with a Commercial Interest

In addition to the objectives and criteria for evaluating potential external relationships outlined on page 2, extra care must be exercised in the consideration of relationships with a commercial entity.

All relationships or perceived relationships between commercial organisations and ASLA must be governed by a written agreement or contract which outlines the financial implications of the relationship in terms of costs and value or any actual or in-kind sponsorship, advertising, prizes, products or services.

Any contract that involves a financial cost to ASLA must be approved in advance by ASLA Council.

Relationships with other organisations or business enterprises do not necessarily imply ASLA endorsement of their policies, products, or services.

The Australian School Library Association will not make explicit endorsements and boycotts, however commendations honoring outstanding efforts of an individual, institution, or organisation may be issued in the name of the Association by Council through a formal resolution.

None of the Australian School Library Association's intellectual property, logo, published reports, findings, etc., shall be circulated under the imprint of a cooperating agency without the permission of the Association.

1.5 Schedule

A Schedule of all current agreements between ASLA and external organisations should be maintained by the Vice-President (Association Relations)/Executive Officer, and be readily available to all Councillors.

The schedule should also detail the timetable for review of all such agreements on a rolling basis.

1.6 Communication

Member association executives need to be regularly advised of agreements made on their behalf by ASLA National Council that affect their operations, for instance national reciprocal rates, member privileges and agreements requiring input or feedback from member associations.

1.7 Effective date

The External Relations Policy will come into effect immediately upon being approved by ASLA National Council, being 8th November 2004.

1.8 Review of Policy

The Vice-President (Association Relations), in collaboration with the President, will review the Policy on an annual basis and/or prior to the ASLA National Council meeting.