HSL Access notes - March 7th

Hello,

 

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 our public clocks will not, and will display improperly on Sunday.  These clocks  cannot be adjusted in the library since they are ‘satellite’ clocks.  Facility staff will collect the clocks and adjust early next week.  

 

HDL Project

Our Health Sciences Library transfer project has to be postponed due to another time-sensitive transfer project.  The AINA collection from Gallagher needs to be moved to HDL prior to the start of planned major summer renovation at Gallagher.

HDL will be able to accept the first batch of items.  The remainder of the collection transfer (all journals prior to 2005) will likely be postponed until summertime.  Barcoding and Workflows work on the journal collection will move forward in preparation for the summer transfer.

 

Interesting service questions of the week

Q: Is this the film library?

A: Client called asking about the film library (not to be confused with the AV collection at TFDL).  As it turns out, the client was looking for the Diagnostic Film 'Library' located in the Special Services Building between TBCC and Foothills (403-944-1135 Rm AGW 32). Patients may be referred there to access MRI's and other diagnostic records. Direct any lost patients to the reception desk of the Special Services Building.

 

Q:  We are Med-skills staff, do we have library privileges?

A:  Turned out these clients are actors hired to present as patients in clinical medical skills scenarios. HR confirmed that they are UofC employees and eligible for UofC Unicard and associated library privileges, though in this case the clients had not picked up their Unicards yet.

 

 Web Sliders

Have you seen the interesting web sliders that are began showing on our webpage this week?  Thanks to Chelsea and Lourdes for creating the sliders!  They  not only promote HSL services and resources,  but when clicked will link the client directly to more information!  The sliders throughout campus display better in the Firefox browser.   Caitlin is coordinating and Chelsea is the contact for loading slides.  More information about creating sliders and a template can be found in our SharePoint website.

 

 

Person of Interest (POI) library records in Workflows and ILL

We had a client this week who was a new POI but could not access the ILL form.  Since the ILL Relais system information loads from Sirsi, the client Sirsi (Workflows)record must be active, and include a valid expiry date, profile type and email address.

POI university records often load into Workflows with minimal information, and may load with a BLOCKNEW profile.  In these cases, staff will need to manually update the record (if expiry date shows that the record is still valid).   POIs generally  have a SUPPSTAFF or ACADEMIC workflows profile, and a unique expiry date.  It is important to add an email address field in the Address 1 Window in order for client to receive automated emails and to allow load into the ILL Relais system then the record will go into Relais.

 

AV  updates in rooms 1454 and 1455, 1453

·         The electrical, network and painting work is now complete in room 1453.  We hope to have the equipment installed within a few weeks.  If the installers are looking for the three network cords, and I am not available, they are sitting in my office on the cabinet against the back wall.

·         We had some problem with the tabletop power in room 1455 due to damage to the plug head that connects in the floor outlet.  The electricians have been able to correct and reconnect, however we are seeking a more permanent resolution to secure and protect the plug.

·         Power at the wall panel should be checked and turned off at the end of each day.

 

Distance Ed Student Requests

We had an interesting situation with a hold for a Distance Ed student on our shelf this week.  More information about library services and access for Distance Ed students can be found at Library>Get Help>Getting started> Students>Distance Ed:  http://library.ucalgary.ca/student-support/distance-students

·         Most distance education student requests are submitted and managed through the Document Delivery Request Form .  Items are delivered to them and include a postage paid label to return material to UofC.

·         Like any other student, distance education students can also place a holds on library books, selecting a preferred pick up location.  The pick-up notification then gives the student an option to request mail delivery by emailing TFDL Sorting and Distribution (Brenda Petkau prepares these hold mail deliveries). 

 

Commons – Room 1460A

We noticed a dripping-like sound in the Commons ceiling last week in 1460A, above station 727.  It was reported and Facilities came and had a thorough look.  Although the sound had stopped they were very good about doing a thorough check both on this level and the next, and even checked again on Monday - no sign of water. Facilities indicated that it may be a fan belt or something like that, and if so the sound may become more consistent and louder over time.  Please let me know if anyone passes along a concern about noise in the Commons.  Thanks.

 

 AUPE

New offers for price reduction on certain events posted in the Health Sciences Library staff room.

 

Parking Binder

The Parking binder is being updated, with separate pages for each pass.  We also have an additional hanging pass for after-hours use only in certain specified lots.  More details in the binder.  New sign out sheets will be added, however sign out processes will remain the same.

 

 Coming Soon!

We have received approval for new back painted glass boards for rooms  1453, and  1459.  We hope to have these installed within a few weeks.

We are also receiving new signage for the HOM room for the Cruse, Scarlett and LeBlanc collections.

 

New Back up printer

 We have received a sleek new back up printer!  The printer works much the same as the previous model and does print in colour.  We have had some concern about the length of time some large colour jobs take, however it has been operating well this week.

To print colour from the service desk stations 1 & 2, select printer (17) and change properties to select colour.  Please let myself or Lourdes know if there are any concerns.

 

 

 Looks like we have a warmer weekend ahead, happy weekend to all.

 

 Mary

HSL Access Notes - December 5th

Hello Everyone,

A few notes to begin a wintry week....

Welcome
A warm welcome to Mary McConnell who has joined HSL/HIN as the Manager of the Health Information Network during Renee's leave!

Congratulations
Congratulations to Grace on her plans leading to retirement following many years of valuable service at UofC!
Grace's new schedule at HSL, effective January 1st, 2012, will be:
Mondays: 8:00 a.m. – 4:00 p.m.
Tuesdays: 8:00 a.m. – 4:00 p.m.
Wednesdays: 8:00 a.m. – 11:30 a.m.

DDS Staff and Stats
DDS borrowing and lending request statistics hit new highs in November with 605 lending requests and 1024 borrowing requests. Congratulations to the DDS team for your continued success in providing such valuable and timely service for our clients, and all your support at the desk. Thanks Lorraine, Kathy and Lourdes.

HIN Brochures
We have placed some HIN bookmarks, the "Smart Surfing", and the Patient and Patient Family HIN handouts on the shelving unit by the Consumer Health Collection.

RFID
Please see attached some training documentation for RFID processes at the desk. We can certainly provide demonstrations or practice sessions for interested staff when convenient. Please let me know if you have any questions.

RFID Inventory Project
We will be starting our first complete inventory and shelf reading of the monograph collection using the new RFID technology.
We will be using a hand held scanner that quickly reads the tags in items as you move it along a shelf. The scanner cross references the scan with the shelf list and identifies items that are not on the shelf list, and even items that ar eout of order on the shelf.
In using the scanner on the Reference collection we found, for example, a few wayward MacKimmie items, a few items listed as withdrawn, a History of Medicine collection item, and one RFID tag that needed to be re-programmed.
The information regarding the scanned items will be stored and saved each day and at the end of the project David Brown and Discovery Systems will be able to generate a report listing missing or problem items.
Most of the scanning will be done during evenings and weekends, however all interested staff are welcome to try out this new technology. There will be a demonstration at some point during our Potluck this week.

HSL Door and Gate
While we have had many positive comments about the look of the new doors, we are still trying to fine tune the integrated operation of gate/door/alarming/locking. The electronic locking at opening and closing is working well though the timing that is set to an atomic clock, and may be a minute or two different than our clocks. Please let me know if the timing appears to be significantly 'off'.
We have requested that the high-pitched single tone door alarm be muted, since we feel the gate alarm along with the door locking should be sufficient to alert staff and less disruptive to clients.
We have submitted an additional request to adjust the closure of the west entry door (closest to the book return), to ensure proper latching and eliminate the banging.
Staff at the desk are asked to be alert to any alarm situations, and to push the red lock reset button promptly if the doors go into a locked situation. The audible alarms cannot be turned off, but will stop after about 15 seconds.

Communications
Are you keeping up to date with the HSL/HIN Keeping Current Blog? Remember you can read the weekly Notes in the blog as well as by email.
The second edition of the HIN newsletter will be distributed this week - watch for details!

Computer Commons
The computer rooms, 1460A & B will now be referred to as our Computer Commons rather than the Computer classrooms, to ensure there is no confusion about the use of the rooms as classroom space. We will be updating our webpage information about the rooms.

Reno
Signage is being designed for the entry of the Library, a welcome in the desk area, for the book return and the Network Printer area.

Statistics
Staff are asked to continue to record reference, directional and technical question in Refstats a the desk.

HSL/HIN/HKN Holiday Potluck
From the Social Committee…..
Join us for our HIN/HKN/HSL Holiday Potluck

Thursday, December 8, 2011
12:00 - 1:30 pm
HSL Staff Lounge
Please bring an appetizer or main course or dessert to share with everyone
Please let me know if you have any questions, concerns or suggestions.
Thanks.
Mary

HSL Access Notes - September 23rd

Hello Everyone,

Timesheets

Due by September 28^th please. It is helpful to receive timesheets a before the end of the month to allow for review and approval before deadline. The system does require an overnight refresh to capture any changes or updates. Please contact HR at 220-5932 or let me know if you have any concerns about the new timesheets or payroll. Regular staff may find printing your balances for each pay period helpful in tracking flex and vacation time.

Vacation Balances

A reminder that vacation balances should be reduced by Dec. 31^st . Staff should have at most, no more than their yearly allotment banked. HR explains that the idea is that if you earn 3 weeks of holidays in one year, you would be taking 3 weeks of holiday each year.

The overall goal is that staff would generally never have more than one full year of vacation banked. Since staff earn vacation time every working day, the question becomes how to best manage to stay under the allotment balance at any one time. Ideally staff would be well under their full year balance by Dec. 31, 2011, so that as they earn additional time through 2012, they do not exceed the full year allotment balance, but still have the amount required for their vacation plans. Staff can check their balances on their online timesheets. Please let me know if you would like additional information.

HSL Hours - Change Considered for 2012

Historically HSL has had Saturday hours as 10 – 6 and Sunday hours as 12 – 8. We are considering making the weekend hours consistent, that is, 10 – 6 on both Saturday and Sunday, beginning September 2012. Any thoughts?

DDS

For the remainder of fall term, on Tuesday and Thursdays, DDS will be staffed from 8:30 a.m. – 6:00 p.m.

New computers and Windows 7

You will see in the HSL workroom that we have received a shipment of over 20 computers and a self-checkout unit from MacKimmie.

Some of the computers will be added to the computer classroom and the public area. The self-checkout unit will be updated with RFID technology and then added to the public area.

Welcome additions!

ITS will be moving to Windows 7 on public computers when they install the new software load. They may be in this coming week to begin the load on some of our public computers by the service area.

It will also be loaded in the computer classrooms when the new computers are installed.

Computer classroom:

Hanger installation: The remaining hangers for the computers in 1460A should be installed on Monday, Sept. 26^th

New computers : The remaining computers will be added to the classroom by early October.

Podium computers an update: Rather than turn off the podium CPUs after each session, it is advised that these machines be left on, similar to all the public workstations. This will allow a nightly refresh and will also ensure that any software loads for instruction purposes are also added to the podium workstations. Please leave these CPUs on. Thanks

Bookings: If you are adding a booking to the classroom calendar, please initial the booking - this helps for follow up. Also if a booking is added during the current week, please let Annly or myself know so we can post the printed updated schedule for the rooms. The posted schedules are used for 'wall management'.

Apple connector: A Connector for an Apple laptop was found at 1460B podium. Does this belong to HSL, to anyone at HSL, or perhaps an instructor? It is currently inside the podium.

Keeping Current

A quick link to the Keeping current blog has been added to the tool bar on both counter workstations at the HSL service desk. Please check the blog regularly to stay up-to-date on current items of interest.

The Access Notes will also be posted to the blog.

Reserves

As noted in the Keeping Current blog last week, we have received updated information from the Wendy Stephens about copyright guidelines and Personal Reserves:

• Instruction or class notes are not considered supplemental materials, and are not able to be made available as Personal Reserve material.
• Professors, "...are allowed to post their slides on BB or Osler if the material in their slides includes only very small portions of a work - e.g. a figure or a chart from a couple of sources, properly cited. We are saying that they must assess risk - to use a link to the figure if at all possible but if not, to use only a small portion of a copyright work which is most likely not commercially available -say an art slide or slides which can be purchased as a set."
• If print reserve material is supplemental, students may make an individual copy for personal research use

**At HSL, please continue to have students sign a form each time they borrow a binder of printed Personal Reserve readings (no need for books). Students may copy items in the binders.

Research Design: There are two courses that have put personal copies of the title Research Design on Reserve, Course 408 and Course 308. If students are asking for this title, please check which course they are in. The 408 copies are 3-day loan and the 308 copies are only a 2 hour loan. Thanks.

New Holds

Implementation of the new and improved hold process that will allow clients to select their pick up location (includes HSL and HIN KC locations), has been delayed until mid October, while transit processes are planned.

Fall classes

HSL will be offering drop-in sessions for EndNote and RefWorks in mid-October. Dates and details for fall training sessions are being finalized and should be posted soon.

Schedule

We are very pleased to have two returning student assistants, and three new student assistants covering our regular weekly schedule.

Monday: 5 - 10: Asma

Tuesday: 5 -10: Katrina

Wednesday: 5-10 Sandra

Thursday: 5-10 Asma/Sandra

Saturday: 1-4 Winnie

Sunday: 3-6 Diana

In addition, we appreciate casual coverage from Alison, Amanda, Kelly, Sajid.

Desk Schedule

Lourdes is working on the October desk schedule. There will be a few changes as noted in Susan's earlier email, and we will continue to monitor the coverage as term gets busier. Staff feedback on how the scheduling and desk coverage is working will be a big help in working toward the best schedule. Please forward any thoughts, questions or suggestions to Susan or myself.

Service Area Items

Notes: If you are leaving a note in the circulation area, please include the date, and your name of initials. If it is a book or item for pick up, please include the date by which the item should be collected. If it is a lost and found item, please note where the item was found, date and initials. Thanks - this will really help when any follow up is required.

Refstats: As Susan noted in a earlier email, questions that are initiated at the desk, but referred to another staff person should not be recorded by the person at the desk, but by the staff person who ultimately responds to the question.

Close Sirsi screens: Could staff please close Sirsi screens once a transaction is complete? This will protect client information, and help avoid any record confusion. Also a clean screen indicates to other staff that the workstation is available for the next transaction. Thanks.

Items to Main Campus: At the moment there are two ways for items to be returned to main Campus. The blue boxes that go through the mail room and take longer to arrive at TFDL, or by same-day courier that goes out between 11:30 and 12:30 Monday-Friday. The empty blue boxes are kept on the cabinet against the wall across from Grace's desk. The wire basket on the same cabinet is for any courier items.

Blue box: regular returns, including items to other main campus branches

Wire basket: (for courier yellow bag): DDS items, time sensitive items (Main campus hold items, hold transfers from HSL and HIN, financial items, Yellow courier bag

PA system/ Microphone: This is now operational and being used to announce closing. The volume has been set by the installers to ensure messages can be heard in closed study rooms.

Confidential shredder: A reminder that any paperwork with client name or information (hold slips, receipts, lists, reports, etc.), should be disposed of in the confidential shredder. Thanks.

RFID

This project continues with tagging of the History of Medicine collection , though this does not include the special History of Neuroscience collection

Audio Digest

Due to overcrowding in the Audio-Digest cabinet, we have found room for the Psychiatric Audio Digest CDs in the wooden microfiche drawers sitting beside the Audio Digest cabinet. We are in the process of updating labelling?

History of Medicine

The History of Medicine (HoM) collection will remain covered in plastic, and closed to external users (unless otherwise arranged)until construction on the HSC roof is complete. We have received 6 boxes of History of Neuroscience items, but will not shelve these until roof construction is complete. Due to temporary placement of plastic please use caution if working in the HoM room.

More plastic is being ordered for emergency leaking/flooding situations.

Seating capacity counts

We are conducting a seating capacity count that began mid September and will continue to month's end. We are counting the number of students in chairs in the library at 10, 2, 4 pm.

Duplicate records

When registering new clients, it is still important to check for duplicate records, in order to ensure any checkouts or holds are transferred and outstanding issues or fines are resolved. However unlike the past where we asked to delete expired UofC duplicate records, we have now been asked not to delete expired UofC records. This includes UofC student, Alumni and staff records. since deleting these creates problems if and when they come back to U of C in another role.

Term loans

We have received positive feedback from clients on the new tem loans. I think it is important to ensure that clients are aware that term loans can be recalled at any time - some seem to think the if the due date says Jan 1st, it is theirs and only theirs until Jan. 1st! If a term loan book is recalled, the client receives an email asking that the book be returned and indicating a new due date - two weeks from the date of the message.

Calgary Learning Centre

We sometimes receive requests at the desk for items belonging to the Calgary Learning Centre, since the holdings of their Professional Collection can be searched through the University of Calgary Library catalogue, which uses the location Calgary Learning Centre Library.

However the Calgary Learning Centre Library is an autonomous, special library. Please note that University of Calgary students, faculty, and staff only may borrow from this collection by visiting their location. UofC no longer transfers items from CLC for UofC clients since the contract with CLC expired in June. Find out more at: http://library.ucalgary.ca/books/catalogue-search-help/clc

Basic Lifesaving (BLS/CPR) Manuals

HSL has received 65 copies of the new CPR/BLS manuals, that are now circulating for AHS staff. Older editions have been withdrawn. If older editions are received at checkin, please pass along to Lourdes for withdrawal. Several copies of the manual have been added to the regular HSL shelves. These copies are for any UofC clients needing the manual. Thanks.

Please let me know if you have any questions, concerns or suggestions.

Hope you enjoy the beautiful fall weekend.

Mary

HSL Access Notes - June 29th

Hello Everyone,

A few notes for the week....

Holiday Closure
HSL will be closed for the holiday weekend:
Saturday, July 30th
Sunday, July 31st
Monday, August 1st

Away
I will be away August 2 - 5th inclusive, visiting family in Ontario.
Annley will be the main contact for booking the Computer Classrooms.
Grace will be the contact for extended individual study room booking.

Welcome Back Leslie
We are pleased to welcome Leslie Johnson back to HSL following the completion of her secondment! We hope Leslie enjoyed her experiences in other LCR units and look forward to her return to HSL.
Please join us for a…

Welcome Back Leslie
Coffee Break
Thursday, August 4th
10:00 a.m.
HSL Lunch Room

Updating group Email lists
With a number of changes in staff recently, this might be a good time to review any group email lists that individuals have created.

Timesheet Training
Important**Timesheets and training for new online submission:** A reminder that all support staff (INCLUDING STUDENT/HOURLY EMPLOYEES) will be entering their own timesheets through self-service starting with the Aug. 1-15 timesheet period. Please make sure you have taken the Time Reporting eLearning Course. The instruction guide for accessing the training through Blackboard is printed and sitting on Brian’s desk. Also a set of headphones that you will need. Remember to allow pop-ups so that all simulations will work properly. Next timesheet will be done online – be prepared! Let me know if you run into any snags with the program.
** If you are going to be away when timesheets are due prior to August 15th, you will need to complete and submit ahead of schedule.
** Students, if online timesheets are not submitted (we cannot initiate this online on your behalf), your pay will be delayed until the next pay period.

Each of you have received a "Need IS2 Help" handout with help desk phone numbers.

Library entry
Work continues on the library entry, and the installation of the new RFID gate has begun. To facilitate the work, the entry and exit lanes have been switched.
Please note, our current security system is still fully operational.

Consultation Office
Room 1451 is now a consultation office. The phone number for the office is 220-3749.
The workstation in the office now defaults to the circulation area printer. You can also access the stand alone colour printer from this workstation.

Relais
A new version of Relais was installed for DDS services this week. The Relais team continues to troubleshoot some problems that has had some affect on DDS capabilities at HSL and main campus. Thanks Kathy and Lourdes for your work to provide service using alternate delivery methods this week.

Computer Classroom
While I am away, Annley will be the main contact for Classroom bookings. The new version of SPSS has been uploaded temporarily for a workshop beginning next week. The wall will need to be in place each morning.

IDB Form
A new IDB form has been created by LCR Finance for using when issuing or adding funds to group copy cards. The forms are kept on the shelves under the POS. The new forms are similar to the ones we have used in the past. Finance has indicated that we must always have the signature of the Budget holder (signing authority for the trust account), and proper Peoplesoft code for processing IDB add-ons.

UME
The new Undergraduate Medical Education (UME) students had their orientation today and will be returning to classes August 2nd. Staff may see an increased number of questions and students with new cards at the desk next week.

Health Information Network (HIN) Online Requests
In the past all FMC questions and requests from the HIN website were directed through hslibr.
We have made a couple of changes to this as shown below, to try to streamline processing. We will monitor for a few months. I will appreciate your feedback.

Send us an email question – hslibr - no change
Request an article – hslibr - change to hslcopy
Request a book – hslibr - change to hsldoc
Request a lit search – hslibr - no change


Sirsi Due Dates
Due to some upcoming Sirsi system work, due dates will be adjusted internally so that no books will come due on the dates shown below:
August 19-21
August 26-28
This should not affect regular Sirsi operation.

The Alberta Library Card (TAL) clients and Holds
By policy, TAL clients are still not able to place holds on items currently checked out or available on our shelves. They can however request access to items in HDL or in TFDL that are currently not accessible otherwise. They can do this by finding the item in the catalogue and clicking on the hold button. An option displays that takes non-UofC clients to a form that they can complete to request an HDL or TFDL item. If they use the form to request other types of items, they will receive a return email with further information (from main campus circulation) explaining access or directing them to the appropriate location for borrowing.

Barcodes
A message from Collections… Blue striped barcodes will be used from now on for all new materials coming into the library , including new gift materials. These blue-striped barcodes will be placed on the outer back cover of books. Shelf ready books will also eventually have all blue-striped barcodes on the outer back cover of books. We have seen a few of these at HSL already.

Compulsory Education Material
A message from Taryn regarding the new CPR (BLS) manuals… We’ve just received word that the Heart & Stroke Foundation is still experiencing delays with getting the manuals out and they won’t be available at the beginning of August. Please hold on to your 2005 copies.


HSL Video Library
Did you know that Melanie and Kelly have created a set of tutorial videos on a range of topics, including Refworks, EndNote and Searching tips.
Look for the videos on our HSL webpage under Resource Demonstration videos or link to at: http://library.ucalgary.ca/hsl/resource-demonstration-videos

Formatting A Thesis
Heather has taken on the thesis formatting assistance, please refer clients with questions about this to Heather and she will set up a consultation with them. If their need is urgent and Heather is not available, Leslie Potter has created a LibGuide on this topic at http://libguides.ucalgary.ca/thesisformatting.

HSL Access Notes - June 24th

Hello,

A few notes to end the week.....

HSL Summer Holiday Closures
HSL will be closed over two holiday weekends this summer as follows:

Friday, July 1st
Saturday, July 2nd
Sunday, July 3rd

***Staff are asked to remind clients of our closure, and all renewal and return options especially in regard to any books borrowed this weekend and coming due on July 2nd or 3rd. Thanks.

Saturday, July 30th
Sunday, July 31st
Monday, August 1st


Welcome
Please welcome new student assistant Amanda Colville who will begin training this coming week.

Medical Residents
As mentioned in a separate email, we are having trouble with some resident records showing up in Sisrsi prior to their July 1st program start date. Please see email for full details. We may see more residents on site next week during their orientation week. Thanks.

Campus Loans moving to Holds
As mentioned in recent Notes, the UofC is moving from a Campus Loan service to the onshelf holds service to transfer books between branches for clients.
UofC Clients:
Basically UofC clients are encouraged to find the item they are looking for in the library catalogue and use the hold button to place the hold. The hold button appears whether an item is out or on the shelf. Items are pulled from the shelves, and clients notified of their holds twice a day. Currently, all 'on shelf hold' items are held at the home location. In the hold notification that the client receives, there are instructions on how to request a hold transfer if a different pick up location is desired(forwarding the email to the appropriate location). We are working on a process to allow for a hold pick up location to be selected when placing the hold, but there is still some system work to do before this can be offered (fall roll out of this feature is possible). When HSL holds are requested for pick up at main campus, our staff email the client indicating when it will be available for pick up at MacKimmie.
So rather than have UofC clients use the Campus Loan email to request an item transfer, clients will now place a hold and then request the transfer by forwarding the hold notice and indicating the preferred pick up location.

HIN clients:
HIN client certainly are able to use the same hold options as UofC clients however with the HIN service model, staff will also continue to facilitate client requests. So, HIN may request books or articles through the online form, or by contacting any KC as well as by placing holds.
At this time (until clients can choose hold pick up locations), if KCs receive book requests from clients for books at MacKimmie, we ask that staff no longer request by sending a Campus Loan email to MacKimmie the home location, staff are asked to facilitate this by placing a hold on the item using an internal card (eg. Campus Loan card), and request the hold transfer once the notice is received. When the transferred item is received, the KC would notify the client that the item is available for pick up. This makes the request a one step process for the client.
This internal hold process could also work between Knowledge Centres, though staff will continue to respond to item transfer (campus loan) email requests as well.

Please let me know if you have any questions.

Facility Requests July 4th – July 8th
Both Annley and myself will be away the week of July 4th – 8th. If there is a need to submit a facility request, please contact Kelly or Brian. Thanks.

Lights
We have lost some light in 1454 and 1456A as bulbs continue to burn out. This is being addressed. Also, the light in 1459 are the type that take time to ‘light up’ so if you are using the room, you may want to ensure lights are on prior to any scheduled meetings.

ILL book Requests
Due to the postal strike, most ILL book requests cannot be processed at this time.

Plastic for flooding and emergencies
We have sheets of plastic to cover stacks, etc. in case of emergencies. This is packaged in a box labelled: Plastic Sheets for Fluid Leaks and is on the shelving in the workroom area: top left shelf, white box with red print.

Computer Vacuum
We have received our specialty vacuum to help clean computers. Brian will be sending more information out soon.

Formatting a Thesis Session – Customized for Staff
Leslie Potter will be at HSL to present a training session for staff on Formatting a Thesis.
We hope you can join us in 1460B on June 28 from 10am – 12pm for this session.

Printing upgrade

· Our new network printing system has been operating well. We are still waiting to here back about the small glitch with Science Direct (yes they do print, but with one extra sheet). Jobs drop off the queue after 30 minutes, but we have also asked about the possibility of a staff override to remove jobs from the queue when necessary – will provide more information as it becomes available.

· Wireless printing from both PCs and Macs (does require eid login) is much easier now and steps can be found at: http://print.ucalgary.ca/
· Encoding older cards: It is important to know that if a client has a card that was issued before May 2007, it will not read in the new network Printer swipe machine. These cards need to be re-encoded. We have a temporary set up using the laptop and swipe bar a the end of the counter by the POS for re-encoding cards. Step by step instructions are in the works and training will be provided. Remember clients still have the option of using the back up Reference workstation and printer when necessary.
· Please let me know if you hear of any client issues, questions or concerns with the new system for follow up.

IS2
Starting Aug. 1, 2011, staff, including student assistants, will submit timesheets online. Individuals who currently complete paper timesheets will report, modify and submit their timesheets directly in PeopleSoft through Self Service. The iS² website will provide further details as soon as they are available. This will include student assistant timesheets.
Online training will be available beginning June 21st. Staff should receive an email recommending the type of training that would best suit their needs.
Check out the IS2 website for more info at: http://www.ucalgary.ca/is2project/

Integrated Service Desk
Through the holiday months there may be more time when the desk is ‘single-staffed’, with additional staff available on an on call basis. Kelly will be working on the reference desk schedules for July and August next week.

Please let me know if you have any questions, suggestions or concerns.
Have a great weekend.

Mary

HSL Access Notes - April 11, 2011

A few notes to begin the week.....

April Hours
HSL will be open over the Easter weekend.
Holiday hours on:
Good Friday, April 22nd: 10:00 a.m. – 6:00 p.m
Regular hours on:
Saturday, April 23rd: 10:00 a.m. – 6:00 p.m
and
Sunday, April 24th: 12:00 noon – 8:00 p.m..

End of Term
As end of term approaches, special wishes to all our student assistants for every success with final papers and exams!

Summer Student Scheduling
HSL Summer scheduling will be in place for student assistants for the months of May through August. This will include three hours shifts evenings and weekend days, as well as full evening and weekend shifts to cover any evening and weekend staff vacations. We have posted our student shifts for May, and will be posting shifts for June through August soon.

Summer Holiday Weekend Closures at HSL
As in the past, HSL will be closed on Victoria Day, Labour Day, and over the July and August holiday weekends as follows:
Victoria Day: Monday, May 23rd
Canada Day Long Weekend: Friday, July 1st, Saturday, July 2nd, Sunday, July 3rd
August Long Weekend: Saturday, July 30th, Sunday, July 31st, Monday, August 1st
Labour Day: Monday, September 5th

HSL Renovations
The front entry has temporarily been changed to allow for construction of the final entry. We now have only one entry door and the after hours book return bin has been moved. The entry and exit security gates will continue to operate as usual. This entry construction is expected to take 3 to 4 weeks.
If the front door appears to bang, it is likely that the deadbolt knob has been accidentally hit and staff may need to reset. As well, if clients try to exit through the entry gate, it may need to be reset or else it could block the next client. Please ask staff if you have any questions about these items.

Health Information Network (HIN)
We can now issue library privileges to AHS employees with Carewest and Calgary Laboratory Services (CLS).

HIN Article Requests
Thanks to all for the full assistance being offered to HIN clients at the desk, especially for article requests. While completing the print article request form with the client is one option for assisting clients, the preferred option would be for staff to facilitate the request by completing the online form found on the HIN website with the client at the desk. This way there is less possibility of error or misunderstanding of written information. This also highlights the services available to the client 24/7 from the HIN website. Thanks.

Document Delivery Services (DDS)
When assisting a client who is eligible for DDS services both as UofC and HIN client, we would encourage the client to access the ILL form as a UofC client, however we can provide service to the client as they present at the desk.
DDS Services have been delivering requested articles electronically to both UofC and HIN clients’ for some time now. The very few print articles received in print are shelved below the self pick up holds.
UofC clients cannot update their email address that shows in the interlibrary form itself. To do this students must update their address first in MyUofC, while staff can ask staff to update their address information in their Sirsi record. After 24 hours this information will load automatically into the ILL form.

RFID
Duplicate tags - Now that we are tagging book returns before they are shelved and new
books, it is more and more possible that we will come across books that
already have a tag. Please include a quick scan of the book for a tag
as part of your routine process. We did find one with two tags this
week. We would like to avoid this, but if it does happen please just
place the books aside for my follow up.

Reserves
Due to changes in copyright at U of C (more info at : http://library.ucalgary.ca/copyright), there are changes to rules around the personal reserve readings binders. Brian has updated our HSL personal reserve forms and information on our reserve website in light of these changes. Some main changes include:
Photocopies of Journal Articles and Book Chapters

* All photocopies of copyrighted material placed on reserve, will be destroyed at the end of the Semester or Session. AUCC Fair Dealing Policy 16 (g).
* All photocopies of copyrighted material placed on reserve need to be supplemental as opposed to required readings. AUCC Fair Dealing Policy 16 (b).
* The course instructor will need to sign a form indicating that the supplemental readings on reserve constitute no more than 25% of the required readings for the course. For example if you require your students to purchase a 1,200 page textbook for your course and you require your students to read 800 pages of the textbook, than you can place 200 pages (25%) of supplemental readings photocopied from copyrighted material. AUCC Fair Dealing Policy 16 (b).
* Photocopied material that has an Access Copyright Stamp will not be accepted for reserve readings.
* Check for more details on the HSL reserve webpage at: http://library.ucalgary.ca/branches/hsl/reserve_placement

Statistics
All staff at the integrated service desk is asked to record statistics for reference type questions being answered at the desk. There are two sheets to record these stats, one by the reference workstation, and on the end of the cabinet in front of Grace’s desk.

Individual Study Rooms:
These four rooms are intended to be for individual quiet study. Signs are now posted signs in each room, indicating that there are other spaces and room options for group study and collaborative work. Please let me know if there are any comments or complaints

Extended bookings for Individual Study Rooms:
Study Rooms 1481A, 1481B and 1481D are all going to be booked for an extended period by PhD Candidacy students this week. Students have the key and the rooms should be locked when not in use. Annley has backup copies if students lock themselves out. At the end of the extended period students will return the key to the desk. It should be signed in on their original booking form (in the extended room booking binder), with date and staff initials or signature. Thanks.

Printing
We have received good news of a printing upgrade planned (similar to TFDL)for South Campus this summer that will address some of our long term printing issues. A few highlights:

* The new system will have a web-upload print system that students can access from their laptops across the wireless. Any type of computer can use this, Mac, Linux, Windows etc.
* The new system also prints from Science Direct correctly.
* While the new system will only read UofC cards issued after 2007, and older cards will need to be reprogrammed, IT is working on a way to enable this reprogramming from a location at HSC.


IS2 Sessions at South Campus
A message from the IS2 team. Staff are encouraged to attend one of the sessions.
LCR change team members include Mary McConnell, Leanne morrow and myself.

Want to chat about iS2? So do we!

Join us for a two-part series on the "what & why" and the "how & when" of iS2. If you haven't had an opportunity to attend previous iS2 sessions, now is the time to learn about our progress and to see what's still to come.
South (Foothills) Campus: Each session includes both What & Why and How & When

Date


Time


Location

April 18


8:30 - 10 a.m.


Dr. Clara Christie Theatre, South Campus

April 19


8:30 - 10 a.m.


A Theatre One VC, South Campus

April 20


1 - 2:30 p.m.


A Theatre Three VC, South Campus

Thanks. Please let me know if there are any questions, suggestions or concerns.
Have a great week.

Mary