University Publications - UBC Library Staff Bulletin

UBC Library Bulletin Nov 30, 1991

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 ubc library bulletin
no. 226
Home Team Wins!
october/november 1991
It was an unexpected outcome. Over the past year, Library and University staff spent hundreds of
hours evaluating outside commercial systems to replace our in-house automated system in the
Library. A formal Request For Proposal (RFP) process and outside consultant were used to lead us
through this comprehensive search.
Last week the final recommendation of the library Automation Planning (LAP) Evaluation Team,
which was reviewed and accepted by a special Advisory Committee to the President and University Administration, was made public. UBC library will continue to use the local system (LDMS)
to redevelop the circulation system and upgrade the online public access catalogue (OPAC) as well
as continue to operate and support the other library system modules.
The decision was based on a comparison of commercial and local system modules and a
comprehensive budget analysis. Although some of the specific commercial modules were rated
higher, the overall strength of the combined modules of our local system exceeded that of the
commercial packages. In addition, a careful cost analysis indicated that local development was the
most cost-effective option for the library at this time.
Work on our most urgent project, the replacement of the circulation system and barcoding of the
three million or so items in the collection, has started. The project has two phases; each one taking
a year. Phase one will be completed by September 1992 with one of the main priorities being the
replacement of the ageing EPIC terminals.
The estimated cost of the total project (redeveloping the circulation system, barcoding the
collection, enhancing the OPAC and replacing the communication network) is $1.5 million over the
next three years. The University Administration has agreed to add about $500,000 to the
library's existing project "nest egg" during this fiscal year and has also committed to continuing
financial support of the project during the next two years.
The evaluation process was rigorous and would not have been possible without the hard work,
commitment and energy of many staff. Hats off to everyone who worked on the library
Automation Planning project
For more detail about the final decision and the upcoming circulation and barcoding project, please
see the October issue of the LAPtalk newsletter.
ubc library bulletin page 2
Library Budget Squeeze
The library is facing a tight budget year. It received much of the new money requested in the
budget submission this year for collections, preservation and 'bridge" funding for a Science Outreach/Research Librarian and a Facilities Specialist. However, these increases were offset by
several unexpected factors:
•The University incurred a 2/3% deficit last year. All University departments had to contribute
money to cover the debt. As a result, the Library's budget was cut by $80,000.
•The Library also started the new fiscal year with a deficit. The $93,000 debt was a result of late
payments for services at the end of the last fiscal year and a carry-over deficit from 1989/90.
•Early retirement payouts are now billed directly to the library. The bill for last year was
$177,878.
•The library did not receive the $40,000 requested in the budget submission for hourly student
assistants.
To cover these costs, the Library has used up all available money from vacant positions for this
fiscal year, which leaves almost no money to cover unforeseen expenses. Ann Turner, the Library's
new Financial Manager, has asked Branch and Division Heads to help by carefully monitoring all
expenses and conserving supplies, staff and computing resources.
Increased Serial Costs Force More Cancellations
The University has increased the Library's collections budget for 1991/92 by 5.78%—4% for
inflation, 0.28% for exchange rate changes and 1.5% for materials to support new university
programs.
The amount of money available for collections has, however, been reduced by two decisions made
within the Library. One was to transfer $77,000 from the collections budget to the binding budget
on a permanent basis; without this transfer we would have to reduce our binding quotas substantially. The other decision was to redirect this year's fine revenues, which would normally go into
the collections budget, to pay for interlibrary loan costs for our users.
The net effect of these increases and decreases is the collections budget has increased by $165,000,
of which $50,000 is for purchases for new programs.
The cost of serial subscriptions went up significantly during 1990/91; most branches and divisions
with large serial holdings had cost increases in the 11% to 15% range. For 1991/92 we have
budgeted a reduction in some of the book funds. Unfortunately, the collections budget was not
finalized until September, at which point some funds were almost fully committed. As a
consequence, reductions could not be fairly distributed, but the allocations will be made more
even in the next fiscal year.
Serial cancellations seem to be inevitable over the next few years. Prices have started increasing
rapidly again, far in excess of the 4% a year allowance we are receiving for inflation. In the
1980's, the Senate Library Committee established a policy limiting serial expenditures to 60 to
65% of the total collections budget in order to protect the portion of the collections budget set aside
for purchasing books. To keep within these guidelines, the Library has had to cut serial
subscriptions four times. The timing and size of serial cancellations in the next year is something
the library Administration, Senate Library Committee, and Branch and Division Heads will be
discussing over the next few weeks.
ubc library bulletin page 3
Library Awarded $57,600 from Teaching and Learning Enhancement Fund
Last February, the UBC Board of Governors approved tuition fee increases for the next three
years. At the same time, the Board made a commitment to assign a percentage of the increased
tuition revenues over the next three years to establish a Teaching and Learning Enhancement
Fund. Faculties and departments were encouraged to apply to the fund with special projects.
The library succeeded in obtaining $32,600 from the Teaching and Learning Enhancement Fund
to purchase the Expanded Academic Index, a comprehensive database for research in the
humanities, social and general sciences in CD-ROM format. The subscription includes four sets of
discs, which will be installed in Sedgewick library and the Humanities and Social Sciences
Division. The grant also covers the purchase of all necessary equipment and provides funding to
develop an instructional program in electronic information skills for undergraduates.
The library received an additional $25,000 from the new Fund, secured on our behalf by the
Graduate Student Society and Faculty of Graduate Studies. This money will be used to purchase
and install four personal computers and additional terminals, for a total of twelve new Online
Public Access Catalogue (OPAC) terminals in various points throughout the library. This grant
will also support the purchase of a CD-ROM workstation in the Science Division.
The library plans to apply to the Teaching and Learning Enhancement Fund in subsequent years.
Library Now Receives Formal Notification of Curriculum Changes
Adequate library collections are essential to the success of most teaching and research programs
on campus. However, when the University Senate Curriculum Committee considers proposals for
new courses and programs and other changes in the curriculum, library needs have often been
overlooked. A revised procedure, introduced this summer, will ensure the library is kept informed
about all curriculum changes.
The Library presented a proposal to the Senate Curriculum Committee at a meeting this summer
to add the Library to the UBC Curriculum Change Form and introduce a new form, Statement of
Library Requirements, to be used for all proposals for new courses and programs.
The proposal was accepted. The revised UBC Curriculum Change Form with a separate section on
Library needs and the Statement of Library Requirements form were sent to all Deans, Directors of
Schools and Department Heads in July as part of the annual guidelines for submitting curriculum
changes to the Senate Curriculum Committee.
The impact of the new procedures was immediate. Tony Jeffreys, Assistant University librarian
for Collections, is starting to receive information directly from departments about proposed curriculum changes. This is a significant improvement in communication between the library and
faculty. Kudos to the cooperation of the Senate Curriculum Committee!
Blue Dot Indicates Enhanced Service Library Card
In September, the Library began issuing Enhanced Service Library cards to patrons with a mobility or print disability. A blue dot under the laminate on the front of library cards identifies the
cardholder as a person who is entitled to more services than the average user. Book retrieval,
browsing assistance, and photocopying are offered to enhanced library cardholders by many
branches. It is now UBC library policy that photocopying done by staff for people with mobility or
print disabilities is charged at the same price as self-service copying.
ubc library bulletin page 4
Although library staff members have always provided extra assistance to people with visible
disabilities, the Enhanced Service Library card assures that users with invisible disabilities also
have access to necessary services.
Not every disabled user has an Enhanced Service card and services for people with disabilities
will continue to be provided to enhanced services cardholders and non-cardholders alike.
Circulation Division, Main library, is in charge of administering the cards. A copy of the Main
Circulation manual entry for Enhanced Service Library cards is available from Judy Wright at
822-3993.
American and French Research on the Treasury of the French Language
(ARTFL) Database
The Humanities and Social Sciences Division has recently subscribed to ARTFL. ARTFL
(American and French Research on the Treasury of the French Language) is a textual database
consisting of approximately 2000 texts ranging from classic works of French literature to various
kinds of non-fiction prose and technical writing.
The works are equally representative of the 18th to the 20th centuries with a smaller selection
representing the 17th century and earlier periods. Many genres such as novels, essays, and
correspondence and subjects including literary criticism, biology, history, economics and
philosophy are included in the database.
The database permits intensive research of a single work or author as well as inter-textual
research. ARTFL is accessed through Internet, but requires a password and user agreement with
the database.
It is possible to download information locally, but it is often more advantageous to register one's e-
mail address with ARTFL so that large amounts of text can be transmitted electronically. It is
also possible, for a fee, to have information printed and mailed to individuals. For further information on the database and access, please call Helene Redding, HSSD (2-4494).
Development Committee Established
On Wednesday, October 8th, the Library's newest Committee held its first meeting. The Development Committee's terms of reference are to:
•devise ways of raising money to meet defined library needs
•recommend specific fundraising strategies to the University Librarian
•implement approved fundraising plans
The Committee, chaired by our Library Development Officer, Isabel Pitfield, reports directly to
Ruth Patrick. The Committee will work within the guidelines established by the University and
the Development Office. The first step in the development process will be an assessment of library-
wide needs.
Committee members are: Isabel Pitfield (Chair), Margaret Friesen, Linda Joe, Heather Keate,
Brenda Peterson, Tom Shorthouse, Bonita Stableford, Julie Stevens, Jana Tyler, Johann van
Reenen and Anne Yandle.
ubc library bulletin page 5
HSS Collections Development Committee
The Humanities and Social Sciences Collections Development Committee was formed this
summer. The Committee reports to Tony Jeffreys, Assistant University librarian for Collections,
and Heather Keate, Assistant University Librarian for Public Services.
The main objectives of the Committee are to:
• provide a vehicle for communication
• obtain a consensus of opinion on collections issues
• develop knowledge concerning all aspects of collections relating to the humanities and
social sciences
A series of monthly meetings has been planned, each dealing with a particular area of concern.
Preliminary aspects of coordination and development of the HSS collection policy statement is first
on the agenda, to be followed by a session on the identification of areas of scholarly activity
appropriate for grant proposals. Other issues to be discussed include the collections implications
of the Phase I building, such as weeding policy, the location of non-HSS undergraduate materials,
storage options, circulation policy, and the selecting of undergraduate material and special
formats.
The Committee welcomes any comments, suggestions and questions on these issues or any other
HSS collections issues. Minutes of the meetings are being circulated.
Members of the Committee are: Jenny Forbes (Chair), Keith Bunnell (Recorder), Graham Elliston,
Jocelyn Godolphin, Joe Jones, Les Karpinski, Mary Luebbe, Dorothy Martin, Jack Mcintosh and
Julie Stevens.
University Archives Advisory Committee
The University Archives Advisory Committee has been created to formulate policies to govern the
development of the University Archives. The Committee is chaired by Ruth Patrick and members
represent a wide range of campus interest.
Recognizing that a great deal of the University's valuable records have been destroyed over the
years, the Committee has recommended the University adopt an official policy governing the
disposition of its administrative records. This policy would ensure that materials of permanent
value would be identified and preserved and routine materials would be destroyed as soon as
possible.
The Committee scheduled two information meetings during October. Representatives of Deans'
Offices and Service Unit Directors have been invited to discuss the various options for a campus-
wide records management policy. The Committee plans to have the policy, which will govern the
maintenance, use and disposition of recorded information on campus, ready for presentation to the
Board of Governors in January 1992.
Members of the Committee are: Ruth Patrick (Chair), William Bruneau (Associate Professor,
Social I Ed Studies), Terry Eastwood (Director, Archival Studies, SLAIS), Carol Gibson (Director,
Awards and Financial Aid), Christopher Hives (University Archivist), Diane Kent (Director, Information Systems Management), Robert Kubicek (Associate Dean of Arts), Albert McClean (Associate
Vice President Academic), Imbi Harding (Manager of Records, Campus Planning & Development),
Nina Robinson (Secretary, Board of Governors), Sharon Rowse (Systems Administration Manager,
Community Relations), Angela Runnels (Assistant Registrar), and William Webber (Associate Vice
President Academic).
ubc library bulletin page 6
r
♦ SYSTEMS UPDATE
~\
Title Keyword Access Added to UBCLIB Menu Mode
On September 1, new versions of UBCLIB and LDMS were released. The main improvements included:
• merging the command modes in UBCLIB and LDMS INQUIRY mode
• adding title keyword indexing to files in UBCLIB menu mode
• adding the RECORDINGS file and B.C. ELECTRONIC NETWORK UNION SERIALS
DATABASE (ELN) to UBCLIB menu mode
• improving overall command structure in LDMS and UBCLIB
• changing NOT ON LOAN circulation message to AVAILABLE
The changes were in response to proposals by the Public Catalogues Task Group (PCTG). The main
purpose of the project was to eliminate the differences between LDMS INQUIRY mode (used by library
staff) and UBCLIB command mode (used by the public) as well as adding some new files, commands and
other improvements.
So far, the changes have been implemented for LDMS INQUIRY mode only; the LDMS UPDATE tasks
will be converted at a later date. For more detail about all changes, please see Technical Note 029 -
Merged UBCLIB and LDMS Command Modes, issued to all Library branches and divisions on August
18,1991.
Systems is still converting display formats. If your favourite display format is still missing from new
LDMS, be sure to contact Systems as soon as possible. Access to old LDMS will be discontinued in the
near future.
The PCTG and Systems have received a number of comments about the change in the circulation message (AVAILABLE). The PCTG has decided to keep the message for now and re-evaluate it next year.
The PCTG needs feedback on this change and others as well as your ideas for improvements to UBCLIB
and LDMS. Please send your suggestions to the PCTG Chair (Brenda Peterson) or your PCTG representative. There will be another OPAC upgrade project next year.
Message System Upgrade
The Systems Change Control Board has approved a project to improve the LDMS message system. The
main purpose of the project is to make our message system more compatible with other electronic mail
facilities and to make certain tasks, such as the GROUP message, more user friendly.
Committee on Services to the Off-Campus Community (CSOCC)
Who are our off-campus users? What library services do they use and how do these services fit
within the context of the library's mandate, mission, vision and values? The library Administration has formed the Committee on Services to the Off-Campus Community (CSOCC) to examine
these questions and help plan for future services to off-campus users.
Committee members have interviewed branch and division heads about their current users, services, levels of use, policies, promotion practices, strengths and weaknesses of services and unmet
needs. The information gathered is presented in a preliminary report titled Valued Resources:
Undervalued Services? The report has been circulated to public service branch and division heads.
The Committee is currently identifying services that have growth and revenue potential. Future
plans include the development of a marketing proposal for tailored services. Additional staff will
be recruited for Committee work as needed. Members of the Committee are: Margaret Friesen
(Chair), George Brandak, Leonora Crema, Elsie de Bruijn and Tom Shorthouse.
ubc library bulletin page 7
MISCELLANEOUS MATERIALS
■&A,
FEDERAL ROYAL COMMISSION REPORTS
Did you know that there have been fourteen
federal royal commissions dealing with coal and
over twenty on fishing?! You can now search
for these and other federal royal commission
reports from 1867 to 1980 in the Miscellaneous
Materials file.
All extant federal Canadian royal commission
reports between 1867 and 1980 were filmed by
Micromedia some years ago and are available
in two microfiche series in the Government
Publications and Microforms Division and Law
library:
1. Report of the Royal Commissions of Canada, 1867-1966 (AW5 C3525)
The reports in the first series are numbered (1-396) and described in Federal royal commissions in
Canada 1867-1966: checklist by George Fletcher Henderson (ZJL94 H45 1967).
The microfiche collection uses these same numbers and in addition contains some reports indicated as *not located' by Henderson, but which were unearthed after his bibliography was published in 1967.
2. Canadian Federal Royal Commission Reports, 1967-1980(AW5 C3546)
The reports published in the second series picks up the numbering at 397.
The Law Library staff analysed the two collections and entered them in the Law Miscellaneous
Publications Collection (LMIS) in the Miscellaneous Materials file. You can now search for
separate royal commission reports even if you don't know the complete title. The name of a commissioner or a keyword from the title will do it.
Try the following sample searches.
1. Was there a royal commission of inquiry into riots in Halifax following V-E Day?
TRY: fnw=h_lifaxandcoU=lmis
F nw-halifax turns up 72 titles and limiting it to the LMIS collection reduces the titles to 3, all of
which are commissions of inquiry involving that city.
2. Where can I find the Rowell-Sirois royal commission report on provincial relations?
TRY: f nw-provincial relations and coll-lmis
or
TRY: fnwsrowellandcollslmis
If you have any questions about the royal commission reports, please call Tom Shorthouse in the
Law library (2-4073). Remember to chip and save this article to add to your collection on the
Miscellaneous Materials collections.
ubc library bulletin page 8
Goodbyes
After twenty-six years in the library, Bob MacDonald, Assistant University librarian for
Technical Processes and Systems, is taking early retirement. Bob was hired in April, 1965 as the
Library's first Systems Analyst and was responsible for inaugurating automation and the
application of computer technology to Library operations. In 1970, Bob was appointed Coordinator
of Technical Processing and Systems. His title was changed to Assistant University librarian in
1977. In 1981, the Library's finances were added to his list of responsibilities. Although Bob is
retiring from UBC, he will still be active in provincial library affairs. Bob has been appointed as
the Manager of the B.C. Electronic Library Network on a part-time basis for the next year. We
wish him the very best in his new endeavors!
Appointments
Julie Stevens has been appointed as Undergraduate Library Services Coordinator. Julie started
working in the library in 1970. She worked as a Reference Librarian in the Humanities Division
and Sedgewick Library. In 1985, she was appointed Head of the Information & Orientation
Division. Julie started her new position in Sedgewick library on September 1st
Also, on September 1st, Johann van Reenen assumed his new duties as Head of Woodward
Biomedical Library. Johann came from Greater Victoria Hospital Society, where he has been
Director of Human Resources Development and Education Services since 1988. He has extensive
experience as a Health Sciences Librarian, including 7 years at Victoria Medical and Hospital
libraries and 2 years as a Reference librarian in Woodward.
Brian Owen has been appointed as Systems Manager for UBC Library. Brian has been working
as Senior Librarian/Analyst in the Systems Division since October 1990. He was Systems and
Services Manager at the Fraser Valley Regional Library from 1987 to 1990 and previously spent
eight years in the UBC Library's Systems Division.
There have been a number of new appamtmentsm_ie librarian's QQice. JosieLazarhas been promoted to
the position of Administrative Assistant She replaces Lily Wilson, who took eariy retirement in July.
VivhmMcCollor has been appointed as the new Secretary. Viv has been working m the r^nt Office as a
temp since July. The new Financial Records Clerk is Sara McGillivray. Sara was appamtedinSeptember.
A faxaiKarface is back as the Personnel Assistant Wendy Baker, who worked m this position in the 1980's,
is replacing Peggy Ng, who is on leave.
Temporary Appointments
Martha Whitehead has been seconded from her reference position in Sedgewick Library to work in
Systems as the Circulation Project Librarian for the next two years. Martha's responsibilities will
include much of the design work and implementation of the new circulation system.
Lynne Redenbach has been named as the Barcoding Project Manager. Working on a part-time
basis for the next nine months, Lynne will organize and coordinate the barcoding and conversion
project in the library.
In Memoriam
We are sad to report the death of Inglis F. (Bill) Bell on September 16,1991. Bill Bell was
the Associate Librarian at UBC from 1964 to 1981. Bill was first appointed as a Reference
librarian at UBC Library in 1952. He became Head of Circulation in 1961 and Supervisor
of Circulation Services in 1962. We extend our condolences to his family, friends and
colleagues.
ubc library bulletin page 9
STAFF MOVES
Helios
Esther Shew, Clerk2, Coll Acct & Budg
Anna Wilkinson, LAI, Special Collections
Lynn Jarvis, LAI, Sedgewick
Catherine Mallon, LAI, HSSD
Heather Douglas, LA2, Sedgewick
Dale Tenby, LA2, Social Work
Terri Wilmon, Sec2, Patscan
Gwen Zuker, LAI, Fine Arts
Anita Drewa, LAI, Circulation
Jonna Ebel, LAI (Sessional), Law
Susan Jones, LAl.Woodward
Sara McGillivray, Clerk2, Admin
Eva Brink, LAI, Fine Arts
Vivian McCollor, Sec4, Admin
Wendy Baker, Clerk3, Admin
Patrice Leslie, Technician, Crane
Susan Jones, LAI, Woodward
Glenda Noseworthy, Sec3, Crane
Joanne Scanlon, Clerk2, Coll Acct & Budg
Promotions
Patrick Hamill, LA3, Coll Acct & Budg
Polly Diether, LA3, Special Collections
Josie Lazar, Admin Clerk, Admin
Michael Monteith, LA2, Circulation
Arlene Kofol, LA2, Hamber
Goodbyes
Elaine Fong, Sec2, Patscan
Deborah Elholm, LA2, Social Work
Sam Chu, Technician, Data Library
Christine Liu, LAI, HSSD
Nancy Canning, LAI, MacMillan
Sylvia Gibbs, LA2, Interlibrary Loans
Rachel Mines, LAI, Fine Arts
Erika Klee, LAI, Fine Arts
Colin Banyard, LAI, Circulation
Transfers
Jennifer Martin, LAI, MacMillan
Eloisa Anton, LA3, MacMillan
Ruth McLaren, LA3, Crane
Annie Wong, LAI, HSN
ubc library bulletin page 10
MORE NEWS <> MORM NEWS* MORE NEWS ^MOSMNJEWS^ MORE NEWS
New Library at St. Paul's
After fourteen years of planning, the new library at St. Paul's Hospital is a reality. Opened on
October 24th, the library is part of the second phase of the redevelopment of the Hospital. The
library is located on the first level of the new ten storey tower, which mirrors phase one.
Neighbouring UBC departments include Biomedical Communications, Medical Education and the
B.C. Drug and Poison Information Centre. Over two hundred and fifty beds and various clinics
occupy the rest of the new wing.
A feature of the new library is the scanning room which houses new books and journals on display.
Stack space is two thirds larger which alleviates the overcrowded shelves and allows for growth of
the collection. St. Paul's is now the same size as Hamber library— 3,600 square feet. The move
into the new space took three days. The library's address and telephone numbers remain the
same. After the new furniture arrives, there will be an official opening ceremony.
Funds Received for Planning Scarfe Addition
Over a year ago, the Library Bulletin announced plans for a new Education Library as phase one of
the Faculty of Education renovation and expansion project. In late September, the provincial
government formally approved $900,000 for the design stage of the Scarfe Building addition and
renovation. Since an architect has been chosen already, the design work should begin immediately.
It should be possible to go to tender in late fall, 1992.
New Electronic Reference Service
The Humanities and Social Sciences Division receives and answers reference questions in person,
on the telephone and through written communication. Beginning this fall, written communication
also includes electronic mail. Mail will be checked at least once a day Monday through Friday. If
you would like to use this medium to ask your questions, the address is:
reference@library.ubc.ca
RECON Records Move Over to CATALOGUE File
At long last thanks to Systems, staff in Catalogue Records have started moving completed RECON records from the OLDCAT file into the CATALOGUE file. The move is possible because an
automatic authority checking process has been implemented.
The new process includes an automatic verification of all name headings against the MARC authority databases and, if appropriate, the transfer of MARC authority records into our local files.
This unique approach saves an enormous amount of staff time. There are approximately 20,000
RECON records ready for transfer and, initially, they will be moved at the rate of 400 per week.
Nonsexist Language
In the Library, which is staffed mostly by women, one still hears the phrase manning the reference
desk. But it is becoming less frequent. To encourage the use of nonsexist language in campus
publications, the University has published a Handbook of Nonsexist Writing. If you would like to
see the Handbook, Information & Orientation has a copy.
ubc library bulletin editor: brenda peterson (2-2076)
design: merry meredith
1
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