Hello Everyone,

 

A few notes for the week…

 

Baby Showers – Potluck Lunch

Please join us to celebrate Caitlin and Christie and meet their new arrivals!

Potluck lunch at Health Sciences Library on Wednesday, April 15^th from 12:00 pm – 1:30 pm

 

Farewell

Please join us in wishing Afroz all the best at a farewell coffee on Friday, April 17^th from 1:30 – 2:30

 

Health Sciences Library and LCR Support Staff Council

Many thanks to Lourdes and Kathy for coming forward to serve as Support Staff Council representative and alternate for the coming term!

Also I would like to thank Tuyet for her time and efforts to represent our team so well on council over the past years.  I have heard that her reports were always most interesting!

Thanks to all. 

Client Appreciation

I know our staff always starives for client service excellence, and it is always so nice to hear back from clients.

This week alone we have received the following comments of appreciation for our team........

• "Your help was awesome!"
• "Thanks so much for all your top-notch service...."
• "..... as always, you have been incredibly helpful."  

Thank you to all for this ongoing care and attention to our clients' needs.  It really does make a difference

 

LibAnswers

It seems that the new LibAnswers software is working well for all to record our regular reference and instruction stats.

There are still some questions about the norms for what and how questions / interactions are entered, and we will learn more about this as we go forward. 

·         Reference, Instruction and Tour statistics are entered in separate datasets.  Select the dataset on the ‘Add Transaction’ tool bar.

·         Have you tried using the pre-defined questions?

·         Most of the questions we respond to at the service desk fall under ‘directional’:  questions about using the library or our services.

·         This would include how to print, how to book rooms, hours, registering for workshops, etc.

·         Questions that require working on a client’s Sirsi record would be noted as ‘circulation’ type of question.

·         If a transaction will be recorded by another of our systems, we would not record it in LibAnswers.  For example a fine payment is recorded in Sirsi, so would not be entered in LibAnswers (whether in person or by phone).

·         Staff can record questions that come directly to them at their personal desk/email/phone if they fall into the guidelines.

·         Questions coming in through our Health Sciences Library generic email or IM accounts should be recorded as Health Sciences Library service desk, or DDS

 

Examples:

Client asks to checkout a reserve item or charge-all :  Entered in Sirsi – not recorded in LibAnswers

Client comes in and asks if a certain book is on our reserve shelf, but is not found:  No transaction is Sirsi – recorded in LibAnswers as directional

Client comes to pick up hold, for checkout:  Entered in Sirsi – not recorded in LibAnswers

Client comes to pick up hold, for checkout, but it is not on shelf:   Follow up required - Entered in LibAnswers as “Circulation’

How do I print? :  Entered as directional

Troubleshooting with print job problem:  Entered as technology

 

HDL Transfer Final Numbers
How many items did we transfer to HDL in 2014?

We transferred:

26 822 issues

4 633 bound volumes

31 455 barcoded items!

 In all we processed 1174 titles (1149 of those titles were ultimately transferred to HDL)

Amazing numbers!

Health Sciences Library Journal Shelf List

As part of the comprehensive Health Sciences Library journal transfer project to HDL, a thorough review of our journal holdings was also completed.  Our student assistants and many staff contributed to this project, and student assistants are continuing with the shifting to update our stacks.  A very positive outcome is that we now have an accurate and current Health Sciences Library journal shelf list.  This is stored in our R drive at: Health Sciences Library>UCLASS > Collections and Information> Description of Collections > Case Files .Onshelf Journal List 2015. 

 

Consult Office

We are through our first week of our drop-in consultation service.  Any feedback?

While librarians are not in the consultation office during the mornings, one is always ‘on-call’ for drop-in clients.  This means our level of drop-in service for the client has not really changed.

 

Toronto notes

The 2015 edition of the ever-popular Toronto notes has hit the shelves at Health Sciences Library.  We have two circulating copies and one copy on reserve for 2 hour use in the library only.  The large text also comes with the companion handbook and ‘notes’ booklet.

 

MCCQE

 The Medical Council of Canada and Family Medicine Exams will be coming up at the end of the month.  The Commons will be booked for exams 0800 – 1700 weekdays from April 27^th through May 6^th as well as May 11^th and 12^th.  MCCQE will also be using 1459, 1453 and 1454 on a few of the days for special accommodation.

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 - January 20th

Hello,

 

A few notes for the week….

 

A World of Good Wishes

Our very best wishes Caitlin, as you begin your leave this week!   We will be excited to meet your little one soon!

 

Referrals from Service Desk

As discussed at our recent Public Service meeting, the following guidelines have been developed for general librarian referrals from the service desk.  There may be a few adjustments to this as we move ahead with this, but please review and follow guidelines as indicated.  Please let me know if there are any questions.

 

 When the client wants to meet with a librarian:

·         Triage first: "is it something I can help you with?"; then send to consult office if appropriate

When the client wants to meet with a specific librarian:

·         Without being obtrusive, try to determine if it's something that can be answered at the service desk: "I'm not sure _____ is available; might it be something I can help you with?"; if not, contact the librarian using Lync.

·         If specific librarian is not available, again suggest consult and if client still wants that specific librarian, provide business card so that client can make contact.

When client wants to meet with the consult office librarian and there is already another client there:

·         Ask the librarian how long the current consult will take. It is ok to interrupt and ask this question.

·         If the current consult is wrapping up, inform waiting client that it will only be a few minutes.

·         If the current consult will take longer, offer some alternatives: if the client would like to

o    wait

o    return later -- flag and notify librarian if they intend to come back later and any provided details about their question

o    have a librarian contact him/her -- ask client for some details about what his/her information need and say a librarian will contact him/her in the next 24 hours (business day) to set up an appointment. Give client information to appropriate librarian (Lorraine for BHSc, Vet; Helen for PGME, Caitlin for UME (but will probably be Susan when Caitlin is on leave, KRS librarians for AHS, Susan for others).

o    contact a librarian using the "consult a librarian" link

·         We try to avoid making appointments for the consult office; objective is to be available for drop-in clients at the time they come in.

·         NOTE: If the client is a Dean or one of our higher profile users, get Susan (or Lorraine for Vet). We will obtain names and photos of some of these individuals for the service desk.

 

RefWorks

Information from the instruction team on RefWorks updates…

In light of the problems using the new ProQuest for Word with documents created before Dec 18^th our Citation Management Tools Libguide has been updated.

You can find the Citation management Libguide from the Health Sciences Library homepage >select Research Guides> scroll down to Citation management Libguide.

Or,

Please see the changes on the home tab and Refworks tab here: http://libguides.ucalgary.ca/content.php?pid=432455

 

In addition, a reminder that those trying to create a new account, if you direct clients to register for refworks through our Health Sciences Library Citation management Libguide they should have no problems or use this link: https://www.refworks.com/refworks2/default.aspx?r=authentication::init&groupcode=RWUCalgary

 

 

HDL Transfer Project

The HDL transfer project is past the 2/3 mark with thanks going out to Chelsea, Brian, Lourdes, TerriLynne and every student and casual staff who have been assisting with this project.  The team has been pulling, processing and packing 32 boxes for pick up on a daily basis since November.   We are hopeful that this part of the project may be complete by the end of the month.  Thanks for the ongoing work on this project!

 

Electronics

The wireless keyboards, remotes and mice for rooms 1453, 1454 and 1455 are now contained in three separate barcoded bins.  This helps with storage as well as streamlines the checkout process.  The items have been entered in Sirsi as a kit with 3 parts.  This does mean the checkout process requires an override.  This flags for staff the need to ensure all 3 parts are in the bin at both checkout and check-in.  Please let me know if there are any questions or comments from clients.  Thanks.

 

 

Back up workstation Printing

Please note that the back up printer for clients at the service desk can still be slow when printing larger colour jobs.  However clients at this workstation do have a number of printer options they can select.  Clients may want to confirm which printer is selected for their jo.  Last week we had once client send a job several times wondering why it wasn't prinitng, only to find once staff assisted that it had printed to the admin printer in the staff area.  If there are unclaimed print jobs in the staff area, they may be 'lost' client print jobs.

·         12 HSL Ref   (Default)

·         12 HSL Ref Colour

·         10 Circ - HSL 

·         13 Admin - HSL

·         13c Admin - HSL - Colour

If clients indicate that they are printing a large colour job, the best option at this time is to select the 13c Admin - HSL -Colour printer that will be our admin copier/printer in the staff area.  Staff will need to retrieve for the client.

Large B/W jobs may also be sent to the "10 Circ - HSL" staff printer in the service area if the back up printer is being overly slow.

 

 

Client Alert

 I would like to alert staff to three certain client situations from recent times.

An older gentleman who most of us have assisted with printing issues.  He is in almost daily and is generally calm, though can get agitated and outspoken.  He has been seen touching another client's belongings briefly.

A younger lady who generally wears a head scarf, and glasses, and is friendly, but very talkative chatting and asking unusual or general knowledge questions.

A client who called in today who spoke assertively indicating he is in a senior position in the faculty and who spoke incoherently in a disturbing way.  This was flagged in an LCR incident report and UC Security followed up on this call).

I would like to ask staff to pass along any concerns regarding these clients, or any other clients or transactions of concern, whether in person, by phone, email or IM chat.  This will help us establish any patterns of behaviour if further follow up is required.

 

 

Kitchen Update

We have been advised by Security that our toaster oven should be removed from the kitchen for safety reasons.  It will be removed on Friday.  Does this happen to belong to a staff member?

 

TFDL Writing Sessions

 There are some information flyers at the service desk advertising free drop-in writing sessions at TFDL.  These are made available through the Student Success Centre and LCR. More details and contact

Info included on the flyers.

 

HSL Access Notes - november 7th

Hello,

 

A few notes to begin the month…..

 

Remembrance Day Hours

HSL will be open on Tuesday, November 11^th

10:00 a.m. – 6:00 p.m.

 

Welcome to New Student Assistant

Please join me in welcoming new student assistant Anna Fei.  Anna will be assisting with some Sunday hours over the next several weeks.

 

Posting for HSL

We will be posting a casual OA2 position for our Sunday 12:00 p.m. – 8:00 p.m. shift for the January – April term.

 

Back Up Printer

The public workstation at the desk connected to the back-up printer is usually kept on like other public workstations.  If someone logs out of the station, the best solution is to restart.  This will automatically bring you back to the desktop screen.

 

Internal Cards

We have reviewed and updated a number of our internal Workflows cards as follows:

Training, HSL	010203072		-          Used for training
In Transit From HSL	HSLTRANSIT		-          Used for on shelf holds
HSL Searches	010062501		-          Used for missing items
HSL-Reserve	010070321		-          Used for Reserve processes
HSL-LOST/REFUND	010062526		-          Used in billing process
HSL-LOST/PAID	010062525		-          Used in billing process
HSL Int. Lib Loan	010069074		-          Used for ILL processes
HSL Do Not Renew	010069742		-          Used for recalling 3 day reserve books
HSL Display Books	010007744		-          Used for book display items
HSL Circulation	011144290		-          Used for flagging items for internal purposes
HSL Bindery	010010919		-          Used for items flagged for repair
			-

Discovery Systems Updates

At a meeting this week we learned of the following updates:

o    Sirsi will not be replaced in the near future, however LCR will be working toward a multi-library system that will address many of the work arounds that we are currently using for transit of items and on shelf holds.

o    The NCIP server is now in place and ILL items will be able to be tracked in Workflows in the near future.  NCIP will allow RELAIS to talk to Sirsi and create item records for borrowed material that then can circulate in Sirsi and be viewable via My Account. As soon as some policy and workflow decisions about its use are addressed, testing will begin.

 

Student Email Update  and Notifications

 

o    With the recent updates to student email addresses, some students may not receive regular library renewal reminders. 

o    Students have received notification about the impact on library notifications, however it would be good practice for library staff to confirm email addresses when dealing with students at the desk. 

o    The Sirsi records should show and remain as an ‘ucalgary.ca’ email for all students. 

o    Students can set up forwarding and find answers to other Office 365 questions at: http://www.ucalgary.ca/it/projects/office365

o    Due to this change, if students dispute fines due to a problem receiving their notifications, we can be lenient as a one-time exception.  We want our systems to work well for all, though clients are responsible for managing their library items.

 

Projects

o    HDL project - We have begun sending items to HDL this week.  Students will be pulling, scanning and boxing about 32 boxes for transfer each day.  Students are using the Ipad in the stacks to access the pull list from SharePoint.  Chelsea estimates we will be transferring over 500 bays of journals this round.  Shifting will be done once the transfer is complete.

o    Mackie - Additional monographs have been added to the shelves in our HOM room. The most fragile items have been processed by Lourdes for return to Special Collections.  Remaining items including journals and catalogues will be sorted for shelving in the HOM room.

 

Join Us!

November 21^st :  SharePoint Card sorting Workshop from 10:30 – 12:00

November 28^th:  MAC Basics – Bioinformatics Lab with Dylan Tetrault from 1:00 p.m. – 2:00 p.m.

 

Staff Notices

Posted on the kitchen bulletin board this week….

AUPE :  Upcoming Christmas events.

Wellness:   Free individual health checks at Foothills Campus: Monday, November 17, 11:00 am - 2:00 pm, HRIC Atrium
LifeWorks:   www.lifeworks.com    November Feature:  Caring for Loved Ones

 

Wishing everyone a good weekend.

Mary