University Publications - UBC Library Staff Meeting Minutes

[UBC Library Staff Meeting Minutes] Sep 22, 1953

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Array No. 46
TUESDAY, SEPTEMBER 22, 1953, at 10 a.m.
Present: Mr. Harlow, Miss Jefferd, Miss Lanning, Miss Mercer,
Miss O'Rourke, Miss Alldritt, Mr. Lanning, Miss Fugler.
The exchange program is beginning to take shape and a
mailing list is being developed of institutions with which such
mutually advantageous relations can be arranged. Mr. Harlow noted
that copies of the President's Report for 1951-52 must have been
sent to libraries by the Extension Department; the Library had
received one acknowledgment but no stock for its own files--file
copies have been requested.
Identification cards have been mailed to all persons on
the faculty list and are being made available to members of University staff who apply.  Stack privilege cards (salmon-colored) are
also available to graduate students and to those registered in the
final year of their course.  Applications for carrels are being
received this week, for assignment next week,
Mr. Harlow asked that all copies of the 1952/53 edition
be discarded and that the 1953/54 issue be used as freely as
The new call, slips, Home Use, Library Use, and Serials, in
white, green, and yellow, are in stock. All old style call slips
should be discarded at once.
Information regarding use of the public catalogue is
provided on the display board outside the Ridington Room, and
Mr, Harlow would like to have members of the staff consider the
displays and make suggestions for their improvement.  Changes
should be for purposes of simplification and clarification rather
than elaboration.  Some other means of making the use of the
catalogue clear to new students may suggest itself, and the
Librarian asked that such ideas be submitted.
The Reference Division has posted numbered sheets which
students are expected to sign if they are interested in a tour of
the Library. 1
Mr. Harlow requested that it be made clear to student
assistants at the beginning of the school year that they are
expected to do Library work while they are on duty here and are not
to spend such time on their own studies.  This also means that
there must be a steady supply of work ready for them.  This year
student assistants who work at Reserve in the evening are to begin
before Mrs. Makovkin leaves so that she can give instructions
directly. Work for student assistants should be given to
Miss Lanning or the Library Assistant in charge, who will assign it
to the students; this will give the regular R3R staff direct
responsibility over student assistants and will regularize the work
schedule. Miss Lanning reported that the two new  student assistants who were on duty at the Loan Desk on Monday evening did a good
At least one member of faculty habitually uses the stack
entrance at Reference, which is intended for library staff only.
Mr. Harlow suggested that the doors into the stack behind the
Reference desk again be kept locked for a few weeks in order to
curb any tendency to use them for entrance or exit.  Students may
reach the Map Room only by being conducted there by a staff member.
By pre-arrangement between Reference & Serials, faculty may go to
the Map Room via Serials.
It is most important that someone be on duty at the Loan
Desk at all times, regardless of the demand for fetching books.
This person is responsible for Loan Desk service, the control of
stack access, and of the main reading room. With the present
arrangement of the card file behind the partition, if one or
two persons are in the stack and one working at the file (as during
evening schedule) there is no one in view behind the service desk,
and this situation Mr, Harlow wishes to avoid. He suggested that
the partition might be moved north, past the door, in order that the
file be exposed, but this provides no private work space for
concentrated day-time filing.  It is difficult, apparently, to
remain in public sight and avoid the responsibility for fetching
books. Mr. Harlow agreed that Miss Lanning should have a closed
place in which to work when she wishes, and the space behind the
public catalogue would provide this. Miss Lanning asked him to
consider the arrangements at the Loan Desk and make suggestions for
improvement, and this he agreed to do, requesting that Miss Mercer
also take part in the discussion.
The staff member at the stack entrance must also check
briefcases at the exit.  This is common practice in libraries, and
there were almost no objections to it last year, Mr. Harlow also
would like to have the person at the stack entrance charge out books
brought from the stack so that persons do not have to carry them
out uncharged.  This might create a traffic jam at peak periods, but /0
people might also learn to leave the stack before the last minute, to
avoid such a delay. This operation will also be considered in the
re-arrangement of the furniture,
Mr. Harlow asked if the names of carrel-holders were
displayed in a conspicuous position at the carrels, to give holders
ample protection, and Miss Lanning replied that they were.
The Divisions are to report to the Librarian's office any
lights that need replacement (fluorescent), the report to be made
every Wednesday. If any reported one week are not replaced by the
following Wednesday they should be reported again.  Incandescent
bulbs are to be installed by the janitors.
No provision has been made for a full-scale quiet campaign
at this time of year, but the Librarian recommended that some of the
"Quiet" signs left over from last year be placed on tables where
any groups of students tend to gather and chatter.
This year students should be advised that smoking is permitted only in the basement of the building. Mr. Harlow is still
pressing to have acoustical tile installed in the basement and
stairways, to reduce the usual clamor; but installation will depend
somewhat upon University income from registration.
As the winter weather approaches, the Librarian reminds the
staff to prepare to cope with it.  Fog and snow cause delays in
transportation and an earlier start will need to be made in order to
arrive in the Library on time.
A sub-committee of the President's Committee on Buildings
and Grounds is presently reviewing the parking situation on the
campus.  It is the University's present intention that stickers be
issued only to persons whose duties require them to come and go
during the day, and that staff who stay for a whole day's work should
park in the general public parking areas.  Special privileges are
now provided only to full time professorial staff and to "secretaries
and workmen only by special dispensation." Whether Library staff
will be included in the special regulation is not yet known, but
the Librarian is asking for such permits.
In the meantime the Library staff are expected to abide by
the agreement made with Mr. Harlow last year regarding access to the
Library parking lot.  He drew attention to the statements in 4 //
Minutes No. 19, P« 4.  Persons entitled to park in the space behind
the Library building at present are as follows:
The Librarian
Miss Jefferd
Miss Mercer
Miss E, Stewart
Miss D. Fraser
Miss M. Alldritt
Mr. P. Fryer
Mr. Taylor
The present practice is to continue: the Library book-plate
is to be tipped in, with processing information pencilled on the
back and the call number on a cloth label put on the spine of the
book.  "Library Use Onljr" stickers have not yet arrived; these will
not be used for Howay-Reid books.  The narrow Howay-Reid plate is
to be affixed below the regular tipped-in Library book-plate.
Copies of medical periodicals which are to become part of
the Library's permanent collection will be catalogued, and in some
instances two copies will be so treated. Additional copies, intended
for use only at the Branch, may not need to be catalogued and
classified but may be treated as are multiple copies in the Reserve
Book collection (book-plated, embossed, not accessioned, and, for
medical journals, not provided with call number). Multiple copies
in the Bio-Medical Branch Library may be shelved there for a limited
time (perhaps up to ten years) and when their use has declined they
may be put into the duplicate collection, be used for lending within
the Province, or for replacement.
How much binding the use of these multiple copies will
justify will need to be considered, and Miss Fraser's advice will be
an important guide in this matter.
It was suggested that if multiple copies are not
catalogued there is danger of re-ordering material which could be
replaced from the duplicate file.  The record, however, is apparently
kept in Serials.  A note might be made on the card for the
catalogued set that "another copy" is available in the BMRR.  It was
agreed that the multiple sets not be catalogued, which would mean
that they would not be put in the Library stacks,
These loans are for limited periods, up to one month for
faculty. When they are due the Circulation Division has been
sending and will continue to send notices^ to borrowers.  If the
material is not returned, notices will be sent at approximately
one-month intervals. Mr. Harlow asked about Assistants borrowing
for themselves, and Miss Lanning said that 95$ of them were graduate 5 '*
students. It was decided that a one-week loan period for these loans
should be established.
For students who borrow for faculty members, an authorization card will be required, signed by the faculty member. When a
student asks to borrow, without specific written authorization, the
Circulation staff should get in touch with the professor for whom
the material is wanted and verify the request, then send an authorization card back to the professor with the student.  If it is not
possible to get in touch with the professor the would-be borrower
should be given the authorization card and required to have it
completed before he obtains the book.  The authorization card forms
will be available at the Loan Desk and must include both the
signatures of the faculty member and borrower.
This is usually for an indefinite period, except for
periodicals, which may be borrowed for periods up to a month.  The
material is always subject to recall if there are other requests for
Mr, Harlow requested the Division Heads to let him have
their reports promptly so that he can begin work on his own; those for
Extension, Cataloguing, and Acquisitions have already been received.
He commented that the Acquisitions report indicates a very
substantial increase in the number of volumes received over that of
Incidentally, the Librarian said that he wished to discuss
with the Cataloguing and Acquisitions Divisions their methods of
keeping statistics,
Miss O'Rourke described the new library project for first
year English students, which is a variation of the old "periodicals
project " of last year. It is designed to make the student acquainted
with some of the other reference tools available to him and will not
require that a great many volumes of serials be withheld from the
Mr, Bell of the Reference Division will also speak to the
English 200 classes.  A new basic, annotated bibliography of English
materials prepared by Mr. Bell and revised by several of the English
faculty, Miss Smith, and others, is to be made available to the
English classes.  If it proves successful, it may serve as a precedent
for similar compilations in other subject fields, undertaken by
other members of the Library staff. 12
Two shipments intended for the Library have gone astray
on the campus, and Acquisitions and the Purchasing Agent are on the
lookout for them.  One parcel is of IBM cards from the Radio
Corporation of America and the other contains 9 volumes of a medical
j ournal, Instruction Course Lectures, American Academy of Orthopaedi <
The Librarian only wanted to revive the discussion of this
subject, which was mentioned some time ago.  He wishes to have the
possibility of preparing such a catalogue reconsidered, as well as
the matter of its location in the Library (Public Catalogue, Book
Stacks, Reference, Etc, )
It was agreed some months ago that the Library's participation in the survejr should be an evaluation of our holdings of
periodicals in this field and of our lacks.  Reference has undertaker
this study, and Miss O'Rourke said that a summary is included in
Miss Smith's annual report.
These are sent to faculty members who have signed the
requisition slips, but not many persons have come in to see the
books, which are held for them at the Loan Desk for one week.  It
was suggested that these notices might be sent to faculty when the
book gets to the Catalogue Division instead of after the volume is
ready for the shelves.  If it is ifanted immediately it could be
made available on 24 hours' notice, or, in cases of extreme urgency,
the book could be borrowed before cataloguing.  It would already be
plated and accessioned.  Sending the card to faculty at this point
could accompany or be substituted for putting a temporary card in
the public catalogue when the book reaches the cataloguing stage.
The volumes would be loaned by the Loan Division, who would secure
them from Cataloguing, and for an uncatalogued book the Loan Desk
would keep a call slip with the accession number on it as a record.
Miss Jefferd said that she would prefer to catalogue every book
before it goes out; she thought they would be able to deal with them
in this way.  It was recommended that the Catalogue Division experiment to discover how long it takes to get a normal book through the
cataloguing process, including lettering.  A notification procedure
such as is described would get the book into faculty hands as soon
as possible, and it would provide a selective means of handling the
most needed material first.  The plan could be further improved by
placing a temporary card in the public catalogue when the notice
is sent out.
The meeting adjourned at 12:20 noon. /3/r
Mr. R, J, Lanning H*ai Harlow
Serials Division
September 23,      53
For the AMS Publications Board we are to collect 3 copies of
Ubyssey as they are published and delivered to us. These we are
to bind at the end ox the year (we decided on dark green, giving
title, date, volume, and crest)* The binding is at the cost of
the AMS Publications Board (they have been paying $6 a volume
down town, but Mr* Parker said they would be willing to pay more
if we collected the issues—nsharge them University rates)*
In turn, Mr, Parker has made a permanent arrangement with the
printer of Ubyssey to deliver 25 copies of each Issue directly to
the Library (on contract), so we should have no more trouble of
this kind*
Do Summer Session Issues get bound with regular issues, or
separately? You said you proposed to maintain ten files henceforth}
3 Ubyssey %  BowayReld
1 Provincial Library       a Library
1 Archives t Spares (bound?)


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