University Publications - UBC Library Staff Meeting Minutes

[UBC Library Staff Meeting Minutes] Sep 30, 1952

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TUESDAY, SEPTEMBER 30, 1952, at 10 a.m.
Present: Mr. Harlow, Miss Jefferd, Miss Smith, Miss Lanning,
Mr. Lanning, Miss Alldritt, Mr. Hennessey, Miss Fugler.
The cards to provide identification for stack access
have been received, and in the course of the week will be filled
in and sent to faculty members with the first issue of NOTES.
Miss Lanning asked where the line was to be drawn between members
of the teaching departments who will have stack access and those
who will not. Mr. Harlow replied that all listed as instructors
and regular lecturers or above will receive cards, and"that others
should apply to him. A list of members of the Students' Council
will be sent to Miss Lanning, who will grant sessional stack
access to the persons named.
The completion of the partition now under construction
on floor 2 and the closing of the west end of the counter in the
Serials Division will complete the closure of the stackroom, and
it will then be possible to control traffic to and from that area.
All persons not in the Library's employ are to enter and leave
the stack only at the Loan Desk. Vigilance will bejrequired at
the Reserve Book Room stack door, Reference work vmm;  Loan Desk,
Bio-Medical reading room, and Serials Desk. We shall also need to
watch the use of the elevator entrances on levels 1 (Museum) and
6* (staff lockers).   .
Mr. Lanning reported on the Workshop at the recent
conference, which was well attended. A number of mending technique
were demonstrated and examined, some of which were not suited to
the needs of a university library, others of which might be very
useful to us. To prevent pages at the front of a heavy, much-used
volume, such as a dictionary, from rolling up and eventually
becoming dirty and frayed, several sheets of heavier paper can be
inserted among the first pages of the book to give them strength.
Some of the techniques are substitutes for regular bindery treatment, and these would not apply to a Library which has an active
There were useful possibilities in a new type of glue
for mending torn pages, a liquid plastic which is practically
invisible and is flexible. A plastic substance x^ras also being
used to mend leather bindings, a process still in the experimental
stage. Mr, Lanning mentioned a printed label for pamphlets,
which improves the appearance of pamphlet covers. The University
of Washington uses a temporary binding for some of its books which
are wanted in a hurry, or to keep incomplete sets together until
all the parts are obtained, when standard binding treatment can be
given. There seems to be merit in this plan, if not carried too
far, so that the library would find a great deal of fragmentary
material on its shelves.  For temporary binding there is a new glue that will hold a small volume together, for example a collection
of six little pamphlets, and enables it to stand on the shelves.
The back can be reinforced by sawing into it, putting string
through the cuts and applying the glue over all. Mr. Harlow
believes that since the Library has a bindery most of the work
should be done there, but he asked Mr, Lanning to give him the
names of some of the new materials that were used in the demonstrations to be experimented with in the Bindery.
Mr. Harlow showed to the meeting a book which had
recently been requested for limited Reserve and which, when brought
from the stackroom, proved to be in shocking condition. It was a
large volume and very poorly bound in the first place and had been
subjected to exceedingly rough treatment, even having a number of
pages torn right out.  The Librarian was interested to know
whether there are other books in the stack known to be in a similar
condition. He had thought it beyond reclaim, but the bindery has
done a most remarkable repair job, mending the torn pages, rebinding
and generally restoring the book. While illustrating what can be
done in desperate cases, the cost is high, in this instance being
about $12.50 (or four times that of binding a new periodical) and
prevention is much cheaper than cure. This volume is of research
importance and would be very difficult to replace.
There is still a good stock of the leaflets available,
and the Librarian recommended a more generous distribution.
The Librarian has clarified from correspondence that the
material sent to the Library some years ago by Major-General
H. F. G. Letson falls into two categories: the engineering works
which were a gift to the University, and the military works which
were left on deposit only.
Next Saturday will be the first time for a year or more
that the Library is to be open in the afternoon while a football
match is going on. Mr. Harlow has some misgivings about what may
happen, since some students will-probably want to use the Library
roof or stack windows as vantage points to see the game. The
Departments of Buildings and Grounds and Physical Education are
neither taking responsibility. Mr. Harlow is anxious that there
be no commotion in the book stack and that an adequate staff be
on duty at the Loan Desk. Miss Lanning said that she could keep
two of the stack doors locked and allow individuals in as they
apply. Miss Alldritt asked whether anything should be done about students who simply look out of the Periodicals Reading Room
windows to watch the game, but do not create a disturbance, and
Mr. Harlow replied that unless they made a nuisance of themselves
he did not think they should be put out.  The Librarian asked
that all staff on duty in the Library on Saturday afternoon be
asked to be particularly vigilant.  Student assistants on duty in
the Reserve Book Room should be asked to be very careful of access
to the stack through that area and given careful instructions about
closing the stack door. The Librarian will be in the building.
A meeting to discuss the handling of government
publications has been called for later this week, but some questions regarding university publications also need to be dealt with.
Some university publications are now in the government documents
files, others are not.  Publications of provincial or state
universities are probably government documents; others, published
jointly by a university and a government department, are in
question. Mr. Harlow suggested that all university publications
should be in a class by themselves. There are two general kinds:
administrative bulletins, Presidents' reports, calendars, etc.;
and the learned papers published by members of the.teaching
departments. At present there is not a policy for dealing
uniformly with such material. Administrative material is chiefly
catalogued and' classified under the university, while learned
papers are catalogued under the university and classified by
subject. Mr. Harlow recommended treating calendars like pamphlet
collections of more or less ephemeral nature.  The library has
kept back files of calendars of other universities as reference
material in evaluating courses formerly given, a use which the
Registrar has occasionally made of the files. It was thought that
it might be advisable to keep and catalogue back files of
calendars of Canadian universities at least.
It was finally decided that administrative material,
that is, reports of the university administration upon the university, should go directly to Reference.  If it is intended to keep
back files of calendars, the current number should be available at
the Reference Desk. Non-administrative material should be
catalogued as series under the university and be classified fairly
closely by subject. Mr. Harlow remarked that the Library should
probably not catalogue publications of a university unless it
intended to accumulate proper files of them, and that this should
probably be done for Canadian universities. He added, incidentally,
that the University needs a collecting code which will specify
what we are trying to collect. He wants a joint' policy with the
Provincial Library in some fields.
The practice has been to treat material issued by a
university in conjunction with a government department as government publications.  They are chiefly in the fields of agriculture
and engineering in the case of Canadian institutions. Mr. Harlow
suggested tentatively that work published jointly by a university
and an experimental station be considered a government publication,
and asked that samples of the different kinds of jointly published
material be produced at next week's meeting. RUSH BINDING
It was emphasized once more that single books cannot
always be rushed through the bindery. Normally it takes a month
or more to get material through, and this condition must be borne
in mind. All material for bindery treatment must go through the
Division Head concerned to Mr. Lanning, not be taken to him by
any member of the staff. If material is sent to Mr. Lanning by
others he is instructed to return it to the Division Head.
At present there is no difference in treatment between
material in the pre-bindery category and material actually in the
bindery. If a request is received at the service desk for something not available because it requires binding, it is important
not to report for several months that it is ,fin the bindery"
unless it is actually there, in which case it will not be available for six weeks or so. It was agreed that some means should be
found to make sure in such cases, and that if, for example, it can
be economically removed from a backlog of pre-bindery material for
present use, it should be done if the need justifies it.
Mr. Harlow distributed to the Division Heads the first
issue of his Library "NOTES: Informative, Inquisitive, Acquisitive,'
which will be sent out to faculty with the new faculty identification cards this week.
Miss Lanning reported that she has sixteen student
assistants, of whom 3 are first year and 3 second year, and the
others in the upper years of their courses. It was agreed that
student assistants employed for a minimum of five hours a week
should be given stack access, and there was discussion as to the
best way of identifying such students, some of whom may drop out
part way through the session.
Miss Lanning asked if the matter of fines for extramural readers who keep books overtime could be considered at a
later meeting.
The meeting adjourned at 12:15 p.m.


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