U1. 1I L L I N 0 I SUNIVERSITY OF ILLINOIS AT URBANA-CHAMPAIGN

PRODUCTION NOTE

University of Illinois atUrbana-Champaign Library

Large-scale Digitization Project, 2007.

Wit inrnmANNUAL REPORT OF THE LIBRARIAN OF THE CHICAGO UNDERGRADUATE

DIVISION OF THE UNIVERSITY OF ILLINOIS, for the fiscal yearJuly 1, 19 60 to June 30, 19 61

' The Library at the Chicago Undergraduate Division became therecipient of the largest research grant ever received by this branch ofthe University of Illinois. $50, 000 was given by the Council onLibrary Resources to study the application of advanced data processingtechniques to university library procedures and to develop an overallsystem of utilizing the latest electronic equipment, as well as to studythe adoption of business machines for library use. This sum was im-plemented by a $2,442 grant from the University's Research Board.These grants were awarded in part because of the work done by thelibrary staff during the past two years on the flowcharting of its work inmachine terms. Much of the work was done off-hours because of interestin the subject. It could be seen that the answer to many age-old libraryproblems lay in these newly-developed techniques which industry andbusiness have been developing, and the staff was eager to study thepossibilities. When the Council grant was received, two members of theregular library staff, Louis Schultheiss and Don Culbertson, were re-,leased to work full time on the Project. A $30,000 contract was negotiatedwith General Electric Information Systems Division, for technicalassistance. Although the year's time limit is only half over on July 1, 1961,it appears that the Project can be finished by Septembe4r and a 2-yearPilot Project, designed to implement the recommendations, can be startedupon the completion of the original project. A progress report on theProject by its director, Louis Schultheiss, is appended to this report,

During the past several years, the faculty has been urging theLibrary to begin buying with the new campus in mind. Many importantworks now being published are not needed for our current work, but willbe badly needed a few years hence. These works go out of print. Also,there is a vast area of older important materials that will be needed tobackstop the expanded curriculum. The answer to the faculty plea hasbeen that there is no space for the books and no extra money to buy them.This year, the University has decided that we must start now to buildthe Library for the new campus. A library storage area of almost 18,000square feet has been obtained for the Library. It is in the City CommercialExhibit Area across the second floor lounge from the present Library. Thenew biennial budget includes a request for additional funds to help withpurchases. As the year ended the Board of Trustees agreed to an expansionof the work and reading areas of the Library into the second floor loungeto meet current space needs. This will permit the expansion of studentreading space by one-third and will allow the concentration of technicalprocesses into one area adjacent to a new data processing room. Circu-lation and reference space can also be expanded to relieve pressuresbrought on by the expanded work load. This space, plus the new library

NOV 6 1967

RIBRARY

1960/61 Annual Report (continued) 2.

storage area, more than doubles the size of the Library. Staffing changeshave been fully planned to care for the additional work load. All of thisis only a small step compared to the steps that must be taken in the nextten years, but it is the more important because it is being taken now.

Although the matter of gifts will be mentioned later in this report,two should be given special mention here. The Elizabeth McCormickFund has given its entire library to us. The Chicago Community Trust,which has taken over the McCormick Fund money, agreed to give us$3, 000 to pay for continuing the subscriptions to the journals includedin the gift and to pay for binding all of the journals. The University ofIllinois Foundation gave $1, 700 to pay for part of the Holmes musiccollection which will be added to the Library after July 1.

It is noteworthy that the number of reference questions increasedby 30%, the number of books circulated by 8%, and the number of itemscataloged by 34%. This was done despite the added load created by theCouncil on Library Resources Project, building planning for the newcampus, and space expansion work at Navy Pier.

There is a tendency for librarians to stay apart from the scene inwhich they play such an important part, content to work at creating thebest possible library collection and to serve readers with their knowledgeof the collection. It was decided that the staff should involve itself inUniversity affairs, serve on faculty committees, and become more of apart of the whole University organism. A determined and successfuleffort has been made. Library staff members are now serving on thefollowing committees: UIC Radio and Television Committee; SenateLibrary Committee; Senate Committee on Committees; All UniversityCommittee on Instructional Television and Broadcasting; Faculty AdvisoryCommittee; Art Gallery Committee; Social Committee; Committee on Long-Term Goals of the University; Senate Committee on Student English; SenateCommittee on Student Affairs; Senate Committee on Academic Freedom.Four members of the staff will be members of the University Senate duringthe coming year.

One professor recently remarked to the Librarian, "It is certainlyremarkable the way the Library has taken leadership in new things ofinterest to the faculty". This was a foreign language professor who makesheavy use of the language listening facilities in the Library. The Libraryhas also led in the investigation of the new "programmed learning," hastaken an active part in computer planning for the new campus, and hasprovided leadership for planning for televised instruction.

1960/61 Annual Report (continued)

The following report on the day-to-day work of the Libraryincludes: services to readers; extension of services; care and improve-ment of the collections; quarters and equipment; personnel and adminis-tration; and statistical appendix. It is being submitted to Dean RobertDowns as Director of Libraries of the University of Illinois.

L. Services to Readers

The 8% rise in book circulation did not quite keep pace with the11% rise in the enrollment. The reason is a drop in reserve book usecaused in large part by faculty reluctance to use departmental allocationsfor multiple copy reserve use. It could be that this is not helping theinstructional program. If additional book funds are forthcoming, a specialfund may be created for buying reserve materials. Another factor is theincreased use of paperbacstfor supplementary reading. The studentspurchase these at the Bookstore instead of using the Library. The totalbook circulation was 56, 380, of which 11, 368 were reserve books and2,759 Fine Arts books. Attendance in the Main Reading Room rose 6%,to 323, 328, despite a drop in the seating capacity.

Attendance in the Fine Arts Reading Room fell off slightly (from38, 684 to 37, 968), as did Listening Room attendance, and earphone useand circulation of prints. This was due to the closing at mid-year of theback entrance to the Main Reading Room. Before the closing, figures werewell above last year. This entrance made it much easier to reach theFine Arts Reading Room. Guarding the rear entrance took too much stafftime and Physical Plant, which should provide such service, could notprovide the additional service. About half of the Fine Arts circulation isof architecture books and the other half art and music.

Reference materials showed a strong increase in use: pamphlet(1220), 42%; college catalogs (1937), 30%; microfilms (1143), 24%; andphotoprints, 188%. The use of microcards and microprint dropped from640 to 134.

Statistics have not been kept on the use of maps and documents(except for maps put on reserve), because of lack of help. With theaddition of a one-half time documents librarian next year, this willbecome possible.

During the past three years the number of reference questionshas risen from 7027, to 7201, to 9393. This year's rise is 30%. A studyof this year's questions indicate that only approximately 9% of theseinvolve searches taking more than five minutes. A study for the Project

3.

1960/61 Annual Report (continued)

included a detailed listing of all questions asked during a two-weekperiod. Six of these questions were written up in detail trying todescribe the situation exactly as presented by the user. Thtsdescription reveals the difficulty the average student has in approach^ing library materials and the difficult task of the librarian in under-standing the student's needs and guiding him to the right materials.

The Reference Department compiled a bibliography on thenational debate proposition, "Resolved: That the United States ShouldAdopt A Program Of Compulsory Health Insurance For All Citizens" .A bibliography on "Placement Tests Of College Level Languages InFrench And Spanish" was prepared for a professor in the Spanish Depart-ment. The National Discussion Question: "What Should Be The Role OfThe Federal Government In The Regulation Of Mass Media Of Communica-tions ?" provided the subject for another extensive bibliography.

Inter-library loan business is small. This year fewer were loaned(15) and fewer borrowed (80). This could be attributed to the adequacy ofthe library's own collection to fill its own needs and to the non-researchnature of the UIC curriculumn. Loanis came from the Urbanra campus, theUniversity of Chicago and the Library of Congress, in that order. Loanswere made to the University of Chicago, Northwestern University, and anumber of special libraries in the City. It is Interesting to note that mostof the borrowers among the faculty are those who have their doctorates.

,!t might be expected that there would be more requests from people whoare working on their doctor's degrees, but such is not the case.

The Cataloging Department did some experimentation with oversizecard stock to produce a simple, laminated guide card that takes much lessspace than ordinary guide card stock.

The Fine Arts Librarian made a study of the classification ofphonodiscs in other libraries and recommended a new classification toconform to current practices. The collection will be arranged in the newfashion until Cataloging gets help to do a cataloging job on the records.

The Library was able to secure the cooperation of the Office ofAdmissions and Records in having the color at the top of the students'identification cards changed each semester, so that it is easier for Cir-culation Desk Assistants to spot cards from previous semesters.

An extensive study was made by the Reference Department concerningthe feasibility of using a sound system such as Soundtrek for library orienta-tion work. It was concluded that this would be feasible. With the increase

4.

1960/61 Annual Report (continued)

in students, it may become necessary to use something of this sort. Thecost of installing the system made it impossible to follow through, eventhough the figure was not very high.

Because of the use of identification cards by other than thestudents to whom they are issued, Circulation Assistants have been toldto check signatures carefully. This procedure has uncovered a number ofmisdemeanors. Cooperation by the Dean of Men and the Dean of Womenhas helped to bring the forgers to justice, protecting both the Library andthe original holders of the cards.

Arrangement of cards under each subject heading in the catalogby date was discontinued. It was given a two-year trial. Both theReference and Circulation staffs, which use the catalog heavily, stronglyurged the return to the old arrangement As this was contrary to theOatalog Use Study, it is noteworthy, The Cataloging Department foughtthe change.

The Cataloging Department has exprimented successfully with ardmter" estncl device for duplicating cards. It was found

to increase the speed of card production and to produce more attractiveand legible cards.

II. n-en0sion of .01)

The Reference Department offered the faculty "tailored" toursfor their classes, emphasing those aspects of the Library most importantfor each particular class Over fifty classes were given such tours duringthe year.

For years the Library has tried to have its orientation a requiredpart of the University orientation activities. This year it was agreed thatbeginning with the second semester all incoming students would have toattend Library Orientation. As a result, 5381 attended instead of 326 theFebruary before.

The rhetoric faculty were polled concerning use of the LibraryHandbook. It was found that all but a few were using a chapter in a text-book instead. Opinion was against requiring purchase of the Handbookby all students. This attitude didn't seem to Justify a new edition of theHandbook (the old edition was used up). The coming changes in thearrangement of the Library mitigated against a new edition, too. The matterwill be reconsidered this next year.

Several years ago, at the request of the then Acquisitions and

1960/61 Annual Report (continued)

Serials Librarian, the faculty was asked to comment on the suggestionthat a selected list of new books be sent them once a month. Theresult was negative, but we went ahead on the hope that once it startedcoming regularly, opinion would change. It has become apparent thatthere is no real need and the list was discontinued in January.

Exhibit work gravitated from the Circulation Department to theReference Department because of the latter's talent in these matters, Inthe person of Robert Adelsperger. Most noteworthy were exhibits: ex-plaining the card catalog; explaining the use of the various periodicalindexes; on the possible uses of maps by students; on travel, includingthe American Youth Hostels. As is the custom, student organizationsparticipated in the Library exhibit programo

Library publicity centered around the University Library !nformna-tion Systems Project and the adding of new gift collections. The newLibrary Storage Area received publicity, too. The University LibrariesInformation Systems Project received national publicity.

The armed guard service at the Library' s only exit is still provingeffective as a loss control factor. Comparing inventories of 1958, 1959,19600 with 1955, 1956, 1957, 185 fewer books were lost in the more recentinventories This makes the current average yeearly loss only 128, whichis remarkably low. One third of the collection is now inventoried eachsummer. A now checking procedure for searching for books missing ininventory has been instituted, This assigns responsibility for certain areasof the stacks to each. circulation assistant. During the last three years,a subject breakdown of the books lost in inventory showed: 000's, 3;100's, 2; 200's, 1; 300's, 40; 400's, 4; 500's, 37; 600's, 68; 700's, 30;800's, 56; 900's, 82; fiction, 60.

Complaints were received from the faculty about the lack of newfiction in the Library. This was justifiable. The answer seemed to liein the size of the budget and the need for more serious works. However, adefinite amount has been set aside to assure continuing attention to thisand the Circulation Librarian ias given responsibilities for the selection ofbooks for recreational reading .

This year pamphlets were all placed in new enclosed folders,facilitating use. The pamphlet collection is heavily used as a referencetool, especially for current materials.

The cataloging of special materials such as phonodiscs, maps,

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1960/61 Annual Report (continued)

framed prints and music scores is almost impossible without additionalhelp. This material is forming a substantial backlog. It is doubtfulif even an additional full-time cataloger could handle this load. Weonly have two catalogers now to handle everything.

Clarification of the price schedule for binding of pamphletsand similar materials assured a lower price and made possible a decisionto have this class of work done by the binder instead of studentassistants. The latter will now confine themselves to book mending andrepair.

Mutilations have been increasing for the past several years.These are usually cases of tearing out pages of books and magazines.It is almost impossible to detect persons in the act. An alert circulationstaff has succeeded in catching a number of students using other students'ID cards. In one case, the original card has been lost with a pocketbook.

IV an

The space occupied by the Library almost doubled with the acquisi-tion of a new storage area. Since McCormick Place opened as a commer-cial exhibit center, practically all of the exhibitors have transferred theirbusiness there. This has left the City free to cooperate with the UniversityIn filling its severe space needs. The new Library Storage area is acrossthe second floor lounge from the Main Reading Room as it is convenientlylocated to serve library needs.

At year's end, news came that the second floor lounge would beadded to the Library during the summer. This will enable the Library toincrease its seating capacity by one-third, to consolidate its technicalprocesses in one area, to establish a data processing center, and to handlethe expansion of the U. S. Depository Document collection and the mapcollection. The seating capacity of the Library has dropped steadily overthe years because of the encroachment of the growing book collection. Theconsolidation of technical processes is very important at this time becauseof the imminent implementation of the recommendations of the ULIS Projectand the decision to start building the library collection for the new campus.

The library building planning for the new campus has proceededthrough the "Room Requirement Chart" stage. The architectural firm ofSkidmore, Owings, and Merrill has been most cooperative. The entireacademic library staff has participated in the planning.

The University traded in some old lockers for ten nine-foot free-standing double-faced stacks for the Library. The old typewriter stands

7.

1960/61 Annual Report (continued)

were replaced with four new ones of a more stable variety. Two acousticresearch speaker systems were added to the listening facilities to makeit possible to convert to stereo sound. One typewriter, one file, onecardmaster, one microfilm storage cabinet, two desks and chairs, oneadding machine, seven book trucks and a desk lamp were purchased. TheULIS Project purchased a printing calculator and a typewriter which willbecome University property upon completion of the Project.

Our greatest equipment need is for a new microfilm reader. At timesduring the year now readers are queuing for use of our present reader. TheWall Street Journal is now coming on microfilm and use of it is being enhancedby the new index they are publishing regularly. Also, we are now taking theChicago Tribune on microfilm. The New York Times has been coming formany years in this form.

Bookstacks are always a continuing need. We have never had ade-quate funds to keep up with this problem. At times we have even raidedbasements of suburban libraries in search of discarded shelving. Between$1, 500 and $1, 600 is needed annually to buy new stacks to care for ourregular accretion.. Our total equipnent budget is $1, 200 per year.

A "Showcard Machine" is needed for exhibit work and for makingthe many signs that are needed in directing people to the Library and inorientating them after they arrive.

A Xerox 914 rental might cut down appreciably on our mutilationproblem. The cheapness of the process makes this a definite possibility.

If the ULIS Project is put on the road for two years with foundationhelp, as appears likely, the University will have to bear the load afterthat. The equipment needed can be somewhat envisaged in the next biennialbudget plan, but this may be somewhat early in the project development.

V. Personnel and Administration

A major change in personnel was caused by the ULIS Project, whichtook two regular academic staff members. Louis Schultheiss, Head ofAcquisitions and Serials Department, became Director of ULIS, and DonCulbertson, his assistant, became Assistant Director. Their places weretaken by Pearce Grove, who replaced Schultheiss, and by two half-timelibrarians, Mrs. Cecily McNeil and Allen Sevigny, who replaced Culbertson.Mr. Robert Adelsperger was made Assistant Reference Librarian, changingfrom his former position as Assistant Acquisitions and Serials Librarian.

8.

1960/61 Annual Report (continued)

The latter position was filled by Don Culbertson who came to us from theUniversity of Wichita where he had been Head of the Circulation De-partment. Charles DeYoung, Circulation Librarian, left to take a positionin Proviso Township High School. His place was taken by Marie Rapp,who formerly served as UIC Reference Librarian. In the interim sheserved as Acquisitions Librarian at the Pan American Union in Washington.

The professional activities of the staff were many and varied.Edward Helliger, the Librarian, served in the following capacities: BoardMember, Adult Education Council of Greater Chicago; Chairman, AmericanLibrary Association Sears Foundation Project Committee; College andUniversity Libraries' Editor, Illinois Libraries; Chairman, Illinois LibraryAssociation Public Relations and Publicity Committee; Member, ALAAdvisory Committee on Cooperation with Educational and Professional Or-ganizations; Advisory to the ALA Century 21 Library Exhibit Committee;Member, ALA Coordinating Committee on Materials; Member, ALA Publishers'Liaison Committee; Supervisor, University Library Information SystemsProject; Chairman, UIC Radio and Television Commiittee; Member, UniversityCommittee on Instructional Television and Broadcasting; Member, UICSenate Committee on Committees; and Board Member, University Broad-casting Association. The Librarian was also invited by the Librarian ofCongress to become a member of an advisory committee to assist him witha foundation project to study automation of information processes. AnUniversity of Illinois Graduate Library School colloquium address was givenby the Librarian in April.

Mr. Helliger also attended the Caribbean Conference at the Univer-sity of Florida as a participant, the American Documentation Institute inPhiladelphia, and the ALA meetings in Montreal and Chicago.

Mr. Robertson, Reference Librarian, served on four faculty committees:Faculty Advisory Committee; Art Gallery Committee; Social Committee; andCommittee on Long-Term Goals of the University. He also attended theALA Montreal and Chicago meetings, the International Book Exhibit of theAmerican Booksellers Association; the University of Chicago Graduate LibrarySchool Institute; meetings of the Midwest Scientific Information Group andthe National Microfilm Association; the Midwest Academic Librarians' Con-ference in Kalamazoo; and represented the Library at the Area School Rela-tions Conference. Mr. Robertson was also appointed to membership on theUIC Senate Committee on Intellectual Freedom.

Miss Rapp, Circulation Librarian, was elected Vice President ofthe Pan American Board of Education and has acted as Treasurer of the ALAInternational Relations Round Table. She has been active in the Chicagochapter of the American Association of University Women, in the work of

9.

1960/61 Annual Report (continued)

the Pan American Council, and in the Chicago Library Club. Miss Rappwas also appointed to membership on the UIC Senate Committee onStudent Affairs.

Mr. Frommherz, Head of the Cataloging Department, served asPresident of the Chicago Regional Group of Librarians in TechnicalServices. He also attended a three-week workshop in information re-trieval and documentation at the University of Michigan. The "People-to-People Book Drive..," received many hours of Mr. Frommherz' off-duty time. He was also faculty advisor to the Chess Club.

Mr. Pearce Grove, Acquisitions and Serials Librarian, becameChairman of the College and Research Libraries' program for the IllinoisLibrary Association Meeting for 1961. He will be the editor of theNovember issue of Illinois Libraries, and has attended meetings of theComparative Education Society, the Midwest Academic Librarians, andthe Chicago Library Club.

Mr. Louis Schultheiss, Director of the ULIS Project, and DonCulbertson, his assistant, attended meetings of the Association for Corn-puting Machines, American Documentation Institute, National ScienceFoundation, and the National Federation of Science Abstracting and Index-ing Services. Mr. Schultheiss acted as Social Chairman for the ChicagoLibrary Club. Mr. Culbertson was Social Committee Chairman for theChicago Regional Group of Librarians in Technical Processes. Mr.Schultheiss continued his activity in the Special Library Association.Before coming to Chicago he was President of the Colorado chapter.

Mr. Lloyd Engelbrecht, Fine Arts Librarian, was elected Secretaryof the Midwest chapter of the Music Library Association. Mr. DeYoung,who left the staff in September, assumed the presidency of the ChicagoLibrary Club while with the University and guided the Club through a verysuccessful year. Robert Adelsperger was appointed to the UIC Committeeon Student English, and the UIC Committee on Long-Term Goals and FutureGrowth. He attended meetings of ALA, National Microfilm Association,Office Management Association, National Council of Teachers of English,the American Booksellers Association, the Midwest Scientific InformationGroup, the Chicago Library Club, and the University of Illinois LibraryStaff Association. Marjorie Bengtson attended the ILAMLA meeting inSt. Louis, the Midwest Academic Librarians' Conference in Kalamazoo,and ALA and Chicago Library Club meetings. Martha Kester continued toedit the news from the field of college and university libraries for IllinoisLibraries. She also contributed time to the USIA Book Drive in the Chicagoarea.

The Library is still small enough so that staff participation in the

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19 60/61 Annual Report (continued)

>,' main affairs of the Library can be maintained fairly successfully. This>. year, the added load of the ULIS Project, building planning for the

---new campus , activites in connection with space additions to the presentlocation, and increased participation by the staff in University affairs,all combined to make this more difficult. It is greatly to the creditof the staff that throughout these major efforts there has been no ruptureof any sort and everyone has been able to surmount the disappointmentsthat come with such activity. Add to all the above an increased worksload without increased staff.

The ULIS Project called for much planning. The $50,000 grant bythe Council on Library Resources was made by its Board, on the member-ship of which were six college presidents. Justifying the grant, arrangingthe legal aspects, planning the contract terms with General Electric, andgetting the approval of the University Research Board, all took time andefforto Before the end of the fiscal year, with ULIS operating in high gear,it was decided to terminate the Project earlier than intended and start aPilot Project to implement the results of ULIS. This called for the samekind of planning. The effect of this will be included in next year' ' report.

This second year of the biennium allowed for little tampering withthe budget. By the end of the period, the weaknesses in planning inNovember 1957 for what is actually happening in the Spring of 1961 becomevery evident. Decisions such as that to start building the librarycollection for the new campus mean little unless accompanied by fundswith which to buy the books. As the new biennial budget planningapproaches, too, the problem of continuing to seek certain necessary itemsarises. An example of this is the need for educational film facilities forclassroom use. The Library has proposed and reproposed a center toprovide such facilities, offering to operate one in the Library. It is tobe hoped that a start, at least, can be made. Budgets have been presentedin past biennia.

VI. StatIstical An2endix

A major effort was made to add or dispose of miscellaneous itemsremaining from the Dahlgren, Mable, Jelinek, Higher Education, Tuttleand Pan American Exhibit, collections. This was accomplished except fora collection o¶ acting editions and these are scheduled for processing.

The Elizabeth McCormnnick Memorial Fund ended its long and importantlife in the history of Chicago. Its monies were turned over to the ChicagoCommunity Trust. The entire library was given to this Library and the

11.

1960/61 Annual Report (continued)

Chicago Community Trust gave $3,000 to continue subscriptions for twoyears and to bind all of the periodicals* 3,210 items were involved.

The University of Illinois Foundation gave $1, 700 towards thepurchase of the $2, 500 William Holmes collection. This collection in-cludes 2300 classical scores, 5300 popular scores, 420 books onmusic, 2380 books on history and literature and 600 pieces of sheetmusic.

The University of Illinois Library, Urbana, gave a total of 2293books and 285 serial items from its duplicate collections. These wereselected out by library staff and faculty from UIC, and include manystandard much needed items.

The USIA overseas book drive decided against sending paperbacksabroad and gave us some 3000, They were mostly new, and high quality,which had been donated by publishers. Also, some 440 hardback booksunwanted by them but useful to uo, were given.

Mrs, George Jones and Mrs. Mary Colby gave back issues ofimportant journals. The Art Institute sold us 361 volumes of three magazinesfor $100, which is almost equivalent to a gift.

Special mention should be made of the gift of Professor RobertKarpinski of a fine collection of Rudyard Kipling and Charles Darwin, con-taining many first editions.

Cataloged serials titles increased by 36, making a total of 654.Central Serials now checks in 878 periodicals, 35 titles more than the 843of a year ago. Holdings of bound periodicals increased by 834 volumes,making a total of 12, 371.

Total Central Serials check-in figures for the year were 15, 667 items(4,443 newspapers and 11,224 periodicals and second class catalogedpieces), averaging 1305 items handled each month.

The attached statistical tables from the Catalog Department and theCirculation Department give their breakdown of the year's statistics.

Seating capacity fell from 391 to 361. The new Faculty ReadingRoom, which shares its quarters with the U.S .* Documents collection, isalready becoming cramped because of the encroachment of the latter.

Hours of opening remained the same, 8:00-4:30, Monday throughFriday, a total of 42.5 hours per week.

A list of all personnel is attached.

1960/61 Annual Report (continued)

ACADEMIC STAFF

November

Hours per Hours perWeek Month

Edward Heiliger, Librarian 37.5 157.5

Carl FrommiherZ 37.5 157.5Martha Kester 37,5 157.5

CirculaMtlone DeprtmrenMarie Rapp 37.5 157.5

Fine Arts Dj artmeantLloyd Engelbrecht 37.5 157.5

ReferenceGiles Robertson 37.5 157.5Robert Adel perger 37.5 157.5Marjorie oengtson , 37.5 157.5

Serials and Au onsLouis Schuldtheiss 37.5 157.5Don Culbertson 37.5 157.5

March

Edward Heiliger, Librarian 37.5 172.5

gCatalo D rtmentCarl Frommherz 37.5 172.5Martha Kester 37.5 172.5

gCirculatlon DepartmentMarie Rapp 37.5 172.5

Pine Arts DartmentLloyd Engelbrecht 37.5 172.5

Louis Schulthieiss 37.5 172.5Don Culbertson 37.5 172.5

Reference DepartmentGiles Robertson 37.5 172.5Robert Adelsperger 37.5 172.5Marjorie Bengtson 37.5 172.5

13.

1960/61 Annual Report (continued)

ACADEMIC STAFF (contd.)

March

Serials and AjctsitlonPearce GroveCocily McNeilAllen Sevigny

Hours perWeek37.520.020*0

Hours perMon th172.592.092.0

NONACADEMIC

November

Irene AndersonMary Lou DeMarGeraldine GloverArdie GradyMartha LichtEinar MehiMary MorrisJudith ParhadPhedorah PrescottErnest SimsGladys SpargoFrances StiritzDoris TaylorEmily Wilson

Judith BenjaminMary Lou DeMarKira GaleGeraldine GloverArdie GradyMartha LichtMary MorrisPhedorah PrescottErnest SimsGladys SpargoFrances StiritzDoris TaylorJoan TwerbergJoseph Williams

Emily Wilson

37.5137,o S37.537.537.537.537.537.537.5.37.537.537.537.537.537.5

157.5157.5157.5157.5157.5157.5157.5157.5157.5157,5157.5157.5157.5157.5

March

37.537.537.537.537.537.537.537.537,,537.537.537.537.537.5

37 .537.5

172.5172.5172.5172.5172.5172.5172.5172.5172.5172.5172.5172.5172.5172.5

172.5

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1960/61 Annual Report (continued)

STUDENT ASSISTANTS

November

Brian K. AndersonMaud G. AndersonDavid A. ElemanSandra EvansRansom FieldsWilliam FieldsElmer R. GieseRosalind HarveyThomas Hechtlensent Virginia C.Walterene JonesJanis KalninsMaris KalninsDennis KrebsSten H. LesniakDorothy .McFaddenflorense NashErnestine PerryEdward I. RiegerJesse SnyderCarL Douglas StretchLel1a A. WatkinsEkkehard-Teja Wilke

Hours perWeek4.93.57.4

10.41.76.27.05.69.06.24.5

10.38.06.59.22.52.51.79.49.01.44.014.3

Hours perMonth

19* 614.029.641.66.8

24.828.022.436.024.818.041.232.026.036.810.010.06.837.636.05.5

16.057,2

March

Luvonia AllisonMaud AndersonMargaret BriceEarl DolnickJohn DurkinDavid A. EdelmanRansom FieldsWilliam FieldsFrank GardnerPedro GutierrezThomas HechtJames W. JacksonVirginia JensenWalterene Jones

4.58.06.63.88.56.09.66.54.56.39.93.64.94.5

18.032.026.415.234.024.038.426.09.0

25.239.614.419.618.0

15.

1960/61 Annual Report (continued) 16.

STUDENTS ASSISTANTS (contd.)

March

Janis K. Kalnins 8.0 32.0Marls Kalnins 13.6 54.4Evelyn Kotlicky 9.4 37.6Edward I. Rieger 11.0 44.0Seward D. Rist 8.5 34.0Rafael A. Sanabria 5.0 5.0Jesse Snyder 9.2 36.8Lila Spring 3.5 3.5Lelia Watkins 12.8 12.8

APPENDIX A

INFORMATION SYSTEMS PROJECT

Interest in the automation of library routines developed veryearly at the Chicago Undergraduate Division; there are examples ofvarious punchcard applications worked out as early as 1948, andmembers of the library staff published articles dealing with aspectsof machine applications to library work even before that date. Butthere does not seem to have been any over-all systems analysis untilthe spring of 1960, at which time the library staff began to reduce allmajor library routines to logical flow-charts for purposes of analysis,criticism, and systems design. This work was undertaken with thehelp of C. D. Gull, a consulting analyst for the General ElectricCompany who is also a professionally trained librarian in his own right.

Upon evaluation of the library flow-charts, it was decided thatmachine systems for handling many university library routines could beworked out on a practical basis. Therefore, a specific research pro-posal and a budget were drawn up and presented to the Council onLibrary Resources, which made a grant of funds to help in the design ofa machine system applicable to all aspects of university library. opera-tions. The Council's grant was augmented by a further grant from theUniversity Research Board.

Although it was originally intended to begin on January 1, 1961and to continue through to the end of the year, the project did not actuallyget under say until February. The local staff consists of two members ofthe Undergraduate Library staff, both of whom are currently on leave ofabsence from their regular positions. Actual systems design is beingcarried out by the Information Systems Section of the Defense SystemsDepartment of General Electric's Defense Electronics Division, which wasgranted a contract for this purpose. Local staff have been sent to workand consult with the company on three occasion, and members of the GEstaff have made several trips here to work with librarians in Chicago andat Urbana.

Because major routines had already been flow-charted, comparativelylittle additional work had to be done in this area; however, several flowswere revised, and the verification charts were completely re-worked whenthe verifier was transferred from the Catalog Department to the AcquisitionsDepartment. The project staff proceeded directly to the task of deter-mining present cost factors, frequency-of-action statistics for the compo-nent steps of the existing work flows, projected use, work load and budgetstatistics for 1970. At the same time, the library staff spent a considerableamount of time re-evaluating the traditional concepts of university libraryservice, both in general and in terms of the Chicago Undergraduate Division;a number of very specific questions were examined and discussed, and

Appendix A (continued)

the written results of this exercise were forwarded to the GE staff inBethesda as a sort of philosophic framework around which a machinesystem could be designed.

A general system began to take form by the middle of April,and was discussed in detail by the GE analysts and the project staff.Immediately after their return to Chicago, the project staff began tolay out work flow, staff requirements, and general form of printedrecords for this systemr These requirements were then discussed indetail with the library staff at Chicago and at Urbana, and with theProject Manager and the Consulting Analyst. A number of changeswere made as a result of these discussions.

The General Electric final report vAll reach the University some-*time in July. Basing their recommendations upon preliminary drafts ofthat report, the project staff is now in the process of drawing up aproposal for a pilot project *hich would test several si•b- sections ofthe overall system in an actual library situation, and would begin todevelop some of the program and compilers necessary for a full-scalemachine operation. If approval for the pilot project can bLe secured,-the project wiibegin in thle fall of- 16i, and will' tend over a twoyear period.

18.

19.

APPENDIX B

CATALOG DEPARTMENT STATISTICS

1. CARD PREPARATION

2. CARD PILING

a. New LC Cards 12,200b. Typed Cards . 4,391

(incl. 1269 cross references)c. Mimeographed Cards 938

NEW CARD PRODUCTION TOTAL 18, 529d. Additions & Corrections 3,944

a.b.o,

3. LIBRARY OF CONGRESSa.b.

Main CatalogShelf ListReference, Art, andSubordinate Catalogs

CARD ACCOUNT #3709For LC Cards (incl. postage)For Books & Serials(incl. postage)

TOTAL EPURC SED FROM LC

4. BOOKS IN PROCESS - not yet cataloged, butreceived in the Library and sent tothe Catalog Department

5. ORDER CARDS SARCED

6. Paperbound Books Processed

7. Re-lettering & Revision of Old Labelling

8. Pamphlet Boxes Prepared

9. Phonodiscs Processed

10. Withdrawalsa. Books - Titlesb. Books - Added

cop. & vols.c. Serials - added

cop. & vols.d. Periodicals -

titles

39

13,3243,037

2,168

961.52

1485.03

988

1,786

419

170

18

102

269

198

31

Appendix B (continued)

CATALOG DEPARTMENT STATISTICS

1959/60 1960/61HOLDINGS AT END OF YEAR:

1. Volumes (cataloged)a. Circulatingb. Referencec. Periodicals

TOTAL VOLUMES

2. Pamphlets(not cataloged)

3. Microfilm reels(cataloged)

4. Maps

(not cataloged)

5. Framed Prints(checklisted)

6. Sound Recordings(partly cataloged)

7. Periodical titles currentlyreceived (cataloged)

73,0948,509

11,846

76,8209,272

12,890

93,449 98,978

9,055 11,401

1,575 1,645

24,838 27,045

204

938

842

3,3878. Microcards-(cataloged)

9. MusI.c Scores(not cataloged)

10 * Paperbound browsing collection(not cataloged)

213

961

11. Microprint sheet items 9,838(not cataloged)

213

1,163

878

3,407

244

1,155

9,838

17,166 24,66612. Documents(cataloged as such)

21,

APPENDIX C

CIRCULATION DEPARTMENT STATISTICS

MAIN READING ROOM FINE ARTS READING ROOM

GENERAL CIRCULATION TOTAL

Faculty 5,536 164 5,700Students 2 L52 •14L

Total 42,301 2,616 44,917

RESERVE BOOKS

Room Use 7,293 3 7,296Overnight 93 140

Total 11,225 143 11,368

INTERLIBRARY LOANS 15

INTERLIBARY BORROWINGS , 80

TOTAL GJNENAL RCUA•ION :AND RESERVE IRAULATON

53,526 2,759 56,380

SUBJECT BREAKDOWN OF GENERAL BOOKS

MAIN READING ROOM FINE ARTS READING ROOM

NON-FICTION TOTAL

Architecture 25 1,316 1,341Art 53 915 968

. Music 0 318 ' 318Paperbacks 1,770 " 0 1,770OtherN.F. N37 9 ... 67 ...

TOTAL NON-FICTION 39,737 2,616 42,553

FICTION 564 ... 0..

TOTAL NON-PICTION-D FICTION 2,616 44,91742,301

Appendix C (continued)

CIRCULATION DEPARTMhENT STATISTICS

INTERLIBRARYGENERAL RESERVE INTERLIBRARY L S

CIRCULATION BOOKS LOANS ROWED

June 759 217 8 1

July 1,160 297 6 2

August 587 96 13 1

September 1,973 351 13 0

October 4,790 1, 331 6 0

November 5,769 1,186 3 1

December 4,703 848 10 3

January 3,254 620 4 0

February 3,050 638 2 1

March 6,727 2,196 6 3

April 6,028 2,085 3 1

May 6,117 1,503 6 2

TOTAL 44,917 11,368 80 15

TOTAL

985

1,465

697

2,337

6,127

6,959

5,564

3,878

3,691

8,932

8,117

7,628

56,380

Submitted by Edward Heiliger, Librarian, Chicago UndergraduateDivision, University of Illinois.

July 21, 1961 fins

22.