University Publications - UBC Library Staff Meeting Minutes

[UBC Library Staff Meeting Minutes] Mar 30, 1954

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MINUTES OF MEETING OF DIVISION HEADS      No. 67
HELD IN THE LIBRARIAN'S OFFICE ON
TUESDAY, MARCH 30, 1954, at 10 a.m.
Present: Mr. Harlow, Miss Lanning, Miss Mercer, Miss O'Rourke,
Miss Alldritt, Fir. Lanning, Miss Fugler.
CATALOGUE AND ACQUISITIONS SHIFT
The Librarian asked how the new arrangement was working
out, and Miss Alldritt said it seemed to be working well.
Miss Mercer stated that the Acquisitions people found it very much
more convenient, saving many steps each day.  It was noted that
the marking desk and area, now at the front door, are very neat
and orderly, and Mr. Harlow said that the whole arrangement appeared more attractive and effectual.
RED-EDGE CARDS FOR SUBJECT HEADINGS
Miss Alldritt said that she has given up marking the
edges of subject heading cards; she believed this had been agreed
to earlier. Miss O'Rourke felt that the red edge was an
extremely useful guide when searching in the catalogue; students
do not always understand that the capital letters in the catalogue
indicate subject headings, and the red edge is an additional aid.
Mr. Harlow questioned the need to indicate subject headings by
the use of red-edged cards if capital letters did the same, and he
remarked that in the course of the next few years the Library
may have to give up a number of "extras" for the sake of economy
and simplification. He wondered whether it would only be
necessary for the Reference staff to instruct students to look for
capital letters instead of red-edges.  It was pointed out that the
red cards could be readily located and were therefore of real
usefulness to students who have no great familiarity with filing
rules.  The Librarian asked the Divisions, particularly Reference,
to consider the matter and make recommendations at the next meeting.
COPY NO. and SET NO.
Miss Lanning discussed the usefulness of continuing to
indicate "Copy 1" on the first of two or more multiple copies:
if the card for a book out on loan does not indicate that it is
copy 1, the Loan desk staff take for granted that it is the only
copy and do not search further; if the card at the desk indicates
that the book is copy 1, a search is made for another.  This'
system does require that when an additional copy is acquired, the
cataloguer must fetch the first from the stack and. mark it "Copy 1,"
but the practice serves a useful purpose at the Loan Desk.
Multiple copies of sets are not marked now.
OVERDUE NOTICE TO FACULTY
At the next meeting Mr. Lanning will bring revised
copy of the overdue notice now sent by Serials to faculty members.
Miss Lanning and Miss O'Rourke indicated that the present forms
in use in their Divisions are satisfactory. MATERIAL FROM CALIFORNIA STATE LIBRARY
A shipment of a substantial amount of material is
expected from the California State Library, and Mr. Harlow asked
to be notified of its arrival.
CORNELL UNIVERSITY MATERIAL
Mr, Lanning reported the arrival of a large shipment of
medical material which was recently purchased from Cornell,
including some important sets,
SURVEY OF INTERNATIONAL AFFAIRS AT UBC
The Report upon this survey is being circulated to the
staff; the two copies should be kept in active circulation.
LETTERS FROM MISS SMITH
Two typed copies of letters from Miss Smith have been
circulated to the library staff by the Reference Division. Both
are supposed to be returned to Reference, but no one complete set
has yet found its way back. Fiiss O'Rourke asked if search could be
made in the divisions so that they may be sent on their way.
Mr. Harlow said he hoped the Division would preserve a set; one
is being kept for Miss Smith, and if two are returned to Reference,
one can also be made up for the Library.
CALL SLIPS
Orders to reprint call slips will be sent to the printer
this week, and Mr, Harlow asked if any revision was wanted.
Miss Lanning asked for wider spacing of the lines in the central
part of the Library Use and Home Use slips. One line will be
eliminated and the space divided between the remainder.  Otherwise
the slips will remain the same.  Orders will be placed for 150,000
each of "Home Use" and "Library Use" slips, and 50,000 of the
"Serials" form.
TAX
Miss Fiercer mentioned that the %  sales tax on Library
Books and Magazines during the coming year will amount to at
least $2,000.
FINES
Mr. Harlow's reply to Mr. White's letter listing people
who owed fines of over $5.00 apparently went to the Finance Committee.  The Librarian then wrote to the President outlining some
of the problems involved.  He now wished to inquire whether the
Library could modify the present fines scheme to advantage.  In
one institution no fine is charged until the book is overdue three
days, then the full 3-day fine is billed.  This would probably
encourage students to keep books an extra two days, and might
become a problem, for example, in the Fine Arts room.  Some other -3- *?
practices in university libraries were cited, but it was agreed
to experiment with the two days of grace for a time without, however, a public announcement being made.  It was agreed that the two
days of grace should not extend to Reserve material, and Miss
Lanning suggested that Mr. Harlow consult Mrs. Makovkin regarding
special difficulties there.  This matter of overdue material will
be discussed with the Student-Library Committee next year, and
Mr. Harlow hopes to have some assistance from the Committee with
such problems. Miss Lanning suggested having interviews with
people who do      not keep material overtime and who are inconvenienced, sometimes seriously, in their work by  those who do.
Mr. Harlow said that perhaps a series of interviews could be
published in The Ubysssey.
SPRING CONGREGATION
For this Congregation (and not for the one in October)
the Library lends its chairs, since only a few are needed in the
reading-rooms at this time.  He asked Division Heads to count chairs
in advance and to be sure that all chairs come back and that they
are Library chairs and not a mixed lot. Miss Lanning reported a
number missing from the main reading room now.
INVENTORY
The notice asking faculty and staff to return to the
Library all material for the annual check should reach the faculty
offices before the last day of lectures.  This year it will be
sent out on April 5 or 6 and will go to everyone on the current
faculty list.
Miss Lanning said that her division could not continue
the work of inventory which was begun during the Christmas vacation
period until after examinations are over,
UNIVERSITY ARCHIVE
The President has written to Dr, Friesen asking that the
Extension Department provide for the Archive copies of everything
printed or issued by that Department, and another letter has gone
to Department Heads asking them to preserve all archival material
until" arrangements can be made for assembling and organizing it.
REVOLVING DOOR
The President and Dr. Shrum visited the Librae recently
and examined the revolving door.  A single set of new double doors
will be installed first, but construction will be provided to add a
second set if they are needed to control drafts in the building.
RESEARCH PUBLICATIONS, No. 2 and 3
Two additional items in this series, which will be re-
titled "Research Publications, Community Planning Series," will
shortly be available, and the Library will receive a stock for
exchange purposes.  These were  recently authorized by the Editorial
Committee, -4-
Committee.
VANCOUVER ART GALLERY
The Librarian recommended to staff the current exhibition
of work by the Group of Seven, which will continue until April 25.
NOTICE RE SUMMER MAIL SERVICE TO STUDENTS
This form was examined and revision recommended. A draft
will be provided by Miss Lanning.
ALUMNI DEVELOPMENT FUND AND "FRIENDS"
Mr. Frank Turner, Mr. Kenneth Macgowan, and Mr, Aubrey
Roberts of the Alumni Association are much interested in the part
the alumni might play in organizing a "Friends of the Library"
group for UBC, and Mr. Turner has written to several universities
about their associations. Mr. Harlow will have lunch with these
gentlemen on Thursday to discuss the matter.
ACQUISITIONS
The microprint edition of English and American Plays has
arrived, a very large shipment. The following bound journal files
have also come in:
Geofysiske publikasjoner. v, 1-19, //-l, 1920-1953 (lacking
b nos.]
Zentralblatt fur bakteriologie.  Abt. 2. v. 63-94, 1924-1936.
Jahrbuch fur kinderheilkunde... .v". 5-3, 1372-75; 67-68, 1903;
 110, 1925; "112, 1926; 126-133, 1929-1932.
Archiv fur kinderheilkunde.  v. 39, 1904; 41-44, 1905-06;
46-47, 1907-08; 4^3U, 1909; 90-96, 1930-32.
Rocks and Minerals, v. 13-14, 1933-39; 20-28, 1945-53.
Medical Life.  1920-1930.  93 copies.
Mr. Lanning notifies faculty when such material is received which
has been purchased with Library Committee funds in response to
their requests.
The meeting adjourned at 12:10 noon.

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