HSL Access Notes - June 20th

Hello, 

A few notes to end the week....

Summer hours

Weekends:  We have two more weekends before our summer hours, and weekend closures take effect.

We have had some questions from regular weekend public clients about other study spaces in the building.  I have confirmed with Security and Room Booking services that public are welcome use any of the open spaces on weekends (for example the atrium or On the Go where there are tables), but that other study rooms are not available to the public.

June 30^th /July 1^st:  Please note as well that we are open regular hours with regularly scheduled staff shifts on Monday, June 30^th, but closed on Tuesday, July 1^st for the Canada Day holiday.

 

Computer Commons 1460B

The group using 1460B this entire week will be continuing instruction next Monday and Tuesday as well.    To accommodate this booking and safeguard the software load, the 1460B room will be locked through the weekend, and the routine computer ‘refresh’ has been suspended until after June 24^th.

 

HDL Transfer Prep Project

The barcoding of most of our Health Sciences Library journals continues in preparation for  transfer to HDL.

Many thanks to all the staff involved in this process and to Chelsea for coordinating the effort.

We have made it half-way through the list of almost 1100 titles – congratulations!

The barcoding project will continue so that materials will be ready for transfer when HDL has the capacity, hopefully this August.

We hope to send most of our pre-2005 journals to HDL this summer and the remainder next summer.

 

Interesting IM Chat Questions

·         A question from a POI working at ACH who provided a  ucalgary email who was having trouble accessing online article.    Reviewed both sign in options for client using barcode and pin as well as UCIT login and password.  Still no access.  Assisted client with access, but was able to confirm with HR that in fact the type of POI while eligible for a UC email, was not eligible for library privileges. 

·         A question from a student in Vancouver asking for assistance with a literature search.  Through further conversation librarian was able to determine that the student was actually a UC Distance grad  student and was able to provide assistance.

 

D2L

The new UC content management system, Desire2Learn (D2L) that has replaced Blackboard is now up and running and available through your My University of Calgary portal.  While this is used more by faculty, students and library staff on main campus, it may be of interest to some. There are two D2L sessions coming up in August in our Computer Commons that are geared to Cumming School of Medicine faculty and staff,  but are open to all. 

August 27^th:  Instruction 

August 28th: D2L work time with one-on-one assistance

 

Equipment for AV in 1453-1454-1455 Study Rooms

Earlier this week we had a client ask to borrow the MAC adapter that we have in the service area for overnight loan.   Just a friendly reminder that the keyboards, mice, remotes and MAC adapters  are intended to support clients using the presentation equipment in our library study rooms and not for client use overnight or use outside of the library.  The adapters are also for Health Sciences Library staff needs at any time.

I have confirmed that the AV Services department on the main floor of HSC does have these adapters that can be loaned to UC students, and I would recommend this option for students who need adapters for use outside the library.

 

Parking Passes

There have been staff looking for parking passes a few times over the past weeks.  A friendly reminder to please sign out the passes when borrowing and sign in when  returning so they can be tracked and made as available as possible to all.  Thanks.

 

Group Copy Cards

Our batch of Group Copy Cards that we have available for groups wanting to pay for printing and copying costs through a trust account had become deactivated, since we issue very few of these cards.  This is to confirm that the cards have now been reactivated and may be issued to clients requesting a card and completing the required Interdepartmental billing (IDB)form.

 

Service Receipts and slips

The date due slips for items checked out at station #1 the service desk have been updated to include our own location and phone number for renewals.

As well, hold slips and date due slips can now be printed from station #2.  They will print on 8.5 x 11 paper at the service area printer.  This isn’t the preferred, but is an option when needed.

 

New Limit on Number of Holds

As a follow-up to our last Circulation Supervisors’ meeting on June 4, 2014, there is now a limit of 100 holds for  all of UCALGARY client profiles:

ACADEMIC

ALUMNI

ALUMNIPLUS

ASSOCALUM

CHR-STAFF

COMMUNITY

DISTED

DISTGRAD

GRADSTUDT

HONOURS

PATIENT

RECIPROCAL

RETIRED

SAMPL

SUPPSTAFF

TBCC-STAFF

UNDERGRAD

 

TAL  clients will remain with a hold limit of 5 items.

This change will take effect June 20^th.

 

HSL Access Notes - March 28th

Hello,

 

A few notes for the final week of March...

 

 

Retired

The following three records are all showing with a retired profile, and I was able to access the ILL for all three.  I wonder if the problems we have with occasional retirees not accessing the ILL form could be due to other issues, like the duplicate records,

 

Persons of Interest

A reminder that effective March 1st POI clients now have two option for authenticating for remoter access to library resources similar to all other UC student, staff and faculty:

1. Unicard barcode (first nine digits) and pin (generally their UCID number without any leading zeroes).

2. Their UCIT login (as for wireless or ucalgary email) and password.

If UC clients do not have a UCIT account set up they can do so online using their UCID.  More information on the IT website at:  https://www.ucalgary.ca/itutil?process=WebRegister

 

Thesis Formatting

We have had a few different question about thesis formatting and copyright issues this week.  In addition to the thesis formatting workshops both at TFDL, and HSL, there are also some helpful websites and LibGuides on this topic.

LibGuide:  LCR homepage>Research Guides>Reference Tools> Thesis Formatting

http://libguides.ucalgary.ca/thesisformatting

 

Quick link to thesis related information on the Faculty of Graduate Studies Website: http://grad.ucalgary.ca/current/thesis

 

Copyright information specific to theses:

http://library.ucalgary.ca/copyright  look for Thesis copyright Guidelines.

 

 

HSL Photos in SharePoint/UCLASS

We would like to collect and store photos of HSL staff and events.  Do you have any photos on devices or in files that we can collect?  There have been some more recent photos added to the SharePoint site where they will be displayed.  Older photos will move from SharePoint to UCLASS for storage.

 

Network Upgrade

Thanks to all for the support of the IT team while they were her for the Network upgrade.  It certainly seemed to go quite smoothly.  I understand that this will be happening in other areas throughout campus over the next while, and it has much to do with security and stability of the network.

 

Alberta Health Services Ebooks

KRS e-books are no longer listed in the UC catalogue.  They can be found using the search box from the KRS website under the 'search collections' > e-books.

Workstation #3 at Health Sciences Library Service Desk

The dual monitor at workstation #3 can now be turned on/off using the power bar at the desk. 

Further to a client FOIP concern at TFDL, we have added a message to the screen facing the client that states, " information on this screen is mirrored on the staff screen".

 

Electronics

Thanks Chelsea for following up on this client request. 

We now have a scientific calculator available for staff use and student loan. It, (along with the small calculator on Brian's desk) has been given a barcode and can be signed out for 2 hours. This is in response to the occasional situation where students writing exams have forgotten to bring a calculator.

The scientific calculator is being stored with the wireless keyboards and mice.

 

Also, did you know that the wireless keyboards and mice have on/off switches? These are located along the top right edge on the keyboards and on the bottom side of the mice. To preserve battery life it may be worthwhile turning these items off when they are not in use.

 

Rooms1453 and 1459

Back painted glass boards have been ordered for study/meeting rooms 1453 and 1459.  We expect installation in early April.

 

Parking Binder

The parking binder has been updated with our new passes and refreshed sign out sheets.  There are two passes for daytime use, the Ark Parkade and the Lot 28 hanging pass, and one for after-hours use.  Thanks TerriLynne.

 

Lost Book  Billing

A reminder that if staff accept payment at the desk for a lost book that has been billed, the item should be discharged from the client record, and the transaction with client name should be flagged for Leslie for further follow up.  Thanks Leslie for your work with these lost books.

 

Printer

Our new back up printer has been out of commission for most of the week due to Xerox problem supplying toner.  Lourdes requested a back-up printer that was installed today. We are back in business as usual - thanks Lourdes!

If the back-up printer is not operating, the work around is as follows:

B/W printing can be sent from the backup workstation to the circulation printer/copier (circ - HSL). 

Colour printing needs to be facilitated from workstation #3 and sent to the admin printer (properties need to be selected for colour)

 

LifeWorks

Support staff counckil recently had a presentation for the LifeWorks group.  Some materials have been displayed in the HSL staff room.  As noted on their website, "University employees and their families have immediate, confidential access to the LifeWorks program at no cost.

LifeWorks is there to provide support, advice and resources to help employees manage their work and personal life so that they can focus on what’s important. They offer support in-person, on the telephone, through research requests, booklets, CDs and kits, or via the web site."

More info at:

http://www.ucalgary.ca/staffwellness/healthwellness/efap

 

Enjoy a pleasant weekend!

Mary

HSL Access notes - July 2nd

Hello,

A few notes to begin the month..

Welcome

Please welcome Betty Paananen, who will be working a 7:30 - 3:30, Monday through Friday shift as our new Circulation and Administration Assistant

at the Health Sciences Library.  Join us for a coffee to welcome Betty at HSL on Tuesday, July 2nd, at 2:00 p.m.

Service Updates Following Closures

A message from Claudette regarding fines and fees…

Please note, there will be no fines charged for late materials due between June 20th and July 2nd.  Additionally, there will be no fees charged for materials that were damaged by flooding.  If materials are returned that have been damaged by flood waters, please collect the materials and send up to Collections (4^th Floor MacKimmie Block, Attention:  Carol Hansen).  Collections will take care of withdrawal, disposal and replacement as needed.  

Summer Hours and Weekend Closures

HSL summer hours began this weekend, June 29 through Sunday, September 2nd.

The library will be closed Saturdays and Sundays, as well as holiday Mondays.

Elaccess has adjusted the automated door programming accordingly, and hours are posted on our website, HSL News, flat panels and by our front door.  The 220-6855 voicemail message is also adjusted.
Staff may wish to remind clients about the weekend closures, especially during Friday shifts.  Please forward any client comments or concerns about the evening closures to myself, or include in the shift reports.  Thanks.

Shared Access to Study Rooms
Also, due to the ongoing technical problems with door 1460ZB, we are no longer pursuing shared access for the 1461-64 study rooms.
The double doors, 1460ZA are programmed to be locked 24/7. 

Access to 1461-1464 Rooms will continue to be down the Theatre 4 hallway, and booking will be managed by Faculty Room Booking Services (irrooms@ucalgary.ca or 220-6839).

 Network Printer – currently ‘down’

Xerox is working on our Network Printer.  The technician installed a maintenance kit on Friday, but was not able to complete the proper set up.  He will be returning Tuesday morning.  In the meantime, the stand alone printer at the service desk will need to be used as the back-up printer.

Network Printer Problem Reporting

We have a new process for reporting student print issues. From now on please get people to fill out this form:

http://www.ucalgary.ca/itlabs/print_problem

It will automatically make a ticket and inform the IT team that there is an issue. This way there isn't have a single person to contact, who may or may not be able to answer a phone. And it will avoid tickets getting lost from the support centre.

Staff are also encouraged to report Network Printer ‘release station’ problems at HSL using this form.  For example when the student jobs do not show up on the network printer monitor.

Please let me know if you have any questions.

LCR Support Requests

All our public and staff computers at HSL are supported by LCR Information technologies, so generally issues regarding computers, or issues around staff access would be handled by our LCR ITS.  For example, if a client has lost files on a public computer, contact ITS at support@lcrit.zendesk.com as a first resource weekdays during regular hours.  OR if staff lose access to accounts, contact support@lcrit.zendesk.com for follow up.

At HSL Lourdes is our contact for staff computer issues and she can also follow up with ITS. 

An update for sending in LCR tech requests:

Staff should now be using:

 support@lcrit.zendesk.com for all requests that previously were sent to either lcrweb and itshelp emails.

libsyst@ucalgary.ca for  email on Sirsi  system related requests (David Brown and his team)

dule@ucalgary.ca is the contact for clients having trouble logging into our HSL room booking system.  This is the email for Dung Le who manages the technical end of the system.

http://library.ucalgary.ca/website-feedback  Clients needing to report a database problem can use the link on the LCR homepage:  Quick Links >Database access problems.

If there are other specific instances where you or clients are unsure who to contact, please feel free to flag for me.

HOLDS

A decision has been made for all branches to be consistent on how to handle the issue of a patron who has come in to the Library, selected an item from the shelf only to find out that a hold has been placed on the item.

Because the patron has made the physical trip to the library to retrieve the item, please override the fact that another patron has a hold on the item.  The person borrowing the book will be limited to the two week loan as there is another hold in the queue.

Please let me know if you have any comments or concerns with this procedure.

 Vet clinical Instructors

A message from Lorraine Toews…

About 60 or so of the Vet DVLC clinical instructor appointment contracts are expiring and up for renewal at the end of June 2013.  I received a call today from a vet, and re-directed him to Monica.  Just thought I'd flag this for you in case you/ or front desk staff get calls. 

Monica is still the contact person for all matters relating to these DVLC appointments, so we should continue to refer all such questions to her:

 Her contact info is:   

 (403) 210-6116

TRW 2D12

flohr@ucalgary.ca

SPSS

 SPSS is currently loaded only on the computers in the Computer commons room, 1460 B.  We do expect the popular stats software program to be loaded on all machines in both 1460 A & B sometime later this summer.

Permissions for E-book platforms

Paul Pival has posted a link to the new E-book permissions guide on the library website link below.

http://library.ucalgary.ca/ebooks

It is a table showing current permissions for downloading/printing and user limits on the various ebook platforms.  It should help with client queries at the desk.

Front Gate and Doors

The 3M technician will be coming this week to work on our 3M security gate.  We have been experiencing some delayed alarms and ‘phantom’ alarms.

As staff know, it has been some months since our front doors have operated in conjunction with our alarmed gate.  After much consultation with several departments and contractors, it appears that the problems with the door cannot be resolved.

The door operates well on the Elaccess system, locking properly at night, but will not lock as it should when the gate alarm is triggered.  Staff at the service desk will need to respond quickly when they hear the alarm, calling the client back to the desk for follow up.

Please let me know if you have any concerns or notice any problems with the gate or alarms.

Service area Updates

·         The service photocopier has shifted slightly in the front area.

·         Mail locations consolidated into one tall cabinet across from Chelsea’s desk.

·         Sorting bin removed.  Unsorted books will be placed directly on carts to be sorted by students later in the day.

·         Interlibrary book pick up shelf is now located by Compulsory Ed materials, on the shelving across from Brian’s desk.

·         New file folders have been added to the service desk files for : phone and adding machine manuals, general signs (out of order, etc.), and Dynamed sign up forms.

Journal Transfer Project

Many thanks to all you have worked an the many aspects of the journal transfer project that has seen hundreds of journal issues moved from HSL to HDL over the past months. Phase #2 is complete and Phase #3 will begin this week.

Parking Passes

We have received our new hanging parking pass for lot 28, that is effective through June 30, 2014.  In lot 28 only the hanging pass is required. 

The system at the Parkade works differently than in the other on campus parking lots.   In the parkade, the ‘credit card’ is used to ‘pay’ for parking by stall number at the time of parking.  The additional hanging pass for the parkade that is not necessary when the credit card is used, is in Susan’s office. 

So we have two parking pass options:  the hanging pass for lot 28 and the ‘credit card’ for the parkade.  If both of these are being used already, you can pay for parking and submit a Peoplesoft form for compensation.  Information sheets about the parking passes and appropriate use are in the parking pass binder.  If staff have questions, please let me know.

Volunteering at UofC for Flood Relief

The University of Calgary continues to support flood disaster relief efforts in and around Calgary.  As the community rallies around those impacted, we recognize that faculty and staff may wish to volunteer their time and expertise to help with these efforts.

 The university is offering all employees the opportunity to take one full day (with pay) to dedicate to flood relief activities between now* and August 31, 2013, recognizing that recovery efforts will be ongoing for some time. 

 To be able to use this personal volunteer day:

§  it must be pre-approved by your manager to ensure that the day you select is operationally feasible and that your work responsibilities are covered during your absence.

§  it must be used during normally scheduled work time.

§  it must be used as one full day – not divided up over several days.

§  the university would like to recognize and celebrate employee contributions to relief efforts – after your volunteer day please share with your manager the story of how you were helping.

You can register as a volunteer with UofC Flood Relief program, indicating your availability at:  https://www.ucalgary.ca/ucvolunteers/

Watch for more details.

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

Mary