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Twenty-third Report on the University Library to the Senate 1952-12

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N T Y  -
•  T H
V E R  S I  T
A T ]
For the Period
September 1951 through August 1952
Thirty-seventh Year
The Library
December 12, 1952,
President N. A. M. MacKenzie,
Chairman of the Senate,
The University of British Columbia.
Dear Sir:
As Chairman of the Library Committee I have
the honour to submit, for the consideration of Senate,
the Twenty-third Report of the Librarian of the
University, covering the period from September 1, 1951,
to August 31, 1952.
All of which is respectfully submitted.
Gilbert Tucker
Ian McTaggart Cowan
Chairman Contents
Introduction    1
Financial Support    2
Economy of Operations    3
Campus-wide Library   3
Service to Subject Fields    4
Centralized Purchasing    6
Delivery Service    6
Integration of Reading Rooms    7
Development of Book Collections ....  7
Control of Collections    7
Book Stack Control    8
Personnel Problems   9
Library Bindery   11
Expanded Service   12
General Reading Collections   13
Student Relations  -  14
Senate Library Committee   15
University Archive and University Press 15
Building Needs   16
Book Stack   16
Re-lighting   16
Proposed South Wing   17
Report of Divisions   1$
Reference Division  1$
Bio-Medical Library  20
Fine Arts Room  20
Sedgewick Memorial Reading Room.. 21
Howay-Reid Collection  21
Displays  , 21
Loan Division  22
Acquisitions Division   22
Serials Division  24
Cataloguing Division  25
Extension Library  26
Acknowledgements  27
A - Precis of Senate Statement
B - Terms of Reference of Library
C - Circulation Statistics
D - Library Committee, 1951/1952
E - Library Staff, 1951/1952
F - "Know Your Library" Report on the University Library
THERE ARE THREE impelling reasons to prepare an annual report:
to provide a summary of the year's operations; to acknowledge
assistance from various quarters, or any lack of it; and to make
it clear how this year is a preface to the next.  Thus, the past
is explained, the present accounted for, and a point of re-embar-
cation is established for a new campaign.
Of course no seasonal curtain rolls down upon the continuing program of library development and use, and there is no
let-up in round-the-year performance.  The report year is for
those who make and read annual reports.  The fiscal year is
more decisive; but book needs, world book production, and
library acquisitions can hardly pause for such a local
phenomenon. The academic year, employment year, and instructional year are recurring seasons, and the Library does not
relax between sessions, take off into the Interior in summer,
nor fly home for Christmas.  The eternal business of getting,
preparing, and using library materials is always with us.
The Librarian reports that the University Library is in a
healthy and vital condition.  A year ago, after only a brief
opportunity to feel its pulse and read its clinical history, he
could pronounce it very much alive and struggling.  Since,
there have been treatments for specific disorders, teaspoonfuls
of general tonic, and the stimulation of encountering the
thousand natural shocks academic man is exposed to.  A few of
the more notable results are described below.
Three things were cited last year as essential to the development of the Library in the University: (1) the provision of
stable and ample financial support, realistically based upon
existing need, the growing demands of new schools and graduate
programs, and the general rising cost level; (2) continued 2
economy of expenditures and effort, in the belief that funds will
never be sufficient to the need; and (3) a closely knit campus-
wide library organization to provide the maximum of library service to the whole University which all funds available for
library purposes will permit. It is believed that good progress
toward these objectives has been made.
FINANCIAL SUPPORT.  Aided by a Federal grant, and with the
cooperation of a sympathetic and enthusiastic University administration, funds were made available to provide a 16$ increase in
the salary item (including four new positions), a 91$ advance
in the appropriation for Books & Periodicals, and sufficient
financial support to completely re-establish the Bindery and put
it on an economic and productive basis. From the threat of a
drastic and crippling reduction in a minimum budget at the
beginning of 1950/51, the University Library has experienced a
rebound in its fortunes which promises to place it and the University among the most active and progressive of Canadian
The suddenness of the improvement in the Library's fiscal
affairs is enormously gratifying but should not be too literally
Since the year 1939/1940, there has been an estimated
increase in the cost of books purchased by academic institutions
of between $0$ and 90$, and an increase in periodical costs of
from 50$ to 60$.  During that period the Library's book and
periodical budget has increased from $10,800 to $42,475: or 393$.
Paralleling that growth, since 1939/40 the University has
added 25 new departments, increased its faculty from 125 to 325
members (omitting clinical and part-time staff), and its student
enrollment has jumped from about 2,600 to over 9,000, and settled
back to 5,500, Graduate work at the Master's level was then offered in twelve departments, or combinations, in Arts and
Science (with 24 degrees granted in May and October, 1939); plus
the degrees of M.A.Sc. and M.S.A. (of which a total of 12 were
awarded).  No doctoral program was presented.
In 1951/52 the M.A. degree was offered in 23 departments
(with 76 granted in 1951), and six other advanced degrees were
available at the Master's level (64 awarded).  In addition, the
Ph.D. was being offered in 7 departments (3 granted in 1951),
7) 36
26) I/O
13) 14°
Ph.D. 7        3
Even a 393$ increase in book funds in a dozen years, with
an $0$-90$ raise in book prices, to cover an expanded teaching
and research program such as is suggested by these data, is not
pretentious.  It is Still interesting to note that with the sum
allocated to departmental fields in 1951/52 being $2$ more than
the total available for all book purchases in 1916, of the
16 departments listed that year, $ were receiving larger sums
(in actual dollars) than they are at the present time (Geology,
Mining, Civil & Mechanical Engineering, Chemistry, Physics,
Electrical Engineering, Classics, and French).  There is reason
to believe, however, that the University recognizes the cost of
library facilities to be a basic and considerable part of the
expense of operation and expansion. 4
To the book funds in the Library budget should be added,
for the fiscal year 1951/1952, some special grants, totalling
about $25,000, from public and private sources, for the Faculties
of Medicine, Law, and Forestry, for the Department of Slavonic
Studies, and to subsidize developing doctoral programs and
general reading materials in the Sedgewick Memorial Reading Room.
ECONOMY IN OPERATION. Economy, compatible with effectiveness, is a sine qua non of good management.  The Library Bindery
with its greater production and higher quality of output, at
reduced unit cost, is an example of increased effectiveness.
Library procedures and services are being continuously reviewed,
to avoid non-essentials and to turn savings into greater usefulness.  The production of staff manuals, the revision and standardization of forms, simplification of routines, and the streamlining of processes are being carried out in all divisions. The
weekly Division Heads' meetings, supplemented and implemented by
reports to the staff and by divisional discussions, are means of
stimulating and effecting this continuing reform.
CAMPUS-WIDE LIBRARY.  Progress has been made this year in
establishing a working basis for an effective, campus-wide
library service.  After discussions in the Library Committee, the
Committee of Deans, and Senate, a Statement of Policy on the
University Library was approved by Senate on February 13, 1952
(precis of Statement, Appendix A).
This statement declares for the widest possible service to
members of the University, compatible with the good of the whole
group, and recognizes that since revenues will never be sufficient for the need, they must necessarily be used to best advantage.  In consequence, all library material which is the property
of the University is to be recorded in the central Library and is
to be purchased and received by the Library or acquired with its
knowledge and supervision.  All funds to be used for Library purposes 5
are to be listed by the Librarian for the information of the
Deans, and prospective gifts of materials and funds are to be
reviewed in consultation with the Librarian. Budget appropriations for Salaries or for Supplies & Expense may not be used
for the purchase of books and periodicals unless specifically
approved by the Dean of the Faculty and reported to the President's Finance Committee and the Librarian.  Questions relating
to collections housed outside the main Library and to the purchase of duplicate items to meet departmental requests are to be
decided by the Librarian and the appropriate Dean or, in case of
disagreement, to be arbitrated by the Committee of Deans and
reported to Senate.  The Librarian is to be consulted by all who
are interested in library matters, and he is to take counsel and
be advised and assisted by the Senate Library Committee, the
Deans of faculties, and the Heads of departments.
This statement is a unifying and regularizing force, not a
dictatorial one; it establishes principles and means and does not
deal with specific situations.  Honest concern for the development of University library service, a straightforward presentation of specific needs, and their candid discussion in relation
to campus-wide resources and requirements will bring a maximum
of practicable results.
Integrated organization, a continuous knowledge and control
of materials, liberality of lending rules, limited but proper
duplication of basic works, equilibrium between centralization
and separation, and the development of confidence and cooperation
among all concerned will produce a Library of greatest usefulness
to the University.
SERVICE TO SUBJECT FIELDS.  Library service to the University's numerous subject fields must vary according to the types
of materials required, the kind of use made of them, and the
overlapping needs of other subject groups.  No two departments
are likely to require or get identical treatment, for fairness
and equity are not necessarily synonymous in this context.  Each
group will have certain basic tools: handbooks, monographs,
journals; and if the interest in them is almost wholly limited to 6
one group, the publications may be held in that department while
currently useful.  Often, however, in the broad but closely knit
fabric of a university, the interest is shared more or less intimately by specialists and generalists in several fields—and the
materials must then either be shared or multiplied.  The resulting decision will be a compromise between the best use of the
materials and the best use of the funds. No group should have a
most favoured classification.
It is the Librarian's responsibility, through an acquaintance with individual Faculty programs, familiarity with research
projects, and a general knowledge of library resources and of the
funds available for their development,' to deal impartially with
specific needs, taking advantage of the best advice and assistance
available.  As a member of the Faculties, and secretary of the
President's Committee on Research, he has unusual opportunities
for observation.  If he fails in any considerable degree, means
are provided for the necessary adjustments.
CENTRALIZED PURCHASING.  During the current year the
procedure to centralize the purchasing and recording of all
library materials was prescribed and developed (President's
directive of October 24, 195D-  Centralized records of expenditures from all funds, a union catalogue of materials acquired,
minimized duplication, and professional assistance in ordering
new and out-of-print publications are among the advantages of the
DELIVERY SERVICE.  Deliveries of materials purchased for
departmental use are regularly made on a "rush" basis, as a
beginning toward such a service to faculty to improve access to
all centralized holdings.  Greater flexibility of use over a
wide geographic and subject range will be thereby effected. 7
INTEGRATION OF READING ROOMS.  Closer integration between
departmental reading rooms and the main Library is also being
developed through standardization of processes and services,
cooperative training and supervision of assistants, joint bibliographic and cataloguing projects, the lending of materials under
stable conditions, and the development of basic reference collections, including the gradual provision of indexes to material in
the central library. Maximum use with a minimum of inconvenience
to the most people at a cost we can afford is the slogan of this
DEVELOPMENT OF BOOK COLLECTIONS.  The continuing development
of the Library's book collections is a campus-wide problem of the
first order.  In detail, it consists of providing sufficient
funds, dividing them fairly among subject fields, stimulating
specialists to make continuing surveys of their materials, filling gaps between areas, securing books common to two or more
fields, and providing needed publications for periods prior to
the present. Departments should press to build up background
materials, (with supplementary funds, if necessary) without
neglecting the current stream of publication.
CONTROL OF COLLECTIONS.  The physical control of the University's library collections, once they are acquired, is an
essential which nevertheless needs to be repeatedly explained and
defended.  Maximum use requires a continuous record of the
location of every item available.  Lending implies return, and
the terms of loan vary with the material and user.  To lend
without delay, to keep accurate loan records, to secure items $
again when due or called for, and to avoid loss or to make replacements are the essentials of loan desk economy.
Hoarding of library materials by students beyond the loan
period was penalized by the increase of overdue fines and their
enforced payment, for the first time, through Administrative
channels.  Perhaps through disbelief in the efficacy of the rule,
some $3,000 of student funds were carelessly forfeited through
this kind of neglect during the fiscal year.
At the time of the spring inventory of library collections,
members of faculty were requested to return all books for checking, with the privilege of withdrawing them again immediately if
desired.  In some instances books were brought in which had been
gone several years and it had not been known whether they were
extant or lost; these are now
versity's book resources.  In
re-established as part of the Uni-
other cases members of faculty have
not returned books after three requests to do so, accompanied by
lists of titles charged to them, nor have they reported them to
be lost.  Faculty are not asked to pay fines or replacement costs,
only to have an average businesslike regard for this type of
University property.
BOOK STACK CONTROL. Apparently, if physical arrangements
do not require that persons leave the book stack area by a supervised exit, a thousand volumes will disappear annually without
trace.  Half of these may be returned in a year or two but are
meanwhile lost to all save one member of the University community--
and the Library bears the blame for such delinquency.  The half
which is not returned is costing the University much distraction
and from $1200 to $1500 annually for replacement (plus labour
costs); many items, particularly bound periodicals, are not
As rapidly as has been practicable, without too drastic
changeover during the past year, emergency exit locks have been
placed on six outside doors, a partition has been built, and
access through staff work rooms has been restricted.  Fifteen
former stack exits have been reduced to one, officially if not
wholly effectively at this moment.  No restriction upon the
liberty of faculty to use the Library is intended; freedom to use the whole collection, with increasingly liberal borrowing privileges, will be feasible if the control of materials can be
Control of access has another aspect: to limit entrance in
order to preserve there conditions which are sympathetic to
serious and prolonged use of research materials by qualified
individuals. On the other hand, it is desirable to admit the
maximum number of persons who need and can benefit from direct
contact with a large number of books.  Full-time access is being
granted to all graduates and to final year honours students, with
one-month passes for final year students in faculties without
honours curricula, and for borderline cases.
Some seven hundred students, three hundred and fifty
faculty, and seventy-five University staff are eligible under
this plan, providing a satisfactory use load.  A small additional
student group could be admitted if a practicable category could
be defined.
PERSONNEL PROBLEMS.  No system yet devised by man is perpetually self-propelling; if it is humanly conceived, its objectives can be realized only through human intervention and interpretation.  A university program is particularly a product of
human effort and interpretation, and the quality and scope of
its library service will depend heavily upon the personnel secured
to create and project it.  Competence in much of the professional
work of university librarianship requires academic interests and
some years of intensive experience, in addition to the specialized
training which is preparatory to it.  Yet, experienced university
librarians are extremely scarce in Canada--they are now virtually
unprocurable—and Canadians can seldom compete for experienced
personnel in the larger market in the United States. 10
Progress has nevertheless been made during the year in
improving conditions which contribute to competence of staff.
Sessional employment has been replaced by full-time appointment,
and it is no longer necessary to drop employees in the spring,
then search frantically for them in the fall; a staff is meanwhile available for Summer Session and for the backlogs and
projects which can be undertaken only at that time of year.
No solution has been found to the problem of short term
employment in the semi-professional field at the Library Assistant level.  Heretofore reserved for recruits to the profession,
to serve for one or two years, it provides a potential career
opportunity for competent persons if a sufficient scope for
advancement is offered, say four to six salary steps up to or
overlapping the first professional grade.
A salary and classification scale for professional personnel has been tentatively agreed upon, with a significant improvement in the salary rate for this group:
UBC 1951/52        1952/53
Junior Librarian (L-l) $2574-2916 $2800-3100
Senior Librarian (L-2) $2796-3096 $3100-3400
First Assistant (L-3) $3016-3316 j>3400-4000
Division Head (L-4) $3$l6-no scale $4041-no scale
The beginning scale is near the top of similar ones in Canada
and at about the median for those in the United States. We are
most often compared with the following:
Vancouver Public       Federal Civil
Library Service
$2832-3960 $2640-3130
$3540-442$ $2990-3$30
$3960-4944 $3830-4520
$4428-5532 $41$0-4$60 11
It will be noted that these scales give considerably more remuneration to experienced people.  It is indicative of conditions in
the lower salary grades that the Federal Civil Service has found
it necessary to advertise for persons not at the beginning level
but at some steps up in the scale.  It is relevant to our problem
to be aware of the official minimum salary scale for professional
librarians approved by the American Library Association, and of
one in force at a well known university on the Pacific coast:
American Library      Pacific Coast
Association university
(195D (1952)
$3057-3537 $3216-3900
$35$1-41$1 $3900-49$0
$4236-4956 849$0-6060
$4909-5749 $6060-7536
This will explain why, at least for the present, we must train
our own people and encourage them to remain in the country.  The
number of library positions in Canadian universities maintained
at a professional level is very small, and it is difficult for
trained persons to secure sufficient relevant experience to
warrant advancement to higher grades without going elsewhere.
With a more realistic personnel plan comes a closer alignment of the professional library group with the academic staff
of the University and the possibility of securing more persons
with professional and academic interests and real promise of
developing into competent members of the academic community.
To make the best of employment opportunities, train for competence, offer satisfying rewards, and provide the maximum opportunity for performance are parts of a program of personnel
stabilization and development.
LIBRARY BINDERY.  One of the most serious problems faced at
the beginning of the year was the operation of the University
Library Bindery, and a satisfactory and continuing solution seems
to have been reached. 12
In October 1951, the President approved a survey of the
operations, equipment, and needs of the Bindery, and Mr. William
H, Foley, Manager of the bindery at the University of California,
Los Angeles, studied conditions and made recommendations calculated to re-establish the Bindery upon a steady and predictable
production basis.  A recommendation for immediate action and one
calling for major new equipment and space were proposed and
carried out during the year, with the backing of the Administration and Board of Governors. Mr. Percy Fryer, a new head binder
with pertinent experience in England and Canada, was secured in
November 1951, new quarters were set up in June 1952, new
equipment was acquired, and a new staff was trained in mass
production processes.
By July, 1952, a wholly re-established library bindery was
in operation, with a doubled, regular, and predictable output,
at unit costs which were decreasing in spite of markedly advanced
wage rates during the year. With an output of about 6,000
volumes annually, the current binding load can be readily
carried, though no deep impression can be made upon the.10,000
volume backlog.  It is being proposed to decrease the unit cost
still more and to absorb the accumulated arrears more rapidly by
adding a male apprentice to the bindery staff.
Since labour accounts for three-fourths of the cost of
binding, a minimum of interference in the routine is essential to
economic operation.  From five to six hundred volumes are in
continuous process, with an output of 125 a week; individual
items are therefore in the bindery from four to six weeks, and
during that time, without covers or other identification, they
are virtually unobtainable. We can for the first time guarantee
delivery according to a pre-deterrnined schedule, but system as
well as equipment and personnel is the secret of successful
EXPANDED SERVICE.  Bio-Medical Library.  During the year
several expansions of service were developed. Most notable was
the near-conclusion of negotiations and plans to establish at
the Vancouver General Hospital a branch of the University
Bio-Biedical Library, supported jointly by the University and 13
B. C. Medical Centre funds, and serving the medical library
needs of all the groups.
The Library will function as an integral part of the University Library; acquisitions and processing will be done
centrally; and adequate clinical collections and a full-time
staff will be maintained at the Branch, with a rapid delivery
service between campus and branch to provide maximum service at
both outlets, with a minimum of duplication.  Contributions of
non-University groups will be for library service, and books and
journals will become the property of the University; satisfactory guarantees of continuity of service at the Hospital will be
made by the University.
Temporary quarters are being provided near the offices of
the Faculty of Medicine at the Hospital, to serve until the
erection of the new Faculty wing, for which adequate permanent
facilities have been designed. Library materials for the use of
the clinical staff and students of the Faculty are essential,
and joint action with the other groups will make it possible to
give service there equivalent to that offered at the University,
and to provide materials superior to those which either group
could possess alone.
Institute of Chartered Accountants.  Looking toward a
closer association between the School of Commerce and the Institute of Chartered Accountants of British Columbia, and the
gradual integration of the training program for articled clerks
with the work of the School, a proposal has been made to combine
the library resources of the Institute with those of the University and to extend the University Library's service in the field
of Commerce to persons affiliated with the Institute.
At the end of the report year an agreement was about to be
reached to implement this library arrangement, giving service
to local members and articled clerks at the Loan Desk and to
non-residents by mail.  A contribution by the Institute will
be made to augment the Library's collections within this field of
GENERAL READING.  The availability of special funds to
provide books of a general, cultural nature for the Engineering
Reading Room has offered the opportunity to experiment with a 14
plan to make such materials available in technical and professional departments.
This is, in effect, an extension of the Sedgewick Memorial
Reading Room outside the main Library as a means of encouraging
reading among students. Whether such books will do more to
improve reading habits or will tend to discourage persons from
frequenting the main Library, with its much greater resources, is
debatable.  The project may indicate whether a larger body of
such material should be acquired to be rotated among several such
STUDENT RELATIONS.  Relations with students, and the introduction of students to library facilities and problems, have been
promoted through the establishment in October 1951 of a Student
Library Committee.  This official committee of the Alma Mater
Society fulfills a function, on the student level, similar
(if less formal) to that served by the Senate Library Committee
for the faculties, to advise and assist the Librarian in matters
affecting their interests.
New lending regulations for the Reserve Book Room were
worked out at their suggestion, and other adjustments and clarifications were made.
Committee assistance was also used in a program to decrease
noise and confusion in the building, by carrying on a "quiet"
campaign at examination time, when students are most willing to
cooperate if leadership is provided. Although the entrance
foyers are ill designed to act as dampers upon even normal sounds
of conversation, a very marked reduction in such noise resulted
during the week.  Installation of acoustical material in the
entries and occasional reminders that "Common Courtesy, Quiet for
Study" is expected, may gradually evolve a cooperative study
environment.  Such discipline is a student management problem,
but some standards and expectations need to be expressed.
In the fall of 1952 a brief introductory handbook was prepared for new students.  Know Your Library told How to borrow a
book, How to borrow a magazine, and How to find information, and
it was designed to be attractive as well as informative in order
to better recommend itself to students' attention. 15
A continuing orientation and introductory program for first
year students, and instruction in bibliography and library use
for more advanced people, were carried on by the staff of the
Reference Division.
SENATE LIBRARY COMMITTEE.  The Library Committee met four
times during the year to discuss many aspects of policy, budget,
and internal management.  From its discussions developed the
Statement of Policy on the University Library (Appendix A) and
the revised Terms of Reference and regulation governing membership of the Committee (Appendix B).
Since the beginning of the University Library, the Committee has been instructed "To make rules and regulations for the
management and conduct of the Library," a comparatively simple
and practicable assignment in 1915*  The original terms had, in
thirty-seven years, become too restricted in one sense and too
demanding in another, and re-interpretation was due.  The Librarian is now charged with administering the University Library,
with the advice and assistance of a representative faculty
Committee, according to principles laid down by the President and
Senate. The Committee is concerned with the continuous development of the Library's resources and services, providing a focus
of faculty opinion and needs in these matters; it should also
promote the interests of the Library in the faculties, Senate,
and province.  Its specific responsibilities in the allocation of
book funds and the supervision of the "Committee Fund" for
research materials are aspects of its over-all concern with
sound library development. To assure that the Library serves the
faculties and University fully and vigorously is the complex and
more broadly responsible assignment of the new Committee.
Archive, to be housed in the Library, under the general supervision of the President's Committee on the University Archives,
received its initial impetus in November 1951.  It is first to
consolidate records not now adequately cared for.  Likewise,
discussions relating to a University publishing program were
renewed during the year, in meetings of an informal Committee 16
on a University Press in March and July 1952.  Subsidized series
to be edited by the existing Editorial Committee and distributed
by sale and by exchange through the University Library were proposed.
BUILDING NEEDS.  Book Stack.  The familiar crisis in all
growing libraries, the exhaustion of shelf space for books, was
reached again in this Library this year, three years after the
completion of the new wing and stack addition.  Fortunately—and
a new testament to the vision of former Librarian, Dr. Kaye
Lamb—steel shelving and not a building to house it is all that
is required.  The present expansion of stack capacity is being
planned in two projects, one for immediate need (a stop-gap to
serve for one or two years), and a second installation expected
to accommodate the collection for up to ten years.  Bids upon
unit one were being secured at the end of the report year.
The Library's increased acquisitions program, particularly
in the field of Medicine, but to a considerable extent in all of
the areas; the stepped-up binding program (500 to 600 volumes a
month); and the continuing pressure of in excess of 3,000 current
periodical titles mean that we shall need a minimum of 2,500
additional feet of shelving a year, at present growth rates.
If stack expansion lags behind the growth of the collection, it
is expensive both in maintenance and service costs and is destructive of materials and service. When shelving is filled
beyond effective "working capacity" (that point at which materials may no longer be added or withdrawn and returned under
normal load without necessitating large shifts—about three-
quarters full), a deterioration of service and economy sets in.
Re-lighting.  Some progress has been made in re-lighting
poorly illuminated areas in the building during the year, and
authorization has been given to design for estimate purposes the
re-lighting of the Main Concourse and adjacent reading rooms of
the old building.  A maximum of from 10 to 14 foot-candles of 17
illumination in the centre of the large room now tapers off to
only five or six at the ends, with from ten to twenty foot-
candles in the adjoining rooms with lower ceilings. Even when
fully trimmed, the lighting is dim enough to give adequate cause
for continuing student dissatisfaction.
Proposed South Wing. Plans for the continuing use of the
present Library building are conceived in relation to a future
expansion into a new south wing.
Therein, on the main (2nd) floor, it is proposed to house
the Biological Sciences Reading Room (adjacent to an adequate
stack area), balancing the present Ridington Room on the north
(for Humanities and Social Sciences).  Between, and facing the
Loan Desk, will be the public catalogue. Below (1st floor) will
be located a new Undergraduate Reading Room, expanding the
present Reserve Book Room into a college library of general and
assigned materials: to encourage as well as enforce the undergraduate use of books.  The existing Reserve Book Room (north
wing) will be transformed into a Periodical Reading Room, with
current issues displayed upon open shelves. The top (3rd) level
of the addition will provide facilities for the proper care and
use of special research materials: the Howay-Reid Collection of
Canadiana, the growing but now temporarily housed collection of
rare and unusual materials in other fields, manuscripts, maps,
the University Archive, and other distinctive resources without
which no research library is complete. On the basement level
will be a properly designed listening room (of 250-seat capacity)
for the regular presentation of recordings, readings, chamber
music, and other programs closely related to the Library's collections.  There will also be adequate facilities for the Extension Library.  And adjacent to the book stacks will be a series
of seminar rooms at several stack levels, in and out of which
books, faculty, and graduates can move freely.
Thus the "new wing" is now projected, an essential part of
present planning, and the first step toward realization. 1$
Report of Divisions
REFERENCE DIVISION.  The principal objective of Administration, Acquisitions, and Processing in a university library is
to enable the service staff to anticipate and meet the needs of
faculty, staff, and students in relation to instruction and
research.  The Loan Division provides access to books and
periodicals; Reference is concerned with access to information
and the means of making it available.
The Reference librarian's work is not so much to provide
data (though this he is obviously equipped to do within restricted time limits) as it is to direct the user to information and
to instruct him in the most effective methods of using the
available material. Without a highly developed reference service,
a university library is not prepared to supply the bibliographic
training which is essential to every academic diet that is calculated to produce intellectual independence and maturity.
The size of modern libraries, the burgeoning of periodical
literature, and the bulk of current publishing tend, by their
mass, to destroy the effectiveness of printed communication.
And the proliferation of subjects, the specialization of use, and
the revolutionary emphasis being placed upon immediacy are every
day making it more difficult to get access to pertinent materials
through standard library catalogues.  The Reference staff are
specialists in bibliographic approach, in gaining access through
indexes, bibliographies, lists, and catalogues, and through that
combination of memory and imagination which in an experienced
practitioner is often called hunch.
The University of British Columbia is in the vanguard of
Canadian universities in providing reference services.  A staff
of professional librarians man the main Reference Desk, two to
five persons working side by side over a long schedule of hours.
A Bio-Medical library, Fine Arts Room, the Howay-Reid Collection, 19
and the Sedgewick Memorial Reading Room are specialized subdivisions of this work.  The Division is responsible for Inter-
library Loan and the use of government and United Nations publications, for bibliographies and indexes, for maps and exhibits,
for formal instruction in library use, the compilation of the
annual list of Publications of Faculty and Staff, and a great
many other projects, generally of an informational or bibliographic nature.
During the year much work was done upon a long overdue
revision of Higgins, Canadian Government Publications; to
re-organize the irregular publications of the Dominion Bureau of
Statistics, and of UNESCO.  As for other statistics: about
1$,000 reference inquiries were received, of which a thousand
were sufficiently complex to require fifteen minutes or more to
handle, and over 4,000 were from off-campus sources; 22,250 items
were borrowed by users of the Reference Division; 2,760 letters
were received and 2,340 replies required.  Interlibrary loans
this year totaled 1,0$5 lent and 5$6 borrowed; last year's
figures of 557 lent and 427 borrowed indicate the University
Library's increasing importance as a research centre.
In addition to providing general instruction in library
use, the Division carried on in conjunction with the Department
of English, at the beginning of the year, -a project to acquaint
all first year students with periodical indexes and the main
reference tools; this is an enormous undertaking but showed
increased use of these materials throughout the year.  Students
in the Faculty of Medicine received specific instruction, as did
those in Architecture, Regional Planning, Nursing, Chemistry,
Forestry, Social Work, Agriculture, Education, and other subject
Internally, a dozen procedure manuals were prepared, covering as many aspects of the Division's operations, and routines
were established to handle and acquaint the staff with a variety
of current reference materials.
Under the experienced leadership of Miss Anne M. Smith,
Head of the Division, these projects were currently productive
and provided valuable post-graduate training for a high proportion of beginning members of the staff. Miss Smith's own 20
knowledge of reference sources is rivaled by few, and it is
enlivened by a sense of urgency and use.  In her beginning year
as First Assistant, Miss Joan O'Rourke worked to coordinate the
complex subject and human relationships of a large service
Bio-Medical Library. Opened in September 1950, and
operated with an experienced medical librarian and on a full-time
schedule since August 1951 > this library for the Faculty of
Medicine and the biological sciences has matured very rapidly,
both in its resources and service.
Throughout the year emphasis has been given to the development of basic journal collections and of reference and instructional materials, and the provision of means for their use.
Two hundred and thirty current journals were in receipt at the
end of the year.  A primary list of 75 titles for which ten or
more years of back files were to be secured has been drawn up
in cooperation with the faculty, and substantial progress toward
acquiring 63 of them has been made (33 by purchase, 30 by
exchange). With the assistance of the exchange program of the
Medical Library Association, 5,500 items were acquired (at an
average cost of about ten cents each, shipping charges). Much
has also been secured by gift from individuals and groups. Over
500 volumes of medical materials were processed in the Library
Miss Doreen Fraser, Bio-Medical Librarian, accomplished a
great deal, indeed, in her first year, with new staff, new
materials, and a large proportion of new members of faculty and
students, in organizing and extending the library's resources and
usefulness in close coordination with the Dean and faculty, and
in anticipation of expanding facilities for clinical materials
during 1952/1953.
Though currently financed in large part from funds provided
by the Faculty of Medicine (covering the cost of books and
periodicals and service personnel), this aspect of University
Library service has nevertheless placed a considerable load upon
the Library's processing divisions, for rapid growth requires
emergency measures.
Fine Arts Room.  This specialized reference service for the
graphic arts, music, and the dance serves primarily the School of 21
Architecture but also the courses in Community and Regional Planning, the Department of Music, and the art interests of Anthropology, Teacher Training, Extension, and other departments.
Mrs. Helen Sinclair, Fine Arts Librarian, works closely with the
faculty and students in these groups upon a variety of curricular
Sedgewick Memorial Reading Room.  This memorial to
Dr. Garnet G. Sedgewick provides informal access to a worthwhile
collection of current books in various fields of genuine interest
to university students.  The room is always occupied during its
open hours, 3$ hours weekly.
Howay-Reid Collection.  The use of this important library
of materials relating to Canada and the north Pacific is restricted to competent persons engaged in specific research to which the
collection can contribute.  Additions of material are chiefly in
the categories of rare books, local history, and reference works,
and while acquisitions are regularly made, special funds and
full-time personnel are essential to its proper development.
Mrs. Doreen Shockley Alston and Mr. NoSl Owens were in charge of
its part-time operation during the year.
Displays. Reaching readers through graphic displays is
carried on with more than average success in the Library, and the
exhibits are traditionally and currently popular with University
Fifty-seven exhibits in the three wall cases and monthly
displays of book jackets in conjunction with maps, pictures, and
other illustrative material called attention to a wide variety of
subjects, always in relation to pertinent books. Miss Ann Vlag
and Mrs. Mary Wilson showed imagination and good display technique
in conceiving and carrying out the considerable work involved. 22
LOAN DIVISION.  In its role to provide access to the
Library's collections, wherever they are, the Loan Desk staff
employs system, regulations, penalties, tact, humour, and
patience.  It both guards the books and distributes them
and, in the new world tradition, it must find and deliver them
rapidly.  The local problems of book stock management have been
carefully reviewed above; their eventual solution will be a neat
balance between gratifying and eliminating the human element.
With a decrease in the size of the student body of 13.7$
over last year's registration, there has been a drop in the
number of recorded book loans of 16$ at the main Loan and Reserve
desks.  Statistics at the other public desks (Reference,
Bio-Medicine, Fine Arts, Periodicals) show a noticeable increase,
as do loans to faculty, University staff, and extra-mural
readers.  The over-all decline is to be compared with last year's
drop of only 4.3$, accompanying a decrease in enrollment of 12.7$.
Much of the Library's reputation with the student group is
made or lost at the Loan Desk, and Miss Mabel Lanning and her
staff have established an honest record of reliable and amicable
service at this point. '(Loan statistics, Appendix C.)
ACQUISITIONS DIVISION.  Acquisitions work in the University
Library is a combination of bibliography and business: of promo-
ting the use of funds and of keeping it within bounds; of buying
in a largely unorganized market and of getting the cheapest and
fastest return; of knowing about books, the scope of University
interests which they serve, and the objectives and practices of
the University Library of which the materials will become a part.
During the year 6,105 book orders were placed (plus $41
for departments), bringing 5,$47 items into the Library (another
5,969 volumes were received in Serials).
New directions were given to the acquisitions program by
the availability of special funds.  A program to secure French-
Canadian materials is being financed (for a 3-year period) by 23
the Carnegie Corporation. It is under the general supervision of
Dr. Gilbert Tucker, of the Department of History, who spent the
summer of 1952 in the field; a lively and gratifying development
is under way.
A new departure is also being made into Oriental and east
Asiatic materials, under the general direction of Dr. Ping-ti Ho,
also of the History Department. New material, mostly in the
Chinese language, is being financed largely by contributions
from the Vancouver Chinese community.
Grants for Anthropology (Carnegie), Slavonic Studies
(Rockefeller, Koerner), Forestry (MacMillan), Law (Koerner,
B, C. Electric), and from the Alumni Development Fund were the
other chief new outside sources this year. A special grant for
Provincial secondary texts was expended for the University
Department of Education, and a textbook collection for Teacher
Training was set up. Materials were acquired on microcard and
microfilm as well as in printed and manuscript form.
The business of recommending pertinent material to members
of faculty for purchase from departmental allotments of book
funds has been emphasized, requisition forms being filled out and
sent to faculty, requiring only the signature of the departmental
representative for approval. This encourages rapid consideration
and purchase of available publications.
A great many gifts came into the Library during the report
year from governments, institutions, and individuals, and during
the year, with special assistance, good headway was made in
processing, distributing, or discarding a considerable backlog of
"Gifts and Exchanges" is a phase of library work which has
had a minimum of attention here, and while the Library has benefited from such programs in other libraries, we have provided
little in return.  A recent project in the Serials Division
resulted in the segregation of a quantity of Canadian government
publications for exchange purposes, and several crates were
shipped to the libraries of the University of Washington and the
University of California, Los Angeles. Materials were also sent
to Victoria College Library. These are examples of opportunities
which need to be sought for to provide a duplicate exchange list
to compensate in part for the lack of a University publications
Miss Eleanor Mercer, Acting Head of the Division, has shown
a quick and facile grasp of the details and possibilities of the 24
work.  Her years of experience in the Library have provided a
background of acquaintance with people and principles which
stands her in good stead in this important post.
SERIALS DIVISION.  Serials is a two-year old which has run
exceedingly well under a heavy handicap.  This year it has continued to cope with the acquisitions, processing, and use of
periodical materials, and done a vigorous job of clearing up a
number of accumulated arrears.
Just to keep accurate records of the thousands of
constantly arriving items and to see that they reach their
immediate though temporary destination rapidly is an impressive
accomplishment.  To coordinate them with bound files, with the
hundreds of volumes which are in the process of being bound or
processed, and the thousands of complete and near-complete
volumes of unbound materials which comprise the Bindery backlog
is a serious responsibility indeed.  And every item which reaches
the Library Bindery must be collected and prepared for binding
by this Division, a project which demands careful standardization
and brooks few mistakes, since they are soon transmuted into
permanent form.
Doubling the output of the Bindery has placed heavy new
demands upon the Division. Bindery preparation is a cost which
is not charged to the bindery operation, and this expense must
be taken into account when computing prices for non-Library
The Division acquired 5,969 volumes of journals in many
fields during the year, and 24,300 current issues were loaned at
the desk for reference use. Unknown thousands of issues were
handled and recorded during a very active period.
The Serials Division participated in a project sponsored
by the National Research Council to prepare a union list of
holdings of scientific periodicals in Canada, and contributed to
the revision of the international Union List of Serials (U. S.
and Canada).
Part of the increased funds available for book purposes is
carefully and very profitably spent upon acquiring or filling in
back files of research journals, calling for a knowledge of the
Library's holdings (bound and unbound) and current familiarity
with the out-of-print book market. Matching material offered with 25
our needs and our funds is a steady and demanding occupation.
Mr. Roland Lanning, Head of the Serials Division, is suited
by inclination and experience to the position he occupies.  His
comprehensive knowledge of the serials holdings of the Library
and his infinite patience over a period of years in completing
and extending these files is responsible in large part for their
present unusual excellence. Miss Marjorie Alldritt, First
Assistant, has managed much of the detailed work of the Division
with energy and infective inspiration, and the staff ( at times
supplemented by other Divisions) have tackled and completed large
and sometimes discouraging tasks.
CATALOGUING DIVISION.  It is the Cataloguing Division which
integrates incoming materials into the existing subject order
and provides guides to them in the Library's public catalogue.
These visible results are of course supported by many subsidiary
records and routines required to maintain "bibliographic control"
over the Library's resources.  Since cataloguing provides the
main avenue of approach to book materials for both public and
staff, the currency and adequacy of the work is of great general
During the year, 10,744 volumes passed through the Cataloguing Division, for which from four to twelve catalogue cards
each were made, plus a card for each new title sent to the
Pacific Northwest Bibliographic Center at Seattle and to the
Canadian Bibliographic Centre at Ottawa.
Resignations, sickness, lack of experienced personnel and
of a First Assistant have affected the performance of the
Division during another year, but beginning in July 1952, the
post of Senior Librarian was filled by a well merited promotion,
and a First Assistant position was provided in the budget.  It
will require all of the promise of new positions, new assignments, 26
and new personnel to match the increased demands.
Not yet able to process the bulk acquisitions in Law
(though handling much current material), and almost inundated by
the flood of expansion in Medicine, the Division has been faced
with the suddenly doubled output of the Bindery, the receipt of
materials in the Slavic languages, the establishment of a textbook collection, the first appearance in the Library of materials
in Chinese (several thousand volumes), and the progress made in
building up the collection of French-Canadiana.  Heroic and
effective operations will still be called for.
After the appointment of a First Assistant, and a full
complement of staff is available, some studies and experimentation will be made before recommending possible expansion of the
Division. In the plan must be included facilities for carrying
out the instructions to catalogue materials in the departmental
Some mechanical and routine operations have meanwhile been
improved: for example, the perfection of means to duplicate
catalogue cards, and the development of inter-departmental forms
to transmit information required in several divisions.
During April 1952 the Director of the new Canadian Bibliographic Centre spent a month at the University, photographing
the card file which represents the Library's book holdings for
inclusion in the union catalogue of the National Library.
Miss Dorothy Jefferd, Head of the Cataloguing Division
since the establishment of the Library, has a record of accomplishment which would be difficult to match anywhere.  Her vigor is
equally remarkable and is a strong factor in the continuing
vitality of the Division against increasing odds. Miss Ann
Barton has assumed extra responsibility in the absence of a
First Assistant.
EXTENSION LIBRARY.  Administered cooperatively by the
Library and the University Department of Extension to serve
persons engaged in Extension programs and to supplement general
reading for residents of the Province, the Extension Library this
year provided 20,695 volumes to its readers, a few hundred above
last year. 27
These materials went to 74$ readers and 205 theatre groups,
plus 200 one-time "sample" loans to as many groups and individuals.  As before, books on contemporary affairs, biography,
travel, and art were in most demand.  Very good response was made
to two lists of Canadian books, published in Extension literature,
and it suggests the usefulness of such lists in promoting general
reading whether the books are secured from this library or
another source.  The Extension Library's collection is supplemented at need by generous borrowings from the University Library's
shelves, although upon these materials the faculty and students
of the University have first call.
Miss Edith Stewart, with one full-time assistant, continues
to provide a loan and readers' advisory service, covering a wide
range of subject interests and the broad geographic area of the
Province. Beyond the scope of the Extension Department's
instructional program, the Extension Library proposes only to
supplement whatever local library service may be already available.
The Librarian gratefully acknowledges assistance from
many members of the faculties, staff, and administration, whose
names would comprise a fairly complete directory of the University if compiled. To them he would add those of the Senate and
of the Board of Governors, who have taken thoughtful action
affecting the Library more than once during the year.
Beyond this official family, whose responsibility it is to
promote the welfare of the University, each in proportion to his
means, are those Library friends who have generously given
financial or other support during the year.  To them go special
thanks and an invitation to participate in a developing
organization of Friends of the University Library in which their
interests and contributions can take on new force and purpose. 2$
Especially to the President of the University, the Deans,
the Chairman and members of the Library Committee, the Heads and
Library representatives of the Departments, and to a sincere and
loyal University Library staff, all of whose contributions are
the subject of this report, the Librarian is deeply grateful.
Neal Harlow
University Librarian APPENDIX A 29
Precis of Senate Statement of Policy on the University Library
(Approved Feb. 13, 1952)
The library facilities and services of the University are designed
to serve all those connected with the University, and it follows that policy
and services should be reasonably flexible in order to meet the needs of
individuals and groups, as far as that can be done, keeping menawhile the
welfare of the whole in mind.
University revenues are not great enough to meet the wishes nor to
provide for all the needs of the faculties; we never have enough money to do
all the things we should like to do. It follows that such revenues as we may
have or obtain should be used wisely and efficiently and that such resources
as we possess should be put to the best possible use.
The Library must know and keep a record of the location of all books
and library materials which are purchased by the University, or by anyone
connected with the University, with University money, or are the property of
the University.
The Library should, in consultation with faculties, departments, and
individuals do all the purchasing and be responsible for the receipt of
purchases, or if agreement has been reached between the Dean of the Faculty
and the Librarian that a deviation from that practice is desirable, then the
Library must be informed in every case when orders are placed and books and
materials received.
It is present policy of the Board of Governors that members of the
staff shall bring to the attention of the Board any information about prospective gifts which come to their attention; and the Librarian should in the
normal course of events be consulted by the Board regarding prospective
donations of books or funds for book purchases.
All funds allocated by the Library Committee to departments, and all
funds appropriated by departments, schools or faculties for the purchase of
Library materials, and all special grants to departments, schools or faculties
for the same purposes should be listed by the Librarian and made available to
the Deans of the faculties.
Funds included in departmental, school or faculty budgets for
salaries, eouipment or supplies should in no case be used for the purchase of
periodicals to be retained by faculty nor for books intended for Library or
reading room purposes unless a specific transfer of the funds to book
purchases Is approved by the Dean of the Faculty and reported to the
President's Finance Committee and the Librarian.
All questions relating to special collections to be housed outside
the main Library and the purchase of duplicate items should be settled by
discussion between the Librarian and the Dean of the Faculty concerned, or in
the event of disagreement, be arbitrated by the committee of Deans and
reported to Senate.
The University Librarian should have ready access to all members of
the University and be consulted by all those interested in library matters.
He is to be advised and assisted by the Senate Library Committee, The Deans
of the faculties and the heads of departments shall also be consulted by the
Librarian and Committee when occasions warrant. 30
Senate Library Committee
Terms of Reference
(Approved by Senate, May 13, 1952)
The Library Committee shall advise and assist the Librarian in:
Formulating a library policy in relation to the development
of resources for instruction and research.
Advising in the allocation of book funds to the fields of
instruction and research.
Developing a general program of library service for all the
interests of the University.
Keeping the Librarian informed concerning the library needs
of instructional and research staffs, and assisting the
Librarian in interpreting the Library to the University.
Committee Membership:
Members of the Library Committee shall be three from the
Faculty of Arts and Science and one from each other
Such members may be nominated to Senate by the Dean of a
Faculty or, on the wish of the Dean, by the Faculty at
The Chairman of Senate may nominate up to three additional
members as the need arises.
All memberships shall be for a term of one year.
The Librarian will be an ex-officio member of the Committee
and serve as its Vice-Chairman.
The Committee may appoint a Secretary from the Library
staff who is not necessarily a member of the Committee. APPENDIX  C
CIRCULATION STATISTICS,  September 1951 - August 1952
Loan Desk
Book Room
Fine Arts
Reading Room
33,339 15,248
Extension Library
20,695 32
Senate Library Committee for the Session 1951/1952
Faculty Representatives:
Arts and Science
Applied Science
Graduate Studies •
Dr. I. McT. Cowan (Chairman)
Professor J. Creighton
Dr. G. Tucker
Professor L. G. R. Crouch
Dr. V. C. Brink
Professor G. D. Kennedy
Professor F. A. Morrison
Dr. Vyner Brooke
Dr. S. Friedman
Dr. G. S. Allen
Chancellor Sherwood Lett
President N. A. M. MacKenzie
Mr. Neal Harlow
Mr. G. C. Andrew 33
LIBRARY STAFF as of August 31, 1952
Admini strati on
Harlow, Neal
Fugler, Ethel
Vabre, Suzanne
Clerk I
Aug., 1951-
June, 1947-
May, 1952-
Smith, Anne M.
O'Rourke, Joan
Rutherford, Alice
Bell, Inglis
Fraser, Alan
Owens, Noil
Sinclair, Mrs. Helen
Stewart, Marguerite
Taylor, Doreen
Alston, Mrs. Doreen
Wilson, Mrs. Mary
Fraser, Doreen
Bryce, Muriel
First Assistant
Senior Librarian
Junior Librarian
Junior Librarian
Junior Librarian
Junior Librarian
Junior Librarian
Junior Librarian
Library Assistant
Clerk II
Bio-Medical Lib'n
Library Assistant
, 1930-
, 1951-Aug.,1952
July, 1947-
Oct., 1951-
Jefferd, Dorothy M.
Barton, Ann
Liggins, Patricia
Giuriato, Mrs. Lydia
Higginbottom, Norene
Legge, Margaret
Messe", Mrs. Dina
Senior Librarian
Junior Librarian
Library Assistant
Clerk I
Clerk I
Clerk I
Jan., 1915-
Aug., 1950-
July, 1952-
June, 1950-
Sept., 1951-
Jan., 1951-
June, 1952-
Lanning, Mabel M.
Mackenzie, Margaret
Clowes, Myra
Harris, Beverly
Neale, Robert
Rolfe, Dorothy
Browne, Ann
Charles, Delia
Makovkin, Mrs. Joyce
First Assistant
Library Assistant
Library assistant
Stackroom Attend't
Clerk I
Junior Clerk
Junior Clerk
Junior Clerk
Apr., 1930-
July, 194$-
July, 1951-
Sept., 1945-
Sept., 1944-
May, 1952-
May, 1952-
Sept., 1951- 34
Mercer, Eleanor
Hennessey, Reginald
Cramb, Mavis
Hearsey, Evelyn
Forsythe, Mrs. Yvonne
Holmes, Roy
Price, Mrs. Marguerite Clerk I
Acting Head
Junior Librarian
Library Assistant
Clerk III
Clerk I
Clerk I
Oct., 193$-
July, 1952-
Jan., 1923-
July, 194$-
May, 1952-
May, 1952-
Lanning, Roland J.
Alldritt, Marjorie
Cock, Eleanor
Dearing, Enid
Murphy, Mrs. Colleen
Waterman, Mrs. Mary
Nishimura, Kazuko
Manchester, Mrs.
First assistant
Library Assistant
Library Assistant
Library Assistant
Library Assistant
Stenographer I
Clerk I
Apr., 1929-
Aug., 1951-
July, 1952-
Jan., 1950-
Oct., 1951-
May, 1951-
Fryer, Percy
Brewer, Mrs. Eliza
Jamieson, Mrs. Mar
Extension Library
Stewart, Edith
First Assistant
Sayce, Elizabeth
Clerk I
1949 35
STAFF CHANGES DURING PERIOD 1 Sept.. 1951-31 Aug., 1952
Admini stration
Locke, Mrs. G.
Clerk I
Vlag, Ann
Kent, Grace
Senior Lib'n
Junior Lib'n
Norbury, Elizabeth
Pearce, Catherine
Whitehall, Margaret
Phelan, Georgia
Broomhall, Norman
Butcher, Mrs. P.
Sumpton, Mrs. A.
Apps, Mrs. J.
Boniface, Nora
Harvey, Ann
Mosher, Mrs. B.
Brooks, Mrs. H.
Petch, Mrs. R.
Junior Lib'n
Junior Lib'n
Junior Clerk
Junior Lib'n
Clerk I
Clerk I
Library Ass't
Junior Clerk
Junior Clerk
Junior Clerk
Junior Clerk
Library Ass't
Clerk I


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