INSIDER’S VIEW ULUVO LWETHU OUR SERVICE General Services

Compiled by NEVILLE ADONIS and GRIZELL AZAR-LUXTON Assistant Director: General Services and Editor

n previous articles in this series we have fi rstly followed the route of the through the Western Cape Provincial Library IService, namely selection, acquisition, cataloguing and preparation. Then we focussed on the regions, which involves the allocation and distribution of to public . In this article we will be focussing on a section of the Library Service that has no involve- ment in the actual processing and logistics of the book, but whose functions are primarily aimed at the provision of information, and the marketing and promotion of our services and resources. The General Services comprises Promotion and Publications; Central Reference, Administration, and Research.  Seen here is Szerena Knapp, senior library assistant, typing up a storm. On her shoulders falls the task of ensuring that all articles received for the bi-monthly magazine, the PROMOTION AND PUBLICATIONS SECTION Cape Librarian, be it via email, post or on CD, are cor- rected and submitted to the editor in the correct format for The main aim and purpose of the Promotion and Publications Sec- proofreading. She also has to keep a record of these articles tion is to promote the use of public libraries and their services to as and her stern voice is the one reminding authors of deadlines many people as is possible in the Western Cape. A further aim is for submission (hence the nickname `Liewe Heksie’…). After the creation of a culture of by way of providing promotional each proofread she does the corrections – this process can sometimes take up to six proofs but with a minimum of three. material to public libraries as well as hosting various promotional With her ever-energetic enthusiasm she is involved in eve- programmes, such as the annual Library Week and the rything that happens in the section, be it the annual Library Book Fair. Week promotion, the Book Fair or anything else that involves design or slogans for promotions

Kaapse Bibliotekaris, September/Oktober 2010 2929 INSIDER’S VIEW ULUVO LWETHU

 The production and publication of the bi-monthly magazine Cape Librarian is the main responsibility of the editor, Grizéll Azar-Luxton. From planning the content to securing authors and articles she ensures that it remains a quality product and fondly refers to it as her `baby’. Seen here with her at the light table is assistant director of the General Services Unit, Neville Adonis, comment- ing on the quality of photographs in the latest issue

 Olivia Forshaw, our cheerful and innovative industrial technician and designer, is busy setting up a display for the festive season to be featured in the September/October Cape Librarian. This is just one of her many functions, such as the designing and laying out of posters, brochures, banners, the annual review and year planners - all promotional items that are used to market the Provincial Library Service. Olivia’s main responsibility, however, is the design, and laying out of the bi-monthly magazine, Cape Librarian, the mouthpiece of the Service, and in her hands rests the task of forever creating a fresh and appealing look for our readers. She is also involved in organis- ing and overseeing the of each issue and uploads each magazine onto the Cape Gateway web site once it has been published. Also part of her functions are PowerPoint presentations for management and input into theme development and design for the annual Library Week and the Cape Town Book Fair

 Librarian Renee Cohen busy proofreading the latest Cape Librarian, one of her many tasks in the Promotion and Publications Section. She is intimately involved in the planning of all projects such as Library Week, the overseeing of the production of promotional material, the section's budget and she generally acts as the assistant director's right hand woman

 Senior library assistant David Webber’s main task is the maintenance of the address list of subscribers to Cape Librarian as well as the distribution of the magazine. He is also in charge of the famous `orange’ and`green’ rooms so popular with librarians, where all publications and pro- motional material are stored and dispatched. As well as being our resident photographer, he also assists with the setting up of displays and exhibitions, provides promotional material for visiting tour groups and many other ancillary functions. He is also affectionately known as the `guy who keeps the demanding girls in the Publications Section in check’

3030 Cape Librarian, September/October 2010 INSIDER’S VIEW ULUVO LWETHU

Projects  Library Week promo- Library Week tional material includes plastic The concept of a National Library Week for South Africa was aired library bags that are an all- for the fi rst time at an annual conference of the South African time favourite with librarians Library Association in Kimberley during the 1960s. Nothing and users alike. These bags materialised until 1985 when Public Library Day, driven by the are invaluable, especially in Public Libraries Group of the South African Institute for Library and rainy conditions Information Science (SAILIS) was celebrated for the fi rst time. The objective of this project was to bring the many information services offered by the public libraries to the attention of the community. In 1988 SAILIS declared that from that year forward the third week of May would be celebrated as Library Week in public libraries throughout South Africa every year. However, LIASA embarked on a process of consultation to have the date of Library Week changed to the third week in March every year. The Western Cape Provincial Library Service supported this recommendation and thus celebrates Library Week each year in March.

 Other items such as and stickers have also been standard promotional items for years and have proved to be very popular. In the past few years the Service has, with an increased budget, been in a position

POSTER-Adult-A.indd 1 1/11/10 3:14:54 PM to add some interesting items to the list of promotional material such as lanyards, pens, pencils, erasers, rulers, balloons, wristbands and peak  During the past 11 caps years a variety of themes formed the basis of the project. These were: Books by the millions; Be a Bhuki Buddy; Books make lekker friends; Your right to read; Read Funda Lees; Librar- ies for literacy; Every face tells a story; Your stars say read; From local to global  Colouring-in sheets are @ your library; Race for very popular among the knowledge @ your library; and Read the game: score younger readers and are @ your library. a useful activity that is The success and popular- encouraged in children’s ity of the Bhuki concept in libraries 2001 resulted in the continuation of the campaign the following year. Modelled from clay, Bhuki has since become the offi cial mascot for the Provincial Library Service and is used at promotional events, projects and programmes

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Cape Town Book Fair our resident graphic designers. One The Provincial Library Service and the library service division of the of the aims of the cover design is to have been involved in a partnership since the concentrate on the various subjects inception of the Cape Town Book Fair a few years ago. The aim of covered in libraries such as literature, the display is to promote the information services and resources music, the arts, and science, with vari- produced by the public libraries in the Western Cape and to market ations on the theme aimed at adults both the Provincial Library Service and the City of Cape Town's and children. libraries. In addition, the Book Fair also aims to encourage the pub- E-mail address: [email protected] lic to make use of all the free services offered by libraries, such as books, DVDs, CDs, newspapers and magazines. The target market is  Graphic designer Monica Wagner both the youth (teenagers and young adults) and adults who do not (now retired) used the different ele- normally visit public libraries. ments of nature as her inspiration for this unusual cover design that included  The themes vary the 26 letters of the alphabet each year and in 2009 the target market was the youth who do not visit libraries. The  This series of covers was an display resembled a ingenius interpretation in clay of ‘for sale’ shop window various topics such as the theatre with text in speech and opera world, science, adult and bubbles, aimed at children's literature, music and the youth talk. Some arts by Jack Russell Design. examples were, ‘LOL The cover featured on the left at your library’; depicts children's literature MXIT @ your library’; and 'BFF' (Best friends Forever) and the ultimate aim was to attract youngsters and `advertise’ the fact that all services are free

 This year’s display was on a more serious note and promoted the  With the theme for 2009 being services of the Libraries open windows to knowl- Provincial Library edge, the artist Hubertus ZuCastell Service as well used unusual window designs in which as those of the various relevant topics were featured public libraries. Seen here are Razaan Khan (senior library assistant), (left), and Szerena Knapp (senior library assistant) who Annual reviews enthusiastically tend to visitors year after year Each year the section produces an annual review of the Library Service, which is a report on the various operational activities of Publications and promotional material the different sections in the form The Cape Librarian of statistics, graphs, diagrams, The in-house journal, Cape Librarian, a subscription magazine which tables and pictures. The annual is published bi-monthly, remains the most important voice of the review highlights activities of Library Service. It informs affi liated public libraries about current the two divisions of the Library developments in the library world and also provides training in Service: the Central Organisa- library-related issues. This magazine is distributed both nation- tion and the Regional Organisa- ally and internationally and is one of the very few South African tion. information science magazines indexed in Library and Information Science Abstracts (LISA). LISA is an international abstracting tool  The review is published in designed for library professionals and other information specialists three languages, namely Afrikaans, and currently abstracts over 440 periodicals from more than 68 IsiXhosa and English. On the left is countries in more than 20 different languages. the latest The cover designs are alternatively outsourced or designed by 3232 Cape Librarian, September/October 2010 INSIDER’S VIEW ULUVO LWETHU

Posters Brochures Librarians regard posters as an essential tool for displays and library  Information brochures are produced from time to time to promote the promotion. Displays also Library Service and its various sections and functions. These are used as constitute a crucial facet of promotional items during book festivals, at libraries, and during any other library work and this section related activities. Below is the latest brochure design by Olivia Forshaw endeavours to enable librar- ians to achieve this objective imaginatively. Contributions regarding displays and sug- gested topics for posters are provided annually by librar- ians. The themes are varied and are often linked to @ public and national holidays. your library

 Above: This poster was designed by Olivia Forshaw with the brief to 'advertise' the many free services and resources available in libraries. The poster is used in public spaces such as shopping malls  Right: With soccer fever permeating our beings in 2010, this section, true to its tradition Internet web site of being on the ball, produced This section is also responsible for keeping the web site of the

Department of Cultural Affairs and Sport Western Cape Provincial Library Service ISebe leMcimbi yeNkcubeko neMidlalo INkonzo ye Thala leeNcwadi yePhondo leNtshona Koloni this poster with a soccer theme Departement van Kultuursake en Sport Wes-Kaapse Provinsiale Biblioteekdiens Library Service up to date: www.capegateway.gov.za/library for use in libraries for displays National Library Football Poster.indd 1 2009/08/18 1:49 PM The site provides a wide overview of the activities of the Library Service and provides links to the Cape Librarian magazine, annual reviews, address lists of all affi liated public libraries and the PALS online library system (soon to be changed to Brocade).

WEreldbeker� SokkerToernooi CENTRAL REFERENCE Januarie Februarie Maart April

Sondag Maandag Dinsdag Woensdag Donderdag Vrydag Saterdag Sondag Maandag Dinsdag Woensdag Donderdag Vrydag Saterdag Sondag Maandag Dinsdag Woensdag Donderdag Vrydag Saterdag Sondag Maandag Dinsdag Woensdag Donderdag Vrydag Saterdag 1 2 1 2 3 4 5 6 1 2 3 4 5 6 1 2 3 Nuwejaarsdag Goeie Vrydag

Nog interessante feite Geskiedenis van die Wêreldbeker 3 4 5 6 7 8 9 7 8 9 10 11 12 13 7 8 9 10 11 12 13 4 5 6 7 8 9 10 Die Féderation Internationale de Football Association Gesinsdag Bert Patenaude was die eerste speler wat op 19 Julie 1930 (FIFA) se Wêreldbeker-eindstryd is ongetwyfeld die mees ‘n driekuns in ‘n Wêreldbekerwedstryd teen Paraguay behaal Central Reference (better known as SN) is a section within the populêre sportgeleentheid ter wêreld. Trouens, sedert het. FIFA het dit egter nie erken nie, maar wel die een wat die eerste kompetisie in in 1930 het FIFA se Guillermo Stábile drie dae daarna gekry het. Eers in 2006 het 10 11 12 13 14 15 16 14 15 16 17 18 19 20 14 15 16 17 18 19 20 11 12 13 14 15 16 17 FIFA Patenaude se prestasie erken toe sy spanmaat Tom Florie spoggeleentheid slegs toegeneem in gewildheid se doel in die wedstryd teen Paraguay aan hom hertoegeken is. en prestige. Vier spelers het elk twee driekunste in wêreldbekerwedstryde behaal: Sándor Kocsis (albei in 1954); Just Fontaine (albei in ‘n Paar idealistiese Franse sokkeradministrateurs, in 17 18 19 20 21 22 23 21 22 23 24 25 26 27 21 22 23 24 25 26 27 18 19 20 21 22 23 24 1958); Gerd Müller (albei in 1970) en Gabriel Batistuta (in 1994 1920 gelei deur die heldersiende Jules Rimet, het met Menseregtedag Openbare en 1998). Batistuta is dus die enigste speler wat driekunste in die idee vorendag gekom om die wêreld se sterkste Vakansiedag twee wedstryde behaal het. Kocsis en Müller het hul onderskeie nasionale sokkerspanne die geleentheid te gee om prestasies in opeenvolgende wedstryde behaal. Western Cape Provincial Library Service whose function it is to teen mekaar mee te ding om as wêreldkampioene die Oleg Salenko is die enigste speler in Wêreldbekergeskiedenis oorspronklike goue trofee 24 25 26 27 28 29 30 28 28 29 30 31 25 26 27 28 29 30 wat in die 1994-wedstryd tussen Rusland en Kameroen. vyf Vryheidsdag waarop Jules Rimet se naam doele in een wedstryd geskiet het. verskyn, te ontvang. Daar is Slegs een speler het in sy eerste internasionale wedstryd ‘n gedurende die dertigerjare driekuns behaal, naamlik Guillermo Stábile in 1930. driemaal gewedywer 31 voordat die kompetisie Ernest Wilimowski het in 1938 vier doele vir die verloorspan geskiet – steeds nie genoeg vir die 4-5 uitslag nie. as gevolg van die Tweede Wêreldoorlog vir 12 jaar lank Twee spelers het driekunste behaal vir hul verloorspanne, stopgesit is. naamlik Josef Hügi (5-7, 1954) en Igor Belanov (3-4, 1986). provide information and information resources from the central ref- Tydens drie geleenthede is twee driekunste in dieselfde Met die hervatting van Mei Junie Julie Augustus wedstryd behaal. Twee hiervan was tydens die 1938-FIFA Wêreldbekertoernooi toe Swede teen Kuba geseëvier het. die toernooi het hierdie Sondag Maandag Dinsdag Woensdag Donderdag Vrydag Saterdag Sondag Maandag Dinsdag Woensdag Donderdag Vrydag Saterdag Sondag Maandag Dinsdag Woensdag Donderdag Vrydag Saterdag Sondag Maandag Dinsdag Woensdag Donderdag Vrydag Saterdag kompetisie baie vinnig Gustav Wetterstrom en Tore Keller het elk drie doele vir Swede 1 1 2 3 4 5 1 2 3 1 2 3 4 5 6 7 geskiet met Wetterstrom wat sy prestasie in die eerste helfte sy onbestrede status as die Werkersdag van die wedstryd behaal het. In die Brasilië vs Pole-wedstryd grootste enkele sportgeleentheid het Leônidas dit vir Brasilië gedoen, en Wilimowski vir Pole. in die moderne wêreld herwin. Die derde geleentheid was tydens ‘n 1954-wedstryd, toe Sedert 1958 is dit om die beurt in Oostenryk oor Switserland geseëvier het. Toe het Theodor 2 3 4 5 6 7 8 6 7 8 9 10 11 Afskop 12 4 5 6 7 8 9 10 8 9 10 11 12 13 14 Wagner en Josef Hügi ‘n driekuns elk vir hul onderskeie spanne Europa en die Amerikas gehou, Nasionale behaal. maar in Mei 1996 Vrouedag erence , consisting of 55738 books, via 15 regional libraries is daar met hierdie tradisie Slegs een speler kon dit regkry om tydens ‘n Wëreldbekerfi naal ‘n driekuns te behaal. Dit was Geoff Hurst, wat in die weggedoen deur die Uitvoerende 1966-Wêreldbekerfi naal drie doele vir Engeland teen Duitsland Komitee se keuse van Korea en 9 10 11 12 13 14 15 13 14 15 16 17 18 19 11 12 13 14 15 16 17 15 16 17 18 19 20 21 geskiet het. Hierdie prestasie het ook die meeste tyd geneem Japan as die 2002-toernooi se Jeugdag Finaal tussen die eerste en die derde doele. Sy eerste doel is na 10 gesamentlike gashere. minute geskiet, en die tweede en derde eers in ekstra tyd, op 98 en 120 minute onderskeidelik. Dis belangrik om daarop te let dat 16 17 18 19 20 21 22 20 21 22 23 24 25 26 18 19 20 21 22 23 24 22 23 24 25 26 27 28 Die vinnigste driekuns is deur Erich Probst behaal in die 1954- daar sedert 1930 slegs sewe wenners FIFA Wêreldbekertoernooi, toe hy sy eerste doel in die 4e in die sestien toernooie was. Daar minuut, sy tweede in die 21e en sy derde in die 24e minuut geskiet het. to approximately 330 public libraries in the Western Cape. SN is was ook dramatiese gebeure wat sokkergeskiedenis herskryf het – 23 24 25 26 27 28 29 27 28 29 30 25 26 27 28 29 30 31 29 30 31 die Verenigde State van Amerika wat Engeland in 1950 gewen het, Noord-Korea se oorwinning oor Italië in 1966, die Kameroen se meteoriese verskyning in die 1980’s en hul 30 31 Gasheerstede skokkende oorwinning oor die Argentynse kampioene in die openingswedstryd in 1990… Nelspruit Mbombela-stadion Deesdae betower die FIFA-wêreldbekertoernooie die Kaapstad Kaapstad-stadion based on the third fl oor in the Provincial Library Service Building in ganse wêreldgemeenskap. Tydens die laaste toernooi in Durban Moses Mabhida-stadion 2006 in Duitsland is etlike rekords gebreek ten opsigte Johannesburg Ellis Park-stadion van bywoning. September Oktober November Desember Sondag Maandag Dinsdag Woensdag Donderdag Vrydag Saterdag Sondag Maandag Dinsdag Woensdag Donderdag Vrydag Saterdag Sondag Maandag Dinsdag Woensdag Donderdag Vrydag Saterdag Sondag Maandag Dinsdag Woensdag Donderdag Vrydag Saterdag Johannesburg Soccer City Die hoofdoel van die kompetisie bly steeds dieselfde: 1 2 3 4 1 2 1 2 3 4 5 6 1 2 3 4 Bloemfontein Vrystaat-stadion om die spel te bevorder; om die wêreld te verenig, om Port Elizabeth Nelson Mandela Baai-stadion toeskouers te vermaak en om volke gelukkig te hou. Polokwane Peter Mokaba-stadion Rustenburg Royal Bafokeng-stadion 5 6 7 8 9 10 11 3 4 5 6 7 8 9 7 8 9 10 11 12 13 5 6 7 8 9 10 11 Vorige wenners Pretoria Loftus Versfeld-stadion Cape Town. This section is staffed by a librarian, a chief library assist- 1930: Uruguay (naaswenner: Argentinië) 1934: Italië (naaswenner:Tsjeggo-Slowakye) 1938: Italië (naaswenner: Hongarye) 1950: Uruguay (naaswenner: Brasilië) 12 13 14 15 16 17 18 10 11 12 13 14 15 16 14 15 16 17 18 19 20 12 13 14 15 16 17 18 1954: Duitsland (naaswenner: Hongarye) Versoeningsdag 1958: Brasilië (naaswenner: Swede) 1962: Brasilië (naaswenner:Tsjeggo-Slowakye) 1966: Engeland (naaswenner: Duitsland) 19 20 21 22 23 24 25 17 18 19 20 21 22 23 21 22 23 24 25 26 27 19 20 21 22 23 24 25 1970: Brasilië (naaswenner: Italië) Erfnisdag Kersdag 1974: Duitsland (naaswenner: Nederland) ant, three library assistants and a general worker. 1978: Argentinië (naaswenner: Nederland) 1982: Italië (naaswenner: Duitsland) 26 27 28 29 30 24 25 26 27 28 29 30 28 29 30 26 27 28 29 30 31 1986: Argentinië (naaswenner: Duitsland) Welwillend- Openbare 1990: Duitsland (naaswenner: Argentinië) heidsdag Vakansiedag 1994: Brasilië (naaswenner: Italië) 1998: Frankryk (naaswenner: Brasilië) 31 2002: Brasilië (naaswenner: Duitsland) 2006: Italië (naaswenner: Frankryk) The section provides the following library material to information

Januarie 2011 Februarie 2011 Maart 2011 April 2011 Mei 2011 Junie 2011 Julie 2011 Augustus 2011 September 2011 Oktober 2011 November 2011 Desember 2011 S M D W D V S S M D W D V S S M D W D V S S M D W D V S S M D W D V S S M D W D V S S M D W D V S S M D W D V S S M D W D V S S M D W D V S S M D W D V S S M D W D V S users via their public libraries: books, , audiovisual mate-

Department of Cultural Affairs and Sport: Library Service ISebe leMicimbi yeNkcubeko neMidlalo: IiNkonzo zamaThala eeNcwadi rial (CDs, DVDs, videos), 16mm and 35mm fi lms, foreign fi ction, Read lees funda Departement van Kultuursake en Sport: Biblioteekdiens Read lees funda

Afrikaans.indd 1 2009/12/09 2:33 PM artworks, records, and language courses. SN comprises fi ve different components: the Art Library, Film and Year planner Audiovisual Library, Music Library, books and printed media, and the  Every year a multilingual year planner for affi liated public libraries is Social Library. produced in this section. The year planner usually contains a calendar The main responsibility of the section is the provision of with text and images related to the promotional material or activities of information to public libraries and library patrons of the Western the Library Service. However the 2010 year planner's design had to be Cape. This entails the managing of information and the resourcing different and sported - what else - a soccer theme Kaapse Bibliotekaris, September/Oktober 2010 3333 INSIDER’S VIEW ULUVO LWETHU

of requests from the stock of the section, as well as from other Audiovisual collection institutions via the SABINET system. Another core function is the The audiovisual collection includes copies of CDs, DVDs and videos handling of ready reference queries, mainly for school projects, as well on loan to all public libraries in the Western Cape. The Central as the provision of reading material, including audiovisual material such Reference Section receives a copy of every DVD and video title as videos, fi lms, DVDs, CDs and language courses. purchased. SN thus has a full collection of DVDs on loan for public The stock building policy of the section is based on the provision of libraries that have limited DVD titles in stock. There are 1781 CD, resources containing specialised information in order to be utilised for 12 527 video and 1375 DVD titles in stock. subject requests. The main functions can be summarised as follows: circulation of  Seen here library material; ready reference service; Internet service/searches; are Hoeda Sa- SABINET transactions: lending as well as borrowing of library material; laam (fi lm library title requests received and processed; subject requests received and assistant) who processed; and audiovisual requests received and processed. is in control of the Film Library DIVISIONS OF CENTRAL REFERENCE and who guards Art Library the extensive One of the Library Service’s declared objectives is to promote art DVD and video appreciation, and since 1961 art prints as well as some original art collection with works have formed an integral part of the library stock. They are her life, together made available to all public libraries for exhibitions in the libraries and elsewhere, as well as for issuing to organisations and individual bor- with Vuyokazi rowers. Librarians from affi liated public libraries, as well as organisa- Mandongana tions (through their local library) who want to mount exhibitions in who heads SN libraries, or promote art and incorporate it into their activities, can avail themselves of the Library Service’s extensive collection. Cur- Social Library rently there are 787 original artworks and 2977 art prints in stock. A new era in the retrieval of information for offi cials of provincial government has been brought about by the Social Library, situated  Exploring the Art Library is like being let loose in a sweet shop. Here on the third fl oor of the Provincial Library Service Head Offi ce. Neil Jacobus (general worker) withdraws an artwork for an exhibition on An information library facility is offered from here to all provincial request by reference staff members, and library material may be borrowed. A variety of librarian Vuyokazi magazines, newspapers, records, art prints, CDs, DVDs, management Mandongana with information, fi ction and non-fi ction of both a popular and special- Hoeda Salaam ised nature are available. Books not available in the stock of the (fi lm library assist- Social Library can be requested through the special request service ant) looking on and interlibrary loans. The Social Library is open to staff members between 12:00 and 13:00 daily to simply browse or to borrow Film Library library material. Many staff members fi nd it comforting just to visit The Film Library the library and read the daily newspapers. has a unique col- lection of 16mm  Nothing passes and 35mm fi lms the eagle eyes that are, in some of senior library instances, not assistant Pendy found anywhere else in the world. Requests have been received Joerning (far from all over the world for copies of fi lms that are only available at left) and Sandra the Western Cape Provincial Library Service. There are approxi- Kingswell (senior mately 2025 fi lms in stock. library assistant) who are in charge  Hoeda of the Social Salaam (fi lm Library. Despite library assistant) their tight reign on and reference li- the stock users can brarian Vuyokazi depend on always Mandongana having a good chuckle when visiting the Social Library checking on one of the many Services provided by SN unusual titles in Ready reference service stock The aim of the ready reference service is to create an extensive information data bank and to render a fast and effective service to users. The ready reference and other information collections

3434 Cape Librarian, September/October 2010 INSIDER’S VIEW ULUVO LWETHU

at public libraries often cannot satisfy the user's need for essential bereavement information. This sub-section serves to satisfy urgent ‘question-and and loss, et answer’ requests speedily and effectively. The traditional special cetera. request service involves extensive and time-consuming subject searches done by dedicated chief library assistant, Gerda Theron.  Najwa The ready reference service entails telephonic answers, photocopies Mohamed-Luddy or answer by facsimile. (chief adminis- tration clerk) is  Cool and calm always ready with a smile to assist Gerda Theron (chief with the many library assistant) has staff-related become a household queries name in SN and there is very little she will not be able to provide information on General support An open-door policy exists in HR. They also liaise between Head Offi ce and library staff and all matters are handled with strict confi dentiality. Staff fi les are kept under lock and key with only ap- pointed staff members, having access to these fi les. Staff members SABINET information service are welcome to request copies of CVs, marriage certifi cates, identity A SABINET information service is available to affi liated public documents, benefi ciary forms, housing applications, appointment libraries only when library material is not available from our own letters, IRP 5s, medical aid forms, et cetera. No documents may be stock. Library material is requested and supplied online. The costs delivered directly from individual staff members to Head Offi ce as involved for this information service is paid by the library user. everything has to be channelled via the HR offi ce. On receipt of a request or documentation, the relevant documentation will be  Ever friendly distributed to the appropriate section at Head Offi ce, with a copy general worker on the staff personnel (SP) fi le. Neil Jacobus (far right) assists with Recruitment and selection (vacancies) the despatching of This service provides management with up-to-date and relevant lists books. One of the of vacancies, with an indication of staff movements. It also assists stalwarts in the with formulation of a shortlisted grid for applicants. section is library assistant Adri Be-  Seen on ster who sweetly the right is a but fi rmly controls recruitment the issuing and and selection extensions of library material process in action. Second from ADMINISTRATION SECTION left (ltr): Chantal Johannes (senior One of the functions of this section is the provision of human administration resource information to staff. clerk); Neville Adonis (assistant Human Resource Management director, general This section provides management and staff with daily information services); Gerda regarding staff policy. They inform and educate staff regarding Theron (chief service benefi ts and labour relations matters. They also provide and library assistant); Vusi Tafu (systems librarian) and Najwa Mohamed-Luddy assist staff with the completion of various applications, for example, (chief administration clerk). On the far left is a candidate being interviewed housing/tenant allowance, leave of absence, strike actions, medical aids, service terminations, severance packages, pension benefi ciary Training and skills development applications, et cetera. There is an Employee Assistance Programme This section keeps staff informed of training courses available. It (EAP) service available to staff and immediate family members to handles training applications, liaises with the Provincial Training give professional support via a fi rm called Careways on life issues Academy at Kromme Rhee regarding special training requests such as emotional and personal diffi culties, family and relationship and informs supervisors and managers accordingly. It also keeps a concerns, alcohol, drug and gambling abuse, fi nancial matters, record of all training information.

Kaapse Bibliotekaris, September/Oktober 2010 3535 INSIDER’S VIEW ULUVO LWETHU

SPMS (Staff Performance Management System) Pay slips  Chantal Johannes (standing below), senior administration clerk of this Chantal Johannes (administration clerk) is assigned as the Paymaster section, is also responsible for keeping management and staff informed of the Western Cape Provincial Library Service and is responsible regarding the Staff Performance and Management System (SPMS) informa- for the disbursement of all pay slips. Approximately 155 pay sheets tion as received from Human Resource Development and Training (HRDT) are processed monthly. All monies paid out will have a paper trail (pay sheets). Management and staff are kept up to Filing date regarding Filing plays a pivotal role in this section as it is essential that all staff any amend- will have access to certain documentation on their individual fi les. ments and Approximately 60 documents per week are fi led on the SP fi les for deadlines. They record-keeping and archive purposes. are responsible for arranging Organogram the second This section also provides management with monthly demographic level moderating statistics as well as monthly employment equity statistics. The orga- members and to fi nalise the selec- nogram board (for any staff member to peruse and question) is also tion of com- managed by HR. mittee members. After the completion of second level moderating meetings, it is this section's responsibility to co-ordinate and fi nalise Telecommunications changes that have been made on the reports. They are responsible All telephone-related queries are reported to this section who in for the hand-delivery of completed documentation and for record- turn reports the problem to telecommunications. This includes ap- keeping relating to permanent and contract staff members. plications for new telephones and extensions, damaged telephones, and cell phones that need to be blocked. Faulty telephone lines and Staff leave telephones, voicemail queries and name changes must be reported Another responsibility of this section is the keeping of proper leave via the user to the Telephone Faults Helpdesk. All telecommunica- records. On average this section processes approximately 80 leave forms weekly. tion applications are reported immediately. The telephone list that includes all new employees’ details are regularly updated. All staff Advice and guidance at Head Offi ce receive the updated lists. Telephone statistics are The section is also involved in the orientation of all new staff provided on a monthly basis to the Telecommunications Section at members. The HR offi ce can be visited at any time and no appoint- Head Offi ce (Protea House). ments are necessary. Staff situated in the regions can be assisted telephonically or via e-mail regarding any queries or concerns. Staff REGISTRY in this section also annually visit the outside regions, to ensure better Records Management communication. These annual visits allow staff to educate themselves with essential information and afford them the opportunity to ask This section is responsible for the management of all fi les of the important questions without fear or favour. Library Service. Staff are kept informed of any changes taking place in Registry. PERSAL Staff in this section also ensure that the personal salary system (PERSAL) is updated. They check information regarding deductions  (Ltr): Neil from salaries, leave credits, garnishee orders, unpaid leave, et cetera, Lombaard (senior on PERSAL. Other aspects that are checked on PERSAL are leave messenger) and applications, new staff PERSAL numbers, back pay, acting allowances, Marietha Nortjé salary increases, (senior registry et cetera, and all clerk) - the two queries directed at staff members who Head Offi ce are make all com- handled by the staff munication and in this section. correspondence happen  Najwa Mohamed-Luddy (chief administra- Research Section tion clerk) during a The Research Section is not active yet. training session

3636 Cape Librarian, September/October 2010