HSL Access Notes -November 19th

Hello Everyone,

A few notes to begin the week......

On Course

I will be attending a course at the Downtown Campus (DTC) Tuesday through Thursday, and away again on November 29th and 30th.  I may have some access to email, however while I am away staff is asked to report any absences, shift or operational issues directly to Susan.  Thanks.

Christmas Holiday Break and December 24th

This year, we begin our Winter Break at noon on Monday, Dec. 24.  Normal operations resume on Wednesday, Jan. 2, 2013. For those of you planning to take Dec. 24 as a holiday, you only need to book off half a day vacation since the university officially closes at noon.  If you have questions, please speak to your manager or supervisor.

HIN/HKN/HSL Christmas Potluck

Please join us to celebrate the spirit of the season with a festive potluck, November 28th at HSL from 12:00 p.m. - 1:30 p.m.

Access to AHS Resources on HSL Public workstations

AHS staff now has access to HIN resources without needing to authenticate on all our HSL public computers, similar to the set up for our Computer Commons and all other Knowledge Centres. 

Online Room Booking Improvements - Now Live

The HSL online study room booking system has been upgraded to allow for half-hour bookings.  The room booking limit has also been increased to 3 hours per week. Many thanks to Dung Le and the ITS team behind the improvements! Please let me know if there are any questions, concerns or feedback from clients.

Recommend a Book or Journal for Health Sciences Library

Our form for clients to use to recommend the purchase of library materials is now back on our HSL webpage under “Other Links”.

Refstats

Staff is encouraged to continue to add questions to Refstats on a regular basis.  Answers can also be added for unique questions.

Please add RFID tags to Items on HSL Hold Shelf

 All items that are placed on our hold shelf should have an RFID tag, so that the self-check can be used.  Items coming form other locations such as HDL or KCs may not come with an RFID tag, however one should be added before the item is placed on our shelf.  This should include the 3 day journals from HDL as well.  If you have any questions about the process, please speak to your supervisor, or let me now and we can review.

·        

Items in transit to WHKC and TBCC

All items going to WHKC and TBCC should be desensitized.  This includes items being transferred from TFDL or other locations.  We want to avoid having the KC items setting off the gate alarm when staff come to collect their transit items.  Thank you.

Facility Request Updates

The security gate has been repaired.

Door stop in 1454 replaced.

Baseboard in Commons adjusted and reattached.

Door in Women's Washroom repaired.

Wall panels of operable wall in commons still awaiting maintenance.

OneCard Balances

We have had a few questions at the desk this week about negative balances showing up on OneCard accounts.  This can occur in situations when systems go offline.  This can happen anywhere OneCards are accepted for payment; bookstore, food outlets, and HSL.

If our photocopiers or network printer go 'offline',  the machines become disconnected from the OneCard system.  They will continue to operate and charge the client for the jobs completed, but will not be able to update the OneCArd information until the systems are online.  If clients did not have sufficient funds on their account to cover the cost of the jobs done while the machines were offline, the client accounts will actually go into a negative balance situation. 

 Info for Continuing Education Students From the LCR Website

If Continuing Education students already have a login and password but are still experiencing problems accessing the online resources, please refer them to lcrweb@ucalgary.ca, as noted on our website.
Get Help: Getting Started: Continuing Education Students:
It states: 

Your Continuing Education ID Card is your library card, and it allows you to borrow books with a two-week loan period (for books with a Definite Loan Period).

You can remotely access the library's databases by logging in with your Blackboard username and password. Contact lcrweb@ucalgary.ca if you have any problems signing in.

Please let me know if there are any questions, concern 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 - September 17th

Hello Everyone,

Retirement Celebration

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)

New LCR Website

I am sure everyone is becoming more familiar with the new LCR website.  Staff are asked to share any tips and tricks that they learn as they use the site.

·         The website displays more fully and seems to operate more quickly in Mozilla rather and Internet Explorer.  For example in IE, the HSL list of databases do not display properly, and the HSL does not load.

·         HSL webpage:  Go to Hours and Locations – select Health Sciences Library – when the hours page appears, click on the HSL branch url. 

·         Has anyone found a faster way to our HSL homepage?

·         Looking for the ‘classic catalogue’?  Go to Search collections – books and Media – click on “Direct to classic Catalogue” located below the search box.

·         Searching Print Journals – Search collections – Journals – There are two search options on this page – the top search field limits search to electronic journals only, while the search field on the lower part of the page searches both print and electronic journals resources.

·         HSL Reserve forms:  Most Reserve information is now centralized with links to the reserve forms for each branch.  Go to Services – Faculty and Instruction support-Reserves – Forms – Health Sciences Library

·         ILL Request forms:  Services – Borrow/Request/Renew – Request and Item – Request Form

·         HSL Book/Journal Recommendation form:  At the moment there only appears to be a centralized option : Services – Recommend a book or Journal

·         HSL Room booking:  The book a workroom option on the LCR homepage is for TFDL rooms only.  To access our HSL room booking system you must first go to the HSL homepage.  Go to Hours and Locations – select Health Sciences Library – when the hours page appears, click on the HSL branch url – Book Group Study Space – click on link for the form – from here you can select “Schedule quick View” to view current bookings, or login in to create a booking.

There are some items from our pervious webpage that do not appear to be on our new page – for example maps and directions.  Any questions or concerns about the new HSL webpage can be directed to me for follow up.

HOM student

Graduate student Michel Shamy has been given special permission to use the History of Medicine Room to support his research work.

According to the guidelines for the use of this room and special collection, Michel will be permitted to bring only a laptop, paper and pencils(no pens) into the room.  Any coats, bags or other materials may be left with the service staff while the student uses the room.  Absolutely no food or drinks are permitted in the room.

Michel has been asked to request access by contacting service staff at the desk, and providing identification.  Staff will open the door (please do not give Michel the key), and ensure that the door is left in the locked position.  Please remind Michel that he should not allow access to others while he is in the room and the door should be closed and remain locked once he leaves the room.  The key to the must remain with service staff.

Please let me know if you have any questions.

Wireless printing

With new students in the library we are receiving many questions at the desk.  We have had quite a number of inquiries about the wireless printing from laptops.  Our printing system does support wireless printing for Windows XP, Windows Vista and MacOS X 10.5 (Leopard).and the information for students is on the IT website at: http://www.ucalgary.ca/it/wireless/printing.

Reserves

The Reserve shelves in the circulation area are beginning to fill up once again.  We do have both 2 hour and 3 day reserve titles.

Regular reserves, that is, items that are from our own collection are on the shelf by item call number.  Regular reserves can be signed out for overnight loan (must be borrowed no more than one hour before closing and be returned within one hour of opening the following day).

Personal reserve items, include books and binders of readings that belong to instructors and are made available  at the library for the period of a course.  These items are on the shelf by call number that begins with the course number and are not available for overnight loan.

Bow Valley College Client Access

As part of the Sirsi consortium, Bow Valley College (as well as AUC-NUC and St. Mary’s )clients should be in our Sirsi database, and the barcode on their student/staff card should bring up their record in our system.  If you are looking up a Consortium client in Sirsi by name, you must select the appropriate library from the drop down menu.  If you leave the library location at the UCalgary default, it will not find the BVC client. 

TBCC and WHKC – and RFID items

Staff are asked to desensitize any items placed in the TBCC and WHKC trays to help avoid unnecessary alarms  when staff are collecting mail.  Thanks.

POS machine

Our POS receipt printer has a cracked piece inside that is affecting the paper feed.  Receipts become unreadable when the paper roll falls off the holder and the paper stops feeding.  We are looking into a replacement.  In the meantime I would advise staff to watch to use the feed button on the printer before printing a receipt.  That way, it the receipt becomes stuck, staff can guide it out manually.

Consult office and Service Area Phones

The three service desk phones (220-6855), the phone on Brian’s (220-3748) and Grace’s desks (220-3747) and the phone in the consult office (220-3749) are now all connected with  a ‘call pick up’ feature, allowing the calls from any of these phones to be answered from any of the other phones.

This will provide better service coverage.   If the service desk phone rings and no one is available to respond, it may be answered in the consult office or at the staff desks, by pressing the pick up button and lifting the receiver.

Room 1459 

Room 1459, the staff meeting room in the corner beyond the public computer area is not included in our public online booking system, however can be booked by staff through the Outlook Calendar System.

Since this is designated as a staff use room, though students can use it when available, it is keyed to the AH6 key that is on the #3 key ring (similar to most internal offices).

Memory Sticks

We do have memory sticks to support staff work.   Sara will keep these at her work area.  Please let Sara know if you require a memory stick.

Circulation  Schedule

In an effort to reduce the email in staff mailboxes, Brian will now be forwarding the circulation schedule only to those regular staff on the schedule as well as all student staff.  

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

Mary

HSL Access Notes - August 7th

Hello Everyone,


A few notes for the week….


New delivery

The weekly notes will no longer be distributed by email.  I will send out an email with a link to the Keeping Current blog post of the notes.  Please let me know if you are having any trouble accessing or viewing the blog.  The blog is bookmarked on the service counter workstations.


Vacation Coverage

While I am away (August 7 – 17), please report any facility concerns to Brian or Sara and any staffing or operational concerns to Susan.  Sara will be able to assist with bookings for the Computer Commons and extended bookings fort he small group rooms.



August Schedule

The HSL August consult office/desk schedule  has been posted on the HSL Intranet.  This will become the master copy of the schedule, and any changes that need to be made should be made on the Intranet file.  Lourdes' shift at the desk has been changed to one longer shift in the afternoon.



Sirsi Upgrade and Downtime

The tentative dates I have heard for the Sirsi upgrade (and shutdown during this period) is August 17th-20th.   We will likely need to use manual processes for a day or two.   I have asked  Discovery Systems to pass along any details to Brian, who will pass them along to HIN/HSL staff.



RFID Tags in HDL and HIN items on HSL Hold Shelf

A reminder that staff are asked to place RFID tags in items that are going on our HSL hold shelf.  This is to allow clients to then use the self checkout and provides extra security for the items.



HDL Journal Loans

Clients may place holds and borrow journals from the HDL, however these items are generally only 3 day loans.  Clients may renew these an unlimited number of times, but they will not receive any renewal reminders, so it would be easy for them to fall into an overdue situation.  Staff are asked to alert clients of 3 day loan renewal situation when checking out any 3 day items.



HSL Referral List Update

Sara has updated the HSL referral list that is available on HSL Intranet.  This is helpful for indicating who can assist with different assignments.



BLS/NRP for AHS and UofC

We have copies of the BLS/CPR(Basic Lifesaving manual) and NRP(Neonatal Resuscitation text) on both the Compulsory Education shelves at the front of the library as well as in the main stacks.  The Compulsory Education copies are set up in Sirsi for AHS staff only, so they can be checked out and renewed regularly for any client with a CHR or TBCC profile in Sirsi.  The copies in the stacks work best for UofC clients since these would also work as a regular loan and can be renewed online.    As an exception (for example if our main stack copies are all out), staff can use an override (twice) in Sirsi so that UofC clients can borrow the Compulsory Education copies, but clients then will not be able to renew these items without staff assisting with the override again.



UME Clients without cards yet

We have seen a few new UME  clients who have valid  records in Siris, but who have not yet received their UofC Onecards.   The UME program began August 1st, so we may see a few more of these clients over the next few weeks. 

 In these cases the record shows a ‘dummy’ number in the barcode field that begins with UC followed by 4  numbers (eg. UC24567).  Their barcode will be the number of the back of their OneCard once they receive it. 
As I understand it, the UME Office has made arrangements with the Campus Security ID Card Office on main campus so to have the UME cards created and sent to the UME Office for distribution.  This however may take a bit of time.
 In the meantime the new UME student with the dummy  barcodes can borrow items on their record as an exception, but will not be able to renew online or access online resources or services such as holds, or  ILL until they have their card and barcode.
 If these clients do borrow items, please let them know that they will need to renew by calling in until they receive their barcode, and add a note to the Extended Info screen indicating the situation and the action taken plus staff initials.
 If clients do not want to wait for their card from UME, they can go to the Campus Security ID Card Office in MacEwan Centre on main campus to pick up their card.  If referring clients to main campus office, please advise them to call the office to ensure all is in order prior to making the trip (phone 220-7290).  We have maps in our public handout display that has the map of  main campus, the Campus Security ID Card Office contact  information, and directions from HSL to main campus.  
Campus Security ID Card Office Hours

Open:  8:30 a.m. – 4:30 p.m.  Monday - Friday

Closed from 12:00 – 1:00 p.m for lunch daily

Open until 6:00 p.m. the first Wednesday of each month



Journal Count

We are continuing an ‘in library use’ count for the following four journal titles during the months of July and August:

·         Oncogene

·         Journal of Cell Biology

·         Drugs

·         Pharmacoeconomics

Students will be recording a stick count of any issues of these titles on a stat sheet at the front counter before shelving.



Rooms and Map of HSL and Area


We now have a more up to date map of HSL that has been labelled with room numbers (thanks Diana).  It also shows some of the office numbers that are close to HSL. A copy of the map is attached and a print copy (11 x 17)is at the front counter.

·         Available for online booking:   1453, 1454, 1455, 1456 A & B, 1458

·         Available for online booking and extended booking:  1481 A, 1481 B, 1481C, 1481D

·         Not currently available (eventually for online evening and weekend booking): 1461B, 1462B, 1463A &B, 1464 A&B

·         Available for internal staff booking:  1459, 1460A & B (Commons), 1483 (HOM)



Computer Commons – update

Up until this point, the Computer Commons was the only area in HSL where food and drink have not been permitted.  We are now updating this policy to permit beverages in the Computer Commons.  This reflects the guidelines used in the Research Park at TFDL.  The HSL Computer Commons is now a 'no food only zone'.



Printing Options with Older  OneCards

Clients who have an older OneCard that is not recognized by our Network Printer,  can still add funds to their cards and use their cards for transactions in our POS.

Therefore they can use the back up printer and still pay at the POS using their OneCard (or cash, debit or Visa or Mastercard).



Key Projects

HSL Key inventory:  Leslie has been working on an inventory of all HSL keys.  Leslie will be asking staff for the numbers of their office cabinet keys.

HSL door Key control:  Sara is working on a key control system to track HSL door keys. 



  I will be away on vacation August 7 – 17th.

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 - March 9th

Hello Everyone,

Well last week was quite a week!
A few notes to begin the month...

Welcome
How nice to welcome new HSL librarian, Caitlin McClurg! Caitlin is settling into her new office 1487B, and can be reached by phone at: 220-5319 or by email at: csmcclur@ucalgary.ca

Mary Away
I will be away Monday and Tuesday, March 12th and 13th. While I am away, please report staff or operational issues directly to Susan.

Renovation Celebration
Congratulations to all staff for the successful renovation project - truly worth celebrating! We have had positive feedback regarding the celebration, from food to flowers and warm hospitality and we want to thank all for their contributions in having made this a special event. If you are interested in having a closer look at the presentations prepared for that day take a look at:
PowerPoint presentation created by Janine that highlights key moments throughout HSL's history, as well as the renovation: Shared drive\Images\HSL renovation…sep.pptx
PowerPoint promotion created by Helen for our new flat panel: Shared drive\HSL Communications\Promotion\HSL opening….
Also a few renovation notes are attached.
Any key memories staff have of the renovation process? What do you like best about the new space?

Daylight Savings Time
It is time to 'spring ahead' again this weekend, with clocks moving ahead one hour in the wee hours of Sunday.
Our electronic door programming will automatically respond to the time change, however some of our public clocks do 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.

Phishing, Scams & Hoax emails
While phishing email continues to appear in staff accounts at times, staff can do a lot to prevent problems from these types of emails. IT has provided some valuable tips for identifying and managing hoax emails to avoid any possible computer contamination.
What can you do to stop Phishing, Scams & Hoax emails?
1. NEVER reply to suspicious emails, instant messages, or click on links requesting passwords or account info – DELETE immediately
2. NEVER provide passwords, credit card numbers, or any personal information over email. Trustworthy companies, or individuals, will not ask for personal information in an e-mail, nor will they ask you to do something to your computer (i.e. “follow these instructions to remove an infected file”)
3. If you receive an attachment from someone you do not know, or an unexpected attachment from someone you do know - DO NOT open it. Check first to ensure that it is a legitimate attachment.
4. If you're suspicious of something you read in an e-mail, contact the IT Support Centre (220-5555) for advice.
5. Be suspicious and trust your instincts - if you think it’s a scam – it probably is.
6. REPORT email spam by forwarding suspicious messages to spam@ucalgary.ca
7. Remember, IT will NEVER ask for your password, and will NEVER ask you to click on a link to validate your IT Account

Sirsi
We have received some additional information regarding the process for entering names in Sirsi for all users that has a lot to do with the way the university system loads information:
The standard should be to use the First and Last name fields only.
Do not use the Middle name, Preferred name, or Suffix fields.
Any middle name used can follow the first name without a comma in the First name field.
You can convert any old names existing in the Last name field only, to First and Last names, but it isn’t necessary as we will be running a report to do this.
Also, please remember that Uof C Sirsi records cannot be modified to become HIN records. New HIN records should always be created using the Sirsi User Registration function, even if there are expired UofC records in the system.

Toronto Notes
The 2012 edition of the popular title, Toronto Notes is now available for purchase in the Medical bookstore. HSL will be purchasing two copies, but these are not yet available. Once received, one copy will be held as a reserve copy and one copy with be a regular circulating copy. Until the new editions are received, one copy of the 2011 edition will be kept on the reserve shelf.

Library Door
We have again had recent problems with the front library doors not latching properly. This has been repaired again this week, but please continue to monitor the doors carefully at closing. If staff use the front doors after hours, please ensure the doors are properly closed and latched and locked. Thanks.

Facility Requests
Thanks Brian for following up with a number of recent facility requests. He has learned that non-emergency requests can take up to 30 days to complete.
Good news: The kitchen faucet should be fixed within the week.

New sign template and bookmarks
We have received our new foldable bookmarks.
Thanks to Brian, Leslie and student assistants who assisted with transferring our internal sign to the new HSL sign template. A copy of the new template is attached.

Computer Commons Wall
When pulling the wall to separate computer commons rooms 1460A & B, it is very important to line up each panel so that the wall will work properly and will align with the last panel. We did have tape on the floor to help align the panels. This has now been replaced with carpet tile strips worked right into the carpet pattern. Please let me know if you have any questions about the wall panels or process.

RFID Tags
The box of RFID tags are neatly tucked away in the office supplies drawer, however remain within handy reach of the desk. Please continue to tag any HSL items that come across the desk without a tag.

Individual Study Rooms
There are candidacy students using the individual study rooms 1481 C & D for the next couple of weeks, so these rooms will be locked (students have keys) when not in use.

Audio Digest Update
Audio digest cabinet has been moved to the wall beyond the individual study rooms, now beside the oversize collection.

Additional items to add to opening /closing procedures:
Turn on/off flat panel (power button on side).
Turn on/off touch table (turn on power bar and press blue button on small cpu on the underside of the table). If you open Mozilla, the Lindsay anatomy program will display.
Turn on/off monitor of self-check (button on lower left hand side back)
Open and check History of Medicine room for any leaks.

Office area
A file cabinet has been moved from the administration area to create another traffic flow pattern in the office area.

Carts
Book carts can no longer be parked by the media wall where the Touch Table sits. Most extra carts are now parked in the back workroom area. One shelving cart ready for shelving can be parked temporarily in front of the small white photocopy table.

Items (mostly periodicals) that have been used by DDS staff and are ready for re-shelving do not get counted in our pick up stats, and so need to be kept separate from the other items used by clients in the photocopy area. DDS staff will keep a cart in their area during the day for items to be re-shelved. Students coming in for their shift will be able to collect the cart from the DDS area each day for sorting and shelving.

3M Self check
Well we have had out 3M self check unit for about one week now.
The settings have been adjusted so that the first screen that appears when a client card is scanned is the check out screen.
Clients can also then choose to view their account info and/or renew items.
Also once the checkout is complete clients have the option to print receipt, choose no receipt, or choose to have a receipt emailed.
While we are very happy to continue to provide full circulation service at the desk, staff can also promote the self check unit as another option for clients. We can also offer to demonstrate for clients if they are interested.
Mary Jane Pon is our ITS support person for the self-check unit.
If there are any problems with the self check unit during regular hours, please let me know. If there are problems evenings or weekends we would have to place an out of order sign on the unit and forward any details of the problem to me for follow up on the next business day.
There is also a file in our service desk file drawer labelled 3M Gate & Self Check that includes information, a self check admin card (when scanned allows you to restart the unit without accessing the keyboard), and a key (in envelope) to the self check cabinet.
Electronic manuals for both the gate and self-check are also saved in the HSL shared drive.

Comp-Ed Resources
Neonatal Resuscitation: There is a new edition of this title and Taryn is working with the FMC units to try to determine when and how these might be made available through HSL. It may take a number of months before we see new copies on our shelves. In the meantime we will continue to circulate our current copies, but please let clients know that these are not the most current edition and they may wish to ask in their unit for the newer edition.
Back Care/Patient Transfer videos: Many of these resources had been removed from the Comp Ed collection, however there are a number that can still be made available. Clients requesting these titles are asked to contact Taryn Lenders, by phone at 403-955-2722 or by email at tlenders@ucalgary.ca.

Instruction
There are three different handouts at the desk for instruction sessions coming up in the Computer Commons:
RefWorks/EndNote/ Mendeley (citation management) :
Refeworks: March 27th 12:00 – 1:00
EndNote: March 29th 12:00 – 1:00

Searching MEDLINE & PubMed using MeSH
MEDLINE: March 12th 12:00 – 1:00
PubMed: March 19th 12:00 – 1:00

HIN Library Instruction Series
Sessions on various topics running through March, April and June

Please encourage clients to pick up handouts, for example, HIN clients registering or borrowing at the counter can be offered an HIN session handout. AHS staff can register for these classes online at MyLearningLink (on AHS computers only), though drop-in attendance is also possible. More course information and handouts are available on the HIN website at: http://hinc.ucalgary.ca/instruction

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

HSL Access Notes - Feb. 24

Hello Everyone,

A few notes for the end of the month…

Renovation Celebration
It’s time to celebrate the HSL renovation. Wednesday, February 29th from 1:30 – 2:30, with remarks at 2:00 p.m.
Please join us. Service will continue as usual throughout the day.

Library Front Door
The east entry door (closest to the study room), is not latching completely when it swings closed, due to a problem with a loose door hardware. The problem has been reported to Security and our project managers. When the door is pulled tight, it does latch completely for a secure fit. I know the doors are intended to close securely when they swing closed, but in this case this is not happening with the east door. It will be especially important for any staff using the main doors after hours, and those closing each night to ensure both doors are securely latched. Thanks.

Touch Table
The new touch table has been installed and set up is partially complete. Once the table is completely operational, it will be turned on at opening and off at closing and we hope clients will feel free to use it for many purposes throughout the day. We all have more to learn about it, but it could be compared to a large touch computer screen. Clients will be able to go online, as well as access specialty software such as LINDSAY, the human anatomy software that will be showcased at our celebration on Wednesday the 29th.

Flat Panel
We are hopeful that the flat panel at the front of the library will be live for our celebration on the 29th. We are waiting for network connections.

Displays
Two new display cases have been installed in the niches on either side of the curved wall toward the back of the library. Helen will be creating a display for each to highlight the Mackie History of Neurosciences collection.

Furniture/Collection moves
· The Oversize cabinet and collection has been moved from the wall beside the History of Medicine room to the wall just beyond the individual study rooms.
History of Medicine Room
· Thanks to student assistants and staff for unpacking, preparing and shelving the latest 20 boxes of the Mackie collection. The collection looks great on the History of Medicine shelves.
· The Scarlett and Cruse collections will be shifted within the History of Medicine room to bays on the west wall of the room, that is to your left as you enter the room.
3 M Self- check
The RFID upgrade has been partially installed on the self-check unit. We need to wait for some additional hardware before this can ‘go live’. This may not be operational prior to our celebration. Stayed tuned for more details.

Holds
Our hold system offers clients a great service, however the processes behind the scenes are critical to ensure the service goes smoothly. We are still seeing some issues with holds going astray.
Please remember:
· Any holds (other than HDL items) going to another location for pick up must be on an in transit card.
· For example, items going from TFDL on hold for pick up at KCs should be on a TFDL transit card.
· Once holds are received at the pick up location, they need to be discharged to activate the hold so that clients are notified.

Transit of items and ‘in transit’ card
We are seeing more and more items, for example holds and returns, moving through HSL. Some items need to go on an in transit card while others do not.
· As noted above, any holds (other than HDL items) going to another location for pick up must be on an in transit card.
· Regular return of items between HSL and RGH, PLC and ACH also go on ‘in transit’ cards, since these returns can be in inter-hospital mail for a number of days, and this helps track the item.
· Regular returns between HSL and TBCC or WHKC do not go on an ‘in transit’ card because these items are generally handled by staff on a daily basis.
· Regular returns between HSL and TFDL or main campus branches do not go on an ‘in transit’ card because these items are not discharged when received at main campus .
· HDL items do not go on an ‘in transit’ card because these items are not discharged when received at HDL .

Reserves checkouts and security
A helpful message from Brian..
· When checking out Reserve materials for 2-hour loans only please ensure that you do not change the RFID Staff workstation setting to the GREEN (bottom “button”) to unsecure items. Since 2 hour loans are intended to remain in the library only, these items should remain SECURED, and this means you must, (if it is not already), place the RFID setting on the top YELLOW “button”. Unfortunately, the system does not recognize different loan types and thus does not make changes automatically, so any 2-hour loans may require a change to the RFID security setting.
· 3-day Reserve items ARE going out of the library, so they must be unsecured by using the GREEN “button”.
· Similarly, any OVERNIGHT Reserve requests will require a change to the security setting to allow them to pass through the gate. A reminder that 2-hour loan Reserve items may be borrowed for overnight loans no sooner than 1 hour before library closing, and they must be returned to the library within 1 hour of opening the following day. Use the “Special Due Date” helper (calendar icon) at the top of the Checkouts screen to accomplish this task.

Alumni
A message from Rob Tiessen
· Students who finished classes during the Fall 2011 Semester lost their library privileges as of January 31, 2012. Unless they signed up for more classes in the Winter Semester, their library privileges have expired. Those students who completed their requirements to graduate are not considered alumni by the University until after convocation in June 2012. So they are in a catch 22. They cannot qualify for an Alumni ID card to borrow books at no charge because they are not yet alumni in the eyes of the University. They are no longer students, so it would be a violation of our licences to continue to give them full student access to the library.
· The best way to deal with the gap period between February 1 and June is to encourage former students who are not yet alumni to get a TAL card from their public library. That way they can continue to borrow books at no charge until they qualify for their Alumni card.
· Please encourage former students who want to borrow books and are not yet Alumni to get a TAL card.


Please contact me know if there are any concerns, questions or suggestions.
Hope you have a great weekend.
Mary


Mary Grant
Operations Manager
Health Sciences Library
University of Calgary
403-220-5035

HSL Access Notes - Dec. 16th

Hello,

A few notes to end the week…

Christmas Closure
As noted in a number of emails this week, the libraries will be closing at noon on December 23rd, with regular hours resuming on January 2nd.
AUPE staff who are not working that day will use the appropriate leave code (Flex, PLD, Vac, etc.) for the full day. Those working that day until noon, will code the day as a regular work day (no flex earned).
Staff do not need to enter any special codes for the Christmas break dates, Dec. 24th – January 1st.

Timesheets
Staff are asked to submit their timesheets for the Dec. 16 – 31 pay period by December 22nd at noon.

Auto Responses while Away
We will be adding auto ‘Away’ responses to HSL generic email accounts and phones to respond to clients during the break.

Tech updates
The Xerox technician was in this week. The network printer has been fixed and configured to pick up paper from all the trays. When tray 5 (bottom) becomes empty, trays 4, 3 & 2 should push jobs.
The Circ Desk printer has also been remedied to pick up jobs from both trays.
Public Workstation 767: This computer has been displaying the following message:
Windows detected a hard disk problem. Back up your files immediately
to prevent information loss and then contact the computer
manufacturer to determine if you need to repair or replace the disk.
The computer can still be used, but will likely fail soon. This has been reported, and should be replaced in the near future.
Please let Lourdes know if there are any printer or computer issues.


Computer Installation
ITS staff may be over this coming week to install a few more computers at HSL:
· 4 stand up stations (these are the towers I believe) The stations are in the stacks.
· 4 public access desktop stations on the table closest to the library entrance, along the side closest to the bookshelves.
· 1 desktop station on the middle table side that only has 3 public access computers.
· 1 desktop station on the new accessible table in the public access area.
I will be the contact for this, but please let me know if there are any questions.

Reno updates
· Accessible furniture: New accessible furniture arrived in HSL yesterday. This includes one study table in the public computer are of the library, and one study carrel near the WZ 100 area of the collection. The carrel may still need some adjustment. Both pieces of furniture have moveable table tops to accommodate wheelchairs. Buttons on the desktop control the movement. The table in the computer area will have a computer added soon.
· Stand up stations: Four pedestal tables have been installed in the stacks. These will accommodate workstations that will allow staff and clients easy ‘express’ computer/catalogue access in the stacks.
· Flat panel: One flat panel has been installed on the wall beside the service desk. It is not yet operational. Watch for further details.

Holds
· There have been a number of holds over the past week that have gone ‘missing in action’. This can happen when the hold items going to another branch are not placed on the ‘in transit’ card.
· Also, it is important to always check the ‘mail to’ location in Sirsi’s ‘Display Item Holds’ function. Please ensure that any holds being placed on our hold pick up shelf display HSL as the mail to location.
· We are now using a 7 day stamp to indicate the pick up by date on the hold slips. All items being placed on our hold shelf should have a flag with a pick up by date stamp.
· Remember if we receive holds from other locations they must be discharged to activate the hold and trigger a hold notice to the client.
· If a staff person is placing a hold for a client in workflows remember that there is an extra step needed. Check the box : ‘Select branch for delivery’ and choose branch from drop down menu.

RFID
The RFID pad at the service counter seems to be operating well. The gates still need a bit of adjustment.
Please remember to follow up with clients when the alarm sounds. Please continue to let me know if there seems to be anything out of the ordinary happening with the gate.
Please remember that items returned at locations other than TFDL, will still need to be RFID sensitized at HSL before being shelved.

RFID Inventory
We have completed one range of monograph scanning in the main stacks. The mobile RFID reader, or Digital Library Assistant has picked up books out of order, books from other locations, books with bad tags, books needing to be sensitized, books with issues in their records.
And of course it is also collecting data for our first ever inventory.

History of Neuroscience Collection
With threats of floods and leaks behind us, we are now receiving more of this special collection. Twelve boxes of materials have been received and will be sorted and shelved over the next weeks.

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

Mary