HSL Access Notes - March 13th

Hello,

 

Looks like spring is on the way!

 

 

SP 2013 Updates

 

 More migration news from Chelsea:

Remember to use IE to access SP 2013.  Bookmark the SP 2013 for easy access:  https://intranetqa.ucalgary.ca/ecspilot/collab/hsl/SitePages/Home.aspx

A student assistant’s page with projects has been added with a link on the left hand side of the homepage.

Communications files for the flat panels and websliders have been added.

 

Next week’s  Staff Sessions

Join Us:

Wednesday, March 18^th:  360 Link with David Brown        2:30 – 3:30 in 1459

Thursday, March 19^th:  LibAnswers statistics with Chris Hayward                 2:00 – 3:00 may be in either 1459 or 1460B

 

Instant messaging with Lync 

I hope everyone is having good luck connecting internally using LYNC.  This week ITS has confirmed that staff using workstation #1 and #2 at the service desk can sign into Lync using their own email.  Staff are encouraged to sign in and use LYNC from these stations or station #3 if you are covering a service shift.  Don't forget to sign out when your shift is done.  :)

 

Your availability on LYNC links to your availability in your personal Outlook calendar.  For example, if I have myself booked in my calendar for a desk shift, my LYNC profile will automatically show as unavailable.  If this happens but you are available, the status can easily be updated manually on the LYNC screen.

 

Did you know LYNC  can be used from within your Outlook webmail account.  You will likely need to add contacts, but I was able to send and receive LYNC messages to HSL staff even from home!

 

Remember it is always helpful to have your sound on to hear Lync alerts.

 

Donation

A Dr. Uzoka will be coming in to HSL sometime this month to pick up a box of donated books left here by a faculty member.  This box of books is in the storage room on top of the table close to the door.

 

Zendesk

To send questions or work to Collections staff, please send your requests through Zendesk.  You can connect using the "Feedback" button on the LCR homepage.    LCR is using Zendesk to track, triage and follow up with work requests etc.

 

AHS Client Printing

Generally  Alberta Health Services clients can print from our back up printer at the service desk.  Work or health related information can be printed free of charge, while personal printing is regular price.  However going forward Free printing for AHS staff will be limited to black and white printing only.  If clients require colour printing, even if it is work or health related, they will need to pay the .39/page cost, of they can print in black and white free of charge.

I know there is one AHS client in particular who been regularly printing in colour.  I would be happy to speak to him or any other clients who have comments or concerns about his change.  We have updated the sign on the back up printer.

 

Travel and Expense Claims - before March 23rd

A note from Barb in LCR Finance:

Please complete and SAVE (do not SUBMIT) all outstanding travel and expense claims in PeopleSoft and bring the signed report and receipts to LCR Finance (TFDL 645) as soon as possible but no later than 4:30pm Friday, March 23rd.  Jocelyn will review, make corrections if necessary and contact the claimant to SUBMIT their report in Peoplesoft.

If your travel or expense claim occurs the week of March 23rd, please contact Jocelyn at 220-2784 or me at 220-3734 for further instructions.

Note….this does not include Professional Expense Reports (PER).

 

Coming Soon! New and "Improved Reference Statistic Program

We will officially be going to LibAnswers for reference/instruction statistics on Wednesday, April 1^st.

Join us for training at Health Sciences Library on March 19^th!

HSL Access Notes - november 7th

Hello,

 

A few notes to begin the month…..

 

Remembrance Day Hours

HSL will be open on Tuesday, November 11^th

10:00 a.m. – 6:00 p.m.

 

Welcome to New Student Assistant

Please join me in welcoming new student assistant Anna Fei.  Anna will be assisting with some Sunday hours over the next several weeks.

 

Posting for HSL

We will be posting a casual OA2 position for our Sunday 12:00 p.m. – 8:00 p.m. shift for the January – April term.

 

Back Up Printer

The public workstation at the desk connected to the back-up printer is usually kept on like other public workstations.  If someone logs out of the station, the best solution is to restart.  This will automatically bring you back to the desktop screen.

 

Internal Cards

We have reviewed and updated a number of our internal Workflows cards as follows:

Training, HSL	010203072		-          Used for training
In Transit From HSL	HSLTRANSIT		-          Used for on shelf holds
HSL Searches	010062501		-          Used for missing items
HSL-Reserve	010070321		-          Used for Reserve processes
HSL-LOST/REFUND	010062526		-          Used in billing process
HSL-LOST/PAID	010062525		-          Used in billing process
HSL Int. Lib Loan	010069074		-          Used for ILL processes
HSL Do Not Renew	010069742		-          Used for recalling 3 day reserve books
HSL Display Books	010007744		-          Used for book display items
HSL Circulation	011144290		-          Used for flagging items for internal purposes
HSL Bindery	010010919		-          Used for items flagged for repair
			-

Discovery Systems Updates

At a meeting this week we learned of the following updates:

o    Sirsi will not be replaced in the near future, however LCR will be working toward a multi-library system that will address many of the work arounds that we are currently using for transit of items and on shelf holds.

o    The NCIP server is now in place and ILL items will be able to be tracked in Workflows in the near future.  NCIP will allow RELAIS to talk to Sirsi and create item records for borrowed material that then can circulate in Sirsi and be viewable via My Account. As soon as some policy and workflow decisions about its use are addressed, testing will begin.

 

Student Email Update  and Notifications

 

o    With the recent updates to student email addresses, some students may not receive regular library renewal reminders. 

o    Students have received notification about the impact on library notifications, however it would be good practice for library staff to confirm email addresses when dealing with students at the desk. 

o    The Sirsi records should show and remain as an ‘ucalgary.ca’ email for all students. 

o    Students can set up forwarding and find answers to other Office 365 questions at: http://www.ucalgary.ca/it/projects/office365

o    Due to this change, if students dispute fines due to a problem receiving their notifications, we can be lenient as a one-time exception.  We want our systems to work well for all, though clients are responsible for managing their library items.

 

Projects

o    HDL project - We have begun sending items to HDL this week.  Students will be pulling, scanning and boxing about 32 boxes for transfer each day.  Students are using the Ipad in the stacks to access the pull list from SharePoint.  Chelsea estimates we will be transferring over 500 bays of journals this round.  Shifting will be done once the transfer is complete.

o    Mackie - Additional monographs have been added to the shelves in our HOM room. The most fragile items have been processed by Lourdes for return to Special Collections.  Remaining items including journals and catalogues will be sorted for shelving in the HOM room.

 

Join Us!

November 21^st :  SharePoint Card sorting Workshop from 10:30 – 12:00

November 28^th:  MAC Basics – Bioinformatics Lab with Dylan Tetrault from 1:00 p.m. – 2:00 p.m.

 

Staff Notices

Posted on the kitchen bulletin board this week….

AUPE :  Upcoming Christmas events.

Wellness:   Free individual health checks at Foothills Campus: Monday, November 17, 11:00 am - 2:00 pm, HRIC Atrium
LifeWorks:   www.lifeworks.com    November Feature:  Caring for Loved Ones

 

Wishing everyone a good weekend.

Mary

HSL Access Notes - October 24th

Hello,

 

A few notes for the week…

 

 

SharePoint 2013

 

Thanks to all for the work done this week to begin triaging files in the SharePoint 2007 site.  Chelsea has added some helpful migration information to our HSL SharePoint 2007 homepage. 

We appreciate everyone’s involvement and support as we begin to move toward SharePoint 2013!

 

KRS Staff Meeting

The KRS(UC) sites will be closed next Thursday, October 30 for an AHS Knowledge Management all-staff meeting.  Signage at the KRS(UC)sites will direct clients who need immediate assistance to HSL.

 

Flu Shots Next week

Don’t miss your chance to have your free flu shot next week, October 29^th or 30^th  in the HRIC atrium.

Important changes to preferred email for students and staff coming October 31

On Friday, October 31, staff and student preferred email addresses in PeopleSoft will be updated to reflect their official @ucalgary.ca email address. Once this change occurs, official university correspondence (including MailMan messages, timesheet requests and expenses) will only be sent to your @ucalgary.ca email account. This does not include unofficial business such as newsletters and opt-in mailing lists.

This change is being made to comply with the university’s electronic communications policy to ensure appropriate use of the electronic communication system and to reduce risk of loss, corruption, mismanagement of data or unauthorized access. This brings staff in line with the policy for students (who are also being transitioned over on October 31) and faculty (to be completed at the end of the semester).

I have contacted Discovery systems to ask how this might affect our Sirsi notifications and David indicated the following:

I believe that when the switchover happens, the new “ucalgary” addresses will over-write any non-standard email addresses that students had entered into Peoplesoft and that had then loaded into Sirsi. So once that load happens, probably November 1 or 2, we will be emailing notices to the ucalgary address.  And unless students set up forwarding, the messages will only go to the ucalgary address. 

We will monitor the situation as this email update proceeds and provide any additional information as we learn more.  The best advice for clients at this point is tht if they are UC clients, they should be checking their UC email for any official notifications and correspondence.  Thanks.

 

 

KRS Clients and AHS email

Knowledge Resource Service (Calgary) management and team leads have confirmed that going forward, the key verification for employee eligibility for library services will be the Alberta Health Services email as noted in the Alberta Health Services directory.  The Alberta Health Services email will also be used to deliver all services and notices. 

·         This means that when registering Alberta Health Services clients we should also have their Alberta Health Services email as their primary email contact rather than a personal email. 

·         Staff should also take opportunity to check for AHS email in client records for KRS clients, and update whenever possible.

·         It was confirmed that Calgary Lab Services and Carewest employees do have valid email addresses in the Alberta Health Services directory though they may have a different format from the regular Alberta Health Services email.

 

Neonatal Resuscitation (NRP) titles: Alberta Health Services and UC copies

 

We have copies of this title both in the service area (specifically for Alberta Health Services clients) and the main stacks (for non-AHS clients). 

 

It is better for UC clients (or other non-AHS clients) to borrow one of the NRP titles from the main stacks, since these will act like any UC library book and can be renewed online as long as there are no other holds.

 

The copies in the circ area are flagged in Sirsi for Alberta Health Services staff.  If a UC  client wishes to borrow the Alberta Health Services copies, for example  if no others are available, this can be done, however staff will need to enter an override to allow the transaction to be processed in Sirsi.  It is important for staff to inform the client that they will need to phone in to renew due to the override required.  Of course if clients have any trouble renewing they can always call us for assistance.

 

Back Up Workstation

We have had a few situations recently where clients have been at the back up workstation at the service desk for lengthy sessions, creating a difficult situation or other clients needing access to back up or colour printing.  We are going to flag this station as an ‘Express station’ (up to 10 minute sessions) going forward to make it clearer to clients that the main intention is for short-term use and back up printing. 

We will continue to try to meet client needs while still trying to keep sessions at the back up computer as brief as possible, encouraging clients to use the public computers for searching or surfing sessions.

There are USB sticks in the drawer by station #3 that can be used to assist clients who are searching on the public computers but who want to save a few items to print on the back up printer.

New signage will be created.

 

Client Lost Books Billing/Claims Returns/Final Overdues

Issues around lost book billing, claims return items and final overdues can be forwarded to me for the time being.

 

Lync

Now that most staff are live with Office 2013, we would like to encourage all to set up their Lync account and add all the HSL and KRS(UC) staff contacts to streamline internal communications.  Our goal is to have all Lnyc accounts up and active by October 31^st.  If there are any questions, please let me know.

Taryn sent this helpful information for connecting to our KRS(UC) colleagues.

If you’d like to ‘chat’ with us via Lync, please add our AHS emails to your Lync contacts lists. Here is a link to instructions on how to add non-UofC emails into your Contacts list: https://support.office.com/en-US/Article/Adding-people-to-your-contacts-list-2b703d7f-cb20-4c9c-a7f3-0126e5316301?ui=en-US&rs=en-US&ad=US#_Add_a_contact

 

For reference, below are the AHS email accounts for KRS(UC) and other notable library staff.

alison.pinches@albertahealthservices.ca

brandie.bailey@albertahealthservices.ca

christie.hurrell@albertahealthservices.ca

elizabeth.aitken@albertahealthservices.ca

julie.alati-it@albertahealthservices.ca

kathryn.ranjit@albertahealthservices.ca

marcus.vaska@albertahealthservices.ca

marisa.tutt@albertahealthservices.ca
melanie.belliveau@albertahealthservices.ca

michelle.lemieux3@albertahealthservices.ca

michelle.turner@albertahealthservices.ca

sylvia.santiago@albertahealthservices.ca

taryn.lenders@albertahealthservices.ca

xurongrachel.zhao@albertahealthservices.ca

yongtao.lin@albertahealthservices.ca

 Thanks.

Mary

HSL Access Notes - October 17th

Hello everyone,

 

A few notes for the week….

 

SharePoint 2013 Session

Don’t miss the SharePoint 2013 session scheduled for all staff on Tuesday, October 21^st from 2:30 – 3:30!  We hope all can attend.

 

KRS Website Update

On October 10, 2014 Knowledge Resource Service migrated to a new version of their content management system (the “backend” of our website).

The url remains the same.

To search print collection select the Search Collections tab> Calgary Zone to connect to the catalogue

The new site includes:

·         single search box on all pages ** that searches KRS e-books and e-journals specifically**

·         browse databases by topic and type

·         Streamlined request forms

 

Some saved KRS homepage bookmarks may need to be refreshed.

 

Client Comment

It is always nice to know our clients appreciate the quality service provided by the HSL team!

Comment received this week….

            

“Thanks so much for your efforts on my and the collection’s behalf. I greatly appreciate the wonderful service provided by our library and its dedicated staff.”

 

Retired Clients and Privileges

We had an interesting question at the desk this week regarding the process and privileges for retired UC clients.  We have received the following information from Discovery Systems (Sirsi)

·         The Sirsi user profile RETIRED grants users the same privileges as the ACADEMIC and SUPPORT STAFF profiles. This includes term loans and access to electronic resources. That profile is assigned to all retired staff—either academic or non-academic.

 

·         Retired clients can log in to EZProxy with barcode/PIN, or log in with IT username and password

 

·         HR to defines who is “retired,”. The user record in sirsi is updated as soon as HR changes the Peoplesoft status to Retired.

 

·         Obtaining a new ‘retired’ card from the ID office is not necessary for library access, electronic access should be seamless.

 

·         Sirsi does not make any distinction for Emeritus academics.

 

New Mobile Phone Charger for Loan Available at Service Desk

The ChargeAll – Universal Cell Phone Charger has been catalogued and barcoded and can be signed out for (2 Hours - Library Use Only).

This should work with most phones.

 

Book Repairs

TerriLynne has offered to assist with book repairs.  Please contact TerriLynne regarding items that need repair, or sign out on the Medical Bindery card and leave on the shelf labelled for book repairs just below the Reserves.

Thanks TerriLynne!

 

HSL Laptops

We hope to clean up the files on Mac and Dell laptops.  If staff have any files that on the laptops that they do not want deleted, could you please flag for Chelsea before the end of next week?

Thanks.

 

MCCQE

The MCCQE exams will begin this coming week.  There is a computer set up in 1459 for a special accommodation.

 

1459 Teleconferencing Unit and Screen

A teleconferencing unit and screen have been added to room 1459.  They have been tested however full install will be planned in November after the MCCQE.

 

Thanks.

Happy Weekend to all.

Mary