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UBC Publications

UBC Library Bulletin Oct 9, 1974

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 w &mm
No.  112
October 9,  1974
A pilot project has been implemented to consider the use of COM   (Computer-Output-
on-Microform)   microfiche as a method of providing on-order and in-process information
within the Library.    The project,   which has been under consideration since last
September,  is an early,  experimental  step on what may be a spiral  staircase leading to
COM catalogues throughout the UBC library system.    For the past few weeks,   two fiche
readers and a COM file have been installed in the L.C.  Cataloguing/Searching Division
on the seventh floor of the Main Library.     In the coming weeks,   equipment will  be
placed in Acquisitions,   the Main Concourse,  and the Woodward processing area;  other
trial locations will follow.
The COM file provides  the information now available from on-order/in-process
print-outs,  with these additional advantages:
- lower costs
- easier portability
- longer life
- quick replacement for lost or worn copies
- improved readability through varying typestyles
- fast access  through automatic indexing
Bob MacDonald, Co-ordinator of Technical Processing and Systems,   emphasizes  that,
Jor the time being,  the COM on-order/in-processing microfiches will  be used only as
an extra file,  running parallel  with,  not replacing,   the existing print-outs.     Library
staff will  get an opportunity to evaluate both  the feasibility of the whole approach,
and the specific equipment used in  the .demonstration,  before the project is approved
for final  implementation.
In the light of the new AUCE contract,  procedures have been formalized for  the
posting of vacancies, and for the recruitment and appointment of staff in  the Library.
Basil Stuart-Stubbs outlined- the process in a letter,  dated September 24th,   to
John F. McLean,  University Director of Personnel.    Excerpts from that letter are printed
below z
We will  continue posting library vacancies on a daily basis, and will deliver  to
your office,  also on a daily basis,  copies of all notices which we post  ...  Notices will
also be sent   to  the Union office on a daily basis.
... Applicants for library positions who are already on  the library staff will
continue to apply directly  to  (the Librarian's)  office.    Copies of all  such applications
will be delivered to your office on a daily basis.
... It is understood  that  the final  selection of an employee for a position,  whether
it is a new appointment or a promotion,   will rest with  the Library;   where there is a
question about qualifications or seniority, however,   (the Librarian's)  office will  check
with yours.
It is also understood that seniority is not the only criterion for promotion,
although we would always prefer to hire one of our own experienced staff members where
ability and qualifications are at least equal.    When a position has been filled,  your
office will  be notified immediately by  telephone.    Appointment notices will  be
delivered on  the usual basis. -2-
The year's catalogue cabinet shipment has been received.    Eight new cabinets have
been added to the concourse,  combining with four cabinets already there to create two
ranges of six each in front of the doors going to fifth level offices.     This brings
the total number of cabinets in the concourse  to 106,  or 6,360 drawers.    An empty
cabinet has been left at  the beginning of the Subject Catalogue for the future growth
of the Location File.     There is room for six more cabinets in  the concourse without
moving the turnstile or serious overcrowding.     The cabinets this year were supplied
by Canadian Library Supply and are the best cabinet work in some years to be received
by the Library.     The plastic drawers were molded to interchange with our present
drawers.     The larger label holders will  make it easier to label   the drawers,  but creates
an unfortunate contrast with the previous drawers.    An estimate is being made of the
cost of replacing the older,  smaller,  label holders as was done earlier in Woodward Library.
An official  entry in New Zealand National Bibliography, April  1974 p.11.
JONES,  Robert E
The first  twelve months:   a study of the achievements
of the third Labour government in 1973 / R.E.  Jones,
author.  - Wellington:  Newrick Associates  [1974] . -
circa  200 p.;   23 cm.   - Limited ed.  of 300 numbered
and signed copies.   - All  pages are blank.   - Hbk   :   $3.50.
Procedures for distributing  taxi  vouchers to late-working employees have iiot been
established by the Personnel  Office.     Until   this has been done,  it will be necessary
for any employees using taxis to pay their own fares,  and to obtain a  receipt from the
driver.     For interim use,   the Library has devised a Taxi Expense Claim Form,   which will
be available from each Branch or Division Head.     The yellow forms are to ha completed
and submitted  to  the Branch or Division Head;   they will be turned over to  the Personnel
Office,   which will rebate fares to staff members.    Information required will  include
name,   payroll  number,  branch or division,   time of departure,   time of arrival at
destination,  address of destination   (nearest cross-streets will  do;  no invasion of
privacy is  intended),  and reason for using a  taxi.     This information is needed by
Personnel  both  to arrange for payment,  and to study the practicality of the taxi
voucher system,   which is in a  trial period only.
Evening service at the Main Information Desk is being extended to 11:45 p.m.  on
weeknights,  effective September 30th and continuing to the end of winter session.
Former UBC librarians Claudia Kaye(Cat.Div.)   and Peggy Wroblowski   (Fine Arts)   have
been hired on a part-time basis to share the extended hours of coverage.     Claudia  will
be on duty on Monday,   Wednesday,  and Thursday nights,  and Peggy,  on Tuesday and Friday.
Sunday night closing time for the desk remains at 10 p.m.
This change not only offers service during hours not hitherto provided,  but ensures
that a librarian will  be available at the Information Desk until closing time to handle
any emergency that might arise on weeknights.
At a recent Women's Office panel   talk on Women and Health,  a member of the audience
asked how she could find out about the properties of some prescribed drugs.    After some
discussion regarding the difficulties involved in finding one*s way through the library
system,a panel member finally came up with  the idea:   "Ask a librarian - they can be very
helpful."     "Yes",  said another member of the audience,   "librarians are very helpful   —
and if you don't get any help from one,  don't give up   ...   ask another   ... the first one
might be having a bad day."    Peg Leighton was mentioned by name - but  the Woodward librarians
were all  very highly,  and quite unanimously,  praised by both panel and audience. -3-
Continuing our series   ...  this issue features- Job-Splitting,  which is when someone
w-rorks part-time in one division and part-time in another.     The practice has developed
s a  way of redistributing personnel so as to make the most of Library time and money.
It is part of a process of "rationalizing", of increasing
efficiency, an especially important process in  this
period of tight money.    Divisions which may be temporarily or habitually   (at particular times of day,  week,
or term,  for instance)   over- or under-staffed can now
work together to correct disparities.     There is no formal
policy on job-splitting ...  it is arranged as needs and rBxpianaticm appears m text]
opportunities arise.
Job-Splitting is certain to improve library service - through better use of
worktime,   through individual  employees'   developing new skills,  and - a legitimate
end in itself - through increased job satisfaction.
Joan Sandilands has been working half-time in Woodward and half-time at her old
job in Humanities since February.    She writes:
Working in tw places at once has advantages and disadvantages.     The good things
arc many,  my head,   grown somewhat stale after five years in Humanities,   has been
revitalized  by having to deal  with a whole nnw set of questions,  people,  reference
books.    I'm amazed and pleased at how much I can do at Woodward - my almost forgotten
belief tliat a  reference librarian possesses numerous skills  that can be transferred
£rom one subject area lo another has been reconfirmed.     On  the other hand,  I know for
sure now,  that subject specialists arc essential  around here.    At Woodward I can only
go so far before I have to run for help;  in Humanities I'm it.
A  few disadvantages:  having to finish what I'm doing at  the end of each day because
I won't )?a back until  the day after tomorrow;  missing out on  things in each place
because they happend the day I wasn't there;   forgetting which phono I'm answering.
But all  in all   the arrangement is a  good one.    I  think  that in a decentralized system
such as t)tis,   thu v&ze we know about other pat is of the system the better.     Our customers
*jet shunted around a-lot - r.:zyhe r,x>ro of us should find out what it's really like out  there.
Nadine Baldwin writes:
My  job is split between Original Cataloguing   (2 days)   and Interl J brary Loans   (3 Coys).
This is temporary  (Jvne 1974 - March 1975)   in my case.     The advantages of this particular
situation for me £ire that it: acids moce variety  to my  work,   increases my experience,   and
is giving me .3 broader perspective on how the activities in various Divisions of the
Library relate  to one another.    I've found no difficulty in working for two supervisors.
A disadvantage for some of my colleagues in Original Cataloguing is  that  they have  lo
take over some of i:y duties in that Division for  ten months   (the loss attractive ones'.) .
In sum, I'm enjoyimj the opportunity the Library has given me  to broaden my experience
and hope that my efforts in both my jobs will benefit  the Library as well.
Ron Clancy has just begun splitting .his time between
Science Reference and Science Bibliography.    He writes:
The experience of sharing tvjo jobs v/iiich are essentially complementary was a factor
in my decision  to accept the: responsibilities of half-time Science bibliographer.     The
bibliographic and reference functions are separate enough to provide good variety yet
related in such a w&y that  the expedience gainjd in ore area  can be applied directly
to  the other.     My job sharing is a bit different  in  that I am physically located in
th* sair*e division for both jobs.     This leads  to. problems of having to shift from one
to  the other raihor quickly hut avoids  th*? rigidity of hiving to  change location with
job.    I see  the advantages of: job sharing as greater familiarity with different systems
within  Vie li.}:cary,  flexibility it1 daily routines,  and  the general  "up"  which comes
fro:n a  varied work schedule-     Thv only disadvantage is  the danger of becoming a  biblio-
Job-splitting is arranged for library assistants too  ...at least on an informal
^asis.    L.A.'s from several  divisions - from L.C. Cataloguing in particular - have been
Please continue overleaf - -4-
taking shifts,  regularly and fairly frequently,  at the Main Information Desk.    Avron
Hoffman,  an L.A.Ill and a steady contributor  to  the Library Bulletin says:
"Sitting down   tli-trc  on   the Info D:isk give.- me a  chanci:  to see the people who la^d
the lochs 1   catalogue:.     It  helps; v\TJ:e my job - low shall 1   say it?  - move meaningful .
Equally valuabln is   Lho diversion  it affords,   giving my days more variety,   & hence tPOre
And Karen Shaw,  also a III in L.C.  Cataloguing who works at the Info. Desk,  adds:
Working at  the Information dash has increased my awareness of how my work relates
to  the entire library,  and how eacii branch influences my everyday  tasks.     Even mora-
important: is  Ute fact  that Information desk work is immediately rewarding.    A student's
smile of gratitude makes up for  the stacks of orders from faceless,   voiceless requestors.
Next issue:  Part-time Work.
The Library of Congress recently announced a policy which has been in effect there
since May 1973,   and which we felt Public Services staff should hear about,  and have a
chance to comment on,  before  the Cataloguing Divisions decide on their course of action.
The Library of Congress now assigns one author Cutter number for all publications
catalogued under the same corporate heading within a particular class.    Sub-agencies
in  the corporate heading are disregarded.    For example, materials catalogued under
Auburn University are given  the Cutter number,   .A8,   whether the item is issued by
Auburn University itself,  or  the Agriculture Experiment Station,  or Labor Institute,
or other sub-agency,  of Auburn University.
For monographs,  a distinctive call number is formulated by adding the imprint
date..     Publications with the same imprint date are distinguished by adding successive
work letters  to  the date.    For example,
[class no.] [class no.] [class no.] [class no.]
A8 A8 A8 A8
1953 1953a 1953b 1957
Note that the first  three examples are for different books,  not different editions
of the same book.
The following is quoted from Cataloguing service,  bulletin 110:   "No attempt is
made to relate the editions,  reprint editions,   translations,  facsimiles, photocopies,
etc.,  of a  work."
For serials,  a distinctive call number is formulated by adding successive v/ork
letters to the Cutter number.    For example,
[class no.] [class no.] [class no.]
A8a A8b A8c
Please relay comments on  the above in time for the next Cataloguing Division
Heads meeting,  November 5,   to Mac Elrod, Mavis Balshaw,  or Freda Bailey.
Now people can call   the Crane Library 24 hours a day,  seven days a week.    After
regular hours,  on holidays,  and when all  telephone lines are busy,  a clever little
macliine named "Dora"   takes over the switchboard and answers reference questions  to
which the library responds as soon as possible.
"Dora"  is an Automatic Telephone Answering System   (ATAS)   which was installed  to
handle the increased activity brought about by the grant from the Provincial Education
Department to serve blind and handicapped university and college students throughout B.C.
The machine will perform a second and maybe even more important function.     For
the convenience of the many patrons who cannot read print materials,   the Crane Library
News,  along with various announcements such as campus  traffic route changes,  new book
arrivals,  social happenings,   etc.,   will be put on a special new line.     People can dial
228-2373,  after regular hours,  and listen  to  from one to  twelve minutes of recorded news. -5-
On  the shore a carp
whitened stone-like eye staring
at white cranes flying
Luther Chew
Campus Map with 1974/75 Library hours.     I & 0 Division.
Free and Inexpensive Teaching Materials in Greater Vancouver.     Curriculum Laboratory.
Library News,   V.7, no.4   (Faculty Library Guide).     I & O Division.
Reference Publication No.52   (Canadian Newspapers at UBC).     Special Collections.
Start //ere series.  - No.39 (British History).    Humanities Division.
- no.40 (Gerontology).    Social Sciences/Humanities Division.
- No.41 (Canadian economic History) .     Social Sciences Division.
- No.42 (Comparative Management) .     Social Sciences Division.
Theses on B.C.  History and Related Subjects; Supplement - August,  1974.    Special Collections.
The following items are-needed to complete Library foldings and/or  to fulfill
exchange commitments;
B.C.  Motorist,     v.9,  no.2   (1970) ; v.10,  no.2   (1971).
New Canadian   (Vancouver) .     v.37,  no.54   (July,  1973) .
Ubyssey. ' v.50, no.l   (September 10,   1974) .  15 copies.
Please get in touch with Graham Elliston in Bibliography  (2304) .
Library Assistant I
Library Assistant I
Library Assistant II
Library Assistant II
Library Assistant II
Stack Attendant
TO: Library Assistant II
Library Assistant II
Library Assistant III
Library Assistant III
Library Assistant III
Library Assistant II
Library Assistant II
Library Assistant II
Library Assistant II
Curriculum Laboratory
Periodicals Reading Room
Catalogue Preparations
Government Publications
-in Interlibrary Loans
-in Sedgewick Library
- in Interlibrary Loans
- in Serials
- in Info.   & Orient.
Myra Hoffman
Nora Hansen
Shirley Spalding
Marilyn Kayc
Shannon Fitzpatrick
Emma  Bosnian
Jacoba Wenncs
01ga Gladkikh
Paulette Yu
Polly Walker
- Judy Hawkins from L.A.I, I.L.L.
- Kathleen Siemens from L.A.I, Sedge
- Diane Grzcbjcluch from L.A.II,  I.L.L.
- Edith Kenny fi'om L.A.II, Serials
- Sheila Porter  from L.A.II, Acquisition
from Gov.Pub.   to Reading Rooms
from Sedg H261   to Sedg if 278
from Sedg HI 68  to Sedg H303
from Sedg 11303  to Sedg ftl68
Peter Bong
Shelley Forrest
Michael Gale
Jessica Lyth
Marilyn Turecki
Russ Anton
Stack Attendant
Library Assistant II
Tcclinician II
Libraiy Assistant II
Library Assistant I
Library Assistant III
Government Publications
Crane Library
Sedgewick Library
Periodicals R tR.
Interlibrary Loans


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