HSL Access notes - May 1st

Hello Everyone,

 

Knowledge Resource Service

We will see some service changes through May, and more details and information about communication to clients will be available on Monday, May 4^th.    

 

Resident Online Access Problem

As noted in an earlier email, numerous medical residents are having problems accessing online resources remotely using their UCIT username and password.  Their barcode and pin should still work.

If students continue to have problems, they can contact :  support@lcrit.zendesk.com , or call 403-210-8816 (M-F 8:30 – 4:30 MST)

Thanks.

 

IM Chat: 

HSL is participating in the LCR IM Chat working group that has met once to date.    If you have any recommendations or comments that might assist in discussions to go forward with LCR Chat, please pass along to Lourdes or myself.

 

LibAnswers

I hope to find out more about norms regarding question types across LCR in my Operations manager meeting this coming week.  If there are particular issues or questions about LibAnswers, please let me know before Wednesday and I will bring forward at the meeting.

 

HKN part-time assistant position

Part-time position posting for HKN assistant closed on April 27^th.

 

Sunday Hours

This will be our first Sunday closed.  Please pass along any client concerns or comments.

 

Summer Schedules

Our student summer schedule for shifts during May – August has begun.

We have reduced student coverage to 6-10 weekday evenings, however two students will be covering many evening shifts during vacation periods in July and August.

Health Sciences Library will be closed weekends July- August.

 

Office Moves and Furniture

Lorraine Toews is now located in room 1491B

TerriLynne will be moving into Lorraine previous space, room 1488A later this month.

One of the workspaces by the entry to the staff area will become a touch down space.

 

·         Extra furniture pieces available:  full-size file cabinet, small rolling lockable drawer set, full size bookshelf

 

Please notify TerriLynne by before May 6^th if you would like to use any of these pieces in your workspace.

HSL Access Notees - April 24th

Hello,

 

 

Hours

Effective May 1^st, Health Sciences Library will be closed on Sundays - this weekend will see our final Sunday hours at Health Sciences Library!

 

Notification of this change has been posted, and webpage hours adjusted.

If staff have any templates or messages that include our library hours, please update to reflect the Sunday closure.

Sunday staff have been asked to notify Sunday clients in the library this weekend.  Staff are asked to please forward any client comments or concerns to susan or myself.  Thanks.

 

Sunday – Thanks

Many thanks to Kathleen and Jenna who have provided our Sunday coverage over the past months!

 

Knowledge Resource Service Site contacts

With many recent changes, Knowledge Resource Service staff lists and email lists are being updated,  however if staff are trying to contact the Knowledge Resource Service sites, using the general phone number or generic emails may be the best option.

 

 MCCQE

 The Medical Council of Canada exams begin next week.  This means that the Computer Commons will be booked for full days (8am -6pm) over the next few weeks.  They will also be using 1459, 1453, and 1454 on select days for accommodation.  Wilma Dodge is the UME contact coordinating the exams and she has library and commons keys.  She and team will be in the library early each day for set up. Wilma may also need to use the courtesy phone to troubleshoot any system issues.  There will also be an extra table and chairs posted outside the 1460A door for the exam team.

The Commons will be available during evenings and Saturdays.

This will cause limited access to some software programs such as SPSS during daytime hours.

 

LibAnswers

 Great discussion about questions types at our service meeting this week.  I have contacted RFDL with our questions, but have not received a firm response yet.

Watch for more info as it becomes available.  Please let me know if there are additional questions that need clarification.

 

Term Loans

The term loan due date will be reset to September 15^th effective Tuesday, May 5^th.  This is also the date the reminder notices will be sent to patrons to renew their books by May 15^th.

 

New transit Bins

We will be seeing new transit bins from Collections with new books and journals items arriving at Health Sciences Library.

These will be with red & blue bins to hopefully distinguish them from other deliveries.

 

HSL Access Notes - April 17th

Hello Everyone,

A few notes for the week…..

Hours at Health Sciences Library

We have posted information about our closure on Sundays effective May 1^st.

Please pass along any client concerns or comments to Susan or myself.

Best Wishes to our Student Assistants

Many thanks to our student assistants, Mary, Kathleen, Jessica, Amy, Krystal, Jenna, Robin, and Anna, who have provided so much service and work on countless projects over the fall and winter terms.

We couldn’t do it without you!

Congratulations on completion of another term, and very best wishes with finals.

Summer Schedules

Our summer student scheduling will begin May 1^st.

Evening student shifts will be 6:00 p.m. – 10:00 p.m. and Saturday student shifts will be 1:00 p.m. – 4:00 p.m.

ProQuest for Word and RefWorks

Glenn was in this week and updated the public computers in the service area (including our back up workstation at the desk), with ProQuest for Word to support the new RefWorks platform.

Bad Debt

We have received the following information from Lucille Wallace at TFDL regarding “Bad Debt Client Accounts”

1.        Accounts that had been billed prior to April 1, 2011 and were still outstanding as of June 2, 2014, were put through SIRSI as a Bill Paid with the payment type Bad Debt; these payments were processed from March 20-26, 2015.  This initiative was set by LCR Accounts to reduce the receivables showing as owed to LCR for the fiscal year end.  There were 800+ accounts cleared, $169,086.41 was cleared, have not yet documented the number of books to be cleared off patron records.  These items will be cleared off once year end is complete, plan to start the week of April 6^th.

2.        The accounts that had been submitted as either a Registrar’s Withhold or Collection Agency account will not have these accounts released as paid; as far as the Registrar or Collection Agency know, these accounts are still owing and need to be collected.

3.       The patron status will remain at or be set to Barred; a Note will be on the patron record advising that the account was written off but still needs to be collected.  The amount written off and any details for the number of books that were cleared off will be included.  Details for the fines can be found under the Bills tab on the patron record, select Paid, should the patron query what they had been charged for.

4.        Any books on the patron record will be discharged, their item type set to Libonly, their location set to Missing.  I will be sending a list of those items belonging to branch libraries to the appropriate branch so that you are aware of what has been cleared off as a result of this account write off process.

5.       If a patron does settle their account due, please advise Lucille Wallace via e-mail the paperwork required to advise the Registrar or Collection Agency can be completed. 

What this means is that there may be some client records that show up as ‘barred’, that do not show any outstanding items in checkout or bill screens since they have been cleared as bad debt.  These clients still have an account to be paid.

Staff are asked to keep an eye out for clients with a ‘barred’ status.  All details of the account still owing should be listed in the Extended Notes screen.  If you accept payment, there would be no ‘fine payment’ action in Sirsi, but we would add a Note in the extended info screen with amount paid, the record would be changed from ‘barred’ to ‘OK’ and an email would need to be sent to Lucille Wallace with client and transaction details.  

Please let me know if you have any questions.

LibAnswers

We are continuing to learn a bit more about norms for entering reference questions into LibAnswers.
It has been confirmed that transactions captured by other systems do not need to be entered in LibAnswers.
Answered By: If you are at the desk, logged in through our generic account staff are still asked to select their name form the drop down list when they enter a questions. Student assistants will leave the generic Health Sciences Library in the answered by field, but will add their initials to the notes box.
Questions form AHS clients:   = Please use Community as client type, but add AHS to note field.
Pre-defined questions:  Have you used the toggle switch to see the set of pre-defined questions and save yourself some typing?  These includes questions such as: Money on card, or room booking and many more.
Clear fields:  You can clear fields in two ways.  One, click submit and clear, or, if you click submit then decide you would like to clear the fields, use the ‘clear fields’ option below the “boxes”

Any questions staff have come across that seem tricky to categorize? 

Next week sessions

·         Ben King

Want to learn more about 3D modelling for visualizing health research?  Join us on

Monday, April 20,

2:30-3:30.

Room HSC G801E (Access through the Bacs Centre)

·         Public Service meeting

Tuesday, April 21, 2015

2:00 – 3:00

HSC 1459

·         MLA Webcast:  THE DIVERSITY OF DATA MANAGEMENT: PRACTICAL APPROACHES FOR HEALTH SCIENCES LIBRARIANSHIP  12-1:30 in 1459

Wednesday, April 22, 2015

12:00 – 1:30

HSC 1459

TFDL Intern Visit

A MLIS intern Robyn Gray from Dalhousie University, who is working in TFDL Collections for a few weeks, will be visiting Health Sciences Library on Monday morning.  I will try to introduce to staff who are available.

Hello Everyone,

 

A few notes for the week…

 

Baby Showers – Potluck Lunch

Please join us to celebrate Caitlin and Christie and meet their new arrivals!

Potluck lunch at Health Sciences Library on Wednesday, April 15^th from 12:00 pm – 1:30 pm

 

Farewell

Please join us in wishing Afroz all the best at a farewell coffee on Friday, April 17^th from 1:30 – 2:30

 

Health Sciences Library and LCR Support Staff Council

Many thanks to Lourdes and Kathy for coming forward to serve as Support Staff Council representative and alternate for the coming term!

Also I would like to thank Tuyet for her time and efforts to represent our team so well on council over the past years.  I have heard that her reports were always most interesting!

Thanks to all. 

Client Appreciation

I know our staff always starives for client service excellence, and it is always so nice to hear back from clients.

This week alone we have received the following comments of appreciation for our team........

• "Your help was awesome!"
• "Thanks so much for all your top-notch service...."
• "..... as always, you have been incredibly helpful."  

Thank you to all for this ongoing care and attention to our clients' needs.  It really does make a difference

 

LibAnswers

It seems that the new LibAnswers software is working well for all to record our regular reference and instruction stats.

There are still some questions about the norms for what and how questions / interactions are entered, and we will learn more about this as we go forward. 

·         Reference, Instruction and Tour statistics are entered in separate datasets.  Select the dataset on the ‘Add Transaction’ tool bar.

·         Have you tried using the pre-defined questions?

·         Most of the questions we respond to at the service desk fall under ‘directional’:  questions about using the library or our services.

·         This would include how to print, how to book rooms, hours, registering for workshops, etc.

·         Questions that require working on a client’s Sirsi record would be noted as ‘circulation’ type of question.

·         If a transaction will be recorded by another of our systems, we would not record it in LibAnswers.  For example a fine payment is recorded in Sirsi, so would not be entered in LibAnswers (whether in person or by phone).

·         Staff can record questions that come directly to them at their personal desk/email/phone if they fall into the guidelines.

·         Questions coming in through our Health Sciences Library generic email or IM accounts should be recorded as Health Sciences Library service desk, or DDS

 

Examples:

Client asks to checkout a reserve item or charge-all :  Entered in Sirsi – not recorded in LibAnswers

Client comes in and asks if a certain book is on our reserve shelf, but is not found:  No transaction is Sirsi – recorded in LibAnswers as directional

Client comes to pick up hold, for checkout:  Entered in Sirsi – not recorded in LibAnswers

Client comes to pick up hold, for checkout, but it is not on shelf:   Follow up required - Entered in LibAnswers as “Circulation’

How do I print? :  Entered as directional

Troubleshooting with print job problem:  Entered as technology

 

HDL Transfer Final Numbers
How many items did we transfer to HDL in 2014?

We transferred:

26 822 issues

4 633 bound volumes

31 455 barcoded items!

 In all we processed 1174 titles (1149 of those titles were ultimately transferred to HDL)

Amazing numbers!

Health Sciences Library Journal Shelf List

As part of the comprehensive Health Sciences Library journal transfer project to HDL, a thorough review of our journal holdings was also completed.  Our student assistants and many staff contributed to this project, and student assistants are continuing with the shifting to update our stacks.  A very positive outcome is that we now have an accurate and current Health Sciences Library journal shelf list.  This is stored in our R drive at: Health Sciences Library>UCLASS > Collections and Information> Description of Collections > Case Files .Onshelf Journal List 2015. 

 

Consult Office

We are through our first week of our drop-in consultation service.  Any feedback?

While librarians are not in the consultation office during the mornings, one is always ‘on-call’ for drop-in clients.  This means our level of drop-in service for the client has not really changed.

 

Toronto notes

The 2015 edition of the ever-popular Toronto notes has hit the shelves at Health Sciences Library.  We have two circulating copies and one copy on reserve for 2 hour use in the library only.  The large text also comes with the companion handbook and ‘notes’ booklet.

 

MCCQE

 The Medical Council of Canada and Family Medicine Exams will be coming up at the end of the month.  The Commons will be booked for exams 0800 – 1700 weekdays from April 27^th through May 6^th as well as May 11^th and 12^th.  MCCQE will also be using 1459, 1453 and 1454 on a few of the days for special accommodation.

HSL Access Notes - March 27th

Hello,

 

A few notes to end the month…

 

Farewells

Please join us to wish Marisa and Janine all the best!

Farewell for Marisa at HSL on Tuesday, March 31^st from 3:00 -4:00

Farewell for Janine at HSL on Wednesday, April 1^st from 1:30 – 2:30

 

KRS  updates

Effective April 1^st:

Rachel will be moving to ACH

Taryn will be covering at PLC and WHKC

SHC will no longer have UC staff on site.

 

HSL Sunday Hours

Effective May 1^st:  Health Sciences Library will be closed Sundays on an ongoing basis.

 

Easter Weekend Hours

HSL will be open over the Easter holiday weekend, with Anna and Mary A. covering our Friday hours.

 

Friday, April 3^rd:  10 a.m. – 6:00 p.m.

Saturday, April 4^th:  10 a.m. – 6:00 p.m.

Sunday, April 5^th:  12:00 – 8:00 p.m.

 

TMM tour

A number of HSL staff will be participating in the TMM tour offered by LCR on Monday morning.

 

LibAnswers

Effective April 1^st will be moving to the LibApps (LibAnswers) software for recording reference, instruction and tour statistics.

This will replace our current Refstats processes.   Most staff will login to the software using their individual email and password.  Look of the LibApps icon on your desktop.  

We do have a generic login for student assistant use.  This account is connected to our hslibr email account with the password: HSL*stats

The handout provided at the staff training session does include some helpful information and guidelines about what and how to enter transaction stats. 

Watch for more detailed information later next week.

 

Consult Office

Effective April 1^st, the consult office hours will be:  Monday – Friday from 12:30 – 4:00.

During the mornings, a librarian will be on call for client consultation and support.

Generally this will be the same librarian that is scheduled for the consult office that same day.

The exception to this is on Mondays, when Susan will be on call in the morning and Alix will be on in the consult in the afternoons.

This scheduling arrangement will be reviewed in December.

Please forward any client comments about this change to Susan or myself.  Thanks.

 

AHS Exam Proctoring

Please forward any exam proctoring requests from Alberta Health Services staff to Taryn until further notice.

 

Network Printer

We had a few problems with the network printer yesterday with jobs being very slow to print and others only printing part pages.

We rebooted the release station and turned the printer itself off and on and this seemed to do the trick. 

 

Personal Items in Public Areas

We have had two separate people report stolen items today.

One reported she had an iPod taken from a study room during our last fire evacuation.

One reported a fit band taken from her study table while she was in the washroom.

This is a reminder that we are open to the public and personal items should not be left unattended.

 

HSL Access notes - March 23rd

Hello Everyone,

 

A few notes for the week….

 

 

Audio-Digest

Unfortunately we have not been able to get MARC records for 3 of the Audio Digest titles (MP3 format). 

General Surgery
Obstetrics/Gynecology
Otolaryngology

 

They do show in the e-journal list, however there will not be an internet link for these items showing in the catalog record.  They are still accessible when

users authenticate into the Audio Digest portal.

 

 

Refworks and ProQuest for Word

Clients needing to access ProQuest for Word for use with RefWorks will need to use stations in the Computer Commons.  Our public stations will be configured with the updated ‘ProQuest of Word’ by the ITS team when possible.

 

 

LexiComp

I have had a couple of UC clients this week requesting a KRS barcode so they can sign up for LexiComp through AHS.  I spoke to Taryn about this and she recommends that clients set up LexiComp on an Alberta Health Services computer.  If you are on an Alberta Health Services computer when you select the LexiComp link you will not be asked for a barcode, but taken directly to a Lexi-Comp access page.  Clients (both UC residents and AHS) can then select the Mobile Access button (upper right area of page), and set up their mobile access.

 

 

Toronto Notes

The 2015 edition of the popular Toronto Notes is available in the bookstore.  Health Sciences Library is purchasing 3 copies that are currently being processed by collections.  We should have library copies available soon.

 

Study Tables

A couple of our back study tables have had pieces of the leg facing come loose.  McCrum’s have had a look and will be replacing missing pieces and checking all tables soon.

 

Next Week – Sessions

Health Sciences Library staff meeting:  Tuesday, March 24^th  2:00 – 3:00

Toolkit Training: Apps for Reading the Medical Literature, Tuesday, March 24^th  3:00 – 4:00

We will have student assistant coverage that afternoon so all can attend.

 

New Tour to The Military Museum and Founder’s Gallery

Many of you may have attended the TMM tour last year.  This spring there is a new exhibit in the Founder’s Gallery that has received excellent reviews, Burnt Generation.  I know that last year the opportunity to view the exhibit with the TMM staff’s helpful interpretive comments made the tour very meaningful.

You may wish to catch this new exhibit!

The LCR Continuing Education Committee invites all LCR staff to…

WHAT: A tour of the Library and Archives, and the Founder’s Gallery @ The Military Museum

WHEN: Monday, March 30th

TIME:   Bus leaves Foothills campus at 9:45am
               Bus returns to Foothills 11:45am

Getting There: A chartered bus from First Student Canada will transport you from the main campus and Foothills campus to The Military Museum.

·         Bus Pickup @ Foothills campus  Please meet at the HSL Service Desk at 9:25am, and a HSL staff will escort you to the bus

You MUST SIGN UP in ADVANCE for TOURS. Deadline for signup is Thursday, March 26^th 4 PM

To sign up please contact Taraya Middleton in LCR Admin at tmiddlet@ucalgary.ca

When you sign up, please indicate pick up location and if you want to take the bus or your own car

 

There is no admission for LCR staff taking this tour, but as a gesture to surviving veterans TMM asks for a non-perishable food donation. There is also a cash donation drum in the atrium as well, for those wishing to make a monetary contribution.

 

AUPE

Offers for reduced prices for movie and zoo tickets posted in the lunch room.

 

 

 

HSL Access Notes - March 13th

Hello,

 

Looks like spring is on the way!

 

 

SP 2013 Updates

 

 More migration news from Chelsea:

Remember to use IE to access SP 2013.  Bookmark the SP 2013 for easy access:  https://intranetqa.ucalgary.ca/ecspilot/collab/hsl/SitePages/Home.aspx

A student assistant’s page with projects has been added with a link on the left hand side of the homepage.

Communications files for the flat panels and websliders have been added.

 

Next week’s  Staff Sessions

Join Us:

Wednesday, March 18^th:  360 Link with David Brown        2:30 – 3:30 in 1459

Thursday, March 19^th:  LibAnswers statistics with Chris Hayward                 2:00 – 3:00 may be in either 1459 or 1460B

 

Instant messaging with Lync 

I hope everyone is having good luck connecting internally using LYNC.  This week ITS has confirmed that staff using workstation #1 and #2 at the service desk can sign into Lync using their own email.  Staff are encouraged to sign in and use LYNC from these stations or station #3 if you are covering a service shift.  Don't forget to sign out when your shift is done.  :)

 

Your availability on LYNC links to your availability in your personal Outlook calendar.  For example, if I have myself booked in my calendar for a desk shift, my LYNC profile will automatically show as unavailable.  If this happens but you are available, the status can easily be updated manually on the LYNC screen.

 

Did you know LYNC  can be used from within your Outlook webmail account.  You will likely need to add contacts, but I was able to send and receive LYNC messages to HSL staff even from home!

 

Remember it is always helpful to have your sound on to hear Lync alerts.

 

Donation

A Dr. Uzoka will be coming in to HSL sometime this month to pick up a box of donated books left here by a faculty member.  This box of books is in the storage room on top of the table close to the door.

 

Zendesk

To send questions or work to Collections staff, please send your requests through Zendesk.  You can connect using the "Feedback" button on the LCR homepage.    LCR is using Zendesk to track, triage and follow up with work requests etc.

 

AHS Client Printing

Generally  Alberta Health Services clients can print from our back up printer at the service desk.  Work or health related information can be printed free of charge, while personal printing is regular price.  However going forward Free printing for AHS staff will be limited to black and white printing only.  If clients require colour printing, even if it is work or health related, they will need to pay the .39/page cost, of they can print in black and white free of charge.

I know there is one AHS client in particular who been regularly printing in colour.  I would be happy to speak to him or any other clients who have comments or concerns about his change.  We have updated the sign on the back up printer.

 

Travel and Expense Claims - before March 23rd

A note from Barb in LCR Finance:

Please complete and SAVE (do not SUBMIT) all outstanding travel and expense claims in PeopleSoft and bring the signed report and receipts to LCR Finance (TFDL 645) as soon as possible but no later than 4:30pm Friday, March 23rd.  Jocelyn will review, make corrections if necessary and contact the claimant to SUBMIT their report in Peoplesoft.

If your travel or expense claim occurs the week of March 23rd, please contact Jocelyn at 220-2784 or me at 220-3734 for further instructions.

Note….this does not include Professional Expense Reports (PER).

 

Coming Soon! New and "Improved Reference Statistic Program

We will officially be going to LibAnswers for reference/instruction statistics on Wednesday, April 1^st.

Join us for training at Health Sciences Library on March 19^th!

HSL access notes - March 5th

Hello Everyone,

 

A few notes to start the month….

 

Daylight Savings Time - Sunday

It is time to 'spring ahead' again this weekend, with clocks moving ahead one hour in the wee hours of Sunday morning. 

Our electronic door programming will automatically respond to the time change, however our public clocks may not, and could display improperly on Sunday.  These clocks cannot be adjusted manually since they are ‘satellite’ clocks.  Facility staff will collect the clocks and adjust early next week if necessary.  

 

Farewell and Best Wishes

Be sure to join us to wish Michelle Lemieux all the best!

Tuesday, March 10^th

2:30 pm - 3:30 pm

Health Sciences Library staff room

 

Mobile Apps Updates

There are a number of updates regarding mobile resources.   All the latest information will be available on the Mobile app Libguide: http://libguides.ucalgary.ca/content.php?pid=442981

Please refer clients to the Libguide for all the latest details.

 

The Dynamed/Lexicomp access request forms that clients used to complete at the desk are no longer needed.

 

·         Lexicomp will not longer be available to UC clients as of April 1^st.

·         Check out new app access for UpToDate

·         Check out new app access to Dynamed.

 

 

SharePoint 2013 Updates

Feel free to Connect to and bookmark the SP 2013 at:

https://intranetqa.ucalgary.ca/ecspilot/collab/hsl/SitePages/Home.aspx

 

Thanks to all Health Sciences Library staff for adding their time away into the new SP 2013 calendar.

Looking for a password for Health Sciences Library LibGuides or the screen in 1459 or anything else at Health Sciences Library?  You can now find all of these for easy reference in SP 2013.

Just look in the Quick Links list on the left hand side of the homepage.  The passwords are organized by area, but the list is also searchable.  Once you see what you are looking for, click on the “title” and a window will open with the details, including the username and password.

 

Also now in SP 2013:

Key list

Supply order forms

Calendars

Shift reports

Weekly Notes