University Publications - UBC Library Staff Meeting Minutes

[UBC Library Staff Meeting Minutes] Apr 12, 1954

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 ^ No, 69
MINUTES OF MEETING OF DIVISION HEADS
HELD IN THE LIBRARIAN'S OFFICE ON
MONDAY, APRIL 12, 1954, at 11 a.m.
f*
Present: Mr. Harlow, Dr. Rothstein, Miss Lanning, Fliss Fiercer,
Miss O'Rourke, Fliss Alldritt, Mr. Lanning, Fliss Fugler.
Mr. Harlow welcomed Dr. Sam Rothstein, Assistant
Librarian, who has returned to the Library after an absence of
over two and a half years.  He will spend the first few weeks
becoming acquainted with the staff and with what has been done in
the Library and by the Library Committee during his absence.
Specifically, Dr. Rothstein will be responsible for processing
activities in the Library, involving Acquisitions, Cataloguing,
and, to some degree, Serials, Flany changes have occurred during
his absence, but it is likely that efficiency and effectiveness
can still be improved.
Dr. Rothstein said that he was glad to be back and that
he plans to "poke around" for a while to re-acquaint himself with
library activities and plans.
CIVIL DEFENCE
The meeting time was changed this week because
Mr. Harlow has been "drafted" for a two-day course in Civil
Defence which is to be given in the University Library on Tuesday
and Wednesday.
LIBERALIZATION OF STACK ACCESS
The Librarian has been following the reports of other
university libraries on their experience with open stacks, and
he read the latest report from Stanford.  There the experiment
has been given up after some months, chiefly as a result of
complaints from faculty and graduate students.  The librarians
are not wholly convinced that the action is justified--the
misplacement, loss, and mutilation of library material are always
with us, to a degree, and while they may have been aggravated
during the first months of freer stack access, they cannot be
blamed entirely upon the undergraduates.  Twice as many students
entered the stack as had done previously and only half as many
books were charged at the Loan Desk, indicating that students
without stack access normally have to request many more books
than they finally use. The opinion of the Director of Stanford
Libraries is that open stacks are a poor substitute for the
open-shelf divisional reading rooms which they plan, but that
freer stack access for undergraduates might have been given a
fairer trial until the reading rooms can be made available.
In this Library we are trying gradually to increase the
number of students having stack access, to see what the maximum
load may be; three years ago only graduate students enjoyed the
privilege; last year fourth year Honours were added, then all
students in their final pre-bachelor year; now third year Honours
students are allowed in. Mr. Harlow would like to extend it to all third year students, if feasible, and this would mean a large
increase in the present number.  Faculty representatives on the
Library Committee recognize the advantage to the students but are
hesitant to increase the stack population lest it get out of hand
as it did several years ago.
ACCESS TO REFERENCE MATERIALS
Mr. Harlow reported that there is discussion in some
departments on the campus suggesting the usefulness of allowing
faculty to have access to certain reference materials, especially
government documents, and particularly those of the Dominion Bureau
of Statistics.  The Department of Economics may officially recommend liberalization of access for faculty and perhaps for graduates
and other students.  Whatever future arrangement may be made,
Mr. Harlow, Mr. Lanning and Fliss O'Rourke are at least taking the
opportunity to bind a thousand volumes of D.B.S. publications in
anticipation.  These could then be added to the collections in the
stacks. Mr. Lanning has arranged with the Bindery to take 500
volumes in October and 500 in December, or 1,000 during the period
October through December, whatever is feasible when the time comes.
In regard to flush binding, Miss O'Rourke pointed out that this
type has not stood up to the heavy use the material receives.
Mr. Harlow said that there are several variations and perhaps if
we use buckram instead of cloth and have the material sewn on the
machine, it would hold up.  The Reference Division should indicate
which volumes will need this extra treatment, and Mr, Lanning will
discuss the problem with Mr. Fryer.
Miss O'Rourke said that access to D.B.S. material also
means access to U.N. papers, and the prospect worries her because
misplacing a document is tantamount to losing it Insofar as
subsequent use is concerned. Mr. Harlow said that any extended
use would have to be under specific conditions, one of which might
be that the material not be re-filed by the user,  A good deal of
discussion will probably be called for, in which Reference will be
well represented. Miss O'Rourke also felt that some D.B.S. material might not be worth cataloguing, which brought up the query whether in such cases binding is required. Mr. Lanning commented that
this is a common problem—how to treat material that one hardly
wants to throw out and yet does not seem worth binding and cataloguing;  if it is kept for a few years it needs some such treatment or it cannot be handled.  Further discussion was postponed.
CHINESE MATERIAL
Dr. Ho has asked that the un-boxed Chinese "parts" be
bound, and he is ready to arrange and identify them for the purpose,
Several hundred volumes at least, are involved, and they will have
to be bound or boxed.  Cataloguing will probably be able to buy
L. C. cards for most of the material,
CATALOGUING BACKLOG
The open shelves back of Reserve are being used by
Serials, Cataloguing, and Reserve, None of the unprocessed volumes -3-
*;
shelved there has been missed, although students have been noticed
examining some of the books.  In order to make space for Reserve,
which has been almost crowded out, the Catalogue Division will move
as much as possible into the Catalogue room. The pamphlet boxes
(from Serials) shelved there contain "flimsy" material which cannot
be bound because the sets are incomplete, " and Fir. Harlow inquired
whether these might go on down to Level 1, since they must be served
by the elevator in any case,
INVENTORY
Miss Lanning submitted an outline of procedure which the
group reviewed, including a schedule of how the departmental
reading rooms will be done.  The Librarian stated that he hoped
somewhat normal processing conditions would continue in the
Catalogue Division during the checking period; the"continuing
inventory" is supposed to provide for this instead of bringing this
and other activities in the Library to a full stop.
BILLS FOR STUDENT FINES
These are not to be sent out later than April 15, by request of the Accountant. Mr. Harlow conceded, however, that
special cases should be dealt with after that date.
AUSTRALIAN STATUTES
Miss O'Rourke said that she believed Reference should take
the federal statutes but not the provincial ones offered by
Mr. Ireland.  The decision will have to be made promptly and communicated to Mr. Ireland or the material would be sent elsewhere.
PROJECTS
The Librarian mentioned a number of matters he hoped to
deal with now that Dr. Rothstein is back: a statement regarding
personnel rules for the information of staff, a specification of
the Library's requirements for theses, a review of our present
acquisitions policies, with the assistance of the teaching departments, and an examination of departmental orders.
The meeting adjourned at 12 noon,
PERSONNEL
Miss Esther Zipursky is leaving her position in the
Circulation Division on April 14 to accept one in the office of
Buildings and Grounds.
ROOM 750
The Librarian requests that materials now on the floor in
Room 750 be cleared as soon as possible and that, in so far as it is -4-
flr
feasible, staff meetings (and all teas) be held in the staff room;:
While this room continues to be used to house the University
Archives, conditions suitable to their storage and use by faculty
and administration must be maintained.

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