HSL Access Notes - May 30th

Hello Everyone,

 

A few notes to end the month….

 

Continuing Education Unicards and Privileges

Continuing Education students can go to main campus and pick up a Unicard.  We have seen a client with one of these cards at Health Sciences Library recently.  These cards don’t generally load with address, and may not load with active profile.  Patron details for continuing education students is not loaded over by Unicard.  It is important for staff to add address information, especially email address to ensure the client receives notices.  The profile that loads is either Blocknew or Blkalucont so staff do have to add in the contact details for the patron record.  Also, staff need to add in the card expiry date, normally set to the end of term, ie:  April 30^th, August 31^st, December 31^st, depending on the session of their courses.

 

Externs

We have seen a group of AIMG ‘externs’ in the library recently who are in a short program to prepared for their residency.

While this group thought they would be eligible for library privileges, their  POI designation of “Visiting Student” does not include library privileges.  Fortunately most of those in this group will be eligible for privileges as UC students once they begin their residency on July 1^st .

 

The only type of POIs with library privileges are:

 * 00014 Visiting Scholar
* 00023 Postdoctoral
* 00029 Consultant-Pro. Service

It can be confusing since these clients do load into Sirsi and it is not possible to tell what type of POI they are from the record.  I am happy to follow up with any of these clients.

 

Knowledge Resource Service Privileges

We had a request for KRS registration from a client working with Foothills Primary Care Network that works in partnership with Alberta Health Services.  
I have confirmed that employees with Foothills Primary Care Network are not eligible for KRS privileges.
AHS employees eligible for KRS privileges should have an Alberta Health Services employee ID number, badge and email.

Claiming Mileage and Gas Expenses

 I know many staff do not bother to claim for mileage between Health Sciences Library and main campus, but for those who wish to claim there is some helpful information in SharePoint.  Search for ‘Expenses’, to find the page with account code, and video of PeopleSoft process.   If you are making multiple trips to main campus regularly, you may wish to log your trips and submit the PeopleSoft expense claim once or twice a year. The process requires that staff create an expense claim in PeopleSoft,  including reason for the trip, that is then printed, approved by the supervisor, and forwarded to LCR Finance for processing. 

FMC- UC one way (coming from home or going to home):  2 km

FMC-UC return to HSL:  4 km

The PeopleSoft form automatically calculates the $ amount once the kms are entered.

The same form can be used for parking reimbursement when the parking passes are not available.

 

Rooms 1453 and 1459

We have just had glass white boards installed in 1453 and 1459.  The boards need to ‘set’ over the weekend, so we are  locking the rooms until Monday, to ensure that the panels do not get used, or bumped.

I have blocked the booking calendar for 1453 for both Saturday and Sunday.

Next week we plan to have pencil rails added to each room for the markers and pens.  In the meantime we will leave these supplies on the table in each room.

 

Posters

The installation of the board in 1459 meant we needed to move 4 of the posters from that room.  We were able to hang these on the media wall behind the touch table.  It was interesting to see clients standing and reading these posters today!

 

iMAC

 We have received approval to borrow an iMac for LCR ITS for staff use for the summer.  The wireless computer will be set up near the back up printer, and all staff will be encouraged to take this opportunity to get to know the basics of the Mac interface, especially since we are seeing more and more clients with Mac products in the library.  More details to follow.

 

Network Printing

We are still having issues with some jobs being sent from the public computers not showing up on the network printer.  IT did  make some changes to the HSL printer this week that they hope will decrease issues, but please continue to report them if problems persist.    

·         It is recommended that staff use the print problem report (use own staff name so we get the feedback)  that is bookmarked on station #2 to report print problems so that we can try to give IT as much info as possible about the jobs that the Network printer has problems with. 

·         When this happens, one option that has been recommend by IT is to have the client go to print.ucalgary.ca , log in using their UCIT ID, and sending the job from there.  There will be a  “connection is untrusted” message that may appear - just click on “yes I understand the risks” option (ITS says this is ok). The  printer option that shows will be the network printer, and the job will appear on the network printer  by login name.

·         IT has indicated that sometimes these jobs don't show up because they are set to a paper size that the printer doesn't have, so the server deletes them before they appear at the release station.

·         It is great that we can direct clients to the back up printer to respond to their immediate printing needs, but hopefully we will soon identify and resolve the ongoing network printing issue we seem to be having!

·         IT has asked us to include problem files in these reports if possible when they happen, or as much detail about the job as possible.  For example, this week one problem was with a pdf file from gmail account that was using IE browser.  Others has been PPT files from OSLER, etc.

HSL Access Notes - May 26th

Hello,

 

Best Wishes To Spencer on his Retirement

Please join us for Spencer’s retirement celebration:

Wednesday, May 28th from 3:00PM – 5:00 PM

Program to begin at 3:45

Conference room 3,

4th Floor, ACH

Very best wishes, Spencer.  You will be missed in so many ways!

 

June Training

The June desk schedule has been updated.

It is great to see many staff busy with training opportunities and networking meetings throughout the month.

Chelsea , Brian and Terrilynne will be on campus for several days in June for Access Database training,  Instruction training, and Excel training  respectively.

Lorraine B. and Kathy will be at a Relais meeting on MRU campus later this month, and were on campus last month for OCLC training.

Susan, Chelsea and Mary,  will be attending SharePoint pilot meetings spread throughout the month, though these are planned rather last minute.  Thanks to all for extra coverage!

 

June Schedule

The June desk schedule has been updated in SharePoint.  With many things on the go this month, there are many changes to regular daily shifts.  Staff are asked to please review the schedule carefully.

 

Windows 7

Our 3  service desk workstations are now set up with Windows 7. 

Station 1 &2

·         Station 1 (attached to RFID pad) and station 2 at the service counter are set up with generic login, so that when they start up, there is no login required.  They should automatically open to the desktop.  On station #1 the 3M RFID workstation shortcut will come up automatically.  At both station 1 & 2 you need to still login to Workflows as usual.

·         We no longer have thunderbird email on any of our stations.  Our generic email accounts, hslcirc, hslibr and hslres are all set up in the Outlook accounts on station 1 & 2.

·         To access these email accounts, simply  click on the Microsoft Outlook 2010 icon on the desktop.  In the left column you will see the accounts listed separately. Click on the arrow just to the left of the account you wish to open, for example ‘hslcirc’, and the account folders will be displayed.  Select inbox to view current mail.

·         Station #1 start-up problems:  we have some days received a start-up error at station #1.  We can eventually get past this with a number of restarts, but it has been reported and we hope to have this resolved soon.

 

Station 3

 

At workstation 3, you will need to login with your own login and password.  This will give you access to your own files and Outlook account.  Please remember to logoff when you are leaving this station.

 

Popular Titles

DSM V is now available online.

 

·         Available through Psychiatry Online at:   https://login.ezproxy.lib.ucalgary.ca/login?qurl=http://dsm.psychiatryonline.org/dsmLibrary.aspx

·         If you search summon using ‘DSM’, it will appear as a top pick under “Books & media” as DSM Library.

·         We also have a print version in Health Sciences Library reference collection.

 

Toronto Notes 2014

 

·         The title this year includes the large textbook, as well as a smaller handbook and small notes ( all individually barcoded).  We have one set on Reserve at Health Sciences Library, and two in general circulation.

 

 

AV Screens in Study rooms

We now have AV equipment and screens fully operational in study rooms 1453, 1454, and 1455.  Students can connect with their laptops, or can sign out the keyboard/mouse/remote at the service desk for use with the in-room computer.  There is a set of keyboard/mouse/remote barcoded and labelled specific to each room and these are kept in the cabinets behind the service counter at the end closest to the study rooms.

 

AIMG Externs

There has been a group of AIMG externs who received ‘Associate’ Unicards as visiting student Persons of Interest.   Because of the way our systems communicate, these clients loaded into Sirsi with a privilege expiry date of May 15,2014, even though this type of POI status is not eligible for library access.  It was originally thought that this group would have access, and discussions are underway about how best to support this client group.  The privileges for these client records have now expired.  I have placed a note  in the extended info screen of these clients indicating that they are AIMG externs with visiting student status.  If these clients come to the desk asking about their access, we are not able to extend the status at this time, however please feel free to refer them to me if they would like to discuss further.

 

Medical Resident Graduates

Recently there was an issue with a group of medical residents who had completed their program last month and due to some updates in the UC systems they lost  UCIT access to remote resources even though their Sirsi privileges and UCIT access still seemed to be active.  These residents still have Sirsi privileges good through September 30, 2014.

The residents can continue  to access remote resources until that time, using their Unicard barcode and pin.

In some cases  the residents had not picked up their Unicard, and are no longer eligible to do so since their program is showing as completed.  In these cases the resident generally has a record in Sirsi with a temporary User ID (ones that look like UC1234).  These temporary User IDs can be given out to the resident as their 'barcode' and can be used along with their UCID as a pin number to remotely access library resources.

 

 

Public computers and browsers

Recently a client was trying to access a database called Expert Consult on one of the public computers but kept running into the error message.  Fortunately when she tried a different browser, it some up perfectly.  Trying a different browser might help with some access issues on the public computers.

Also, Chrome is available as a browser on the Commons computers, but not yet on the public computers in the service area.

 

Fine Payment by Phone

When clients phone in to pay their fines, we can accept Visa, MasterCard  or American Express.  The process is printed out on the sheets by the POS.  Once the full transaction is complete we generally offer to either place the customer receipts in our confidential shredder of mail them to the client if desired.  Another option we can offer is to scan the receipts to email for the client and then shred the print copies.  The merchant copy of the credit card receipt is always kept in the cash drawer.

 

AUPE

 There are a number of special offers for AUPE staff for tickets to events or attractions in the city.  These are posted on the staff bulletin board.

 

Thanks.

Mary

HSL Access notes - March 7th

Hello,

 

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 our public clocks will not, and will display improperly on Sunday.  These clocks  cannot be adjusted in the library since they are ‘satellite’ clocks.  Facility staff will collect the clocks and adjust early next week.  

 

HDL Project

Our Health Sciences Library transfer project has to be postponed due to another time-sensitive transfer project.  The AINA collection from Gallagher needs to be moved to HDL prior to the start of planned major summer renovation at Gallagher.

HDL will be able to accept the first batch of items.  The remainder of the collection transfer (all journals prior to 2005) will likely be postponed until summertime.  Barcoding and Workflows work on the journal collection will move forward in preparation for the summer transfer.

 

Interesting service questions of the week

Q: Is this the film library?

A: Client called asking about the film library (not to be confused with the AV collection at TFDL).  As it turns out, the client was looking for the Diagnostic Film 'Library' located in the Special Services Building between TBCC and Foothills (403-944-1135 Rm AGW 32). Patients may be referred there to access MRI's and other diagnostic records. Direct any lost patients to the reception desk of the Special Services Building.

 

Q:  We are Med-skills staff, do we have library privileges?

A:  Turned out these clients are actors hired to present as patients in clinical medical skills scenarios. HR confirmed that they are UofC employees and eligible for UofC Unicard and associated library privileges, though in this case the clients had not picked up their Unicards yet.

 

 Web Sliders

Have you seen the interesting web sliders that are began showing on our webpage this week?  Thanks to Chelsea and Lourdes for creating the sliders!  They  not only promote HSL services and resources,  but when clicked will link the client directly to more information!  The sliders throughout campus display better in the Firefox browser.   Caitlin is coordinating and Chelsea is the contact for loading slides.  More information about creating sliders and a template can be found in our SharePoint website.

 

 

Person of Interest (POI) library records in Workflows and ILL

We had a client this week who was a new POI but could not access the ILL form.  Since the ILL Relais system information loads from Sirsi, the client Sirsi (Workflows)record must be active, and include a valid expiry date, profile type and email address.

POI university records often load into Workflows with minimal information, and may load with a BLOCKNEW profile.  In these cases, staff will need to manually update the record (if expiry date shows that the record is still valid).   POIs generally  have a SUPPSTAFF or ACADEMIC workflows profile, and a unique expiry date.  It is important to add an email address field in the Address 1 Window in order for client to receive automated emails and to allow load into the ILL Relais system then the record will go into Relais.

 

AV  updates in rooms 1454 and 1455, 1453

·         The electrical, network and painting work is now complete in room 1453.  We hope to have the equipment installed within a few weeks.  If the installers are looking for the three network cords, and I am not available, they are sitting in my office on the cabinet against the back wall.

·         We had some problem with the tabletop power in room 1455 due to damage to the plug head that connects in the floor outlet.  The electricians have been able to correct and reconnect, however we are seeking a more permanent resolution to secure and protect the plug.

·         Power at the wall panel should be checked and turned off at the end of each day.

 

Distance Ed Student Requests

We had an interesting situation with a hold for a Distance Ed student on our shelf this week.  More information about library services and access for Distance Ed students can be found at Library>Get Help>Getting started> Students>Distance Ed:  http://library.ucalgary.ca/student-support/distance-students

·         Most distance education student requests are submitted and managed through the Document Delivery Request Form .  Items are delivered to them and include a postage paid label to return material to UofC.

·         Like any other student, distance education students can also place a holds on library books, selecting a preferred pick up location.  The pick-up notification then gives the student an option to request mail delivery by emailing TFDL Sorting and Distribution (Brenda Petkau prepares these hold mail deliveries). 

 

Commons – Room 1460A

We noticed a dripping-like sound in the Commons ceiling last week in 1460A, above station 727.  It was reported and Facilities came and had a thorough look.  Although the sound had stopped they were very good about doing a thorough check both on this level and the next, and even checked again on Monday - no sign of water. Facilities indicated that it may be a fan belt or something like that, and if so the sound may become more consistent and louder over time.  Please let me know if anyone passes along a concern about noise in the Commons.  Thanks.

 

 AUPE

New offers for price reduction on certain events posted in the Health Sciences Library staff room.

 

Parking Binder

The Parking binder is being updated, with separate pages for each pass.  We also have an additional hanging pass for after-hours use only in certain specified lots.  More details in the binder.  New sign out sheets will be added, however sign out processes will remain the same.

 

 Coming Soon!

We have received approval for new back painted glass boards for rooms  1453, and  1459.  We hope to have these installed within a few weeks.

We are also receiving new signage for the HOM room for the Cruse, Scarlett and LeBlanc collections.

 

New Back up printer

 We have received a sleek new back up printer!  The printer works much the same as the previous model and does print in colour.  We have had some concern about the length of time some large colour jobs take, however it has been operating well this week.

To print colour from the service desk stations 1 & 2, select printer (17) and change properties to select colour.  Please let myself or Lourdes know if there are any concerns.

 

 

 Looks like we have a warmer weekend ahead, happy weekend to all.

 

 Mary

HSL Access Notes - February 24th

Hello Everyone,

 

A few extra notes for the final week in February....

 

February 25^th Schedule

Brian will be at a  session tomorrow and I will be covering the 2 – 10 shift.  However I am also registered for the Respect workshop tomorrow afternoon, so will start my day at main campus from 1:30 – 3:30.  I hope to be back here before 4:00 pm.

 

Calgary Herald

We have not received our Calgary Herald for over a week due to problems with the Herald subscription renewals.  This has been flagged for follow up and we hope to receive the Monday – Friday delivery of the Herald again soon.

 

Emergency  Planning

·         Connected with the UofC recent focus on emergency planning we would like to go ahead with the plan to have a rally point in the HRIC atrium for Health Sciences Library staff during evacuations.  It will be in the HRIC atrium by the glass doors leading to the McQaig Tower. 

·         Have you signed up for the Emergency text messaging service?  More info at:  http://www.ucalgary.ca/emergencyplan/textmessage

·         The emergency Call-out tree is in SharePoint

 

Knowledge Resource Service e-books

A reminder that over the past months the Knowledge Resource Service e-books have been removed from the University of Calgary catalogue.  Knowledge Resource Service e-books can be searched by going to the Knowledge Resource Service website> Search collections > e-books.

 

Stata 13

The statistical software program, Stata that is on our Commons Computers only, has been upgraded from Stat 10 to Stata 13 on most of the stations.  This includes all the computers in 1460B, both podium stations and a number of the stations closest to the front of the room in 1460A.  The remainder of the computers in 1460A continue to have Stata 10 available.

 

Sirsi

An update from David Brown:

On Tuesday February 25th, we will be updating the Sirsi test server (sirsi2) with up-to-date data from production.

 

This means that:

·         Any data that is only on sirsi2 will be lost, including any test bibliographic or user records.

·         The sirsi2 test server will be unavailable for most of Tuesday February 25.

 

Please let me know as soon as possible if this will cause any problems for you or your staff.

 

Remote Access for POIs beginning March 1^st

A message from ITS regarding an added access option for Persons of Interest ( POIs) for remote access to online resources:

By March 1, IT will have put a change in place to allow POIs (Persons of Interest) with an IT account to use their IT username to log into Ezproxy—as faculty and students already do.

 

In order to get access to electronic library resources by IT username:

 

1.       The user needs to have an active IT account.

2.       The user’s POI class must be one of the following.

00014 – Visiting Scholar

00023 – Postdoctoral

00029 – Consultant-Pro.Service

00033 – Qatar Local Hires

 

To borrow print materials, the user still needs to obtain a card, and their contact information will still need to be updated manually in Sirsi the first time they use the system.

 

POIs with active Sirsi accounts will still be able to use their barcode/PIN to log in to electronic resources, but they will also have the option of using their IT username. (I would recommend that they use IT username, as it is likely to be more stable and secure.)

 

I expect that this will resolve many of the login issues that we receive, and will be a big service improvement for these user groups. Please share this information as required.

 

Room 1453

The electrical work for the AV upgrade in room 1453 has been completed. The next phase will be the painting and dry walling that we hope will take one day.  We will try to keep the room open for use as work permits.

The wall mounted desk has been removed  and has been flagged for surplus.  The parts are stacked in the room awaiting pick up.

 

Adapters for Apple Equipment

We have two adapters for Apple equipment, one for Mac Books and one for mobile devices such as I pads and I touch devices.  These are being kept in the credenza behind the service counter along with the keyboards and mice for rooms 1454 and 1455.  These are barcoded and can be signed out in Sirsi for use in these rooms.  They may be signed out and used by staff for short-term use as well.

 

2013 Periodicals to Backsets

Many of the 2013 periodical titles have now been moved from the Current Shelving to the Backsets.  This includes print titles that have been cancelled as well as any continuing print titles for which we have received a 2014 issue.  If clients are looking for a 2013 issue at this point, it may be either on the current shelves or the backset shelves.

Print Journals Cancelled AUSTRALIAN FAMILY PHYSICIAN

BIOLOGY OF REPRODUCTION

BMJ (International Edition)

JAMA DERMATOLOGY

JAMA FACIAL PLASTIC SURGERY

JAMA INTERNAL MEDICINE

JAMA NEUROLOGY

JAMA OPHTHALMOLOGY

JAMA OTOLARYNGOLOGY- HEAD & NECK SURGERY

JAMA PEDIATRICS

JAMA PSYCHIATRY

JAMA SURGERY

JOURNAL OF BIOMECHANICAL ENGINEERING

JOURNAL OF NUCLEAR MEDICINE

JOURNAL OF VETERINARY DIAGNOSTIC INVESTIGATION

LANCET

MEDICAL LETTER ON DRUGS AND THERAPEUTICS

MEDICAL PHYSICS

NATURE

ONCOGENE

OTOLARYNGOLOGIC CLINICS

PEDIATRIC CLINICS OF NORTH AMERICA

RADIOLOGIC CLINICS OF NORTH AMERICA

SCIENCE (Weekly)

SEMINARS IN ONCOLOGY

SURGICAL CLINICS OF NORTH AMERICA

 

HDL Transfer Project

Also related to periodicals, we are preparing for a large transfer of periodicals to Health Sciences Library.  This project may span most of March and April and our goal will be, as Susan outlined, to transfer issues prior to 2005.

More details to come.

 

Respect Workshops – final week!

There is still time to participate in the online training and attend the Respect workshops on main campus that are being encouraged for all University of Calgary staff.  The final three workshops are scheduled this week.

There has been good feedback from HSL staff who have completed the online sessions and attended workshops.

 

The “Respect in the Workplace” online training program covers some important basic information about bullying, discrimination and harassment. It leads you through a series of vignettes to portray what a respectful workplace looks like. While the online program takes approximately 90 minutes to complete,  it is composed of many short segments that you can start and stop at your leisure.  The link for the online program is https://universityofcalgaryworkplace.respectgroupinc.com.    Please click on this link and self-register to get started.   

 

The Respect Workshop is focused on competencies and strategies to enhance your personal and leadership effectiveness as well as our workplace culture.  It is very interactive, practical and supportive. 

 

Nine workshops for Libraries and Cultural Resources staff have been scheduled for February. All workshops will be held in Human Resources (MacKimmie Tower, 4^th floor). Please use the links provided below to register in the workshop that best fits your calendar.

 

               

25 Feb 2014	1:30pm to 3:30pm	http://www.ucalgary.ca/hr/node/2668
26 Feb 2014	1:30pm to 3:30pm	http://www.ucalgary.ca/hr/node/2669
27 Feb 2014	1:30pm to 3:30pm	http://www.ucalgary.ca/hr/node/2670

 

New Room Booking System

Have you had a look and the new and improved Health Sciences Library study room online booking system? Check it out at:  http://libapps.ucalgary.ca/hsworkrooms/Web/

 Policies remain the same, but the look has been updated.  Public can still view the schedule, while University of Calgary UCIT login and password is required for online booking.

 

IM

Evening and weekend monitoring of IM continues. 

Fines

A reminder that if a client wishes to dispute fines on items that belong to another branch or location, they should be referred to the home location of the item.