Project Name : Architecture Library Project
Prepared by : Richard Pinnell, Manager, Branch Library Services, UW Library
Date of Initial Preparation : 3 May 2004
Project Manager : Richard Pinnell, with support provided by the Architecture Library Task Group
Project Sponsor : Mark Haslett , UW University Librarian
In September 2004 the University of Waterloo’s School of Architecture will relocate from Waterloo to a heritage building located in the Galt section of Cambridge, Ontario, a 40-minute drive from the Waterloo campus. This 85,000 sq ft former factory, the Riverside Silk Mills building on Melville Street, is currently being renovated and refurbished. The Architecture Library, a 13,000 sq ft unit within this building, will support the teaching, learning, and research needs of the members of the School, which consists of 300 undergraduate students, 100 graduate students, and 19 faculty members.
The Architecture Library is a full-service branch of the University of Waterloo Library. University of Waterloo Policy 25 defines a branch library as a major collection housed outside the main library and states that generally its policies and operating procedures are those of the main library. Library clients in Cambridge will be provided with the same full-range of library services that are available to members of the UW academic community in Waterloo. The Architecture Library’s collection will be developed primarily to serve the library needs of the School of Architecture and therefore comprises monographs, periodicals, rare and special materials, and theses in the field of architecture and architectural design.
Although the Architecture Library is administered by the UW Library, funding for the library is provided jointly by the Faculty of Environmental Studies (Faculty) and the UW Library. Setup costs are funded entirely by the Faculty whereas annual operating costs are shared by the UW Library and the Faculty; the Library’s share is limited to funding for two of the four staff positions in the branch. The general principles of agreement between the UW Library and the Faculty with respect to the setup, resourcing and ongoing operation of the Architecture Library are set forth in a Memorandum of Understanding, dated and signed on 19 November 2003. It is fully anticipated that the Architecture Library will open and commence operation in September 2004.
In February 2002 the UW Library’s Library Budgets and Planning Committee created an ad hoc group, the Architecture Library Task Group, with terms of reference mandating it to determine service standards and the associated costs for an architecture branch library to be established in Cambridge, Ontario. In the months that followed the Task Group’s mandate was broadened to include planning responsibility for staffing, library services, collections, equipment (including furnishings and computer equipment) and functional space layout. The Task Group, in large part because of its representational membership, ensures that library planning is well integrated within the Library’s organizational structure. Members of the Task Group are: Richard Pinnell, Manager, Branch Library Services; Michele Laing, Architecture Liaison Librarian; Margaret Aquan-Yuen, Planning Liaison Librarian; Susan Bellingham, Head, Special Collections; Ruth Lamb, Librarian, Special Collections; Sharon Lamont, Head, User Services; Linda Teather, Manager, Library Systems Support Services; Betty Graf, Manager, Cataloguing Department; and Eric Boyd, Facilities Manager.
The Task Group meets biweekly, records minutes, and maintains a staff website (http://www.lib.uwaterloo.ca/staff/arch/index.html) to document progress and to develop and maintain awareness within the Library.
Richard Pinnell, who chairs the Architecture Library Task Group, has overall responsibility for the planning and implementation of the Architecture Library project. Michele Laing, currently Liaison Librarian for Architecture, will assume responsibility in September 2004 for the onsite management of the branch as Head, Architecture Library; effective 1 May 2004 she will report to Richard Pinnell. During the project planning phase the Manager and the Head are advised and assisted by the members of the Architecture Library Task Group, each of whom is responsible for one or more prelaunch subprojects.
One of the very important tasks associated with this project is the identification of the individual volumes, currently located in the Porter Library including Special Collections, in the University Map and Design Library, and in the TUG Annex, to be transferred to the architecture branch. The Liaison Librarian for Architecture and the Liaison Librarian for Planning are in the process of selecting these architecture titles, in consultation with other liaison librarians as appropriate. Exact numbers are not yet available but a best estimate is that 30,000 regular monographs and periodical volumes will be transferred. In addition, the Library will transfer 6,000 rare or special items for location in the branch’s rare book room stacks; a small collection of reference materials; and the complete set of undergraduate and graduate theses submitted to the UW School of Architecture since the early 1970s.
Other subprojects, either currently underway or planned for the near future, are described in a document entitled Prelaunch Library Projects (http://www.lib.uwaterloo.ca/staff/arch/documents.html). At time of writing this report, the current version of the document is dated 20 February 2004 . It is anticipated that all subprojects will be completed by time of official opening of the branch library in September 2004.
It bears repeating that the Architecture Branch Library is to be a full-service branch of the University of Waterloo Library. Clients in Cambridge who are members of the UW academic community will have the same library privileges and have access to the same services as those on the Waterloo campus. This means that TUGbars (TUG book and article retrieval service) will be available to Architecture faculty, staff and students in Cambridge. The UW Library’s retrieval service (UW@UW), currently available only to UW graduates and faculty, will be extended to undergraduates students in Cambridge. Similarly, the architecture materials in Cambridge will be available to other students and faculty at each of the three TUG institutions, through TUGbars holds and recalls. UW@ UW privileges will be provided to UW undergraduates on the Waterloo campus who wish to consult library materials held in Cambridge .
All of the monographs, periodicals, rare and special materials in the rare book room, reference materials, and theses (graduate and undergraduate) will be catalogued and on the TRELLIS database. The library’s collections of architecture drawings and plans and of manufacturers’ product literature and brochures will not be catalogued and will therefore not be on the TRELLIS database. Branch staff will be responsible for organizing and describing these collections, which in future may grow to include building scale-models and architecture slides. The manufacturers’ product literature and brochures will be organized using MasterFormat, a classification scheme developed by the Construction Specification Institute.
The Architecture Branch Library’s lending practices are informed by and consistent with the TUG Libraries Lending Policy (http://tug.lib.uwaterloo.ca/info/lendpol.html). TUG lending principles and related policies and procedures described in this document - for example, the principle of confidentiality and the procedures associated with sanctions and appeals - will be fully applied in the branch library.
Any proposals that will affect the display of material in TRELLIS, or impact on an approved TUG policy or on the workflow of other modules, will be processed using the TUG Prototyping Group procedure. This procedure will be initiated by collaborating with the appropriate UW functional representative of that group.
Clients and staff in the branch will use the TRELLIS online catalogue (WebVoyage). Library staff in Cambridge will need full implementation of the TRELLIS Circulation module. Branch staff may need access to specific Acquisitions functions depending upon finalized workflow. However, library materials for which purchase orders are entered on TRELLIS will be ordered and received by members of the Library Acquisitions Unit in Waterloo. Branch staff may need access to specific Cataloguing functions depending upon finalized workflow. However, library materials for which records are added to the TRELLIS database are catalogued by members of the UW Cataloguing Department. System administration setup and maintenance for the Circulation, Acquisitions, Cataloguing and OPAC modules is handled by the SysAdmin functional managers in Waterloo.
The Cataloguing SysAdmin functional manager, Betty Graf , has created five TRELLIS locations for Cambridge library materials. These locations are: book stacks (UW ARCH), periodical stacks (UW ARCHper), rare book room books (UW ARCHrb), rare book room periodicals (UW ARCHrbper), and theses housed in the rare book room (UW ARCHrbth). As other locations are needed, e.g., for items in the reference collection and the oversize collection, these will be created by Betty Graf or another Cataloguing functional manager with SysAdmin privileges at the University of Waterloo.
TRELLIS training requirements will be minimal and will be limited to Circulation module training for regular staff and casual workers in Cambridge. It is anticipated that one or more of the support staff recruited for the library in Cambridge will have TRELLIS Circulation experience; it is possible that one of them will also have TRELLIS Circulation trainer experience.
Richard Pinnell
3 May 2004
Revised 11 June 2004
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