Array MINUTES May 23, 1961. No. 243 Reporting Division Heads Meeting and other Matters nf Interest to University of British Columbia Library Staff Present: NH, SR, RJL, AMS, IB, GGT, NTK, MD, EBM, DF, AB, JS, MW (for JO'R), BSS, and HM. Dr. Frank Rogers Miss Fraser reported the visit of Dr. Frank Rogers (Director of the National Medical Library, Washington, D. C.) to have been a successful one. He spent much of his time with doctors in Vancouver and Victoria, in the interest of the B. C. Medical Library Service, and with members of the Faculty of Medicine, discussing the Biomedical Library. Pamphlet Covers Two changes have been suggested on the memorandum circulated by the Catalogue Division regarding pamphlet covers (Appendix B to Minutes #242, p. 82): The third paragraph, item 3, should read, "All material which can be put into pam covers and is intended for the Law Library or other campus reading rooms, is being rushed to RBC, or is otherwise to be put into use immediately". The final paragraph on p. 82 should read, "All other material is to be bound, with the exception of Delta and HR material and Extension plays." Payroll The payroll period is being changed, effective June 4, 1961, from Tuesday-Monday to Sunday-Saturday. Payroll cheques will be available as usual on the Friday following the payroll week. It is necessary, therefore, that time sheets for all hourly employees be handed into the Librarian's Office on Monday mornings. Time sheets for the week ending June 3, (handed in Monday, June 5) should include hours worked only for May 30, 31, June 1, 2, and 3. 83 84 Categories of Library Materials—Semi-final Statement Miss Smith's Committee (including the Heads of the subject divisions, Cataloging, Serials and the Loan divisions) has reached a tentative agreement regarding the materials which are to go into the several categories: A. Library Use Only (For use in the Library building only) Abstracts, indexes, bibliographies, catalogues. Government publications - i.e., debates, statutes, sessional papers, journals. "Anchored sets" (to be used in stacks only). Reference tools, and selected sets of great reference value. B. Serials (Can be borrowed by members of faculty for two weeks and by students registered in Graduate Studies for one week) Government publications issued serially and not elsewhere listed as Restricted or for Library Use. Bound journals Society transactions and proceedings Annual surveys and annual reviews. C. Restricted Use Only (Normally non-circulating, but available on restricted loan at discretion of Heads of Subject Divisions) First copies of administrative annual reports, statistical series, and all Canadian and B. C, publications other than above-. (if the latter are in heavy demand, duplicates should be ordered immediately). First copy of some separates which are of specific reference value (e.g. U.S.Dept. of Commerce, BSDA) Society Publications Fine arts books with plates Some bibliographies. D. Circulating (Two week loan period, or as specified). Monographs in series. Multiple copies of non-serial publications, of selected sets, and of Royal Commission reports. Note: Categories of all new material is to be indicated by the Heads of the subject divisions to Cataloging before the publications are cataloged. 85 Student Library Cards Library cards for students next term will be of distinctive colours according to stack privileges. Cards for 1st and 2nd year students (who are not permitted access to the main stacks) will be of one colour; 3rd and 4th year students (undergraduates with stack access) will be another colour; and graduate students will be of a third colour. Control of Stack Entrances Between Terms During slack periods stack entrances must be manned by regular staff members, or, if no one is available, the entrances in all subject divisions are designed to be closed, and the doors to the stacks should be locked and a sign posted referring users to the entrance at the Loan Desk. Full reference services and access are to be provided as far as possible. Staff Room Coffee service in the Staff Room will be Interrupted during the summer period. Beginning June 1, Instant coffee (powdered coffee and hot water) will be provided at a charge of 5$ per cup, or members may go out for their 15-mlnute rest period. Any persons using the Staff Room are expected to wash, dry, and put away their cups and utensils after using. From June 1, all staff members will be permitted one 15-minute coffee break a day (in the morning or the afternoon) according to University Personnel regulations, and Division Heads are expected to see that this provision is respected. Distribution of Journals Mr. Lanning was asked to prepare a routing slip in accordance with the procedure suggested in Minutes No. 242 (p. 78) for use in a trial period. It was agreed that journals going to Nursing and Pharmacy be distributed by the Biomedical Library rather than by Serials directly since these already go first to BM. for scanning. Asian Studies It is probably that an institute of Pacific studies will be set up at the University, and Professor Holland wishes to have a central place on the campus where scholars can carry on research in this field. The Librarian has proposed that this centre be in the Asian Studies Library, 86 where most of the research material will in any case be located. Some filing cabinets of uncataloged pamphlets and other material will probably be moved In, and some volumes from other sections of the book collection will likely be charged there. It may be that a short section, of steel shelving may need to be removed to make space for study more adequate. Professor Holland has approved this plan. Fine Arts Bookstacks Additional stack space is necessary for the Pine Arts Library, and approval has been given by the Finance Committee for the erection of a steel stair between stack levels 3 and 4 (at the south end).. Work should begin right away. Signs The paper -signs at the new Library entrances will be replaced with permanent lettering on the glass above the doorways. Thacker Collection Mr. Stuart-Stubbs travelled to Hope', B. C, last week to pick up the collection of books willed to the Library by Mr. T. L. Thacker, mostly material in the sciences. Elizabeth Dafoe Library, Manitoba On May 25 a ceremony will be held, unveiling a plaque to the memory of Miss Elizabeth Dafoe and naming the University of Manitoba Library the Elizabeth Dafoe Library. Students Visiting from other Universities It is the policy of the U. B. C Library to grant library privileges to students from other universities who are visiting Vancouver for the summer and can present student registration cards. Mr. Harlow recently wrote to McGill University inquiring whether their policy permitted a similar use by students from U. B. C. Miss Simon replied that a similar arrangement is followed there, although students must use space in the undergraduate library and must make a $5.00 deposit, returnable upon departure. They must present a current student identity card or a letter from their librarian and are given a guest card for temporary use. School of Librarianship Dr. Rothstein reported that he expects to have the appointment of the complete faculty of the School of Librarian- ship approved by the Board of Governors at their May meeting, 87 and an announcement will be made immediately afterwards. He has received over a hundred applications and inquiries from prospective students and he hopes to enroll a first class of not more than 30 to 35 members. Personal Miss Fugler is reported to have gained some strength in the past week. Visiting hours are from 3-4 p.m., but staff members must phone the University Hospital before visiting. PERSONNEL Miss Anna Leith will become Head of the Science Division with her appointment effective about August 1, 196l. Miss Helen Derewenko, Clerk I in the Science Division, was married to Mr. W. W. Esakin on May 19; our congratulations and best wishes to them. Appointments Miss Lynda Brooke, Clerk I in the Fine Arts Library on May lb". Mrs. Roswitha Nielsen, Clerk I In the Biomedical Library on May 1. Mrs. Evelyn Roth, Clerk I In the College Library on May 19. Resignation Miss Sylvia Minard, Librarian I in the College Library on June 16. The meeting adjourned at 11:40 a.m.
University Publications - UBC Library Staff Meeting Minutes
[UBC Library Staff Meeting Minutes] May 23, 1961
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