University Publications - UBC Library Staff Meeting Minutes

[UBC Library Staff Meeting Minutes] Oct 18, 1949

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1949, at 10 a.m.
Present:  Dr. Dunlap, Miss Jefferd, Miss Lanning, Miss Smith,
Miss Stewart, Mr. Lanning, Mr. Rothstein, Miss Fugler
(as secretary).
Dr. Dunlap asked Miss Smith if she would give a
brief report of events at the PNLA Board meeting which she
attended in Portland last week-end. Miss Smith said that a
large part of the time had been taken up by selection of committees.
In addition to the usual committees, two others had been decided
upon: a Program Committee and a Conference Committee.  The place
chosen for the next Conference is Portland, and Miss Blossom had
been elected Chairman of the Conference Committee.  The school
librarians had requested that the Conference be held at a time
when they could attend, and it was accordingly decided to have
it during the three days preceding Labour Day week-end.
Mrs. Zimmerman and Mrs* Morris had expressed much interest in
having PNLA consider some action relating to a regional or extension
program for library development.  This would involve one over-all
plan for the whole PNLA region, extending over a period of years,
and aiming at providing library service for the areas which are
now without it. Ways and means of carrying out such a plan, and
the details of the plan itself, will be considered. The idea was
welcomed with enthusiasm.
The meeting discussed the matter of distinguishing the
books to be used in the Extension Correspondence Courses.
Miss Jefferd suggested the letters ECC before the call number.
■At^present, Extension books are indicated by X before the call
number.  Dr. Dunlap preferred to avoid adding another designation.
It was pointed out that many such books will be returned by
students to the main library instead of to the Extension Library.
The designation X will still suffice to get them back to their
proper place, and unless Miss Stewart particularly wished to
have those used for the Correspondence Courses specially marked
there would be no point in doing so. Miss Stewart said she knew
which books were for correspondence course use and did not need
a special designation for them.  The question was asked, does the
fact that the Library pays for ordinary Extension books but
Dr. Shrum for the correspondence course material make any
difference? Dr. Dunlap thought it did not.  The fact that all
books used in the correspondence courses must be handled by mail
will further simplify keeping them apart from the main stock.
It was finally agreed that X before the call number will be
sufficient to identify all books belonging to the Extension Library.
Mr. Rothstein stated that he was in favour of retaining
cards for the Extension books in the main catalogue and having
these books shown as part of the University Library's resources.
Dr. Dunlap pointed out that the catalogue does not, and probably
never will, show the whole picture for the University.
Miss Lanning mentioned the difficulty created by having cards for
the Howay-Reid books in the main catalogue. Mr. Rothstein asked
if there could be a sign at the main catalogue which would indicate
the special symbols and their significance so. that students consulting the catalogue could find out for themselves what the
special designations meant.  It was agreed that the HR and NW
indications should be explained by a sign at the catalogue.
The next question was whether or not the Correspondence
Course books should be accessioned. Dr. Dunlap thought not.  When
these books come back to the main Library after their usefulness in
Extension is exhausted, we should accession those which are to be
taken into the Library.  The same should apply to all books purchased
for the Extension Library.  What about details of price, publication,
etc., if a borrower wishes to replace a lost copy? Dr. Dunlap would
charge the list price, since the real cost could not be ascertained
in any case.
Miss Lanning asked about the plays, which are sometimes
needed by students. During the discussion on this point it appeared
that most of the students make inquiry at the Extension Library
first. Mr. Rothstein stated that he thought only about 60% of the
titles in the Extension Library are also in the main collection.
Miss Lanning asked if the more useful of such titles could be
purchased for the main collection, and it is hoped that this can be
done.  Dr. Dunlap emphasized the fact that the Extension Library is
to serve people off the campus, and it cannot do that job
adequately and also serve the campus.  It was finally decided that
books for the Extension Library should not be shown in the main
library catalogue, but should appear only in the Catalogue Department's shelf list, and that such books should not be accessioned.
Miss Lanning asked if anyone noting a book in the
Extension collection, which should also be in the main Library,
would bring it to the Librarian's attention, with the intention
that it should be ordered for the main collection if funds are
available.  It was agreed that this should be done.
Dr. Dunlap said he would like to see a sign at the
entrance to the stacks behind the Loan Desk which would indicate
the subject fields, classification, and location in the stackroom
of the book stock.  This led to the matter of re-arranging the
shelving to accommodate future increase in such fields as
Slavonic Studies, which is expected to add very considerably to its
collection within the next two or three years.  It was agreed
that during the lull of the Christmas vacation period any major
shifts could be made, and the collections arranged in a form they
probably xvould retain for several years.  The sign should indicate
sufficient subject field divisions, to be generally useful to the
students.  It was agreed that such' a sign be provided.
Dr. Dunlap asked about the accession lists.  The present
practice is that the Catalogue Division types six copies of the
list weekly and includes in it every title cleared during that xtfeek.
These six copies are scattered within the Library and to two or
three offices elsewhere on the campus. Dr. Dunlap would like the
list to be selective rather than all-inclusive as it is present,
mimeographed, and sent to all departments.  He would recommend that
titles of general interest be included, but works of a highly
specialized nature^^There was a brief discussion about the
inclusion of older books, many of which are just now being added to the collection.  Dr. Dunlap felt that no book published more
than five years ago should be included in the list.  Mr. Rothstein
warned that the fact that the list was selective should be
emphasized, because there will be complaints from some members of
faculty if titles in their fields do not appear.  It is a general
complaint that people on the campus do not know what is in the
Library, and for this reason Mr. Rothstein would prefer the list to
be all-inclusive. Miss Jefferd would not like to eliminate books
just because they were more than five years old.  A good book just
being acquired by the Library is as valuable as a recently-published
one.  She felt that students who are interested in reading and who
have never before had access to a wide range of books would find many
of the older ones just as interesting as the new publications.  The
Circulation Desk has made a practice of displaying a general selection
of books coming into the Library, and it is this type of title
which Dr. Dunlap would like to see in the list.  It was agreed that
Miss Jefferd would supply Dr. Dunlap with her shelf list of
acquisitions weekly, and that he will select the titles to be
included in the mimeographed list. Mr. Rothstein asked if, in the
event of the list being comparatively short, it could be submitted
to the UBYSSEY for publication, and it was generally agreed that
this would be an excellent plan if the UBYSSEY had space to print It.
It could be sent regularly to the Publications Board in any event,
in the hope that it might occasionally be printed.
Dr. Dunlap told the meeting that he had been requested by
the Staff Association to consider the possibility of providing some
kind of training for new members of the library staff which would
give them a general working knowledge of the several divisions of
the Library.  He felt that it was a responsibility of administration
and would be most willing to meet the request if a way of doing so
could be devised.  There was a general discussion on the subject, the
result of which was the conclusion that the staff of the Library is
so busy, and the schedule so tight, that neither time nor personnel
could be spared to do anything substantial in this direction.
Miss Stewart and Mr. Rothstein said they had tried to give their
staff some training by sending the new members around to the various
divisions to make inquiries and find their way themselves.  In this
way they picked up a good deal of general information.  The
recommendation was made that all divisions attempt to do as much as
possible in the same way.
Miss Lanning introduced the question of library privileges
for visiting scholars. While most of them are only visitors and
here for a few months or so during the summer, an occasional one is
a resident and make continual use of the Library.  A few have
proved to be difficulties.  Dr. Dunlap will see visitors who wish
library privileges hereafter and find out what their intentions are.
Library privileges should be extended to visiting scholars as a
matter of courtesy unless there is good reason for withholding them,
Mr. Fawcett of Union College had called on Dr. Dunlap
during the week to discuss the relationship of the College students
to the- University Library.  They have always been granted full use
of the Library in the same-way as University students, without
formality, on stating that they are students at the theological
College.  This applies to both Union and Anglican Colleges.  The
practice will continue. 4 ■ I	
Miss Lanning reported that she receives requests for the use
of the Library from students who are not registered, but who are
working on their Master's thesis. Many of these live in town
and make use of the Library on Saturday afternoon and in the
evenings, when Miss Lanning can not ask the Registrar for verification of their bona fides. Many of these students are known at
the Circulation Desk; but in doubtful cases the Circulation
Division will record the person's name and check later with the
Registrar's office.
Miss Mercer sent to the meeting a query regarding the
ventilation of the Reserve Book room.  Dr. Dunlap said the place
had been inspected by a member of the firm which supplied the
ventilating system and that he did not feel optimistic about the
prospects of improvement in the present condition.  There was a
general discussion about the state of the building and the several
jobs still to be started or completed.
Miss Jefferd reported that the Library of Congress proof
cards were arriving, and that about nine-tenths of them are
cross-references.  She and Dr. Dunlap had seen them, and Miss Smith
and Mr. Rothstein asked to see them in due course.
The meeting adjourned at 12:25 p.m.


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