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UBC Publications

UBC Publications

UBC Library News 1975

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Volume 8, No. 4 December, ]975 Vancouver, B.C.
General descriptions of the proposed new loan regulations have already been
run by both the Ubyssey and UBC Reports.  This look at the new regulations is intended
to answer some of the questions which may have arisen from their descriptions or from
the proposal circulated by the Librarian this summer.
The date on which the new regulations will go into effect depends on two things,
first, the decision of the Board of Governors at their December meeting, second, the
date on which the postal strike is resolved.  Assuming that the Board approves the
proposal, and that we have mail service available for sending out notifications, the
Library hopes to implement the new system in January 1976.
Basically, because the old ones weren't working.    Under the old system varying loan periods available to
different groups of users,  applying to different kinds of materials in different libraries,  combined with
an inherent inability  to enforce loan periods of any sort,  created serious problems of access for all
Library users.    And optimum access for. users is what regulations should provide.    People who couldn't
find what they needed on the shelves were often kept waiting days,  even weeks, while call-in procedures
were followed.     The low fines and inconsistent application of a too complex system of penalties were
insufficient to ensure the return of overdue materials.    Certain special borrowing privileges - such as
those allowed faculty members - were abused and thus resented by those affected - including other faculty
members.     The system also involved the Library in a great deal of paper work and expense,  to no apparent
satisfactory end.
First,  the same loan periods will apply for all campus borrowers.
Second, although there are basic loan periods for books and periodicals,  all campus borrowers may apply
for extended loan of items which are not in frequent demand.
Third,  all campus borrowers will be subject to fines and to suspension of borrowing privileges if they do
not respect the new regulations and thereby cause inconvenience to other borrowers.
Fourth,  the regulations are experimental.    If after a year they are shown to be unworkable,  they will be
modified or withdrawn.
For most books,  there are two standard loan periods:  two weeks and one week,  the shorter period applying
in those libraries where a higher rate of turnover is necessary to meet demand.
2 we^ks      - in the Main Library, Animal Resource Ecology, Asian Studies,  Crane, Fine Arts, Law,
MacMillan,  Mathematics, Music, Social Work, and Woodward Libraries.
1 week        - in the Curriculum Laboratory, Government Publications,  and Sedgewick idbraries.
There is also provision for shorter loan periods of two hours,  one day,  two days or three days, in the
case of books on reserve.    Each book will lie marked with the appropriate loan period.
And there is the provision for extended loan,  dealt with below.
This is a controversial area.    Many people feel that serials should not leave the Library at all.    It
is not possible to satisfy everyone, so the following periods represent an experimental compromise, based
on present patterns of use.
1 week        - in the Main Library,  Animal Resource Ecology, Asiai Studies,  Crane, MacMillan, Mathematics,
Social Work,  and Woodward Libraries for bound periodicals.
3 days - in Main Library, Animal Resource Ecology, Asian Studies,  Crane, MacMillan, Mathematics,
Social Work and Woodwa -d Libraries for unbound periodicals.
1 day - in Sedgewick Library.
Overnight - in  the Curriculum Laboratory.
Library Use Only  - in Fine Arts, Law, and Music Libraries. -2-
The extended loan privilege is intended to introduce greater flexibility in the system, and to permit
users to retain for longer periods of time those items which are not in demand.    Any borrower may request
such an extended loan.    Each branch or division will set its own clear-cut criteria to handle its own
materials.     Guidelines may differ according to type of material.     The object will be to try to match  the
needs of the individual borrower with length of the loan period,  while considering the needs of others.
At the same time, it is hoped that all users will understand the desirability of using the shorter loan
periods wherever possible, and bringing back items as soon as they have finished with them.    This improves
access generally.    In other words,  don't hoard books.
You may request an extended loan at the branch or division from which you sign out your book or periodical.
In the case of the Main Library stacks,  the extension must be requested at the Loan Desk.     The request
may be made at the time of borrowing,  or later when you renew.     Telephone renewals will be accepted
(except in Sedgewick,  where high volume and a shorter loan period make  this impractical) , but withoiXt the
book in hand, potential demand cannot be easily determined.
A due date must be set for each extended loan, but this date can be chosen by the borrower and will,  within
reason, be accepted by  the Library.
At the end of the extended loan period the item will become overdue just like material signed out for the
standard loan period.    Extended loans are subject to immediate recall if requested by another borrower,
but before the due date  there will be no penalty if the original borrower responds promptly to the recall
Of course,  in the case of both standard, and extended loans, items can be renewed if they have not been
requested by another borrower.
Reminders.    You will receive a reminder notice ten days after the due date if no other borrower has
requested the item.    You will  not be liable for a fine unless some other borrower actually requests the
item, in which case the overdue fine will be assessed from the day that the call-in notice is sent.
Call-ins.    You will receive a call-in if another user requests an item you have on extended loan  (but not
on standard loan - in the case of the shorter loan periods you may retain the book until  the due date).
The notice will state the new due date of the item.    You will also receive a call-in list at the end of
each term, covering all items outstanding at that time.
Overdues.    You will receive one overdue notice for an item which has been requested by another borrower,
and which you have not returned by the due date.    If you do not return the item by the time the maximum
fine is due,  you will receive a bill and your name will be placed on the list of borrowers eligible for
Fines will be assessed only in cases where another borrower is inconvenienced or if Library material  has
been lost.
The following penalties for late return of Library materials will apply equally to all borrowers.
Home Use Materials, Serials,  and  'Restricted Use'  Materials.     $1.00 per day,   up to a maximum of $25.00
per item, will be charged on overdue material requested by another borrower.    The fine will begin  to
accumulate from the day of the request if the material is already overdue when requested.    If material
is requested before it becomes due,  the fine will begin to accumulate on the due date.    If there has been
no request, overdue materials will not be subject to fines, but the high cost of late returns when there
is a request should incline borrowers to bring things back on time.
Reserve Materials.    $1.00 per hour,  up to $5.00 per day,  with a maximum of $25.00 per item will be
charged on overdue reserve material requested by another borrower.
Extended Loans.    When material on extended loan is called in for ancizher borrower,  seven days - without
penalty - will be allowed for return of the material.    The seventh day will be considered the new due
date and if the material is not returned by then, penalties will be charged as above.
If material requested by another borrower is still not returned by the time the maximum penalty has
accrued, a bill for $25.00 per item will be issued,  and the offender's borrowing privileges will be
suspended.    The suspension will remain in effect until  the material is returned.    If the offender does
not return the overdue material by the end of term, despite being suspended,  then, in addition to being
billed $25.00 per item overdue fees, s..a or he will be billed the cost of replacement plus a $10.00
processing fee for each item.
When Library material is reported lost prior to the issuance of call-in notices,  the borrower will be
billed the replacement cost plus a $3.00 processing fee.    If material is not reported lost until after
notices have been sent,  the processing fee will be $10.00.
Although call-in notices will be sent when overdue materials are requested by others, borrowers should
realize that by the time a notice is received, penalties will already have accrued. 9. WHAT ARE  MY  RESPONSIBILITIES   UNDER THE  NEW  SYSTEM?
First,  take note of the due date and return books on or before the date they become due.     That way,
you avoid the possibility of a fine: but more important,  it keeps books circulating for everyone.
Second,  respond promptly to call-in notices for material on extended loan.     Faculty members particularly
should remember to return materials before leaving on an extended absence,  or make arrangements for
someone  to watch  their mail for call-ins.     Third,  make sure  that  the Library has your current address.
Penalties will not be waived if failure to receive a call-in notice is attributable to your failure to
keep us aware of your whereabouts.    Fourth,  for your own convenience consider using a single due date
for all extended loans.
See the staff member in charge of circulation overdues in the Library branch or division from which you
borrowed the item in question.    The staff member is empowered to cancel a bill if the Library has made
an error.    If you are not satisfied with the Library action, appeal can be made through the branch or
division head to the Appeals Conmittee.    This committee will be appointed by the Senate Library Committee
and will consist of two faculty members, two students, and one Library staff member.
Borrowing privileges will be suspended only in extreme cases.     (See question S.)     The solution is simple:
return the item  (worry about the fine later)  or present proof to the Library that replacement and
processing charges have been paid.
If the Board of Governors approves the proposed regulations at its December meeting,  the usual December
call-in will be replaced by a combination call-in notice plus a notification of the beginning of the new
system.    The deadline for call-ins may have to be delayed slightly, but the usual December routine of
return or renewal should allow everyone a smooth transition to the new rules.
While to many the postal strike means a respite from bills and a chance to
catch up on projects that have been postponed under the pressure of daily correspondence, to the Library the postal strike means a nuisance while it lasts and an
instant backlog of work as soon as it ends.  There follows a look at the public and
technical service divisions - how they are coping now, and what they predict will
be the problems once mail service resumes.
Interlibrary loan is an area which depends heavily on mail service for its
daily operation.  At present, the only incoming material they are receiving is
from Simon Fraser and the libraries participating in the Greater Vancouver Library
Council's Federated Information Network plus a limited exchange of photocopied
material.  Requests from U.B.C. borrowers are being processed as far as possible,
then being held until they can be mailed.  Staff who would normally be occupied
with processing incoming material are being temporarily reassigned to other duties
that the Library cannot normally afford the time for, for example, shelf reading.
Margaret Friesen of the Interlibrary Loan Division predicts chaos once the strike
ends. Queries will have to be made on all requests sent out from U.B.C. at the
time the strike began, material addressed to Blaine in the later stages will have
to be fetched for an indefinite period, and of course there will be the flood of
incoming loans to be received, sorted, and held for pickup.
The Circulation Division reports that the Extension Library is virtually
closed down, overdue notices are not being sent, and returns are down accordingly.
Telephone call-ins are being made to a limited extent.  The only good thing coming
out of the strike is that the copy service has been able to achieve currency in
dealing with its invoices.  The end of the strike is expected to bring mass
mailings of overdue notices, complicated by the problem of bills for replacement
costs which will have to be held until overdue notices have been sent out. -4-
Continued ...
The reference divisions are feeling the lack of new journals and the
disruption of current awareness service.  They foresee problems with missing
periodicals and delays in binding.
The Acquisitions Division reports that the receipt of books is down by
30-40%.  Nothing is coming in from vendors other than the large North American
vendors who can afford to ship by freight or express.  For the first time in years,
there are no invoices waiting for payment, and so far illness and holidays have
coincided with a lowered workload.  The problems foreseen when the strike ends are
mainly those of bulk - floods of invoices and floods of books to be processed.
Serials Acquisitions' problems will be more complex.  Issues will arrive out
of order, making claiming difficult.  It is expected that no claiming will be
possible for one to two months.  In the meantime, the Serials Division is putting
their time to good use preparing for conversion to a more advanced serials system.
The Cataloguing Divisions have not felt any fall-off in input yet.  Much
material is received in cataloguing that does not come in the mail and if material
for processing does run out before the strike ends, there are always special
projects which can be carried on.  At the moment, however, there are two staff
vacancies in Cataloguing.  Once the books now waiting in the mails arrive, U.B.C.
might have to face a cataloguing backlog again for the first time in five years,
especially if no staff replacements can be found.
Right now, Library staff and users are suffering together the delays and
deprivations resulting from the strike.  The worst is yet to come however, and
we hope that Library users will be patient with us during the digging-out period
that will follow the resumption of mail service.
The Library is sponsoring a series of readings by U.B.C. faculty, staff, and student writers.
The readings have been organized by Michael Kasper and they are held Thursdays at 12:30 in the Sedgewick
Library orientation room. Michael Bullock, Jill Mandrake, and Avron Hoffman have already given readings,
Toby MacLennan, Fine Arts instructor, will read next, on January 15, and Audrey Thomas, Ken Fernstrom,
Cathy Ford, Andrzej Bisza, A. Delaney Walker, and Carolyn Borsman are yet to be heard from. Names and
dates will be published in This Week at U.B.C.
The following out-of-print items are needed to complete the Library's holdingsi
American Anthropologist,    vol.76 no.3 (1974)
Atlas: World Press Review,    vol.21, no.l   (1974)
British Columbia Business Journal,    vol.4, no. 2  (March 1972)
Canadian Geographer,    vol.18, no.2  (1974)
Canadian Geographical Journal,     vol.89, no.3-4   (1974)
Canadian Journal of Economics,    vol.7, no.3  (1974)
Current History,    vol.67, no.398  (1974)
economist,    vol.253, no.6843  (Nov.23-29, 1974); and no.6851   (Dec.14-20, 1974)
Fax Eastern Economic Review,    vol.83, no.3  (1974);  vol.84, no.6   (1974); vol.85, no.36-37  (1974)
vol.86,  no.43,45,50   (1974)
Fire Control Notes  (Canadian Forestry Assoc.,  Vancouver),    no. 1-3,8,12-14.
Harper's Magazine,    vol.249, no.1495  (1974)
National Geographic Magazine,    vol.145, no.1-4   (1974); vol.146, no.3-4  (1974)
New Statesman,     vol.88, no.2263, 2274  (Aug.2,  Oct.13, 1974)
Saturday Night,    vol.89, no.1-2   (1974)
Spectator,    vol.233, no.7637  (week ending Nov.9, 1974)
If you can supply any of these, please get in touch with Graham Elliston, local 2304.
Editor: M. Magrega Information & Orientation Division
BP 75-1 142


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