Hello,

 

A few notes for the week….

 

Health Sciences Library Summer Hours

Effective July 1^st – August 31^st  Health Sciences Library will once again be closed weekends and statuatory holidays.

Signs have been posted in the library, on our webpage and on the flat panels.  ELAccess have been notified to adjust our door schedule.

Staff are asked,  especially during the next weekends, may wish to alert weekend  clients to the upcoming schedule change.

 

Computer Commons booking next week – 1460B

A group has booked 1460B for the entire week and has loaded special softare on the stations to be used throughout the week.  To accommodate this booking and safeguard the software load, the 1460B room will be locked each evening, and the routine computer ‘refresh’ has been suspended for the week.

 

Consult Office Client

Last week there was a public client in the consult office who requested help with  health related query.  At the end of the session the client provided the librarian with the Jehovah’s Witness pamphlet and mini-sermon.  The client was not aggressive or offensive, however we would like to flag for staff in case a pattern develops.  Thanks.  

 

Calgary Foothills Primary Care Network (PCN)

This Calgary Foothills Primary Care Network group is very interesting.  We have received a number of registration requests from this group recently, and it seems that these clients can fall into different categories.   As I understand it, this group is in partnership with Alberta Health Services, but employees may not necessarily be direct  Alberta Health Services employees.  Some employees may work for both Alberta Health Services and PCN.

 

Kathryn has advised as follows:

If the client is in the AHS directory then she is eligible. That is generally our overriding rule at this point. If they have AHS contact information, then we will register them for an account.

 

So, if we receive a registration request from a client with a PCN department, please check for their name in the AHS directory, and proceed as noted by Kathryn.    Health Sciences Library staff will need to ask a Knowledge Resource Service site staff member for assistance with the directory search.

 

 Flex-Time

There are flex policies and procedures online (http://www.ucalgary.ca/policies/files/policies/Flex-time%20Procedures.pdf and http://www.ucalgary.ca/policies/files/policies/Flex%20time%20Policy.pdf , however a couple of helpful points that are not mentioned in the procedures:

·         Flex-time cannot be earned if you are taking flex- time off that same day.  Flex is meant to be earned on top of a full 7 hour day.

·         Flex-time cannot be earned while on approved leave to attend sessions or courses.

 

SharePoint 2013 Pilot

SharePoint 2013 pilot meetings will begin again this week. 

Do all staff know the url for our SharePoint site?  It can be accessed off-site when needed.

https://spse.ucalgary.ca/sites/HSL/

 

Gate Software

Our new software for our security gate has been activated.  This will eventually provide an electronic count and report for our gate stats.  We will be continuing with the manual gate count for the time being, since there have been a few glitches in the system recently.

 

Screen in 1453

The wireless keyboard and mouse for 1453 is not currently operating since we are missing a bluetooth receiver.  We are hoping to have a replacement soon.

 

Lost and Found

We have cleared a number of items from our Lost and found that have been held for over 6 months:

·         USBs – scrubbed on public computer client use as needed.  These are in the drawer at the service counter below station #2

·         Small device (nokia phone, blackberrty) attachements:  taken to AV services

·         Dell power pack and Mac plug-in:  labeled and added to the Health Sciences Library electronics cabinet

·         Cheque:  $300.00 cheque made out to University of Calgary is currently being held in my office.

 

Frequently Called Numbers

The Frequently Called Numbers list has been updated in SharePoint and now includes the contact for the Mail Room/Distribution Services, 403-210-5499

 

Recognition Survey

Here’s your chance to contribute your ideas and comments to the university Recognition Committee.  Tom is encouraging all to …

Please take 10 minutes to complete the survey and share your experiences and preferences. At the end of the survey you can enter your name in a draw to win an iPad Air as a thank you for your time.

Your responses will remain anonymous and confidential. They will be compiled with other participants in an aggregated report that will be shared with the recognition committee.

  Click here:  http://www.ucalgary.ca/hr/node/2928 to get started.

 

Thanks.

HSL Access Notes - July 24th

Hello Everyone,

A few notes for the week….

New delivery

The weekly notes will no longer be distributed by email.  I will send out an email with a link to the Keeping Current blog post of the notes.  Please let me know if you are having any trouble accessing or viewing the blog.  The blog is bookmarked on the service counter workstations.

Flex Plan

In answer to the following  interesting flex–plan  question, “ can you earn flex on a day when you have an appointment or other time away”, we have received this response from HR:

Staff members cannot combine any other time with their flex time earned. They must work the entire shift, plus the extra flex time. On days that they are away for a paid benefit, they are not entitled to work flex time.

Please let me know if you have any questions.

Clinical Expired Clients

We have seen a few more clinical clients whose records expired on June 30, 2012.  In these clinical staff cases (UofC staff, not students) it is best explain that the library privileges are tied to their status with the UofC, and to refer the client to the HR help desk at 220-5932 to follow up regarding their UofC status.  If they are still associated with the University we can offer to extend their library privileges for two weeks in Sirsi while the system processes any updates.  Staff are asked to update the expiry date manually in the Modify User function using the override, and add a note to the Extended Info screen indicating the situation and the action taken plus staff initials.  These types of situations can also be referred to me (client name, barcode and contact please) for follow up.  Please let me know if you do run into this type of situation so we can monitor the problem.  Thanks.

Intranet – naming-blog updates- remove from R drive

We are continuing to develop the HSL Intranet as a key location for HSL information.

All HSL/HIN staff should have access to the HSL Intranet.  You may need to add UC_ADMIN\ before your login.  Please let me know if you are having any trouble with access.

A couple of recommendations have come from a recent Communications Group meeting:

·         Naming convention:  If you are adding a document or wiki page to the Intranet, please use the following naming convention:  description YYYY MM DD staff initials.  Example:  Staff contacts 2012 07 24 mg

·         Master file:  if you are adding a document or file to the Intranet, it should become the master file and other copies of the file should be removed from the shared drive or common files.

·         To inform staff that a file or document has been added or migrated to the Intranet, please post an update in the Keeping Current blog.

HSL Literature Search Form – Online

There is a new online Literature Search Form  on the HSL webpage under Research and Teaching support.  It may be helpful for staff to direct clients requesting assistance with in depth reference questions or literature searches to the online form when a librarian is not immediately available, for example during evenings.  The form will allow the clients to provide helpful information to the librarians who will then be able to follow up appropriately with initial contact within one business day.  Forms submitted online are directed to hslibr email.

http://library.ucalgary.ca/health-science-library-search-request-form

There are also print copies of the form in the service area files in case of system failures, but the online form submission would be preferred and encouraged.  Staff can add the information to the online form on behalf of a client while assisting the client at the desk or on the phone.

This is a new service, so any staff or client comments or input would be appreciated.

Mackie items 

We have 78 items from the Mackie History of Neuroscience Collection that have been flagged to be in fragile condition and are being prepared for transfer to Special Collections.

There is new Mackie History of Neuroscience signage in the History of Medicine Room to highlight the collection.

Journal Count

We are conducting an ‘in library use’ count for the following four journal titles during the months of July and August:

·         Oncogene

·         Journal of Cell Biology

·         Drugs

·         Pharmacoeconomics

Students will be recording a stick count of any issues of these titles on a stat sheet at the front counter before shelving.

Old edition (2006) of Neonatal Resuscitation (NRP)

Recently at HSL we had a few AHS staff looking specifically for the older edition (2006) of the NRP textbook.  HSL  withdrew most of our older copies when we received the updated 2011 version, however we do have one copy of the older edition on our compulsory Education shelves (for AHS staff)as well as one copy in our main stacks (for UofC clients).

Holds on BLS for Healthcare Providers   – contact pick up location

Most Knowledge Centres have a good supply of BLS manuals in the Compulsory Education collection for AHS staff, so there is generally no need for AHS staff to place holds on the title.  However if a client does place a hold on the title, it could lead to many copies being flagged for the same client while the item is checked out on an ‘in transit’ card.  We can hopefully avoid the ‘in transit’ and multiple copy problem  by filling the hold at the location where the client wants to pick up the item.  if staff see a BLS manual on the hold pick up list with a different pick up location, rather than pull the item and place it in transit, please call the pick up location KC and ask them to pull and process the item at that location.  Thanks for flagging the issue Tuyet!

Rooms in HSL

·         Available for online booking:   1453, 1454, 1455, 1456 A & B, 1458

·         Available for online booking and extended booking:  1481 A, 1481 B, 1481C, 1481D

·         Not currently available (eventually for online evening and weekend booking): 1461B, 1462B, 1463A &B, 1464 A&B

·         Available for internal staff booking:  1459, 1460A & B (Commons), 1483 (HOM)

Please note that Sara is now able to make bookings for the Computer Commons as well as the extended bookings for the individual study rooms.

Computer Commons – update

Up until this point, the Computer Commons was the only area in HSL where food and drink have not been permitted.  We are now updating this policy to permit beverages in the Computer Commons.  This reflects the guidelines used in the Research Park at TFDL.

Printing Options with Older  OneCards

Clients who have an older OneCard that is not recognized by our Network Printer,  can still add funds to their cards and use their cards for transactions in our POS.

Therefore they can use the back up printer and still pay at the POS using their OneCard (or cash, debit or Visa!).

Key Projects

HSL Key inventory:  Leslie has been working on an inventory of all HSL keys. 

HSL door Key control:  Sara is working on a key control system to track HSL door keys.  

August Schedule

The HSL August consult office/desk schedule  will be posted in the HSL Intranet early next week.  This will become the master copy of the schedule, and any changes that need to be made should be made on the Intranet file.

Please let me know if you have any questions, suggestions or concerns.   I will be away on vacation August 7 – 17^th.

Mary