HSL Access notes - October 31, 2014

Hello Everyone,

 

A few final notes for October…..

 

 

Time change Sunday

Just a friendly reminder that the time change will occur in the wee hours of Sunday morning.  We will be moving our clocks back one hour for that extra hour of sleep!

The clocks in Health Sciences Library do not generally change automatically, and we are not able to change them manually since they are special satellite clocks.  We will send in an Archibus request on Monday to update the clocks. Beware, our clocks will display one hour fast until the updates are made!

 

October 31^st Change to student emails

A reminder about the change being made to student emails today and the client impact that we may see over the next few weeks.

 

As a result of the implementation of Office 365, there will be a change made to student emails on Friday October 31^st.  The email below was sent to all registered students who have a preferred email address that is something different than @ucalgary.ca (which is what will be affected).  This change will have an impact on students receiving email messages from the Library system (On Shelf Hold notifications, Recall Notices, and Overdue Notices in particular). 

 

Students have been asked to set up mail forwarding within Office 365 before Friday if their preferred email is not an @ucalgary.ca email address.  We have put up reminders on some of the screens in the TFDL thanks to Jennifer Sowa and Melina (as attached). 

 

Beginning next week you may have students coming to your desks saying that they did not receive an overdue notice, a recall notice or an on shelf hold notification.  It is possible that they did not receive it.  If their preferred email address is not an @ucalgary.ca address, then they will need to be encouraged to set up email forwarding in Office 365 to be able to receive future messages from the Library.  There is nothing that we can edit in their SIRSI record that will circumvent this.

 

Please give students the benefit of the doubt if they are coming to you in the next few weeks.

 

Regards,

 

Claudette

 

Alumni Authentication for limited list of free Databases

Alumni client privileges do not include remote access to all UC online resources, but it does include access to a limited number of licensed resources listed at:  http://library.ucalgary.ca/online-resources-alumni

 

While UC students, staff and faculty authenticate for remote access using their barcode and pin or their UCIT account and password, 

Alumni authenticate for access using their eid, as noted at: http://library.ucalgary.ca/alumni-faq

 

Computer Upgrade

We have received word from LCR IT that our public computers in the service area are slated for upgrade, we hope to see this by the end of the term.

 

Journal title

Current work in the History of Medicine.  If you are looking for issues from this journal title, they will be residing on Chelsea’s desk for the time being in relation to the HDL transfer project.

 

Storage in Service Area

To maximize space for equipment and storage in the service area, a few things have been re-arranged.  Keyboards and mice for the study rooms are all in one cabinet now, and all are clearly labelled for each particular room.

 

Electronics re-organization

The electronics cabinet in the staff are is being re-organized.  One data projector will be made available for student use within the library and study rooms.  Watch for updates.

 

Charge-All

Unfortunately our “Charge-All” device to charge mobile phones on site is not operating properly and is being returned for replacement.  This service will be unavailable until further notice. 

 

Mackie Project

The Mackie items that have been stored in the staff workroom are now being incorporated into our History of Medicine room.  The monographs are being interfiled with the current items on the shelves.  The journals will be shelved alphabetically by title along the north wall with the boxed catalogues and miscellaneous files.  The most fragile items and oversize items are being processed for permanent transfer to Special Collections in TFDL.

 

 HDL transfer

The physical transfer of the journals that were barcoded earlier this year will begin November 4^th!  Our student assistants will be able to pull, scan and box items for HDL pick up.  We expect 12 boxes or bins to be transferred daily.  During the transfer process these titles will be inaccessible to clients.  If request are received, please direct UC clients to use ILL.  Once the items are accessioned into HDL they will be accessible once again and clients will be able to place holds and borrow. 

 

Happy Halloween to all!

Mary

HSL Access Notes - November 9th

Hello Everyone,

A second batch of notes for the week…. 

Remembrance Weekend Hours - HSL

Saturday, Nov. 10^th          OPEN  10:00 a.m. – 6:00 p.m.

Sunday, Nov. 11th                  OPEN 12:00 p.m. – 8:00 p.m.

Monday, Nov. 12^th                   OPEN 10:00 a.m. – 6:00 p.m.

·         The electronic programming for the doors has been adjusted for the holiday hours on Monday.

·         Thanks for covering our holiday shift on Monday, Amy and Winnie.  Please enter the timesheet code HOT for your Nov. 12^th hours.

·         Regular salaried staff who work M-F  do not need to add any code for November 12^th, this is done automatically by the system. 

Computer Upgrades as HSL

·         Workstation #1 (circulation station with RFID)& 2 at the service desk counter have both been upgraded this week. 

·         Both machines have been set up to allow for individual log in or the regular generic login.

·          If logging in individually, you will have access to your regular Outlook, calendars and network drives. 

·         Generic login should still allow staff to access webmail.   Generally during regular daytime hours station #1 will be logged in as libuser.

·         The My Documents folders will stay specific to the machines, that is, individual my documents folders will not appear when logged in as an individual.

·         Generic Login username: libuser   password:  p4irsc..  computer: (this computer)

·         Individual Login username: (personal email surname)  password: (personal password)  computer:  uc_admin

There may be some small adjustments required if you are using Sirsi when logged in with your individual login, for printing hold slips properly, etc.  Let me know and I can assist.

·         *** On Station #1 Workflows and RFID pad will come up automatically when you start up.  If you find the systems are not operating properly, close down both Workflows and RFID software, then restart Workflows first, then RFID pad.

Since these are new settings for our service stations, please let me know if you notice any problems and I will follow up.

AHS Online Access

At HSL AHS clients can access HIN online resources on the computer commons workstations without  authentication (HIN barcode and pin) since this step has been overridden internally.  If they are accessing HIN online resources on our other public computers they do require their HIN authentication numbers, though we are hoping to have this step removed soon.

In the Knowledge Centres and throughout most Calgary AHS sites, AHS employees can access all HIN online resources without authenticating since the system recognizes AHS IP addresses.

The HIN barcode and pin is still required for AHS staff to access the online HIN resources from home.

Alumni

When alumni go to the Campus ID Office for an Alumni photo ID card, their records are no longer being automatically loaded over into Sirsi.

Generally, the old student record is still in the system and can just be updated, but when it is not, the record should be created into Sirsi manually.

So if an Alumni comes in with a card that has the same number as their student record we can just update the student record, and if they come in with a new barcode that does not match any other record, we simply create a new record with the new barcode.

Current Titles moved to Backsets

January – June issues of Nature and Journal of Neuroscience have been moved to the backset shelves due to space issues on the Current shelves.

Persons of Interest (POI) Forms

People who are not student, staff or faculty of the University, but are in some way associated with a department, can apply for status  and a University Associate ONECard through the department with which they are associated by using a POI form.   These forms used to be available online on the ONECard webpage, however they are now only available to staff from the HR webpage.  Persons seeking this type of access, or indicating that they are associated with the university, but not showing up in Sirsi should be directed to their department.  The POI forms are completed by a department staff member and processed by HR.  While there are dozens of types of POI statuses, only a handful are actually eligible for library access.  Having an Associate card does not guarantee library access.  If there are any client or card questions or concerns, please flag for me and I will follow up.

Clean Holds Process

We are now checking our hold shelf for any  items listed on the  'clean hold shelf list' by client name (list does print alphabetically by client name).  This should help manage holds that are on our shelf from any location that may be cancelled before the hold expiry date.

Program Update Messages on Public Computers

When program upgrade messages come up on the public computers (eg. Java), ITS has recommended that we ignore these and just let them sit on the taskbar.

  

Facility

Doors:  We hope to have cracked windows in the library front door repaired soon.  If a technician comes to work on the doors, please contact myself or Susan.

Security Gate:  A panel in the security gate has slipped down inside the gate upright closest to the 1456B classroom.  We have tried to readjust it temporarily and have reported to 3M.  In the meantime, please try to monitor the gate as usual and re-set as necessary.  

 Lost and Found Items

A number of lost and found items that have not been claimed have been passed along to the HSC Security desk lost and found.  This includes single earrings, several rings, a calculator, a pair of sunglasses, and a Bluetooth type of earpiece.  Items lost in October remain available for claiming in the lost and found cupboard behind our service desk.

Please let me know if there are any concerns, questions or suggestions.

Mary

HSL Access Notes - April 5th

Hello,

A few notes to begin the month…..


Staff computer updates
ITS has been able to upgrade a few of the staff computers in the service area. The computer at station #3 (sit down) has been upgraded, that should speed up processes. Both Brian and Grace’s computers have been upgraded, and Brian’s computer now has a double screen. The second screen acts as an extension to the first, and items can be simply dragged from one screen to the other.
Glen was able to also adjust our laptop so that when used with a data projector, the desktop with display both on the laptop and the screen.
You will notice a slight change to the login screen at service desk station #2. The login screen will show a window with
username: libuser
Password:
Log on to: WS706936
Simply enter our LCR login password in the password field to access the desktop.

Coming up next, all of the keyboards in the computer classrooms will be replaced within the next week or two, prior to the MCCQ exams at the end of the month.
ITS
At HSL please route technology concerns to Lourdes who is our liaison with ITS, or myself as backup.
A message from Paul Pival regarding technology concerns…
When your computer appears to be ill, please contact itshelp@ucalgary.ca first, and not main IT (itsupport). The former will come to our crack team of LCR experts, who are the ones who built the image on your PC, and thus are intimately familiar with how it works.

Mail Changes in service area
In consultation with staff, and in response to the growing number of items we have in transit to different locations, we have made a few changes for managing mail in the service area. We are going ahead with this and would be happy to hear any additional feedback.
TBCC and WHKC mail pick up trays have moved from the back workroom area to the bookshelf under the clock in the service area.
Mail and items going to main campus are now being sorted on a table beside the service area photocopier. This includes:
TFDL Courier
TFDL returns bin
HDL return bin
Other campus mail
Extra empty bins will be kept under the table
There are now separate outgoing mail trays for ACH, RGH and PLC on top of the cabinet where all outgoing mail used to be sorted. There is one additional tray for all other outgoing mail, for example Canada Post items, beside the KC trays.
Thanks for your good ideas and help setting this up today Janine!
Duplicate Call Numbers
Please note that with new book processes, it is possible for two books to have the exact same call number. When pulling items for the hold list, please ensure to check titles as well as call numbers. It is the university barcode that is the unique identifier for each item.

Back care videos
HSL has received 4 copies of a "back care video" for our Compulsory Education collection that may be needed by Occupational Health & Safety employees.
These were formerly the Calgary Health Region videos that were in the white Compulsory Education binders that we discarded about a year ago.

Mackie Collection
Hello, we will be receiving additional materials for the Mackie History of Medicine collection soon. As well, we have special covers on order to use with especially fragile items.
We are preparing to send a second batch of items from this collection for digitization.

Alumni Renewals
Clients who have Alumni cards with expired privileges can have their privileges extended for one year from the date of renewal. There is currently no fee for Alumni library privileges.

Chairs
Every adjustable public study chair was checked for proper function this week, and staff were given a very helpful demonstration. The chair seat can be adjusted:
Height - front pull out lever on right side(when sitting)
Depth (chair cushion can move away from or closer to the chair back)- back pull out lever on right side.
Back Lean - lever on left hand side. Press down to unlock, lean back, press lever up to lock. If locked in lean position, press lever down, lean back slightly and chair back will reset.
Tension - turning knob on end of lever on left hand side. Loosen for less tension in chair back.
Booking Equipment Calendars
We are in contact with Paul Pival to create equipment booking calendars in Outlook. In the meantime Leslie has created printed calendars for equipment booking. Thanks Leslie.
Calendars for the following are in the equipment cupboard beside the equipment:
BENQ data projector
NEC data projector
PC Laptop
MAC Laptop (not yet available)
IPad 1
Skype Camera

Please let me know if you have any questions, suggestions or concerns.
Happy Easter, happy spring,
Mary

HSL Access Notes - Feb. 24

Hello Everyone,

A few notes for the end of the month…

Renovation Celebration
It’s time to celebrate the HSL renovation. Wednesday, February 29th from 1:30 – 2:30, with remarks at 2:00 p.m.
Please join us. Service will continue as usual throughout the day.

Library Front Door
The east entry door (closest to the study room), is not latching completely when it swings closed, due to a problem with a loose door hardware. The problem has been reported to Security and our project managers. When the door is pulled tight, it does latch completely for a secure fit. I know the doors are intended to close securely when they swing closed, but in this case this is not happening with the east door. It will be especially important for any staff using the main doors after hours, and those closing each night to ensure both doors are securely latched. Thanks.

Touch Table
The new touch table has been installed and set up is partially complete. Once the table is completely operational, it will be turned on at opening and off at closing and we hope clients will feel free to use it for many purposes throughout the day. We all have more to learn about it, but it could be compared to a large touch computer screen. Clients will be able to go online, as well as access specialty software such as LINDSAY, the human anatomy software that will be showcased at our celebration on Wednesday the 29th.

Flat Panel
We are hopeful that the flat panel at the front of the library will be live for our celebration on the 29th. We are waiting for network connections.

Displays
Two new display cases have been installed in the niches on either side of the curved wall toward the back of the library. Helen will be creating a display for each to highlight the Mackie History of Neurosciences collection.

Furniture/Collection moves
· The Oversize cabinet and collection has been moved from the wall beside the History of Medicine room to the wall just beyond the individual study rooms.
History of Medicine Room
· Thanks to student assistants and staff for unpacking, preparing and shelving the latest 20 boxes of the Mackie collection. The collection looks great on the History of Medicine shelves.
· The Scarlett and Cruse collections will be shifted within the History of Medicine room to bays on the west wall of the room, that is to your left as you enter the room.
3 M Self- check
The RFID upgrade has been partially installed on the self-check unit. We need to wait for some additional hardware before this can ‘go live’. This may not be operational prior to our celebration. Stayed tuned for more details.

Holds
Our hold system offers clients a great service, however the processes behind the scenes are critical to ensure the service goes smoothly. We are still seeing some issues with holds going astray.
Please remember:
· Any holds (other than HDL items) going to another location for pick up must be on an in transit card.
· For example, items going from TFDL on hold for pick up at KCs should be on a TFDL transit card.
· Once holds are received at the pick up location, they need to be discharged to activate the hold so that clients are notified.

Transit of items and ‘in transit’ card
We are seeing more and more items, for example holds and returns, moving through HSL. Some items need to go on an in transit card while others do not.
· As noted above, any holds (other than HDL items) going to another location for pick up must be on an in transit card.
· Regular return of items between HSL and RGH, PLC and ACH also go on ‘in transit’ cards, since these returns can be in inter-hospital mail for a number of days, and this helps track the item.
· Regular returns between HSL and TBCC or WHKC do not go on an ‘in transit’ card because these items are generally handled by staff on a daily basis.
· Regular returns between HSL and TFDL or main campus branches do not go on an ‘in transit’ card because these items are not discharged when received at main campus .
· HDL items do not go on an ‘in transit’ card because these items are not discharged when received at HDL .

Reserves checkouts and security
A helpful message from Brian..
· When checking out Reserve materials for 2-hour loans only please ensure that you do not change the RFID Staff workstation setting to the GREEN (bottom “button”) to unsecure items. Since 2 hour loans are intended to remain in the library only, these items should remain SECURED, and this means you must, (if it is not already), place the RFID setting on the top YELLOW “button”. Unfortunately, the system does not recognize different loan types and thus does not make changes automatically, so any 2-hour loans may require a change to the RFID security setting.
· 3-day Reserve items ARE going out of the library, so they must be unsecured by using the GREEN “button”.
· Similarly, any OVERNIGHT Reserve requests will require a change to the security setting to allow them to pass through the gate. A reminder that 2-hour loan Reserve items may be borrowed for overnight loans no sooner than 1 hour before library closing, and they must be returned to the library within 1 hour of opening the following day. Use the “Special Due Date” helper (calendar icon) at the top of the Checkouts screen to accomplish this task.

Alumni
A message from Rob Tiessen
· Students who finished classes during the Fall 2011 Semester lost their library privileges as of January 31, 2012. Unless they signed up for more classes in the Winter Semester, their library privileges have expired. Those students who completed their requirements to graduate are not considered alumni by the University until after convocation in June 2012. So they are in a catch 22. They cannot qualify for an Alumni ID card to borrow books at no charge because they are not yet alumni in the eyes of the University. They are no longer students, so it would be a violation of our licences to continue to give them full student access to the library.
· The best way to deal with the gap period between February 1 and June is to encourage former students who are not yet alumni to get a TAL card from their public library. That way they can continue to borrow books at no charge until they qualify for their Alumni card.
· Please encourage former students who want to borrow books and are not yet Alumni to get a TAL card.


Please contact me know if there are any concerns, questions or suggestions.
Hope you have a great weekend.
Mary


Mary Grant
Operations Manager
Health Sciences Library
University of Calgary
403-220-5035

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