HSL Access Notes - April 17th

Hello Everyone,

A few notes for the week…..

Hours at Health Sciences Library

We have posted information about our closure on Sundays effective May 1^st.

Please pass along any client concerns or comments to Susan or myself.

Best Wishes to our Student Assistants

Many thanks to our student assistants, Mary, Kathleen, Jessica, Amy, Krystal, Jenna, Robin, and Anna, who have provided so much service and work on countless projects over the fall and winter terms.

We couldn’t do it without you!

Congratulations on completion of another term, and very best wishes with finals.

Summer Schedules

Our summer student scheduling will begin May 1^st.

Evening student shifts will be 6:00 p.m. – 10:00 p.m. and Saturday student shifts will be 1:00 p.m. – 4:00 p.m.

ProQuest for Word and RefWorks

Glenn was in this week and updated the public computers in the service area (including our back up workstation at the desk), with ProQuest for Word to support the new RefWorks platform.

Bad Debt

We have received the following information from Lucille Wallace at TFDL regarding “Bad Debt Client Accounts”

1.        Accounts that had been billed prior to April 1, 2011 and were still outstanding as of June 2, 2014, were put through SIRSI as a Bill Paid with the payment type Bad Debt; these payments were processed from March 20-26, 2015.  This initiative was set by LCR Accounts to reduce the receivables showing as owed to LCR for the fiscal year end.  There were 800+ accounts cleared, $169,086.41 was cleared, have not yet documented the number of books to be cleared off patron records.  These items will be cleared off once year end is complete, plan to start the week of April 6^th.

2.        The accounts that had been submitted as either a Registrar’s Withhold or Collection Agency account will not have these accounts released as paid; as far as the Registrar or Collection Agency know, these accounts are still owing and need to be collected.

3.       The patron status will remain at or be set to Barred; a Note will be on the patron record advising that the account was written off but still needs to be collected.  The amount written off and any details for the number of books that were cleared off will be included.  Details for the fines can be found under the Bills tab on the patron record, select Paid, should the patron query what they had been charged for.

4.        Any books on the patron record will be discharged, their item type set to Libonly, their location set to Missing.  I will be sending a list of those items belonging to branch libraries to the appropriate branch so that you are aware of what has been cleared off as a result of this account write off process.

5.       If a patron does settle their account due, please advise Lucille Wallace via e-mail the paperwork required to advise the Registrar or Collection Agency can be completed. 

What this means is that there may be some client records that show up as ‘barred’, that do not show any outstanding items in checkout or bill screens since they have been cleared as bad debt.  These clients still have an account to be paid.

Staff are asked to keep an eye out for clients with a ‘barred’ status.  All details of the account still owing should be listed in the Extended Notes screen.  If you accept payment, there would be no ‘fine payment’ action in Sirsi, but we would add a Note in the extended info screen with amount paid, the record would be changed from ‘barred’ to ‘OK’ and an email would need to be sent to Lucille Wallace with client and transaction details.  

Please let me know if you have any questions.

LibAnswers

We are continuing to learn a bit more about norms for entering reference questions into LibAnswers.
It has been confirmed that transactions captured by other systems do not need to be entered in LibAnswers.
Answered By: If you are at the desk, logged in through our generic account staff are still asked to select their name form the drop down list when they enter a questions. Student assistants will leave the generic Health Sciences Library in the answered by field, but will add their initials to the notes box.
Questions form AHS clients:   = Please use Community as client type, but add AHS to note field.
Pre-defined questions:  Have you used the toggle switch to see the set of pre-defined questions and save yourself some typing?  These includes questions such as: Money on card, or room booking and many more.
Clear fields:  You can clear fields in two ways.  One, click submit and clear, or, if you click submit then decide you would like to clear the fields, use the ‘clear fields’ option below the “boxes”

Any questions staff have come across that seem tricky to categorize? 

Next week sessions

·         Ben King

Want to learn more about 3D modelling for visualizing health research?  Join us on

Monday, April 20,

2:30-3:30.

Room HSC G801E (Access through the Bacs Centre)

·         Public Service meeting

Tuesday, April 21, 2015

2:00 – 3:00

HSC 1459

·         MLA Webcast:  THE DIVERSITY OF DATA MANAGEMENT: PRACTICAL APPROACHES FOR HEALTH SCIENCES LIBRARIANSHIP  12-1:30 in 1459

Wednesday, April 22, 2015

12:00 – 1:30

HSC 1459

TFDL Intern Visit

A MLIS intern Robyn Gray from Dalhousie University, who is working in TFDL Collections for a few weeks, will be visiting Health Sciences Library on Monday morning.  I will try to introduce to staff who are available.

HSL Access notes - March 23rd

Hello Everyone,

 

A few notes for the week….

 

 

Audio-Digest

Unfortunately we have not been able to get MARC records for 3 of the Audio Digest titles (MP3 format). 

General Surgery
Obstetrics/Gynecology
Otolaryngology

 

They do show in the e-journal list, however there will not be an internet link for these items showing in the catalog record.  They are still accessible when

users authenticate into the Audio Digest portal.

 

 

Refworks and ProQuest for Word

Clients needing to access ProQuest for Word for use with RefWorks will need to use stations in the Computer Commons.  Our public stations will be configured with the updated ‘ProQuest of Word’ by the ITS team when possible.

 

 

LexiComp

I have had a couple of UC clients this week requesting a KRS barcode so they can sign up for LexiComp through AHS.  I spoke to Taryn about this and she recommends that clients set up LexiComp on an Alberta Health Services computer.  If you are on an Alberta Health Services computer when you select the LexiComp link you will not be asked for a barcode, but taken directly to a Lexi-Comp access page.  Clients (both UC residents and AHS) can then select the Mobile Access button (upper right area of page), and set up their mobile access.

 

 

Toronto Notes

The 2015 edition of the popular Toronto Notes is available in the bookstore.  Health Sciences Library is purchasing 3 copies that are currently being processed by collections.  We should have library copies available soon.

 

Study Tables

A couple of our back study tables have had pieces of the leg facing come loose.  McCrum’s have had a look and will be replacing missing pieces and checking all tables soon.

 

Next Week – Sessions

Health Sciences Library staff meeting:  Tuesday, March 24^th  2:00 – 3:00

Toolkit Training: Apps for Reading the Medical Literature, Tuesday, March 24^th  3:00 – 4:00

We will have student assistant coverage that afternoon so all can attend.

 

New Tour to The Military Museum and Founder’s Gallery

Many of you may have attended the TMM tour last year.  This spring there is a new exhibit in the Founder’s Gallery that has received excellent reviews, Burnt Generation.  I know that last year the opportunity to view the exhibit with the TMM staff’s helpful interpretive comments made the tour very meaningful.

You may wish to catch this new exhibit!

The LCR Continuing Education Committee invites all LCR staff to…

WHAT: A tour of the Library and Archives, and the Founder’s Gallery @ The Military Museum

WHEN: Monday, March 30th

TIME:   Bus leaves Foothills campus at 9:45am
               Bus returns to Foothills 11:45am

Getting There: A chartered bus from First Student Canada will transport you from the main campus and Foothills campus to The Military Museum.

·         Bus Pickup @ Foothills campus  Please meet at the HSL Service Desk at 9:25am, and a HSL staff will escort you to the bus

You MUST SIGN UP in ADVANCE for TOURS. Deadline for signup is Thursday, March 26^th 4 PM

To sign up please contact Taraya Middleton in LCR Admin at tmiddlet@ucalgary.ca

When you sign up, please indicate pick up location and if you want to take the bus or your own car

 

There is no admission for LCR staff taking this tour, but as a gesture to surviving veterans TMM asks for a non-perishable food donation. There is also a cash donation drum in the atrium as well, for those wishing to make a monetary contribution.

 

AUPE

Offers for reduced prices for movie and zoo tickets posted in the lunch room.

 

 

 

HSL Access Notes - January 23rd

Hello,

 

A few more notes for the week….

 

Congratulations!

Congratulations to Kathy on the proud accomplishment of 25 years of service at UofC! 

We are so pleased to have the opportunity to recognize and celebrate this special milestone with Kathy!

We hope you can join us!

 

                                             

 

Tuesday, January 27^th

Health Sciences Library Staff Room 

2:00 p.m. – 3:00 p.m.

 

 

 

Welcome

Please welcome new student assistant Jenna Anthony.  Jenna will be working a regular Sunday shift from 3:00 p.m. – 6:00 p.m. beginning this weekend.  Jenna is in the Bachelor of Natural Science program and also works part-time at the Business Library.

 

Health Sciences Library Service Levels and Referral Guidelines for EndNote & RefWorks

Information from Lorraine T. that will be helpful to staff at the desk when trying to assist with EndNote/RefWorks questions.

 

• Brian/Lourdes/Chelsea (BLC) will be the first point of contact for EN & RW questions that present in person at the service desk, via hslibr, or by phone

 

o   If BLC are not on duty, or are busy serving other clients, ask the Consult librarian if she is familiar with the problem/ or can assist in troubleshooting

 

o   If the Consult librarian is busy with another client, ask the client if they wish to wait.  If they do not, refer them to the HSL Citation Management webpage at: http://libguides.ucalgary.ca/content.php?pid=432455&sid=5390321, the RW or EN customer support contacts on the webpage, and to the LCR workshops schedule at: library.ucalgary.ca/workshops as appropriate

 

o   On evenings or weekends, refer clients to Brian.  If he is not available, refer clients to the HSL Citation Management webpage as well as the RW or EN customer support contacts on the webpage

 

• If BLC do not have the answer for the question from their own knowledge, they will ask the consult librarian if (s)he is familiar with the problem and try to troubleshoot as a team at the service desk

 

• If the consult librarian is unfamiliar, BLC will consult the RW and EN vendor web help pages (listed on the HSL citation management webpage) and provide the client with either a printout or links to resources that answer the question.  As a guideline, BLC will spend no more than 20 minutes trying to deal with the question

 

• If an answer is not available with the 20 minute time limit, provide the client with the RW or EN customer support contact info (on the HSL citation management webpage), and advise the client to call or email RW and EN support directly

 

·         Our service principle is to handle follow-up support questions for clients who have attended a RW/EN workshop (either at HSL or TFDL), but BLC are not expected to do one-to-one teaching (either at the service desk, or by individual appointment) for clients who have not attended either HSL or TFDL workshops.  

 

o   In principle, BLC, HSL librarians and KRS librarians should aim to refer clients, including medical residents, to first attend either HSL or TFDL workshops if the client requests to be taught the program (ie. is not familiar with EN or RW)

 

o   1-to-1 Teaching: Exceptions will be made for Deans, or other senior level faculty who present at the desk, or for disabled clients where the university has the “duty to accommodate”.  In these cases we will do 1-to-1 teaching

 

o    If necessary, Helen/Susan/KRS librarians will schedule special sessions (separate from the HSL/TFDL drop-in workshops) to meet the needs of particular groups of residents, but 1-to-1 teaching will not be expected.  If special times need to be scheduled to meet a resident groups’ needs Susan/Helen will determine at that time who is available and best able to do the instruction

 

·         Our service principle is to answer questions on using the EN and RW programs, but not to provide IT level support for RW and EN.  For example, we would not as a rule provide in-depth troubleshooting on loading Proquest for Word, other types of supporting software, beyond providing the client with the relevant vendor websites (video tutorials, quick guides), as well the vendor Customer Support Desk contact information

 

 

UpToDate

News from Helen that is also on the Mobile App Libguide.

UpToDate is now available as a mobile app for our UC users (students, residents, faculty, staff). In the past, it was only available as a mobile-optimized resource. The difference is that the mobile app – because the contents reside on the device – can be used anywhere, independent of a wifi connection.

 

I have added UpToDate app to the mobile libguide    http://libguides.ucalgary.ca/content.php?pid=442981&sid=3627540 . To get the app is straightforward:

1.      From a non-mobile computer, go to UTD (will need to authenticate if off-site)

2.      Register (at the top right corner and newly added is a big box just below the search box)

3.      On one’s device, go to the Apple Store or Google Play and download UpToDate

4.      Sign in with one’s newly created User Name and Password

5.      The contents are immediately available

6.      The UTD app is available for Apple and Android devices

 

We will announce that it is available on a web slider and on the flat panel but will not be sending emails to any departments about it (a “soft launch” only) since we may not be able to renew UpToDate next year. So when we give instructions for downloading the app, we can say we have it for now but it is very expensive.

 

It is not available to AHS clients.

 

Collection Coordinator Questions

With Caitlin on leave, Collections Coordinator questions can be directed to Susan for the time being. 

 

Touchdown Office

Room 1491B can be used at a touchdown office.

 

Scanning slides

A client recently asked if he would be able to scan slides..  We have confirmed that TFDL does provide the scanner attachment (from the 2^nd floor tech desk) to clients who wish to scan slides.

 

 

HSL Access Notes - January 20th

Hello,

 

A few notes for the week….

 

A World of Good Wishes

Our very best wishes Caitlin, as you begin your leave this week!   We will be excited to meet your little one soon!

 

Referrals from Service Desk

As discussed at our recent Public Service meeting, the following guidelines have been developed for general librarian referrals from the service desk.  There may be a few adjustments to this as we move ahead with this, but please review and follow guidelines as indicated.  Please let me know if there are any questions.

 

 When the client wants to meet with a librarian:

·         Triage first: "is it something I can help you with?"; then send to consult office if appropriate

When the client wants to meet with a specific librarian:

·         Without being obtrusive, try to determine if it's something that can be answered at the service desk: "I'm not sure _____ is available; might it be something I can help you with?"; if not, contact the librarian using Lync.

·         If specific librarian is not available, again suggest consult and if client still wants that specific librarian, provide business card so that client can make contact.

When client wants to meet with the consult office librarian and there is already another client there:

·         Ask the librarian how long the current consult will take. It is ok to interrupt and ask this question.

·         If the current consult is wrapping up, inform waiting client that it will only be a few minutes.

·         If the current consult will take longer, offer some alternatives: if the client would like to

o    wait

o    return later -- flag and notify librarian if they intend to come back later and any provided details about their question

o    have a librarian contact him/her -- ask client for some details about what his/her information need and say a librarian will contact him/her in the next 24 hours (business day) to set up an appointment. Give client information to appropriate librarian (Lorraine for BHSc, Vet; Helen for PGME, Caitlin for UME (but will probably be Susan when Caitlin is on leave, KRS librarians for AHS, Susan for others).

o    contact a librarian using the "consult a librarian" link

·         We try to avoid making appointments for the consult office; objective is to be available for drop-in clients at the time they come in.

·         NOTE: If the client is a Dean or one of our higher profile users, get Susan (or Lorraine for Vet). We will obtain names and photos of some of these individuals for the service desk.

 

RefWorks

Information from the instruction team on RefWorks updates…

In light of the problems using the new ProQuest for Word with documents created before Dec 18^th our Citation Management Tools Libguide has been updated.

You can find the Citation management Libguide from the Health Sciences Library homepage >select Research Guides> scroll down to Citation management Libguide.

Or,

Please see the changes on the home tab and Refworks tab here: http://libguides.ucalgary.ca/content.php?pid=432455

 

In addition, a reminder that those trying to create a new account, if you direct clients to register for refworks through our Health Sciences Library Citation management Libguide they should have no problems or use this link: https://www.refworks.com/refworks2/default.aspx?r=authentication::init&groupcode=RWUCalgary

 

 

HDL Transfer Project

The HDL transfer project is past the 2/3 mark with thanks going out to Chelsea, Brian, Lourdes, TerriLynne and every student and casual staff who have been assisting with this project.  The team has been pulling, processing and packing 32 boxes for pick up on a daily basis since November.   We are hopeful that this part of the project may be complete by the end of the month.  Thanks for the ongoing work on this project!

 

Electronics

The wireless keyboards, remotes and mice for rooms 1453, 1454 and 1455 are now contained in three separate barcoded bins.  This helps with storage as well as streamlines the checkout process.  The items have been entered in Sirsi as a kit with 3 parts.  This does mean the checkout process requires an override.  This flags for staff the need to ensure all 3 parts are in the bin at both checkout and check-in.  Please let me know if there are any questions or comments from clients.  Thanks.

 

 

Back up workstation Printing

Please note that the back up printer for clients at the service desk can still be slow when printing larger colour jobs.  However clients at this workstation do have a number of printer options they can select.  Clients may want to confirm which printer is selected for their jo.  Last week we had once client send a job several times wondering why it wasn't prinitng, only to find once staff assisted that it had printed to the admin printer in the staff area.  If there are unclaimed print jobs in the staff area, they may be 'lost' client print jobs.

·         12 HSL Ref   (Default)

·         12 HSL Ref Colour

·         10 Circ - HSL 

·         13 Admin - HSL

·         13c Admin - HSL - Colour

If clients indicate that they are printing a large colour job, the best option at this time is to select the 13c Admin - HSL -Colour printer that will be our admin copier/printer in the staff area.  Staff will need to retrieve for the client.

Large B/W jobs may also be sent to the "10 Circ - HSL" staff printer in the service area if the back up printer is being overly slow.

 

 

Client Alert

 I would like to alert staff to three certain client situations from recent times.

An older gentleman who most of us have assisted with printing issues.  He is in almost daily and is generally calm, though can get agitated and outspoken.  He has been seen touching another client's belongings briefly.

A younger lady who generally wears a head scarf, and glasses, and is friendly, but very talkative chatting and asking unusual or general knowledge questions.

A client who called in today who spoke assertively indicating he is in a senior position in the faculty and who spoke incoherently in a disturbing way.  This was flagged in an LCR incident report and UC Security followed up on this call).

I would like to ask staff to pass along any concerns regarding these clients, or any other clients or transactions of concern, whether in person, by phone, email or IM chat.  This will help us establish any patterns of behaviour if further follow up is required.

 

 

Kitchen Update

We have been advised by Security that our toaster oven should be removed from the kitchen for safety reasons.  It will be removed on Friday.  Does this happen to belong to a staff member?

 

TFDL Writing Sessions

 There are some information flyers at the service desk advertising free drop-in writing sessions at TFDL.  These are made available through the Student Success Centre and LCR. More details and contact

Info included on the flyers.

 

HSL Access Notes - December 12th

Hello,

 

A few notes for the week….

 

Farewell

We will be wishing farewell to Nicole Talsma this week who will complete her term with HSL on Friday.   We will miss you Nicole and will be thinking of you and wishing you well from HSL!

 

Doucette now offering Onshelf Holds

Starting today, clients can now place HOLDS on items on the shelf at the Doucette Library.

Everything, including kits, is holdable and we will be monitoring this to see if this becomes an issue for in transit purposes (some kits are very large and present an awkward size for shipment). 

Also, because this is an education collection, it includes materials for learners of all ages.

 

Network Outage

The planned UofC Network Outage December 27^th – 29^th will interrupt access to online library resources and services.  There will be a slide created for our flat panel and webpage to notify clients.

 

Printer

Our back up printer has had some adjustments and seems to be priming at a more reasonable speed.  We are going to continue to monitor.  Please let Lourdes know if you encounter any further problems with this printer.

 

Instruction Winter 2015

The instruction schedule for the winter 2015 term is now posted.  Handouts are available for clients at the desk.

 

Electronics

Chelsea has created a easy-reference list of our electronics in our staff electronics cabinet. 

All of the circulating electronics can be found in Sirsi under the brief record HSL A/V Electronics. 

All Apple accessories have labels to indicate name and function.

 

RefWorks

All those who have accounts with the  popular citation management software RefWorks accounts for the University of Calgary will  have received notification about the account migration planned for December 18, 2014 at 11:00 AM Mountain Standard Time, with an anticipated downtime of approximately 2 ½ hours.

Lorraine Toews has prepared and distributed a comprehensive reference guide to assist clients who come to the desk with questions about the migration and next steps.

Three are copies of the document for clients at the service desk by station #3 and in the consult office.  The information does include Customer support contact information if clients deed in depth assistance.

LCR Christmas Social

Hawaiian Holiday celebration!

Get into the spirit of the Islands!

Break out your tropical wear and enter our Contest!

Anything wearable goes - Hawaiian shirts, grass skirts, wide-brimmed sunhats and shades

Wednesday, December 17^th

Lunch, 12:00 – 2 :00 p.m.

TFDL Gallery Hall, Main Floor, Taylor Family Digital Library

Holiday greetings from Tom at 12:45 p.m.

We are accepting donations of cash and/or non-perishable Food items for the Campus Food Bank

Tropical dress winners announced at 1:45 p.m.

Voting closes at 1:30 p.m.

You don’t have to be present to win

 

Christmas Hours

The UofC will be closed at noon on December 24^th – January 1^st.  Regular hours resume January 2^nd.

No items will come due over the holiday break.

 

A message from HR:

As we enter into the holiday season we once again have many Statutory Holidays and University Float days that we enjoy.  They are:

 

Statutory Holidays                                                                      University Float Days

December 25, Thursday – Christmas Day                            December 29, Monday   

December 26, Friday – Boxing Day                                         December 30, Tuesday
January 1, Thursday – New Year’s Day                                  December 31, Wednesday

 

Time worked from December 16, 2014 up to and including December 31, 2014 will be paid on your January 9, 2015 pay deposit.  To ensure your pay is accurate all time must be entered by midnight January 2, 2015 and approved no later than 4:00 p.m. on January 5, 2015.

 

 

Inter-hospital Delivery

The last day for sending items out the Knowledge Resource Service Calgary sites via inter-hospital transit, will be Friday, December 19^th.

 

Knowledge Resource Service DDS December dates

Ordering via Docline (ILL):   last day to order Dec. 17
Returning books via Canada post :  last day to return Friday, Dec. 19
Resume Docline on Monday, Jan. 5.

No Docline @ ACH until Feb. 2015

 

Generic Emails

Could staff who monitor the generic email accounts please ensure that a holiday ‘away’ message is added for the 24^th – January 2^nd?

Thanks.

 

Wishing everyone a very joyful Christmas season!