HSL Access Notes - March 13th

Hello,

 

Looks like spring is on the way!

 

 

SP 2013 Updates

 

 More migration news from Chelsea:

Remember to use IE to access SP 2013.  Bookmark the SP 2013 for easy access:  https://intranetqa.ucalgary.ca/ecspilot/collab/hsl/SitePages/Home.aspx

A student assistant’s page with projects has been added with a link on the left hand side of the homepage.

Communications files for the flat panels and websliders have been added.

 

Next week’s  Staff Sessions

Join Us:

Wednesday, March 18^th:  360 Link with David Brown        2:30 – 3:30 in 1459

Thursday, March 19^th:  LibAnswers statistics with Chris Hayward                 2:00 – 3:00 may be in either 1459 or 1460B

 

Instant messaging with Lync 

I hope everyone is having good luck connecting internally using LYNC.  This week ITS has confirmed that staff using workstation #1 and #2 at the service desk can sign into Lync using their own email.  Staff are encouraged to sign in and use LYNC from these stations or station #3 if you are covering a service shift.  Don't forget to sign out when your shift is done.  :)

 

Your availability on LYNC links to your availability in your personal Outlook calendar.  For example, if I have myself booked in my calendar for a desk shift, my LYNC profile will automatically show as unavailable.  If this happens but you are available, the status can easily be updated manually on the LYNC screen.

 

Did you know LYNC  can be used from within your Outlook webmail account.  You will likely need to add contacts, but I was able to send and receive LYNC messages to HSL staff even from home!

 

Remember it is always helpful to have your sound on to hear Lync alerts.

 

Donation

A Dr. Uzoka will be coming in to HSL sometime this month to pick up a box of donated books left here by a faculty member.  This box of books is in the storage room on top of the table close to the door.

 

Zendesk

To send questions or work to Collections staff, please send your requests through Zendesk.  You can connect using the "Feedback" button on the LCR homepage.    LCR is using Zendesk to track, triage and follow up with work requests etc.

 

AHS Client Printing

Generally  Alberta Health Services clients can print from our back up printer at the service desk.  Work or health related information can be printed free of charge, while personal printing is regular price.  However going forward Free printing for AHS staff will be limited to black and white printing only.  If clients require colour printing, even if it is work or health related, they will need to pay the .39/page cost, of they can print in black and white free of charge.

I know there is one AHS client in particular who been regularly printing in colour.  I would be happy to speak to him or any other clients who have comments or concerns about his change.  We have updated the sign on the back up printer.

 

Travel and Expense Claims - before March 23rd

A note from Barb in LCR Finance:

Please complete and SAVE (do not SUBMIT) all outstanding travel and expense claims in PeopleSoft and bring the signed report and receipts to LCR Finance (TFDL 645) as soon as possible but no later than 4:30pm Friday, March 23rd.  Jocelyn will review, make corrections if necessary and contact the claimant to SUBMIT their report in Peoplesoft.

If your travel or expense claim occurs the week of March 23rd, please contact Jocelyn at 220-2784 or me at 220-3734 for further instructions.

Note….this does not include Professional Expense Reports (PER).

 

Coming Soon! New and "Improved Reference Statistic Program

We will officially be going to LibAnswers for reference/instruction statistics on Wednesday, April 1^st.

Join us for training at Health Sciences Library on March 19^th!

HSL Access Notes - May 30th

Hello Everyone,

 

A few notes to end the month….

 

Continuing Education Unicards and Privileges

Continuing Education students can go to main campus and pick up a Unicard.  We have seen a client with one of these cards at Health Sciences Library recently.  These cards don’t generally load with address, and may not load with active profile.  Patron details for continuing education students is not loaded over by Unicard.  It is important for staff to add address information, especially email address to ensure the client receives notices.  The profile that loads is either Blocknew or Blkalucont so staff do have to add in the contact details for the patron record.  Also, staff need to add in the card expiry date, normally set to the end of term, ie:  April 30^th, August 31^st, December 31^st, depending on the session of their courses.

 

Externs

We have seen a group of AIMG ‘externs’ in the library recently who are in a short program to prepared for their residency.

While this group thought they would be eligible for library privileges, their  POI designation of “Visiting Student” does not include library privileges.  Fortunately most of those in this group will be eligible for privileges as UC students once they begin their residency on July 1^st .

 

The only type of POIs with library privileges are:

 * 00014 Visiting Scholar
* 00023 Postdoctoral
* 00029 Consultant-Pro. Service

It can be confusing since these clients do load into Sirsi and it is not possible to tell what type of POI they are from the record.  I am happy to follow up with any of these clients.

 

Knowledge Resource Service Privileges

We had a request for KRS registration from a client working with Foothills Primary Care Network that works in partnership with Alberta Health Services.  
I have confirmed that employees with Foothills Primary Care Network are not eligible for KRS privileges.
AHS employees eligible for KRS privileges should have an Alberta Health Services employee ID number, badge and email.

Claiming Mileage and Gas Expenses

 I know many staff do not bother to claim for mileage between Health Sciences Library and main campus, but for those who wish to claim there is some helpful information in SharePoint.  Search for ‘Expenses’, to find the page with account code, and video of PeopleSoft process.   If you are making multiple trips to main campus regularly, you may wish to log your trips and submit the PeopleSoft expense claim once or twice a year. The process requires that staff create an expense claim in PeopleSoft,  including reason for the trip, that is then printed, approved by the supervisor, and forwarded to LCR Finance for processing. 

FMC- UC one way (coming from home or going to home):  2 km

FMC-UC return to HSL:  4 km

The PeopleSoft form automatically calculates the $ amount once the kms are entered.

The same form can be used for parking reimbursement when the parking passes are not available.

 

Rooms 1453 and 1459

We have just had glass white boards installed in 1453 and 1459.  The boards need to ‘set’ over the weekend, so we are  locking the rooms until Monday, to ensure that the panels do not get used, or bumped.

I have blocked the booking calendar for 1453 for both Saturday and Sunday.

Next week we plan to have pencil rails added to each room for the markers and pens.  In the meantime we will leave these supplies on the table in each room.

 

Posters

The installation of the board in 1459 meant we needed to move 4 of the posters from that room.  We were able to hang these on the media wall behind the touch table.  It was interesting to see clients standing and reading these posters today!

 

iMAC

 We have received approval to borrow an iMac for LCR ITS for staff use for the summer.  The wireless computer will be set up near the back up printer, and all staff will be encouraged to take this opportunity to get to know the basics of the Mac interface, especially since we are seeing more and more clients with Mac products in the library.  More details to follow.

 

Network Printing

We are still having issues with some jobs being sent from the public computers not showing up on the network printer.  IT did  make some changes to the HSL printer this week that they hope will decrease issues, but please continue to report them if problems persist.    

·         It is recommended that staff use the print problem report (use own staff name so we get the feedback)  that is bookmarked on station #2 to report print problems so that we can try to give IT as much info as possible about the jobs that the Network printer has problems with. 

·         When this happens, one option that has been recommend by IT is to have the client go to print.ucalgary.ca , log in using their UCIT ID, and sending the job from there.  There will be a  “connection is untrusted” message that may appear - just click on “yes I understand the risks” option (ITS says this is ok). The  printer option that shows will be the network printer, and the job will appear on the network printer  by login name.

·         IT has indicated that sometimes these jobs don't show up because they are set to a paper size that the printer doesn't have, so the server deletes them before they appear at the release station.

·         It is great that we can direct clients to the back up printer to respond to their immediate printing needs, but hopefully we will soon identify and resolve the ongoing network printing issue we seem to be having!

·         IT has asked us to include problem files in these reports if possible when they happen, or as much detail about the job as possible.  For example, this week one problem was with a pdf file from gmail account that was using IE browser.  Others has been PPT files from OSLER, etc.

HSL Access Notes - March 8th

Hello Everyone,

A few notes for the week….

Daylight Savings Time - Sunday

It is time to 'spring ahead' again this weekend, with clocks moving ahead one hour in the wee hours of Sunday morning.

Our electronic door programming will automatically respond to the time change, however some of our public clocks will not.  The clocks that do not change automatically need to adjusted by facility staff and we will follow up with this as necessary, next week. 

Mary Away March 11^th and 12^th

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

Thanks to all for the schedule adjustments and extra coverage.

Expense Claims

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

Small Group Room Bookings

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

Supplies

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

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

UCLASS

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

Journals

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

SHCKC

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

Phone  Forward

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

Flat Panel

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

Neonatal Resuscitation Textbook

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

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

Mary