Attendees: Heidi Frostestad, Barry Herbert, Carole Hinchcliff, David McFadden, Pedro Padilla, and Lee Peoples.

There were no requests or new surveys added in 2002/2003.

There was a discussion of the future of the Clearinghouse in light of the lack of activity and other available resources from similar groups within the American Library Association, private exchange pages and information at the Oregon Library Association website. There was no strong feeling to discontinue the Clearinghouse.

Instead, the discussion shifted to ways to promote the Clearinghouse including using the FCIL table in the Exhibit Hall, links to the Clearinghouse page from other similar efforts at ALA and OLA and possibly SLA, updating the survey to encourage others to participate, promoting it at the upcoming IALL meeting and other similar meetings, using the meeting newspaper and Spectrum, using the new 30-minute slots in Boston to have a program to promote visits and exchanges since this seems in keeping with the conference theme, posting information about the clearinghouse on lawlib, the FCIL listserv and elsewhere and getting linked from other law library web sites even if they don't have similar programs.

There was also a discussion of the Guidelines for Visits which was written by Carole Hinchcliff. (Text is included in these minutes.) She will be doing any other needed changes so that it can be ready to be added to the Clearinghouse Page.

FCIL-SIS Clearinghouse for Internships & International Personnel Exchanges for Law Librarians: Guidelines for Visits

Visiting another law library can provide a unique opportunity for a law librarian to acquire new skills and practical knowledge, impart expertise, and learn by experiencing law librarianship as practiced in a different work setting. An entire issue of Legal Reference Services Quarterly, entitled “Law Librarians Abroad” edited by Janet Sinder is devoted to personal accounts by law librarians who have participated in foreign visits and exchanges. This issue makes for informative and inspiring reading for a law librarian contemplating a foreign exchange or visit to another law library or prospective host law libraries curious as to how visits by law librarians have been conducted by other law libraries. The following guidelines recommend information that should be shared between the visitor and host library in arranging a visit. Visits normally last between a week and a year and are usually straightforward to organize. There are more issues to be negotiated in arranging an exchange and some references under the heading below, “Resources” address these details.

Purpose of Visit: In planning a visit, the first step for the visiting law librarian is to determine the purpose of the visit, to decide what type of experience is desired and what specifically the visit will accomplish in terms of personal, professional goals. This information is key to planning a productive visit that is successful for both the visitor and the host library. Visiting law librarians have undertaken a wide variety of activities and projects at their host institution including cataloging, collection assessment and collection development, learning and teaching legal research, reference, writing, preservation and archives work, staff training and advising on online systems. Having a clearly defined purpose for the visit and determining how the visit will also benefit the librarian’s employer and the host library are essential. This information can be used for scheduling and planning purposes to ensure that the visit is productive and best meets everyone’s needs.

Visitor: Most visits are initiated by the visitor. A list of willing law library hosts can be found at the web site of the FCIL-SIS Clearinghouse for Internships & International Personnel Exchanges at: http://www.lawsch.uga.edu/fcil/clearintro.html Other times, prospective visitors directly contact law libraries in the country they wish to visit.

The visitor usually initiates the visit by submitting a resume and cover letter to the host library including information such as:
- professional education and training
- employment history
- current title, including description of job responsibilities
- language skills
- special interests
- reason for selecting host library
- desired length of visit and time of year for visit
- description of desired type of work to be done during visit
- details regarding how the visit is to be funded
- other reasons for wishing to undertake the visit

Host Library: When a host library agrees to host a visiting librarian, they should designate a contact person who is responsible for arranging and overseeing the visit. Prior to the arrival of the visitor the contact person communicates with the visitor and can provide information and assistance to the visitor on areas such as:
- Library and its larger institution (if applicable)
- Visa requirements (if applicable)
- Recommended web sites and print information on the local area, which is usually available from local tourist information office
- Accommodation options and costs
- Transportation – public transport and car
- Health insurance
- Weather and clothing
- Safety information
- Office space, access to telephone, personal computer and email
- Library tour/orientation arrangements on arrival

Resources: The American Libraries Association’s International Relations Round Table Exchanges Subcommittee includes helpful information for prospective visitors and hosts on its web site including:
• International Opportunities and Funding Sources for Librarians
• Foundations and Organizations Supporting International Exchanges and/or Short-term Travel
• Preparing for International Travel and Exchanges including
“Checklist for Preparing for International Travel Exchanges” and “Guidelines for Short-term Visits to the U.S. by Foreign Librarians”.
• International Employment Opportunities for Librarians
• Exchanging Jobs -- A free, non-profit matching service specializing in job shadowing and job exchanges for people who work in libraries and the information field.
• International Job Exchange: Bibliography

Linda Eileen Williamson, (Prepared under the auspices of the American Library Association’s International Relations Committee/International Relations Round Table Committee on International Exchange of Librarians and Information Professionals) Going International: Librarians’ Preparation Guide for a Work Experience/Job Exchange Abroad, American Library Association (1988). Although dated, this guide offers detailed practical advice and checklists for a librarian planning a visit or exchange in a country outside of the United States.