HSL Access Notes - June 6th

Hello, 

A few notes to begin our busy month of June….

 

Lost and Found

A number of items from our HSL lost and found were taken down to the HSC info/security desk this week.  This included two ladies sweaters, a black North Face rain jacket and a large men’s watch (silver with blue face), and Samsung cell phone with a white cover found at self-check.   If clients are looking for these, please direct them to the info desk at the north entry.  Thanks.

 

Textbook of Neonatal Resuscitation (NRP)

The NRP texts in our AHS compulsory ed collection continue to be very popular and in high demand at certain times of year.  Recently we have seen some of these items returned without their DVD discs and others returned with damage.   Staff are asked to take special care when discharging when these titles to note these types of situations. 

·         If any damage or missing discs are noted, this should be flagged for service staff follow up. 

·         If a client returns a damaged item at the desk, we can let them know that the University of Calgary policy states that clients are responsible for replacement cost of a book in cases of loss or damage.   If the damaged item can no longer circulate, they would be contacted about billing.  Once a client pays for a damaged book they can then take possession of the damaged item, and it is withdrawn from our collection.

 

ACH staff

Melanie Belliveau will be covering the Information Specialist position at ACH until October 2014.

KRS items

A reminder that all books being returned or transferred to KRS sites should be checked out on the HSL transit card  and desensitized before being placed on the transit shelf.

 UCLASS

As HSL Records Coordinator, TerriLynne is continuing to do some work with our HSL files.  This week Karen Buckley from University Archives was able to visit HSL.  She was impressed by the Health Sciences Library approach to UCLASS file transfer project and the extensive work Sara had done.  Karen also provided some helpful information to answer some of our questions about some specific files and  recommended a few updates.  Please note the following updates to our HSL shared drive files:

Faculty Medicine Library council   move from AD 300 to  GV 700

Dartmouth  move from AD 300 to CR 175

HOM files  move from AD 300 to CI 050

Org charts from AD 300 to GV 540   - also asked that all charts be kept for permanent reference (will be archived)

Reference training and Reference meeting minutes – move from AD 300 to AD 500

Annual Health Sciences Library reports  move from AD 300 to GV 700

LCR Report – move from AD 300 to GV 700

Suggested that all stats (circ, collection, instruction and DDS, etc.) be filed in CI 050

Safety Warden move from AD 500 to GV 610

 

Wireless Access

There are two wireless networks at UofC:  the AirUC and the AirUC secure.

Bottom line is that AirUC secure is for UC staff, students and faculty and AirUC is for all others.

AirUC-Secure is the preferred university wireless connection for University of Calgary clients requiring mobile access to the Internet. Please note, a valid IT username and password (IT Account) is required to connect to the network.

The AirUC Wireless Internet service is the unencrypted wireless local area network at the University of Calgary that provides users and visitors with network connectivity. Guest wireless access is available to all visitors to the UC.  Clients (this would include Alberta Health Services clients) can register for  guest wireless access by setting up an eid online and having staff activate this account by phoning the tech desk at TFDL. Procedures for this are outlined in the binder at the service desk.  Clients using AirUC would not have access to UC online resources on their laptops in the library, though all members of the public can access all online resources on our Health Sciences Library public computers.

Wireless Eduroam Access

I know some of you may be familiar with the Eduroam wireless network.  This is a service that could be of interest to staff or students travelling to other university institutions, or could be another wireless option for visitors to HSL from other institutions.

Eduroam (EDUcation ROAMing) is a wireless network service that allows students, staff, and faculty from participating educational institutions internationally to securely access the Internet while visiting other member universities. Users simply use the credentials from their home institution to access the Eduroam network.

UC Clients:  It is recommended that faculty, staff and students set up and test their computers at their home institution first to make sure that they work before travelling to the partner institution. Once it is set up, they will have wireless access to any eduroam-enabled institution in the world.

More info for UC clients who would like to set this up at:   http://www.ucalgary.ca/it/networks/eduroam

 

Visitors:  Visitors to HSL form other universities who have this already set up would not need to set up a UC eid for guest wireless, but would be able to access wireless service through the Eduroam network rather than using AirUC.  If this is not already set up, they can access info about set up through a quick search for Eduroam on their university website.   We would always also still offer the UC eid option and some clients may still opt for this.  I did have a Western university student today who, while somewhat interested in the information about Eduroam, really just wanted the  set up a UC eid and that option worked well for them.

Please let me know if you have any questions. Thanks

 

Contact Info

As Christie had mentioned to KRS staff, in light of last year’s June emergency situations, it is important that emergency contact information is kept up to date.  I would like to ask everyone to please check our emergency contact list:  https://spse.ucalgary.ca/sites/HSL/Shared%20Documents/Communications/Emergency%20Calling%20Tree%20May%202014%20TM.xlsx

Please send any updates to TerriLynne.

Statistics Reports

Statistics reports can be directed to Mary McConnell , LCR Administration, 6^th floor, TFDL for the time being.

Have a pleasant weekend!

Mary

HSL Access Notes - March 8th

Hello Everyone,

A few notes for the week….

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 some of our public clocks will not.  The clocks that do not change automatically need to adjusted by facility staff and we will follow up with this as necessary, next week. 

Mary Away March 11^th and 12^th

I will be taking a SharePoint class on main campus on Monday and Tuesday, March 11^th and 12^th.  I will be in for opening both days, then Amy will be covering on Monday morning (8 -11) and Lourdes on Tuesday morning (8:30 – 10:30).

Thanks to all for the schedule adjustments and extra coverage.

Expense Claims

Any expense claims for travel, parking, etc. incurred in the 2012 – 13 fiscal year should be submitted in Peoplesoft by March 21^st to allow processing time before year end on March 31^st.

Small Group Room Bookings

The small group rooms have become very popular recently with a rise in online bookings.  Students, staff and faculty are able to book up to 2 hours per day, up to a total of 3 hours per week.   The system is set up to provide the widest access to all students, staff and faculty, so generally we would not make exceptions to book additional time for students.  Students requesting additional time,  community and AHS clients may always use the rooms on a first come first serve basis if they are not already booked.  If clients are having trouble logging in with their eid, they should follow up with Dung Le at dule@ucalgary.ca.

Supplies

Kathy will temporarily be taking on the supply ordering duties for HSL, while Julie will be taking on the supply ordering duties for HIN locations.  Thanks to both Kathy and Julie.

At HSL I will be collecting the requests and Kathy will be submitting the orders once a month.  The next order will be submitted in April, and I will send out a reminder toward the end of March. Thanks.

UCLASS

Our R drive has a whole new look!   If you are looking for a file and wonder how it has been classed in the UCLASS system, refer to the Updated R drive folders and subfolders spreadsheet that Sara prepared.  A copy is attached and it is also saved on the R drive just below the other UCLASS folders.

Journals

Brian, Leslie and student staff have been moving the 2012 journals from the current shelves to the backsets.  While the project is ongoing, clients may find 2012 journal issues in either the currents shelves or the backset shelves.

SHCKC

South Health Campus Knowledge Centre now has Sirsi set up.  They are not a hold pick up location, but clients can return their UofC or KC books at that location.  Clients can also be registered for HIN services at SHCKC.

Phone  Forward

The calls from the phone on Sara’s desk are currently being forwarded to our service desk 220-6855.  Staff at the service desk are asked to respond or refer these calls as needed.  Thanks.

Flat Panel

More new content is showing up on the flat panel and it is looking great.  Any of the original slides will be removed for the time being and stored in a holding file for future use.

Neonatal Resuscitation Textbook

We have been receiving a record number of requests for the Neonatal Resuscitation Textbook (NRP).  All of our Comp Ed/AHS Staff copies have been checked out.  RGH has a good supply so clients in need of a copy can place holds on this title and select HSL as a pick up location in order to access a copy at this site.  As well RGH will be sending over some extra copies next week to try to respond to the demand.  Thanks Christie!

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

Mary

HSL Access Notes - August 7th

Hello Everyone,


A few notes for the week….


New delivery

The weekly notes will no longer be distributed by email.  I will send out an email with a link to the Keeping Current blog post of the notes.  Please let me know if you are having any trouble accessing or viewing the blog.  The blog is bookmarked on the service counter workstations.


Vacation Coverage

While I am away (August 7 – 17), please report any facility concerns to Brian or Sara and any staffing or operational concerns to Susan.  Sara will be able to assist with bookings for the Computer Commons and extended bookings fort he small group rooms.



August Schedule

The HSL August consult office/desk schedule  has been posted on the HSL Intranet.  This will become the master copy of the schedule, and any changes that need to be made should be made on the Intranet file.  Lourdes' shift at the desk has been changed to one longer shift in the afternoon.



Sirsi Upgrade and Downtime

The tentative dates I have heard for the Sirsi upgrade (and shutdown during this period) is August 17th-20th.   We will likely need to use manual processes for a day or two.   I have asked  Discovery Systems to pass along any details to Brian, who will pass them along to HIN/HSL staff.



RFID Tags in HDL and HIN items on HSL Hold Shelf

A reminder that staff are asked to place RFID tags in items that are going on our HSL hold shelf.  This is to allow clients to then use the self checkout and provides extra security for the items.



HDL Journal Loans

Clients may place holds and borrow journals from the HDL, however these items are generally only 3 day loans.  Clients may renew these an unlimited number of times, but they will not receive any renewal reminders, so it would be easy for them to fall into an overdue situation.  Staff are asked to alert clients of 3 day loan renewal situation when checking out any 3 day items.



HSL Referral List Update

Sara has updated the HSL referral list that is available on HSL Intranet.  This is helpful for indicating who can assist with different assignments.



BLS/NRP for AHS and UofC

We have copies of the BLS/CPR(Basic Lifesaving manual) and NRP(Neonatal Resuscitation text) on both the Compulsory Education shelves at the front of the library as well as in the main stacks.  The Compulsory Education copies are set up in Sirsi for AHS staff only, so they can be checked out and renewed regularly for any client with a CHR or TBCC profile in Sirsi.  The copies in the stacks work best for UofC clients since these would also work as a regular loan and can be renewed online.    As an exception (for example if our main stack copies are all out), staff can use an override (twice) in Sirsi so that UofC clients can borrow the Compulsory Education copies, but clients then will not be able to renew these items without staff assisting with the override again.



UME Clients without cards yet

We have seen a few new UME  clients who have valid  records in Siris, but who have not yet received their UofC Onecards.   The UME program began August 1st, so we may see a few more of these clients over the next few weeks. 

 In these cases the record shows a ‘dummy’ number in the barcode field that begins with UC followed by 4  numbers (eg. UC24567).  Their barcode will be the number of the back of their OneCard once they receive it. 
As I understand it, the UME Office has made arrangements with the Campus Security ID Card Office on main campus so to have the UME cards created and sent to the UME Office for distribution.  This however may take a bit of time.
 In the meantime the new UME student with the dummy  barcodes can borrow items on their record as an exception, but will not be able to renew online or access online resources or services such as holds, or  ILL until they have their card and barcode.
 If these clients do borrow items, please let them know that they will need to renew by calling in until they receive their barcode, and add a note to the Extended Info screen indicating the situation and the action taken plus staff initials.
 If clients do not want to wait for their card from UME, they can go to the Campus Security ID Card Office in MacEwan Centre on main campus to pick up their card.  If referring clients to main campus office, please advise them to call the office to ensure all is in order prior to making the trip (phone 220-7290).  We have maps in our public handout display that has the map of  main campus, the Campus Security ID Card Office contact  information, and directions from HSL to main campus.  
Campus Security ID Card Office Hours

Open:  8:30 a.m. – 4:30 p.m.  Monday - Friday

Closed from 12:00 – 1:00 p.m for lunch daily

Open until 6:00 p.m. the first Wednesday of each month



Journal Count

We are continuing an ‘in library use’ count for the following four journal titles during the months of July and August:

·         Oncogene

·         Journal of Cell Biology

·         Drugs

·         Pharmacoeconomics

Students will be recording a stick count of any issues of these titles on a stat sheet at the front counter before shelving.



Rooms and Map of HSL and Area


We now have a more up to date map of HSL that has been labelled with room numbers (thanks Diana).  It also shows some of the office numbers that are close to HSL. A copy of the map is attached and a print copy (11 x 17)is at the front counter.

·         Available for online booking:   1453, 1454, 1455, 1456 A & B, 1458

·         Available for online booking and extended booking:  1481 A, 1481 B, 1481C, 1481D

·         Not currently available (eventually for online evening and weekend booking): 1461B, 1462B, 1463A &B, 1464 A&B

·         Available for internal staff booking:  1459, 1460A & B (Commons), 1483 (HOM)



Computer Commons – update

Up until this point, the Computer Commons was the only area in HSL where food and drink have not been permitted.  We are now updating this policy to permit beverages in the Computer Commons.  This reflects the guidelines used in the Research Park at TFDL.  The HSL Computer Commons is now a 'no food only zone'.



Printing Options with Older  OneCards

Clients who have an older OneCard that is not recognized by our Network Printer,  can still add funds to their cards and use their cards for transactions in our POS.

Therefore they can use the back up printer and still pay at the POS using their OneCard (or cash, debit or Visa or Mastercard).



Key Projects

HSL Key inventory:  Leslie has been working on an inventory of all HSL keys.  Leslie will be asking staff for the numbers of their office cabinet keys.

HSL door Key control:  Sara is working on a key control system to track HSL door keys. 



  I will be away on vacation August 7 – 17th.

HSL Access Notes - March 9th

Hello Everyone,

Well last week was quite a week!
A few notes to begin the month...

Welcome
How nice to welcome new HSL librarian, Caitlin McClurg! Caitlin is settling into her new office 1487B, and can be reached by phone at: 220-5319 or by email at: csmcclur@ucalgary.ca

Mary Away
I will be away Monday and Tuesday, March 12th and 13th. While I am away, please report staff or operational issues directly to Susan.

Renovation Celebration
Congratulations to all staff for the successful renovation project - truly worth celebrating! We have had positive feedback regarding the celebration, from food to flowers and warm hospitality and we want to thank all for their contributions in having made this a special event. If you are interested in having a closer look at the presentations prepared for that day take a look at:
PowerPoint presentation created by Janine that highlights key moments throughout HSL's history, as well as the renovation: Shared drive\Images\HSL renovation…sep.pptx
PowerPoint promotion created by Helen for our new flat panel: Shared drive\HSL Communications\Promotion\HSL opening….
Also a few renovation notes are attached.
Any key memories staff have of the renovation process? What do you like best about the new space?

Daylight Savings Time
It is time to 'spring ahead' again this weekend, with clocks moving ahead one hour in the wee hours of Sunday.
Our electronic door programming will automatically respond to the time change, however some of our public clocks do not. The clocks that do not change automatically need to adjusted by facility staff and we will follow up with this as necessary, next week.

Phishing, Scams & Hoax emails
While phishing email continues to appear in staff accounts at times, staff can do a lot to prevent problems from these types of emails. IT has provided some valuable tips for identifying and managing hoax emails to avoid any possible computer contamination.
What can you do to stop Phishing, Scams & Hoax emails?
1. NEVER reply to suspicious emails, instant messages, or click on links requesting passwords or account info – DELETE immediately
2. NEVER provide passwords, credit card numbers, or any personal information over email. Trustworthy companies, or individuals, will not ask for personal information in an e-mail, nor will they ask you to do something to your computer (i.e. “follow these instructions to remove an infected file”)
3. If you receive an attachment from someone you do not know, or an unexpected attachment from someone you do know - DO NOT open it. Check first to ensure that it is a legitimate attachment.
4. If you're suspicious of something you read in an e-mail, contact the IT Support Centre (220-5555) for advice.
5. Be suspicious and trust your instincts - if you think it’s a scam – it probably is.
6. REPORT email spam by forwarding suspicious messages to spam@ucalgary.ca
7. Remember, IT will NEVER ask for your password, and will NEVER ask you to click on a link to validate your IT Account

Sirsi
We have received some additional information regarding the process for entering names in Sirsi for all users that has a lot to do with the way the university system loads information:
The standard should be to use the First and Last name fields only.
Do not use the Middle name, Preferred name, or Suffix fields.
Any middle name used can follow the first name without a comma in the First name field.
You can convert any old names existing in the Last name field only, to First and Last names, but it isn’t necessary as we will be running a report to do this.
Also, please remember that Uof C Sirsi records cannot be modified to become HIN records. New HIN records should always be created using the Sirsi User Registration function, even if there are expired UofC records in the system.

Toronto Notes
The 2012 edition of the popular title, Toronto Notes is now available for purchase in the Medical bookstore. HSL will be purchasing two copies, but these are not yet available. Once received, one copy will be held as a reserve copy and one copy with be a regular circulating copy. Until the new editions are received, one copy of the 2011 edition will be kept on the reserve shelf.

Library Door
We have again had recent problems with the front library doors not latching properly. This has been repaired again this week, but please continue to monitor the doors carefully at closing. If staff use the front doors after hours, please ensure the doors are properly closed and latched and locked. Thanks.

Facility Requests
Thanks Brian for following up with a number of recent facility requests. He has learned that non-emergency requests can take up to 30 days to complete.
Good news: The kitchen faucet should be fixed within the week.

New sign template and bookmarks
We have received our new foldable bookmarks.
Thanks to Brian, Leslie and student assistants who assisted with transferring our internal sign to the new HSL sign template. A copy of the new template is attached.

Computer Commons Wall
When pulling the wall to separate computer commons rooms 1460A & B, it is very important to line up each panel so that the wall will work properly and will align with the last panel. We did have tape on the floor to help align the panels. This has now been replaced with carpet tile strips worked right into the carpet pattern. Please let me know if you have any questions about the wall panels or process.

RFID Tags
The box of RFID tags are neatly tucked away in the office supplies drawer, however remain within handy reach of the desk. Please continue to tag any HSL items that come across the desk without a tag.

Individual Study Rooms
There are candidacy students using the individual study rooms 1481 C & D for the next couple of weeks, so these rooms will be locked (students have keys) when not in use.

Audio Digest Update
Audio digest cabinet has been moved to the wall beyond the individual study rooms, now beside the oversize collection.

Additional items to add to opening /closing procedures:
Turn on/off flat panel (power button on side).
Turn on/off touch table (turn on power bar and press blue button on small cpu on the underside of the table). If you open Mozilla, the Lindsay anatomy program will display.
Turn on/off monitor of self-check (button on lower left hand side back)
Open and check History of Medicine room for any leaks.

Office area
A file cabinet has been moved from the administration area to create another traffic flow pattern in the office area.

Carts
Book carts can no longer be parked by the media wall where the Touch Table sits. Most extra carts are now parked in the back workroom area. One shelving cart ready for shelving can be parked temporarily in front of the small white photocopy table.

Items (mostly periodicals) that have been used by DDS staff and are ready for re-shelving do not get counted in our pick up stats, and so need to be kept separate from the other items used by clients in the photocopy area. DDS staff will keep a cart in their area during the day for items to be re-shelved. Students coming in for their shift will be able to collect the cart from the DDS area each day for sorting and shelving.

3M Self check
Well we have had out 3M self check unit for about one week now.
The settings have been adjusted so that the first screen that appears when a client card is scanned is the check out screen.
Clients can also then choose to view their account info and/or renew items.
Also once the checkout is complete clients have the option to print receipt, choose no receipt, or choose to have a receipt emailed.
While we are very happy to continue to provide full circulation service at the desk, staff can also promote the self check unit as another option for clients. We can also offer to demonstrate for clients if they are interested.
Mary Jane Pon is our ITS support person for the self-check unit.
If there are any problems with the self check unit during regular hours, please let me know. If there are problems evenings or weekends we would have to place an out of order sign on the unit and forward any details of the problem to me for follow up on the next business day.
There is also a file in our service desk file drawer labelled 3M Gate & Self Check that includes information, a self check admin card (when scanned allows you to restart the unit without accessing the keyboard), and a key (in envelope) to the self check cabinet.
Electronic manuals for both the gate and self-check are also saved in the HSL shared drive.

Comp-Ed Resources
Neonatal Resuscitation: There is a new edition of this title and Taryn is working with the FMC units to try to determine when and how these might be made available through HSL. It may take a number of months before we see new copies on our shelves. In the meantime we will continue to circulate our current copies, but please let clients know that these are not the most current edition and they may wish to ask in their unit for the newer edition.
Back Care/Patient Transfer videos: Many of these resources had been removed from the Comp Ed collection, however there are a number that can still be made available. Clients requesting these titles are asked to contact Taryn Lenders, by phone at 403-955-2722 or by email at tlenders@ucalgary.ca.

Instruction
There are three different handouts at the desk for instruction sessions coming up in the Computer Commons:
RefWorks/EndNote/ Mendeley (citation management) :
Refeworks: March 27th 12:00 – 1:00
EndNote: March 29th 12:00 – 1:00

Searching MEDLINE & PubMed using MeSH
MEDLINE: March 12th 12:00 – 1:00
PubMed: March 19th 12:00 – 1:00

HIN Library Instruction Series
Sessions on various topics running through March, April and June

Please encourage clients to pick up handouts, for example, HIN clients registering or borrowing at the counter can be offered an HIN session handout. AHS staff can register for these classes online at MyLearningLink (on AHS computers only), though drop-in attendance is also possible. More course information and handouts are available on the HIN website at: http://hinc.ucalgary.ca/instruction

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