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 - March 8th

Hello Everyone,

A few notes for the week….

Daylight Savings Time - Sunday

It is time to 'spring ahead' again this weekend, with clocks moving ahead one hour in the wee hours of Sunday morning.

Our electronic door programming will automatically respond to the time change, however some of our public clocks will not.  The clocks that do not change automatically need to adjusted by facility staff and we will follow up with this as necessary, next week. 

Mary Away March 11^th and 12^th

I will be taking a SharePoint class on main campus on Monday and Tuesday, March 11^th and 12^th.  I will be in for opening both days, then Amy will be covering on Monday morning (8 -11) and Lourdes on Tuesday morning (8:30 – 10:30).

Thanks to all for the schedule adjustments and extra coverage.

Expense Claims

Any expense claims for travel, parking, etc. incurred in the 2012 – 13 fiscal year should be submitted in Peoplesoft by March 21^st to allow processing time before year end on March 31^st.

Small Group Room Bookings

The small group rooms have become very popular recently with a rise in online bookings.  Students, staff and faculty are able to book up to 2 hours per day, up to a total of 3 hours per week.   The system is set up to provide the widest access to all students, staff and faculty, so generally we would not make exceptions to book additional time for students.  Students requesting additional time,  community and AHS clients may always use the rooms on a first come first serve basis if they are not already booked.  If clients are having trouble logging in with their eid, they should follow up with Dung Le at dule@ucalgary.ca.

Supplies

Kathy will temporarily be taking on the supply ordering duties for HSL, while Julie will be taking on the supply ordering duties for HIN locations.  Thanks to both Kathy and Julie.

At HSL I will be collecting the requests and Kathy will be submitting the orders once a month.  The next order will be submitted in April, and I will send out a reminder toward the end of March. Thanks.

UCLASS

Our R drive has a whole new look!   If you are looking for a file and wonder how it has been classed in the UCLASS system, refer to the Updated R drive folders and subfolders spreadsheet that Sara prepared.  A copy is attached and it is also saved on the R drive just below the other UCLASS folders.

Journals

Brian, Leslie and student staff have been moving the 2012 journals from the current shelves to the backsets.  While the project is ongoing, clients may find 2012 journal issues in either the currents shelves or the backset shelves.

SHCKC

South Health Campus Knowledge Centre now has Sirsi set up.  They are not a hold pick up location, but clients can return their UofC or KC books at that location.  Clients can also be registered for HIN services at SHCKC.

Phone  Forward

The calls from the phone on Sara’s desk are currently being forwarded to our service desk 220-6855.  Staff at the service desk are asked to respond or refer these calls as needed.  Thanks.

Flat Panel

More new content is showing up on the flat panel and it is looking great.  Any of the original slides will be removed for the time being and stored in a holding file for future use.

Neonatal Resuscitation Textbook

We have been receiving a record number of requests for the Neonatal Resuscitation Textbook (NRP).  All of our Comp Ed/AHS Staff copies have been checked out.  RGH has a good supply so clients in need of a copy can place holds on this title and select HSL as a pick up location in order to access a copy at this site.  As well RGH will be sending over some extra copies next week to try to respond to the demand.  Thanks Christie!

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

Mary

HSL Access Notes - September 21st

Hello,

Retirement Celebration

Grace will be completing her career at HSL this week.

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)

Daytime coverage

Leslie has agreed to a shift change from October to December to assist with daytime coverage.  Beginning October 1^st, Leslie will be working Sundays, and an 8:00 a.m. – 4:00 p.m shift Mondays through Thursdays.  Thanks Leslie!

New Term and Service coverage

We have all certainly noticed the increase in service requests since the beginning of September.  We have returned to full coverage at the service desk and would like to ensure that at least one staff person is at the front counter during all regular service hours.  Staff are asked to be especially proactive in welcoming and assisting our many new clients.  Thanks.

Thanksgiving Weekend Hours

HSL will be open through the Thanksgiving weekend.

Our student assistants will cover the 10:00 a.m. – 6:00 p.m. holiday hours on Thanksgiving Monday.

Thanksgiving hours will be loaded on our flat panel and signs will be posted.

Student Assistant positions

We are in the process of hiring two new student assistants for Monday and Thursday evening shifts.

Sirsi Station #1

Station #1 at the service counter, with the RFID pad, continues to be the main transaction station.  We find at times that if clients approach the desk and place their books on the counter, the RFID pad can inadvertently scan them.  There are a couple of things that we can do to ensure that items are not accidentally scanned into the wrong transaction:

·         Clear the Sirsi screen at this station after each transaction or set of transactions.

·         When clients approach the desk for a transaction, be proactive in collecting the items or directing items to a spot on the counter away from the RFID pad area.

Campus Photocopies

Campus Photocopies (formerly campus Loans) service provides  UofC clients with copies of articles from print journals located at another campus location.  I notice that the Campus Photocopies page from the old website (http://lib-old.ucalgary.ca/campusloans) has not been migrated over to the new website yet.  We do still provide this service and hope to see the page return.  We do generally accept these types of print article requests by email (hsldoc@ucalgary.ca) and forward articles electronically to clients by email with a template explaining copyright. 

Journal Moves

Thanks to all who assisted with the recent transfer of journals.

Many 2000, 2001 journal issues were transferred to HDL over the summer.

The 2011 issues of our current print titles have now been moved to the backset shelves.  The Current shelving now holds only the 2012 issues.

Back up printer

The back up printer at the service desk is currently out of order and we are awaiting parts.  Clients who do not have a card to access the network printer can still use the back up workstation at the desk, however to print clients must change the selection for printer, so that print jobs can be sent to the staff printer/copier that is located close to Grace’s desk.  When the print window appears simply choose staff printer (WCP 128) from the drop down menu.

Unfortunately we do not have a colour print option for clients at this time.

AHS Address notes

A note to staff that a few AHS locations may have similar names such as:

South Calgary Health Centre:

31 Sunpark Plaza SE
Calgary, Alberta
T2X 3W5

South Health Campus:
4448 Front Street SE
Calgary, Alberta
T3M 1M4

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

Mary

HSL Access Notes - August 27th

Hello Everyone,

HSL  Weekend Hours

HSL weekend hours resume September 1st.

HSL hours for the holiday weekend are as follows:

Saturday, September 1st   10:00 a.m. - 6:00 p.m.

Sunday, September 2nd     12:00 p.m. - 8:00 p.m.

Monday, September 3rd     CLOSED

 Signs have been updated and slides will be added to the flat panels.  Staff are asked to inform clients at the desk.  Thanks.

Reporting Water issues in the Library

Susan has confirmed with Facilities management that any water issues in the library whether leaks from the ceilings or drips from a washroom are top priority for repairs because of potential damage to the collection. 

• Staff are asked to report any water issues to their supervisor, or staff responsible for submitting facility requests (Brian, Sara, Mary or Susan) for immediate follow up.
• Reporting staff should call  any water issues (all leaks, washroom drips, overflowing urinals, toilets), in to 220 7555 and indicate that the location is the library so we need someone up ASAP to ensure that the collection and technology are not at risk.

HSL Fall Schedule

Our fall student schedule begins on September 1st.  We are fortunate to have many of our students returning to HSL.  We will be hiring one new student assistant for our Thursday evening shift.  The fall student shifts will be covered as follows:

Monday evening, 4:00 p.m. - 10:00 p.m.  Amy

Tuesday evening, 4:00 p.m. - 10:00 p.m.  Jessica

Wednesday evening,  4:00 p.m. - 10:00 p.m. Marissa

Thursday evening, 4:00 p.m. - 10:00 p.m.  Open

Saturdays, 1:00 p.m. - 3:00 p.m.  Amy/Jessica

Sundays, 3:00 p.m. - 6:00 p.m.   Winnie

Desk and Consult Office Schedule for September

The draft of the service desk and consult office schedule for September has been posted in shared documents section of the HSL intranet. 

Room Booking Calendars for Staff Meeting Rooms

HSL/HIN staff are able to make bookings in meeting room 1459, and Computer Commons 1460A & B.

In Outlook Calendar, go to 'open shared calendar'.  Type in HSL, and all the HSL staff bookable rooms should appear.

Make your room selection and add session, date and time to the booking.  Please also include  staff name and contact information for the booking in case any follow up is required.

You may wish to note if bookings are tentative for follow up at  later date.

Sara and I are also happy to assist with any Computer Commons bookings.

Vet Med Workshops

Lorraine has Vet Med workshops scheduled in the Computer Commons on Thursday the 30^th , and Friday the 31^st .  There may be clients who are unfamiliar with our site calling or coming to the desk asking for directions.  There are directions and maps on our webpage at:  http://library.ucalgary.ca/branches/hsl/maps-directions

Sirsi Upgrade

The Sirsi upgrade was completed on Monday, August 20^th.  This year at HSL clients were able to use the self checkout while the system was down, minimizing the number of actual manual checkouts.  Any staff who have Sirsi workflows on their workstation, should upgrade to this new version according to the instructions sent to all LCR staff by email last week.  Please let me know if you have any questions or concerns.

Term Loan Renewals

Term loan renewals will start Wednesday, September 5^th, new due date will be January 15, 2013.

Grad Student Sirsi Record Expiry

Many grad student records have an expiry date of September 30, 2012.  Once student registration and fees have been processed for the new term, their records should update automatically to January 31, 2012.  If records are slow in updating, we can extend privilege expiry  for two weeks to give the system a chance to ‘catch up’ with the renewal process.  Please flag these clients for me in the shift report or email in case any further follow up is required.

Transit of Holds Between HSL and TFDL

 Beginning tomorrow, August 28^th, we will be using a blue bin for transit of holds between HSL and TFDL, rather than multiple yellow bags.  The “Holds” bins will be marked either TFDL Hold (outgoing) or HSL Holds (incoming) so that these items can be processed  these as priority items when received.

Individual Study Rooms

Individual study rooms 1481A and C are occupied as extended room bookings, and should remain locked.  The expiry date of the booking is posted on the door of each room.  Sara and I can assist with any extended room bookings or questions about the rooms. As with any of our other study rooms, they can be used  on a first come, first serve basis when not booked.

Important message from ITS

I wanted to warn everyone in LCR that there is a new batch of nasty computer malware (computer viruses) that have infected many websites around the world. If you browse to one of these infected websites your computer will automatically become infected. Even computers with up-to-date security and antivirus software can be infected with this new batch of malware.

If your PC becomes infected with this malware your PC becomes inoperable. Multiple PCs in LCR have already been infected with this malware and have become inoperable. Once infected the only way to get the PC operational again is to reinstall all software from scratch on that PC.

Since the PCs become infected when they visit infected websites (and unfortunately infected websites don’t look any different than clean websites), the best way to avoid infection is to only go to web sites that are needed to do your job. By reducing the number of web sites you visit you greatly reduce your chances of becoming infected.

Thanks everyone.

Journal Usage Count

Thanks to all for your help with the journal usage count.  We are going to begin a new journal count that will extend from September  through December.

A new spreadsheet is being created (thanks Marissa!), and student assistants will be asked to record a stick count for any of these titles that are shelved.  There will be one column for regular in-house library usage, and one column for  those that are used by DDS staff and placed on the cart in DDS.   

 Fine Payments

Just a reminder that when client is paying fines it is best practice to ensure that the client has either returned all items (checkout screen clear) or that all items still checked out have been renewed (check for new due date).  When that is done, the billing screen should update, displaying all fines owing properly.  Once a bill payment is processed it is best practice to return to the client screens to ensure the bill screen is clear and checkouts are either cleared or renewed with an updated due date.

Thanks.

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

Mary Grant

Operations Manager

Health Sciences Library

University of Calgary

403-220-5035

Publishing in BioMed Central

Biomed Central publishes a variety of open access journals.  U of C faculty, staff and students can submit articles to BioMed Central for consideration, but because we have a membership, U of C authors do not have to pay the open access publication fees. LCR Open Access Author's Fund covers these costs.  http://www.biomedcentral.com/about/apcfaq/automaticwaivers 

Research staff and students at University of Calgary:

We are pleased to inform you that we will not charge you directly for any article published in a BioMed Central, Chemistry Central or Springer Open as your organization is paying the article-processing charge on your behalf through their BioMed Central Prepay Membership Program. Read more information about publishing your articles with BioMed Central.

Biomed Central:  http://www.biomedcentral.com/

Authors will need to create a profile with a login name and password.  This is probably easiest done on a U of C computer.

To submit a manuscript http://www.biomedcentral.com/authors/submit

1. Select the journal being submitted to
2. Follow the prompts.
3. With the Journal of Medical Case Reports, the author needed to provide the names of 3 peer reviewers.  I am not sure if this is a requirement for all Biomed journals, but flag this possible requirement.
4. Approximately one day after the article is submitted, Andrew Waller is notified.  Andrew verifies that the submission is coming from a U of C faculty, staff or student.  Inform client that this will happen.
5. Once verified Andrew contacts the author to confirm that he/she does ot have funding to support open access fees.  This helps to make the LCR Open Access Fund go further.  According to Andrew, 1/20 do have funds that can cover these charges.
6. Andrew is notified by Biomed when the article is published.  The Author will then need to complete the Open Access Author's Fund.

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

HSL Access Notes - Feb. 6th

Hello,

It has been some time since my last regular Notes. Here are some updates to begin the week…

Welcome Back
We are not only glad to welcome Janine back to HSL, but we are very pleased that she will also be available to assist with extra hours (3 hours per day) at the service desk beginning this week.

Grad Student Expiry Date Problems
We continue to hear from grad students concerned that they have lost library access because their library records show that their status expired on Jan. 31,2012. I have been in touch with Rob Tiessen regarding their access and status and how best to move forward. In the meantime please extend their privileges until the end of Feb. as an exception while we follow up. Please add a note indicating the issue and the action taken in their extended information screen. Also, pass along client name, barcode, and any details (are they residents, fellows, has their status changed, are they registered in classes, etc.) in the shift report , or directly to me, and I will follow through. Thanks.

Front Door
The library front door did not open automatically as expected on Sunday or this morning. Thanks Leslie for following up with Security and ensuring clients had access during the day. I have followed up and the programming has been re-set. If there are further problems with the doors evenings and weekends, do please contact security at 220-5333, and report to me in the shift report. Thanks.
There is a handy door stop (curved tear drop shape) kept on the corner of Annley’s desk.

Silent Alarm
The silent alarm button has been moved - now attached to the side wall of the cabinet below the counter workstation #1 keyboard tray. It has been tested recently and is operating properly.

Outreach for Off-site HIN Clients
To streamline delivery of requested books to off-site HIN clients, KCs will be sending the item directly from the home location of the item. HSL will also send HSL, TFDL, and HDL items directly to off-site HIN clients. Michelle and HIN staff have worked on procedures and implementation will be discussed at the upcoming HIN Circ/DDS meeting.

Handouts
We have just received a new supply of HIN handouts for new HIN (staff)clients. Please continue to hand out to any HIN client along with the HIN bookmark. These are also helpful to pass along to any HIN client renewing privileges and those interested in taking a look at new resources and services on the HIN website.
Please remember we also have the handouts for new patient and patient families at the desk.
There are also helpful handouts for the public displayed on top of the Consumer Health collection.

HDL Items going to KCs
We are receiving more HDL hold items arriving at HSL en route to KCs. While we had been processing some of these items at HSL, creating the hold flag and placing them on the ‘In transit “ card, we have learned that unlike other library hold items, the HDL items do not need to be placed on an “In Transit” card. From this point on, HSL will simply pass these on through internal inter-hospital mail. When received at a KC they can be discharged for processing and clients will then be notified.

Currents
Some of our 2011 journals have been moved to the backsets, though most will remain in the currents shelving until we are able to move some of our backsets to TFDL (likely sometime this summer). I have attached the list of 2011 journals moved to the backsets, left a printed list on Brian's desk, and posted a list on the Currents shelving.
If staff or clients are looking for 2011 volumes of current titles, it my be helpful to refer to the list.
Journals moved to the backsets have a red “C” stamp added to their location label, so should be easily identifiable for shelving purposes.

Staff Calendar
In addition to adding approved leave time to the HSL HIN Time Off calendar, staff members planning a HSL/HIN group meeting are asked to enter the date and time of the meeting to the calendar, for example Staff meetings, HIN workteam meetings, HSL Communication meetings, etc.
Staff attending meetings are asked to note this in their individual calendars.
Thanks.

Printer
The network printer CPU has been moved to a lower shelf on the new cabinet to allow for better air circulation around the unit. The keyboard and power bar are still tucked away behind the wooden facing panel to keep out of reach of clients. The panel can easily be removed (attached with Velcro) if the station needs to be restarted.

A reminder that the network printer only recognizes and prints 8.5 x 11 inch pages. Any legal size print jobs need to be done using the manual feed on the back up printer.

TFDL Service Desk Phone
I know at times we need to call the TFDL service desk (220-3730) to follow up with holds gone astray, etc. . I have received a message that the staff at the desk are happy to assist, however if there is no answer after a few brief rings, it is because they are assisting clients at the desk and are unable to answer the phone. If this occurs, it is best to try the call again after a few more minutes.
Please let me know if you have any questions.

Physiotherapy DVDs
There are a series of Canadian Physiotherapy Association DVDs that have been added to the HSL AV collection, that are being promoted by AHS. These are shelved with our AV materials at the end of the general monograph collection.

Statistics
Please remember to continue to add information about questions at the desk to RefStats.

A new gate count sheet has been created to record the counts from our new gates. Unlike before, these gates record all activity, coming and going, through both sides of the gate. Counts need to be recorded for both sides of the gate, and daily counts are divided by two to get our daily library use statistics.

Reserves – 3 day
Most of our Reserve shelf items have generally been 2 hour reserves for use in the library only. This term, instructors have requested a large number of reserve items to be managed as 3-day Reserve items.
There are some challenges working with 3-Day reserves in our system. They can be borrowed and renewed (though no renewal reminder notices are sent). However clients cannot place holds on these 3-day reserve items. If a client requests the title, staff can place an internal hold on the item for the client to bring it back to the library. At main campus the item is then just returned to the reserve shelf for the next client on a first come first serve basis. At HSL once the item has been received back at HSL, the client requesting the item will be notified and given 24 hours to pick up the item before it would be put back on the reserve shelf. Staff at HSL will need to manually facilitate these internal/client holds for 3 day reserves and will flag 3-day holds and notify service staff accordingly.

Voicemail on 220-6855
There is now voicemail available on our 220-6855 phone. Service desk staff are asked to please check for messages each morning. (password is 68550000). Evening and weekend staff may wish to check for messages after they have been away from the desk.

Inventory
Inventory and shelf reading of our monograph collection continues. We are currently at the WA 541 call number range.

Mackie Project
We are working on a project to digitize some of the Mackie collection from the History of Medicine room. Items pulled for this project are checked out on the HSL In Transit card.

Rooms
1461-64 rooms currently not accessible or bookable through the library. These rooms are locked evenings and weekends at this time.

Self-check Unit at HSL
The self-check unit is now in place against the yellow wall near the library side entrance and service will be coming soon. We are waiting for wiring and network connection that will then allow the unit to be retro-fitted with the RFID software.

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

Mary