University Publications - UBC Library Staff Meeting Minutes

[UBC Library Staff Meeting Minutes] May 30, 1950

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 MINUTES OF WEEKLY STAFF MEETING
HELD IN THE LIBRARIAN'S OFFICE ON
TUESDAY, MAY 30, 1950, at 10 a.m.
Present:  Dr. Dunlap, Miss Jefferd, Miss Smith, Miss Mercer,
Miss Howieson, Mr. Lanning, Mr. Rothstein, Miss Fugler.
Dr. Dunlap stated that last week's meeting had been cancelled
because he was engaged with problems in connection with the
proposed medical reading room. The cost of adequate lighting for
the medical reading room was found to be high, and it developed in
a meeting of the Vancouver Medical Association that there would
not be one central library to which all the medical groups in the
city would contribute support. The V.M.A. decided to retain its
own library and to house it in the building the College of Physicians
and Surgeons plan to construct in the near future. As a result,
Dr. Dunlap concluded that the expense of serving sixty or so medical
students in a separate reading room could not be justified.
Dean Weaver agreed that the ordinary facilities of the University
Library should be adequate, and that the first year would bring
to light other factors which might have to be considered later.  For
the present, therefore, the medical students will be in the same
category as other graduate students on the campus.
Miss Smith said she had been delighted to find that Dr. and Mrs.
Friedman, who have recently come to the campus, were enthusiastic
about the University having a centralized library. Dr. Friedman
received his training at McGill, where departmentalized libraries
are traditional, and it was very encouraging to know that he preferred
a central library. Dr. Dunlap said that he would like to see adequate
reading rooms for large subject fields, but these will have to await
another addition to the Library.
Miss Jefferd asked whether Medicine was making book purchases,
and Mr. Rothstein said that very few books were being ordered by
them. Dr. Dunlap expressed the view that as soon as Dean Weaver
gets his staff assembled orders for books will come in.
The question of location of works in the "Z classification"
came up, and it was decided that national and trade bibliographies
should be in the Catalogue and Acquisitions Divisions and subject
bibliographies in Reference. Professional works in the "Z classification" should be located where the books will be most used.
If both Reference and a downstairs Division need them, Reference should
have a second set of those most needed downstairs. It was recognized
that this might not always be possible, but that it should be
followed as far as practicable.
Dr. Dunlap informed the Division Heads that he had received from
the President a request that the Annual Report of the Library
Committee be in his hands by 1 October. The Division Heads were
requested to place their divisional reports in Dr. Dunlap's hands
by 1 September. The Division Heads asked what was expected in the
reports, and Dr. Dunlap replied that he had found last year's reports
too brief. He said he could suggest headings such as Personnel, Administration, Technical Processes, etc., but he preferred to have
the reports develop a few ideas and give some indication of where
the Library is going. Dr. Dunlap suggested that there should be
something on special problems arising in the various divisions. He
did not want statistics only. The Annual Report is an opportunity
for the Library t© put itself on record and it should take advantage
of the occasion. Dr. Dunlap felt that the very considerable amount
of professional activity carried on by members of the staff should
be noted. Mr. Rothstein asked if there were any specific statistics
wanted that had not heen—supplied in previous reports, and Dr. Dunlap
replied that there were not. Miss Jefferd mentioned that the Division
Heads did not see each other's reports and it was therefore difficult
to relate one Division's report with that from another. Dr. Dunlap
stated that unless a Division Head wished his or her report to be
treated as confidential, he would circulate copies to all the Heads.
Mr. Rothstein pointed out that the Divisional Report was raw material
and that not all of it would be incorporated into the Annual Report.
He felt that the Head of a Division might wish to make his Divisional
Report an occasion to discuss or develop certain ideas which were of
departmental interest chiefly, and not necessarily material for the
Annual Report. Dr. Dunlap remarked that he wished the divisional
reports to present interpretation in addition to facts.
Miss Jefferd brought up the matter of recording accession numbers
of long sets of periodicals which receive additions from time to time,
often at irregular intervals. This led to a general discussion of the
value of accession numbers. It was stated that if the job were to be
done, it should be a complete one for both periodicals and books. If
it was not to be complete, it should be abandoned altogether.
Mr. Rothstein said he found accession numbers of considerable help
in the work of his department, and Miss Mercer said they were useful
to Circulation, especially in checking after inventory. Dr. Dunlap
was not convinced that they did serve a purpose which justified the
time spent on them, and after some discussion he agreed to visit
Acquisitions and learn what use is made of accession numbers there.
If accessioning can be justified, it should be done thoroughly for
books and periodicals; if it cannot, it should be discontinued.
Miss Jefferd said everybody seemed to like it for books. Miss Smith
would prefer to have it done for everything or not at all. Miss Howieson
agreed with Miss Smith's view, adding that the extra time required to
do a complete job of aecessioning would not be a serious factor.
Mr. Rothstein said he depended upon accession numbers to help him
straighten out from five to ten snags a week. It was decided that the
matter should be considered further and a decision reached at a later
meeting.
Dr. Dunlap then presented the problem of return of theses to
Departments in eases where the candidates do not take their degrees.
He said that he did not find good reason for doing this. Once the
thesis has been accepted by the Department concerned and received in
the Library, it should be catalogued and kept here. Miss Jefferd felt
that the Library does not come into the picture except in the case of
a student who does take his degree. If the thesis is catalogued it would appear that the student had taken a degree. Miss Smith
suggested making a pencil note on the title page of the thesis
to the effect that the author had not yet come up for his degree.
This could easily be erased if and when the candidate did take
his degree. Dr. Dunlap said he believed the Library's task was
to receive the thesis, catalogue and shelve it, and that the
question of fulfillment of other requirements is not our responsibility.
The meeting adjourned at 12 noon,

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