University Publications - UBC Library Staff Meeting Minutes

[UBC Library Staff Meeting Minutes] Dec 20, 1955

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Array MI  N  U  T  E
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December 20, 1955. No. 116
Reporting Division Heads Meetings and Other Flatters of Interest
to University of British Columbia Library Staff.
At Heads Meeting: NH, SR, AF1S, MML, RJL, EBM, MAA, EF.
FIINUTES No. 115
P. 3.  INTERLIBRARY LOAN BILLS.  A special form.has been
devised to be sent to the department requesting the interlibrary
loan and upon which the department will give information as to
the account to be charged.  When this form is returned to
Acquisitions it will be forwarded to the Accountant with the bill.
FUTURE ENROLLMENT AT UBC
Apparently the future is expected to look after itself,
for no one seems to be much exercised at the prospect of the
student enrollment reaching 33,300 in 1935.
RE CHRISTF1AS PARTY
The Librarian received a notice from the Director of
Personnel stating that Christmas parties on the campus are to
be held on Friday, the last day of work, commencing at 3 p.m.
Since the Library staff had planned its party for Wednesday,
December 21, the Librarian was not disposed to interfere, but
the staff are expected to work until 5 p.m. on Friday the 23rd.
ANNUAL REPORT
The Librarian's Annual Report was received by Senate at
its meeting last Wednesday and x^as given some considerable
attention.  Several members of Senate spoke out firmly in support
of the Library, emphasizing the importance of strong academic
and financial backing. The letter from the Secretary of Senate
follows: ^
"Dear Mr. Harlow:
The members of Senate at the last regular meeting
asked me to convey to you and to your staff their sincere
appreciation of the service being rendered by the University
Library.
The Senate commended the detailed but concise report
of the Librarian, and expressed its awareness of the personal
enthusiasm of the members of the staff and the stimulus provided
by yourself.
Yours sincerely,
'Charles B. Wood*
C. 3. Wood,
Secretary of Senate.
;? ■u-br
LIBRARIAN SPEAKS TO FACULTY OF ARTS
The Librarian was instructed by the Library Committee to
speak to the larger faculties about Library affairs at their
winter meetings.  The Librarian gave an informal report to Arts
and Science and he noted a much livelier interest in the Library
this year and several members of the Faculty spoke in support.
DELIVERY SERVICE
The new campus delivery service began last Wednesday
with a preliminary once-a-day delivery for the Library.
Fir, Harlow will get out a notice to faculty at the beginning of
the new year.
All telephone requests for deliveries will go to Reference, and should be handled promptly so that the material asked
for will go out on the next delivery; it was emphasized that the"
whole, point of the service is to supply faculty quickly with
library material. The telephone exchange will be informed that
calls for "Library Delivery Service" are to be sent to Reference.
Miss Mercer suggested a mimeographed form upon which to note the
information given in telephone requests.
Mr. MacKay goes round the Library daily at 1 p.m. and
will collect material for the 2:30 delivery. The divisions will
be expected to take material to the trestle in the delivery area
themselves from 15 to 30 minutes before the 10 a.m. delivery.
When several pieces are going to the same destination they should
be tied together with string, but not wrapped.
"Rush" books for faculty, which now sometimes wait at
the Loan Desk for considerable periods of time before being called
for are also to be sent out by the truck delivery.
RESERVE BOOK ROOM
A number of books which were formerly kept under the
counter because they were likely to disappear are being reorganized and shelved with the general reserve collection.
Another 300 volumes loaned by faculty for reserve use are being
integrated with the reserve collection as far as possible. The
private copies will be given paper labels, classified and entered
in the catalogue in the Reserve Book Room, and supplied with
book pockets and date due slips. By incorporating these two lots
of books into the main collection much confusion among the student
should be eliminated and much time hitherto spent by staff looking for material can be devoted to the counter. In future, when
a book is needed for a course, the Library will try to buy it
rather than accept a faculty member's copy on loan. The Reserve
staff will maintain its list of donors of private copies. A mass
of miscellaneous material, much of it mimeographed, will be put
into pamphlet covers. 5d
MONOGRAPHS IN SERIES
Dr. Birney is concerned that the card catalogue does not
give specific information about monographs which happen to appear
in series. This is of course only one of the many types of
material for which information is not found there. Dr. Rothstein
suggested that a list be made of the principal series involved
(in English literature, for example), indicating where they are
analysed, and given to the appropriate classes, with suggestions
for other ways of locating material available in the Library.
Cards in the catalogue referring to bibliographies for further
information were also suggested, but these would get out of date
fairly quickly.  The problem will be given further consideration.
SEVERANCE PROCEDURE FOR STUDENT ASSISTANTS
The Personnel Office supplies a form in triplicate
which is to be completed when a student assistant leaves the
service of the Library; part of the information required can be
supplied only by the employing division and part only by the
Librarian's office. It was agreed that each division should have
a supply of the forms, fill them in as far as possible, and send
them to the Librarian's office for completion and forwarding to
Personnel,
MONTHLY REPORTS ON STUDENT ASSISTANTS
These are to be completed each month for each student
employed; they mil be retained in the employing divisions
during the session, and at the end of term a final report will be
compiled from them and sent to the Librarian. From this the
annual report on performance of student assistants will be made tc
the Personnel Office,
"RUSH" BOOKS FOR RESERVE
Recently several volumes catalogued for the Reserve
Book Room went instead to other destinations in the Library.
Henceforth a book will be sent from Cataloguing to the Loan Desk
and from there to Reserve.  Cataloguing will provide all information, including the course number, and the Loan Desk will make
only the blue location card.
VISITORS FROM LIBRARY SCHOOLS
Fliss Nancy MacDonald (formerly in charge of the RBR)
called at the Library last week.  She is on holiday from Library
School at Berkeley, and reported that there are two other UBC
students there this year.  She is enjoying her work and hopes to
return to the Library here at the end of her course. Fir, Wood,
a graduate of UBC now attending the University of Washington
Library School, also called to see the Librarian and inquire about
employment at UBC, There are six other graduates from this
University now attending the same. Library School. >*"} /
4 \
GIFT MATERIAL REQUESTED BY.REFERENCE
Miss Smith reported that material requested by the
Reference Division is often received in other "parts of the
Library and is sometimes acknowledged by some other division or b;
the Librarian and may not reach Reference.  It was suggested that
Reference send an extra copy of the request to Acquisitions
and that there be an attempt to control the material there,
SEASON'S GREETINGS
Fir. Harlow wished everyone a Flerry Christmas.
The meeting adjourned at 11:45 a.m.
ACQUISITIONS
BOOKS:
Blanck, Edwin, 1877" ed.  Handbuch der Bodenlehre, hrsg. von
dr. E. Blanck .... Berlin, J. Springer, 1929-32. 10 v.
SERIALS:
New Subscriptions:
Fiddlehead Pqetry Jtopks
International Relations.
Sets:
Schweizerische Anstalt fttr das Forstliche Versuchswesen,
Mitteilungen. V. 1-21 (1891-1940); v. 26- 1950-
U. S. Armed Forces Medical Library catalog.   1950-54
Cumulative Catalog.  (6 v.)  2 sets.
BIBLIOGRAPHIES
UNESCO. Bibliographical Handbooks ^3.  Guide des centres
nationaux d'information bibliographique. 1953.
Bibliographical Handbooks #4.  Bibliographical services
throughout the world.  First and Second Annual Reports,
1951-52, 1952-53.
Bibliographies in the Social Sciences.  A Selected Inventory
of Periodical Publications. 1951. 5
Handbook on the International Exchange of Publications,1950*
Monthly Bulletin of the International Advisory Committee
for Documentation and Terminology in Pure and Applied
Science. October 15, 1955.
International Conference on science abstracting.  Final
Report.

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