HSL Access Notes - november 7th

Hello,

 

A few notes to begin the month…..

 

Remembrance Day Hours

HSL will be open on Tuesday, November 11^th

10:00 a.m. – 6:00 p.m.

 

Welcome to New Student Assistant

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

 

Posting for HSL

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

 

Back Up Printer

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

 

Internal Cards

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

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

Discovery Systems Updates

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

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

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

 

Student Email Update  and Notifications

 

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

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

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

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

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

 

Projects

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

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

 

Join Us!

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

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

 

Staff Notices

Posted on the kitchen bulletin board this week….

AUPE :  Upcoming Christmas events.

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

 

Wishing everyone a good weekend.

Mary

HSL Access notes - October 31, 2014

Hello Everyone,

 

A few final notes for October…..

 

 

Time change Sunday

Just a friendly reminder that the time change will occur in the wee hours of Sunday morning.  We will be moving our clocks back one hour for that extra hour of sleep!

The clocks in Health Sciences Library do not generally change automatically, and we are not able to change them manually since they are special satellite clocks.  We will send in an Archibus request on Monday to update the clocks. Beware, our clocks will display one hour fast until the updates are made!

 

October 31^st Change to student emails

A reminder about the change being made to student emails today and the client impact that we may see over the next few weeks.

 

As a result of the implementation of Office 365, there will be a change made to student emails on Friday October 31^st.  The email below was sent to all registered students who have a preferred email address that is something different than @ucalgary.ca (which is what will be affected).  This change will have an impact on students receiving email messages from the Library system (On Shelf Hold notifications, Recall Notices, and Overdue Notices in particular). 

 

Students have been asked to set up mail forwarding within Office 365 before Friday if their preferred email is not an @ucalgary.ca email address.  We have put up reminders on some of the screens in the TFDL thanks to Jennifer Sowa and Melina (as attached). 

 

Beginning next week you may have students coming to your desks saying that they did not receive an overdue notice, a recall notice or an on shelf hold notification.  It is possible that they did not receive it.  If their preferred email address is not an @ucalgary.ca address, then they will need to be encouraged to set up email forwarding in Office 365 to be able to receive future messages from the Library.  There is nothing that we can edit in their SIRSI record that will circumvent this.

 

Please give students the benefit of the doubt if they are coming to you in the next few weeks.

 

Regards,

 

Claudette

 

Alumni Authentication for limited list of free Databases

Alumni client privileges do not include remote access to all UC online resources, but it does include access to a limited number of licensed resources listed at:  http://library.ucalgary.ca/online-resources-alumni

 

While UC students, staff and faculty authenticate for remote access using their barcode and pin or their UCIT account and password, 

Alumni authenticate for access using their eid, as noted at: http://library.ucalgary.ca/alumni-faq

 

Computer Upgrade

We have received word from LCR IT that our public computers in the service area are slated for upgrade, we hope to see this by the end of the term.

 

Journal title

Current work in the History of Medicine.  If you are looking for issues from this journal title, they will be residing on Chelsea’s desk for the time being in relation to the HDL transfer project.

 

Storage in Service Area

To maximize space for equipment and storage in the service area, a few things have been re-arranged.  Keyboards and mice for the study rooms are all in one cabinet now, and all are clearly labelled for each particular room.

 

Electronics re-organization

The electronics cabinet in the staff are is being re-organized.  One data projector will be made available for student use within the library and study rooms.  Watch for updates.

 

Charge-All

Unfortunately our “Charge-All” device to charge mobile phones on site is not operating properly and is being returned for replacement.  This service will be unavailable until further notice. 

 

Mackie Project

The Mackie items that have been stored in the staff workroom are now being incorporated into our History of Medicine room.  The monographs are being interfiled with the current items on the shelves.  The journals will be shelved alphabetically by title along the north wall with the boxed catalogues and miscellaneous files.  The most fragile items and oversize items are being processed for permanent transfer to Special Collections in TFDL.

 

 HDL transfer

The physical transfer of the journals that were barcoded earlier this year will begin November 4^th!  Our student assistants will be able to pull, scan and box items for HDL pick up.  We expect 12 boxes or bins to be transferred daily.  During the transfer process these titles will be inaccessible to clients.  If request are received, please direct UC clients to use ILL.  Once the items are accessioned into HDL they will be accessible once again and clients will be able to place holds and borrow. 

 

Happy Halloween to all!

Mary

HSL Access notes - September 19th

Hello Everyone,

 

Just a few notes this week….

 

Office 2013

We are almost completely migrated to Office 2013 at Health Sciences Library.  Station #3 at the service counter was migrated late Friday afternoon.  Staff logging into that station for the first time next week may see Office 2013 going through a few quick updates on the desktop. Lync will be active on the station.

 

 

Clients with printing refund/reimbursement requests

There is now an online form for clients to request a print/copy refund through the Unicard Office at:  https://www.ucalgary.ca/unicard/my-account/refund-request-form

This may be needed if a client feels they have been charged incorrectly for a print job.

This allows the client to complete the form and be in direct contact with the Unicard Office.  This online form and process will replace the print form that Health Sciences Library staff used to complete on behalf of the client.  The online form streamlines the process and removes our staff from the middle of the transaction.  Staff can assist clients to complete the online form at the desk instead of completing the print form.

 

IM Chat

The instructions for logging into the new IM Chat service have been updated in the Reference binder kept at the service desk.

 

Flat Panel/ Websliders

Brian, Chelsea and Lourdes, the Flat panel / websliders team have developed a schedule for the term to promote Health Sciences Library services, resources, news and spaces for the term.  Slides will rotate on a weekly basis.

If staff have any ideas for slide content, they would love to hear from you!  The schedule will be posted in SharePoint next week.

 

Mackie Unpacking

Thanks to all you assisted with the unpacking of over 60 boxes of special resources belonging to the Mackie collection.  Most of these materials will be housed in the Health Sciences Library History of Medicine room with some more fragile items being sent to Special Collections.

 

 

HSL Access Notes - september 5th

Hello everyone,

 

More than a few notes for the beginning of new term…….

 

Weekend Hours Resume

We are back with weekend hours beginning tomorrow, September 6^th.

 

Saturdays:  10:00 AM – 6:00 PM

Sundays:  12:00 Noon – 8:00 PM

 

Many thanks to Brian, Leslie and our student assistants for covering our weekend and evening hours.

 

Instruction

The new fall instruction sessions are confirmed and promotional materials have been distributed.

Clients can register for classes  and find everything they need to know about the classes in one spot on the library workshop calendar at:  http://library.ucalgary.ca/workshops.

Or from LCR homepage go to Services> Library workshops.  From HSL homepage go to Research>Workshops, or simply click on the workshop webslider to link directly to the calendar.

All HSL workshops show with a bright green background.

 

Continuing Medical Education (CME)  Clients

Unlike clients registered in the regular Continuing Education programs, clients with Continuing Medical Education (CME)  do not use the same registration system, so we have often had issues with this group of users and remote access to online library resources.  Discussions are underway for longer term solutions, however for the time being CME and LCR and IT have come up with a limited workaround.  These clients have been issued a login by CME and an arbitrary password.

This has nothing to do with the department of Continuing Education’s systems.

 

CME is communicating the login information to their students.

 

This login and password will ONLY give them access to e-resources through EZProxy. It will NOT give them a library card, or Sirsi access, or access to authenticated workstations, or Relais, or Workroom booking, or any other authenticated library service.  That is all we can do with the limited workaround that has been provided to us.

 

Any inquiries form CME students about online access issues to library resources should be referred back to the CME office.

Contact us at 403.220.7240, email: cme@ucalgary.ca

ASK ME – September UC  Initiative

All have received the LCR emails about the ASK ME initiative.

The service desks at the TFDL are participating in this initiative, and HSL staff are encouraged to participate as well.

HSL does have buttons, poster and the new student FAQ document at the service desk ready to go for the month of September.

While the program is geared more specifically to main campus, we encourage staff to wear a button for the month of September to support new students and to promote Health Sciences Library.

 

Phone calls from Publishers

We at times receive calls from publishers at the desk asking for contacts regarding collections.  Staff are asked in these cases to take the contact information from the caller and indicate that it will be forwarded to the appropriate librarian (Collections Coordinator).  Please do not forward the calls directly to the librarians of give out the librarian contact information to publishers.

Thanks.

 

Network Printer

A message from IT regarding an update to the Network Printer server….

Essentially, starting tomorrow, anytime someone submits a print job using the print.ucalgary.ca website it will now be running through its own separate server that will then connect to our main print server. This change was made because the single print server would sometimes have problems during peak usage times, and cause long waits or lost print jobs. Users will notice no change, and neither should you, but I wanted to make sure that everyone was aware in case anything goes wrong.

The new server should help us handle high print loads extremely well, but if problems do arise staff can report to Lourdes for follow up or online to IT at:   https://www.ucalgary.ca/itlabs/print_problem

 

Phone Charging Service

We have received requests about providing phone charging options for students in Health Sciences Library.  TFDL is already providing this service at a phone charging station and will be circulating phone charging cables soon.   Health Sciences Library is purchasing a universal mobile phone charger cable set that will circulate to clients.   We should have it available by the end of the month.

More Mackie Collection

It is hard to miss the staff table covered in bins and boxes! These contain mixed materials that are all catalogued and part of the Mackie collection. There are 17 grey bins as well as 47 boxes of materials that will be unpacked over the next week.

Ergonomics

There is a set of ergonomic guidelines posted on the staff bulletin board.  This includes  proper workstation set up and some workplace stretching exercises.

Find more stretches and information online at: https://www.ucalgary.ca/safety/programs/ergonomics

We are also working to make a few ergonomic adjustments at the service desk.  This will include adjustable monitors and keyboard trays at station #1 and #2 , and slight movement of the RFID pad, and the option for phone headsets. 

 

The Working Mind

I attended an interesting staff session in August on mental wellness in the workplace. The presentation used resources from the Mental Health Commission of Canada aimed at helping employers and employees reduce stigma and promote mental health in workplace settings.

Mental Health Continuum Model

The program focused on  the Mental Health Continuum Model. This model categorizes symptoms of good to poor mental health under a four colour continuum: green (healthy), yellow (reacting), orange (injured), and red (ill).

The continuum removes labels and allows conversations about mental health in a more neutral way.  There is a pocket size copy of the model that outlines symptoms and actions thoughout the continuum, as well as suggestions for coping strategies and sources for help posted on our staff bulletin board.

 

Sources of staff support include:

Staff Wellness :  http://www.ucalgary.ca/staffwellness/ 

and

LifeWorks program for employees:  24/7 confidential services.  Phone:  1-877-207-8833  or www.LifeWorks.com  (userID: UofC, password: EFAP)

 

Evacuations

The new  Fire Consultant with Emergency Services visited Health Sciences Library last week and was glad to see the number and layout of emergency exits at Health Sciences Library.

There is helpful information on the Emergency Management webpage and there are emergency instructions listed by building.  The list for HSC is posted on our public bulletin board.

http://www.ucalgary.ca/emergencyplan/system/files/EmergencyInstructions-HealthScienceCentre.pdf

 

Question of the week:  How many fire extinguishers does Health Sciences Library have  (extra points for also knowing locations!)?