Hello,
Sorry for the lack of notes over the last few weeks. I am afraid there are ‘more than a few’ notes to start the month of June…......
The HSL Access Notes will be posted to the new "Keeping Current" HSL/HIN blog, and forwarded to all by email. We also keep a binder of print copies in a binder in the service area cabinet.
Student Mail trays
Mail trays have been placed on the desk in the middle staff cubicle in the service area for our regular student assistants. Students are asked to check their mail trays for any updated information on a regular basis. At the moment you will copies of our updated staff contact sheets in your trays. Students should have a copy of the full staff contact sheets(includes home and cell phone numbers) available for their use when needing to contact staff or other students regarding any shift changes.
Lockers have been ordered for the admin area that student assistants will be able to use for storing for backpacks and personal items but these have been delayed. Stay tuned for updates.
Outlook Migration
Most HSL staff have migrated their individual accounts to Outlook. Personal accounts are still the priority for LCR at the moment. Group or generic emails such as hslibr, hslcopy, etc. will be migrated at a later date. Susan has contacted Paul Pival about migration of our group accounts. Some training sessions will be available on south campus. You can find more information and printed instruction, including FAQs, documentation and training schedules at:
I did attend a brief training session and a few things that were helpful:
Access the OWA by going to My U of C and selecting webmail option, or by using url: exchange.ucalgary.ca
The online web access (OWA) email option works best in Internet Explorer
You will experience pauses in the program when there is an incoming email.
You can set up you e-mail signature in both the Outlook and OWA email
Go to Tools – Out of Office Assistant to set up auto(vacation) reply
I would be glad to post any Outlook tips or tricks that others would like to share.
· Most HSL group email accounts will be migrated after all individual accounts have been processed.
· Rooms, resources and group calendars that use Oracle Calendar, for example, the computer classroom, HSL laptop and staff time away calendar will be set up in the new Outlook system once we have more information from LCR ITS.
History of Medicine Room and collection
We have begun shelving the Mackie History of Neuroscience collection in the History of Medicine Room. There may be individuals attending the History of Medicine conference in mid-June who are interested in viewing the collection.
We are working on guidelines for monitoring and use of the room. This room is intended to be a no food and dink zone.
The tabletop telephone connection in the room is now live. Please ask Annley about booking the room or regular phone for meetings in this room. We are still waiting for a VOIP conference call phone. T
Updated Staff Lists
Annley has prepared and distributed an updated May 2011 edition of the HSL staff list. For those new to HSL, there are two versions, one with office numbers only for using for referrals at desks, and a version with home or cell numbers for internal use only. A copy of the full staff contact list is kept in the white scheduling binder on Brian’s desk. Student assistants are encouraged to have a copy of the complete staff contact list at home for occasions when trying to find shift coverage, etc.
Updated Staff Referral List
Please find attached an updated staff referral list, that should be helpful when assisting clients at the desk. The list is filed in the reference binder in the Contacts section and is organized alphabetically by topic area. As an example, if a client asked about Lexicomp, you can find it easily on the list and find that Kelly is the staff contact. Kelly can then be contacted, or during evenings and weekends her business card can be given to the client.
1461 – 1464 Rooms
AV services have expressed some concern about the use of equipment in these group rooms at the back of the library. The easy access wires for connecting laptops have been removed from each room. Clients needing any equipment for these rooms should book through AV services at 210-3839 during regular weekday hours. HSL does have a remote for the data projectors in these rooms that can be used if requested by clients(in drawer by reference workstation) . Staff will continue to monitor the rooms and are asked to report any issues or concerns.
Printing Update
The network printing upgrade is scheduled for the afternoon of June 9th. This should address our problems with wireless printing from Apple computers and reduce problems with Science direct printing. The new system however does not like Campus Cards that were issued prior to May 2007. Anyone wishing to use the system with an older card will need to have the card ‘re-coded’. HSL will have a ‘re-coding’ machine at least over some months so that we can address this concern for clients.
At some point during the upgrade all the public computers will need to be restarted, so the classrooms have been booked for the afternoon.
Podiums
We are still in transition with our podiums. They work beautifully with laptops, and we have pcs installed, but not completely connected.
Kelly has created a helpful classroom tech guide that will be sent out soon, and once we are completely set up will offer some mini-training sessions. In the meantime, Kelly and I are pleased to assist with any AV set up needs upon request.
Clock
Our clock in the service area is keeping perfect time lately….. for Reykjavik, Iceland – that is 6 hours ahead! This has been reported and we hope will be corrected soon.
Reshelving
Clients are encouraged to leave used library materials on desks for tables for staff to reshelve since the pick up numbers help us track the ‘in library’ use of materials. “Please do not reshelve” signs have been re-posted in the collection area of the library. There is also an empty cart across from the History room flagged for clients to place used materials.
Currents
The January-April issues of the following four journals have been moved from the currents shelves to the backsets stacks due to limited space in the current shelves:
Journal of Biological Chemistry
Journal of Immunology
American Journal of Physiology
Journal of Neuroscience
PA system
A PA system is currently being installed in HSL. Once fully installed it will have a microphone set up by the reference workstation. This will be used regularly prior to closing and for some emergency situations. More info to follow.
RFID
Staff are now working on RFID tagging the WD call number range of our monographs. That is , we are about 55% complete or have tagged over 23,000 items. Thanks to all staff who have been working on this major project.
Rooms
Light repairs in rooms 1454, 1455, 1456, now complete. Ballasts for Room 1459 are back ordered. Service counter lights replaced today. Please flag any further light issues.
There is an extended booking for room 1481D, so this room may be locked when not in use.
On Shelf Holds
Beginning May 11th books in MacKimmie tower and block have been on shelf holdable. Lucille reports that students are making good use of this new service.
RefStats
We have completed our first month using RefStats software. Kelly will be creating a brief report for the Reference group. A reminder that transactions that are strictly circulation related are not recorded.
Sirsi
- When following up with clients, it is always helpful to have up to date notes in the Sirsi Extended Info screens. Staff are asked to enter notes, starting with a date entered as follows: mm/dd/yy. This helps with the proper chronology of events. Thanks.
- An update on how to add info to client record if they have no email : In the Sirsi Address window, leave email field blank. In Extended Info Screen, add "no email" message to a dated Note field.
- Registrar Withhold Payments: If you accept a fine payment for a client who has a Registrar Withhold or FCA message in their Extended Info Screen, (these will be fines of 10.00 or over with additional late payment fees), please flag for regular HSL circulation staff for further follow up. It is important for Lucille Wallace to be notified when these payments are accepted so that she can process the client paperwork to clear the client with Registrar's Office or Collection Agency.
IS2
Going Forward
As of August 2, 2011, HR Employee Self Service will provide greater capabilities and improved visibility to your HR information. For example, you will be able to:
· Report your time through online timesheets
· Apply for jobs at the university through the new internal careers page
· Update your personal and banking information
· View your leave balances, for example Vacation (VAC) and Sick Leave (SIC).
Important Dates and Action Requests
· Logon to MyUofC portal prior to August 2, 2011 to ensure you will have access to ESS functionality. If you have problems logging on the portal, please contact IT Support at: 403.220.5555 or itsupport@ucalgary.ca
Training
Messages will be communicated in May regarding training sessions that will focus on business process and support system process changes.
The training schedule is currently being finalized and the first sessions will run from June 21 to July 22.
Training will mostly be offered through e-learning using Blackboard. There will be no official registration for these sessions.
Information will be forthcoming regarding what courses staff should take pertaining to their role, and “day in the life” sessions will be offered according to work responsibilities.
Please let me know if you have any questions, concerns or suggestions.
Mary
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