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 - August 9th

Hello,

A few notes for the week…

Congratulations

Congratulations to Julie and Alison on their publication in  JCHLA as noted by Kathryn this week:

Check out their article on “Consumer Health Information Resources on Pregnancy, Birth and Fertility” in the August Issue: http://pubs.chla-absc.ca/doi/full/10.5596/c13-039

Best wishes

Best wishes to Janine as she begins her parental leave.  We will be thinking of her and new family on her due date, September 9^th!

Student Assistant Positions

Many thanks to our student assistants, Marissa Montgomery, Winnie Yue and Kristina Baykusheva who have completed their employment at HSL.  The energy, and positive outlook that student assistants bring to HSL is always very much appreciated.

We are advertising for two new student assistants for the fall/winter term.  The posting is on the UofC Career Services site with an application deadline of August 23^rd.

Lourdes Away

We wish Lourdes safe travels and special time with family during her trip to the Philippines.  While she is away August 14^th – Sept. 6^th we have arranged for back up as follows:

·         hslibr email coverage: Chelsea and Brian will monitor the email account.  Daytime in-depth reference questions will be forwarded to the librarian in the consult office for follow up.

·         Dynamed/Lexicomp:  Brian and Caitlin

·         Desk shifts:  As noted in the desk schedule.

·         Xerox: Mary or Brian

·         Technical Liaison:  Brian

Thanks to all for assistance with the extra coverage.

New KRS Website Launched August 7th

The provincial KRS website launched August 7^th. 

New url is: krs.albertahealthservices.ca

The hinc.ucalgary.ca url will direct clients to the new website.

Check out the interactive features such as the FAQs (type in a search word to get started), and multimedia education guides

HSL/KRS/HKN Staff Retreat

As noted by Susan, a staff retreat is scheduled for September 20, 12:00-4:00 pm with more details to follow.

In preparation for the retreat, staff will meet on September 4^th from 3:00 pm – 4:30 pm to discuss the purpose and objective of the session.

Susan has suggested that staff browse the following website to learn how the Enneagram System can be used and benefit the workplace http://www.theenneagraminbusiness.com/index.html

There will also be copies of the book  Bringing Out the Best in Yourself at Work: How to Use the Enneagram System for Success for each of the locations so that staff can do a bit of pre reading.

New Gate

We have a new 3M security gate installed at HSL! 

• It operates well with both the older RFID tags as well as the newer, smaller tags. 
• It has a much easier to read counter that displays # In, # Out and #Total.
• The gate has an audible  and visible red light on alarm.
• The doors will not lock on alarm.  Staff are asked to follow up with clients who set off the alarm.
• Items that do not have RFID tags should not alarm the gate, but items such as CPL library books may.

Please let me know if there are any questions or comments about the gate as we get to know the new system.

 Interesting Questions of the week

• Ebrary:  Student did not like using ebrary. Recommended she use ebrary with a personal account once logged in through the library. This makes it much easier to read using the ebrary reader and chapters can be downloaded.
• Also,  there is an ebrary app! The links/instructions appear when using a mobile device. This is probably the easiest way to view ebrary ebooks.  Chelsea and Lourdes are familiar with this app.

• Statistics resources:  There have been several clients recently looking for statistics resources on programs such as SPSS or Stata.  If Summon does not bring up enough results more online books can be found through the databases: Books24x7 (requires authentication), Safari, and Springer Link.

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

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 - February 12th

Hello,

Welcome

Welcome to AHS Librarian Rachel Zhao who will at HSL on Wednesdays and Thursdays in office 1492A.  Rachel's phone number is 220-4322.

Welcome also to Heather Rideout, our new student assistant who began training last week, and will be working every other Sunday.

HSL Family Day Weekend Hours

Saturday, February 16th      

OPEN  10:00 a.m. – 6:00 p.m.

Sunday, February 17th          

OPEN      12:00 p.m. – 8:00 p.m.

Monday, February 18^th          

OPEN 10:00 a.m. – 6:00 p.m.

Many thanks to Amy and Jessica for covering our holiday Monday shifts

POS and Pennies

There has been plenty of talk of ‘rounding’ as pennies move out of circulation.

Rounding will only affect cash transactions when we no longer have pennies in our POS.  We will be moving most pennies out of the POS soon, however will still be accepting pennies.

At HSL we will see this most for copy payments made by cash.  At this time the cost of copies remains at $0.08 for B/W and $0.39 for colour.

For Now, while we have pennies:

·         We will continue to charge and  give change as we normally do until we no longer have any pennies in our POS. 

·         We will always accept the penny as currency as it will remain on the active currency list. 

·         If a customer pays for a $0.08 copy, you charge them $0.08, ringing in the $0.08 in the POS.  They can give you the exact cash change and we will accept pennies, or if they give you $0.10, they will get $0.02 cents change.

·         If a customer pays for two copies, you charge $0.16, ringing in the .16 in the POS.  They can give you the exact cash change and we will accept pennies, or if they give you $0.20, they will get $0.04 cents change.

·         The only time you do the rounding is when you no longer have pennies in our POS. 

Once we no longer have pennies in the POS:

·         The penny will start to disappear shortly as people use them and they go to the banks. The bank is no longer circulating them, so when they go to the bank they end their existence.

·         If a customer comes and gets a $0.08 copy, you charge them $.08, ringing in the $0.08 in the POS.  They can give you the exact cash change and we will accept pennies, or if they give you $0.10, they do not get any change(or pay exact amount on a Onecard, or debit or credit card).

·         If a customer pays for two copies, you charge $0.16, ringing in the .16 in the POS.  They can give you the exact cash we will accept pennies, or if they give you $0.20, they will get $0.05 cents change.

POS and Credit Cards

We are now able to accept American Express credit card payments.  These transactions would be processed through the POS and the Transelect machine as our other credit card transactions (Visa and Mastercard).

Sirsi - Updates

Our Discovery Systems team have implemented a few changes the will be to the benefit of clients and staff.

Recalls:

Items that have been recalled but are no longer required because the hold has been cancelled or fulfilled by another copy will no longer continue to show as recalled and require extra attention.   The system will now recognize when these items are no longer need to fulfill a recall and will be released from their recalled status, reinstating the original due date for the client.

Fine grace period:

The system has now implemented a 1 DAY grace period for term loans and two week loans.  While this will be a nice benefit for our clients who get their books in one day after the due date, it is not something that we are publicizing with our clientele.  So, if a book is returned one day late (in the grace period), there are no fines accessed.  If a book is returned 2 days late, the fines will be accessed for the 2 day overdue period, or at $2.00.

Cancelled holds:

If a hold is cancelled in Sirsi by staff, it will become immediately available for the next client on the hold list, and the client will be notified that is available, even if it is still in transit from another location.  If staff cancel a hold in Sirsi, it is important that there is follow through with the item at the same time, either pulling from your own hold pick up shelf or notifying any other pick up location.  This will ensure timely and proper processing for any further holds.

Sirsi Transactions

 A few Sirsi reminders:

·         When accepting fine payments, please first ensure that all checkouts in the client’s record are renewed or returned.  The fine for an overdue item will only show up in the billing screen once the item is returned or renewed.

·         Please close screens once a transaction is complete. If a client places an item on the desk near the RFID pad when a check out screen is open, it could be checked out to the wrong client.

·         When completing a client transaction ask client to confirm that we have the correct (and complete) contact information in the Sirsi record, and make any updates or additions (valid email is most important).

·         If signing out items to AHS staff, especially the BLS or NRP (they often need these only once every year or two), it is sometimes helpful to check to ensure their records will not expire in the near future.  If the record is about to expire soon, offer to renew the privileges (another 2 years), reviewing the record and updating where needed.  This will ensure that the client will be able to continue to renew online as necessary, and not be blocked by having an expired library privileges.

Clients

A reminder that staff can refer any clients with library privilege expiry issues to me for follow up.

Instruction handouts

We have received quite a number of questions regarding the instructions sessions this term.  The handouts for UofC instruction sessions, HIN instruction sessions and citation management sessions are available at the front desk, and we encourage clients to take a copy.  The information is also posted on our HSL bulletin board and online. 

Shared Access Study Room update

Our shared access to study rooms 1461 – 64 has been delayed while parts are ordered for a new panic bar on door 1460ZB.  This could take as long as 2 months.

Main Doors/Gate

We are also waiting for a part for our 3M gate.  At the moment our gate and door system is partially working.  Please continue to monitor the gate and door as usual, resetting the doors if there is a light showing on the maglocks.  Please check with your supervisor for more information.

Staff Meeting Rooms 1459 and 1487A

·         We are now posting the daily meeting times for meeting room 1459, so that clients will have a better idea of availability.  If staff need to book a meeting in this room ‘same day’, please add the time to the white board outside the room.

·         Room 1487A, next to Caitlin’s office, is now set up as a small meeting room and can accommodate about 6 people.  Staff can book the room through Calendar.  Go to ‘Open Shared Calendar’-type in HSL and all HSL bookable rooms should appear in a list,  then select 1487A.

HSL bookmark

Our HSL bookmark has been updated. It includes our url, a QR code for our homepage, our hours,  and phone and email contact info.  These may be helpful for clients requesting general HSL information.

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

Hope everyone is looking forward to a pleasant Family Day weekend and for our student assistants, a good Reading Week break!

Mary