HSL Access Notes - January 22nd

Hello Everyone,

 

A few mid-week notes …

 

Away

I will be away on vacation, January 27 – February 11^th inclusive.

 

Phone Update

Yoojin’s phone is now fully operational.  She can be reached at 403-220-8099.  The staff contact lists have been updated in SharePoint.

 

Welcome to New Student Assistant

Please welcome new student assistant Krystal Le, who began training at Health Sciences Library last week and will be covering our regular Tuesday evening shift.

 

IM Chat – Expanded Service

We have rolled out our expanded IM service evenings and weekends!  Staff are reminded to add IM questions to Refstats.

 

AV Project in study rooms 1454 & 1455

1454 and 1455 are booked for AV installation Tuesday – through Monday.  We are trying to keep the AV update a bit of a surprise, so if students are asking why the rooms are blocked, please just let them know that something new is coming.  The rooms will be kept locked  when installers are not on site.  The key for the rooms is the  AH7 key.  There is a copy of AH7 key the service area key box while the work in the rooms is underway for ease of access.

 

Reserve Collection

 There are a few Reserve titles that are not yet available at HSL, but are on order.  In some cases TFDL may have a copy.  Course reserve information is is filed (by course number) in the cabinet behind the service desk.

  If follow up is required about a Reserve item, please speak with Brian , 

 

SharePoint

We are now testing a new shift report template saved in SharePoint.  All staff can view the evening and weekend shift reports under Documents >Shift Reports.

 

Military Museum Items

If University of Calgary library items belonging to the Military Museum location are received at Health Sciences Library, they should be returned to their home location via TFDL.

 

Key Control

TerriLynne is now the main contact for Health Sciences Library key requests and inventory.  Thanks TerriLynne.

 

Knowledge Resource Service Location Acronyms

We had an interesting time recently with two Knowledge Resource Service locations that have very similar acronyms.

Do you know the difference between SHC and SCHS?

·         SHC :  South Health Campus  (the new hospital, 4448 Front Street SE)

·         SCHC:  South Calgary Health Centre (31 Sunpark Plaza SE, Calgary)

Staff are asked to double check client locations and addresses  especially when sending outreach requests.

 

Pick Up Stats and new Sirsi Process

Items that are found on tables, desks and shelves in the library are generally collected by student assistants and numbers recorded for our “in house use” statistics.  This has always been a manual count, however we have now begun to use the ‘Mark Items as Used’ function in Sirsi to scan and record all items with a barcode that are collected.  We will continue to count journals that do not have barcodes manually.

 

Visit Garrison Collection on Touch Table

The Garrison collection, a core part of the Mackie History of Neuroscience collection is now on display on the Touch Table.  There are over 20 items now showing in the HOM Bohemian Bookshelf.  Thanks Chelsea!

 

Hslcirc email

With the removal of the Campus Photocopy webpage (this service is now offered through ILL), the hslcirc email address is no longer posted publically.  It will continued to be valuable for  internal use only.  This is the email that receives all the Sirsi reports related to  holds, fines, final overdues, etc. 

 

On the Go – Update

The UC is removing the Quick Cuisine and Baja food services outlets and adding an Extreme Pita outlet.  During construction (January 13 – March 17), the Starbucks will remain open and Chartwells will continue to offer a reduced Quick Cuisine and Baja menu.  Please visit On the Go for more information.

 

U.S. currency

As directed by LCR Finance, if a client would like to use U.S. currency for a transaction at the desk, we can accept, however it would be at face value.  That is $20.00 U.S. = $20.00 CAD. 

 

Interesting Client Situation of the week...

Client:  I can't access this article - can you help?  The article is not online or in print - I tried ILL request form, but was blocked (error message).  

Follow Up:

• Checked UofC access numbers - OK,
• checked email address loaded in Sirsi - yes.  
• Found client had fine that was blocking access. 
• Client paid fine, then ILL staff were able to reset Relais access and we submitted request successfully. 
• If ILL staff were not available to reset, the system would automatically reset after noon on the next business day.

HSL Access Notes - Oct 9th

Hello Everyone,

  

Welcome

New student assistant, Sarah Wong began training on Thursday, October 4th.  Sarah will assist with Monday and Thursday evening coverage.

Please join me in welcoming Sarah to HSL!

Our Monday evenings for the next few months will be covered by our two student assistants, Amy and Sarah.

Sirsi and 3M Error Message

Discovery Systems staff is following up with an pop-up window issue that appeared after our latest Sirsi upgrade.  Staff may notice, a pop up  window that asks the users to “Select target application” .  If staff see this pop-up window message, select the appropriate application (usually a workflows option).  The window will disappear, and the transaction will complete normally. 

Time Away

I will be away for the week of October 22nd - 26th.

Online Room Booking Limits

Students using the online room booking system have asked recently how the limit of number of hours booked per week applies to HSL and TFDL rooms.  I have confirmed that the limits apply separately to the TFDL and HSL rooms.  That means a student can book their 3 hours/week limit at TFDL then also book their 2 hours/week limit at HSL.

HSL Room Booking Updates

• In response to client requests at HSL to have room bookings available on the half hour, HSL is going to be moving to this option on November 1st.
• The HSL room booking hours/week limit will also be increased at that time to three hours per that will bring our limit in line with that of TFDL.
• If clients have problems logging into our HSL room booking system, please forward their client information to me.  At the moment we will follow up on an individual basis.  In the future we hope to have more troubleshooting information on the booking webpage.

Holds 

We have been finding a few holds on our hold pick up shelf that have not been properly processed and stamped with the pick up date.  A few reminders…

·         Holds need to be discharged in order for a client notification to be triggered.  This includes items pulled from our shelves as well as items received from other locations. 

·         If in doubt, please discharge, and check for hold pick up location.  

·         If pick up location is HSL, please stamp with pick up date (7 calendar days from date of discharge) and place on HSL hold shelf. 

·         If hold pick up location is other than HSL, please note location on the hold flag, charge out to HSL transit card and place in appropriate mail tray.

 RefStats

We are seeing more clients coming to the desk with questions and requests for assistance.  Staff are asked to regularly record reference, directional and technical questions in RefStats.  This tool is used to help us learn more about the types of questions and timing of questions at the desk. It is best practice to enter the questions as they are received at the desk, however if staff need to enter questions after the fact, please use the backdate feature to enter appropriate date and time of the questions.

If you have questions about what types of questions can be recorded, please ask your supervisor or Caitlin.

Copyright and Reserve Reading Binders

Further to a question that came up at the desk last week, I have confirmed with the UofC Copyright Office that students borrowing binders of readings from our reserve collection may photocopy or scan one copy for individual study under current copyright rules.

Staff Time Away

Staff are reminded that any PLD or NLD days off need to be used before the end of the 2012 calendar year.  If the days are not used, they will be lost.  Your balances for time away can be viewed by clicking on  ‘balances’ on your timesheet reporting page.

POS Printer

Our POS receipt printer is still feeding poorly.  It is helpful to gently pull the receipt as it prints.

Commons Bookings and Wall

·         Sara and I are the contacts for the Computer commons bookings, but HIN/HSL librarians can also book this space for instruction. 

·         Booking information:  If staff are making a booking, it is helpful to know the number of stations required, the status of the  session (eg.  closed, drop-in, tentative) as well as the name of the person booking and any other contact information for the session. 

·         One room or two?  Sessions that require 24 or less workstations can be made in one room only, while sessions that require more than 24 workstations should be booked in both rooms (1460 A & B).

·         Schedule:  Each Monday the schedule for the week is posted and service staff operate the moveable wall according to the session needs.  For example, If both rooms are booked the wall will not be pulled. 

·         If a session is added during the week, please let Sara or myself know so that we can add it to the posted schedule.  Thanks.

·         Service staff covering the front desk are asked to monitor the operation of the wall moving back and forth as needed.  Thanks.  The wall panels need to be aligned and joined in a certain way in order to ensure a proper seal for the final panel.  I can review the process with any staff who are not yet familiar with the wall.

POS and Transelect Transactions

There have been a few transactions recently that could not be completed properly on the POS after the transelect part (debit or credit) of the transaction was already completed. 

·         To avoid this situation where a credit card or debit refund needs to be processed, it is best practice to begin a transaction on the POS (fine payment, card add-on) proceeding to point just before payment info is entered – a partial receipt will begin to print. 

·         At this point proceed with the transelect part of the transaction.  

·         Once the payment is approved, complete the POS part of the transaction.

·         Give the client both the POS and the cardholder copy of the transelect receipt. 

·         The merchant copy of the transelect receipt always goes into the cash drawer.

Microfilm Reader and Collection

The HSL microfilm reader is flagged for disposal.  Discussions are underway about the transfer of the  HSL microfilm collection to the HDL.  Even while the collection is still onsite, clients who need access to material only available on our microfilm or fiche may best be served by placing an ILL request, noting in the ILL form that while the item is in the collection, it cannot be viewed due to mechanical problems.  Another option that could be used as an exception,  if clients need the material immediately, would be to sign the microfilm out manually and have them visit the 5^th floor of TFDL for viewing.

Flat Panel

If the flat panel mounted in the library is showing an error message:

1.  Reboot.  There is a keyboard sitting on top of the panel.  You will need to use a step stool to reach it.  Press ALT CTRL DEL.  You may need to do this twice.  This will reboot the PC and hopefully solve of the problem.

2.  If it does not, email ITSHelp and tell them what the error message is.

 Brian Evans and Janine Miiller are the contacts for loading content on the flat panels.

Retirement reception photos

Photos of Grace's retirement reception have been uploaded to the HSL shared drive under Images – Grace’s Retirement Event.  Thanks Tuyet for taking the great staff photos!

Upstairs Storage Room

We are losing our 2^nd floor storage space.  Items from the room will be moved to HSL this week.

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

Mary

HSL Access Notes - September 17th

Hello Everyone,

Retirement Celebration

Please join us to recognize Grace’s contributions to the University of Calgary community

September 2, 1992 – September 30, 2012, and to wish Grace a wonderful retirement!

DATE:

Wednesday, September 26^th 2012

TIME:

10:00 am to 11:30 am

PLACE:

HSL Staff Lounge

RSVP By Thursday, September 20th, 2012

to Mary Grant (grantm@ucalgary.ca) (403-220-5035)

New LCR Website

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

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

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

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

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

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

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

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

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

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

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

HOM student

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

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

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

Please let me know if you have any questions.

Wireless printing

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

Reserves

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

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

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

Bow Valley College Client Access

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

TBCC and WHKC – and RFID items

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

POS machine

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

Consult office and Service Area Phones

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

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

Room 1459 

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

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

Memory Sticks

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

Circulation  Schedule

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

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

Mary

HSL Access Notes April 13

Hello,
A few notes for the week....


Doors and Gate
Main Entry: There is still work being done on our doors to coordinate the gate alarm and door locks. At the moment it appears that the locks are not always tripped by the gatre alarm as expected. Staff are asked to monitor the gate alarms and follow up with any clients who set off the alarm. This might mean getting their attention before they exit the library.

Gate: We have had some 'phantom alarms' recently, where the gate alarm rings with no one in sight. Please report these in the shift report or to your supervisor. Items with RFID tags, such as some CPL books can also set off the alarm. These items should be passed around the gate separately.
Please let me know if there are any situations of concern with the gate and doors.

Exit door by Individual Study Rooms
There has been a OneCard swipe pad installed in the hallway outside the exit door by the individual study rooms. Staff will eventually access that area of the library from the hallway (across the hall from our workroom entry door), once the programming is complete.
From the inside of the library this door is still on the Securitron alarm and should show a green light when properly alarmed. We do have a key to reset the alarm if necessary.

Access to the 1461 - 1464 Study Rooms
We undersatnd that access to the 1461-1464 study rooms is coming soon. Once doors are operational, we will have access to this area evenings and weekends only.

Annunciator panel
We now have an annunciator panel sitting at the service desk by station #3. This panel, once completely set up, will show a light and give an audible alarm when an alarmed door has been breached. It will be fully operational once we have acccess once again to the 1461-4 group rooms. At the moment, it does give an audible and visual alarm for the main entry. This mean that if the main entry goes into alarm you will also hear the annunciator panel and see a light for 1450. To silence the annunciator panel alarm, press the red button. To reset the lights on the panel, the alarmed door in question needs to be reset. We will have more detailed information available once the system is completely up and running.

Self Checkout
We would like to promote use of our new self checkout machine. Could staff please mention this option to clients checking books out at the desk - they may wish to try it next time. Please also offer to assist clients at the checkout , or provide if they are interested in seeing how it works. Clients who have given this a try seem to be impressed. Have you tried it yet?

Hold Notices
A message from Mary Jane in Discovery Systems regarding hold notices:
To answer a question arising at today’s CSCG Meeting, users should only be receiving one hold-available-for-pickup notice per hold item.
If the user already received a pickup notice and the hold item was subsequently charged to a “transit” card” and then discharged and the hold trapped again, the system has tracked that one notice was already sent. Our report settings are currently set to send only one notice. For U of C, notices are sent out for holds available at 5:30 p.m.

Note that you can see the Notified date in the glossary (the window that pops up when you click on the underlined item):


Holds
If there is an item with multiple holds, and the first client does not pick up the hold, the hold ‘expires’ and the item automatically shows as ‘available’ in Sirsi for the next client, even while it still sits on the hold shelf. This can cause some confusion, especially if expired or cancelled holds are not pulled from the shelf quickly. The client will not be notified by email until the items is actually processed by staff, but in some cases the client may think the item is ready for pick up before it is available. As noted above, checking for the ‘Notified’ date may help in tracking the status of a hold.

Technology
We have had some comments from clients about weak wireless signal in the back of the library. If there are any more comments/complaints from our patrons, Lourdes would like to track. Please forward any comments or concerns about the wireless signal to Lourdes or your supervisor.

Term loans
We have had a number of clients asking about when they will be able to renew their term loans. On May 1st, term loan items can be renewed and will have a new due date of Sept. 15th. There will be renewal reminder notices sent to all those who have term items on loan.

Room Bookings
We have noticed that more and more people are using the self-serve room booking system. Clients need to log into the system using their ucalgary email username and password (the same one they would use to access webmail for example). Once the login information is entered, access into the system is quite slow. If clients are still having trouble accessing the system with their login and password, please pass along their name and the username they are using to me and I will investigate with ITS.

Equipment Booking
Further to the note last week about the HSL equipment booking, I would like to clarify that this equipment is for staff sign out /use only.
Clients wishing to book equipment, for example a data projector for use in the 1453 - 59 rooms, they can contact Medical AV Services at 210-3839, during regular business hours M-F.

Reserve override
When trying to check out reserve items for TAL clients, for example the Toronto Notes, you will need to enter the override password twice.

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 - Feb. 6th

Hello,

It has been some time since my last regular Notes. Here are some updates to begin the week…

Welcome Back
We are not only glad to welcome Janine back to HSL, but we are very pleased that she will also be available to assist with extra hours (3 hours per day) at the service desk beginning this week.

Grad Student Expiry Date Problems
We continue to hear from grad students concerned that they have lost library access because their library records show that their status expired on Jan. 31,2012. I have been in touch with Rob Tiessen regarding their access and status and how best to move forward. In the meantime please extend their privileges until the end of Feb. as an exception while we follow up. Please add a note indicating the issue and the action taken in their extended information screen. Also, pass along client name, barcode, and any details (are they residents, fellows, has their status changed, are they registered in classes, etc.) in the shift report , or directly to me, and I will follow through. Thanks.

Front Door
The library front door did not open automatically as expected on Sunday or this morning. Thanks Leslie for following up with Security and ensuring clients had access during the day. I have followed up and the programming has been re-set. If there are further problems with the doors evenings and weekends, do please contact security at 220-5333, and report to me in the shift report. Thanks.
There is a handy door stop (curved tear drop shape) kept on the corner of Annley’s desk.

Silent Alarm
The silent alarm button has been moved - now attached to the side wall of the cabinet below the counter workstation #1 keyboard tray. It has been tested recently and is operating properly.

Outreach for Off-site HIN Clients
To streamline delivery of requested books to off-site HIN clients, KCs will be sending the item directly from the home location of the item. HSL will also send HSL, TFDL, and HDL items directly to off-site HIN clients. Michelle and HIN staff have worked on procedures and implementation will be discussed at the upcoming HIN Circ/DDS meeting.

Handouts
We have just received a new supply of HIN handouts for new HIN (staff)clients. Please continue to hand out to any HIN client along with the HIN bookmark. These are also helpful to pass along to any HIN client renewing privileges and those interested in taking a look at new resources and services on the HIN website.
Please remember we also have the handouts for new patient and patient families at the desk.
There are also helpful handouts for the public displayed on top of the Consumer Health collection.

HDL Items going to KCs
We are receiving more HDL hold items arriving at HSL en route to KCs. While we had been processing some of these items at HSL, creating the hold flag and placing them on the ‘In transit “ card, we have learned that unlike other library hold items, the HDL items do not need to be placed on an “In Transit” card. From this point on, HSL will simply pass these on through internal inter-hospital mail. When received at a KC they can be discharged for processing and clients will then be notified.

Currents
Some of our 2011 journals have been moved to the backsets, though most will remain in the currents shelving until we are able to move some of our backsets to TFDL (likely sometime this summer). I have attached the list of 2011 journals moved to the backsets, left a printed list on Brian's desk, and posted a list on the Currents shelving.
If staff or clients are looking for 2011 volumes of current titles, it my be helpful to refer to the list.
Journals moved to the backsets have a red “C” stamp added to their location label, so should be easily identifiable for shelving purposes.

Staff Calendar
In addition to adding approved leave time to the HSL HIN Time Off calendar, staff members planning a HSL/HIN group meeting are asked to enter the date and time of the meeting to the calendar, for example Staff meetings, HIN workteam meetings, HSL Communication meetings, etc.
Staff attending meetings are asked to note this in their individual calendars.
Thanks.

Printer
The network printer CPU has been moved to a lower shelf on the new cabinet to allow for better air circulation around the unit. The keyboard and power bar are still tucked away behind the wooden facing panel to keep out of reach of clients. The panel can easily be removed (attached with Velcro) if the station needs to be restarted.

A reminder that the network printer only recognizes and prints 8.5 x 11 inch pages. Any legal size print jobs need to be done using the manual feed on the back up printer.

TFDL Service Desk Phone
I know at times we need to call the TFDL service desk (220-3730) to follow up with holds gone astray, etc. . I have received a message that the staff at the desk are happy to assist, however if there is no answer after a few brief rings, it is because they are assisting clients at the desk and are unable to answer the phone. If this occurs, it is best to try the call again after a few more minutes.
Please let me know if you have any questions.

Physiotherapy DVDs
There are a series of Canadian Physiotherapy Association DVDs that have been added to the HSL AV collection, that are being promoted by AHS. These are shelved with our AV materials at the end of the general monograph collection.

Statistics
Please remember to continue to add information about questions at the desk to RefStats.

A new gate count sheet has been created to record the counts from our new gates. Unlike before, these gates record all activity, coming and going, through both sides of the gate. Counts need to be recorded for both sides of the gate, and daily counts are divided by two to get our daily library use statistics.

Reserves – 3 day
Most of our Reserve shelf items have generally been 2 hour reserves for use in the library only. This term, instructors have requested a large number of reserve items to be managed as 3-day Reserve items.
There are some challenges working with 3-Day reserves in our system. They can be borrowed and renewed (though no renewal reminder notices are sent). However clients cannot place holds on these 3-day reserve items. If a client requests the title, staff can place an internal hold on the item for the client to bring it back to the library. At main campus the item is then just returned to the reserve shelf for the next client on a first come first serve basis. At HSL once the item has been received back at HSL, the client requesting the item will be notified and given 24 hours to pick up the item before it would be put back on the reserve shelf. Staff at HSL will need to manually facilitate these internal/client holds for 3 day reserves and will flag 3-day holds and notify service staff accordingly.

Voicemail on 220-6855
There is now voicemail available on our 220-6855 phone. Service desk staff are asked to please check for messages each morning. (password is 68550000). Evening and weekend staff may wish to check for messages after they have been away from the desk.

Inventory
Inventory and shelf reading of our monograph collection continues. We are currently at the WA 541 call number range.

Mackie Project
We are working on a project to digitize some of the Mackie collection from the History of Medicine room. Items pulled for this project are checked out on the HSL In Transit card.

Rooms
1461-64 rooms currently not accessible or bookable through the library. These rooms are locked evenings and weekends at this time.

Self-check Unit at HSL
The self-check unit is now in place against the yellow wall near the library side entrance and service will be coming soon. We are waiting for wiring and network connection that will then allow the unit to be retro-fitted with the RFID software.

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

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.