Operating Agreement between the Libraries of the

Universities of British Columbia, Oregon and Washington


According to the Consortium's draft Plan of Cooperation (September 28, 1988), within the Administrative Structure there is a Library Development Committee which meets twice a year (subject to availability of funding). Its membership is composed of one librarian and one faculty member each from the three institutions; it is chaired by the Southeast Asian Librarian at the University of Washington.

As part of its research plan, "The Consortium seeks to develop research library collections to which faculty and graduate students at all institutions will have access. These collections will be developed with reference to the scholarly interests of all Consortium faculty by the Library Development Committee." As an instrument in the development of such collections the Library Development Committee has drafted the following agreement between the institutions of the Consortium, which was approved by the Steering Committee of the Consortium on November 4, 1989.

Text of the Operating Agreement between the libraries of the Universities of British Columbia, Oregon, and Washington

(To be reviewed on an annual basis and revised as necessary.)

This agreement attempts to address all library functions which are of common concern to the members of the consortium. It is divided into the following sections:

1. Collection development

2. Collection evaluation

3. Cataloging

a. Western language monographs

b. Vernacular language monographs and serials

c. Other formats

4. Roles of the Southeast Asia staff

a. At UBC

b. At UO

c. At UW

5. Reference and information services

6. Bibliographic Access

7. Resource sharing, circulation and document delivery

a. Interlibrary loan

b. Direct borrowing privileges

1. Collection Development

Using existing resources, and by means of grant and other special funds which are or may become available, each library builds its own collection primarily

in support of the curricular and research programs on its own campus, taking into consideration, whenever possible, the research interests of faculty and students on the two other campuses.

The Consortium's Steering Committee articulated the general guiding principle for library development in a resolution dated March 31, 1989: "that, given existing faculty, resources, and programs at the three universities, the Consortium will seek to develop research collections on the Philippines at the University of Oregon, on Indonesia at the University of British Columbia, and on Thailand, Indochina, and Malaysia at the University of Washington. It is understood that some research materials on countries other than one of highest priority may also be acquired by member institutions." It was also agreed that priority in library development be given to course support and baseline reference collections. These principles will be documented and expanded in the Cooperative Collection Development Policy [under development]. A second principle of collection building is that the three libraries share the expectation that the English language teaching collections will be duplicated as necessary, as will certain vernacular sources. The third principle is that there be highly developed channels of communication between faculty and librarians regarding collection development efforts and faculty needs for material.

In summary, efforts are directed at coordinating collecting emphases in a manner which will provide for the broadest possible geographic, linguistic, and subject coverage; at collecting to the depth appropriate to current and anticipated curricular/research activity, and at avoiding unnecessary duplication of efforts and holdings.

A mechanism will be devised to allow for consultation between librarians on any ongoing obligation for a title costing a single campus $150 or more. In order to facilitate communication on continuing commitments, a union list of Southeast Asia serials is being developed. Each institution will also consult with the others prior to purchasing any item costing $500 or more in a single payment. For items costing less than $500, consultation is left to the discretion of the individual library.

Shared purchase agreements, by which important, expensive, and/or rarely used material may be acquired and housed in a divided manner or at one library, may be pursued. Funding for such shared purchase agreements may be by pooling funds from members or by special funds made available to or applied for by the Library Development Committee from the Consortium or outside agencies.

2. Collection Evaluation

The Consortium will develop and test a suitable method for evaluating the existing resources in the three libraries and will begin the assessment as soon as possible.

3. Cataloging

a. Western language monographs and serials.

UBC: UBC maintains an on-line on-order and in-process list by author and title as well as an on-line catalog called UCBLIB. Derivative cataloging is used primarily. Material that would require original cataloging is held and re-searched in intervals. Titles requested for use are cataloged immediately, whether or not cataloging copy is available.

UO: Approximately 85% of the western language materials received by the University of Oregon Library are cataloged within 1 week to 3 months following receipt. Material requiring original cataloging is held and researched for copy at regular intervals. The Catalog Department maintains a small backlog of material awaiting original cataloging, arranged by date of receipt. Time required to process these materials depends on availability of catalogers and the nature of Technical Services priorities at any given period. It should be noted that Technical Services maintains a very efficient in-process system. Uncataloged materials, which are accessible through JANUS, the University of Oregon's integrated library system, can be located rapidly upon request and are rush-cataloged within about a 1-day turnaround time.

UW: UW catalogs the majority of western language material upon receipt by the Cataloging and Serials Division, whether or not cataloging copy is available on OCLC. Material is not regularly held until copy is available. Material requiring original cataloging may be held briefly if the volume of material received exceeds the Divisions' original cataloging capacities. Turnaround time for cataloging western language material depends upon staffing levels and the type and availability of cataloging copy. Current averages range from one week to 3-4 months.

b. Vernacular language monographs and serials.

UBC: Derivative cataloging is used primarily. Titles requested for use are cataloged immediately, and those requiring original cataloging are done with the assistance of the Indonesian language Bibliographic Associate.

UO: There is no facility for cataloging Southeast Asian vernacular material.


Provisions are in place for "quickcat" copy cataloging using student assistants. A limited amount of original vernacular cataloging is carried out by a member of the Cataloging Division working with students assistants. It is hoped that a permanent part-time or full-time position for a Thai language specialist will been establish to deal with this language, which will constitute the largest body of material in non-roman script. Assistance from native speaking students will be sought for transliteration of Khmer, Lao and Burmese titles.

The East Asia Library collection of Thai and Vietnamese titles dating back to the early 1960s which do not appear in the on-line catalog are slowly being integrated into the local online system and onto OCLC, as copy is found, or as they are cataloged as priority items.

c. Other formats.

UBC: All formats are cataloged in the same way as books, though microform collections are not analyzed.

UO: The University of Oregon Library catalogs sound recordings, films, videotapes, and microforms. Planning is under way for cataloging of computer software. The Library has recently begun to catalog Pacific Northwest maps for the first time under the auspices of a Title IIC grant (with the University of Washington). Administrative decision is pending on whether to expand beyond this initial project and catalog other maps as well. All material is cataloged through OCLC and items cataloged since 1975 are also accessible in JANUS, the University of Oregon Library's integrated library system.

UW: Media is cataloged and is available through the on-line catalog. It is planned to catalog computer files.

The three libraries agree to explore the possibility of contract cataloging for vernacular material.

4. Roles of the Southeast Asia Staff

a. Role of the Southeast Asian Studies Liaison Librarian at the University of British Columbia

The Head of the Asian Library is the Southeast Asian Studies Liaison Librarian. She is responsible for liaison with the other consortium members on library matters, and will involve other library staff as necessary. Her role will include communication with UBC faculty members on general Southeast Asian issues. She supervises a half-time Indonesian language Bibliographic Associate who is in charge of reference services, selecting and acquiring vernacular material on Indonesia, and managing the LC Cooperative Acquisitions Program.

b. Role of the Southeast Asian Studies librarian at the University of Oregon

The Southeast Asian Studies Librarian at the University of Oregon reports to the Head of Reference and works closely with the Assistant University Librarian for Collection Development and Resource Services, as do other subject specialists, all of whom are members of the Collection Development Conference. The Southeast Asian Studies subject specialist provides service for faculty and students with interests in Southeast Asia, such as developing bibliographic finding aids, programs for disseminating information, and a program of bibliographic instruction. Collection development responsibilities include management of fund allocations, active assessment of the collection and of program needs, development of a collection development policy statement, and development of cooperative relationships with other subject specialists. The Southeast Asian Studies specialist serves on the university Southeast Asian Studies Committee and the Asian and Pacific Studies Library Committee. These responsibilities focus on interaction with faculty and students, and the development of effective and constructive relationships between the Library and the Southeast Asian Studies Program on the University of Oregon campus. As a member of the Consortium Library Committee, the University of Oregon's Southeast Asian Studies Liaison Librarian works to foster communication and information exchange between member libraries and to help further cooperative efforts.

c. Role of the Southeast Asian Librarian at the University of Washington

The Southeast Asian Librarian at the University of Washington is the Chair of the Library Development Committee, a member of the Consortium Advisory Board ***, and acts as the lead librarian for the Consortium. This person is the official contact with other Southeast Asia Centers, and is responsible for transmitting information to other librarians. In addition to specific responsibilities for the Program at the University of Washington, on behalf of the Consortium this person will; meet with CORMOSEA; visit other Consortium libraries; initiate the compilation of a Consortium union list of currently received and retrospectively held journals, newspapers, and other serials in all languages possible; initiate the collection assessment process for the Consortium; and initiate the process of preparing the cooperative collection development policy.

5. Reference and Information Services

a. University of Washington

The focus of the UW reference service is the main reference desk in the Suzzallo Library. Reference questions are usually originated here. Many Southeast Asian ready reference questions can be answered by the reference staff, using disciplinary or general bibliographies, general statistical compilations or computer based information systems. More specific requests are either forwarded to the specialist library, or the subject or area specialist. The majority of the Southeast Asia reference collection has been consolidated in the Suzzallo reference stacks, with some dictionaries still being located from the East Asia Library Reference stacks.

The Southeast Asia Librarian is working with the Head of the Reference Division to improve the quality of the reference materials available. Effort is being concentrated on dictionaries, and specialist bibliographies. The Southeast Asia Section now provides improved reference service through the use of NEXIS online searching and access to other major Southeast Asia catalogs through internet.

UO? ****

c. University of British Columbia

The Humanities/Social Sciences Division in the Main Library offers reference services and materials in all areas of the Humanities and Social Sciences. Materials in Asian languages are housed in the Asian Library where a wide variety of reference services are provided. Users who require more specialized materials may be referred to other branch libraries or reference divisions.

6. Bibliographic Access

Patterns of access will change as technology develops and as cataloging patterns change. What follows is the situation as it can be described at the present time. The three libraries are members of OCLC. There is an agreement (not currently implemented except for authority linking) between OCLC and RLIN to provide access to each others' records (Linked Systems Project). By this means, all cataloging records from this Library Consortium eventually will be available to Southeast Asian Centers which are members of RLIN as well. While the OCLC on-line catalog provides good bibliographic descriptions of serials, the location listings by themselves may not be adequate because of lack of holdings information.

UBC: UBC has been sending tapes to OCLC since 1987. Because of lack of funding however, there are no plans at present to load into OCLC older material now in machine readable form. At present, UBC serials are best accessed through their fiche catalog or on-line catalog. UBC is not a CONSER member.

UO: The University of Oregon catalogs on-line through OCLC. The Library has used OCLC since July 1981. Current cataloging is also added to JANUS, the Library's integrated library system, by direct electronic transfer simultaneously with OCLC cataloging transactions. JANUS contains fully cataloged materials, on-order, in-process, and serial check-in records. Beginning in summer 1989, circulation status of materials in JANUS will also display on-line.

Dial-up access to JANUS is available through the University of Oregon's communications network. Telephone numbers for dial access to JANUS will be provided upon request, along with instructions for dialing in. No special passwords or authorizations are necessary.

About one-half the Library's collections are searchable in JANUS. Planning is underway for conversion of the rest of the Library's catalogs, with the goal of completing retrocon by 1992.

The University of Oregon uses the OCLC Union Listing subsystem as part of the process of contributing to ORULS, the Oregon Regional Union List of Serials. ORULS is a microfiche catalog produced and distributed by the State Library of Oregon.

UW: UW catalogs on-line on OCLC, inputting original records or adding its holdings symbol to an existing record. Recon is largely complete for all cataloged monographic material. Generally, OCLC reflects only post-1978 UW serial holdings except in instances in which an earlier existing record has been altered. UW is a CONSER member, and serials cataloged and authenticated as CONSER records by UW are available to RLIN libraries. Since August 1987, UW no longer maintains bibliographic records or holdings on-line in WLN, but provides WLN with copies of OCLC tapes for monographs and serials. WLN is in the process of loading these records. At present, UW serials and serial holdings information are best accessed through the UW local on-line catalog. Either OCLC or WLN can be used to provide bibliographic or holdings information subject to the limits noted above.

7. Resource Sharing, Circulation, and Document Delivery

Requests are communicated via OCLC's Interlibrary Loan subsystem and by electronic mail. The Universities of Washington and Oregon are members of ARL, and thus have free interlibrary lending of books which normally circulate. The University of British Columbia maintains an informal reciprocal agreement for loans and copies with the University of Washington, and is willing to negotiate a similar agreement with the University of Oregon for Southeast Asian material. At present, no such agreement exists directly between the Universities of Oregon and Washington, with each charging the other for photocopying articles and other copying services. **** UW resource sharing service has offered to allow UO concessionary rates; charging in-state fees, in stead of the general rate.

UW - UBC Resource Sharing Arrangements

Loans No charge

Photocopying No charge

Fax No charge

Reproduction of Microfiche No charge

Reproduction of Microfilm

UW to UBC $15 per reel

UBC to UW No charge for prints; fee negotiated

for reel duplication

Requests received by OCLC, E- mail, ALA forms

UW - UO Resource Sharing Arrangements

Loans No charge


UW to UO $7 minimum to 15 pages

$.15 each additional page

UO to UW $5 minimum to 20 pages

$.25 each additional page


UW to UO $.70 per page

UO to UW free

Reproduction of Microfiche

UW to UO $5 up to 5 pages

$.25 each additional page

UO to UW Enquire on per-item basis

Reproduction of Microfilm

UW to UO $15 per reel

UO to UW Enquire on per-item basis

Requests received by OCLC, Electronic mail, ALA forms

UO - UBC Resource Sharing Arrangements

Loans Under review


UO to UBC No charge

UBC to UO Under review


UO to UBC No charge?

UBC to UO Under review

Reproduction of Microfiche

UO to UBC Equire on per item basis

UBC to UO Under review

Reproduction of Microfilm

UO to UBC Enquire on per item basis

UBC to UO Under review

Requests received by OCLC, E-mail, ALA forms

Direct Borrowing Privileges. (use by non-campus borrowers.)

UBC, UO, and UW, each will endeavor, through existing and available channels, to make available to the Southeast Asia faculty of the three core Consortium members, and affiliates ****, in-person borrowing privileges without incurring direct charges for the purpose of conducting Southeast Asian research.

Faculty. Under OCLC's Reciprocal Faculty Borrowing Program (RFBP), faculty members of participating institutions are issued a Reciprocal Faculty Borrowing card by their home institutions which provides borrowing privileges to the library collections of the other participating institutions. All three libraries are participants.

UBC: Visiting faculty who hold an OCLC Reciprocal Faculty Borrowing Card may apply for a complimentary extramural card from the Circulation Division, Main Library. UBC extra-mural cards grant the privilege of borrowing books, but not serials.

UO: Visiting faculty who hold an OCLC Reciprocal Faculty Borrowing card may obtain a UO Library card by presenting the Program card and a current photo ID to the supervisor on duty at the Knight Library Circulation Desk.

UW: Visiting faculty who hold an OCLC Reciprocal Faculty Borrowing card must apply for and will be issued a UW borrower's card at the Cashier's Desk, Circulation Division, Suzzallo Library, M - F, 9 - 4, or by mail. Because such cards cannot be issued on weekends, making prior arrangements is desirable. Faculty from UBC who are members of the Southeast Asian Program may request borrowing privileges through the Southeast Asian Librarian or the Coordinator of the International Studies Office. In their absence, the request should be made of the Director of Libraries.

Graduate Students. Graduate students traveling to other institutions for study and research purposes are eligible for borrowing privileges at:

UBC: UW and UO Consortium graduate students are eligible for a complimentary extramural card. UBC extramural cards grant the privilege of borrowing books but not serials. Application for a card must be made to the Main Library Circulation Division by presenting a letter from the student's faculty supervisor and a valid library card from the home institution. The UBC card will be valid for the current academic year and must be renewed by the same procedure as the original application. The head of UBC's Asian Library will be glad to advise students of how to apply for cards, and on the suitability of UBC's collection for the work they have in mind, but he/she cannot actually issue cards.

UO: UBC and UW Consortium graduate students may obtain a Public Borrower Card, with fee waived, by presenting a letter indicating their Consortium affiliation and a current photo ID to the supervisor on duty at the Knight Library Circulation Desk. See below for a description of the Public Borrower Program.

UW: Graduate students who are members of the Southeast Asian Program may request borrowing privileges through the Southeast Asian Librarian or the Coordinator of the International Studies Office. In their absence, the request should be made of the Director of Libraries. Undergraduate or graduate students from other institutions who are currently enrolled as UW students receive University identification that is valid for borrowing library materials.

Undergraduate Students and others: Requests for direct borrowing by undergraduates and others will be handled by each library on an individual basis.

UO: Undergraduate students may obtain borrowing privileges at the University of Oregon through the Public Borrower Program by paying a fee of $25. The Public Borrower Card expires one year from date of purchase. Public borrowers are extended the same privileges as are UO undergraduate students with the exception of borrowing privileges from the Instructional Media Center.

UBC: ?

UW: ?

The collections of all three libraries are available for on-site use to all users.


ljg: 5/89; rev. 06/92