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UBC Publications

UBC Library Bulletin Feb 28, 1985

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u6c fiOrary 6uCCetin
No. 183       February 1985
UBC's health sciences libraries offer a unique service to library users through the
Health Sciences Library Network, which came into being in 1982. The Network is
funded through the Faculty of Medicine, and its main purposes are to share library
resources and provide document delivery between its member libraries. Which
libraries are included? The libraries serving UBC-affiliated teaching hospitals—
Hamber Library at Children's/Grace/Shaughnessy Hospitals complex, the Biomedical
Branch at VGH, and St. Paul's Hospital Library—and Woodward Library. The Health
Sciences Network Services Office, located at Woodward, serves as the co-ordinating
Collection development in the health sciences is geared to supporting the sharing of
library resources. Each off-campus library concentrates on the clinical specialty of
the hospital it serves, while Woodward maintains a more extensive biomedical
collection. Material not available at the user's location may be requested from
another Network library. Requests for documents are sent via an electronic mail
system, and the material (usually a photocopy), is dispatched on the Faculty of
Medicine courier van which makes daily deliveries between the hospital libraries and
the Network Office. Woodward supplies over 80% of the requested items; and over 80%
of the requests are filled within 24 hours.
As well as providing this document delivery service, the Network Services Office
processes hospital interlibrary loan requests for material not held at UBC, and
provides supplementary reference support to the hospital libraries.
This term, Sedgewick librarians will be offering Intensive Term Paper Help to
students in first and second year Arts and Science courses. Students needing
assistance in researching a term paper topic can fill out a form designed to help
them describe the nature and length of their paper. Following a discussion with the
student, the librarian will determine which reference sources are best, and what
subjects to check in the Microcatalogue, and write this information down in the form
of an outline. When the student returns, he/she will receive a copy of this outline,
and guidance on finding and using the sources listed. Sounds pretty intensive. The
programme started Jan. 28th, and will continue as long as it's needed. So far about
10 students per day have taken advantage of the service. (Sign-up times: Monday to
Thursday from 3:30-5:00 p.m.). For more information, talk to Joan Whitney at 3096.
The former Asian Studies offices and circulation area on level 2 of the south wing
of the Main Library are the new home of the Gifts & Exchanges Division. A new door
near the public elevator has been installed, so that staff may move booktrucks,
etc., without having to make a circuitous detour. The public will use the same route
to get there as they do to find the Map Division. Although the new space is a little
smaller, the layout is an improvement on their former quarters, Room 730, which will
become the staff lounge. G&E's local remains 2607. AUTOMATA DATA
Staff using the Library's local automated systems have noticed that response time is
faster and more consistent since the move to the new IBM mainframe computer. Further
improvements in response time will be achieved by making some changes to
communications support through the library minicomputer, as well as by using the
campus network, UBCnet. Since most of the terminals now in use are supported through
the minicomputer, changing the communication link to the IBM is a priority but must
wait until the new catalogue system is implemented. Meanwhile no additional
terminals will be connected to the minicomputer, and a number of existing terminals
will be shifted to UBCnet as soon as the necessary changes can be made. New
terminals will be connected to UBCnet from now on.
Systems has now received the shipment of new terminals, which will be used to
replace old equipment and to provide terminals at library locations, including many
public service locations, that do not now have access. Installation of new terminals
using UBCnet will take several months, as it involves the Computing Centre, Physical
Plant and the telephone company.
To meet the needs of the Library while pursuing its programme for locating
terminals, Systems will follow these guidelines:
- Terminals of the same type will be installed in each division or branch. This is
important for users because keyboards vary in layout and key-assignment.
- Terminals with detached keyboards will be placed in areas where the equipment is
heavily used. Terminals with attached keyboards will be used in public areas, and
where usage is light or moderate. This requirement will disappear in time because
virtually all new terminals have detached keyboards.
- Only certain types of terminals will be used with printers, because some do not
adequately support attached printers.
Because of these requirements, some reassignment of terminals will be necessary.
Although not all locations will receive the latest terminal type, one type is not
any more reliable than another, and all are kept in good working order. However, the
Westinghouse model, which is 12 years old, has become too costly to maintain, and
will be retired.
Coming soon to the Serials system are some enhancements to online enquiry. One of
the new features will be an online display which duplicates the format of records in
the Serial List/Supplement, including a holdings summary.
A test version of the local cataloguing system is now up and being tried out by
processing staff; initial impressions of the system are favorable. Testing and fine-
tuning will continue through February, with plans to start loading the entire UTLAS
database and local cross-reference records in March. Systems staff have found that
implementation and conversion are going smoothly, and the project is proceeding on
The Professional Development Committee of the UBC Librarians' Association sponsored
a Workshop on Performance Appraisals on January 9th and 16th. The workshop was well-
attended, and response from participants has been positive, particularly to the
second session, which featured Dr. Peter Frost, Chairman of the Division of
Industrial Relations Management in UBC's Faculty of Commerce. Dr. Frost will
unfortunately not be able to give another session, so staff who were unable to
attend are invited to view a videotape of the presentation Wednesday, February 27th,
2-4 p.m. in LPC 308. No registration is necessary. Erik de Bruijn and Ann Turner
will be present to answer questions.
Many of the participants suggested the need for further discussion of performance
evaluations in the Library, particularly from the Administration's point of view. A
session focussing on this aspect will take place Thursday, March 14, 2:30- 4:30
p.m., in the Sherrington Room at Woodward Library. Attendance will be limited by the
size of the hall; sign-up sheets will be distributed soon. Erik de Bruijn will lead
the discussion, and asks that interested staff submit questions to him in writing
before March 14, to help facilitate discussion. Although primarily designed for
those who have attended Dr. Frost's presentation (or seen the videotape of the
session), all interested staff are welcome.
Coming up for the spring is a lunch hour showing of the film "In Search of
Excellence", which Dr. Frost recommended. For those who'd like to preview the topic,
the book on which the film is based, In Search of Excellence, Lessons from America's
Ten Best Companies, is available in Main, call no. HD 70 U5 P424.
The Professional Development Committee is also working on a questionnaire, which
will be distributed shortly to get staff input on topics for future presentations.
The Library Christmas party on December 5th attracted 140 staff to Cecil Green Park.
Judging by the healthy bar sales, and the rapid consumption of hors d'oeuvres, a
good time was had by all. Numerous door prizes, ranging from a deluxe spaghetti
dinner to a date and a drink with "B.R.", were given out during a surprise visit by
Saint Nick and his trumpet.
The Party Committee would like to thank all those staff, especially branch and
division heads, who offered door prizes and financial support for the party, and
those partygoers who brought donations for the Food Bank. Thanks to the Committee
for a good party!
Cecil Green has already been reserved for a 1985 Christmas party, but it's probably
a bit too soon to start organizing. Later.
A series of presentations and workshops is being scheduled for February and March to
train library staff in using the Library's computer system. A memo concerning these
sessions has been circulated throughout the Library along with a sign-up sheet. If
you have not yet seen this and are interested in attending, speak to your division
head or contact Parker 0'Brian (5241), or Brian Owen (5066) in Systems. STAFF MOVES
Mary de Bruyn, LAI Biomedical Branch
Terri Terreat, LA2 Data Lib. (temporary)
Clarise Foster, LAI Main Circ.
Helen Ray, LA2 Data Library
Sheila Neville, LA4 in the Reserve Book
Collection. Sheila started with the Library
in 1965, working mainly in RBC, but also
spending some time in Acquisitions. Now she
can spend her winters visiting family in San
Diego. Sounds good.
Rachel Mines, from LAI Biomedical Br. to LA2 (temporary)
Caroline Brown, from LA3 Sedgewick to LA4 (temporary)
Judy Wright, from LA3 Reserve Book Coll. to LA4 (temporary)
Public Libraries was included in the January
1985 issue of BCLA Reporter. The Public
Libraries Development Committee of BCLA hopes
to hear from as many people as possible,
including those of us at academic libraries.
Please take the time for fill out the
questionnaire (it's the yellow page). If you
don't have your own copy, let Joan Sandilands
(2076) know and she'll get one to you.
HOT OFF THE PRESS: The 1984 edition of Focus:
the Directory of Library Services in British
Columbia is now available. The cost is $12 to
BCLA members, or $15 to non-members, with
discounts available for multiple copies. Send
orders to BCLA, P.O. Box 35187, Station E,
Vancouver, B.C. V6M 4G4, or to ENVOY: J.
Looney. If you have suggestions about the
format or content of Focus after you've used
it for a while, call the Editor, J. Looney,
at 298-0322.
ONGOING ED.: Next in BCLA's continuing
education series is a conference slated for
Mar. 1-2, 1985, at the University of
Victoria. The topic is "Archives, Automation
& Access". The conference will explore
current theory and practice concerning
computer applications and user access in
archives. Contact Catherine Panter, Research
Coordinator, Vancouver Island Project, Room
404, McPherson Library, UVic, Victoria, B.C.
V8V 2Y2.
COLLOQUIUM SERIES: The School of Library,
Archival and Information Studies has an
interesting line-up of speakers for its
Spring 1985 Colloquium Series. The next talV
on Feb. 19th at 11:30 a.m. in Room 835 in t.
Main Library, will feature Eleanor Wachtel, a
free-lance journalist and broadcaster. She'll
speak on "Book Reviewing in Canada."
WE MISSED MARY: Mary Greenwood, a recent MLS
graduate from UBC, has been working part-time
in Music Library replacing Kirsten Walsh, who
is on maternity leave. During her student
days, Mary worked in Catalogue Records and
Special Collections. She started at Music in
the fall, and will continue there until
March. We really ought to have told you this
Trying to decipher the computer's filing logic in the Microcatalogue can be more of
a challenge than one would like. Many Microcat. users have found the filing order of
author/title sequences particularly puzzling. Here are some reminders and clues that
should help.
Clue #1: Authors Interfile with Titles
Something you probably already know. It explains sequences like:
Canada. Ministry of Transport
Canada Month
Canada Music Book
Canada. National Advisory Committee
Clue #2: The Computer Splits Some Entries into Two Parts
In author entries, the first or PRIMARY element is—you guessed it—the author. The
SECONDARY element, used to subarrange under the author, is the title information.
This primary/secondary distinction is responsible for sequences like:
American Library Association.
Annual report.
American Library Association.
American Library Association. Dallas Branch.
Annual report.
This is the machine version of that old filers' rule "nothing comes before
something." All entries for the shorter author heading "American Library
Association" come before the longer heading "American Library Association. Dallas
Clue #3: The Title Sometimes Displays on the Same Line as the Author
Main entry displays (as shown in #2 above) drop the title information onto a
separate line. This makes it easy to distinguish the title from the author.
However, in added author/title entries (including author/title series), the title
information displays on the same line as the author. (In the machine record, all
this information is coded together into one field, making it difficult to drop the
title line). If you can tell where the author stops, and the title starts, and keep in mind the
primary/secondary filing distinction, then the following sequence makes sense:
Canada. Parks Canada.
Nipika : a story of Radium Hot Springs.
Canada. Parks Canada.
Public input chart, Lake Louise Visitor Centre.
Canada. Parks Canada. Research paper ; 77-2.
A guide to the nature of mountain rivers and white water.
Canada. Parks Canada. ARC Branch. Planning Division.
Heritage rivers bibliography : selected references.
Canada. Parks Canada. National Historic Parks and Sites Branch.
SEE ALSO Canada. National Historic Parks and Sites Branch.
This is a real-life example taken from author/title fiche no. 069 of the Dec. 1st,
1984 Microcat. Why not have a look to see it in its natural habitat.
Clue |4j Some Strange Sequences Can't Be Explained by Previous Clues
Unfortunately, many cross-references are currently misfiling because of technical
limitations in the cross-reference file. The good news is that this problem should
be resolved in time for the Fall 1985 microcatalogue.
Of course, there are still filing anomalies caused by typos and coding errors.
Please report these and other Microcat. mysteries on the blue snag form. Catalogue
Products can't fix them if they don't know about them.
Main entry:
Sec. /, /____
T'"e: "The banker's «fW(i^*<^
Ch number: f^   %^ T25" ^3 W%
Record Sequence Number: (lower right corner of entry): 41
D spelling error
D call number problem
D location error
D blind cross reference
D cross reference needed
yr filing error (indicate FiCHEf^f ^^3¥
D other
DETAILS (use back of form if necessary)
(cAildre* atufalritO
Name:___T. JLQ&CaM&r Division} Cell
CM-T4        CD/374/81


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