HSL Access Notes - January 28th

Hello,

A few notes to end the month...

Shared Access of Group Study Rooms by Theatre 4

We are very pleased that we are able to implement the shared access to the 1461 - 1464 group study rooms beginning today! This means that the rooms will continue to be accessed through the theatre 4 hallway during daytime weekday hours, and bookable through Faculty Room Booking Services during these times, while evening and weekend access and booking will  through the library only. 

This will greatly increase the group study space options for our clients.

To summarize:

Group study rooms 1461B, 1462B, 1463A &B, 1464 A&B.

Monday - Thursday:  6:00 p.m. - 10:00 p.m.

Saturday:  10:00 a.m. - 6:00 p.m.

Sunday:  12:00 p.m. - 8:00 p.m.
Access and booking for evening and weekend use through the HS library.

Online booking for evening and weekend hours at:  http://workrooms.ucalgary.ca/hsl/

Operations

• 6:00p.m. Monday through Thursdays and  Saturday at Opening

• 1460Zb locks and 1460Za unlocks
• HSL Staff prop open 1460Za doors and move no access sign in front of 1460zb doors
• HSL staff check rooms and notify clients that must exit through library (other exits alarmed) 
• Move additional sign to outside of 1460zb doors indicating evening and weekend access through library

• Closing Monday through Thursdays and Sundays

• HSL staff check all rooms

• Remove evening /weekend access sign from outside of 1460zb doors (see sign 2 below)

• Move No access sign (see sign 1 below)from in front of 1460zb doors to in front of 1460zA doors

Doors, Alarms and Shared Room Access 

It may take some time for clients to get used to the new shared access operations, and during the implementation there may be clients setting off the door alarms accidentally.

We will likely get to know doors 1460ZA (the double doors leading into the shared access hallway) and 1460ZB (the doors leading from the shared access hallway to theatre 4).  The programming is set so that when one set of these doors is open, the others are locked, and vice versa.

·         If the 1460ZB door going into the theatre 4 hallway is set off, we will hear and see the alarm on our annunciator panel at the desk.  At the annunciator panel, press the silence button.  Check the make sure the door is closed and latched, call security at 220-5333 to report and request that the door be reset.  This alarm can only be reset by security staff.

·         If the 1460ZA door alarm goes off, we will hear and see the alarm on our annunciator panel at the desk.  At the annunciator panel, press the silence button. We will also hear an alarm at the door.  To silence and reset this alarm, simply pass your UofC OneCard by the card reader beside the door.

Room survey - Usage by Groups

We are once again doing  a survey of the number of groups using our study rooms at the front of the library (1453, 1454,1455, 1456A, 1456B, 1458, 1459), for the week of January 28 - February 3rd.  The count will be done at three times during each weekday and twice on Saturday and Sundays.  The survey sheet is on the credenza behind the service desk.  Staff assigned to the desk at 11:00 a.m., 3:00 p.m. and 7:00 p.m. are asked to record the count.  Thanks.

Mary

HSL Webpage

Following consultation with staff and the client usability study conducted by Michelle, our new HSL webpage went live at the end of last week.  The revised page should be an improvement for both students and staff.   Any client comments on the new webpage can be forwarded to Michelle.

Instruction Sessions

The HSL and HIN instruction session information is now available.  The information is posted on our HSL bulletin board, and handouts are available at the desk.  Clients can also be directed to the webpages for more information.

HSL:  Click on appropriate link in HSL News Blog

HIN: http://hinc.ucalgary.ca/instruction   (Library Services > Instruction)

• AHS employees can register for these courses through their AHS My Learning Link as follows:
• Go online to my.albertahealthservices.ca
• Login with email username and password.  This takes you to a general website.
• click “Visit Insite” button. 
• Go to Employee tools tab and select My Learning Link
• Login again using email username and password.
• Search and select courses to register
• Drop-in sessions are Open to the Public

Computer Commons

• The moveable wall received some maintenance on Friday.  The panels should be operating more smoothly now.  Please let me know if there are any problems or concerns.
• The Computer Commons  space can only be booked by or for U of C faculty/staff and students.  We are not able to accommodate general AHS instruction sessions that are not involved with HIN or library instruction. 
• Staff at the desk will manage the wall to accommodate sessions as scheduled on the white board.

UCLASS

 Documents have been sent to all staff regarding the reorganization of HSL shared files to the UCLASS system.  Details will be distributed soon for a UCLASS  meeting in early in February.  Staff are asked to review the material distributed prior to the meeting, so that we can  finalize some UCLASS decisions at that time.

HSL Shared Drive

 As part of our file reorganization, staff are asked to review any of their files in the R drive.  Please flag any duplicate or outdated files for review.

Monograph Inventory

 This is a belated report on the first HSL monograph inventory that was completed in 2012. 

Number of items inventoried: 36,701

Of the thousands of titles, we found 211 titles unaccounted for. 

Thanks to Brian for his work coordinating this large project.

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

HSL Access Notes

Hello Everyone,

A few notes to end the month….

End of Term

Congratulations to our student assistants on completion of another term, and especially to Sandra who has completed her U of C program.  Many thanks to Sandra, Winnie, Marissa, Amy and Jessica who worked regular shifts at HSL through the past term, as well as Sajid, Alison, Katrina, and Diana who assisted with coverage through the fall term and casual coverage.  Your energy and efforts add a lot to HSL and are greatly appreciated.  Best wishes with summer plans.  

Summer Student Scheduling
We will begin our summer student scheduling May 1^st.  Student evening shifts will be changed to 3 hour shifts (4-7), and students are welcome to pick up more than the regular weekly shift.
Thanks to those students who have confirmed availability for shifts through the summer months.  We hope to hear from all by May 2^nd, and have the confirmed May through August schedule ready to distribute

late next week. 

HSL Summer Hours

HSL summer hours have just been approved.

While weekday hours will remain the same throughout the summer, a significant change is that we will be closed on weekends through July and August.

We will also be closed on the following statutory holidays:

VICTORIA DAY, MONDAY, MAY 21, 2012

Canada Day Long Weekend Monday, July 2, 2012

Civic Holiday, Monday, August 6, 2012        

LABOUR DAY, MONDAY, SEPTEMBER 3, 2012

Summer Consult/Desk Scheduling

We will be working on the consult/desk schedule in the next week.  Through the summer months there may be more single staff coverage at the desk and perhaps fewer consult office hours weekdays.

Please ensure your time away is noted in both your own calendars as well as the Staff Time Away calendar for scheduling purposes. Thanks.

Staff Time Away Calendar

In order for your entries in the Staff time away calendar to show up in the shared calendar, you must log in when the spse.ucalgary.ca login window appears.  Login name should be uc_admin\your email name, and password should be your email password.

MCCQE

The Medical Qualifying exams began this week and will continue from 8 – 5,  M-F, through May 9^th.  The Computer Commons is booked for the exams daytimes throughout this period, however is completely available evenings and weekends.  A cart of MCCQE materials will be kept in the locked staff area each evening.  Wilma Dodge who is overseeing the exams does have a key to the library and to the Commons.

Front Doors

There is still work being done on the front doors to coordinate with the gate and alarms.

We have learned more about the significance of the lights on the maglocks:

Normal state:  no lights

Alarm state: red

Ready for reset:  green

Not properly reset:  one red light

So in fact, if the gate and door alarm goes off, we have been instructed to wait until you see both green lights before pressing the reset button at the desk.  If the button is pressed too soon the doors will not properly reset.

If one red light shows, you can set the alarm off, wait for both green lights then press reset button to reset properly.

Side Entrance (Staff only)

The side door into the library by the Computer Commons is not latching properly when it swings closed.  Staff are asked to please ensure it is pulled or pushed properly shut when using.  This problem, along with the difficulty with the lockset has been reported.

Other Doors

The following doors are noted on our annunciator panel.  The numbers correspond to the door numbers as listed in the security system, so if the there is a problem with the door that needs to be reported to Security, it is important to report using these numbers.

Each door has been labelled with its number on the closer mechanism or close to the top of the door.

1450:  Library Main Entry doors

1405C:  Door from 1405 classroom into hallway by library storage room

1480Z:  Door from hallway by individual study rooms into hallway by elevator a (has swipe pad on hallway side however not currently allowing access)

1489Y:  Fire exit door in far NW corner of library.

1460ZB:  Doorway between 1461 - 64 hallway into hallway by theatre 4

1460Z:  Doorway between 1461 - 64 hallway and library  (has swipe pad and staff cards should work when locked during daytime hours)

1470Z:  Doorway at end of 1461 - 64 hallway to fire exit doorway

E1Book:  Doorway between 1461 - 64 hallway and theatre 3

There is still work being done on the annunciator panel, which is why there is one light that currently remains on.  Eventually, when all work is complete, when a light goes off and alarm sounds on the panel, it will mean that the door has been opened and requires attention.  The light will remain on until reset.

Catalogue – Med-Storage

Please note that the summary holdings in the catalogue record for some journals that are now housed at HDL have not yet been updated and may still indicate ‘med-storage’.

However if you scroll down to the detailed holdings you can see that the issues are individually listed and clients can place holds on individual issues for a 3 day loan (renewable).

An example is the title Radiology.

RFID tags for all items on HSL Hold shelf

In order to ensure that clients can use the self checkout with all items, we will begin placing RFID tags in hold items from other branches received for pick up at HSL before they are placed on our hold shelf.  This will include items from HDL or HIN locations.  Staff processing the hold at HSL are asked to follow through with the RFID tagging for the item, or pass along to a service desk staff member for tagging.

Flat Screen Panel

The new panel has been installed by the entry of the library, however we are waiting for some work to be completed on the panel computer.

Signage

Have you noticed the new Health Sciences Library signage at the entry of the library, and  our welcome sing above the service area?  We are still expecting signage for the self check out unit, the book return and the History of Medicine collections.

We are also looking at options for posting our hours at the library entry.

Persons of Interest” (POI -formerly associates)

A message from Rob regarding POI records:

If information from the Campus Card Office comes to Sirsi before information from PeopleSoft, then their status is BLOCKNEW and they have a 3 week expiration date.  If the right information comes to Sirsi later, then they are updated with their proper status.  And there are people who will never update.
On the other hand, if someone is in PeopleSoft but there is no barcode then they show up with the fake barcode like UC12345.  If they come to the desk with a record showing the fake barcode, this can be replaced with the barcode on their OneCard.

Bottom line is that we may continue to see some clients with records that need some follow up.  Please refer these clients to me and I will be pleased to follow up.  There is a special group of POI clients that I have mentioned below.

Vet Med Interns

There are a number of Vet Med Interns who will be joining the faculty over the next month or two.  These new clients are registered with Campus Card Office as “Persons of Interest” (POI -formerly associates) and will have Associate cards.  They will show in Sirsi as Blocknew, so may be in to activate their library record.  These clients should be entered with an “Academic” profile in Sirsi and have privileges for one year.  If the privileges do not automatically load for a one year period, please update manually, add a note to the record that this has been done and flag the name for me in the shift report of a brief email.   Many POI records do not load with any work or home address information.  Please ensure that all information is entered when you are activating these records for clients.

Neonatal Resuscitation texts (NRP)

We have received 20 copies of the new edition of the neonatal resuscitation texts, but are just waiting to hear from Collection Services about processing them for circulation.  We hope to have these on the shelves as soon as possible.  In the meantime if clients request a copy we should mention that we only have the older version available, but they could place a hold on a newer copy available at another KC.

Term loans

On May 1st, term loan items can be renewed and will have a new due date of Sept. 15th.  There will be renewal reminder notices sent to all those who have term items on loan.

Inventory

Phase 1 of the inventory project, scanning our entire monograph collection,  is complete.  Brian scanned most of the collection on his own, and created instructions and tips for passing along to others who will be working with the new RFID inventory procedures. Thanks Brian!

Thanks also to Lorraine Baker and Janine who assisted when possible.

Mackie Collection update

Students and staff have prepared and shelved another 28 boxes MacKie collection books for the History of Medicine collection this week!  Thanks to all.

AIMG

I stopped by the International Medical Graduate office this week and mentioned that we at times have clients how to connect to a medical study group.  They recommended suggesting the Alberta International Medical Graduates Association  site to the clients:

http://www.aimga.ca/cms/

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

Wishing you all a pleasant weekend.

Mary