University Publications - UBC Library Staff Meeting Minutes

[UBC Library Staff Meeting Minutes] Mar 9, 1954

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 -V1
No. 64
MINUTES OF MEETING OF DIVISION HEADS
HELD IN THE LIBRARIAN'S OFFICE ON /^
TUESDAY, MARCH 9, 1954, at 10 a.m.
Present: Mr. Harlow, Miss Jefferd, Miss Lanning, Miss Mercer,
Miss O'Rourke, Miss Alldritt, Mr. Lanning, Miss Fugler.
FRENCH BOOK EXHIBITION
This will be continued for most of another week.  News
of it got into the public press on Friday last, and Mr. Harlow
believes it should remain on view a few more days.
COLLECTION OF MATERIAL ISSUED BY EXTENSION DEPARTMENT
Mr. Harlow has asked the Extension Department to save
for the University Archive a copy of everything it issues.
Dr. Friesen points out that some of the work may be done for other
departments, who may not necessarily wish to have copies sent over,
and he suggested that a directive from the President might clear
policy. Mr. Harlow will speak to the President about it.
HIGH SCHOOL CONFERENCE
Although no delegates made tours of the Library on
Friday (which were only tentatively planned) fifty-four of them
did so on Saturday afternoon.  On Saturday morning from 8:30 to
9:30, Mr. Harlow and Miss O'Rourke spoke to the whole group in
Biology 100 and displayed library materials, e.g., the Library's
best incunabulum (Aquinas, Summa Theo1ogicae, 1434), a copy of
the first book printed on the mainland of British Columbia
(Palmer, Report of a Journey, 1853), a volume of the Diderot
Encyclopedia and of Samuel Johnson's Dictionary, the earliest
examples of their kind, our "chained" book, various kinds of
microreproductions, etc. Many of the students came down to the
front of the room to talk and examine these materials afterwards.
The Librarian and Mrs. Harlow attended the final
banquet as guests of the Conference.  Dr. Friesen was the speaker.
The Conference seemed to be well thought out and carefully
organized.  The delegates had a strenuous and probably stimulating
two days, and it is felt that the Conference was worth while.
"Z" MATERIAL TO BE TAKEN OUT OF RIDINGTON ROOM
This material (now all from Bio-Medicine) will go into
the main stacks and Miss O'Rourke will provide the necessary
records for the Loan Desk and others.  The Loan Desk will use a
separate colored card in its file to indicate the out-of-normal
location.  There was brief consideration of the problem of
adding to stack sections which are already crowded, but material
will eventually overlap into several fields and cannot well be
located in a separate place.  The Librarian commented that the
experience gained in dealing with this problem will probably be
useful when the whole book stock is shifted after the installation
of stacks in the present well. n
-2-
BINDING
7^
Mr. Harlow had conferred with Fliss O'Rourke and
Mr. Lanning about the binding problem.  Backlogs from every direction need treatment, and a torrent of new material keeps flowing
in.  A tentative schedule was drawn up to provide for definite
quotas for rebinds from Circulation and the Fine Arts collection,
for material from Reference (abstracts, indexes, government
publications) and Medicine, material needed for Summer School,
theses, some outside work, etc. in addition to normal periodical
binding.  Clearing up the backlog is slow, but the long view has
to be considered in such matters.
LOAN PERIODS FOR THESES
Miss Lanning has been trying to keep thesis loans to
one week for faculty, but it was agreed that if they are needed by
faculty for longer periods they may be loaned for periods up to
one month, but not longer except by special arrangement.
ARCHIVE MATERIAL IN 750
Mr. Harlow remarked that archival material put in this
room is for preservation and, while publications in this collection
may be consulted by staff in the room if necessary, they are not
to be removed.  Official records which are so identified are
confidential in nature and are not to be used.
NEW EQUIPMENT
A light table has been provided for the Map Room and is
reported to be thoroughly satisfactory.
MICROREPRODUCTIONS
Among new acquisitions are eight ACRL microcard publications.  For microcards, catalogue cards are put into the public
catalogue giving full details, with "microcard" typed in call
number position.  To indicate the location of this material in the
Library, it has been suggested that "MICROREPRODUCTIONS AT
REFERENCE DESK" be stamped at the base of the card.  The material
might be housed elsewhere at some other time, and we do not
normally note fixed locations on cards.  It was decided not to give
a location on the card but to give information about microreproductions in "Know Your Library" and in directions posted at the
public catalogue.
The Library has entered a subscription to the early
English periodicals series on microprint and will subscribe to the
series of English and American plays; we are hoping to get the
British Sessional Papers (19th Century) in the same form.
"QUIET" CAMPAIGN
Mr. Harlow asked whether it is too late to start a
quiet campaign this year, and Miss Lanning suggested that publicity
be arranged in "The Ubyssey," calling attention to the need for
quiet.  At this time of year, when the Time Table of examinations -3-
has been newly posted, it might have some effect.  Miss O'Rourke
believed that putting "Quiet" signs on the desks in the reading
rooms is a waste of effort; it was successful the first time,
but each time since has been less so. Fir. Harlow suggested that a
new approach is probably required.  There will be the usual
appropriate displays in the exhibit cases, Mr. Harlow asked for
any further suggestions which members of staff might have.
The disorderliness in the Library was considered:
students assemble on the stairs to chatter and eat lunch, they
surreptitiously eat lunch in the reading rooms and probably in the
stacks, and many of them treat the Library as a social centre.
Freshmen who have been introduced to the Library through orientation projects seem to have taken over the Ridington Room and
because of their behavior have driven serious students to study
elsewhere. Mr. Harlow said that this is a bad time of year, with
spring and examination time coinciding J  The staff must be
considerate but firm often enough not to allow the use of the
Library to get out of our hands.
STUDENT ASSISTANTS
Satisfactory student assistants in all divisions who are
required for library operations may be kept on until mid-April,
salary money of course coming out of the 1954/55 budget.  Reports
upon the performance of individual student employees will be*
requested shortly.
KEEPSAKE FOR "FRIENDS OF THE LIBRARY"
Mr. Harlow showed a copy of a very handsome printed item,
produced under Bob Reid's direction on hand-made paper.  It is a
printing of the proclamation which established the government of
British Columbia in 1353.
MR. ROTHSTEIN
Mr. Rothstein expects to start the journey back to
Vancouver by motor car about March 26.  His thesis has been
approved in general by the Committee, and as changes are made it
is being retyped.  The oral examination will be held on Flarch 23.
On his way back Mr. Rothstein may visit some libraries en route
to look into procedures which may be useful to us.
SUMMER SESSION
Replies are being received to letters sent to visiting
members of the Summer Session faculty, indicating titles of books
needed for course work.  Miss Lanning will, as heretofore, make
requisition cards for items which are not available in the Library,
and these will be screened by the Librarian for purchase.
ACQUISITIONS
Miss Mercer brought to the meeting a new French Dictionary which was ordered two years ago.  It will go to Reference, and
supplementary volumes will be ordered in printer's binding rather
than in the form of fascicules. It
-4-
Annual Review of Biochemistry,  v. 1-18, 1932-1949, Index,
v. 1-20.
Skandinavisches archiv filr physiologie.  v. 1-73, 1389-1936
(with General" Index 1-50 and Supplement 1-6, 9-11,
13, 14, 16).
Jahresbericht tiber die fortschritte in der lehre von den
pathogenen mikroorganismen, umfassend bacterien, pilze
und protozden. v. 1-27, 1385-1911.
The meeting adjourned at 12 noon.

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