HSL Access notes - Feb 23rd

Hello Everyone,

 

Sorry for the delay in weekly notes recently.  Here are a few to wrap up the month.

 

 Collections Coordinator Role

 Thank you Lorraine T. for graciously volunteering to re assume collections duties while Caitlin is on leave. 

 

UCalgary Student Email and Library Notices

Since fall 2014, when students were migrated to Office 365, all official ucalgary emails for students are directed to ucalgary email addresses.  This means that for students, the email in their library record will automatically be set to their ucalgary account all the library notices will be directed this ucalgary email address.  We have no control over this, and staff cannot change this for student clients.  If students do not check this email regularly, they do have the option to set up forwarding : http://community.office365.com/en-us/w/exchange/2191.how-to-forward-email-in-office-365.aspx  (for students only)

Staff who are helping students at the desk may want to ensure that they are getting their notifications or are aware that the notifications will go to a ucalgary email account.   Also, the renewal reminder notifications are a courtesy and clients can also always check due dates by viewing their online library account.

 

HDL Transfer

The final boxes of Health Sciences Library journals bound for HDL left our site last week!

Congratulations to the entire team who assisted, and Chelsea who coordinated the project.

The project involved barcoding and adjusting Sirsi records that was completed through the summer, and the actual pulling and packing that began on November 4^th.

Once again, many thanks and congratulations.

The students will now begin shift the remaining collections.

 

SFX to 360 Link

Learn more about the changeover of our link resolver this term from SFX to 360 Link.

 

A new button will start to appear in place of the familiar SFX button:

 

Wednesday, March 04, 2015 10:00 AM-11:00 AM

Please join the session, in person in HSL 1459 or virtually via Lync to learn more about the move from SFX to 360 Link.  Thanks to David Brown for setting this up for us.

 

Other sessions are booked at TFDL:

Tuesday, March 3 at 2:00PM

TFDL 440C

Thursday March 5 at 10:00AM

TFDL440C

 

History of Medicine – Policy and Project

The first phase of the History of Medicine/Mackie inventory is complete, with positive results.  Many thanks to all those involved. 

A reminder that clients may borrow items from the History of Medicine room for use in the library only.  Staff would facilitate by retrieving the requested items form the HOM room and checking out to the client in Sirsi (requires override).

The full policy is in our SP 2007 site, at: https://spse.ucalgary.ca/sites/HSL/HSL%20Wiki%20Pages/History%20of%20Medicine.aspx

 

New LCR and IT webpages

Any feedback from clients on the new LCR webpage?  Have you noticed that IT now has a new webpage as well?

Please share any tips, tricks or comments.

 

 

Expense Claims

Staff are encouraged to submit any expense claims in PeopleSoft for this fiscal year by the end of February.  The process remains the same for LCR. Please continue to direct your Expense Claims to LCR Finance, attention Jocelyn Lim.

 

Lexicomp

As noted by Susan earlier this week, we will discontinue handing out Lexicomp codes for UC clients on March 2^nd.

Alternative options we can suggest are Dynamed and E Therapeutics (though this one not mobile optimized). 

AHS makes Lexicomp available on mobile devices for UC Residents and that is noted on our Mobile Research Guide. 

Please forward any client comments to myself or Susan.

 

EnviroShred - Confidential Shredding Consoles

Thanks TerriLynne for the helpful information about the how the confidential shredders should and should not be used.

·         For special note at the services desk, “Student’s information is not part of the public domain, therefore, any reports or slips containing a student name, student ID number, etc. should be discarded in the confidential shredder.”   Staff are asked to please continue to shred hold slips that include client names.

·         Many documents can simply be recycled.  “Thus documents such as printouts of calendars or emails would not be considered confidential unless personal or confidential information is included.”

·         Watching The University Archives YouTube video explaining how to properly dispose of records: http://youtu.be/A1gppbB-svg may be helpful.

 

 

Touch Table

 The touch functionality has been repaired on our touch table, however it is not functioning with the Lindsay atlas.  Clients can still use Lindsay with the mouse and keyboard.  We are also trying out the table  as a way for clients to respond to our monthly questions of interest.  We are using the MS Paint program.  Have you given it a try?

 

Mary

HSL Access Notes - Feb. 6th

Hello,

 

A few notes for the week……

 

 

Engagement Survey

A reminder that all staff are encouraged to complete the staff engagement survey.  LCR has had an above average response rate in the past, and the information provided in the surveys does is used for strategic planning at a campus and department level.   It takes about 20 minutes to complete.  Thanks.

 

Sliders

Have you had a look at our HSL sliders on our webpage lately?

Remember, if clients are asking about anything they see on a slider, they can click on the slider to take them to a page for more detailed information.

The RefWorks slider directs clients to the session registration calendar, the UptoDate  slider directs them to the Mobile app LibGuide, the resources sliders directs them to the catalogue records, etc. 

 

SP 2013

HSL staff, don’t miss out on the SharePoint 2013 roll-out and hands-on calendar session.  Everyone will get to use the new and streamlined calendars and processes.

Join us on Tuesday, February 10^th at 2:30 in 1459 for some fun, and exciting next steps with SP 2013.

 

 

Electronics

The Mac adapters that we have at the service desk are intended for use in the library only to support technology in the study rooms.  Clients using the rooms outside of the library can request that type of support through AV services.

 

Room booking System Update

Our room booking system allows students, staff and faculty to book up to two hours per day for a total of 3 hours in a 7 day period.  In one of our recent system changes, it appears that the limits had been changes to allow longer bookings during the day.  The 2 hour per day limit has been reset.  If clients are wondering why they could book 3 hours a day last week and only 2 hours per day this week, it is due to this glitch.  The 2 hour limit per day is to try to ensure that as many students as possible can use the space during open hours.

 

Students and  ucalgary email

We have seen quite a number of students with overdues on their term loans recently.  We believe in many cases this has to do with the change UC made this past fall that required that all official UC email was directed to ucalgary email addresses only.  In many cases students may not be checking their ucalgary email (for example those with ahs emails).

These renewal messages are continuing to be sent, however according the UofC policy, all official UC email is now directed to clients' ucalgary email address effective October of 2014.  If clients do not check this email account regularly, we would recommend that they set up email forwarding so that mail sent to the ucalgary email is directed to an account you check regularly so that you will continue to receive all library notifications.

 

HOM display

History of Medicine Days held in the HSC, are coming up the first weekend of March.

In connection with this, HSL will be hosting a special AHS sponsored travelling exhibit on the history of vaccination and immunology.

 

“AHS Archives has partnered with Public Health and Communications to respond to this timely issue to create a travelling exhibit that explores the history of epidemics and vaccination in Alberta. Thanks to a  generous  grant  from  the  Alberta  Museums’ Association, the AHS Archives has  been able to draw on the AHS archival collections of medical artifacts  and  historic  photographs.     This  exhibit, Titled  “A  History  of  Epidemics,  Vaccines  and Innovation”, presents  an  engaging  and  informative  story  of Alberta’s response to the threat of disease, profiling notable physicians and discoveries from across the province.”

 

This is a tabletop display that will be featured at HSL the first week of March, and will be set up in the area where the Touch Table lives.

 

IM Chat and Sound on Station #3 

A reminder when logging into IM chat at station #3 at the service desk, to also check the station sound volume.  We did miss one chat this week when we didn’t realize that the sound had been muted on the station.

 

Google Searching Tips

Lourdes attended the recent Training Thursday session at TFDL, 20 Awesome Things You Can Do with Google, and has shared these notes:

 

https://metacate.wordpress.com/2015/01/15/training-thursday-20-awesome-things-you-can-do-with-google/

 

Upcoming Training sessions at TFDL

There are some sessions being offered for staff and students in the TFDL Digital Media Commons.  Check out the story in UToday.

http://www.ucalgary.ca/utoday/issue/2015-02-06/tfdls-digital-media-commons-host-technology-workshops?utm_source=UToday&utm_medium=Email&utm_campaign=February-6-2015&utm_term=TFDL's%20Digital%20Media%20Commons%20to%20host%20technology%20workshops

 

Have a good weekend.

Mary

HSL Access Notes - December 12th

Hello,

 

A few notes for the week….

 

Farewell

We will be wishing farewell to Nicole Talsma this week who will complete her term with HSL on Friday.   We will miss you Nicole and will be thinking of you and wishing you well from HSL!

 

Doucette now offering Onshelf Holds

Starting today, clients can now place HOLDS on items on the shelf at the Doucette Library.

Everything, including kits, is holdable and we will be monitoring this to see if this becomes an issue for in transit purposes (some kits are very large and present an awkward size for shipment). 

Also, because this is an education collection, it includes materials for learners of all ages.

 

Network Outage

The planned UofC Network Outage December 27^th – 29^th will interrupt access to online library resources and services.  There will be a slide created for our flat panel and webpage to notify clients.

 

Printer

Our back up printer has had some adjustments and seems to be priming at a more reasonable speed.  We are going to continue to monitor.  Please let Lourdes know if you encounter any further problems with this printer.

 

Instruction Winter 2015

The instruction schedule for the winter 2015 term is now posted.  Handouts are available for clients at the desk.

 

Electronics

Chelsea has created a easy-reference list of our electronics in our staff electronics cabinet. 

All of the circulating electronics can be found in Sirsi under the brief record HSL A/V Electronics. 

All Apple accessories have labels to indicate name and function.

 

RefWorks

All those who have accounts with the  popular citation management software RefWorks accounts for the University of Calgary will  have received notification about the account migration planned for December 18, 2014 at 11:00 AM Mountain Standard Time, with an anticipated downtime of approximately 2 ½ hours.

Lorraine Toews has prepared and distributed a comprehensive reference guide to assist clients who come to the desk with questions about the migration and next steps.

Three are copies of the document for clients at the service desk by station #3 and in the consult office.  The information does include Customer support contact information if clients deed in depth assistance.

LCR Christmas Social

Hawaiian Holiday celebration!

Get into the spirit of the Islands!

Break out your tropical wear and enter our Contest!

Anything wearable goes - Hawaiian shirts, grass skirts, wide-brimmed sunhats and shades

Wednesday, December 17^th

Lunch, 12:00 – 2 :00 p.m.

TFDL Gallery Hall, Main Floor, Taylor Family Digital Library

Holiday greetings from Tom at 12:45 p.m.

We are accepting donations of cash and/or non-perishable Food items for the Campus Food Bank

Tropical dress winners announced at 1:45 p.m.

Voting closes at 1:30 p.m.

You don’t have to be present to win

 

Christmas Hours

The UofC will be closed at noon on December 24^th – January 1^st.  Regular hours resume January 2^nd.

No items will come due over the holiday break.

 

A message from HR:

As we enter into the holiday season we once again have many Statutory Holidays and University Float days that we enjoy.  They are:

 

Statutory Holidays                                                                      University Float Days

December 25, Thursday – Christmas Day                            December 29, Monday   

December 26, Friday – Boxing Day                                         December 30, Tuesday
January 1, Thursday – New Year’s Day                                  December 31, Wednesday

 

Time worked from December 16, 2014 up to and including December 31, 2014 will be paid on your January 9, 2015 pay deposit.  To ensure your pay is accurate all time must be entered by midnight January 2, 2015 and approved no later than 4:00 p.m. on January 5, 2015.

 

 

Inter-hospital Delivery

The last day for sending items out the Knowledge Resource Service Calgary sites via inter-hospital transit, will be Friday, December 19^th.

 

Knowledge Resource Service DDS December dates

Ordering via Docline (ILL):   last day to order Dec. 17
Returning books via Canada post :  last day to return Friday, Dec. 19
Resume Docline on Monday, Jan. 5.

No Docline @ ACH until Feb. 2015

 

Generic Emails

Could staff who monitor the generic email accounts please ensure that a holiday ‘away’ message is added for the 24^th – January 2^nd?

Thanks.

 

Wishing everyone a very joyful Christmas season!

HSL Access notes - October 31, 2014

Hello Everyone,

 

A few final notes for October…..

 

 

Time change Sunday

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

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

 

October 31^st Change to student emails

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

 

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

 

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

 

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

 

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

 

Regards,

 

Claudette

 

Alumni Authentication for limited list of free Databases

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

 

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

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

 

Computer Upgrade

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

 

Journal title

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

 

Storage in Service Area

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

 

Electronics re-organization

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

 

Charge-All

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

 

Mackie Project

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

 

 HDL transfer

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

 

Happy Halloween to all!

Mary

HSL Access Notes - October 24th

Hello,

 

A few notes for the week…

 

 

SharePoint 2013

 

Thanks to all for the work done this week to begin triaging files in the SharePoint 2007 site.  Chelsea has added some helpful migration information to our HSL SharePoint 2007 homepage. 

We appreciate everyone’s involvement and support as we begin to move toward SharePoint 2013!

 

KRS Staff Meeting

The KRS(UC) sites will be closed next Thursday, October 30 for an AHS Knowledge Management all-staff meeting.  Signage at the KRS(UC)sites will direct clients who need immediate assistance to HSL.

 

Flu Shots Next week

Don’t miss your chance to have your free flu shot next week, October 29^th or 30^th  in the HRIC atrium.

Important changes to preferred email for students and staff coming October 31

On Friday, October 31, staff and student preferred email addresses in PeopleSoft will be updated to reflect their official @ucalgary.ca email address. Once this change occurs, official university correspondence (including MailMan messages, timesheet requests and expenses) will only be sent to your @ucalgary.ca email account. This does not include unofficial business such as newsletters and opt-in mailing lists.

This change is being made to comply with the university’s electronic communications policy to ensure appropriate use of the electronic communication system and to reduce risk of loss, corruption, mismanagement of data or unauthorized access. This brings staff in line with the policy for students (who are also being transitioned over on October 31) and faculty (to be completed at the end of the semester).

I have contacted Discovery systems to ask how this might affect our Sirsi notifications and David indicated the following:

I believe that when the switchover happens, the new “ucalgary” addresses will over-write any non-standard email addresses that students had entered into Peoplesoft and that had then loaded into Sirsi. So once that load happens, probably November 1 or 2, we will be emailing notices to the ucalgary address.  And unless students set up forwarding, the messages will only go to the ucalgary address. 

We will monitor the situation as this email update proceeds and provide any additional information as we learn more.  The best advice for clients at this point is tht if they are UC clients, they should be checking their UC email for any official notifications and correspondence.  Thanks.

 

 

KRS Clients and AHS email

Knowledge Resource Service (Calgary) management and team leads have confirmed that going forward, the key verification for employee eligibility for library services will be the Alberta Health Services email as noted in the Alberta Health Services directory.  The Alberta Health Services email will also be used to deliver all services and notices. 

·         This means that when registering Alberta Health Services clients we should also have their Alberta Health Services email as their primary email contact rather than a personal email. 

·         Staff should also take opportunity to check for AHS email in client records for KRS clients, and update whenever possible.

·         It was confirmed that Calgary Lab Services and Carewest employees do have valid email addresses in the Alberta Health Services directory though they may have a different format from the regular Alberta Health Services email.

 

Neonatal Resuscitation (NRP) titles: Alberta Health Services and UC copies

 

We have copies of this title both in the service area (specifically for Alberta Health Services clients) and the main stacks (for non-AHS clients). 

 

It is better for UC clients (or other non-AHS clients) to borrow one of the NRP titles from the main stacks, since these will act like any UC library book and can be renewed online as long as there are no other holds.

 

The copies in the circ area are flagged in Sirsi for Alberta Health Services staff.  If a UC  client wishes to borrow the Alberta Health Services copies, for example  if no others are available, this can be done, however staff will need to enter an override to allow the transaction to be processed in Sirsi.  It is important for staff to inform the client that they will need to phone in to renew due to the override required.  Of course if clients have any trouble renewing they can always call us for assistance.

 

Back Up Workstation

We have had a few situations recently where clients have been at the back up workstation at the service desk for lengthy sessions, creating a difficult situation or other clients needing access to back up or colour printing.  We are going to flag this station as an ‘Express station’ (up to 10 minute sessions) going forward to make it clearer to clients that the main intention is for short-term use and back up printing. 

We will continue to try to meet client needs while still trying to keep sessions at the back up computer as brief as possible, encouraging clients to use the public computers for searching or surfing sessions.

There are USB sticks in the drawer by station #3 that can be used to assist clients who are searching on the public computers but who want to save a few items to print on the back up printer.

New signage will be created.

 

Client Lost Books Billing/Claims Returns/Final Overdues

Issues around lost book billing, claims return items and final overdues can be forwarded to me for the time being.

 

Lync

Now that most staff are live with Office 2013, we would like to encourage all to set up their Lync account and add all the HSL and KRS(UC) staff contacts to streamline internal communications.  Our goal is to have all Lnyc accounts up and active by October 31^st.  If there are any questions, please let me know.

Taryn sent this helpful information for connecting to our KRS(UC) colleagues.

If you’d like to ‘chat’ with us via Lync, please add our AHS emails to your Lync contacts lists. Here is a link to instructions on how to add non-UofC emails into your Contacts list: https://support.office.com/en-US/Article/Adding-people-to-your-contacts-list-2b703d7f-cb20-4c9c-a7f3-0126e5316301?ui=en-US&rs=en-US&ad=US#_Add_a_contact

 

For reference, below are the AHS email accounts for KRS(UC) and other notable library staff.

alison.pinches@albertahealthservices.ca

brandie.bailey@albertahealthservices.ca

christie.hurrell@albertahealthservices.ca

elizabeth.aitken@albertahealthservices.ca

julie.alati-it@albertahealthservices.ca

kathryn.ranjit@albertahealthservices.ca

marcus.vaska@albertahealthservices.ca

marisa.tutt@albertahealthservices.ca
melanie.belliveau@albertahealthservices.ca

michelle.lemieux3@albertahealthservices.ca

michelle.turner@albertahealthservices.ca

sylvia.santiago@albertahealthservices.ca

taryn.lenders@albertahealthservices.ca

xurongrachel.zhao@albertahealthservices.ca

yongtao.lin@albertahealthservices.ca

 Thanks.

Mary

HSL Access notes - August 8th

Hello,

 

 

Away

I will be away next week, August 11 – 15^th.  Many thanks to all who are assisting with extra coverage and assignments while I am away.  See you on the 18^th!

 

Clocks

We are continuing to have problems with our satellite clocks in HSL.  Facilities have indicated that they are seeing similar problems in certain parts of campus, however they are doing their best to re-set or replace our clocks as needed.

 

Exchange Upgrade

The exchange upgrade seems to have gone quite smoothly.  Minh is still available to assist with any upgrade set up issues  (minh.le @ucalgary.ca or 220-7198)

Staff logging into the service desk Station #3 for the first time will also need to go through the upgrade process.  Student assistant staff will also need to be upgraded on this station eventually, however for the present time they are able to login using the libuser account.

 

Quarantine and Zendesk

Since the exchange upgrade I have noticed that some of my replies from Zendesk are showing up in my quarantined mail messages.  Just click on “Release to Inbox” option to allow access to the email.  Staff may wish to briefly scan their quarantined messages to check for any Zendesk messages.  IT and ITS are aware of the issue that seems to be connected to a spam filter issue.  They hope to have this resolved soon.

 

Generic Emails

Another issue that has been identified by ITS is a slight problem with generic  email addresses.  We have confirmed that the emails are still routing correctly, but may show incorrectly in the To: field.  For example typing in the plcinfo email will display as Paul Pival, but still route to plc!

 

Ergonomics

Staff wellness has a webpage devoted to ergonomics. With much of our time spent at our desk working at our computers, staff may be interested in taking a look at their online information on workstation set up or their simple workplace stretches.

http://www.ucalgary.ca/staffwellness/healthwellness/ergonomics

 

SPSS

The statistical software program SPSS 20 is loaded on our Computer Commons workstations, however the license has expired.  We are currently working on a new license, and in the meantime SPSS 20 is only available on workstations 740, 741 and 742 in 1460A.

 

UCLASS

TerriLynne has been working on the HSL electronic files and has moved the follow files following recommendations from UC Archives staff. 

 

Below are the files that have moved:

 

FILES	Old Location	New Location
Dartmouth	AD 300	CR 175 – 3 Dartmouth
History of Medicine	AD 300	CI 050 – 2 Case Files > History of Medicine
Organizational Chart	AD 300	GV 540 – 3 Organizational Charts
Annual Health Sciences Library reports	AD 300	GV 700 – 2 Case Files > HSL Annual Reports
Statistics	AD 300	CI 050 – 3 Statistics
Safety Warden	AD 500	GV 610
Faculty Medicine Library council	AD 300	GV 700

 

Hope all have a great week!

Mary