University Publications - UBC Library Staff Meeting Minutes

[UBC Library Staff Meeting Minutes] Oct 19, 1954

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 No. 80
FD-NUTES OF MEETING OF DIVISION HEADS        ..
HELD IN THE LIBRARIAN'S OFFICE ON t°
TUESDAY, OCTOBER 19, 1954, at 10 a.m.
Present: Mr. Harlow, Fir, Rothstein, Miss Lanning, Fliss Mercer,
Miss Alldritt, Fliss O'Rourke, Fir. Lanning, Miss Fugler.
NOTICE TO FACULTY RE ARRIVAL OF BOOKS
The Catalogue Division is ready to begin "rush" service,
and the means of advising faculty of the service were discussed.
The Librarian thought that a rubber stamp on the notice slip would
serve the purpose, but it was also suggested that a full explanation
be provided on a mimeographed sheet which could be distributed for
departmental information, with copies to the library representatives
of the departments*- No form was decided upon, but the Librarian
asked for a decision to be made by the next meeting.
COUNT OF LIBRARY HOLDINGS
No figure is available in which the Librarian has confidence, and he is anxious that a count be made before the collection
gets much larger (more than 50,000 volumes have been added in the
last three years). He and Fir, Rothstein suggested that a count
could actually be made of the books on the shelves in about 100
hours, and that if twenty staff members would be willing to take
part in such a count (on a Sunday), the whole of the main book stock
could be counted in about six hours.  The Bio-FIedical Branch could
be counted separately, and the departmental reading rooms when
time permitted.
Mr. Rothstein said that it might be well worth the extra
trouble to find out at the same time what the holdings are by
subject fields.
Mr. Harlow asked Fir. Rothstein to consider the problem
and plan with Miss Alldritt, Fir. Bell, and any others, how the
count could be made.
WANDERERS AFTER HOURS
Mr. Harlow asked any staff who are in the Library after
hours to question persons in the building whom they do not recognize and ask for their-,authorization .card. All persons who have
permission to be in the building outside regular hours will have
such a card signed by the Librarian or will be carrying a special
note from him.  Students, who xm.y  be on the cleaning staff, can not
always be identified; but they should at least be at work with
cleaning equipment.  Please report unauthorized persons to the
Librarian at the first opportunity.
STAFF ORIENTATION
The discussion of this matter was renewed.  Mr. Rothstein
outlined a proposal as follows: that all new full-time emplo3^ees be
given an introductory tour of the Library, by the Head or some other
well informed person, in order that they may know where the departments are located and also that a member of the staff may have the opportunity to see them. The Librarian asked that the.tour phase
include the Librarian's office. About twice a year the group of
new staff members should be brought together for a brief talk about
the Library and the University by the Librarian or another member of
staff. For staff members who may need more detailed information
about the work of other divisions, special arrangements for them
to spend additional time in another division will be made by the
Heads concerned. Fir. Rothstein would like to include student assistants in this treatment if arrangements could possibly be made.
By these and other means the student assistants could be given a
feeling of belonging to the Library and having responsibility
towards it.
Miss Lanning asked if prospective library school people
could be allowed to work in other divisions for a few days at least
to give them experience. This could be managed best during periods
between sessions.
STAFF IDENTIFICATION
Student assistants at service desks should not hesitate
to question everyone who passes, and to regularize the position of
Library staff, the Librarian's office will provide cards for them.
Staff members should identify themselves when necessary as do
other Library users,
EMERGENCY GUIDE
There is a professional librarian on duty at the Reference
Desk at night, and in case of difficulty other staff should refer
to that person. Though depending upon the professional librarian
for emergency guidance, all employees on evening duty should have
a few brief rules for guidance, and these will be drawn up and
posted at the service desks. Divisions should always have flashlights ready for immediate use.
TELEPHONE USE
Staff are reminded that the use of library telephones
for personal messages must be kept to a minimum. The lines are too
much in use for University business to permit of frequent or
lengthy personal calls.
VOLUME AND YEAR ON SPINE OF BOOKS
Some bound sets of journals, for example in Fledicine, are
being received with one but not always both of the above notations
on the spines. It was decided that both are desirable and that
whichever is lacking should be added. For the present, Serials
will indicate on a slip in each volume when the addition of such
data is necessary, and Cataloguing will do the lettering.
ADVERTISING IN PERIODICALS
Some of this material contains useful information not
easily found elsewhere, and such sections should perhaps be retained
in representative journals. Mr. Lanning said that in some cases
the text is mixed with advertising and therefore everything is f   iSt
3
bound; in others, when more than one set is bound, the advertising
is preserved in one set and eliminated from the other. Representative advertising is retained in many cases. Fledicine and
Architecture have made requests to have the advertising retained,
and Mr. Harlow suggested that Fliss Fraser, Fliss Dwyer, and
Fir. Lanning discuss the problem.
MONOGRAPHS (University Publications)
Should the Library buy important monographic series in
full and bind them regularly or obtain only items which relate
specifically to the fields of interest? At present there are
broken volumes and their binding is sometimes in question.
After discussion it was concluded that generally only material
which is actually within the range of interest would be acquired,
but that the series would be classified as such, and other
material could later be added,
CLASSIFICATION SNAGS
The user's point of view rather than strict logic seems
to be called for in some cases. Fir, Harlow recommended that
facsimile material, for instance, might be classified with the
original rather than with a publisher's series. The Cataloguers
will be on the lookout for anything that seems to need special
consideration,
EXAMINING BRIEF-CASES
Some faculty members have objected to the practice of
having to submit their brief-cases to examination at the stack exit,
and Fir. Harlow will bring the matter before the Library Committee
for discussion.
FRESHMAN PROJECT
This is under way now. On Wednesday, Miss O'Rourke and
Fir. Harlow will speak to the English faculty about it.
"KNOW YOUR LIBRARY"
Mr, Harlow requested that this be distributed generously,
UNITED KINGDOM INFORMATION OFFICE
The Library has now sent lists of orders for non-Parliamentary .publications of Great Britain to the U. K. Information
Office in Ottawa, who will give a discount on them. If the new
procedure works out satisfactorily the Library may order everything from Her Majesty's Stationery Office through the Ottawa
agency.
PRESS
Items of news about the acquisition by the Library of
the Rolls Series and the material relating to Mary, Queen of Scots,
given by Dr. Salmond, have appeared in the newspapers recently. /s
4
Another about the Hakluyt set is in preparation. Firs. Dorothy
Coryell, the University's new Information Officer, is ready to turn
out publicity material very quickly,
DEPARTFIENTAL BOOK FUNDS
Mr. Harlow noted that some of these have already been
overspent, indicating a very lively book buying season.
STATISTICS IN ANNUAL REPORT
In writing his annual report Mr. Harlow is citing
figures showing the increase in cost of operating the Library and
increases in the book budgets, during the last ten years: University funds spent on books and periodicals have increased fey 590%,
and all funds for book purchases have increased 6kZ%.    Last year,
only 15$ of the funds for books and periodicals were from outside
sources. Of $112,000 spent on books", periodicals and binding,
35$ was in six fields, and subtracting the cost of current
periodicals, the sum of $40,000 remained for books and back files
of journals for all other departments. Last 3^ear, 22,248 volumes
were added to the collections, of which over 12,000 were journals.
During the ten year period a vast growth in the University itself
has taken place, and the cost of University operation has
increased far faster than that of the Library alone,
CANADIANA
Miss Mercer asked what policy the Library is to follow
in acquiring Canadiana.  Should a first copy of everything Canadian,
including fiction, be added to the Howay-Reid Collection, and
second copies of material that is wanted for use be acquired for
the main stack? Fir, Harlow proposed that copies of all rare books,
of Canadian bibliography, local history, and of easily-damaged,
flimsy material, etc. should be kept in the Howa3^-Reid room.
Probably one copy of Canadian fiction and poetry that is acquired
should go into Howay-Reid and duplicate copies should, be obtained
of material that is in demand.
The Provincial Library and Archive has a first responsibility for the collection of British Columbia imprints; the
University Librae should have a strong B. C. collection and a
general collection in Canadian History and Literature.
STAFF DEPARTURES AND ARRIVALS
Mr. Harlow remarked that the Library has recently lost
some very fine staff members, but that it has also added some very
good new people.
ACQUISITIONS
Acta medica Scandinavica - v. 52, 56-84, 116-118, and
Supp. #1-7, 14-15, 17-22, 25, 30-63, 107-103, 110-114,
162-165, 192, 197, 199.
The meeting adjourned at noon. /¥
PERSONNEL
Fliss Jean Donald has moved from her position of Junior
Librarian in Reference to a similar position in the Catalogue
Division, as of October 1.  The Serials Division has lost
Firs. Colleen Murphy, who resigned on October 9; her departure
was much regretted by the whole staff. Firs. Ann-Ellen Jones
was transferred from her Clerk 1 position in'Cataloguing to the
position of Library Assistant vacated liy  Firs, Murphy.
Mrs. Beate Wesemeyer, who joined the staff on October 1,
resigned on October 15 to return to a newly-established position
in the Accounting Office.  She was replaced b3:r Mrs. Agnes
Frebold who joined the Catalogue' Division on October 1$ as Clerk 1,
On October 27, Fliss Nancy Flacdonald will join the Circulation
Division to. fill the gap resulting from Firs, Flakovkin's
resignation.

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