University Publications - UBC Library Staff Meeting Minutes

[UBC Library Staff Meeting Minutes] Nov 23, 1954

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Array J
No. 35
TUESDAY, NOVEF1BER 23, 1954, at 9:40 a.m.
Present: Mr. Harlow, Mr, Rothstein, Miss Lanning, Fliss Smith,
Fliss Mercer, Ess Alldritt, Mr. Lanning, Fliss Fugler.
P. 2, para. 2. Attention was drawn to the fact that the
information regarding the Bio-Medical budget is to be regarded as
approved procedure from now on and has not necessarily been in
force heretofore.
Preliminary notice slips for new books which can be giver-
rush treatment on request will be sent out by Acquisitions for the
next truckload which goes to Cataloguing.
Faculty who request rush service must bring or send slips
to the Librarian's Office. , The slips will be dated and numbered as
received and sent to Cataloguing, and as a trial effort fifteen
requests will be accepted daily, up to 1 p.m., for delivery at the
Loan Desk at 8 a.m. the following day. Requests received after
1 p.m. will be promised (within the quota of 15) for the second day
after. Requests may be left at the Loan Desk after 5 p.m., and
these will be numbered as received and sent to the Librarian's
Office at 9 a.m, the following day, to be added to those received
there after 1 p.m. Inquiries about when books can be picked up
should be referred to the Librarian's office, where a record will be
kept. When the books are delivered to the Loan Desk, they, or the
slips, will be arranged by department for ready identification.
This (the 3rd showing here) will open on Tuesday,
November 30, at 8:30 p.m, in the University Art Gallery, and continue through December 10.  Invitations have been sent to printers
in the city, members of the Fine Arts Committee, some members of the
English Department, and a few other persons who may be interested.
All library staff are invited.  Refreshments will be served on the
opening evening. Firs. Coryell has publicity for the show in hand.
Next March the University will hold Open House again.
Mr. Rothstein will act as Library representative on the planning
committee.  It is felt that the Library should have an exhibit of
its own for the event, and the Librarian suggested that a committee
of staff be set up to work on it.  Three years ago the Library was
almost wholly a show place for other departments.
Mr. Harlow reported that the Library Committee had
considered this matter and decided as follows: faculty need not be
required to open their brief-cases upon leaving the stack, but they 3/
may either submit their brief-cases for examination or who their
identification cards to the person at the stack exit. Staff are
reminded that faculty will not do this without being reminded and
that the person in charge at the stack exit must make the request
until the practice becomes established. Faculty members who "are
known to staff need not shoxf their cards, but those who are not
recognized must be asked to show their cards or brief-cases. Non-
faculty must continue to show their brief-cases,
Mr. Harlow stated that his report is "more or less in a
finished draft form," and that he hopes to have it ready for mimeographing before he leaves for Toronto on Wednesday. He plans to
have 300 copies produced this year. He noted that the average term
of service for the staff, excepting six long-term persons, has
increased since last year to almost three years,
As part of a general surve3>- of University building needs
in the next two, five, and ten years, the Librarian and Fir, Rothstein
are working on a report of estimated library requirements.  The
results of the Giant Book Count and a survey of shelving are
considered in the estimate; if the whole stack area in the present
building is put into use it will not accommodate more than 750,000
or 800,000 volumes, although it has been generally stated that it
would serve for 1,000,000.  The present stack accommodates about
250,000 volumes.  The present seating capacity is about 900,
allowing for about 15% of the student body. This is a minimum percentage, particularly for a non-residential university with a
minimum of other study areas. Fir. Harloxtf estimates that the
capacity of three reading rooms the size of the Ridington or Reserve
Book room will be needed in the south wing. A compact storage area
accommodating 250,000 volumes may also be required.  The Library
has, on the average, doubled its book holdings every ten years
since 1915» and the 750,000 maximum may be reached by 1970.
Mr. Harlow mentioned briefly some proposals for changes within the
present building when the south wing is added.
Mr. Rothstein said that he, Fliss Alldritt and Fliss Fiercer
had discussed possible ways of getting temporary cards into the
catalogue for Sedgewick books. White paper slips (one of the
multiple forms) were considered too flimsy and also to contain too
much detail.  It was pointed out that the detail will not matter
because students will probably not notice it; the entry is intended
only to inform users that the book is in the Library and in the
Sedgewick Room. The white form or the yellow requisition card may
also not contain accurate cataloguing information, and variation in
names, for example, may confuse students. It was suggested and
approved that cards be put in the public catalogue only for those
titles in the Sedgewick collection which are not elsewhere in the
Library, thus reducing the number of entries very substantially; about one-quarter to one-third of -the books would be involved.
The present Sedgewick cards (i.e., the order cards) will be checked
against the L.C. catalogue and amended as required. One master
card will then be typed for the catalogue, and the L.C. card
number will be noted on the original Sedgewick cards.  This number
will be used in ordering a full set of printed cards when the
Sedgewick books are transferred to the general collection.
For all new Sedgewick books Acquisitions will check against the
L.C. entry in the first instance, put the card number on the slip,
and a master card will be made for the catalogue.  If the Sedgewick
collection contains important scholarly editions not available in
the stacks these may be noted; otherwise multiple copies will not
be involved. Location within the Sedgewick Room will not be
Mr. Harlow stated that the number of serials taken by
the Library, including those for Fledicine and Law, is 3,898.
Of these, 1,204 are received by gift and exchange. A number of
government publications are included in the gift list.
Supplementum epigraphicum graecum.  Vol. 1-12, 1923 to date.
The meeting adjourned at 10:45 a.m.


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