University Publications - UBC Library Staff Meeting Minutes

[UBC Library Staff Meeting Minutes] Dec 22, 1953

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Array No. 56
MINUTES OF MEETING OF DIVISION HEADS
HELD IN THE LIBRARIAN'S OFFICE ON
TUESDAY, DECEMBER 22, 1953, at 10 a.m.
Present: Mr. Harlow, Miss Jefferd, Miss Lanning, Miss Mercer,
Miss O'Rourke, Mr. Lanning, Miss Fugler.
TEMPERATURE
It is reported to be cold in some parts of the building,
particularly the Reserve Book Room, which is usually too warm.
The absence of the usual number of students in the throes of study
probably accounts for some of the difference.  The Reference
Division reports unchanged conditions both in the Ridington Room
and in the workroom.  Acquisitions has kept a record of temperature in its area, and Mr, Harlow asked Reference to do the same,
making twice-daily notes. With a record of variations in specific
parts of the building, the Librarian can ask to have adjustments
made, and the Power House staff are cooperative.
SUBJECT LISTS IN SERIALS
Mr. Harlow asked whether the subject lists of current
periodicals were in progress, and Mr. Lanning said that little had
been done because the staff were occupied in handling the latest
shipment of Royal Canadian Institute material and gifts for
Medicine.  The lists should have attention before January 4
because graduate students are to be admitted to the Serials stacks
from that date. Mr. Harlow suggested that the Social Work list
be given first priority.
NIGHT SERVICE IN SERIALS
Mr. Lanning has a tentative schedule for operating the
Serials desk two nights a week. Mr, Harlow has not yet found out
which night will'suit Social Work best, but the general opinion
is that Monday and Thursday are most likely to be useful.  This
service is to commence on January 4.
VISITORS' PRIVILEGES
During the holiday season there are a few requests for
use of the Library from persons who are attending other universities and colleges and are visiting in Vancouver.  It is agreed
that they should be granted ordinary student privileges and that
the Librarian will provide them with a note to Miss Lanning which
they should use in place of a student library card.  Stack access
will be granted only if it is specifically stated.
HANDLING OF MICROREPRODUCTIONS
!•  Chiefly microcards.  In establishing the procedure for
handling this material it was emphasized that a long-term view
should be taken because it is likely that the Library will
acquire increasing quantities in the future. 2
Microreproductions will be catalogued, given a simplified
class number, and filed in the Reference Division.  The Catalogue
Division will provide its own usual shelf list and authority file
records, showing holdings, call numbers, etc. If a serial file is
partly bound and partly microreproduction, the "Library has" notes
in the Public Catalogue and in the Catalogue Division will so
indicate. On cards in the Public Catalogue only "Microcard"
("Microprint" or "Microfilm") will appear in call number position
opposite the holdings in micro-form, with a rubber stamp note
below: "Microreproductions at Reference Desk." Since the public
will not have information about call numbers, and the files of
microreproductions will be under "closed shelf" conditions, Reference may file microcards in the most convenient manner.  It was
suggested that if there were to be a great many microcard items,
they should perhaps be filed by call number, with a separate author
catalogue maintained.  Reference will receive a copy of the shelf
list card from Cataloguing.
Miss O'Rourke raised the question of shelf space at
Reference for this material.  The present crowding adds to the
difficulty of handling.  The Librarian said he realized the need
for more shelf space everywhere in the Library, but that
microreproductions must be processed and made available until
better accommodation is provided.  There was a brief consideration
of the different types of storage for this material.
2»  Microfilm.  This material comes on reels (in standard
carton) and in strips (usually in small cans).  It was agreed
that this material be filed in modified '-'accession number" order,
i.e., beginning with "1," except that serials would be brought
together by creating sub series, l/l, l/2, 1/3, etc., allowing
for indefinite expansion.  The next title would be 2, expanding
to 2/1, 2/2, 2/3, etc., if needed. Reference will keep an alphabetical card file as a key to material, showing on its cards "R"
for reels, and "S" for strips.
In processing, Acquisitions does not give accession
numbers as it does for books.
If items obtained for faculty use do not appear to have
permanent value for the Library collections, they should be given
to the persons who requested them.
CHECKING STACKS
Now that the building closes at 5 p.m. both Reference
and Loan Desk staffs should make sure that no one is left in the
stacks. Miss Lanning remarked that the turning out of the lights
usually brought stragglers to the surface.
The meeting adjourned at 11:30 a.m.

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