Hello Everyone,
Fall BackWe will be returning to standard time early Sunday morning, November 6th. Please remember to turn you watches or alarm clocks back by one hour . The clocks in HSL should adjust automatically on Sunday, however if not, please do not adjust manually. They will be adjusted by facility staff following the weekend.
Remembrance Day HoursRemembrance day, November 11th, is a statutory holiday for regular staff.
HSL will be open holiday hours from 10:00 a.m. - 6:00 p.m.
Thanks to Diana and Sajid for covering the holiday shifts that day.
New Holds – Important Changes this week!As announced by Rob this week...
On November 8th, we are implementing a major change to placing holds for library books in Sirsi. As of November 8, our users will be able to choose a library branch for picking up their holds. Up until now, a hold on a library book needed to be picked up at the owning library branch.
A message from David Brown regarding set up for the processes prior to Nov. 8th…
We are starting to put the system changes in place that will allow a choice of branch when placing a hold. There are several layers of change required, and each change requires a stop and start of the system, so instead of bringing the system down several times on Monday, we are beginning the changes today. Circulation staff may see additional delivery options begin to appear on the Workflows “holds” screens on Saturday, Sunday, and Monday. Those options will not be operational until Tuesday, so please ask staff to ignore them and continue to use their normal procedures. We will mask the changes from the public catalogue until the launch day.
Please note…
· I have demonstrated the new processes, both from the client and staff end, to some HSL/HIN staff at the desk in the Sirsi test system. Please let me know if you would like a demonstration or if you have any questions.
· Print copies of the new processes (see attached) will be kept at the desk.
· Basically, every item that is checked in that has a hold on it, no matter the home location, will need to be checked for the hold pick up location and then processed accordingly.
· The Onshelf hold list will print with the pick up locations noted, and items will need to be processed for the noted pick up locations.
· Hold notifications will go out to clients only once a day at 5:30 p.m.
· Title vs. Copy holds: Staff are reminded that holds should be entered as title holds, in order to ensure that the client receives the first available copy of a title. We have had some situations recently where a copy hold was placed rather than a title hold and this delayed the delivery of the item for the client.
· As we transition to these new processes there may be some unique situations or challenges. Please let me know if there are any questions or if I can assist in any way.
New Door and entry Operation at HSLThe new door at HSL is now operational, however the new RFID gate has not been activated yet.
The construction entry has been dismantled and the new doors will be used however we will continue to use the old security gates until the new gate is connected.
· The doors are programmed to lock and unlock according to our hours of operation. Exceptions, for example, November 11th, with holiday hours will also be programmed as requested by myself or Susan.
· After the door is locked people can still exit if needed, however staff should ensure the door re-locks.
· The two doors will open outwards, and will allow two-way traffic, however until the new gate is installed , we will still encourage clients to enter through the east door and exit through the west door (they are labelled on the outside).
· There will be an automatic access button for the doors.
· The doors will operate by card access only after hours.
· Please Note: Staff cards will be used for access, however staff with older cards will need to go to main campus for an updated card.
· The after hours chute has moved back to the wall to the west side of the new doors
HKNJanine Miiller is currently working for HKN on a full-time basis, returning to part-time after January 1st. HKN questions or requests may be referred to Janine at 220-2226.
Persons of InterestIn the past clients with an association to the university would be able to request UofC status through a UofC department and receive an Associate OneCard. This would also give them library privileges and we would set up an appropriate library profile according to their role with the University, for example Academic for a visiting scholar. With the new Peoplesoft processes, Associates have been replaced by Persons of Interest. If Associate privileges have expired for clients, please direct them to speak with their UofC department about renewing their UofC privileges.
This is the form that needs to be filled out:
http://www.ucalgary.ca/security/files/security/POI-Request-Formv3.xlsThe form would be processed through HR, then through the Campus Card Office. In theory if the relationship types of postdoctoral, preemployment instructor, or visiting scholar are chosen then those folks should receive library privileges.
There are still a number of questions about this process. Please let me know if you have questions about specific clients, and I can follow up with Rob Tiessen.
Sirsi Records and Information LoadsJust a reminder that the way information loads into Sirsi records changed with the Peoplesoft processes during the summer.
· In the new system information for the library records loads from two different systems.
· You will note that the new system uses both the first name and last name fields in Sirsi. All records will be changed over to this format eventually.
· The barcode loads from the Campus Card Office while the registration and personal information loads from Peoplesoft.
· That means that regular UofC students, staff and faculty will load over with their appropriate Sirsi profile and address information, and should have an active record immediately rather than requiring an ‘activation’ of their record by library staff.
Peoplesoft will load the following into the Sirsi record: Profile, privilege expiry date, address, a ‘dummy’ barcode
· Some records that have loaded with only the Peoplesoft information will have a ‘dummy’ barcode beginning with UC followed by a few digits. These will have the appropriate profile, and address information, so if the client comes to the desk with a UofC card, the record can be activated by replacing the dummy barcode with the barcode on the client card.
CCOffice will load the following into the Sirsi record: Barcode, name, a temporary 3 week privilege expiry
· Records that have loaded with only the CCOffice information will show a barcode, but only a temporary 3 week privilege expiry, and no address, profile or demographic information. If clients come to the desk and this type of record appears, please select the appropriate profile, and add at least a valid email address to the address field. Do not adjust the temporary privilege date – this should be done by the system soon after the record loads.
Please flag any client or record issues for follow up.
Access and delivery of HDL itemsAt the moment clients can place a hold on a journal volume held at HDL. It will automatically be delivered to the home library (where it belonged prior to HDL), for pick up. Journals are a 3-day loan allowing clients time to copy or scan the articles required, or renewed until no longer needed. With the new hold system beginning Nov. 8th, clients will be able to request the pick up location of their choice.
When holds on HDL items are requested for pick up at HSL/HIN locations, the LCR truck from HDL will drop off items off at HSC loading dock, and we will receive them with our regular mail delivery. HDL items returned at HSL can be returned in the HDL bins or the TFDL blue boxes.
FacilityHSL Washroom LightsAnnley talked to Campus Infrastructure (220-7555) on Friday about the washroom lights still on emergency power since noon on Wednesday, November 2nd, 2011 and they sent a maintenance person to check it out. He was not able to locate the problem and did not have a key to get into the shaft near the washroom. He said he would come back again on Monday morning.
Bulletin Board
We will be reducing the number of large display bulletin boards to one, and moving this bulletin board to the wall beside the water fountain.
Used Book Sales: In response to recent queries, we will not be offering used book sales in HSL.
POS: We received a new monitor for our POS this week when our older monitor crashed. The new monitor operates in the same fashion, and does have a touch screen.
Theatre 3 access: Renovation of the walkway to Theatre 3 is now complete. There is also a helpful map of the area on the wall in the hallway.
New BooksEarlier this year we did see new books coming over with a status of ‘Available soon’, however any new books we have received over the last month or two have not been arriving with this status, but simply as ‘on shelf medical’. It does cause a problem when they then appear on the onshelf hold pick list before they are actually received at the branch. Collections are working to resolve this and return to the ‘available soon’ process.
Reserve Loans and Fines2-Hour:Most Reserve items at HSL are two hour loans for use in the library only in order to ensure as much access as possible for all clients. When checking out reserve items, please let clients know that fines will be charged if the item is not returned or checked out again after the 2-hour loan period.
An exception to this is that two-hour reserves may be borrowed overnight. Items need to borrowed within one hour of closing and returned within one hour of opening.
Reserve items returned late will accrue fines at a rate of 1.00 per hour, though there is a short grace period of twenty minutes for return.
3-Day: We also have a few 3 day loans that may be borrowed for use outside the library. These items have 3-day labels on their spines, and may be renewed if no other holds are placed on the item. Clients do not receive renewal reminders for 3-day items.
Desk changesWork may begin on the front desk soon. This will involve removing the small section where the demagnetizer currently sits to create an entry with swing gate. Because pulling additional wire will be required, function of station 2 may be affected for a day or two when this occurs. Disruption will be kept to a minimum.
Scanner and WorkstationsGlenn Thompson installed our new scanner this week and updated the remaining public workstations to Windows 7.
The scanner operates as in the past. Some of the public workstations have new station numbers, and Lourdes has re-labelled. Thanks Lourdes.
TFDL Circ Hours· Clients can access circulation service at TFDL:
Monday to Thursday: 8am to 10:45pm
Friday: 8am to 7:45pm
Saturday: 10am to 5:45pm
Sunday: 10am to 10:45pm
· Coming to TFDL: loan of Netbooks for library use only.
· Disruption at service desk: due to some installations around the TFDL service desk, service at the desk may be disrupted for a short period of time during the coming week.
AUPEOffers for a reduced rate for movie tickets, now available to AUPE members. Details posted on staff bulletin board.
