University Publications - UBC Library Staff Meeting Minutes

[UBC Library Staff Meeting Minutes] Nov 8, 1949

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NOVEMBER 8,   1949,   at 10  a.m.
Present:  Dr. Dunlap, Miss Jefferd, Miss Smith, Miss Lanning,
Miss Stewart, Mr. Lanning, Miss Fugler (as secretary).
Mr. Rothstein was absent because of sickness.
Dr. Dunlap gave a report of events of the past week,
dealing first with decisions of the Library Committee at its last
meeting which directly concerned the staff.
1. The Committee reviewed the carrel and stack permit
assignments and decided that after this session only graduate students
should have stack or carrel permits.  The present method of granting fourth year honour students in the humanities and social sciences
carrel privileges while graduates in pure or applied science did not
have them was regarded with disfavour.  All candidates for the
Master's degree, whether in science or other fields, are to be in
the same classification for carrel assignments and given equal'
consideration.  The Committee felt that 1600 stack permits were too
many, and they linked this to some extent with the large losses of
books.  Assignments of carrels will be for limited periods only,
not for the whole session as at present.  In this way every
graduate student will have carrel accommodation for some period during
the session.
In discussion, Miss Lanning protested against being
required to keep track of carrel assignments for varying periods of
time.  She requested that announcement of the new policy be made
before the end Of the present session so that all concerned will
have time to digest it before next September.  She also felt that
some members of Faculty would still make appeals for some of their
students in the senior year whom they considered "special" cases.
Miss Smith felt that senior students in English and History will
make the greatest objection. Mr. Lanning believed that many
graduates working for their Master's degree in science did most
of their work in the laboratory and did not need the use of the
stacks as much as students in other fields.  Dr. Dunlap said he
believed we would have to come to this arrangement within another
year or so in any case, and he thought the Committee's decision
a wise one. With an increasing enrolment in the Graduate School
and greater emphasis on graduate work, it is inevitable that the
limited carrel accommodation be reserved for graduate students. .
Miss Lanning pointed out that she still would not be able to assign
carrels to everyone within easy reach of pertinent material.
2. The second matter considered by the Committee was that of
departmental libraries.  A full discussion will be held shortly,
but a brief preliminary review of the situation brought to light
several points of view.  The Committee members representing
science departments had spoken more strongly in favour of a centralized
library than Dr. Dunlap had expected.  During Dr. Dunlap's visit to
the reading rooms in the Faculty of Agriculture, Dean Eagles
expressed emphatically his desire for a centralized library. Most
of the Committee members seemed surprized to learn how far the
University had gone in the direction of departmental libraries. Miss Smith stated that Miss Henderson of the Physical
Education Department had asked where she could obtain LC cards.
Her department now has such a large collection of books that she
finds it difficult to keep track of them and wishes to catalogue
them for the department.  Miss Smith discussed with her the
question of having these books brought into the main library, and
Miss Henderson seemed willing that this be done except in the case
of certain books which the instructors need to have always at hand,
i.e., books on the dance.  If the Library will undertake to return
to the Department books of this kind, the Department will send all
their books to be catalogued here and, with these exceptions, to
become part of the main collection. Dr. Dunlap recommended that
Miss Henderson be informed that the matter of departmental
libraries was under discussion and that a decision will be made
shortly regarding the policy to be adopted.
Dr. Dunlap said another little departmental cache had
come to his notice recently.  Mr. Shemilt of the Chemical Engineering
Department had informed him that his students had obtained a gift
of $100 from the Powell River Co. which had been spent on books.
These books are housed in a hut behind the Chemistry Building and
are called the Chemical Engineering Collection. Mr. Lanning informed
the meeting that the Department of Music had recently purchased the
new definitive editions of Bach and Beethoven, which had not been
sent to the Library and which were not in the Library's catalogue. The
Music Department is now hoping that money will be forthcoming to buy
a similar set of Brahms.  Haydn will be published similarly within
the relatively near future.  These matters bring to the fore the
need for a survey of the whole campus situation regarding the
purchase and location of library materials.  Dr. Dunlap read a
letter which he had received from the President, asking the Library
Committee for a statement of the overall needs of the University for
books, the matter of library allocations, and departmental requirements.  Dr. Dunlap believes this is a hopeful sign that the University Administration is prepared to face the present situation and
deal with it.
Dr. Dunlap also advised the meeting that he had spoken
to the President of his wish to make a trip east this winter.  He
plans to do some preliminary surveying of possibilities regarding
a Library School here, and to recruit professional staff for next
year. He will time his trip east so that he will be able to
attend the ALA Midwinter Conference.  Dr. Dunlap said the President
had indicated approval of these plans.
The President had brought up another question: that of
adding another wing to the Library and accommodating therein the
Faculty of Law.  Dr. Dunlap had not expressed any views and asked
the meeting for their opinions. Miss Smith said this was done at
the University of Toronto and seemed to work out satisfactorily.
Whether or not the Law Faculty would make use of an entire wing
was discussed, and the feeling was that they would probably do so.
The tendency appears to be for many students to take a degree in
Law as a preliminary to entering other fields; and if this
indicates an increasing enrolment in that school, the need for
class-rooms, reading-rooms, etc., would probably engage most of a
wing.  It was felt, also, that the legal profession would almost
certainly prefer a building of their own; but that it would be a great advantage to the Library to have the Law library on its own
premises. Miss Smith said that the University of Toronto Law Faculty
is housed in the Library and the arrangement seems to work quite well.
Miss Lanning thought the Library should have some use of a wing to the
building, and foresaw the need for more space for library use.
Miss Smith agreed, saying that if the stacks are to be closed to all
except graduate students the Library should provide reading rooms for
students in certain fields, e.g., the Biological Sciences.
Dr. Dunlap reported a letter he had received from Miss Smith
in Social Work, asking for extra copies of the list of new books,
requesting that all titles in her field be brought together under one
heading^, and that the new books be immediately available instead of
being kept on display for a week.
Mr. Lanning reported that Mr. Kennedy had brought up the
matter of the Faculty Club selling their journals at auction or
turning them over to someone else at intervals of two weeks or so.
Dr. Dunlap believed the Library should not have anything to do with
Faculty Club periodicals, but should have its own copies of any
periodical it needs. We now get about five periodicals from the
Faculty Club.  Miss Smith thinks the Library ought not to wait for
periodicals to come from the Faculty Club, but should have its own
promptly.  It was decided that the Library should not have anything
to do with the Faculty Club regarding exchange or sale of periodicals.
Mr. Lanning asked if the same decision would extend to the C.O.T.C.
journals. There is a fund for such periodicals, the Library subscribes
to them, and they are sent to the C.O.T.C.  The Library does not get
them back.  Dr. Dunlap said that in this case, where the Library simply
does the work of placing the subscription and paying for it, but is
not concerned about the return of the magazines, the present practice
may as well continue.
Dr. Dunlap said he had learned that the Library subscribed
to the Canadian Geographical Journal and the issues were sent to
Mrs. R. L. Reid.  Every three months or so someone from the Library
collects.the magazines and brings them to the Library.  It was
agreed jtriat this arrangement should continue.
Mr. Kennedy has offered to turn over to the Library the copies
of the daily Toronto newspaper, the Globe and Mail.  Dr. Dunlap
thought these might be accepted, made available to the students, and
discarded when they had served their purpose. Miss Smith suggested
displaying them on a rack in the periodicals room.  But would this
invite a request for home town newspapers from the students? Mr. Lanning
asked what papers would be made available; the Library could not display
just one. Miss Smith asked if it could be tried.for a month.
Dr. Dunlap felt that the Library ought not to start making newspapers
available unless it was prepared to continue doing so.  The possibility
of the Reference Department taking the Globe and Mail for clipping was
considered, but it was decided that this would take more time and
trouble, than it is worth.  On Dr. Dunlap's recommendation it was
decided to decline the gift.
Mr. Lanning pointed out that the bindery had facilities for
cutting, and there was probably a fair amount of this work to be done
on the campus.  If the bindery could do it, the money would help
towards expenses.  Dr. Dunlap felt that until the bindery had enough staff to do all the work the Library needs done it ought not to offer
to do outside work.
A request had been made to have North American Wild Life
put on reserve.  It had alwaj^s been the Library's policy not to put
periodicals on reserve and it was agreed that this should continue to
be the practice.  Dr. Dunlap said that Mr. Barton had assured him that
photostat copies of articles in periodicals could be obtained at cost
from the Film Library, i.e., .150 an exposure.  He suggested that one
photostat copy be provided for every 20 students requiring the article.
Such photostat articles should be catalogued separately if they were to
be of continuing interest. Miss Smith will check with the professor
assigning the work to find out whether such material will be used
another year.  Only items of continuing interest should be catalogued.
Miss Lanning asked what she was to do about Dr. Akrigg's
course, which is being given in night classes, for credit.  The reply
was that the students in this course were to have the same rights as
registered students in the regular University classes and that they
should get their books from the Circulation Desk in the same way.
Nothing extra is being bought for them.
Miss Lanning also asked what her Division should do about
students working towards their Master's degree who are not registered
this year.  They take books out and keep them past the due date and
are careless about making out the proper call slips for day books.
The result is that some books, meant for day use:only, are taken out
of the Library for much longer periods.  Dr. Dunlap suggested making a
charge of $1 for library services.  It was pointed out that these
students feel they have paid all the fees they should pay, and are
entitled to use the Library. After a brief discussion it was decided
to charge such students $1 library fee.
Miss Stewart reported the difficulty of keeping the outside
door locked when the Extension Library was closed.  It appears that
students and staff use that exit from Floor 2 after the lean-to is closed
at 5 p.m., and the night patrol sometimes finds it open when on his
evening rounds.  This morning it was open when Miss" Stewart arrived.
This led to a discussion of the whole problem of maintaining
discipline.  It appears that the night patrol has too much to do
and too great a distance to cover to be able to check everything
carefully, and the students ignore the notice on the fire door from
Floor 2, which forbids them the use of that exit.  It was agreed that
the first step would be to stop the straff from using the Floor 2 exit
through the lean-to.  Anyone leaving the building is to go by another
route.  Staff members going only to the Extension Library and back
again may continue to use the Floor 2 route.  In addition, the staff
will endeavour to keep a watch on student use of the fire door exit.
Miss Jefferd reported that she had gone to New Westminster
yesterday afternoon to inspect the Trapp library and had selected
six or seven boxes of books for the University Library.
The meeting adjourned at 12:15 p.m.


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