Issue No. 07
February 1993
Research Support and Document Delivery
How does a new library attempt to satisfy the many and varied needs of its patrons when limitations of space, time, staff, and funding mean that it cannot acquire everything needed immediately? Some may think of a “research library” as a labyrinthine building stuffed with millions of volumes, the “classics” of every discipline and decade upon decade of bound journals. But that is not the only way, or even necessarily the best way, to support research. Another approach, one well suited to a new library, relies on current technology and electronic tools to identify what has been published and is available on a subject; as some items are needed, they may be acquired either by purchase or by loan. This certainly does not mean that the collection the library owns is unimportant, just that while it continues to grow, there are ways to supplement it.
At HKUST Library these methods include the use of block purchases of special collections, such as the Cavanaugh Chinese Collection, the Landmarks of Science and the Goldsmiths’-Kress microform collections; the use of a broad- based approval plan to quickly bring in current imprints as well as retrospective materials; the purchase of journal backfiles; and the borrowing of materials from other collections. There are many items that are one-time needs for which borrowing makes better use of resources than purchasing. Getting the balance to work right is not easy, but the goal is to own frequently used materials (and those needed items that other libraries won’t loan) and borrow items that are used only rarely. We believe it is not necessary to own every potential item needed now or in the future, but it is important to find ways of accessing the items needed in a timely manner.
For many disciplines the journal literature is the most critical. Most of the journals currently subscribed to at HKUST are available in paper from about 1990 forward. Prior to that date, journals acquired are more likely to be in microform. While we do not purchase backfiles “automatically” for each journal subscription, we do acquire backfiles for titles that are important to a department’s curriculum and research. The most effective procedure is for the department as a whole to agree on the titles and the most needed years, and prepare a list for library ordering. These should be titles that will be used frequently by several people, not rarely by only one person. We hope that the Library Coordinators of each department will assist us in this.
The HKUST Library has approximately 2,500 paper subscriptions with another 1,500 full-text journals available electronically, and over 34,500 accessible at the citation and abstract level; articles from these may be requested online. While we expect to increase the number of journals subscribed to in paper format, accessing others electronically is an efficient use of funding and of space since only those items that are needed are used whereas bound volumes may consume substantial space for some items rarely, if ever, used. Since the HKUST Library started functioning, it has been making use, not only of locally held materials and items requested from other libraries, but also of special services that provide needed materials.
In 1992 this process was improved when the Internet made possible cost- effective searching at the article level with CARL’s “Uncover.” We are in the process of developing a current awareness and document delivery database with Faxon Reserach and expect to greatly enhance this service in the near future. If you have questions about Interlibrary Loan, please contact Louisa Kwok, Ruth Miller, or Min-min Chang.
We will consider your suggestions by e-mail, phone, in person, campus mail, or on the system, but something that needs attention quickly should be sent directly to Ruth Miller or Patrick Chu.
Collection Spotlight – Cavanaugh Chinese Collection
The HKUST Library has purchased a collection of over 30,000 Chinese language titles collected from China, Taiwan, Hong Kong, and South East Asia over a 30 year period by Dr. Jerome Cavanaugh, a Professor of Chinese Language and Literature now retired from Stanford University. Subjects covered are history (ancient and modern, memoirs, local histories, overseas Chinese), language and linguistics (dialect studies and grammars), literature (classical novels, twentieth century fiction, drama from the Yuan dynasty to the present, poetry from the Shih-ching to contemporary poetry), economics, political science (Chinese Communist Party history, Nationalist Party, socialism, post-1949 political campaigns, works of Mao Zedong), art, geography (better coverage of the south of China than the north), medicine, music, natural science, philsophy and religion (works on Buddhism, on Confucius, Mencius, Chu Hsi, Hsun Tzu). Approximately 50 percent are from post-1949 mainland China, 17 percent from pre-1949 China, 30 percent from Taiwan, and the rest from various other areas.
It will take us more than a year to catalog this collection. To date 1,000 have been done and are available for circulation. Examples include:
- 太 平 聚 惠 方, RS131.64.T35 1980
- 古 史 辨 DS736.K73 1982
- 宋 版 六 經 圖 PL2461.Z6.L58 1988
and the 230 volume work 近 代 中 國 史 料 叢 刊, which can be found as DS755.C457 1969.
How Materials are Processed
A large portion of the items in the Library are received as part of an approval plan, a systematic purchasing plan for materials by subject, date, and publisher. Many other items are requested by faculty members or librarians. These are called firm orders.
The Acquisitions staff enter the initial order, verify receipt of shipment, and perform the initial processing of each item. Checks are made to ensure we are not re-ceiving unneeded duplicates, purchasing funds are adjusted, barcodes are inspected, book plates are added, ownership stamps are applied, and the Main Catalog entry changes from “Ordered” to “In Process.”
Computer tapes of complete cataloguing records are provided for many of the books received. The Systems staff load these tapes when the items are received. Cataloguing staff then take the book and make sure that its entry in the catalogue is accurate and complete. Additions and corrections range from creating a full Chinese language record to modifying a location code for items placed in Reference or Media Resources. From there, the item’s status is changed to “AVAILABLE” and it goes onto the shelves, ready for circulation.
The entire operation of acquiring and processing material is assisted by an Integrated Library System, called INNOPAC. This ILS provides the means of ordering, receiving, paying for, claiming, and cataloguing all library materials. In one package, it has the tools needed to enable our staff to develop and maintain a collection of materials in support of the University’s educational and research programs. The report feature of the ILS is used each month to generate “Acquisitions Lists” of material received. The AcquisitionsList is then sent to faculty members who requested particular items, to notify them that the material has arrived.
Bilingual Main Catalog
Our Main Catalog offers two parallel versions of our catalog: the English Version and the Bilingual Version. Both versions contain the complete
holdings and records of the HKUST library. However, the bilingual version al also able to search and display records using Chinese characters. English language, or “Romanized” searches, can also be entered in the bilingual catalog exactly as they are entered in the English language catalog.
Using The Bilingual Catalog
1. Select “Bilingual Version” from the MAIN CATALOG menu.
2. Select a Chinese input method for use during this session. A total of four Chinese input methods are available. These are Cangjie, Guangdong, Pinyin, and Zhuyin.
In addition, the Library is evaluating a device for Chinese handwritten input. This is set up on a PC on the ground floor as you enter the Library. Please try it out, and leave your comments and suggestions on the notebook provided for that purpose. Your ‘input’ will be extremely helpful to our evaluation team.
*Throughout the session, observe the Status Line to identify the input method currently active. To change the status line: Use Ctrl-Space to toggle between Chinese Input mode and Alpha-Numeric Input mode and Ctrl-Shift to select other input methods.*
3. Select a search method — you can input Chinese characters when searching the main catalog by AUTHOR, TITLE, SUBJECT, or KEYWORD.
4. Press Ctrl-Space to change the Status Line to Chinese Input mode.
5. Input your Chinese search terms.
6. Press Ctrl-Space to change back to Alpha-Numeric Input Mode, and then press ENTER to start searching.
OPAC Tips
When using the Library Online Catalog:
- DON’T use the “arrow” keys – using them throws you out of the program.
- DON’T try to print records if you are using a Macintosh – this is not currently supported.
- DO use the ‘Escape’ or ‘Esc’ key to back up when ‘Q’ (for quit) is not available.
Library Classes!
Library staff are eager to help you make more effective use of the Library’s resources, especially its electronic resources. For the spring semester, training will be offered for individual classes or for small groups of students or faculty. While these sessions are usually more satisfactory if the participants in the group are in the same discipline, that is not required. If you would like to be included in a session in your discipline or if you would like to have your class attend a session tailored to a specific course assignment, please contact Danny Chin, Bibliographic Instruction Librarian at LBDANNY or # 6752, or Terry Leung, Head, Reference Dept., at LBTERRY or # 6751. Sessions will be offered in late Feb./early March; more detailed information will be available later.
Suggestions, We Get Suggestions . . .
We column will try to respond to some of the questions and comments placed in the main catalog’s suggestion box in this column. Brief responses to suggestions may also be found in one of the main catalog’s I>Library INFORMATION screens.
Noise: The number one complaint recently has been about the level of noise in the Library. We agree, and have been exploring ways to reduce it. Without your cooperation this problem cannot be solved. Remember that theLibrary is a place for study, and not a student union. It takes consideration and cooperation to ensure that the Library remains a pleasant and effective study environment. For group discussions please use the discussion rooms, or go to the more isolated areas of the building.
Dictionaries: Several of you have asked the Library to place an English-language dictionary on each floor. This is an excellent idea! Five unabridged dictionaries and stands are on order, and will be installed when they arrive. Also, an English dictionary will soon be available in the CD-NET.
View Patron Record: The main catalog now has a new feature, which allows you to check your borrower’s record. Please use this feature to check the status of the books you have borrowed, and especially to remind yourself of the due date.
E-mail notices: In response to our users requests, the Library’s software vendor has developed the capability for us to send notices through the campus e-mail system. This has recently been added to our software, and we are working to test and implement it.
Drinking Fountains: The fountain on LG3 has been installed. The Library has also requested that a public fountain be installed on 1/F. There are some problems with this, due to the location of the water pipes.
Computer Magazines: Several requests have been received for various computer magazines. The Library has an electronic subscription to the full text of most popular computer magazines. They can be found in the Computer Select database on the CD-NET, and can be accessed from anywhere on campus. If you need help in using the database, contact the Reference Counter at x6760.
Rice, and other things: Now and then users complain about everything from their accommodations to the cost of rice on campus. There is nothing that the Library can do for things like this. Please bring your suggestions to the departments in charge of these services.
To make suggestions, choose I> Library INFORMATION, then choose S> SUGGESTIONS. Each suggestion can be up to six lines long.
Update – JUPLAC Card
JUPLAC (Joint University and Polytechnic Libraries Advisory Committee) cards are now available. This card will permit academic and academic-equivalent staff at all UPGC member institutions to borrow materials from the libraries of any other member institutions. For details, contact Circulation at x6771.
Library E-Mail Addresses
Please use the following e-mail addresses for questions relating to specific library operations:
| LIBRARY | for general comments. |
| LBACQ | ACQuisitions |
| LBCIRC | CIRCulation |
| LBCOLL | COLLection Development |
| LBILL | Inter-Library Loan |
| LBREF | REFerence |
| LBRSRV | ReSeRVe |
last modified 01 April 1995