University Publications - UBC Library Staff Meeting Minutes

[UBC Library Staff Meeting Minutes] Oct 7, 1952

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 MINUTES OF MEETING OF DIVISION HEADS
HELD IN THE LIBRARIAN'S OFFICE ON       No. Id
TUESDAY, OCTOBER 7, 1952, at 10 a.m.
Present; Mr. Harlow, Miss Jefferd, Miss Smith, Miss Lanning,
Miss Mercer, Mr. Lanning, Miss Fugler.
CHARTERED ACCOUNTANTS
In regard to the new agreement with the Institute of
Chartered Accountants, Miss Lanning reported that'two accountants
had already asked for books from the Library, and that one of them
wanted general reading material.  Several have written to the
Librarian. Mr, Harlow reminded the meeting that service to the
members and articled clerks of the Chartered Accountants organization was limited to "commerce" material, and that the general
collection of the Library was not available to them as members of
the Institute.  He will recall this to the attention of the
Institute's secretary also.
STACK ACCESS
Staff members working on floor 2 have noted that some
students are still entering the Library by the delivery door,
apparently unaware that this is not a point of public access.
Mr.'Harlow said that the door in the new partition at the foot of
the Acquisitions stairs will have an emergency exit lock and a sign
referring people to the main stack entrance.  The door from the
main corridor to the Red Cross Room has been left unlocked several
times lately, and staff's attention is drawn to the fact that this
is in effect a stack entrance and should always be kept locked.
Faculty identification cards have been distributed, and
faculty members who are not recognized by persons at the stack
entrance should be asked to present their pass.
MEDICAL BRANCH LIBRARY
Since the University Library has taken over library
service to the Vancouver General Hospital, the Medical Faculty true!
for deliveries between campus locations and the Hospital, has begun
service. Kiss Fraser has therefore asked that a place be set aside
in the receiving area for material to be handled by this truck,
which will call daily at the Library between 2 and 3 p.m., and latei
will make two deliveries a day. One-half the cost of this service
is being paid' out of the University Medical Library budget, and the
driver of the truck is therefore a part-time Library employee.
REFERENCE DOORS TO STACKROOM
Mr. Harlow suggested that,'until faculty become accustomec
to using only the Loan Desk entry to the book stack, Reference keep
the doors locked which lead from behind the Reference desk into the
stackroom. This will make personal reminders to the faculty
unnecessary and would seem to be the simplest way of dealing with
the problem.  A few weeks of this arrangement ought to suffice. MEDICAL LIBRARY
Since the last meeting, the British Columbia Medical
Centre Library at the Vancouver General Hospital has been turned
over entirely to the University Library, and since October 1 the
library at the Hospital has been officially the Bio-Medical Branch
of the University Library.  Personnel of the Hospital Library
will be responsible to the University Library beginning October 16,
ani Miss Marguerite Stewart of the Reference staff is being
transferred to the Bio-Medical section as of October 1.  The new
temporary quarters at the Hospital will be available within a week
or so, and the library will move in during the last part of this
month. New steel shelving will not have arrived by that time (due
at the end of the year) but new tables, chairs, card catalogue, etc
will be installed, and temporary wooden shelving will be set up.
Detail drawings for the permanent quarters in the proposed Medical
Faculty addition to the Hospital are completed.
Miss Jefferd asked about the catalogue for the books at
the Hospital branch.  There is already a catalogue there, and
materials are classified by the LlC.   schedule. Text books and
some reference material will be keept rather permanently at the
Hospital Branch, all other material will probably be charged there
and returned to the main Library when not in use. All books,
periodicals, etc., will be a part of the University Library, and tb
branch will be operated as an integral part of the University
Library system. It has not been decided whether all clinical
material to be kept at the Hospital will receive full cataloguing
in the University Library catalogue.  All ordering, processing,
and cataloguing will be done here. Money for the operation of the
Branch is to be in a separate budget and purchases will be charged
to whatever fund is indicated on the requisition card.  Decision
regarding the destination of material ordered for Medicine, out of
whatever fund, will be indicated by Miss Fraser, as far as
possible, on the ai»d#aiiiM»jiMni^ >t-*-^e-*~aH^^«*u .
1/
Since much of the material at the branch will come and go
a separate shelf list does not seem advisable at this time, except
for the relatively small basic collection x/hich remains there.
Miss Lanning suggested using a book card of a different color for
lending at the Branch and retaining the present one for record here
Miss Jefferd will go to see the Branch catalogue, probably later
this month. Methods of handling the problems involved in
operating the Branch will have to be worked out, but the Library
staff is wholly competent to deal with them.
Within a few weeks, when the branch is in regular
operation, all staff will be welcome to visit this new University
Library service point, at its location on 10th Avenue .between
Heather and Willow.  Its hours will be similar to those of the
main Library, 8 a.m. to 10 p.m., Monday through Friday, and £ a.m.
to 5 p.m. on Saturday.
The Librarian wishes to express his appreciation to all
those on the staff who have had a part in bringing the Bio-Medical
Library to this stage of development.  It is no mean accomplishment FOOTBALL GAi'iES
There was no unusual confusion in the Library on
Saturday, October 4, because of the football game next door, but it
may be that few football fans realized that the Library was open at
that time. A good many people made use of the Library, and it was
agreed that remaining open during these hours was worth while, if
the conditions could be controlled satisfactorily.
•'KNOW YOUR LIBRARY"
Mr. Harlow suggested that a freer distribution of the
leaflets id thin the Library might be made. He has just received
from Dr. Dunlap a copy of the University of Illinois Library handbook, intended for use by graduate students and faculty.
LAW LIBRARY CATALOGUING
A meeting was held recently of those most concerned with
the matter of cataloguing Law materials, particularly serials, and
an outline of a proposed procedure has been drawn up (see Appendix).
This was now reviewed paragraph by paragraph and commented upon. It
was agreed that the proposals in paragraph 1 will be begun at once;
those in paragraph 2 will be undertaken when time and staff permit.
No service will be given by the main Library in relation to Law
serials which are now subscribed to by the main Library but delivered directly to Law. All requests of this kind will be referred to
the Law Library. All Law material will eventually be catalogued,
and Mr. Harlow will ask for a professional cataloguer to do this
work and to catalogue books in other departmental collections.
DEPARTMENTAL PURCHASES
Mr. Harlow stated that the Library should now either
purchase or receive notice of the acquisition of any kind of library
material which is bought with University funds (with the exception,
perhaps, of maps needed strictly for departmental use).  There may
yet be some confusion in regard to funds received from outside
donors, and the Librarian is working on these.
INTER-DIVISIONAL STAFF RELATIONS
Mr. Harlow said that he wanted to discuss inter-divisional
staff relations in the Library. He has sensed an attitude of
ill-will in some directions, and he believes that such.conditions
should be discussed openly, the causes eliminated, and good will be
maintained. We have enough problems and troubles without letting
personal or divisional frictions build-up to exaggerate them.
An example of a difference of opinion which might lead to
misunderstanding may exist in relation to the handling of government
documents.  Formerly handled by Reference, then by Serials, and now
to be returned to Reference, these vastly important library-
materials have been regarded and treated in different ways by the
two divisions (and their transfer has in no case been made at the
suggestion of the transferring division but as a change in over-all
Library policy). Mr. Harlow emphasized that no two persons would be likely to do a given piece of work in the same way; and that the
differing demands and attitudes of the two Library divisions would
likewise dictate varying treatments. Differences should be
expected, discussed, and adjusted, and not become causes for
dissatisfaction and friction. All staff have responsible parts to
play in the Library program—sometimes solo, often in unison, never
in isolation—and each requires as much maturity and ability as;he
can muster.
It seems also that there may be some feeling, either
inside or outside the Reference Division, that the Reference staff
is in some way an elite group. This notion may have developed
because Reference is the largest professional unit in the Library
or because most library school graduates seem to gravitate toward
reference work. Quantity is often a misleading measure, and it is
clear that the best reference librarian is likely to be one with
the xvidest library and general experience. The Reference Division
is in some ways more dependent upon the '^ork of other library
departments than are other sections of the library, since it
maintains the widest front in so far as public use of the library
is concerned, and the Reference staff may, therefore, be more
vulnerable front and rear than other departments, though we all
have our exposed flanks. Departments are to some extent artificially and arbitrarily created for purposes of management, and all
have "inside" and "public" responsibilities, "processing" and
;,(service'' functions. The University Library has a big educational
and research job to do within the University, and the Library staff
is hired to do it; those of us who stay in this service will do so
because we give satisfaction to the University and, in return,
derive adequate satisfaction from it to reward us for our investment
of time and effort*
The Librarian apologized for his sermon and turned to the
next subject on the agenda.
BINDING PAPER-BACKED BOOKS BEFORE OR AFTER CATALOGUING
Mr, Lanning pointed out that it is advantageous to have
cataloguing done in advance of binding, since instructions to the
binder concerning lettering are based upon decisions made in the
Cataloguing Division. Miss Jefferd said, on the other hand, that
if the material were catalogued first, it must then go through
Cataloguing twice; she would be willing to make exceptions for
difficult items, where the entry or title is in doubt.
The Librarian pointed out that much of the paper-backed material is
flush-bound, the lettering being done later in the marking room.
If material is accumulated in quantity before being bound or
catalogued, Miss Mercer said she would, need space to house it.
After discussion, it was decided that material to receive regular
cloth binding would be catalogued before binding; the call number
will be recorded on the last printed page, from which it will be
transferred to the inside back cover in the marking room, making it
unnecessary for the material to pass through Cataloguing again
en route from the bindery.  This means that the catalogue cards
will go into the public catalogue while the book is in the bindery
or in bindery preparation, and that the book card at the Loan Desk
will indicate this fact. Material to be flush-bound will probably go to the
bindery first and be catalogued afterwards; a final decision will
be made at a later meeting.
HOLIDAY SCHEDULE
With the Thanksgiving holiday schedule embracing Saturday
of one week and Monday of the next, Divisions will adjust individual
schedules so that persons will work 35 hours during the week of
October 6, and 31 hours during the following week (or a total of
66 hours for the two weeks).
The meeting adjourned at 12:15 p.m. APPENDIX
Law Library Cataloguing (Proposed Procedure)
At the time of ordering a new serial title, a temporary card
will be made for the public catalogue, giving date of the
order ("Ordered for Law Library, Sept. 1, 1952).  Cards
are to be made by Serials (salmon color) and filed by
Cataloguing.
New serials are to be fully catalogued at the time the first
volumes are received from the Bindery, except that no
holdings are to be shown on the cards in the public
catalogue, but only in the Shelf List and Serials
records.
All serials titles which are now currently received have been
fully catalogued. For these titles it will be necessary
(1) to substitute "Law Library" in call-number position
on cards for those which have been classified; (2) to
withdraw from the public catalogue the Library has cards,
since holdings are not to be sbxnvn there; and (3) to
eliminate on added entry cards references to statements
of holdings on main cards.
All Law Serials which come from the Bindery will be screened
by Serials, and (1) current volumes for which holdings
are represented in the shelf list by "—to date"
information will be accessioned, plated, and stamped, and
sent directly to Law; (2) volumes pre-dating the holdings
recorded on the shelf list, and volumes in uncatalogued
series will be processed and catalogued before going to
Law.
A record will be kept in the shelf list and in Serials
records of all Law serials which pass through the Library
in bound form.
As far as practicable, Law non-serials will follow the
normal acquisitions and cataloguing procedures which are
applicable to main library materials. MEMO
Binding Paper-cover Books Before or After Cataloguing
Objections to binding before:
1. In frequent cases I am not certain of the correct entry:
(a) Author. Evan an occasional Anglo-Saxon name may be
doubtful; French are sometimes difficult; so,
definitely, are Spanish, Russian, and Chinese,
And pseudonyms will trip one. If the book has been
catalogued,the author can generally be inferred
from the call number; if not, it is a simple matter
to go to the shelf list.
(b) Title. While the card follows the title-page the
subject headings, classification, etc., can help
one to a short binder's title in a difficult case.
2. If a book comes in which is part of a series, its binder's title
should depend on whether it is catalogued as a series volume or as
a separate.
3. In the case of a book coming through which I think may beadupli-
cate, I feel that the Catalogue Division should catch it and do the
"questioning. (For example, I received ten volumes, purchased at
the request of the French Department, as an agent's series. One
of them was Marguerite de Navam^s Heptameron, which was certainly
in the Library; others similarly may have been "duplicates".)
The Catalogue Division's objection to handling these books first is that
after they are done the assistants have to re-copy the call number and accession
number. I think that extra work has to be accepted. I would suggest that,
since the back paper covers are frequently removed in the bindery, the call
number and accession number be put originally on the last page of text, and
that the letterer be allowed to transfer them to the back cover of the newly
bound book. Any error would be caught in the routine final check which the
Catalogue Division makes of all books before they are distributed.
As the flush-binds are not lettered at the time they are bound, they
could be catalogued after binding—provided a satisfactory means can be worked
out oJ^iadi^cayjj^tJlgir^^whereabouts. In the case of the full-binds the ordinary
routine of process slip is followed until the book is catalogued; after that
its location ("bindery") is indicated on the book-card at the Circulation Desk.
As the bindery will take only batches of not less than one hundred, the following
procedure is suggested: book-card indicated "bindery" with date; it is understood that volumes go into the bindery- on the first of the month following, and
that, until then, they are on a shelf in the ramp and may be taken from there at
discretion.
R.J.L.
October 8, 1952

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