University Publications - UBC Library Staff Meeting Minutes

[UBC Library Staff Meeting Minutes] Sep 14, 1954

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 MINUTES OF MEETING OF DIVISION HEADS       No, 78
HELD IN THS LIBRARIAN'S OFFICE ON
TUESDAY, SEPTEMBER 14, 1954, at 10 a.m.
Present: Mr. Harlow, Mr. Rothstein, Miss Lanning, Miss Mercer,
Miss Alldritt, Miss O'Rourke, Mr. Lanning, Miss Fugler.
"INFORMATION GATHERING HABITS "
^fU/Olbk
Copies of the article in Industrial and Engineering
Chemistry have been obtained and are being circulated to interested
staff for reading.
ANNUAL REPORTS OF DIVISION HEADS
Mr. Harlow asked to have these by September 15, and it
appeared that they would be in his hands by then or within a very
few days after.
NIGHT SCHEDULE
The Librarian asked if it were feasible to have the
Library open in the evenings from the beginning of lectures.
Miss Lanning stated that we had remained open at night last year
from the first day of lectures and that she was arranging to do so
this year.  It was decided therefore that hours would be 8 a.m. to
10 p.m., Monday through Friday, and 8 a.m. to 5 p.m. on Saturday,
starting on Monday, September 20.
The Serials Division will not open at night during the
first week, and the hours for that department will be decided later.
Miss O'Rourke said that the Reference Division would like
to change the opening night for Fine Arts.  Students in Architecture
have assignments on certain days of the week and these keep them so
occupied that they do not use the Library much at those times,
Mr. Harlow recommended that she and Miss Dwyer ask Mr. Lasserre
which night will be most useful to Architecture and arrange the time
table accordingly.
PARKING
A list of persons to whom faculty parking permits are to
be issued has been sent to the Department of Buildings and Grounds:
it includes Division Heads, First Assistants, and the professional
staff of the Bio-Medical section who drive to and from the Branch.
Library parking space will accommodate about 8 or 10 cars, and
permits for ten have been requested.
REMODELLING
The new entrance doors to the Library are complete and in
use. An incidental advantage of the installation is to admit more
light into the main hall.
Alterations are under way at the Loan Desk, designed to
keep stack traffic from behind the Desk.  There will be someone full
time at the stack entrance except for the first half hour in the
morning and a brief period in the early evening when the location
will be covered by those on duty at the Desk. An effort will be made to have people fill out call slips for material brought from
the stacks before they get to the Desk and writing facilities will
be provided for this purpose in the stack area. The circulation
file is now in the open, and space has been provided as a workroom
apart from the business of the Desk.
The possibility of having two pages stationed in the stack
during peak periods to speed book-lift operations is under consideration. A visible system of notifying students when books which they
have requested are available at the Desk is being studied.
NEW FINES SYSTEM
The new method of collecting fines has been approved by
the Board of Governors of the University and copies of the
regulations have been sent to the Division Heads concerned. Fliss
Lanning wondered whether the new information required would involve
her staff in much more work, but Mr, Rothstein pointed out that the
additional information is required only for the final group who are
not permitted to re-register until fines are paid.
STACK ACCESS
All students requesting stack access will present their
identification cards in the Librarian's Office.  Stack access will
be granted to students who are in the third or a higher year in
their course. Persons in professional schools, etc., who have had
a year in Arts must still be in at least the third year of their
professional course (e.g., one year in Arts plus 3rd year Commerce)
to be eligible.
REGISTRATION
Registration for the Winter Session begins today and
Miss Lanning or other members of the Library staff will be on duty
in the Armouries.  The Library will not distribute "Know Your
Library" during registration this year: it has not }ret been received
from the Multilith department of Extension; and it is believed that
a large proportion of waste resulted from the distribution in the
Armouries last year.
EMPLOYMENT FORMS
There are occasional requests from Administration for
information about staff members which is normally provided by data
recorded on the application forms,  A few members of the Library-
staff were not asked to complete such forms when they joined the
staff, and the Librarian would like to have them do so now,
STAFF COMMITTEES
Because of holidays, etc., appointments to several staff
committees were not made earlier in the summer. These will be made
soon, and Mr. Rothstein will report at the next meeting. TOURS OF THE LIBRARY
It has been suggested that a good deal of the information
which may be given about the Library, and particularly about the
processing departments, may be of little real interest to groups on
tours, and that perhaps taking a fresh look at our tour procedures
would be useful. Mr. Harlow asked Miss Mercer and Miss Alldritt to
make suggestions to Miss O'Rourke about what they believe should be
said about their divisions. Miss O'Rourke said that Reference would
welcome help of this kind, and the matter will be given further
consideration.
Reference will conduct student tours this year, but
Miss O'Rourke said she did not wish to follow last year's procedure
whereby students signed up for tours.  She plans to post notices
stating that tours will start at a certain point and at certain .
times and to handle as many students as appear.  It was recommended
that a manual be prepared to guide people who conduct tours.
ORIENTATION OF NEW STAFF
Mr. Harlow is anxious that new members of the Library
staff be made acquainted with the Library organization as a whole.
Miss Shanahan, who joined the Reference staff recently, is doing a
short tour of duty in other divisions. Miss Alldritt said that she
likes to allow a new person a few days to become acquainted with
the division in which she will work and then to have her learn
something of the other divisions. Mr. Rothstein believes that new
people should have a general preliminary tour to provide an overall
view of the Library and its operations and to make them known at
least by sight to all other members of the staff who might otherwise
not meet them for some time.  The Librarian would like now and then
to have new staff members brought together to hear about the
Library, the campus generally, and their privileges and responsibilities. Mr. Rothstein will make further recommendations.
MICROCARD READER
This machine is in the Librarian's office, awaiting the
arrival of another to replace it. Meanwhile it is usable and is
available in Room A.
EMPLOYMENT INQUIRIES
All inquiries about employment, whether part-time, student
assistant, or full-time, should be referred to the Librarian's
office. No part-time employment is available except to registered
students.
DISPLAY COMMITTEE
To fill temporarily at least one of the gaps left in
library operations by the resignation of Mary Wilson, a Display
Committee is being set up to plan, prepare, and set up displays in
the Library building. Miss Enid Dearing agreed to work with
Mrs. Wilson in order to absorb and carry over as much information
about display methods as possible. 4
WINTER WEATHER
The Librarian reminds staff that with the approach of bad
weather the following motto should be borne in mind:
"Neither fog nor rain nor dark of night can halt these
courriers from the swift completion of their appointed rounds,"
SALARY SCHEDULE
A schedule is attached of the salaries now being paid in
the several categories of employment in the Library.
ACQUISITIONS
Serial acquisitions of note:
Cahiers des Dix. #5, 1940; #7-18, 1942-53.
Zentralblatt fur Bakteriologie.. Originale. Bd. 82-114.
Edinburgh Mathematical Society, Proceedings. Old Series,
v. 9-44, 1890-1925/2b; Series 2,.v. 1-3, 1927-1952.
South African Journal of Science. V. 34-50, 1937-July, 1954.
Zeitschrift fur franzosische Sprache und literatur. V. 46-65
and index 1-50 (1923-1943).
The meeting adjourned at 11 a.m,
PERSONNEL
Miss Claire Shanahan commenced work in the Reference Division
as Librarian-1 on September 1.  On about September 27, Miss Phyllis
Russell, a graduate from -the University of Alberta and Toronto
Library School, will join the Reference staff as Librarian-1, and
on October 18, Miss Jean Donald will be transferred from Reference
to Cataloguing (Librarian-1).
Miss Annemarie Ketter became a member of the Acquisitions staff
on August 23 as Clerk 1, and Miss Maria Timmer. who is replacing
Mrs. Mary Wilson, started to work in Reference on September 1 as
Stenographer 2. Mrs. Ann-Ellen Jones and Mrs. Nancy Howell (both
Clerk 1) have been added to the Catalogue staff during the past week,
replacing Miss Edith Kisch and Mrs. Bertie Farmer, and Miss Freda
Besler is replacing Miss Norma Murray in Reference in the Clerk 1
position.
At the end of September, Firs, Mary Waterman is resigning from
her position in Serials and Miss Joan Lougheed will take her place
as Library Assistant,
Mr. Philip Crouse will leave his position in the Acquisitions
Division as soon as a replacement can be found. SALARY  SCHEDULE
Librarian 1
$246.00
$254.50
$263.
too $271.50
Librarian 2
271.50
280.00
288,
,50   297.00
Librarian 3
297.00    305.50    314.
$331.00   $339.50
,oo  322,50
$348.00
Library Assii
stant   $136
.00   $19;
$216.00
S.50   $201.00
$203,50
Junior Clerk
$126.00
$133.50
$141.00
$148.50
Clerk 1
148.50
156.00
163.50
171.00
Clerk 2
171.00
178.50
186.00
193.50
Clerk 3
201.00
203,50
216.00
223.50
$231.00
Clerk 4
238,50   246.00
$276.00
253.50
261.00
263.50
Secretary
238.50   246,00
$276.00
253.50
261.00
268.50
Stenographer
1
152.50
160,00
167.50
175.00
Stenographer
2
175.00
182.50
190.00
197.50
205.00
Secretary-
stenographer
190.00
197.50
205.00
212.50

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