Open Collections

 HJ.B.C. LIBRARY NEWS
Volume III, No. 9
November, 1970
Vancouver, B.C.
This newsletter is published as an information service for UBC faculty, students and other readers outside the Library. It
contains feature articles and news about developments in the Library system which we feel will be of interest or concern to the
larger community. The News welcomes all comments, criticisms, and suggestions for future articles.
AT LAST!
Is there anyone who doesn't know yet that the new Sedgewick Library will be under way this month? A construction fence'
should be going up at about the time this newsletter comes out, and the actual excavating will start soon afterwards.
LARGE-SCALE BOOK STORAGE BEGINS
Since 1965 the Librarian's Annual Report to Senate has warned of an approaching storage crisis. This year the message will
change slightly. The crisis is no longer approaching; it is here.
The Main Library no longer has enough shelf space left to hold the books that are being added. Outside of limited compact
storage facilities in the Woodward Library, no other campus library has enough room to shelve the excess books. This situation
will not change even when the new Sedgewick Library opens 18 months from now. If no more library buildings are provided,
hundreds of thousands of volumes will have to be sent into expensive off-campus storage and made available to readers only on
request.
For the past month, Main Library staff members have been going through the stack collection selecting the first block of
books - about 50,000 volumes - for closed storage in the Woodward Library. The criteria for selection have been carefully
worked out. Two types of books will be sent into storage:
1) Those which have been borrowed at least once, but not for the past 10 years
2) Those which have been in the Library for over 5 years and have never been borrowed at all
No serials will go into storage; neither will oversized volumes or books marked "Library Use Only".
The process of selecting and transferring all 50,000 volumes should be finished in January. A card file has already been set up
to keep track of the books sent to storage. Later on cards will be added to the Location File, and the Library will put out a
computer listing of all books in storage.
Already readers who need some of these books are asking how they can retrieve them. A call card should be filled out for
each one at the Main Loan Desk, and every Tuesday and Friday the books ordered will be brought back from the storage area.
They are signed out for the normal loan period, and may be renewed in the same way as regular stack books.
The Librarian's Annual Report, due in the new year, will have more to say about storage plans for the next few years. As
usual, much of the Report will be carried in this newsletter.
MORE BOOK SHIFTS
At the request of the teaching departments, books and journals in the "TX" (Home Economics) classification are being
transferred from the Main Library bookstacks to the open stacks in Woodward. At press time some of this material was still in
transit. The staff at Woodward's Circulation Desk can help readers locate anything they need while the collection is being set up
in its new location.
BIBLIOGRAPHERS MOVE TOO
Three of the Main Library's four bibliographers have recently moved to a new working area, although their phone numbers
have not changed. Miss Eleanor Mercer (in charge of English language materials), Miss Dorothy Shields (Western European
publications) and Graham Elliston (research periodicals) are now in the office area at the northwest corner of the Main
Concourse. This location should be more convenient for faculty library representatives who may wish to discuss things with
them. (Mrs. Heather Keate, the Science Bibliographer, remains in the Science Division.) —■
The new position of Biomedical Bibliographer has been filled by Dr. Anthony Jeffreys, who has worked in this field at UCLA
and the University of Toronto. Until the end of the month Dr. Jeffreys can be reached at local 2884 in the Woodward Library.
CHANGE IN PROCEDURES FOR BUYING DISSERTATIONS 1
In 1968 the Senate Library Committee decided that the Library would not normally buy and catalogue copies of Ph.D.
dissertations. In line with this ruling, some changes were recently made in the Interlibrary Loan Division's policies. ILL will no
longer be able to accept requests to purchase dissertations with bbrary funds Instead, such requests will be referred to Mr. R.M.
Hamilton, the Assistant Librarian for Collections. The text of the revised policy is given below:
Ph.D. Dissertations
It is not Library policy generally to buy Ph.D. dissertations. In those relatively few cases where a particular dissertation is
an outstanding monograph on the subject, it may be bought, usually on microfilm, through the Acquisitions Division and
subsequently added to the Library collection. On the authorization of the Departmental Library Representative and the
Assistant Librarian for Collections, the departmental library allocation is charged for such purchases.
Dissertations may also be acquired through Interlibrary Loan, but the costs of microfilm or photocopy in this case will not
■   be met from Library book funds, nor will the dissertation be added to the Library collections. It will instead be considered ■
the property of the individual placing the request.
LIBRARY COPYING SERVICES,
CHARGES AND RESTRICTIONS
What does the UBC Library offer that wasn't available ten years ago, but .is used almost as much as the book collection
today? Answer: copying services. Since the first library photocopier was installed in 1962, the demand for these services has
risen fantastically. About 10,000 copies were made in the 1962/63 academic year. For the same period in 1969/70 the figure
was well over 1& million. In fact, the number of photocopies made in campus libraries during 1969/70 actually exceeded the
number of recorded loans during that time.
Besides SCM or Xerox photocopies, library machines can he used to make offset.masters, transparencies for overhead
projectors, and full-sized prints from micromaterials. All of these services are available to readers. Those who are not familiar
with them might want to clip out the information given below.
COPYING SERVICES
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I. PHOTOCOPIES
- COIN-OPERATED COPIERS
There are thirteen of these in the library system. Most are SCM machines, which will make a 9*4" x 14" exposure for 5 cents
and give change for dimes and quarters. The Main Library has three SCM copiers; Sedgewick, Law and the Curriculum
Laboratory have two apiece; and MacMillan and Woodward each have one. The two coin-operated Xerox machines (one in the
Marjorie Smith Library and one in Music) do not work in quite the same way. The exposure is the same size, but the machines
only take dimes and will not give change.
- STAFF-OPERATED COPIERS
These Xerox machines are located in the Main Library's Xerox Room,in the Woodward Library's Circulation Division, and in
the Biomedical Branch Library at Vancouver General Hospital. Service hours are as follows:
Main Library 9 a jn. - 5 p.m., Monday to Saturday
Woodward Library 8:45 a.m. - 5 p.m., Monday to Friday
Biomedical Branch 10 a.m. - 4:30 p.m., Monday to Friday
A 9V4" x 14" page costs 10 cents, and material is usually left off to be picked up later.
II. OFFSET MASTERS ■; . '.,
Ordinary photocopies cannot be used as masters fof commercial offset copying, but the Main Library s Xerox Room-can
make masters by using the regular Xerox machines and special paper. The cost is 15 cents for a 10" x 15" copy.
III. TRANSPARENCIES ; '      .'
Any material suitable for photocopying can also be reproduced for use with overhead projectors. The Xerox Room stall will
do this at a charge of 35 cents for each 8V4" x 11" transparency.
IV. MICROFORM COPIES .
The Government Publications and Microforms Division on stack level 6 of the Main Library has copiers which will make 8%
x 11" or 10" x 14" prints of any material on microfilm, microfiche, microcard or microprint. Staff members will make the
copies at 15 cents a page, or users may do it themselves at 10 cents a page.
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METHODS OF PAYMENT
I. CASH
Most library copying is a cash transaction. Cheques are accepted only if the customer can show a faculty card, staff card, or
student A.M.S. card. All cheques should be made payable to the University of British Columbia, and should have the customer's
name, address, telephone number and A.M.S. registration number or Social Insurance number on the back.
II. CHARGE ACCOUNTS
It is not always necessary to pay for copies at the time they are made. The Library Copy Service, operating out of the Main
Library's Xerox Room, will set up a charge account for any faculty member who wishes to charge his copying to a departmental
account. (Research assistants working for a faculty member may also use his account, if the Copy Service has been given their
names.)
Anyone who wishes to have copying charged in this way must send in UBC's standard (blue) general requisition form bearing
the departmental account number, the signature of the department head, and the name of the person or persons authorized to
charge copying to that account.
Graduate students may also set up charge accounts if they wish copying costs to be paid for out of their research grants. In
such cases, the requisition form should include the number of the research account and the signature of the student himself. It is
not necessary to have the form signed by the department head.
*
Some readers may wish to set up private accounts instead. This can be arranged for:
1) Faculty members who do not have research grants, but use research assistants, and who do not want their copying charged
to a departmental account
2) Various government research agencies which make use of UBC libraries but are not covered by a University grant   .
3) Any reader who is willing to leave a deposit
To open a private account, the Library Copy Service must have a letter from the head of the academic department or
government agency, requesting this service and listing the people authorized to use the account. Anyone with a private account
will be invoiced directly at the end of each month.
Occasionally someone will wish to charge material even though he does not have an account with the Copy Service. In this
case he is asked to bring in a general requisition form signed by the head of his department. If he wishes to charge material to
;   -another person's account, he should bring written permission in the form of an interdepartmental memorandum signed by that
person.
Charge accounts can be used to pay for copying done on any staff-operated rnachine in the library system. They run for one
fiscal year at a time, from April 1 to March 31.
A NOTE ON LIBRARY COPYING AND COPYRIGHT RESTRICTIONS
Under the Canadian Copyright Act it is illegal to "produce or reproduce [a] work or any substantial part thereof in any
material form whatsoever" without permission from the copyright holder. (The term of copyright extends for fifty years after
the author's death.)
Some exceptions to this general rule are permitted, though. The Act does allow "any fair dealing with any work for the
purposes of private research, criticism, review or newspaper summary". However, there is no indication as to how much of a
work may be reproduced under this "fair dealing" clause, and so far there have been no court decisions which might serve as
guidelines. The Library Copy Service has issued the following statement on reproduction of copyright material:
"Fair dealing" is interpreted to mean that it is permissible to make one copy of portions of a, book, but not of the whole
book, and one copy of a journal article, but not of the whole issue or volume of the journal. It is a violation for friends to
work in collusion, each copying part of a work, with the intent of obtaining the whole text.
Anyone who wants an entire book or journal issue copied should see the Copy Service supervisor, Mrs. Phil Vacheresse (local
2584), who will decide whether or not the work in question is protected by copyright.
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P.S.
added to cat
level 3 of the Main Library, and the other will be in Woodward
Two more coin-operated SCM copiers will be added to campus libraries this month. One is going inside the entrance to stack 4
1970 SERIALS UST HERE
The Library's annual Serial Holdings list has just come back from the printer. As usual, copies will be distributed to all public
service desks in the library system, and to all academic departments.
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This new edition is the most comprehensive ever; it gives publishing information, locations, call numbers and holdings for
almost 20,000 separate titles. All the same, some titles (chiefly government publications) will not be included, and must still be
found through the card catalogue.
After copies of the 1969 list have been collected, they will be given away at the Information Desk in the Main Concourse.
Although these copies are now a year out of date, they are still most useful, as the majority of entries do not change from one
year to the next. Supplies will be limited, so phone and reserve one if you can't come in person.
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ONE MORE SERIAL
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The library system has just given birth to another publication, the Crane Library News. Editor/librarian Paul Thiele hopes
that this will help Crane's small staff keep up with the demand for information on Canada's largest academic library for the
blind.
Some notes from the "Crane Quick Facts" section should be of interest to all our readers:
— There are now 36 blind and sight-restricted students (not all registered at UBC) who use the Crane collection and facilities
regularly.
- Crane has 102 volunteers to tape-record books. (More are always welcome.) An average 250-page book can be completed
in a day and a half.
- The library's new tape duplicator takes just 6& minutes to run off four copies of a tape containing eight hours of recorded
material.
— A total of 10,000 items were borrowed from Crane during the one-year period ending October 15, 1970.
Not everyone knows yet that books and journals may be borrowed from the Crane Library in the same way as from any other
campus library. Anyone with a UBC library card is eligible as a borrower.
Students outside the university should approach their own high school, college or university library. Any requests will then be
marked "Crane Library" and forwarded through the Main Library's Interlibrary Loan Office. Blind individuals who do not
attend school, college or university may obtain a $15 UBC extra-mural library card which allows them to borrow from Crane
and all other campus libraries.
Readers who would like more information should contact Paul Thiele at the Crane Library (local 2373).
[Editor's note: A story in the November 10 Ubyssey calls Crane "the only academic library in Vancouver for university
students". Who's your PR man, Paul?]
MORE REFERENCE GUIDES PUBLISHED
Since the start of the fall term, Main Library reference divisions have issued five new bibliographies. Their titles are given
below, with the name of the division where copies are available.
1) Brief Guide to Reference Materials in Electrical Engineering (Science)
2) Guide to Reference Materials in Economics (Social Sciences)
3) Sociology and Anthropology 100; an Introductory Library Guide [issued with instructor's manual] (Social Sciences)
4) A Doukhobor Bibliography. Supplement to Part I (Humanities)
5) A Doukhobor Bibliography. Part II: Government Publications (Humanities)
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A CLOSER LOOK AT READING LISTS
Each fall reference librarians are mobbed by students who need help in finding material appearing on then course reading
lists. Usually the problem is a simple one: the student just doesn't understand the bibliographical form, or doesn't know how to
look up the entry in the card catalogue. All too often, though, the entry itself turns out to be wrong or incomplete. When this
happens, an entire class may waste hoiu>rs trying to find a book under the wrong title or author, or a journal which has been
listed only under its initials. Most students have to be helped individually by the library staff, and this in turn holds up service to
other readers.
• / Faculty members can help break this chain of frustration by taking extra pains with their reading lists. The first and most
obvious step is to try and give the author's full name. The card catalogue still does not have a title card for every work, and if
none has been filed for the book a student has been told to find, knowing only that the author's last name is Brown will not
make things much easier.
For the same reason, the spelling of each author's name should be carefully checked before a reading list is distributed. The
faculty member who entered the above book under "Brown" might have forgotten, or never noticed, that the name was really
"Browne". If his spelling was correct originally, it might have been changed by the secretary who typed the reading list.
Often an assigned reading is part of a book which brings together writings by various authors. This type of entry should
always give the complete title of the volume and the editor's full name, as well as the author, title and paging of the section to be
read.
When periodical articles are listed, the citation should include the author and title of the article, the full title of the journal,
and, of course, the volume number, date and page reference. All of this may sound obvious, but how often does a really
complete periodical entry show up on a reading list? How many faculty members abbreviate journal titles, for instance, and
assume that their students will understand what is meant? Until a student is really familiar with the literature, he may need help
to decipher even fairly standard abbreviations like R. Eng. Stud, or / Exp. Ck Psy. Straight initialisms are even worse. If
periodical titles must be abbreviated, it is a good idea to provide a key at the start of the reading list (not on the back page, as
few readers seem to think of looking there).
Citations for government publications should also be as full as possible. All too many reading lists give shortened entries
which bear very little relation to the form used in library card catalogues. A student told to find the Annual Report of the
Superintendent of Motor Vehicles has no way of knowing that he should look for it under "British Columbia. Department of the
Attorney-General." A note for faculty members who may not be sure of the correct form themselves: just call the Government
Publications Division at local 2584.
One other problem sometimes crops up. A reading list will mention that a book or journal has been placed on reserve, but it
will not always say where. As almost every campus library has a reserve collection, locations should be given for this type of
material.
Of course nobody really has to be told all these things. But try something, faculty members - take a minute to check over
one of your own reading lists. Isn't there any room for improvement?
ALIAS GOVERNMENT PUBS.
The Library is pleased to announce its newest (and smallest) collection, currently taped to an office door on stack level 6. It's
an assortment of address labels from mail meant for the Government Publications Division. The incredible thing is that these
items actually got there — addressed as they were to ...
London Life Insurance Company,
The Library,
University of B.C.,
Reference Division,
Vancouver 8, B.C.
Government Bublications,
University of British Columbia
Government Documents Section,
Acquisitions Division,
Vancouver Public Library,
University of British Columbia
and (a Freudian slip?)
Government Pollution Division,
The Library,
UBC
Editor: Mrs. E. de Bruijn Information & Orientation Division g^oj .»
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