Hello Everyone,

 

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

 

 

Easter Weekend Hours

Health Sciences Library will be open through the Easter weekend as follows:

Friday, April 18^th                10:00 AM – 6:00 PM  Holiday hours

Saturday, April 19^th          10:00 AM – 6:00 PM  Regular Hours

Sunday, April 20^th             12:00 PM – 8:00 PM  Regular Hours

Monday, April 21^st           8:00 AM – 10:00 PM  Regular Hours

 

Summer scheduling: 

HSL  will be closed weekends during July and August.  Student weekday evening hours will be reduced for the May - August months to 4 hour  shifts, (6:00 PM – 10:00 PM).

 

Staff Sessions at Health Sciences Library This Week

The Military Museums tour:  Either Wednesday, April 9^th or Thursday, April 10^th  pick up at HSC 9:45 AM

Advanced Searching Clinic #2 :  2:30 PM – 3:30 PM

Camtasia 8.3 :  Tuesday afternoon (around 2:30)

 

Toronto Notes 2014

The popular Toronto notes 2014 is available in the medical bookstore.  Health Sciences Library will be receiving its copies soon.

 

DSM-5

There have been a few questions at the desk regarding the online version of the Diagnostic and statistical manual of mental disorders : DSM-5 / American Psychiatric Association.. Health Sciences Library as well as other locations have does have circulating print copies and there is a print version on our reference shelf.

Knowledge Resource Service does have online access through the PsychiatryOnline database.

University of Calgary is in discussions to make the online version available for UC clients.

 

Gallagher Library

Gallagher Library is slated for major renovations this spring and summer.

It will not be used as a pick up location beginning April 21^st, and the library will be closed for renovations effective April 30^th.

Clients will be able to request materials from this location for pick up at other locations.

 

Term Loans

Term loan renewals will bring up a September 15^th due date beginning Tuesday, April 29^th.   Client with term loan items out will receive the first e-mail reminder on this date, the second one on May 12^th.  New Mailman address

 

E-Books

Many thanks to Leslie Potter and Lynda Shelton for the informative and well-attended e-book session on Friday.

Some highlights:  creating an account with providers such as ebrary of clinical key will allow clients to access more functions and features for using these resources.

For more helpful information  refer to the ebrary  libguide at:  http://libguides.ucalgary.ca/content.php?pid=580853

Also, there is a link for  medical and vet med e-book collections right on our Health Sciences Library homepage:  http://library.ucalgary.ca/hsl

 

Training card

I have created a training card that I hope will allow access to University of Calgary resources remotely, for example when training on AHS computers.  Please let me know if you have any problems using this card.

Barcode:  010203072

Pin:  6855

 

Improved Library Access for Sessional Instructors and Post-Docs

A message from Claudette regarding a helpful system change that will improve library access for instructors and post-docs between sessions.

 

As of March 1, 2014 all Academic staff whose appointment has terminated will receive a grace period when it comes to IT account and system access. Academic staff (including Clinicals, Adjuncts and Sessionals) will now retain their IT accounts for up to one (1) year from their appointment end date.

This will give them continued access to:

 

•               Blackboard - so our Sessional staff can prepare course material in advance of their next session;

 

•               Library - to continue research between appointments, or conclude and move research data;

 

•               Exchange email account;

 

•               Faculty Centre - to finalize grades;

 

•               Basic PeopleSoft (HR and Finance) self service - to allow academics to print pay statements and T4 slips and to complete activities such as expense submissions. Note that the grace period for access to the expense module is limited to 90 days;

 

•               eFIN - to allow researchers to view (only) project

 

Varidesk

We have a desk add-on at Chelsea’s desk that allows a staff person to move between standing and sitting postures at a workstation.  It is adjustable to 12 heights and is quite easy to manage.

The desk is currently here on trial.  Those interested are welcome to have a look at the Varidesk over the next two weeks.  Some literature about the about the desk is available in our staff room, or online at:  http://www.fitter1.com/

 

HSL Room Booking system – help

While the HSL room booking system is intended to be a self-serve system for UC clients, with access using their UCIT and password,  there are times when clients encounter login in problems.

We do want our systems to work well for all, and in these cases there are a couple of follow up options for the client.  If there is a login problem, the site will show a pink band across the screen with a link to some troubleshooting help from Paul Pival.  This may help in many cases.  If there are still problems, the best follow up option for the client is to use the Feedback (Zendesk) button on the far right hand side of the screen.   As an exception in these cases staff may wish to book the space on the client behalf while the login issue is investigated.  However we do not wish clients to expect this service on an ongoing basis.  Our preference is to help the client resolve any system issues so that the system will work well for them moving forward,  while still meeting their immediate space needs.

 

Knowledge Resource Service Bookmarks, Signs and Forms

KRS has updated bookmarks, signs and forms to reflect  changes with the logos.   We have requested an additional supply of the new blue KRS bookmarks for the front counter.

All forms can be found on the shared drive as shown below:

R:\Knowledge-Centers\HIN Policy & Procedure Manual\Circulation\! FORMS, INFO SHEETS, LABELS !\KRS New Banner

 1/ KRS Patient intro handout-Update April 1

2/ KRS(UC) Library Registration

3/ KRS(UC)_AHSWelcome-handout

 

Service Area Printer

We had a question at the desk last week from a client wishing to print documents with stapling and hole punching.  The back-up printer does not provide these options, however she was able to select the staff printer in the service area and select the appropriate properties from her print dialogue box to use both options successfully.

 

Some Quick Updates

Extended Room Bookings:  Brian and Leslie will now have the ability to create extended room bookings for clients during evenings and weekends.

 

Commons bookings:  Mary and TerriLynne will be the main contacts now for booking the Commons.   The weeks of June 23 through July 4th as well as the full month of September are tentatively booked for library instruction.  Once instruction dates are confirmed in late June, more space will be released for other clients.

 

Web sliders:  All staff can create (see SharePoint) and Chelsea is responsible for loading.  Backup needed:

 

Flat panels:   Brian, Lourdes and Chelsea can load the slides on the flat panel.  Brain is managing the number of slides, and rotation.

 

Rooms 1453 and 1459:  Will have  back-painted glass boards installed in early April.

 

Printing:  We now have a replacement printer that will be used until our toner comes in for the new back up printer.

 

Evacuations:  To avoid the high traffic flow area in the HRIC by the outside doors, our Health Sciences Library evacuation staff meeting place is being moved slightly closer to the HRIC staircase.  Thanks for the great suggestion, Lorraine B..  

 

Photos:  We are looking for staff and Health Sciences Library event photos.  Staff are encouraged to take photos and submit.  They will be displayed on SharePoint and then stored in UCLASS. Chelsea will coordinate the SharePoint photo display and TerriLynne is organizing and tagging photos in UCLASS.

 

Currents to Backsets:  All 2013 journals are now shelved in the backsets.  Thanks to all who assisted with this project.

 

Journal Project:    We will begin barcoding journals in preparation for a large move to Health Sciences Library in the summer months.

 

History of Medicine Room:   New signage for the LeBlanc, Scarlett and Cruse collections has been installed in the History of Medicine Room.  Collections have been shifted slightly to accommodate the LeBlanc collection and the Mackie ephemera collection that are expected soon.

 

 

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

HSL Access Notes - December 5th

Hello Everyone,

A few notes to begin a wintry week....

Welcome
A warm welcome to Mary McConnell who has joined HSL/HIN as the Manager of the Health Information Network during Renee's leave!

Congratulations
Congratulations to Grace on her plans leading to retirement following many years of valuable service at UofC!
Grace's new schedule at HSL, effective January 1st, 2012, will be:
Mondays: 8:00 a.m. – 4:00 p.m.
Tuesdays: 8:00 a.m. – 4:00 p.m.
Wednesdays: 8:00 a.m. – 11:30 a.m.

DDS Staff and Stats
DDS borrowing and lending request statistics hit new highs in November with 605 lending requests and 1024 borrowing requests. Congratulations to the DDS team for your continued success in providing such valuable and timely service for our clients, and all your support at the desk. Thanks Lorraine, Kathy and Lourdes.

HIN Brochures
We have placed some HIN bookmarks, the "Smart Surfing", and the Patient and Patient Family HIN handouts on the shelving unit by the Consumer Health Collection.

RFID
Please see attached some training documentation for RFID processes at the desk. We can certainly provide demonstrations or practice sessions for interested staff when convenient. Please let me know if you have any questions.

RFID Inventory Project
We will be starting our first complete inventory and shelf reading of the monograph collection using the new RFID technology.
We will be using a hand held scanner that quickly reads the tags in items as you move it along a shelf. The scanner cross references the scan with the shelf list and identifies items that are not on the shelf list, and even items that ar eout of order on the shelf.
In using the scanner on the Reference collection we found, for example, a few wayward MacKimmie items, a few items listed as withdrawn, a History of Medicine collection item, and one RFID tag that needed to be re-programmed.
The information regarding the scanned items will be stored and saved each day and at the end of the project David Brown and Discovery Systems will be able to generate a report listing missing or problem items.
Most of the scanning will be done during evenings and weekends, however all interested staff are welcome to try out this new technology. There will be a demonstration at some point during our Potluck this week.

HSL Door and Gate
While we have had many positive comments about the look of the new doors, we are still trying to fine tune the integrated operation of gate/door/alarming/locking. The electronic locking at opening and closing is working well though the timing that is set to an atomic clock, and may be a minute or two different than our clocks. Please let me know if the timing appears to be significantly 'off'.
We have requested that the high-pitched single tone door alarm be muted, since we feel the gate alarm along with the door locking should be sufficient to alert staff and less disruptive to clients.
We have submitted an additional request to adjust the closure of the west entry door (closest to the book return), to ensure proper latching and eliminate the banging.
Staff at the desk are asked to be alert to any alarm situations, and to push the red lock reset button promptly if the doors go into a locked situation. The audible alarms cannot be turned off, but will stop after about 15 seconds.

Communications
Are you keeping up to date with the HSL/HIN Keeping Current Blog? Remember you can read the weekly Notes in the blog as well as by email.
The second edition of the HIN newsletter will be distributed this week - watch for details!

Computer Commons
The computer rooms, 1460A & B will now be referred to as our Computer Commons rather than the Computer classrooms, to ensure there is no confusion about the use of the rooms as classroom space. We will be updating our webpage information about the rooms.

Reno
Signage is being designed for the entry of the Library, a welcome in the desk area, for the book return and the Network Printer area.

Statistics
Staff are asked to continue to record reference, directional and technical question in Refstats a the desk.

HSL/HIN/HKN Holiday Potluck
From the Social Committee…..
Join us for our HIN/HKN/HSL Holiday Potluck

Thursday, December 8, 2011
12:00 - 1:30 pm
HSL Staff Lounge
Please bring an appetizer or main course or dessert to share with everyone
Please let me know if you have any questions, concerns or suggestions.
Thanks.
Mary

HSL Access notes -November 25th

Hello Everyone,

New Doors /Gate
We now have the new door, gate and RFID circulation function all operational at HSL.
Doors:
· The two main doors will open outwards, and will allow two-way traffic.
· There are no swing gates.
· There will be an automatic access button for the doors, against the wall on your right side as you enter the library and exit the library.
· The locking mechanism on the doors will be controlled electronically to open and lock according to our hours of operation.
· After hours the doors will operate by card access only.
***Please Note: Staff cards will be used for access, however staff with older cards will need to go to main campus for an updated card
Important: Doors still need to be checked to ensure they are secure at the end of each shift – we have had some problems with the doors fully latching. Thanks.
Important: If the electronic locking is not operating properly, that is not locking as expected at night or unlocking in the morning, please call Security at 220-5333 immediately and request assistance. They are able to manually override the system when necessary.

Doors and Gate and Alarms
The new gates and alarms have been in operation for almost a week, and we are still getting to know more about them. Here is what to expect…
· The gate and alarm operation of our new doors was fashioned after the system in place at the Law Library on main campus.
· The gate and the doors both have separate audible alarms.
· The gates also have a flashing light when alarmed.
· The gates will alarm when an item with a sensitized RFID tag goes through the gate in either direction. This is a short audible and visual alarm. We have seen this happen with people returning their HSL books for example, or if you just pass an item by the gate to check if it is sensitized, but do not proceed through the gate to the exit. The audible alarm will cease after a few seconds.
· If an item with a sensitized RFID tag goes through the gate and toward the door, the system wants to prevent the loss of the item. You will hear the gate alarm and the higher pitched door alarm and both doors are programmed to lock (or to close and lock if they are ajar at the time of alarm). This will hopefully encourage the person with the item in question to return to the desk.
· Important: The red re-set button by station #3 at the service counter needs to be used to unlock the doors.
· The audible door alarm will cease on its own after 15 seconds.
· As usual, when the alarm sounds, it the service desk staff responsibility to follow up by checking for items that may be setting off the alarm. We may hear quite a few alarms due to items checked out prior to the RFID system being used at checkout. Please offer to desensitize these items by renewing using the RFID system or simply selecting the 3M RFID checkout button (highlighted in green when selected) and moving the items over the RFID pad area of the service desk. Thanks.
· Items with RFID tags (all HSL books, most TFDL books, etc.) that have not been desensitized in the RFID system, for example those that were checked out prior to our system being up and running, will set off the gate alarm.
· Some items such as RFID tagged CPL items will need to be ‘passed around’ the gates. When I tried this I found that the gates can sense items close by even on the outside, so passing around may mean moving the item as far as possible away from the gate monitors, for example around the outside of the gate and lifting the item.
· There are also lights on the mag locks positioned at the top of the doors that at times show a red light , a green light or no light at all. We are trying to gather more information about how to interpret and manage these lights.
As with any new system there may be some unexpected situations that arise. Please let me know about any unusual situations, client comments or concerns.
Please let me know or speak to your supervisor if you have any questions about responding to a gate/door alarm situation. Thanks.


RFID
We began using the RFID system for circulating books this week. The RFID pad is at station #1 (closest to POS) only, so all items being checked in and out should be handled at station #1.
Other types of client assistance or registrations can be handled at station 2 or 3. The RFID pad sensitizes/desensitizes items when items are checked in or out.
· It will likely take some time to become used to the system. How many books can be read at once, where or how to move them across the pad area, etc.
· Please watch your screens carefully to ensure items are properly checked out.
· Not all books that we handle at the desk will have RFID tags. In these cases, scan barcodes as usual.
· If you find HSL items that do not have tags, tag or place aside for tagging. Staff will continue to check returned items for tags before shelving. We are not tagging items from other locations that do not have tags.
· For the next while we will be hearing the alarm when clients go through the gates with books that have been checked out and desensitized prior to today. We will offer to renew the items, or desensitize using RFID so that these books will then be desensitized for the client.
I will be sending out fuller training documentation within the next few days. I would be pleased to demonstrate to any interested staff, or feel free to give it a try at the desk to see how this new technology will work for us.

Time Away Request and Staff Calendar
A few reminders about AUPE leave balances and AUPE leave processes at HSL ….
· Remember, the 2 PLD days must be taken by the end of the year, or lost.
· The 6 NLD days expire at the end of 2012.
· Also please ensure your vacation balances are below your yearly entitlement by the end of December, and remain below your yearly entitlement throughout the year. You can check your balances by selecting this option on your electronic timesheet.
· Flex also needs to be kept below 14 hours at any time.
If you have any questions about balances or managing time away, please let me know

Now that staff have access to the time away calendar we can streamline the HSL time away request process. I’ve outlined steps below that should work .
· Staff submits brief email request to Mary with time away dates
· Email approval response from Mary to staff
· Once approval received, staff required to enter in time away calendar same day or as soon as possible (**see note below) indicating the type of time away (Vac, flex, etc.)
· Staff submits printed time request form with pertinent time sheet for PLD, NLD and Vacation days.
Please let me know if you have questions about the time away calendar.
**Since the time away calendars are used by staff to create the desk calendar and check for operational coverage and used by staff to plan time away, it is important to keep the calendar as up to date as possible. Thanks.

Holds
The new processes are working well and we are seeing increased traffic of items between locations. With the new system the pick up location is the key for processing rather than the home location. If we check in a TFDL book at HSL (or any item regardless of its home location), that has a hold with a HSL pick up location, we simply process and place it on our HSL hold pick up shelf. While there are a number of steps behind the scenes, the new process improves hold service and delivery for our clients.
Duplicate hold requests
I have just noticed something this week with holds when there are multiple copies in various branches.
A client can place a hold on a title that has copies at HSL, ACH and RGH, for delivery to TFDL. We can pull our copy, place on transit card and send over. However once the item is checked out on the ‘in transit’ card, and until the client charges the book out at the pick up location, the system looks for another copy, so in fact other branches will likely see the same title on their hold list (or 3+ days old hold list) when the hold will actually be filled by the first copy pulled. This is a bit of a glitch with the mail service delivery, and the best practice is to check item records for those items on the old hold list to make sure they are not a duplicate request.
Pick up by dates on hold slips
From Discovery System staff….
As of Tuesday, November 8th, Symphony (sirsi) no longer provide a “Pickup by” date because we are now using “mail service” to allow patrons placing a hold to pick the branch library where they would like to pick up their hold when it becomes available. The logic in Symphony is that if the hold is being mailed, then it doesn’t need a pickup-by date! However, we still want this date in the system so are running a report at quarter-past every hour to add the pickup-by date. So if you trap (or discharge or checkin) holds before xx:15 and re-print your hold slips at xx:20 after the report runs, the hold slips should have the expiry dates printed.
I think it is best practice to pull and discharge (or trap) the holds as soon as possible once the on shelf hold list is received. At HSL this generates the hold slip. If the item is going to another location for pick up, there is no date needed, so you can indicate the pick up location on the slip, place in the book, check the item out on the in transit card and send it on its way.
If the item is for pick up at the discharging library, you will want an expiry date on the slip. When discharged, the slip will print – sometimes with and sometimes without a date. At HSL this week we started by keeping the books at the desk then reprinting the slips with the date after 15 past the hour, but by the middle of the week we found it more expedient (and less waste of extra slips) to simply write the ‘pick up by’ date on the top of the slip and put directly on the hold shelf. What are other KCs doing?



HIN E-books
There are a number of ways to find e-books accessible to HIN clients remotely.
Check for individual title in the catalogue and click on the Calgary Health Region Users link.
Check the “Toolkits” menu on the HIN homepage for most popular titles in particular disciplines.
Browse the four E-Book packages through the HIN databases webpage:
hinc.ucalgary.ca > Databases > AHS Calgary Zone > AccessMedicine,
hinc.ucalgary.ca > Databases > AHS Calgary Zone > MD consult
hinc.ucalgary.ca > Databases > AHS Calgary Zone > Books@Ovid
hinc.ucalgary.ca > Databases > AHS Calgary Zone > STAT!Ref

HIN Handouts
New Consumer Health HIN handouts are now available for clients. This includes the ‘What your Library Account Gives You’ handout for patients and patient families and the Smart Surfing handouts.
The ‘Library Account’ handouts are on the cabinet behind the service counter at HSL. Staff are asked to continue to give a handout (either the patient/patient family or staff) to new HIN clients at the time of registration.

Display
We now have our Diabetes display on the large wooden HSL display unit that has been relocated close to the Consumer Health collection. It creates a nice space for the materials. This includes some HSL texts on the topic. Remember to scan this area if you are looking for some of our books on diabetes.

Lost Items
UofC ID cards or AHS badges found in HSL should be flagged for regular staff for follow up. We generally try to contact the client whenever possible and arrange for the client to pick up the items within a few days. A note is then attached indicating action taken, date and staff initials and they are placed in the top drawer by the POS.
Likewise other items of value that are turned in , such as keys or wallets or cell phones should be flagged for regular staff follow up. We generally try to contact client and arrange a pick up as soon as possible. If we cannot contact the client it is best to bring these types of items to Security staff at the Info/Security desk for safe keeping, including a note with date and location found and staff initials. This can also be included in the shift report.

Reno
Coming by mid December…
Accessible furniture for persons with disabilities
4 Stand up workstations for the stacks
2 Flat panel screens installed outside library and beside service desk

Coming in the New Year…
Self-check station
Service desk renovation with front entry

Proposed date for Grand Opening…February 2012

TAL
I learned recently that it is no longer necessary for UofC clients who are applying for a TAL card at our locations (sorry, this is not available to HIN clients) to complete the paper application form. Procedures will need to be updated to reflect this change. Any surplus application forms can be forwarded to me.

Viewing DVDs at HSL
Clients wishing to view DVDs at HSL may use the public computers and their own personal headsets, or they may also use the computers with sound in the 1461-4 classrooms.

HSL/HIN/HKN Holiday Potluck
From the Social Committee…..

Thursday, December 8, 2011
12:00 - 1:30 pm
HSL Staff Lounge
Please bring an appetizer or main course or dessert to share with everyone

New Parking Pass and Process for Arts Parkade Main Campus
The Arts Parkade transponder is being replaced by a new parking pass after December 1st . Please see Annley’s email for details about the new parking pass process.

Operation (formerly Circulation) Manual
This manual is currently residing on Brian’s desk as he works on the many revisions needed to keep up with the recent changes in technology and processes.

Audio Digest
We hold the most recent 5 years plus the current year for our Audio Digest collection. Currently we have from 2006 – 2011 shelved in two cabinets just around corner of the yellow wall as you go toward the book stacks. The 2009 – 2011 items are all RFID tagged, earlier copies are not. In the New Year we will be withdrawing the 2006 to make way for the 2012 items.

Please let me know if there are any questions, concerns of suggestions.
Wishing you a great weekend.
Mary

HSL Access Notes - November 4th

Hello Everyone,

Fall Back
We will be returning to standard time early Sunday morning, November 6th. Please remember to turn you watches or alarm clocks back by one hour . The clocks in HSL should adjust automatically on Sunday, however if not, please do not adjust manually. They will be adjusted by facility staff following the weekend.

Remembrance Day Hours
Remembrance day, November 11th, is a statutory holiday for regular staff.
HSL will be open holiday hours from 10:00 a.m. - 6:00 p.m.
Thanks to Diana and Sajid for covering the holiday shifts that day.

New Holds – Important Changes this week!
As announced by Rob this week...
On November 8th, we are implementing a major change to placing holds for library books in Sirsi. As of November 8, our users will be able to choose a library branch for picking up their holds. Up until now, a hold on a library book needed to be picked up at the owning library branch.
A message from David Brown regarding set up for the processes prior to Nov. 8th…
We are starting to put the system changes in place that will allow a choice of branch when placing a hold. There are several layers of change required, and each change requires a stop and start of the system, so instead of bringing the system down several times on Monday, we are beginning the changes today. Circulation staff may see additional delivery options begin to appear on the Workflows “holds” screens on Saturday, Sunday, and Monday. Those options will not be operational until Tuesday, so please ask staff to ignore them and continue to use their normal procedures. We will mask the changes from the public catalogue until the launch day.
Please note…
· I have demonstrated the new processes, both from the client and staff end, to some HSL/HIN staff at the desk in the Sirsi test system. Please let me know if you would like a demonstration or if you have any questions.
· Print copies of the new processes (see attached) will be kept at the desk.
· Basically, every item that is checked in that has a hold on it, no matter the home location, will need to be checked for the hold pick up location and then processed accordingly.
· The Onshelf hold list will print with the pick up locations noted, and items will need to be processed for the noted pick up locations.
· Hold notifications will go out to clients only once a day at 5:30 p.m.
· Title vs. Copy holds: Staff are reminded that holds should be entered as title holds, in order to ensure that the client receives the first available copy of a title. We have had some situations recently where a copy hold was placed rather than a title hold and this delayed the delivery of the item for the client.
· As we transition to these new processes there may be some unique situations or challenges. Please let me know if there are any questions or if I can assist in any way.

New Door and entry Operation at HSL
The new door at HSL is now operational, however the new RFID gate has not been activated yet.
The construction entry has been dismantled and the new doors will be used however we will continue to use the old security gates until the new gate is connected.
· The doors are programmed to lock and unlock according to our hours of operation. Exceptions, for example, November 11th, with holiday hours will also be programmed as requested by myself or Susan.
· After the door is locked people can still exit if needed, however staff should ensure the door re-locks.
· The two doors will open outwards, and will allow two-way traffic, however until the new gate is installed , we will still encourage clients to enter through the east door and exit through the west door (they are labelled on the outside).
· There will be an automatic access button for the doors.
· The doors will operate by card access only after hours.
· Please Note: Staff cards will be used for access, however staff with older cards will need to go to main campus for an updated card.
· The after hours chute has moved back to the wall to the west side of the new doors

HKN
Janine Miiller is currently working for HKN on a full-time basis, returning to part-time after January 1st. HKN questions or requests may be referred to Janine at 220-2226.

Persons of Interest
In the past clients with an association to the university would be able to request UofC status through a UofC department and receive an Associate OneCard. This would also give them library privileges and we would set up an appropriate library profile according to their role with the University, for example Academic for a visiting scholar. With the new Peoplesoft processes, Associates have been replaced by Persons of Interest. If Associate privileges have expired for clients, please direct them to speak with their UofC department about renewing their UofC privileges.
This is the form that needs to be filled out:

http://www.ucalgary.ca/security/files/security/POI-Request-Formv3.xls

The form would be processed through HR, then through the Campus Card Office. In theory if the relationship types of postdoctoral, preemployment instructor, or visiting scholar are chosen then those folks should receive library privileges.
There are still a number of questions about this process. Please let me know if you have questions about specific clients, and I can follow up with Rob Tiessen.

Sirsi Records and Information Loads
Just a reminder that the way information loads into Sirsi records changed with the Peoplesoft processes during the summer.
· In the new system information for the library records loads from two different systems.
· You will note that the new system uses both the first name and last name fields in Sirsi. All records will be changed over to this format eventually.
· The barcode loads from the Campus Card Office while the registration and personal information loads from Peoplesoft.
· That means that regular UofC students, staff and faculty will load over with their appropriate Sirsi profile and address information, and should have an active record immediately rather than requiring an ‘activation’ of their record by library staff.

Peoplesoft will load the following into the Sirsi record: Profile, privilege expiry date, address, a ‘dummy’ barcode
· Some records that have loaded with only the Peoplesoft information will have a ‘dummy’ barcode beginning with UC followed by a few digits. These will have the appropriate profile, and address information, so if the client comes to the desk with a UofC card, the record can be activated by replacing the dummy barcode with the barcode on the client card.
CCOffice will load the following into the Sirsi record: Barcode, name, a temporary 3 week privilege expiry
· Records that have loaded with only the CCOffice information will show a barcode, but only a temporary 3 week privilege expiry, and no address, profile or demographic information. If clients come to the desk and this type of record appears, please select the appropriate profile, and add at least a valid email address to the address field. Do not adjust the temporary privilege date – this should be done by the system soon after the record loads.
Please flag any client or record issues for follow up.


Access and delivery of HDL items
At the moment clients can place a hold on a journal volume held at HDL. It will automatically be delivered to the home library (where it belonged prior to HDL), for pick up. Journals are a 3-day loan allowing clients time to copy or scan the articles required, or renewed until no longer needed. With the new hold system beginning Nov. 8th, clients will be able to request the pick up location of their choice.
When holds on HDL items are requested for pick up at HSL/HIN locations, the LCR truck from HDL will drop off items off at HSC loading dock, and we will receive them with our regular mail delivery. HDL items returned at HSL can be returned in the HDL bins or the TFDL blue boxes.

Facility
HSL Washroom Lights
Annley talked to Campus Infrastructure (220-7555) on Friday about the washroom lights still on emergency power since noon on Wednesday, November 2nd, 2011 and they sent a maintenance person to check it out. He was not able to locate the problem and did not have a key to get into the shaft near the washroom. He said he would come back again on Monday morning.
Bulletin Board
We will be reducing the number of large display bulletin boards to one, and moving this bulletin board to the wall beside the water fountain.
Used Book Sales: In response to recent queries, we will not be offering used book sales in HSL.
POS: We received a new monitor for our POS this week when our older monitor crashed. The new monitor operates in the same fashion, and does have a touch screen.
Theatre 3 access: Renovation of the walkway to Theatre 3 is now complete. There is also a helpful map of the area on the wall in the hallway.

New Books
Earlier this year we did see new books coming over with a status of ‘Available soon’, however any new books we have received over the last month or two have not been arriving with this status, but simply as ‘on shelf medical’. It does cause a problem when they then appear on the onshelf hold pick list before they are actually received at the branch. Collections are working to resolve this and return to the ‘available soon’ process.


Reserve Loans and Fines
2-Hour:Most Reserve items at HSL are two hour loans for use in the library only in order to ensure as much access as possible for all clients. When checking out reserve items, please let clients know that fines will be charged if the item is not returned or checked out again after the 2-hour loan period.
An exception to this is that two-hour reserves may be borrowed overnight. Items need to borrowed within one hour of closing and returned within one hour of opening.
Reserve items returned late will accrue fines at a rate of 1.00 per hour, though there is a short grace period of twenty minutes for return.

3-Day: We also have a few 3 day loans that may be borrowed for use outside the library. These items have 3-day labels on their spines, and may be renewed if no other holds are placed on the item. Clients do not receive renewal reminders for 3-day items.

Desk changes
Work may begin on the front desk soon. This will involve removing the small section where the demagnetizer currently sits to create an entry with swing gate. Because pulling additional wire will be required, function of station 2 may be affected for a day or two when this occurs. Disruption will be kept to a minimum.

Scanner and Workstations
Glenn Thompson installed our new scanner this week and updated the remaining public workstations to Windows 7.
The scanner operates as in the past. Some of the public workstations have new station numbers, and Lourdes has re-labelled. Thanks Lourdes.

TFDL Circ Hours
· Clients can access circulation service at TFDL:
Monday to Thursday: 8am to 10:45pm
Friday: 8am to 7:45pm
Saturday: 10am to 5:45pm
Sunday: 10am to 10:45pm
· Coming to TFDL: loan of Netbooks for library use only.
· Disruption at service desk: due to some installations around the TFDL service desk, service at the desk may be disrupted for a short period of time during the coming week.

AUPE
Offers for a reduced rate for movie tickets, now available to AUPE members. Details posted on staff bulletin board.

HSL Access Notes - October 20th

Hello Everyone,

A few notes for the week...

Away

I will be away October 21st through 24th, returning Tuesday October 25th visiting family in Victoria.

HSL staff, please contact Susan with any critical staff or operational issues during this time.

Annley will be the main contact for booking the Computer Classrooms.

Grace will be the contact for extended individual study room booking.

Thanks.

Term Loans

Graduate students, staff and faculty seem very pleased with the new term loans at HSL. A reminder that HIN items at the Knowledge Centres are still 2 week loans, so if your are renewing for a client they may have both two week as well as term loan due dates. Undergraduates are not eligible for term loans, so will have a two week loan periods.

Scanner

ITS has had a look at our scanner, but there is no quick fix. ITS hopes to have a repair of replacement sometime next week. Please note that the computer attached to the scanner is fully operational and can still be used while the scanner is out of order.

Network Printing

IT has made two helpful improvements to the Network printer based on feedback:

• larger font
• option to print multiple jobs

Also, there will be a printing upgrade on Friday evening, but this should not impact our service.

Unfortunately there is a problem saving and printing Science Direct (Elsevier) pdf articles. There is a temporary 'work around ' for the problem noted below, and signs have been posted by the public service computers.

Copy the link to the article

open Adobe separately,

click file, open ,

paste the link to the article I wanted to save.

The article opens so it can be saved and printed.

History of Medicine

The History of Medicine room remains under plastic wrap, and the History of Neuroscience books in the workroom will remain boxed for the time being until the threat of flooding from the roof construction has past.

HDL

We have begun receiving deliveries from the HDL. The HDL totes are picked up and returned to the mailroom. HDL items returned to HSL may be sent to main campus via the HDL totes or the regular main campus blue boxes.

New Hold Procedures

The new hold procedures should be implemented in early November. This will allow clients to select pick up locations when they place their holds. The pick up locations will include UofC library branches and HIN Knowledge Centres.

Renovations

• There is still work being done to complete wiring and programming of our front door and gate.
• The cool temperature in rooms 1481 A-D has been reported.
• The alteration to the front desk will need to be adjusted. The middle section of the desk will be removed to provide access, while the other sections will remain in place.

Promoting Sessions

Please help promote the fall instruction sessions scheduled in our Computer Classrooms. The information is up on our webpage as well as on printed handouts at the desk.

RefWorks 2.0 12:00 – 12:50 drop-in sessions with Lorraine Toews

Tue Nov 8

Thu Dec 15

EndNote Overview 12:00 – 12:30 drop-in sessions with Heather Ganshorn

Wed Nov 9

Thu Dec 8

Mendeley 9:30 - 10:30 drop-in session

Thu Nov 17

Consortium returns

Clients may return St. Mary's College, or other Sirsi Consortium books at HSL. If clients want to borrow items from a Consortium location they need to go there to borrow, but they can return them at UofC libraries. Once checked in, we would flag them as St. Mary', etc. and send them in the blue boxes back to TFDL for transfer back to St. Mary's. Likewise if St. Mary's clients would like to borrow our books they need to pick them up on site, but can return them at their institution for transfer back to UofC.

Online card add-ons

Please remind clients when adding funds to their oneCards that they can also add funds online at any time using a credit card at: https://onecard.ucalgary.ca/oneweb/index.php?page=creditdeposit

Renew

A client recently ran into a large fine because he thought when he took a book out his other items already charged out would automatically be renewed a the same time. This is not the case, however it could be helpful to ask clients if they would like any items renewed when they are at checkout. Thanks.

Refstats

Are you still remembering to enter questions in Refstats?

Public Computers

We now have 24 computer workstations in each of our computer classrooms. Four extra computers will also soon be added to the table at the front of the library. We did see people waiting to use the public stations yesterday while the computer classroom was being used for exams.

MCCQE

The Family Medicine and Canadian Medical Qualifying Exams began today in computer classrooms, 1460A & B. The exams run from 8:00 a.m. - 5:00 p.m. each day and will continue tomorrow and through most of next week. The classrooms are available as usual during evenings and weekends.

Phishing

A number of staff have received an email recently with the following subject line:

Your webmail quota has exceeded the set quota

IT has confirmed that this is a phishing email. If you receive such an email, please do not click the link and do not enter in your information.

Lost and Found

The following Items have been taken to AV Services this week: several pairs of ear buds, 1 apple adapter

The following Items have been taken to Info/Security desk this week: Ipod, sunglasses, scarf, stethoscope

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

Thanks.

Wishing all a great weekend.

Mary

HSL Access Notes - September 6th

Hello,

A few notes for new term...

Student staff
Please welcome new student assistant Katrina Kosyk who began training on Friday. Katrina will be covering a Tuesday evening shift.
We are very pleased that Diana and Sandra will both be returning to regular shifts at HSL this term and that Alison, Kelly and Amanda will be assisting with occasional coverage.

Farewell
Student assistant Lelland Reed, who graduated with her degree in Music this spring, and assisted with much of our early summer coverage worked her last shift at HSL this past week.
We would like to thank Lelland for her assistance at HSL over the summer and wish her all the best with future plans.

TFDL
With the opening of TFDL, please direct clients asking about holds at main campus to the main floor of TFDL. TFDL phone numbers have been added to the Frequently Called Numbers list. Thanks Lourdes.

Card and Privilege Issues
We continue to see clients with questions and concerns about unexpected library privilege expiry dates. As noted earlier, while systems settle, we will continue to extend privilege to September 30, 2011 for those students who have recently graduated, and to January 31, 2012 for those students currently registered.
If you are extending the privilege, please add a note to the Extended Info screen in their Sirsi record, indicating that you have changed the expiry date manually. Please flag any of the problem card situations for me. Thanks.

Term Loans at HSL
Term loans of HSL items, for UofC graduate students, staff and faculty have now gone live!
· Please let me know if there are any concerns or questions, or if you notice any issues with the system. Also, please pass along any client comments to myself or Susan.

Reno
Lights: Project crews are making progress with the lighting problems. Lights are back on in 1459.
Art: Art moved from MacKimmie, has been hung in several areas of the library.
Coring: Final placement and coring for the round tables is scheduled for 5:30 a.m. tomorrow morning.
Entry: Work continues with the entry doors and gate.

Rooms
1481A has an extended booking until Sept. 14th, so should be locked when not in use.
1458: This room has not yet been completed so is not yet in the online booking system. Clients may use it on a first come, first serve basis for the time being.
1459: This room is meant for staff use, so is not in the online booking system. Staff may book this for meetings through Annley.

CPR/BLS
The new BLS(CPR) manuals for the Compulsory Education collection have been received, but will not be put into general circulation until September 15th. Re-certification sessions scheduled after September 15th, will be based on the new manual, so we may need to clarify with clients asking to borrow the manual when they expect to take their re-certification. If their session is scheduled before September 15th, they need the older manual, if after September 15th, they should borrow one of the new manuals.

RFID
Thanks to all staff, especially student staff who have made excellent progress on this project through the summer. The project is well into the WY call number range.
Once the RFID project is complete and the RFID Gate is operational, we will be moving to RFID circulation of items. This will involve one process for both circulating and sensitizing/desensitizing items.
Once this happens, we will be getting rid of our magnetic sensitizer using the workstation closest to the POS as the the main station for all item circulation.
We will continue to use the second counter station for other types of client transactions.

New Books
We have received quite a number of new books this past week. Most are on display on top of the shelving unit in front of the library. If you are looking for a newer book that does not appear to be in the regular stacks, you may find it on display. Clients are welcome to borrow any of the items on the new book display.

Reserve – update
Brian passed along this information from Rob Tiessen…
Section 16 (d) of the AUCC Fair Dealing Policy (Copyright) requires that students sign a form every time that they use a photocopied Reserve reading indicating that they are using it for research, private study, review, criticism, or news reporting.
Copies of the form are now sitting on the shelf beside the personal Reserve readings. Please have students sign one of these forms every time they sign out a PHOTOCOPIED Personal Reserve reading. These forms do NOT need to be used for personal Reserve BOOKS.
Apparently, we don’t need to indicate which reading or readings the student is using. The student just needs to sign the form.
*** Update: There has been a change of plan regarding keeping the signature form for photocopied reserve readings. Wendy would now like us to keep the forms until the first business day of the next month.
For example, we can shred the September forms on Monday, October 3.

At this time we only have two courses with photocopied readings on Reserve: MDSC308A (Health & Society) and HTST493.38 (History of Medicine and Health Care).
Please let Brian know if you have any questions or comments regarding this new procedure.

SPSS
This popular statistical software has been on our Computer Classroom computers for several months while the bioinformatics Lab was being repaired. Since the lab is scheduled to be up and running again, we will be losing the SPSS program from our Computer Classrooms. We can request that this be loaded for UofC instructional sessions only. Please let Annley or myself know if you require SPSS for any training sessions.

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

Mary

HSL Acess Notes - May 6th

Hello,

A few notes for the week.....

The HSL Access Notes will be posted to the new "Keeping Current" HSL/HIN blog, and forwarded to all by email. We also keep a binder of print copies in a binder in the service area cabinet.

Holds
A reminder that only holds on their way to their home library need to be placed on the 'in transit' card. Placing these items on the 'intransit' card blocks the client notification until the item is processed at the home library.
Hold transfers from a hold library to another location for pick up, should not be signed out on an 'in transit' card.
Please let me know if you have any questions.

MCCQE
The MCCQ exams will continue in our Computer classrooms on Monday and Tuesday of the coming week. The space is available to others evenings and throughout the weekend.

Podiums and new AV in Computer Classrooms
The new data projectors, sound system and podiums have been installed in the computer classrooms, however we do not have individual workstations set up at the podiums yet. Clients can use the podium and new A/V system with a laptop (either their own or HSL's laptop if booked in advance) , or set up with the portable data projector. The podiums are wired directly into the floor with very little give. They should not be moved since this could damage connections.
The system includes a remote and wireless microphone that are kept in the podium cabinet. The cabinet should be kept locked when not in use. The key for the cabinet is kept on the Computer Classroom key ring (Tag #18).
We hope to have a staff demonstration/instruction this week, and Kelly is preparing some notes.

Rooms
We are waiting for light repairs in rooms 1454, 1455, 1456, and 1459. Room number signs have been posted for most of the study rooms.

refstats
Thanks to all for reporting client questions in the online refstats form this week. Staff feedback seems positive to date. Please forward any comments, questions or feedback to your supervisor, to Kelly, or Susan.

HDL
Great news from Darlene Warren this week that the High Density Library is now open, and onshelfholds can be placed on HDL items through the catalogue. Lourdes and I attended a meeting this morning on the Library and Archive System that tracks the items in HDL. This system recognizes barcodes only and the LAS barcode is a duplicate of the Sirsi barcode. Requests can be filled same of next business day. Like most holds, items will be delivered to the home library for pick up. More delivery details to come. Journals from HDL will be available to circulate on a 3 day renewable loan.

Sirsi
A reminder that when entering address information for clients in Sirsi, we have been asked to use the following fields:
..."optimal current practice" ** is to use the
ADDRESS_LN1
ADDRESS_LN2 and
ADDRESS_LN3 fields, rather than LINE, LINE2, LINE3, STREET fields.

These ADDRESS_LN fields are now being used by ID Update. As well, when Patrons are loaded into Relais, these address lines will load. These addresses will also be picked up for a 3rd purpose, to print in our Library notices.


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

Mary