HSL Access notes - January 12th

Hello,

 

A few notes to welcome the new term….

 

 

New Term

Welcome back to all following what I hope was a pleasant and refreshing Christmas break!

 

Best wishes to our student assistants for another successful term ahead!

We appreciate the coverage, service and mountains of project work that our student assistants provide each season.

 

This term our students and casual staff will be covering shifts as follows:

 

Mondays:   Kathleen 4:00 – 10:00  & Mary A. 5:00 – 10:00

Tuesdays:  Krystal  5:00 - 10:00

Wednesdays:  Mary A. 5:00 – 10:00

Thursdays:  Robin  5:00 - 10:00

Saturdays:  Anna 1:00 – 4:00

Sundays:  Kathleen 12:00 – 8:00 and Vacant:  3:00 – 6:00

 

We are still looking for student coverage from 3:00 – 6:00 on Sundays for this term.

Thanks.

 

Health Sciences Library Room Booking System

While the TFDL room booking system seems to be up and running, the Health Sciences Library links are not operational yet.  We are following up with LCR IT and hope these will be restored soon.

 

LYNC

We are investigating options for using LYNC from the two service desk stations that use generic logins.  We do hope that all staff will be able to connect via LYNC for internal communication.

 

Issuing Sirsi Privileges

A message from Claudette at TFDL regarding issuing Sirsi cards to clients at the desk…

All –

Just a reminder that if individuals come in to validate a TAL (The Alberta Library) card or to purchase or reinstate a community reader card that you search their names in our system. It is good practice before creating any card to check the patron’s name to make sure they have no other cards in the system. 

If a client has unresolved fines, fees or issues on a previous card, even if it has expired, these should be resolved before privileges are granted or re-instated.

 

PAM Boxes

We have surplus pamphlet boxes that are available for re-purposing.  Extras will be placed downstairs by room G 385 in the hallway west of the Libin theatre for all to help themselves.

 

Electronics

We have received two new Charge-all units from TFDL this week, for a total of three units that can be circulated.

 

Power at Round Tables

Power has been restored at the round tables.  The power connections at each of the tables has been checked and the power boxes secured to the concrete floor.

 

Cheques Used for Fee/Fine Payment

We seldom see cheques used for payment, however we did see one this week!  The Finance Office had indicated that only cheques made out to University of Calgary can be accepted.  

 

HSC Maps online

In addition to the helpful interactive room finder and campus maps at:  http://www.ucalgary.ca/map/

There are also some Foothills Campus building maps from Instructional Resources at:  http://www.ucalgary.ca/instructionalresources/maps

 

Room 1459

The TV screen in 1459 is set up for staff.  The screen does have a mouse and keyboard attached.  There are also two wireless mice stored in the electronics cabinet that can be used along with the attached keyboard as another option. 

 

Wishing all a good week and good term ahead.

HSL Access Notes - July 11th

Hello Everyone,

 

A few notes for the week...

 

Staff Vacation Coverage

With TerriLynne away for the next two weeks, Chelsea will be handling any key requests and monitoring reserve email.  I will forward any outstanding supply items that arrive during this time.

 

SHC hold Pick Up location

 In response to client requests at SHC, Knowledge Resource Service site at South Health Campus is now ’live’ as a pick up location in Sirsi.  This means that clients at SHC will no longer need to request UC items through the outreach service, but can place holds in the system and select SHC as the pick-up location.  The item will be delivered to the SHC Knowledge Resource Service site, and clients will be able to pick up at the site Monday – Friday between 8:00 AM – 4:00 PM.

Please let me know if there are any questions or concerns with this new service.

 

Visiting Students at AHS locations

Further to some questions regarding how visiting students at AHS locations are covered by the agreement, we can confirm the following update:

If a visiting student at AHS has an AHS email, they are eligible for full library access through KRS.  Staff would register them with a barcode, enter a ‘CHR- staff’ profile in Sirsi, and enter a unique expiry date to match the period of their affiliation with AHS.

This is a change to our previous practice of issuing Complimentary Community ‘borrowing only’ cards and privileges. 

If visiting students do not have AHS email, then we would proceed by issuing Complimentary Community ‘borrowing only’ cards and privileges.

Please let me know if you have any questions.

Thanks.

 

Facility

·         Painting in 1453, 1454 and 1456A is now complete.

·         Clock in staff room has been removed for maintenance.  It appears that it may need to be replaced.

·         The Current Periodical shelving has been reduced by one bay.  The shelving is stacked against the wall in the area and a request for removal has been submitted.

 

HDL Project

The final carts of titles beginning with ‘J’ have been pulled.  That leaves only three ranges of journals to go! 

We hope that the physical transfer of the issue will begin soon.  Many thanks to all of the project team who have been processing up to 8 carts a day!

At the moment we are still waiting for confirmation from HDL regarding summer intake scheduling and capacity.   However this summer we expect to be sending all pre-2005 journals of titles that have closed dates prior to 2005.  That will still leave some pre- 2005 journals on our shelves.  These will be prepared for transfer and sent to HDL  as time and capacity allows within the coming year.

 

Boxes in Storage Room

There is a build-up of empty paper boxes in the HSL storage room.  If anyone requires boxes please help yourself or let me know, otherwise most they will be recycled by the end of next week.

Thanks.

 

Wishing all a Happy Stampede weekend!

Mary

 

HSL Access Notes - July 7th

Summer Schedule

With our summer schedule now in place for July and August, this was our first weekend closure for the summer.

Our Health Sciences Library bookmarks now note our summer weekend closures (thanks for the update Chelsea), and our voicemail at 220-6855 has been updated as well.

 

Painting in 1453, 1454, 1456A

The whiteboard walls will be painted in 1453, 1454 and 1456A this week.  The rooms have been reserved for the work from Monday through Thursday, though there may be some availability for clients during this period.

The pencil rails should also be installed in 1453 and 1459.

 

Medical Residents

The medical residents began their program July 1^st and we have seen a number of these clients at the desk this week with card issues.  Often this is caused by information not feeding into our Sirsi system properly.  Please flag any of these issues for me for further follow up.  In the meantime if these are residents, please update their records to gradstudent Sirsi profile, with expiry of 9/30/14.  Please ensure that all email/address information is complete, and enter a Note indicating your manual updates to the record.  We hope that the system will update once all information is received.  Thanks.

 

Computer Commons – July 7 – 9

Our computer commons will be booked once again this coming week on July 8^th and 9^th for full day classes.  The software load will take place on the afternoon of the 7^th, and the doors will be locked the evening of July 7^th and 8^th.

 

Supplies

The latest order of supplies have arrived at Health Sciences Library and are being distributed to Knowledge Resource Service sites.  Staff are asked to use the online OfficeMax catalogue when placing orders since this provides the most up-to-date product codes.  https://www.officemaxcanada.com . Thanks.

 

SHC

We are currently testing SHC as a hold pick up location in the Sirsi test system.  We hope this will be ‘live’ soon.  Watch for further details.

 

Elevators/directions

The HSC elevator letter assignments have changed.  The directions to Health Sciences Library in our webpage have been updated.  A copy of the n our Foothills Campus Elevator Wayfinding Map is on the front service counter with our map of Health Sciences Library.  It can also be found at :  http://medicine.ucalgary.ca/files/med/UC_FoothillsCampus_ElevatorLocator_12JUN14.pdf

 

Copier in HMRB Hallway

Had an interesting call this week from a staff member working in HMRB asking for their passcode for the copier in the HMRB hallway!  As it turns out, this photocopier, that you can see at the end of the HMRB hallway when you exit our back Health Sciences Library door, has been converted to a staff only copy machine that requires a staff code.  There is a huge poster on the wall by the machine indicating that staff must go to their department coordinator to get their passcode, but below this it mentions that students can do their copying at the Health Sciences Library and it gives our contact information.  So if you get a question at the desk about the HMRB copier codes, please direct staff to the department, and students may use our copiers with their Unicards.

 

Hope all enjoy a great ‘Stampede’ week!

HSL Access Notes - April 17th

Hello,

 

A few notes before the Easter weekend…

 

Easter Weekend Hours

Many thanks to student assistants Amy and Kathleen who are covering our holiday hours tomorrow, Friday, April 18^th from 10:00 AM – 6:00 PM

 

End of Term

Best wishes to our student assistants, Robin, Jessica, Kathleen, Krystal and Amy as they prepare for finals.

 

 

HOM Guidelines

 A reminder that if a client would like to view items from one of the History of Medicine collections, staff can retrieve one item at a time from the HOM room and sign the item out to the client in Sirsi for in library use only.  Staff should ensure that the item remains sensitized while in use. Clients should return these items directly to staff at the desk.  Staff would then discharge and re-shelve in the HOM room.  More detailed HOM guidelines are available on SharePoint.  Search for History, or go to the Collections Tab > Policies > History of Medicine.

 

Staff Access door to Elevator A hallway

The side emergency/staff exit door leading to Elevator A, is not latching properly, and  needs to be pulled in order to close securely.  Staff using the door are asked to double check that the door is secure.  The problem has been reported and should be repaired soon.

 

Town Hall Meeting

Information about the upcoming Town Hall meeting.  Susan has offered to cover the desk to allow staff to attend. 

It’s time to get the team together again! Please join us on Thursday May 1 from 10:30 a.m. – 12 p.m. in Science Theatre 148 for our Provost Team Town Hall. This is a chance for us to recap the academic year and discuss forward planning. 

Tom is encouraging all staff to attend if they are able to do so.

 

Hold Reminder Notice

Sirsi is now sending out a hold reminder notice as indicated by Mary Jane:  

 

On April 15^th, we started sending out Hold Pickup Reminder Notices to users with University of Calgary items* on hold. The reminder is sent to users who have an available hold that will expire in 3 days, and includes again the pickup location as well as the pickup by date.

   

                      *REMINDER*                

      YOUR HOLD IS NOW AVAILABLE FOR ONLY 3 MORE DAYS

 

You may notice that WorkFlows’ Item Search and Display/Call Number Item/Holds information shows the date of the latest notice in the Notified field. This now includes the date of a hold pickup reminder notice.

 

The intent of this notice is to support our patrons who receive our first notice that their hold is available for pickup, but then may forget to follow-up.

 

Data Pull

We have received notice that there will be a pull of data wiring in the library (likely from the shaft closest to room 1458) in connection with a project downstairs.  We hope this will be done either early morning or evening, but do not expect this to cause too much disruption to regular routines or service.

 

Room 1453

While the AV screen has been installed in room 1453, we are still waiting for a network connection and the LCR imaging of the CPU before this will be available for use.  We hope this will be fully operational soon.

 

Recycle Bins in service area

The small staff recycle bins in the service area and consult office will be emptied by student staff each Sunday.  This will move to Thursday evenings during July and August.

 

 

Wishing all a refreshing holiday Easter weekend!

Mary

 

 

HSL Access Notes - July 12th

Hello,

A few notes for the week….

Clinical Adjuncts expired June 30, 2013

As noted in earlier notes, there are a good number of Vet Med Clinical Adjuncts whose UofC appointments expired June 30^th , and who may express concern about losing their access to online resources.  All  Vet Med adjuncts in this situation should be referred to:    

Monica Flohr Mauchline
 (403) 210-6116

TRW 2D12

flohr@ucalgary.ca

We also encountered a number of human medicine clinical adjuncts in the same situation this week. 

I have followed up with the University of Calgary Human Resources department who confirm that this appointment renewal process does require some paperwork between the  department and HR.  They recommended that the best way to initiate the process is for the client to contact their UofC department Human Resources partner, or call the HR help desk at 403-220-5932. 

You may also refer these clients to me for follow up.

In the meantime, we can manually extend their library privileges for one month, to allow time for the paperwork process.  If you do extend privileges manually, please add a ‘Note’ in the Extended Info screen, indicating the new extended expiry date.

Sirsi ONEcard Load Problem

We have received word from LCR discovery Systems team that during May and June there was a glitch in the system that prevented UodC ONEcard information from loading into the library Sirsi system.

·         This means that a client who received a card during that period may not show up with a record in Sirsi when their card barcode is scanned. 

·         We have been advised that when this happens, to contact the OneCard (Campus Card) Office at 220-7290.

·         Identify the problem, provide the client UCID (number under photo on front of ONEcard) and ask them to ‘re-send’ the client information.  We have done this already a few times and it does allow the record to populate Sirsi almost immediately.

·         Once the record has loaded, staff will need to review the information on all screens to ensure the record is updated with correct privilege expiry date, complete address info (especially email), and note. 

·         If the privilege expiry loads over with only a three week period which may happen, extend manually to Sept. 30, 2013. 

·         Add a note in the extended info screen with any manual update details, so that if the system refreshes and overwrites the updates , we have a record of the information to work with.

Evening staff are asked to flag these situations in the shift report for follow up. 

 Network Printer - Update

We have experienced ongoing problems with the Network printer over the past two weeks  that I involved follow up with both Xerox and UCIT.   The technician did replace additional parts and our current machine should be working, however a replacement copier is on its way.  We should be receiving the new machine early next week!  The stand alone printer at the service desk will continue to be used as the back-up printer.  Thanks Lourdes for coordinating all the follow up required with the printer.

Journal Transfer Project

Many thanks to all for the completion of Phase #3 of the journal transfer project.  Our next transfer project will likely be in early 2014.

Lexi-Comp/Dynamed

We are receiving numerous requests from students and residents for the codes for Lexi-Comp and Dynamed.   Those requesting the access can complete a request form that is then passed along to Lourdes for follow up.

The forms are filed in the file cabinet behind the service desk. 

AHS Residents and Fellows apply for Lexi-Comp access through AHS.  Detailed instructions can be found on the Mobile Apps Libguide at:  http://libguides.ucalgary.ca/content.php?pid=442981&sid=3627540

Gate

Due to some ongoing issues with our security gate, an updated model has been ordered.  We expect the new gate to be installed in August. 

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

Happy stampedeing!

Mary

HSL Access Notes - November 9th

Hello Everyone,

A second batch of notes for the week…. 

Remembrance Weekend Hours - HSL

Saturday, Nov. 10^th          OPEN  10:00 a.m. – 6:00 p.m.

Sunday, Nov. 11th                  OPEN 12:00 p.m. – 8:00 p.m.

Monday, Nov. 12^th                   OPEN 10:00 a.m. – 6:00 p.m.

·         The electronic programming for the doors has been adjusted for the holiday hours on Monday.

·         Thanks for covering our holiday shift on Monday, Amy and Winnie.  Please enter the timesheet code HOT for your Nov. 12^th hours.

·         Regular salaried staff who work M-F  do not need to add any code for November 12^th, this is done automatically by the system. 

Computer Upgrades as HSL

·         Workstation #1 (circulation station with RFID)& 2 at the service desk counter have both been upgraded this week. 

·         Both machines have been set up to allow for individual log in or the regular generic login.

·          If logging in individually, you will have access to your regular Outlook, calendars and network drives. 

·         Generic login should still allow staff to access webmail.   Generally during regular daytime hours station #1 will be logged in as libuser.

·         The My Documents folders will stay specific to the machines, that is, individual my documents folders will not appear when logged in as an individual.

·         Generic Login username: libuser   password:  p4irsc..  computer: (this computer)

·         Individual Login username: (personal email surname)  password: (personal password)  computer:  uc_admin

There may be some small adjustments required if you are using Sirsi when logged in with your individual login, for printing hold slips properly, etc.  Let me know and I can assist.

·         *** On Station #1 Workflows and RFID pad will come up automatically when you start up.  If you find the systems are not operating properly, close down both Workflows and RFID software, then restart Workflows first, then RFID pad.

Since these are new settings for our service stations, please let me know if you notice any problems and I will follow up.

AHS Online Access

At HSL AHS clients can access HIN online resources on the computer commons workstations without  authentication (HIN barcode and pin) since this step has been overridden internally.  If they are accessing HIN online resources on our other public computers they do require their HIN authentication numbers, though we are hoping to have this step removed soon.

In the Knowledge Centres and throughout most Calgary AHS sites, AHS employees can access all HIN online resources without authenticating since the system recognizes AHS IP addresses.

The HIN barcode and pin is still required for AHS staff to access the online HIN resources from home.

Alumni

When alumni go to the Campus ID Office for an Alumni photo ID card, their records are no longer being automatically loaded over into Sirsi.

Generally, the old student record is still in the system and can just be updated, but when it is not, the record should be created into Sirsi manually.

So if an Alumni comes in with a card that has the same number as their student record we can just update the student record, and if they come in with a new barcode that does not match any other record, we simply create a new record with the new barcode.

Current Titles moved to Backsets

January – June issues of Nature and Journal of Neuroscience have been moved to the backset shelves due to space issues on the Current shelves.

Persons of Interest (POI) Forms

People who are not student, staff or faculty of the University, but are in some way associated with a department, can apply for status  and a University Associate ONECard through the department with which they are associated by using a POI form.   These forms used to be available online on the ONECard webpage, however they are now only available to staff from the HR webpage.  Persons seeking this type of access, or indicating that they are associated with the university, but not showing up in Sirsi should be directed to their department.  The POI forms are completed by a department staff member and processed by HR.  While there are dozens of types of POI statuses, only a handful are actually eligible for library access.  Having an Associate card does not guarantee library access.  If there are any client or card questions or concerns, please flag for me and I will follow up.

Clean Holds Process

We are now checking our hold shelf for any  items listed on the  'clean hold shelf list' by client name (list does print alphabetically by client name).  This should help manage holds that are on our shelf from any location that may be cancelled before the hold expiry date.

Program Update Messages on Public Computers

When program upgrade messages come up on the public computers (eg. Java), ITS has recommended that we ignore these and just let them sit on the taskbar.

  

Facility

Doors:  We hope to have cracked windows in the library front door repaired soon.  If a technician comes to work on the doors, please contact myself or Susan.

Security Gate:  A panel in the security gate has slipped down inside the gate upright closest to the 1456B classroom.  We have tried to readjust it temporarily and have reported to 3M.  In the meantime, please try to monitor the gate as usual and re-set as necessary.  

 Lost and Found Items

A number of lost and found items that have not been claimed have been passed along to the HSC Security desk lost and found.  This includes single earrings, several rings, a calculator, a pair of sunglasses, and a Bluetooth type of earpiece.  Items lost in October remain available for claiming in the lost and found cupboard behind our service desk.

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

Mary

HSL Access Notes - August 27th

Hello Everyone,

HSL  Weekend Hours

HSL weekend hours resume September 1st.

HSL hours for the holiday weekend are as follows:

Saturday, September 1st   10:00 a.m. - 6:00 p.m.

Sunday, September 2nd     12:00 p.m. - 8:00 p.m.

Monday, September 3rd     CLOSED

 Signs have been updated and slides will be added to the flat panels.  Staff are asked to inform clients at the desk.  Thanks.

Reporting Water issues in the Library

Susan has confirmed with Facilities management that any water issues in the library whether leaks from the ceilings or drips from a washroom are top priority for repairs because of potential damage to the collection. 

• Staff are asked to report any water issues to their supervisor, or staff responsible for submitting facility requests (Brian, Sara, Mary or Susan) for immediate follow up.
• Reporting staff should call  any water issues (all leaks, washroom drips, overflowing urinals, toilets), in to 220 7555 and indicate that the location is the library so we need someone up ASAP to ensure that the collection and technology are not at risk.

HSL Fall Schedule

Our fall student schedule begins on September 1st.  We are fortunate to have many of our students returning to HSL.  We will be hiring one new student assistant for our Thursday evening shift.  The fall student shifts will be covered as follows:

Monday evening, 4:00 p.m. - 10:00 p.m.  Amy

Tuesday evening, 4:00 p.m. - 10:00 p.m.  Jessica

Wednesday evening,  4:00 p.m. - 10:00 p.m. Marissa

Thursday evening, 4:00 p.m. - 10:00 p.m.  Open

Saturdays, 1:00 p.m. - 3:00 p.m.  Amy/Jessica

Sundays, 3:00 p.m. - 6:00 p.m.   Winnie

Desk and Consult Office Schedule for September

The draft of the service desk and consult office schedule for September has been posted in shared documents section of the HSL intranet. 

Room Booking Calendars for Staff Meeting Rooms

HSL/HIN staff are able to make bookings in meeting room 1459, and Computer Commons 1460A & B.

In Outlook Calendar, go to 'open shared calendar'.  Type in HSL, and all the HSL staff bookable rooms should appear.

Make your room selection and add session, date and time to the booking.  Please also include  staff name and contact information for the booking in case any follow up is required.

You may wish to note if bookings are tentative for follow up at  later date.

Sara and I are also happy to assist with any Computer Commons bookings.

Vet Med Workshops

Lorraine has Vet Med workshops scheduled in the Computer Commons on Thursday the 30^th , and Friday the 31^st .  There may be clients who are unfamiliar with our site calling or coming to the desk asking for directions.  There are directions and maps on our webpage at:  http://library.ucalgary.ca/branches/hsl/maps-directions

Sirsi Upgrade

The Sirsi upgrade was completed on Monday, August 20^th.  This year at HSL clients were able to use the self checkout while the system was down, minimizing the number of actual manual checkouts.  Any staff who have Sirsi workflows on their workstation, should upgrade to this new version according to the instructions sent to all LCR staff by email last week.  Please let me know if you have any questions or concerns.

Term Loan Renewals

Term loan renewals will start Wednesday, September 5^th, new due date will be January 15, 2013.

Grad Student Sirsi Record Expiry

Many grad student records have an expiry date of September 30, 2012.  Once student registration and fees have been processed for the new term, their records should update automatically to January 31, 2012.  If records are slow in updating, we can extend privilege expiry  for two weeks to give the system a chance to ‘catch up’ with the renewal process.  Please flag these clients for me in the shift report or email in case any further follow up is required.

Transit of Holds Between HSL and TFDL

 Beginning tomorrow, August 28^th, we will be using a blue bin for transit of holds between HSL and TFDL, rather than multiple yellow bags.  The “Holds” bins will be marked either TFDL Hold (outgoing) or HSL Holds (incoming) so that these items can be processed  these as priority items when received.

Individual Study Rooms

Individual study rooms 1481A and C are occupied as extended room bookings, and should remain locked.  The expiry date of the booking is posted on the door of each room.  Sara and I can assist with any extended room bookings or questions about the rooms. As with any of our other study rooms, they can be used  on a first come, first serve basis when not booked.

Important message from ITS

I wanted to warn everyone in LCR that there is a new batch of nasty computer malware (computer viruses) that have infected many websites around the world. If you browse to one of these infected websites your computer will automatically become infected. Even computers with up-to-date security and antivirus software can be infected with this new batch of malware.

If your PC becomes infected with this malware your PC becomes inoperable. Multiple PCs in LCR have already been infected with this malware and have become inoperable. Once infected the only way to get the PC operational again is to reinstall all software from scratch on that PC.

Since the PCs become infected when they visit infected websites (and unfortunately infected websites don’t look any different than clean websites), the best way to avoid infection is to only go to web sites that are needed to do your job. By reducing the number of web sites you visit you greatly reduce your chances of becoming infected.

Thanks everyone.

Journal Usage Count

Thanks to all for your help with the journal usage count.  We are going to begin a new journal count that will extend from September  through December.

A new spreadsheet is being created (thanks Marissa!), and student assistants will be asked to record a stick count for any of these titles that are shelved.  There will be one column for regular in-house library usage, and one column for  those that are used by DDS staff and placed on the cart in DDS.   

 Fine Payments

Just a reminder that when client is paying fines it is best practice to ensure that the client has either returned all items (checkout screen clear) or that all items still checked out have been renewed (check for new due date).  When that is done, the billing screen should update, displaying all fines owing properly.  Once a bill payment is processed it is best practice to return to the client screens to ensure the bill screen is clear and checkouts are either cleared or renewed with an updated due date.

Thanks.

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

Mary Grant

Operations Manager

Health Sciences Library

University of Calgary

403-220-5035