University Publications - UBC Library Staff Meeting Minutes

[UBC Library Staff Meeting Minutes] Apr 29, 1952

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 No. S
MINUTES OF MEETING OF DIVISION HEADS
_ HELD IN THE LIBRARIAN'S OFFICE ON
TUESDAY, APRIL 29, 1952, at 10 a.m.
Present: Mr. Harlow, Miss Jefferd, Miss Smith, Miss Lanning,
Miss Mercer, Mr. Lanning, Miss Fugler.
MINUTES
Minutes of the meeting held on April 22, 1952, were
corrected as follows: P. 2, 1. 6, delete rest of sentence
after "high school pupils"; p, 2, par. 2, 1. 1, "postage deposit"
should read "fee",
PHOTOGRAPHING OF CATALOGUE
Miss Shepard has completed the work of photographing
the Library's authority file, and finds that It has 157,349 cards.
Of the other collections she has completed, most are considerably
smaller than this University's, but the Toronto Public Reference
Library has 216,000 cards.
EXTRA-MURAL SERVICE
Present public use of the University Library was examined,
and it appears that there are a number of different categories of
borrowers: (1) the regular extra-mural reader who pays an annual
fee of $1,00 and has ordinary borrowing privileges, is limited to
taking five books at a time, and may not ordinarily renew his loans;
(2) the borrower who may wish to take out only one book and who
pays a fl.00 deposit, returnable when the book is returned to the
Library; (3) mail service, especially during the summer, and largely
to students for summer reading, for which a postage deposit (non-
returnable) of fl.00 is paid; (4) interlibrary loan service to
members of government departments or commercial organizations which
have a library; (5) visiting or retired faculty members of this or
other institutions of higher education, who should be granted free
library use; (6) graduate students who complete the course work for
higher degrees but are continuing to work on their theses, sometimes
for many years, who register as extra-murals and pay fl.00 annually;
(7) wives of faculty members, who should have ordinary library
privileges free of charge.
In considering (2) it appeared that the Circulation
Division preferred this method of dealing with one-time or very
infrequent users of the Library and it was agreed that it might
well be continued. To register such persons as extra-mural readers
throws a responsibility upon the Library which the deposit method
largely obviates.  The amount of the deposit was questioned, and it
was apparently fixed at $1.00 many years ago. A fee of $3 was
suggested, but a similar charge would have to be made by the
Extension Library. With respect to (3), Mr. Harlow inquired whether
there was a prompt return of books loaned by mail. It was pointed
out that many go to students who may be in remote parts of the
country, where the mail service is exceedingly irregular, and that
prompt return is not always possible. The Library will try, as always
to get books back on time, but unavoidable circumstances may prevent
this being done in some cases. -2- I	
(4) Service to off-campus government departments is
only by interlibrary loan at present, unless their individual
representatives are registered as extra-mural readers, Mr, Harlow
feels that we should probably provide a direct lending service to this
kind of individual borrower who wishes to come out and get books
himself for official use; and he is also inclined to provide library
privileges free of charge.  Such a borrower should be given
an extra-mural card, without the fee, and it should carry a note
that he is borrowing for the government agency for which he works;
loans of this kind should be made over the* Loan Desk in the ordinary
way.  Commercial research personnel should.register and pay the
extra-mural reader's fee.  Certain commercial firms make fairly
extensive use of interlibrary loan, and it was mentioned that good
public relations with them are important to the University.
The Librarian suggested that government personnel be permitted to
borrow periodicals directly, but that other borrowers be required to
do so by interlibrary loan.  Some borrowers from government departments
and commercial firms are on leave to continue study at the University
as regular students, and the Circulation Division should check
applications from them to ascertain whether or not they are students
in the University. The student borrowing status takes precedence
over all others.  Personnel attached to government departments on
the campus (e.g.. Forest Products Laboratory, Plant Pathology
Laboratory, etc.) should have the same privileges as University
faculty. A list of personnel who should have the same standing as
University faculty will probably have to be requested from the heads
of the various departments, and it is probable that the lists will
be inconsistent. Persons in category (6) should be required to
register as extra-mural readers and pay the fee.
ACKNOWLEDGMENT OF GIFTS
In discussing the handling of gifts, it was stated that
telephone offers of material should preferably be referred to the
Acquisitions Division, unless considerations of a personal nature
are involved. Correspondence relating to gifts should be sent there
for filing.  The form prescribed by Acquisitions should be filled
in immediately, at the time a gift is received, and the material
and report should be sent to Acquisitions. The present form letter
of acknowledgment is not entirely satisfactory, and perhaps a new
one should be drawn up. For certain items of a minor sort,
acknowledgment by post card is adequate.
NUMBERING OF MINUTES
Mr. Lanning asked if the Minutes of the meetings of
Division Heads could be numbered.  The date is not in itself a
reliable clue, because there are occasional gaps in the succession
of meetings. The Minutes will be numbered, commencing with
April 1, 1952.
INVENTORY
The instructions for inventory were slightly revised.
The Librarian asked the Division Heads to advise the members of
their staff of the inventory schedule and their duties in the
undertaking.  There will be a mid-morning and mid-afternoon break
for staff engaged in inventory. The Circulation Division will make -3- I	
lists in triplicate of books still in the hands of faculty when
the shelf-reading is complete. A draft letter and carbon copies of
the lists will be made for the Librarian.
DEPARTMENTAL READING ROOMS
The Librarian said that he was not sure what the procedure
for inventory and return of books from departmental rooms would be.
He has told Miss Mallory that this year Nursing should return the books
for inventory, as in the past, and that she should submit a list of
the books which she wants returned. The Library will decide whether
the material should be sent there, whether duplication of some items
is desirable, etc.  For periodicals, the Library will charge out to
a reading room only up to fifteen years of a back file, and then
only files of material which are adjudged not of interest to other
departments.  If the material does concern more than one department,
only current issues may be kept in a reading room, for a month or up
to one volume. Mr. Lanning will check the periodical files in the
School of Nursing reading room and bring back to the Library anything
more than 15 years old. No other checking is to be done in departmental reading rooms until the Library's inventory is complete.
The meeting adjourned at 12 noon. MEMORANDUM of Meeting held in the Librarian's office on
Thursday, May 1, 1952, at 9 a.m.
Present: Mr. Harlow, Miss Smith, Miss Jefferd, Miss Alldritt,
Mr. Lanning, Miss Fugler.
GOVERNMENT DOCUMENTS
DUPLICATES
British Columbia - retain everything up to 1919, and
5 copies of each item from 1919 on.
Canada - retain everything up to 1919, and 3 copies
of each item from 1919 on.
United States - retain 2 copies of everything.
British and Foreign - retain 1 copy of everything.
ESTABLISHMENT OF ENTRIES
The need for uniform entries was recognized, and after
consideration of the authorities available, it was decided as
follows:
British Columbia - Holmes check-list.
Other Provinces - Higgins and Ontario Library Review
as far as they go. u
Canada - Canadiana.
United  States -  L.C,   S.T.N.R.,   and monthly check-list
of State publications.
For old material outside Canada, British Columbia and
the United States, use the Union List of Foreign
Government s.
In other cases, use A.L.A. rules and judgment.
x
The Serials Division will establish the entry for serial material,
and send a copy to the Reference and Catalogue Divisions.
Reference will establish the entry for separates and send a copy
to Serials and Catalogue.  It was agreed that while anyone could
establish an entry from Holmes or Canadiana. only a thoroughly
trained person could deal with other types of material.  If
changes are found to be necessary, Reference should be the final
authority. All separates will be sent to Reference for screening
(from Acquisitions, etc.).  Any that may get to Serials will.be
sent by them to Reference, and any Serials material that gets to
Reference will be forwarded to Serials. It was also agreed that a
coloured card be used for the authority card to save time in
searching.  The Catalogue Division should in general expect to follow the entry which has been chosen, and should not have to
revise it. However, if Serials has not been able to find a
satisfactory authority, the Catalogue Division has the right to
search further. Every Division concerned must be informed of any
change. Mr. Harlow asked Miss Alldritt to report upon how the
various authorities are working out after she has used them for
establishing entries for a while.
There was a brief discussion of the manner of marking
duplicates, and it was agreed that every item should be marked before
being filed.
SECOND SETS
Only one copy of a set is to be catalogued unless there
is good reason for a second copy. Mr. Lanning said he believes it
is necessary to have second sets of certain material which is in
great demand and more subject to loss and destruction than less-used
material. It is very often difficult to get second copies.
BINDING
There are accumulations which may take from five to ten
years to get to the point where they are ready for binding.
At present they are shelved in the stackroom. The Librarian
expressed fear that much of this material will be missing when the
time comes to bind it and that incomplete volumes will be the
result. Mr. Lanning feels that material which is long in accumulating,
and therefore long in an unbound state, should be made available
in the meantime. It was suggested that all of this material should
be gathered from the general stacks, put into pamphlet boxes, and
shelved in the stacks behind the Reference Division, indicating in
the stacks that unbound issues are available in Reference (or elsewhere). That area will be examined to see whether space is
available to carry out this plan.
UN DOCUMENTS
Mr. Lanning recommended that the subscription set and
depository set of UN documents be checked for duplicates.  Neither
is complete, and between the two the Library has not a complete set.
It appears that the-Library is not getting everything it should be
getting from these two sources, the material is in great demand,
and it is getting heavy wear from faculty and students*
LONDON GAZETTE
This comes to the University from the Provincial Library
after about five years, and there is a great stack of it in the
Library now.  (Mr, Harlow and Mr. Lanning inspected it and agreed
to bind it eventually, perhaps using a class B binding of some kind.) FARMER'S BULLETIN .
Miss Jefferd said that some bound volumes of this
publication have been missing for about 4 years, but the cards
are still in the catalogue and people ask for the issues.  It was
agreed that there was probably little hope of replacing the lost
issues, unless in some microreproductionj but the cards will remain
for the time being.
The meeting adjourned at 11 a.m.

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