Book Aid International

Conflict and natural disasters often result in loss or destruction of book stocks in libraries and educational establishments. Replacing book stocks with targeted and appropriate materials, that will be well used, is a complex undertaking and requires a great deal of careful planning. For this reason we have prepared this paper, which outlines some of the major issues involved. We also welcome dialogue with organisations who are considering establishing book aid programmes. We are happy to provide advice and also seek wherever possible to work together with organisations to ensure that our efforts are complimentary.

The challenging circumstances of conflict, instability and trauma situations can result in sound development principles being discarded in the belief that any book provision is better than none at all. However, BAI believes that such responses rarely succeed and indeed can even cause harm. For example, shipping culturally inappropriate or out of date books can cause offense and some donations may damage local publishing industries. Where major destruction of a country’s infrastructure has occurred, priority should be given to providing support to meet peoples’ basic needs (eg. access to clean water ) rather than books. Whatever the circumstances books essentially provide opportunities for education and learning, and as such are tools for ‘development’ rather than ‘relief’. We do however, recognise that in many traumatic situations, supporting a return to normality eg. enabling children to return to their library, can help people to cope with uncertainty.

Conflict or post conflict/ natural disaster situations do not necessarily dictate an automatic response and for that reason we always refer to our Country Screening Tool. This helps us target limited resources to countries that are most in need, as it takes into account a country’s Human Development Index, publishing output and the use of English. We have also developed Criteria for Book Aid and the Request Policies and Procedures Handbook to ensure consistency and fairness in assessing all requests for support received. Copies of the above documents can be obtained on request from Book Aid International.

This position paper is also intended to help facilitate internal decision making at BAI such as whether to suspend an existing programme due to the outbreak of war or to set up a new one during peace time.

Before any books are collected or sent overseas it is essential to devote the necessary time and resources to consider the following:

Research and needs assessment

Before embarking on a programme, build a profile of the situation for books and libraries ie. use and need for books; destruction to information infrastructure; type of material requested; numbers, location and status of public, community and academic libraries; as well as potential partnerships (see below). The provision of books must always be considered in relation to the wider library infrastructure eg, state of buildings, shelving and availability of staff

To complete the above there should be a needs assessment undertaken in the field. This may be conducted by your organisation or by a local or international organisation that you are working closely with. It is important to be clear about what information is needed

Identify other organisations working in the books and information field to avoid duplication of support. This can also be helpful in referring requests for support to other donors and in developing partnerships

Establish the likely external logistics before embarking on any action. What are the potential means and channels for storing, sorting and transporting the books to the country concerned? There are many examples of donors collecting books only to find that they do not have adequate space or cannot find a viable route to transport them.

Partnership and purpose

Effective partnership is at the heart of successful programmes. Working in difficult circumstances accentuates rather than detracts from its importance as has proved the case for BAI in conflict situations such as Palestine, Sierra Leone and the Horn of Africa. Such programmes have moved forward only because of strong partnerships with organisations that play a key role in local development

Partners should be pro-actively selected as opposed to responding to ad hoc requests. Priority should be given to local organisations whose remit covers book distribution. BAI is currently developing criteria to be used as a checklist to help assess the strengths and weaknesses of partnerships and potential partnerships. Central to this is the need for a shared commitment to both working together on a specific issue and undertaking regular monitoring and evaluation

The local partner must have the capacity to handle the internal logistics of receiving, transporting and distributing books. They may also need to contribute to the costs of clearing customs. Partners must have a safe storage area and procedures for processing the books, including sufficient staffing

In country distribution and targeting systems need to ensure the books at the right level get to the right place and are used. Consider how the partner will promote access and use. For example any charges should be affordable for the local population. If the partner does not have the skills or capacity to ensure fair and effective distribution you may need to consider training as a preliminary input before any book support

From the outset it is important to ask what difference the support will make. It is important to jointly develop clearly defined aims, objectives and outcomes which could be articulated in a simple Partnership Agreement. This should also outline roles and responsibilities, the period for which it is valid and opportunities for review or exit

Programmes are dependent on clear, timely and effective communications and information exchange. Key contact persons should be identified who are prepared to give feedback and respond to requests for information. It should be possible to communicate by at least two of the following: letter, fax, email or telephone

Book selection

Books should never be put in containers without any prior vetting procedures. It is essential to develop procedures for the acquisition and selection of books in accordance with identified user needs. These needs should have been identified by organisations in the country concerned who should have chosen the subjects and levels that are most appropriate to support their activities. It is important to remember that texts in English are not always relevant 

Systems and expertise need to be in place to ensure that all materials shipped meet partner needs. Care should be taken to ensure all books sent are relevant and in excellent condition. Consider who will use the books and for what purpose. At BAI selection is done in response to accepted requests and with reference to the Guidelines for Selection of Books and other Materials. For this reason BAI does not undertake to ship materials on behalf of other organisations or individuals

Viability and piloting

Establish an appropriate size for the programme in relation to the needs of the country, aims and objectives, number of organisations being supported and the intended impact. Support may seem relatively small in relation to the size of a country but it could still have a significant impact eg. specialist support for rebuilding key universities that have reopened

Any agreement to extend support to a new country should be on the basis that the first year of the programme will be a ‘pilot’. Only on receipt of confirmation that the books have been distributed appropriately and the provision of adequate evaluation should the programme continue