Hello Everyone,
A few notes to begin the week….
Veterinary Medicine Accreditation Visit
A vet accreditation team will be visiting the Health Sciences Library on Tuesday, Mar 20th from 1:30 pm to 2:15 pm. The vet Dean, Dr Cribb, and Dr. Jerry Bailey, the Associate Dean for undergraduate education will also be participating in the visit. Susan and Lorraine Toews will tour them through the HSL. In case they want to meet for questions after the tour, or want to see our online resources, HSL Rm 1459 for that time period, along with the HSL laptop and data projector. Service desk staff will not be directly involved, however the team may ask staff questions in passing. Thanks Lourdes for creating the vet displays in the display cases.
Clocks
The clocks in the public area of the library as well as the clock in the staff workroom and lunch room are still showing standard time, that is, one hour slow. A request has been submitted to have the clocks updated, but this may take some time based on our previous experience.
Technology Requests
Paul Pival sent the message below recently about ITS requests. AT HSL we try to batch our requests, and Lourdes is out liaison with the ITS department. Please record ITS issues in the shift reports or report to Lourdes or myself and we will follow up with ITS. I tend to deal with software issues for the Computer Commons.
"For any support requests dealing with your desktop computer or peripherals, please send the request to itshelp@ucalgary.ca and not to individuals within the Desktop Support Group. The more information you can include about your problem, the faster we can diagnose and help – screenshots are a wonderful thing if you can include them."
The Military Museums (TMM) Holds
Clients can now place on-shelf holds on military museum items, and select another branch location for pick up. All of the TMM holds are routed through TFDL.
The TMM books will have a round gold circle label in the back cover, beside the barcode or RFID tag, to identify them as belonging to TMM. These items are transferred via TFDL courier so if you should get these at your branch libraries please send to TFDL for return.
Supplies
A supply order was submitted last week. Some items, such as paper will be delivered directly to the Knowledge Centres. We need to send copies of the packing slips for items received to main campus (Martina (Tina) Polakovic : mpolakov@ucalgary.ca) . Could the Knowledge Centres please scan and email a copy of the packing slips to Tina and myself, so we know the items have been received and accounting has the information needed? Thanks.
Display Cabinet Keys
We have two new display cabinets by the curved wall, and one wooden display cabinet across from the History of Medicine Room. The keys for these cabinets have been added to the HSL key box in the service area, on the #17 tag.
Donations
Some information from HSL collections coordinator, Lorraine Toews, regarding client donations:
Frontline desk staff take the name, contact info, and if possible, the client group to which the person belongs eg. U of C faculty or instructor or retired faculty, community person
Convey this info to the HSL Collections Coordinator who will follow up with the appropriate librarian.
Self Check
At the service desk counter we can only desensitize items at station #1 that has the RFID workpad. If Station #1 is busy, we now have the self check station that can checkout and desensitize items. Staff are encouraged to assist clients at the self check unit if station #1 is busy.
Toronto Notes 2012
The new 2012 edition of the Toronto Notes has arrived at HSL. One copy of the text as well as the manual are on the Reserve shelf with one copy in circulation.
Service Desk Security Alarm and Door Reset Buttons
We have two buttons at the service desk related to security and alarms that have very different functions. The red button beside station #3 (the seated station), is for unlocking the front doors when they are locked by the gate alarm. This button does not stop the audible alarm, but does unlock the doors.
The other small black button is under the counter by station #1. This is our silent security alarm. If the button is pressed, security will respond immediately. The button needs to be pulled back out manually to reset once pressed.
Please let me know if there are any questions, suggestions or concerns.
Mary
Showing posts with label Displays. Show all posts
Showing posts with label Displays. Show all posts
Monday, March 19, 2012
Friday, February 24, 2012
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
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
Friday, November 25, 2011
HSL Access notes -November 25th
Hello Everyone,
New Doors /Gate
We now have the new door, gate and RFID circulation function all operational at HSL.
Doors:
· The two main doors will open outwards, and will allow two-way traffic.
· There are no swing gates.
· There will be an automatic access button for the doors, against the wall on your right side as you enter the library and exit the library.
· The locking mechanism on the doors will be controlled electronically to open and lock according to our hours of operation.
· After hours the doors will operate by card access only.
***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
Important: Doors still need to be checked to ensure they are secure at the end of each shift – we have had some problems with the doors fully latching. Thanks.
Important: If the electronic locking is not operating properly, that is not locking as expected at night or unlocking in the morning, please call Security at 220-5333 immediately and request assistance. They are able to manually override the system when necessary.
Doors and Gate and Alarms
The new gates and alarms have been in operation for almost a week, and we are still getting to know more about them. Here is what to expect…
· The gate and alarm operation of our new doors was fashioned after the system in place at the Law Library on main campus.
· The gate and the doors both have separate audible alarms.
· The gates also have a flashing light when alarmed.
· The gates will alarm when an item with a sensitized RFID tag goes through the gate in either direction. This is a short audible and visual alarm. We have seen this happen with people returning their HSL books for example, or if you just pass an item by the gate to check if it is sensitized, but do not proceed through the gate to the exit. The audible alarm will cease after a few seconds.
· If an item with a sensitized RFID tag goes through the gate and toward the door, the system wants to prevent the loss of the item. You will hear the gate alarm and the higher pitched door alarm and both doors are programmed to lock (or to close and lock if they are ajar at the time of alarm). This will hopefully encourage the person with the item in question to return to the desk.
· Important: The red re-set button by station #3 at the service counter needs to be used to unlock the doors.
· The audible door alarm will cease on its own after 15 seconds.
· As usual, when the alarm sounds, it the service desk staff responsibility to follow up by checking for items that may be setting off the alarm. We may hear quite a few alarms due to items checked out prior to the RFID system being used at checkout. Please offer to desensitize these items by renewing using the RFID system or simply selecting the 3M RFID checkout button (highlighted in green when selected) and moving the items over the RFID pad area of the service desk. Thanks.
· Items with RFID tags (all HSL books, most TFDL books, etc.) that have not been desensitized in the RFID system, for example those that were checked out prior to our system being up and running, will set off the gate alarm.
· Some items such as RFID tagged CPL items will need to be ‘passed around’ the gates. When I tried this I found that the gates can sense items close by even on the outside, so passing around may mean moving the item as far as possible away from the gate monitors, for example around the outside of the gate and lifting the item.
· There are also lights on the mag locks positioned at the top of the doors that at times show a red light , a green light or no light at all. We are trying to gather more information about how to interpret and manage these lights.
As with any new system there may be some unexpected situations that arise. Please let me know about any unusual situations, client comments or concerns.
Please let me know or speak to your supervisor if you have any questions about responding to a gate/door alarm situation. Thanks.
RFID
We began using the RFID system for circulating books this week. The RFID pad is at station #1 (closest to POS) only, so all items being checked in and out should be handled at station #1.
Other types of client assistance or registrations can be handled at station 2 or 3. The RFID pad sensitizes/desensitizes items when items are checked in or out.
· It will likely take some time to become used to the system. How many books can be read at once, where or how to move them across the pad area, etc.
· Please watch your screens carefully to ensure items are properly checked out.
· Not all books that we handle at the desk will have RFID tags. In these cases, scan barcodes as usual.
· If you find HSL items that do not have tags, tag or place aside for tagging. Staff will continue to check returned items for tags before shelving. We are not tagging items from other locations that do not have tags.
· For the next while we will be hearing the alarm when clients go through the gates with books that have been checked out and desensitized prior to today. We will offer to renew the items, or desensitize using RFID so that these books will then be desensitized for the client.
I will be sending out fuller training documentation within the next few days. I would be pleased to demonstrate to any interested staff, or feel free to give it a try at the desk to see how this new technology will work for us.
Time Away Request and Staff Calendar
A few reminders about AUPE leave balances and AUPE leave processes at HSL ….
· Remember, the 2 PLD days must be taken by the end of the year, or lost.
· The 6 NLD days expire at the end of 2012.
· Also please ensure your vacation balances are below your yearly entitlement by the end of December, and remain below your yearly entitlement throughout the year. You can check your balances by selecting this option on your electronic timesheet.
· Flex also needs to be kept below 14 hours at any time.
If you have any questions about balances or managing time away, please let me know
Now that staff have access to the time away calendar we can streamline the HSL time away request process. I’ve outlined steps below that should work .
· Staff submits brief email request to Mary with time away dates
· Email approval response from Mary to staff
· Once approval received, staff required to enter in time away calendar same day or as soon as possible (**see note below) indicating the type of time away (Vac, flex, etc.)
· Staff submits printed time request form with pertinent time sheet for PLD, NLD and Vacation days.
Please let me know if you have questions about the time away calendar.
**Since the time away calendars are used by staff to create the desk calendar and check for operational coverage and used by staff to plan time away, it is important to keep the calendar as up to date as possible. Thanks.
Holds
The new processes are working well and we are seeing increased traffic of items between locations. With the new system the pick up location is the key for processing rather than the home location. If we check in a TFDL book at HSL (or any item regardless of its home location), that has a hold with a HSL pick up location, we simply process and place it on our HSL hold pick up shelf. While there are a number of steps behind the scenes, the new process improves hold service and delivery for our clients.
Duplicate hold requests
I have just noticed something this week with holds when there are multiple copies in various branches.
A client can place a hold on a title that has copies at HSL, ACH and RGH, for delivery to TFDL. We can pull our copy, place on transit card and send over. However once the item is checked out on the ‘in transit’ card, and until the client charges the book out at the pick up location, the system looks for another copy, so in fact other branches will likely see the same title on their hold list (or 3+ days old hold list) when the hold will actually be filled by the first copy pulled. This is a bit of a glitch with the mail service delivery, and the best practice is to check item records for those items on the old hold list to make sure they are not a duplicate request.
Pick up by dates on hold slips
From Discovery System staff….
As of Tuesday, November 8th, Symphony (sirsi) no longer provide a “Pickup by” date because we are now using “mail service” to allow patrons placing a hold to pick the branch library where they would like to pick up their hold when it becomes available. The logic in Symphony is that if the hold is being mailed, then it doesn’t need a pickup-by date! However, we still want this date in the system so are running a report at quarter-past every hour to add the pickup-by date. So if you trap (or discharge or checkin) holds before xx:15 and re-print your hold slips at xx:20 after the report runs, the hold slips should have the expiry dates printed.
I think it is best practice to pull and discharge (or trap) the holds as soon as possible once the on shelf hold list is received. At HSL this generates the hold slip. If the item is going to another location for pick up, there is no date needed, so you can indicate the pick up location on the slip, place in the book, check the item out on the in transit card and send it on its way.
If the item is for pick up at the discharging library, you will want an expiry date on the slip. When discharged, the slip will print – sometimes with and sometimes without a date. At HSL this week we started by keeping the books at the desk then reprinting the slips with the date after 15 past the hour, but by the middle of the week we found it more expedient (and less waste of extra slips) to simply write the ‘pick up by’ date on the top of the slip and put directly on the hold shelf. What are other KCs doing?
HIN E-books
There are a number of ways to find e-books accessible to HIN clients remotely.
Check for individual title in the catalogue and click on the Calgary Health Region Users link.
Check the “Toolkits” menu on the HIN homepage for most popular titles in particular disciplines.
Browse the four E-Book packages through the HIN databases webpage:
hinc.ucalgary.ca > Databases > AHS Calgary Zone > AccessMedicine,
hinc.ucalgary.ca > Databases > AHS Calgary Zone > MD consult
hinc.ucalgary.ca > Databases > AHS Calgary Zone > Books@Ovid
hinc.ucalgary.ca > Databases > AHS Calgary Zone > STAT!Ref
HIN Handouts
New Consumer Health HIN handouts are now available for clients. This includes the ‘What your Library Account Gives You’ handout for patients and patient families and the Smart Surfing handouts.
The ‘Library Account’ handouts are on the cabinet behind the service counter at HSL. Staff are asked to continue to give a handout (either the patient/patient family or staff) to new HIN clients at the time of registration.
Display
We now have our Diabetes display on the large wooden HSL display unit that has been relocated close to the Consumer Health collection. It creates a nice space for the materials. This includes some HSL texts on the topic. Remember to scan this area if you are looking for some of our books on diabetes.
Lost Items
UofC ID cards or AHS badges found in HSL should be flagged for regular staff for follow up. We generally try to contact the client whenever possible and arrange for the client to pick up the items within a few days. A note is then attached indicating action taken, date and staff initials and they are placed in the top drawer by the POS.
Likewise other items of value that are turned in , such as keys or wallets or cell phones should be flagged for regular staff follow up. We generally try to contact client and arrange a pick up as soon as possible. If we cannot contact the client it is best to bring these types of items to Security staff at the Info/Security desk for safe keeping, including a note with date and location found and staff initials. This can also be included in the shift report.
Reno
Coming by mid December…
Accessible furniture for persons with disabilities
4 Stand up workstations for the stacks
2 Flat panel screens installed outside library and beside service desk
Coming in the New Year…
Self-check station
Service desk renovation with front entry
Proposed date for Grand Opening…February 2012
TAL
I learned recently that it is no longer necessary for UofC clients who are applying for a TAL card at our locations (sorry, this is not available to HIN clients) to complete the paper application form. Procedures will need to be updated to reflect this change. Any surplus application forms can be forwarded to me.
Viewing DVDs at HSL
Clients wishing to view DVDs at HSL may use the public computers and their own personal headsets, or they may also use the computers with sound in the 1461-4 classrooms.
HSL/HIN/HKN Holiday Potluck
From the Social Committee…..
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
New Parking Pass and Process for Arts Parkade Main Campus
The Arts Parkade transponder is being replaced by a new parking pass after December 1st . Please see Annley’s email for details about the new parking pass process.
Operation (formerly Circulation) Manual
This manual is currently residing on Brian’s desk as he works on the many revisions needed to keep up with the recent changes in technology and processes.
Audio Digest
We hold the most recent 5 years plus the current year for our Audio Digest collection. Currently we have from 2006 – 2011 shelved in two cabinets just around corner of the yellow wall as you go toward the book stacks. The 2009 – 2011 items are all RFID tagged, earlier copies are not. In the New Year we will be withdrawing the 2006 to make way for the 2012 items.
Please let me know if there are any questions, concerns of suggestions.
Wishing you a great weekend.
Mary
New Doors /Gate
We now have the new door, gate and RFID circulation function all operational at HSL.
Doors:
· The two main doors will open outwards, and will allow two-way traffic.
· There are no swing gates.
· There will be an automatic access button for the doors, against the wall on your right side as you enter the library and exit the library.
· The locking mechanism on the doors will be controlled electronically to open and lock according to our hours of operation.
· After hours the doors will operate by card access only.
***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
Important: Doors still need to be checked to ensure they are secure at the end of each shift – we have had some problems with the doors fully latching. Thanks.
Important: If the electronic locking is not operating properly, that is not locking as expected at night or unlocking in the morning, please call Security at 220-5333 immediately and request assistance. They are able to manually override the system when necessary.
Doors and Gate and Alarms
The new gates and alarms have been in operation for almost a week, and we are still getting to know more about them. Here is what to expect…
· The gate and alarm operation of our new doors was fashioned after the system in place at the Law Library on main campus.
· The gate and the doors both have separate audible alarms.
· The gates also have a flashing light when alarmed.
· The gates will alarm when an item with a sensitized RFID tag goes through the gate in either direction. This is a short audible and visual alarm. We have seen this happen with people returning their HSL books for example, or if you just pass an item by the gate to check if it is sensitized, but do not proceed through the gate to the exit. The audible alarm will cease after a few seconds.
· If an item with a sensitized RFID tag goes through the gate and toward the door, the system wants to prevent the loss of the item. You will hear the gate alarm and the higher pitched door alarm and both doors are programmed to lock (or to close and lock if they are ajar at the time of alarm). This will hopefully encourage the person with the item in question to return to the desk.
· Important: The red re-set button by station #3 at the service counter needs to be used to unlock the doors.
· The audible door alarm will cease on its own after 15 seconds.
· As usual, when the alarm sounds, it the service desk staff responsibility to follow up by checking for items that may be setting off the alarm. We may hear quite a few alarms due to items checked out prior to the RFID system being used at checkout. Please offer to desensitize these items by renewing using the RFID system or simply selecting the 3M RFID checkout button (highlighted in green when selected) and moving the items over the RFID pad area of the service desk. Thanks.
· Items with RFID tags (all HSL books, most TFDL books, etc.) that have not been desensitized in the RFID system, for example those that were checked out prior to our system being up and running, will set off the gate alarm.
· Some items such as RFID tagged CPL items will need to be ‘passed around’ the gates. When I tried this I found that the gates can sense items close by even on the outside, so passing around may mean moving the item as far as possible away from the gate monitors, for example around the outside of the gate and lifting the item.
· There are also lights on the mag locks positioned at the top of the doors that at times show a red light , a green light or no light at all. We are trying to gather more information about how to interpret and manage these lights.
As with any new system there may be some unexpected situations that arise. Please let me know about any unusual situations, client comments or concerns.
Please let me know or speak to your supervisor if you have any questions about responding to a gate/door alarm situation. Thanks.
RFID
We began using the RFID system for circulating books this week. The RFID pad is at station #1 (closest to POS) only, so all items being checked in and out should be handled at station #1.
Other types of client assistance or registrations can be handled at station 2 or 3. The RFID pad sensitizes/desensitizes items when items are checked in or out.
· It will likely take some time to become used to the system. How many books can be read at once, where or how to move them across the pad area, etc.
· Please watch your screens carefully to ensure items are properly checked out.
· Not all books that we handle at the desk will have RFID tags. In these cases, scan barcodes as usual.
· If you find HSL items that do not have tags, tag or place aside for tagging. Staff will continue to check returned items for tags before shelving. We are not tagging items from other locations that do not have tags.
· For the next while we will be hearing the alarm when clients go through the gates with books that have been checked out and desensitized prior to today. We will offer to renew the items, or desensitize using RFID so that these books will then be desensitized for the client.
I will be sending out fuller training documentation within the next few days. I would be pleased to demonstrate to any interested staff, or feel free to give it a try at the desk to see how this new technology will work for us.
Time Away Request and Staff Calendar
A few reminders about AUPE leave balances and AUPE leave processes at HSL ….
· Remember, the 2 PLD days must be taken by the end of the year, or lost.
· The 6 NLD days expire at the end of 2012.
· Also please ensure your vacation balances are below your yearly entitlement by the end of December, and remain below your yearly entitlement throughout the year. You can check your balances by selecting this option on your electronic timesheet.
· Flex also needs to be kept below 14 hours at any time.
If you have any questions about balances or managing time away, please let me know
Now that staff have access to the time away calendar we can streamline the HSL time away request process. I’ve outlined steps below that should work .
· Staff submits brief email request to Mary with time away dates
· Email approval response from Mary to staff
· Once approval received, staff required to enter in time away calendar same day or as soon as possible (**see note below) indicating the type of time away (Vac, flex, etc.)
· Staff submits printed time request form with pertinent time sheet for PLD, NLD and Vacation days.
Please let me know if you have questions about the time away calendar.
**Since the time away calendars are used by staff to create the desk calendar and check for operational coverage and used by staff to plan time away, it is important to keep the calendar as up to date as possible. Thanks.
Holds
The new processes are working well and we are seeing increased traffic of items between locations. With the new system the pick up location is the key for processing rather than the home location. If we check in a TFDL book at HSL (or any item regardless of its home location), that has a hold with a HSL pick up location, we simply process and place it on our HSL hold pick up shelf. While there are a number of steps behind the scenes, the new process improves hold service and delivery for our clients.
Duplicate hold requests
I have just noticed something this week with holds when there are multiple copies in various branches.
A client can place a hold on a title that has copies at HSL, ACH and RGH, for delivery to TFDL. We can pull our copy, place on transit card and send over. However once the item is checked out on the ‘in transit’ card, and until the client charges the book out at the pick up location, the system looks for another copy, so in fact other branches will likely see the same title on their hold list (or 3+ days old hold list) when the hold will actually be filled by the first copy pulled. This is a bit of a glitch with the mail service delivery, and the best practice is to check item records for those items on the old hold list to make sure they are not a duplicate request.
Pick up by dates on hold slips
From Discovery System staff….
As of Tuesday, November 8th, Symphony (sirsi) no longer provide a “Pickup by” date because we are now using “mail service” to allow patrons placing a hold to pick the branch library where they would like to pick up their hold when it becomes available. The logic in Symphony is that if the hold is being mailed, then it doesn’t need a pickup-by date! However, we still want this date in the system so are running a report at quarter-past every hour to add the pickup-by date. So if you trap (or discharge or checkin) holds before xx:15 and re-print your hold slips at xx:20 after the report runs, the hold slips should have the expiry dates printed.
I think it is best practice to pull and discharge (or trap) the holds as soon as possible once the on shelf hold list is received. At HSL this generates the hold slip. If the item is going to another location for pick up, there is no date needed, so you can indicate the pick up location on the slip, place in the book, check the item out on the in transit card and send it on its way.
If the item is for pick up at the discharging library, you will want an expiry date on the slip. When discharged, the slip will print – sometimes with and sometimes without a date. At HSL this week we started by keeping the books at the desk then reprinting the slips with the date after 15 past the hour, but by the middle of the week we found it more expedient (and less waste of extra slips) to simply write the ‘pick up by’ date on the top of the slip and put directly on the hold shelf. What are other KCs doing?
HIN E-books
There are a number of ways to find e-books accessible to HIN clients remotely.
Check for individual title in the catalogue and click on the Calgary Health Region Users link.
Check the “Toolkits” menu on the HIN homepage for most popular titles in particular disciplines.
Browse the four E-Book packages through the HIN databases webpage:
hinc.ucalgary.ca > Databases > AHS Calgary Zone > AccessMedicine,
hinc.ucalgary.ca > Databases > AHS Calgary Zone > MD consult
hinc.ucalgary.ca > Databases > AHS Calgary Zone > Books@Ovid
hinc.ucalgary.ca > Databases > AHS Calgary Zone > STAT!Ref
HIN Handouts
New Consumer Health HIN handouts are now available for clients. This includes the ‘What your Library Account Gives You’ handout for patients and patient families and the Smart Surfing handouts.
The ‘Library Account’ handouts are on the cabinet behind the service counter at HSL. Staff are asked to continue to give a handout (either the patient/patient family or staff) to new HIN clients at the time of registration.
Display
We now have our Diabetes display on the large wooden HSL display unit that has been relocated close to the Consumer Health collection. It creates a nice space for the materials. This includes some HSL texts on the topic. Remember to scan this area if you are looking for some of our books on diabetes.
Lost Items
UofC ID cards or AHS badges found in HSL should be flagged for regular staff for follow up. We generally try to contact the client whenever possible and arrange for the client to pick up the items within a few days. A note is then attached indicating action taken, date and staff initials and they are placed in the top drawer by the POS.
Likewise other items of value that are turned in , such as keys or wallets or cell phones should be flagged for regular staff follow up. We generally try to contact client and arrange a pick up as soon as possible. If we cannot contact the client it is best to bring these types of items to Security staff at the Info/Security desk for safe keeping, including a note with date and location found and staff initials. This can also be included in the shift report.
Reno
Coming by mid December…
Accessible furniture for persons with disabilities
4 Stand up workstations for the stacks
2 Flat panel screens installed outside library and beside service desk
Coming in the New Year…
Self-check station
Service desk renovation with front entry
Proposed date for Grand Opening…February 2012
TAL
I learned recently that it is no longer necessary for UofC clients who are applying for a TAL card at our locations (sorry, this is not available to HIN clients) to complete the paper application form. Procedures will need to be updated to reflect this change. Any surplus application forms can be forwarded to me.
Viewing DVDs at HSL
Clients wishing to view DVDs at HSL may use the public computers and their own personal headsets, or they may also use the computers with sound in the 1461-4 classrooms.
HSL/HIN/HKN Holiday Potluck
From the Social Committee…..
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
New Parking Pass and Process for Arts Parkade Main Campus
The Arts Parkade transponder is being replaced by a new parking pass after December 1st . Please see Annley’s email for details about the new parking pass process.
Operation (formerly Circulation) Manual
This manual is currently residing on Brian’s desk as he works on the many revisions needed to keep up with the recent changes in technology and processes.
Audio Digest
We hold the most recent 5 years plus the current year for our Audio Digest collection. Currently we have from 2006 – 2011 shelved in two cabinets just around corner of the yellow wall as you go toward the book stacks. The 2009 – 2011 items are all RFID tagged, earlier copies are not. In the New Year we will be withdrawing the 2006 to make way for the 2012 items.
Please let me know if there are any questions, concerns of suggestions.
Wishing you a great weekend.
Mary
Monday, October 31, 2011
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
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