University Publications - UBC Library Staff Meeting Minutes

[UBC Library Staff Meeting Minutes] Apr 19, 1955

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 MINUTES OF MEETING OF DIVISION HEADS
HELD IN THE LIBRARIAN'S OFFICE ON
TUESDAY, APRIL 19, 1955, at 10 a.m.
No. 98
Present: Mr. Harlow, Fir. Rothstein, Miss Lanning, Miss Smith,
Mr. Lanning, Miss Alldritt, Mr. Hennessey, Miss Fugler.
MINUTES NO. 97
P. 2: Fir. Lanning said that he had not been merely a
visitor in the Library, as intimated, but had been working full
time.
ANNUAL RETURN OF BOOKS
Notice has been sent to all faculty members asking for
return of all library material for checking by Flay 1, 1955-
Miss Lanning said that some books are already coming in.  A copy of
the notice has been sent to each service desk for staff information.
"UBC LIBRARY FACTS"
This compilation of general information about the Library,
intended for new employees, is now ready for distribution.  The
Committee who worked on the project was made up of Firs. Giuriato,
Miss Liggins, Mr. Owens and Mr. Rothstein, and the first draft was
prepared by Mr. Owens.  A personnel manual will be prepared by the
same committee.
BCLA BURSARY FUND
The carnival held on March 31 netted about |85 for the
Bursary Fund, a very successful effort. Everyone who attended had
a very good time, and all who had a part in organizing and.
promoting the carnival did a first-rate job. Food that was left
over was sent the next day to the Central City Flission.
FORD FOUNDATION GRANT TO PNLA
The Ford Foundation has granted $60,000 to PNLA to make
a comprehensive study and analysis of library services in the
Pacific Northwest.  The work will be carried out at the University
of Washington under a Director to be appointed.
REQUEST FOR SUPPORT FOR MEDIEVAL AND RENAISSANCE PROGRAM
This University is developing a program of Medieval and
Renaissance Studies and has requested support from the FOrd
Foundation.  If money is provided, several thousand dollars of it
will be spent for library material.
ANNUAL REPORT OF THE LIBRARY BINDERY
Fir. Fryer has sent his annual report to the Librarian,
and Mr. Harlow mentioned the figures.  The total output of the gd
-2-
bindery for the year was high, in spite of rather long absences of
several members of the bindery staff.
DEATH OF Mr. HENRY J. GAYLORD
The Librarian has received an announcement of the death
of Fir. H. J. Gaylord, founder of the widely known library supply
firm, Gaylord Bros. Inc.
STUDENT ASSISTANT WORK RECORDS
Fir. Harlow asked whether a daily record is kept of hours
worked by each student assistant in each division.  It appears that
the information is available, but it has not been uniformly
recorded.  Time books will now be supplied within which to keep the
daily record, and this information should be retained in the
divisions for one year.  Division Heads are of course responsible
for keeping these records correct and must certify that the work
has been performed.  The minimum working period for which wages
will be paid is one continuous hour, and additions to it must be
in units of not less.than one-half hour.
Mr. BELL RECEIVES RESEARCH COMMITTEE GRANT
Fir. Bell's application to the President's Committee on
Research for a grant to aid in the preparation of a survey of
twentieth century criticism of the English novel has been approved.
This is the first time a member of the Library staff has received
one of these grants, which are normally available only to full time
members of the teaching staff, and Mr. HarldW was happy to report
that the application had been well supported. He explained the use
of Research Committee funds and the type of work which they are
intended to assist.
CHANGES IN LIBRARY ROUTINES AND ORGANIZATION
Mr. Harlow mentioned, briefly a few of the changes which
have been made during the past few years: e.g., the adoption of
interlibrary loan forms, the fines billing system, the multiple .
forms for acquisitions and cataloguing, and a number of changes in
procedures in these two Divisions.
He suggested that the Library ought to continue to
examine its procedures, and he proposed that special attention be
given next to the Loan Division.  He asked Fliss Lanning, Fliss Mercer
and Mr. Rothstein to form a Committee to look over the whole
operation (asking assistance from any others required).  The Committee were asked, for example, to examine the possible usefulness
of the keysort system for charging materials, and generally to
consider changes in routines and procedures at the Loan Desk and in
Reserve.  The greater use of the book lift, in conjunction with
student assistants stationed on certain stack levels, should be
considered.  In so far as possible, proposed changes should be
worked out before the opening of the Winter Session. -3-
STACK ACCESS
Comments were asked for upon the results of admitting
third 3'ear students to the stack.  On the whole, the stackroom has
not seemed noisy or unduly crowded, although there are without doubt
more unauthorized people occupying carrells.  The people to whom the
carrells are assigned do not assert their rights, but sometimes
complain to the Library staff.  The borrowing of stack cards is
believed to be practised among the students, and some of the request
for replacement of lost cards may not be bona fide.  It was suggeste-
that since the student's AMS card has a photograph on it, perhaps
this one should be stamped with an "S" and used as a stack"pass to
assist the Loan Division in properly identifying users. Mr. Harlow
asked the new Committee to investigate this possibility.
ARRANGEMENT OF CURRENT SERIALS
Mr. Harlow asked whether any further consideration has
been given to re-arranging current serials to meet certain faculty
requests.  Card lists of titles in the various fields are now available in Serials as a guide, but the alphabetical arrangement is
still followed in shelving.  Some titles appear four or more times
in the subject lists, indicating how much overlapping of subject
interest exists.  The possibility of three or four large general
divisions of the serials was considered: e„g., Sciences, Humanities,
Social Sciences.  Perhaps the mathematics files could be segregated,
since these are more nearly suitable for such treatment; it was
objected that this would be a makeshift and would apply to only a
few fields. Arrangement by Library of Congress classification
number, to which users are accustomed in the main stack, is possible.
The Librarian said he would report to the Librae Committee what
has been done*and indicate the difficulties of other arrangements;
he will suggest segregating a few fields experimentally, or the
division of the titles into a few general groups.  Arrangement by
classification would be possible and justifiable, but would probably
not satisfy faculty.
LIBRARY COMMITTEE MEETING
One of the matters to be discussed by the Library
Committee at its meeting on April 26 is the selection, from a
list of desirable material, of $1000 worth of back files of journals
to be purchased from the Committee Fund.  Another is the allocation of the book fund for 1955/1956 among the subject fields
represented by the teaching departments.
PROFESSIONAL STAFF
The University Personnel Department has informed the
Librarian that since members of the professional Library staff are
expected as a matter of course to carry on their work with some
disregard for the length of the normal work week, and since no
remuneration may be paid to this group for the overtime which their
employment may incur, the University Librarian may at his discretion
grant an extra week of annual leave (with pay) to such of the
staff as he believes merit this consideration.  This regulation is St
-4-
not intended to encourage unnecessary overtime, but it will recognize professionalism within the Library as it is expressed in
individual responsibility carried and the extent of participation
by librarians in staff, University, and professional" library-
affairs.
NATIONAL LIBRARY SERVICES
meeting.
Fir. Harlow wishes to continue this discussion at the next
[he meeting adjourned at 12:15 noon,
PERSONNEL
Mrs. Colleen Flurphy was welcomed back to the Serials
Division on Flonday, April 18.
Fliss Betty Colley has resigned from the Acquisitions
Division, and we regret to say that her health is not improving as
rapidly as was hoped.
Firs, Harkley has accepted the position which will be
vacated by Firs. Frebold at the end of this month.

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