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Report of the University Librarian to the Senate Nov 30, 2004

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Array UBC   LIBRARY
e University Libraria
totneSenat Contents
oi Message from the
University Librarian
04 People
ii Learning and Research
12 Community and
Internationalization
26 Future Directions
28 Appendices
28 A: Library Staff
n B: Library Statistical Summary
ii C; Growth of Collections
a D: Library Expenditures
34 E: Donor and Gift Recognition
36 F: Grant Funding
www.library.ubc.ca Message from the
University Librarian
We commend the Library for its major achievements within the last
several years. It is clear that the Library is now well positioned to
respond to provincial initiatives, major renovation in facilities, implementation of a new library management system, growth in the
campus community and profound changes in curriculum.
Mission Statement: The Library is an
active and integral partner with students,
faculty, and staff in realizing the mission
of the University. Library staff develop,
organize, and manage the infrastructure,
services, and access to knowledge, ideas,
and information that are critical in a
University dedicated to distinctive learning, outstanding teaching, and leading-
edge research. The Library sei-ves and
collaborates with a large and diverse
community: first, the students, faculty,
and staff of UBC and, as resources allow,
individuals and institutions throughout
British Columbia. Canada, and the rest
of the world.
Furthering Learning and Research
2004-2007, p.6
With these statements, the Library's External
Review Committee (William Gosling, Director, University
Library, University of Michigan at Ann Arbor; Paula
Kaufman, University Librarian, University of Illinois at
Urbana-Champaign; Kenneth Haycock, Professor and
Immediate Past Director, School of Library, Archival and
Information Studies, UBC; Thomas Leonard, University
Librarian, University of California at Berkeley; Carole
Moore, Chief Librarian, University of Toronto; and Daniel
Muzyka, Professor and Dean of the Faculty of Commerce
and Business Administration, UBC) concluded their
written review of the University Library.
In accordance with normal University practice, the Library
is reviewed every seven years and 2003 marked its most
recent review. The purpose of this review is to evaluate the
operation, management and service roles of the Library,
with emphasis on its achievements, the opportunities and
challenges facing it, the scope and balance of its various
functions and its leadership and administration. In
preparation for this review, the Library's Administrative
Group prepared a comprehensive report on the Library's
activities and accomplishments over the last seven years.
Written submissions were invited by the Vice President
Academic & Provost and numerous people on campus and
off took advantage of that opportunity. The external
reviewers visited campus in June 2003 and conducted a
series of in-depth interviews with Library staff, users,
members of the campus community, University Administration and the broader user community.
Report of fhe University Librarian to the Senate   oi Message from the University Librarian
The reviewers noted the broad range of accomplishments achieved by the Library
since its previous review and felt that the overall strategic direction of the Library
was both appropriate and exciting. As well, the reviewers noted the numerous
challenges facing the Library including the transformational changes occurring in
the Library's internal and external environments, the need to develop an operating
budget for the Irving K. Barber Learning Centre, the legacy status of the integrated
library system used by the Library, and the development, management and
preservation of the Library's collection.
A number of opportunities were identified by the reviewers and the Library has
integrated many of these in the development of its 2004-2007 strategic plan. The
Library is well positioned to play a leadership role in the Library community
(provincially, nationally and internationally) and, in partnership with the Learning
Centre, can expand access to its broad knowledge base to serve the community of
scholars and life long learners across BC and beyond.
The external review included twelve "suggested actions" and the Library has
worked hard to accomplish many of them. A formal response to the external
review has been prepared by the Library's Administrative Group for review by the
Vice President Academic & Provost.
The external review was followed by the establishment of the President's Advisory
Committee on the Reappointment of the University Librarian. Members of this
committee included: Sheryl Adam, Librarian, Information Services; Ted Dodds,
Associate Vice President, Information Technology Services; Kathryn Hornby,
Librarian, Woodward Biomedical Library; Lieselotte Illichmann, Administrator,
Collections Accounting, Library; Barry C. McBride, Vice President Academic &
Provost (Chair); Julie Mitchell, graduate student, School of Library, Archival
and Information Studies; Moura Quayle, Dean, Faculty of Agricultural Sciences;
Peter Ward, Associate Dean, Strategic Initiatives, Faculty of Arts; and Sandra
Wilkins, Law Librarian and Assistant University Librarian, Professional Schools
and Operations.
The Advisory Committee consulted widely within the Library, the University and
beyond. As a result of their deliberations, I was offered and accepted a second six
year term as University Librarian.
02   Report of the University Librarian to the Senate It is a privilege and an honour to have the opportunity to continue to lead one of
Canada's great academic research libraries. Our Library is the result of many
people's efforts - past and present. As we continue to develop over the next six
years I am mindful not only of the challenges ahead but of our accomplishments of
the past. I am confident that with the continued hard work and creativity of our
excellent staff and the support of our extensive user community, we will be
successful in meeting the challenges we know about as well as those that are yet
to come.
The activities described in this report focus on improving our services for our user
communities. The completion of our strategic plan for 2004-07, the implementation of a new integrated library system, and the development of the Irving K. Barber
Learning Centre all share that common element.
d*HL
(sl^y1^
Catherine Quinlan
University Librarian
Report of the University Librarian to the Senate:   03 People
UBC Library recognizes that its staff are its most important resource
in supporting research and learning. It places a high priority on
providing an environment conducive to effective study learning
and community building.
UBC recognizes that its staff- librarians, management & professional staff,
support staff, and student staff- are its
most important resource in supporting
the research and learning needs of the
UBC community. The Library is committed to attracting and retaining excellent
staff at all levels, and to providing them
with the training and development they
need to fulfil their responsibilities. It is
also committed to providing for its users
the physical facilities conducive to an
effective learning and study environment and to maintaining and upgrading these. Through a series of faculty
and departmental advisoiy committees,
through periodic surveys, and through
an online feedback system, the Library
listens and responds to the concerns of
its primary users - the students, faculty,
and staff of UBC
Furthering Learning and Research
2004-2007, p. 11
The establishment of the Irving K. Barber Learning
Centre was announced in October 2002. This project is
made possible through the support of an extremely
generous donor, the province, and the University. The
construction of the Learning Centre, which will incorporate
the original core of Main Library, began in earnest in
Fall 2003 with the demolition of the north wing of Main
Library. The construction process has continued throughout this reporting period while Main Library continues to
provide service. These seemingly contradictory activities
are possible because of the flexibility of the Library's users,
staff and those engaged in the design and construction of
the Centre. Throughout the three year construction
process, Library staff will be engaged in planning for the
Centre, experiencing demolition and construction, while
continuing to provide service to students, staff, faculty and
others. This feat is made possible by the flexibility, creativity, and service orientation of all involved.
This project goes beyond the integration of the original
1925 Main Library into the Learning Centre; it touches all
parts of the Library and all of its users and staff. An important part of the functionality of the Learning Centre is the
Library's recent acquisition of a new integrated library
system (ILS). This system will not only support many of the
Library's primary functions (online catalogue, cataloguing,
acquisitions, circulation, etc.) but will also connect the
Learning Centre's ARS (Automated Retrieval System) with
the Library's online catalogue.
04    REPORl Of
: Universify Librarian to the Senati The normal time frame for the specification, selection and implementation of an
ILS for a major academic library is approximately two years; UBC Library completed the same tasks in just half that time. While a project management consulting firm assisted the Library throughout the process, it was Library staff who made
this project possible. Library staff with expert knowledge of the various functional
areas spent Summer 2003 documenting the required capabilities and functionalities of a new ILS. This documentation led to a shortlist of three vendors who were
each invited to campus for multi-day public sessions to present the features of
their systems and to respond to the many probing questions of staff and users.
This information was then used in combination with vendor references and the
vendors' written proposals in the selection process, which identified Endeavor's
Voyager as the Library's new ILS.
At this point staff had spent five months doing what most other major libraries
take a year to accomplish. The implementation of the new ILS had just begun as
the construction of the Learning Centre proceeded on or ahead of schedule. Library
staff broke into working groups and multiple parallel activities were the order of
the day. Working groups acquired and installed a new central server environment,
received training on the new system, planned the data migration and a phased
implementation of the new system that would offer largely seamless access to
users. Admittedly, there were tense moments such as late November 2003 when it
was not certain that delivery of the new server would be on time to start the test
data migration. However, staff rose to the occasion and accomplished all the key
tasks. Everyone took a few days off over Christmas and work began again in
January. While the details are too numerous to mention, the Library did manage to
configure all the various operational modules, train all staff, test the public
interface with representative users, and release the system for public use on May 3,
2004 as planned.
Communications
In order to improve communication across the Library as well as with its many
users, the Library introduced a series of announcement cards that inform staff and
users about key events as well as changes to Library resources and services. These
announcements cover a range of topics, including cultural events like the Music at
Main series, new appointments to the Library and strategic directions such as the
Transition to Online initiative.
Report of the University Librarian to the Senate   05 People
Main Library staff have a particularly keen interest in the construction of the Irving K.
Barber Learning Centre. Monthly meetings, chaired by the University Librarian, are held
to keep them informed of new developments. The Learning Centre News was introduced
to provide information about the Centre to a wide audience, on campus and off. The
News includes information about the construction as well as services and programs
supported or offered by the Learning Centre. Information sessions for all Library staff
about the planning and design of the Learning Centre were conducted by architect
Stephen Johnson of Hardy Holzman Pfeiffer Associates, the Los Angeles firm that is
partnering with Vancouver firm Downs/Archambault in the Centre's design and construction. In addition to the News, all staff continue to be kept informed of Library
activities through the UBC Library Staff Bulletin, a staff edited publication produced
quarterly.
The Library's efforts to improve communication included building on the previous
success of the UBC Library Guide for Faculty, a publication aimed at informing new
faculty about the Library's resources and services. This publication was updated in
preparation for Fall 2004. A new publication, UBC Library Guide for Students, was
developed which mirrors the Faculty Guide and was distributed to students beginning in Fall 2003. The Student Guide aims to simplify the rich but complex range of
libraries, resources and services available at UBC. Feedback from users on these
guides has been positive and the Library is working on distributing them more
broadly in 2004/05.
Promotion of the Library took a practical turn before last year's Fall and Winter rains
began. Sturdy, environmentally friendly plastic bags, sporting the Library logo were
designed and manufactured and distributed freely at all Library circulation desks.
These bags have become very popular with Library users and they help to protect
Library materials from water damage.
Strategic planning has been a major initiative for the Library this year. This was the
final year of the Library's strategic plan for 2000-2003. As a gesture of thanks to all
Library staff for their considerable work during the year in achieving the plan's goals,
each staff member received a thermal coffee mug (which complies with the Library's
food and drink policy); a drink card good for 10 free cups of coffee, tea or hot chocolate (in coordination with UBC Food Services); and the Third Year Report outlining
the progress made in achieving the goals included in Furthering Learning and
Research: UBC Library's 2000-2003 Strategic Plan. To keep the Library's many advisory
committees informed about the Library's progress, these packages were also distributed to members of these committees.
06   Report of the University Librarian to the Senate Using the plans developed by the Library's branches and divisions as the foundation,
the Administrative Group developed the Library's next three year strategic plan
(2004-2007) which reflects the strategic vision of the University. Numerous open sessions were held to discuss the development of this plan and to solicit information
from the Library's branches and divisions. As the strategic plan developed, the
Library took various iterations of the plan back to individuals, advisory groups and
units for discussion and input. The result, Furthering Learning and Research 2004-
2007: The University of British Columbia Library's Strategic Plan was distributed to all
staff and advisory committees and the companion Implementing Furthering Learning and Research 2004-2007 was also sent to each staff member and distributed
widely across campus. Discussion about these plans was encouraged at staff meetings organized and facilitated by the University Librarian.
The Library's operating committee structure was reviewed and revised to allow for
improved communication and participation of Library staff in the implementation
of the strategic plan. Each committee now reports to a member of the University
Librarian's Advisory Council (ULAC) which provides a forum for presentation and
discussion for the committees.
Input from various user and advisory groups has continued to serve the Library well.
The advisory committees for the Agricultural Sciences Learning Centre, Asian Library,
Biomedical Branch Library, Education Library, Eric Hamber Library, Faculty of Arts,
Faculty of Commerce, Faculty of Law, Life Sciences Libraries, St. Paul's Library, School
of Music, Science and Engineering Division, and University Archives and Records
Management have all made significant contributions to the various branches and
divisions that support their activities. These advisory committees advise the Library
on many philosophical and operational issues and provide a means for the acquisition and dissemination of information. The Library has also benefited significantly
from the advice and support of the President's Advisory Council on the University
Library and the Senate Library Committee.
In March 2004, UBC hosted Research Awareness Week. Focussing on the issue of
innovation, the week's activities included forums, symposia, research days, and
exhibits. The Library's contributions to the event included several workshops to help
researchers become more knowledgeable about the Library's growing collection of
electronic resources in the health and life sciences.
Following on the popular eLibrary@ubc series from previous years, the Library was
one of the organizers of The Future of Digital Libraries in Canada, a three-day Peter
Wall Institute for Advanced Studies Exploratory Workshop held in March 2004.
REPOIir OF THE llNIVERSI IV LIBRARIAN TO  1 III SENATE:    07 People
Invited speakers included David Levy, Information School, University of Washington;
Gary Marchionini, School of Information and Library Science, University of North
Carolina; Edie Rasmussen, Director, School of Library, Archival and Information
Studies, UBC; Terry Smith, The Alexandria Digital Library Project; and Nancy Van
House, School of Information Management and Systems, University of California at
Berkeley. The workshop focused on the current environment, unsolved issues
surrounding digital libraries, and looked toward the future with a view to developing
a national research project on this topic.
The First Nations House of Learning provided a wonderful venue for the 14th
annual Authors' Reception. The University Librarian and the President's Office co-
hosted this event which recognized and celebrated the 146 different UBC authors
who produced 157 works during the previous year. The works encompassed a wide
variety of mediums, languages, and formats. Authors and guests had a chance to
mingle while perusing the displays of various books. To further highlight the works
of UBC authors, the Library developed a website which included a catalogue of
their works. A display of works about British Columbia subjects was mounted in
Koerner Library with a focus on UBC Press books celebrating 2003 as the Year of the
University Press, as designated by the Association of Research Libraries and the
Association of American University Presses.
Library Staff
UBC Library continued to experience significant changes in its staffing. A number
of staff left the Library, taking advantage of the University's Early Termination
Agreement (offered to all faculty and librarians) or the Library-funded Early
Retirement Program for Library CUPE 2950 staff. A retirement reception was held
in March 2004 to recognize and honour their many and significant contributions
to UBC Library. Plans are underway to fill these vacancies in the context of the
Library's 2004-2007 strategic plan.
During the reporting period, a number of new positions were established and
existing ones reconfigured, including: Administrative Assistant, Koerner Library
Administration; Assistant University Librarian, Arts, Humanities and Social
Sciences; Assistant University Librarian, Professional Schools and Operations (term);
Human Resources Director; Undergraduate Medical Resources Librarian (term),
Life Sciences; Records Survey Project Archivist (term), University Archives;
Technical Services Assistants (three term positions), Main Library; and Head,
Woodward Biomedical Library.
08   Report of the University Librarian to the Senate Staff members who retired or took early retirement included: Maureen Adams -
David Lam Management Research Library; Cip Ambegia - Woodward Biomedical
Library; Balbir Aulakh - Asian Library; Pia Christensen - Humanities and Social
Sciences; Peter Edgar - Systems; Marlene Hamakawa - Technical Services; Dilma
Huggett - Law Library; Joseph Jones - Humanities and Social Sciences; Iza Laponce -
Humanities and Social Sciences; Peggy McBride - Fine Arts; Beverley Scott - Humanities and Social Sciences; Ron Simmer - PATSCAN; Julie Svec - Technical Services; Kay
Tomiye - Asian Library; Jung Won Whang - Asian Library; and Frances Woodward -
Rare Books and Special Collections. Library staff recognized for their long-term
service to the University through their induction into the 25 Year Club or Quarter
Century Club included: Dagmar Bonkowski, Erin Fitzpatrick, Randy Louis, Aprille
McCauley, Edita Michalek, Alfred Tse; and Ripple Wai Yin Wong. Staff inducted into
the Quarter Century Club - Tempus Fugit (35 years) included: Diana Cooper, Dorothy
Martin, Nicholas Omelusik, and Frances Woodward.
Further details about staff changes are listed in Appendix A: Library Staff.
Training and Development for Staff
The Library continued to work with staff to improve their access to training opportunities. The popular Overview Series was repeated this year and long-term staff
were encouraged to take refresher sessions to help prepare them for the migration
to the new integrated library system (ILS). Key staff were trained and they in turn
trained other staff on the different modules of the ILS. In 50 days, 7 vendor trainers
and 42 UBC Library trainers taught 113 courses to 300 staff members. Staff members
averaged 13 hours of learning each, a total of 3,895 participant hours.
While the ILS related training occurred, staff continued to take advantage of other
training opportunities and in-house sessions on e-resources, chat reference, cataloguing, reference and instruction totaling 110 teaching hours and reaching 89
participants. Off-campus staff development opportunities were provided for
another 131 people.
Lynne Gamache, a librarian in the Borrower Services division, was selected to receive
the Diana Lukin Johnston Award for 2003-2004. This award was established by
Derek Lukin Johnston, a long term benefactor of the Library, in memory of his wife,
an avid reader and supporter of libraries. The purpose of the award is to enable
professionals or those studying to become professional librarians to take advantage
of professional development opportunities. Ms Gamache applied her award towards
the cost of attending the joint Canadian Library Association/American Library
Association conference held in Toronto in Summer 2003.
Report of the Universify Librarian to the Senate   09 People
Health, Safety and Security
Health and safety are priorities for the Library. Many Library staff participated in the
Health and Wellness Day sponsored by the University in October 2003. Training
continued in safety procedures and Library safety committees continued to be one
of the key components of the Library's safety program.
Ergonomic risk assessments continued for staff workstations across the Library. As a
result of this work, recommendations were made and implemented for improving staff
workstations and the work environment. Older monitors on all public service desks
were replaced with flat screen monitors as part of the new system implementation.
Library Facilities
The major ongoing building project was the construction of the Irving K. Barber Learning
Centre. As the project moved forward there were implications for staff and collections in
Main Library as the north wing had to be emptied in preparation for demolition. The
Fine Arts Division moved to the 5th Level of Main and shared space with the Science and
Engineering Division. Some staff were moved to offices in Koerner Library.
Publicly accessible compact storage was installed in Koerner Library in Summer
2003 to allow for more of the humanities and social sciences collection to be moved
from Main Library to Koerner Library. Planning began for the installation of compact
shelving in the Law Library to provide space for the growing collection.
The Library Processing Centre (LPC) had the power upgraded on the first and second
floors. Serials processing staff from Koerner and Woodward libraries were consolidated in LPC and new furnishings were provided.
Physical improvements were made in several libraries. Comfortable seating was
installed on the third floor entry level and on the seventh floor atrium in Koerner
Library, much to the delight of the many students and visitors who frequent these
high-traffic areas. Many staff members had their work areas upgraded with economically sound furnishings and chairs. New public workstation chairs were acquired
for the David Lam, Eric Hamber, and Law libraries. The security system for the entry
to the David Lam Library was replaced.
The entrance of Woodward Biomedical Library was significantly enhanced as the
result of a bequest from one of the Library's long-time supporters. Improved and
enlarged study areas, comfortable seating and an increase in the number of public
access computers were the highlights of this renovation.
10   Report of the University Librarian to the Senate Learning and Research
UBC Library is committed to supporting the learning and research
needs of its users through the acquisition of information resources and
ensuring access to resources beyond the campus. It provides instruction
and training to help them develop the information seeking and critical
thinking skills required to succeed in their studies and as members of
a knowledge intensive society.
UBC Library is committed to supporting the learning and research needs
of undergraduate students, graduate
students, faculty and staff It does so
through the acquisition, provision, and
preservation of information resources
locally, in print, electronic, and other
formats, and through access to information resources beyond the campus. It
provides instruction and training (e.g.
individual, group, Web-based) to help
students develop the information seeking and critical thinking skills required to
succeed in their studies and as members
of a knowledqe intensive society. It works
with faculty students, and staff to find,
develop, and effectively use the Information resources they require for the
creation and transmission of knowledge.
In addition, the Library provides the
infrastructure and technology to support and deliver information resources,
it provides bibliographic access to and
information about them through its
online catalogue and other indexes, and
it manages the physical flow of resources
to and from Library users, whether on
campus oral a distance.
Furthering Learning and Research
2004-2007, P.13
The Library supports learning and research by
providing staff to answer questions at reference and
information desks, respond to email enquiries, engage users
in live electronic chat, create electronic and in-person
tutorials in response to user requests and defined needs,
and provide ongoing library instruction. Regardless of the
method used, the goal is to provide Library users with the
skills and techniques needed to find the required information efficiently and effectively and to evaluate it critically.
During 2003/04, Library staff answered more than 254,633
questions in person, by telephone or email. This figure
represents a decrease of approximately 11% over the
previous year. At the same time the Library expanded its
information skills instructional programs, both on and
off campus. A total of 31,383 participants attended 1,536
classes offered through Information Connections and other
Library instructional programs. This represents respective
increases of 11.2% and 4.4% over the previous year.
The Library continued to use a variety of approaches to
ensure that information literacy skills are acquired by
both novice and advanced researchers. These approaches
included tutorials using WebCT, the use of class assignments, and instruction embedded within specific courses.
New methods introduced during this reporting period
included streaming video instruction and Viewlet tutorials
Rftort 01 fhe University Librarian to fhe Senate   11 Learning and Research
which are quick 'how to' demonstrations viewed from a web browser. One example is
the Viewlet for ERL Webspirs databases such as Agricola created by the MacMillan
Library. The Library revised and updated many of the tutorials offered to reflect the
move to its new integrated library system, Voyager. Beyond the Library, staff were
involved as presenters in the 8th Annual TAG Institute, held in Spring 2003 which
focused on areas such as the wireless environment at UBC and WebCT.
The Library is engaged in all aspects of information literacy and is particularly
interested in evaluation. It is involved in Project SAILS, a pilot research project
developed at Kent State University to create a standardized test to measure students'
information literacy skills. UBC is one of four Canadian institutions participating out
of a total of 44. Phase II of the project was completed in Spring 2004 and work has
begun on Phase III. While there is a strong American focus, it is anticipated that UBC
Library involvement will help improve the test instrument for use at UBC and other
Canadian institutions.
In October 2003, the Library launched the eHelp Virtual Reference Pilot Project, an
online reference service that allows users to chat with Library staff, co-browse
research databases and websites, as well as send and receive documents. Using
software originally developed for commercial purposes, students, staff, faculty and
community users can access expert assistance online, without leaving their computers, anytime the service is available. Hours during the Fall and Spring terms were
11 am to 9 pm during the weekdays and 12 noon to 5 pm on weekends. From November 2003 to the end of March 2004, eHelp answered over 1,500 questions from UBC
and community users.
As the Library's collection of electronic resources continues to grow, how these
resources are listed and accessed on the Library's website are issues of growing
importance. Revision to the Library website is ongoing and there have been several
specific improvements such as the enhanced Peggy Sutherland site. This site was
entirely revised and updated to include new ways of navigating and improved
functionality
With the increase in electronic information resources, the Library has tried to make
access ever more seamless. The Library acquired software (UBC eLink) that provides
a direct link from items cited in the Library's collection of electronic databases and
indexes to the full text. If full text is not available, the user is led to the Library
catalogue record for the journal or, in some cases, to another relevant Library service
such as Interlibrary Loans (ILL). The Library continues to develop UBC eLink to
12   Report of the University Librarian to the Senate ensure that as many of its databases and indexes as possible are integrated with this
software. In a related initiative, the Library has developed a pilot project that provides for a partially completed ILL form to be generated from an index citation in the
PubMed database.
As well as providing the means to access its collections and services, the Library's
website supports a number of virtual displays and locally developed databases
including:
9  Hitting The Books: The Early Canadian School Textbook Collection in UBC Rare
Books and Special Collections is a virtual display highlighting Canadian textbooks
printed from the late-eighteenth century to the early twentieth century.
m   UBC Authors of 2003 showcases the accomplishments of UBC's many authors.
e  British Columbia Sheet Music displays sheet music about British Columbia and
presents a segment of the musical, social and local history of the province through
this music.
*   Staff of the Asian Library continued to participate in the development of
Historical Chinese Language Materials in BC. This site has become very useful in
Canadian and Asian history courses.
The Chapman Learning Commons
Located in the refurbished concourse of Main Library, the Chapman Learning
Commons opened in February 2002. The facility offers a welcoming learning
environment, providing services and technology for students, faculty, researchers
and community members. Services offered through the Chapman Learning Commons include peer tutoring, information services and resources, academic workshops, community events and a laptop lending program which provides computers
that can be connected to UBC's wireless network anywhere on campus.
From its inception the Chapman Learning Commons has been a heavily used space.
The number of visitors to Main Library increased by 1,000 per day shortly after the
opening of the Learning Commons and has remained at that level, despite the
occasional disruption due to the construction of the Irving K. Barber Learning Centre.
Line-ups for the desktop computers are the norm and all tables and chairs in the
space are in constant use. The laptop lending program was introduced in March
2002 and from May 2003 to April 2004 there were 13,462 requests for loaner laptops,
up 52% from the previous year. As a result of the experience of the Learning Commons' laptop lending program, this service has been introduced in the David Lam,
Robson Square and Woodward libraries to great success.
Report of the University Librarian to the Senate   13 Learning and Research
Students hired through the Peer Assistant Program helped staff the information
desk in the Chapman Learning Commons and answered some of the 30,644 queries
received in 2003/04. As well, Peer Assistants initiated and coordinated several
programs including Library in Residence/Peer Assisted Research, Roving the Web at
the UBC Learning Exchange, and Celebration of Freedom to Read Week. Two well-
attended events were held during Freedom to Read Week: Uncensored, two nights of
readings held in the Suzanne Cates Dodson and Earl D. Dodson Reading Room by
students in UBC's Creative Writing Program and others, as well as a display in Koerner
Library of previously banned and challenged books.
In addition to hosting community events and learning skills workshops, the Suzanne
Cates Dodson and Earl D. Dodson Reading Room, adjacent to the Chapman Learning
Commons, continued to provide a venue for the ever-popular School of Music
students' noon hour recital series, Music at Main, now in its fifth year.
Information Resources and Collections
One of the most obvious improvements for users of the Library's online resources
this year was the linking that was established between the online databases and the
journals (UBC eLink). Researchers have reported that they have been able to save
time searching the Library's online resources as a result of this service. The purchase
of eLink software has allowed a significant improvement over the former situation
which was sporadic, proprietary, and difficult to maintain.
During the past four years, the Library added a significant number of new online
journals. This trend continued with the addition of the American Society for Microbiology (ASM) journals, British Medical Group (BMJ) journal collection, Marcel
Dekker journals, Nature archive (1987-1996), Nature Publishing Group academic
journals, and more JSTOR journals, including a set of music titles.
Online databases in a variety of fields were added: LAnne Philologique, Bloomberg
Financial Service, China Academic Journals (Economics, History, Law, Literature,
Philosophy, Politics), Columbia International Affairs Online (CIAO), Earthquake
Engineering Abstracts, FIAF International FilmArchive Database, Forrester Research,
GLBT Life, Knovel Basic Academic, Korean Legislation Research Institute database,
LLMC (Law Library Microform Consortium) Digital, MATHnetBASE, Natural Medicines
Comprehensive Database, and Patrologia Latina. Backfiles of 1965-1989 were added to
the Web of Science. Two image databases were added: AMICO developed by the Art
Museum Image Consortium, and Index of Christian Art. A major acquisition of
interest to many areas of study was the ProQuest Historical Newspapers collection,
14   Report of the Universify Librarian to the Senate which includes The Christian Science Monitor, The New York Times, The Wall Street
Journal, and The Washington Post from their earliest date of publication to recent
years. SilverPlatter databases that had been hosted on a local server were moved to
the Web, providing more functionality such as linking to online journals.
Koerner Library expanded its microfilm holdings with six units of The 18th Century,
additional backfiles of the Spokane Daily Chronicle and the Spokesman Review,
Washington State newspapers of interest to historians of British Columbia and the
American Northwest, part five of Women and Victorian Values, and the CIHM
collection of Canadian medical periodicals, 1826-1910, from the Hannah Institute.
Feature films are an important component of the curriculum in many teaching
programs. Until Fall 2003, UBC faculty could not legally show 'home use' VHS/DVD
versions of feature films in the classroom. The Library worked closely with the
University to acquire a license to show feature films distributed by two Canadian
companies: Audio Cine and Criterion Pictures. The Library also worked closely with
the University on preparing desired amendments for a new Access Copyright
agreement that allows the University community to reproduce copyrighted works
without infringing copyright legislation.
Rare Books and Special Collections continued to add significant books, pamphlets,
maps, and music to its collection. The most notable item of British Columbia interest
acquired this year was: Cariboo, the newly discovered gold fields of British Columbia
fully described by a returned digger, who has made his own fortune there and advises
others to go and do likewise (London: Darton & Hodge, 1862). All editions are considered rare; this third edition appears to be the only catalogued copy in the world. Rare
Books and Special Collections also acquired a number of early and rare BC pamphlets
related to BC politics and BC's entry into Confederation. The collection of maps and
charts was augmented by a purchase of early BC maps and charts. Phil Thomas
continued to donate materials to the Philip J. Thomas Popular Song Collection, now
totaling over 7,000 titles.
Throughout the reporting period, Rare Books and Special Collections received a
number of gifts of remarkable collections of archival materials. Perhaps the most
outstanding donation was the material gathered by Doris Shadbolt to write her book
The Art of Emily Can. An important addition to the Doukhobor research collection
was acquired through the receipt of the archival material assembled to produce the
movie, The Spirit Wrestlers which is rich in images of the Doukhobor people. The
literary papers of BC author Joy Kogawa were an excellent addition to the holdings
on BC authors. Weyerhauser Company donated a collection on the operation of what
Report of the University Librarian to the Senate   15 Learning and Research
was the Canadian White Pine Division of MacMillan Bloedel, an important sawmill in
south Vancouver. Duke Petroleum donated a photograph collection documenting the
activities of Westcoast Energy Inc.
The collections budget received an increase to the base of $360,000 from the
increased tuition revenue. Identical to the previous year, the budget also received a
one-time increase of $600,000 from the University's indirect cost of research
funding. Last year, funding from indirect costs was also received from the affiliated
teaching hospitals; although requested, no funding was received this year.
Spending for monographs decreased slightly, especially on the approval plans, possibly
caused by a drop in book production, especially by university presses. Bowker's
Bookwire service reports that book production from American university presses
decreased 2% in 2003, and the preliminary estimate for 2004 is that production will
decrease by 26%. It is reasonable to expect that the Library's expenditures on monographs will reflect the decrease in production. It has been surmised by a number of
professional associations that the high costs of journal subscriptions from commercial
publishers have eroded the ability of libraries to purchase monographs, resulting in a
smaller market for scholarly monographs.
As a partial response to the above situation, the Library is committed to supporting
new methods of scholarly publishing as demonstrated by its purchase of membership
in BioMed Central. This allows UBC researchers to publish in the BioMed Central
journals without paying a fee, and the journals are available freely on the Web. BioMed
Central journals are gaining respectable impact factors and competing successfully
with journals published by commercial publishers. Another new publishing venture is
the Berkeley Electronic Press, which publishes in online format only and has relatively
small subscription fees. The Library subscribes to a number of alternate journals
through the Association of Research Libraries' SPARC program. Supporting these new
and alternate methods of publishing puts pressure on the commercial publishers
who have had a tight hold on the publishing industry and whose subscription costs,
although no longer increasing in double digit figures annually, remain high.
In general, society publishers have more affordable subscription costs. However, this
past year brought major increases to the subscription cost for the online versions of
JAMA, New England Journal of Medicine, and Science. Nature, from a commercial
publisher, also experienced a significant subscription cost increase. The Library supports UBC's research community by providing access to the latest issues of these key
online titles, eliminating the need for researchers and labs to maintain their own
subscriptions.
16   Report of teie University Librarian to the Senate This year saw the effect of the Library's Transition to Online initiative as demonstrated in this table of acquisition budget expenditures:
Year Print Serials      Online Resources Monographs Totals
2002/2003 $6.7M $3.oM $2.gM $12.6M
2003/2004 $4.lM $6.4M $2.7M $13.2M
As part of the Library's ongoing Transition to Online project, subscriptions to
approximately 1,600 print periodicals, where stable online counterparts exist, were
cancelled, creating savings of approximately $600,000. An example of a longstanding print title that was cancelled is Chemical Abstracts, as users much prefer the
online version, SciFinder Scholar. Since the Canada Foundation for Innovation (CFI)
grant funding expired for the Canadian National Site Licensing Project (CNSLP)
licenses, and the University was committed to continue the licenses for three years
after the end of the grant funding, the Library had to assume the payment of $iM per
year for these resources. As a result of the increase in value of the Canadian dollar
against the U.S. dollar and the savings realized from the Transition to Online project,
the Library's acquisitions budget was able to accommodate this expense as well as
continue its subscriptions to print and online resources.
The Library greatly appreciates the co-funding of information resources that occurs
with faculties and departments across campus. Assistance was received from the
Faculty of Arts, Centre for Korean Research, Department of Chemistry, Faculty of
Commerce, Faculty of Education, Department of Electrical and Computing Engineering, Department of English, ITServices, Department of Metals and Materials Engineering, and the Department of Microbiology and Immunology.
The Collections Advisory Committee was established during this reporting period.
Chaired by the Assistant University Librarian (AUL), Collections and Technical
Services, membership consists of five librarians with collections responsibilities and
the Head of Technical Services. The committee advises the AUL on collections
policies, budgeting, major expenditures, decisions regarding offers from consortia,
and other important matters. Retirements and resignations required a reassignment
of a substantial number of bibliographic duties in the Education Library, Humanities
and Social Sciences and the Asian Library. As well, a term librarian was hired to
support collections and services for the Faculty of Medicine Undergraduate Expansion Program. Despite the Library's best attempts, the Indie language librarian
position remained unfilled for this reporting period.
Report of the University Librarian to the Senate   17 Learning and Research
University Archives and Records Management Services
University Archives continued to significantly expand its collection of online
resources through the creation of electronic copies of important University publications, documents and photographs. Of particular note was the completion of the UBC
Publication Digitization Project (www.library.ubc.ca/archives/ubcpubs/index.html)
that now provides access to over 50,000 pages from The Ubyssey, UBC Reports and
the Alumni Chronicle. University Archives staff also oversaw the digitization of over
11,000 pages of Senate minutes from 1915 through 1991 (www.library.ubc.ca/archives/
senate_minutes.html). Another project involved the digitization of several early
University documents relating to the planning and construction of the Point Grey
campus from 1910 through 1925 (www.library.ubc.ca/archives/early_docs.html). New
digitized textual material added to the Archives' website in the past year amounted to
65,500 pages. The Archives also added 4,000 digital photographs to bring its total
holdings to just over 31,000 images which can be viewed at http://angel.library.ubc.ca.
In February 2004, work was completed on a nine-month survey of institutional
records. This project, funded by UBC Library, was undertaken to develop an accurate
snapshot of institutional records keeping practices. During the survey a contract
archivist contacted all academic and administrative units at UBC and visited approximately 85% of the approximately 250 offices. The survey indicated that the University collectively maintains over 10 kilometers of institutional records that grow at a
rate of approximately 1.2 kilometers each year. Not surprisingly, there was no
consistency across units as to what records are retained and for how long.
The survey revealed some serious concerns. Generally, older institutional records not
already housed in University Archives have been destroyed and the information they
contained is no longer available. Many records are stored in inappropriate space,
which leaves them at risk of inadvertent destruction by fire, water or insect infestation. In the absence of institutional records keeping guidelines, many units retain far
too much material of a routine nature for too long. Duplicate records are maintained
unnecessarily by multiple offices. With staff turnover, records stored off-site have
simply been forgotten. Records are frequently maintained and stored in contravention of Freedom of Information and Protection of Privacy legislation.
No effective protocols have yet been developed for the storage of institutional
information at UBC. As a consequence of the findings of the survey and on the
recommendation of the University Archives and Records Management Advisory
Committee, UBC Library will be seeking funding to support the creation of the
position of University Records Manager as the first step in the implementation of a
proper institutional records management program.
18   Report oe the University Librarian to the Senate Preservation and Digitization
The preservation microfilming project continued to be productive despite the limited
availability of the 0.3 FTE librarian working in this area. Ongoing projects included
UBC theses on British Columbia subjects, M.Ed, major papers, and British Columbia
directories. A new project was the Annie Abel Henderson Collection, a manuscript
collection in Rare Books and Special Collections of material on Indian affairs in
Washington State and the Pacific Northwest and on 19th century civil rights agitation;
filming was partially funded by an Australian researcher. The entire backfile of
Perspectives, a Chinese-Canadian student newspaper published at UBC, was filmed.
The student editors who brought the project to the Library were delighted to have
their vulnerable archive of newsprint preserved. A total of 24 reels and 522 fiche were
produced during this reporting period.
The Mendery Assistant position has been vacant since March 2003, and the Library
is considering its needs in this area in conjunction with its strategic plan. The
circulation units in each branch do minor mending, but a backlog of materials
needing repair is accumulating and must be addressed.
Collection Use and Access to Materials at Other Libraries
The total recorded use of Library resources during this reporting period increased
over 9% to 5.83 million transactions. This figure includes circulation, renewals,
borrowing and lending transactions for interlibrary loans and internal document
delivery services to the UBC community and teaching hospitals.
Over the year there was continued decline in document delivery services with filled
requests decreasing by approximately 7%. Internal document delivery faced the
largest decline, dropping almost 13% over the previous year. The 27,873 items
borrowed from other libraries for UBC faculty, students and staff represent a
decrease of approximately 5.5% from the previous year while the number of items
delivered to other institutions dropped by approximately 3.5%. Approximately 41%
of the total documents obtained from other libraries came from the Canada Institute
for Scientific and Technical Information (CISTI). These decreases in document
delivery volume may be at least partly explained by the growing collection of
electronic information resources available at UBC and other institutions. The
downward trend is expected to continue for the foreseeable future as UBC Library
continues its transition from print to online resources.
Report of fhe University Librarian to the Senate   19 Learning and Research
The online system used by the Library to initiate and track interlibrary loan and
document delivery requests is at the end of its useful lifecycle. During the coming
year, the Library will begin a process to replace it with current technology.
Technology Infrastructure
The replacement of the Library's integrated library system (ILS) was the major
technology project during the past year with many implications for the Library's
online systems and services. DRA, the Library's existing ILS, was no longer being
developed by its current owner who had bought out the original developer. A new
system also needed to be in place prior to the completion of the Irving K. Barber
Learning Centre and the implementation of the Automated Retrieval System (ARS).
After an intensive needs analysis and review and evaluation of several ILS products,
the Voyager system from Endeavor was selected by the Library. Implementation
work commenced in Fall 2003 and involved many staff from across the Library.
Data migration, hardware and software installation, online interface changes, and
staff training were successfully completed on schedule with the new ILS going live
on target, in May 2004.
The Library also purchased the ENCompass software from Endeavor. This is a very
new product with two modules: one provides a simultaneous multi-database search
capability, the other supports the management of digital content. With the implementation of the ILS completed, the Library will be turning its attention to making
these new modules available for general use in the coming year.
The ILS project generated several other systems projects that were also noteworthy.
An entirely new central server environment was established by UBC's ITServices to
support the new Voyager ILS. This included a production and test environment for
the ILS, multiple Web servers and load balancers, and Oracle database support. The
Library also purchased over 200 new workstations to replace older equipment and to
support the migration from Windows NT to XP This hardware and software work all
had to be closely co-ordinated with the implementation of the new ILS.
Bibliographic Control, Cataloguing and Ordering
This was a challenging year for the Library's technical services. It was characterized
by a consolidation of units, staffing adjustments necessitated by retirements and
illness, preparation for the new integrated library system (ILS), and preparation for
the implementation of the Learning Centre's Automated Retrieval System (ARS).
Despite the loss of significant staff expertise, technical services staff rose to the
occasion to make it a very successful year.
20   Report of the University Librarian to the Senate During Summer 2003, serials staff from Koerner and Woodward moved to
the Library Processing Centre (LPC) to join serials staff there, all now supervised by
the librarian responsible for serials, who returned in February 2003 from a two-year
leave working at the library of the Higher Colleges of Technology, United Arab
Emirates. Cataloguing staff, formerly on two floors of LPC, were consolidated on
one floor.
The decision to acquire a new ILS led to a disruption of processing because the old
system had to be decommissioned before the new system could be implemented.
This resulted in cataloguing being shut down for the month of March 2004 and
book ordering being cut-off earlier in the year. The workflow for the new ILS also had
to be configured, and an immense amount of training was needed. The result was a
significant backlog of material that had to be processed when the new system was
activated. However the new ILS has a number of features that will facilitate the
reduction of the backlog, such as electronic data interchange (EDI) with vendors, and
the receipt of catalogue records from the Library's book vendors. In addition, the
Library's strategic plan provides direction for operational changes in technical
services so that these and other backlogs can be eliminated.
Phase one of the Learning Centre is scheduled to open in Spring 2005 and will
include the activation of the ARS. Since all the materials in Main Library, including
all the storage rooms, must move into either the ARS or the open stacks of the
Learning Centre, an inventory of Main Library began in June 2003 to prepare the
materials for this transfer. Temporary staff and student assistants were hired to
carry out the inventory.
The Library was under contract with the National Library of Canada (NLC) for many
years to provide input to the Cataloguing in Publication (CIP) program for materials
published in the western provinces. NLC decided to undertake this work themselves
and did not renew the contract after September 2003.
The cataloguing unit catalogued 42,500 titles and processed 72,200 items, including
865 UBC theses during this reporting period.
Report of the University Librarian to the Senate   21 Community and
Internationalization
UBC Library is committed to cooperating with academic institutions,
government and industry to support learning and research and
to further the transfer and preservation of knowledge. It is part of a
network of information resources that extends around the world.
UBC library is firmly committed to
cooperating with other academic libraries and institutions, government, and
industry in order to support learning
and research and to further the transfer
and preservation of knowledge. As a
community resource, it plays a key role
in the intellectual, social, cultural, and
economic growth of the Vancouver
region and British Columbia. It is part
of a network of information resources
that extends around the world, and
which strengthens British Columbia's
and Canada's links to the international
community.
Furthering Learning and Research 2004-
2007, P,17
The Library continued to participate actively in a
variety of consortia and library associations, including the
Academic Business Library Directors (ABLD), Association of
Research Libraries (ARL), Association of Canadian Medical
Colleges (ACMC), Bibliographical Society of Canada (BSC),
British Columbia Electronic Library Network (ELN), British
Columbia Library Association (BCLA), Canadian Association
of Law Libraries (CALL), Canadian Health Library Association (CHLA), Center for Research Libraries (CRL), China
National Knowledge Infrastructure (CNKI) for Canadian
Institutions, Committee on Research Materials on Southeast Asia (CORMOSEA), Council on East Asian Libraries
(CEAL), Council of Prairie and Pacific University Libraries
(COPPUL), Music Library Association (MLA), Pacific Coast
Slavic and East European Library Consortium, Pacific Rim
Digital Library Alliance (PRDLA), RLG (formerly Research
Libraries Group), Shastri Indo-Canadian Institute, Committee on Libraries and Documentation (CONSALD), South
Asian Microform Project (SAMP), and Southeast Asia
Consortium-West (SEA-WEST).
This year marked a new phase in the Library's participation in
the six-year Canadian National Site Licensing Project (CNSLP),
a project that was supported by the Canada Foundation for
Innovation (CFI) for the first three years. Since the CFI funding
has ended, the Library's participation is now funded from the
Library's acquisitions budget and endowment funds.
The Library continued to work with a variety of consortia in
the purchase of expensive electronic resources such as
Academic Search Premier, ABI/Inform, Blackwell journals,
22   Report ok the University Librarian to the Senat Elsevier ScienceDirect journals, IEEE/IEE Electronic Library (IEL), Kluwer journals,
LexisNexis Academic, ProQuest Historical Newspapers, SciFinder Scholar, and Wiley
InterScience journals.
Community Access
Providing access beyond UBC to the citizens of British Columbia is one of the pillars
of the Library's strategic vision and the Irving K. Barber Learning Centre is pivotal in
this outreach initiative. The University Librarian was recently given the added
responsibility of Managing Director of the Learning Centre. The University Librarian and Irving K. Barber scheduled consultation visits to sixteen British Columbia
communities to engage members of these communities in determining how the
Irving K. Barber Learning Centre could best serve the needs of communities
throughout the province. The communities have been a rich source of ideas for the
development of Learning Centre services and programs. Staff affiliated with the
Irving K. Barber Learning Centre webcast a number of programs of interest to the
broader community and created a newsletter, The Learning Centre News, which is
distributed in print and electronically. The webcasts and issues of the News are
archived on the Learning Centre web site {www.ikebarberlearningcentre.ubc.ca).
With the leadership of UBC's Faculty of Medicine and in partnership with libraries at
the University of Northern British Columbia, the University of Victoria and several
hospital libraries in BC, UBC Library participated in the design of library programs to
support the expansion of UBC's medical school. The Faculty of Medicine Undergraduate Expansion Program's first students will be admitted for the Fall 2004. The Library
participated in prototypical week activities at the University of Northern British
Columbia and University of Victoria, providing textbooks, interlibrary loan support
and backup to library staff at these remote sites. A library operations committee
developed budgets, process and policies to seamlessly support the students in this
exciting new endeavour. A librarian was hired in February 2004 to work with faculty
in identifying and reviewing resources required to support the curriculum.
Discussions with the Provincial Health Services Authority regarding collaborative
database licensing reached a successful conclusion, allowing UBC Library to
provide access for this group to resources including Clinical Evidence, EMBASE and
PsycINFO. This collaborative effort involved BC Cancer Agency, BC Drug and Poison
Information Centre, BC Provincial Renal Agency, BC Transplant Society, Centre for
Disease Control, Children's and Women's Health Centre of BC, Forensic Psychiatric
Services Commission and Riverview Hospital. The Library continued to participate in
discussions with the BC Academic Health Council to expand access to electronic
information resources for all health sciences students, faculty and professionals in
British Columbia.
Report of the University Librarian to the Senate   23 Community and Internationalization
The Library hosted the UBCcard and U-Pass distribution for the initial year and then
actively participated in the transition of these two services to UBC Bookstore. The
Library worked closely with the Faculty of Graduate Studies (FoGS) to effect a
transfer of the responsibility for accepting and processing graduate theses from Rare
Books and Special Collections to FoGS. The transition was very smooth and has
resulted in improved service to graduate students. The Library revised its website
information for visitors on how they can obtain access to Library resources and
services. Food for Fines was a productive collaboration between the Alma Mater
Society (AMS) and the Library. Food donations were received in lieu of library fines
during the week of November 24-28,2003 and almost $10,000 in fines were forgiven. The donations went to the Greater Vancouver Food Bank.
As part of Asian Heritage Month, the Asian Library hosted an open house,
ExplorASIAN, in April 2003. Librarians demonstrated databases, including the new
Historical Chinese Language Materials in British Columbia, and took groups on
Library tours while individuals from the community and other attendees were
introduced to Chinese calligraphy, origami, literature and other cultural activities.
Another example of how the Library works with others in the community is Author-
fest. This year it was sponsored by the Education Library, the Department of Language and Literacy Education, and the Vancouver Children's Literature Roundtable
and was held on February 4,2004. Invited British Columbia authors and illustrators
David Bouchard, David Ward, Pam Withers, and Deborah Zagwyn educated and
entertained a lecture theatre completely filled with students, faculty and members
of the broader community.
International Initiatives
The Library played an active role in the development of UBC's proposal for the
Kuwait Institute of Business and Technology. This proposal included significant
input from the Library on how to establish and maintain library services for this
new academic institution.
UBC Library is a founding member of the Pacific Rim Digital Library Alliance
(PRDLA) and was pleased to host the Annual Meeting in October 2003. Of the 22
member institutions of PRDLA, representatives from 15 institutions attended
the meeting in Vancouver. The discussions at the meeting focused on individual
digital initiatives and opportunities for collaboration. The agenda was full but
provided time for UBC Library staff to engage in discussions with PRDLA attendees
from Australia, Canada, China, Hong Kong, Korea, New Zealand, Singapore, and
the United States. A PRDLA website is one of the featured sites on the Library's
homepage.
24   Report of the University Librarian to the Senate The Library has been fortunate this year to host a number of international guests. A
delegation from the Library at East London University came to the Library in the Fall
term to study the Irving K. Barber Learning Centre; a Universitas 21 fellowship
winner from Australia spent several days with Library staff discussing operational
issues in a technologically changing environment; a delegation from Degau University in Korea spent time touring UBC libraries and meeting with senior administration; and Princess Takamado of Japan visited the Asian Library and presented the
Library with a gift of books.
Friends, Donors and Alumni
With its commitment to outreach, the Library has earned a reputation as a valuable
intellectual resource for the community. Friends, donors, and alumni have generously supported the Library in its efforts to provide access to information resources
and services.
The tradition of support for the Library from friends, donors and alumni continued
unabated in 2003/04 with almost 1,500 donations from Library friends. These
donations included additions to the Library's collection from old friends as well as new.
Now retired, Dr. Ivan Avakumovic continued his record of donating printed ephemera
tracing social and political events in British Columbia. Some other donors who made
significant contributions to the collection are mentioned earlier in this Report.
Well known Japanese artist Kazuko Ozeki donated five formative leather artworks to
UBC Library in 2003. These works were part of the Japan Arts Fest for UBC's Year of
Japan held at the Asian Centre. In collaboration with Mrs. Ozeki, it was decided that
the works would enhance the entry level of the newly refurbished Woodward
Biomedical Library. Mrs. Ozeki was able to visit Woodward Library for a celebration
of the installation of her artwork in July 2003 and was very pleased with their
placement. She shared insights on the meaning of each piece and described the
technicalities of creating the works as well as how they should be maintained. Unlike
most artwork, these are meant to be touched.
The Harry Hawthorn Foundation provided funds for the purchase of bookcases to
support the expanding Harry Hawthorn Collection. This Collection of angling and flyfishing materials comprises over 1,800 books including many rare and valuable items.
Financial support for the Library's collections and technology endowment funds
continued with the new fund established in 2002 - the Wireless Library @ UBC. This
initiative continues to be actively supported particularly by the parents of UBC
students.
Report of the University Librarian to the Senate   25 Future Directions
During 2003/04, the Library introduced a number of major changes,
all with the intent of improving services and resources for the
Library's community of users. Undoubtedly the next year will bring
more of the same.
Vision Statement: The UBC Library
will be a provincial, national and international leader in the development,
provision and delivery of outstanding
information resources and services
that are essential to learning, research
and the creation of knowledge at UBC
and beyond.
Furthering Learning and Research
2004-2007, P.4
A major initiative continues to be the development of
services and programs that will be offered by the Irving K.
Barber Learning Centre. The Library has been working with
communities across the province to determine how the
Learning Centre can best meet their needs. The Learning
Centre is under construction but services, such as eHelp are
already being offered. Initially funded by a grant from UBC's
Teaching and Learning Enhancement Fund, eHelp is
partially staffed by graduate students from the School of
Library, Archival and Information Studies at UBC. In January
2004, the Library received a gift from the Sutherland
Foundation to expand the eHelp service, allowing increased
staffing, hours and outreach to the broader community
through the Irving K. Barber Learning Centre.
How users access the Library's collections and services will
undergo a major change in 2004/05 with the introduction
of Endeavor's Voyager, the Library's new integrated library
system. Planning is underway to implement Endeavor's
companion software, ENCompass. Through ENCompass,
Library users will be able to simultaneously search multiple
databases with ease, including those held at other libraries.
ENCompass will also provide improved electronic content
management for the Library's growing collection of electronic information resources.
26     RliPORI  OF  1III: UNIVERSITY LIBRARIAN TO FHE SENAIT The British Columbia government's announcement on March 17, 2004 that UBC
would establish a campus in Kelowna to serve the Okanagan region and beyond will
have far reaching implications for UBC Library. UBC-Okanagan will open its doors on
what is now the North Kelowna campus of Okanagan University College in September 2005. Planning is underway to ensure that library collections and services are
available to support the new and expanded programs at UBC-Okanagan for 2005
and beyond.
The opportunities, challenges and recommendations identified in the Report of the
External Review Committee were important contributions to the development of
the Library's 2004-2007 strategic plan. As the Library continues to evolve, it is
crucial that this plan reflects the changing environment in which the Library
operates. One year ago the Library would not have anticipated the emerging opportunities of a UBC-Okanagan campus. Through its planning process, the Library has
positioned itself to be as adaptable as possible in this changing environment.
The strategic plan has laid a foundation paralleling that of the University to reach
out, collaborate and embrace partnerships and opportunities. These types of overarching developments take considerable time and effort to ensure their success. All
the while, the Library must continue to ensure effective and timely services to the
clientele it serves on a daily basis. With the support of the Library's community of
users and the hard work of its excellent staff, our services can only improve.
Report of the University Librarian to the Senafe   27 Appendix A
Library Staff
(April l, 2003 - March 31,2004)
During the reporting period the Library's staff complement (including
GPOF and non-GPOF budget positions) of full-time equivalent (FTE) positions,
consisted of 74.62 librarians, 18.64 management & professional (M & P) staff, and
192.13 support staff for a total of 285.39 FTE positions. This figure compares with a
total of 303.68 FTE positions in 2002/03, and represents an overall decrease of
6.02%. In addition, the Library's student and temporary hourly staff complement
totaled 37.64 FTE positions. The total FTE positions in 2002/03 was 341.32 and in
2003/04 was 324.69, a decrease of 4.87%.
Staff members who retired or who took early retirement: Maureen Adams -
David Lam Management Research Library; Cip Ambegia - Woodward Biomedical
Library; Balbir Aulakh - Asian Library; Pia Christensen - Humanities and Social
Sciences; Peter Edgar - Systems; Marlene Hamakawa - Technical Services; Dilma
Huggett - Law Library; Joseph Jones - Humanities and Social Sciences; Iza Laponce -
Humanities and Social Sciences; Peggy McBride - Fine Arts; Beverley Scott -
Humanities and Social Sciences; Ron Simmer - PATSCAN; Julie Svec - Technical
Services; Kay Tomiye - Asian Library; Jung Won Whang - Asian Library; Frances
Woodward - Rare Books and Special Collections.
Library staff joining the 25 Year Club or Quarter Century Club: Dagmar
Bonkowski, Erin Fitzpatrick, Randy Louis, Aprille McCauley, Edita Michalek, Alfred
Tse, Ripple Wai Yin Wong.
Library staff joining the Quarter Century Club - Tempus Fugit (35 years): Diana
Cooper, Dorothy Martin, Nicholas Omelusik, Frances Woodward.
New appointments, extensions of appointments, or changes in appointment:
Sheryl Adam, resumed appointment as Librarian, Information Services; Tim
Atkinson, appointed as Assistant University Librarian - Arts, Humanities and Social
Sciences; Deborah Austin, appointed as Director, Human Resources; Christopher
Ball, appointed as Head, Education Library; Daniel Brendle-Moczuk, appointed as
term Reference Librarian, Humanities and Social Sciences; Ron Burke, appointed as
Acting Senior Development Officer, Library Administration; Rita Dahlie, appointed
28   Report of the University Librarian to the Senate as Head, Woodward Biomedical Library; Alan Doyle, appointed as term Archivist,
University Archives; Linda Dunbar, extended as term Reference Librarian, Education Library and subsequently appointed as Reference Librarian, Education Library;
Patrick Dunn, returned from study leave as Librarian, Humanities and Social
Sciences; Stephanie Forgacs, appointed as Acting Senior Development Officer,
Library Administration; Ellen George, appointed as term Reference Librarian,
Humanities and Social Sciences,- Nicole Gjertsen, appointed as term Reference
Librarian, Fine Arts; Melanie Hardbattle, appointed as term Archivist, University
Archives; Dan Heino, returned from a study leave; Kimberley Hintz, appointed as
Librarian, Humanities and Social Sciences; Anna Holeton, appointed as term
Reference Librarian, Law Library; Henry Hon, appointed as term User Services
Advisor, Systems; Terry Horner, returned from one year study leave; Katherine
Kalsbeek, appointed as term Reference Librarian, Woodward Biomedical Library
and Rare Books and Special Collections; Amber Lannon, appointed as Reference
Librarian, David Lam Management Research Library; Kevin Lindstrom, appointed
as Acting Head, Science and Engineering; Kristina McDavid, appointed as term
Undergraduate Medical Resources Librarian, Life Sciences; Jeorg Messer, appointed
as Programmer Analyst, Systems and Humanities and Social Sciences; Deborah
Taylor, assigned as Administration Assistant, Koerner Library Administration; Greg
Tourino, appointed as term Reference Librarian, Science and Engineering; Sandra
Wilkins, appointed as term Assistant University Librarian, Professional Schools and
Operations; Erwin Wodarczak, returned from a parental leave.
New or reconfigured positions: Administrative Assistant, Koerner Library Administration; Assistant University Librarian, Arts, Humanities and Social Sciences;
Assistant University Librarian, Professional Schools and Operations (term); Human
Resources Director; Undergraduate Medical Resources Librarian (term), Life
Sciences; Records Survey Project Archivist (term), University Archives; Technical
Services Assistants (three term positions), Main Library; Woodward Biomedical
Library Head.
Staff members who moved to other departments: Miranda Joyce to Faculty of
Chemistry; Jeanette Law to Department of Anatomy; Isgo Nercessian to Faculty of
Arts; Cindy Wu to Sauder School of Business.
Report of the University Librarian to the Senate   29 Appendix A
Heads of branches and divisions: Asian Library - Eleanor Yuen; Borrower Services -
Leonora Crema; David Lam Management Research Library and UBC Library at
Robson Square - Jan Wallace; Education Library - Christopher Ball; Humanities and
Social Sciences - Margaret Friesen (acting); Information Services - Larry Campbell
(acting), Martha Whitehead; Law Library - Sandra Wilkins; Music Library and Fine
Arts - Kirsten Walsh; Rare Books and Special Collections - Ralph Stanton; Science
and Engineering - Bonnie Stableford, Kevin Lindstrom (acting); Technical Services -
Maniam Madewan; University Archives - Chris Hives; Woodward Biomedical
Library - Rita Dahlie.
Library Administrative Group: University Librarian - Catherine Quinlan (chair);
Assistant University Librarian, Arts, Humanities and Social Sciences - Tim Atkinson;
Assistant University Librarian, Collections and Technical Services - Janice Kreider;
Assistant University Librarian, Professional Schools and Operations - Sandra
Wilkins; Assistant University Librarian, Science Libraries - Lea Starr; Facilities,
Finance and Budget Manager - Darrell Bailie; Human Resources Director -
Deborah Austin; Special Projects Administrator - Dwight Tanner; Systems
Manager - Brian Owen.
30   Report of the University Librarian 10 the Senate Appendix B
Library Statistical Summary 2003 - 2004
Collections
Total Volumes1 4,752,565
Volumes Added 2004 98,088
Current Subscriptions 46,695
Microforms 5,034,144
Electronic resources2 33,647
Services
Total Recorded Use of Library Resources 5,830,859
Document Delivery (Internal)3 26,457
Interlibrary Loan - Lending3 30,626
Interlibrary Loan - Borrowing3 27,873
Instruction Classes/Orientation - Number of Sessions 1,536
Instruction Classes/Orientation - Number of Participants 31,383
Total Questions Answered 254,633
Research Questions 11,433
Reference Questions 144,210
Directional Questions 98,990
Staff (fte)
Librarians 74.62
Management and Professional (M&P) 18.64
Support Staff 192.13
Subtotal 285.39
Student 39.30
Total FTE All Staff 324.69
1 Includes volumes added 2004
2Databases, ejournals, CD-ROMs, numeric files
3 Included in Total Recorded Use of Library Resources
Report of the University Librarian to the Senate   31 Appendix C
Growth of Collections
March 31, 2003
Growth
March 31,2004
Volumes
4,654,477
98,088
4,752,565
Serial Subscriptions1
44,722
1,973
46,695
Other Formats:
Archives (meters)
3,608
34
3,642
Artifacts
1,750
76
1,826
Audio (cassettes, CDs, LPs)
81,429
315
81,744
Cartographic
206,284
633
206,917
464
67
531
4,782
(1,016)
3,766
8,500
3,582
22,082
7,100
168
Electronic resources:
Bibliographic and
full-text databases
CD-ROMs2
Ejournals3
Numeric databases:
sets (799), files (7,268)
Total electronic resources
Film and video:
Graphic (photographs, pictures, etc.)
Microforms:
Microfiche (incl. mcard, mprint)
Microfilm
Total microforms
1 Includes print, electronic, standing orders, monographic series, memberships
2 New base count; transition from CD-ROM to online
3 Ejournals included in serials above
7,268
30,846
2,801
33,647
11,630
1,145
12,775
480,268
6,819
487,087
4,870,082
39,570
4,909,652
122,868
1,624
124,492
4,992,950
41,194
5,034,144
32   Report of the University Librarian to the Senate Appendix D
Library Expenditures
Library Operating Expenditures
(Fiscal Years April - March)
Salaries Gross
Year & Wages %      Collections %      Binding % Other %    Expenditure
1999/00 13,870,137 49.61 11,666,649 41.73 164,438 0.59 2,259,511 8.08 27,960,735
2000/01 14,127,769 48.31 11,973,519 40.95 205,260 0.70 2,934,980 10.04 29,241,528
2001/02 15,071,483 45.13 13,462,749 40.31 189,571 0.57 4,671,900 13.99 33,395,703
2002/03 15,475,493 47.53 13,484,356 41.42 186,937 0.57 3,409,498 10.47 32,556,284
2003/04 15,239,447 45.72 14,427,449 43.29 176,511 0.53 3,487,222 10.46 33,330,629
From 1999/00 to 2000/01, only expenditures from the Library's GPOF budget were
included in the above. Excluded were:
Faculty of Commerce expenditures in support of the David Lam Library
Fee for Service
Grant, Project and Trust Funds
Expenditures for library materials by other campus units, for example
departmental reading rooms
From 2001/02 all sources of funds are included except benefits paid through the
central UBC benefits project grant.
"Other" expenditures include non-recurring costs that vary considerably from year
to year. In 2001/02 $879,764 was expended on the Chapman Learning Commons.
Report of the University Librarian to the senate   33 Appendix E
Donor and Gift Recognition
Donations
The list of those who provide financial support to the Library is lengthy: alumni, friends,
parents, students, faculty, staff, foundations,
government, corporations and other groups.
In 2003/04 these generous donors made 1,439
gifts, totaling $11,176,153.
Reference service to the UBC community,
British Columbia, and beyond was enhanced
by the generous donation of a gift from the
Sutherland Foundation. This donation enabled
the Library's eHelp online reference service
to increase staffing, hours and outreach to the
broader community through the Irving K. Barber
Learning Centre.
The list includes a $10,000,000 gift from the
provincial government toward the Irving K.
Barber Learning Centre currently under construction on the site of Main Library. The Irving
K. Barber Learning Centre will feature smart
classrooms, distance learning activities, wireless
access, Canada's first library installation of
an Automated Retrieval System (ARS), a fireproof and climate-controlled vault for rare
and valuable collections, and a host of innovations that will place the wealth of human
knowledge at the fingertips of British Columbians in every community.
We have made every effort to ensure the
accuracy of the list of donations received
between April 1, 2003 and March 31,
2004. Please direct any inquiries to
the Library's Development Office at
604-822-8926.
Parents of UBC students continued to give
their generous support to Wireless Library
@ UBC, a project to expand the wireless environment first implemented in the Chapman
Learning Commons in Main Library. Many other
donors continued their support of UBC Library
with gifts-in-kind as well as financial support.
Gifts-in-Kind
Throughout its history, the Library has benefited
immensely from generous donations of gifts-in-
kind by members of the public, faculty, staff
and students. Gifts-in-kind contribute directly
to the academic mission of the Library. They
enhance and expand the Library's collections,
fill gaps in journal back-runs, replace out-of-print
titles, and provide resources in specialized areas.
During the 2003/04 fiscal year, UBC Library
received 115 gifts-in-kind.
With the support of many donors, the Library
is able to improve services and collections and
actively support UBC's goal of being Canada's
best university. The Library is extremely grateful
for the continued interest and support of its
many Friends.
34   Report of the University Librarian to fhe Senate Friends of the Library
2003/04
The following donors generously
contributed gifts between April l,
2003 and March 31,2004.
President's Circle
($250,000 and above)
Dr. Irving K. Barber, OBC
Barber Investments Ltd.
The Sutherland Foundation Inc.
IBM Canada Limited
The Vancouver Foundation
Chancellor's Circle
($25,000 to $249,999)
Mrs. Helen B. Akrigg
Dr. Ivan Avakumovic
BC Hydro Employees
Community Service
Mr. W. Thomas Brown
Mr. J. Erik deBruijn
Dr. Michael Bullock
Dr. James Caswell
Commonwealth Holding Co. Ltd.
Dr. John Conway
Mr. Charles Davis
Dr. L. Stanley Deane
Dr. Neil Guppy
Mr. J. Norman Hyland
Dr. Ronald A. Jobe
Mr. Derek L. Johnston
Dr. William H. New
Mr. Irving Nitkin
Mrs. Kazuko Ozeki
Ms. Marion Pearson
Mr. Robert Rennie
Dr. Robert Rothwell
Dr. H. Colin Slim
Ms. Heather Spears
Dr. Shirley Sullivan
Mr. Philip Thomas
Mr. Bryce Waters
Wesbrook Society
(1,000 to $24,999)
Dr. Robert Adams
Mr. Darrell R. Bailie
Dr. C. Jane Banfield
Mr. N. (Bill) Barlee
Mr. Richard Beadon
Mrs. Leanne Bernaerdt
Mrs. Pat Blunden
Mrs. Ann Braund
Ms. Evelyn Burgess
Mr. Donald Cook
Mr. Adam Dabrowski
Dr. Edward Derworiz
Ms. Jean Dodsworth
Dr. Charles Dunham
Ms. Mary C. Dvorak
Mrs. Beverly Field
The Honourable John Fraser
Mrs. Grace Funk
Dr. Joseph Gardner
Mrs. Thelma Gilliat
Ms. Lil Greene
Mr. T.A. Hanbury
Estate of Archibald Frost Hardyment
Ms. Johanna denHertog
Dr. Leonidas E. Hill
Ms. Hanna Hirt
Mr. Thomas Hobley
Mrs. Sandra L.M. Hodgins
Dr. Donald Hodgins
Mr. George Horvath
Mr. Charles A. Hou
Mr. Cheung Y. Hung
Dr. Andrew D Irvine
Dr. Michael (anusz
Mr. John (oe
Dr. Edward Vincent lull
Dr. Robert W. Kennedy
Ms. Rosalynde Kent
Dr. George P. Kidd
Mr. Crawford Kilian
Dr. David Kirkpatrick
Mr. David L.M. Kirzinger
Ms. Dolya Konoval
Mr. Donald Krogseth
Mrs. Jean G Lane
Mr. Peter Lau
Mr. Andre De Leebeeck
Dr. Alexander Lieblich
Dr. Elaine Mah
Mr. Lome Massey
Dr. John Masterson
Mr. Paul McCracken
Ms. Marion McGill
Mr. N. Douglas Mclnnes
Mr. George McLaughlin
Ms. Priscilla McPherson
Ms. Beatrice Millar
Dr. Paul Mosca
Mrs. Anne Oakley
Mr. Neall Oakley
Mr. Nicholas Omelusik
Mr. Noel Owens
Mrs. Vera Pech
Dr. Stephen Petrina
Dr. Henry Phelps
Mrs. Frances Picherack
Mrs. R Elaine Polglase
Dr. Man-Chiu Poon
Dr. Edwin Pulleyblank
Ms. Catherine Quinlan
Ms. Judith Saltman
Professor Douglas Sanders
Dr. Gunther Schrack
Dr. John Stainer
Mr. Bill Stephen
Dr. Peter Stonier
Mr. Basil Stuart-Stubbs
Mr. David Truelove
Dr. Alan Tully
Ms. Sandra Wilkins
Mr. Edward Wilkinson
Ms. Sonia Williams
Ms. Frances Woodward
Mr. John William J. Woodward
Mr. John Woodworth
Report of the University Librarian to the Senate   35 Appendix F
Grant Funding
With increasing costs in all budgetary sectors, grants play an increasingly important
role in funding services and projects that
would otherwise be beyond the Library's
means. Benefits from successful applications during 2003/04 include:
B.C. Ministry of Advanced
Education
$9,329 contribution to support
interlibrary loan
Minor Capital Projects
$579,967 for Koerner Library compact
shelving project
$89,148 for Koerner Library handrail
replacement
Networks of Centres of Excellence,
Information Infrastructure
$7,500 to support reference assistance in
the life sciences
University of British Columbia
Academic Equipment Fund
$180,000 for replacement equipment
and furniture
Alumni Association
$2,000 for University Publication
Digitization Project
President's Office
$14,500 for Records Management Project
$6,500 for University Publication
Digitization Project
Public Affairs
$1,371 for University Publication Digitization
Project
Teaching and Learning Enhancement Fund
$35,000 for eHelp Virtual Reference Pilot
Project
B.C. Ministry of Competition,
Science, and Enterprise
$26,475 for continued support of the
PATSCAN service
National Library of Canada
$95,184 in continued support for the
Cataloguing-in-Publication program
36   Report of the University Librarian to the Senate Acknowledgement
/ would like to thank the many contributors to this report
and those who aided in its development and production.
Catherine Quinlan
University Librarian
Editors
Tim Atkinson
Janice Kreider
Lea Starr
Sandra Wilkins
Design
KOBE Communication Design Inc.
Printing
Benwell Atkins
a By
The University of British Columbia Library'
vtain Mall
Vancouver. British Columbia
Canada
v6t l/t
November 2004 

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