Hello,
A few notes to end the week…
Christmas Closure
As noted in a number of emails this week, the libraries will be closing at noon on December 23rd, with regular hours resuming on January 2nd.
AUPE staff who are not working that day will use the appropriate leave code (Flex, PLD, Vac, etc.) for the full day. Those working that day until noon, will code the day as a regular work day (no flex earned).
Staff do not need to enter any special codes for the Christmas break dates, Dec. 24th – January 1st.
Timesheets
Staff are asked to submit their timesheets for the Dec. 16 – 31 pay period by December 22nd at noon.
Auto Responses while Away
We will be adding auto ‘Away’ responses to HSL generic email accounts and phones to respond to clients during the break.
Tech updates
The Xerox technician was in this week. The network printer has been fixed and configured to pick up paper from all the trays. When tray 5 (bottom) becomes empty, trays 4, 3 & 2 should push jobs.
The Circ Desk printer has also been remedied to pick up jobs from both trays.
Public Workstation 767: This computer has been displaying the following message:
Windows detected a hard disk problem. Back up your files immediately
to prevent information loss and then contact the computer
manufacturer to determine if you need to repair or replace the disk.
The computer can still be used, but will likely fail soon. This has been reported, and should be replaced in the near future.
Please let Lourdes know if there are any printer or computer issues.
Computer Installation
ITS staff may be over this coming week to install a few more computers at HSL:
· 4 stand up stations (these are the towers I believe) The stations are in the stacks.
· 4 public access desktop stations on the table closest to the library entrance, along the side closest to the bookshelves.
· 1 desktop station on the middle table side that only has 3 public access computers.
· 1 desktop station on the new accessible table in the public access area.
I will be the contact for this, but please let me know if there are any questions.
Reno updates
· Accessible furniture: New accessible furniture arrived in HSL yesterday. This includes one study table in the public computer are of the library, and one study carrel near the WZ 100 area of the collection. The carrel may still need some adjustment. Both pieces of furniture have moveable table tops to accommodate wheelchairs. Buttons on the desktop control the movement. The table in the computer area will have a computer added soon.
· Stand up stations: Four pedestal tables have been installed in the stacks. These will accommodate workstations that will allow staff and clients easy ‘express’ computer/catalogue access in the stacks.
· Flat panel: One flat panel has been installed on the wall beside the service desk. It is not yet operational. Watch for further details.
Holds
· There have been a number of holds over the past week that have gone ‘missing in action’. This can happen when the hold items going to another branch are not placed on the ‘in transit’ card.
· Also, it is important to always check the ‘mail to’ location in Sirsi’s ‘Display Item Holds’ function. Please ensure that any holds being placed on our hold pick up shelf display HSL as the mail to location.
· We are now using a 7 day stamp to indicate the pick up by date on the hold slips. All items being placed on our hold shelf should have a flag with a pick up by date stamp.
· Remember if we receive holds from other locations they must be discharged to activate the hold and trigger a hold notice to the client.
· If a staff person is placing a hold for a client in workflows remember that there is an extra step needed. Check the box : ‘Select branch for delivery’ and choose branch from drop down menu.
RFID
The RFID pad at the service counter seems to be operating well. The gates still need a bit of adjustment.
Please remember to follow up with clients when the alarm sounds. Please continue to let me know if there seems to be anything out of the ordinary happening with the gate.
Please remember that items returned at locations other than TFDL, will still need to be RFID sensitized at HSL before being shelved.
RFID Inventory
We have completed one range of monograph scanning in the main stacks. The mobile RFID reader, or Digital Library Assistant has picked up books out of order, books from other locations, books with bad tags, books needing to be sensitized, books with issues in their records.
And of course it is also collecting data for our first ever inventory.
History of Neuroscience Collection
With threats of floods and leaks behind us, we are now receiving more of this special collection. Twelve boxes of materials have been received and will be sorted and shelved over the next weeks.
Please let me know if you have any questions, concerns or suggestions.
Mary
Friday, December 16, 2011
AccessMedicine results in Google
Hi All,
Something new I discovered while searching in Google. AccessMedicine book chapters show up in the results list.
Try [death notification site:.ca] as a search string. On the 2nd page, there’s a result from Tintinalli’s Emergency Medicine.
Very neat!
Taryn
Something new I discovered while searching in Google. AccessMedicine book chapters show up in the results list.
Try [death notification site:.ca] as a search string. On the 2nd page, there’s a result from Tintinalli’s Emergency Medicine.
Very neat!
Taryn
Monday, December 12, 2011
HSL Access Notes - December 12th
Hello,
A few notes to start the week....
Sorry for the delay.
Christmas Break and December Timesheets
With busy days ahead I would like to remind staff about some important timesheet deadlines.
Please submit your Dec. 1 - 15 timesheet by 4:00 p.m. on December 14th.
Please submit your Dec. 16 - 31 timesheet by noon on December 22nd.
If you are going to be away when timesheets are due please submit prior to your departure.
From the HR Helpdesk…
1. Regular, full time and part time employees do not need to enter TRC codes for the days listed below, just leave them blank on their timesheet.
2. Dec. 24 – closed - off
Dec. 25 - closed - off
Dec. 26 - stat
Dec. 27 - stat in lieu of Dec. 25
Dec. 28 - floater
Dec. 29 - floater
Dec. 30 - stat in lieu of Jan. 1
Dec. 31 – closed - off
Jan. 1 – closed - off
Jan. 2 – return to regular schedule
Time away Calendar
It is helpful to keep the ‘staff away’ calendar up to date for scheduling purposes. Once time away is approved, staff are asked to add their dates to the staff calendar as soon as possible.
Please add information to the subject line.
· Click on date
· Add your Name or Initials to subject line and type of leave (flex, Vac, NLD, etc.)
· Indicate number of hours away if it is not a full day
· Save
Thanks.
December Service Dates
HSL will be closed December 24 - January 1 inclusive.
HSL ILL : No Relais for processing requests from December 23 - January 4th.
HSL: No Canada Post deliveries after December 16th.
HIN: No external book requests or Canada Post deliveries after December 9th.
HSL/HIN: No inter-hospital deliveries after December 21st.
Sirsi Holiday Due Dates
Sirsi has been adjusted for the holiday period so that no books will become due from December 23 - January 2nd.
Clients borrowing 2-week loan books now have a due date of January 3rd. I have already received some appreciative comments from clients about the extended loan period.
Term Renewals and Holds
Renewals: Term loans are currently due back on January 15th. Effective December 20th, term loan due date will become May 15, 2012. Those clients with term loans will receive 3 renewal reminder notices: one on December 20th, one in early January and one on January 12th.
Holds: If a client places a hold on a term loan item, the client with the item on loan will be notified by email asking them to return the item, and they will be given a two week period to do so.
Hold Notifications
Effective Wednesday, if a hold item cannot be found for a client and is placed on an internal missing or search card, the client will be notified by the system. They will be given an update on the status of the item and information about best options. For example to remain on hold list until item found, or to cancel hold, or torequest a copy through ILL services.
Sirsi Test Database
The information in the Sirsi2 test server that is often used for training, was recently updated with current production-server (Sirsi1) data.
This means that any test records that had been added only in sirsi2 have been removed.
It also means that the Sirsi test has the 'mail to' functionality and up to date information including new clients and resources.
Printing Refund Request now online
We have received information from Campus Card Office regarding a new online form that students can use to request refunds to their ONEcard for printing or copying reimbursement.
Old paper requests can still be submitted however online submission is preferred since it puts the client in direct contact with the Campus Card Office, streamlining the process and shortening the turnaround time.
The refund request page is intended only for printing, copying and vending (unattended points of sale).
From ONEcard website it is under Contact > Transaction Review and Refund Request Form or connect directly at www.ucalgary.ca/onecard/refund
Duplicate UofC Sirsi Records
As noted earlier this fall, due to the new systems that tend to link a UCID and barcode number to an individual throughout their association with UofC, we should not be deleting expired duplicate UofC records for the time being. This does not apply to TAL, Community or HIN records.
Software List
The updated list of software available on our public computers with our new Windows 7 load is now posted on our Computer Commons webpage at: http://library.ucalgary.ca/branches/hsl/hsic
A printed list is also available in the reference service binder.
Winter Slips & Falls:
Environment, Health and Safety has some helpful information about avoiding slips and how to follow up when falls occur at the workplace at :
http://www.ucalgary.ca/safety/slip_and_fall_safety_tips
Refstats
Please remember to continue recording reference questions at the desk.
Note that client requests for items, for example the use of scissors, paperclips, stapler are not recorded at HSL.
Please let me know if you have any questions, concerns or suggestions.
Thanks.
Mary
A few notes to start the week....
Sorry for the delay.
Christmas Break and December Timesheets
With busy days ahead I would like to remind staff about some important timesheet deadlines.
Please submit your Dec. 1 - 15 timesheet by 4:00 p.m. on December 14th.
Please submit your Dec. 16 - 31 timesheet by noon on December 22nd.
If you are going to be away when timesheets are due please submit prior to your departure.
From the HR Helpdesk…
1. Regular, full time and part time employees do not need to enter TRC codes for the days listed below, just leave them blank on their timesheet.
2. Dec. 24 – closed - off
Dec. 25 - closed - off
Dec. 26 - stat
Dec. 27 - stat in lieu of Dec. 25
Dec. 28 - floater
Dec. 29 - floater
Dec. 30 - stat in lieu of Jan. 1
Dec. 31 – closed - off
Jan. 1 – closed - off
Jan. 2 – return to regular schedule
Time away Calendar
It is helpful to keep the ‘staff away’ calendar up to date for scheduling purposes. Once time away is approved, staff are asked to add their dates to the staff calendar as soon as possible.
Please add information to the subject line.
· Click on date
· Add your Name or Initials to subject line and type of leave (flex, Vac, NLD, etc.)
· Indicate number of hours away if it is not a full day
· Save
Thanks.
December Service Dates
HSL will be closed December 24 - January 1 inclusive.
HSL ILL : No Relais for processing requests from December 23 - January 4th.
HSL: No Canada Post deliveries after December 16th.
HIN: No external book requests or Canada Post deliveries after December 9th.
HSL/HIN: No inter-hospital deliveries after December 21st.
Sirsi Holiday Due Dates
Sirsi has been adjusted for the holiday period so that no books will become due from December 23 - January 2nd.
Clients borrowing 2-week loan books now have a due date of January 3rd. I have already received some appreciative comments from clients about the extended loan period.
Term Renewals and Holds
Renewals: Term loans are currently due back on January 15th. Effective December 20th, term loan due date will become May 15, 2012. Those clients with term loans will receive 3 renewal reminder notices: one on December 20th, one in early January and one on January 12th.
Holds: If a client places a hold on a term loan item, the client with the item on loan will be notified by email asking them to return the item, and they will be given a two week period to do so.
Hold Notifications
Effective Wednesday, if a hold item cannot be found for a client and is placed on an internal missing or search card, the client will be notified by the system. They will be given an update on the status of the item and information about best options. For example to remain on hold list until item found, or to cancel hold, or torequest a copy through ILL services.
Sirsi Test Database
The information in the Sirsi2 test server that is often used for training, was recently updated with current production-server (Sirsi1) data.
This means that any test records that had been added only in sirsi2 have been removed.
It also means that the Sirsi test has the 'mail to' functionality and up to date information including new clients and resources.
Printing Refund Request now online
We have received information from Campus Card Office regarding a new online form that students can use to request refunds to their ONEcard for printing or copying reimbursement.
Old paper requests can still be submitted however online submission is preferred since it puts the client in direct contact with the Campus Card Office, streamlining the process and shortening the turnaround time.
The refund request page is intended only for printing, copying and vending (unattended points of sale).
From ONEcard website it is under Contact > Transaction Review and Refund Request Form or connect directly at www.ucalgary.ca/onecard/refund
Duplicate UofC Sirsi Records
As noted earlier this fall, due to the new systems that tend to link a UCID and barcode number to an individual throughout their association with UofC, we should not be deleting expired duplicate UofC records for the time being. This does not apply to TAL, Community or HIN records.
Software List
The updated list of software available on our public computers with our new Windows 7 load is now posted on our Computer Commons webpage at: http://library.ucalgary.ca/branches/hsl/hsic
A printed list is also available in the reference service binder.
Winter Slips & Falls:
Environment, Health and Safety has some helpful information about avoiding slips and how to follow up when falls occur at the workplace at :
http://www.ucalgary.ca/safety/slip_and_fall_safety_tips
Refstats
Please remember to continue recording reference questions at the desk.
Note that client requests for items, for example the use of scissors, paperclips, stapler are not recorded at HSL.
Please let me know if you have any questions, concerns or suggestions.
Thanks.
Mary
Friday, December 9, 2011
Outlook in the Consult Office
Outlook in the Consult office has a very funny configuration. I will follow up with ITS on this, but in the interim:
1. To see incoming mail, select Inbox at HSLibr.
2. To use templates for HINC searches and follow up you must be in the generic Inbox not the Inbox at HSLibr. Video showing steps http://screencast.com/t/DjJsSRvWse
1. To see incoming mail, select Inbox at HSLibr.
2. To use templates for HINC searches and follow up you must be in the generic Inbox not the Inbox at HSLibr. Video showing steps http://screencast.com/t/DjJsSRvWse
- Click on Inbox
- Select Tools
- Select Forms
- Choose Form
- User Templates in this file system
Emailing Ovid results
An interesting discovery about emailing ovid results and using webexchange. My normal practice is to email results to myself, then grab and format for the HINC template.
This has worked successfully in the Consult office with Ebsco searches, retrieve from my webmail.
However, for some reason, the links for Ovid searches get converted to an exchange.ucalgary address. I have tested repeatedly. If I send the email to HSLibr and use Outlook, no problem. But sending to my ucalgary email retrieved from webmail makes the article links unusable.
This has worked successfully in the Consult office with Ebsco searches, retrieve from my webmail.
However, for some reason, the links for Ovid searches get converted to an exchange.ucalgary address. I have tested repeatedly. If I send the email to HSLibr and use Outlook, no problem. But sending to my ucalgary email retrieved from webmail makes the article links unusable.
Monday, December 5, 2011
HSL Access Notes - December 5th
Hello Everyone,
A few notes to begin a wintry week....
Welcome
A warm welcome to Mary McConnell who has joined HSL/HIN as the Manager of the Health Information Network during Renee's leave!
Congratulations
Congratulations to Grace on her plans leading to retirement following many years of valuable service at UofC!
Grace's new schedule at HSL, effective January 1st, 2012, will be:
Mondays: 8:00 a.m. – 4:00 p.m.
Tuesdays: 8:00 a.m. – 4:00 p.m.
Wednesdays: 8:00 a.m. – 11:30 a.m.
DDS Staff and Stats
DDS borrowing and lending request statistics hit new highs in November with 605 lending requests and 1024 borrowing requests. Congratulations to the DDS team for your continued success in providing such valuable and timely service for our clients, and all your support at the desk. Thanks Lorraine, Kathy and Lourdes.
HIN Brochures
We have placed some HIN bookmarks, the "Smart Surfing", and the Patient and Patient Family HIN handouts on the shelving unit by the Consumer Health Collection.
RFID
Please see attached some training documentation for RFID processes at the desk. We can certainly provide demonstrations or practice sessions for interested staff when convenient. Please let me know if you have any questions.
RFID Inventory Project
We will be starting our first complete inventory and shelf reading of the monograph collection using the new RFID technology.
We will be using a hand held scanner that quickly reads the tags in items as you move it along a shelf. The scanner cross references the scan with the shelf list and identifies items that are not on the shelf list, and even items that ar eout of order on the shelf.
In using the scanner on the Reference collection we found, for example, a few wayward MacKimmie items, a few items listed as withdrawn, a History of Medicine collection item, and one RFID tag that needed to be re-programmed.
The information regarding the scanned items will be stored and saved each day and at the end of the project David Brown and Discovery Systems will be able to generate a report listing missing or problem items.
Most of the scanning will be done during evenings and weekends, however all interested staff are welcome to try out this new technology. There will be a demonstration at some point during our Potluck this week.
HSL Door and Gate
While we have had many positive comments about the look of the new doors, we are still trying to fine tune the integrated operation of gate/door/alarming/locking. The electronic locking at opening and closing is working well though the timing that is set to an atomic clock, and may be a minute or two different than our clocks. Please let me know if the timing appears to be significantly 'off'.
We have requested that the high-pitched single tone door alarm be muted, since we feel the gate alarm along with the door locking should be sufficient to alert staff and less disruptive to clients.
We have submitted an additional request to adjust the closure of the west entry door (closest to the book return), to ensure proper latching and eliminate the banging.
Staff at the desk are asked to be alert to any alarm situations, and to push the red lock reset button promptly if the doors go into a locked situation. The audible alarms cannot be turned off, but will stop after about 15 seconds.
Communications
Are you keeping up to date with the HSL/HIN Keeping Current Blog? Remember you can read the weekly Notes in the blog as well as by email.
The second edition of the HIN newsletter will be distributed this week - watch for details!
Computer Commons
The computer rooms, 1460A & B will now be referred to as our Computer Commons rather than the Computer classrooms, to ensure there is no confusion about the use of the rooms as classroom space. We will be updating our webpage information about the rooms.
Reno
Signage is being designed for the entry of the Library, a welcome in the desk area, for the book return and the Network Printer area.
Statistics
Staff are asked to continue to record reference, directional and technical question in Refstats a the desk.
HSL/HIN/HKN Holiday Potluck
From the Social Committee…..
Join us for our HIN/HKN/HSL Holiday Potluck
Thursday, December 8, 2011
12:00 - 1:30 pm
HSL Staff Lounge
Please bring an appetizer or main course or dessert to share with everyone
Please let me know if you have any questions, concerns or suggestions.
Thanks.
Mary
A few notes to begin a wintry week....
Welcome
A warm welcome to Mary McConnell who has joined HSL/HIN as the Manager of the Health Information Network during Renee's leave!
Congratulations
Congratulations to Grace on her plans leading to retirement following many years of valuable service at UofC!
Grace's new schedule at HSL, effective January 1st, 2012, will be:
Mondays: 8:00 a.m. – 4:00 p.m.
Tuesdays: 8:00 a.m. – 4:00 p.m.
Wednesdays: 8:00 a.m. – 11:30 a.m.
DDS Staff and Stats
DDS borrowing and lending request statistics hit new highs in November with 605 lending requests and 1024 borrowing requests. Congratulations to the DDS team for your continued success in providing such valuable and timely service for our clients, and all your support at the desk. Thanks Lorraine, Kathy and Lourdes.
HIN Brochures
We have placed some HIN bookmarks, the "Smart Surfing", and the Patient and Patient Family HIN handouts on the shelving unit by the Consumer Health Collection.
RFID
Please see attached some training documentation for RFID processes at the desk. We can certainly provide demonstrations or practice sessions for interested staff when convenient. Please let me know if you have any questions.
RFID Inventory Project
We will be starting our first complete inventory and shelf reading of the monograph collection using the new RFID technology.
We will be using a hand held scanner that quickly reads the tags in items as you move it along a shelf. The scanner cross references the scan with the shelf list and identifies items that are not on the shelf list, and even items that ar eout of order on the shelf.
In using the scanner on the Reference collection we found, for example, a few wayward MacKimmie items, a few items listed as withdrawn, a History of Medicine collection item, and one RFID tag that needed to be re-programmed.
The information regarding the scanned items will be stored and saved each day and at the end of the project David Brown and Discovery Systems will be able to generate a report listing missing or problem items.
Most of the scanning will be done during evenings and weekends, however all interested staff are welcome to try out this new technology. There will be a demonstration at some point during our Potluck this week.
HSL Door and Gate
While we have had many positive comments about the look of the new doors, we are still trying to fine tune the integrated operation of gate/door/alarming/locking. The electronic locking at opening and closing is working well though the timing that is set to an atomic clock, and may be a minute or two different than our clocks. Please let me know if the timing appears to be significantly 'off'.
We have requested that the high-pitched single tone door alarm be muted, since we feel the gate alarm along with the door locking should be sufficient to alert staff and less disruptive to clients.
We have submitted an additional request to adjust the closure of the west entry door (closest to the book return), to ensure proper latching and eliminate the banging.
Staff at the desk are asked to be alert to any alarm situations, and to push the red lock reset button promptly if the doors go into a locked situation. The audible alarms cannot be turned off, but will stop after about 15 seconds.
Communications
Are you keeping up to date with the HSL/HIN Keeping Current Blog? Remember you can read the weekly Notes in the blog as well as by email.
The second edition of the HIN newsletter will be distributed this week - watch for details!
Computer Commons
The computer rooms, 1460A & B will now be referred to as our Computer Commons rather than the Computer classrooms, to ensure there is no confusion about the use of the rooms as classroom space. We will be updating our webpage information about the rooms.
Reno
Signage is being designed for the entry of the Library, a welcome in the desk area, for the book return and the Network Printer area.
Statistics
Staff are asked to continue to record reference, directional and technical question in Refstats a the desk.
HSL/HIN/HKN Holiday Potluck
From the Social Committee…..
Join us for our HIN/HKN/HSL Holiday Potluck
Thursday, December 8, 2011
12:00 - 1:30 pm
HSL Staff Lounge
Please bring an appetizer or main course or dessert to share with everyone
Please let me know if you have any questions, concerns or suggestions.
Thanks.
Mary
Wednesday, November 30, 2011
Copyright Workshop in the New Year
The Continuing Education Workteam has invited Wendy Stephens to give us a workshop on copyright early in 2012. Two sessions will be delivered on January 12 from 10-11 am, and on February 9 from 3-4 pm. Please come to ONE of the sessions.
We are hoping this workshop will be tailored to your needs. Let's ask Wendy questions and explain the environment we work at. Please help us gather some pre-workshop feedback by writing down your questions here as comments.
We are hoping this workshop will be tailored to your needs. Let's ask Wendy questions and explain the environment we work at. Please help us gather some pre-workshop feedback by writing down your questions here as comments.
Friday, November 25, 2011
HSL Access notes -November 25th
Hello Everyone,
New Doors /Gate
We now have the new door, gate and RFID circulation function all operational at HSL.
Doors:
· The two main doors will open outwards, and will allow two-way traffic.
· There are no swing gates.
· There will be an automatic access button for the doors, against the wall on your right side as you enter the library and exit the library.
· The locking mechanism on the doors will be controlled electronically to open and lock according to our hours of operation.
· After hours the doors will operate by card access only.
***Please Note: Staff cards will be used for access, however staff with older cards will need to go to main campus for an updated card
Important: Doors still need to be checked to ensure they are secure at the end of each shift – we have had some problems with the doors fully latching. Thanks.
Important: If the electronic locking is not operating properly, that is not locking as expected at night or unlocking in the morning, please call Security at 220-5333 immediately and request assistance. They are able to manually override the system when necessary.
Doors and Gate and Alarms
The new gates and alarms have been in operation for almost a week, and we are still getting to know more about them. Here is what to expect…
· The gate and alarm operation of our new doors was fashioned after the system in place at the Law Library on main campus.
· The gate and the doors both have separate audible alarms.
· The gates also have a flashing light when alarmed.
· The gates will alarm when an item with a sensitized RFID tag goes through the gate in either direction. This is a short audible and visual alarm. We have seen this happen with people returning their HSL books for example, or if you just pass an item by the gate to check if it is sensitized, but do not proceed through the gate to the exit. The audible alarm will cease after a few seconds.
· If an item with a sensitized RFID tag goes through the gate and toward the door, the system wants to prevent the loss of the item. You will hear the gate alarm and the higher pitched door alarm and both doors are programmed to lock (or to close and lock if they are ajar at the time of alarm). This will hopefully encourage the person with the item in question to return to the desk.
· Important: The red re-set button by station #3 at the service counter needs to be used to unlock the doors.
· The audible door alarm will cease on its own after 15 seconds.
· As usual, when the alarm sounds, it the service desk staff responsibility to follow up by checking for items that may be setting off the alarm. We may hear quite a few alarms due to items checked out prior to the RFID system being used at checkout. Please offer to desensitize these items by renewing using the RFID system or simply selecting the 3M RFID checkout button (highlighted in green when selected) and moving the items over the RFID pad area of the service desk. Thanks.
· Items with RFID tags (all HSL books, most TFDL books, etc.) that have not been desensitized in the RFID system, for example those that were checked out prior to our system being up and running, will set off the gate alarm.
· Some items such as RFID tagged CPL items will need to be ‘passed around’ the gates. When I tried this I found that the gates can sense items close by even on the outside, so passing around may mean moving the item as far as possible away from the gate monitors, for example around the outside of the gate and lifting the item.
· There are also lights on the mag locks positioned at the top of the doors that at times show a red light , a green light or no light at all. We are trying to gather more information about how to interpret and manage these lights.
As with any new system there may be some unexpected situations that arise. Please let me know about any unusual situations, client comments or concerns.
Please let me know or speak to your supervisor if you have any questions about responding to a gate/door alarm situation. Thanks.
RFID
We began using the RFID system for circulating books this week. The RFID pad is at station #1 (closest to POS) only, so all items being checked in and out should be handled at station #1.
Other types of client assistance or registrations can be handled at station 2 or 3. The RFID pad sensitizes/desensitizes items when items are checked in or out.
· It will likely take some time to become used to the system. How many books can be read at once, where or how to move them across the pad area, etc.
· Please watch your screens carefully to ensure items are properly checked out.
· Not all books that we handle at the desk will have RFID tags. In these cases, scan barcodes as usual.
· If you find HSL items that do not have tags, tag or place aside for tagging. Staff will continue to check returned items for tags before shelving. We are not tagging items from other locations that do not have tags.
· For the next while we will be hearing the alarm when clients go through the gates with books that have been checked out and desensitized prior to today. We will offer to renew the items, or desensitize using RFID so that these books will then be desensitized for the client.
I will be sending out fuller training documentation within the next few days. I would be pleased to demonstrate to any interested staff, or feel free to give it a try at the desk to see how this new technology will work for us.
Time Away Request and Staff Calendar
A few reminders about AUPE leave balances and AUPE leave processes at HSL ….
· Remember, the 2 PLD days must be taken by the end of the year, or lost.
· The 6 NLD days expire at the end of 2012.
· Also please ensure your vacation balances are below your yearly entitlement by the end of December, and remain below your yearly entitlement throughout the year. You can check your balances by selecting this option on your electronic timesheet.
· Flex also needs to be kept below 14 hours at any time.
If you have any questions about balances or managing time away, please let me know
Now that staff have access to the time away calendar we can streamline the HSL time away request process. I’ve outlined steps below that should work .
· Staff submits brief email request to Mary with time away dates
· Email approval response from Mary to staff
· Once approval received, staff required to enter in time away calendar same day or as soon as possible (**see note below) indicating the type of time away (Vac, flex, etc.)
· Staff submits printed time request form with pertinent time sheet for PLD, NLD and Vacation days.
Please let me know if you have questions about the time away calendar.
**Since the time away calendars are used by staff to create the desk calendar and check for operational coverage and used by staff to plan time away, it is important to keep the calendar as up to date as possible. Thanks.
Holds
The new processes are working well and we are seeing increased traffic of items between locations. With the new system the pick up location is the key for processing rather than the home location. If we check in a TFDL book at HSL (or any item regardless of its home location), that has a hold with a HSL pick up location, we simply process and place it on our HSL hold pick up shelf. While there are a number of steps behind the scenes, the new process improves hold service and delivery for our clients.
Duplicate hold requests
I have just noticed something this week with holds when there are multiple copies in various branches.
A client can place a hold on a title that has copies at HSL, ACH and RGH, for delivery to TFDL. We can pull our copy, place on transit card and send over. However once the item is checked out on the ‘in transit’ card, and until the client charges the book out at the pick up location, the system looks for another copy, so in fact other branches will likely see the same title on their hold list (or 3+ days old hold list) when the hold will actually be filled by the first copy pulled. This is a bit of a glitch with the mail service delivery, and the best practice is to check item records for those items on the old hold list to make sure they are not a duplicate request.
Pick up by dates on hold slips
From Discovery System staff….
As of Tuesday, November 8th, Symphony (sirsi) no longer provide a “Pickup by” date because we are now using “mail service” to allow patrons placing a hold to pick the branch library where they would like to pick up their hold when it becomes available. The logic in Symphony is that if the hold is being mailed, then it doesn’t need a pickup-by date! However, we still want this date in the system so are running a report at quarter-past every hour to add the pickup-by date. So if you trap (or discharge or checkin) holds before xx:15 and re-print your hold slips at xx:20 after the report runs, the hold slips should have the expiry dates printed.
I think it is best practice to pull and discharge (or trap) the holds as soon as possible once the on shelf hold list is received. At HSL this generates the hold slip. If the item is going to another location for pick up, there is no date needed, so you can indicate the pick up location on the slip, place in the book, check the item out on the in transit card and send it on its way.
If the item is for pick up at the discharging library, you will want an expiry date on the slip. When discharged, the slip will print – sometimes with and sometimes without a date. At HSL this week we started by keeping the books at the desk then reprinting the slips with the date after 15 past the hour, but by the middle of the week we found it more expedient (and less waste of extra slips) to simply write the ‘pick up by’ date on the top of the slip and put directly on the hold shelf. What are other KCs doing?
HIN E-books
There are a number of ways to find e-books accessible to HIN clients remotely.
Check for individual title in the catalogue and click on the Calgary Health Region Users link.
Check the “Toolkits” menu on the HIN homepage for most popular titles in particular disciplines.
Browse the four E-Book packages through the HIN databases webpage:
hinc.ucalgary.ca > Databases > AHS Calgary Zone > AccessMedicine,
hinc.ucalgary.ca > Databases > AHS Calgary Zone > MD consult
hinc.ucalgary.ca > Databases > AHS Calgary Zone > Books@Ovid
hinc.ucalgary.ca > Databases > AHS Calgary Zone > STAT!Ref
HIN Handouts
New Consumer Health HIN handouts are now available for clients. This includes the ‘What your Library Account Gives You’ handout for patients and patient families and the Smart Surfing handouts.
The ‘Library Account’ handouts are on the cabinet behind the service counter at HSL. Staff are asked to continue to give a handout (either the patient/patient family or staff) to new HIN clients at the time of registration.
Display
We now have our Diabetes display on the large wooden HSL display unit that has been relocated close to the Consumer Health collection. It creates a nice space for the materials. This includes some HSL texts on the topic. Remember to scan this area if you are looking for some of our books on diabetes.
Lost Items
UofC ID cards or AHS badges found in HSL should be flagged for regular staff for follow up. We generally try to contact the client whenever possible and arrange for the client to pick up the items within a few days. A note is then attached indicating action taken, date and staff initials and they are placed in the top drawer by the POS.
Likewise other items of value that are turned in , such as keys or wallets or cell phones should be flagged for regular staff follow up. We generally try to contact client and arrange a pick up as soon as possible. If we cannot contact the client it is best to bring these types of items to Security staff at the Info/Security desk for safe keeping, including a note with date and location found and staff initials. This can also be included in the shift report.
Reno
Coming by mid December…
Accessible furniture for persons with disabilities
4 Stand up workstations for the stacks
2 Flat panel screens installed outside library and beside service desk
Coming in the New Year…
Self-check station
Service desk renovation with front entry
Proposed date for Grand Opening…February 2012
TAL
I learned recently that it is no longer necessary for UofC clients who are applying for a TAL card at our locations (sorry, this is not available to HIN clients) to complete the paper application form. Procedures will need to be updated to reflect this change. Any surplus application forms can be forwarded to me.
Viewing DVDs at HSL
Clients wishing to view DVDs at HSL may use the public computers and their own personal headsets, or they may also use the computers with sound in the 1461-4 classrooms.
HSL/HIN/HKN Holiday Potluck
From the Social Committee…..
Thursday, December 8, 2011
12:00 - 1:30 pm
HSL Staff Lounge
Please bring an appetizer or main course or dessert to share with everyone
New Parking Pass and Process for Arts Parkade Main Campus
The Arts Parkade transponder is being replaced by a new parking pass after December 1st . Please see Annley’s email for details about the new parking pass process.
Operation (formerly Circulation) Manual
This manual is currently residing on Brian’s desk as he works on the many revisions needed to keep up with the recent changes in technology and processes.
Audio Digest
We hold the most recent 5 years plus the current year for our Audio Digest collection. Currently we have from 2006 – 2011 shelved in two cabinets just around corner of the yellow wall as you go toward the book stacks. The 2009 – 2011 items are all RFID tagged, earlier copies are not. In the New Year we will be withdrawing the 2006 to make way for the 2012 items.
Please let me know if there are any questions, concerns of suggestions.
Wishing you a great weekend.
Mary
New Doors /Gate
We now have the new door, gate and RFID circulation function all operational at HSL.
Doors:
· The two main doors will open outwards, and will allow two-way traffic.
· There are no swing gates.
· There will be an automatic access button for the doors, against the wall on your right side as you enter the library and exit the library.
· The locking mechanism on the doors will be controlled electronically to open and lock according to our hours of operation.
· After hours the doors will operate by card access only.
***Please Note: Staff cards will be used for access, however staff with older cards will need to go to main campus for an updated card
Important: Doors still need to be checked to ensure they are secure at the end of each shift – we have had some problems with the doors fully latching. Thanks.
Important: If the electronic locking is not operating properly, that is not locking as expected at night or unlocking in the morning, please call Security at 220-5333 immediately and request assistance. They are able to manually override the system when necessary.
Doors and Gate and Alarms
The new gates and alarms have been in operation for almost a week, and we are still getting to know more about them. Here is what to expect…
· The gate and alarm operation of our new doors was fashioned after the system in place at the Law Library on main campus.
· The gate and the doors both have separate audible alarms.
· The gates also have a flashing light when alarmed.
· The gates will alarm when an item with a sensitized RFID tag goes through the gate in either direction. This is a short audible and visual alarm. We have seen this happen with people returning their HSL books for example, or if you just pass an item by the gate to check if it is sensitized, but do not proceed through the gate to the exit. The audible alarm will cease after a few seconds.
· If an item with a sensitized RFID tag goes through the gate and toward the door, the system wants to prevent the loss of the item. You will hear the gate alarm and the higher pitched door alarm and both doors are programmed to lock (or to close and lock if they are ajar at the time of alarm). This will hopefully encourage the person with the item in question to return to the desk.
· Important: The red re-set button by station #3 at the service counter needs to be used to unlock the doors.
· The audible door alarm will cease on its own after 15 seconds.
· As usual, when the alarm sounds, it the service desk staff responsibility to follow up by checking for items that may be setting off the alarm. We may hear quite a few alarms due to items checked out prior to the RFID system being used at checkout. Please offer to desensitize these items by renewing using the RFID system or simply selecting the 3M RFID checkout button (highlighted in green when selected) and moving the items over the RFID pad area of the service desk. Thanks.
· Items with RFID tags (all HSL books, most TFDL books, etc.) that have not been desensitized in the RFID system, for example those that were checked out prior to our system being up and running, will set off the gate alarm.
· Some items such as RFID tagged CPL items will need to be ‘passed around’ the gates. When I tried this I found that the gates can sense items close by even on the outside, so passing around may mean moving the item as far as possible away from the gate monitors, for example around the outside of the gate and lifting the item.
· There are also lights on the mag locks positioned at the top of the doors that at times show a red light , a green light or no light at all. We are trying to gather more information about how to interpret and manage these lights.
As with any new system there may be some unexpected situations that arise. Please let me know about any unusual situations, client comments or concerns.
Please let me know or speak to your supervisor if you have any questions about responding to a gate/door alarm situation. Thanks.
RFID
We began using the RFID system for circulating books this week. The RFID pad is at station #1 (closest to POS) only, so all items being checked in and out should be handled at station #1.
Other types of client assistance or registrations can be handled at station 2 or 3. The RFID pad sensitizes/desensitizes items when items are checked in or out.
· It will likely take some time to become used to the system. How many books can be read at once, where or how to move them across the pad area, etc.
· Please watch your screens carefully to ensure items are properly checked out.
· Not all books that we handle at the desk will have RFID tags. In these cases, scan barcodes as usual.
· If you find HSL items that do not have tags, tag or place aside for tagging. Staff will continue to check returned items for tags before shelving. We are not tagging items from other locations that do not have tags.
· For the next while we will be hearing the alarm when clients go through the gates with books that have been checked out and desensitized prior to today. We will offer to renew the items, or desensitize using RFID so that these books will then be desensitized for the client.
I will be sending out fuller training documentation within the next few days. I would be pleased to demonstrate to any interested staff, or feel free to give it a try at the desk to see how this new technology will work for us.
Time Away Request and Staff Calendar
A few reminders about AUPE leave balances and AUPE leave processes at HSL ….
· Remember, the 2 PLD days must be taken by the end of the year, or lost.
· The 6 NLD days expire at the end of 2012.
· Also please ensure your vacation balances are below your yearly entitlement by the end of December, and remain below your yearly entitlement throughout the year. You can check your balances by selecting this option on your electronic timesheet.
· Flex also needs to be kept below 14 hours at any time.
If you have any questions about balances or managing time away, please let me know
Now that staff have access to the time away calendar we can streamline the HSL time away request process. I’ve outlined steps below that should work .
· Staff submits brief email request to Mary with time away dates
· Email approval response from Mary to staff
· Once approval received, staff required to enter in time away calendar same day or as soon as possible (**see note below) indicating the type of time away (Vac, flex, etc.)
· Staff submits printed time request form with pertinent time sheet for PLD, NLD and Vacation days.
Please let me know if you have questions about the time away calendar.
**Since the time away calendars are used by staff to create the desk calendar and check for operational coverage and used by staff to plan time away, it is important to keep the calendar as up to date as possible. Thanks.
Holds
The new processes are working well and we are seeing increased traffic of items between locations. With the new system the pick up location is the key for processing rather than the home location. If we check in a TFDL book at HSL (or any item regardless of its home location), that has a hold with a HSL pick up location, we simply process and place it on our HSL hold pick up shelf. While there are a number of steps behind the scenes, the new process improves hold service and delivery for our clients.
Duplicate hold requests
I have just noticed something this week with holds when there are multiple copies in various branches.
A client can place a hold on a title that has copies at HSL, ACH and RGH, for delivery to TFDL. We can pull our copy, place on transit card and send over. However once the item is checked out on the ‘in transit’ card, and until the client charges the book out at the pick up location, the system looks for another copy, so in fact other branches will likely see the same title on their hold list (or 3+ days old hold list) when the hold will actually be filled by the first copy pulled. This is a bit of a glitch with the mail service delivery, and the best practice is to check item records for those items on the old hold list to make sure they are not a duplicate request.
Pick up by dates on hold slips
From Discovery System staff….
As of Tuesday, November 8th, Symphony (sirsi) no longer provide a “Pickup by” date because we are now using “mail service” to allow patrons placing a hold to pick the branch library where they would like to pick up their hold when it becomes available. The logic in Symphony is that if the hold is being mailed, then it doesn’t need a pickup-by date! However, we still want this date in the system so are running a report at quarter-past every hour to add the pickup-by date. So if you trap (or discharge or checkin) holds before xx:15 and re-print your hold slips at xx:20 after the report runs, the hold slips should have the expiry dates printed.
I think it is best practice to pull and discharge (or trap) the holds as soon as possible once the on shelf hold list is received. At HSL this generates the hold slip. If the item is going to another location for pick up, there is no date needed, so you can indicate the pick up location on the slip, place in the book, check the item out on the in transit card and send it on its way.
If the item is for pick up at the discharging library, you will want an expiry date on the slip. When discharged, the slip will print – sometimes with and sometimes without a date. At HSL this week we started by keeping the books at the desk then reprinting the slips with the date after 15 past the hour, but by the middle of the week we found it more expedient (and less waste of extra slips) to simply write the ‘pick up by’ date on the top of the slip and put directly on the hold shelf. What are other KCs doing?
HIN E-books
There are a number of ways to find e-books accessible to HIN clients remotely.
Check for individual title in the catalogue and click on the Calgary Health Region Users link.
Check the “Toolkits” menu on the HIN homepage for most popular titles in particular disciplines.
Browse the four E-Book packages through the HIN databases webpage:
hinc.ucalgary.ca > Databases > AHS Calgary Zone > AccessMedicine,
hinc.ucalgary.ca > Databases > AHS Calgary Zone > MD consult
hinc.ucalgary.ca > Databases > AHS Calgary Zone > Books@Ovid
hinc.ucalgary.ca > Databases > AHS Calgary Zone > STAT!Ref
HIN Handouts
New Consumer Health HIN handouts are now available for clients. This includes the ‘What your Library Account Gives You’ handout for patients and patient families and the Smart Surfing handouts.
The ‘Library Account’ handouts are on the cabinet behind the service counter at HSL. Staff are asked to continue to give a handout (either the patient/patient family or staff) to new HIN clients at the time of registration.
Display
We now have our Diabetes display on the large wooden HSL display unit that has been relocated close to the Consumer Health collection. It creates a nice space for the materials. This includes some HSL texts on the topic. Remember to scan this area if you are looking for some of our books on diabetes.
Lost Items
UofC ID cards or AHS badges found in HSL should be flagged for regular staff for follow up. We generally try to contact the client whenever possible and arrange for the client to pick up the items within a few days. A note is then attached indicating action taken, date and staff initials and they are placed in the top drawer by the POS.
Likewise other items of value that are turned in , such as keys or wallets or cell phones should be flagged for regular staff follow up. We generally try to contact client and arrange a pick up as soon as possible. If we cannot contact the client it is best to bring these types of items to Security staff at the Info/Security desk for safe keeping, including a note with date and location found and staff initials. This can also be included in the shift report.
Reno
Coming by mid December…
Accessible furniture for persons with disabilities
4 Stand up workstations for the stacks
2 Flat panel screens installed outside library and beside service desk
Coming in the New Year…
Self-check station
Service desk renovation with front entry
Proposed date for Grand Opening…February 2012
TAL
I learned recently that it is no longer necessary for UofC clients who are applying for a TAL card at our locations (sorry, this is not available to HIN clients) to complete the paper application form. Procedures will need to be updated to reflect this change. Any surplus application forms can be forwarded to me.
Viewing DVDs at HSL
Clients wishing to view DVDs at HSL may use the public computers and their own personal headsets, or they may also use the computers with sound in the 1461-4 classrooms.
HSL/HIN/HKN Holiday Potluck
From the Social Committee…..
Thursday, December 8, 2011
12:00 - 1:30 pm
HSL Staff Lounge
Please bring an appetizer or main course or dessert to share with everyone
New Parking Pass and Process for Arts Parkade Main Campus
The Arts Parkade transponder is being replaced by a new parking pass after December 1st . Please see Annley’s email for details about the new parking pass process.
Operation (formerly Circulation) Manual
This manual is currently residing on Brian’s desk as he works on the many revisions needed to keep up with the recent changes in technology and processes.
Audio Digest
We hold the most recent 5 years plus the current year for our Audio Digest collection. Currently we have from 2006 – 2011 shelved in two cabinets just around corner of the yellow wall as you go toward the book stacks. The 2009 – 2011 items are all RFID tagged, earlier copies are not. In the New Year we will be withdrawing the 2006 to make way for the 2012 items.
Please let me know if there are any questions, concerns of suggestions.
Wishing you a great weekend.
Mary
HIN Communications Update
Some updates from the Communications Work Team Meeting November 17, 2011. Full minutes will be available in the Communications Work Team folder:
- HIN put on two Open Access Week presentations this year, the full videos will be available shortly for preview. I'll put out a "viewing" call when these are ready.
- We're trying to streamline our promotional strategies in emailing and mailing at individual KCs. Look for a more facilitated approach to Network promotions in the future.
- We will not be creating a standardized display for December. Feel free to create your own promotion for the month.
We have selected topics for 2012. I'll be emailing more information about library displays soon. - The next HIN newsletter will be coming out December 5. In this issue we will be discussing: New Holds process, A summary of Elizabeth's recently published study, The Educator Workshop and resource list, Feedback from courses and update on the schedule, Library Closure for the holidays and the Grey Literature Toolkit and HIN course. If you have any suggestions for stories for the next issue please email me.
- The HIN website has added a scrolling news feature on the main page and updated the Patients and Families section with reading lists and scrolling health news.
Monday, November 21, 2011
Scratch Off Codes in Textbooks, updated with Rationale
This will apply mostly to the HINC Knowledge Centres as this is already being done at HSL.
For all books with a scratch off code for access to online content, these codes should be covered with a label that says "Online access NOT available for Health Information Network Calgary copy."
Examples of publisher with these types of books are: ExpertConsult/StudentConsult (Mosby/Elsevier), Thieme, Lippincott Williams & Wilkins (LWW). It might be a good project for a rainy (or snowy) day... having a staff person go through the books and cover these up.
* We are unable to use or keep track of the codes as they are intended for individual users only and may not be accessed by libraries.
A copy of the labels (size 5163) is available in the shared drive at:
R:\Knowledge-Centers\Workteam - Collections\Online-access-NOT-available-labels-5163.doc
For all books with a scratch off code for access to online content, these codes should be covered with a label that says "Online access NOT available for Health Information Network Calgary copy."
Examples of publisher with these types of books are: ExpertConsult/StudentConsult (Mosby/Elsevier), Thieme, Lippincott Williams & Wilkins (LWW). It might be a good project for a rainy (or snowy) day... having a staff person go through the books and cover these up.
* We are unable to use or keep track of the codes as they are intended for individual users only and may not be accessed by libraries.
A copy of the labels (size 5163) is available in the shared drive at:
R:\Knowledge-Centers\Workteam - Collections\Online-access-NOT-available-labels-5163.doc
Thursday, November 17, 2011
CE Event: What is the Real Problem With our Emergency Rooms?
Eric Geddes Breakfast Lecture
Dr. Roger Palmer
Professor, Public Policy and Management
Alberta School of Business
| The Alberta School of Business at the University of Alberta and the Chartered Accountants Education Foundation of Alberta invite you to attend the Eric Geddes Breakfast Lecture featuring Dr. Roger Palmer, Professor, Public Policy and Management, Alberta School of Business on Wednesday, November 30, at the University of Alberta Calgary Centre. Topic: “What is the Real Problem With our Emergency Rooms?” |
| Wednesday, November 30 7:00 am - Coffee and Registration Cost is $35.00 per person |
| Please RSVP by November 25, as space is limited! |
Wednesday, November 16, 2011
The impact of patient literacy on healthcare practices
A CE-credited read for health care professionals, from
Nursing Management:November 2011 - Volume 42 - Issue 11 - p 29–30
It's the most recent article on impact of health literacy.
I am very happy to see how Healthy People 2010 has refined the skill set necessary for true health literacy:
• evaluating information for credibility and quality.
• analyzing relative risks and benefits.
• calculating dosages.
• interpreting test results.
• locating health information.
Nursing Management:November 2011 - Volume 42 - Issue 11 - p 29–30
It's the most recent article on impact of health literacy.
I am very happy to see how Healthy People 2010 has refined the skill set necessary for true health literacy:
• evaluating information for credibility and quality.
• analyzing relative risks and benefits.
• calculating dosages.
• interpreting test results.
• locating health information.
Thursday, November 10, 2011
Lactation Consultants - Required Resources
We've had a few reference questions from Lactation Consultants over the past couple of months. This group need to be certified to be Lactation Consultants and recertified every 10 years.
A) Breastfeeding and Human Lactation - 4th ED by Jan Riordan and Karen Wambach
B) Breastfeeding and Human Lactation - 4th ED STUDY GUIDE
C) Comprehensive Lactation consultant Exam Review, 3rd Edition.
Required Texts:
A) Breastfeeding and Human Lactation - 4th ED by Jan Riordan and Karen Wambach
B) Breastfeeding and Human Lactation - 4th ED STUDY GUIDE
C) Comprehensive Lactation consultant Exam Review, 3rd Edition.
Current Awareness:
Journal of Human Lactation
Tuesday, November 8, 2011
Canadian Virtual Health Library - High-quality Health Information for Canadian Health Professionals
I am so excited about being part of this national initiative in providing high quality, organized and current health information resources to Canadians. Check out my ever first record as a cataloger for CVHL: http://cvhl.ca/en/virtual-library/resources/canada%E2%80%99s-virtual-forum-patient-safety-and-quality-improvement.
More is here: http://cvhl.ca/en/virtual-library. There will be much more!
More is here: http://cvhl.ca/en/virtual-library. There will be much more!
Monday, November 7, 2011
HSL Access Notes - November 4th
Hello Everyone,
Fall Back
We will be returning to standard time early Sunday morning, November 6th. Please remember to turn you watches or alarm clocks back by one hour . The clocks in HSL should adjust automatically on Sunday, however if not, please do not adjust manually. They will be adjusted by facility staff following the weekend.
Remembrance Day Hours
Remembrance day, November 11th, is a statutory holiday for regular staff.
HSL will be open holiday hours from 10:00 a.m. - 6:00 p.m.
Thanks to Diana and Sajid for covering the holiday shifts that day.
New Holds – Important Changes this week!
As announced by Rob this week...
On November 8th, we are implementing a major change to placing holds for library books in Sirsi. As of November 8, our users will be able to choose a library branch for picking up their holds. Up until now, a hold on a library book needed to be picked up at the owning library branch.
A message from David Brown regarding set up for the processes prior to Nov. 8th…
We are starting to put the system changes in place that will allow a choice of branch when placing a hold. There are several layers of change required, and each change requires a stop and start of the system, so instead of bringing the system down several times on Monday, we are beginning the changes today. Circulation staff may see additional delivery options begin to appear on the Workflows “holds” screens on Saturday, Sunday, and Monday. Those options will not be operational until Tuesday, so please ask staff to ignore them and continue to use their normal procedures. We will mask the changes from the public catalogue until the launch day.
Please note…
· I have demonstrated the new processes, both from the client and staff end, to some HSL/HIN staff at the desk in the Sirsi test system. Please let me know if you would like a demonstration or if you have any questions.
· Print copies of the new processes (see attached) will be kept at the desk.
· Basically, every item that is checked in that has a hold on it, no matter the home location, will need to be checked for the hold pick up location and then processed accordingly.
· The Onshelf hold list will print with the pick up locations noted, and items will need to be processed for the noted pick up locations.
· Hold notifications will go out to clients only once a day at 5:30 p.m.
· Title vs. Copy holds: Staff are reminded that holds should be entered as title holds, in order to ensure that the client receives the first available copy of a title. We have had some situations recently where a copy hold was placed rather than a title hold and this delayed the delivery of the item for the client.
· As we transition to these new processes there may be some unique situations or challenges. Please let me know if there are any questions or if I can assist in any way.
New Door and entry Operation at HSL
The new door at HSL is now operational, however the new RFID gate has not been activated yet.
The construction entry has been dismantled and the new doors will be used however we will continue to use the old security gates until the new gate is connected.
· The doors are programmed to lock and unlock according to our hours of operation. Exceptions, for example, November 11th, with holiday hours will also be programmed as requested by myself or Susan.
· After the door is locked people can still exit if needed, however staff should ensure the door re-locks.
· The two doors will open outwards, and will allow two-way traffic, however until the new gate is installed , we will still encourage clients to enter through the east door and exit through the west door (they are labelled on the outside).
· There will be an automatic access button for the doors.
· The doors will operate by card access only after hours.
· Please Note: Staff cards will be used for access, however staff with older cards will need to go to main campus for an updated card.
· The after hours chute has moved back to the wall to the west side of the new doors
HKN
Janine Miiller is currently working for HKN on a full-time basis, returning to part-time after January 1st. HKN questions or requests may be referred to Janine at 220-2226.
Persons of Interest
In the past clients with an association to the university would be able to request UofC status through a UofC department and receive an Associate OneCard. This would also give them library privileges and we would set up an appropriate library profile according to their role with the University, for example Academic for a visiting scholar. With the new Peoplesoft processes, Associates have been replaced by Persons of Interest. If Associate privileges have expired for clients, please direct them to speak with their UofC department about renewing their UofC privileges.
This is the form that needs to be filled out:
http://www.ucalgary.ca/security/files/security/POI-Request-Formv3.xls
The form would be processed through HR, then through the Campus Card Office. In theory if the relationship types of postdoctoral, preemployment instructor, or visiting scholar are chosen then those folks should receive library privileges.
There are still a number of questions about this process. Please let me know if you have questions about specific clients, and I can follow up with Rob Tiessen.
Sirsi Records and Information Loads
Just a reminder that the way information loads into Sirsi records changed with the Peoplesoft processes during the summer.
· In the new system information for the library records loads from two different systems.
· You will note that the new system uses both the first name and last name fields in Sirsi. All records will be changed over to this format eventually.
· The barcode loads from the Campus Card Office while the registration and personal information loads from Peoplesoft.
· That means that regular UofC students, staff and faculty will load over with their appropriate Sirsi profile and address information, and should have an active record immediately rather than requiring an ‘activation’ of their record by library staff.
Peoplesoft will load the following into the Sirsi record: Profile, privilege expiry date, address, a ‘dummy’ barcode
· Some records that have loaded with only the Peoplesoft information will have a ‘dummy’ barcode beginning with UC followed by a few digits. These will have the appropriate profile, and address information, so if the client comes to the desk with a UofC card, the record can be activated by replacing the dummy barcode with the barcode on the client card.
CCOffice will load the following into the Sirsi record: Barcode, name, a temporary 3 week privilege expiry
· Records that have loaded with only the CCOffice information will show a barcode, but only a temporary 3 week privilege expiry, and no address, profile or demographic information. If clients come to the desk and this type of record appears, please select the appropriate profile, and add at least a valid email address to the address field. Do not adjust the temporary privilege date – this should be done by the system soon after the record loads.
Please flag any client or record issues for follow up.
Access and delivery of HDL items
At the moment clients can place a hold on a journal volume held at HDL. It will automatically be delivered to the home library (where it belonged prior to HDL), for pick up. Journals are a 3-day loan allowing clients time to copy or scan the articles required, or renewed until no longer needed. With the new hold system beginning Nov. 8th, clients will be able to request the pick up location of their choice.
When holds on HDL items are requested for pick up at HSL/HIN locations, the LCR truck from HDL will drop off items off at HSC loading dock, and we will receive them with our regular mail delivery. HDL items returned at HSL can be returned in the HDL bins or the TFDL blue boxes.
Facility
HSL Washroom Lights
Annley talked to Campus Infrastructure (220-7555) on Friday about the washroom lights still on emergency power since noon on Wednesday, November 2nd, 2011 and they sent a maintenance person to check it out. He was not able to locate the problem and did not have a key to get into the shaft near the washroom. He said he would come back again on Monday morning.
Bulletin Board
We will be reducing the number of large display bulletin boards to one, and moving this bulletin board to the wall beside the water fountain.
Used Book Sales: In response to recent queries, we will not be offering used book sales in HSL.
POS: We received a new monitor for our POS this week when our older monitor crashed. The new monitor operates in the same fashion, and does have a touch screen.
Theatre 3 access: Renovation of the walkway to Theatre 3 is now complete. There is also a helpful map of the area on the wall in the hallway.
New Books
Earlier this year we did see new books coming over with a status of ‘Available soon’, however any new books we have received over the last month or two have not been arriving with this status, but simply as ‘on shelf medical’. It does cause a problem when they then appear on the onshelf hold pick list before they are actually received at the branch. Collections are working to resolve this and return to the ‘available soon’ process.
Reserve Loans and Fines
2-Hour:Most Reserve items at HSL are two hour loans for use in the library only in order to ensure as much access as possible for all clients. When checking out reserve items, please let clients know that fines will be charged if the item is not returned or checked out again after the 2-hour loan period.
An exception to this is that two-hour reserves may be borrowed overnight. Items need to borrowed within one hour of closing and returned within one hour of opening.
Reserve items returned late will accrue fines at a rate of 1.00 per hour, though there is a short grace period of twenty minutes for return.
3-Day: We also have a few 3 day loans that may be borrowed for use outside the library. These items have 3-day labels on their spines, and may be renewed if no other holds are placed on the item. Clients do not receive renewal reminders for 3-day items.
Desk changes
Work may begin on the front desk soon. This will involve removing the small section where the demagnetizer currently sits to create an entry with swing gate. Because pulling additional wire will be required, function of station 2 may be affected for a day or two when this occurs. Disruption will be kept to a minimum.
Scanner and Workstations
Glenn Thompson installed our new scanner this week and updated the remaining public workstations to Windows 7.
The scanner operates as in the past. Some of the public workstations have new station numbers, and Lourdes has re-labelled. Thanks Lourdes.
TFDL Circ Hours
· Clients can access circulation service at TFDL:
Monday to Thursday: 8am to 10:45pm
Friday: 8am to 7:45pm
Saturday: 10am to 5:45pm
Sunday: 10am to 10:45pm
· Coming to TFDL: loan of Netbooks for library use only.
· Disruption at service desk: due to some installations around the TFDL service desk, service at the desk may be disrupted for a short period of time during the coming week.
AUPE
Offers for a reduced rate for movie tickets, now available to AUPE members. Details posted on staff bulletin board.
Fall Back
We will be returning to standard time early Sunday morning, November 6th. Please remember to turn you watches or alarm clocks back by one hour . The clocks in HSL should adjust automatically on Sunday, however if not, please do not adjust manually. They will be adjusted by facility staff following the weekend.
Remembrance Day Hours
Remembrance day, November 11th, is a statutory holiday for regular staff.
HSL will be open holiday hours from 10:00 a.m. - 6:00 p.m.
Thanks to Diana and Sajid for covering the holiday shifts that day.
New Holds – Important Changes this week!
As announced by Rob this week...
On November 8th, we are implementing a major change to placing holds for library books in Sirsi. As of November 8, our users will be able to choose a library branch for picking up their holds. Up until now, a hold on a library book needed to be picked up at the owning library branch.
A message from David Brown regarding set up for the processes prior to Nov. 8th…
We are starting to put the system changes in place that will allow a choice of branch when placing a hold. There are several layers of change required, and each change requires a stop and start of the system, so instead of bringing the system down several times on Monday, we are beginning the changes today. Circulation staff may see additional delivery options begin to appear on the Workflows “holds” screens on Saturday, Sunday, and Monday. Those options will not be operational until Tuesday, so please ask staff to ignore them and continue to use their normal procedures. We will mask the changes from the public catalogue until the launch day.
Please note…
· I have demonstrated the new processes, both from the client and staff end, to some HSL/HIN staff at the desk in the Sirsi test system. Please let me know if you would like a demonstration or if you have any questions.
· Print copies of the new processes (see attached) will be kept at the desk.
· Basically, every item that is checked in that has a hold on it, no matter the home location, will need to be checked for the hold pick up location and then processed accordingly.
· The Onshelf hold list will print with the pick up locations noted, and items will need to be processed for the noted pick up locations.
· Hold notifications will go out to clients only once a day at 5:30 p.m.
· Title vs. Copy holds: Staff are reminded that holds should be entered as title holds, in order to ensure that the client receives the first available copy of a title. We have had some situations recently where a copy hold was placed rather than a title hold and this delayed the delivery of the item for the client.
· As we transition to these new processes there may be some unique situations or challenges. Please let me know if there are any questions or if I can assist in any way.
New Door and entry Operation at HSL
The new door at HSL is now operational, however the new RFID gate has not been activated yet.
The construction entry has been dismantled and the new doors will be used however we will continue to use the old security gates until the new gate is connected.
· The doors are programmed to lock and unlock according to our hours of operation. Exceptions, for example, November 11th, with holiday hours will also be programmed as requested by myself or Susan.
· After the door is locked people can still exit if needed, however staff should ensure the door re-locks.
· The two doors will open outwards, and will allow two-way traffic, however until the new gate is installed , we will still encourage clients to enter through the east door and exit through the west door (they are labelled on the outside).
· There will be an automatic access button for the doors.
· The doors will operate by card access only after hours.
· Please Note: Staff cards will be used for access, however staff with older cards will need to go to main campus for an updated card.
· The after hours chute has moved back to the wall to the west side of the new doors
HKN
Janine Miiller is currently working for HKN on a full-time basis, returning to part-time after January 1st. HKN questions or requests may be referred to Janine at 220-2226.
Persons of Interest
In the past clients with an association to the university would be able to request UofC status through a UofC department and receive an Associate OneCard. This would also give them library privileges and we would set up an appropriate library profile according to their role with the University, for example Academic for a visiting scholar. With the new Peoplesoft processes, Associates have been replaced by Persons of Interest. If Associate privileges have expired for clients, please direct them to speak with their UofC department about renewing their UofC privileges.
This is the form that needs to be filled out:
http://www.ucalgary.ca/security/files/security/POI-Request-Formv3.xls
The form would be processed through HR, then through the Campus Card Office. In theory if the relationship types of postdoctoral, preemployment instructor, or visiting scholar are chosen then those folks should receive library privileges.
There are still a number of questions about this process. Please let me know if you have questions about specific clients, and I can follow up with Rob Tiessen.
Sirsi Records and Information Loads
Just a reminder that the way information loads into Sirsi records changed with the Peoplesoft processes during the summer.
· In the new system information for the library records loads from two different systems.
· You will note that the new system uses both the first name and last name fields in Sirsi. All records will be changed over to this format eventually.
· The barcode loads from the Campus Card Office while the registration and personal information loads from Peoplesoft.
· That means that regular UofC students, staff and faculty will load over with their appropriate Sirsi profile and address information, and should have an active record immediately rather than requiring an ‘activation’ of their record by library staff.
Peoplesoft will load the following into the Sirsi record: Profile, privilege expiry date, address, a ‘dummy’ barcode
· Some records that have loaded with only the Peoplesoft information will have a ‘dummy’ barcode beginning with UC followed by a few digits. These will have the appropriate profile, and address information, so if the client comes to the desk with a UofC card, the record can be activated by replacing the dummy barcode with the barcode on the client card.
CCOffice will load the following into the Sirsi record: Barcode, name, a temporary 3 week privilege expiry
· Records that have loaded with only the CCOffice information will show a barcode, but only a temporary 3 week privilege expiry, and no address, profile or demographic information. If clients come to the desk and this type of record appears, please select the appropriate profile, and add at least a valid email address to the address field. Do not adjust the temporary privilege date – this should be done by the system soon after the record loads.
Please flag any client or record issues for follow up.
Access and delivery of HDL items
At the moment clients can place a hold on a journal volume held at HDL. It will automatically be delivered to the home library (where it belonged prior to HDL), for pick up. Journals are a 3-day loan allowing clients time to copy or scan the articles required, or renewed until no longer needed. With the new hold system beginning Nov. 8th, clients will be able to request the pick up location of their choice.
When holds on HDL items are requested for pick up at HSL/HIN locations, the LCR truck from HDL will drop off items off at HSC loading dock, and we will receive them with our regular mail delivery. HDL items returned at HSL can be returned in the HDL bins or the TFDL blue boxes.
Facility
HSL Washroom Lights
Annley talked to Campus Infrastructure (220-7555) on Friday about the washroom lights still on emergency power since noon on Wednesday, November 2nd, 2011 and they sent a maintenance person to check it out. He was not able to locate the problem and did not have a key to get into the shaft near the washroom. He said he would come back again on Monday morning.
Bulletin Board
We will be reducing the number of large display bulletin boards to one, and moving this bulletin board to the wall beside the water fountain.
Used Book Sales: In response to recent queries, we will not be offering used book sales in HSL.
POS: We received a new monitor for our POS this week when our older monitor crashed. The new monitor operates in the same fashion, and does have a touch screen.
Theatre 3 access: Renovation of the walkway to Theatre 3 is now complete. There is also a helpful map of the area on the wall in the hallway.
New Books
Earlier this year we did see new books coming over with a status of ‘Available soon’, however any new books we have received over the last month or two have not been arriving with this status, but simply as ‘on shelf medical’. It does cause a problem when they then appear on the onshelf hold pick list before they are actually received at the branch. Collections are working to resolve this and return to the ‘available soon’ process.
Reserve Loans and Fines
2-Hour:Most Reserve items at HSL are two hour loans for use in the library only in order to ensure as much access as possible for all clients. When checking out reserve items, please let clients know that fines will be charged if the item is not returned or checked out again after the 2-hour loan period.
An exception to this is that two-hour reserves may be borrowed overnight. Items need to borrowed within one hour of closing and returned within one hour of opening.
Reserve items returned late will accrue fines at a rate of 1.00 per hour, though there is a short grace period of twenty minutes for return.
3-Day: We also have a few 3 day loans that may be borrowed for use outside the library. These items have 3-day labels on their spines, and may be renewed if no other holds are placed on the item. Clients do not receive renewal reminders for 3-day items.
Desk changes
Work may begin on the front desk soon. This will involve removing the small section where the demagnetizer currently sits to create an entry with swing gate. Because pulling additional wire will be required, function of station 2 may be affected for a day or two when this occurs. Disruption will be kept to a minimum.
Scanner and Workstations
Glenn Thompson installed our new scanner this week and updated the remaining public workstations to Windows 7.
The scanner operates as in the past. Some of the public workstations have new station numbers, and Lourdes has re-labelled. Thanks Lourdes.
TFDL Circ Hours
· Clients can access circulation service at TFDL:
Monday to Thursday: 8am to 10:45pm
Friday: 8am to 7:45pm
Saturday: 10am to 5:45pm
Sunday: 10am to 10:45pm
· Coming to TFDL: loan of Netbooks for library use only.
· Disruption at service desk: due to some installations around the TFDL service desk, service at the desk may be disrupted for a short period of time during the coming week.
AUPE
Offers for a reduced rate for movie tickets, now available to AUPE members. Details posted on staff bulletin board.
Friday, November 4, 2011
New monograph notifications
If you are ordering a new book and would like to notify specific clients when they arrive, please add a note with the person's name and email address in the "Item Comments" field. Final processing in Collections will take care of contacting the client.
Wednesday, November 2, 2011
New AHS Annual Continuing Education Modules Available
Human Resources' Learning and Development team is pleased to advise you that the 2011/12 Annual Continuing Education (ACE) modules are now available to all Alberta Health Services staff. Previously known as Annual Compulsory Education, the name of the modules has changed to reflect employee feedback received last year via the module evaluation forms.
Purpose
The ACE modules cover basic health and safety, emergency, information and privacy requirements.
We encourage you to complete the ACE modules. In addition to providing you with valuable information required to do your job, completion of these modules demonstrates compliance with collective agreements, legislation and accreditation standards.
AHS is committed to providing you with the tools you need to achieve excellence in the workplace. However, it is important to note that this training does not replace hands-on in-servicing and some employee groups may require additional information. If you are unsure about your specific education requirements, please speak with your manager.
How to participate
You can access the modules by searching “Annual” in MyLearningLink. The training includes reading materials and a quiz. When you finish a module using MyLearningLink, your final mark is recorded on the system.
You also have the option of printing the reading materials and quiz from Insite. When you complete each module, you must self-mark the quiz using an answer key provided on the bottom of the last page. In some cases, you may be asked to give your completed module to your manager. If you obtain access to MyLearningLink at a later date, you can report that you completed the printed module as an ‘external learning event’ on your learning record.
Course material
ACE modules cover the following topics:
- Infection Prevention & Control
- Emergency/Disaster Management
- Fire and Life Safety
- Information Privacy and IT Security & Compliance
Questions?
Please refer to our Frequently Asked Questions or contact Carrie Farnell, Essential Learning, HR Learning and Employee Development at 403-309-5700 or by email at carrie.farnell@albertahealthservices.ca.
For questions about accessing the modules on MyLearningLink, please contact the Support Centre at 1-888-580-7010 or email helpmylearninglink@albertahealthservices.ca.
Monday, October 31, 2011
HSL Access Notes - October 28th
Some final notes for the end of October.
Timesheets
Please remember that October 16th - 31st timesheets should be submitted as early as possible, and by the latest by 4:00 p.m. on Monday, October 31st.
Fall Back
We will be returning to standard time early next Sunday morning, November 6th. Please remember to turn you watches or alarm clocks back by one hour . The clocks in HSL should adjust automatically on Sunday, however if not, please do not adjust manually. They will be adjusted by facility staff following that weekend.
Remembrance Day Hours
Remembrance Day, November 11th, is a statutory holiday for regular staff.
HSL will be open holiday hours from 10:00 a.m. - 6:00 p.m.
New Holds
As announced by Rob this week...
On November 8th, we are implementing a major change to placing holds for library books in Sirsi. As of November 8, our users will be able to choose a library branch for picking up their holds. Up until now, a hold on a library book needed to be picked up at the owning library branch.
Please read the attachment to Rob's email for more details. I have demonstrated the new processes, both from the client and staff end, to some HSL/HIN staff at the desk in the Sirsi test system. Please let me know if you would like a demonstration or if you have any questions.
Copy Card Cost Increase
Effective Friday, October 28th, the charge for purchasing a General Public Copy Card has increased by an additional $5.00. The cost of the card itself is now $10.00, up from $5.00, and at the time of purchase the minimum card add-on is $5.00, for a total of $15.00. The increase has been programmed into our POS.
Room 1458
We have had some concerns about the sound travelling from the glass walled group study room, 1458, just south of the public computers, due to the openess above the ceiling. It will have insulation added above the ceiling to reduce the noise this coming week.
Door
We are getting very close to completion of programming of the new font entry. Once the gate and door are complete, the construction doors and walls will come down and....
The two doors will open outwards, and will allow two-way traffic, as will the gate(no specified in and out).
There will be an automatic access button for the doors.
The doors will operate by card access only after hours. The locking mechanism on the doors will be controlled electronically to open and lock according to our hours of operation.
The doors are programmed to lock for several seconds if the gate alarm sounds (we should not get the many 'false alarms that we now do).
the door re-set button is beside station 2 at the service desk.
***Please Note: Staff cards will be used for access, however staff with older cards will need to go to main campus for an updated card.
History of Medicine Room and Collections
It has been confirmed that the danger of flooding from the HSC roof work has passed, so the plastic has been removed from the History of Medicine Room. It really does look lovely without the plastic! We even had clients stop and admire while we were working to remove the plastic. It is a no food and drink zone to protect the valuable resources.
Susan has developed guidelines for use of the room and resources that will be distributed soon.
In summary:
- There is generally no public access to the HOM room.
- The HOM Interest group led by Dr. Stanisch does have meetings in the room, any other access would be by approval only.
- All requests are facilitated by staff.
- University or community clients, (ID is necessary), may request that items from the HOM room be retrieved.
- One book at a time from the new Mackie collection or multiple books at a time from our other HOM collections.
- Items should be signed out to the client either in Sirsi or on a manual sign out slip.
- Items will be used at the service desk, in the open area beside the back up printer.
- There is a new book cradle for using with these books and a book weight that can be used to help keep the book open at the required page. These are now on the shelves by the Compulsory Education materials.
- Mackie collection does not circulate outside of the library.
- Some items from the remaining collections may circulate on a limited basis, with approval.
More details to follow.
HIN Handouts for new HIN Clients
When registering new HIN clients, please offer them a HIN bookmark and new registrant handout. These are kept in the brochure stand on the cabinet behind the service counter. The half-page handouts are printed on goldenrod paper. There is one for AHS staff and a new one for patient and patient family members.
Alumni Cards
A reminder that if you are issuing a card to a UofC Alumni, please use the white Complimentary Community Reader cards. While library services are under review for Alumni, there is no charge for this card for Alumni clients. This card will not give them access to the copiers or printers, however they can use the back up printer or purchase a General Public Print card if required. They also have the option of accessing a UofC photo ID Alumni card, but these are only available from the Campus Security ID Office on Main Campus.
Registration for HIN clients and Sirsi Environment
The change to the information in the 'Environment' field in Sirsi does not affect registration procedures for AHS clients, as I reported earlier. When we register a new user with the CHR-Staff or TBCC-Staff profile, we continue to select or enter PUBLIC in the User Access field (on the Sirsi Access Options Screen), while the Environment automatically loads with the new, appropriate PUBLICHIN entry. Sorry for any confusion.
Display
There has been a display of Breast Cancer Awareness Month resources on top of the shelves where the Consumer Health Collection is kept. Has anyone received any comments from clients?
Title of Interest
A book that we had received several requests for earlier this fall, about the medical mini interview, has arrived at HSL.
Medical school multiple mini interview: secrets for success W19 .W39 2009
RFID
Congratulations and many thanks to all who worked on the RFID project. All of the HSL monographs are now 'tagged'. There may just be the occasional book at checkin that requires tagging, so we will continue checking for these. This is perfect timing for moving to the RFID circulation process when our new door/gate is complete.
Carrels
Power in a number of the carrels seems to have been out this past week. It has been reported and we are following up.
PA Microphone
Our PA system has been up and running for a few weeks now. It is used regularly to alert clients to closing.
Book Return Bin
Please ensure that the book return bin at the front service desk is always pushed in completely. A few books were found this week that had accidentally slipped behind the bin.
Please let me know if there are any comments, concerns or suggestions.
Mary
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