University Publications - UBC Library Staff Meeting Minutes

[UBC Library Staff Meeting Minutes] Feb 26, 1952

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TUESDAY, FEBRUARY 26, 1952, at 10 a.m.
Present; Mr. Harlow, Miss Jefferd, Miss Smith, Miss Lanning,
Miss Mercer, Mr. Lanning, Miss Fugler.
Miss Smith reported that she was trying to arrange the
Open House time table for Saturday, March 8,. so that as many staff
members as possible could spend a couple of hours visiting other
parts of the campus.  The Librarian remarked that Open House was in
the nature of an emergency and that, in general, whatever time
table Miss Smith drew up should be acted upon.  He asked about
volunteer assistance. Miss Smith said she was first trying to make
up.the time table by asking those who would ordinarily work on
Saturday to work their regular number of hours, only perhaps at
different times.  Other staff members are being asked individually,
having in mind certain persons for certain jobs.  All volunteers will
be welcome. Mr. Harlow announced that the University's official
opening ceremonies on March 8 were to take place in the Ridington
Room.  After a couple of meetings with Open House Committee
representatives, Mr. Harlow said the situation did not seem to be
very well in hand so far as the students were concerned.  Most of
the exhibits will be in the main reading room, and one group, of
about 15 tables, is to be set up in the alcove of the Ridington
Roomr The Library has suggested that folk dances and other displays
would be better in the Reserve Book Room than in the Ridington
Room, where the students first planned to have them.
The Librarian announced that the University of B. C.
Library had not been elected to the Association of Research Libraries.
For one thing, the number of members was reduced at the last meeting,
but Mr. Harlow is writing to the new Executive Secretary, putting
the case for the U.B.C. Library for a future election.
As a result of Mr. Harlow's earlier request to the
President for improved lighting and acoustical treatment of certain
areas in the library building, the chief electrician has made a survey
of the situation.  Certain minor alterations will be made at once,
and it is probable that something will be done soon about lighting
in the three main reading rooms.  The type of lighting to be
installed there has not been settled, but Mr. Harlow would like to
have a mixture of incandescent and mercury vapor illumination.
There has been some feeling in the Library that the
enforcement of the regulation regarding the 15 minute daily rest
period should be by the Administration rather than the Staff
Association. Mr. Harlow feels that the individual is primarily
responsible in this matter, but that the Staff Association, as
representative of the group, has collective responsibility for the staff as a whole. The Association's duty in this case, he
believes, is to inform and. to educate rather than to enforce.
If the individual and the Association cannot cope with the matter,
then it will be up to the Administration to do so.  The Librarian's
only recourse under such circumstances would be to abolish the rest
period, which he has the authority but certainly no wish to do.
Since the Library staff room has been provided for purposes of
relaxation such as the break period allows, and the Staff
Association prepares afternoon tea for staff convenience, Library
personnel are encouraged to take advantage of this pleasant and
readily available service.  Persons choosing to use other facilities
must be subject to the same 15 minute limitation, counting all
time elapsed while away from current assignments.
One or two requests have been made to apply overtime
against sick leave which has been taken in excess of the allowance.
Mr. Harlow said that this procedure is not authorized by the
University.  In addition, persons who use up all their sick leave
are the ones least able to work overtime to make it up.  The University regulation provides for 9 days total sick leave during the
first year of employment, and for two weeks a year thereafter,
unused time accumulating to a maximum of 8 weeks.  Sick leave taken
in excess of the allowance is counted by the University as time off
without pay.  Overtime, worked at the request of a Division Head
or with his permission, may be compensated for with equivalent time
There was some discussion of the problem of keeping accurate
records in divisions with changing shifts.  Miss Smith presented a
draft form, as a sample standard for use throughout the Library,
providing for each member to keep his own time.  These would be
turned in to the Division Head at the end of each week, and the
pertinent information taken from them and reported on another form
to the Librarian's office.  Reports, of sick leave, leave without pay,
and vacation time are the only categories for which the Librarian
is responsible to the University Administration; making and
re-arranging schedules, etc., are matters for which each Division
Head is responsible. All time tables are based upon the assumption
that each member of the Library staff normally works 38 hours a week.
The question of late arrival at work was considered.
It was proposed' that a person who arrives late, because of an
emergency, be allowed to make up the time. It was agreed that in
such instances makeup would be allowed if it was a half-hour or
less.  "On time" means being in the Library, ready to begin the
day's assignment at the scheduled time.
Mr. Lanning advised the meeting that two years' take of
theses, about 400 in all, had recently been turned out of the bindery;
and he pointed out that this long delay'had resulted in a great waste
of time spent in hunting up various ones, getting them out for
interlibrary loan and back again, etc.  Hereafter binding will be
more prompt, but when a thesis is taken out of the bindery after
it has been sent there, it is costly in bindery time.  Mr. Lanning proposed that twice a year, henceforth, when the great majority
of theses are received in the Library, they should be immediately
stored in the vault, not be borrowed meanwhile for any purpose,
routed from there immediately after Congregation to the Bindery, be
catalogued and shelved as one continuing routine.  In cooperation
with Miss Jefferd he presented a time table for the work: two weeks
for cataloguing, three weeks in the Bindery, and a final week for
cataloguing to clear up. Mr. Lanning undertakes to deal with the
theses in a period of six weeks. The Librarian noted that there
might be a few theses arriving out of season, and asked if they
could not be treated as individual items and be dealt with
promptly, instead of being withheld until the next Congregation.
He did not think a thesis should be held up for five months or so, .
and Miss Smith added that if anyone wanted a thesis on
interlibrary loan she would be- reluctant to require a six months'
delay on it. Mr. Lanning pointed out that theses are the most
difficult and time-consuming class of material to be dealt with in
the Bindery, and there will be a considerable saving of time if all
can be dealt with at once.  It was agreed to accept the routine
outlined by Mr. Lanning for the semi-annual batch of theses, and
to consider isolated examples when they arrive.
Miss Mercer would like to have information as soon as
feasible regarding books to be ordered for Summer Session.  The
budget has not been published yet, but the Librarian said he would
expect to have at least as much money for this year's Summer
Session as was provided last year. Miss Mercer would like to obtain
the list of visiting professors and write to them about their book
needs and get as much done as possible before Summer Session
starts. Mr. Harlow will request a list of professors from
Dr. Mcintosh.
Mr. Harlow reported that the Library will be able very
shortly to secure additional bindery equipment, which will speed
up binding operations very substantially.
Most material borrowed from the Reference Room is
supposed to be returned the same day, hence no scale of fines exists
for infringement of the rule. Miss Smith reported, however,
that students do sometimes keep material overnight, and she asked
what fine should be imposed.  It was decided that a fine of $2.00
be charged as at the Reserve Desk for keeping day-use reference
material overnight.  The Reference Division should charge the same
fines as the Reserve Desk for material on a 2-hour loan period,
and the same as the Loan Desk for overnight or weekend loans.
A scale of.such fines should be posted at the Reference Desk.
Only persons with specific assignments at a professional
Conference can expect to have applications for travel grants considered
by the University.  The Banff meeting of the CLA will be the next 4
conference, and the Librarian asked for information about members
of the Library staff who are planning to attend the Conference
and who have assignments in connection with it.  He could promise
no financial assistance, but he would make application for it to the
The meeting adjourned at 12&5 noon,


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