I L LJNOJ S UNIVERSITY OF ILLINOIS AT URBANA-CHAMPAIGN PRODUCTION NOTE University of Illinois at Urbana-Champaign Library Large-scale Digitization Project, 2007. UNIVERSITY OF ILLINOIS LIBRARY PUBLIC SERVICE DEPARTMENTS ANNUAL REPORTS 1976-77 CONTENTS 1976-77 University Librarian's Report Director of Public Services Report Circulation Department Bookstacks Catalog Information Desk Circulation Desk Extramural Observatory Reference Department Undergraduate Library (including Residence Halls) Agriculture Library Applied Life Studies Library Architecture Library Biology Library Chemistry Library City Planning and Landscape Architecture Library Classics Library Commerce Library Communications Library Education and Social Science Library Engineering Library English Library Geology Library Health Sciences Library History and Philosophy Library Home Economics Library Illini Union Browsing Room Illinois Historical Survey Library Illinois Research and Reference Center Interlibrary Lending Division Illinois Section Labor and Industrial Relations Library Law Library Library Science Library Map and Geography Library Mathematics Library Modern Languages Library Music Library Natural History Survey Library Newspaper Library Physics Library Rare Book Room University Archives University High School Library Veterinary Medicine Library UNIVERSITY OF ILLINOIS LIBRARY Urbana-Champaign ANNUAL REPORT 1976-1977 At the end of my first year as University Librarian I can only suggest that the continuing success of the Library is due to the efforts of the Library staff, the Campus and University Administration, and especially Mr. Robert Oram, Associate University Librarian and previously Acting University Librarian. I have spent this year learning and listening. GROWTH OF THE LIBRARY The Library materials price index has continued to rise. This national indicator of the continued cost increases for books and journals notes a 10 percent rise for monographs and about 13 percent for journals. The effects on the libraries of the periodical cancellation of 1974-75 were still with us as a few remaining titles were either reinstated or dropped when the long-term subscription commitment ran out. More importantly the Library turned its attention to the evaluation of newly appearing journal titles and to the subscribing to these titles on a very limited basis. Thus, approximately 2,000 new subscriptions were placed although the number of periodical titles received rose only to 12,408. The Senate Library Committee noted that the Library should install procedures to control the growth of the serials budget and to make more rational the process of allocation, retention and selection of new titles. On 30 June 1977 the Library held 5,494,786 fully cataloged books and pamphlets, a net increase of 126,120 volumes for the year. This figure repre- sents the third year in a row in which the number of items added to the collec- tion has decreased. Examination of the Acquisition Department's report turns up increases in the number of items reported acquired. Thus, one should expect that a growing backlog is occurring in the various processing areas-- a condi- tion verified by simply visiting the cataloging units. The total holdings, including maps, music scores, microtexts, and A-V materials, grew to 8,864,292 items. Compared to the 94 largest university libraries in North America we rank third in volumes owned, seventh in volumes added, twenty-second in micro- film holdings, third in current serials, fourth in expenditures for library materials, but seventh in salaries and wages and in total operating expenditures. From such a comparison one can conclude that we are providing outstanding service but doing it a little cheaper than other libraries by paying our staff a little less than others. PREPARATION OF LIBRARY MATERIAL Acl uis i t ions Last year's report noted a decline by 28 percent in the number of items processed (a figure now probably affecting the number of items cataloged) to 58,519 items. This year the department notes a 48.6 percent increase from last year to 86,980 items or about 7 percent from two years' previous. Of the items acquired for full cataloging 73,714 pieces were purchased and 13,266 came -2- by gift or exchange. In addition to the 63,823 books, 3,131 music scores, 9,328 maps, 3,960 photographic reproductions, and 7,555 recordings were acquired. The Library increased its exchange partnership to a total of 2,592 institutions to whom it sent 4,833 publications. The most popular titles are from the Geo- logical Survey followed by the publications of the Agricultural Experiment Sta- tion, Bulletins of the Engineering Experiment Station, Illinois Biological Monographs, Illinois Studies in the Social Sciences, Illinois Studies in Lan- guage and Literature, and the Water Survey publications also exchanged over 200 times each. In some areas extraordinary efforts must be made to acquire the materials needed. The Acquisitions Department relies on the departmental librarians for much of the selection, but in the areas of Latin American Studies, African Studies, as well as general or new fields, Women's Studies for example, the department has specialists. The Latin American expert, Professor Carl Deal, reported a survey of serial holdings and an improved blanket order network. Professor Scheven, the African Bibliographer, noted the addition of over 1,250 African monograph titles as well as issuing four acquisitions lists. Ms. Patter- son, Afro-American Bibliographer, added some serials to the Library's holdings in the field, and she reports a lessening in the publication activity in her specialty. She also participated in the planning and in the mounting of exhibits for National Black'History Week. The department has expanded its bookkeeping system, but the process is far from perfect and probably a complete reworking of the accounting procedures is in order after the appointment of a Library budget officer. Cataloging The three departments share in most of the cataloging. The Catalog Depart- ment is responsible for monographs in western languages, Serials Department for serial cataloging in western languages, and Special Languages for both mono- graphs and serials in the non-western languages other than Greek. In addition, cataloging is performed in the Geology Library, the Map Library, Music Library, and in Rare Books. Because of increased book prices, we have processed fewer works this year. Some time is being diverted to proofreading the conversion of the shelf list to machine readable form in preparation for the automated circulation system, and time is being diverted from the actual process of cataloging for study and analysis of the procedures so that the most effective use of the automated cataloging through the Ohio College Library Center can be initiated. Thus, for a number of reasons the total number of items added to the collection fully cataloged has declined. It is believed that by this time next year those new procedures will have been established and the prospects for increases will again be high. Although it must be remembered that the proofreading project will continue all during the 1977-78 academic year, it is believed that some other new procedures will be set up in the various departments. Experiments with OCLC cataloging and other kinds of decentralized acti- vity will continue in the coming year, hopefully leading toward a decision for optimum effectiveness by the spring of 1978. It is hoped that at the end of the various studies by the academic year 1978-79, the cataloging function will -3- be organized so that the OCLC unit will perform all editing functions, while all original cataloging of monographs will be done in the Catalog Department. Secondly, it is hoped that the OCLC unit will be able to process at a rate of approximately 60,000 titles a year, and this volume be done in a turn a- round time of three weeks or so from receipt of material. Filing in the immense and complex catalog is continuing to be a problem as well as the problems in quality card production. Cards must be checked and proofread, and the filing is often cumbersome and slow and it needs to be supervised, checked, and re- vised. It is believed that the new Director for Technical Services will bring with him the drive to formulate plans for a new machine-based catalog for some time in late 1979 or the early 1980's. It is clear that we cannot indefinitely continue the present form of the display of bibliographic information. It is also clear that the Library of Congress will close its catalogs in early 1980 and, therefore, that will affect our decisions. Thirdly, it is clear that we cannot afford a full retrospective conversion of all of our data, so we must acknowledge the very high probability of two catalogs--one in traditional form containing data up through 1980 or so and one in machine base carrying data from 1976 on. Clearly an overlap will be necessary. It is also likely that the changes in the Anglo-American cataloging rules will affect the decision and in fact perhaps force us to open a new cata- log, since the new rules will call for a different kind of subject and name authority structure. And lastly, the decision to implement the nineteenth edition of Dewey will have some impact on the form of the catalog. Many of the decisions are waiting the advent of Mr. Gorman, the new Director for Technical Services, and herald a time of transition and of trial for the various Technical Departments in the Library. Furthermore, the Library's patrons will have to get used to new pro- cesses and new catalogs, a difficult and time-consuming process. All in all, the Library managed to catalog 75,540 books, analyze 4,015 serial items, and recatalog or reclassify 3,961 items of books. It also cata- loged approximately 3,500 microtext titles and close to 3,000 music scores, as well as approximately 1,000 maps and 2,000 sound recordings. It added over 300,000 cards to the main catalog and over 280,000 cards to the departmental library catalogs. In process at one stage or another are approximately 40,000 other cards. The Law reclassification project in the Law Library by the end of the first year of its three-year project had relabeled 26,887 volumes in the Law Library. Serials Department The Serials Department is responsible for the ordering, the checking in, and the cataloging of all serials in western languages. Even in a tight bud- get year the Library placed 2,000 subscriptions to periodicals and 1,700 sub- scriptions to other kinds of serials and sets. In addition 1,100 orders for replacement issues were made and close to 2,000 orders for retrospective volumes of serials and sets. Those 60,000 serials on order necessitated 1,600 claims for materials that were ordered but not received. One of the major acquisition activities was the purchase and receipt of microfilm sets of 165 files of periodical continuations or newspapers, mainly newspapers, so that the deteri- orating runs of periodicals in the bookstacks and especially the hard to use -4- and crumbling hard copies of newspapers can be replaced with usable, readable, and smaller volumes of microtext. The 20,000 periodicals on order required 4,200 claims, and in addition another 5,000 items were considered for claims. The Serials Department has accepted the burden of converting the holdings of the serials owned by the Library and listed in the Central Serials Record to machine readable form so that they can be added to the bibliographic conver- sion from the shelf list. Thus, LCS provides a display of all of the holdings of the bound volumes of periodicals owned by the libraries. Three thousand serial titles were cataloged by the department and 4,800 titles were analyzed. The Serials Department has adopted the Anglo-American Cataloging Rules for suc- cessive entry which involved the changing of many procedures, and the depart- ment began planning for use of the OCLC serial cataloging system. The Binding Division of the Serials Department which handles binding of both monographs and serials prepared for binding and shipped to the commercial bindery 54,500 items. In addition the Mending Section bound 16,600 items and provided Accobinds for 3,000 items and, further, it mended, mounted maps, etc., 28,000 various volumes. The Marking Section labeled 174,604 books, maps and microforms, etc. Special Languages Department The Division of Special Languages is in effect divided into two areas, Slavic and Asian, each supporting the work of one of the Centers here on the campus. The problems of the two areas are much different. The Slavic area has one of the country's great collections and provides a summer program of visiting scholars and a Slavic reference service throughout the year which em- phasizes the public service use of the collection. The Slavic Library is ac- tive nationally and continues to build the collection at a great rate. The reference service has been funded in part by the U.S. Office of Education which enabled the Library to install a teletype for the exclusive use of Slavic re- quests, and the service has been handling an ever increasing volume of reference queries. The biggest problems faced by the area is the physical space and the quality of that space. The large number of visiting Slavic scholars have com- plained consistently about the lack of air conditioning and in some cases the cramped quarters to which they must be assigned. The Asian Libraries, in effect two libraries, one for South Asia and one for East Asia, really have no adequate library. Most of their research collec- tions are housed either in storage in the main stacks or in the Law Library basement and many have to be retrieved by messenger, a very poor way of pro- viding library service. The formation of an Asian Library with at least minimal space and adequate conditions for study is the number one space priority of the Library. The Law School Accrediting Association has notified the Law School who in turn have secured the agreement of the Chancellor to require that the Asian Library materials stored in the Law basement must be moved in the near future. Thus, it is imperative that we identify and construct an adequate Asian Library. Both areas have had additional funds made available for the purchase of materials by the Centers. The Slavic Center has been most generous indeed. SERVICE TO USERS Recorded Circulation The total recorded use of materials on the Urbana campus for 1976-77 was 1,900,813. This is a drop of 149,005 or 7.26 percent from last year's record -5- total of 2,049,818. It is still slightly above the 1974-75 figure. Of that 149,005 decline 125,000 was in the use of reserve materials. Throughout the library system, even though some departmental libraries showed very modest increases in the reserve use, there seems to be a downward trend in the use of reserves as a device for supplementing the instructional activity. Partially, this is caused by the libraries placing more and more items on open shelves especially in the Undergraduate Library, but it also seems to be a general trend. The rise of photocopying and relatively cheap paperbacks may have de- creased the use of such material. The inflation, especially in the prices of paperback books, may grow in the next few years to a point where instructors may simply be unwilling to require as many purchases as is now the case, and, therefore, we may look forward if the inflation continues to a beginning of a reversal of that trend in two to three years. The other decline that in general circulation of 25,835, items was down about 2 percent. Student circulation was down by 5 percent; faculty use showed a slight increase of 1 1/2 percent; and an 11 percent increase was registered in the "other" category. Since the enrollment declined by 4 1/2 percent and the graduate enrollment by around 7 percent, I think one has to conclude that the decline was not unex- plainable, and in fact the per student or per faculty member usage may be in- creasing very very. slightly. It is my belief that the systems are clogged and that there is no likelihood of significant increase in use of the Library's materials until easier, faster and more responsive circulation systems are in- stalled. That is indeed the point of the automation program now underway, and I hope to report in two years the reversal of this trend of decline. The num- ber of permits issued decreased by 11 percent. Thus, we have somewhat fewer on-site outside users than we have had in the past, although more items are borrowed by "others" than there were in the past. Much of that increase is due to the state-wide lending program. Hours of Opening The hours of service remain essentially unchanged. The total hours of opening of all libraries was 2,606.25 hours a week, an increase of 2.5 hours a week. Summer Session hours declined slightly to 2,011.5 weekly unit hours or 27.5 fewer hours per week than the previous year. Almost all of the decline was in libraries serving academic fields or departments that have little or no summer school activity. Hours of opening are indeed a problem. We are open probably enough hours during most of the school year. An increase in use could be recorded if later hours were made available to the community, although it has been our analysis that the cost of doing so is not worth the benefits reaped. However, most especially during the interim between semesters more uniform and perhaps slightly longer hours in many of the departmental libraries would be advantageous. It is expected that the Senate Library Committee will be investigating this problem over the next year, and there will likely be some recommendations for change. We have noticed some graduate students suggest that the interim hours be both more uniform and longer. Reference Work Reference work does occur in all of the libraries, as well as the Reference Room itself. The Library reopened the Card Catalog Information Desk under the supervision of the Circulation Department, and it does seem to be providing a needed service. There seems to be a slight decline in the number of questions -6- being asked of the Reference Department, although the recording of such questions is so spotty that the data does not provide a basis for firm decision making. In those areas where we sample or otherwise keep track of the questions asked, the simple referral questions account for far less than half of the questions and more difficult or serious reference questions far more than half. The reference work will change over the coming years since the library is introducing the searching of large bibliographic data bases through an auto- mated system provided by BRS (Bibliographic Retrieval Service) located in Syracuse, New York. Terminals have been installed in two locations, as well as the Health Sciences Library, and initial training of the staff has been com- pleted, and it is anticipated that the service will increase over the coming years. At present the Library will absorb approximately half of the costs of such searching and the patrons the other half. Interlibrary Loan The number of items borrowed by the Reference Department of materials needed by students and faculty but not owned by the University continues to increase. This year there was an increase of 12 percent over the previous year to a total of 5,860 items. Seventy-four percent of them were filled or 4,338 items. Nine percent were found within the collections here and 17 per- cent were unfilled or 992 items. Medical and biological literature continues to be the largest subject category of material requested and borrowed, and the number of items borrowed that are filled by libraries cooperating in the Illi- nois Network (ILLINET) increases year by year. We have not been inundated by requests even though there have been some who predicted such, and we have loaned approximately 13,400 items to libraries outside of Illinois and loaned 36,600 items to the libraries within Illinois. The number of items being requested by Illinois libraries is declining slightly but the number of requests we are filling is increasing. The largest borrowers from out of state from our col- lections were the University of Wisconsin, Indiana University, Purdue Universi- ty, Florida Technological University, Louisiana State University, University of Iowa, University of Utah, University of Minnesota, Arizona State University, and the University of Michigan. Thus six of the ten most heavy borrowers were Big Ten institutions. Bibliographic Instruction Bibliographic instruction includes orientation to the Library and instruc- tion in the use of it and of the materials found within it by the Library. Such instructional activities run from tours to exhibits and from individual instruc- tion to credit courses and include the preparation and distribution of guides and handbooks, specialized bibliographies, and pathfinders (introductory bibli- ographies to particular subjects). The size and complexity of the Library sys- tem and the size of the student body make bibliographic instruction a massive challenge to the University of Illinois Library. The Undergraduate Library as well as almost all other public service units have taken the initiative in attempting to develop multiple approaches to teaching effective use of the Li- brary. The Undergraduate Library has suspended the standard tour on one day in the freshman rhetoric program and has replaced it with a slide tape presen- tation. A three-part program has been developed to deal with the problem of pro- viding adequate assistance for the several hundred freshmen involved each -7- semester with their term paper projects. It begins with a lecture in library use given to the rhetoric classes. Approximately 85 lectures of this nature were given by the Library faculty during the year. The lectures are then followed by a new service called the term paper counseling. A special desk in the Undergraduate Library was staffed for a four-week period during which most of the term paper assignments were due and was staffed by members of the Under- graduate Library staff and librarians from throughout the system. Over 400 students received individual assistance in defining their research paper and locating the pertinent materials. For a limited number of students with par- ticularly difficult problems, special term paper clinic appointment service was offered, whereby a student could arrange to meet with a subject specialist from among the many on the Library faculty. Librarians continued to work on the development of programs of computer assistance instruction using PLATO; the Biology Library added lessons on bibli- ography and the reference collection to those they had already developed. The Health Sciences Library had several new areas ready to add by the end of the year. The Geology Library was completing a general introduction tothat library, and Veterinary Medicine was modifying the program of introduction to library materials in Veterinary Medicine already underway. Bibliographies were prepared by almost all of the libraries, and they range from the list of popular materials acquired by the Illini Union Browsing Room with annotations, to the Physics Library's highly specialized list CERN distributed to the high energy group on campus. Some of the acquisition lists of the specialized libraries become a national or international bibliography. The Map and Geography Library's acquisition list with notes of interest to cartographers and geographers became BIBLO with a new format and is now dis- tributed to 44 people on the campus and 174 individuals and libraries through- out the rest of the United States and 56 institutions in foreign countries. Veterinary Medicine uses PLATO as a current acquisition list system and some libraries operate various kinds of current awareness or indexing services. Modern Languages Library, for instance, sent over a thousand notices of new items which might be of interest to individual members of the faculty to those faculty members, and the English Department joined several other departmental libraries in operating a current awareness service by Xeroxing the content pages of newly received journals and routing such through the department. At the other end of the spectrum from the local interest bibliographies is the new publication of the University Archives, the Illinois Historical Survey and the Rare Book Room of the University Library entitled Manuscripts Guide to Collec- tions at the University of Illinois at Urbana-Champaign which has been pub- lished by the University of Illinois Press and has received favorable reviews in a number of the media. G. K. Hall Company of Boston published the Dictionary Catalog of the Applied Life Sciences Library in January 1977. Care- and Improvement of the Collections Sixteen of the departmental libraries conducted full or partial inven- tories discovering approximately 9,500 missing volumes, and work continued on the development of the automated circulation system. Contracts were let for the conversion of the data, and the beginning of that data conversion project is well underway. The reprogramming of the Ohio State programs to accommo- date a multi-campus location is also underway and the system should start in August 1978. The acquisition program is by and large in the hands of various -8- public services librarians and department specialists continue to spend the acquisition funds with care and judicious selection. The Councils, Science, Social Science, Humanities, and General, met on a monthly basis at least, and a large portion of each meeting was spent on the discussion of acquisitions. The Acquisition Allocation Committee had a repre- sentative from each of the Councils, and the Committee is at work on updating the acquisition policy statement and advising the University Librarian on the allocation of acquisition funds. Notable acquisitions include a donation from the faculty wives in the School of Basic Medical Sciences. A large amount of materials came into Home Economics Library from the U.S. Food and Drug Administration and National Dairy Council. The Joyce and Graham Funds have permitted the purchase of special research materials not likely to be acquired otherwise, and the Newspaper Li- brary was able to add numerous microfilm copies as substitutes for the, fast deteriorating paper copies. Other notable acquisitions added were the following: in the Agriculture Library materials in the field of early American agriculture; in the Applied Life Studies Library the Dean Cyrus Mayshark collection; in the Arch tecture and Art Library catalogues raisonne; in the English Library Anglo-Irish literature, contemporary poetry in film as literature; in the Geology Library two very rare early 19th century maps; the Illinois Historical Survey Library added 44 microfilm reels of land and census records from the Illinois State Archives, especially the Illinois State Census 1825-1865; Map and Geography Library acquired rare items between 1597 and 1857; the Mathematics Library fin- ished rounding out its collection of major published collected works of out- standing mathematicians and publications of French institutes and universities; in the Music Library the Johannes Herbst collection on microfiche containing Moravian vocal-instrumental music in manuscript form; in the Physics Library physics of photography; the Rare Book Room received 11 cubic feet of Carl Sand- burg's papers; the University Archives received the papers of David Kinley 1909- 1919. Processing Some of the public service units do some specialized processing, although most of the acquisition, cataloging and other processing of library materials is done by the central Technical Services Division. Processing is required sometimes because of the form or unique kind of material acquired, such as maps, music scores and discs or manuscripts, or because the items are ephemeral or for some other reason not handled by the Catalog Department. Examples are children's collections, pamphlets, and departmental library test files. Thus, Health Sciences, Archives, Music, Education, Geology, Rare Books, Map and Geog- raphy, and Illinois Historical Survey all devote a large portion of their time to the cataloging and processing of their collections, and almost all of the public service units maintain and file their own card catalogs with cards sent from the Catalog Department and are responsible for the preparation of materials for binding and the limited cataloging of pamphlets, some audio-visual materials and the like. Furthermore, the inventory record keeping is a responsibility of each of the units holding collections. Almost all of the preservation acti- vities ultimately reside with the public service unit other than the binding itself. With few exceptions the theft and mutilation of library materials has sub- stantially decreased in the last few years. Most of the librarians suggest -9- that such is due to the availability of cheap and easy to use photocopy machines, but it is probably also due to the increased vigilance at desks and turnstiles and to the rise in the use of paperback materials rather than reserve items for required readings. However, there are some areas which still have some serious problems with either theft or unrecorded circulation. They are Law, Under- graduate, and Education and Social Sciences. A determined thief is not deterred by any security system, and as we noted this year the Classics Library in the areas of Patristics and Biblical interpretation seems to have suffered unduly. Other libraries were checked for similar materials, and books of the same disci- pline were discovered missing in Undergraduate, Reference Room, main stacks and the History Library. Strangely, many of the items have reappeared with all of the University's identifying marks removed. However, we are pursuing the matter with the appropriate authorities. The Illini Union frequently misses the latest issue of a periodical, and Map and Geography continues to have a theft problem. The Engineering Library reported that it was less troubled by theft than by the hiding of materials in the library, whereby patrons wanted continually to use a particular book or journal and would hide it within the library so that some- one else couldn't charge it out. Space and Equipment The Library allocated $100,000 to equipment purchases from lapsed faculty salaries this year. Much of it was to buy equipment whose purchase had been deferred over the previous years. Such deferring inevitably does result in the accumulation of the need and so it was in the Library. Many of the items purchased were microfilm reader-printers, bookcases and book shelves, cabinets for microfilm and microfiche, and air conditioning units for the two libraries still in desperate need of such--Art and Architecture and Home Economics. Thus, the enormous expenditure in equipment did not buy any frills but simply caught up to some extent with the basic equipment needs of the libraries. Clearly the most pressing problem in all the libraries is the lack of space. As Library building projects are continually deferred, the problem becomes acute. A Library which acquires over a 150,000 volumes a year must of necessity require a continual expansion of approximately 15,000 square feet per year. The central bookstacks are now full, and even if the addition is funded next year, it will be at least three years before space will be available. Therefore, in the coming year a search for rental space for remote storage will be started, and I see no alternative but to go into a program of remote storage until a stack addi- tion is complete. Even with the completion of a stack addition the long de- ferring of the project has made it such that another addition should be started the day after the addition itself is completed. Furthermore, the space for catalogers, for patrons, for acquisitions specialists, for users of the collec- tions and for the reference stacks is woefully inadequate, and a major remod- eling and construction program will have to be undertaken in the next few years. The light courts will have to be filled in, the Library School will have to move-and the total Library facility devoted to library activity. Plans will be formulated over the next two years, and hopefully a long range plan will be completed by spring of 1979. PERSONNEL In full time equivalents the Library had during the 1976-77 year 175.25 FTE academic positions including 24.00 FTE graduate assistant positions and -10- 257.25 FTE nonacademic positions. The total staff was 432.50 FTE which in- volved a head count of 488 people. Student assistants continue to be over 500. Academic Staff There were eight appointments made to the Library faculty during the year. Of these appointments six were temporary in nature. The Library Personnel Office processed 13 academic resignations, including two retirements for Mary Vance, City Planning and Landscape Architecture Librarian, and Marian Mullendore, Cata- loger. Several other retirements are to be effective on 1 September 1977 in- cluding Robert Talmadge, Director of Technical Services, Robert Kidder, Exten- sions Loans Librarian, Ruth T. Power, Chemistry Librarian, and Irene Phillippe, Serials Record Librarian. These actions will be included in next year's annual report. Recommendations for promotion or to tenure without change in rank in- cluded one to the rank of professor, two to the rank of Associate professor, 17 to the rank of assistant professor, and one to tenure without change in rank. Hugh C. Atkinson, formerly Director of Libraries at Ohio State University, arrived on 1 September 1976, to assume the position of University Librarian. By the end of the academic year Mr. Michael Gorman had accepted the appointment as Director of Technical Services and will report on October 15, 1977. APPENDIX I GIFTS List of Donors July 1, 1976 - June 30, 1977 (a) Faculty, Staff, Alumni, Students and Individuals Joseph Heatly Dulles Allen; Allan Appleby; John Thomas Archer; Evelyn Houghton Arvedson; Hugh Atkinson; James Ayars; Warner G. Baird; Nicholas Baloff; Maurice Bastian; Scott Beatty; Burnham P. Beckwith; David T. Bell; George S. Ronn; George T. Boone; Parley Ann Boswell; Pedro Voltes Bou; Herbert D. Bredehorn; Robert Buecher; Mrs. Carmen Cecilia de Canton; Richard J. Cebula; Muriel B. Christison; Michael Chusid;.Bertha Claure; Rosemary Coffey; Huguette Cohen; Robert H. Coombs; Claude Cotti; Robert:Crawford; Walter Creese; Slobodan Curcic;.Lucien Dallenbach; Harry Darby; Vinton A. Dearing; Cyrus DeCoster; Eleanor Di Giulio; Gar Ding; Dyriake K. Dolia; Robert Downs; Warren L. Dowlers; Russell S. Drago; Anton Dubrick; Horace Chester Dudley; Margaret Erlanger; Rupert Nelson Evans; Pelayo H. Fernandez; Walter S. Field; Jonathan Fineberg; Ralph Fisher; John Flanagan; Harriet F. French; Ole Gade; Phillips Garman; Pauline Gaskill; Mrs. R, Wayne Gates; Viktor Geislers; Herbert Goldhor; D. Gotshalk; Georgia M. Green; Alice Greenberg; James Hampel; Betty Hanson; Marian Harman; Donald Hartman; George Hendrick; David D. Henry; Earl Hessel- schwerdt; Steven P. Hill; Helmut Hirsch; Donald Hodgman; Hooshang Honaruar; Paul Hopkins; Mrs. Frederick T. Howard; Charles Ejike Igboegwu; Danielle Johnson; L. Meyer Jones; Paul Haller Jones; Israel Kaplan; Donald L. Kemmerer; Mrs. Gerald Kilbride; Bruce Kilnsbay. Seichi Konzo; Oskar Alfred Kubitz; Mrs. Aino Kula; Mrs. Alan Laing; Frederick Wilfrid Lancaster; Samuel Lanford; Ralph L. Langeheim; Ernest Langford; Ann Lewis; Othelia Lilly; Michael Loovis; Arthur Paul Ludka; Willem J. Luyten; Louis C. McCabe; Alenia B. McCord; King J. McCristal; Jose Pedro Machado; Dean McHenry Jr.; Jack McKenzie; Marian B. McLeod; Hobart McPherson; William McPherson; Daniel Maggin; James Woodrow Marchand; J.D. Mason; Vojtech Mastny; Cyrus Mayshark; James S. Measell; Mary Beth Miller; Phillip Mitchell; Hugh A. Moran; Tom Nelson; John Kevin Newman; John Niland; Carl E. Norman; Edward Oler; Robert Oram; Harold Osborn; Juliusz K. Palczewski; Rodolfo M. Cerron-Palomino; George E. Pankey; Franklin Parker; Jerry L. Parsons; Gordon N. Patterson; Elda Clayton Patton; Marguerite Pease; Jack Peltason; Ernst Alfred Philippson; Carl Pickhardt; Michael Piechowski; David Pines; Richard Pohndorf; David J. Porter; Wolfgang F. E. Preiser; C. Ladd Prosser; Alan Purves; Joseph H. Rogatnick; John W. Rogers; Alexis Lawrence Roman- off; Kenneth Roney; Mark Rose; Jack Rosen; Robert Rosenthal; Melvin Rothbaum; Joseph Rotman; Emmanuel N. Rousakis; Robert R, Russel; Lorenz Edward St. Clair; Ashley B. Saunders; Athanase John Sharounis; Nancy Schmidt; Gilbert D. Schneider; James Scoville; Stanley Shinall; James Shipley; Rafael Dominguez Sisco; Siu Han Li; Thomas Siwe; Ralph Smith; George Spiro; Bob Stake; Daniel Starch; David E. Stuart; Adolf Sturmthal; Majie P. Sullivan; Leo Sveikauskas; Burton E. Swanson; George Warren Swenson Jr.; Thomas Tan; Richard Tate; Mrs. Jessie M. Taylor. -2- Robert G. Tetu; C.A. Thompson; Judith Thornton-Jaringe; Paul Tippy; Jaime Toro-Calder; L.R. Vagale; Mary Vance; William Walker; George Warner; Charles W. Webster; Dagmar Weill; Robert Bruce Weirick; Hub White; Frederick M. Wirt; BruceWood; Mrs. E.J. Working; George Ross Wren; August M. Yount; Gonzalez Zardoya; Christena S. Ziegler; Ludwig Zirner. (b) Organizations and Institutions* AMS Press; Aerospace Corporation; Agricultural Cooperative Development International; American-Asian Educational Exchange; American Bar Association; American Council on Education; American Federation of Labor and Congress of Industrial Organizations; American Film Institute; American Institute of Certified Public Accountants; American Insurance Association; American Library Association; American Public Works Association (Illinois Chapter); American Speech and Hearing Association; Anti-Apartheid Movement; Area Health Education System; Argentina, University of Buenos Aires; Arno Press; Association of Ill- inois Rural Recreation Enterprise; Enterprise; Australia, National Mapping Division; Australian Exhibit Organization; Australian Institute of International Affairs; Australian National University; Belgium, Universite de Bruxelles; Belgium, Universite Catholique de Louvain; Bituminous Coal Research Incorporated; Brandeis University; Brazil, Instituto de Pesquisas Matematicas; Brazil, Museu do Acucar e do Alcool; Brazil, Universidade Federal do Rio Grande do Norte; Brigham Young University; Bruckner De Lilliers Research; CERN (European Organiza- tion for Nuclear Research); California State University (Northridge); California, University of California (Berkeley); California, University of California (Los Angeles); Canada, Director-Communications; Canada, Environment and Land Use Committee; Canada, Law Reform Commission of Saskatchewan; Canada, Ontario Ministr, of Treasury Economic and Intergovernmental Affairs; Canada Public Archives; Canad Queen's University; Canada, University of Ottawa; Canadian Studies Programme; Carl Marzani Associates; Catholic University of America; Central Wisconsin Colony and Training School; Centro Internacional de Agricultura; Certain-Teed Products Corporation; Champaign County Regional Planning Commission; Champaigh-Urbana Business and Professional Women's Club. Charlotte Selver Foundation; Chicago Area Transportation Study; Chicago, Association of Reserve City Bankers; Chicago, Department of Development and Planning; Chicago, Regional Transportation Authority; Chicago, Royal Danish Con- sulate General; Chicago, University of Chicago; Colombia, Association Colombiana Para el Estudio de la Poblacion; Colombia, Universidad de Antioquia Facultad de Ciencias Economicas--Centro de Investigaciones Economicas; Columbia University; Commission on Auditors' Responsibilities; Commonwealth Edison Company; Community Law Program; Council on State Government; Cuba, Academia de Ciencias de Cuba; Cuba, Casa de las Americas; Cuban Institute of Friendship with the Peoples; Denmark, Danish Government; Denmark, Det Kongelige Danske Geografiske; Denmark, Royal Danish Embassy; Doubleday and Company, Incorporated; Duke University; Dun and Bradstreet; Economic Development Council of Northeastern Pennsylvania; Englai Bristol and Gloucestershire Archaelogical Society; England, Cambridge Institute Education; England, Law Society; England, University of London; England, Universi of London--Imperial College of Science and Technology; England, University of Technology; England, University of York. -3- Exposition Press; Farm Foundation; Finland, Uppsala University; Florida, University of Western Florida; Ford Foundation; France, Academie de Reims; France, College De France; France, Ecole Normale Superieure; France, Ecole Poly- technique--Centre de Mathematique; France, University of Paris; La Fundacion la Salle de Ciencias Naturales; Garland Press; General Motors--Transportation System; George Washington University; Geosource Incoprorated; Germany, Bund der Vertriebenen; Germany, Deutsche Bucherei; Germany, Institut fur Asulandsbeziehungen; Germany, Technische Universitat (Hannover); Ghana, University of Science and Technology; Great Lakes Basin Commission; Greenwood Press; Hong Kong, Peace Book Company; Hudson Institute; Hyperion Books; Idaho Research Foundation; Ikuta Press; Illinois State Library; Illinois, Western Illinois University; Indiana University; Indonesia, Universitas Cenderawasih; Institute for Minority Business Education. The Institute for Socioeconomic Studies; Insurance Institute for Highway Safety; International Air Transport Association; Iranian Embassy (Washington); Israel, Technion-Dept. of Math; Italy, Instituto Italo-Latino Americano; Ivory Coast, Universite d'Abidjan; Italy, University di Catania; Italy, University di Pisa; Japan, National Diet Library; Japan, University of Tokyo (Earthquake Research Insitute), Jossey- Bass; Journal of the American Oil Chemists Society; Journal of Business Communica- tions; Kenya, East African Academy; Korea, Central National Library; Korea, Ewha Women's University; Korea, Institute for East Asian Studies; Korea, National Assembly Library; Korea, Research Center for Peace and Unification; Lincoln Educa- tional Foundation; Louis Cheskin Association; Lowe Art Museum; McCahan Foundation; Manitoba, Historical Research Club; Martinus Nijhoff Firm, Booksellers; Mexico, Secretaria de Educacion Publica; Mexico, Secretaria del Patrimonio Nacional; Mexico, Universidad Autonoma de Guadalajar; Michigan State University-- Asian Studies Center; Midland News Agency; Missouri Municipal League; Modern Language Association of America; National Council for the Social Studies; National Health Education Committee; National- Organization for Women (Greater Champaign Area Chapter); National Portrait Gallery; Nebraska, University of Nebraska-- College of Business Administration; Netherlands, Consulate General ot the Nether- lands (Washington, D.C.); Netherlands, Embassy of the Netherlands (Washington, D.C.); New York Metropolitan Museum of Art; New York Public Library; New York, State University of New York (Buffalo); New Zealand, Torts and General Law Reform Committee; Northwood Institutes; Oak Park, Illinois--The Village; Oklahoma, University of Oklahoma; Organisation Commune Africaine Malgache and Mauricienne; Pacific Scientific Information Center; Pakistan, Begum Aisha Bawany Wakf; Panama, Direccion de Estadistica y Censo; People's Republic of China, Foreign Languages Publishing House; Philippines, Dept. of National Defense--Bureau of Coast and Geodetic Survey; Poland, Polish Embassy (Washington, D.C.); Potomac Press; Price Waterhouse and Company; Princeton University; Puerto Rico, Association of Caribbean Universities and Research Institutes; Rand Corporation; Randatamp Press; Random House; Regional Transportation Authority; Republic of Panama; Richwood Press; Robert E. Krieger Publishing Company; The Rockefeller Foundation; Romanian Library; Ronald Press; Saint John's University; Saint Louis Public Library; Saskatchewan, Department of Mineral Resources; Scotland, Royal Scottish Museum; Senegal, Univer- site de Dakar; Slurry Transport Association; Social Study Publications; Society of Colonial Wars in the Commonwealth Philadelphia; The Soka Gakkai. -4- The Sony Corporation of America; South Africa, Bouwcentrum; South Africa, National Research Institute for Mathematical Sciences; South Africa, University of Port Elizabeth; Special Libraries Association; Speech Communications Associa- tion; Sudan, Equipe de Recherches Linguistiques et Litteraires au Soudan; Taiwan, Academia Sinica; Taiwan, China Forum; Taiwan, National Central Library; Taiwan, Sun Yat-Sen Memorial Hall; Temple University; Texas, Lyndon B. Johnson School of Public Affairs; Texas Mid Continent Oil and Gas Association; Topeka Public Library Uganda, Makerere Institute of Social Research; United Mine Workers of America; United Nations; United States Educational Foundation in India; U.S., Japan Conference on Cultural and Educational Interchange; U.S. Soccer Federation; Univ- ersity Corporation for Atmospheric Research; Venezuela, Biblioteca Central de la Universidad de Oriente; Venezuela, Universidad Central de Venezuela; Vital Issues of America; Washington University--School of Law; Wayne State University--Law School; Women's International League for Peace and Freedom; Zambia, Mindolo Ecumenical Foundation. * A complete record of all donors may be consulted in the Gift and Exchange Division. APPENDIX II THE LIBRARY FACULTY'S PUBLICATIONS 1976-77 AND WORK IN PROGRESS NARINDAR K. AGGARWAL, South Asian Bibliographer Publications: A Bibliography of Studies on HindiLanguage and Linguistics, Guragaon, Indian Documentation Service (At press). NANCY ALLEN, Ass't UG Lib'n Publications: "Film books for students and teachers." Film Library Quarterly 9:No. 2 1976, 40-9. NANCY ANDERSON, Mathematics Librarian Publications: Union list of French mathematical seminars., American Mathematical Society (accepted for publication) SUSAN A. ARIEW, Residence Hall Librarian Publications: "University of Illinois Residence Hall Libraries," Association of Colege and University Housin Officers (ACUHO) News. 16, No. 7 (June 1977): 19-20. HUGH C. ATKINSON, University Librarian Publications: "American Renaissance," In 76 United Statesiana, ed. by Edward Connery Lathem Washington, D.C.: Association of Research Libraries, 1976 p. 58. "The circulation system of the Ohio State University," Zeitschrift fur Bibli- othekswesen und Bibliographie, Sonderheft 23 1976, 94-103. MADHAVAROA BALACHANDRAN, Commerce Library Publications: "Reference service to accountants," Reference Services Review 4:No. 1 (1976) 133-35. "Money and banking: a reference guide, (1976) 67-70. " Reference Services Review 4:No. 2 -2- "Marketing information sources," Reference Services Review 4:No. 3 (1976) 87-91. "Foreign trade statistics," Reference Services Review 4:No. 4 (1976) 87-90. Basic economic statistics, Monticello, Illinois: Council of Planning Librarians, (1976) 37pp. Construction, housing and real estate statistics, Monticello, Illinois: Council of Planning Librarians, 1976, 30pp. Malls and shopping centers: a selected bibliography (1970-75). Monticello, Illinois: Council of Planning Librarians, 1976, 35pp. Manpower statistics and related data for planners. Monticello, Illinois: Council of Planning Librarians, 1976, 34pp. With S. Balachandran "State of the art survey of reference materials in business," Reference Servi( Review 4:No. 4 (1976) 7-16. SAROJINI BALACHANDRAN, Engineering Library Publications: Index to the "Journal of Business Communication," vol. 1-10. Urbana: Americal Business Communication Association, (1976) 38pp. Employee communication: a bibliography. Urbana: American Business Communi- cation, (1976) 55pp. With J. Koch Index to the "American Business Communication Association Bulletin," vol. 23- 38. Urbana: American Business Communication Association, llpp. 1976. Index to "Illinois Business Review," vol. 1-32. Urbana: Bureau of Economic and Business Research, University of Illinois, 29pp. 1976. Index to "Illinois Agricultural Economics," vol. 1-16. Urbana: Department of Agricultural Economics, University of Illinois, llpp. 1976. Subject index to "Illinois Research," vol. 11-15. Urbana: College of Agri- culture, University of Illinois, 25pp. 1976. With M. Balachandran "Energy information: recent sources," In State of the art survey of reference materials in business. Reference Services Review (4:No. 4) 15-16. 1976. Airport planning (1965-1975). Monticello, Illinois: Council of Planning Librarians, 51pp. 1976. -3- Energy statistics: a guide to sources. Monticello, Illinois: Council of Planning Librarians, 51pp. 1976. Transportation statistics. Monticello, Illinois: Council of Planning Librarians, 43pp. 1976. SCOTT BENNETT, Collections Consultant Publications: Rev. James J. Barnes, Authors, Publishers and Politicians: The Quest for an Anglo-American Copyright Agreement 1815-1854, in Victorian Periodicals News- letter, 10 (1977), 76-78. With R. Carringer, "Dreiser to Sandburg: three unpublished letters", Library Chronicle, 40 (1976), 252-6. "A Checklist of the Writings of Esther Rhoads Houghton and Walter E. Houghton, Jr., published between 1930 & 1975," Victorian Periodicals Newsletter, 10 (1977), 170-172. Edited: Non Solus, no. 3. Urbana: University of Illinois Library Friends, 1976. 92pp. ELEANOR BLUM, Communication Library Publications: "Other books and pamphlets on journalistic subjects," Journalism Quarterly (53:Summer) 368-79. "Other books and pamphlets on journalistic subjects," Journalism Quarterly (53:Autumn) 578-85. "Other books and pamphlets on journalistic subjects," Journalism Quarterly (53:Winter) 768-77. Various reviews in Journalism Quarterly. MAYNARD BRICHFORD, University Archivist Publications: Maynard Brichford, comp., Avery Brundage Collection, 1908-1975 Koln: Bundes- institut fur Sportwissenschaft (1977) 317p. Maynard J. Brichford, Archives and Manuscripts: Appraisal and Accessioning Chicago: Society of American Archivists (1977) 24p. "Research Material for the History of Modern American Geology" in Abstracts with Pr___ograms; 8, no. 6 (September 1976): 790-791 (The Geological Society of America 1976 Annual Meeting, Boulder, Colorado). -.4- "Current Status of the American Library Association Archives: A Preliminary Report" in the Journal of Library History; 12, No. I (Winter 1977): 64-69. Maynard Brichford, Harriet Ostroff, John P. Butler and Richard H. Lytle. "Intellectual Control of Historical Records" in The American Archivist, 40, No. 3 (July 1977): 307-313. NORMAN B. BROWN, Serials Department Publications: rev. of Guide to magazine and serial agents, by Bill Katz and Peter Gellatly. Library Journ-l, 101 (1976): 1501. ROBERT H. BURGER, Special Languages Library Publications: "The Kanawha County Textbook Controversy: A study of Communication and Power", Library Quarterly (at press). Co-contributor "Reference Books of 1976-76: A Selection" Slavic Review, 36 (1977), 545-549. CHAPLAN, MARGARET A., Labor and Industrial Relations Library Publications: Editor: "Employee organizations and collective bargaining in libraries", Library Trends (25:No. 2). Urbana: Illinois UP, 138pp. 1976. With C. Maxey "The scope of faculty bargaining: Implications for acedemic librarians." Library Quarterly (46) 231-47. 1976. MARIANNA TAX CHOLDIN, Slavic Reference Librarian Publications: "Novikov, Nikalaj Ivanovic." In Encyclopedia of Library and Information Science (New York: Marcel Dekker, 1977), XX, 314-316. "Some Developments in Nineteenth Century Bibliography: Russia," Libri, 27 (1977), 108-115. co-contributor, "Reference Books of 1975-1976: A Selection," Slavic Review, 36 (1977) 545-549. "Alexander Voeikov'a Travels in Yucatan, 1874," in Currents in Anthropology, Chicago: Aldine Press (at press) "'The Russian Connection': The Bureau of International Bibliography and the International Catalogue of Scientific Literature," in The Journal of Library History (at press) -5- "Mez'er (Mezier), Avgusta Vladimirovna" and "Mezhov, Vladimir Izmajlovic." In Encyclopedia of library and information science (18), ed by Kent, Lancour and Daily. New York: Marcel Dekker, 41-4 1976. Four articles on Russian bibliographers in The Encyclopedia of Library and Information Science (at press) BARTON M. CLARK, Education and Social Science Librarian Publications: Review of Music and Dance Research of Southwestern United States, by Charlotte J. Frisbie. R.Q. 17 (Fall, 1977). (at press) An Annotated Bibliography of Mexican Migration. Mexico, D.F.: Consejo Nacional de Ciencia y Tecnologia. With Thomas Weaver, Theodore Downing, and Fernando Camara. (at press) Review of Environment and Health in a New Guinea Highlands Community, by Richard Feachem. Microform Review. (at press) ELISABETH B. DAVIS, Biology Library Publications: "A bicentennial remembrance: important contributors to mid-eighteenth century biology," Bios 47 (1976): 178-86.- ROBERT B. DOWNS, Professor Emeritus Publications: Books that changed the world: economy. Tokyo: Kirahara Shoten, 1976 87pp. "The growth of research collections," Library Trends 25 (1976) 55-80. "Collection development for academic libraries." North Carolina Libraries 34 (1976) 31-8. "The role of the academic librarian." College & Research Libraries 37 (1976) 491-502. CONSTANCE A. FAIRCHILD, Reference Department Publications: Various reviews in Library Journal and Reprint Bulletin-Book Reviews. -6- MARY EUSTELLA FAU, Catalog Department Publications: Rev. of Luis Munoz Marin: the man who remade Puerto Rico, by Peggy Mann. School Library Journal 23 (1976): 109. Rev. of The United States in the Mexican War, by Don Lawson. Journal (23: 1976) 70. School Library DANUTA M. GORECKI, Catalog Department Publications: Selected legal bibliography of Poland annotated and commented. (Chicago): American Association of Law Libraries, Committee on Foreign, International and Comparative Law, 1976 42pp. WILLIAM HUFF, Serials Department Publications: Rev. of: Guide to magazine and serial agents, by Bill Katz and Peter Gellatly. Journal of Academic Librarianship (2:No. 3) 138. Ti NANCY P. JOHNSON, Law Library Publications: "Legal Periodical Usage Survey: Method and application" Law Library Journal, (at press) CHIN KIM, Law Library Publications: With T. G. Kearley "The 1972 socialist constitution of North Korea." Texas International Law Journal, 11:No. 1 (1976): 113-35. With R.H. Roiger "Guide to international trade and investment in the Republic of Korea," Journal of World Trade Law 5:No. 5 (1976): 462-77. JEAN E. KOCH, Commerce Library Publications: Housing nd the acd 1964-1975, a selected biblioraphy. Monticello, Illinois: Council of Planning Librarians, 60pp. With S. Balachandran Index to the "American Business Communication Association Bulletin," vol. 23-38. Urbana: American Business Communication Association, 1976 1lpp. Index to "Illinois Business Review," vol. 1-32. Urbana: Bureau of Economic and Business Research, University of Illinois, 1976 29pp. Index to "Illinois Agricultural Economics," vol. 1-16. Urbana: Department of Agricultural Economics, University of Illinois, 1976 11pp. Subject index to Illinois Research, vol. 11-15. Urbana: College of Agriculture, University of Illinois, 1976 25pp. HAROLD LEICH, Special Languages Library Publications: "U.S.S.R. and Eastern Europe" in Katz, W., Magazines for Libraries, 3rd. edition (at press) Co-contributor: "Reference books of 1975/76: A Selection," Slavic Review 36, (1977): 545-549. "Resources for Slovene studies in American libraries: some observations," Society for Slovene Studies Newsletter, no. 9 (fall 1977), p. 12-13. With June Pachuta "Annotated bibliography of Russian family history" in The Family in Imperial Russia, David Ransel, ed. Urbana, University of Illinois Press (At press) "Library Resources for Southeastern European Studies at the University of Illinois" Proceedings of the Symposium/Conference on Southeastern Europe (At press) BARBARA E. R. LOOMIS, Acquisitions Department Publications: "A check list of the books given to the University of Illinois Library by Ernes Ingold," Non Solus 3· (1976) 35-75. JEAN A. MACLAURY, Documents Publications: "Selected federal and state publications of interest to planning librarians," no. 1. Exchange Biblio-rajh (1092). Monticello, Illinois: Council of Planning Librarians, 1976 69pp. -7- -8- "Selected federal and state publications of interest to planning librarians," no. 2. Exchange Bibliography (1115). Monticello, Illinois: Council of Planning Librarians, 1976 52pp. "Selected federal and state publications of interest to planning librarians," no. 3. Exchange Bibliography (1150). Monticello, Illinois: Council of Planning Librarians, 1976 15pp. "Selected federal and state publications of interest to planning librarians," no. 4. Exchange Bibliography (1151). Monticello, Illinois: Council of Planning Librarians, 1976 52pp. "Selected federal and state publications of interest to planning librarians," no. 5. Exchange Bibliography (1174). Monticello, Illinois: Council of Planning Librarians, 1976 58pp. YASUKO MAKINO, Cataloger Publications: "Amerika wa noryokushugi no kuni ka" (Merit system or seniority?) Rinsha seikei kenkyu (Studies in social sciences), no. 118 (March, 1977): 8-9. "1977, Amerika no shomin seikatsu" (Common people's life in the United States, 1977), Rinsha seikei kenkyf (Studies in social sciences), no. 120 (May, 1977): 7-8. "Amerika no toshokan" (Libraries and library services in the United States) Rinsha seikei kenkyu (Studies in social sciences), no. 120 (July,1977): 8-9. "Hataraku kateifujin tachi--Nichi Bei no hikaku--" (Married working women-- Comparative study of the United States and Japan--) Rinsha seikei kenkyu (Studies in social sciences), no. 121 (September, 1977): 10-11. "Amerika no garishugi" (Rationalism in the United States) Rinsha seikei kenkvy (Studies in social sciences), no. 122 (November, 1977): 10-11. "Amerikani okeru daigaku toshokan'in no mibun to chii: Zaiseikimpaku no eiky5 ni tsuite" (The faculty status of college librarians in the United States: on the impact of the budget cut). Daigaku tosokan kenkyn (Research in University Libraries) 9 (1976): 13-15. "Gakkn kyriku no naka de toshokan ni tsuite no ky iku o" (Library instruction in the school curriculum). Toshokan zasshi (Library Journal) (70) 386-7. 70:No. 9 (1976): 386-7. "Jisho ni nai Why no yaho (A usage of Why not listed in dictionaries: a com- parative study of English-Japanese dictionaries). Eigo kyiku (Engiish Education) (35:No. 9) (1976): 90-1. CAROL S. MELBY, Serials Cataloging Publications: Comyputer music compositions of the United States. Beverly Hills, California: Distributed by Theodore Front Music Publishers, 1976 28pp. LAURENCE H. MILLER, Special Languages Library Publications: "University.of Illinois" In East Central and Southeast Europe: a handbook of library and archival resources in North America, ed. by P. L. Horecky and D. H. Kraus. Santa Barbara: Clio Press, 1976 pp. 187-92, 196-7. Co-contributor Reference books of 1975-76: a selection. Slavic Review ROBERT W. ORAM, Associate University Librarian Publications: (36) 1977 545-549. "Observations of a Research Library Administrator." Library Trends. 867-75. 25 (1977): Reviews. 10 five-minute book reviews prepared for WILL-Radio and also for Public Information Office for distribution to commercial radio stations throughout the state. JUNE PACHUTA, Special Languages Library Publications: "Dostoevsky: publications in East European languages," Bulletin of the International Dostoevsky Society 6 (1976): 93-97. "Dostoevsky: publications in East European languages," Bulletin of the International Dostoevsky Society 7 (1977): (At press) With Harold Leich "Annotated bibliography of Russian family history," in The family in Imperial Russia, David Ransel, ed. Urbana, University of Illinois Press. (At press) YVETTE SCHEVEN, Africana Bibliographer Publications: "Africana in the indexes." History in Africa, vol. 4 (1977): 207-227. (Abbreviated version of paper presented at African Studies Assn. meeting, November 1976.) Bibliog irahies for African studies, 1970-1975. Waltham, Mass.: African Studies Association, 1977. -10- DMYTRO M. SHTOHRYN, Special Languages Library Publications: "Ukrainian Literature in the U.S.A.: Trends, Influences, Achievements." Ethnic Literatures Since 1776: The Many Voices of America; The Ninth Comparative Literature Symposium. Lubbock, Texas Tech University Press, 1977, p. 890-918. Co-contributor: "Reference Books of 1975-76: A selection," Slavic Review, Vol. 36 (1977): 545-549. no. 3 p. 592-593. "Tryvalyi pamiatnyk IOO-richchia ukraintsiv u ZSA" (Lasting Monliument of the Centennial of Ukrainians in the United States). Ukrainian-American Foundacion, Bulletin, Vol. 1, no. 1, p. 11-14. Reprinted in Svoboda, Vol. 84, no. 139, p. 2,4 Contributions to Entsyklopediia Ukrainoznavstva (The Encyclopedia of Ukraine), Paris, Shevchenko Scientific Society, Vol. 2, pt. 39: Entries: "Slovansky Ustav" (Slavic Institute in Prague), "Slovanska Knihovna" (Slavic Library in Prague), "Slovanska Knihoveda" (Slavic Bibliology: a journal), "SUSTA" (Ukrainian Students' Federation of America), "SUSK" (Union of Ukrainian Students in Canada), "Studyns' kyi, Kyrylo." "Ekonomichno-hromads'kyi visnyk Tovarystva ukrains'kykh kuptsiv, promyslovtsiv i profesionalistiv v Chicago; neperiodychne vydannia. Vyp. 1, Osin', 1975. 104 stor." (Economical-Social Hearold of the Society of Ukrainian Businessmen and Professionals in Chicago. Vol. 1, 1975), in America, October 18, 1976, p. 3-4. "Dmytro Chyzhevs'kyi, A History of Ukrainian Literature (From the 1bth To the End of the 19th Century). Translated by Dolly Ferguson, Doreen Gorsline, and Ulana Petyk. Edited and with a Forword by George S. N. Luckyj. Little- ton, Colo., Ukrainian Academic Press, 1975." Slavic Review, 36 (1977): 355-357. HARRIET E. (SMITH) WALLACE, Geology Library Publications: "Geological reference publications," Journal of Geological Education 24 (1977): 50-6. With R. L. Miller "Basic geology collection for a Latin American university library and a guide for building the collection," Revista Geofisica 4 (1977):63-137. LUCILLE M. WERT, Chemistry Librarian Publications: Thesaurus for a Habitability Data Base, by Lucile M. Wert. Aug. 1977. This work was supported by the U.S. Army Corp of Engineers Construction Engineering Research Laboratory under Contract DACA88-77-M-0172. MARTHA E. WILLIAMS, Coordinated Science Librarian Publications: Williams, M.E., ed., Annual Review of Information Science and Technology, Vol. 11, American Society for Information Science, Washington, D.C., 1976, 457 pp. Williams, M.E.; Lannom, L.; and Tisch-Dunatov, E., ASIDIC Survey of Information Center Using Machine-Readable Data Bases, published by the Association of Information and Dissemenation Centers, 1976, 81 pp. Williams, M.E. and Tisch-Dunatov, E., "Data Bases for Coping with Human Needs," Drexel Library Quarterly, 12, no. 1/2 (1976): 110-138. Williams, M.E. and Shefner, G., "Data Element Statistics for the MARC II Data Base," Journal of Library Automation, 9, no. 1 (1976): 89-100. Williams, M.E., "Review of the Electric Library: Bibliographic Data Bases," Library Quarterly, 46, no. 3, (1976): 342-345. Williams, M.E. and Rouse, S.H., Computer-Readable Bibliographic Data Bases--A Directory and Data Sourcebook, American Society for Information Science, Wash- ington, D.C., October 1976, 817 pp. Williams, M.E., "Machine Readable Data Bases in Libraries: Criteria for Selection and Use," In: Proceedings of the 1975 Clinic on Library Applications of Data Processing, University of Illinois,-Graduate School of Library Science, Urbana, Illinois, 1976, pp. 3-16. Williams, M.E.; Preece, S.E.; Rouse, S.H., "Data Element Analysis and Use of a Relational Data Base Structure for Mapping Bibliographic and Numeric Data Bases," In: Proceedings of Second Symposium on Management of Data Elements in Information Processing, National Bureau of Standards, Gaithersberg, Maryland, 1975 October 23-24, 1976, pp. 237-252. Williams, M.E., "Machine-Readable Data Bases," In: The ALA Yearbook, 1976, pp. 223-226. Williams, M.E., "Analysis of Terminology in Various CAS Data Files as Access Points for Retrieval," Journal of Chemical Information and Computer Science, 17, no. 1 (1977): 16-19. Williams, M.E., "Data About Data Bases," Bulletin of the American Societ for Information Science 3, no. 2 (1976): 20-21. Williams, M.E., ed. Annual Review of Information Science and Technology, Vol. 12, Knowledge Industry Publications, Inc., White Plains, N.Y. 1977, 384 pp. Williams, M.E. and MacLaury, K., "Mapping of Chemical Data Bases Using a Relational Data Base Structure," In: Computers in Chemical Education and Research, Ludena, E.V., Sabelli, N.H., and Wahl, A.C., eds. Plenum Press, 1977 p. 3-23. Williams, M.E., "Data Bases--A History of Developments and Trends from 1966 through 1975," Journal of the American Society for Information Science, 28, no. 2, (1977) Williams, M.E., "The Impact of Machine-Readable Data Bases on Library and Information Services," Information Processing and Management, 13 (1977): 95-107. Williams, M.E., "Machine Readable Data Bases," In: ALA Yearbook, American Library Association, Chicago, II. 1977 (At press) Williams, M.E., "On-Line Problems--Research Today, Solutions Tomorrow," Bulletin of the American Society for Information Science, 3 no.4 (1977) 14-16. Williams, M.E. and Preece, S.E., "Data Base Selector for Network Use," In: Proceedings of the American Society for Information Science Annual Meeting 1977, v. 14, 40th Annual Meeting, Chicago, II. September 26- October 1, 1977. Preece, S.E. and Williams, M.E., "EARL: Implementing the Entity-Relationship Model," In: Proceedings of the American Society for Information Science Annual Meeting, 1977, v. 14, 40th Annual Meeting, Chicago, 11. September 26-October 1, 1977. Williams, N.E., "Educational and Training for Data Base Use," (Keynote address) In: Proceedings of the EUSIDIC Conference on User Education, Graz, Austria December 1976. Aslib Press, London, England 1977. and in Journal of Library Automation December 1977. ERNST WOLFE, Special Languages Library Publications: Rev. of* Une reforme locale en Chine au xvie Siecle; Hai Rui a Chun'an 1558-1561 Michel Cartier. Harvard Journal of Asiatic Studies 36 (1976): 325-31. r--l M O 4 tn 4-) P- ro 0 O U) tn ro t-H O CQ 01 O 0 *ot U)i C- () 04 -H 4-) U) r- I U) 04 rdr-0 f::4 e4 D U) rl tS 0} O 0 U Ul En 4- P4 01 r- Pi H oH r-{ 0 H M9 r U) U) 0 O 0 l< () U) C) 0 H > E 0 Ln LO o t£) 0o H LO r-- tn tn t 0 IV lCil m LN H- H r-i (f) r PD 0 0 I n (-t <-, L-O O L O t- r-4 r- o - n r- C\) CO Q0 L 0.0 r- 0 r-D C0N co >o to to o Lr co Lo0 n L-0 0 k 0% in in in r-I 0 r-I r- r-ý (N N Sr r-- r-4 H r- r- 0 co 00 Ir- (N CO -~> P H C0O ) C n 0 o o (n (N co r (Y) (N CN N ( Yo r o-i r-- on L tn m co o( ( c( c(N CO 00 00 om O cc Q © 0m (N CM t0 -I tYo Q O-(N (N cM 0 N I r- r-H r-4 In o in 0 Ip t o 0) 00 r-4 c 0-) r-1 E-- r- r- C(N co r-( n % In in _O q - co oo 0h ,, - r- A o-. O rO an 0 ' .0 ( 0 ' 0 r-i 0 IIZT r- OD 0 ý p o (N co co cO Oh in Ln an O m 0 0 L 0 r-L CO (N on o, Cm oC o- 0 cQ co n 0) 0 ) D C00 0 CO CO Sr- > o, t0n un on r- co r c(N o r 0r n 0) r-- r- co r) r-I H H O 0 (N G 0 r- co r- r~o cm Mt CM CO C m co 00 CO (Y) (Y Le Ln r- O co - tL oN1 ( rY- CM o > (N O r t0o LO r-1 rn CO tO CO o' Ln co r-0 r- co C c o o co co M Ln (C)l 0 S (\I r- 0 - O uo co o o o r-i (N q^ :T1 q:Z Hn O c) cm0 co r" 0"0 o to 0 0> o r- co r 00 0N c0 0 Un LO x1,, r- r- D Ln ON ok to ly Ln .O Qo t" co co co 0 Lon n Lon n Ln 0o co NC O N CO RP r-H (N J' LU) 'U H -. 0 CO .n co 0 V0 -1 1% r- CM ah OC (N H M coAi) r0 0 0 (N (N 0 HHH 0o 0 \ D r- ' 0m o 0 0 oT 0 co r ^ in r o or Com C ^N > > ' 'U '.0 H l r> c0 > (N 0 H C 0M(N r- L0 O N r-H L on Ln Cn Ln L0n z' CV m rd- 0n In on on on In In In Ln In ^, co , 0o) o0 i' r0 ' CO >0 0 000 '.0 1-- 00 LO VO O- CW 0 0 H~j ,..: .- O 0O m o I I CO' O 'U C( 0 CN r-- 0 o ,MN ' ( L 0O J,- tD CO (N N r- n > 0 o 00- 0) r-H 0 0) > H-\ '.0 0 C( N <0 C0 'U4 Lo T - r- >' r '-- 0o 5 ~r O0 0o' en en H-( f-t rH - rH rH HH %r~ H H SU) 4- CH U 4r- *H 0 OH U) H 40 S 04 10 - - d )O X^* r- 0 i U ^4 PL T*< >. 0 P;; v-I 4-) 4.) 0 4. U TABLE II ENROLLMENT IN THE UNIVERSITY OF ILLINOIS AT URBANA-CHAMPAIGN AND USE OF THE UNIVERSITY LIBRARY 1967-68 to 1976-77 Enrollment Year Undergrad. Graduate and Pro- fessional Colleges Total Recorded Use 1967-68* 22,913 7,494 30,407 1,582,417 1968-69* 23,802 8,048 31,850 1,561,751 1969-70* 24,297 8,462 32,759 1,694,087 1970-71* 24,558 9,460 34,018 1,848,942 1971-72* 23,105 9,191 32,296 1,872,755 1972-73* 24,695 9,162 33,857 1,832,239 1973-74* 25,780 8,871 34,651 1,799,216 1974-75* 25,848 9,197 35,045 1,884,032 1975-76* 25,788 9,329 35,117 2,049,818 1976-77* 24,769 8,783 35,552 1,919,870 *First semester enrollment figures TABLE III RECORDED USE OF THE LIBRARY FOR THE YEAR ENDING JUNE 30, 1977 General Circulation Students Faculty Others Total Circulation Desk 263,398 81,614- 69,021 414,033 Circulation Desk (Use Here) 43,262 ---- ---- 43,262 Undergraduate Library 114,637 7,864 24,655 147,156 Special Languages 5,536 1,782 1,840 9,158 Departmental Libraries in General Library 169,545 28,987 33,219 231,751 Departmental Libraries in Other Buildings 235,148 58,507 67,850 361,505 Total General.Circulation' 831,526 178,754 196,585 1,206,865 Reserve Materials Undergraduate Library 95,241 Reference Room 8,758 Departmental Libraries in General Library 207,380 Departmental Libraries in Other Buildings 327,557 Total Recorded Reserve Use 638,936 Interlibrary loans to institutions outside Champaign-Urbana (physical vols.) Illinois Research and Reference Center 21,609 Outside Illinois 9,117 Health Sciences 1,189 31,915 Photocopies to institutions outside Champaign-Urbana Illinois Research and Reference Center Photos erv i ces 16,300 17,777 Interlibrary loan items for students and faculty on Urbana campus 34,077 5,215 Photographic reproductions obtained for members of faculty and graduate students in lieu of volume 1,745 Extramural extension circulation 1,117 TOTA.L RECORDED USE IN URBANA (F·l~?ePLI*~·bC·*CL~DaMI·'I~WI~IMIIC~llb ~·DYIYPI~ILI·~rrm~·4~d~*irr(·1~··~)·*lll) nl~P~a-1~Tinn ~~·~~·CIL~UmDMI~Wi~OI~Wm~SLTOt~·rrumrUI1 ~u~rrrr~o 1,919,870 TABLE IV THE VOLUMES AND SEATING CAPACITY IN THE VARIOUS PUBLIC SERVICE DEPARTMENTS AS OF JUNE 30, 1977* Seating Library Capacity Volumes URBANA General Library Building Applied Life Studies Classics Commerce Education and Social Science English Far Eastern General Reading and Reference Room History and Philosophy Illinois Historical Survey Library Science Map & Geography Modern Languages and Linguistics Newspaper Rare Book Room Slavic South and West Asian University Archives Other Libraries on Campus** Agriculture Architecture Biology Chemistry City Planning and Landscape Architecture Communications Engineering Geology Health Science Home Economics Illini Union Browsing Room Labor and Industrial Relations Law Mathematics Music Natural History Survey Observatory Physics Undergraduate University High School Veterinary Medicine 152 34 250 275 70 12 367 37 25 68 17 63 63 83 30 14 21 154 107 150 74 24 96 96 79 141 118 57 44 386 121 325 25 9 95 1899 61 76 20,717 41,569 42,450 54,393 21,472 3,075 20,644 19,262 9,177 13,529 15,456 16,130 13,364 114,361 7,628 6,500 7,700 66,669 36,914 100,985 45,168 15,916 12,059 158,538 71,290 6,893 10,431 3,475 8,715 295,902 50,384 133,958 31,805 4,605 25,601 140,408 13,788 17,996 cubic feel *Excludes extensive holdings of non-book materials, such as the 462,870 maps and aerial photographs in the Map, Geology, and Illinois Historical Survey Libraries; 899,464 pieces of choral and orchestral music in the Music Library; 81,772 sound recordings chiefly in the Music and Undergraduate Libraries; and large microtext collections in many of the public service departments. **Excludes numerous office collections of 100 to 1,000 volumes each. TABLE V GENERAL, COLLEBE, AND DEPARTMENTAL ALLOCATIONS Funds allocated for the purchase of Library materials for the 1976-77 fiscal year were $2,259,970 as opposed to last year's figure of $2,059,270. A schedule of assignments to the various funds for 1976-77 follows. General funds include serial subscriptions, retrospective sets, current American university press publications, binding, photographic reproductions and other assignments which cannot.be considered as college or departmental in nature. GENERAL LIBRARY Africa Afro-America Asia Binding Blanket Orders Book Arts Continuation Reserve European Blanket Order Exchanges Express, Freight and Postage General General Research Periodicals Reserve Photographic Reproductions Reference and Bibliography Replacements Reserve Monographs Sets Undergraduate and Browsing Union Browsing University High School COLLEGE AND DEPARTMENTAL College of Agriculture Agriculture Home Economics College of Applied Life Studies TOTAL GENERAL LIBRARY $ 13,251 12,157 30,378 180,000 38,695 600 276,336 61,048 6,055 27,938 14,556 30,000 621,898 12,000 18,547 16,080 119,578 30,000 63,521 3,564 4,536 $1,524,952 6,596 3,727 10,323 4,127 20,162 College of Communications College of Commerce 6,720 TABLE V (Continued) College of Education Education 12,221 Instructional Materials 4,284 16,505 College of Engineering Engineering 29,938 Physics 9,074 39,012 College of Fine and Applied Arts Architecture 6,874 Art 9,967 City Planning and Landscape Architecture 6,463 Music 16,620 Music Records 13,565 Theater 1,373 54,862 Historical Survey 1,385 Institure of Labor and Industrial Relations 4,394 College of Law 207,932 College of Liberal Arts and Sciences Africa 15,541 Afro-America 14,170 Astronomy 763 Chemical Sciences, School of 7,937 Film 2,280 Geology 14,485 Humanities, School of Classics 6,235 Comparative Literature 763 English 6,110 French 4,812 German 6,156 History 23,014 History of Science 1,526 Italian 2,280 Linguistics 7,637 Philosophy 5,294 Portuguese 456 Religion 2,772 Scandinavian 1,831 Slavic 91,186 Spanish 5,040 Speech 382 TABLE V (Continued) Life Science, School of 14,671 Mathematics 5,897 Psychology 7,638 Social Science, School of Anthropology 3,818 Asian 37,270 Geography 4,157 Latin American 45,440 Maps 4,506 Political Science 4,583 Sociology 6,110 Speech and Hearing Science 382 355,142 Graduate School of Library Science Audiovisual Aids 1,385 Library Science 4,238 5,623 Natural History Survey 3,360 College of Veterinary Medicine 5,471 TOTAL COLLEGE AND DEPARTMENTAL 735,018 TOTAL GENERAL LIBRARY 1,524,952 2,259,970 GRAND TOTAL f O 0 44 (0 10t HC * H H co O 4w 0 0) *H 44 0 QI * 4J H 44 S 0 3 U *r( 0 *fi R U e H u S0 )0 'H C O r0 x H' 4J oi 0 cii H 0 >-»E~ Fr JJF *rt~ (^ M 't( V)w Fe to N 00 V) C) CD r4 Nto O O (D 0- O0 C4 So O r-4 in H H H 0 Ltr" HC 0) Hl cS 'H Urz · 0 00 oM tr 0 0V o f Lr( 0 O 0 o r(N O C) O0 Lry O o U) 44 4 4 a 4d 'H Hd 0 0lor H H OO  r-C r-q Lr )i CM r-q* C4 '0 O r-4 0 o a( a) 4-4 0 0 CO IS O 0 P4- Cl) TC) Q) "4 Ln f)L ruH Lo 0 * 0) N- 0) '-0 0· 0 O^ 0 0 (N H Lf) N0 r- 0 CM 1-4 Itn T-i r,- *f' HH r4 H- H Lt) (N * r r4 u 0 Lf) 0 LI) r- r-l L) C4 0 (N 0 * CM 0 0 Ln r-t U0) 4E- 0) H ) Md H 0 O0 o 0 a in Ct) in' 0 LC V) 4o (r 0 10 0 H M H O H < ^ %S H *r I: z To The University Librarian: It is a pleasure to submit this report summarizing the activities of the Public Service Departments for the year 1976-77. As in previous years, an attempt has been made to present a cross section of the wide range of matters with which public service units are involved. The report is arranged in five general sections dealing with: 1) Services to users; 2) Extension of services; 3) Care and improvement of the collection; 4) Quarters and equipment and 5) Personnel and administration. SERVICE TO USERS Use of Materials Total recorded use on the Urbana campus for 1976-77 was 1,900,813. This represents a drop of 149,005 or 7.26 percent from last year's record total of 2,049,818, and remains slightly above the figure of 1,882,377 for 1974-75. General circulation declined from 1,233,700 to 1,206,865, a decrease of 25,835 or 2.09 percent. Circulation to students was 831,526, down 48,120 or 5.47 percent from 1975-76. Faculty circulation showed a slight increase of 1.55 percent for a total of 178,754. A significant increase of 11.03 percent was registered in the "others" category with a total recorded circulation of 196,585. This figure, following last year's increase of over 25 percent in the same category is indicative of increasing use of our collection by individuals other than our own faculty and students. When this figure is added to inter- library and extramural loans, it is apparent that almost 13 percent of our recorded use was by persons outside our own academic community. This trend would seem to reinforce our belief that the University of Illinois Library is a statewide and even national resource and that its impact extends beyond the confines of the campus. When the figures for general circulation are examined by broad areas of location, it is evident that there was a decline in all parts of the Library system except in the Circulation Department. This unit recorded a total circulation of 414,033, an increase of 32,142 or 8.41 percent. This was not enough, however, to offset a consistent decline in other locations. The most dramatic decrease, however, was in the use of reserve materials. For the Library as a whole reserve use was down 124,951 or 16.35 percent for a total of 638,936. Although some individual departmental libraries experienced modest increases in reserve circulation, the general trend was downward and was spread throughout the system. A decline occurred in all major locations, including the Undergraduate Library, the Reference Department and departmental libraries in the General Library building and those located in other buildings on campus. In terms of total recorded transactions, the ten most heavily used units in the Library were: Circulation (457,295); Undergraduate (249,285); Music (133,160); Education and Social Sciences (128,238); Commerce (100,230); Biology (70,723); Engineering (61,553); Applied Life Studies (53,669); Agriculture (49,204); and Architecture (44,113). If reserve use along is considered the ten most active libraries were: Undergraduate (95,241); Commerce (70,977); - 2- Music ( 52,125); Education and Social Sciences (49,313); Applied Life Studies (39,539); Biology (36,000); Library Science (35,624); Communications (34,220); Law (32,736) and Health Sciences (32,279). A variety of factors would seem to be at work this year, all of which have contributed to the decline in recorded use. A drop in total University enroll- ment the first semester of 4.5 percent and the second semester of 3.7 percent (including a decline in graduate enrollment of 6.8 and 7.8 percent respectively) undoubtedly has had a significant impact on the use of the Library. This supposition would seem to be confirmed since our most dramatic decline was in reserve use which is the area most directly tied to classroom teaching. Reserve use is also affected by other intangible matters. The Undergraduate Library, for example, moved a coin operated copier inside the reserve area. This allowed students to make copies of needed pages without having to check out the book or journal. This convenience to library patrons undoubtedly had an impact on recorded use. The Law Library contains another example. Their reserve circulation figures show a decline of approximately 50,000 items. However, this does not reflect a decline in use but rather a different way of keeping statistics. A previous circulation librarian had adopted the policy whereby reserve books charged out to faculty were counted daily, rather that as one recorded use, thus artificially inflating the total circulation figures. The increase in the use of the main bookstacks could be attributable to a number of factors. Many of our departmental libraries are extremely crowded and are forced to transfer still active materials to the stacks. It is also possible that our improving programs of library instruction, orientation and reference assistance are encouraging more students to pursue their interests in more depth and with more success. The number of permits issued to non-university affiliated individuals decreased 11 percent. A total of 4,180 permits were given with 231 going to State-wide Borrowers card holders and 134 to Parkland College students. The Reference Department issued 27 State-wide Borrowers Cards to our own faculty and graduate students to enable them to use other collections in the state. Hours of Opening Hours of service for the University of Illinois Library System remained essentially unchanged from last year. During the regular semesters, weekly unit hours of opening totaled 2,606.25, an increase of 2.5 hours per week. Summer session hours were cut slightly with 2,011.5 weekly unit hours or 27.5 fewer hours per week this year. These hours were cut in libraries serving departments with little or no summer school activity and thus had limited adverse effect on service. Service hours continue to be a matter of pressing concern to public service librarians. The faculty in this division are caught in a three-way squeeze. They are attempting to improve and expand services and are not insensitive to the strong feeling among students and faculty concerning the need for longer hours of access to the collections. They are becoming increasingly aware of the need to channel much of their own time and energies in new directions, - 3- especially research and professional activities, if they are to advance their own careers. These pressures are coming at a time when a stable budget situation has meant no new support staff for several years and student wage funds that are being eroded by increasing minimum hourly rates. In view of these factors, the public service librarians are to be commended for maintaining total hours of service as well as they have. In many instances this has been accomplished at considerable personal and professional sacrifice on the part of the individual faculty involved. Reference Work Reference work continues to be one of the intangibles in the public service operation. Although assistance in locating and interpreting information in the collections is the underlying rationale for all other activities in the Library, reference service remains one of the most difficult areas to evaluate. Because it is a highly intellectualized and individualized activity, it does not lend itself readily to quantification and analysis. Concentrated efforts are now underway to develop sampling techniques and methods of evaluation for reference activity in the library system as a whole. Over a period of time we should be able to gain increased insight into both the quantity and the quality of the reference service we provide. The Information Desk in the card catalog area was reopened this year under the supervision of the Circulation Department. During the 14 weeks it has been open, a total of 6,301 inquiries have been handled. A study of Known-Search monograph inquiries shows that 519 were for author/title, 707 for location, 179 for corporate author or added entries, and 270 for subject assistance. There were 445 instances of general assistance with the card catalog and 966 general information and directional questions. Four hundred thirty-five individuals were referred to the Reference Department for further assistance. The information desk fielded 1,283 telephone calls and referred 104 of these to the Reference, Department for additional help. The Information Desk seems to be filling an obvious need and it is planned that this service will be continued in subsequent years. Questions recorded in the Reference Department this year declined about 8 percent over last year's figures. The reopening of the Information Desk in close proximity to the Reference Department may have had some impact on this figure. Total questions recorded equaled 23,040. The breakdown by type with 4,203 (18 percent) being Information and Direction, 18,241 (79 percent) being Reference Questions, and 596 (3 percent) being Search Questions is almost identical to the percentages of last year. Figures recorded in other Public Service units show similar patterns. The Anglo-American section of the Law Library answered 6,193 questions, 816 of which required more than 15 minutes to bring to a satisfactory conclusion. The Music Library had 6,255 questions with 2,672 being considered routine. The English Library conducted a four week survey during the month of November. During this time they recorded 440 informational questions, 400 reference ques- tions and 19 search questions. The Undergraduate Library opened an "Ask Me" desk staffed with some 25 reference assistants -- graduate assistants, practicum -4- students and library science students on hourly wages. With intensive training and close supervision and backup from the professional librarians, these assistants were able to provide quality reference service and to fill a long felt need in the Undergraduate Library. Of the 3,396 questions recorded in the log book, 2,172 or 64 percent were considered directional and informational. The Under- graduate Library continued its Question Board, an anonymous question-answer service which has demonstrated its success as a viable reference service as well as a source of campus and community information and an excellent public relations technique. Approximately 2,000 questions were answered during the year. One of the most complete sets of reference statistics is kept by the Health Sciences Library. The following figures indicate both the diversity of activity in this area and the amazing growth in this rapidly developing unit: By Type of Question 75/76 76/77 % Increase Instruction in Library Resources 202 789 290.59% Reference checked (Verification) 363 396 9.09% Bibliographies Compiled 3 15 400.00% Biographical & Directory Information 81 236 191.35% Publication Data 94 265 181.91% Subject Search (Non Computer) 301 432 43.52% Information Question & Others 684 3634 431.28% Total 1725 5767 234.41% By User Group Faculty & Staff 442 1254 Students 673 3419 U of I Affiliates 308 500 Public 230 594 Total 1725 5767 A new dimension is being added to Reference Services at the University of Illinois Library with the introduction of computer searching of informational data bases through BRS (Bibliographic Retrieval Service). Terminals have been installed in the Reference Department and the Engineering Library as well as the Health Sciences Library. Initial training of library staff has been completed and it is anticipated that the service will be publicized and in full operation in the near future. Interlibrary Loan The volume of interlibrary borrowing by our Reference Department of materials needed by students and faculty of the University of Illinois continued to increase, although not as dramatically as last year. Total requests numbered 5,860, an increase of 12 percent over the 5,245 requested last year. Of these requests, 4,338 or 74 percent were filled; 44 percent by borrowing and 30 percent by photocopy received in lieu of loan. Nine percent or 530 requests were found within the collections here while 992 requests or 17 percent could not be filled. Medical and biological literature continues to be the largest subject category of material requested. A large increase in requests for agricultural -5- material was noted this year, chiefly from the staff of the Natural History Survey. The number of requests filled by ILLINET libraries continues to increase as more large libraries are added to the system. Northwestern University was added this year and has now become one of our top ten lenders. The fact that ILLINET requests are sent by teletype and receive special attention when they are received helps to speed up the borrowing process. The Journals Access Service of the Center for Research Libraries which enables us to obtain photocopy from the British Lending Library is increasingly useful. We obtained 228 photocopies from them this year as compared to 107 last year. However, when compared with our total of 1,745 requests filled by photocopy, it is clear that the JAS service is still very limited. A number of large libraries are now charging fees for sending books out on loan. Cornell University and Princeton have introduced a coupon system which enables us to borrow by sending $5.00 coupons which are returned when they borrow from us. In both cases the number of coupons exchanged has remained fairly constant, indicating that we are lending as many books as we are borrowing from those two libraries. We are borrowing less and less from Harvard and Yale, which have $8.00 fees and no coupon system. We have discontinued bor- rowing from the Canadian libraries which have fees. Requests were filled most often by the following ten institutions. University of Chicago (ILLINET) ................................ 373 Center for Research Libraries .................................. 313 Southern Illinois University-Carbondale (ILLINET) .............. 283 Library of Congress ...................................... ...... 279 British Lending Library (via CRL) .............................. 228 John Crerar Library (ILLINET) .......... ....................... 211 Northwestern University (ILLINET) ........................ .. 131 National Agricultural Library .................................. 126 Indiana University .............. .................... ........... 98 University of Wisconsin ........................................ 83 Despite speculation last year that the University of Illinois Library, as the largest publicly supported academic library in the country, might be inundated by interlibrary loan requests as many of the large private insti- tutions initiated service charges, there has been no significant change in the activities of the out-of-state section of our interlibrary loan division. Requests received totaled 13,316 as compared to 13,308 last year, an increase of 8 requests. Titles requests totaled 13,262 as compared to 13,371 last year, a decrease of 109, or less than one percent. The section loaned 9,117 volumes or reels of microfilm representing 7,047 titles as compared to 9,045 volumes representing 6,913 titles last year. This is an increase of 72 volumes, or less than one percent and an increase of 134 titles or 2 percent. The lending activities of this section remain oriented primarily to academic institutions. The total number of volumes loaned to academic libraries was 7,717 or 85 percent of the total loans. Special libraries, including governmental libraries and commercial firms, including reprint publishers, - 6- borrowed 848 volumes or 9 percent. Loans to minicipal and county libraries totaled 552 volumes or 6 percent. The ten largest borrowers from our collections were: 1. University of Wisconsin ........................ 224 2. Indiana University ............................. 206 3. Purdue University .............................. 161 4. Florida Technological University ............... 146 5. Louisiana State University .................... 146 6. University of Iowa ............................. 124 7. University of Utah ............................. 123 8. University of Minnesota ........................ 119 9. Arizona State University ....................... 118 10. University of Michigan ......................... 108 The Illinois Reference and Research Center, which handles interlibrary lending within the State, experienced a leveling off of activity after many years of rapid growth. The unit received 63,193 requests for items, down 2,364 or 3.6 percent from last year. Interlibrary loan requests decreased by 4,627 over 1975-76 while requests for photoduplicated materials increased by 1,263. The flow of requests through the year shows a marked drop in the number of requests received in December as well as in the summer months. December alone shows a decrease of 1,716 requests received. While ordinarily slow due to academic holidays, December is the first month since 1973 that less than 4,000 requests were received. Christmas week closing of the University of Illinois Library may be a partial explanation for the decrease in December. Requests ordinarily received here were routed to other R & R Centers or simply returned to the patron as not available. Requests were obviously not batched until we re-opened since January and February do not show the expected increase. Further analysis of requests received indicates that public library inter- library loan requests dropped by 5,150 in 1976-77 and account for the total drop in requests received by the University of Illinois Library. While requests for public libraries submitted directly by systems to the University of Illinois increased by 500 referrals to the University of Illinois from other R & R Centers for public libraries dropped by 5,654. New ILLINET referral procedures adopted at the Illinois State Library may explain the decline in referrals received. Automatic referral between Centers is no longer accepted in ILLINET. Requests received by the State Library (mostly public library requests) are searched in OCLC, UIMAC, NUC and the CLSI Interconnect Project to determine their referral pattern. Items not located in UIMAC, OCLC or NUC as University of Illinois books are no longer sent to the University of Illinois. These items are sent to Suburban Library System as a result of a positive CLSI search, referred to another R & R Center or referred to a SRC located in NUC. Items are also returned with no search beyond the Illinois State Library if the item is beyond R & R Center collection scope as outlined in the ILLINET Procedure Manual. The number of items sent to Illinois libraries in response to their requests increased from 34,256 to 36,629. The fill rate for interlibrary loan requests increased from 52 percent in 1975-76 to 57 percent in 1976-77. - 7 - Public libraries were responsible for 57% of all requests received. Academic libraries are the next largest borrowers, accounting for 27% of the total. Public libraries more often requests books than photocopies and repre- sent 74% of all requests for interlibrary loan materials. Only 50% of the requests submitted by public libraries were satisfied by the University of Illinois Library. Academic libraries request photocopies as often as books and have a 65% fill rate. Photoduplication requests are more often satisfied (74%) than interlibrary loan requests (55%). Special libraries most often request photocopies from the University of Illinois Library. 70% of all items requested by special libraries are satisfied. Public library requests decreased by 5,000. Academic library requests increased by 1,700. Most of the increase (1,300) was for photoduplicated material. - 8- EXTENSION OF SERVICES A great deal of the time, effort and energy of Public Service librarians is directed toward encouraging the use of the Library and increasing its effectiveness in meeting the information needs of its patrons. A variety of methods are employed to increase the understanding of a broad range of users concerning the organization and contents of the Library. Some of these methods include publicity in the form of exhibits and lists of significant acquisitions; tours and orientation lectures; and the preparation and distribution of guides, handbooks and specialized bibliographies. Orientation to the Library and instruction in its use continues to have a high priority among the public services faculty. All public service units have some activity in this area, ranging from basic one-to-one assistance to individual patrons to highly sophisticated programs of formal teaching and computer aided instruction. Many departmental librari&s work closely with the departments served in providing thorough orientation to the physical arrangement of the library, to the services offered and to specialized sources of information in the subject. This approach is particularly useful for graduate students and new faculty members who have already acquired a background of library experience and bibliographic sophistication. Library instruction to undergraduate students presents a massive challenge for a Library such as ours. Given the size and complexity of the Library system and the numberand diversity of background of our students, no single approach to this task has proven to be entirely satisfactory. The Undergraduate Library and other public service units together with the Library Instruction Committee have taken the initiative in attempting to develop multiple approaches to teaching the effective use of the Library. The Undergraduate Library's program of instruction to students enrolled in the freshman rhetoric program was altered to make better use of staff. Tours are being suspended, to be replaced by slide/tape presentations which will be available for the use of teaching assistants. A three part program has been developed to deal with the problem of providing adequate assistance for the several hundred freshmen involved each semester with their term paper projects. It begins with a lecture in library use given to rhetoric classes. Approximately 85 lectures of this nature were given by Library faculty during the year. The lectures are followed by a new service called Term Paper Counseling. A desk in the Undergraduate Library was staffed for the four week period corresponding to term paper assignments by members of the Undergraduate Library staff, reference assistants and volunteer librarians from throughout the system. Over 400 students reveived individual help in defining their research topic and locating pertinent source material. For a limited number of students with particularly difficult problems, a Term Paper Clinic Appointment Service was offered whereby the student could arrange to meet with a subject specialist from the Library Faculty for special assistance. Librarians continued to work at the development of programs of computer assisted instruction, utilizing the PLATO system on campus. The Biology Library added lessons on bibliography and the reference collection to those they had already developed. Health Sciences has several new areas ready to add. The Geology Library became involved with PLATO for the first time this year and has - 9- a general introduction to the library completed. Generally, significant progress was made in the area of library instruction during 1976-77. Considering the constraints of time, staff and budget with which most public service librarians were working, their efforts in this direction were outstanding. However, everyone in the Division recognizes that much remains yet to be done, and library instruction will remain a matter of deep concern for the coming years. Public Service librarians utilize a variety of methods to inform patrons of the availability of significant new materials and to guide users to the best books and journals in a subject. Many departmental libraries prepare and distribute lists of new acquisitions. These show a considerable diversity in terms of frequency of issuance, thoroughness of annotation and degree of selectivity. These factors are normally influenced by the nature of the subject matter and the clientele for whom they are intended. They range from the annotated list of popular materials acquired by the Illini Union Browsing Room which is intended to acquaint the entire academic community with new trends in publishing, to highly selective and specialized lists such as CERN which is prepared by the Physics Library and distributed to the high energy group on campus. Because of the quality of the University of Illinois Library collections and the expertise of librarians and other subject specialists that goes into the selection process, our acquisition lists are valued by individuals and by other libraries throughout the world and are used by them as buying guides for their own collections. An example of this is the list prepared by the Map and Geography Library. This year their monthly publication, which combines a listing of newly acquired maps, books and journals with news notes of interest to cartographers and geographers, underwent a facelift with a new format and the title of "Biblio." It is currently distributed to 44 individuals on campus, 174 individuals and libraries in the United States and 56 individuals and libraries in foreign countries. Other lists and newsletters prepared by public service librarians have similar distribution. Numerous other methods are used to inform patrons of new materials in the Library. The Engineering Library maintains a card file of all items received during the current year. The Veterinary Medicine Library inputs new acquisitions in the PLATO system so the information is constantly up to date and then uses this device to produce periodic cumulated new book lists. Departmental librarians quickly learn the research interests of their users and are able to call significant new materials to the attention of individuals. Some libraries put this service on a more formal basis and send individual notices of significant new acquisitions. The Modern Languages Library, for example, sent 1,018 such notices during the year. The English Library joined several other departmental libraries in operating a current awareness program. Content pages of new journals received are photo- copied and sent to scholars who are working in the files covered by these titles. Specialized bibliographies are prepared to facilitate the patrons' search for information in specific fields, to publicize significant collections and to save the time of librarians by providing in printed form answers to often repeated questions. Bibliographies prepared by public service librarians this year ranged from simple listings intended to provide the nonspecialist with an - 10 - entry point into an unfamiliar subject to massive projects which represent major contributions to scholarship and the advancement of knowledge. Many of these compilations are published and receive wide distribution beyond the University of Illinois campus. Manuscripts Guide to Collections at the University of Illinois at Urbana- Champaign, compiled by the University Archives, the Illinois Historical Survey and the Rare Book Room, was published by the University of Illinois Press and has received favorable reviews throughout the country. The Dictionary Catalog of the Applied Life Studies Library was published in January, 1977 by G.K. Hall of Boston. A list of basic legal publications for Illinois practitioners was compiled by the Law Library and published by the Illinois Institute for Continuing Legal Education. It is impossible in a report of this length to list all of the bibliographies and guides prepared by the Public Services Division during the course of the year. However, the following samples may give some feel for the diversity of subjects and clientele with which our librarians work. The Undergraduate Library created 30 "in-house" pathfinders on subjects of particular interest to the undergraduate student. Subjects covered included: Abortion, Acupuncture, African and Caribbean Poetry in French, The Amish, the Beatles, Ingmar Bergman, Birth Control Pill, Cancer, Child Abuse, Communes, Dreams, Euthanasia, Federico Fellini, Free Schools, Gun Control, Juvenile Delinquency, Marijuana, Nuclear Energy, Prostitution, Ragtime Music, Recycling, Slavery, Solar Energy, Space Exploration, Transcendental Meditation, Francois Truffaut and Vegetarainism. The Health Sciences Library produced bibliographies of holdings on the Urbana-Champaign Campus in Anesthesiology, Cardiology, Emergency Medicine, Neurology, Nursing, Obstetrics-Gynecology, Oncology, Pathology, Pharmacology, Pharmacy and Radiology. The Geology Library compiled a bibliography on the geology of Illinois intended for use by undergraduate students in the LAS curriculum. The Education and Social Science Library, in addition to continuing its series of scholarly bibliographies, began producing items relating to the S-collection of juvenile literature. Included in this series were bibliographies entitled Wordless Picture Books, Childrens Books on Death, and the Tall Tales. The Applied Life Studies Library prepared lists dealing with statistical sources in basketball and football, Title IX, human mechanics and anabolic steroids. "Tools for Genealogy and Local History" was compiled and distributed by the Illinois Historical Survey. Exhibits and displays are utilized to publicize new items received, to stimulate interest in reading and to assist the Library in its attempts to be a full participating partner in the intellectual and cultural life of the Campus. Public service librarians participated in the general library exhibit series and many provided displays in their individual library units. Again, space precludes a full listing but the following examples may be illustrative: Exhibits prepared by the Agriculture Library included World Food Supplies; Lace Befits the Queen; The Art of Farming; Foreign Agriculture Journals; Hand in There, Think Spring; Herbs and Their Cures; Ag Mech Club Prizes; Mushroom Madness; and A Vision Shared -- Poverty in Rural America. The Modern Language Library presented The French Enlightenment and the American Revolution; Don Segundo Sombra; Spanish Nobel Laureates in Literature; Works by Edward Meryon - 11 - Willson; Works by Ricardo Gullon; and Professors Henry and Renee Kahane. The Rare Book Room continued its series of scholarly exhibits, often in conjunction with events sponsored by the Friends of the University of Illinois Library and the Gutenberg Galaxy. Noteworthy exhibits this year were The Sandburg Roots and The Faculty's Choice. - 12 CARE AND IMPROVEMENT OF THE COLLECTIONS A. Inventories Full or partial inventories were conducted in sixteen departmental libraries during 1976-77 with a total of 9459 volumes reported missing. Larger staffed units tended to inventory their collections, while smaller units with fewer student assistants were unable to execute this task. The Mathematics Library, for example, concentrated on shelf-reading in high-use areas, but reported that both the quality and quantity of shelf-reading deteriorated because of inadequate student wage funds. Nearly every unit expressed concern over the desperate space situation in their stack areas. When possible, large scale weeding projects were put into effect, as was done recently by the Undergraduate Library. Books from departmental libraries are being transferred'to the already crowded Main Library Stacks where it is estimated that full capacity will be reached in 1980. Fore-edging of books, to enable more shelves to be placed within sections, is common practice, and the Engineering Library reports that there are new 34 shelf sections of journals on top of stacks along with 12 sections of monographs. The Circulation Department works on various inventories continuously. In the inventory of carrels, done every three months, 8567 charges were processed during the year. 4224 missing items were searched from the Circulation File, with approximately 10% of that number found. It is estimated that it takes two years to search the entire Circulation File. A new departmental library inventory was begun by the Circulation Department, with a concerted effort to clear or verify all charges before entry into the Library Control System. The department has entered into its third year of continuous inventory of monographs still held by faculty ten months after charged. It appears that is is relatively successful in reminding faculty to return or renew their books. Books charged out to faculty between 1972 and 1974 remain a thorny problem. 371 items are still out to 73 different faculty members, with only four faculty accounting for 165 of the charges. Collections other than standard books have also been surveyed this past year. The Geology Library spend ten months on its cataloged map collection and discov- ered a total of 201 missing maps. Health Sciences did a complete inventory of its serials and audiovisual collections, as well as its book collection. The Illini Union managed to inventory and clean over one-third of its disc collection. The Education and Social Sciences Library inventoried its S-collection, for which it now has full responsibility and has begun work on a revision of this collection's catalog. The Modern Languages Library and the Music Library also inventoried major portions of their disc collections. A thorough inventory of the microfilm collection was carried out by the Newspaper Library, as well as one on the bound newspapers in the Law 5 storage collection. Two units reported the subject areas in which most of their material seemed to be missing. In the Commerce Library: Advertising, Marketing, Black Studies, - 13 - Labor; Personnel relations. In the Music Library: Bibliographies; Music Education; Jazz; Black Music; Choral Conducting Methods; Piano Techniques. The Architecture Librarian summed up the general feeling of Public Service Librarians toward the sometimes overwhelming process of inventory: "Though time consuming, benefits make it worthwhile. Discrepancies and faulty records are caught and corrected, "lost" books are found, and the collection is revised and reviewed." It seems that most missing books reappear at a later time, either returned directly to the shelf or sent in from other libraries. B. Acquisitions Public Service librarians were responsible for the judicious spending of limited acquisition funds, relying on expertise in their subject fields for the careful selection of materials. Keeping up with developments in their areas required not only attendance at conventions, conferences, seminars, workshops, meetings and/or classes, but the thorough monitoring of publishers' announcements, reviewing journals, books citations, and similar bibliographic tools. In addition, librarians considered requests that came to them from faculty and students, as well as their departmental library committees. Each year, Public service librarians seem to make giant strides in intra- cooperation during the process of acquiring materials for the UIUC Library. The three Councils (recently four, with the addition of the General Services Council) met on a monthly basis, at least, with a large portion of each meeting spent in the discussion of acquisitions. Each Council chose a representative to the Acquisitions Allocation Committee, who reported back to the Council information that was vital to each individual librarian. Council Chairmen met on an informal basis this year for the first time, bringing the Councils closer in their common goals and improving the quality of communication throughout the system. Departmental librarians are more concerned about the collection as a whole, rather than their own individual collections. The Library was fortunate to receive materials in many ways outside of normal state funding. In addition to the generous book and monetary donations from alumni and retired faculty, the library received a monetary donation from the faculty wives in the School of Basic Medical Sciences. Large amounts of material came to the Home Economics Library from the U.S. Food and Drug Administration and the National Dairy Council. New disc recordings were ordered for the Illini Union from the money collected from record fines and from fees for the use of new recordings. The exchange of materials with other libraries outside the system enables many units to improve and strengthen their collections. Gift copies of journals frequently were given to departmental libraries by faculty within that department; often yielding items out of print and difficult to obtain. The Joyce Fund and Graham Fund have permitted the purchase of research materials that may have not been acquired otherwise. Through participation in cooperative film projects, the Newspaper Library was able to add numerous microfilm copies to its collection. The City Planning and Landscape Architecture Library possibly doubled its number of new titles this past year through the receipt of review copies by the librarian. It is unfortunate that a tally of these free materials - 14 - were not kept by C.P. & L.A., for the librarian, recently retired, has evolved an elaborate system throughout the years and has received hundreds of items each month. Individual library annual reports list the full extent of their major acquisitions. The following informal listing includes areas that were strengthened, as well as some notable donations or purchases. Agriculture Library - Acquired materials in the field of early American agriculture. Applied Life Studies Library - Received 125 books from the estate of Dean Cyrus Mayshark of the College of Applied Life Studies. Architecture Library - Purchased a number of catalogues raisonne, basic to advanced work in art history. English Library - Strengthened areas of Anglo-Irish literature, Contemporary poetry, and Film as literature. Geology Library - Acquired two rare early 19th century maps. Health Sciences Library - Added to the subject area of Radiology. Illinois Historical Survey Library - Received 44 microfilm reels of land and census records from the Illinois State Archives, most importantly, the Illinois State Census (1825-1865). Institute of Labor & Industrial Relations Library - Acquired the 38 volume catalog of the library of the U.S. Department of Labor. Law Library - Acquired copies of the rules and regulations currently in force of all Illinois State Agencies. Added the CIS Serial Set Index and retrospective U.S. Supreme Court Records and Briefs. Maps & Geography Library - Acquired several rare and valuable items dated between 1597 and 1857. Mathematics Library - Acquired almost all the major published collected works of outstanding mathematicians. Are receiving the most important mathematics publications series issued by French institutes and universities. Received Rand materials in the fields of mathematics, computer science and cybernetics. Music Library - Acquired the Johannes Herbst collection, published on microfiche, containing Moravian vocal-instrumental music in manuscript form. Are systematically collecting works by and about Harry Partch. Natural History Survey Library - Received approximately ten shelves of books from the widow of T.E. Musselman, an Illinois naturalist, and added over half to the collection. Newspaper Library - Received a library allocation of $100,000.00 for the purchase of major newspaper backfiles on microfilm. Is participating in a cooperative program to purchase and preserve small town Illinois newspapers. Physics Library - Collected in the area of Physics of photography and Homogeneous catalysis. Rare Book Room - Received eleven cubic feet of Carl Sandburg's papers that had been retained by the family until Mrs. Sandburg's death. Undergraduate Library - Made an effort to upgrade the collection in the area of Science. University Archives - Received the papers of David Kinley, providing an excellent documentation on Kinley's legislative service to Illinois governors from 1909-1919 and an explanation of his success in obtaining operating and capital budgets in the 1920's. Received 61 books from landscape architect Stanley White, providing 37 year's view of the natural and cultural environment. 1200 photographs - 15 - covering 1911-1943 were given from the Harlan G. Fairchild collection. Samplings of UIUC football and basketball games were added to the archival collection, as well as high school classroom teaching tapes from the College of Education. C. Processing Public Service Librarians become involved in the processing of library materials when it is not appropriate for these materials to be handled by the Library's Technical Services Division. This might occur if the material is unique or requires a particular subject expertise (maps, music score and discs, manuscripts), or does not fit into established UIUC Library cataloging procedures (Health Sciences materials, S-Collection), or is ephemeral in nature (pamphlets, departmental tests). Some libraries, including Health Sciences, University Archives, Music, Education, Geology, Rare Book Room, Map & Geography and Illinois Historical Survey, devote a major portion of their time to the cataloging and processing of segments of their collections. In addition, almost all Public Service units are responsible for the maintenance and filing of their own card catalogs, for the initiation of acquisitions within their areas of concern, for the preparation of materials for binding and for the limited cataloging of pamphlets, some AV materials, photocopies articles for Reserve, and vertical file materials. The Circulation Department processed an enormous amount of material, parti- cularly in the Bookstacks Division. 4446 volumes of serials were processed for binding, with a concentration on high-priority areas. In preparation for the LCS, Departmental Drop Charges for Storage were handled, resulting in rebinding, replacement, storage, verification and coding procedures. 12,097 volumes were withdrawn, three and a half times more than last year. Transfers both in and out of the stacks during 1976-77 numbered 20,263 coming to the Stacks and 1,139 sent to other units. Removal of volumes from the Law 5 area required decisions on whether to withdraw, ship to the Stacks or replace with a microfilm copy. Volumes also were processed for the Closed Stacks and Vault areas. Under the handicap of working with staff vacancies ranging from 14 to 35 percent each week, the Circulation Desk managed to clear 3923 Snags, representing 1912 personal charge problems, 637 departmental and 1374 binding snags. The Biology Library cleared overdue permanent catalog cards, and ordered new cards, enabling them to improve the appearance of and access to the card catalog. The English Library workedon their card catalog, removing 12,000 cards for books no longer in the collection and updating numerous analyzed series. The Geology Library cataloged more than 1000 items, while the Map and Geography Library reported the cataloging of 838 titles, representing 7543 items. In addition, 6633 maps were withdrawn from the Map & Geography Library and 689 books were transferred out. An Audio-Visual Department was created by the Health Sciences Library, where A-V materials are cataloged and arranged. Remodeling the facilities and rehousing the collection in acid-free folders occupied much of the time of the Illinois Historical Survey Library. The long-awaited LC Classification Project was finally started in the Law Library, affecting every phase of processing done in their workroom. In addition, tattle tapes were inserted in the Law books. The Mathematics Library provided analytics for a - 16 - large portion of volumes received as parts of monographic series. University Archives stated that about 1.5 cubic feet of current publications were dealt with each month and this type of work, along with their retrospective processing, was carried out primarily by students who do approximately 80 percent of the actual handling of materials. In addition, Archives converted the PARADIGM system of automated record series control and subject indexing of 852 record series to an on-line disk storage. Staff members produced 722 pages of supplementary finding aids. The Modern Languages Library brought their serials holdings up-to-date and in compliance with the Main Library's Serial Record. Music scores, recordings, and microfilm, as well as kits and games, were cataloged by the Music Library. Several thousand art songs purchased from the Hunleth firm in St. Louis were sorted and alphabetized. Several hundred 78 rpm records were cleaned, placed in paper jackets and integrated into the unprocessed collection. In the News- paper Library, the wrapping and binding of newspapers increased by 25%. Minor binding repairs were made and many parts of the microfilm collection were reboxed and relabeled. The Newspaper Library is also responsible for the cataloging of newspapers, with the exception of a small number of specialized classified titles. The University High School Library continued to do the full cataloging and processing of non-book materials. Two thousand dollars from the Reference and Research fund enabled the Rare Book Room to work further on the cleaning and oiling of leather-bound volumes in the Rare Book Room stacks. 1388 volumes were handled, representing 512 man-hours of work. D. Mutilations and Thefts With a few exceptions, the theft and mutilation of library materials has substantially decreased in the last few years. Many librarians attribute this change to the availability of numerous inexpensive copying machines throughout the library system. In addition, it is believed that flexible circulation pro- cedures, depending upon the needs of the clientele, make it less urgent to "rip off" badly needed items. Librarians also believe that more vigilence at the desk and turnstiles helps to deter the patron who wishes to "borrow" materials temporarily without going through proper procedures. Other means of protecting the collection involve the use of "closed" reserves, the keeping of vulnerable journals in offices or protected areas, the conversion to microfilm for popular journals or newspapers, the installation of turnstiles, and the posting of prominent warning signs. Some librarians believe that a lenient fine policy or no fine policy removes the need for defacing or removing items for the collection. These precautions did not deter the determined thief, however, and the Classics Library expressed concern over the large number of books missing from the DDC 200's and 400's, mainly in the areas of patristics and biblical inter- pretation. It was discovered that similarly oriented books were also missing from the Undergraduate Library, the Reference Room, the Main Stacks, and the History Library. Strangely, many titles have reappeared with all University identifying marks removed. The Illini Union frequently misses the latest issues of periodicals which - 17 - are kept in plastic covers. The Map and Geography Library continues to have books and journals stolen from its collection. In the Undergraduate Library a printout of materials with the status of "Missing" was requested from the Computer Center and resulted in a run of 2555 items. The Engineering Library was more troubled by the "hiding" of materials in that library, rather than their loss. Some patrons want continued use of certain books and journals and will hide them within the library, rather than checking them out. Happily, the Newspaper Library reported that all but six of the valuable volumes stolen last year from Law 5 were returned. E. Overdues and Fines Twenty-one libraries reported statistics concerning overdues and fines. 46,689 invoices were processed, covering 66,802 items. 61,218 notices were sent out, followed by 26,139 second notices. Lost charges added up to 1837. The awesome amount of time, effort, and paper work spend on overdues and fines has grown larger each year. Librarians throughout the system are looking forward to the installation of the automated circulation system where the computer will take over the manual labor of figuring fines, and addressing cards and envelepes. The Engineering Library kept the most thorough account of overdues and fines and their monetary figures might be indicative of some other units as well. They report that $4,515.50 was levied in fines, after mailing 2286 invoices for 3710 overdues. Fifty-two lost book charges were processed totaling $730.10 plus $177.00 in service charges. Though not directly connected with overdues and fines, it is interesting to note here that 1057 first notices for Recalls were sent out by the Engineering Library, followed by 238 second notices. Throughout the year 2078 postcards and 261 letters, at a total cost of $220.95 were issued. 936 postcards were sent through the Campus Mail alerting patrons that books were being held for them. The Engineering librarian summed up the year by saying "Fewer patrons borrowed from the library this year. However, they kept more books overdue, lost more titles, paid higher replacement costs and increased fines." - 18 - QUARTERS AND EQUIPMENT At the risk of seeming frivolous, one could say that in the area of equipment and physical facilities there was good news and bad news. The good news was an unexpected windfall of lapsed academic salary funds, a major portion of which the Library decided to spend on badly needed equipment. The bad news was that 1976-77 again saw no significant progess toward capital development while the space problems of the Library system progressed from uncomfortable and inefficient to truly desperate. After years of having $5,000-$9,000 annually for equipment for all 37 public service units, it was a joy this year to be able to spend almost $90,000 for this purpose. Much of this went to replace old and wornout items such as typewriters. We also took advantage of the opportunity to replace several wet-copy microform reader-printers with modern dry process copiers. Improvements in the quality of service to users and decreased maintenance costs are anticipated. Bookcases and shelving, cabinets for microfilm and microfiche and other items to accommodate our continually growing collections were also acquired. Additional airconditioning units were installed in the Art and Architecture Library to bring it up to minimum standards of comfort. Work was begun on the Home Economics Library, the only departmental library remaining in the system without air- conditioning. Additional map cases were added to the Map and Geography Library. A new 60 tray catalog unit has been ordered for the Mathematics Library. Although there are still pressing equipment needs in Public Services, the additional money this year enabled us to solve a number of pressing problems and to increase the efficiency of the total operation. Space, or the lack thereof, becomes a greater problem each day. Again this year, no library projects were funded in the capital budget. For all practical purposes, planning has stopped on the stack addition, the Engineering Library remodeling and stack addition, the Law Library addition and the North Court Addition to the Main Library. Only Veterinary Medicine continues to plan for their new library facility with some hope of funding through the Food for Century III project. Almost all of our departmental libraries are operating in overcrowded and inefficient physical facilities. Extensive programs of transfer and withdrawal are required to make room for new acquisitions. The central bookstacks are facing the prospect of being 100 per cent filled by 1980. Space in the main building is already filled past capacity and the frustrations of this situation will be intensified by the need to rearrange administrative offices and to vacate the space presently used by the Library in Law 5. A limited number of minor remodeling projects were completed or initiated during the year. A room was created in the Commerce Library for office space to house the "Accounting Research Library" funded by Peat, Marwick, Mitchell and Company. This will house terminals for the National Automated Accounting Research System (NAARS). An emergency exit system was installed in the book- stacks as an added safety factor. Room 311 in the English Library was converted from a classroom to an office for the English Librarian. New carpeting in the Union Browsing Room was provided by the Illini Union. A separate audiovisual - 19 - center was created in the Health Sciences Library. Temporary office space was constructed in the Law Library to house the classification project. Office space for the Reference Department was developed in the old periodical room and plans are now under way for an extensive remodeling of the Reference Desk area. The Rare Book Room has begun remodeling plans in an attempt to improve security at the exit to the room. - 20 - ADMINISTRATION AND PERSONNEL Administratively, 1976-77 was a year of continued innovation and change in the Public Services Division. Analysis of the organizational structure of the Division and extensive discussion within the faculty have resulted in two major changes. The first is the establishment of an elected Advisory Committee. This Committee, consisting of six members elected at large from the Public Services Faculty, serves as the major advisory body to the Director in matters of faculty concern. It has a particular charge to work with the issues of promotion, tenure, appointments and salary distribution. The elections were conducted late in the year and the committee was immediately called into session to work with the Director on the allocation of salary increases for the coming year. A second major event was the restructuring of the Public Services Chair- persons group. A fourth council (General Services) was created which at present includes the Reference and Circulation Departments and the Undergraduate Library. The Public Service Council was streamlined and reduced in number. A Public Services Coordinating Committee was formed, consisting of the Chairpersons from each of the four councils and a representative from the Assistant Librarians group. This body meets on a weekly basis with the Director and is intented to deal with the administrative concerns of public services. Although still in its initial phase, this arrangement gives promise of improving communication and coordination within public services and of improving the decision making process. The coming year will see continued work in this area, particularly at the level of the individual councils. The organization and membership of the councils, the role and duties of the council chairperson and the place of the council in the total administrative structure of the Library are items which will receive particular attention. Public Service Librarians were not immune from the problems and rewards that have affected the entire Library this year. The initial phases of the LCS implementation have involved large expenditures of time from a number of librarians. Members of the Division have been involved with the conversion of library records to machine readable form, with site planning, with preparation for staff training and with adapting our lending policies to the new system. Matters of governance and promotion and tenure criteria and procedures were of continuing concern throughout the year. Public Services Faculty have played leadership roles in the development of the Faculty organization and have ongoing involvement as we attempt to refine and improve its functioning. Evolving criteria for promotion and tenure at both the Library and Campus level have led to tougher standards for academic advancement. The interpretation of these criteria and the attempt to develop procedures within the division that are stringent and yet supportive have been matters of consuming interest. Within individual units, considerable attention was given to administrative matters. With increasing pressure being applied to resources, both financial and human, increased efficiency becomes the only way to maintain services. Much time was spent in attempting to streamline procedures, to examine priorities and to adjust work loads. With demands on faculty members increasing, particularly - 21 - in the area of research and publication, attention has been given to more effective utilization of nonacademic and student staff. Redefinition of areas of responsibility, preparation of manuals of internal procedures to minimize routine training, and programs of staff development and in-house training have all been used. The year just completed has been one of considerable turnover in personnel. Four retirements occurred during the year. Eleanor Blum, Communications Librarian; Robert Kidder, Extension Loans Librarian; Ruth Power, Chemistry Librarian and Mary Vance, City Planning and Landscape Architecture Librarian all announced their retirement. Each of these individuals has given many years of capable and dedicated service to the Library and they will be missed both as professional colleagues and as friends. Three other heads of public service units resigned to accept positions elsewhere; Diana Northrup, Health Sciences Librarian; Jan Seifert, Undergraduate Librarian, and John Walker, Education and Social Science Librarian. Other resignations included Janice Beal, Assistant Education and SSocial Science Librarian; Lynn Blair, Assistant Undergraduate Librarian; Nancy Bowen, Assistant Applied Life Science Librarian; Emma Davis, Assistant Reference Librarian; Robert Berring, Assistant Law Librarian; Charles Elston, Newspaper Librarian; Carol Hickey, Assistant Engineering Librarian and George Smith, Illinois Research and Reference Bibliographer. Five new appointments were made during the year. New department heads include Barton Clark, Education and Social Science Librarian; Maurine Pastine, Undergraduate Librarian and Paula Watson, City Planning and Landscape Architecture Librarian. Other appointments include Nancy Johnson, Assistant Law Librarian and Sally Wermcrantz, Illinois Research and Reference Bibliographer. One of the pleasures of preparing a report of this nature is the opportunity it presents to formally recognize the array of outstanding individuals who comprise the public services faculty. A major research library such as this is often judged by the richness of its resources but a staff of dedicated and capable librarians is equally important if it is to achieve and maintain greatness. The librarians of the public services division stand second to none in their service orientation, their competency and their professionalism. Their individual contributions to the Library, to the University and to their profession cannot be ennumerated here but their achievements are noticed and appreciated. I take a great personal pride from my association with this group. I would like to thank the members of the other areas of the Library, especially those in Technical Services, for their assistance in the work of the Division this year. And I would close by expressing my appreciation to you and other members of the Library and Campus Administration for your en- couragement and support during a year of transition. Respectfully submitted, William W. Garton Director of Public Services RECORDED USE OF THE LIBRARY FOR THE YEAR ENDING JUNE 30, 1977 General Circulation Students Faculty Others Total Circulation Desk 263,398 81,614 69,021 414,033 Circulation Desk (Use Here) 43,262 --- ---- 43,262 Undergraduate Library 114,637 7,864 24,655 147,156 Special Languages 5,536 1,782 1,840 9,158 Departmental Libraries in General Library 169,545 28,987 33,219 231,751 Departmental Libraries in Other Buildings 235,148 58,507 67,850 361,505 Total General.Circulation' 831,526 178,754 196,585 1,206,865 Reserve Materials Undergraduate Library 95,241 Reference Room 8,758 Departmental Libraries in General Library 207,380 Departmental Libraries in Other Buildings 327,557 Total Recorded Reserve Use 638,936 Interlibrary loans to institutions outside Champaign-Urbana (physical vols.) Illinois Research and Reference Center 21,609 Outside Illinois 9,117 Health Sciences 1,189 31,915 Photocopies to institutions outside Champaign-Urbana Illinois Research and Reference Center 16,300 Photoservices 17,777 34,077 Interlibrary loan items for students and faculty on Urbana campus 5,215 Photographic reproductions obtained for members of faculty and graduate students in lieu of volume 1,745 Extramural extension circulation 1,117 TOTAL RECORDED USE IN .R1iBANA 1,919,870 CIRCULATION DEPARTMENT ANNUAL REPORT July 1, 1976 - June 30, 1977 I. SERVICE TO READERS A. Hours of opening The Circulation Department operated with the same schedule as in 1975/1976, with the exception of Saturday hours during Interims which were changed from 9 A.\M. until noon to 1 P.M. until 4 P.M. The number of "open" hours remained the same, i.e., 92 hours per week during the regular academic year and 77 hours per week during the summer session. The change in schedule has been very successful, since most users anticipate afternoon hours. Policies regarding Holiday hours (Christmas, Spring Vacation and Interim Periods) continue to appear confusing to both the staff and general public and have frequently resulted in lack of heat and other support services necessary to provide adequate public services. The Circulation Department staff continues to find referrals of patrons for materials and renewals a minor problem during vacation and interim periods when some departmental libraries close or maintain shorter hours. The Library was closed for one week of the interim between the Fall and Spring semesters and all nonacademic staff had paid vacation time for these days. The Circulation Department would face the following problems if the Library were to remain open all or part of that week of paid holidays: Inadequate heat and building support services, paying nonacademic staff double-time and a half to work during a holiday period, and a shortage of student employees to work during the Christmas holiday period. B. Use of library materials ------y------------- - 1. Circulation Despite a drop in total University enrollment the first semester of 4.5% and second semester of 3.7% (including a drop in graduate enrollment of 6.8% and 7.8% respectively), student circulation increased to 263,398 (4.2%). Circulation to graduate students increased 5.5% (193,161), while that to undergraduates was up .8% (70,237). Once again faculty circulation rose significantly (14.5%). This may be attri- buted partially to renewals of materials charged out for 10 months and identified in the department's continuous 10-month faculty inventory. This is the third year of this inventory, and each year faculty response has increased. - 2- Circulation to Permit holders was 69,021 (an increase of 19.3%), even though there was a decrease of 8.2% in number of permits issued. This circulation figure is only slightly lower than that for undergraduate students and reflects the continuing trend to provide library services to visiting scholars and non-university clientele. The presence on the campus each summer of the Slavic Scholars has contributed substantially to this increased circulation. The only area of circulation to show a decrease was "Used Heres." This decrease of 5.6% may have been due to decreased circulation of periodicals to undergraduates, who either located them in other libraries or discovered that many of the magazines they needed had been cancelled when the Reference Department closed its periodical section and transferred its holdings to the Stacks. The circulation of 43,262 "Used Heres" does represent an increase of 5.5% over two years ago. Total patron circulation was 457,295, an increase of 6.9%. Departmental circulation, including interlibrary loans, was above last year's by7.8% (136,642). At least three factors contributed to the additional departmental circulation: an increase in Binding charges from the Special Languages and Cataloging departments, an increase of items borrowed for exhibits, and an increase in the number of items borrowed by the Illinois Reference and Research Center for photo- copying. The grand total of items circulated from the Stacks was 593,937, exceeding last year's circulation by 7.1%. 2. Holds The total number of Hold requests was almost the same as last year, though the number of requests by faculty increased 158 and those by non-faculty decreased 134. The number of First- notice call-ins sent out by the Hold Clerks was 494 less than the number of Hold requests, and the number of second call- ins and "Problems" was extremely small. All of the data in the Appendix on this year's Holds must be viewed with some scep'ticism because the Department had 6 different clerks filling the two Hold Clerk positions in the last year. Only three of them were completely trained, and gaps in the data may have occurred when the inexperienced clerks were working. In addition to this turnover problem with the Hold Clerks, there was a nine-week period in the fall when the Desk was operating with staff shortages of 14% to 35% per week and another six-week period in the spring when the Desk was again short 14% to 27% of its staff per week. Both of these periods were during periods of peak work load, when the Hold Clerks' time was preempted by the most urgent problems of patron queues and returned book "floods." This "breakdown" of the Hold procedure occasioned a thorough evaluation of the probelm by the staff, and a revised pro- cedure has been developed for next year. In addition, the - 3- importance of allowing the Hold Clerks to complete work on Holds on a regular basis has become very clear, and Hold activities will be placed near the top in priorities. 3. Permits There was a decrease of 9.2% in the number of Library Permits issued and of 5.5% in the number of Bursar permits issued. Though the Circulation Department does not issue the permits, it is responsible for filing them and keeping the files current. Two clerks work an average of 8 hours per week on this task, 4. Bookstacks Passes The 1567 Bookstacks Passes issued are 14% fewer than last year. Permit holders and library employees showed only a slight decrease, but there was a 32% decrease in the number of under- graduate students who requested a Pass. It is significant, however, that there also was a 16% decrease in the number of undergraduates for whom the faculty requested Passes. Of those requested by the faculty, 49% failed to pick them up. This decrease in number of undergraduate passes may be due in part to the library orientation program in the Undergraduate Library; it may also reflect the assistance given under- graduates by the staff of the Catalog Information Desk. By using the card catalogs more efficiently, the undergraduates may not feel the necessity to enter the Stacks. 5. Law 5 The total number of volumes picked up from Law 5 was 1,362. The Far Eastern collection remains in high demand, with 1,122 volumes (82%) requested. Newspaper Library had 65 requests (5%); South and East Asian had 133 (10%) requests; and Book- stacks had 42 (3%) of the requests. We recommend that the student funds for these be transferred to the departments actually using the collections so that they can select, train, and schedule student employees to meet their particular needs. 6. Searches The Bookstacks Office staff continues to have all search requests paged the morning after a search is requested and before the clerical staff begins the search process. As reported on this year's statistics, the number of searches processed by the clerical staff and the per cent found is lower than in previous years because of this procedure. 7. Carrel and locker assignments The demand for carrel space continues to be high, but actual usage does not correspond to this demand. The monthly average -4- of occupancy of carrel space for the past fiscal year was 700 patrons assigned to 348 carrels. The demand for assign- ments to locked carrels is especially high, and carrel assign- ments are quite difficult during the Summer Session when several large groups are using the Library, such as National Endowment for Humanities Seminars and the Slavic Studies groups. In fiscal year 75/76, a total of 550 discharge letters were went to patrons who did not use their carrel space at least once a month for the previous 2 to 3 months. This past year, the carrel clerk sent letters once a month, for a total of 733 letters. 8. Portable microform readers The portable microform readers for circulation to library patrons on a 2-week loan continue to be in high demand. It is not unusual to have hold requests for readers at any given time, with patrons waiting as long as 4 weeks for a reader. The readers were circulated 112 times this year, of which 76 were microfilm readers and 36 were microfiche readers. We have requested additional microform readers to help satisfy the high demand for this service. The Department has not actively announced the availability of such readers for personal loan because we can not at this time satisfy all of the requests. 9. Departmental thesis file The Circulation Department files catalog cards in the U. of I. departmental thesis file. Patrons frequently begin their search for a thesis topic in this file because its arrangement makes it most convenient for this purpose. But it is usually the last file in the catalog to record our holdings because the clerk responsible for the filing frequently cannot be released from more pressing duties at the Circulation Desk. Another problem is the fact that this file is often overlooked by the Catalog Department staff who pull cards for correction or withdrawal. This oversight occurs because the Catalog Department is not responsible for the file. Errors caused by such oversight have caused retrieval problems for the circulation staff and unhappy patrons. Since the volume of cards is small (1428 last year), it seems the addition of this file to those handled by the Catalog Department would not increase their work load significantly. C. Reference work 3. New or special reference services offered or requested. - 5- An administrative decision was made in January 1977 that the Circulation Department be responsible for the Card Catalog Information Desk with two additional half-time Graduate Assistants assigned to the Department for this purpose. On February 14, 1977, it began operation under the supervision and training of the Circulation Desk Librarian. Her analysis of this operation to date is summarized in a separate report included in an Appendix. E. New Procedures 1. Telephone call-ins A modification was made in the procedure initiated last year that the Circulation Desk Librarian telephone patrons who had already received one written " call-in" notice for materials needed by another patron. Because of numerous demands, including research, on the librarian' s time, this task was delegated to the Hold Clerks with the understanding that they would ask the librarian's;: assistance with those patrons who were uncooperative. Problems of Hold Clerk turnover, Circulation Desk staff shortages coupled with a heavy work load, and a large volume of Hold requests resulted in a very large backlog of Hold requests for the Hold Clerks to process. They placed first priority on processing the books that had been returned and second priority on sending first notices for new requests. As the statistics show, the clerks had little time to process second " call-ins" and those that were processed were usually in written form. All third "call-ins" (74) were by telephone and, like the librarian last year, the clerks experienced considerable difficulty in reaching users by phone. Because of the high rate of return from first "call-ins" and the problems of reaching persons by phone, a new procedure has been planned for next year that will require telephoning only for "urgent" requests and for the third notice. The second notice will be in letter form with an attached photoclerk copy of the patron's charge. Because many of the people reached by phone expressed, difficulty identifying the item requested on the postal card and in the letter, a copy of the written charge with the title as they have written it may be of help to them. The sending of these second notices will be implemented once a week as a batch process. It should provide consistent follow-up and is a simple procedure that can be performed by a clerk under the supervision of the Hold clerk. 2. Microform readers The desk-model microform readers on Deck 6 were moved to Deck 5 for easier access by patrons, since all microforms are located on Deck 5. As new readers are acquired, we will have to add tables or move into caged carrels to accommodate the new readers but we believe it is more important to keep all readers on the same level - 6- as the microforms than to be concerned with the aesthetics of tables "out of place" along walls or with using valuable locked carrel space for something other than the use of carrel patrons. 3. Moody's Industrial Manuals The Duplicate copies of Moody's Industrial Manuals were removed from the Sub-basement and shifted onto the open shelves, thereby decreasing the number of delayed-service pick-up requests for these titles. The remaining, more complete copy was shifted into the 124 Mezzanine area to continue protection of one copy of these expensive volumes. The move of the Moody's volumes from the Sub-basement allowed a shift of the Storage, Closed Stacks, and U. of I. Theses, to free more shelving space for these growing collections. 4. Microfilm shelf space The Extramural L.T.A. worked with the Bookstacks Office on double- shelving microfilm sets because of the shortage of shelving space. Patrons and staff found this arrangement unsatisfactory, so the Stacks staff shifted the 840's from Deck 5 to Deck 4, freeing 8 ranges for expansion of microfilm shelving. The double-shelving of theses on microfilm in the Sub-basement will remain so, since a selected staff working in the area are easily trained for main- tenance of these materials shelved in such a manner. - 7 - II. EXTENSION OF SERVICES A. Orientation tours or lectures for faculty and students Besides the hundreds of two-to-five minute bookstack orientation talks given by the Circulation Desk staff to new patrons in the stacks, the major orientation emphasis this year has been made by the graduate assistants staffing the Card Catalog Information Desk. On a one-to-one basis they have gone to the card catalog, with hundreds of patrons and have helped them understand the filing arrangement, determine and identify subject entries, and locate items in the Serial Record, correctly interpret them, and resolve many other problems they encounter in using the catalogs. B. Guides and handbooks or other descriptive material The Circulation Desk Librarian completed the Handbook for Supervisors in August 1976. This handbook explains library policies and procedures and provides in-depth interpretations of cards in the main catalog, shelf list, and serial record. It also contains a moderately-detailed set of filing rules. In addition to its use as a training manual for the graduate assistants at the Circulation Desk, it has been a valuable resource manual for the staff of the Catalog Information Desk. The Circulation Desk Librarian wrote the text and slide recommendations for two of the five sections of a slide/tape explanation of how to use the card catalog for research using books. This tape, which has now been produced by the Office of Instructional Resources, will be available at the Circulation Desk for persons to charge out and use in the building. It will also be available in the Undergraduate Library and copies will be made available to rhetoric instructors and other faculty for use in the classroom. - 8- III. CARE AND IMPROVEMENT OF COLLECTIONS A. Inventories 1. Carrel inventory A carrel inventory was undertaken from August through December, 1976, by Peter Carroll, the carrel clerk. Of the 8,567 charges processed, 10 volumes were declared missing. The carrel clerk checks all carrels every 3 months thus eliminating some of the problems involved in an annual inventory. 2. Missing inventory The new missing inventory on a continuing basis was begun in January, 1976, three years after the last inventory was completed. It was estimated that more than 2 years would be required to search all missings in the Circulation file since the searching was coordinated with shelf-reading. We discontinued this pattern because the deck pages have done so little shelf- reading, because we want to clear as many missings charges from the file as possible before conversion to LCS, and because orders should be placed as soon as possible to increase the possibility of obtaining a replacement. All missing charges in the file were pulled, photo-clerked, and searched by April, 1977, under the supervision of Mary Kay Newman. From January to June, 1976, 1,776 missings were searched and 177 found; from July, 1976 to April, 1977, 2,448 were searched and 265 found. Of the total 4,224 searched, 442 (10 percent) were found. Approximately 2500 of the 3782 missings not found had been missing for more than one year. Sue Johnston coordinated the efforts of others in the searching of the card catalog for bibliographic verification and description of these items and following up on problems. 409 missings were "cleared" after the catalog search because the material belonged in a departmental library, was already withdrawn, and so on. There are still 240 items to be searched in the card catalog. After bibliographic verification, Karen Struss examined each item and decided to replace or withdraw the item or to refer it to others for recommendation: Circulation Committee on Collection, Serials, Rare Book Room, Education, Art and Architecture, and Special Languages. Of these, 462 had replace- ments ordered, 804 were withdrawn, 200 are still out of the Department to others for recommendations, and 385 are still under consideration by the Circulation Committee on Collection. 3. Departmental inventory Of the 1552 Public Service charges remaining in the departmental inventory on July 1, 1976, only 12% (186) were cleared during - 9- this report year. The Technical Services departments cleared 34.5% (158) of their outstanding charges. A'new departmental inventory has just been started (see appendix), and a concerted effort will be made to clear or verify these records before they are entered into LCS. 4. Faculty inventory This is the third year of the continuous faculty inventory of monographs still held by faculty 10 months after they were charged. The task of keeping precise records for the 6849 charges pulled would require developing elaborate pro- cedures that do not seem to justify the staff time involved. However, a couple of tallies were made on random weeks, which showed that approximately 67% of the charges were new charges, 23% were renewals, and 10% were charges that had not been cleared within the year. If these samples are typical, they would indicate that the continuous inventory is relatively successful in reminding the faculty to return the books they are no longer using and to renew the books they still need. The "Old" Faculty Inventory, begun in 1974, of books charged out between 1972 and 1974, is still a problem. A year after the office staff typed and mailed 891 new cards to 95 faculty members who were asked only to sign their names and return the charges in order to renew the materials, 371 items are still out to 73 different faculty members. Four faculty members account for over one-third (165) of those charges! Further effort will be made to clear these five-year old charges before they must be input into LCS. B. Acquisitions The Bookstacks office continues to examine the statistics recorded for volumes added to and removed from the collection for a more accurate representation of the collection's growth. The total number of bound volumes added to the collection should include notificatidns, departmentals, transfers in, new books, theses, replacements,and volumes received from Binding Division. The Bookstacks statistics still lack the total number of volumes received in the stacks through Binding Division, from a variety of sources, which should be counted as new books. These include unbound serials sent from the stacks, serials sent to Binding by Departmental Libraries or Serials Department to be bound for stacks, and new books from the Catalog Department. We could be counting all materials received from Binding as new books, but we have as yet to determine how to distinguish new books from rebinds. The total number of bound volumes received as new books, without the one major category, was 46,724 volumes. The total number of loose pieces received was 86,347. Transfers out of the stacks and withdrawals from the stacks totaled 13,236 volumes. - 10 - The Bookstacks has no explanation for the increase in the number of serial titles added to the stacks, nor the increase by 7,993 in the number of bills received. The number of new books added is much higher than that recorded for the year before because the statistics for the year before were incomplete. C. Processing 1. Bookstacks Office a. Serial Binding The Bookstacks Office processed 4,446 volumes of serials for binding during the past year, over 2,000 volumes less than the year before. The staff concentrated on high- priority binding, such as binding required for a transfer project with the Modern Languages Library, the Stacks for Binding titles, and several categories of binding required for more accurate conversion of the Central Serial Record for LCS. However, even the processing of these high-priority items conflicted with the Binding Division's priorities and and workloads. The Graduate Assistants this year were not even trained to bind serials since so many problems with binding schedules occurred. We had to discontinue a project started during the fiscal year 75/76 when the G.A.'s began a systematic procedure of processing binding on all decks to clear up problems and backlogs ignored over the years. (It is of ever-increasing importance to bind for improved service to patrons and for preservation.) As conversion of the Central Serial Record progresses, the Serial Reocrd Division has asked the Stacks to bind its ceased publications and attempt to bind other serial titles with many volumes still unbound. Ceased serial titles are especially a problem since there is no indication in the CSR or on LCS that the Stacks holds the unbound issues. However, the Stacks is not able to bind as many of these as requested by the Serial Record Division. For many years the Bookstacks Office has reported that the irregular binding schedule set by the Binding Division requires constant readjusting of work flow, conflicting priorities and inefficient handling of other procedures, lowering of staff morale, poor service to patrons, and increasing problems with preservation of the materials. A recent sampling of the Stacks collection indicated that more than 50% of the unbound materials in the Stacks were published from 1961 to date. There are more unbound volumes published in the 5 year period from 1971 to date (i.e. in the Stacks, as of December, 1976) than those published in the 10 year period 1961-1970. Approximately 90% of these materials are serials. - 11 - b. Insert binding and bind withouts The number of volumes processed for insert binding this year decreased from last year because most "inserts" received are for volumes which have not yet been bound since the Stacks has not been able to bind as much as it should. The Binding Division reported in May, 1977, that there would be very little stubbing for volumes bound without one or more issues. The Stacks Office questions such a decision, especially at this point in time, for several reasons. We are attempting to bind as many volumes as possible so that they can be entered in the CSR and on the LCS data base, and to bind what we have before it becomes mutilated or lost. In all cases where we believe that we will receive the missing issues, the Stacks Office requests that the volume be stubbed for the missing issues. c. Rebinding The number of volumes rebound this year was 2,831 volumes less than that processed the year before. One of the reasons for this is that there was no special effort to search for volumes in need of rebinding because of Binding Division's schedule. d. Replacement orders Kathy Hammell supervised replacement processing in an extensive replacement program as a result of the missing inventory. 365 missing volumes had replacements ordered this year. Kathy was also responsible for processing replacement of volumes in poor condition and those in Storage which circulated, either by a new acquisition or by a xerox or microfilm copy. She also set up a replacement desiderata file and policy guidelines for the replacement of -missing items and items in poor condition. A quota of storage items will be processed for xeroxing and filming every month, in coordination with the Acquisition Department. e. Storage Sue Johnston, graduate assistant, processed volumes beyond repair for withdrawal, storage, or replacement recommenda- tions. She processed 469 volumes for Storage. The total is 304 volumes less than that processed during the previous year because there has been no backlog of volumes to be processed and because of the large number of volumes we are able to with- draw, instead of store, when the library has another copy or edition in relatively good condition. It is estimated that there are approximately 3,500 volumes in Storage at this time. - 12 - The conversion of the Central Serial Records has added another task for the Bookstacks Office staff. The Serial Record Division sends copies of all Departmental Drop charges for Storage for verification that the volumes are in Storage. As each record is verified, the Storage shelf list card is coded so that at the end of the CSR conversion, we may examine this shelf list for volumes in Storage which do not have drop charges in the Central Serial Record and the holdings may then be updated. f. Withdrawals Lanie Pryor, a Library Clerk, and Sandy Corkins, a G.A., were responsible for processing withdrawals. Sandy super- vised the withdrawal of multiple copies of serials and Lanie processed withdrawal of multiple copies of monographs, missing volumes, and volumes in poor condition. A total of 12,097 volumes were withdrawn this year, almost 3 1/2 times the number of volumes withdrawn in the previous year. Such an increase is a result of the development of a weeding program, the critical space problems in the Stacks, the Missing Inventory, and the increasing number of unbindable volumes. As reported in last year's annual report, it was planned that the Stacks would withdraw approximately 6,000 volumes each year for the next 3 years. Even though the Stacks did not have additional staff for processing with- drawals, the pages demonstrated enthusiasm for pulling multiple copies of monographs for withdrawal to free shelf space and thereby minimize time-consuming shifts. The Catalog Department also cooperated with the Stacks Office by agreeing to sending of title and cataloger's pages from,octavo-sized, multiple-copy monographs withdrawn in place of the withdrawal form. This new procedure resulted in faster, more accurage processing of withdrawals. With- drawal of missing volumes, materials in poor condition, and multiple copies of serials (including materials in Law 5) added to the increased number of volumes withdrawn. However, there are still problems with staff time for with- drawals processing in the Stacks Office, Catalog Department, and Serials Department, from selection of volumes for withdrawal through changing the card catalog records, remarking copy numbers, and disposal of the volumes. The Bookstacks continues to store withdrawn serials which must be advertised on the Duplicates Exchange List in Law 5 and a locked area in the Stacks, instead of the Serials Department's basement storage area for such items because of the large volume. Volumes of the 8th Duplicates Exchange List, which was sent out Feb., 1977 were shipped to libraries requesting them or disposed of as of June, 1977. All other Serials are stored for 2 months and all monographs are stored for 1 month before they are tossed, allowing time for the withdrawal decision on a specific title to be - 13 - reversed, if necessary, before the volume- is discarded. g. Sorting The expansion of the 5-Front sorting shelves during fiscal year 75/76 has provided some relief of the crowded conditions and inefficiencies involved with sorting and reshelving volumes, but not as much as we had hoped. Even the acquisition of additional booktrucks has not helped, or the provision of shelving space in an alcove for discharging backlogs in place of using booktrucks. Major reasons are the increasing demand on the collection, ever-increasing and time-consuming shifts, and a shrinking student staff. h. Preservation The Bookstacks Office received acid-free folders and envelopes to better protect pamphlets and unbound materials processed for Storage as another small step in our preser- vation efforts. This year $5,000 was allocated to library units other than the Rare Book Room for sending materials to Monastery Hill for special binding and repairs. The Stacks sent about 10 volumes from Closed Stacks specifically for this kind of attention, though other volumes which hal been sent to Binding prior to this time might have been sent to Monastery Hill as part of this project. The Bookstacks Office processed orders for many serials in microform. Approximately 70% of the titles ordered are for materials in poor condition. Karen Struss completed a report on the physical condition of the collection to help identify and define the current types of problems which the Library must face when dealing with the preservation of the Bookstacks collection. The study indicates the number of volumes in five different categories of condition and recommends a variety of actions to be taken towards preservation of the collection. i. Claiming Claiming has decreased significantly this year because the Stacks Office has not been able to bind as many serials as usual. Claims are processed as staff locate volumes for binding and discover missing issues. The claim procedure can involve issues received in the Library, but are now missing, and issues which the Library paid for but did not receive. In either case, the Library decreases its:.ohances of obtaining those issues the longer it is before the issues are claimed from the publisher or replaced. Mary Kay Newman worked on reclaiming older claims, clearing out many over 5 - 14 - years old. j. Transfers Several Departmental Libraries have cooperated with the Stacks by giving advance warning about large shipments, by considering withdrawal rather than transfer to the Stacks, and by transferring with the recommendation to withdraw if the Stacks has another copy or edition. The Modern Languages Library initiated a transfer of 150- 200 serial titles from the Stacks to change the holdings from Last 2 issues to Current Issues in Modern Languages. The transfer involved much claiming, replacement ordering, and binding so that the Modern Languages Library would not have to take more than a year or so of unbound issues to agree with the "Current Issues in" statement. (The Bookstacks had several years of volumes still unbound in most of the titles.) The transfers were pushed through because of the CSR conversion for LCS, resulting in many volumes being bound incomplete. The Stacks Office requested that volumes less than 5 years old be stubbed for missing issues since we will probably receive the replacement issues. However, the Binding Division informed us that they are doing very little, if any, stubbing, so when the replacement issues come in, the volumes will probably have to be torn apart and rebound with the new issues. The Stacks Office prepared a list of binding instructions for each title for the Modern Languages Library since they will be binding these titles in the future. The Reference Department transferred many serials to the Stacks when they eliminated their periodicals room. The Bookstacks Office contacted all Departmental Libraries involved in binding agreements with Reference to arrange alternative procedures. The Veterinary Medecine and Engineering Libraries are planning additional space in the future, but they indicate a need for temporary storage of materials until they can move into the new space. Not only is it difficult for the Stacks to free space for additional materials, but the handling of the materials and record changes for two moves seems in- efficient. Perhaps more serious consideration should be given to a Library-wide weeding program and to a temporary storage area. The Bookstacks anticipates more transfers to the Stacks of serial volumes in Departmental Libraries now on drop charges. The Serial Records unit is sending copies of all drop charges to departmental libraries for verification. If the Departmental Library wishes to return the volume to the Stacks, it may note on the copy "Transfer to Stacks" and - 15 - send the copy with the volume to the Stacks instead of completing a transfer card. k. Law 5 Holdings information on Law 5 titles was collected and given to Karen Struss for a decision on how to remove the volumes from the area. The titles might be withdrawn, shipped back to the Stacks, or replaced with a microfilm copy. The Serials, Acquisitions, and Reference Departments are making recommentdations on many titles. Of the 265 titles and copies in Law 5, 30 have been withdrawn so far and 26 shipped to the Stacks. It is hoped that decision will be made on the 209 remaining titles and action taken within the next fiscal year, but much staff time is required to process each title in the appropriate manner. 1. Microform orders A desiderata file has been set up with bibliographic and ordering information on titles recommended for microform purchase. This file proved to be of great value when the Serials Department allocated funds to the purchase of microforms for the Stacks. The Bookstacks Office processed 32 orders for Serials and 4 subscriptions in microform. The microforms will replace some of the Stacks volumes and/or will serve as a back-up to volumes we are keeping. The hard copy of approximately 70% of the titles ordered is in poor condition; 20%, in fair condition; 10%, in good condition. When all microforms have been received and selected titles and copies of the hard copy withdrawn, the Stacks will gain 574 linear feet of shelf space. The microform subscriptions will continue to minimize shelf space since they will replace the binding of the hard copy of the title. m. Locked areas The number of volumes processed for Closed Stacks was higher this year (874 compared to 563 the year before) because of the many transfers from the Classics Library to Closed Stacks. There were only 6 volumes processed for the'Vault; the high number of volumes processed the year before included the American Heritage run. Fewer bolumes (469) were processed for Storage this year than the year before because there is no longer a known backlog in such processing. The staff processed a total of 577 volumes for 124 mezzanine, of which 535 volumes were Moody's Industrial Manuals. 2. Circulation Desk a. Snags - 16 - Snags represent materials that are delayed in the shelving or re-shelving process while a re-check is made to locate a charge or to ascertain whether the materials belong in the Stacks. They are of three general types: personal charge problems, departmental charge problems, binding problems. All require a large expenditure of Desk staff time. Last year 3923 snags were cleared: 1912 personal, 637 departmental, and 1374 binding. b. Discharge backlog During the last half of both the first and second semesters it was necessary to use a temporary storage area in the Stacks where materials not subject to fines could be held until the staff could discharge them. These were primarily materials borrowed by Photoservices and both interlibrary loan units. The backlogs develop due to increased circulation without a corresponding increase in staff. During both periods the Circulation Desk was also operating with staff vacancies of 14% to 35% per week. Though the staff worked on the backlogs whenever time allowed, it took approximately three weeks after the end of each semester to completely clear them. During these periods, this procedure required additional steps in searching for items requested by users. However, it did alleviate the crowding in the Circulation Desk area and provided space to sort materials to be discharged. It also helped to distribute the workload seasonally. D. Theft and mutilation of materials In June, 1977, the Bookstacks Office reported a puddle of water in the third addition of Deck 10, dripping onto Deck 9, which originated from the air-conditioner, through the attic to Deck 10. Since no action had been taken by the following day, the water problem became much worse. Approximately 50 boxes of University Press remainderpstock were sitting in a puddle in the attic, more cracks in the ceiling to Deck 10 allowed several shower streams onto Deck-9, and water continued to drip or flow through both decks of the Rare Book Room stacks and to Deck 6 of the Stacks. No Stacks materials were damaged, but many of the University Press volumes were soaked and some newspapers in the Rare Book Room were wet. University Press was called about considering disposal of the remainder stock. E. Fines and Overdues 1. Fines Only minor percentage differences may be noted on number of fines (7 per cent) and no. of books (8 per cent) for 1976/77 - 17 - This slight increase is directly proportional to the increase in circulation. 2. Notices The number of both first and second notices remains constant. The 14 per cent increase in faculty notices represents con- tinued effort to bring faculty inventories current. 3. Lost book charges/cancellations Lost book charges and cancellation remained approximately at the same level as last year. The 14 per cent decrease in lost book charges and 32 percent decrease in cancellation from other libraries represent the change of procedure of the Undergraduate Library which began billing its own lost book charges on July 1, 1976. - 18 - IV. QUARTERS AND EQUIPMENT A. Improvement of physical facilities 1. Occupancy of new or remodeling of present quarters The ramps in the center aisles on Decks 1 and 2 from the fourth Stacks addition into the fifth Stacks addition were evened out, thereby eliminating the drop in the floor levels which had made it so difficult to push trucks up the ramp and which caused people to trip. An emergency exit system was installed, providing three additional exits from the Stacks for emergency use only. The exits are located on Decks 1, 3, and 7. In the event of an emergency, a master switch located in the Circulation area is flipped to "open," unlocking all doors and lighting the Exit signs. Additional information on the system is available from several sources in the Circulation Department. 2. Planning new quarters Planning for the sixth addition to the Stacks, has been delayed though a report of the year before predicted that the Stacks would be 100% full by 1980 with maximum planned weeding, storage, and fore-edging. We have already fore-edged volumes wherever possible, and the weeding program is a very slow process because of the staff time for processing and handling withdrawals and the problems involved with disposal of with- drawn materials. As for maximum storage of duplicate runs of serials, the Stacks is using 1,978 linear feet of shelving space for discharging backlogs and space to store withdrawn materials until their disposal is approved. In addition, the Stacks will be losing 2,923 linear feet of shelving in Law 5. Replacement of serials with microform is another alternative to reducing space requirements, but funds and much staff time is required for selection of titles, processing orders, and withdrawing the hard copy. The space problems are increasingly more difficult to handle and the shifts increasing in number and in size. Already on Deck 2, we are forced to shelve serial runs in the folio cabinets. Several major shifts were undertaken this year to free space at critical points, but eventually we will reach a point of no return on shifting. 3. Improvements needed a. Air-conditioning As reported in last year's annual report, air-conditioning in the Bookstacks is essential to preservation of the - 19 - collection. The number of volumes withdrawn, replaced, or processed for storage because of their poor condition will continue to increase unless temperature and humidity controls are installed to slow deterioration of the paper. b. Temperature control Both heat and cold during the winter remain problems. Windows should close tighter, steam pipes should be wrapped with insulation, and some efforts are needed to control heat in the study carrels. Improved coor- dination and communication with the Physical Plant might eliminate some problems, such as the lack of heat in glassed-in carrels until late December because fans had not been turned on again after the summer shut-down. c. Closed stax water problem The Sub-Basement had puddles of water again this year after a heavy rain. The leaks in the walls should be repaired, and the area should have humidity control since it is below ground level and houses the Closed Stacks Collection, Storage, and the U. of I. theses. d. Exhibits Committee work area The Exhibits Committee is currently using space in an alcove in the Stacks. The alcove is a poor environment for designing exhibits since there is no large table to work on and very little air circulation. For this reason, and because the Stacks needs the shelving space in the alcove, it is recommended that an open area on Deck 3 of the Stacks be walled off with caged material and a door with a lock for use of people working on exhibits. The area has good lighting, a large table, some shelves, and floor space for Exhibits files. The wall should be 106 1/2" across from one wall to the other, and 85 1/2 inches from floor to ceiling. e. Telephone Center planning Whatever location in the Circulation Department is selected for the telephone center will require some remodeling and air-conditioning. At the same time, a shipping area should be considered with the telephone center since many functions related to shipping will be related to the telephone center. The area behind the Circulation Desk cannot handle the high volume of shipping, which is expected to further increase after implementation of LCS. - 20 - B. Equipment 1. Pieces of importance acquired during the year The Circulation Department ordered many items of equipment this fiscal year. The following list includes items which have arrived to date: 1 electric tape calculator 4 booktrucks for the decks 1 portable microfiche reader 1 desk model microfiche reader with a dual lens 2 large wooden booktrucks 2. Equipment needs 20 tall floor fans 4 dehumidifiers for the Sub-Basement 3 battery-powered radios for emergency information 1 public address system in the Stacks (or a bull-horn) 1 humidity measure for the Sub-Basement 1 telephone answering service device 1 microfiche reader-printer 1 portable microfilm reader for the Circulation Desk 2 electric turnstiles with remote release buttons 1,390 fluorescent light fixutres for the third Stacks addition and several locked locations 360 (approximately) window screens to keep insects, birds, rodents out of Stacks 50 portable shelving units for study carrels 11 blinds for windows in 2 offices 18 CRT's 12 Printer terminals 1 copying machine, Vend-A-Copy's Dry process (available Summer, 1977) 2 microfiche cabinets 3 window air-conditioning units for telephone center Redesign or replace main gates. Indoor-outdoor carpeting for the Circulation Desk area Improved maintenance on all elevators in the Department 3. On order: 4 book trucks 1 electric typewriter 1 microfilm reader-printer 2 portable microfiche readers 5 portable microfilm readers - 21 - V. PERSONNEL AND ADMINISTRATION A. Personnel 1. Personnel changes Two half-time graduate assistant positions were added to the Circulation Department for staffing the Card Catalog Information Desk. This allowed for more hours to cover the Information Desk, but also for a Stacks G.A. to be scheduled on Friday night. The newly up-graded Library Clerk III at the Circulation Desk was assigned to supervise the Desk 13 hours per week in order that the Information Desk could be staffed 53 hours per week instead of 40 hours (as provided for by the two half-time graduate assistants). 2. Professional activities All three Circulation Department librarians are members of ALA and ILA and attend various association meetings. Together they function as a Circulation Committee on Collections to recommend decisions on replacements, withdrawals, storage and filming for the Stacks. They have jointly been working on goals and objectives and the 1977/78 Annual Report. All three are also planning an evaluation research project on current circulation operations and services for comparison with the Library Control System when it becomes operational. a. Committee memberships and offices Frankie Mosborg: In March 1977 Frankie Mosborg gave a talk to the Champaign County Genealogical Society about the Library and she led two seminars in February and March for the Department's graduate assistants about the Information Desk. By-Laws Committee of Library Faculty Slide/Tape Subcommittee, Library Instruction Committee Central Serial Record Conversion Subcommittee Subcommittee on Serial Holdings not in Serial Record, chairperson Senator, University Senate Library Senators' Caucus, chairperson Senate Committee on Student Discipline Supervisory Subcommittee of Senate Committee on Student Discipline, chairperson Gene Rinkel: Affirmative Action Officer, Library Chairman, Library EEO Committee Chairman, Lending Policies Committee Member LCS Implementation Committee; chair, LCS Modifications Sub-Committee - 22 - Member Administrative Staff Conference (as Circulation Head) Library Faculty Parliamentarian, U. of Ill. at Urbana- Champaign Member Board of Directors (Trustee) and Assistant Secretary and Assistant Treasurer of the Mahomet Township Library Board Member of the Library Forum Committee President, Greater Champaign County Chapter of St. Jude Children's Research Hospital fund raising organization Karen Struss: Task Force on Preservation of the Collections ad hoc committee with Research and Publications Committee members for interviews with individual public services assistant librarians LCS sub-committee for site planning (consulted with staff members in five departmental libraries and Circulation Department regarding terminal locations in these areas and completed a report proposing alternative locations for the telephone center.) b. Conferences, workshops, tours Frankie Mosborg: A.L.A. Annual Conference, July 1976 Presentation to new Univ. of Ill. librarians about Univ. Senate, October 1976 Visited Ohio State University libraries, November 1976 Presentation to Public Services Assistant Librarians about interviewing techniques, January 1977 I.A.C.R.L. spring meeting, April 1977 A.L.A. Annual Conference, June 1977 Gene Rinkel: ALA Pre-Conference July 16-17, 1977 sponsored by the American Management Association "Professional" division on personnel management and performance evaluation "Library Research Methods," taught by Lucille Wert. Audited during the Fall Semester 1976-77 in the Graduate School of Library Science. Prepared an internal studies pro- posal for evaluating shelf reading methods Bibliographic On-Line Workshop Nov. 15-17, 1977 sponsored by the Graduate School of Library Science. A hands-on training directed by Martha E. Williams involving SDC and Lockheed data bases Karen Struss: ALA Library Administration Division Pre-conference Meeting Library Building Space Needs, July, 1976 University of Pittsburgh's Graduate School of Library and Information Sciences, Resource Sharing in Libraries, September, 1976 - 23 - ALA and Microform Review's Second Annual Microforms Conference, October, 1976 visited Emery University's library, October, 1976 visited Ohio State University libraries, November, 1976 presentation to Public Services Assistant Librarians on student employees in the Library, November, 1976 ALA Mid-winter Conference, January, 1977 ARL's Office of Management Studies Library Management Skills Institute, April, 1977 IACRL Spring Meeting, April, 1977 Fourteenth Annual Clinic on Library Applications of Data Processing: Negotiating for Computer Services, April 1977 ALA Annual Conference, June, 1977 c. Publications, creative activities, and research Frankie Mosborg: Authorship of two section of a slide/tape on how to use the card catalog for research Progress report on Card Catalog Information Desk (attached) Handbook for Supervisors, Circulation Department Research in progress: Graen-Mosborg Quality of Clerical Work Life Study of the Library (involves 144 clerks and 40+ supervisors); collaborator on four two-hour management seminars per week Gene Rinkel: Continued study and bibliographic control efforts on German Theological Dissertations (3,000+ in Rare Book Room) with selected annotation of major praeses and theological schools. Research and verification time varies from 5-10 hours per week Presented an evaluative research project on circulation services in a forum on March 31, 1977. (Approximately 18-20 hours have been devoted to departmental planning and discussion of methods to evaluate LCS relative to ,present circulation services Course development for L.S. 450S, "Supervision of Library Employees" 1/2 unit being taught in the Graduate School of Library Science, Summer 1977. Bibliography, course outline, supplementary materials. Karen Struss: Progress Report from the Task Force on Preservation to the Library Administration "Physical Condition of the UIUC Bookstacks Collection: A Report," Monograph transfer procedural information for the Departmental Libraries Manual Physical Maintenance Handbook for the Bookstacks Research in progress: Collection Maintenance Handbook for the UIUC Bookstacks; Preservation Handbook for - 24 - the UIUC Collections, with Jane Gammon; Inventory "control" of 4 million volumes in the UIUC bookstacks; Microforms in the Large Academic Library; Shelf Reading Frequency for the High Use Areas; Availability of Materials with Stacks Location Noted in Shelf List 3. Other matters a. Circulation desk staffing Turnover has continued to be a large problem at the Desk; in addition to 100% turnover of graduate assistants, who serve as clerical supervisors, there was 60% turnover of student clerks and 61% turnover of nonacademic clerks. Low pay, lack of salary differential for night and weekend work, lack of promotional opportunities, over-education, and job openings in career areas have contributed to non- academic turnover. Efforts are now being made to create a clerical supervising staff at the Desk. When this is achieved, definite plans should be made to pay a salary differential for clerks working nights and weekends. The desk has experienced severe staffing shortages this year. In the ten months from Julyl, 1976, to May 1, 1977, all nonacademic positions were filled only 6 weeks. This was due to a variety of factors including: holding a part- time position to downgrade it for Affirmative Action purposes only to have the minority employee resign with no advance notice after extensive absenteeism; vacant civil service registers; the resignation of an employee who had 5 1/2 weeks of accumulated vacation time that had to be paid before a new employee could be interviewed and hired; extended delays at Personal Services in making referrals. The Desk was short-staffed from 14% to 35% between September 22 .and November 23, 1976, and from 14% to 27% between March 20 and April 30, 1977. These shortages were partially due to vacant positions awaiting referrals, but they were also due to illness. The Desk is a drafty place to work and colds and flu took their toll in the winter months. On some of the coldest days, the clerks were working all day wearing heavy winter jackets. They were filing wearing gloves from which the fingertips had been cut. Such working conditions may have contributed to the high incidence of illness, and those clerks who were feeling slightly ill chose not to come to work in order not to aggravate their condition. During some of the Desk's busiest times, the Library Technical Assistant in the Extramural Division helped two or three hours a day at the Desk. This assistance was greatly appreciated. - 25 - b. Circulation Desk graduate assistants In addition to their responsibilities as supervisors of the Desk for the hours they were assigned, and their responsibilities at the Catalog Information Desk, the Circulation Desk graduate assistants each had special projects on which they worked. Karen Grove assumed responsibility for the periodical identification project that has been in progress for four years. This infor- mation will be input into LCS to provide better control for serial circulation. Kurt Rosecrans was the Desk's representative to the Circulation Systems Analysis Subcommittee for LCS which Karen Struss chaired. This committee was concerned with the number of terminals needed in the Circulation Depart- ment and where they should be placed. Kurt also set up a project which will be implemented this year; it is designed to use a random sample technique to select the periodicals most frequently used so they can be inventoried and placed in the LCS data base by physical piece. Gretchen Kottkamp has been working on updating the clerical and graduate assistants' manuals, and Leann Humphrey has been assisting her. Leann will type the corrections when they are completed. Antonia Mason has been responsible for the Catalog Infor- mation Desk Statistics, for shifting the circulation files when necessary, and for helping verify lost book billings for Mrs. Ryan. Gail Fish has been the staff member responsible for solving many bibliographic and catalog problems; Kurt assisted her with a few of them. Gail has been of invaluable help as a supervisor trainer. She helped train the new graduate assis- tants and the new Library Clerk III. c. Student employees The number of deck pages per week continues to decrease due to budgetary limitations. For several years, the Bookstacks has requested 780 hours per week of students for the decks. This past fiscal year, the Stacks averaged 505 hours per week for the decks during the Spring and Fall semesters. Not one deck was completely shelf-read this year and only three decks were completely straightened. The Stacks also continues to assign deck pages to special duties such as typing, helping clerks and G.A.s, with special projects and materials processing. As the Librarian gives more responsibilities to the clerks and G.A.s, more duties are then assigned to students. - 26 - The Circulation Department has used funds claimed from vacant nonacademic positions during the past few years. The Department has used such funds for approximately 3,000 hours of student help each year. Minimum wage increases eat up the small budget increases and the De- partment is not able to add student staff to handle in- creasing demands and workloads. Service to patrons is slowing down because of the fewer number of students and the fact that students must spend so much more time on extensive shifts. It is taking longer and longer to return books to the shelves. There is serious concern about whether or not the student budget will be adquate for satisfying new and more demands on the Library as a result of LCS. It is anticipated that LCS will increase demand on the collection, which will result in a higher number of paging requests and a higher volume of discharging, sorting, and shelving to do. Additional student help is essential. d. Training and development The clerical staff saw a demonstration of the Undergraduate Library's automated circulation system, and the clerical staff in the Bookstacks Office attended the Monthly LCS meetings. The Bookstacks G.A.s began conducting their own staff meetings during the Spring semester. They are also con- tinuing to give retraining tests to the deck pages. The Bookstacks staff is currently working on revision of the Clerk's Manual and Office Page's manual. A physical maintenance manual was completed for the Bookstacks to provide more information to all staff and to enable more people to handle problems. Sue Johnston coordinated efforts to keep the Stacks G.A. manual updated. An information bulletin was distributed to all deck pages to explain the background for many changes occuring in the Stacks now and in the near future. The Stacks G.A.s worked very hard to carefully train and supervise the pages for the "paging experiment" in the stacks. Ed McDonald was responsible for screening the questions and suggestions from the Suggestion Box for deck pages. e. Joint graduate assistant meetings The Circulation Department scheduled several joint meetings of graduate assistants from the Circulation Desk and the Bookstacks. The following topics were covered: Information services; description and discussion of the Stacks G.A. jobs and Circulation G.A. jobs; microfilms in the stacks; and a - 27 - demonstration of the Undergraduate Library's automated circulation system. B. Administration 1. New Procedures a. Shelf-reading Barb Berger and Kim Martens completed an analysis of straightening and shelf-reading in the Stacks. The purpose of the study is for identification of expectations of pages' work and for measurement of performance. This is part of our efforts to schedule the pages better and make optimum use of their time. The study indicates the amount of time it takes to shelf-read and straighten specific ranges and types of material. This study was carried further during fiscal year 1976/77 by recording not only the time it takes to shelf-read a range, but also the number of volumes found mis-shelved. We will attempt to use this information with other data gathered which indicate high-use areas to identify areas in need of more frequent shelf-reading and the amount of time required to read these areas. Since we can no longer shelf-read the Stacks in its entirety once a year, we must concentrate our efforts on areas where we hope to be most effective. b. Unreconciled serials All unreconciled serials in need of binding or rebinding are sent directly to Serials Cataloging for reconciliation or withdrawal. The Stacks Office staff collects all volumes of such a set for the Serials Catalogers as one or more of the set come to our attention for binding. If the volumes are to be kept, Serials Cataloging will notify us to send them to binding or to Storage. c. LCS-related procedures The Bookstacks Office is verifying the accuracy of drop charges in the Central Serial Record for volumes in Storage. d. Multiple-copy monograph withdrawals Deck pages have been instructed to pull multiple-copy monographs from the shelves, leaving 2 copies in the best condition, as they are shelving shifting, and shelf-reading. Mary Kay Newman examines these volumes to determine if they are high-use or to note any other problems with withdrawing - 28 - the volumes. If she determines that the volumes should not be withdrawn, she notes "Decision not to withdraw as multiple copy," the month and year, on the bookplate. As the pages pull monographs, they also record the call number and title of serials on a slip of paper. These titles are searched by the clerical staff in the card catalog for full holdings information and are then given to Karen Struss for withdrawal consideration. The clerks processing multiple-copy monographs for withdrawal send the title and cataloger's pages to the Catalog Department in lieu of a withdrawal form. This procedure was agreed upon by the Catalog Department and Stacks Office with the understanding that it is a temporary procedure to facilitate faster, more accurate processing of the large volume of withdrawals that the Stacks is doing as part of its weeding program. e. Transfers with recommendation to withdraw After wide discussion of space problems and the problems of Departmental Libraries transferring materials to the Stacks without first considering withdrawal, several Depart- mental Libraries are cooperating in the following ways: - withdrawing materials instead of transferring to the Stacks - consulting with Karen Struss and/or Acquisitions or Serials Departments about specific titles before transferring or withdrawing - transferring to the Stacks with a recommendation to withdraw if the Stacks already has a copy or another edition. One of the difficulties with full cooperation in this matter is the fact that Departmental Libraries do not know the number of copies available in the system. The Bookstacks anticipates wider cooperation when they will berable to search the LCS data base to discover holdings information. f. Student policy statement Ed McDonald coordinated the Stacks G.A.s efforts and drafted a policy statement for deck pages on tardiness, absence, and general supervision and discipline. g. Departmental inventories The system initiated last year of coding Public Service and Technical Service charges differently, and of dividing the Public Service charges into two six months groups has been done. However, the implementation of this change as a - 29 - follow-up procedure has not really been tested for effectiveness because of Desk staff shortages. While it might be helpful to the departmental librarians to have more frequent follow-up, they appear to be accept- ing responsibility for this themselves. A study of the statistics reveals that 3068 Public Service charges were pulled last year for the period January to June 1976, and only 2249 charges were pulled this year for the one-year period July 1976 to June 30, 1977. These figures would indicate that two Public Service inventories per year are not needed. h. Training When the Card Catalog Information Desk was opened in February 1977 as a function of the Circulation Department, a joint G.A. meeting was held by the Circulation Desk Librarian to orient them to their tasks. Since all but two of them had been working in the Department 6 months, she needed only train them on the various catalogs and their responsibilities to the public. As training tools, she used the Handbook for Supervisors that she completed writing in August and a programmed text for filing rules prepared by Suzi Westerberg of the catalog department. Another joint G.A. meeting was held a month later to receive feedback from the graduate assistants and to evaluate the statistics forms they were being asked to complete. 2. Goals and objectives a. Progress has been made on the goals and objectives noted in the Annual Report for 1975/76. i. Circulation Department - Further developed functional objectives to implement the plans and programs of the Department. - Improved and extended information services provided by the Circulation Department. Frankie Mosborg developed the training program for the Department's G.A.s. - The writing of personal goals and objectives for professional positions is in progress. - Participation in the implementation of LCS and begin- ning the detailed planning for LCS as it related to the Circulation Department. - Increased coordination of efforts within the Department through the following: Once a month, a Circulation Desk G.A. attends the Stacks G.A. meeting and a Stacks G.A. attends the Circulation Desk G.A. meeting; the Circulation Desk G.A.s and Stacks G.A.s presented des- criptions of their jobs to each other in 2 joint G.A. - 30 - meetings; the Stacks loans students to the Desk to help with the discharging and the Desk loans clerks to the Stacks to help sort and load trucks at 5-Front. ii. Bookstacks - The deck plans have been revised, but money will be needed for copying them. - Planning for LCS implementation: - binding setials - Modern Language transfers - "Paging experiment" (Michele Folta designed and supervised a 3-week study to identify decks with materials in high demand and to simulate an LCS environment for more insight into kinds of oper- ational changes needed under LCS) - moving materials in locked areas so each area will house materials with the same loan policies for easier coding of the data base - flow-charting and data collection for specific procedures: carrel charges, pick-ups, transfers, withdrawals, searches and departmentals - the Librarian was able to have 8 hours per week for research time on a somewhat regular basis beginning in the Spring semester - continuing to examine statistics recorded or needed to provide more accurate evaluation of the various programs and operations of the unit - continuing to analyze work flows for more efficient operations - continuing to implement a variety of policies and procedures towards more efficient use of available shelf space through fore-edging, weeding, storage of duplicates, and microform orders - ordered 32 serial titles and 4 subscriptions in microform for purposes of reducing shelf space requirements and preservation - processed twice as many volumes for withdrawal this year as was expected - completed searching all missings in the Circulation File and are in provess of making decisions to replace or withdraw materials which have been missing for more than one year iii. Circulation Desk - improved handling of incoming and outgoing shipping - development of improved procedures for handling holds - planning for LCS implementation: sampling technique devised to select periodicals for inventorying for inputting as physical pieces into LCS; - 31 - progress toward clearing Old Faculty inventory before inputting LCS; flow-charting hold procedures; flow-charting Desk procedures (charges, discharges, snags, filing, duplicates, pick-up and search authorizations) - evaluating Snag statistics to determine problem areas - evaluating binding Snag statistics to determine problem units and nature of problems - sample taken of one-week returned book load to try to develop improved shipping and discharge procedures - clerks and G.A.s at Desk toured U.G. Library automated circulation system and learned how it works, how transition was made, and impact on units workload - librarian scheduled 8 hours per week for research seminars, beginning in late October - continuation of evaluation of clerical assignments at Desk in order to enrich them b. The Department has identified the following specific and practical implementation objectives for the coming year: i. Bookstacks - Complete a Collection Maintenance Handbook to coordinate its many sub-activities to allow for increased delegation duties and responsibilities to G.A.s, clerks, and students. - Remove all Stacks materials stored in Law 5. - Collect data on search requests, and circulation demand by classification number, and shelf-reading to change shelf- reading procedures for improved availability of materials. - Continue collection of data on study of availability of materials with Stacks location in the shelf list. - Plan evaluation program of circulation services. - Expand staff development program through additonal projects and tasks shared by all G.A.s in the Department. - Further develop and refine the weeding program. ii. Circulation Desk - Plans are in progress to upgrade the Hold Clerk to Library Clerk III. - Plans are in progress to create a new Chief Clerk or LTA position at the Desk (in place of a graduate assistant in the Department) to be responsible for Desk personnel supervision, training, and evaluation, and to coordinate personnel aspects with LCS Telephone Center . - Develop better training program for Catalog Information Desk staff . - Complete old faculty inventory. - Work toward clearing "problem areas" of continuous faculty inventory . - 32 - - Write report on length of loans for Interlibrary Loan study. - Begin planning how Information Desk and Telephone Center activities will mesh, and which activities will supplement the other. - Implementation of revised Hold procedures to improve User service. - Clearfiles of extraneous charges before LCS implementation. - Implement sampling of periodicals and begin inventory for LCS. 3. Planning new programs a. Collection Maintenance A handbook on collection maintenance in the Bookstacks is being developed. It will serve to coordinate several projects related to collection maintenance and will provide criteria and guide- lines for more decision-making by the G.A.s, under the supervision of Karen Struss. Also included will be current, detailed pro- cedural information for improved training of all staff for processing materials. Additional staffing is needed for a fully developed program not only in the Stacks office, but also in the Technical Services Departments. Included in collection mainten- ance are the broad areas of weeding, preservation, replacements, missing inventory, and microform acquisitions. b. LCS Much planning and data collection has been done and is in process for conversion and implementation of LCS and for additional services and procedures possible with the system. c. Extramural Office The Extramural staff worked closely with the Circulation Department throughout the year, scheduling staff exchanges to accommodate work loads and maintaining microforms and readers in the Stacks. Gary Stone and Karen Struss worked together on dealing with microfilm space problems, reader space, and planning additional services for patrons. d. Task Forces for Special Projects Each stacks G.A. is assigned coordination of one or more special projects and the responsibility of being a resource person for special areas such as the microform project, Bookstacks mainten- ance, weeding, replacements, missing inventory, Storage, and student employees. Desk graduate assistants special areas include periodicals identification project, updating staff manuals, catalog assistance statistics, statistical studies, solving bibliographic and catalog problems, and staff training. - 33 - Several of these projects, in addition to the catalog Information Desk, will be shared by all graduate assistants in the department during the coming year. - 34 - VI. STATISTICAL SUMMARY F. Personnel 5. Academic Employees Professionals Mosborg, Stella F. 9/1/72 - Rinkel, Gene K. 8/21/75 - Struss, Karen 11/11/74 - Graduate Assistants Berger, Barbara 8/21/75 - 8/20/76 Corkins, Sandy 8/21/76 - Dunkelberger, John 5/21/75 - 8/20/76 Fish, Gail 8/21/76 - Folta, Michele 1/17/77 - Grove, Karen 8/21/76 - Hammell, Kathy 8/21/76 - Highsmith, Doug 8/21/75 - 8/20/76 Humphrey, Leann 2/13/77- Johnston, Sue 8/21/76 - Kottkamp, Gretchen 8/21/76 - Lucas, Patricia 8/21/75 - 8/20/76 McDonald, Ed 8/21/76 - Martens, Kim 8/21/75 - 8/20/76 Mason, Antonia 8/21/76 - Powderly, Audrey 8/21/75 - 8/20/76 Pulikonda, Ella 8/21/74 - 8/20/76 Robinson, Don 8/21/75 - 8/20/76 Rosecrans, Richard 8/21/76 - Schelling, Sandra 8/21/75 - 8/20/76 6. Nonacademic Employees Abbott, David F. 1/12/76 - Blaine, Valerie M. 9/13/76 - Boswell, Parley Ann 8/5/74 Brockway, Bert 5/20/74 - 8/19/76 Bryant, Terry 12/12/73 - 6/30/74 (leave) 9/3/74 - 7/23/76 Carroll, Peter F. 6/29/76 - Chabot, Clare L. 5/31/77 - Fish, Gail 3/25/75 - 8/13/76 Heaberlin, John C. 11/27/76 - Hill, Emily E. 6/16/76 - 7/15/76 Home, Barbara 3/27/73 - Hummel, Laura 9/7/76 - 4/30/77 Kennedy, Gail 10/27/75 - 6/1/77 Murphy, Debra I. 4/28/77 - - 35 - Newman, Mary Kay 10/10/74 - Paden, Shelley L. 8/30/76 - Pauly, Lindsey Ann 9/16/75 - Pryor, Helaine 9/20/74 - 5/27/77 Quintavalle, Edward - 9/28/76 Ryan, Harriet 5/1/56 - Shelton, Janette 3/31/75 - Sinks, Steve 10/23/73 - 2/25/77 Sparkis, Steve 9/27/76 - Stehman, Debbie 9/1/76 - Taylor, Deborah A. 3/16/76 - 8/6/76 Walter, Linda 6/13/77 - Williams, Gwenetta - 1/17/77 Wilson, Del Elaine 11/3/75 - 9/17/76 Wojnar, Deborah 6/26/75 - 9/3/76 Young, Kathleen B. 91/76 - Zakrapek, Regina M. 1/20/76 - 8/19/76 Extramural Nonacademic: Busing, Sandy A. 1/26/76 - 8/27/76 Crabtree, Elizabeth 6/10/77 - Stone, Gary E. 7/28/75 - 6/3/77 Wright, Thelma 9/28/76 - Interlibrary Loan Kidder, Robert Beachell, Doria M. 2/2/76 - Weingartner, Alison 9/15/76 - Cler, Mary Kay 6/6/68 - 7/30/76 C. Seating Capacity 1. Seats at tables 2. Lounge chairs 3. Carrel seats 4. Total Number of Seats 5. Total Square Feet in Library 6. Linear feet of shelving *Space in Law 5 deducted from figure D. Hours of Opening 1. 2. 20 356 376 302. 399 reported in 1975/76. Number of Hours Open Weekly in Regular Session Number of Hours Open Weekly in Summer Session E. Fine and Overdues (if recorded) of of of of of Fine Invoices Books Lost Book Charges First Overdue Notices Second Overdue Notices 10,216_6 22 077 650 other Libraries 2,002 14 066 12,879 F. Personnel 1. Number of Professional Positions F.T.E. 2. Number of Graduate Assistants F.T.E. 3. Number of Clerical Positions F.T.E. 4. Average Weekly Hours of Student Help Regular Session Summer Session 5. Names of Academic Employees (Give inclusive dates of employment if entire year.) 3.00 5.50 15.75 Fall 513/Spring 498 422 not employed during (See attached list) 6. Names of Nonacademic Employees (Give inclusive dates if not employed during entire year.) (See attached list) Signatures <^ t /_______ ___ Tit j.t Circulation Librarians__ 1. 2. 3. 4. 5. 92 77 Number Number Number Number Number B, RECORDED USE GENERAL JULY rALUL I 8,522 (?'r»* Ir('~tL IThŽ C* ^Ar i*t 11 f I Crr i fM~ i*-rC 4fP-a ki to Irso TOTAL 36,426 LIW-~YYY.- ····-U U·r~yy AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER JANUARY FEBRUARY HARCH \PR L AY JUNE rOTALS roTAL .AST 'EAR INCREASE )ER )ECREASE Include hOfh "-u-sin library" and "overnight Extra columns are for turns0lle reidhnfjs and rovort the c rcubdtion of special materoals. for those Ilbrarlos which -- --- ---------- 2 TURN- STILE 17,660 9,881 16,208 15,308 31,566 29,304 15,793 28,063 35,780 31,100 16,822 15,913 63,398 52,809 10,589 MONTH 5,302 5,182 3,326 6,041 8,109 6,775 8,592 8,627 5,748 6,776 8,614 31,614 71,252 -10,362 H11,19 +32,14 -2,574 USED HERE ?ERMIT 10,244 4,745 3,53] 1,90; 4,46; 5,685 4,532 6,372 7,628 5,297 4,254 L0,369 59,021 57,830 TOTAL 19,928 24,921 20,536 42,069 43,098 27,100 43,027 52,035 42,145 27,852 34,896 14,033 81,891 2 DEPT'S. 10,536 2,169 1,003 1,686 2,122 6,828 5,553 1,787 4,183 6,815 6,840 2,754 1,522 .3,262 .5,836 80 2P ~l·L_~ ·c~~·C--·-~···l· ,·~C------l-·- --- ·-··---· ·-·-·~- - ------C ~-C~n~lWUWY ·u~u~r·rcucrw ~C---IYII·--~LII ~ it-UH~U ~ ---`~--~----~ 38,595 20,931 26,607 22, 65E 48,897 48,651 28,887 47,210 58,850 48,985 30,606 36,418 457,295 427,721 +29,56E 15,562 19,882 20,680 I - --I I- ,- 12,183 7,814 7,804 8,477 11,243 14,531 11,256 12,511 9,813 13,014 17,460 136,642 126,815 +9,827 r '~--- ·rrr c~ ~ eru~uIv , 41u~ - GRAND TOTAL 49,131 33,114 34,421 30,462 57,374 59,894 43,418 58,466 71,361 58,798 43,620 53,878 593,937 554,542 +39,395 FINES AND OVERDUES Fine Invoices No. of Books Lost Book Chgs. Cancellations *Lost Book Chgs. "Other Libraries" Cancellations "Other Libraries" **"First" Notices Faculty Notices ***Second Notices 1975/76 9,523 20,522 658 222 2,325 1,428 14,056 6,032 12,726 1976/77 10,216 22,077 650 199 2,002 964 14,066 6,849 12,879 Change + 693 +1,555 - 8 -23 -323 -464 +10 +817 +153 Percentage + 7 + 8 - 1 -10 -14 -32 +14 + 1 * The Undergraduate Library figures are not included for 1976/77 since it began billing its own "lost books" 7/1/76. ** First notices are students, permits and faculty periodicals only. *** Second notices included a 4-week follow-up to the continuous Faculty Inventory. BOOKSTACKS STATISTICS: SUMMARY CARREL CHARGES Total 16,431 15,845 14,080 Student 14,088 12,714 11,912 CARREL ASSIGNMENTS (MONTHLY AVERAGE OF OCCUPANCY) for 348 carrels Summer 665 652 680 Fall 738 733 707 CARREL DISCHARGE LETTERS AND BILLS FOR LOST KEYS 1st letter 609 2nd letter 124 Total 733 Billed for Keys 46 LOCKER ASSIGNMENTS CIRCULATION OF PORTABLE MICROFORM READER 80 Microfilm 76 STUDENT EMPLOYEES IN THE CIRCULATION DEPARTMENT Microfiche 36 67 new hires 71 terminations PAGE PERSONNEL: TOTAL WEEKLY HOURS (Figures for end of each semester) 1975/76 Summer Fall Spring 437 515 526 1976/77 422 513 498 1974/74 1975/76 1976/77 Faculty 1,503 1,983 912 Permit 840 1,148 1,256 1974/75 1975/76 1976/77 Spring 723 725 713 Total 2,126 2,110 2,100 Average 708 703 700 Total 112 - -1-` SEARCHES Searches made Searches found Percent found Missing Charges 2,897 1,881 65 percent 2,162 1,370 63 percent 1,986 1,050 53 percent MISSING RECHECKS (Searched 1 month after they were declared missing) Total number Number found Percent found 1974/75 1975/76 1976/77 1,233 1,406 1,276 "CLEARED" MISSINGS: 256 PICK-UPS 245 276 157 1975/76 19 percent 19 percent 12 percent 1976/77 Carrels Theses Moody's Industrials 4-South Storage 124 Mezzanine Closed Stacks 4-North Vault Bills Alcoves and Room 31 Law Storage* 1,143 570 128 352 158 442 901 19 181 63 60 1,348 TOTAL 5,365 *Law Storage pick-ups broken down: Far Eastern South and West Asian Newspaper Stacks 1975/76 1976/77 1012 1122 63 133 BINDING Serials Rebinds Inserts 1974/75 4,253 1975/76 6,582 1976/77 4,446 1,392 5,047 2,216 760 944 784 245 65 REMARKS 2,208 2,443 2,284 28 42 PROCESSING FOR LOCKED AREAS 688 1,616 1,926 1974/75 1975/76 1976/77 1,016 792 936 961 422 85 228 137 396 980 11 129 44 25 1,362 4,780 SORTING Serials, unbound issues Bills New Books Theses Looseleaf Additions TO (New Serial Titles 58,374 15,010 26,090 271 2,771 TAL 108,115 761 1976/77 60,998 23,113 20,877 1,056 2,346 108,280 1,093) PATRON NOTIFICATIONS 956 550 703 DEPARTMENTAL NEW BOOK LOANS 1,419 3,103 3,686 BOUND VOLUME REPLACEMENTS: TRANSFERS IN (VOLUMES) Supersedes 4,064 4,414 Serials 5,541 4,049 Monographs 9,645 11,800 TRANSFERS OUT (VOLUMES) Serials 615 652 Monographs 831 487 VOLUMES WITHDRAWN Monographs 8,978 Serials 3,119 TOTAL 12,097 1974/75 1975/76 1976/77 145 1975/76 1976/77 Total 19,250 20,263 1975/76 1976/77 Total 1,446 1,139 1975/76 DEPARTMENTAL INVENTORY Public Services: (June 30, 1977) Number of charges pulled 2249 (Includes 1366 charges in file from 1976 inventory) (June 1976 inventory) Number of charges in file July 1, 1976 1552 Number renewed 4 Number transferred 21 Number returned 161 Number cleared 7/1/76 - 6/30/77 -186 Number of charges not cleared as of 6/30/77 1366 Technical Services: (June 30, 1977) Number of charges pulled 1047 (Includes 294 charges in file from 1976 inventory) (June 1976 inventory) Number of charges in file July 1, 1976 452 Number withdrawn 2 Number returned 156 Number cleared 7/1/76 - 6/30/77 -158 Number of charges not cleared as of 6/30/77 294 "OLD" FACULTY INVENTORY Number of charges pulled (July 1974) 5920 Number cleared as of June 30, 1976 -5029 Number still to be cleared (July 1, 1976) 891 Number cleared 7/1/76 - 6/30/77 -520 Number of charges still to be cleared 7/1/77 371 (Number of faculty with outstanding charges: 73) --- -----II I --~---- II---- - -- ----------- ~L- I·- --- -------··-··~···L --- ---1·l~ ~C NEW FACULTY INVENTORY Number of charged pulled 7/1/76 - 6/30/77 6849 (Number found in Stacks not discharged: 563 - 8.2%) DEPARTMENTAL THESIS FILE Catalog cards filed 7/1/74 - 7/1/75 1530 Catalog cards filed 7/1/75 - 7/1/76 1110 Catalog cards filed 7/1/76 - 7/1/77 1428 APPENDIX (cont.) Hold Requests: By Non-Faculty 1614 1839 1551 1371 1237 Total 1885 2504 2073 2033 2057 Increase or Decrease +633 +619 -431 - 40 + 24 % Increase or Decrease +50.5 +32.8 -17. - 1.9 + 1.2 Hold Call-Ins: First Notices Year Faculty Non-Fac. 1972/73 1973/74 1974/75 1975/76 1976/77 751 785 860 900 780 599 1068 992 825 783 Second Notices Total Faculty Non-Fac. 1350 1853 1852 1725 1563 340 370 412 105 993 155 298 297 92 263 26- Problems Total Faculty Non-Fac. 495 668 709 1971 124 142 136 100* 421 624 21 26 21* 125 124 * = First 9 months 1 = Written notice only to those who had no phone or who couldn't be reached by phone after repeated efforts 2 = Includes phone calls in lieu of second written notice 3 = Primarily written letters 4 = Primarily phone calls STUDENT CIRCULATION Year Undergrad. Graduate 1972/73 1973/74 1974/75 1975/76 1976/77 53,999 60,590 69,238 69,693 70,237 170,744 156,218 171,020 183,116 193,161 Total 224,743 216,808 240,258 252,809 263,398 July 13,001 15,189 15,894 16,178 15,562 TURNSTILE COUNT November March 18,348 20,746 19,916 20,514 19,882 23,238 21,282 21,095 22,733 20,680 PERMITS Total 5944 7022 5944 5457 Increase or Decrease +1078 -1078 - 487 % Increase or Decrease +18.1 -15.3 - 8.2 Requested by Letter 857 726 800 675 BOOKSTACKS PASSES Picked up Issued to by Students Lib. Employees 446 423 519 353 ** 184 209 199 Issued to Permit Holders 816 863 1091 1015 ** = Data not available Year 1972/73 1973/74 1974/75 1975/76 1976/77 By Faculty 271 665 522 662 820 Total 163 162 121* 546 744 Year 1973/74 1974/75 1975/76 1976/77 Library 4102 4623 4604 4180 Bursar 1842 2399 1351 1277 Year 1973/74 1974/75 1975/76 1976/77 Total 1262 1470 1819 1567 -------··---- -- -- - -- -- - -- -- -- - -- --------------------r~-- ·--- ·---r·--------------·-rr-r---ulrr-r~ -----lrr lr-- July 1, 1977 TO: Gene Rinkel FROM: Frankie Mosborg SUBJECT: Card Catalog Information Desk Attached is a report of the operation of the Card Catalog Information Desk from February 14, 1977, to June 28, 1977. I have prepared the report at this time in order that it may be included in the Annual Report and, though the Summer Session is still in progress and the trend through the summer cannot be determined at this time, I believe enough data are now available that you and iMr. Garton can make some evaluation of its effectiveness. If you or Mr. Garton have questions after reading this re- port, I shall be happy to discuss them with you. CI ·i^^ G )-^r a7 FM CARD CATALOG INFORMATION DESK Operational Report February 14, 1977, to June 28, 1977 On February 14, 1977, the Card Catalog Information Desk began operation on a temporary basis under the jurisdiction of the Circulation Department. The Circulation Desk Librarian was asked to supervise, train, and coordinate its activities. The Desk was staffed by all eleven graduate assistants in the Department and by Mary Kay Newman, an L.C. III with a M.S.L.S. During the Second Semester, the Desk was staffed 53 hours per week (10-12 a.m., Monday through Friday; 1-5 p.m., Sunday through Saturday; and 7-10 p.m., Sunday through Thursday). During the Sunmmer Session 1977, it is being staffed 50 hours per week (the Library is closed Sunday nights). The Desk was kept open during the week of Spring Break and, based on its low use during that period, it was closed for the Interim between the Second Semester and Summer Session. A summary of the statistics of its use for the 12 weeks of the second semester and for the first 2 weeks of the summer session is attached. Also attached are data for "Use by Time of Day" and "Use by Day of Week" for a sample five-week period. This period was selected because it was not decided until the end of March, at a joint G.A. meeting, that statistics would be kept by time of day. Though this was a relati-vely busy period during the first part of the study, use slacked off considerably as finals approached and term paper deadlines passed, so the data cover both busy and slow times. So few patrons used the Desk after final exams began that the Desk was closed before the end of exams. This allowed the graduate assistants to take vacations also. During the times that the Desk was closed, incoming telephone calls were answered at the Circulation Desk and referred to the Refer- ence Desk. A total of 6301 inquiries were handled during the 14-week period. A study of Known-Search monograph inquiries shows that 519 were for author/title, 707 for location, 179 for corporate author or added en- tries, and 270 for subject assistance. The first two types of inquiries will be answerable by LCS, once it is operational, but added entry and subject inquiries will not. Corporate entry access will probably depend upon the expertise of the inquirer. Serials inquiries for title, holdings, and location totaled 1441; much of this information, except location of "current issues," will be available on LCS. However, since serials are accessed through main entry, and this frequently is not the title, some catalog information assistance with serials will probably be needed after ICS is working. The "General Card Catalog Assistance" category includes helping patrons locate microforms, understand symbols in call numbers (like "x"), understand the arrangement of the card catalog and use it for a par- ticular need (340 persons), and assist handicapped persons with their catalog needs. -2- The 435 "Reference Referrals" under "Personal Assistance" ex- clude the 104 telephone Reference Referrals but include all types of personal referrals with monograph, serial, and general problems that the staff could not resolve. A separate record was kept of telephone requests because of the probable impact of the LCS Telephone Center when it becomes operational. After LCS is implemented, callers will probably be referred to the Catalog Information Desk by the staff of the Center for help in locating the correct LCS entry through the use of added entries, "see" reerences, title entries, etc. All problems regarding subject assistance will still need to funnel through the Information or Reference desks. The study by "Time of Day" shows afternoon use higher than morn- ing and night, but since the afternoon time period is twice as long as the morning and one-third longer than the night, the difference is not large. Telephone inquiries are considerably higher in the morning than at night and probably reflect the fact that departmental libraries and off-campus inquirers call during the day. Conversely, personal "Gen- eral Information and Directional/Locational" inquiries are higher at night. This is probably because undergraduates, genealogists, and non- University users tend to use the Library more at night. Preliminary data from the first two weeks of the summer session tend to sunport these hypotheses: assistance requests of all types total 262 for morn- ings, 584 for afternoons, and 64 for nights. (Care should be taken to evaluate these figures in light of the fact that all inquiries are fewer at the beginning of any school term than later on in the term.) The fact that there are significantly fewer undergraduates enrolled during the summer and that graduate students and visiting scholars seem to begin their library work during the day might account for the low number of night inquiries. The study by "Day of Week" shows that use peaks on Mionday nights, with Tuesday, Wednesday, Saturday, and Sunday afternoons also being periods of heavy demand. Monday is the most consistently busy day of the week. This pattern of decreasing use Monday through Friday, a busy Saturday afternoon, and a beginning build-up on Sunday for the follow- ing week corresponds with the general use pattern in the Undergraduate Library. The data to date indicate that the Catalog Information Desk is providing a valuable service by supplementing that provided at a more professional level in the Reference Department. Statistics cannot measure the value to the patron of having a staff member free to go to the card catalog and assist him or her with a problem. Nor can a measurement be made of the value of having the Information Desk staffed a relatively large number of hours per week so patrons can depend on its being open when they come to the library and need help. Depend- ability is a cumulative factor that cannot be measured this early in the operation of the Information Desk, if, indeed, it ever can. The nature of the Catalog Information Desk's uses will continue to be studied from different angles and another report will be filed whenever additional significant data is available. Frankie Mosborg Circulation Desk Librarian 7-1-77 o 0c"o i)o cOr o I tU 0 \ F- % N)H F-% u 4N-0 ro1 - -o o i -- I z i0 Ro) ro N J- O ro C l- o(D C r D 0- 4 n CF3 P, CD D ( 0 ) (D i N) CD CD N) (D (3 ) M co cl ) > x -» D O L SCD J | -. Co3 H LI SI-D I-s 0 P0 H* Cn ( 1 j I Cr O I-I (D tI CD H Cii LI l~0tn Co :H ( m t 0 L c Ol 0 H ^ L 1[ CO * OjH o. I . .-3 to 1 0 co O0 > - S0 pJ' I| . D(D (D co o o Ul C tl (D vR f CC (D JL iC) j o --jC C 0 CO - H-- I- .05 ) | D CO C "- Gi . - 0 l C O C h-i U M 0 Lt 0 H CO LO ID S(D. |^~ ^h 0 0 0 0 ' 2 Ico (D * n c > CD O H H CD 0 0 0 ---. H H H* ° -^ g t- rt- OC a tn 0) > LI ~ H' L (D I or) r o | co . .   en ( (D t r. p. Ia rt- M D O u c r- N1) i R ft rt on Un CD CD 2if Cl Cl 3 t > ' > t " Oe [-% [ t O --Q r- h '- 11 c-,- 10 1ý l 10 F C 1-3 SO PH O PI 1 S)I 0 ( 0 I O Q O l ti O H m 0. to  ix t ro (D 10 S i -' 0 0 ' C U) C r o0 C i rC L^ O A ! [p0 QO 01 Sc- tri C')M )Ul 0 0 bI-h >- (D ( 1 C 0 H JC-) H 0 0 0 - D 0 ] rt- On 0 UtJ H H ' @ O rt-H 0 0 ,Ol t C 0 M O * 2 P. pJ fT ( fc^» 0 Hr O l O CP 0 0 t 3nj" O0 Co o , P o 4'l 'ft U) Uto N) O P N) 0 ct 10 t f\5 O r iLO t- 1l j r P i - p. P ) 0 100 0 en  ! cP -' p CATALOG ITNFOP'MATION DESK Use by Day of Week DAY MORNING AFTERNOON (2 hrs) (4 hrs) Monday 188 191 Tuesday 104 256 Wednesday 113 295 Thursday 135 186 Friday 126 149 Saturday ** 270 Sunday * 226 TOTALS 666 1573 SCard Catalog Information Desk not open tl Time Period of Study: 4/1 - 5/9 (5 weeks) NIGHT (3 hrs) 270 165 164 99 * * * * 110 808 hese times TOTAL 649 525 572 420 275 270 336 3047 EXTRAMURAL LIBRARY ANNUAL REPORT July 1, 1976 - June 30, 1977 The Extramural Library is located in Room 231, Graduate Library. It is in the southeast corner of Deck 5 in the stacks. The office is open from 8-12 a.m. and 1-5 p.m. Monday through Friday. The Extramural Library collection has diminished in number of volumes during the past year due to final stages of a selective weeding process, The microform collection, however, is up, and the two employees in the Extramural library provide assistance to patrons having questions on this collection. This year the Extramural Library has again acquired books when requested by an instructor. If the Extramural Library did not have a copy of the book, the University of Illinois main catalog was checked. If possible a book was borrowed from a departmental library or the main bookstacks to supply the request. Three different groups use the Extramural Library facilities. They include 1) professors and students connected with University of Illinois Extramural classes, 2) departmental libraries and individuals in special circumstances, and 3) patrons wishing services related to the microform collection. Due to a personnel change, the following statistics could not be verified as definitive, but are indicative of the use of the Extramural Library by its classes. SEMESTER FALL SPRING SUMMER Number of professors 13 21 3 Number of Extramural books sent ' 288 650 62 Number of books borrowed from departmental libraries 36 7 5 Nuimber of reprints sent 30 2 Total number of items sent 367 678 72 The article reprint collection was weeded and service in this area was down somewhat, although it was not possible to determine the exact amount spent for this service. Postal refunds, however, were up considerably, amounting to 71,26, CARE AND IMPROVEMENT OF THE COLLECTIONS A major responsibility of the Extramural Library is the maintenance of the microform collection. The reshelving statistics that follow only partially reflect the amount of time spent working with the collection, since the microforms must be 1) checked when returned for damage to film or box, 2) spliced or remarked when necessary, and 3) rewound if left on the reel backwards. In addition many patrons reshelve their own materials, sometimes inaccurately, necessitating periodic scanning of the shelves for misfiled material. Boxes of microfilms 2092 Boxes of microfiche 43 Separate pieces of microfiche 3361 Microcards 21 Separate pieces of microimprints 188 Pieces remarked 69 Growth statistics for the microform collection are listed in the statistical summary. The figure for microfiche includes the acquisition of 15,059 pieces forming the American Statistical Index. In anticipation of further major acquisitions of microform material a major shifting of microfilm was begun in late June and will be completed in the summer months. This redistribution of the collection over approximately four additional ranges will eliminate all double shelving and allow for expansion of holdings at least in the immediate future. It is also expected that there will be a major increase in staff time required for processing new acquisitions of microforms, involving such tasks as labeling, typing cards, filing and shelving. QUARTERS AND EQUIPMENT Existing shelf space in the Extramural office was made available by means of the weeding project, which opened approximately one range. Space is adequate for present holdings. A Bell & Howell Model 920 microfiche reader was acquired, which provides much greater clarity of image than models currently in use. It will be made available to patrons as soon as an inventory number is supplied. Urgently needed in the near future will be additional cabinet space to hold microfiche. The file cabinets are full now and could accommodate only scattered additions. PERSONNEL AND ADMINISTRATION On June 10, 1977, Elizabeth Crabtree replaced Gary Stone as the Library Technical Assistant I for the Extramural Library. Sandra Busing resigned the Clerk-Typist II position as of August 27, 1976. Thelma Wright assumed this position as a learner on September 28, 1976, and advanced to Clerk-Typist I as of February 21, 1977. Projects for the coming year will include completion of the final stages of the weeding project (discarding books and correcting catalog records), and planning a move by the Extramural Library to different quarters. STATISTICAL SUMMARY The statistical summaries for the Extramural collection and the microform collection follow. They are based on the balance totals listed in the 1975-1976 annual report. The microform statistics continue to be arrived at by counting each microform as an individual item and not by bibliographic entryo C. Seating Capacity 1. 2. 3. 4. 5. 6. Seats at tables Lounge chairs Carrel seats Total Number of Seats Total Square Feet in Library Linear feet of shelving does not apply ._doejs__lot apply _doaaenot apply .jdoaz-.Jiont-a pply _1032 sq. feet _1209 ft- of shelving D. Hours of Opening 1. Number of Hours Open Weekly in Regular Session 2. Number of Hours Open Weekly in Summer Session E. Fine and Overdues (if recorded) hO hours hO hours of of of of of Fine Invoices Books Lost Book Charges First Overdue Notices Second Overdue Notices does not apply dog- not apply does not apply does not apply does not apply does not apply F. Personnel 1. Number of Professional Positions F.T.E. 2. Number of Graduate Assistants F.T.E. 3. Number of Clerical Positions F.T.E. 4. Average Weekly Hours of Student Help Regular Session Summer Session 5. Names of Academic Employees (Give inclusive dates of employment if entire year.) O 2 0 0 ____ _ _ _ _ _ _ o _ _ not employed during 6. Names of Nonacademic Employees (Give inclusive dates if not employed during entire year.) Elizabeth Crabtree Gary Stone Sandra Busing Thelma Wright Signature ja •Ti t Ie .1 June 10, 1977----- July 28, 1975-June 3, 1977 January 26, 1976-August 27, 1976 September 28, 1976----- -/j 1Aiv AAoI J- 'I 1. 2. 3. 4. 5. Number Number Number Number Number ·~f·/-~--`-TP-C-3--~-C --R ^··----- I- EXTRAMURAL COLLECTION GROWTH STATISTICS 1976-1977 € ADD SUBTRACT TOTAL TYPE OF LAST ... AS OF MATERIAL YEAR'S JUNE 30, TOTAL 1 4 1977 S 0 (1010 Vols., Adult 8704 116 0 0 1168 0 -102 762 Collection Vols., Children's Collection 1656 0 0 0 0 0 0 1656 Vols., Practice Cat. Collection 131 . 0 0 0 0 0 0 131 Instructional Charts, Cards 15 0 0 0 0 0 0 15 Phonograph Records 40 0 0 0 0 0 0 40 Serial Titles 5 0 0 0 0 +5 9 Sheet music 566 0 0 0 0 0 0 566 MICROFORM COLLECTION GROWTH STATISTICS 1975-1977 ADD SUBTRACT :TOTAL AS TYPE OF LAST e OF JUNE MATERIAL YEAR'S a 30, 1977 Microprint 169,529 1,322 ,1,32 170,891 Early American TOTAL P f+ $4 Sn f *r to s 6201 611 +6 62,62 Pi & Microprint 169,929 1,322 +1,32 170,851 Ea*3y American Imprints___ 62,014 611 0- 0 0 0 +611 62,625 British Sessional . Papers . 8,037 0 0 o 0 0 0 0 8,037 U.S. Government Publications 38,086 711 0 0 0 0 +711 38,797 Journal of the House (Brit.) 2,541 0 0 0 0 0 0 2, 1 Landmarks of Science 18,851 0 00 0 0 0 0 18,851 i Ni Microfiche 90,9194 19,389 0 0 0 0 19,389 109,583 c8 j 0 o o i , -O -__5 Nicrocards __ ______- A:,iNtUAL REPORT July 1, 1976 - June 30, 1977 VI. STATISTICAL SUMMARY A. GROWTH OF THE COLLECTION PERIODICAL6 TITLES CONTINUATION6 TITLES TOTAL SERIAL6 TITLES S15~5 210 xxx xxx xXX xxx xxx XXX xxx xxx xx XXX xxx XXX xxx xxx XXX Nature of items included Vertical file items. Report Report Vacant Refers as uncataloged volumes. the number of reels. the number of individual cards. spaces are for slides, filmstrips, maps, disks, etc. to titles currently checked in, including duplicates. ADD SUBTRACT w TYPE " LAST t z v, TOTAL wLo c f  AS OF of YEAR'S AS OF < < z LL m LL.. JUNE 30 MATERIAL TOTAL ( :~() XXX SX)X XXX I 1402 291 9O 37 ho 2551 Nature of itemrs includrd f s uncataloged volumes , Vertical f iSe items. Reportf the number of reels. RePnorf' thP number nf indlv'tdal cards. Vacanxt spaces are for slides, filmstrips, maps, disks, K "c Refers to titles cLrently cnecked in, includ.in dupi.ca. es, LIrIWlr* - I-r W--M-~·L~L-llhWI~L--~19-r ·--- - ~---~ -~~ urc~-mrrrc InaoSLUrr~,*1Y~L~ii~+-II~LL ~·rrr96Yll-·-·~--··Ip~O W-L~-s·~·-~L-rU -pmhO·W~~i~-ri~CI nup~sr~Ls: IM~ DT~~*(~g~*;Cr~r~·Cq~~ZOU Lsrcllc~nr;~an~urwD~p·-·~ur '4i~·~~DT~DlralF~o~ -nWwr·tU·1Glri ·V-·~MU~;·II~PI)~ Irt-g-*-n-~·l-·'i---·--` Ixxx Xx S _I~--~Cllqt~·ln·. It ~r~rarun~uu~-~w, L ULIILDCIIIIMC-· Ing,;uri·rr~aTI·~c~ixl~-rP~s~~~~;u~---- . 2, 3o 40B B. RECORDED USE MONTH JULY GENERAL AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER JANUARY FEeRUARY MARCH APRIL MAY JUNE TOTALS TOTAL LAST YEAR INCREASE OR. DECREASE STUDENTS ~TT| --r it mlr i--- OTHERS- TOTAL Include both "use in library" and "overnight Extra columns are for turnstile readings and reoort the crculation of special materials. for thosa Ilbrarese which )Etrnr vi:~ 2 TOTAL 950 LL~~ 1. 2. ·Ll~rc·~-·---.- -- ---- --' -'---, ~CI·LI·IIILlr( - --- --wowpow- El- t rX -~r-·rc~u·rrm~·rul· ACULT----' BROOM~f - -- I -~an~---- Ic)YYILLI~4* I~LIYUIC·C~ ·Ilr~PLIQ*I*BlbCC -~S1~4-C~P~- ~r3·LlgYIB)Srr ---~ '-- ~ira~ldA~U~1C~vr U1~Qa~fl~kblCi~L~B~D ~-ll·~·~Y rrr~usru·rY· .--- ------- ---L--- -- --~I .-~IY-·LIUI ~I r~a*rrurov -----------·1 -~I- ·r~k~UI*rDI·I~PIC* ~BllpSrreg~rC~T *arYghr~Bs*asilrasrYr ·r~V '-IL--·L ~Clbl~B~I~I~WI· ILbl~Y~LSI~·lli~%rr~C· ~*IRL~ICo&+sYDsrO*ru#; ~CIL~4WUlcUI ~C···~5~1~~·r~ ~rr~------- I·1. ·rUL~S~CI-~k· ---r·~c)·~~·~r~···l)C r~Ol;~S~S~(I~D~b~RB$1P1 aLnaa~lLIL~aW1Daw JS·C*L~L~L~L~L~L~L~L~L~L~L~L~L~L~L~L~L~L c r~C~4~I*SPIDC rr*IT·r*4cn~pi+rw ~r*zaccr&Plmrr~rrc~ rclrrrrl~Pmrmrr uWIOC9qaBWO~L~ Ir·C*sl*rcd~MPcO·r~OPI ·rr(rJ~4*la~d4brr ~rdr ZL·C~LICI·OI*I ~-Llrl~dLL·W·~·~·- ~C*c+unr~w WU)LL·UCP 426 1321 704 11914 617 321 700 891 755 hh7 1-32 8758 9636 -878 ·I~II~Y·CIIYII)Y :i-·-- -------ly-- - c~a2~Cwr3rr*rrak ---Jbr~ypLC~C 4-- '-C~Wk)C·I~U· i·rrr~*9#l~ro~ysDlrru MBr+orr~l·u~9~4~1Crr*I ~P+~BLIPYIIII~L·6* '----- ---- ---~ -- i ~fB~Y~;-~Q1~~. rpg~b~P·LUlbll~lLrbl* ~d~I*l~lllbYYIB ~rp+L~YI~II)PP rrrairr(l~Cs**l·pplLly ~rr~n·lcwrrr~c~ I IW)Sus~LslUw~lu ull;·)bas~bl~YIL;~I~Ol·P ~c*lrrrrYI~ aul~clb~e~rrrrru ~o~SLU·sr~b*C1 LP~abi~P~(llr~Bor~P*lr~01 u·rcrrrrrrrr· -·r- LI~LU·RC~~IYII L· s~anor~rz~f~b~l·~l~·pru* - ---- --y--'-y 2Pr*·Prrun~rrurrwrrrs~ n)c~·r*~·r~r*r~n~uru~h*~ = rvc C. Seating Capacity Seats at tables Lounge chairs Carrel seats Total Number of Seats Total Square Feet in Library Linear feet of shelving D. Hours of Opening 367 2991_ 1. Number of Hours Open Weekly in Regular Session 2. Number of Hours Open Weekly in Summer Session E. Fine and Overdues (if recorded) Number Number Number Number Number of of of of of 92 77- Fine Invoices Books Lost Book Charges First Overdue Notices Second Overdue Notices F. Personnel 1. Number of Professional Positions F.T.E. 2. Number of Graduate Assistants F.T.E. 3. Number of Clerical Positions F.T.E. 4. Average Weekly Hours of Student Help Regular Session Summer Session 5. Names of Academic Employees (Give inclusive dates of employment if not entire year.) Susan Bekiares Paula Watson Emma Dvis Anmy Wilson Consttance Fairchild M4ar-tha Landis. Carol Penka Richard Smith 7 2 10 employed during 6. Names of Nonacademic Employees (Give inclusive dates if not employed during entire year.) Karen Koehler Eva Parisi S"Sig ,nature ._ _ / Signa ture- Title Rbfierence Li.rrian. S. 2. 3. 4. 5. 6. 1. 2. 3. 4. 5. UNDERGRADUATE LIBRARY ANNUAL REPORT July 1 1976-June 30, 1977 I. Service to Readers B. Use of library materials Reserve book counts are markedly lower than last year. Spring 1977 totals are 2822 books and 1801 special reserves compared to spring 1976 figures of 5650 books and 2251 specials. This is a reduction of 22 percent. The reduced number of special reserve folders is explained in large part by the transfer of 500 level Social Work courses to the Education Library but the books requests are simply fewer, accompanied by a similar decrease in circulation (28 percent). One factor to consider when looking at this decrease in charge activity is the increased convenience for students who wish to copy reserved material. We placed a Vend-a-Copy machine inside the reserve area so that it is now not necessary to charge material in order to copy it. The copy meter on this machine indicates that 12,953 copies were made in a four month period during the spring term. Open shelf circulation is down by only 2 percent from last year. The figure for cataloged volumes is up by a similarly small percentage (5.5 percent) indicating that the collection is static. When the weeding project is complete, the collection, augmented by planned buying of recent material on current interest topics, will be more active. If circulation was static, room use is still increasing. Fall and spring room counts are both up and the average spring 77 count is up by one thousand (14 percent) from the average spring 1976 count. This increase in building use is also verified with turnstyle counts, which are up 67,205 over last year (5.8 percent). -.2 Curb book return statistics are down somewhat, with 91,250 books returned. This is a decrease of 7,063 (7.18 percent). Forty eight percent of these were Undergraduate Library books, and 52 percent were books belonging to other departments. This ratio is about the same as last year's. Circulation of non-print formats has risen substantially: Fall 1976 Spring 1977 1976-7 Total 1975-6 Total fiche 35514 440 95~ 1309 film 1524 1580 5104 154 cassette 1115 1952 5045 107 10105 This is due to an increased volume count in this area, and increased attention paid to teaching the use of sources like New York Times Index, with holdings on microfilm. The circulation staff did a two semester analysis of search requests. Forty eight percent (fall term) and 39 percent (spring) of search requests were found on the first search, which is usually the next day. This percentage is high because the speed of discharging and shelving has been increased by the automated system. Eleven percent of search requests were found on the second search, and 28 percent (fall) and 31 percent (spring) were found missing after five searches extended over a three and one half week period. A total of 965 books were searched (this includes staff-initiated searches) during both semesters and 288 were declared missing. C. Reference work 1. Number and nature of questions Our reference services are provided from several points in the building. One is the circulation desk. The questions received here are not recorded or counted. For the last year, we have been staffing a reference point known as the "Ask Me" desk with 25 reference assistants. These include library school interns, library science students receiving hourly wages and graduate assistants. The questions received here are recorded, and of the 53396 questions written in the log book during the spring 1977 semester, 2,172 (64 percent) were directional and informa- tional. The remaining 1,224 (56 percent) involved the staff in various levels of reference work, from a one-source answer to detailed levels of bibliographic searching or the complex use of reference resources. One other reference service is the unique Question Board--an anonymous question-answer service which has had continued success as a viable reference service as well as a source of campus and community information and an excellent public relations technique. The total number of questions answered this year was 2,000, which is calculated from daily totals varying from 15 to 40, and which represents no change in the board's popularity. 2. Subject bibliographies The reference staff under the direction of Melissa Cain has created 30 new "in-house" pathfinders on subjects of particular interest to the undergraduate student. A subject list is as follows: Abortion, Acupuncture, African and Caribbean Poetry in French, The Amish, The Beatles, Ingmar Bergman, Birth Control Pill, Cancer, Child Abuse, Communes, Dreams, Euthanasia, Federico Fellini, Free Schools, Gun Control, Juvenile Delinquency, Marijuana, Nuclear Energy, Prostitution, Ragtime Music, Recycling, Slavery, Solar Energy, Space Exploration, Transcendental Meditation, Francois Truffaut and Vegetarianism. Other guides created this Spring include: "Liberating Literature-- A Guide to Reading in Women's Studies"; "Clues to Finding Book Reviews"; "How to Find Movie Reviews"; "Ecology and the Environ- ment"; "Using Periodical Indexes"; and a fourth publication in the series "Current Film Reviews" which lists citations for films currently showing. A "Guide to Statistical Sources" is now being developed. All of these guides are available on request. E, New Procedures There are several services to students which became available this year. One is the College Catalog Collection on microfiche. This has been very heavily used and a revised index was prepared by Ruth Davis of the circulation staff. Another is the CBS News microfiche, with indexes available for open use, and with fiche circulating from the A-V area. The third service is also reflective of the general increase in attention paid to nonprint formats and is circulated from the A-V area. Upon instructors' requests the Undergraduate Library will house and circulate cassettes containing recordings of class lectures. There are currently four large courses using this service, and as we have only a limited number of players we have not attempted to increase this number. In general, circulation of microfiche microfilm and cassette recordings has increased dramatically over last. See the segment above for statistics. II. Extension of services A. Library instruction The library instruction program remains active and aggressive even though we have finished a year marked by staff shortages. Our program of instruction to the students enroled in the freshman rhetoric program has been altered to make better use of staff. In addition the year has been spent developing media presentations to supplement or replace some aspects of orientation and basic instructional presentations by the staff. Tours have been suspended, to be replaced by a slide/tape package developed cooperatively with some interested members of the technical services and circulation department staffs. We are currently engaging in a three part program, beginning with a lecture in library use given to classes of rhetoric students upon the teaching assistants' requests. We gave approximately 85 such lectures this year. The lecture is followed by a new service callled Term Paper Counselling. We staffed a desk with Undergraduate Library staff, reference assistants, and other librarians in the system for a four week period corresponding to term paper assignments. During this time, we answered about 400 student inquiries. For a few students with particularly difficult problems, we again offered the Term Paper Clinic Appointment Service, but since the counselling service was advertised heavily, we received only a very few requests for appointments. B. Guides and handouts See I. C. for a list of topics. C. Acquisition lists During the spring and summer semesters, several acquisition lists were compiled to bolster weak areas in our collection. The subjects of these lists were: Solar energy, Popular music and songbooks, Outdoor sports, Travel in Illinois, Biographies of composers and contemporary female vocalists, and career and Vocational materials. Lists of new books in the area of film study are sent to interested faculty members quarterly. III. Care and Improvement of the collections A. Inventories An inventory of the reference collection was begun in June, 1977. While not completed as of June 30, the major objectives are to replace missing items, update old or often used works, correct records and revise some procedures pertaining to acquisition of new material. A large scale weeding project is necessary to prevent the necessity of new shelving facilities, as the collection is rapidly approaching maximum building capacity. A proposal was written and approved by the library administration. It is based on computer records gained in the last year and will begin late summer, 1977. The final decisions on withdrawals and transfers will not be made until spring 1978 or later and should not interfere with LCS implementation. B. Acquisitda's Efforts to upgrade the collection for scientific subjects were continued this year. One librarian with a science background was assigned to select material and examine regularly general science bibliographies and reviews. For the first time large quantities of material in forms other than print were ordered, including 750 titles on cassettes. A statistical s?'-vey using data collected by the automated circulation system revealed that 49 percent of the Undergraduate Library circulating collection was charged at least once during 1976/1977. This figure is gratifying and indicates that the collection has been well developed and reflects the needs and interests of our clientele. C. Mutilations and theft A printout, of materials with the status of missing was re- quested from the computer center. 2555 items were accorded that unfortunate status. The mutilation and damage from use necessitated the acquisition of microfilm copies of several of the most popular periodicals. This gradual substitution of microform for the bound print volumes will probably have to continue, not only because of the damage problem, but also due to space limitations for bound periodical shelving. See appendix one. -6- III. Care and Improvement of the Collections D. Overdues and fines The automated circulation system has changed the nature of the statistics in this area. The number of overdue books is down slightly from last year, and this change is probably due to an increased awareness on the patrons' parts of due dates, since the, firstnotices are sent after only four days, second notices after eleven days, and lost book billing notices after 55 days. The number of first notices has almost tripled, and the number of second notices has more than doubled over last year. The number of lost book charges made is only slightly higher; the increase being due to a shorter time period between the date due and the date billed. 47 percent of lost books billed were later cancelled. The amount of money by the Bursar's office for Undergraduate Library books was $20,476. This figure was not previously available. The number of fine invoices stated in the summary includes fines billed in summer 1976 from the manual system, for reserves, permits, and cancellations. IV. Quarters and Equipment A. Improvement of physical facilities 1. Occupancy of new quarters or remodeling of present quarters. Additional periodical shelving was ordered to expand the current periodical area. Cramped space in this area resulted in a general unkempt appearance and led to the inability to order many new titles because there was simply no place to shelve them. The installation of the new shelving should provide good growth opportunity and also some needed additional seating in the area. As mentioned in last year's annual report, the possibility of enclosing the entire south side of the upper level to form a reference and periodical area should be explored. The carpet has been patched in its most worn places, but needs cleaning again. In the not too distant future it will probably have to be replaced. The drapes are a disaster (even the janitors complain) and need immediate cleaning and repair. Over 70 metal study chairs with upholstered seats and backs need reupholstering or replacement. 2. The typing room on the lower level is not being used. Planning should be begun to see if that small room could be more effectively utilized. Suggestions put forward for its use include converting it into a group study room or changing it for a reserve office. B. Equipment 1. Pieces of importance acquired during the year One Index table (on order) Periodical shelving (on order) Electronic calculator One Curb book return Kickstools -7- IV. Quarters and Equipment B. Equipment 2. Needed in the near future Electric typewritter One Index table Overhead projector Film strip projectors V. Personnel and Administration A. Personnel 1. Changes in academic and clerical personnel Academic Blair, Lynne Manley, Nancy Cain, Melissa Dunkelberger, John 3/1/77 Brubaker, Barbara 8/20/76 Christensen, Beth 8/21/76 Clizer, Linda 8/20/76 Feigenbaum, Susan 8/21/76 Fravel, Patricia 8/21/76 Gannon, Catherine 8/20/76 Heintzberger, Joanne 1/7/77 Humphries, JoAnn 8/21/76 Johnson, Carol 8/20/76 Johnson, Janice 8/21/76 Langston, Kathleen 8/21/76 Lowrey, James 1/6/76 MacDonald, Mary 8/21/76 Owdom, Thomas 1/1/77 Reinke, Ann 1/13/77 Sarena, Michele 1/5/77 Tate, Vicki 1/6/77 Tyson, Johnny C. 8/20/76 Non-academic Beaman, Phillip 8/19/76 Brown, Alan Caraway, Myra 7/24/76 Chenail, Mark 1/18/77 Davis, Ruth Easley, Robert Emling, Violet (Williams) England, Georgia Mae Gardner, Myrna 7/23/76 Hanoka, Mike 5/19/77 Katahira, Russell 1/21/77 Kaufherr, Jude 8/19/76 6/8/77 Ketema, Teserach Kitzmiller, Sharon Kraitsik, Roberta 12/13/76 Nitto, Nancy 8/30/76 5/9/77 Ostrenga, Bernadine 8/17/76 1/6/77 Paden, Roger 8/6/76 Pryor, Helaine 5/30/77 Sarena, Michele 1/5/76 Schwengel, Mary E 11/30/76 Smith, Barbara 6/3/77 Teets, David Weber, Lorraine Williams, Betty -9- 2, Professional activities Mr. Dunkelberger is a member of the American Library Association and the Intellectual Freedom Round Table. He attended the summer conference of ALA,and has worked with the Library Instruction Committee at the University of Illinois. Mrs. Cain is a member of ALA and ACRL, and attended the midwinter and summer conferences. She has been appointed to the nominating committee of the new ACRL Bibliographic Instruction section and as a member of the ACRL Audio Visual Committee. Mrs. Cain planned, sponsored, and addressed the Illinois Clearinghouse on Academic Library Instruction's Workshop I, July 8, 1977. She organized this clearinghouse in coordination with Project Loex and will publish a directory of clearinghouse material. She is the chairman of the UI Library Instruction Committee, a member of the Library Forum Committee, and is teaching LS 411 (Reference in the Social Sciences and Humanities) this summer. Mrs. Manley is a member of ALA and began an ACRL discussion group for cinema librarians and chaired meetings at both the midwinter and summer conferences. She attended the 7th Annual Conference on Library Orientation at Academic Libraries held at Eastern Michigan University as a representative of the Library Instruction Committee. Mrs. Manley has published and submitted for publication articles on film study library collections and has agreed to publish a monograph on this subject for Frederick Ungar Publishers. She is a member of the Film Society Governing Board on campus, and participated on the subcommittee to plan a cinema option within the School of Humanities. B. Administration 1. New Procedures Some new procedures have been developed for the administration of student assistants. There is a written statement of the job description and a job application form for local use. There is also a newly established procedure and form for evaluation of student assistants. Various new manuals have been written to facilitate training in the automated system, and a cassette training tour is in use. A training program for the graduate assistants is in its second year and has been successful in improving the quality of work performrance early in the semester. 2. Goals and objectives This is an area which has been neglected in the past year because of the empty position of director of the Undergraduate Library. We have high expectations for the future and look forward to working with a new director. -10-. 5. Planning of new programs There are various areas where new programs might be planned, including expansion of the A-V area, extension of library instruction into upper level classroom instruction, and some evaluation of user needs. We hope to be able to improve bibliographic control of the collection of non- print material. 4. Other matters: Automation The automated circulation system celebrated its first and possibly last birthday on May 10, 1977. The system, although beset with minor annoying bugs has functioned well during the year. The clerical work load, formerly very heavy for circulation, has been reduced enough for us to move one clerk to another assignment and also to cut the number of student assistants involved with circulation processing. Even with the staff reduction, no backlog has developed in overdue processing. Statistics are automatically recorded and record keeping has improved markedly. Reports such as items missing, shelf lists for special locations like reference or browsing, and circulation counts for each item have already been generated and used. We have noted that materials are returned faster because of the speed in which overdue notices are sent, and the discharging and shelving backlogs that have plagued Undergrad during peak periods have declined considerably. Problems were encountered in the overdue programs and have been systematically dealt with, although the push for LCS has made program correction slower than desired, and modification almost nonexistent. Response time was slower than desired at the beginning, but has now been cut in half and averages between three and four seconds per transaction. Keyboarding does bring errors, minimal in our system, but still frustrating to library users and to the staff who have to make corrections. On the whole, we are pleased with the system- with the equipment, AISS maintenance and support, and IBM assistance. The staff is pleased and very importantly, the majority of the patrons have accepted the system and now grumble when they have to go back to the keysorts. APPENDIX I Missing books by Dewey Classification Number Percentage of msg Biog. & C's 78 3 001-099 28 1 100-199 197 8 200-299 76 3 500-399 521 20 301-309 144 5.5 320-329 115 4.5 400-499 27 1 500-599 100 4 600-699 209 8 700-799 317 13 800-899 729 28 810-819 302 12 820-829 169 7 900-999 2733 11 Total 2555 72 per cent of msg are from 500's, 700's, 800's, and 900's 48 per cent of mag are from 300's, 800's 10 per cent of msg are from 813's and 823's APPENDIX II AUDIO CENTER- UNDERGRADUATE LIBRARY- 6/23/77 Comprehensive report: Total dialins 365,258 (60 capacity decks, 50 capacity carrels) Total number of discs 6950 Total number of tapes 1059 (fluctuating figure) Number of departments serviced 20 Confereence room listening 3 hours listening per week on the average. (With the installation of new speakers now on order this figure will be greatly increased, especially during weekend and evening hours.) No. of dial-ins July 1, 1976-June 23, 1977 365,258 based on 60 percent of decks, 50 percent of carrels Use of conference room for listening purposes: 450 over a 30 week period on specially recorded tapes played on half track Wallensak Power on all Undergraduate Library Hours: Staff 8-5:00, 7-10 M Tu W Th, 7-12 F S Sun Departments using Audio Center Service: School of Music Speech English Philosophy History French German Spanish Greek and Latin Russian Humanities Dance Physical Education Radio and Television W I LL- TV and Radio Theater Library Science Art Question Board Disc Inventory Total Number of Discs 6590 Includes: Popular discs, serious discs, special collections, broadcast transcription discs, discs designed for radio use (NASA, HEW, Recruiting-Defense Dept.), spoken discs Catalogued and Classified in 42 categories Tape Inventory Instructional Tapes 164 Popular Tapes 383 Symposium Tapes 12 Serious Music 201 Spoken Tapes 256 Commercial Tapes 30 Radio Programs 13 Total 1059 (Fluctuating Figure) VI. STATISTICAL SUMA;R' A. GRO)WTfH O(F THE COLLECTION TYPE of MATER IAL CATALOGED VOLUMES UNCATALOGED VOLUMES PAMPHLETS2 MICROFILM3 MICROCARDS4 MICROPRINT MICROFICHEL DISCS TAPES A ST YEAR'S TOTAL 155,442 166 2,178 5,497 946 L U p ADD . Q IOl . 0 5,367 0 22 1,095 115 z3 C)3 zr 0 xxx xxx xxxi tL Z 14 u~~rrlit SUBTRACT z Zr: ;- o ~ ·c I 70 PERIODICAL6 xxx xxx xxx xxx xxx TITLES _UTIN 0 _5 CONTINUATION6 672 xxx xxx xxx xxx xxx 588 1,260 TITLES TOTAL SERIAL6 1,007 xxx xxx xxx xxx xxx 588 1,595 TITLESE- I . 2, 3. 4. 6. 6. Nature of items inclutJdd as uncataloged volumes. Reserve Books Vertical file items. Report the number of reels, Reoort th. number of Endividal cards. Vacant spaces are for slides, filmstrips, maps, disks, ; tc. Refers to titles currently eiecked in, including auplicateso an L- V) 4Z a: 96 w wL tO UJ - x a. _c:fLI 1365 229 88 820 4188 188 U) Lt C,) 30 30 -7.. SUBTRACT 2 cr- C 0 61 665 U) cr LUJ U- C) z 136 xxx XXX XXX -A~ xxxrnr L -is uncataloged volumes. the number of reels. tho number of individal cards. spaces are for slides, filmstrips, maps, disks, .etc to titles currently crnecked in, i.ncluding duciplicates. PERIODICAL6 2 xxx xxX xxx XX XXX TITLES 233 23 256 CONTINUATION6 178 Xxx xxx xxx xxx xxx +13 191 TITLES TOTAL SERIAL647 TOTAL SERIAL 411 xxx xxx xx xxx xxx TITLES -YI-1-~_~ .. ..._~ LU w m( w -O + U2 ack +1362 -436 + 88 +820 +4 +188 TOTAL AS OF JUNE 30 36,914 5838 252 130 130 188 32,065 9390 14 12 B. RECORDED USE MONTH JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER JANUARY FEBRUARY MARCH APRIL MAY JUNE TOTALS TOTAL LAST YEAR INCREASE OR DECREASE GENERAL STUDENTS 905 450 2534 3151 3420 1392 1740 2908 3009 2907 900 802 24,118 29,863 -5745 FACULTY 203 246 321 280 192 276 238 256 335 264 247 260 3,118 3,832 -714 OTFnRSi 565 222 243 155 208 170 205 281 292 223 467 524 3,555 3,292 +262 TOTAL 1673 918 3098 3586 .3820 1838 2183 3445 3636 3394 1614 1586 30,791 36,988 -6197 274 123 1524 191C 1853 1333 693 1569 138C 1378 112E 159 13,322 15,862 -2539 ·-~rrr·r~~--~·c-- --~----- ---- --- --- 2 TURN- STILE ~c~rr~y 2 _ Include both "use in library" and "overnight use." Extra columnn are for turnstle readlngs and for those libraries which reoort the circuleaton of special materials. I, 2. -~~ ---~- 'I ,-)t" TOTAL 1947 1041 4622 5496 5673 3169 2876 5014 5016 4772 2742 1745 44,113 52,849 -8736 1789 1215 8083 9628 9881 6235 4213 8506 8250 8845 4742 1545 72,932 ~---- 1- , 79,820 -6888 -~---~-~-I -~- - I -Lc- '~ -~.-...L-, --- -.-----· ---·--·-u ----' -r-·---L~-__·_. __ LL~-~--CC- Y- U'·~L~sr -pY1CbY ~YHU~~··· C ~··· .--·I--~ '-· ·-· 'L---- --U-_WY~ ~r~uqrwlo*r~u -----II----------- ~F~rrl·~T+LI 211*a*IL~r~llllPIY C. Seating Capacity Seats at tables Lounge chairs (light weight) Carrel seats Total Number of Seats Total Square Feet in Library Linear feet of shelving D. Hours of Opening 99 1 on loan from LSL) _ 102__ 5380 _ 35.82( includes 698 flat folio ft) Number of Hours Open Weekly in Regular Session Number of Hours Open Weekly in Summer Session 78 (114 Exam 60 Weeks) E. Fine and Overdues (if recorded) Number Number Number Number Number of of of of of Fine Invoices Books Lost Book Charges First Overdue Notices Second Overdue Notices Final Notice Letters 104 221 -4 727 J35 F. Personnel 1. Number of Professional Positions F.T.E. 2. Number of Graduate Assistants F.T.E. 3. Number of Clerical Positions F.T.E. 4. Average Weekly Hours of Student Help Regular Session Summer Session 5. Names of Academic Employees (Give inclusive dates of employment if entire year.) 4 1_(.5 cancelled) 2.5 48 - 50 26 not employed during Christine J. Andrews June Highsmith Delores Wallace 6. Names of Nonacademic Employees (Give inclusive dates if not employed during entire year.) Susan J. Glodkowski(August 30, 1976 - February 28, 1977) Rebecca M. Loh ( August 2, 1976 - October 29, 1976) Gayle J. Mathis (February 23, 1976 - August 23, 1976) Susan M. Eilering (March 22, 1977 - Patricia L. Inskip ( November 18, 1976 - Nancyanne O'Hanlon,(May 7, 1976 - Signature Jp L LA.)_ Ti tle Architecture Librarian 1. 2. 3. 4. 5. 6. 1. 2. 1. 2. 3. 4. 5. BIOLOGY LIBRARY ANNUAL REPORT July 1, 1976 - June 30, 1977 I. Service to Readers A. Hours of opening: The Biology Library schedule has remained the same this year except for Christmas vacation. Professor Larsen, Director of the School of Life Sciences, arranged for the library to remain open during the week after Christmas staffed with one of our regular student assistants. A total of 58 books were checked out during this one week period. An average of 71 people entered the turnstile each day with a high of 86 on Tuesday and a low of 46 on Friday, December 31, 1976. During the Fall semester we counted reading room use on Friday nights which helped us decide to continue our present Friday night schedule during the Fall and Spring semesters. Beginning with the 1977 summer session we are taking a room count for Saturday use and for 8-9 a.m. use during the wekk, We will use this data to help us arrange our schedule for next summer. B. Use of library materials: Total Biology circulation has increased because of a jump in reserve book use, There was a decrease in the number of copies made on the SOLS copier, accounted for by numerous machine malfunctions during the year. Even so, 129,461 copies were recorded on the SOLS copier during 1976/77 allowing patrons to copy articles within the library thereby reducing the out-of-library circulation count. The two Biology Olivetti copiers continue to be extremely busy indicating heavy library use. Other indicators of heavy use are I) the turnstile count which recorded 83,333 people entering the library during this year; 2) shelving which absorbs nearly one half of the 96 weekly hours of student help leaving the library extremely short on student help at the desk, for shelf reading, for collecting photoservice requests, or for typing. An average of 61 search requests for missing books was received each week during the year. Miss Jo Miller, the LTA supervising searches, reports that out of an annual total of 2728 search requests, 93 (3.4%) were abandoned after the patron had been notified that the volume was missing. (Sixteen of the total requests were duplicate searches.) C. Reference work: Although both Mrs. Davis and Mrs. Williams planned to spend more time working at the Reference Desk according to their management-by-objectives goals, this was not possible because of increased library governance responsibilities and a shift in emphasis of professional committments. Mrs. Davis arranged for a Library Science practicum student to work at the library during the Spring and Summer, 1977 semesters to help with reference work. Both librarians supervised the student with rewarding results: tapes on the use of the card eatalog and Biology Digest were produced during the Spring, and the librarians were relieved of some of their reference duties for four hours weekly at the Reference Desk. D. Interlibrary loans: Not applicable to Biology. E. New Procedures: New procedures introduced this year include I) installation of a PLATO terminal (on loan) for lessons on the use of the library; 2) more convenient access to tapes on the use of the library; 3) "pathfinders" relevant to the Biology Library available in the vertical file; 4) an expanded 53 page manual for desk attendants; 5) staff attendance at Library Circulation System orientation meetings; 6) monographs in series placed on display in an effort to increase awareness of these titles. II. Extension of Services A. Orientation tours or lectures for faculty and students: Mrs. Williams gave a lecture to a Home Economics 324 class on "How to use Biological Abstracts effectively" and Mrs. Davis conducted orientation tours for an Ecology, Ethology, and Evolution 347 class and a biology class from Eastern Illinois University. Mrs. Davis wrote a lesson on the Bibliography collection for PLATO and Mrs. Williams wrote a lesson describing the Reference collection. Using Biology 111 volunteers, an evaluation of the PLATO lessons showed the lessons to be highly effective in teaching the biology students the use of Reference and Bibliography collections, the two areas on which the lessons focused. B. Guides and handbooks or other descriptive material: Mrs. Willians prepared a desk attendant's manual for staff use; tapes on the use of the card catalog and Biology Digest were produced for library users; and a Pathfinders exhibit was arranged by Mrs. Katherine Pratt, Library Science practicum student. Mrs. Williams (with Mrs. Self) compiled an April exhibit for the Main Library on "Green Medicine." Mrs. Davis (in collaboration with Mrs. pausch) prepared an exhibit on "'Eighteenth Century Biologists" that was displayed in the Main Library during May. C. Acquisition lists: The Biology Library continued its monthly new acquisitions list. III. Care and Improvement of the Collections A. Inventories: The annual book inventory is in progress at the present time and will be reported in the next annual report. B. Acquisitions: No extraordinary efforts were focused on the acquisitions program this year. We were pleased to find that currently available materials satisfactorily covered a new SOLS course on Tropical Ecology. Missing new books were replaced more rapidly than in the past, a decision that was based on need and the availability of replacement money. The results of the 1975 cancellation program are evident in this year's statistical summary. Also the many titles that we transferred to Health Sciences help account for the decreasing number of currently received serials in Biology. Shortage of stack space is a serious problem so our transfer program to stacks and Health Sciences has been essential to insure that new books and bound serials can be shelved. As staff time and space in Main stacks permit we plan to transfer dead medical serial titles to free Biology stack space for the newer biological literature. C. Processing: Mrs. Williams carried out a thorough inventory of overdue permanent catalog cards. This inventory allowed us to order catalog cards to improve appearance and access to the card catalog. D. Mutiliations and thefts: Although we have no data, consensus is that theft of new books continues very much like last year. We believe that more student help at the circulation desk would better control the library exit and reduce losses. E. Overdues and fines: There is no apparent reason for the drop in the total number of fine invoices recorded; otherwise, the records maintained status quo with last year. The number of lost book charges has remained very close to that of last year. Fifteen cancellations have been made leaving 26 lost book charges outstanding. IV. Quarters and Equipment A. Improvement of physical facilities: Mrs. Davis requested carpeting for the front and back stack stair wells to reduce noise pollution. This request is presently under consideration. B. Equipment: 1. Biology acquired three file cabinets, one book truck, two 3 x 6' shelving units, and the loan of a PLATO terminal. One electric typewriter is ordered but not yet received. 2. The library needs another electric typewriter, a metal 30 x 60" work table, three circulating fans for the stacks, one book truck, and two 3 x 6' shelving units. V. Personnel and Administration A. Personnel: 1. Changes in academic and clerical personnel: Biology continues to have turnover in the half-time clerk positions. The Library Clerk II position was reclassified to Library Clerk III this year recognizing added responsibilities for the circulation clerk, Mrs. Kay Yount. Ms. Shelby resigned in June to attend the Graduate School of Library Science and Mr. Shkolnik resigned in May to accept a position in Washington, D.C. 2. Professional activities: Mrs. Williams is a member of the Special Libraries Association, the Midwest Regional Group of the Medical Library Association, the Japan Library Association, and the Mita Society of Library and Information Science. She has attended the MRG/MLA 1976 Fall Conference at Toledo, Onio; the 1976 Allerton Conference; the Illinois ACRL Spring Meeting at Normal, Illinois; MRG/MLA Spring Meeting at Evansville, Indiana; SLA Illinois Chapter Luncheon Meeting in Champaign; National Conference on Library Instruction at Upsilanti, Michigan. She is a member of the Library Instruction Committee locally, is a member of the planning committee for the regional MRG/MLA 1977 Fall Conference, and was chairperson for the departmental libraries section of the manual revision committee. She and Mrs. Davis collaborated on a paper: Davis, E., Northup, D., Self, P., and Willians, M. A two-phased model for library instruction. Bull. Med. Libr. Assoc. 65(1): 40-45, 1977. Mrs. Davis is a member of the American Library Association, the Medical Library Association, the Special Libraries Association, the American Association for the Advancement of Science, and the American Institute of Biological Sciences. She is a member of the SLA Publisher's Relations Committee, 1976-78; is Chairman of the Career Guidance Committee of the SLA Biological Sciences Section; is a member of the Tour Committee for the MLA Annual Meeting, 1978; and is a member of the planning committee for the 1977 MRG/MLA Fall Conference. Locally she was a member of the Undergraduate Search Committee; Chair of the search committee for the CP & LA Librarian; member of the LTA specification committee; member of the University Senate; Secretary to the Executive Committee and the Library Faculty Organization; member of the Serials subcommittee of the LCS Implementation Committee; ex-officio member of the Biology Library Advisory Committee. Besides the paper mentioned earlier, Mrs. Davis published: Davis, E.V. A bicentennial remembrance: important contributors to mid-18th century biology. Bios; a uarterly journal of biology. 47(4): 178-186, 1976. 3. Other matters: The non-academic staff continues to do an outstanding job. Without additional student help, their workload has increased as circulation and acquisitions increase and although they have all received merit raises as time and financial constraints allow, this compensation is not nearly enough to reward their superior performances. B. Administration I. New procedures: Mrs. Davis, with the help of Mrs. Williams, assumed responsibility for instructing a library science practicum student in the use of the library so that the student would be informed and able to answer reference questions. 2.Goals and objectives: Short term goals include: 1) completion of handout "Guide to the literature of genetics; 2) more intensive efforts to acquaint SOLS graduate students and office personnel with the resources of the Biology Library; 3) expansion of reference services using library science practicum students; 4) reclassification of Library Clerk III positions to LTA positions if consistent with the new LTA specifications due for release Fall, 1977. 3. Planning new programs; Plans for new programs remain the same as last year with increased emphasis on library orientation and instruction. There will be little opportunity for implementation of new programs as long as the library is understaffed and professional requirements for librarians place high priority on publication. 4. Other matters: There is a very real need for more student wage funds. Reserve use has increased 10.6% this past year leaving the desk seriously understaffed. More student help at the desk would allow us to control the library exit and to (hopefully) reduce book losses. More student help would also allow us to substitute students for regular staff at the desk thus freeing non-academics for other responsibilities. VI. STATI STICAL SUMM.ARY A. GROWTH OF THE COLLECTION TYPE of MATERIAL CATALOGED VOLUMES UNLA I ALt.ELU VOLUMES PAMPHLETS2 MICROFILM3 MICROCARDS4 MICROPRINTh MICROFICHE 5 LAST YEAR' S TOTAL 100,096 0 510 201 243 0 53 ADD uW D Il (/) 2 I < u L- - cr u ( D - X C_1,27 1,279 130 6 0 0 0 C) 1,713 xxx xxx xxx zL LL 1U 16 SUBTRACT 72~ 4, cr QT Q S i- ~c~ 6 Is.--- -rrrrrr~-L -·-·---·l~--~·uw .MEIII·- ·r~L -- ---- -L------YI- inr Ie UJ LL CU) 2: < 4 a: 2,113 i-- i r" !-c~L U-) Ln LIJ -w 0+8 +889 0 +130 + 6 0 0 0 TOTAL AS OF JUNE 30 100,985 0 640 207 243 0 53 PERIODICAL6 xxx xxx xxx xxx xxx TITLES 1,490 -87 1,403 CONTINUATION6 xxx xxx xxx X xxx TITLES 560 +27 587 TOTAL SERIAL xxx xxx x"x xxx xxx TITLES 2,050 -60 1,990 Nature of items included Verftcal file items. Report Reoort Vacant Refers as uncataloged volumes. the number of reels. thý number of individal cards. spaces are for slides, filmstrips, maps, disks, etc. to titles currently cr(ecked in, including dupllcateso I . 2. 3. 14. 5. 6. '--- --- -- -- -- -- ·-~ -ul -- ---- II ,. cl~.-__ _.. ~~ --- ~---------- ~-II -~-----c --" L- - I L t f- A 'T' A I fhl r- f B. RECORDED USE GENERAL SSTUC DE NTS FACU L JULY TY 500 AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER JANUARY FEBRUARY MARCH APRI L MAY JUNE TOTALS TOTAL LAST YEAR INCREASE OR DECREASE OTHERSI TOTAL 466 2,156 1,190 845 2,016 2,272 2,677 1,884 1,675 2,194 2,549 3,197 1,490 1,351 23,340 24,542 -1,202 1. Include both "use in library" and "overnight use." 2. Extra columns are for turnstile readings and for those report the circulation of special materials. Ilbraries which 2 2 MONTH 394 478 505 611 398 439 572 544 423 466 422 5,752 5,913 -161 431 330 505 392 344 442 543 641 511 477 549 5,631 6,466 -835 ESERVE RESERVE 361 1,670 2,824 3,282 3,680 2,626 2,556 3,309 3,734 4,131 2,433 2,322 34,723 36,921 -2,19- TOTAL 2,517 275 4,296 5,409 4,398 3,572 2,317 4,800 5,276 4,646 451 199 36,000 32,542 +3,458 +1,ZbU - --- r . % GENERAL 1,945 7,120 8,691 8,078 6,198 4,873 8,109 9,010 8,777 2,884 2,521 70,723 69,463 C·~-·~-r~u~-A·-rr~.·r . ·s, I r-r-· ·7~~~.,,~...~, - -------- -~-- -- -- t - -~---- ___ __ ___ -CIR··LICI- '- ~rlrrrr~-rrr-- --- -IL-~-'- -- ---- C- --' ~" ~-- -~---~ -·--~r~-·-cC1CI- I~ '-~--- ~--~--s~s~s~s~s~s~s~s~s~s~s~s~s~s~s~s~s~ . k·u~l·lrr~·l-~l·lr~·-··I -- -rrr - --- --- u- __ __ ~__ IQI L- --~---~···- ·---·r C ~ C- --- ---- --- -- -- 4 .- rr.s-~-~·~.~·r--'~~-C~··U-·I - ·- -- - -- --- ·-- C. Seating Capacity Seats at tables Lounge chairs Carrel seats Total Number of Seats Total Square Feet in Library Linear feet of shelving 6 144A64 . 17,7r48-- D. Hours of Opening 1. Number of Hours Open Weekly in Regular Session 2. Number of Hours Open Weekly in Summer Session E. Fine and Overdues (if recorded) Number Number Number Number Number of of of of of Fine Invoices Books Lost Book Charges First Overdue Notices Second Overdue Notices 93 69 ls721 2.798 41 2,526 652 F. Personnel i. Number of Professional Positions F.T.E. 2. Number of Graduate Assistants F.T.E. 3. Number of Clerical Positions F.T.E. 4. Average Weekly Hours of Student Help Regular Session Summer Session 5. Names of Academic Employees (Give inclusive dates of employment if entire year.) 2 0 4 96 20 not employed during Elisabeth B. Davis Mitsuko Williams 6. Names of Nonacademic Employees (Give inclusive dates if not employed during entire year.) Mary A. Collins Norma Jo Miller Kay Yount Lori Shelby, August 28, 1976-June 5, 1977 Leon Shkolnik, August 24, 1976-May 20, 1977 Trudi A. Patterson, June 3, 1977-date Susan L. Phillips, May 31, 1977-date Signature /sc ure Tit 1e Biology Librarian 1. 2. 3. 4. 5. 6. 1. 2., 3. 4. 5. CHEMISTRY LIBRARY ANNUAL REPORT July 1, 1976 - June 30, 1977 Submitted herewith is the annual report of the University of Illinois Chemistry Library for the year ending June 30, 1977. I. SERVICE TO READERS A. Hours of opening The Chemistry Library is open 106 hours a week for the use of faculty, staff and graduate students in the School of Chemical Sciences, Hours are 8 a.m. to 12 midnight, Monday through Friday, 9 a.m. to 12 midnight Saturday, and 1 p.m. to 12 midnight Sunday. Access to the Library from 10 p.m. until midnight Monday through Saturday and on Sundays is restricted to the members of the School of Chemical Sciences, The library was forced to reduce its hours of opening during the interim sessions because the student budget has been insufficient and it was difficult to find students to work during these times, B. Use of the library materials Circulation has increased by 6.1 per cent this year. Most of the Chemistry Library's collection consists of journals, reference books and reserve books, As these are used primarily in the Library, the heavy use of these volumes is not even reflected in the circulation statistics, The seat count which is taken hourly, has risen, continuing to cause considerable crowding at peak times of use, Over 283,000 pages were copied on the Xerox machine this year which indicates heavy use of library materials. In addition, numerous requests for photocopies have come from industry, government and academic institutions, Page 2 C, Reference work Most of the Chemistry Library patrons are adept at using the library and its tools; hence, much of the reference work deals with acquainting new patrons and undergraduate students with the bibliographic materials, proceedures and policies of the library, Some telephone reference work is done concerning holdings and verifications of references. Informal assistance is given in the use of retrospective and current awareness tools such as Chemical Abstracts, Current Contents, Life Sciences, Current Contents; Physical and Chemical Sciences, Science Citation Index and Beilsteins Handbuch der Oranischen Chemie, and also in the use of the card catalog and the "Rotary Guide" to journals. II, EXTENSION OF SERVICES A, Orientation tours Formal tours were conducted for the benefit of new graduate students during orientation week in August, Additional tours were given to a number of visiting scientists, new senior staff and research associates, upon request, B. Guides and handbooks or other descriptive materials A guide to the Chemistry Library is available at the Circulation desk. This describes the collection, gives library hours and lending regulations, and contains a map showing where different parts of the collection are located, Taped instructions for using Chemical Abstracts, Science Citation Index, and Beilsteins Handbuch der Organischen Chemie are also available to patrons on request, C, Acquisition lists Each month a list of the Chemistry Library's new acquisitions is sent to faculty members of the School of Chemical Sciences and related disciplines, to a number of chemistry professors at other universities, and on an exchange basis to several large university chemistry libraries, Page 3 III. CARE AND IMPROVIEMENT OF TiE COLLECTION A. Inventories For the first time in three years a complete inventory of the library collection was made. A total of 338 volumes was reported missing for this year, ending June 1977, of which 283 were books and 55 were serials, B, Acquisitions As a research library, the Chemistry Library's materials must be up-to-date and the acquisition of journals and serial publications id of prime importance. Most of the selections are made by the Chemistry Librarian but suggestions from the Chemistry faculty are welcomed and encouraged. Currently the Chemistry Library receives 695 periodicals, which come from 35 countries and are in 18 different languages. Because of a lack of funds in 1975-1976, it was necessary to cancel , number of serial subscriptions. The Serials Department has, or is in the process of reinstating 15 periodical subscriptions and 49 continuations, a total of 64, The Chemistry Library appreciates the generosity of the professors in the School of Chemical Sciences and others who have presented the Library with gift volumes this year, During the past year the library has received 64 microfiche which contain information supplemental to articles published in the American Chemical Society journals, While the actual processing of materials is done in the Main Library Technical Service Departments, a great deal of time is required for maintenance of serial and catalog records, processing of books for chemistry course reserves and the preparation of journals for binding, D, Mutilation and theft Intentional mutilation of Chemistry Library materials is rare, although on occasion an article will be found to have been removed from a book or journal. Most torn pages result from the frequent photocopying of the volume, Page 4 E. Overdues and fines The number of fines levied this year- was 482, an increase over last year. Although most users are conscientious about returning mat- erials, sometimes it is mecessary to go to an office or laboratory to get a book back, IV, QUARTERS AND EQUIPMENT A. Improvement of physical facilities No additional work was done on the plans for the new Chemistry Library which is will be located on the top floor in the next addition to Roger Adams Laboratory, B4 Equipment 1. Pieces of importance acquired 6 grey step stools 1 microfiche reader 1 typewriter 2. Pieces needed in near future 12 tablet armchairs (light birch) to be used in the aisles between the stacks 4 sections grey metal shelving (9'"x36"x84'1) V, PERSONNEL AND ADMINISTRATION A. Personnel 1. Changes There was a moderate turnover in personnel due to individuals leaving the community, beginning a family or upgrading their position, 2. Professional activities Miss Power is a member of the American Library Association, Page 5 Special Libraries Association, University of Illinois Library Staff Association, American Chemical Society, Beta Phi Mu, Sigma Delta Epsilon and Iota Sigma Pi, She is also a member of the Carle Hospital Auxiliary, the Champaign County Genealogical Society and the Kentucky Historical Society. This is the second year Miss Power has served as a member of the Promotion and Tenure Advisory Committee, She is on the Committee to revise the library departmental manual, After serving as a member of the Reference and Subscription Books Review Committee, American Library Association, she continues to serve as a guest reviewer. She is continuing on the American Chemical Society Division of Chemical Education Ad Hoc Committee to revise the "Guidelines and Title List for Undergraduate Chemistry Libraries". The first two editions were issued by the Advisory Council of College Chemistry under her supervision. This is the fourteenth year that Miss Power has taught Library Science 433C, Advanced Subject Bibliography: Chemistry, Michele A. Folta was the Graduate Assistant until mid-February when she transferred to the Main Library Stacks. At that time Virginia R. Mattson became the Graduate Assistant, Miss Mattson is a member of the American Library Association, the Medical Libraries Association and the Special Libraries Association, 3, Other matters This year we had to be very careful in scheduling student assistants, and even though we tried to do without student help during vacations and interims, our budget was not sufficient. If we are to meet the needs of the School of Chemical Sciences and be open regular hours during the interim periods and holidays, an increase in budget is mandatory, B. Administration The Chemistry Library is in critical need of more space. Since 1967, when the library floorspace was increased to 4,726 square feet, no extra space has been added. Although we now have 6,799 linear feet of shelf space, additional shelf space, space for staff, and space for patrons is needed. The present staff work area is practically non-existant; and the library can only seat approximately 6.2 per cent of the students, faculty and staff of the School of Chemical Sciences, Page 6 An increasing number of undergraduate students are using the library as a study room. Because there is not sufficient space to pro- vide an adequate work area for research, the use of the collection by iaculty, graduate students and research people is affected. As a result, individual departments within the School of Chemlical Sciences are putting more and more volumes in their own seminar rooms for the exclusive use of faculty, graduate students and research personnel, The number of leaks from water and steam pipes in the library continues to be a menace. This year there was extensive damage due to a laboratory overflow on the next floor. Water flooding "into the library through the ceiling made it necessary to send 91 volumes to the iain Library for drying and repair, while 20 more pieces were reparied in the Chemistry Library. This constant threat of damage to library materials continues to emphasize the need for new quarters for the Chemistry Library, In closing this report, I want to express my appreciation to the University of Illinois Library and to the School of Chemical Sciences for their enduring assistance and support throughout my 28 years as Chemistry Librarian. With such continued support and interest I am sure that the Chemistry Library will maintain the top-ranking position among university libraries, VI. STATISTICAL SUMAr/Y A. GRO;iiJTH O(F THE COLLECTION TYPE of MATER IAL CATALOGED VOLUMES I UNCATALOGED VOLUMES PAMPHLETS2 MICROFILM3 MICROCARDS4 MICROPRINT4 MICROFICHE Hill Index- Cards Polymer re- search pamp hli LAST YEAR' S TOTAL 43,437 c.387 223 377 over 1,000,00( ts 3,791 u o- t (I - X CLJU_ 657 0 0 68 ADD 0 o 108.9 xxx xxx xxx ..~I t95 CU LLI I.L t9: ,390 -300 I1 2, RESERVE 573 331 433 666 832 465 299 685 869 846 S513 368 5,880 5,839 |1041 TOTAL 884 708 968 1311 1363 895 768 1286 1594 1622 883 688 12,970 12,229 +741 a P--- . . ..... t-m-- t . -i ~i I~WIYI i Clr~w~ i---- ----L .- ~I- -..YI -- - .--I·-- I-· , --t-- ~ -·--- ~C ---c---- '~ --- .__..~~_L__ ---I --- --~---·-·I ---------- - I---Y-~ -~ L -~ -1 ---··`- ·---- --L··-' cC~·urr~-cr~~ '- P-- -~L·c~- -- --- ---~~ I,,----r~C1C*- ---~ C. Seating Capacity Seats at tables Lounge chairs Carrel seats Total NLumber of Seats Total Square Feet in Library Linear feet of shelving 8 34 (includes 27 chairs in aisle 32 between stack ranges) 4,726 i2Z93 D. Hours of Opening 1. Number of Hours Open Weekly in Regular Session 2. Number of Hours Open Weekly in Summer Session E. Fine and Overdues (if recorded) Number Number Number Number Number of of of of of Fine Invoices Books Lost Book Charges First Overdue Notices Second Overdue Notices 106 106 383 482 4 658 272 F. Personnel 1. Number of Professional Positions F.T.E. 2. Number of Graduate Assistants F.T.E. 3. Number of Clerical Positions F.T.E. 4. Average Weekly Hours of Student Help Regular Session Summer Session 5. Names of Academic Employees (Give inclusive dates of employment if 1 36 05 60 58 not employed during entire year.) Ruth T, Power George H. Scheetz (August 21, 1975-August 20, 1976) Michele A. Folta (August 21, 1976-February 21, 1977) Virginia R. Mattson (February 9, 1977- ) 6. Names of Nonacademic Employees (Give inclusive dates if not employed during entire year.) Sarah J. Foster (June 1, 1975-September 17, 1976) Barbara F. Fischer (June 1, 1976-September 17, 1976) Deborah S. Postlewait (June 4, 1976- ) Jacqueline M. Smith (October 4, 1976-February 18, 1977) Rebecca K. Satterthwaite (October 18, 1976- ) Sandy E. Anderson (February 16, 1977- ) Sign ature 6%4&.· J, ($L~LvL Title Chemistry Librarian and Professor of Library Administration 1. 2. 3. 4. 5. 6. 1. 2. 3. 4. 5. CITY PLANNING AND LANDSCAPE ARCHITECTURE LIBRARY ANNUAL REPORT July 1, 1976 - June 30, 1977 I. Service to Readers: A. Hours of opening: changes, problems, or other matters that require explanation Summer: 9-12, 1-4, Monday-Friday (30 hrs. per week) 1st and 2nd semester: 8-5, 7-10 Monday-Thursday 8-5 Friday 9-5 Saturday 1-5, 7-10 Sunday (72 hrs. per week) B. Use of library materials: interpretation of part B of Statistical Summary and any other pertinent information: Recorded general use decreased: -16% student use, +5% faculty use and +24% use by others, making a total of -11% general use. Recorded reserve use decreased -5%. C. Reference work: (Parts 1 and 2 apply principally to the Reference Department) 1. Number and nature of questions involving searches of consequence - no record kept. 2. Number and nature of any subject bibliographies completed during the year - none. 3. New or special reference services offered or requested - none. D. Interlibrary loans: statistics, trends, principal institutions involved (Applies only to Reference and Circulation Departments.) E. New Procedures: None II. Extension of Services A. Orientation tours and lectures for faculty and students. B. Guides and handbooks or other descriptive material: The guide to the library was distributed to new students and faculty. 2. C. Acquisitions lists: The "New Books List" was mimeographed for distribution to library users through the first semester. III. Care and Improvement of the Collections: A. Inventories: The collection was inventoried up to 717/M78i, with the process to be completed in the fall. B. Acquisitions: procedures used to build up the collection and unusual additions: Faculty and students were most helpful in suggesting materials for purchase. Planning and landscape architecture are constantly changing emphases and interests which makes book selection both challenging and difficult. This year 2,287 books were added to the collection compared to 2,774 added last year. Regrettably, no statistics were kept of the number of free books sent to be cataloged for this library. With Veronica Walker of the Documents Division, Mary Vance continued the Council of Planning Librarians Exchange Bibli- ography monthly number "New Publicationsfor Planning Libraries" These bibliographies are partially annotated and are designed to be used as a book selection tool. To do this, Mrs. Vance requested and received review copies which were then sent to be cataloged for the library. The College of Fine and Applied Arts received a grant of $10,000 from the Graham Foundation in 1975-76. Of this total, $3,200 was allotted this library, and an additional $665.00 in 1976-77. No money was spent from the grant this year. With review copies, the availability of the Graham grant, and alumni gifts, this library has been able to maintain a book collection of the highest quality. However, all three sources should be considered temporary solutions and not a substitute for adequate funding. C. Processing: Over 1,000 vertical file pieces were cataloged. D. Mutilations and thefts: no record. E. Overdues and fines: no record. IV. Quarters and Equipment: A. Improvement of physical facilities: The lack of space is the biggest problem. The collection is totally inadequate for the needs of both students and faculty and exorbitant amounts of staff time are spent shifting books and transferring books to the main library stacks. 3. B. New equipment received: None V. Personnel and Administration: A. Personnel: One full-time clerical position was held by Theresa Ashley until January 31st. This position was then changed to two half-time positions, filled by Theresa Ash- ley and Paul Heitman. Professional activities (Mary Vance): Memberships: Council of Planning Librarians, Special Library Association, and American Association of University Professors. Offices held: Editor, CPL Exchange Bibliographies B. Administration: in an effort to improve communication between the library and its users, the library committee was continued. The membership includes a staff member from the Department of Landscape Architecture and one from the Department of Urban and Regional Planning. There are four student members chosen by their peers - an undergraduate student and graduate student for each of the two departments. Each student was the spokesman for his group and brought valuable questions and suggestions to the meetings. VI. STATISTICAL SUMMARY A. GROWTH OF THE COLLECTION TYPE of MATERIAL CATALOGED VOLUMES UNCATALOGEDI VOLUMES PAMPHLETS2 MICROFILM3 MICROCARDS1 MICROPRINT MIQfROFICHE .. . . . | . . . . .. t . . . I 2. 3. 5. 6. LAST YEAR'S TOTAL 16,801 16,100 approx 36 210 IJ X C 2,28;K 1500 ax- +o .!.~ Nature of items included Vertical file items, 0 rn 154 I , - - - - awo*wb 26 U') Lm U) --- t . . . . . . . . . . . . SUBTRACT --- ---~ 1 TOTAL AS OF JUNE 30 xxx xxx xxx XXX. -s uncataloged volumes. Report the number of reels. Reoort thp number of indlvidual cards. Vacant spaces are for slides, filmstrips, maps, disks, etc. Refers to titles currently criecked in, including duplicates. ~-w. n,, ,~·,4·r*·· uow mom ~ -- PERIODICAL6 268 xxx xxx x xxx xxx xxx 5 273 TITLES CONTINUATION6 298 xxx xxx xxx xxx xxx 1 299 TITLES TOTAL SERIAL 566 xx x xxx xx xxx x xxx 6 572 STITLES C-l I ',,iU fdt ,s, u) 23 3< 3300 ~....... --- ADD UC) <(u ujg Q -885 +1500 0 0 --- -- --- .r··YL III~LH -- -- LI~U~ i --------- ·IIW·L~IIS ~-'- --~-- ~IOHILIIILD ·LI~ISC ·`-~~ -----~~-I~' 15,916 17,600 approx. 36 210 210 . . . . GENERAL I , 2 MONTH . .. IESERVE TOTAL STUDENTS ACULTY OTHERSI TOTAL JULY 516 440 49 1005 8 1013 AUGUST 290 160 93 543 77 620 SEPTEMBER 961 271 92 1324 3046 4370 OCTOBER 1140 82 178 1400 1966 3366 _- .-...- . NOVEMBER 1189 13.5 25 1349 1748 3097 DECEMBER 625 101 76 802 1362 2164 JANUARY 555 156 101 812 645 1457 FEBRUARY 1061 163 91 1315 1436 2751 MARCH 1239 231 75 1545 1140 2685 APRIL 1282 104 70 1456 1145 2601 MAY 458 52 48 558 402 960 JUNE 433 55 48 536 0 536 TOTALS 9749 1950 946" 12645 12975 25620 TOTAL LAST 11,649 1857 759 14265 13050 27315 YEAR INCREASE OR -1900 +93 +188 -1619 -75 -1694 DECREASE _ .- A r , r- 0 / 0. -16 ' % 1-"o4 - 11 - .5; -6O 1. Include both "use in library" end "overnight use." 2. Extra columns are for turnstile readings and for those libraries which reoort the circulation of special materials. 1976/1977 B. RECORDED USE .. c C. Seating Capacity Seats at tables Lounge chairs Carrel seats Total Number of Seats Total Square Feet in Library Linear feet of shelving 74 9A4 .1425.. D. Hours of Opening 1. 2. Number of Hours Open Weekly in Number of Hours Open Weekly in Regular Session Summer Session E. Fine and Overdues (if recorded) 1. 2. 3. 4. 5. Number Number Number of of of Number of Number of Fine Invoices Books Lost Book Charges First Overdue Notices Second Overdue Notices F. Personnel 1. Number of Professional Positions F.T.E. 2. Number of Graduate Assistants F.T.E. 3. Number of Clerical Positions F.T.E. 4. Average Weekly Hours of Student Help Regular Session Summer Session 5. Names of Academic Employees (Give inclusive dates of employment if entire year.) Mary Vance (retired May 21, 1977) Mary Lou Wigley, Acting Head, .5 FTE (May 21, 1977- ) 6. Names of Nonacademic Employees (Give inclusive dates if not employed during Paul Heitman (January 31, 1977- ) Michael Hershenson (June 27, 1977- ) Theresa Ashley (May 20, 1976 - May 20, 1977) 1 0 1 50-55 20 not employed during entire year.) Signature /tle- P g a/ Ti.te Clt 1.^ , 1. 2. 3. 4. 5. 6. 72 30 292 18 18 CLASSICS LIBRARY ANNUAL REPORT July 1, 1976 - June 30, 1977 I. Service to Readers A. Hours of Opening: The Library was open 63 hours per week during the fall and spring semesters and 52 hours per week during the summer session. Saturday morning opening was again dropped because of lack of use. During the fall and spring semesters, Saturday hours were 1 - 5 and Sunday hours were 1 - 5 and 7 - 10. B. Use of Library Materials: Overall use of charged library materials was down by 9 :.i. Student use showed the largest drop (21'/ or 1200 items.) Faculty use was up 8% and "other" use was up 10%, the latter principally due to an increase in interlibrary loans and requests for photoduplication. Reserve use was down by 1/o and again the number of books on course reserves were down. In-library use of material was again substantial. C. Some reference service is provided throughout the year including answering correspondence, local and long- distance telephone enquiries, and many in-person requests for help. No statistics were kept of the type or number of requests. II. Extension of Services A. Services provided by the Classics Library have remained the same. Orientation tours of the library have been provided for several small groups. B. Lists of new acquisitions have been prepared and distributed periodically to Classics Department faculty and to several other faculty members in other departments and to the History and Architecture Libraries. III. Care and Improvement of the Collection A. Inventory: An inventory is currently in progress as a large number of books both from the Reference Section and from the regular stacks are known to be missing from the 200's and the OO's, mainly in the areas of patristics and biblical interpretation. Books in these areas are also known to be missing from the Undergraduate Library and the Main Reference Room, and from the Main Stacks. A number of titles in these -2- areas have reappeared with all University identifying marks removed. B. Acquisitions: The Classics Department has continued to check current literature and recommend items for purchase. This procedure continues to work well, and orders have been processed regularly and sent to the Acquisitions department. It was possible again to reinstate a few more of the serial titles cancelled two years ago. Some new periodical and continuation titles have been added as well. C. Card Catalog: Work continues on bringing the contents on cards up to date and requesting cards were needed. The recataloging of the Sylloge Nummorum Graecorum by assigning an arbitrary volun.e number to each country contributing has greatly increased the ease with which this valuable publication can be used. D. Other than the books mentioned above with University identification removed, there have been no other known mutilations or thefts. E. Overdues and Fines: Very few fines were levied this year. IV. Quarters and Equipment A. Improveknent of Facilities: An office for the Classics Librarian is still needed. No improvements have been made to the Library's facilities. B. Equipment: Two 4-foot and eight 7-foot metal bookcases were purchased, two 7-foot cases being for the quarto room and the other six for eventually housing the Dittenberger- Vahlen pamphlets in 409, the Classics Seminar Room. 650 boxes were received for holding this collection when it is transferred. V. Personnel and Administration A. Personnel 1. Mrs. Suzanne N. Griffiths continues as librarian of the Classics Library. Miss Barbara Nadler continues as Library Clerk II, half-time. The hourly student employees have again contributed greatly to the smooth; and efficient operation of the library. -3- 2. Mrs. Griffiths is a member of the Illinois Library Association, the University of Illinois Chapter of the American Association of University Professors, and the American Association of University Professors. In February, Mrs. Griffiths reported on the new books about the veterinary profession for the Auxiliary to the Illinois Veterinary Medical Association and advised on the placement of copies of selected books in school and public libraries throughout the state. Mrs. Griffiths is serving on the Loan Policies Committee as Humanities Council representative and is secretary of the Grievance Committee. 3. In September, 1976, Mrs. Griffiths visited five British libraries (Classical Faculty Library, Cambridge University, University of Leicester Library, University of Warwick Library in Coventry, Bristol University Library, and Exeter University Library) and interviewed librarians in the serials departments concerning serials and periodicals cancellations in their libraries. B. Administration No new staff or procedures have been added to the Classics Library. VI. STATISTICAL SUMMARY A. GROWTH OF THE TYPE of MATER IAL CATALOGED VOLUMES UNCATALOGED VOLUMES PAMPHLETS2 MICROFILM3 MICROCARDS | MICROPRINT4 MICROFICHE |____ - ~~-~-- --~ LAST YEAR' S TOTAL 41212. 17000 z z2 105 COLLECTION SUBTRACT < (n j < Q 357 0: LLI LL V) Z 2 RECENT ADDITIONS TO ThIE MANUSCRIPT COLLECTIONS, IN THE ILLINOIS HISTORICAL SURVEY LIBRARY 1975-1976' Adams, Charles. Journal (1884-1887) of a Central Illinois resident travelling around the world for the purpose of collecting specimens of bird life. 1 item. American Institute of Architects. Central Illinois Chapter. Records of Organi- zation. (1917-1972). 17 boxes. Clabaugh, Charles Wesley. (1946-1975). Personal and legislative papers of Illinois State Representative; primarily concerns 1971-1975 and issues of the period. 20 boxes. Coke, James G. (b. 1926). Reports, clippings, and interviews (1961-1964),) for study of three Illinois cities (Peoria, Rockford, and Springfield). 4 cubic feet. Dayton, William C. (1887-1894). Letters and papers concerning Protestant Episcopal Church in Chicago. 23 items. Downs, William. (18i5-1855). Diary of a missionary of the American Home Missionary Society for Chicago and Northern Illinois. 1 volume and three items. Ermentrout Family. Family Genealogy. (1975). 4 items. Field, Washington H. (b. 1809). Manuscript school books and papers of Virginia and Indiana teacher (1828-1833). 2 volumes and 13 items. Gibson, Eva Katherine. (1885-1905). Poetry and stories of Illinois poetess and author, usually w.ritten under her maiden name, Eva Katherine Clapp. 227 items. Gilbert Family. (1839-1840). Journals of trips to Illinois from Ohio and Texas. 4 items. Haskins, George Henry. (1881-1933). Records of Vermilion County mine manager. surveyor, and owner; includes mine surveys and photographs. 15 volumes' and 10 folders. Illinois Central Gulf Railroad Company. Right of Way. (1877-1910). Railroad right of way atlases. 56 volumes Illinois College. (1828). Draft of a plan for establishing Illinois College, Jacksonville, Illinois. 1 item. Illinois Constitutional Convention. (1969-1970). Verbatim minutes and indexes; journal; member proposals; and miscellaneous. 147 volumes and 15 folders. Leland, Waldo G. (1879-1966). Copies of drafts of unpublished Volumes III and IV of Cuide to Materials for American History in the Libraries and Archives of Paris. 5 volumes and 2 reels of microfilm. SLove, Samuel Sharon. (1850-1874). Diary, account book, and notes of student at the Illinois Industrial University. 27 items. McLean County, Illinois. (1859-1871). School Plat Book. 1 volume. I MacVeagh, Franklin. (1837-1934). Addition of copied papers to collection of United States Secretary of Treasury. Meharry Family Collection. (1868-1941). Personal and business correspondence; farm business records; family history; and photographs. 13.5 cubic feet. Miller-Marsh Family. (1836-1909, 1974). Copied correspondence, notebooks, and genealogy. 3 volumes and 14 items. Mitchell, John. (1870-1919). Microfilm collection of the papers of a president of the United Mine Workers of America. 55 reelsl Pope County, Illinois Plat Book. (ca. 1830-1880). Land Survey Plat Book. Contains surveys of most townships. 1 volume. Schuyler County, Illinois. County Survey Town Plat Maps (1831-1837, 1856) for nine towns. Most of these are the first town surveys. 10 items. Schuyler County, Illinois. Election Poll Book. (1862). Poll Book records election of November 4, 1862 in Buena Vista, Illinois. 1 volume. Stewart-Wilson Family. Reminiscences and papers of family members (ca. 1920-1950); includes observations of A-bombs tests in 1946. Approximately 800 items. Thomson, James. Diaries. (1857-1873). Diaries of a Champaign farmer. 1 reel microfilm. U.S. Federal Civil Work Administration. Illinois. Carbon copies of reports of projects in Illinois (1934). 9 volumes. Addenda II ILLINOIS HISTORICAL SURVEY LIBRARY TOOLS FOR GENEALOGY AND LOCAL HISTORY The Illinois Historical Survey Library is a division of the University of Illinois Library. Its collections are open to the public, in general, as well as to all students, faculty, and staff members of the University of Illinois. The Survey hours are: Monday - Friday 9 a.m. - 12 noon, 1 p.m. - 5 p.m. Monday - Wednesday 7 p.m. - 9:30 p.m. Saturday 9 a.m. - 12 noon The location is Room la of the University of Illinois Library. Dr. Robert M. Sutton, Professor of History, is the Director of the Illinois Historical Survey Library. Within the collections of the Illinois Historical Survey Library are a wide variety of materials useful for the study of local history and ge- nealogy. The Survey, following the general policy of the University of Illinois Library, has not specifically collected genealogical materials; thus, the main emphasis of our holdings is on local history. As a result the researcher interested in family history may find certain research tool.1 unavailable. Within the last year, however, the Survey's acquisitions pro-- gram has been broadened to include works which will be of direct interest to genealogists. The Survey's staff, however, does not include a trained genealogist; therefore, the Survey is unable to provide any special ge- nealogical reference service. Nonetheless, responsible genealogists and other researchers are most welcome to use its facilities and materials. The Survey's collections are divided into six general groups: Books and Periodicals; Newspapers; Maps; Manuscripts; the Broadside and Histor- ical Documents Collection; and the Vertical File. The card catalog is the basic finding aid for the books, periodicals, and the vertical file; there are separate catalogs of finding aids for manuscripts, maps, and newspapers. The major local history and genealogical tools for states, other than Illinois, are located in the main library stacks or the Ref- erence Room of the Library. For the convenience of scholars and research- ers in Illinois local history and genealogy, the Survey staff has prepared a select bibliography on Illinois county and local history materials in the University Library. It is available for use in the Survey. The list which follows contains selections of various types of mat- erials availasble in the Survey - arranged in twenty-one categories. It was prepared to assist those interested in genealogical and local history research. I. General Works on Genealogy: The Survey holds a number of works on genealogy. Those listed below are basic introductions to the subject. One very useful work not listed is Genealogical Books in Print by Netti Schreiner-Yantis which identifies a large number of items of value to genealogists; it is very broad in scope and quite useful. Bennett, A. F. A Guide for Genealogical Research (2nd ed.), (Salt Lake City, 1956). Colket, M. B., Jr., and Bridgers, F. E. Guide to the Genealogical Records in the National Archives (Washington, 1964). Everton, G. B., Sr., and Rasmuson, G. The Handy Book for Genealo- gists... (5th ed.), (Logan, Utah, 1969). Everton, G. B., Sr., and Rasmuson, G. The New How Book for Genealo- gists (Logan, Utah, 1956). Miller, C. L. Genealogical Research: A Basic Guide (Nashville, 1969). II. General Introductory Works on Local History: The literature on this subject has been steadily growing over the past ten to twenty years. The interested reader should also consult History News published by the American Association for State and Local History. That organization also publishes a large number of pamphlets which are very useful for local history. Creigh, Dorothy W. A Primer for Local Historical Societies (Nashville, 1976). Felt, Thomas E. Researching, Writing, and Publishing Local History (Nashville, 1976). Fridley, Russell W. The Uses of State and Local History (n.p., 1968?). Lord, C lifford L. Teaching History with Community Resources (New York, 1967). Olson, James C. The Role of Local History (Nashville, 1965). Parker, Donald Dean. Local History: How to Gather It, Write It, and Publish It. Revised by Bertha E. Josephson (New York, 19 . Silvestro, Clement M. Organizing a Local Historical Society (Nashville, 1968). III. Works on Historic Preservation: Growing out of the Illinois Sesquicentennial and the United States Bicentennial celebrations is a renewed interest in historical preservation on the local level. The Illinois Historical Survey has only recently begun collecting books in this specific area. Many works on the subject are available from the American Association for State and Local History and the National Trust for Historic Preserva- tion in the United States. Alderson, William T. Interpretation of Historic Sites (Nashville, 1976). A Court Conservation Handbook (Washington, 1976). -3"- North American International Regional Conference, Williamsburg, VA, and Philadelphia, 1972. Preservation and Conservation: Principles and Practice (Washington, 1976). Preservation and Building Codes Conference, Washington, DC, 1974. Preservation and Building Codes (Washington, 1975). Rath, Frederick L., Jr., and O'Connell, Merrily Rogers (editors). Historic Preservation: A Bibliography... (Nashville, 1975). Seminar on Preservation and Restoration, Williamsburg, VA, 1963. His- toric Preservation Today (Charlottesville, 1970). IV. General Biographical and Genealogical Aids: The Survey has only a few works in this category: the major titles will probably be found in the stacks or the Reference Library. The following are the main works in the Survey. Dictionary of American Biography. 22 volumes. Complete. Dictionary of Canadian Biography. All volumes published to date. National Union Catalog of Manuscript Collections. All volumes published to date (contains sections on genealogies), Virkus, Frederick Adams. The Compendium of American Genealogy. 7 volumes (Chicago, 1925-1942). Who Was Who in America. 6 volumes. Complete. Who's Who in America. Incomplete. Who's Who in the Midwest. Incomplete. V. Bibliographies: There are many specialized bibliographic tools in the Survey; usually they are located under a subject or area listing. In addition the Survey has copies of all the puzlished inventories of the Histori- cal Records Survey. Buck, Solon J. Travel and Description, 1765-1865. Volume IX of the Collections of the Illinois Stite Historical Library (Springfield, 1914). Lancour, Harold. A Bibliography ofShip Passenger Lists, 1538-1825 (New York, 1963). Kaplan, Louis. A Bibliography of American Autobiographies (Madison, 1962). Matthews, William. American Diaries in Manuscript, 1580-1954: A Des- criptive Bibliography (Athens, 1974). Pease, Theodore Calvin. The County Archives of the State of Illinois. Volume XII of the Collections of the Illinois State Historical Library (Springfield, 1915). Peterson, Clarence Stewart. Consolidated Bibliography of County His- tories in Fifty States in 1961, Consolidated 1935-1961 (Baltimore, 1961). Shawnee Library System - Reference Service. A Bibliography of the "S" Collection of Genealogy. Volume I (Carterville, Ill., 1970). Shawnee Library System. Combined Bibliography of the Genealogy Collec- tion (Carterville, Ill., 1976). United States. Library of Congress. American and English Genealogies in the Library of Congress (Washington, 1919). VI. State Histories: The Survey holds all the basic Illinois histories, and in addition, a small number of other state histories. Examples of such works which have biographical sections or volumes are listed below. The researcher should also consult area studies. Dunne, Edward F. Illinois, The Heart of the Nation. 5 volumes (Chicago and New York, 1933). Shoemaker, Floyd Calfin. Missouri and Missourians (Chicago, 1943). Smith, George W. History of Illinois and Her People. 6 volumes (Chicago and New York, 1927). VII. State, County, City, and Other Biographical Compendiums: The materials in this category are diverse and could include works cited under county histories and state histories. The following are a few representative examples. The Biographical Record of Logan County, Illinois (Chicago, 1901). The Chicago Blue Book. 1890-1895, 1897-1915 (published yearly), (Chicago, 1890-1915). Chicago: Its History and Its Builders. 5 volumes (Chicago, 1912). Palmer, John M., ed. The Bench and Bar of Illinois (Chicago, 1899). Portrait and Biographical Record of Macon County, Illinois... (Chicago, 1893). Portrait and Biographical Record of Iroquois County, Illinois... (Chicago, 1893). Walton, Clyde C. Illinois Lives, The Prairie State Biographical (Hopkinsville, Kentucky, 1969). VIII. County and Town Histories: The Survey Library-has copies of all the Illinois county histories in the University Library. The county history collection Contains over 350 titles. Included are volumes published by the Munsell and by the S. J. Clark Publishing Companies and theworks edited by Bateman and Selby. The Survey has very few histories of counties of other states. Lansden, John M. A History of the City of Cairo, Illinois (Chicago, 1910). lynn, Ruth Wallace. Prelude to Progress, The History of Mason County, Illinois; 1818-1968 (n.p., 1968). McBride, J. C. Past and Present of Christian County, Illinois (Chicago, 1904). Mathews, Milton W. and McLean, Lewis A. Early History and Pioneers of Champaign County (Urbana, 1886). Power, John Carroll (assisted by Mrs. S. A. Power). History of the Early Settlers of Sangamon County, Illinois (Springfield, 1876). Smalling, Donna. St. Joseph, Illinois (n.p., 1972). -5- IX. County and City Directories: The Survey has some directories; however, the major portion of the University Library's directories are located in the main stacks. In the future, when space is available, the Survey plans to acquire all of the Illinois directories in the main library stacks. The Survey maintains, wherever possible, all pre-1900 Illinois directories. Champaign County Directory and Gazetteer for 1885 (Ch-mpaign, n.d.). Holland, John. Holland's Aurora City Directory for 1874-75 (Chicago, 1874). J. S. Lothrop's Champaign County Directory, 1870-71... (Chicago, 1871). Prairie Farmer's Reliable Directory of Farmers and Breeders, Champaign County (Chicago, 1917). Williams, C. S. (comp.). Williams' Springfield Directory, City Guide, and Business Mirror for 1860-61 (Springfield, 18t0). X. Church and School Records: The main location of these items is in the library stacks. The Survey, however, does have some church histories, but the number of pieces held are few and scattered. XI. Family Histories: The University Library does not actively seek family histories for its collections. The Survey does, however, accept any books in this area which relate to Illinois families. Consequently, it does have a sig- nificant number of these books. The Survey's holdings are, at present, limited. Clabaugh, Charles Wesley, and Zimmerman-Clabaugh, Louise. The Ancestorr of Charles Wesley Clabaugh and Louise Zimmerman-Clabaugh and Their Descendants (n.p., 1975). DuBourdieu, William J. Baby on Her Back; a History of the Huguenot Family DuBourdieu (Privately printed, ca. 1967). Meharry History Publishing Committee. History of the Meharry Family in America... (Lafayette, Ind., 1925). Plomley, N.J. B. Several Generations (Sydney, Australia, 1971). Romack, Frank Eldon, and Romack, Nema Nadine. Romacks in the United States of America (Privately printed, ca. 1970). Vandaveer, Frederick Evart, and Vandaveer, Kenneth Eugene. The Vandaveer Family of Greene County, Illinois (Fairview Park. Ohio, 1970). XII. Census Records: The U. S. Census records for Illinois are on microfilm and are presently located in the main library stack area. The U. S. Industrial Census records for Illinois can be found in both the stack area and the Survey. Censuses of other states can be obtained from the National Archives. The original Illinois StaUte Censuses are located in the -6- State Archives in Springfield; the Survey has a microfilm copy. In addition, the Survey is acquiring the published indexes to the federal censuses. American Council of Learned Societies. Surnames in the United States Census of 1790 (Baltimore, 1969). Illinois State Census. 1825-1865 (the early censuses are fragmentary). 36 reels, microfilm. The National Archives. Federal Population Censuses, 1790-1890 (Washing- ington, 1969). Norton, Margaret Cross (ed.). Illinois Census Returns, 1810, 1818. Volume XXIV of the Collections of the Illinois State Historical Library (Springfield, 1925). Norton, Margaret Cross (ed.). Illinois Census Returns, 1820. Volume XXVI of the Collections of the Illinois State Historical Library (Springfield, 1934). U.S. Industrial Census (for Illinois). 1820-1880. 11 reels, microfilm. XIII. LAnd Records: The original records of the surveyors of the public lands are lo- cated in the State Archives in Springfield. The Tract Books were kept in the land offices in the State and are now in Springfield where the film was made. American State Papers. Public Lands. Volumes 1-6, 8 (Washington, 1832-1861). Richard Clough Anderson Collection (original records of the Virginia Military Tract in Ohio). 170 folders and 28 volumes. Smith, Clifford Neal. Federal Land Series. 2 volumes to date (Chicago, 1972, 1973). U.S. General Land Office. Illinois Township Plats. 7 reels. U.S. General Land Office. Illinois Tract Books. 17 reels. U.S. General Land Office. Military Warrants, Index. 5 reels. U.S. General Land Office. Original Illinois Surveyor's Field Notes. 59 reels. XIV. Newspapers: The Illinois Historical Survey has a small collection of news- papers. The two important aspects of the Survey's newspaper holdings are a collection of commemorative or centennial newspapers and a body of photocopies of very early midwestern newspapers. For most all other newspapers the main repository in the University Library is the Newspaper Library. Most newspapers published in Illinois can be ob- tained on Interlibrary Loan (microfilm) from the Illinois State His- torical Library. XV. Periodicals: The following list is virtually complete in regard to journals which might relate to local history or genealogy. Champaign County Genealogical Society Newsletter. Complete. Chicago History. Complete. Deutsch-Amerikanische Geschichtsblatter. Complete. Deutsch-Amerikanisches Magazin. Complete. Der Deutsche Pionier. Complete. Illinois State Genealogical Society Quarterly. Complete. Journal of the Illinois State Historical Society. Complete. Transactions of the Illinois State Historical Society. Nos. 1-4, 6-24, and 26-49. Outdoor Illinois. Incomplete. XVI. Atlases, Plat Books, and Maps: The main location for geographic materials in the University Li- brary is the Map and Geography Library. The Survey has a number of county atlases and historical atlases, as well as sets of Rockford and Hixson Plat Books, a set of County Highway Maps, and a set of Geologi- cal Survey Maps. In addition, there are several representative pre- 1850 maps of Illinois and the Great Lakes region. XVII. Military Records: The Survey Library has few such records but these are quite useful. A Census of Pensioners for Revolutionary or Military Services.... Re- print of 1841 edition (Baltimore, 1854). Ford, Worthington C. (comp.). British Officers Serving in America, 1754-1774 (Boston, 1894). Heitman, Francis B. Historical Register of Officers of the Continental Army... (Washington, 1914). The Pension List of 1818. Reprint of 1820 edition (Baltimore, 1955). Report of the Adjutant General of the State of Illinois (Springfield, 1900-1902). Contains rosters of officers and enlisted men from War of 1812 through the Spanish-American War. U.S. General Land Office. Military Warrants, Index. 5 reels. Whitney, Ellen M. The Black Hawk War, 1831-1832. Volume I: Illinois Volunteers. Volume XXXV of the Collections of the Illinois State Historical Library (Springfield, 1970). XVIII. Ethnic and Immigrant Studies: The University Library contains material on almost every nation- ality and religious group in American and Illinois history. Some of these works, especially those which relate to Illinois, are in the Survey. XIX. Manuscript Collections: The Illinois Historical Survey's manuscript collections contain several groups of papers which relate to specific family histories and, of course, many collections which relate to local history in general. --7- The Survey's manuscript holdings are described in the Manuscripts Guide to Collections at the University of Illinois at Urbana-Champaign (Urbana, 1976). Two important collections which relate to land or public records are the Richard Clough Anderson Collection concerning the land records of the Virginia Military Tract in Ohio, and the Randolph County Records which contain the French and British Records of Kaskaskia. Also, there are a small number of collections of copied church records. Bodman Family Collection, 1855-1903, 1973 (Piatt County, Illinois). Amos Shelton Burr Collection, 1880-1961 (Piatt County, Illinois). Mary Turner Carriel Collection, 1864-1927. Champaign County Cemetery Survey, 1858-1937 (Military). Flagg Family Collection, 1819-1948, 1973 (Madison County, Illinois). Grand Army of the Republic. Col. Nodine Post No. 140, 1880-1935 (con- tains this Champaign County organization's records and members' military records). Meharry Family Collection, 1868-1941 (Champaign County, Illinois; Tippecanoe County, Indiana). Miller-Marsh Family, 1836-1844, 1870-1909, 1974 (Winnebago County, Illinois). XX. French in America: The first Europeans to settle in the Illinois Country were the French. The Illinois Historical Survey Library contains many records relative to the study of their presence in Illinois and the Midwest. For the early Randolph County Records the Survey has many useful find- ing aids including name indexes. Cahokia Parish Records; Diocese of Belleville, Illinois. 2 reels. De Ville, Winston. Louisiana Recruits, 1752-1758 (Cottonport, Louisiana, 1973). De Ville, Winston. Louisiana Troops, 1720-1770 (Fort Worth, 1965). Pierre Menard Collection (the Survey holds, in addition to its own Menard Collection, the 28 reel microfilm copy of the Menard Col- lection of the Illinois State Historical Library). Randolph County Records. 48 reels. St. Clair County Archives. Perrin Collection. 3 reels. Tanguay, Cyprien. Dictionaire Genealogique des Families Canadiennes. 7 volumes (Montreal, 1871-1890). Voorhies, Jacqueline K. (trans. and comp.). Some Late Eighteenth- Century Louisianaians. Census Records of the Colony, 1748-1796 (Lafayette, Louisiana, 1973). XXI. Germans in America: The Germans constituted one of the earliest immigrant groups to have an impact on midwestern America. The major cities of the Midwest, Cincinnati, Chicago, Milwaukee, and St. Louis, became centers of German-American culture. The following are some of the more important sources and references in the Survey. Chicago und Sein Deutschthum (Cleveland, 1Q01-1902). Deutsch-Amerikanische Geschchiht sbln, tier. Complete. Deutsch-Amerikanisches Magranzin. Complete. Der Deutsche Pionier. Complete. (This journal is one of the most important sources for the study of Germans in America.) Meynen, Emil (comp.). Bibliography on German Settlements in Colonial North America (Leipzig, 1937). Pochmann, Henry A. (comp.), and Schultz, Arthur R. (ed.). Bibliography of German Culture in America to 1940 (M.adison, 1953). Heinrich A. Rattermann Collection (E[ditor of Der Deutsche Pionier), 1845-1923. (A I-rge mnnuscript collection which also contains some records and papers relating to German-American organizations and military units.) Smith, Clifford Neal nnd Smith, Anni Pizczann-Czaja. Encyclopedia of German-American Genealogical Rsearch. New York, 1976. Tolzmann, Don Heinrich. (;ermn.n-Americn :na: A Bibliography (Netuchen, N.J., 1975). V E R S I OF ILLINO1S AT U ARB ANA-CHAMPA IGN Illinois Historical Survey Library Addenda III February 28, 1977 TO: Hugh C. Atkinson FROM: Robert M. Sutton Following conversations on January 11, 1977 between University Librarian Hugh Atkinson, Associate University Librarian Robert Oram, University Archivist Maynard Brichford, and Illinois Historical Survey Director Robert Sutton, Mr. Atkinson requested Mr. Brichford and Mr. Sutton to prepare a statement of their space requirements and any other pressing needs which would arise in their units, should it become necessary to move their operations into another building or into a facility located at some distance from the main campus area. So far as the Survey Library is concerned, it must be said at the outset that any move which would deny it proximity to the Newspaper Library, the University Archives, and the main library stacks would jeopardize its main value as a primary research agency, and would interfere drastically with its ability to function effectively as a teaching laboratory for undergraduate and graduate student's. However, were it to become imperative to relocate the Illinois Historical Survey Library in a building away from the main campus, attention would have to be given to the present critical needs of the Survey Library in the area of space and facilities, staffing, and budget. Space and Facilities The space needs of the Survey Library are in every respect critical, as is its need for adequate staffing and budget. Ideally, this unit would require an area of approximately 4000-5000 square feet which would provide adequate space for a reading room, a controlled area for book stacks, manuscript shelving and file cabinets, and a work room and processing area. These facilities would need to include (1) temperature, humidity, and security controls; (2) a reading and research area to accommodate 30-40 patrons; (3) several microfilm readers with sheltered space carrels; (4) secured shelving for 1500-2000 linear feet of of manuscripts; (5) stack space for 15,000-20,000 books; (6) 15-20 map cabinet sections (of five drawers each); (7) fifteen vertical file cabinets; (8) a work area of approximately 30 x 40 feet which would include large work tables, temp- orary storage facilities, cleaning and drying areas and a sink; (9) restroom facilities. In recent years, much of our effort has been expended upon getting the most from our present limited area, and only a very little time and thought has been devoted to distant future needs. At the present time, virtually all of the activities described in the paragraph above are being carried out in our hope- lessly inadequate area of less than 1500 square feet. Staff The Survey Library is a multifaceted unit, a true special collections library, and has long been in need of staff expansion. It is involved in manu- script and book acquisitions, maintains a rare and fragile book collection, provides a special reference unit related to its holdings, and maintains a vertical file and a sophisticated collection of maps, broadsides and microfilm. The staff should be sufficient in size and adequate in training and experience to meet the growing needs of the unit. In addition to the director (on one-half time appointment), the Survey Library, for most efficient operation, would require a full-time (professional) curator/librarian; one full-time (non-academic) receptionist, typist, vertical file clerk, and three graduate assistants (half-time) with training in either history or library science (or both!). An additional staff member to serve as a field representative (who might be shared with other University units) is a critical necessity. A comparison of these needs with the current situation reveals the seriously understaffed nature of the Survey Library's operation. Functioning with a half- time director, a full-time library assistant (who performs professional library services but is not rewarded for same) and two graduate assistants (half-time), the unit depends upon undergraduate student help (20-25 hours per week) for typing service and vertical file maintenance. A move to a location some dis- tance from the central campus area would almost certainly deprive us of under- graduate student help, since the freedom which students presently enjoy of working in the Survey Library during off hours and between classes would be lost. The cost of transportation and the time involved in transit would make such an -3- arrangement almost prohibitive. In spite of major expansions of both its holdings and its services in recent years, there have been no.additions to the Survey Library's budgeted staff over the past decade. Budget Perhaps it is inappropriate to discuss budget matters in connection with the major issue of the possible relocation of certain library units away from the main campus, but this is also a matter of grave concern to the Illinois Historical Survey Library. The present budget is pitifully low and totally in- adequate to support any of the expanded services and activities in which the Survey Library feels it could play a significant role. Between 1970 and 1977, the book budget allocated to the Survey Library has grown from $850 to $1240. During the same period of time the "wages, expenses and equipment" portion of the Survey Library's budget (provided by the Graduate College) has been increased from $1800 to $2194. Given the escalating nature of all costs during this decade, it is obvious that the Survey Library has not kept pace with the inexorable pre- ssures of inflation. In conclusion, a brief review of recent history might be in order. Since the move of the Illinois Historical Survey Library, originally a special unit of the Graduate College, into the main library more than ten years ago much effort has been expended toward promoting closer ties between the two and toward pro- ducing a more satisfactory integration of the Survey Library into the University Library. The collections of the Illinois Historical Survey are an integral part of the University of Illinois Library. Its research functions are closely tied to the purposes of the Library and the needs of students and faculty as well as the general public. To be moved some distance from the main library would seriously disrupt the normal functions of the Survey Library and would certainly reduce its effectiveness. This unit has appreciated, and profitted from, its status as a departmental library, and its effectiveness has been greatly improved and its services broadened through cooperation with other University Library units. After years of working toward greater cooperation and closer integration, it would be both discouraging and disheartening if these efforts should come to naught. University of Illinois at Urbana-Champaign ILLINOIS HISTORICAL SURVEY la Library Urbana, Illinois 61801 University Library (217) 333-1777 May 18, 1977 Mr. Atkinson, In response to your suggestions in the Library Office Notes that the Illinois Historical Survey Library could move to the Asian Library location, I wish to point out that it is totally unfeasible. The Asian Library facility holds about 40 book cases, 3 or 4 desks, 1 reader table. The Illinois Historical Survey Library holds about 70 book cases, 15-20 locked cabinets, 15 file cabinets, 2 ranges of manuscript shelving, 1 range of flat shelving, 1 oversized map cabinet (15 drawers) 1 small sized manuscript cabinet, 3 reader tables, 2 work tables, 4 desks, 3 microfilm cabinets, 2 microfilm readers, 1 storage cabinet, 1 double file cabinet, 2 card datalogs. The floor space required for this exceeds 2000 square feet. We further require air conditioning for the protection of our very valuable manuscript collections (a matter which would be extrememely difficult with the high ceiling of the Asian Library--which we can not fit into anyway). The suggestion that the Survey fit into the Asian Library facility is impossible to execute. There has been a steady movement and development, over the last several years, toward a closer relationship between the Illinois Historical Survey Library and the University of Illinois Library. This has involved a closer integration of staff, collections and procedures. The removal of the Survey from the Library is an idea that should not be contemplated, for it would destroy the works of the last several years. Few library divisions have contributed as much to scholarship as has the Illinois Historical Survey throughout its existence. The writing of the Centennial History of Illinois (6 volumns) the editing of the Illinois Historical Collections (2 volumns) and the production of the Publications of the Illinois Historical Survey. This list does not include the numerous other works written or edited by the director and other staff members of the Survey. The publication of historical works, guides, and bibliographies is still in process; two manuscript guides are now in various stages of preparation (both are expected to be published within the next year) as is an extensive bibliography of Illinois County History materials. These projects ( and several major acquisitions which are being negotiated) could be seriously interrupted and possible jeopardized by a removal of the Survey from the Library or a move of the Survey to inadequate quarters. If the Survey is to be moved, it certainly should not be moved to inadequate amd impossible quarters. Any new facility must meet our actual needs; it should be in space adequate to house our steadily expanding holdings and should be of a quality which would promote the preservation of the valuable materials in our collections. This division's significant contribution to historical scholarship to the University of Illinois, and to the University of Illinois Library would be seriously reduced by removal of Survey from a close proximity to the Main Library's collections. We will be happy to discuss the matter of space with you. Sincerely, Dennis F. Walle ILLINOIS HISTORICAL SURVEY la Library University Library ( ) 3 linois 618 May 31, 1977 Mr. Hugh C. Atkinson 230 Library Dear Hugh: I would like to reflect for a moment on the meeting that was held with the LAS ad hoc Library Committee on Thursday morning, May 26, 1977. In your opening statement you commented on the space crisis with which the University Library is presently faced, and upon the need for a rational and coherent approach to a problem for which there are no easy answers. I believe the recommendation made by Dean Rogers at the close of the meeting provides the most satisfactory, temporary solution to a most perplexing problem. The point has surely been made by now that to physically separate the activities of the University Archives and the Illinois Historical Survey would be to cripple each of them severely; to move them to a location some distance from the central campus would destroy their present usefulness to students almost altogether. The consolidation of the Asian collection, desirable as it may be, ought not to be accomplished at the price of undermining the effective functioning of the Archives and the Historical Survey. I would submit that to seriously cripple two of the prime research units in the University Library without really meeting the needs of the Asian Center would be neither rational nor coherent. Dean Roger's recommendation has the merit of providing a temporary solution to the immediate problem of space, of maintaining the integrity of presently functiornunits, and of calling for a serious study of all of the factors involved in the creation of an Asian Center library. I hope his recommendations can be implemented quickly. Sincerely yours, Robert M. Sutton Professor of History and Director RMS:lr cc: S.B. Bennett M.J. Brichford R.W. Johannsen R.B. Crawford R.W. Rogers M.O. Friedman G.A. Russell Addenda IV March 11, 1977 The response of the Illinois Historical Survey to the request of the I.B.H.E. staff for information concerning the research activity in this unit is attached. Robert M. Sutton, Director 1. Short statement of goals and objectives and date of establishment. The Illinois Historical Survey was established in 1909 as a special unit of the Graduate College with the responsibility of collecting, organizing and preserving primary source material re- lating to the history of Illinois and of the "Old Northwest." That responsibility continues, and the Illinois Historical Survey and its library functions today as the custodian of a major research collection on Illinois history. The unique character of many of the holdings of the Survey Library enables it to assist with the instructional program of a sizeable number of undergraduate and graduate students, and to provide research opportunities for schol- ars, both on this campus and for those who come considerable dis- tances to use its resources. 2. Indication of current activities. The principal activities of this unit take three directions. The first has to do with the steady acquisition, processing and preservation of new source material which comes into the possession of the Illinois Historical Survey either through gifts or purchase. The manuscript holdings of the Survey Library have increased by 25% in the last five years and its book collection has doubled over the past decade. The second and primary area of activity would be the research service and support which the staff of the Survey provides to stu- dents, faculty and the general public. Because of their special expertise in the History of Illinois and the "Old Northwest" and their familiarity with the resources of the Survey Library, the staff is able to direct scholars to rich sources of information and to make recommendations concerning directions of potentially fruit- ful research. Finally, there are the research activities carried on by indi- vidual members of the Survey staff, as well as cooperative projects underway in the Survey Library with other members of the University faculty and staff. (These will be described in greater detail in the following section.) 3. Statement of services and achievements since July 1974 and complete list of publications for 1974, 1975, 1976 to date. (The latter may be appended separately.) In addition to the primary research service and instructional support which the Survey staff is able to provide, our unit finds itself called upon to cooperate with and to assist a wide variety of educational and public service activities being carried on both on this campus and around the State of Illinois. A more full descrip- tion of any of the activities listed below is available upon request. 1. Through its director, Dr. Robert M. Sutton, the Illinois Historical Survey participated actively in the American Revolution Bicentennial observance at both the local, state and national level. Dr. Sutton was chairman of the Heri- tage Committee of the Illinois Bicentennial Commission, and the Survey Library loaned materials for a major exhibition at the National Portrait Gallery in Washington, D.C. 2. The Survey staff worked with the Cooperative Extension Service (College of Agriculture) in carrying out a histori- cal review and preservation proposal for the Thebes (Alexander County) Court House. That project was completed in 1976. 3. This unit is at present cooperating with Thomas Booker, Area Extension Advisor for Resource Development, in a sim- ilar project involving Mound City (Pulaski County), Illinois. Research has been undertaken to determine the feasibility of developing a historic complex based upon the Civil War history of Mound City and, if feasible, to suggest a sched- ule of priorities for the development of the entire complex. 4. Cooperation between the Water Resources Center of the Uni- versity of Illinois and this unit resulted in the publica- tion by Ralph C. Hay and John B. Stall of a History of Drainage Channel Improvement in the Vermilion River Water- shed, Wabash Basin (1974). 5. The Illinois Historical Survey provided the basic data and the staff supervised the publication by G. K. Hall and Company (Boston) of the 13 volume Mereness Calendar: Federal Documents on the Upper Mississippi Valley, 1780- 1890 (1971) 6. The staff of the Illinois Historical Survey is frequently called upon to speak to and offer guidance for county his- torical societies, genealogical societies, local museum organizations and similar civic groups. Works in progress 7. Guide to the Heinrich Ratterman Collection of German-Ameri- cana by Dennis F. Walle and Donna Sell is scheduled for pub- lication in 1977 by the University of Illinois Library through the Robert B. Downs Publication Fund. -2- 8. Illinois Counties: A Check List of County Materials in the University of Illinois Library at Urbana-Champaign (approximately 375 pages) is ready for final editing with publication scheduled for 1978. 9. Douglas W. Carlson of the Survey staff is working with Margaret Robertson and Lois Pausch of the University Li- brary faculty on a guide to the John H. Walker Labor Col- lection. 10. Michele Finerty and Patricia McCandless are preparing an annotated bibliography of manuscript diaries and travel journals found in the University of Illinois Library. 11. Margaret Webb of the Library staff is editing a journal of a 19th century journey to the South Pacific. 12. Stella F. Mosberg is calendaring the important Jonathan Baldwin Turner Collection in the Illinois Historical Survey Library. Publications Robert M. Sutton, Director Books (authored, co-authored or edited) The Heartland: Pages from Illinois History. Lake Forest, Ill., Deerpath Publishing Co., 1975, 250 pp. Manuscripts Guide to Collections at the University of Illinois at Urbana-Champaign. Urbana, Ill., University of Illinois Press, 1976, 384 pp. Articles "George Morgan, Early Illinois Businessman: A Case of Premature Enterprise" in Journal of the Illinois State Historical Society, Vol. 69, No. 3 (August, 1976-, PP. 173-184. Book Reviews Illinois: A History of the Prairie State by Robert P. Howard in Journal of American History, Vol. 60, No. 2 (September, 1973), PP. r-5-446. Democracy's Railroads: Public Enterprise in Jacksonian Michigan by Robert J. Parks in Journal of American History, Vol. 61 (June, 1974), pp. 181-182. Lincoln's Preparation for Greatness: The Illinois Legislative Years by Paul Simon in Civil War History, Vol. 21, No. 1 (March, 1975), pp. 81-82. That Man Haupt A Biography of Herman Haupt by James A. Ward in Journal of the Illinois State Historical Society, Vol. 69, No. 2 (May, 197), pp. 149-150. Dennis F. Walle, Librarian Books (authored, co-authored or edited) Manuscripts Guide to Collections at the University of Illinois at Urbana-Champaign. Urbana, Ill., University of Illinois Press, 1976, 384 pp. Articles "George Clinton" in Dictionary of Canadian Biography (Toronto, Canada, 1974), Vol. III, pp. 12-127. "William Dudley" in Ibid., Vol. III, pp. 200-201. "The Rediscovery of the Ratterman Collection" in Non Solus, No. 2 (1975), pp. 21-25. "Three Manuscript Collections" in Ibid., pp. 50-51. "Thomas Hutchins - Geographer, Soldier, Rebel" in Ibid., No. 3 (1976), pp. 79-81. Book Reviews Historians Handbook by Helen Poulton and Marguerite S. Howland in Journal of the Illinois State Historical Society, Vol. 67, No. 4 (September, 1974), pp. 457-458. Mary L. Cartwright, Research Assistant Articles "The Taylor-Langworthy Collection" in Non Solus, No. 4 (1977), pp. 46-47. Addenda V UNIVERSITY OF ILLINOIS April 5, 1977 To: Dr. Sutton, Mr.,Brichford, Dr. Bennett From: Dennis F. Wallý t i Re: Consultation Visit to the McLean County Histroical Museum At the request of the President and the Curator of the McLean County Historical Museum, I visited that place on the afternoon of Thursday, March 31, 1977. The museum is located on the third floor of the McLean County Memorial Building. Its quarters are essentially new - being rebuilt after a fire which occurred several years ago. The museum display area is rather large. Adjacent to it are several rooms which include the local genealogical soci- ety and the local historical society libraries, an archives room, a good size work room and an administrative/control area. Among the holdings of this local institution is an interesting body of manuscript and archival materials which constitute a very useful local history resource. While not large when compared to a major library, it does amount to a significant holding when compared to most local and county historical societies. The purpose of my visit was to advise the organizations on preserva- tion, organization, description, controls, and other matters relative to their manuscript collections. Included among the material with which I equipped myself were acid-free folders, pH indicators, special supply cat- alogs, cleaning materials, rust proof fasteners and archival quality tape, a deacidification agent, sample Survey finding aids, the Survey's "Staff Manuscripts Manual," and various publications on the care of manuscripts (including works by Brichford, Duckett, Evans, and Kane). The meeting lasted about three hours. During that time many archival problems were at least mentioned and/or discussed briefly. The curator seemed primarily interested in problems of preservation, organization, description, and thus we concentrated on those matters. The meeting seemed successful and the curator was both pleased and enthusiastic about the consultation. Suggestions: This type of consultation presents a worthwhile public relations medium for the University of Illinois Library. In attempting to develop an "out- reach" program which would attempt to influence people to the value and con- tributions of the University and its library, the local historical and gene- alogical organizations present fertile areas for successful contact. The contact could take on a variety of forms including addresses or talks, con- sultation, or seminars and institutes. 1. Addresses and Talks: These would normally take the form of a) a discussion of the hold- ings of the Survey and/or of the University Library; b) some historical subject; or c) some aspect of manuscript or archival preservation, or- ganization, and administration. 2. Consultation: If an organization needed consultation on handling its manuscripts or book collections, records management, preservation of bindings or paper, acquisition programs, or even possibly the preparation of grant applications, the library could provide a person who is expert in that area to advise and assist them. 3. Seminars and Institutes: In addition to the above point (and not a substitution for it), the University could offer short weekend or even one day seminars or insti- tutes on such subjects as organization and description of manuscripts and archives; preservation of manuscripts and books; records management; as well as others. An Historic Preservation Symposium was held on campus last year sponsored by several departments. It seemed to be quite suc- cessful. Addenda VI STAFF MANUSCRIPT MANUAL ILLINOIS HISTORICAL SURVEY LIBRARY Prepared by Dennis F. Walle 1977 Table of Contents Preface .................................... ........................... 1 Introduction .......2 . ............*. * .....******* . ... 2 Collecting Manuscripts ................................. ......... 4 Possible Future Collecting Methods ........................................ 6 The Preservation of Manuscript Material ........................... 8 Property and Literary Rights ......................................... . 11 Illinois Historical Survey Library Manuscript Forms ....................... 13 Principles of Arrangement ................................................ 15 The Processing and Arrangement of Collections ............................. 18 Outline of Procedures for Handling Manuscripts ................... ... . 22 Collection Descriptions ............................ .......... ......... 24 Finding Aids ................ ... ............ ....................... 30 Broadsides and Historical Documents Collection ......................... 33 The Archivist/Curator Versus the Librarian ............................... 34 Future Programs.......Is. ... . ... .. .. .. .. . .. .. ..... .. .. *.36 Addendum I ........................ ................................... 38 Addendum II .......... .. .. .. .. .. ......... . . . . . . ..... 43 Addendum III ........................................ ..... . . .... .. .. 46 Suggested Readings and Aids ........................................... 5 Preface This manual was prepared for the use of the staff of the Illinois Historical Survey Library. The work is not intended to replace or supplant the basic works in the archival field. Its purpose is to standardize Survey procedures and methods and to provide a point of departure for future changes. As procedures change and new preservation techniques and supplies are devel- oped, this manual should be modified. This manual was read by Scott Cartwright, and Charles Elston. Each incorporated in the work. The author ance. Bennett, Maynard Brichford, Mary offered useful suggestions which were is grateful for their valauble assist- D. F. Walle -2- Introduction Manuscript items are usually unique and irreplaceable. A constant and positive commitment to their preservation and care is mandatory for all staff members of manuscript depositories including the Illinois Historical Survey Library. Equally important is the task of organizing collections properly and bringing them under proper bibliographical control which greatly aids scholarly research. There are principles, terms, and procedures to be understood and utilized; and, there exist a good number of books, manuals and articles on manuscripts and archives as well as courses, institutes, and workshops which are available to aid the staff. Their use of such materials is to be encouraged and, indeed, required. We all must participate in and be attentive to the preservation of the historical manuscript record of this country. The Illinois Historical Survey Library contains a broad ranging and many faceted collection of original and copied manuscript materials pertain- ing to Illinois and the Midwest. While the Survey's collections do not com- pare in size to repositories like the Chicago Historical Survey and the Illinois State Historical Library, the variety of the materials held is fas- cinating in its extent. Ranging from copies of documents obtained from for- eign depositories to papers of Jonathan Baldwin Turner and from the papers of Socialist and labor leader, Thomas Morgan, to five letterbooks of Presi- dent Grant's second Secretary of the Interior, Columbus Delano, the Survey's materials cover many diverse aspects of American life and Midwestern devel- opment. These valuable and unique manuscript holdings are of a quality which require supervision and care by qualified personnel who not only understand their historical content and research value, but who also appreciate the need for their proper preservation. At present, some of the Survey's collections are inadequately arranged, housed, and described. It is therefore in the hope of correcting these difficulties and also to provide for uniformity in manuscript organization and description that this manual has been prepared. The most important purpose and goal of the Illinois Historical Survey Library is the preservation of manuscript materials for use by researchers and scholars from many fields. The Survey staff should be aware of University Library preservation problems, and be ready to promote with advice, recommen- dations, and assistance, the proper housing, care, and cataloging of manu- script collections. All manuscript curators, archivists, librarians, custo- dians, or research assistants must continually bear in mind the uniqueness of the materials in their care and also be aware of their possibilities for research and teaching. The Survey Library is therefore committed to 1.) col- lecting manuscripts (which must be done via a positive acquisitions program), 2.) the application of proper preservation techniques in caring for and hous- ing manuscripts and documents, 3.) the application of modern archival tech- niques for arranging papers and organizing collections, and 4.) promoting "3. publications based on its collections. The following few paragraphs will attempt to summarize the objectives and procedures of the Illinois Historical Survey Library and the qualifica- tions and activities of its archivist/curator, who has daily care of the col- lections. Bibliographic Note: There are a number of general surveys of the field. A useful summary is the article by Paul H. McCarthy, Jr., "Overview: Essentials of an Archives or Manuscripts Program" in the Drexel Library Quarterly, Vol. XI, number 1. For remarks on the training of the Archivist/Curator and a proposal for the improvement of the Survey staff (with a job description for the Cur- ator/Librarian) see Addendum I. -4- Collecting Manuscripts: The building of a manuscript collection can be gradually developed by merely sitting back and waiting for people to come to you. Yet more positive measures may be, and are, of course obvious and available. By all means al- ways be alert and open-minded. Never turn down a collection of manuscripts because the subject of the collection was not important to the donor, the fam- ily, some scholar, or other person who has glanced at it. Beware of all of these observations because these have been made in regard to some of the more valuable collections in the Survey. Keep an open mind. Consider the possi- ble uses of the collection to a scholar at some time in the future. Don't accept the erroneous and snobbish concept that a person had to be "someone important," or in politics, or a great or significant author, writer, busi- nessman, or teacher. The determination of the "value" of a collection is in its potential use by some scholar or researcher whether they are interested in politics, commerce, and trade patterns, historic site restoration, the life of women on the midwestern farms, family histories, forms of documents, lifestyles, modes of expression, labor strife, or some other subject. Again keep an open mind and use your imagination regarding the possible use or re- search value of a collection. (A very good, but somewhat different approach on determining what records should be preserved is in T. R. Schellenberg's The Appraisal of Modern Public Records, Bulletin No. 8, National Archives and Records Center.~ Manuscripts may be acquired through donation, copying, purchase, or deposit. A large number of the Survey's collections were obtained as gifts presented by people who knew members of the staff (or knew people who knew...) and their interest in manuscripts (examples, Bodman, Burr, and Flagg Family Collections). Copying manuscripts has been another very important source in the growth of the Survey's manuscript collections, since many donors wish to keep their old manuscripts as family memorabilia (examples: the Jessie C. Cordiner and Guttman-Stevens Collections). On other occasions the Survey Library has obtained originals by providing the family or donor with copies for their use (the Allen Family and Todd-Farnsworth Collections are examples). Organizations, quasi-divisions of the University, or professional as- sociations have deposited or given (deeded both property and literary rights) their records to the Survey for preservation (examples: A.I.A., C.I.C., Illinois Constitutional Convention Verbatim Minutes, League of Women Voters, Champaign County). Manuscripts may be purchased through rare book dealers or at auctions (examples: Schuyler County Plats, Durfee, Illinois, and the Taylor-Langworthy College Collections). The latter can be very expensive and caution is strongly suggested; however, if the item has significant histori- cal value or because of its uniqueness, purchase should be considered. Often manuscript depositories will microfilm collections (examples: Charles Ellet Papers, Illinois Land Records, and the Pierre Menard Collection); these should be purchased if they will add to the breadth of the Survey's holdings. Other copies are often obtained by scholars for their work and deposited in the Survey when that work is finished (examples: The Shelbourne, S. A. Douglas, and various Communitarian Collections). A final source of manuscript materials has been the acquisition of materials by transfer or exchange (trade) with other divisions of the Univer- sity of Illinois Library (examples: H. A. Rattermann and J. V. C. Phillips). -5- Whenever Illinois, Midwestern, or American manuscript materials are identi- fied in the Library, a serious effort should be made to transfer them to the Survey. Bibliographic Note: The works by Borden and Warner and by Ken Duckett each contain good discussions of collecting methods. (The latter includes interesting com- ments on collectors and appraisers.) On the subject of appraisal and evalu- ation, National Archives Staff Information Paper number 8 and Staff Informa- tion Circular number 13 are good, while the SAA manual by Maynard Brichford is the basic work. Very concise and readable (and highly recommended) is by Mary Lynn McCree's essay in the Drexel Library Quarterly, Vol. XI, number 1. For a proposed acquisition statement for the Illinois Historical Survey Library, see Addendum II. Possible Future Collecting Methods: The growth of the Survey to date (1977) has produced a collection of approximately 500 linear feet which averages to about seven and one half lin- ear feet per year. This average is less than satisfactory. As a goal, the minimum average growth of about 20 linear feet should be sought, and, when- ever possible, surpassed. There are many possible courses of action to be considered in the building of a collection. They are (to suggest but a few): 1.) Advertise in newspapers on a county basis; this should be given serious consideration because it reaches the broadest audience for the least ex- penditure (select the ten most prominent in an area and place ads on two consecutive Sundays); 2.) Watch for and attend manuscript auctions; 3.) Check Rare Books and Autograph Catalogs (especially Putnam's of Bloom- ington and Dunlap's of St. Louis); 4.) Watch for advertisements of Farm Sales or other auctions which occa- sionally contain manuscript records; 5.) Advertise in Genealogical Society (local and state) publications; 6.) Advertise in local historical society publications; 7.) Attend meetings of local historical and genealogical societies, to give talks on the subject of historical preservation and to solicit manu- script donations; 8.) Contact friends and associates to solicit manuscript materials; 9.) Send periodic letters to department chairmen, to be posted in prominent places soliciting manuscript materials from the University staff (non- University archive type); 10.) Examine county and town histories and determine the most prominent fam- ilies and businesses (the use of Plat books may be used to determine the largest landowners past and present); then, peruse a present day directory to locate heirs; finally, write them to solicit manuscript materials; 11.) Determine large corporations or businesses which might still possess records and examine the possibility of their location in the Survey (they may also be a source of funds for the University Library); 12.) Use Illinois Blue Book to determine Senators, Congressmen, State legis- lators, State officers and judges, mine inspectors, etc.; then deter- mine possible location of heirs (use telephone book, directories, etc.). 13.) Consider possibility of mutual exchanges (trades) of materials with divisions of the University of Illinois Library which hold manuscripts. 14.) Consider possibility of mutual exchanges (trades) of materials with other libraries or owners (with library approval). 15.) Write to large businesses and corporations inquiring about their pos- sibly depositing their records with the University of Illinois Library (along with possible funding). Bibliographic Note: See the references for the previous section. -8- The Preservation of Manuscript Material: Preservation of historical documents and manuscripts lies at the heart of the archivist/curator's profession. To make manuscript materials available for use, we must all be concerned with their proper handling, hous- ing, and treatment. Several books and pamphlets have already been written on the subjects of preservation, types of paper and equipment, the causes of paper deterioration, and many other related topics. Further, current issues of The American Archivist contains news of recent developments in preserva- tion, storage techniques, and supplies. Within the University of Illinois Library there are several staff members who are, to a good extent, acquainted with the subject and new developments. They can, and should be, consulted whenever necessary. The following preservation, storage, and cleaning mate- rials are in use in the Illinois Historical Survey Library: 1. Hollinger Documents Boxes (letter and legal size, 2.5 and 5 inches; also, flat boxes); 2. Record Storage Boxes (acid free); 3. Hollinger Acid Free Folders (legal, letter, and various map sizes); 4. Mylar Plastic Folders (several sizes); 5. Hollinger Envelopes (various sizes); 6. Plastiklips (we are, at present, the only library division of the University of Illinois permitted to utilize these); 7. Staples - Monel Metal (rust proof); 8. Permalite Bond Paper (letter and legal size for dividers and for permanent copies); 9. Artists' Vita Kneadable Erasers; 10. Opaline Pads or Skum-X; 11. Wallpaper Cleaner; 12. Pink Pearl Erasers and A. B. Dick Offset Erasers; 13. Red Tape (cloth); 14. Gauze (for dusting and cleaning manuscripts); 15. Archivist Pen (to determine approximate pH content), pH Kit (to determine closely pH content), or Color pHast Sticks (which do not mark the document); 16. Filmoplast (a manuscript mending tape). Each new manuscript collection should be examined for signs of vermin or fungus damage. If these are found, spraying may be the best solution for the former, but be careful not to harm the paper. On one occasion, for a particularly dirty collection visably containing insects, we placed the old record books and the rolled manuscripts in a large box, sprayed into it (not on the documents), and sealed the box for three days; later, we repeated the process with good results. For some fungi and mildew damage, Miss Gammon in the Binding Division has a chamber (an old refrigerator) in which she places Thymol crystals under heat (150 watt light bulbs). If this procedure is not satis- factory for a particular fungi then deacidification as well as possible lamina- tion or encapsulation should be considered; the Illinois State Archives will occasionally perform this task for the University of Illinois Library, other- wise it will be necessary to contact Barrow Brothers or a similar shop. (Sev- eral new processes of deacidification are in use or under consideration in- cluding Professor Smith's Wei-to process and a pressurized gas chamber.) -9, In most cases, you will not encounter these problems. However, many collections will be dirty and therefore, require cleaning. Surface dirt should be blown off and then wiped with gauze (a small hand vacuum cleaner would be useful in the case of loose dirt - to be used only after the collec- tion is carefully examined to ascertain that the documents are not brittle). For dirty or dusty documents on fairly strong paper, wallpaper cleaner, Opaline pads, Skum-X, and erasers (kneadable, pink pearl, and A. B. Dick) may be used with good results. Repair torn documents with manuscript mending tape, by lamination, or by incapsulation - never use celophane tape!! Never use an irreversible process. After a collection has been treated, cleaned, and arranged, it must be housed. Documents should be opened and placed flat in acid free folders (legal, letter, or oversized); after the folders are marked they should be placed in the appropriate documents box or drawer. Large leather bound (espe- cially if the leather is deteriorating) and other volumes should be wrapped in acid free tissue paper and tied with cloth red tape. Smaller volumes may be placed in acid free envelopes. Within any manuscript depository, humidity and temperature controls are essential for proper care and preservation. While both are important, the former is easier to regulate if localized air-conditioning is available. Within the present confines of the Illinois Historical Survey (la Library), we have an air conditioner but lack any humidifier which is usually unneces- sary during Illinois summers. The ideal situation for manuscript housing would be a location in which these facilities were built-in, and completely controlled and which provides adequate shelf space for present needs and future expansion. This is most easily down when installed at the time of planning a new building. Note: Keep abreast of the University Library's participation in preservation matters as there are staff members who are very enthusiastic about this subject. Mr. Henderson in binding is very interested and is strongly pushing it. We may have a limited preservation lab within a few years, and a consortium, a contract with Professor Smith, or a Vaccundyne air chamber with- in five to ten years. Note on Ordering Supplies: The Library Office orders legal and letter size Hollinger Folders, Mylar Plastic Folders, and Plastiklips. Consult the Map and Georgraphy Library when needing to order map folders of different sizes and acid free tissue paper. Hollinger boxes (five inch) can be ordered in conjunction with the University Archives. Other Hollinger boxes (2.5 inch), oversize, and flat boxes), special supplies (paper, opaline pads, staples, pH kits, etc.) should be ordered or obtained through the Binding Division. -10- Shelving should be ordered through the Library Office. Locked cab- inets can be ordered through the Library Office or the Graduate School. Bibliographic Note: Works which contain good discussions of preservation, care, or con- servation are Kenneth Duckett's Modern Manuscripts, Lucille Kane's Guide..., The Rehabilitation of Paper Records (NARS, SIP No. 16), A. E. Minogue's The Repair and Preservation of Records (NARS, Bull No. 5), and Clark Nelson's essay in the Drexel Library Quarterly, Volume XI, No. 1. Also useful are the Library of Congress' Preservation Series and the technical literature avail- able from such conservators and businesses as Barrows, TALAS, and Hollinger. Recent developments are printed in the American Archivist. -11- Property and Literary Rights: The problem of Property and Literary Rights has been a fairly recent problem for most historical libraries and manuscript depositories. Many only became aware of these problems since World War II (the Survey - in 1974). The terms, however, delineate an extremely important problem. "Property Rights" refers to the ownership of a letter or group of letters or collection of pa- pers. "Literary Rights" refers to the use of the wording of manuscripts or documents either completely or in significant parts. This latter right has a significant bearing on those using manuscripts who have the desire to quote portions of letters or entire items or groups of items. The problem in the extreme is, simply stated, the possibility of law suits resulting from the use of materials (usually embarrassing to someone's ancestor) for which a transfer of literary rights to the library or the public cannot be proven. The law suits usually follow a "shotgun pattern," that is, everyone is sued. Interestingly there is at present no statute law relative to this matter, and, thus, the above comments are based on "common law." However, there is an attempt in Congress to define this matter in law and, hopefully, the re- sult will free at least nineteenth century items for general use. The problem raised for the Illinois Historical Survey is that over the almost seventy years of its history of collecting materials the question of literary or property rights has not really been apparent, except in re- gard to restrictions placed on materials from other libraries or on gifts from individual donors. Thus, while the Survey has some sort of proof of property rights to many of its materials, the problem of literary rights pre- sents a significant dilemma for both the Survey and for its patrons. While the Illinois Historical Survey should continue to permit pa- trons to use its materials, the patrons should, and must, be made aware of the problems involved in the question of "Literary Rights." In regard to copies made of original material still in private hands, the Survey should attempt to get a "release" to use and quote, or permit others to use and quote the manuscript materials from the owner. Essentially this amounts to obtain- ing the literary rights and not the property rights. In regard to original items, the Survey should (must) get a statement from the donor conveying prop- erty rights (ownership). Indeed, in order to prevent future problems and in the absence of definitive federal legislation, the Survey should not take col- lections without some conveyance of property rights and if possible without some conveyance of literary rights, even if (in the latter case) there are some restrictions. Nonetheless, it is a Survey policy (and should remain so) to preserve (or aid in preserving) the historical records of the past. Thus, to carry out this policy and goal the Illinois Historical Survey should continue, if all attempts at obtaining property and literary rights fail, to collect ma- terials for preservation for the future. In this case, appropriate warnings, protections and/or restrictions should be given and made to patrons and donors. Bibliographic Note: While there are many possible references to this topic, there are two -12- specific works which are most useful. Kenneth Duckett in Modern Manuscripts presents a good discussion of the differing views on the subjects of literary and property rights and their implications for the curator. A brief and very readable delineation of the problem is in Henry Cox's essay in the Drexel Library Quarterly, Vol. IX, number 1. The latter outlines the legal situa- tion today (the position explained therein is basically that followed in the Survey). When the implications of the new copyright law are apparent, that information should be added to this section. Illinois Historical Survey Library Manuscript Forms: For the purpose of collecting, processing, and recording manuscript materials, the Survey is presently using the following forms: Deed of Gift: This form enables the donor to transfer both property rights and literary rights to the Illinois Historical Survey Library. Also, the donor may establish any restrictions he or she wishes; of course we should dissuade the donor from making ones which will seriously restrict a valuable collection's use forever--but reasonable restrictions should be readily accepted and faithfully observed. When this form is signed and re- ceived from the donor, we then sign the receipt and return a copy to the donor for his records. Statement of Permission to Copy and Use: The purpose of this docu- ment is to enable donors to maintain possession of their manuscripts mate- rials and still provide for their research use. Our procedure is to borrow the documents, make reproductions, and then return the originals. In sign- ing the "Permission to Copy and Use Form," the donor grants us the right to publish the documents and also full permission to allow scholars to examine the materials and to use them in their work--including possible publication. [Survey Release Form]: This form was copied from one used by the Rare Book Room; it has been revised and expanded to include specific refer- ences to literary rights. (We have added a statement whereby the signatory agrees not to place copies made from records in our Library in any other li- brary, archives, or manuscript depository and to give due credit to the Illinois Historical Survey Library and the University of Illinois Library in any direct or indirect use of the copied materials in publications.) The purpose of this form is to enable us to selectively provide copies of manu- scripts to patrons and scholars for which we do not have a statement relating to literary or property rights or both. By it, the patron takes on the res- ponsibility for obtaining permission from the heirs or others who possess the literary rights for publishing quotes from manuscripts and for clearing copyright and literary rights. Further, the patron absolves the University of Illinois Library from any responsibility concerning violations of copy- right or literary right infringement in his use of the Survey's materials. Manuscript Accession Sheet: When a manuscript collection arrives in the Survey Library, the individual who first examines it should fill out this form on which is placed all essential information about the collection. This practice should follow the inclusion of a brief entry in the Manuscript Ac- cession Book which contains space for the collection's name, dates, size and cost; donor's name and restrictions; description; and plans for disposition. (Usually the form is filled out when the collection is organized). Manuscript Work Sheet: Whenever any change is made in the content, arrangement or description of a collection, the information, date, and the name of the individual who made the change is entered on this form. By this method we know who did what to a collection, and when they did it. [Box Label]: The Survey adopted its own box label in 1974 based in part on the form used by the University Archives. It provides space for the Collection's name, box number, and folder number. Rules for Manuscript Use: Every manuscript depository should have a written statement of its policies concerning manuscript use. The Survey Li- brary's statement (which should be reviewed periodically) requires the patron to acknowledge and agree to honor the rules by signing his or her name and address. Patrons are also asked to identify their school or institutional affiliation, level or type of work, and research topic. The form is thus not only a method of protection for the Survey and its collections but also val- uable in providing statistical information on patterns of patron use and for the Annual Report. Bibliographic Note: The most useful work of the literature on forms is the Forms Manual published by the S.A.A. It identifies fifteen categories of forms. Each category contains sample forms in actual use by archives and manuscripts depositories throughout the country. The two basic principles governing the work of archivists and manu- script curators are respect des fonds and provenance. (Maynard Brichford refers to the second as a doctrine and adds to these two the "doctrine of the sanctity of the original order.") The S.A.A. glossary of archival terms, however, groups these concepts together under "provenance," referring to the doctrine of "sanctity of original order" as a corollary. The origin of these terms is discussed in depth in most archival texts and manuals. Brief definitions, therefore, will suffice here and the reader may at leisure con- sult any of the basic works listed in the bibliography. "Provenance" re- lates to the arrangement of records by source (in the case of archival re- cords), by the administrative unit, department, or office creating them. "Respect des Fonds" requires that records be maintained within or under the fonds (units, departments, etc.) in which they were originally assembled or accumulated. The "sanctity of the original order" basically concerns the internal order of papers and requires that they be maintained in the same order established by the creating body. Essentially, these principles when applied to a manuscript depository like the Illinois Historical Survey Library require that 1.) all collections (personal, papers, farm and business records, and government records) be classified under the heading of the creating source; 2.) the papers of a creating source should not be mixed with those of others, especially in the case of government records; and 3.) if papers or records or other archival type are obtained in a particular order, that order should not be disturbed. The Illinois Historical Survey Library seldom obtains governmental records, but when such items (such as a poll book) are acquired they should be iden- tified and classified by the governmental division's name. A subdivision of a government should be clearly indicated in the classification if the re- cords were clearly created by that unit. Occasionally business or organiza- tional records of different types are acquired, and, if they are in the order determined by the business or organization they must be left that way; this includes subdivisions of the organization as well as the original ordering of files. If the original order was disturbed in some way, it should be restored as far as possible. T. R. Shellenberg in The Management of Archives (New York, 1965) lists three principles for arranging archival groups and five principles for arranging manuscript collections. They are: Archival Groups: 1. The archivist "should maintain each archival group, established on an administrative basis, as an integral unit." 2. "An archivist should arrange archival groups in an organizational or functional relation to one another." 3. "An archivist should arrange archival subgroups in an organization relation to one another." Principles of Arrangement: -16- Manuscript Collections: 1. The archivist or curator "should maintain each collection as a separate and integral unit." 2. "When dealing with both manuscript collections and archival groups, an archivist should place the two types of material in separate parts of the stacks..." 3. The archivist or curator "should normally place collections in the stacks in the order in which they are accessioned." 4. The archivist or curator "should not arrange collections in the alphabetical order of their titles." 5. The archivist or curator "should group collections into classes only in exceptional circumstances." The principles for arranging archival groups are listed above for reference information as they will occasionally apply to collections obtained. The second group of principles is of importance and interest because of their direct bearing on the nature of the Survey's holdings as well as because of the discrepancies between them and the Survey's practices. The most import- ant of these manuscript principles is number one which the Survey does follow --with a few exceptions, such as in the group of foreign copied manuscript items (in these groups the items are divided by depository and are arranged wherever possible on the basis of the order in the original depository). In the past, the Survey's practice has been to arrange all collections (manu- script and archival) in alphabetical order; however, this is no longer prac- tical due to the growth of the collection over the last three years. (It is seriously doubtful whether it ever was wise to do so because of the unfortu- nate necessity of shifting manuscripts with each new acquisition and because of the inadvisability of housing manuscript collections in drawers.) There- fore, with the lack of space in the Survey, the steady growth of the collec- tions, and the necessity of using almost any storage space available, the Illinois Historical Survey Library is now following manuscript principles three and four. Thus, Survey practice is generally in line with the first and fifth manuscript principles and is beginning to come into agreement with numbers three and four; manuscript principle number two will require signi- ficantly more storage space to set into practice. While all these principles may not be easily implemented in the Survey, the persons in charge of the col- lections should be aware of them and recognize the necessity of their eventual implementation. Note: Location control is maintained through the Survey's loose leaf guide which identifies range, section, and shelf location for large collec- tions and which collections are in other storage areas or in the small col- lection file. Bibliographic Note: Most general works include some discussion of the basic archival prin- ciples and arrangement; expecially good are the two texts by Theodore Schellenberg. Good discussions of principles are also in the NARS Staff Information Circular Number 5, and the Staff Information Paper Number 18 and 20. An essential article is 0. W. Holmes' "Archival Arrangement; Five Dif- ferent Operations at Five Different Levels." A very significant and excel- lent work is Muller, Feith, and Fruin's Manual for the Arrangement and Des- cription of Archives - it will always be useful. Ken Duckett's Modern Manu- scripts includes an extensive survey of arrangement. Also very good are Lucille Kane's Guide..., Richard Berner's essay in the Drexel Library Quarter- l, Volume XI, Number 1, and Borden and Warner's The Modern Manuscript Library. The Processing and Arrangement of Collections: A basic function of an archivist or manuscript curator is the organ- izing of manuscript collections into a proper and usable order. As soon as the collection processor is ready to begin, the nature of the collection, and any possible problems which can be ascertained, should be indicated on the "Manuscript Accession Sheet." In general, after the collection has arrived in the Survey and has been fumigated and cleaned (as discussed in the section on preservation), the materials in the collection should be sorted. If it is an archival collection or group, the principles which were briefly described in the previous sections should be employed; i.e., the order of papers in files, the order of the files, the relationship of groups or series, and the identification of creating units should be scrupulously observed. However, most collections arrive in various states of disarray and require division by type of document into different series. The first step is to examine and identify what is in the collection; if the collection came in boxes create a list of contents for each box. On occasion, through observation, the processor can determine that the collec- tion will readily divide into several different types and series of papers; i.e., correspondence, diaries, business records, etc. In this case, it would be possible to separate the materials into broad general series before reach- ing a final decision on both filing and organization. Remove all materials from the collection which might be harmful. Re- place regular metal staples with monel metal (rustproof) staples; remove paper clips and, if some such item is necessary, replace them with either plastic clips or rustproof staples (use plastic paper clips sparingly because of the cost and because of the bulk they add to a collection). Remove rubber bands and replace them with string or red cloth tape (order from Talas); special items might be placed in acid-free envelopes. The processor should give serious consideration to removing newspaper clippings and replacing them with good machine reproductions (electrostatic copies). Enclosures in letters should be kept with the particular piece of correspondence unless they pos- sess extreme or unusual bulk such as a book or a map; in these cases the item should be moved to a separate series consisting of such items (the map should be flat filed) and location referenced (with dummy folders) and the informa- tion added to the finding aid. Never attach anything to manuscript materials in the form of notes unless 1.) it is of extreme importance, 2.) it is on acid free materials and the item of attachment is rust proof, and 3.) the manuscript is not on acid- loaded paper. Never place calendar cards on documents. Notes attached to manuscripts should contain very important information relative to that par- ticular document (such as an identification of a difficult signature or a note locating the whereabouts of removed enclosed items). Whenever and wherever possible, keep all elements of a collection together; items which are integral parts of a series, in general, should not be removed. Separate materials only when storage factors obviate separation --as in filing oversized documents in flat files; also separate materials which are cbviously out of place or misfiled. -19- If the collection consists of a significant number of books, pamphlets, broadsides, or maps, the processor should consider removing them, though it is usually the best practice to keep a collection together in one place and it is best to avoid removing proper items from series and files. Bulky mate- rials such as books may be removed and catalogued if the need arises; but in that case a complete record of materials and their transfer should be kept (with the collection) and the materials themselves should be clearly marked (with a bookplate or at least a note) as to their origin. During and corresponding to the preceding procedure is the removal from the collection (weeding) of all non-manuscript duplicate materials. Du- plicate items add virtually nothing to a collection. The decision to keep such items must be defended and not the reverse. If there is a possibility of some monetary value or research use to removed duplicate items, then re- turn them to the donor or save them for possible trade by the Survey or the Library's Gifts and Exchange division. The removal and destruction, during this process, of unique original materials should almost never occur. If and when it does take place, such actions must be based only on very serious consideration. The materials themselves must be of virtually no research value to any aspect of histori- cal or other scholarly study; it must not have any genealogical value, it must not have any antiquarian value, and finally it must not have any mone- tary value. The problem of disposing of items, which present duplicate in- formation, is a matter that should not be determined until the entire col- lection is examined, and then it should occur only after serious and balanced consideration. Thus, if a business collection contained bills, receipts, and cancelled checks as well as the general record books which recorded the same information, the bills, etc., would not add anything to the collection. In the situation where the processor might be working with unique items which had little research value, it would be best to keep the items rather than discard them--if only on the possibility that they might later have a value which the processor had not perceived. If a collection has an order established by its creator (not an heir or collector) that order should be maintained. If this is not the case, then the processor must establish the order. Once the contents are identified, the processor should determine the series into which the collection will be separated--assuming the collection has sufficient content (this point is of some consequence since often the Survey's manuscript acquisitions are rather small and do not require any divisions whatsoever). The possible types of divisions obviously depend on the nature of the collection and the records contained. Generally speaking, a collection of personal papers could con- tain correspondence, diaries or journals, personal business records (includ- ing bank books, bills and receipts, cancelled checks, and possibly such items as contracts, insurance policies and stocks and bonds), school papers and re- cords, professional and business papers (including correspondence, etc.), memorabilia, (including scrapbooks), printed materials (books and pamphlets), and artifacts. Each of these possible types of materials should be consid- ' ered a possible series. Correspondence can be arranged chronologically or alphabetically; as single and distinct items or in a combination of letter and response; as incoming, outgoing, and miscellaneous; and in personal, fam- ily, and business divisions. Sometimes in large collections, the ordering or correspondence will have been determined by the donor; often, however, these materials will have to be totally arranged and, usually, ordering will be chronological or alphabetical. If the former order is decided upon then the processor should give careful consideration to an index--or, at least, a list of prominent correspondents. All of the other types of materials listed should be separated into series and sub-series. If for some reason the collection contains documents, letters, and other papers which were copied from other libraries to add breadth to the col- lection, these should not be included with the originals. They should be kept separate within the collection, possibly as a sub-series, under the name of the library holding the originals. This procedure protects our patrons, our library, and the library which sent the originals, since the literary rights and copying controls usually rest with the original library. Business papers should be divided into sub-series by businesses (if more than one is involved) and then separated into types of records. Again remember the principles discussed in the previous section and apply them strictly, especially to business records which may be already in the order established by the office which created them. After the materials have been sorted into series and sub-series, the housing of the manuscripts is the next step. Whenever possible, folded manu- script materials should be opened and flattened. Place all manuscripts in acid-free folders. All documents should be housed according to size; if some are legal size then all that will fit in the box being filled should be placed in that same size folder (don't put letter size folders in legal size boxes). Oversized materials in the collection should be placed in acid-free map or oversized folders and flat-filed (location information should be placed in the Survey files and in the box). Small collections (less than 2.5 inch wide Hollinger box) should be housed in file drawers (some libraries box them with miscellaneous small collections). All larger collections should be boxed and placed on shelves. [Note: it is improper to house large collections in drawers, especially in old cabinets, because of the possibility of insect damage and because of the possibility of damage and loss through shifting.] For very large collections, especially archival, consideration should be given to the acid-free record storage (or records center) boxes made by Hollinger or other companies; these boxes will hold approximately one cubic foot of re- cords. If the collection contains materials, the use of which was restricted by the donor, those items should either be placed in a special or separate sealed folder or envelope and identified as restricted and kept in sequence or placed in a separate box (indicate location by using dummy folders). If a separate "restricted" box is kept, the label should clearly bear that in- formation and the box may further be tied and sealed. The same procedure should be followed if the entire collection is restricted. If restriction is limited in the form of a time period or in the form of an access limita- tion by one or several persons then that should be indicated on the label. All boxes and folders should bear labels which briefly describe their contents. The Survey's box label has room for the collection title and box and folder numbers. The box label can and should be used to indicate sub- divisions of large collections as long as they are not extremely detailed. If a code system is used to indicate the arrangement of the papers, it should be prominently indicated on the labels. When the Survey gets a separate stack area, it will be possible to place the collections on shelves in a permanent location as they are finished. The Survey has adopted an accession number system in placing boxed collections on shelves in numerical order of accession number rather than in alphabetical order by collection (which would require continuous shifting). Keep a record of locations of collections in work fold- ers, in Manuscript Accession Book, and with the collection description in the Survey's loose leaf manuscript guide. All records indicating the nature of the work on a collection should be kept in the work folder in the Survey files. These would include the "Manuscript Accession Sheet," "Work Sheet," the papers concerning transfer or ownership (of Literary and Property Rights) and inventories or other types of finding aids. Box and other preliminary inventories should be discarded after a permanent inventory is established. Bibliographic Note: Most of the studies cited in the previous section pertain to this topic also. Outline of Procedures for Handling Manuscripts: 1. Upon arrival, enter the preliminary collection name, approximate size, donor's name, date of acquisition of the collection, and any restrictions in the Manuscripts Accession Book. 2. Fill out Manuscript Accession Sheet (especially remember to include any restrictions), describe generally the processing problems which may be encountered. 3. Examine collections for presence and damage of vermin and fungus; elim- inate and correct problem, or seek help in doing so from the Binding Division. 4. Examine and identify materials in the collections and, if necessary, make lists by boxes. 5. Sort the materials into series and sub-series (establish sub-groups where necessary) by type of manuscript material (correspondence, business pa-- pers, etc.), and by type of material (diaries, ledgers, maps). a.) A collection may contain papers of different members or branches of a family; these should be identified in the Manuscripts Group as a separate group or sub-group. b.) Correspondence can be in alphabetical or chronological order. c.) Separate business papers, first by business and then into series and sub-series by type of record. 6. Remove materials which might damage manuscripts including regular paper clips, staples, rubber bands, newspaper clippings, and replace them with rust proof and acid-free materials. 7. Repair torn or damaged documents using reversible procedures (manuscript mending tape or Barrow lamination). 8. Open and flatten all manuscript materials. 9. Weed from the collections all duplicate items; give consideration to removing materials which contain duplicate information. 10. Place manuscript materials in acid-free folders according to document size (keep the size of box in mind when doing this since only legal size folders should be placed in legal size boxes and not a mixture of sizes). Oversized manuscript materials should be flat filed in map or oversized folders. 11. Place all legal and letter size folders in boxes. If the collection is smaller than the 2.5 inch wide Hollinger Box then the materials can be placed in drawers. 12. Label boxes. 13. House boxes on shelves or in locked cabinets. Large collections should not be placed in drawers. 14.. Prepare finding aids and write manuscript description (include location). 15. Place finding aid and location with all records on collection work in "Work Folder." 16. Identify location in the loose leaf manuscripts guide. Also indicate the number of boxes and also the specific size and type of box. Bibliographic Note: The best summary of processing is to be found in Maynard Brichford's Scientific and Technological Documentation. It is brief and very succinct. Collection Descriptions: Descriptions of all collections must be placed in the Survey's loose- leaf manuscript guide or catalog. Collections of any appreciable size require an additional finding aid beyond the description and it may be of several types: preliminary inventory, inventory, list, calendar, index, or guide. Since many of the Survey's collections are small a brief description entered in the loose- leaf guide will suffice. The form of this description will therefore be dis- cussed first. The basic elements in the Survey's manuscript descriptions are I.) title heading, II.) biographical/historical description, III.) description of the col- lection's contents, and IV.) origin (and restrictions--if any) of the collec- tion. I. The title heading consists of four elements: A.) title, B.) capsule description, C.) dates of description, D.) size of collection and type of repro- duction if any, and E.) type of finding aid if any. A.) The title consists of the name of the person, family, business, church or government department or agency which created or gathered the records; if it is a person, the name is followed by the birth and death dates in parentheses (if only one of these dates is known place birth or death before it). Avoid and try never to use subject entries, i.e. Commerce in the Middle West; they are confusing. Only set up manuscript groups which consist of several collections for good and seriously considered reasons (ex. British Archives and Depositories). B.) The capsuled description consists of a word or phrase which essentially identifies the type or character of materials in the collection. While some important depositories tend to simplify terminology as much as possible, the processor should keep in mind that the researcher (and also the Survey) is aided by greater specificity in description rather than less. Terms such as "Papers," "Records" add precious little more information than the term "Collection" (these two terms can be used but should be limited to large collections and only as a last resort). If a collection, for example, contains three basic types of materials such as cor- respondence, bills and receipts, and photographs, indicate that information and do not use "Papers." If a collection contains only a few types of records, specify the types; for example, instead of using "business records" if the col- lections hold any day books, indicate that specific information. However, if the collection contains many more types and series of records then use the broader term. Check definitions of terms in Webster's Dictionary, Black's Law Diction- ary, Edwin Thompson's unpublished A Glossary of American Historical and Literary Manuscript Terms (Mr. Brichford has a copy), and in the Society of American Archivists's A Glossary of Basic Terms for Archivists, Manuscript Curators, and Records Managers, and use them exactly. The following terms from T. R. Schellenberg's The Management of Archives (pp. 122-129) may be used. Commonplace terms (p. 125): Correspondence Memoranda Notes Letters Messages Reports Letter books Minutes Telegrams -25- Personal record types (p. 126): Autobiographies Biographies Clippings Commonplace books (obsolete and con- fusing) Daybooks (confusing) Essays Example books Family histories Family trees Genealogical notes, papers, or sketches Genealogies Journals Memoirs Obituaries Orations Piece books (poetry) Poems Reminiscences Scrapbooks Sermons Speeches Business records (pp. 126-127): Journal or daybook, wastebook and blotter Cash journals, formerly called cashbooks Purchase journals, also called invoice books, invoice registers, voucher books, or voucher registers Sales journals, also called sales books General ledgers Private ledgers Purchase ledgers, better known in modern accounting as accounts payable ledgers, and formerly known as bills payable books Sales ledgers, better known in modern accounting as accounts receivable ledgers, and formerly known as bills receivable books Common corporate types (pp. 127-128): Abstracts of title Accounts Affidavits Agreements Appeals Articles (of) agreement incorporation partnership Awards Bids Bills (of) exchanges indictment lading sale Bonds Briefs Certificates (of) deposit incorporation land purchases registry stock Checks Claims Contracts Conveyances Debentures Decisions Deeds Depositories Insurance policies Inventories Invoices Judgments Leases Letters testamentary Licenses Lists (of) cargo freight passengers prices stock taxes Logbooks Manifests Mortgages Opinions Payrolls Pleadings Pleas Proceedings Receipts (of) sales taxes warehouse Requisitions Securities Specifications Statements Summonses Testaments Titles Vouchers Warrants Wayb ills Wills -26- Government record types (p. 128): Announcements Applications Appointments Authorizations Charters Circulars Commissions Decrees Directives Discharges Dispatches Endorsements Franchises Grants Instructions Interpretations Land grants Land patents Land warrants Laws Letters patent Memorials Muster rolls Notices Notifications Orderly books (same as order books) Orders Ordinances Passports Patents Pension certificates Petitions Questionnaires Ration books Recommendations Regulations Releases Resolutions Returns Rolls Rosters Rules Schedules Statutes Surveys Tables Tabulations C.) The dates of the description are inclusive dates and relate only to the materials in the collection and are the first and last dates of the con- tents. While this information should be as exact as possible, there is obviously little sense to using a multitude of dates to indicate the time period covered in a collection containing scattered terms. If the exact date is unknown--but can be approximated, use circa (abbreviated ca.) and place it before the date, otherwise use n.d. D.) The statement indicating size of the collection should be as exact as possible. To denote the size of a collection in the Illinois Historical Survey Library, the following basic terms are used: item (not piece), volume, folder, box (Hollinger documents boxes), reels, and linear feet. If a collec- tion contains a variety of items both the number and types should be indicated. The order of appearance should be number of volumes followed by number of items. The measuring of a collection with terms such as folder, box, or linear feet should be seldom used since they are vague. The general designation, however, is appropriate when dealing with a particularly large collection, especially one for which only a general folder or box inventory has been created. When a collection is only partially organized--but sufficiently so to write a general description, then a measurement in linear feet is permissable. E.) The types of finding aids are discussed in a following section of this manual. At present the Survey uses linear measurement because of the ease it provides in determining the size of our total holdings and also the size of a specific collection. The Survey staff should consider changing from the linear measurement to cubic measurement. Both are adequate and both have disadvan- tages. By including information on the number and sizes of boxes, it will be possible to determine both measurements. The type of copy or reproduction should be indicated. Transcripts should be identified as either handwritten or typewritten. Terms such as "xero' and and "photostat" are copyrighted business rubrics and should never be used. At present, the Survey refers to copies made by the "Xerox" type process as "ma- chine reproductions," which though vague is better than listing or recording the business names in identifying the reproduction processes; other depositories use "electrostatic copies" or "xerographic copies" and the Survey staff should con- sider the possibility of adopting the former. If a part or all of a collection has been microfilmed, the number of reels should be indicated. Collections occasionally contain both original and copied materials. In those cases, both types of materials as well as different types of reproduc- tion should be indicated. The order of appearance should be: original mate- rials, transcripts, machine reproductions, reels of microfilm, and then photo- graphs. The number of transcripts and machine reproductions can be combined-- but under no circumstances should the size (in items) of a collection include a combination of both original and copied items. If a collection contains cop- ies of manuscripts from another library or if the materials are in private hands, this should be indicated in the collection description. II. The biographical or historical description is a most significant portion of the collection description. It orients the user to the location, time period, as well as salient points relative to the collection's central character. The description should be brief and to the point; if possible limit it to one or two paragraphs. Full histories or biographies are not necessary; if they exist they can be indicated in the description or, at least, in a note in the work folder. If detailed information is unobtainable, then whatever information that can be pieced together from the documents themselves should be presented. III. Another significant portion of the description is the delineation of the collection's contents. It should be general but also as comprehensive as possible: that is, all the important divisions of the collection should be indicated along with information on the collection's most valuable research aspects and materials. Most important names, dates, events and documents should be included. As in the case of the biographical/historical description, this information should be limited, if possible, to one or two paragraphs. IV. The last element of the Survey's manuscript description is a state- ment concerning the origin of the collection. This should include the name of donor--or other source or method of acquisition--and the date of acquisition. Other information concerning donors, source, or cost belongs in the manuscript work folder and not in the description. All restrictions concerning the use of a collection, or portions there- of, should be detailed in the work folder. It will be sufficient to only in- dicate in the last paragraph of the manuscript description that a part (or all) of the collection is restricted. The entire manuscript description should be limited if possible to one page. More detailed information is to be included in the work folder and/or in the inventory or other finding aid. Location. The location of the collection should be indicated in the upper right hand corner of the first page of the collection description in the loose leaf manuscripts guide. Range (R), Section (S), and shelf should be identified. If the collection is in the small collections cabinet the designation "sm. col." is all that is necessary since those collections are in alphabetical order. Those collections which are in the hall cabinets should be identified with "Hall Cab. # " while those which are awaiting organization or re-organization should be designated temporary (temp.). Another item of information that is also included in the upper right hand corner of the guide is an indication of the number and size or type of box. This information is necessary to determine the exact cubic foot measurement of the Survey's collections (it is also help- ful in determining the linear measurement). The symbols used are Lg. and Lt. for the legal and letter size, five inch Hollinger Documents Box; 1g. and lt. for the legal and letter size 2.5 inch Hollinger Documents Box; R.S. for the Hollinger Record Storage Box. For examples of the proper form for the printed guide and for the Survey's loose-leaf guide, see page 29. Bibliographic Note: Good discussions and examples of collection descriptions are in the works by Duckett, Kane, and Schellenberg (Management of Archives). Of use are the N.A.R.S. Staff Information Papers, numbers 15 and 17. A very important delineation of inventories (and series) is the N.A.R.S. Staff Information Cir- culation, number 14 (The Preparation of Preliminary Inventories). The reader is also advised to consult the appropriate S.A.A. manuals and published and unpublished finding aids from other libraries. -29- FORM FOR PRINTED GUIDE TITLE (in caps), Dates (if an individual, use parenthesis). Type of material, Dates of Collection. Number of items by form of reproduction (the number of items should be separated from the form of reproduction by a comma; and the different forms of reproduction separated by periods.) Finding aids if any. National Union Catalogue of Manuscript Collections No. [Statement of how the collection was acquired by the Survey. Names of donor and/or collection material was acquired from, and the date of acquisition]. FORM FOR SURVEY GUIDE TITLE (in caps; if an individual, last name first), Dates (in an individual, put birth and death dates in parenthesis). Type of material, Dates of Collection. Number of items by form of reproduction (the number of items should be separated from the form of reproduction by a comma; and the different forms of reproduction separated by periods.) Finding aids if any. Biographical/historical: Description of the person or institution which is the subject or creator of the collection. [Statement of how the collection was acquired by the Survey. Names of donor and/or collection material was acquired from, and the date of acquisition.] Description of contents including important names, dates and events. Statement of how the collection was acquired by the Survey. Names of donor, depository, and/or collection material was acquired from, and the date of acquisition. Finding Aids: The main finding aids are the 1.) preliminary inventory, 2.) inventory, 3.) list, 4.) calendar, 5.) index, and 6.) guide; in addition, there are 7.) chronological card files, 8.) archival card files, and 9.) registers. All collections of any significant size require a finding aid beyond the basic col- lection description. Since each collection is different especially in regard to research and evidential value, no single type of finding aid is acceptable or correct for all cases. Each collection should be evaluated separately and an appropriate finding aid determined. It may be desirable and appropriate to create a calendar for one body of papers and to use a typed preliminary inven- tory for another. The basic finding aids, as used in the Illinois Historical Survey Library, are described in the following sections: 1.) The preliminary inventory is a basic and very general description of the materials in a collection; it contains basically the information ob- tained by the processor in his survey of the collection--with some revisions. In many cases, it will present materials by type such as "Correspondence, fol- ders 15-20;" "Correspondence, A-F, folders 1-4;" or "Business Records--Invoices, 6 boxes." It lists all types of records and their volume. Usually, the pre- liminary inventory is temporary or provisional but in some depositories because of time and the nature of a collection, it is the only one established. 2.) The inventory is both a listing and a description of the materials in a collection by type and then by folder or box. The inventory should con- tain extended biographical/historical information on the collection, a descrip- tion of the general contents of the collection, and a description of each sec- tion or series and sub-series, and possibly a description of the contents of each box or folder. The folder or box descriptions should indicate the basic subjects and main correspondents in that division. 3.) A list is of two types. For a collection, it is essentially an item inventory which identifies all the documents in the collection in some particular order. The order may be chronological or alphabetical by author, or by type and then chronological. The other type of list, which is seldom used in the Survey Library, is a list which indicates particular items in sev- eral different collections; for example, a list of all Mother Jones correspon- dence in the labor collections in the Survey. The latter list, however, is for reference purposes and obviously not a finding aid for a particular collection. It is unnecessary when a depository has an index to all of its collections, as in the case of the Historical Manuscript Collections in Columbia, Missouri. 4.) The calendar is one of the most useful and valuable finding aids which can be created. It is also one of the most difficult to do well. The calendar is a list (or set of cards) on which each item is indicated and its contents described. The description is the important element and it can either be brief or detailed. It should include (if it is a letter), the date, author and receiver, place where written, and the contents. The content description can be brief in that mention is made only of the topics discussed and important decisions made (see for example the calendar of the Todd-Farnsworth Collection and the Calendar of the Bouquet Papers in the Canadian Archivist Reports); the calendar description can contain detailed information including all important facts and events, all decisions, and all individual and organization names (see, for example, the calendar of the Henry Eddy Papers). Finally, the calen- dar can be extensive and detailed to the point of lengthy quotes and/or para- phrasing so as to convey every concept, shade of opinion, and significant phraseology (see, for example, the Public Record Office, Calendar of State Papers, Colonial Office). 5.) The index is usually a set of cards which indicates the person or organization who created a document (letter) and its location. It can be ex- tended to include place, concepts, and things. The Survey Library has few in- dexed collections though there are a few collections which have what Theodore Schellenberg calls item catalogs (we have used the term "index"). The item catalog presents more information than the index (which only contains subject and location); it includes, additionally, the receiver of a letter, date, place, type of record item, type of reproduction, and location. Similar finding aids are the chronological and archival card files (Survey terminology) which are described later. 6.) Guides are comprehensive finding aids for a particular collection or for a group of similar collections. Their purpose, as the term implies, is to "guide" or assist researchers to the significant aspects of a body of papers; and, therefore, guides can and do differ widely in form and content. Essentially, they should identify all major divisions of the collection, all significant research matter, and all important names of persons and of organ- izations; also, it should include a detailed biographical or historical ac- count, and an examination of the collection's content which emphasizes the re- search significance of the materials in the collection. If possible it might be indexed as to the content of the collection as is done to some collections in the British Museum's Additional Manuscripts' Guides..., or it may contain a name index, or it may identify every item in the collection. Example of guides are the Guide to the Pierre Menard Collection. 7.) The chronological card file is a set of cards similar to an item catalog, arranged in chronological order. Generally, this type of finding aid is unnecessary since the same information can be placed on a list and thus take up less space. Card files should only be used for indexes and calendars to particular collections or to some overall control system to the entire collec- tion, such as a general name index or a chronological card arrangement. The adoption of the former (the Index) should be seriously considered for the Survey, since the Survey's general chronological card file is unnecessary, in- complete, and indifferently mintatined. Further, in the published guide to the manuscript collections in the University of Illinois Library, the Survey has at least a good beginning to the creation of a general index--since that volume contains a useful index to the Survey's manuscript descriptions. 8.) An archival card file is a set of cards similar to an item catalog or chronological card file. It is used in the Survey for collections obtained from foreign archives and libraries. The cards are arranged in the order of the archives or library holding the originals. The numbering system of that archives or library is used and is indicated on the cards. 9.) Registers are a basic guide of many manuscripts depositories in- cluding the Library of Congress. They include the following: statements on provenance, biographical or historical sketches, description of the collection organization, and a container list; an index may also be included. These are not in use in the Survey since the Survey's present practice includes most of these elements and is more flexible (in that a particular finding aid is chosen when necessary for each collection). Bibliographic Note: Consult the reference in the previous section. -33- Broadsides and Historical Documents Collection: The Broadsides and Historical Documents Collection was set up in 1973 to provide special housing and care for various materials of historical inter- est and importance. These items did not properly fit in the Survey's Manu- script Collections nor could they be adequately housed in the Survey's Verti- cal File. In the new collection each item or group is filed whenever possible in separate envelopes and care is taken to prevent any further deterioration. The arrangement is by the subject, title of the item, and occasionally by topic. These items should be described in the same manner as the manuscript collections. The Survey in organizing this material has determined to differentiate between completely handwritten documents and printed documents which are filled out by hand. The former are found in the Manuscript Collections and the latter in this Broadsides and Historical Documents Collection. Examples of such mate- rials in this new arrangement include warrants, bonds, and stock shares. If a collection contains printed documents which are filled out by hand as well as manuscripts, or if it includes printed and handwritten documents, it will be found in the Manuscript Collections. This procedure of differentiating between manuscripts and partially printed Autographs Documents Signed material should be reviewed periodically especially in regard to published guides. In the supplement to the University Manuscript guide the incorporating of all A.D.S. material should be considered. As will be apparent to those examining the collections, there were many diverse items in the collection including advertisements, schedules, political hatndbills and money. However, the main emphases are on political and railroad memorabilia. Concerning politics the major time periods represented are the 1840's and the election of 1924. The railroad items date mainly from the last quarter of the nineteenth century. The Archivist/Curator Versus the Librarian: Never, never allow (or permit or agree to) the cataloging of manuscript items by the Library's Cataloging Department. Manuscripts are a different type of material and they should not be handled in the same manner as other library material. The Dewey classification system and the Library of Congress map cat- aloging system are adequate for books and maps but are not appropriate for manuscripts. The Library Staff has contributed significantly to making the University of Illinois Library one of the great research libraries in the world. Their performance, especially when the volume and their standard of accuracy are considered, is, and has been, excellent. The library, however, has had few staff members experienced in handling manuscripts and little time to devote to manuscript work; its mission has been, and probably will continue to be, the acquisition and cataloging of monographs and serials. They are gen- erally untrained to handle manuscripts. In the past, there were many occasions where manuscripts have been catalogued and placed on the shelves in various stack areas of the Library. Staff members of the Illinois Historical Survey Library have located many catalogued manuscript items in the Library and have made a concerted ef- fort to gather these into the Survey--especially if the manuscripts relate to Illinois and the Midwest. (In the past it was the University Archives or the Rare Book Room which identified manuscript items and placed them under proper archival control.) This has resulted in several additions to the Survey's holdings; more important, it resulted in the proper archival identification and handling of manuscript materials amounting to over twenty-five linear feet. While much has been accomplished in this area, more manuscript items are prob- ably still to be found in stack areas; therefore, it is imperative that the Survey staff be fully prepared to transfer such items into the Survey Library or the University Archives--if appropriate. While the Rare Book Room is also officially a manuscript depository, it is only within recent years that they have adopted archival techniques. The Rare Book Room staff, however, has been more than cooperative in transferring manuscript materials to the Survey. The problem of catalogued manuscripts can be solved by identification and transfer. The problem of cataloguing manuscripts, however, can be solved only by the active lobbying in the acquisitions and cataloguing departments and among all those in position to influence and bring about proper manuscript care; these include besides the proper staff members in the Acquisition and Cataloguing Departments, the Library Administration, the Circulation, Stacks, and Rare Book Librarians. At present, all of these staff members are coopera- tive. Nonetheless, professional interest and vigilance are necessary to insure the proper result. Note: Since the Library has already catalogued many manuscript items, it has been agreed to maintain the catalogue cards in the card catalogue. This was a necessary compromise, necessitated in part by the fact that the University Li- brary's main card catalogue has been microfilmed. Bibliographic Note: There are a number of works which attempt to identify and delineate -35- archival and manuscript work for the library profession. One recent and very good summary is Paul McCarthy's essay in the Drexel Library Quarterly, Volume XI, no. 1. -36.- Future Programs Computerization: The Illinois Historical Survey Library must keep abreast of new infor- mation retrieval and administrative techniques especially those offered by computers. The University Archives has a subject control program called PARADIGM. The Archivist, in 1976, suggested that the Survey might consider putting its collections into their program. This is a matter to be seriously considered. In addition to PARADIGM, the Survey should eventually consider adding cards to the Main Card Catalog (with added entries) for its manuscripts collec- tions. These cards would be similar to the N.U.C.M.C. cards. With this accom- plished, the Survey's collections would then be "on-line" in the library computer system. Cards: Concerning the matter of manuscript collection description cards in the Main Card Catalog, the Survey staff will have to begin preparing the cards in the near future. Keep in mind that they should be similar to the N.U.C.M.C. cards, both as to main entry, size (3 x 5), and content. Wherever possible a limit of one card per collection should be maintained. The informational con- tent can be taken from the loose leaf guide or the published guide (the former is more detailed). The cards can also identify the specific location (within the Survey) or the collection as well as its size (in linear or cubic feet). One important and necessary task in this project will be the determination of a numbering system for the computer; this could be of several types and based on the Survey's loose leaf or published guides. A letter prefix such IHS, or IHSL, or HSL followed by a number is one possible method; each new collection would then receive a number when it arrives. Non-Print and Non-Manuscripts Materials: It is mandatory for the Illinois Historical Survey Library to develop controls over its non-print and non-manuscript materials. We have a large number of photographs (including negatives and glass plates), artifacts, tapes, and other realia (and also manuscript maps). These are scattered throughout our collections. An attempt was made in 1976 (as a result of a library survey) to determine the collections with this type of material in it. The file in its present form is of little use. What is needed is a list of collections containing such materials as a listing of the materials by type and a subject control over them. Education and Publications Program: The Survey is in need of a detailed and clearly defined Education and Publications Program that is at the same time flexible. The important facet of this program--letting people know who we are, where we are, and what we have. This program should entail a means of reaching the general public, as -37- well as the academic community, to inform them about the collections of the University of Illinois Library and the Survey. More broadly this aspect of the program can be built around speaking engagements at schools, historical and genealogical societies, and social and civic groups. Besides discussing the University Library and the Survey (indirectly as the main topic), the talks could relate to research procedures, local history, genealogy, or aspects of Illinois History. Another, and very significant, aspect of this program is publications-- all kinds and all levels of publications. The Manuscripts Guide..., Rattermann Guide, and Walker Guide are examples of major guides that can be published based on the Survey's collections. Others have been suggested and planned; these do not have to be accomplished by Survey personnel--but, wherever possible, they should be promoted and aided by the Survey staff. Other possible publica- tions are articles on the holdings of the Survey including bibliographies on books, maps, special manuscripts, etc.; historical and biographical articles based on the Survey's collections; edited diaries and journals; and calendars and lists of manuscripts. In addition, important acquisitions should be an- nounced in professional journals (archival and historical). Whatever the pub- lication and regardless of whomever prepares it, the essential objective to be kelt in mind is informing and educating people of our library, its collections, and services. -38- Addendum I a. The Training of the Archivist/Curator b. Proposal and Position Description for the Illinois Historical Survey Librarian/Curator Addendum la The Training of the Archivist/Curator: It is imperative that the person in charge of the daily operation of the Illinois Historical Survey Library's manuscripts collections possess 1.) an extensive knowledge of American History, 2.) a knowledge of historical research methodology, 3.) a knowledge of current archival techniques, and 4.) some ex- perience in the creation of finding aids. If possible, he or she should pos- sess a degree of expertise in archival administration. The importance of the first two points lies in the fact that the archivist/curator usually organizes collections for use in some aspect of historical research. Therefore, he must not only be aware of the relative research value and merits of a collection but also be constantly alert to the needs of researchers working on a wide spec- trum of tropics from genealogy to in depth psycho-historical problems. In ad- dition, he will be very involved in handling research and reference requests which may touch on many aspects of the collections and any phase of American History. Thus, it is strongly recommended that the archivist/curator have at least attained the Master's Degree in History; preferably he should have ex- tensive work in history beyond the M.A.--especially seminar work. Also, it would be a point of some consideration if the archivist/curator published on historical or archival subjects. The preservation of manuscripts and the creation of finding aids are a daily concern of the archivist/curator and will consume a large portion of his time. He performs this work himself and supervises the work of others perform- ing this task. Experience in most aspects of archival techniques is an abso- lute necessity. This would involve, ideally, coursework and on the job train- ing. If these are not attainable then the person placed in the position of overseeing the manuscript collections should be required to obtain the training as soon as possible. This could include taking Library Science 438 (Archival Administration) and/or possibly an Archival Training Institute as well as read- ing the several books and pamphlets in the Survey on the subject. Addendum Ib Submitted to Dr. Sutton in January, 1977. To: Mr. Atkinson and Mr. Oram. Re: A full-time professional staff member for the Illinois Historical Survey Library. Because of the high research value (as well as monetary) of the holdings of the Illinois Historical Survey Library, and due to the steady development of both the acquisitions and publications programs (which have added almost 130 linear feet of manuscripts over the last three years and produced or began sev- eral publications); the Library must give serious consideration to several Survey staff problems of consequence, especially the position of manuscripts curator/ librarian. A library with the materials and development possibilities which this division possesses must acquire (as soon as possible) a full-time profes- sional staff. On our present staff we have the "Assistant" (manuscript curator, librarian, editor, etc.), two graduate research assistants (history department), a vertical file clerk (student), and a typist (student). Since the Survey moved to its present quarters, the Assistants have seldom stayed more than two years. The Graduate Research Assistant (half-time) positions have a tenure of two years, and two student positions are part-time (usually totalling 20-30 hours per week). Ideally, our needs would best be served by the addition of three full- time positions: 1) Manuscripts Curator (replacing the Assistant), 2) Librarian, and 3) Clerk-typist. This may be too costly. Of these three positions, the first is the most necessary since that person handles the most valuable part of the collection; the librarian and file clerk positions, however, might be com- bined with the present student position (vertical file). Another possible (and probably more acceptable) arrangement would involve joining the positions of manuscripts curator and librarian into one full-time professional position as well as combining the typist and clerk jobs into one non-academic position. The main objective concerning a second full-time position should be a permanent staff member who understands library procedures, filing, cataloging for the Survey's vertical file, and one who can assist in typing, the "simple reference interviews," as well as be a receptionist. Thus, the "ideal" of three positions could be reduced to two which would be economically feasible and provide for the necessary continuity. Of greatest importance is the full-time position. Since the Assistant (manuscript curator, librarian, etc.) has charge of the daily, hour to hour, operation of the Survey, and the organization, care, and use of its various collections, it should be obvious that it requires a person with professional knowledge, professional standing, and one who will remain a number of years. All of these factors are important. Professional standing is necessary in dealing with other library professional staff members on an equal basis. The lack of continuity of the full-time staff has been a significant problem in the past in the Survey. It is imperative that the Library move to at least professionalize and fill the Manuscript Curator/Librarian position and do it soon. It is entirely possible that in August the Survey will experience a near complete change-over in staff--with the subsequent loss of about ten years of work experience. Such an occurrence, if not anticipated by the Library, will result in an unnecessary and costly dislocation of an important unit. It takes several months to learn the Survey's procedures. The Library should move soon while the present staff is here and, thus, capable of training those chosen to replace them. A search committee should be formed within the next two months. An- nouncements and descriptions of the position could be published in various li- brary journals and in the Newsletters of the Society of American Archivists. Many qualified individuals may be contacted through the S.A.A. Placement Service. The search could be finished by June of 1977. The new appointment could take effect by July 1, 1977, or by the beginning of the new fiscal year. University of Illinois Library Illinois Historical Survey Library Position: Date Open: Duties: Department: Qualifications:. Manuscripts Curator/Librarian of the Illinois Historical Survey Library. A full-time, permanent position. July 1 or August 21, 1977. Works under Director of the Illinois Historical Survey Li- brary. Primarily responsible for: 1) the organization, preservation, and care of the Survey's manuscript collections; 2) writing manuscript collection descriptions; 3) book and manuscript collection building; 4) handling reference and research inquiries; 5) supervision of part-time staff of four persons; and 6) daily operational relationships with other divisions of the University Library. The Survey is planning an expanded acquisitions and publi- cations program within the near future. The manuscripts curator/librarian is expected to play a significant role in the development and implementation of this program. The Illinois Historical Survey Library is a departmental li- brary in the University of Illinois Library at Urbana- Champaign. It is a reference and research center for the Old Northwest. Dr. Robert M. Sutton, Professor of History, is the Director of the Illinois Historical Survey Library. The manuscripts curator/librarian works under the Director and also is responsible to the University Librarian. In addition, the staff consists of a typist, vertical file clerk, and two graduate research assistants. The Illinois Historical Survey Library holds approximately 9000 volumes, 500 feet of manuscript and archival materials, a map col- lection, as well as other materials. M.A. or Ph.D. in U.S. History with work at the seminar level; certificate from archives or manuscripts administration institute or completion of a course on archival or manu- scripts administration; M.L.S. from an accredited Library School; two to three years experience in a manuscripts depository with extensive work in the preparation of find- ing aids and writing descriptions of collections. Publi- cations and knowledge of Illinois and/or midwestern history preferred. Salary and Rank: Assistant Professor; ca. $12-14,000. Addendum II Acquisitions Policy Illinois Historical Survey Library Books: The Illinois Historical Survey Library maintains the basic collection of books in the University Library on Illinois county and local history. In addition, the Survey attempts to maintain a select collection of works rela- tive to all aspects of Illinois history and development; works on the Communi- tarian movement in America; books, including guides and travel narratives,on the Westward Movement; books and records on colonial governmental policy and activities concerning the Great Lakes region; and works relating to the general history and development of the American Midwest. In the future,when present space problems are solved, the Survey will add the following Illinois related materials to its holdings: copies of all Illinois county and town directories, Illinois school catalogs and printed local government records, sets of most Illinois state publications, Illinois church and business histories, family histories, and biographies of Illinois figures. Maps: The Illinois Historical Survey Library maintains a map collection as an adjunct to its book and manuscript collections. The main emphasis is on maps of Illinois, maps showing the relationship of Illinois to the midwestern United States, maps of the Great Lakes Region and the Northwest Territory, and maps which shed light on the various collections. We recognize the Map and Geography Library as the main map depository of the University Library, especially for county atlases. At the same time, we require that the Illinois Historical Survey maintain the main secondary collections of county atlases. When present space problems are solved, the Survey will add the secondary set of Sanborn maps. Newspapers: The Illinois Historical Survey Library is not a newspaper repository. It maintains a small number of photocopied newspapers concerning the early Illinois and other Midwestern states and a number of centennial and special Illinois and American newspapers. Also, it holds a number of microfilm news- papers relative to Communitarianism. Manuscripts: The Illinois Historical Survey is one of the three main manuscript col- lecting divisions of the University of Illinois Library. Its main concern is preserving manuscript materials and making them available for historical re- search. It acquires these materials through gift, deposit, or purchase. When- ever manuscript materials are acquired, an attempt is made also to obtain a transfer of both literary and property rights to the Survey: this transfer protects both the Survey Library and the research scholar. At times, the Survey will copy manuscripts from donors who wish to maintain possession of the orig- inals; in this case, also, the Survey will again attempt to obtain a transfer of literary rights. I. The Illinois Historical Survey Library collects manuscripts or records (original or copied) in the following general areas: Illinois cultural, social, political, educational, and economic history; business history and records, Illinois settlement, and Illinois land re- cords. Manuscripts on the history and development of the Midwest. Manuscript materials concerning Communitarianism in America. Records of the Colonial Period in midwestern North America, especially the Illinois Country (especially papers concerning governmental policies). II. In addition the Survey should collect in the following specific areas: Papers of Illinois farmers, businessmen, laborers, soldiers, which re- flect their activities. Records of Illinois businesses and farms. Records of cultural, social, political, labor, and business organizations. Papers which reflect life, weather, and travel in Illinois. Papers reflecting scientific and educational activity in Illinois. Papers reflecting cultural, social, political, business, and labor ac- tivities in Illinois. III. The collecting areas listed below are secondary and consist of categories wherein the materials are acquired through gift rather than a specific program of acquisition. They include: Manuscripts specifically placed in the Survey by a donor of any social, ethnic, business, political, or educational connection or concerning an individual of any social, ethnic, business, political, or educational connection. Manuscript materials placed in the care of the Illinois Historical Survey Library for preservation by any donor or depositor including units of the University. Any manuscript materials which are not under proper control or housing in the University Library and which the Survey staff cannot convince other more appropriate divisions to house. Addendum III ILLINOIS HISTORICAL SURVEY UNIVERSITY OF ILLINOIS Deed of Gift I (We), the sole and absolute owner(s) of the papers and manuscript material described hereafter and holder(s) of all literary rights relating to them: do hereby transfer and give to the Illinois Historical Survey of the University of Illinois, and its successors, the above described manuscript materials and all literary rights pertaining thereto. The said papers and manuscript materials are to be added to the manuscript collections of the Illinois Historical Survey and will be made available to scholars, students and other qualified and interested persons subject to the Survey's regulations and to standard archival practices and procedures. Donor's restrictions, if any, follow: Dat Signature RECEIPT 19 Received of manuscripts. ______ the above described papers and Illinois Historical Survey University of Illinois By - I --- , th bv ecibdppr n - -- -- - --- Date Signature -48- ILLINOIS HISTORICAL SURVEY UNIVERSITY OF ILLINOIS Statement of Permission to Copy and Use I (we) grant to the Illinois Historical Survey Library of the University of Illinois Library, permission to copy or reproduce the following material: The appropriate manner of reproduction is to be determined by the Illinois Historical Survey Library. I (we) also grant to the Illinois Historical Survey Library the right to publish all or portions of the material, and additionally I (we) grant them the right to permit qualified scholars to examine and to quote in part or in full the above mentioned material, subject to the following restrictions (if any): Date Sintr Signature ILLINOIS HISTORICAL SURVEY LIBRARY UNIVERSITY OF ILLINOIS LIBRARY URBANA, ILLINOIS 61801 Date I, , in my use of manuscript material in the Illinois Historical Survey Library, University of Illinois, agree to assume the responsibility of clearing copyright and literary rights for any of the material which might appear in later published form, and absolve the University of Illinois Library from any responsibility of copyright infringement or violation of literary rights in my use of this material (should infringement arise now or in the future). I understand that any copying oP material is for my convenience only and I therefore agree that I will not transfer or deposit any copied or reproduced manuscript materials in any other library, archives or manuscript depository. I further agree to give credit to the Illinois Historical Survey Library, University of Illinois, in the direct and indirect use of such material for publication(s). Signed Name of collection and/or descript. of material -50- MANUSCRIPT ACCESSION SHEET Date of acquisition: Acquired from (include name and address if possible): Cost: Donor's restrictions on use, if any: Temporary name given to collection: Approximate size: Type(s) of material: Estimated inclusive dates: Existing calendars, indexes, etc., to collection: Brief description, including condition of materials, estimated content, any problems anticipated in handling, etc.: Present plans for disposition: Report prepared by: Aug 70-Smi -51- MANUSCRIPT WORK SHEET Collection Date: Work done: Performed by: Date: Work done: Performed by: Ap 70 - King -52- ILLINOIS HISTORICAL SURVEY LIBRARY COLLECTION: BOX NO. FOLDER NO. UNIVERSITY OF ILLINOIS ILLINOIS HISTORICAL SURVEY LIBRARY RULES FOR MANUSCRIPT USE 1) Only Survey personnel are permitted to obtain material from manuscript boxes, drawers and cabinets. 2) Care must be exercised in handling manuscripts; records must not be leaned upon or marked. 3) Manuscripts are not to be folded or paper clipped. 4) Manuscripts should be kept in their original order. If they are out of order, call this to the attention of the staff. 5) No ink or ballpoint pens are to be used without permission when working with manuscripts. 6) When finished, return manuscripts to the staff. Do not return folders to the file drawers or boxes to shelves. 7) The use of certain manuscripts and archives is restricted by statute. office or library of origin, or by the donors. For the protection of its collections the Survey also reserves the right to restrict the use of records which are not arranged or being arranged, records of exceptional value, and fragile records. 8) When original manuscript material is used for papers and dissertations the Illinois Historical Survey is to be cited as the source depository; for pub- lications, this is mandatory. 9) When copied manuscript material is used or quoted, the original depository, as well as the Illinois Historical Survey, are to be cited. 10) Patrons using Survey manuscript material for publication should familiarize themselves with the subject of literary rights. The Survey disclaims any responsibility for violations of those rights. 11) The patron agrees not to place any materials copied for or by him in any other library, archives, or manuscript depository. My signature is my assurance that I have read the rules governing the use of manuscripts and that I agree to abide by them. Signature____ Date Address School or affiliation Level or type of work (BA or less, MA, PhD, geneaology, personal research other) Topic of work -- - -;-~-~-~--- ;--~~- - ----- --- --- Suggested Readings and Aids The following suggested readings are the more basic and important works in the field as viewed by this compiler. In no sense was the list intended to be exhaustive. The list concentrates on books andpamphlets rather than the vast amount of journal literature. The reader seeking further informa- tion (especially articles) should consult Frank Evans' bibliography, the American Archivist, and the Midwestern Archivist. Future curator/librarians in the Survey should consider expanding the list when important new works are published. Borden, Ruth B., and Warner, Robert M. The Modern Manuscript Library. New York, 1966. This work, based on the experiences of the authors at the University of Michigan, is primarily directed to the Manuscripts Cu- rator. It contains very useful chapters on collecting, finding aids, administration, and publications. The book presents many examples of finding aids. Brichford, Maynard J. Scientific and Technological Documentation. Urbana- Champaign, 1969. The primary value of this brief pamphlet is its dis- cussion of archival processing. It also contains very good discussions of archival handling and arrangement of Sound Recordings and Photo- graphs, as well as an annotated bibliography. Duckett, Kenneth W. Modern Manuscripts: A Practical Manual for Their Manage- ment, Care, and Use. Nashville, 1975. This volume is already the basic work for those involved in work with manuscripts. It is written in an easy style and covers virtually the entire field. In the appendices are a Table of Equivalents and a Perpetual Calendar. Also there are: a directory of associations and suppliers, a glossary, and a biblio- graphy. Evans, Frank B.; Harrison, Donald F.; and Thompson, Edwin A. (compilers). Edited by William L. Rofes. "A Basic Glossary for Archivists, Manu- script Curators, and Records Managers." Reprinted from The American Archivist, Volume 37, Number 3, July, 1974. This is a very useful glossary which hopefully will provide a basis for uniformity of termia- nology in the profession. While this is a valuable work it does not compare to the extensive compilation by Edwin A. Thompson, which was privately printed and is almost impossible to obtain. Evans, Frank B. Modern Archives and Manuscripts: A Select Bibliography. 1975. The author presents the most comprehensive bibliography in the field. This work should be in the library of every curator and archi- vist. It is an excellent tool. -55- Holmes, Oliver W. "Archival Arrangement; Five Different Operations at Five Different Levels." The American Archivist; Vol. 27 (January, 1964), pp. 21-41. This work identifies the different levels of archival organization. These correspond to manuscript depositories and manu- script collections, also. A point to remember is that the equivalent of the archival record group is the manuscripts collection or manu- scripts group. Kane, Lucille. A Guide to the Care and Administration of Manuscripts. Nashville, 1966. For many years this was the basic handbook for manu- script curators. The work is mainly concerned with collections after they arrive at the depository; also there are good sections on sorting and controls. It is succinct in style and clear in explanation. Library of Congress. Preservation Leaflets. These leaflets are issued occasionally by the Preservation Office of the Library of Congress; they are free. Several are useful and should be consulted. Lytle, Richard (ed.). Management of Archives and Manuscript Collections for Libraries. Volume XI, Number 1 of the Drexel Library Quarterly (January, 1975). This work has been well received and has become quite popular in the archival and manuscripts field. It contains several very well conceived and readable essays. Not everything is covered but what is there is very well done. Muller, Samuel; Feith, J. A.; and Fruin, R. Manual for the Arrangement and Description of Archives. New York, 1940. Dating back to the turn of the century, this translated Dutch archival manual is still a valuable tool. It contains an exceptional and clear delineation of archival practice. The work should be known and consulted by every archivist and curator. Schellenberg, T. R. The Management of Archives. New York, 1965. A compre- hensive work for archivists and manuscripts curators, written by one of the leading scholars in the field, this volume is nearly indispen- sable. Parts have been updated by some other works and some sections have been criticized--especially the section on arrangement. Schellenberg, T. F. Modern Archives, Principles and Techniques. Chicago, 1975. This work was developed out of a series of lectures delivered by Schellenberg in New Zealand. It is the basic delineation of ar- chival practice in the United States National Archives. It is a "must" for the serious archivist. Society of American Archivists. Manuals. The S.A.A. is publishing a number of different manuals. These include Surveys (John A. Fleckner), Appraisal and Accessioning (Maynard J. Brichford), Arrangement and Description (David B. Gracy II), and Reference and Access (Sue E. Holbert). Other very useful publications are the Forms Manual (Madison, 1973) and Inventories and Registers: A Handbook of Tech- niques and Examples. These works should be studied by all archivists and manuscripts curators. -56- Stevens, Rolland E. University Archives: (Allerton Park Institute Paper. Number 11). Champaign, 1964. A brief and not generally well known work, this Allerton Park Institute Paper contains several very good essays. The best studies are by 0. W. Holmes, M. Brichford, and C. K. Shipton. Thompson, Edwin A., compiler. A Glossary of American Historical and Literary Manuscript Terms. Washington, D.C., 1965. This work seems impossible to obtain. A copy is in the University Archives. It contains a large number of terms not usually found in modern glossaries. The glossary was privately printed. U.S. National Archives and Records Service. The National Archives publishes several pamphlet series which are very useful; they are Staff Informa- tion Publications, Staff Information Circulars, and Bulletins. The following are some of the more important: Archival Principles: Selections from the Writings of Waldo Gifford Leland (SIP No. 20). Bauer, G. P. The Appraisal of Current and Recent Records (SIC No. 13). The Control of Records at the Record Group Level (SIP No. 15). Minogue, A. E. The Repair and Preservation of Records (Bull. No. 5). The Preparation of Lists of Record Items (SIP No. 17). The Preparation of Preliminary Inventories (SIC No. 14). Principles of Arrangement (SIP No. 18). The Rehabilitation of Paper Records (SIP No. 16). Schellenberg, T. R. The Appraisal of Modern Public Records (Bull. No. 8). Schellenberg, T. R. European Archival Practices in Arranging Records (SIC No. 5). University of Illinois a Urbana-Champaign ILLINOIS HISTORICAL SURVEY la Library Urbana, Illinois 61801 University Library (217) 333-1777 Addenda VII May 25, 1977 To Members of the Continuing Committee of the Illinois Yearly Meeting: The University of Illinois through the Illinois Historical Survey, a division of the University Library, has proposed that it become the repository of the records of the Religious Society of Friends in Illinois. A deposit agreement has already been negotiated between representatives of the University and of the Religious Society of Friends. The following points are presented as the expressed intention of the University relative to the records. 1. The University will organize the records of the Religious Society of Friends according to proper archival techniques and procedures. 2. The University will place the records in acid-free folders and boxes, repair them when and where necessary, and, whenever possible, protect them from internal and external deterioration. 3. The University will provide an inventory of the records to the depositors; a preliminary inventory will be prepared within two months of the deposit of the records with the University. A more detailed inventory will be furnished not later than one year after the deposit. 4. The University will attempt to collect a bibliographically complete and authentic set of printed Illinois Yearly Meeting records. 5. The University will open the records to researchers at the time that the preliminary inventory is completed. 6. The University will provide the Society of Friends with a photo- copy of their missing printed yearly meeting records--if they exist. 7. The University will make an additional microfilm copy of the records, when requested, for interlibrary loan. 8. Shortly after the deposit of the records of the Illinois Yearly Meeting and of the Blue River Quarterly Meeting, the University will initiate a program seeking the deposit of the records of the several additional Illinois Monthly Meetings. Page 2 of 2 9. The University will attempt to acquire copies of laid-down meetings of the Religious Society of Friends in Illinois. bL'6c ^^^^ Dennis F. Walle Librarian Robert M. Sutton Professor of History and Director DFW/jw Deposit Agreement Involving the Illinois Yearly Meeting and the Blue River Quarterly Meeting of the Religious Society of Friends and The Board of Trustees of The University of Illinois The Illinois Yearly Meeting and the Blue River Quarterly Meeting of the Religious Society of Friends (Quakers), (hereafter named as Depositors) and The Board of Trustees of The University of Illinois (hereafter named University) hereby agree to the deposit of the records of the Illinois Yearly Meeting and of the Blue River Quarterly Meeting at the University of Illinois Library, subject to the following conditions: 1. The University will organize the records, maintain them under close security, and will provide the Depositors an inventory of the records. 2. The University will make the records available to scholars, students, and other qualified and interested persons subject to standard archi- val practices and to the general policies governing access to manu- script material adopted by the Association of College and Research Libraries. 3. The University will provide the Depositors a microfilm copy of the record, and will maintain a master microfilm negative for producing additional copies. 4. The University will identify each archival container (whether box or carton) with a label identifying the records as the property of the Depositors placed on permanent deposit at the University. 5. The University will not willfully destroy or dispose of the deposited records. 6. The Depositors will bear the loss of the records under any circum- stances other than those described in condition five above. 7. The Depositors may withdraw the records from the University if the above conditions are not observed only after (a) notifying the Uni- versity that one or more conditions of deposit has been violated and allowing the University six months to correct the situation, and (b) on the Library's failure to correct the situation, declaring the Depositor's intention to withdraw the records after an interval of at least one month. 8. The Depositors may withdraw the records from the University for a reason other than that specified in condition above any time after five years from the date of the ngreement if the Depositors reimburse the University for the processing, maintenance, microfilming, and Li- brary overhead expenses incurred by the University in its custody of the records. 'The amount of the reimbursement will be negotiated at the time of withdrawal. Dated this day of , 1977. THE BOARD OF TRUSTEES OF THE UNIVERSITY OF ILLINOIS APPROVED: By University Librarian Illinois Historical Survey Legal Counsel Comptroller ATTEST By Secretary THE ILLINOIS YEARLY MEETING & THE BLUE RIVER QUARTERLY MEETING OF THE RELIGIOUS SOCIETY OF FRIENDS By ANNUAL REPORT UNIVERSITY OF ILLINOIS LIBRARY RESEARCH AND REFERENCE CENTER OFFICE JULY 1976 - JUNE 1977 The University of Illinois Library is one of four research and reference (R&R) center libraries in the Illinois Library and Information Network. ILLINET, a statewide intertype library network of public, academic, special and school libraries, eighteen library systems, and four research and reference centers, was created under the Illinois Library Systems Act of 1965 and is under the administration of the State Librarian. Along with the eighteen regional library systems, the Library Systems Act specifies four research and reference centers: Chicago Public Library; Illinois State Library; University of IllinoiS Library at Urbana-Champaign; and Southern Illinois University Library at Carbondale. The special resource libraries are: University of Chicago Library; John Crerar Library; and Northwestern University Library. The University of Illinois as a Research and Reference Center, makes its library collection available to ILLINET libraries through interlibrary loan and by providing photoduplication services for non-circulating items. The collections of the University of Chicago and Northwestern University Libraries are made available only after R & R resources have been searched. The Illinois State Library and the University of Illinois Library channel interlibrary loan requests to the special resource libraries. John Crerar is accessed by any of the R & R centers but again only after it has been determined that the item requested is not available from the R & R centers. John Crerar serves as the ILLINET entrance into the Midwest Health Science Library Network (MHSLN). In addition to serving as a back-up resource library and point of access to special resource centers, the University of Illinois Library offers the follow- ing services to ILLINET: 1) Ten free pages of photocopying per request. 2) Reference and information service. 3) Verification and search of specialized indexes for unverified interlibrary loan requests. 4) Bibliographic location for titles not available in ILLINET. 5) Priority handling of ILLINET requests over non-network libraries. In payment for services offered to ILLI'ET, the University of Illinois Library receives a yearly base grant o" 2.,G nd an interlibrary loan and ,ph~oduplication transaction fee of S . ,De search and an additional S2.75 for each item sent on interlibrary loan. A 515,000 two-year grant (1975-77) was awarded to R & R centers to encourage reference services to ILLINET. J .. , "I _* - T - - . .- _ - - - - _ C_11) -7 While the entire University Library is the Research and Reference Center, the Illinois Research and Reference Center office was established in 1968 to coordinate ILLINET activities. All ILLINET reference, photoduplication, and interlibrary loan requests are processed by this department. Preliminary work on all reference, interlibrary loan and photoduplication requests is done by this department. Departmental librarians with their specialized tools and expertise are called upon for more detailed and involved information services. The ILLINET Interlibrary Loan Code and ILLINET Procedure Manual are the prin- cipal guides when screening materials for loan. Daily courier service between departmental libraries and the main library allows rapid access to requested materials. Student pages employed by the R & R Center office visit the 32 departmental libraries for books or journals requested from their collections. With the agreement of the departmental librarian, the materials are brought back to the R & R Center office and either sent to the requesting libraries or photocopied. Average turn-around time for ILLINET requests received is from 1 to 3 days. Daily shuttle services are provided to the following northern and central Illinois libraries: Chicago Public Library, Suburban Library System, DuPage Library System, Bur Oak Library System, North Suburban Library System, University of Illinois at Chicago Circle, Governor's State University, Northern Illinois University, Northwestern University, University of Chicago, John Crerar, Lincoln Trail Library System, Rolling Prairies Library System, and Corn Belt Library System. DEPARTMENT CHANGES (1976-1977) The Illinois Reference and Research Center office moved from Room 405 to Room 128 Library. The new facilities provide more space and convenience for interlibrary loan, photoduplication and reference services. The office has also been relocated in the organizational structure of the University Library. The department now reports directly to the Associate University Librarian and is no longer a part of the Public Service Division. The department will continue to be represented on the Public Service Council. The IRRC office has been given the responsibility for its own operating budget. Income received from the Illinois State Library, Sangamon State University, and the photoduplication unit is credited to the office. Expenses incurred by this department are assigned to one of the three IRRC accounts and records of expenses are maintained by the IRRC staff. Monthly accounting statements are also received from the University of Illinois Bursar's Office. Sixty thousand dollars a year from the Illinois State Library account is auto- matically assigned to the University of Illinois Library Acquisitions Department for collection development. The IRRC office continues to subsidize teletype communications made by the University of Illinois Library Reference Department. In January a photodupiication unit began oer~t-ion in the IRRC office. A Xerox 4000 was installed and iLLINET photoduplication requests previously sent to the Photoduplication Department are nov done in the IRRC office. Two half- time library clerks were hired to help with the added workload. During peak months a student was also hired for two hours a day. Turn-around time between r-ce-ipt of requests and mailing of copied items has improved under our :nage- men:. The IRRC professional staff will soon have limited assess to the Bibliographic Retrieval System (BRS). Training and practice sessions on the terminals have been given since the beginning of June. The use of this on-line service for interlibrary loan verification and reference will help improve the quality and quantity of service the University of Illinois Library is able to offer ILLINET. In February, Beverly Lynch, Director of the University of Illinois Library at Chicago Circle, expressed concern to Mr. Atkinson about ILL services between the Urbana and Circle campuses. Ms. Lynch maintained that turn-around time for requests from Circle Campus was far too long. In support of her statement, she sent fourteen examples of delinquent ILL requests. A short study of ILL trans- actions for February 1977 was conducted at the Urbana campus library. Study results showed that requests in the IRRC office have an average turn-around time of 2½ days from receipt of requests. Many requests receive 24 hour service. It was concluded that service had either improved since the Circle Campus sampling or that shuttle service between campuses caused more delay than had been antici- pated. Several things have been done to ensure continued rapid service to the Chicago Circle Campus. A copy of the University of Illinois Library microfilm catalog has been given to the Circle Library, allowing Circle to request veri- fied items from us with the correct main entry. Shuttle bags have been ordered for Circle by the Urbana Campus ($400) to ensure less confusion in shuttling books between campuses. More communication between ILL office staff on the two campuses is being encouraged. OTHER ACTIVITIES Illinois State Library activities involving the University of Illinois R & R Center include participation on a statewide Cooperative Collection Development Committee, three regional ILL and reference workshops for system and affiliate library staff members conducted by the four R & R Center Coord- inators, and an advisory committee of R & R Center members to the Rouse Mathematical Model Study. The results of the R & R Center interlibrary loan and reference requests study will be available this fall. Lewis and Clark Library System sent their interlibrary loan personnel to the IRRC office to receive training on the teletype model 33. Kitty Watters, our teletype operator, spent 2 days training the Lewis and Clark Staff. Nancy Albrecht, the Lewis and Clark ILL librarian also learned to do OCLC and serial record searches. The two days spent with the system staff was beneficial not only for the system but the IRRC office. Personal contact with the people we serve via teletype and mail does much to improve understanding, morale and the service consciousness of a staff who rarely receive direct feedback from the patrons they work so hard to serve. USDA Northern Regional Research Laboratory in Peoria invited the IRRC office professional staff to Peoria for lunch and a tour of the laboratory facilities. This is the second invitation received and accepted from ILLINET special libraries. A.E. Staley and the NRRC, our biggest customers, have shown interest in working closely with the IRRC office and have offered to act as ILLINET referral centers for requests we are unable to fill at the University of Illinois Library. They have informally offered to do limited reference and literature searches on their data bases if we cannot easily answer cuestions received in their areas of specialization. The Coordinator of the IRRC office helped prepare and present "An American Bookshelf 1776" sponsored by the University of Illinois Library and the Illinois State Library. The Bookshelf, a display of early American books, was shown by 37 Illinois public libraries during the bicentennial year. Mr. Bennett and Mrs. Albright travelled to most of these libraries to help with arrangements and publicity, and to talk with librarians about services offered to ILLINET libraries by the University of Illinois. Questionnaires completed at each library indicated the exhibit was quite well received. Increased personal contact with system, academic and special libraries in Illinois should be encouraged. Through this contact the IRRC office staff can become more aware of needs and services available and become more valuable and responsive to all ILLINET patrons. STATISTICS The IRRC office received 63,193 interlibrary loan and photoduplication requests, 2,367 fewer requests than were received last year. Interlibrary loan requests decreased by 4,627 over 1975-76 while requests for photodupli- cated materials increased by 1,263. The flow of requests through the year (CHART 1) shows a marked drop in the number of requests received in December as well as in the summer months. December alone shows a decrease of 1,716 requests received. While ordinarily slow due to academic holidays, December is the first month since 1973 that less than 4,000 requests were received. Christmas week closing of the University of Illinois Library may be a partial explanation for the decrease in December. Requests ordinarily received here were routed to other R & R Centers or simply returned to the patron as not available. Requests were obviously not batched until we re-opened since January and February do not show the expected increase. Further analysis of requests received (TABLES II-VII) indicates that public library interlibrary loan requests dropped by 5,150 in 1976-77 and account for the total drop in requests received by the University of Illinois Library. While requests for public libraries submitted directly by systems to the University of Illinois increased by 500 (TABLE IV) referrals to the University of Illinois from other R & R Centers for public libraries dropped by 5,654. New ILLINET referral procedures adopted at the Illinois State Library may explain the decline in referrals received. Automatic referral between Centers is no longer accepted in ILLINET. Requests received by the State Library (mostly public library requests) are searched in OCLC, UIMAC, NUC and the CLSI Interconnect Project to determine their referral pattern. Items not located in UIMAC, OCLC or NUC as University of Illinois books are no longer sent to the University of Illinois. These items are sent to Suburban Library System as a result of a positive CLSI search, referred to another R & R Center or referred to a SRC located in NUC. Items are also returned with no search beyond the Illinois State Library if the item is beyond R & R Center collection scope as outlined in the ILLINET Procedure Manual. Since the refilming of the University of Illinois Catalog (U!MAC) many systems have searched the catalog before referring requests to us. Items not located in their search are automatically referred to other Centers with a note that it is not in UIMAC. 8,657 requests in 1976-77 were received as machine print-outs of our Catalog. 4,945 UIMAC requests were received in 1975-76. -H 0 --i C) r- en 0t N) C) NA) 0) C) C) C7) -J 0- -i N) ~-a -' 0n 0n 10 4 0) 00--J N) -- co C) co CD c4)o Nr 0o i o0) rN Nro c -w _o -0 4- co C) co r o 0) c) a) %4 -- ,j C) ro N) Cco -PN cw ci CO k0 CO 4 01 CD tC -J J -J C) -' CD (0 Ciw O C) Cw r) N) Co -co co) N) - . o3 eo 4 - 3 --J CO < CO C) CO -' c0 1 en N ) C) C-1 :K Dl> =: -n c-i c Cu -0 0) CD 0 3 C< - S CT 0- CD - 10- - C'T C rU ý: --s WO CA) WP ^> CO N.) OD o V C:)^ ^ lico Q0 ol o -P,-0 N)j I'D ro c n o- 4c:: >tI Co n ol (n %.,j co --I -., -;P: en 4== QO Q0 4< : -p cr» en tUD 4k ^Dc -J^ COr CO CO C), 0) -~ -' 0~ 01 CO 4" CO 0) -~ CO~ 0) 0), r N N) Ci) 0)T ~4 4P 01 N) -o e o N) 1 CD 01 c0 Co e0 wJ -C C.) 0 C). 01 C0 4:: C0) CA) C: CO 0) C) 0 -n 01 CD) a) cn 1C) 01 C) 0 ci - 0C) - U -ý >C) -i -J 2 C 01 - )o Ci C) - -? C0) CO N) C) CO C).' : ) C,, ,oo o. - Cr Cr) c) 0n C) -s C)D c) ---t r- m 0 0 c-t- C 0D 0 C fD C: C: CT C )D E3 r+ CD rD '"S C S5 CD 7 -s N) (A) C) Ci) Ci Ci) rC) C) N) CA) Cw -j tC -L 0)C 0) - C) I ^J m mJ 0w Lo (n Ln en 4^ -C Wc* 00 4ý -1 CD 00 co en o -F^ COD en CA) 01 C) - -P 0i1 N) C) rN) CO N) ,J n 01 4:OD C -F) CO3 cO 0 0 71z- m -v C) -H- 0 0 rC rT-H c-O :: o -H m - - I0 '-t 0T) C-i 1-j -{- m 7T m ;o m r- ZZ Cm - .. o - c r-'- o'Q m C) I Cio CO- C)A m - --i " o -- , Io-' C:) -n --I C) m Workload in the IRRC office has increased this year even with the decrease in requests received. As can be seen in TABLE I, 36,629 items were sent to Illinois libraries in response to their requests. This is an increase of 2,000 items over last year. Photoduplication requests were more likely to be satisfied, although the fill rate for interlibrary loan requests also increased from 52% in 1975-76 to 57% in 1976-77. Photocopying previously done by the Photoduplication Department was transferred to the IRRC office in January, 1977. The billing, record keeping and copying of 8,766 requests was assimilated into office routines with the addition of only one full-time LC II. Reference service in the IRRC office has increased workload in professional searching and clerical responsibilities for record keeping, photocopying and sending of books in response to those requests (see page 7). Over 3,000 more TWX referrals were typed to other R & R and Special Resource Centers by the IRRC office staff in 1976-77. Non-ILLINET requests are requests received by the IRRC for which the University of Illinois Library does not receive reimbursement from the Illinois State Library. Included in this category are all University of Illinois Campus libraries, even though all these libraries have joined ILLINET. University of Illinois interlibrary loan is an internal University matter and not the respon- sibility of the Illinois State Library. Also included are photoduplication requests received from ILLINET academic libraries for journal replacement pages. These requests are not included in the ILLINET guidelines for interlibrary loan but are considered the responsibility of the collection development departments of individual requesting libraries. Special and academic libraries who have not joined ILLINET are also included in TABLE II. TABLE II NON-ILLINET REQUESTS by type of library and type of request Received Items Sent Books Photo Total Books Photo Total Academic 11 281 292 2 220 222 Special 181 470 651 98 292 390 ICIU 1,025 1,193 2,218 547 932 1,479 IU-Med 144 259 403 75 206 281 2,203 3,564 722 1,650 2,372 TOTAL 1,361 Public libraries are responsible for 57% of all requests received. Academic libraries are the next largest borrowers, accounting for 27% of the total. Public libraries more often request books than photocopies and repre- sent 74% of all requests for interlibrary loan materials. Only 50% of the requests submitted by public libraries were satisfied by the University of Illinois Library. Academic libraries request photocopies as often as books and have a 65% fill rate. Photoduplication requests are more often satisfied (74%) than interlibrary loan requests (55%). Special libraries most often request photocopies from the University of Illinois Library. 70% of all items requested by special libraries are satisfied. Public library requests decreased by 5,000. Academic library requests increased by 1,700. Most of the increase (1,300) was for photoduplicated material. ILLINET guidelines outline various routes by which member libraries access the University of Illinois Library as a Research and Reference Center. Public and school libraries must submit requests through their systems. Academic libraries may request directly from R & R Centers for their faculty and grad- uate students, but must request items through their systems for undergraduate students if their library collection is under 200,000 volumes. Throughout this report reference to "faculty" implies faculty and graduate students covered by the ALA Interlibrary Loan Code. "Student" refers to undergraduate students denied interlibrary loan privileges under ALA guidelines. Special libraries may come directly to R & R Centers for items needed in their areas of specialization but must access through their systems for more general, non- work related items. The following tables represent requesting patterns and preferences of the various types of libraries in ILLINET. TABLE III ILLINET REQUESTS by type of library and type of request Received Items Sent Books Photo Total Books Photo Total Public 29,742 4,596 34,338 13,898 3,445 17,343 Academic 8,003 8,542 16,545 4,445 6,379 10,824 Special 1,954 6,085 8,039 1,039 4,630 5,669 School - 476 203 679 222 177 399 MHSLN 8 20 28 3 19 22 40,183 19,446 59,629 TOTAL 19,607 14,650 34,257 --i P> - 0 C ___ (D 0 r-- o U o ko 0') 7_- =5- r r D m C0 0 -i. r- 0 0 .D -A- -N --J C 0 3 0 ( in _ - n L/ - CD C- 0 cm Ul -- ^< 1 C -- -- - C 0< __ 01 _ O t 017 0- cr m m CD C/) ID-_ -- -o-1 rCD- --4 LA.) -P 0 -i 7- Li w N N 010 ^ r < Oo -- r . CL C r- (D -_ 'I* C + S03 0 co o cr C -7 r- 00 'sD aT) -J 7~ 41 00 , C 00 4: cn 1- CD m -< -H CD Oo -PF -F - o C > ?o SP - D ) m o00 C0 c o -. C cn r j cn - c-I < - c C0o -. D m-o 0r C r-< m --1 V) C. -- C, - C) -- CO) -p^ -C v- N) o C/) C) ro C c C) ri o en an 0 N) Co CO CO C3O CO A) Ca co -T ;o V . C) 00 N) ro CO CO wo 00 en cn N) rN CO ro ci en CO CX) 0 0, Co CD3 " I 25 (4 JI r L cn Co U, 0l a) .- c, t.0 en N) ro N) N) CO c- 1 I CD C) I- 0 =c o r-1 -< > ci -d m -- H/ - C- 00 N) r) 01 N) Co en ro \ CO ^j ro Co an N) IN)t 4:l C 02 --C---- -T0 cr C-) r- CO -P U) -O m C) 0 r-- -- -- -I --i C) -- cr -) C) -0 C, rT1 i-' C) ci C) C- 02^ N) 0C U, U, OD ___ Co Nr) CO 0i __ N) aC) Cro ro N) CO~ CA) 4A) CO N) CA Co CO CO - (A - ro - 1 -- .. . --- I I-- I i 41 -J Ip (1 ci '-3 D H cc 3 C: 0 o L<.. -- 0 o0 \0 0 ccj ^ : -i t^ SL; COh Z ,-_ i R- © ^-v- L-i Q La - - APPENDIX ii ! 0- (3 - 1V - APPENDIX iii MHSLN - 3 BOOKS SENT JULY 1976 - JUNE 1977 VOLUMES TITLES Direct 460 437 Refer 1R8 18 SPECIAL ------- System 542 511 Refer 75 73 Direct D 198 195 SCHOOL 27 27 cdec 2 2 SDeci.c I 108 98 646 547 S-- 76 75 k______________ I Vol. Direct 856 12,351 11,715 SYSTEM TitlesRefer ____2,262 2,183 842 Direct 2,452 2,163 IA Refer 71 70 Faculty C System Sy856 810 :A -------------------------------------------- Refer D 88 76 E Direct 268 261 M Refer S5 5 , Student System C 956 916 Refer I 5 41 1 AA APPENDIX iv APPENDIX iv ILLINET REFERENCE REQUESTS JULY 1976 - JUNE 1977 r ep of reques ts re ceiv t: Requests Fill I PF NF Books Photos Other Letters Cance NF P FFill 'STEM 525 297 100 110 457 213 18 80 3 19 4 P.L._________ ______________________________________________ Fac 57 27 7 10 39 25 12 3 4 Univ. _______ Stud 28 22 7 2 38 20 1 1 3 11 8 1 1 15 5 1 1 17 10 5 - 10 5 1 2 IVERSITY 5 3 - - 16 1 Stud 2 2 ' - - - 2 PECIAL 6 3 3 - 6 1 nber of referrals from R & R Centers rSTEM 455 167 94 236 278 106 1 212 28 17 8 P.L. Fac. 13 3 3 6 1 5 1 1 1 Stud. 2 - 1 - Sch. 3 1 - 2_______ 2 Spec. 5 2 1 - 3 IVERSTY 2 1 - I 1 Stud. ___- _________ ECIAL 1 1 - lmber of Referrals sent to (NF or PF): ISCPL S UC CRERAR LS LCLS IRECT p 7i 22 22 3 3 6 34 20 1 EFEr 11 24 29 1 -~ 28 7 56 2 -- 28 47 i. ; INTERLIBRARY LENDING DIVISION OUT-OF-STATE SECTION ANNUAL REPORT July 1, 1976 - June 50, 1977 Herewith is submitted the ninth and, for the current Extension Loans Librarian, last Annual Report of the Interlibrary Lending Division, Out- of State Section, for the year July 1, 1976 through June 50, 1977. Al- though the Interlibrary Lending Division, or ILD, will again commence another year of operations on July 1, 1977, as a unit of the Public Service Departments, under the supervision of the Director of Public Services, the future organization, administration and location of the ILD upon the re- tirement of the Unit Head on September 1, 1977, remains in question at this writing. However, it is the hope of the Extension Loans Librarian that the department will be permitted to operate as a separate unit, but joining the Illinois Reference and Research Center and Photographic Services under a Special Services Director, as recommended in the Graen study of April, 1975, and, furthermore, that the unit will continue to be headed by a qualified librarian. SERVICE TO READERS General sumarry.--As shown in the "Monthly Summary" of the year's statistics set forth in "Appendix I," there has been practically no increase in the number of letters, or Interlibrary Loan requests, received, and there has been a slight drop in the number of titles requested. The num- ber of volumes loaned continued to increase, but only slightly over last year's total. However, the number of titles loaned increased noticeably. During the year the ILD received 13,516 requests (including 2,665 teletypes), as compared to 15,508 (2,955 teletypes) last year, an increase of 8 requests. Titles requested totaled 15,262 (2,581 teletypes), as com- pared to 15,371 (2,852 teletypes) last year, a decrease of 109, or less than 1 per cent. Seven hundred and fifty-two, or 6 per cent, of the letters received requested information only. These included inquiries as to the availa- bility of materials on Interlibrary Loan; requests for renewals; status requests; questionnaires; postal tracers and other correspondence con- cerning the loss of library materials in the mails or at the borrowing institution. During the same period the ILD loaned 9,117 volumes or reels of mi- crofilm representing 7,047 titles, as compared to 9,045 volumes repre- senting 6,915 titles last year, an increase of 72 volumes, or less than v2- 1 per cent, and an increase of 154 titles, or 2 per cent, to the forty- nine states and tne District of Columbia in the United States, the ten provinces of Canada and Puerto Rico. The slight decreese in titles requested noted above may have been due somewhat to a decrease in the number of titles "searched" for Arno Press, Inc., a reprint firm, which requested 7 per cent of all titles requested as compared to 8 per cent last year. However, although Arno Press bor- rowed more volumes then last year, the sligiht increase in the number of volumes loaned overall, on the other hand, represents a legitimate in- crease in interlibrary lending to all types of libraries throughout the country, and again appears to reflect the current-day budgeting problems of the majority of the requesting libraries. Geographical characteristics.--As is evident in.the "Interlibrary Loans Summary by Region and State" (Appendix II), the combined North Cen- tral regions of the country borrowed, as usual, 34 per cent of all volumes loaned, with the East North Central region, consisting of four neighboring states--Indiana, Michigan, Ohio and Wisconsin--being again the lar gest regional borrower with 1,899 volumes, or 21 per cent of all volumes loaned. Following the West North Central region, which was in second place with 1,201 volumes, or 13.1 per cent of all volumes loaned, are the re- maining eight regions, with the number of volumes loaned: South Atlantic (1,192 vols., or 15 per cent); Middle Atlantic (976 vols., or 11 per cent); Pacific (910 vols., or 10 per cent); Mountain (832 vols., or 9 per cent); West South Central (704 vols., or 8 per cent); Canada (562 vols., or 6 per cent); East South Central (445 vols., or 5 per cent); and New England (588 vols., or 4.2 per cent. Puerto Rico is represented by 8 volumes this year, as compared to 7 volumes last year. It should be noted that the first eight regions are in the same po- sitions as last year, but that New England, usually last among the ten regional borrowers, again occupies that position, having given up the ninth place it enjoyed last year to the East South Central region. By individual states or provinces of Canada the ten largest borrowers this year and the number of volumes borrowed are: 1. California 720 6. Missouri 571 2. Indiana 651 7. Florida 517 3. New York 619 8. Texas 306 4. Ohio 562 9. Colorado 301 5. Wisconsin 425 10. Ontario 23) The preceding list of the top-ten states and provinces is similar to last year's list in that seven of the ten states are again included, though in different order. California moved up from third place to first place, New York from fifth to third and Texas from ninth to eighth. However, Ind- iana went down from first to second place, Ohio from second to fourth and Wisconsin from fourth to fifth. Missouri remained in sixth place as last year. Newcomers to the top-ten list of states and provinces this year are Florida, replacing Michigan for seventh place, Colorado, replacing Iowa (eighth last year) for ninth place, and Ontario, replacing Virginia for tenth place. -7- Institutional characteristica.--Although New York received a third- place rank among the states due to heavy borrowing by a reprint firm in New York City, other states in the top-ten owe their positions to heavy borrowing by the major academic libraries in their states, as the list of top-ten institutional borrowers will show. The list of the ten largest borrowers by name of institution and the number of volumes borrowed is as follows: 1. University of Wisconsin .. . . . . .. 224 2. Indiana University . . ......... 206 3. Purdue University . . . . . . . . 161 4. Florida Technological University . . . . 146 5. Louisiana State University . . . .... 146 6. University of Iowa . . ..... . . . 124 7. University of Utah .. . . .. . . . 123 8. University of Minnesota . .... .... 119 9. Arizona State University . .. . . . ... 118 10. University of Michigan . . . . . . 108 The list of the ten largest institutional borrowers shows that, al- though Indiana relinquished its top ranking of the past two years to Wis- consin, who was second last year, the rise of Purdue from sixth to third contributed considerably to the number two position of Indiana as a state. Also, although Wisconsin (Milwaukee), fourth last year, dropped completely from the top-ten, the number of items borrowed by their library (78) when combined with those borrowed by Wisconsin at Madison helped to keep Wis- consin in fifth place as a state, a drop of only one place from the year before. In addition to Wisconsin and Indiana, perenially the number one and two borrowers, only three of last year's top-ten academic institutions are represented in this year's list. However, none retained the same position. Purdue rose from sixth to third; Iowa went down from fifth to sixth and Michigan from third to last. Florida Technological University, Louisiana State, Utah, Minnesota and Arizona State, fourth, fifth, seventh through ninth, respectively, are newcomers to the top-ten, replacing Wisconsin (Milwaukee), Cincinnati, Arizona, Missouri and Virginia, who were fourth, seventh through tenth, respectively, last year. It should also be noted that the fourth place accorded Florida Technological University in the top-ten hardly represents that of a steady and prolific borrower, as does Louisiana State University with whom it is tied, for 159 of the 146 items borrowed were reels of microfilm of three Chicago newspapers and were bor- rowed for a member of the faculty of the History Department. As would be expected, out-of-state lending by the University of Illinois Library at Urbana-Champaign is, as it should be, mainly to academic insti- tutions. The total number of volumes loaned to academic libraries is 7,717, or 85 per cent, as compared to 7,875 volumes, or 87 per cent, last year. All special libraries, which include governmental libraries and commercial firms, including reprint publishers, borrowed 848 volumes, or 9 per cent, as compared to 698 volumes, or 8 per cent, last year. Loans to municipal and county libraries, 552 volumes, or 6 per cent, was up slightly from last year's total of 472 volumes, or 5 per cent. Following the usual pattern over the years, there were no loans made to school libraries this year. -4- Form and subject characteristics.--Of 9,117 volumes loaned this year, the bulk, 7,225, or 79 per cent as compared to 80 per cent last year, were books or monographic serials. Loans of periodicals, 412 volumes, or 5 per cent, was up 1 per cent from the 565 volumes loaned last year. Newspapers on film, 1,256 reels, or 14 per cent, was slightly down from last year's total of 1,529 reels, or 15 per cent. Other films loaned included books on film, 170 reels, which was a 55 per cent increase over last year due primarily to.the greater number of Slavic titles loaned, and periodicals on film, 65 reels, almost triple tho number loaned last year. Again, many of the periodicals on film were Slavic titles reported as available for loan by the Slavic Reference Service. Eleven maps were loaned this year as compared to none last year. Loans classified by general Dewey classification system numbers are as follows: 00 .... 1,628 500 . . . 804 100 . . . 514 600 .. . 802 200 .... 259 700 . . . . 756 500 . . .. 1,602 800 . . .. 1,510 400 . .. . 184 900 .... 1,278 The ranking of the loans by Dewey classification groups varies from last year in that the Social Sciences, previously the largest group, re- linquished first place to Generalities, which last year had risen from fourth to second due to the increased number of newspapers on microfilm that were loaned. However, Literature and History remained in third and fourth place, respectively, as last year. The Pure Sciences and Technol- ogy again exchanged positions for fifth and sixth, respectively. However, the Arts, Philosophy, Religion and Language retained the seventh through tenth positions, respectively, as last year. REQUESTS NOT FILLED Examination of the table "Requests Not Filled" (Appendix III) reveals that for the first time in many years the "Not owned" category ranks second to "Non-circulating." The 2,404 titles in this category constitute 40 per cent of the total requests not filled, as compared to 45 per cent last year. However, the total not owned represents but 18 per cent of all titles requested, as compared to 21 per cent last year. The largest category, "Non-circulating" (2,638, or 44 per cent of re- quests not filled and 20 per cent of titles requested), contains the same large sub-categories as last year. "Periodicals" (764) is again by far largest sub-category; "Section of book or serial..." (510) and "Reference or reserve book" (268) retained their second and third positions as last year; and "Dissertations filmed at Xerox University Microfilms" (261) and "Rare books" (260) were fourth and fifth, respectively. As last year, many of the titles once counted as "Rare books" only, even though they were from the Meine, Baskette or. other special collections housed in the Rare Boo1 Room, were again included in "Special collections" (247), as were materials located in the "Closed Stacks" area of the Bookstacks, the Lincoln Room of the History Library, the Illinois Historical Survey and certain special collections in various departmental libraries. C-- "In use" (428) and "Missing" (257) are the two largest categories of the remaining eight categories, altogether accounting for 985of the re- quests not filled. The number of non-circulating requests referred to Photographic Services for processing, when so authorized by the requesting library, was 777, or 29 per cent, an increase of 8 per cent over last year. This fairly large increase appears to refute the assumption made last year that the percentage of requests referred to Photographic Services, which had been fluctuating from year to year, though gradually declining, was an indication that borrowing institutions were ordering photoreproductions direct from Photographic Services rather than attempting to borrow non- circulating items, especially periodicals, on interlibrary loan, even though they may have stipulated photoreproduction as an alternative to a loan. REPRINT PROGRAM As mentioned earlier under "General summary," the slight decrease in titles requested this year may have been due somewhat to a decrease in the number of titles "searched" for Arno Press, Inc., the chief reprint borrower, although the firm did request the same percentage of the total number of titles requested as last year. The total number of volumes loaned to reprint publishers (271) repre- sents an increase of 78 volumes, or 40 per cent, over last year's total of 195 volumes, but it is still far from the record 374 volumes loaned two years ago. Also, the number of reprint firms borrowing materials, which had decreased from 10 to 8 firms last year, remained the same this year. Hiowever, the number of reprint firms borrowing from Illinois is rela- tively unimportant when one notes that Arno Press, Inc., New York City, the chief reprint borrower for the past four years, borrowed 217, or 80 per cent, of all volumes loaned to the eight reprint publishers. This represents a 7 per cent decrease from the 87 per cent borrowed by Arno last year and a 4 per cent decrease from the 84 per cent borrowed two years ago. Thus, Arno Press remains the only prolific and steady borrower of monographic works, or titles which are requested only after their availa- bility has been established by searching the "want" lists for proposed subject series. Although the lists searched this year decreased from 38 to 25, the number of titles requested, 954, decreased by only 125 titles from last year's total of 1,079 titles, or by 12 per cent--a slight de- cline compared to the 62 per cent decrease in titles requested last year. Last year we noted that the continued decrease in loans to Arno Press since February 12, 1975, when a revised "Policy Statement" on loans for commercial reproduction raising the service fee from $10.00 per volume to $20.00 per volume was issued, indicated that the increased reprint fees had proved to be somewhat of a deterrent to continued heavy borrowing by this firm. Although this might be the case, it is more likely that the decrease in requests may be only an indication that the reprint field has reached a point of saturation and that the market for expensive subject series composed of many titles of dubious merit has declined greatly. Other firms borrowing for reprint or microreproduction purposes this year include, with the number of volumes loaned: Greenwood Press, West- port, Connecticut, 19 volumes, after borrowing but 2 volumes last year; Brookhaven Press, La Crosse, Wisconsin, a new borrower, and Microform Pub- lications, College of Health, Physical Education and Recreation, Univer- sity of Oregon, Eugene, Oregon, each 10 volumes; Hyperion Press, Inc., Publishers, Westport, Connecticut, 6 volumes, compared to 1 last year; AMS Press, Inc., New York City, and Richwood Publishing Co., Merrick, New York, each 4 volumes, as compared to 6 and 5 volumes, respectively, last year; and Random House, Inc., New York City, also a new borrower, 1 volume. Andronicus Publishing Company, Inc., New York City, and Krieger Pub- lishing Oo., Inc., Huntington, New York, both new borrowers last year, borrowed no volumes this year, and neither did five new borrowers of two years ago, as well as Burt Franklin, Publisher, New York City, a former frequent borrower of monographic works. PERSONNEL Contrary to last year, when there were minor disruptions of services due to the resignations of two Library Technical Assistants and three student assistants within a six-month period, the personnel situation in the ILD this year remained more stable. Ms. Doria M. Beachell, who began her duties as Library Technical Assistant I on February 2, 1976, as reported last year, has remained in the position during the past year. After almost a year and a half as an LTA, Ms. Beachell has demonstrated a marked ability for bibliographic searching and reference service and also has revealed a definite talent for library administration. Relative to her bibliographic duties, Ms. Beachell's searching and verification continues to rate high marks for its thoroughness and its high degree of accuracy. She has considerably expanded her use of OCLC, which she instituted last year for the verification, including location information, of the numerous poorly-cited and incomplete requests that are searched daily. As for administrative contributions, M. Beachell aided the Unit Head by performing essentil clerical duties during a six-week period when the ILD was without a Clerk-Typist II, and, for a week in August, with only minimal student help, she managed the ILD during a vacation leave of the Unit Head. Also, again acting as the administrator of the ILD for a two- week period in October while the Unit Head wvas on vacation, she super- vised the work of a new Clerk-Typist II, whom she had helped to select and had trained during the previous three weeks. During this period she also hired and trained a new student assistant to replace one who had resigned suddenly. For her overall job performance, Ms. Beachell was recommended for, andkwas granted, a Superior Performance increase to Step C, effective November 14, 1976. -7- In addition to her regular duties, Ls. Beachell served on the Tele- phone Center Subcommittee of the LOG Site Committee. This involved flow- charting the ILD's procedures and determining which functions would inter- act with LOS. As a result of this study, 1Ms. Beachell has contributed to the efficiency of the department by streamlining several departmental rou- tines. She is also developing a formal job description for the Clerk- Typist II position, and continues to write up an official policy and pro- cedures manual for the ILD. During the past year, Ms. Beachell has made steady progress in her degree program in the Graduate School of Library Science by completing five additional units of study. She was enrolled in Library Science 429 during the 1976 Summer Session, in Library Science 415 and 450, First Sem- ester, 1976-77, and in Library Science 504 and 428, Second Semester, 1976- 77. She is currently enrolled in Library Science 502 and 430, and will thus complete the requirements for the degree of Master of Science in Library Science at the end of the 1977 Summer Session. The fear expressed in last year's report that the ILD would soon lose the services of iMs. nary Kay Cler, veteran Clerk-Typist II, since she had passed the examination for Clerk-Typist III on June 2, 1976, was borne out, as M4s. Cler left the ILD on July 50, 1976, to accept a Clerk-Typist III position in the Campus Office of Administrative Data Processing. The non-academic vacancy created by Ms. Cler's departure was not filled until September 15, 1976, when Ms. Alison Fong Weingartner, the first of three c.andidates to be interviewed by Ms. Beachell and the Unit Head during a six-week period, commenced her duties as Clerk-Typist II. Ms. Weingartner, a graduate of the University of the South Pacific, Suva, Fiji Islands, and a forimer newspaper reporter, commenced her employment under a slight disadvantage, being a fairly recent newcomer to the United States.and somewhat unfamiliar with American customs and with library pro- cedures in general. However, Ms. 'eingartner's overall job performance in almost ten months of service has exceeded the requirements for the position. In short, her job knowledge and performance of tue essential clerical rou- tines of the department .compares most favorably with that of her prede- cessor, who had been in the position for seven years. Under the guidance of I4s. Beachell, her inmediate supervisor, Ms. Wein- gartner has mastered the basic prodedures of the position and has demon- strated her ability to keep up with the heavy work-load of the department. She has also, after instruction from her immediate supervisor, added simple bibliographic searching to her routines, usually handling all requests for Illinois masters theses, doctoral dissertations and titles in the micro- film collection. Endowed with energy and enthusiasm, Ms. Weingartner has demonstrated a considerable amount of initiative and leadership ability by taking charge of situations that have arisen in the office during the absence of both supervisors. Mr. Richard iF, Hudzik, who, as reported last year, had commenced work on May 19, 1976, as the student assistant assigned to the ILD by the Book- stacks and whose performance on the job had been outstanding, left the de- partment on August 12, 1976, in order to devote more time to his studies during his final year of Law School. The duties of Mr. Hudzik were tempo- rarily performed by Mir. Loren Karnick, Library Clerk II, Circulation Desk, for the two-week period August 16 through August 27, 1976. However, on August 30, 1976, Mr. Mark J. Guida, Graduate Student in Engineering, began his duties as a permanent replacement for Mr. Hudzik. As was the case with Mr. Hudzik, Mr. Guida mastered the routines of the job fairly rapidly, was conscientious in following his work schedule and was soon able to keep up with the heavy daily work-load of returned library materials. However, in a situation akin to Mr. Hudzik's, the fifteen-hour schedule proved to be too much for Mr. Guida's studies, and he vacated the position on rather short notice on October 15, 1976. Forewarned of Mr. Guida's termination of employment, Ms. Beachell, in the absence of the Unit Head, interviewed the few students interested in the position and quickly chose 17s. Edith A. Folta, Graduate Student in Education, as the first permanent women student assistant in the ILD. Fortunately, Ms. Folta was able to commence work immediately on October 14, 1976, and she has remained in the position to the present time, or for over eight months. Ms. Folta became Mrs. Gary Reger on November 6, 1976, and completed her graduate studies in June, receiving an M. Ed. degree. Ms. Reger has performed exceptionally well in the physically-demand- ing and frustrating job that involves opening the multitude of packages and shuttle-bags containing the returned materials for both the IR&RC and the ILD, clearing the shipping records for both departments and routing the materials to their proper locations. Friendly, intelligent and en- dowed with a good disposition and sense of humor, Ms. Reger has worked very well with the other personnel in the office. She has been very cooperative in keeping to her fifteen-hour weekly schedule and is very punctual in reporting for work each day. She has attempted to make up any hours lost due to illness or academic conflicts and, in general, has worked steadily and energetically to keep up with the heavy work-load of the department. ADMINISTRATION Last year we noted, as a new procedure, the institution of a limited TWX reference service by the Slavic Division during the Second Semester. It involved approximately 120 libraries, mainly academic, who were es- pecially interested in acquiring or borrowing materials in the Slavic languages. TWX requests designated as "Slavic" were forwarded directlr to the Slavic Division by the IR&RO and personnel from the Slavic Division responded to the requests also via TWX. If a loan was requested and the item was owned by the Library, the request with call number and location information noted on the form was referred to the ILD and the loan was transacted by that department in the usual manner. 'lhe number of requests referred to the ILD last year, though unre- corded, was believed to be very few, and there appeared to be no notice- able increase in the number of loans made to requesting libraries, most of whom had requested loans of Slavic materials from the ILD prior to the installation of the specialized service. -9- The procedure we have described above continued for over a year, or well into the Spring of 1977, when the Slavic and East European Division announced a new expanded reference service involving a larger selection of college and research libraries and the installation of its own tele- type to be used exclusively for handling Slavic requests. As the majority of the TWX requests received by the Slavic Division are of a reference nature or are for mr.aterials that cannot be filled at the time from the Library's collections, as orders must be placed for the rmterials in niany cases, the number of loan requests referred to the ILD has not increased as much as would be expected. In addition to the service noted above, the Slavic Division continues to verify and provide location information for any interlibrary loan re- quests for Slavic materials received by the ILD, but which cannot be found in the Library's collections through routine searching by ILD's personnel. Although these requests are answered by the ILD, the information, or promise of future acquisition by the Slavic Division, usually results in later requests being made to either the Slavic Division or the ILD by the majori- ty of the requesting libraries. Last year we dwelt at length upon the institution of charges for inter- library loans by several Eastern academic libraries and by Canadian aca- demic libraries in general. We nentioned Yale University Library's insti- tution of a uniform charge of $5.00 per interlibrary loan transaction as of January 1, 1976; Princeton University Library's similar charge, effec- tive April 1, 1976, with charges administered through a coupon system; and Harvard College Library's $8.00 charge per transaction (the same as instituted by Canadian academic libraries), effective July 1, 1976. Since reporting last year, Yale University Library, on August 2, 1976, announced that "in order to continue the service in the face of rising costs we must increase the charge for loans to a figure more in accord with the real costs of lending to other institutions," or from $5.00 to 48.00 per transaction. A short time later, Cornell University Libraries announced its institution of charges for interlibrary loans originating outside New York State, effective September 1, 1976. However, Cornell, like Princeton, administers its charges through a coupon system, with each coupon having a face value of $5.00. Aside from Cornell, no major research library has, to our knowledge, announced the institution of charges for interlibrary loan transactions during the past year. This fact allays the fear expressed last year that the trend established by.the three major Eastern academic libraries would spread rapidly to other academic libraries throughout the country. It was feared, especially, that libraries of tie New England, the iMiddle At- lantic and South Atlantic regions, who previously had relied upon a few large academic libraries for the majority of their scholarly loans, would be turning to other libraries throughout the country, and in particular to those in the East North Central and West North Central regions, and that the denmands made upon some of these large research libraries, such as Illinois, would increase greatly. -10- However, statistics on regional loans by Illinois do not appear to substantiate the above assun:ption. Volumes loaned to the nine states in the South Atlantic region increased only slightly from 12 to 13 per cent, and loans to the three states comprising the Middle Atlantic region in- creased the same percentage, or from 10 to 11 per cent. Moreover, the six New England states, ninth in regional borrowing last year, were again last amrong regional borrowers, the items borrowed decreasing from 5 to 4.2 per cent of the total number of volumes loaned. Thus, as the policy of charging for interlibrary loans appears to be limited for the present to a few large academic libraries of private uni- versities located in the East, the demands made upon other research libra- ries throughout the country who do not charge for their services do not appear to have increased to any extent. In the case of Illinois, at least, the increase, if any, has been so slight that it has not placed an undue stress upon the currently limited personnel of the ILD. Until a greater number of research libraries, particularly libraries in the eleven states comprising the East North Central and West North Central regions, including libraries of the "Big Ten" universities, insti- tute charges for interlibrary loans, it does not appear that the University of Illinois Library at Urbana-Champaign will need to "initiate appropriate charges for Interlibrary Loan services at the earliest possible date," as was recommended in last year's report. Respectfully submitted, Robert W. Kidder Extension Loans Librarian APPENDIX I MONTHLY SUMMARY, 1976-1917 TOTAL LAST YEAR INCREASE OR DECREASE Titles Requested 1,151 1,190 1,068 1,070 1,152 853 1,067 1,511 1,265 1,141 1,102 954 15,262 15,371 -109 Volumes Loaned 641 666 702 720 858 659 754 898 995 834 755 717 9,117 July August September October November December January February March April May June Letters Received 1,049 1,074 982 1,146 1,200 788 1,127 1,545 1,558 1,201 1,059 1,007 Titles Loaned 494 544 550 564 6o6 481 570 715 756 657 575 577 7,047 TOTALS 15,516 48 -t72 +134 APPENDIX II INTERLIBRARY LOANS SUMMARY BY REGION AND STATE New England West North Central Connecticut 13 Maine 37 Massachusetts 1 4 New Hampshire 26 Rhode Island 35 Vermont 2- Total 388 Iowa Kansas Minnesota Missouri Nebraska North Dakota South Dakota Middle Atlantic New Jersey New York Pennsylvania Total South Atlantic Delaware District of Columbia Florida Georgia Maryland North Carolina South Carolina Virginia West Virginia Total West South Central 976 I48 107 317 126 111 45 225 72 East North Central Indiana Michigan Ohio Wisconsin Total 651 261 422 Arkansas Louisiana Oklahoma Texas Mountain Arizona Colorado Idaho Montana Nevada New Mexico Utah Wyoming 41 248 109 "06 Total Total Pacific Alaska California Hawaii Oregon Washington Total 704 1-091 18 16 1 82 166 41 6 720 9165 _ 95, 910 Canada Fast South Central Alabama Kentucky Mississippi Tennessee Total 161 61 169 445 Alberta British Columbia Manitoba New Brunswick Newfoundland Nova Scotia Ontario Prince Edward Iss Quebec Saskatchewan Total Puerto Rico 9 117 269 261 167 371 76 28 29 Total 1 201 41 .7L 16 7 19 285 I. 1 562 11192 TOTAL APPENDIX III REQUESTS NOT FILLED In use . . . . . t . . . . . . . ( e . . . . • . Not owned . . . . . . . . . . . . . d . . t o .. . * Missing * ...* * * * * * * Binding . . . . . . . .. . . . . . . . . . . . . .. . Withdrawn .b . . . . . . . . . . . . . . . . . . . . Reference insufficient, inacurate, need more information . Already sent to borrower (second request) . . . . . . . . Individual request (suggest borrowing through library) . Requests referred to author or department on campus . . . *a. Periodicals . . . . . . . . . . . . . . . . . . . kb. Section of book or serial other than periodical . . •*c. Theses of which we have only one copy . . . . . . . Sd. Rare books .. . . . . . . . . . . .. . . . . e. Dissertations filmed at Xerox University Microfilms *f. Special collections . . . . . . . . . . . . . . . g. Condition . . . * . . .. . . . . . . . * h In print . . . . . . . . . . . . . . . . . wi. Negative microfilm . . . . . . . . . . . . . . . . . *j. Overseas . . . . . . . . . . . . . . . . . . . . . k. Reference or reserve book . . . . . . . . . . . . . 1. Undergraduate use . . . . . . . . . . . . . . . . . m. Music score . . . . . . . . . . . . . . . . . . . Total non-circulating . . TOTAL REQUESTS NOT FILLED * . * * * * * * * * S 5 0 * S S * S S * S S S * S~ S 5 5 * S 5 5 764 510 38 260 261 247 114 40 5 51 268 99 I . . 5 . * . . 5 . *Film or photostat suggested .428 2,404 257 46 105 94 50 5 40 2.638 6,027 LABOR AND INDUSTRIAL RELATIONS LIBRARY ANNUAL REPORT July 1, 1976 - June 30, 1977 I, Service to Readers A. Hours of opening 1. Regular semester a. Monday-Thursday: 8 a.m.-5 p.m.; 7 p.m.-10 p.m. b. Friday: 8 a.m.-5 p.m. c. Saturday-Sunday: 1 p.m.-4 p.m. 2. Summer session and interims a. Monday-Friday: 9 a.m.-12 noon; 1 p.m.-4 p.m. b. Saturday-Sunday: closed During final exam week of both semesters, the library remained open until midnight for three nights and also on Sunday from 7-10 p.m. B. Use of library materials From June 1973-June 1976 our overall circulation declined. During the past year there was in increase. Last year student circulation decreased while faculty circulation increased; whereas, this year the case is exactly .e opposite. Why these fluctuations should occur is not clea to me. I cannot think of any specific factors that would acco it for it, though it seems to depend to a large extent on the nAture of student use of the collection. C. Reference work 1. Bibliographic work The bibliography on Hispanic-American workers was not completed last year; additional work on it was done this year by a research assistant and a practicum student provided by the library school. At this point all that remains to be done is to finish checking a few citations and have it typed. It has not yet been decided in what form it will be distributed. 2. Exchange biblipgraphy series The ILIR library handles the editing and distribution of exchange bibliographies for the Committee of University Industrial Rela- tions Librarians; however, during the past year, no numbers were issued in this series. 2 II. Extension of services A. Orientation tours and lectures As is our custom, at the beginning of each semester an orientation lecture and a tour of the ILIR library were given for incoming students. In addition an instruction session was held for students in the labor law class on how to search cases in the BNA services. B. Acquisitions lists Our weekly list, ILIR Library Selected Recent Acquisitions, con- tinues to be issued. We send 7 copies off the campus to alumni, former faculty members, and others. III. Care and Improvement of the Collection A. Inventories An inventory of the collection is in progress. So far four drawers of the shelf list have been checked, and 53 items are unaccounted for. B. Notable acquisitions 1. The library acquired a copy of the catalog of the library of the U.S. Department of Labor (38 volumes). 2. Productivity grant fund Books continue to be ordered on this fund, which was donated by the Management Extension Division of the Institute, The money remaining in the fund will probably be exhausted during the coming year. C. Processing of the vertical file Work continues on the integration of supplementary files into the main vertical file, starting with the materials on labor in foreign countries. IV. Quarters and Equipment A. New equipment 1. The microfilm storage cabinet ordered last year has been received. 2. A Bell and Howell microfiche reader has been acquired. B. Equipment needed in the near future 1. Although our present microfilm reader is old, it performs adequately; however, I would like to replace it with a 3 microfilm reader-printer, both for the convenience of patrons who must now take films over to the main library if they want hard copies and also because we need to make copies from our films of the Daily Labor Report for reserve from time to time. 2. We had been promised additional stack shelving for this year. I had requested a four-section, double-faced range and a counter- height, single-faced range. However, before the order was placed, the funds were frozen. This shelving is desparately needed. We are having to shelve books on top of the vertical file because they won't fit in the stacks. 3. I reiterate my request for an unrestricted telephone line. I have been keeping a log of long-distance calls placed on Insti- tute lines on library business. In the past year I have made 106 such calls. Having to go outside the library to make these calls is an extreme inconvenience to me and results in my not being in the library sometimes when needed. A memo describing the problem was written to the Director of Public Services in February 1977. V. Personnel and Administration A. Personnel S1, Changes--non-academic personnel Gary L. Reger, Library Clerk II, resigned September 10, 1976, and was temporarily replaced by Doris Williamson from Steno- graphic Services. Daniel Murphy was hired as a Library Clerk II on January 26, 1977 and resigned on June 3, 1977. He was re- placed by Rebecca Friedman, who began work on June 6, 1977. 2. Professional activities a. Research and publications co-author (with Charles Maxey). "The Scope of Faculty Bargaining: Implications for Academic Librarians." Library Quarterly, 46, (July 1976), 231-247. issue editor. "Employee Organizations and Collective Bargaining in Libraries." Library Trends, 25, (October 1976) b. Papers and conferences speech at Staff Association Day, Memphis (Tenn.) Public Library, November 12, 1976, on collective bargaining in libraries. c. Teaching Taught Library Science 435, Library Services to Specialist Users, in UI Graduate Library School, Spring Semester 1977. guest lecture, Library Science 301. 4 d. Workshops conducted Research and Publications Committee workshop on bibliography, January 26, 1977. brown bag, Sociology Department, on accessing federal statistical resources, March 11, 1977. brown bag, library school student SLA group, December 2, 1976. e. Meetings attended Central Illinois SLA group, Decatur, October 16, 1976 and Springfield, April 30, 1977. AIA Midwinter, Washington, January 31-February 3, 1977. Fourth seminar for librarians on accessing federal statistical resources, Washington, November 15-18, 1976. Committee of University Industrial Relations Librarians, June 1-3, 1977, Urbana, Illinois. I was chairperson for this meeting. Special Libraries Association, annual meeting, June 5-9, 1977, New York City. f. Committee membersjigs library: Promotion and Tenure Advisory Committee Ad Hoc Committee on Performance Evaluation Search Committee, Education and Social Science Librarian Budgetary Allocation Committee, Social Science Council alternate Public Services Department Advisory Committee university: Faculty Benefits Committee, UIUC senate Chancellor's Committee on the Status of Women outside: Performance Evaluation Institute Planning Group, Illinois State Library 3. Other matters Two additional, part-time people worked in the library this year. Ellen Strauss, a research assistant provided by the library school, worked during the fall semester, and John Schacht, a practicum student from the library school worked during the spring semester and the early part of the summer. Both did some reference work, cataloging for the vertical file, and bibliography compilation. In addition, Mr. Schacht did some clipping for the clipping file. B. Administration 1. Projects to be completed within the next year. a. b. c. Integration of the vertical file Bibliography on Hispanic-American workers Clear up backlog of newspapers to be clipped and of clippings to be filed. 2. New projects a. There is a great need for a written guide to the library for faculty and students. Also, fhe Labor Extension Divi- sion of the Institute has asked for a brochure explaining the library's resources and services for union people in Illinois. I intend to work on both of these in the coming year. b. I have committed the library to abstracting and indexing the issues of 5 journals for the industrial relations data base established by CUIRL. At present I am the only staff member available for this, but there is a possibility of obtaining a part-time research assistant from the Institute in the future. MC:by 7-12-1977 LAW LIBRARY ANNUAL REPORT July 1, 1976 - June 30, 1977 Dear Mr. Atkinson: I am pleased to submit the Annual Report of the Law Library for the year 1976-77. I. Service to Readers A. Hours of Opening 1. The Library hours have remained essentially as they were during the 1975-76 year. Our schedule is as follows: During regular 7:30 a.m. 7:30 a.m. 10:00 a.m. Summer Session 8:00 a.m. 8:00 a.m. 6:00 p.m. semesters - 109 hours per week - 12:00 p.m. (Monday through Thursday) - 10:00 p.m. (Friday and Saturday. Except one or two weeks before final examinations and during final examinations the Library is usually open until midnight.) - 12:00 p.m. (Sunday) total 11:00 5:00 10:00 82 hours per week p.m. (Monday through Thursday) p.m. (Friday and Saturday) p.m. (Sunday) Vacation hours and between semesters - total of 40 hours per week 8:00 a.m. - 5:00 p.m. (Monday through Friday) - Usually closed on Saturday and Sunday. NOTE: Preceding and during final examinations, the library has extended its hours in order to meet the needs of the law students. 2. Information desk hours: 8:30 a.m. - 12:00 Noon 1:00 p.m. - 4:00 p.m. 6:00 p.m. - 10:00 p.m. 8:30 a.m. - 4:00 p.m. (Monday through Thursday) (Friday) NOTE: This level of staffing was made possible by restructing the public service department to include the circulation librarian. This reorganization did not result in more hours. of public service but prevented reduction of service due to the increase in staff hours devoted to individual research. For one semester reference service was also provided 6:00 - 10:00 p.m. on Sunday evenings and during noon hours. This proved valuable but cannot be maintained at the current level of staffing. -2- B. Use of Library Materials 1. The total circulation figure is 40,958. It is down 44 per cent from last year. The reason for the lower circulation count is not a decrease in use, but rather a difference in the method of counting statistics. During the previous year, reserve books charged out to faculty were counted daily, rather than just one recorded use. 2. The reference department noticed an increase in use of the reference collection by the patrons. This was probably due to the relocation of the collection to a more prominent position in the library and the improvement of the records and the classification and weeding of the collection. 3. There was also an increase in the use of microforms, in particular the U.S. Supreme Court Records and Briefs. It also became apparent this year that three copies of the National Reporter System is justified by the usage. Thus it is recommended that the third copy be reinstated as soon as possible. Unfortunately all of this usage is in-house and is not reflected in the circulation figures. C. Reference Work 1) Anglo-American Law Total reference questions: 6,193. Total reference questions over 15 minutes: 816 Total reference questions by phone: 657 Total bio-bibliographies prepared: 61 Tours: 36 (average of 15 people per tour) b. There were many days this year when the reference staff was too busy to keep an accurate count. The staff definitely felt buried. This was due partially to increased usage of the library by non-law patrons. It was also due to increased non-reference responsibilities of the reference staff in the areas of classification and research. c iThe Documents Librarian carried out SDI programs for two faculty members during the fall and spring semesters. One faculty member wanted all Congressional publications pertaining to the Tax Reform Act of 1976, so she monitored all documents shipments for these. The other, a T.A., was writing a thesis on solar energy so she kept an eye out for documents dealing with this subject area. 2) Foreign Law Reference questions which we handled ranged from simple to highly complex inquiries. (See Appendix A). This year our graduate law students numbered 26. (See Appendix B). Most graduate students used our collection extensively. Heavy engagement of the College of Law in international activities required us to prepare biographical data (some needed extensive research) on a number of legal scholars abroad. Some features of our reference service can be characterized as follows: -3- a. A three week seminar for Latif American public service attorneys was offered in 1977. Nineteen participants as well as visiting lecturers for this third seminar used our collection and raised reference questions as did their colleagues in the two previous semesters. b. In November 1976, the Board of Editors of the American Journal of Comparative Law met on our campus for its annual meeting. The Board, consisting of 37 comparative law specialists, gathered on this campus for the first time. Our collection became the object of their scrutiny and everyone was impressed by our comprehensive collection. (See Appendix C). c. The past year witnessed increasing contacts with academic institutions abroad. Although direct beneficiaries of our service are the other institutions, we are hoping to receive service from abroad in due course, whenever the need arises. Some of the institutions include: 1. The Center for Foreign Law Materials Faculty of Law Tokyo University Hongo 7-3-1, Bunkyo-ku Tokyo 113, Japan 2. Criminological Research Department Research & Training Institute Ministry of Justice Tokyo, Japan 3. Max-Planck-Institut ftr auslindisches und internationales Privatrecht Mittelweg 187 2000 Hamburg 15 West Germany 4. International Institute for the Unification of Private Law Via Panisperna, 28 00184 Rome, Italy d. Extensive reference services were rendered.to former graduate law students, visitors and legal scholars situated abroad: 1. Professor Minoru Ishikawa Seikei University Faculty of Law Tokyo, Japan 180 Research Topic: Comparative Family Law 2. Professor Dr. Guido Soares Departamento de Direito Internacional Faculdade de Direito - USP Largo de Sao Francisco No. 95 Sao Paulo - SP - 1.005 Brazil Research Topic: Expropriation and Public International Law -4- 3. Dr. Inger-Johanne Holmboe-Hansegard Scandinavian Institute of Asian Studies 2, Kejsergate DK-1155 Copenhagen K, Denmark Research Topic: Legal Status of Aliens in Japan 4. Professor A. H. Manchester Faculty of Law Chancellor' s Court The University of Birmingham P. O. Box 363 Birmingham B15 2TT England Research Topic Comparative Studies of Law of Incest e. Professor Kazutoshi Hattori, Senior Reference Librarian, National Diet Library, Tokyo, Japan, stayed with us as a Visiting Lecturer for the 1976-77 academic year and the summer session jointly sponsored by the Center for Asian Studies and the Law Library. His areas of research included: 1. 2. 3. 4. U.S. government publications; History of science and technology; Information retrieval system; and Micrographics. Other notable internationally known visitors to our library are: 1. Professor Jacob Walkin Department of Political Science Auburn University Auburn, Alabama 36830 2. Dr. Hartmut Linke Director Institute of Comparative Law University of Bonn West Germany 3. Professor Fritz Rittner The University of Freiburg West Germany July, 1976 August, 1976 October, 1976 4. Professor Hans F. Zacher October, Director Programs for International and Comparative Social University of MUnchen West Germany 5. Professor Karl BUnger University of Bonn West Germany 1976 Legislation April, 1977 -5- D. Interlibrary loans A five year chronological) list of interlibrary loan is shown below: Year 1976-77 1975-76 1974-75 1973-74 1972-73 No. of books 313 309 394 217 183 Institutions No longer recorded No longer recorded 114 68 63 These figures represent the books sent to institutions through the formal interlibrary loan channels. The following number of books and periodicals were sent to Photographic Services to be copied from requests channeled through ILLINET and ILL. 1976-77 1975-76 1974-75 1973-74 1972-73 733 722 958 654 354 We also responded to requests for copies of articles from Illinois attorneys and law schools. If the request was for a short article (less than 10 pages), and needed urgently, we made the copies ourselves and sent them free of charge. If the article was longer than 10 pages, we sent it to Photographic Services to be copied. The total number of informal requests that we filled was 40. During prisoners. appropriate the year we did not fill any requests for copies from Illinois We referred 10 out-of-state requests to librarians in the states who handle prisoner requests. E. New Procedures 1) Anglo-American Law a. A system has been instituted for better utilizing the student circulation desk attendants. When time permits, the students perform such tasks as looseleaf filing, document sorting, and collating. b. A shelving manual was written to instruct new shelvers on shelving procedures and locations. A temporary shelving range for sorting books was instituted. c. We have improved our search procedure so that patrons will be notified within a week concerning the status of their search. d. The reserve file, begun last year, has proven to be very useful and is an ongoing project. e. We have initiated a plan for better control of books charged to faculty offices. A f. Three non-academics have staffed the circulation desk for a total of 15 hours per week. Thus, during those hours the student workers are free to perform duties away from the desk. g. We have begun launching plans for improving orientation to the library by using better directional signs and, possibly, cassette self-guided tours. h. We are evaluating student carrell usage and considering longer loan periods for carrell holders. II. Extension of Services A. Orientation Tours or Lectures for Faculty and Students I) Anglo-American Law Orientation tours were given to over 200 new law students. In addition to the usual tour, PLATO was demonstrated and the.classification project was explained. The students were also warned about the unauthorized practice of law in the library. The usual tours were given to the business, education, library science and agriculture law classes. In addition special tours were given to the law teaching assistants, foreign law students, a physical education class, a social work class, visiting lawyers from South America, the Board of Editors of an international law journal, a visiting benefactor of the law school, visiting law librarians and the blind law students and their readers. Lectures on legal research were given to library science reference classes, social work classes, practicing attorneys, and hospital librarians. The legal bibliography course in the Graduate School of Library Science was taught by tie head of law public services. B. Guides and handbooks or other descriptive materials 1) Anglo-American Law The guide to the library was revised in 1976 to include changes .brought about by the classification project. Also the floor plans were greatly improved by Lynn Foster who redrew the maps for the entire library and color coded the floor map for the card catalog area. The entire guide is once again being revised for the future. A series of one page research aids was started. These are on very specific subjects and should save the reference librarians from repetitious instruction in some areas. -7- Within a six month period 52 bio-bibliographies were compiled. for the law school recruitment committee. A catalog of rare books in law was started by the Reference and Documents Librarians but is a long way from completion. A list of basic legal publications for Illinois practitioners was compiled by our Reference Librarian and published by the Illinois Institute for Continuing Legal Education. It includes price, shelf space and supplementation information. It also includes a list of Illinois Rules and Regulations compiled by the Law Library staff at the Index Division of the Illinois Secretary of State. This bibliography has been extremely valuable in providing reference service. New or special reference services The reference department was more involved in cite checking for the Law Forum than it has been in previous years. The appreciation of the Board of Editors was expressed with a lovely bouquet of flowers' An attempt was made to fill an apparent need for a clearinghouse for wants and discards from law firms around the state. Several requests were received for "how to dispose of unwanted materials" and "how to acquire out of print materials." A great deal more could be done in this area. The in-house current contents compiled by Ellen Sadowski has been greatly expanded at the request of a faculty member, this is still being evaluated as it is not at all clear that the benefits justify the labor. 2) Foreign Law a. There has been a clear sign of increased reference questions related to international trade and investment. Three helpful guides .prepared by Chin Kim are as follows: The first is "A Lawyer's Guide to Overseas Trading and Investment: Sources in English," 7 Journal of International Law and Economics 115-166 (No. 2, 1972); its two companion guides are "Guide to International Trade and Investment Law in Japan," 9 Journal of World Trade Law 553-567 (No. 5, 1975) and "Guide to International Trade and Investment Law in the Republic of Korea," 5 Journal of World Trade Law 462-477 (No. 5, 1976). Another forthcoming companion guide, "Guide to International Trade and Investment Law in the Republic of China," which will appear in the Comparative and International Journal of Southern Africa, will undoubtedly render a valuable service. b. A manuscript entitled "European Communities Official Documents: One Library's Experience," by Mansfield and Kim, is a forthcoming article in Government Publications Review as it is "substantial and merits publication." (See Appendix D). One of the features of this manuscript is bibliographical detail on various European Communities publications with locations symbols, thus serving users of our European Communities documents as well as documents librarians at other institutions here and abroad. c. We have carried out a most exhaustive project to compile two selective shelf lists based on the holdings of the University of Illinois libraries: Conflict bf Law or Private International Law (503 titles) and Family Law (approximately 600 titles). These two lists were prepared at the request of Dean Peter Hay of our law faculty for the improvement of the legal collection of the University of Freiburg, West Germany, where Dean Hay serves as an honorary professor. The two shelf lists also serve as reference tools for those doing research in these two subject areas. d. Two lists of Serials Cataloged as Separates and Analyzed Serial Titles were updated. These two lists, originally prepared on August 14, 1970, were outdated as they were frequently used by advanced researchers. e. In November we began to xerox the title and table of contents pages of selected foreign, comparative and international legal periodicals (French, German, and English languages only) for the perusal by faculty members in the law faculty lounge. C. Acquisition Lists 1) Anglo-American Law During the summer of 1976 we made copies of acquisition lists available to the public. They were a success and it has been suggested .that we continue this practice with future acquisition lists. Acquisition lists have not been done since the departure of Bob Berring last summer. They will be resumed as soon as classification of the text section is completed and the acquisitions librarian is finished weeding the collection. 2) Foreign Law We continue to publish our monthly acquisition list, "New Titles in Foreign and International Law," mailed to approximately 130 institutions abroad and in the United States. Due to a decrease in the acquisitions budget, we have reduced regular acquisitions lists for .new items added to our library. We have compiled the following listings: German Law in English; French Law in English; Russian Law in English; and Comparative Law: Legal and Related Materials in English. We found these listings to be extremely helpful for instructional as well as research purposes. In addition, we began to undertake a most ambitious project, which also appeared in our acquisitions list: a complete listing of our periodical holdings. As of this date, we have completed Foreign Bibliography, Comparative Law, Ancient, Primitive and Religious Law, Roman Law, European Economic Communities, and International Law and hope to complete this project in the coming academic year. (See Appendix E). Circulation of our acquisition lists continuously generates reference questions from other institutions, especially bibliographical information on particular items. -9- III. Care and Improvement of the Collections A. Inventories and Shifting 1) Anglo-American Law a. Circulation During the shifting (see III-F, below), we dispersed the browsing, women's, black studies, and new books collections into the text section. This involved physically moving the collection, pulling their cards, and changing their location symbols. At the end of this project we were able to do an inventory on the three dispersed collections. The results were as follows: Dispersed to texts or transferred 895 Withdrawn 2 Misshelved 6 Book had different location than records 1 Card catalog gave different location, book there 19 Missing 191 TOTAL 1114 Adding missings and withdrawns and dividing the total by 1114 gives us a percentage of missing books: 17.3 o/o. This is over roughly a ten year period, judging from the publishing dates of the books. An inventory of the duplicate section is in progress. Our entire duplicate section (which is now scattered) will be in one section in Room 5. Shifting was completed in the Faculty Library. The shelves have not been read due to the lack of money for this task. b. Reference A great deal of shifting of the alcoves and low stacks was done in conjunction with classification. As a result the reference collection is more accessible to the reference librarians and the heavily used Illinois Alcove has more table space. 2) Foreign Law We have updated the visible file to reflect the latest cancellations of less frequently used periodicals cancelled during the 1975-76 fiscal year. B. Acquisitions 1) Anglo-American Law a. Circulation The Law Library participated in the AALL Duplicate Exchange Program during the year. We contributed to the program greatly, however, we requested very little from other libraries. We plan to give and receive in more equal proportions during the next year. -10- b. Documents In connection with writing her chapter for the Illinois Legal Research Sourcebook, Carol Boast wrote to all the Illinois state agencies which issue rules and regulations and asked for copies of rules and regulations currently in force. These will be added to the Illinois documents collection this summer. As our Serial Set is incomplete, I sent a copy of our wants list to our regional depository library, the Illinois State Library. They are keeping an eye out for any Serial Set volumes being weeded by depository libraries. c. Reference Several AALL subject bibliographies were checked against the collection and some retrospectiveacquisitions was done. Several private collections were examined for possible additions to the library. Again this year we were the recipients of many gifts. Also advantage was taken of duplicate exchange lists particularly in the areas of documents and periodicals. Extremely valuable additions to the collection are the CIS Serial Set Index and retrospective U.S. Supreme Court Records and Briefs. 2) Foreign Law a. Withdrawn duplicates listed in "Duplicate copies for exchange - May 22, 1975" and "Duplicate copies of foreign legal periodicals" were used to exchange for needed monographs and individual missing issues of periodicals with the following institutions: 1. University of Wisconsin Law Library - approximately 55 items 2. Seikei University Faculty of Law, Tokyo, Japan - 22 items 3. Universidad Autonoma de Nuevo Leon, Ciudad Universitaria Monterrey N. L., Mexico - a complete set of Derecho y Ciencias Sociales 4. Komazawa University Library, 1-23-1 Komazawa, Setagaya-ku, Tokyo, Japan - Komazawadaigaku Hogaku Ronshu, Nos. 9-14. 5. Supreme Court Library, Tokyo, Japan - 16 items, a total of 39 volumes, some of which are rare books, published during the Meiji era (1880). b. We made a special effort to complete the missing issues and volumes of periodicals. This task proves to be most frustrating and time consuming, since some journals are quickly out of print. The claiming procedure through the main library seems to be ineffective. We had to appeal directly to the editors of the journ~ls Tivolved to obtain needed items. We will continue this task in the coming fiscal year. c. College of Law Alumni Funds were used to acquire 50 items, all in the English language. s d. Our most notable acquisitions include: 1. International tax treaties of all nations: containing English language texts of all tax treaties between two or more nations in force on July 1, 1975, edited by Walter H. Diamond, Dorothy E. Diamond. Dobbs Fegy, N. Y., Oceana Publications, 1975- . This is a 10 volume set with one loose-leaf index. 2. Constitutions of dependencies and special sovereignties, edited by Albert P. Blaustein & Eric B. Blaustein. Dobbs Ferry, N. Y., Oceana Publications, 1975- . This is a 5 volume looseleaf service and includes such dependencies as the Netherlands Antilles, South African homelands, French overseas territories, etc. 3. International Protection of the Environment: Treaties and Related Documents. Compiled and edited by Bernd Ruster and Bruno Sima. Oceana Publications, Dobbs Ferry, N.Y., 1975. An 8 volume set. C. Processing 1) Anglo-American Law a. Reference Several changes have been made in processing due to classification. The acquisitions clerk has completely revised her manual and has in some instances been able to work out more efficient procedures. Insertion of the tattle tapes is being done on a volunteer basis by the staff during hours the library is closed. Shortly all the backlog will be completed and insertion will become part of the procedures of processing new materials. b. Records This past year has been one of many changes for the workroom, as well as for the whole Library. The long awaited LC Classification Project was finally started. What seemed to be an insurmountable problem, where to put 10 more people in our already overcrowded library, was solved and I have never worked with a more cooperative and compatible group. They have adjusted to our close quarters very nicely and have accepted our lack of accomodations without complaint. Much time had to be spent, at first, helping them get acquainted with the Library, but with all the many problems we had in getting started, it has been a pleasure to work with them. -12- Every phase of work done in.the workroom has been changed or affected in some way by clapsification. The majority of new materials now being received from the Main Library have LC numbers on them, but now material that comes "direct" must be marked with the call number inside the volume as well as on the outside cover. This means constant revision to be sure the LC numbers on temps, cards, volumes, etc. are all the same. The main entry and title are now being underlined on the title page. The old method of assigning locations must still be used for shelving, as the books themselves will not be shelved by the LC number until the Project is near Scompletion. The training of new personnel is a long and tedious process. SOld manuals are becoming outdated as new methods are being devised. Susan.Deschner, the monographs clerk, has been busy trying to keep up with the many changes in her duties, by rewriting her manual. She started working about the time the Classification Project started and has been through two training periods, so she is more or less acquainted with the old and new methods of processing monographs. It has also been a time of confusion for her, I am sure, as one day she would be told to do some thing a certain way and the next day it would be changed, only to be changed again and again as we tried to find the best way to coordinate the old and new methods. Hopefully things are being stabilized and her manual will not change too much in the future. The turnover of employees on the Visible File desk, continues to be a problem. We have had three new people on this desk in the space of a year. This takes much time in training and also necessitates working the desk as there has been no overlap of time when new people are hired. We only wish we could keep all the good people we have had working for us, but had to leave for reasons beyond their control. The card catalog is going through a complete change. At present we have a new catalog and an old catalog, with cards being gradually transferred into the new catalog as the Classifiers work with old and new materials being classified. Eventually every thing will be filed into one alphabetical card catalog. F6r the present however, the cards must still have the old pencilled location on them to show where the volumes are shelved. The new shelf list is being filed according to the LC number. It will remain in the reading room and as soon as the old shelf list is no longer needed, it will be removed from the workroom, giving us much needed extra space. This also seems to be a golden opportunity to get our workroom records and files in shape. Only by constant checking and revision can this be done. A decision was made to incorporate all our current and past serial holdings on the Visible File, as this will be the only file where holdings can be checked by alphabetical entry, rather than having to look up the LC call number. It was also felt that since we do not keep the shelf list updated, it would save time by having only one place to look. To show our correct holdings, many serial titles that have been removed from the Visible File in the past because of cancellation, are received .L.iA -13- infrequently, or have ceased, are being reinstated on the file. A new 13-unit visible file cabinet was received recently to take care of the added serial records. None of us had realized the full extent of the added responsibilities and extra work that would be necessitated by classification. The load of the Records Librarian has more than doubled to what it was formerly. Even working on weekends, I do not seem to be able to keep up with all the withdrawals, binding and record changing necessary to keep up with the Classification Project. If it were financially possible to recommend hiring some one to share the extra work load, I would do so. However, it would be impractical to train a student or anyone else, that did not understand records, on a short time basis, as this will be an ongoing project for two more years and too much time can be spent on training and revising work of temporary help. A good example of this is: What would seem to be a simple withdrawal turns out not to be so simple when you realize the records involved. Not only our records must be accurate, but those of the Main Library must be taken into consideration. If we change a copy number, their records must be changed accordingly. If we withdraw a volume with an accession number, that same accession number must be withdrawn from the Main Library. Also, many of the volumes we are withdrawing are old and their records were poorly kept and hard to understand. We have withdrawn 519 volumes through April of this year. Most of these are multiple copies or volumes no longer useful to our library. They are first offered to the Main Library. If they do not want them, then they are given to Circulation to use for Exchange. There are many more volumes waiting to be withdrawn, when we have time to work on them. Binding has also increased in the past year. Not only are journals and periodicals being sent to binding, but any volume being handled by the Classifiers that needs to be repaired or bound, is brought to the workroom to be sent to binding. Many unbound paperbacks, received in the past, are now being sent to be bound. Records must be kept on all'volumes sent to be bound and the volumes reprocessed when returned. A separate set of binding statistics must be kept for these volumes, as they have already been added to our volume count in the past, but we need the statistics in figuring our binding budget for next year. Through April of this year we have sent 416 volumes to be rebound, bound or repaired. 192 of these volumes have already been returned to the collection. I am sure Binding has felt the impact of this added binding, but our Collection should be in good shape for years to come. Another new procedure being added to the routine of the workroom, is the insertion of Tattle Tapes in new volumes, journals, etc. This project has been started and will be an ongoing process, once we have inserted strips in the backlog of volumes already on the shelves. -14- 2) Foreign Law a. We set up one drawer to collect records of issues of missing periodicals. b. We updated the Foreign Law Library Manual as the manual was written in October, 1970. c. We organized the looseleaf filing manual. d. We organized two illustrated manuals for identification of legal materials in Cyrillic and Oriental languages with a table of contents for each language group. e. We began to insert 3-M Tattle Tapes into new incoming items and newly bound volumes. Already taped sections include Foreign Bibliographies and Foreign Dictionaries. D. Mutilations and thefts There were two known mutilations and doubtless many thefts. There were 239 searehes placed since January.1977. E. Overdues and fines This year we sent out 1,738 fines compared with 244 fines for 1975-76 and 220 fines for 1974-75. F. Other 1) Anglo-American Law a. Circulation During the summer of 1976, the presence of the Classification Project necessitated major shifting, as their office was to be made from the reference alcove. Under direction of Ms. Foster, then Circulation Librarian, students shifted the books in three alcoves, the low stacks area, and a small area on the second floor. This freed one alcove, but at great expense to the already overcrowded text section. The periodicals weeding project (see last year's Annual Report, III-A) was finished. The periodicals were either transferred out to Bookstacks or withdrawn. The new law library at Pace University paid the shipping cost and received several sets of withdrawn periodicals. Quite a bit of space had been freed by the weeding project, but still not enough to take care of all the foredged sections and shelving on the tops of ranges. The periodicals section is still far too crowded. b. Documents When Ms. Foster became Documents Librarian there was a small collection of older documents in the basement which had not been assigned SuDoc numbers. It was necessary for us to pull their records, transfer the records to the Documents Department, and find SuDocs for the documents. As our set of Monthly Catalogs is incomplete, this search led us to the main library Monthly Catalog, and also necessitated a trip to Springfield to use the Illinois State Library's retrospectively numbered Monthly Catalogs. The project is now almost completed and only a handful of documents remain unnumbered. The Documents Department has just begun weeding its collection. The collection is 11 years old, and anything older than 5 years may be weeded. We are following the rules laid down by the Superintendent of Documents and expect to be finished by the end of the summer. IV. Quarters and Equipment A. Improvement of Physical Facilities 1. Occupancy of New Quarters or Remodeling of Present Quarters As suggested in last year's report the Law Library browsing area, 104E, was converted into a work space for the classification project. This area was closed off from the reading room by the construction of a temporary wall. The area has two entrances one on the east and another to the west and the wall mentioned above provides both security and a sound barrier for the classification team. The room makes ample provision for the two professionals and eight clerks who comprise the classification team. 2. Planning New Quarters The long awaited law school addition which we reported last year was once again in the planning stage now appears to be dead at least for the timebeing. Since the prospects for the law school addition are poor we have in the alternative and pursuant to the report of the ABA- AALS Inspection team taken steps to acquire the use of Room 5 in the basement of the law building. The Law Library staff is now making tentative plans for the occupation of Room 5. More about Room 5 below in the Administration section of this report. B. Equipment 1. Pieces of Importance Acquired During Year a. Free-standing Bulletin Board b. 13-drawer visible file unit 2. Equipment Needed in the Near Future a. 1 Reader/Printer ) Purchase orders issued ) for these items but they b. 1 Index Table ) have not been received as ) of the date of this c. 1 Electric Typewriter) report. d. 3 three-shelf wood book trucks, rubber tires, 4 swivel casters e. 3 rubber bumper sets for above book trucks f. 2 1930 Executive Swivel Faculty chairs (tilt) g. 2 Portable (mobile) tables to place 1 reader/printer and 1 Recordak Easamatic Reader Model PFCD. (Like mounting on portable mimeograph machine) h. 1 cassette recorder i. 1 display rack for the research aids being prepared by the reference staff V. Personnel and Administration A. Personnel 1. Changes in Academic and Clerical Personnel a. Academic A number of changes have occurred in the make-up of our academic staff during the year: Ms. Carol Boast, Documents Librarian, was promoted to the rank of Assistant Professor at the beginning of the academic year. At the same time she changed positions from that of Documents Librarian to that of Reference Librarian replacing Mr. Robert Charles Berring, Jr. in the latter position. Ms. Lynn Foster who joined our staff in November 1975 as Circulation Librarian made a lateral shift on August 21, 1976 to the Documents post vacated by Ms. Boast's transfer to the Reference position. The Foster transfer left a vacancy in our circulation post and on December 21, 1976, Ms. Nancy Johnson who had previously occupied the Reference and Documents position in the Law Library at the University of Chicago, joined our staff as Circulation/Reference Librarian. -17- I might also mention at that point that the Foster shift from Circulation to Documents in August left the circulation post vacant and once again we are indebted to Charlotte Keller, Circulation Clerk III, for an excellent job in plugging the vacancy. In addition to the changes listed above the Reference Department was expanded to include the Circulation Librarian. This change has helped information desk scheduling problems created by the research activities of the department. An additional full-time professional position is badly needed in the library so as to enable us to have one full-time reference and one full-time acquisitions librarian. b. Clerical Ms. Maria A. Porta, Library Clerk II, who joined the staff on May 24, 1976 as visible file clerk, resigned her position on July 14, 1976 in order to be at home with her small children. Ms. Erica C. Pitzen, Library Clerk II, who had worked for us for several years while a student joined the staff on August 2, 1976 replacing Ms. Porta as visible file clerk. On February 18, 1977 Ms. Pitzen resigned as visible file clerk in order to accompany her husband, a recent law graduate, to Chicago where he had taken a position. Ms. Nancy E. Ackelson, Library Clerk II, replaced Ms. Pitzen as visible file clerk on March 14, 1977. Ms. Ackelson is the present incumbent in that position. Ms. Marion Deborah Cording, Library Clerk II, who had joined the staff as monographs clerk on November 10, 1975, resigned that position on July 2, 1976 in order to accompany her husband to South Bend, Indiana where he had accepted a position. Ms. Susan A. Deschner, Library Clerk II, succeeded Ms. Cording as monographs clerk on July 12, 1976. She is the present incumbent in that position. The circulation position occupied by Ms. Charlotte Keller, was upgraded from one calling for a Clerk Typist II to that of a Library Clerk III. Ms. Keller in the meantime had passed the civil service examination qualifying her at the II level. The promotion took effect in January of 1977. Ms. Patricia S. Bingham, Library Clerk II, passed the civil service examination for Library Clerk III and as of September 20, 1976 she was promoted to the Foreign Law position which had previously been occupied by Ms. Imogene B. Tippy. Ms. Johnna K. Hawkins succeeded Ms. Bingham in the Foreign Law post at the Library Clerk II level on October 4, 1976. Ms. Hawkins is the present incumbent in that position. Ms. Ellen Sadowski, Clerk-Steno III, who had been recommended for a superior performance increase, received an increase on November 14, 1976. Special mention should be made of all of our student assistants this year in as much as we seemed to have had an exceptionally fine group of students working for the Law Library. -18- 2. Professional Activities a. Memberships Edward F. Hess, Jr.: American Association of Law Libraries; Chicago Association of Law Libraries; International Association of Law Libraries; Illinois State Bar Association; American Society for Information Science; National Microfilm Association; Ohio Regional Association of Law Libraries; University of Illinois Library Staff Association; Order of the Coif; Phi Delta Phi. Chin Kim: American Association of Law Libraries; Chicago Association of Law Libraries; American Branch of the International Law Association; Japanese Society of Private International Law; University of Illinois Library Staff Association; Korean Association of International Law; Association of Asian Studies; World Peace Through Law Center; the Jean Bodin Society for the Historical Comparison of Institutions. Carol Boast: American Association of Law Libraries; Ohio Regional Association of Law Libraries; Mid-American Association of Law Libraries. Kathryn Webster: American Association of Law Libraries; Chicago Association of Law Libraries. Lynn Foster: American Association of Law Libraries; Chicago Association of Law Libraries (1976); Mid-American Association of Law Libraries (1977). Nancy Johnson: American Association of Law Libraries; Chicago Association of Law Libraries; Mid-American Association of Law Libraries. b.. Offices held Edward F. Hess, Jr.: University of Illinois College of Law Library, Building and ad hoc Committee for Computer Assisted Legal Research (LEXIS), and Library Search Committee for a new C.P. and L.A. Librarian. Chin Kim: Member, Committee on Index to Foreign Legal Periodicals and Recruitment Committee, American Association of Law Libraries; Member of the Committee on Common Market and Foreign Trade, American Association of Law Schools; Member, Library Committee, University of Illinois College of Law; Member of the Council on Japan, University of Illinois; Member of the Committee on Asian Law, Association of Asian Studies; Member of the Office of European Studies, University of Illinois; Faculty Member, University of Illinois Center for Asian Studies. Carol Boast: American Association of Law Libraries Committee on the Index to Legal Periodicals; Mid-American Association of Law Libraries Program Committee. -19- Nancy Johnson: Vice-chairperson of the Government Documents Committee of the American Assopiation of Law Libraries; Nominating Committee for the Chicago Association of Law Libraries. c. Publications Edward F. Hess, Jr.: "SEC Rulings and Court Decisions" (1941- June 1975) a review published-in the March 1977 edition of Microform Review Volume 6, number 2 page 112; "Name Index and Abstract of the Fairfax County, Virginia Court Records - Part I 1749-1774" a review to be published in the July 1977 edition of Microform Review; co-authored with Jacobs, R., Boast C., and J. Sprowl, "Illinois Legal Research Sourcebook" Springfield, Illinois, Illinois Institute for Continuing Legal Education, 1977. Chin Kim: "Legal Privileges under the Early Yi Dynasty Criminal Codes," 15 Korea Journal 34-44 (No. 4, 1975), 19-28 (No. 4, 1975); (With Timothy G. Carroll) "Intercountry Adoption of South Korean Orphans: A Lawyer's Guide," 14 Journal of Family Law 223 (No. 2, 1975); (With Timothy G. Kearley) "The 1972 Socialist Constitution of North Korea," 11 Texas International Law Journal 113-135 (No. 1, 1976); (With Robert H. Rogier) "Guide to International Trade and Investment Law in the Republic of Korea," 5 Journal of World Trade Law 462-477 (No. 5, 1976); (With Bok Lim C. Kim) "Asian Immigrants in American Law: A Look at the Past and the Challenge Which Remains," 26 The American University Law Review 573-407 (No. 2,1977). Carol Boast: Jacobs, R., Boast, C., Hess, E. and J. Sprowl "Illinois Legal Research Sourcebook," Springfield, Illinois: Illinois Institute for Continuing Legal Education, 1977. Lynn Foster: Submitted an article co-authored with Phyllis Self, "Legal and Medical Reference: A Dilemma for Public Libraries" to American Libraries (being considered for publication). 3. Other Matters Off March 11, Nancy Johnson attended a meeting of the Chicago Association of Law Libraries. On March 22, she gave a lecture on English and Canadian legal materials to the Library Science class, Legal Bibliography. On March 31, she spoke to the Library Science Colloquium on the topic: Librarianship: A Realistic Look at Career Opportunities. On April 22, she attended the IICLE Conference on Legal Research. She is now teaching L.S. 424, Government Publications, during the summer term. This year the shortage of student help began to hurt the functioning of the Documents Department. In previous years we received 40 hours of student help (twice our usual amount) during the summer. This year the extra help was denied to us, largely because during the summer and early fall Foreign Law got a disproportionately large amount of student help. This was because they were missing a clerk.and the -20- extra students were filling in for the missing clerk. This, in turn, was because the main library had given us (and all libraries) the impression that we would be getting the non-ac money from the vacant positions transferred to our student funds (as we always had in the past). This proved not to be so. Our lack of student help has thus far affected Documents in the following ways: we are not keeping up with our periodicals binding; the Documents collection needs shifting badly, and there is no one to do it; and we are almost a year behind in our shipping list corrections. I do not doubt that we will have these and more problems next year unless we get more student help. Again Mr. Kim taught Asian Law Seminar, Law Course No. 371, during the fall semester of 1976-77 and supervised independent research, Law Course No. 399. Mr. Kim took his sabbatical leave for six months starting January 5, 1976. (See Appendix F). B. Administration 1. New procedures Last year we reported that the Law Library was a beneficiary of the generosity of the College of Law Alumni Association which made available to it funds with which to purchase materials which it could not otherwise obtain. Although our acquisitions budget this year was in much better shape the Alumni Association has continued its program of assisting us in the purchase of needed materials and we have continued the ordering procedure as instituted at that time. A new cataloging procedure has been adopted as a result of the several meetings between Mr. Atkinson, Dean Cribbet, Associate Dean Hay, Professor Painter, Chairman of the Law Faculty Library Committee, and the Law Librarian. One of our perennial complaints concerning services rendered by the general library has been about extremely long delays in the acquisition of new materials. Many of these delays have originated in the Catalog Department of the Main Library. Under the new procedure suggested by Mr. Atkinson the Law Library selects 30 titles a week which are to be given top priority by the Catalog Department and returned to Mr. Mansfield within the week for delivery to the Law Library. A member of the Law Library staff or Mr. Mansfield indicates the priority titles by putting appropriately designated streamers in the books to be cataloged. Our last report from Mr. Mansfield dated 13 May 1977 reads as follows: "l. As far as I can tell, the new procedures are now working more smoothly. Mrs. Gorecki can give you more detailed information, but at last I am getting the streamers back." We trust that this new procedure will improve our acquisition response time. As a result of criticism of the Law Library contained in the inspection report of last year the Law Librarian has for the first time prepared an annual budget which, after being approved by the Dean and Library Committee of the College of Law, was submitted to Mr. Atkinson for incorporation into his overall budget for the University'Library. -21- The preparation of this first budget from scratch was a rather difficult undertaking as there were few,iif any, records to indicate what the prior experience of the Law Library was, in so far as budgetary matters were concerned. We sincerely hope now that we have established a base for preparing future budgets that the task will be considerably easier in other years. 2. Goals and objectives Last year we reported that our principal goal was to classify the collection. This year we are in a position to report considerable progress toward the realization of that goal. I am appending hereto as Appendix G a report which we prepared for Dean Cribbet to submit to Vice Chancellor Weir. We are also appending a copy of Tillie Krieger's report for the Law Classification Project as Appendix G2. 2. Planning new programs One of the criticisms in-the inspection report was that "There has been uneconomical use of storage space of the university and law libraries." This criticism refers to the use of Room 5 in the Law School basement for dead storage and the housing of parts of the Far Eastern collection at a time when the Law Library, is, itself running out of space for shelving books. The Law Library has been advised by both Dean Cribbet and Mr. Atkinson that Room 5 will be vacated as soon as possible and that it will be turned over to the Law Library for its future use. In contemplation of our acquiring Room 5, the library staff has been doing some preliminary planning with regard to that future use. Use of this new space is being considered in conjunction with planning for reshelving the entire collection upon completion of the classification project. The relocation and reshelving of the entire collection of the Law Library and integrating this project with the occupation of Room 5 presents many problems of formidable proportions and a substantial amount of careful planning will have to be done before the project is completed. At the time when this reshelving is to occur it will be necessary to augment our student wage-budget so that we may employ a sufficient number of shelvers to accomplish these tasks. We have suggested the need for additional student help both in this report and in our annual budget which was submitted to Mr.Atkinson at an earlier date. 4. Other matters I am appending hereto as Appendices H and I Dean Cribbet's letter, dated December 16, 1976, to Dr. Harold W. Hake, Acting Vice Chancellor for Academic Affairs, enclosing a suggested response to the ABA/AALS reinspection report and resulting resolutions, and Mr. Atkinson's letter, dated January 6, 1977, to Dr. Hake supplementing Dean Cribbet's statement and giving assurance that all requirements of the standards will be met. -22- On February 7, 1977, Professor Edwerd W. Cleary of Arizona State University, College of Law, wrote Dean Cribbet to advise him of some very complimentary remarks which former Dean Erwin Griswold of Harvard and more recently solicitor general of the United States has made concerning the University of Illinois Law Library. I am attaching a copy of that letter and my response to Professor Cleary as Appendix J. In the early part of May of this year the Champaign County Bar Association in appreciation of the many services rendered it by the College of Law Library through the years made a generous contribution of $500 to the Law School fund to aid the library. I am attaching a copy of Dean Cribbet's memo to me announcing the receipt of the gift and of my letter dated May 2, 1977 acknowledging the gift and thanking the Champaign County Bar Association as Appendix K. And finally it is extremely important that we now go forward with the complete installation of a "3M" Security System for the Law Library. Upon completion of the classification project the security strips mentioned elsewhere in this report will have been installed and the need for the accompanying hardware has not abated in the least. We regard it as imperative that the balance of the system be installed at the earliest possible date. The documents section reports the.following pieces handled by the section during the year: May- April Federal 1973/74 1974/75 1975/76 depository 16,872 19,564 28,315 Federal non- depository, Illinois, and State total 4,301 11,202 12,710 iF h -- - 5 z 9; 7 n2 o May - June (minus 1976/77 October) 27,055 9,565 S6PQ89 %-NJc %e +.7 , %-O, . The drop in "Federal depository" pieces is due to a lack of figures for October. .The drop in "Non-depository" is due to the fact that we did not receive bills from the 80th Illinois General Assembly. VI. STATISTICAL SUMlARY A. GROWTH OF THE COLLECTION * Total Gifts: 292 ,Gifts Anglo - 129 Foreign- 7 -7O PERIODICAL6 XX XX TITLES 2,546 CONTINUATION6 xxx 1Xxx TITLES 4,273 TOTAL SERIAL6 xxx xxx TITLES 6,819 r Alumni Gifts: Anglo - 22 Foreign- 66 TR XXX xxx xxx 37 2,583 xxx XXX xxx 241 4,514 x.x X xxx xxx 278 7,097 ----to line:- -- -- top line: dE N. Nature of items included As uncataloged volumes. 2. Vertical file items, 2ndr line: co 3. Reoort the number of reels. I. Reoort the number" nf ndlvidal cards. 5. Vacant spaces are for slides, filmstrips, maps, disks, etc. 6. Refers to titles currently criecked In, includlng duplicates. ADD SUBTRACT TYPE LAST * j z t < TOTAL of YEAR'S tJ: a AS OF MATERIAL TOTAL z < JUNE 30 u 0 Z X 0 1976 D -x - .a ~ 1977 .______ - ___ __ a IA _...Z_7Q_7. CATALOGED VOLUMES 276,252 4,842 2,393 17 927 167' 6,158 282,410 UNCATALOGED. 1,435 3,3 135 VOLUMES 8,849 ,570 . 3,5 13,492 PAMPHLETS2 .____._2,937 20 2____ 2,957 MICROFILM3 xxx 726 : 726 .ICROCARDS4 xxx 52,820 766 33,586 MICROPRINT xxx MICROFICHE4 ,__ 56,276 5,379 1 ._ 61,655 5 4 R 4 epository documents Llege catalogs 295,902 95,967 , *** 'B. RECORDED USE GENERAL I 2 MONTH , ESERVE TOTAL STUDENTS ACULTY OTHERS: TOTAL JULY 140 254 119 513 932 1445 AUGUST 96 350 103 549 939 .1488 SEPTEMBER 375 119 68 562 3875 44357 OCTOBER 432 342 "130 904 4575 5277 NOVEMBER 589 87 114. 790 4172 4962 DECEABER 266 145 93 504 3612 4116 JANUARY 323 389 104 816 2282 5098 FEBRUARY 457 457 120 1034 53434 4468 MARCH 525 222 164 911 2793 3704 PRIL 467 269 151 887 3359 4246 MAY 149 178 103 430 1899 2329 JUNE 107 96 119 522 1066 1388 TOTALS 3926 2908 1388 8222 32736 40958 T TOTAL LAST 4978 1513 1899 8390 84249 92639 INCREASE DCREASE -1052 +1395 -511 -168 -51513 51681 1. Include both "use in library" and "overnight use," 2. Extra columns are for turnstile readings and for those libraries which report the circulation of special materials, *** ·r C. Seating Capacity Seats at tables Lounge chairs Carrel seats Total Number of Seats Total Square Feet in Library Linear feet of shelving D. Hours of Opening Number of Hours Open Weekly in Number of Hours Open Weekly in Regular Session Summer Session E. Fine and Overdues (if recorded) Number Number Number Number Number of of of of of Fine Invoices Books Lost Book Charges First Overdue Notices Second Overdue Notices 337 743 28 761 266 F. Personnel 1. Number of Professional Positions F.T.E. 2. Number of Graduate Assistants F.T.E. 3. Number of Clerical Positions F.T.E. 4. Average Weekly Hours of Student Help Regular Session Summer Session 5. Names of Academic E