Hello,
Electronic Door Access
Our new doors are set to unlock and lock at our regular opening and closing hours. When we have a change to the usual routine, for example holiday Mondays, I contact the electronic access staff in advance to request a change in programming. We have had a few occasions now when there has been a problem with the re-programming, and the doors have not unlocked as expected. If this happens, and I am not on site, call Security at 220-5333, they should be able to assist by manually overriding any problem programming. The library door can be identified in the security system as L69, HSC room/door number 1450.
HDL Hold Items
The HDL handles and manages both books and journals.
At the moment books circulate according to the loan period for the original home library and client type. So that books originally from HSL would be term loans for U of C grads, staff and faculty however two week loans for most others.
HDL Journals have a loan period of 3 Days. This will show automatically when HDL journals are charged out to a client. Please ensure that the client is aware of the 3-Day loans. The items may be renewed , however clients will not receive reminders, so fines will accumulate quickly if they are not aware.
Eventually articles will be scanned from journals at HDL, but this will only begin once all the inventory has been added to the HDL, so this service remains to be a good number of months away.
The Alberta Library Card Clients (TAL)
TAL clients seem to be enjoying the new options to place holds (up to 5 at any one time) and renew books (also, up to 5 at any one time).
· We are able to give TAL clients a 4 digit pin number to allow them to place holds or renew books online. This is now part of the regular registration process for new TAL clients.
· We are beginning to see TAL clients pick up items from the hold shelf. Please remember to place a TAL flag in each book borrowed by a TAL client. These are critical if they choose to return a book to a public library since it both identifies the item as a valid TAL return (not just a lost book), and also allows the return location to indicate the proper date of return.
· TAL clients are the only clients who have the option to return books to a public library.
HIN Deliveries to Outreach Clients
It was recommended at a recent HIN Circ/DDS workteam meeting that library books being sent to HIN clients at AHS outreach locations be sent in small boxes rather than inter hospital bags or padded envelopes. It was noted that items in boxes appear to be delivered most quickly, and have less chance of being lost.
Network Printing
· If the network printer is not operating the first course of action is often to restart the machine. This has generally been done by turning off the power bar, waiting and then powering up the power bar and CPU. In the new cabinet the power bar can be accessed by pulling the piece of small oak facing that is attached to the cabinet by Velcro.
· The number 17 key that was used to access the previous printer cabinet has been removed from the key box.
· If the printer continues to be a problem, contact Lourdes who is the liaison with ITS, or myself during regular hours. If needed we will contact Geoff Crowe. During evening and weekends, for critical printing problems connected to the network (for example, print jobs not showing up on the monitor) staff may advise clients to use the back up printer and they may call Geoff Crowe. Geoff cannot help with issues at the printer such as print jams, etc. Geoff’s number has been added to the Assistance Contact List kept on the bulletin board in the service area by the key box.
Service Desk Stations
Did you know that the right and left control buttons of a mouse can be adjusted to accommodate both right and left hand users? Generally the mouse at each station defaults to a right handed user, however can be adjusted as needed to suit the user. If the mouse or machine does not seem to be responding as usual, it may just be that the mouse has been reset. To change settings go to the Windows button in the bottom left corner of the screen -select control panel--select -mouse- select button tab and change button configuration.
HSL Service Desk Gate
The oak swing gate has been installed at the front of the HSL service desk. The gate swings in and is unlatched by pressing a button along the lower edge the latch hardware.
Shelving Carts
We are trying to keep shelving carts away from the area in front of the multi media wall in anticipation of the touch table to be installed in that area soon. We will be parking extra carts in the hallway by the storage room.
Access to 1461-1464 rooms
One of the most popular questions at the desk recently has to do with access to the 1461-1464 rooms. There is a printed map and signage on the library access to the rooms, as well as signage outside of the library. There is also a printed map at the service desk (sitting on top of credenza in front of Brian’s desk) that is helpful in directing clients. Thanks Janine for preparing this map.
New Computers
Additional public computers were installed last week, however do not yet have live network connections. These include 4 stations at the table near the entry of the library, 4 stand up stations in the stacks, one additional station on the table near the microform reader. There is also one station installed on the accessible table that is fully operational.
Please let me know if you have any questions, concerns or suggestions.
Mary
Mary GrantOperations ManagerHealth Sciences LibraryUniversity of Calgary403-220-5035
Showing posts with label Outreach. Show all posts
Showing posts with label Outreach. Show all posts
Tuesday, February 21, 2012
Friday, February 10, 2012
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
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
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