HSL Access Notes - April 11th

Hello,

A few notes for the week….

Easter Hours

The Health Sciences Library Easter weekend hours have been added to the web slider and flat panel.

The electronic programming for the door has been updated to accommodate the Friday holiday hours.

Health Sciences Library will be open through the Easter weekend as follows:

Friday, April 18^th                10:00 AM – 6:00 PM  Holiday hours

Saturday, April 19^th          10:00 AM – 6:00 PM  Regular Hours

Sunday, April 20^th             12:00 PM – 8:00 PM  Regular Hours

Monday, April 21^st           8:00 AM – 10:00 PM  Regular Hours

MCCQE

 The Medical Council of Canada Exams will be coming up at the end of the month.  The Commons booked will be booked for exams 0800 – 1700 weekdays from April 28^th through May 7th

Health Sciences Library/Knowledge Resource Service staff Photos

TerriLynne is continuing to tag and sort HSL/KRS photos.  In order to use any photos of staff for promotion or marketing (for example a team photo on our webpage, etc.), we would like to ask staff to sign a photo release form. TerriLynne will be sending out forms this coming week.  Could staff please sign and return to TerriLynne?  If you have any concerns or questions about this, please let me know.  Thanks.

Statistics

We will be simplifying our pick up and shelving stats effective the beginning of May.  We will be collecting general totals only rather than collecting by item type.  We will also be collecting all our data on one printed form that includes the gate counts, head counts, pick up and shelving.  Please let me know if you have any questions.  The new forms are on the clipboard with the current gate count form.

Tour TMM

The tour of the Military Museums and Founder’s Gallery exhibit this week was a very informative and fascinating event!  One of their oldest books, An act prohibiting trade with the Barbada's, Virginia, Bermuda's and Antego, published in 1650, has been digitized and can be found in our catalogue. 

Camtasia 8.3

A trial version of Camtasia 8.3 is installed on the Dell laptop.  We will be purchasing this version once the trial ends.  This software can be used to record instruction and allows editing.

AV in 1453

The AV panel is being installed in room 1453 today.

Supplies 

All staff can help us keep on top of supplies by flagging any supply items that are getting low.  Supply requests for this month can be forwarded to TerriLynne by April 23^rd.

Mackie Item Circulation

A friendly reminder that if clients would like to look at Mackie items, they can be collected from the HOM room by staff and brought out for clients one at a time for review in the library only.  Due to the value of this collection extra care needs to be taken.  Each item should be checked out in Sirsi while the client is using it.  The items should be returned directly to a staff member (not through the return chute),  and then discharged and re-shelved in the HOM room.

Public Printing Problem

A client was just trying to print a 40 page PowerPoint presentation on our network printer, but it would not show up on the monitor. He tried from several computers without any luck. We waited for over 15 minutes, and still no job appeared on the monitor. I did follow up with IT to see if they had any troubleshooting tips and they provided the follow info:

Usually when things just don’t show up at the printer, it’s often due to a paper size being selected (inside the program, PowerPoint in this instance) and there isn’t any paper in that size in the printer. So, they can confirm that they are printing in letter paper size (or another format that is available at the printer) and if that doesn’t work, they can try printing via the print.ucalgary.ca webpage, which should allow them to choose a paper size.

Hope everyone enjoys a pleasant weekend.

Mary

HSL Access Notes - January 27th

Hello Everyone,

A few extra notes to begin the week....

LeBlanc donation

We have received a donation of a new collection that will be added to the History of Medicine Room.  The collection is currently being processed in Collections.

• The LeBlanc collection is valuable, so will be processed without products and with book cards like the Mackie collection which is also located within our History of Medicine room here in the HSL. 
• The LeBlanc collection will be shelved in a separate section in our HSL History of Medicine room, and we are requesting a separate SIRSI location code for this collection, just like we have for the Cruse and Scarlet collections, which are also located in the HSL History of Medicine room.

Alumni Access at TFDL

I have received an update from IT on the information regarding computer and wireless access for Alumni at TFDL.

• The agreement is this.  For all Alumni, we will match the same time allowed on their library card for borrowing privileges.  This way they need only to visit us once a year to get their library card updated and their TFDL authentication (for workstations)and wireless access updated.

• All other wireless guest can have up to three months at a time.  That is the agreement from IT Security.

Just in Time

A new clock has been added to room 1459.

Repairs

the company Service Master will be in, possibly on a weekend, to first measure, then to install the replacement baseboard and floor tiles that were damaged in the flood from the housekeeping room.

1454 & 1455 Technology

The new technology is installed in 1454 & 1455, however we are keeping it 'under wraps'  until a reveal event is scheduled.  

·         Susan has indicated that it may be a few more days before the event to ‘reveal’ the rooms is in place, so I have booked both rooms through next Friday. 

·         Rooms to be kept locked and closed to public, however if staff wish to use, the #7 key is in the key box – makes a nice small meeting room!

·         The wireless keyboards and mice and remotes will be kept in the service are and will need to be signed out to clients.  Brian will be processing  and will send more details.

·         The CPUs are sitting on a temporary cabinet in each room and are not currently ‘secured’ in the room.

·         Keyboards and mice are specific to each room, so are labelled with room number.

·         The connection caddy on the table includes connection for HDMI , laptop, two power outlets and USB port.

·         The original tabletop power box in 1454 still operates as well, however the powerbox in 1455 is no longer working (poor connection at floor)

See you February 12th!

HSL Access Notes - May 24th

Hello,

A few notes for the week…

Town Hall Updates

Staff are encouraged to attend the series of presentations being held over the next few weeks if operationally possible. 

Gathering of the Provost’s Team:  May 29^th from 8:30 – 11:30

Strategic Directions for Libraries and Cultural Resources (developed through the Balanced Scorecard initiative)

Presented by Mary McConnell and Susan Powelson

Session #1

Thursday, May 30,  2013

TFDL 440B

9:00 – 10:00 a.m.

___________

Session #2

Monday, June 3, 2013

TFDL 440B

1:00 – 2:00 p.m.

__________

The Budget, Balanced Scorecard and Strategic Planning

Presented by Tom Hickerson

Monday, June 10, 2013

TFDL 440B/C

Session #1 – 10:00 – 10:45 a.m

Session # - 11:00 – 11:45 a.m.

___________

New Structure and New Administrative Assignments

Presented by Tom Hickerson

Wednesday, June 12, 2013

TFDL 440B/C

Session #1 – 1:00 – 1:45 p.m.

Session #2 – 2:00 – 2:45 p.m.

__________

Engagement Survey Follow-up

Presented by Tom Hickerson

Thursday, June 13, 2013

TFDL 440B/C

Session #1 – 1:00 – 1:45 p.m.

Session #2 – 2:00 – 2:45 p.m.

Holiday Schedules

With many staff away for conferences and holidays over the next few months, we will be single staffing much of the time at the service desk.  The desk schedule, in SharePoint, has been updated for the months of June – August.  Staff are asked to review the schedule, especially as the coverage will change as staff take their time off.  Please let me know if you see any issues.  I will be away to visit my mom in Quebec from June 3 – 18 inclusive. 

New Computers for Computer Commons

50 new pc’s will be installed in the Computer commons in June.  The first batch will be installed on Tuesday, May 28^th.   The PC’s will have Endnote 7 loaded for instructional purposes. 

Microfilm Scanner/Printer

The microfilm scanner/printer will also be installed in June.  Watch for more details.

Keys

A number of staff have contributed to updating our key inventory and management.  Many thanks to Leslie, Sara and Chelsea! 

Chelsea has completed a re-organization of our keys into three key boxes:

Service Key Box:  Located in the service area and holds keys needed in the service and public areas, as well as a key to the master key box.  A printed master list for this key box is in the Operations Manual (white binder on Brian’s desk), and it is also in the shared drive.

Administrative Key Box:  Small box in the administrative assistant’s cubicle.  Contains keys to Susan and Mary’s offices.

Master Key Box:  Larger box in the administrative assistant’s cubicle.  Contains all remaining inventory of keys.

Inventory (which key fits which door and how many do we have)  and key management (who has which keys) spreadsheets are saved in the shared drive.  UCLASS:  Administration:  Office Support: Key List

Chelsea has agreed to be the contact for key management requests.  If you need to return keys or request new keys, please contact Chelsea.

Resident Remote Access

We recent had a group of residents experiencing problems with their remote access using their UCIT logins recently.  LCR System staff advised that they could still gain remote access using their barcode and pin numbers on the ONEcards.

Currents

The 2013 current periodical titles are being shifted on the Currents shelves.  With recent cancellations, we will be able to condense our display and remove a bay from the unit.

2002 – 2003 Periodicals to HDL

The 2002-2003 issues of about 50 of our current titles have now been processed for transfer to HDL.  Some of the issues that already have copies in HDL from other sources have been withdrawn.

Computer in Consult Office

The computer in the consult office has been updated.  Rather than log in using a generic log in, staff can log in using their individual log in name and password.

Meeting Room bookings at TFDL

If you need to book a meeting room at TFDL, please contact Brenda MacDonald (brenda.macdonald@ucalgary.ca) or Alessandra Bauer Mello (abauerme@ucalgary.ca).

You can find out more about TFDL room bookings at:  http://lcr.ucalgary.ca/files/lcr/TFDL%20Meeting%20Room%20Booking%20Guide%202013.pdf

Service Area Updates

The  hold folder with information about holds that are not on the shelf is now being kept on Chelsea’s desk.  Chelsea is providing the follow up.

The History of Medicine sign in sheet is on a clipboard in the cabinet behind the service counter just below the card binders.

The Lexi-comp and Dynamed code sign up forms are now in a Lexi-Comp folder in the drawer behind the service counter with other service area files.

WIFI Signal in HSL

Our HSL WIFI signals have been tested recently and found to be low in the individual study rooms due to the number of walls and interference.

The technicians have provided the following info:

Options for our users:

a) relocate the device -  the farther you are from the router, the weaker the signal

b) consider using a dual band (range extender) on your device; replace your laptop's PC card-based wireless network adapter with a USB wireless network adapter

c) Try changing your wireless router's channel through your router's configuration page to see if your signal strength improve; in Canada, these channels are 1, 6, and 11.

Users can e-mail ITS to ask for individual technical assistance: itsupport@ucalgary.ca

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

Mary

HSL Access Notes - September 17th

Hello Everyone,

Retirement Celebration

Please join us to recognize Grace’s contributions to the University of Calgary community

September 2, 1992 – September 30, 2012, and to wish Grace a wonderful retirement!

DATE:

Wednesday, September 26^th 2012

TIME:

10:00 am to 11:30 am

PLACE:

HSL Staff Lounge

RSVP By Thursday, September 20th, 2012

to Mary Grant (grantm@ucalgary.ca) (403-220-5035)

New LCR Website

I am sure everyone is becoming more familiar with the new LCR website.  Staff are asked to share any tips and tricks that they learn as they use the site.

·         The website displays more fully and seems to operate more quickly in Mozilla rather and Internet Explorer.  For example in IE, the HSL list of databases do not display properly, and the HSL does not load.

·         HSL webpage:  Go to Hours and Locations – select Health Sciences Library – when the hours page appears, click on the HSL branch url. 

·         Has anyone found a faster way to our HSL homepage?

·         Looking for the ‘classic catalogue’?  Go to Search collections – books and Media – click on “Direct to classic Catalogue” located below the search box.

·         Searching Print Journals – Search collections – Journals – There are two search options on this page – the top search field limits search to electronic journals only, while the search field on the lower part of the page searches both print and electronic journals resources.

·         HSL Reserve forms:  Most Reserve information is now centralized with links to the reserve forms for each branch.  Go to Services – Faculty and Instruction support-Reserves – Forms – Health Sciences Library

·         ILL Request forms:  Services – Borrow/Request/Renew – Request and Item – Request Form

·         HSL Book/Journal Recommendation form:  At the moment there only appears to be a centralized option : Services – Recommend a book or Journal

·         HSL Room booking:  The book a workroom option on the LCR homepage is for TFDL rooms only.  To access our HSL room booking system you must first go to the HSL homepage.  Go to Hours and Locations – select Health Sciences Library – when the hours page appears, click on the HSL branch url – Book Group Study Space – click on link for the form – from here you can select “Schedule quick View” to view current bookings, or login in to create a booking.

There are some items from our pervious webpage that do not appear to be on our new page – for example maps and directions.  Any questions or concerns about the new HSL webpage can be directed to me for follow up.

HOM student

Graduate student Michel Shamy has been given special permission to use the History of Medicine Room to support his research work.

According to the guidelines for the use of this room and special collection, Michel will be permitted to bring only a laptop, paper and pencils(no pens) into the room.  Any coats, bags or other materials may be left with the service staff while the student uses the room.  Absolutely no food or drinks are permitted in the room.

Michel has been asked to request access by contacting service staff at the desk, and providing identification.  Staff will open the door (please do not give Michel the key), and ensure that the door is left in the locked position.  Please remind Michel that he should not allow access to others while he is in the room and the door should be closed and remain locked once he leaves the room.  The key to the must remain with service staff.

Please let me know if you have any questions.

Wireless printing

With new students in the library we are receiving many questions at the desk.  We have had quite a number of inquiries about the wireless printing from laptops.  Our printing system does support wireless printing for Windows XP, Windows Vista and MacOS X 10.5 (Leopard).and the information for students is on the IT website at: http://www.ucalgary.ca/it/wireless/printing.

Reserves

The Reserve shelves in the circulation area are beginning to fill up once again.  We do have both 2 hour and 3 day reserve titles.

Regular reserves, that is, items that are from our own collection are on the shelf by item call number.  Regular reserves can be signed out for overnight loan (must be borrowed no more than one hour before closing and be returned within one hour of opening the following day).

Personal reserve items, include books and binders of readings that belong to instructors and are made available  at the library for the period of a course.  These items are on the shelf by call number that begins with the course number and are not available for overnight loan.

Bow Valley College Client Access

As part of the Sirsi consortium, Bow Valley College (as well as AUC-NUC and St. Mary’s )clients should be in our Sirsi database, and the barcode on their student/staff card should bring up their record in our system.  If you are looking up a Consortium client in Sirsi by name, you must select the appropriate library from the drop down menu.  If you leave the library location at the UCalgary default, it will not find the BVC client. 

TBCC and WHKC – and RFID items

Staff are asked to desensitize any items placed in the TBCC and WHKC trays to help avoid unnecessary alarms  when staff are collecting mail.  Thanks.

POS machine

Our POS receipt printer has a cracked piece inside that is affecting the paper feed.  Receipts become unreadable when the paper roll falls off the holder and the paper stops feeding.  We are looking into a replacement.  In the meantime I would advise staff to watch to use the feed button on the printer before printing a receipt.  That way, it the receipt becomes stuck, staff can guide it out manually.

Consult office and Service Area Phones

The three service desk phones (220-6855), the phone on Brian’s (220-3748) and Grace’s desks (220-3747) and the phone in the consult office (220-3749) are now all connected with  a ‘call pick up’ feature, allowing the calls from any of these phones to be answered from any of the other phones.

This will provide better service coverage.   If the service desk phone rings and no one is available to respond, it may be answered in the consult office or at the staff desks, by pressing the pick up button and lifting the receiver.

Room 1459 

Room 1459, the staff meeting room in the corner beyond the public computer area is not included in our public online booking system, however can be booked by staff through the Outlook Calendar System.

Since this is designated as a staff use room, though students can use it when available, it is keyed to the AH6 key that is on the #3 key ring (similar to most internal offices).

Memory Sticks

We do have memory sticks to support staff work.   Sara will keep these at her work area.  Please let Sara know if you require a memory stick.

Circulation  Schedule

In an effort to reduce the email in staff mailboxes, Brian will now be forwarding the circulation schedule only to those regular staff on the schedule as well as all student staff.  

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

Mary

HSL Access notes - March 23rd

A very few notes this week....

Touch Table
It is nice to see interest in the touch table. We are hoping to have a staff training session for the touch table soon.
Recently I did see students with drinks sitting on the edge of the table. Please note this is definitely a no food and drink area. Please ask clients using the table to set aside any food or drinks away from the table.


Transit tips
Thanks Janine for creating the helpful transit tip sheet that is posted at station #1. The chart indicates if and when to place items on the transit card.

Items going to the Downtown campus: There is direct delivery to Downtown Campus through inter-campus mail. Items can be placed in a transit bag with Downtown Campus Address Label (saved on Grace's computer and in shared drive) for inter-campus mail delivery.

The Military Museums(TMM): No direct delivery. Please route through TFDL as with other main campus branches. Flag with location and place in TFDL transit bin/blue box.

TFDL: TFDL is now, in addition to our blue boxes, using larger beige bins for transit of items between TFDL and HSL. These still have a reusable address label that can be flipped for return delivery. Please do not fill these new bins to capacity since they would then be too heavy for safe management.
Please do not put any extra TFDL flags in regular TFDL returns. Please flag items going to other branches only.

History of Medicine Room
The plastic has been removed from the table and collection in the History of Medicine room. Staff are continuing to check the room for any leaks each morning and evening. We will be expecting more of the collection to arrive in April.

Sirsi and Daylight Savings Time
We have received word that the one hour time change on March 11th may have caused problems with a few transactions in Sirsi. If there are clients who are concerned about fines or problems with transactions form that time, please take this into account. Clients with concerns can always be referred to me for follow up as well.

Staff Contact List
The HSL staff contact list is being updated and should be distributed soon. Thanks Leslie for your work on this.

Supplies
I will be submitting another supply request in early April. Please submit supply requests to me by March 30th.


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

HSL Access Notes - October 28th

Some final notes for the end of October.

Timesheets

Please remember that October 16th - 31st timesheets should be submitted as early as possible, and by the latest by 4:00 p.m. on Monday, October 31st.

Fall Back

We will be returning to standard time early next 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 that weekend.

Remembrance Day Hours

Remembrance 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.

New Holds

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.

Please read the attachment to Rob's email for more details. 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.

Copy Card Cost Increase

Effective Friday, October 28th, the charge for purchasing a General Public Copy Card has increased by an additional $5.00. The cost of the card itself is now $10.00, up from $5.00, and at the time of purchase the minimum card add-on is $5.00, for a total of $15.00. The increase has been programmed into our POS.

Room 1458

We have had some concerns about the sound travelling from the glass walled group study room, 1458, just south of the public computers, due to the openess above the ceiling. It will have insulation added above the ceiling to reduce the noise this coming week.

Door

We are getting very close to completion of programming of the new font entry. Once the gate and door are complete, the construction doors and walls will come down and....

The two doors will open outwards, and will allow two-way traffic, as will the gate(no specified in and out).

There will be an automatic access button for the doors.

The doors will operate by card access only after hours. The locking mechanism on the doors will be controlled electronically to open and lock according to our hours of operation.

The doors are programmed to lock for several seconds if the gate alarm sounds (we should not get the many 'false alarms that we now do).

the door re-set button is beside station 2 at the service desk.

***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.

History of Medicine Room and Collections

It has been confirmed that the danger of flooding from the HSC roof work has passed, so the plastic has been removed from the History of Medicine Room. It really does look lovely without the plastic! We even had clients stop and admire while we were working to remove the plastic. It is a no food and drink zone to protect the valuable resources.

Susan has developed guidelines for use of the room and resources that will be distributed soon.

In summary:

• There is generally no public access to the HOM room.
• The HOM Interest group led by Dr. Stanisch does have meetings in the room, any other access would be by approval only.
• All requests are facilitated by staff.
• University or community clients, (ID is necessary), may request that items from the HOM room be retrieved.
• One book at a time from the new Mackie collection or multiple books at a time from our other HOM collections.
• Items should be signed out to the client either in Sirsi or on a manual sign out slip.
• Items will be used at the service desk, in the open area beside the back up printer.
• There is a new book cradle for using with these books and a book weight that can be used to help keep the book open at the required page. These are now on the shelves by the Compulsory Education materials.
• Mackie collection does not circulate outside of the library.
• Some items from the remaining collections may circulate on a limited basis, with approval.

More details to follow.

HIN Handouts for new HIN Clients

When registering new HIN clients, please offer them a HIN bookmark and new registrant handout. These are kept in the brochure stand on the cabinet behind the service counter. The half-page handouts are printed on goldenrod paper. There is one for AHS staff and a new one for patient and patient family members.

Alumni Cards

A reminder that if you are issuing a card to a UofC Alumni, please use the white Complimentary Community Reader cards. While library services are under review for Alumni, there is no charge for this card for Alumni clients. This card will not give them access to the copiers or printers, however they can use the back up printer or purchase a General Public Print card if required. They also have the option of accessing a UofC photo ID Alumni card, but these are only available from the Campus Security ID Office on Main Campus.

Registration for HIN clients and Sirsi Environment

The change to the information in the 'Environment' field in Sirsi does not affect registration procedures for AHS clients, as I reported earlier. When we register a new user with the CHR-Staff or TBCC-Staff profile, we continue to select or enter PUBLIC in the User Access field (on the Sirsi Access Options Screen), while the Environment automatically loads with the new, appropriate PUBLICHIN entry. Sorry for any confusion.

Display

There has been a display of Breast Cancer Awareness Month resources on top of the shelves where the Consumer Health Collection is kept. Has anyone received any comments from clients?

Title of Interest

A book that we had received several requests for earlier this fall, about the medical mini interview, has arrived at HSL.

Medical school multiple mini interview: secrets for success W19 .W39 2009

RFID

Congratulations and many thanks to all who worked on the RFID project. All of the HSL monographs are now 'tagged'. There may just be the occasional book at checkin that requires tagging, so we will continue checking for these. This is perfect timing for moving to the RFID circulation process when our new door/gate is complete.

Carrels

Power in a number of the carrels seems to have been out this past week. It has been reported and we are following up.

PA Microphone

Our PA system has been up and running for a few weeks now. It is used regularly to alert clients to closing.

Book Return Bin

Please ensure that the book return bin at the front service desk is always pushed in completely. A few books were found this week that had accidentally slipped behind the bin.

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

Mary