University Publications - UBC Library Staff Meeting Minutes

[UBC Library Staff Meeting Minutes] Jun 24, 1954

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MINUTES OF MEETING OF DIVISION HEADS
HELD IN THE LIBRARIAN'S OFFICE ON
THURSDAY, JUNE 24, 1954, at 3:30 p.m.
U7
No. 74
Present: Mr. Harlow, Mr. Rothstein, Miss Lanning, Fliss Fiercer,
Miss Alldritt, Miss Taylor, Fir. Lanning, Miss Fugler.
MINUTES
Minutes No. 73 amended as follows: p. 3, para. 3, add:
"We are, however, in no position to expand this service to any
considerable extent at this moment."
MR. ROTHSTEIN'S DISSERTATION
Mr. Harlow has been reading Mr. Rothstein's thesis, a cop:
of which is now in the Library. and he hopes that other members of
the library staff will do so too. It is a clear, precise and
interesting work on the development of library reference service
and clarifies many aspects of the subject in a remarkable way. An
enormous amount of work has been done by the author in preparing
this study, and it will very likely be published by the University
of Illinois.
MINUTES OF DIVISION HEADS MEETINGS
In perusing a back file of the Minutes, Mr. Rothstein has
found that some important events and decisions have never been
recorded there because they were not actually discussed in the
meetings, and he suggests that matters which have been discussed
elsewhere and decisions which have been made in various areas of thf
Library which affect Library policy or operations should be entered
in the Minutes.  Some matters may be introduced at meetings and
concluded later between departments which do not get into the recorc
ORDER CARDS IN BOOKS
Formerly, before books went to the Librarian's office for
a final check, the order cards were withdrawn. At Mr, Rothstein's
request they are now left in the volumes and he removes the cards
and returns them to the Acquisitions Division when the truckload of
books leaves the Librarian's office. From them he can tell who
ordered a book, how it was paid for, and from whom it was obtained.
MORE COPIES OF MINUTES OF DIVISION HEADS MEETINGS
If additional copies of the Minutes are needed for staff
use, the Librarian would like to know of it. A copy is always
posted on the notice board at the entrance to the staff rooms and
each Division receives at least two copies, one for the Head and to
file, and one for circulation to all members of the Division.
A third copy will be made available to Reference because of its
large staff. Mr. Rothstein suggested that divisions might clip one
copy to simplify indexing. If?
-2-
U. S. BOOK EXCHANGE
As soon as Miss O'Rourke returns from her holida}r to
examine material in the USBE shipment, it will be packed and
dispatched to Washington, D.C.
SHIPPING EQUIPMENT
Miss Mercer suggested that if much shipping is to be done
by the Library, metal banding equipment and some improved means of
labelling heavy parcels should be investigated. Inquiry will be
made of the Purchasing Agent,
MONOGRAPHS IN SERIES
Mr. Rothstein has to date discussed this problem with
Miss Lanning and Mr. Lanning.  It is proposed that, in general,
monographs in series, bound singly, should circulate; material
which is rare or Yery  expensive should of course be treated like
other rare material. When several monographs are bound together
they will be treated like bound periodicals, i.e., loaned to faculty
and graduate students. Flonographs should be bound singly if
feasible, to simplify the question of circulation.  Unless the
material is rare, there is no more reason to limit its circulation
than that of periodicals. All departments should be alert to
indicate materials which should be given special treatment (because
of rarity, fragile condition, etc.).
Miss Alldritt remarked that if 5 items are catalogued
separately, it \rould be comforting to know that they will not later
be gathered together and bound as one volume.  Cataloguing is
closely tied up with binding, and decisions regarding binding are
often very complex.  For example, some items are too bulky to be
bound as one volume and are split; Mr. Lanning and Mr. Fryer try to
avoid volumes of more than 2" in thickness.  Some machinery is
needed to take care of volumes which are incomplete, cannot be bound
until the balance of the material comes in, but are not serials in
the ordinary sense.  A good deal of time is being spent on making
individual decisions. Mr, Rothstein will discuss such matters with
the Division Heads concerned,
BOOK SELECTION COMMITTEE
Mr. Rothstein submitted the names of persons he wishes to
ask to serve at the start as members of the staff book selection
Committee, chosen on the basis of interest and as representative
of groups in the Library.  Fir. Hennessey will be asked to act as
Vice-Chairman, to look after organization and to enlist the
interest of the staff as far as possible.  The Committee may come to
serve as the nucleus of a book selection program in which most or
all members of the Library staff will participate.  As a step
toward this end, the Division Heads were asked to prepare lists of
staff members known to be interested in specific subject fields. -3-
STAFF COMMITTEE ON PERSONNEL
As Mr. Harlow mentioned in his talk to the staff on Wednesday,
June 23, he believes it would be useful to have an official
Librarian's Committee of the staff to consider personnel matters.
The Committee might begin by working with Mr. Rothstein to compile a
personnel manual, which is very much needed.  It would not be a
"grievance committee" but would provide staff opinion and advice in
matters relating to personnel administration.  It would not replace
or do away with any committee the Staff Association might wish to set
up independently to consider specific grievances or appeals from
members. The Librarian proposes an official Committee of three
members, one from each category of employees, and he asked for
suggestions.
INVENTORY
Missing to date, 452 books, plus 125 from departmental
collections.  Only the Catalogue Division has checked the slips, so
there is a good chance that other volumes will turn up when other
divisions have checked them.  The pink slips that say "tell
Reference" or "tell Serials" should be shown to those divisions so
that their unbound holdings can be checked.
CENTRAL SERIALS RECORD (Note: This is still a tentative proposal)
Mr. Rothstein'has talked to all concerned except
Miss O'Rourke, and his present impression is that in general the
processing people are "in favour" of a central record but that the
service people are "against" it.  The processing staff suggest that
the following plan would be most practicable: have the public
catalogue direct users to the Loan Desk for "library has" information; there inquiries should be handled at one end of Loan Desk
(well identified), where a person would be stationed with a file
giving complete information about the two or three hundred most
popular journals; for others this librarian would call Serials for
information (on a special telephone). Bound volumes would be handled '
as they are now, and the "serials informant" would turn over requests
for paging from the stacks; otherwise the informant would direct the
inquirer to the Periodicals Room.  The serials record would remain
in the Serials Division and the serials informant would do the telephoning. The advantages of the proposed system are mainly that the
Catalogue Division would not compile "library has" information but
the single record in Serials would suffice; it would be easier for
the public than using the public catalogue, if they will take
advantage of it; it would speed up processing all along the line;
it would do away with pink location cards at the Loan Desk for
serials, which will tend to increase otherwise as the departmental
collections are catalogued.
On the other hand there would be increased use of the
Loan Desk, but an additional staff member there would presumably
relieve the Desk of the whole duty of dealing with serials
inquiries.
An increased use of the telephone and Kardex files at
Serials would also result, but an additional member of the staff -4-
might also be expected there if the proposal were adopted.
Fliss Fraser suggests it would mean practically giving up
serials inventory as it is done now; and it would be more difficult
to do in any other way.
It was also remarked that the new scheme might be said to
be spoon-feeding the students, who would not learn to use the catalogue as they should, to which it was replied that the Library should
make it no more difficult for students than necessary. Flany students
would probably go to the serials informant and expect her to do
everything for them, but they could be sent to the catalogue to get
the call number as they are now.
The crux of the matter is whether the proposal would in
fact save time and work, and not simply subtract from the load in
one place and add to it in another—plus, of course, increased
service to the public.
Removing "library has" data from the public catalogue
"ould make the catalogue a less useful tool both for Reference and
the Loan Desk and would mean a great increase in "inside" calls to
Serials. Also, the Serials Division would have to be open every
evening, which will probably occur within a short time anyway,
Mr, Rothstein pointed out that the serials informant at
the Loan Desk could probably check stack entrance and exit at night.
The scheme would save time in servicing serials, the Cataloguing
Division would gain space and supervisory time, although it would
presumably reduce the clerical staff by two.
Mr. Rothstein has asked for a report on the experience of
another library that has tried a central serials record, and x^hen it
comes the matter will be discussed further,
VANCOUVER COLLEGE SUMMER COURSE
The Vancouver College faculty have requested the privilege
of borrowing a stock of volumes from the University Library for
their summer school course in educational psychology. Material in
this field will already be heavily in demand for the University
Summer Session and can not be spared for an extended loan.  It was
recommended that Vancouver College students register as extra-mural
readers, and Miss Lanning reported that four had alread};- done so.
Mr. Harlow remarked that he did not know how far the Library could
go with this type of service, but that we would give it a trial and
see how such use develops.  He asked Miss Lanning to report to him
if difficulties arise. A large proportion of the material wanted
will be on reserve for our Summer Session and will have to be used
in the Library.
SUMMER SESSION LOAN PERIOD AND HOURS
Miss Lanning sviggested a one-week loan period for Summer
Session students.  Since books are returnable on two days each week,
the one-week period is often stretched to ten days in any event.
The Summer Session is only six weeks long, and use of the books must /-v
-5-
be well distributed.  It was agreed that the loan period for most
books would be for one week.
Starting on July 5, the Library will be open as follows:
Monday and Tuesday, 8 a.m. to 9 p.m.
Wednesday through Friday, 8 a.m. to 5 P.m.
THS RESERVE BOOK ROOM WILL OPEN AT 7:45 a.m. DAILY.
SEDGEWICK ROOM
The pending discussion about this collection will take
place at next week's meeting.
ACQUISITIONS
The Adventurer, nos. 1-140 (complete) in 2 vols. London,
1953-54.  First appearance of essays by John Hawkesworth,
Samuel Johnson, etc.  Similar to Tatler, Spectator, etc.
Die BinnengewSsser, vols. 1-15.  Stuttgart, 1927- To fill in
set.
Brooks, H. C.  Compendiosa bibliografia di edizioni Bodoniane.
Florence, 1927.
Carlsbergsfondets oceanografiske ekspedition omring jorden,
1928-1930. Dana-reprts.  Nos. 1-40.  Copenhagen.
Acts of the Popes.  Leo XIII, Pius X, Benedictus XV, Pius XI,
Pius XII (incomplete).
Choiseul-Stainville, E. F. Memoire historique sur la negocia-
tion de la France et de 1'Angleterre....  Paris, 17ol,
La collection des chefs d'oeuvres meconnus.  38 vols, of 40.
Paris, 1920-26. .
Claudel, Paul.  Oeuvres completes, vols. 1-6.  Paris, 1950-
Encyclopaedia Britannica.  1953 ed.
Gall/Se, Olaf.  Natural history of the Danish lichens.  10 vols.
Copenhagen, 1927-
Hennepin, Louis.  Description de la Louisiane,...  Paris, 1688.
Jennings, Otto Emery. Wild flowers of Western Pennsylvania and
the Upper Ohio basin.  2 vols.  Pittsburgh, 1953.
Scholarly research and beautiful plates.
Ltidtke, Gerhard.  Deutscher Kulturatlas.  5 vols. Berlin,
1928-33.
Nowak, Juljan.  Documenta microbiologica.  2 vols.  Jena,
1927-1930. -6-
Renan, Ernest.  Oeuvres completes, ed. Paul Laumonier.
Paris, 1914-1919.
Smet, Pierre-Jean de.  Lettres choisies du Reverend Pere
Pierre-Jean de Smet. 3d ed.  Series 1-4. Brussels,
1875-78.
Studies in the national income and expenditure of the United
Kingdom.  Cambridge, England, 1953-  (Vol. 1 received.)
Nova Europa (Zagreb), v. 1-33, 1920-40.
Archiv fur Kreislaufforschung.  v. 1 (1937), 5 (1939),
11-17 (1942-51).
Klinische wochenschrift. v. 18-19 (1939-40), 23-23 (1944-50).
The meeting adjourned at 5:15 p.m.

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