University Publications - UBC Library Staff Meeting Minutes

[UBC Library Staff Meeting Minutes] Oct 21, 1952

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 No. 19
  TUESDAY, OCTOBER 21, 1952, at 10 a.m.
Present: Mr. Harlow, Miss Jefferd, Miss Smith, Miss Lanning, Miss Mercer,
Mr. Lanning, Miss Fugler.
In No. 18, on p. 2, at the end of the second paragraph, "order card" should be
changed to "requisition card".
Mr. Harlow announced that with great suddenness the University Library
took over on October 16 the operation of the new Bio-Medical branch, recently
consolidated with the Medical Library at the Vancouver General Hospital. Both
members of the former Hospital Library staff decided not to continue on the
University staff, and it was necessary to recruit two library assistants at once,
Mrs, Margaret Barnes and Miss Eleanor Riches, both UBC graduates, have commenced
work at the Branch. Moving into the new quarters is under way and should be
completed by the end of the week. The Branch will be open for the present from 9
a.m. to 5 p.m. daily, and two evenings a week until 9. Within a few weeks the
branch will keep the same hours as the general Library, and Mr. Harlow suggested
that any members of the Library staff passing that way should drop in and see it.
The Librarian expressed his appreciation of the assistance and cooperation given by the Hospital administration and personnel during the difficult
change-over period.
There are about 1500 students involved in this year's library project for
the classes in English, many more than in any preceding year. With the binding
program in high gear, a good deal of the material which would be useful is in the
Bindery or has been bound, "and-using bound volumes of serials imposes an added
burden on the Circulation Division. Some classes have received instruction from
their professors regarding the project, others come auite unprepared, although the
Department of English took pains to see that all were advised in good time. Mr.
Harlow recommended that the problem be given careful thought this year in
preparation for the future. Not all of the instructors are convinced that the time
spent on the project should be class time. Miss Smith believes that the results
of the earlier projects are now visible among the senior students. The Faculty
ask for more library instruction for students each year, and as members of the
Reference Division become more experienced, the responsibility for instruction can
be divided, among them, perhaps by subject fields. Last year, instruction lasted
well into the Spring. It is expected that the present periodicals project will
last for about five weeks.
The Governor-General visited the University last week on Tuesday. In the
Library he inspected the Howay-Reid Collection, and the Sedgewick Room and made a
general tour of the building, after autographing several volumes in the Librarian's
office. Mr. Massey appeared to enjoy his comparatively leisurely and informal
visit to the campus very much. -2-
Mr. Harlow reported that he had attended and participated in the
ceremonies commemorating the 50th anniversary of the establishment of Victoria
College, speaking briefly on "The Library in the College"j contrasting its
opportunities and functions with that of a University library.
Mr. Fryer has suggested that material for flush-binding be handled in
lots of 500, This was thought not to be feasible for this Library, since it would
mean a long delay in accumulating the books, and a time-consuming operation for
the staff to find material after it is bound and before it is lettered. Mr.
Lanning asked for a postponement of the discussion of whether binding or
cataloguing should come first for this type of material.
This type of material is now loaned to faculty for one month, and
reauests for extensions are supposed to be made to Mr, Harlow; Miss Lanning
reports that the material is often not returned at the end of the month and that
notices sent out fail to produce the volume or a request for renewal. Sometimes
the borrower returns the book directly to the stacks apparently thinking to save
the Circulation staff the trouble of doing so, which means that the volume remains
outstanding until a check of the shelves brings it to light, Mr. Harlow believes
that overdue notices should be sent out at the end of each month while the bound
journal remains on loan, and that requests for extension should perhaps usually
be made to Miss Lanning. The Library should try to develop a tradition of respect
for its regulations through a combination of firmness and good service; outside
of that we should concentrate upon keeping track of material which is on loan so
that it can be secured when needed. If we need a volume and a reouest for its
return has been ignored, the borrower should be advised by telephone that it is
needed and that the Library will send a messenger for it. As long as loans of
this kind are renewed regularly and there is no other demand for a book, the
Library should not make a difficulty about it.
The question of lending bound periodicals to other than faculty was next
dealt with. It was agreed that all graduate students should be allowed to borrow
this material overnight or, in cases of need, up to one week, the decision to be
Miss banning's. It was agreed that this privilege should not as a rule extend
to undergraduates, even though they may be Assistants in University departments.
Undergraduates may borrow bound periodicals for overnight use only if special
circumstances warrant, Miss Lanning to be the judge, or she may refer any of the
reauests to the Librarian.
Because some faculty wish to use the new elevator, particularly to reach
the seminar rooms on level 8, Mr. Harlow asked whether it would be much of a
handicap to staff if the elevator were fixed so that it would normally stop only
at the public service levels (RBR, Reference, and top floor), but so that staff
could take it to any floor by using a key. There was some feeling that the
elevator is used so much, especially by Serials and Reference, that this might
be a handicap - at least staff members would need to carr|y keys,
Mr. Harlow said that, in keeping with earlier discussions, government -3-
publications, except those which are serials with distinctive titles, are to be
re-transferred to the Reference Division on November 1. Those to be retained by
Serials will be agreed upon by the two Divisions concerned; Reference will check,
file and service the documents, and will initiate orders for government publications but place them through Acquisitions. Reference will check invoices, but
Acouisitions will make all payments. Gifts of material will go to Reference;
Reference will check them and send the pertinent information to Acquisitions,
where they will be recorded and acknowledged. Serials with distinctive titles
will continue to be ordered by the Serials Division and sent directly to Serials,
who will check invoices and authorize payment, as at present. If Miss Smith wished
particularly to acknowledge any gift of government publications, she may do so and
indicate this on the process form which goes to Acquisitions.
Miss Lanning asked if she could have a list of honours students early
next session. This year it has been a slow business getting the information from
faculty. The problem has already been mentioned to the Associate Registrar and
he has promised to try to produce such a list soon after registration next autumn.
Mr. Harlow said that,(except perhaps f-or a very few long-standing
borrowers) extra-mural readers will not be given mail service. Persons in the
Vancouver area should visit the Library, and in general, all mail service go
through the Extension Library, the one present exception being commerce material
for the members and articled clerks of the Institute of Chartered Accountants.
The Librarian wishes to limit extra-mural service according to the conditions
stated in the Calendar: to persons who are "engaged in studies which cannot be
advantageously pursued $n other libraries in the Province". Local residents are
supposed to use the Public Library for general reading. All those who do register
as extra-mural readers should re-register annually and to pay the $1,00 fee, this
procedure to provide the Library with an up-to-date address. Alumni should not
become extra-mural readers solely because they are alumni of the University; only
if the University Library can provide them with material which they need and which
cannot be borrowed from a public library. Miss Lanning said that, in effect, this
is what usually happens, though there are a few cases of reouests for general
reading material. University graduates who are extra-mural readers may be granted
stack access by request, and graduates of other universities should be required
to present some proof of their status, after which they come under the same rules
as apply to UBC alumni.
Fines should be charged on books kept over-time by extra-mural readers.
Miss Lanning pointed out that, with the present system of fines being collected
by the Administration, she would not know whether such borrowers had paid their
fines or not when they returned to borrow books. While extra-mural readers are
good at returning books when a special call is made for them, on the whole they
are lax about returning them when due.
- ■■,— ■mil n  H.n.ii.i^—HWlMi  .   ■ ■■—
Mr. Harlow stated that for the Congregation on October 30 he had offered
chairs only from Room 852, for which there are no bookings on that day. He does
not propose to have the reading rooms denuded of chairs at a time when they are
nearly always packed, unless he gets direct pressure from the Administration.
In this connection the Librarian requested that a count be made twice -4-
daily at peak times of the number of students in the reading room. He asked for
the information by the end of this week if possible,
Requests from University staff for access to the stacks, a privilege
many of them have long enjoyed, has brought up the question of identification
for such borrowers. Mr. Harlow plans to cards, to those who request
them, indicating staff status. There are about 62 staff members on the campus
who are now regular borrowers.
After next Monday, student assistants who regularly work 5 hours or
more a week in the Library will have their library cards stamped to give them
access to the stackroom.
On Wednesday at 4 p.m. Mr. Harlow will talk to the Library staff at a
general meeting. He believes that a number of items to be discussed in his
annual report to Senate will be of interest to the staff, and he would like to
hear comments from them.
All members of the Library staff who have cars and have asked for
parking stickers have received them. It is understood that the eight persons
listed in Minutes No. 15 will use the library parking area, and that others will
park in other Faculty lots.
The President has acknowledged the Librarian's request for money for
additional steel stacks for the Library, and Mr. Harlow expects that some action
may be taken very soon to provide it. This will cover a preliminary installation
on level 2, and he is securing estimates of the cost of a larger project in the
present stack "well",
The meeting adjourned at 12:20 p.m.


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