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 - January 18th

Hello,

With new term well underway, it is time for a ‘few’ notes….

New Student Assistant

Please welcome new student assistant Michael Stewart.  Michael began training this week and will be assisting with the Monday evening coverage.

Campus Photocopies

Campus Photocopies service provides an option for clients to request copies of articles held in print on other campuses.  For example a client at Nursing on main campus may send an email request for an article that is on our shelf at HSL.  The email will come to our hslcirc mailbox.  Staff will pull the journal and scan the article, sending a pdf copy of the article by email to the client's desktop.  Please offer this service to clients when appropriate.  Last week a client came from main campus, pulled and copied her own articles (at .08/page), since she was not aware of the campus photocopy service.  Information for clients about this service and be found on our library webpage > services> borrow/request/renew>campus photocopies.  Also, here is the link   http://library.ucalgary.ca/campus-photocopies

Literature Search Single Point of Intake

Information from Susan and Taryn regarding a new HIN/AHS pilot…..The Health Information Network along with Knowledge Resource Services (AHS Libraries) are piloting a single point of intake service for all AHS lit search requests starting on January 2. 

Search requests coming in through hslibr or the HIN lit search request form are being directed to HIN staff who are designated "gatekeepers" who then allocate the searches out to staff.

This will not impact our service messages at the desk.  AHS clients at the HSL desk requesting lit searches can be directed to the consult office librarian, or to the HIN lit search request form after hours.  Please let Susan know if you have any questions.

Instruction sessions

There is a full slate of instruction sessions being offered at HSL through the new term.  Please promote these sessions with our clients.  Information is posted online and through the faculty and available at the desk.

HIN instruction sessions at HSL will begin in February and a schedule will be available soon.

AHS My Learning Link

AHS staff can access information on their “My Learning Link” on HSL computers as  follows:

Go to my.albertahealthservices.ca

Login in with email username and password

Select  “Visit Insite”

From Employee Tools tab Select My Learning Link

Login in

Shared Access to Group Study Rooms 1461-1464

We are very pleased that we are moving closer to being able to implement the shared access to the 1461 - 1464 group study rooms.  We are just reviewing details with Faculty and Security contacts, and hope to have this extra space available by early February.

Shared access will mean that this group of rooms, 1461B, 1462B, 1463A &B, 1464 A&B will be accessible as follows:

·         Access from the theatre 4 hallway:

o    Daytime, Monday through Friday

o    Bookable through Faculty Room Booking Services

·         Access through the Health Sciences Library:

o    Monday - Thursday:  6:00 p.m. - 10:00 p.m.

o    Friday: no evening access

o    Saturday:  10:00 a.m. - 6:00 p.m.

o    Sunday:  12:00 (noon) - 8:00 p.m.

o    Online booking for evening and weekend hours at:  http://workrooms.ucalgary.ca/hsl/

We expect that the idea that the rooms are accessed from the theatre 4 hallway during weekday hours and through HSL during evenings and weekends, may cause some confusion with clients at first, but we are working on signage and processes to make the transition as smooth as possible.  We feel the extra access to this space will  be a benefit to our clients that will be appreciated.

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

1460Z A &B alarms

 1460ZA and B are the doors that access the 1461-1464 hallway.  The 1460ZA door is on the library side (currently blocked) and 1460ZB is on the faculty side. 

1460ZA operates with card access and all HSL staff have card access.

1460ZB operates with panic bar hardware.

If the doors are accessed when alarmed, they will go into an audible alarm mode and staff will hear and see an additional alarm on the annunciator panel at the service desk.

·         To silence the annunciator panel simply push the silence button on the panel.  The alarm light will remain on until the door alarm has been reset.

·         To silence the 1460ZA door alarm swipe your UofC card at the card access pad. This should reset the door.

·         To silence the 1460ZB door alarm, call security at 220-5333.  Security staff need to reset the alarm on the 1460ZB door.

Notes In Client Records

 A reminder that it is important and very helpful to add notes to client records about transactions that are out of the ordinary, especially if there will be further follow up necessary, that may be handled by other staff members.  There were cases recently where the notes recorded in the client Sirsi extended info screen allowed staff to establish a timeline of events, to confirm the previous conversations with staff and therefore follow up accordingly.  

Transit bags from TBCC and WHKC

 Books in transit from HSL to TBCC and WHKC should be charged to the transit card and desensitized.  The exception would be hold items coming from HDL.  These can be simply forwarded as is to TBCC or WHKC, though pleae desensitize if they do have RFID tags.

Items in transit from TBCC and WHKC will often be dropped off at HSL in a transit bag and left on the corner of the front credenza (closest to the book return bin) for HSL staff follow up.

HDL Journals

The loan period for journals borrowed from HDL changed from  3 days to two weeks late in 2012.   The  loan type for these journals has now also been updated from : 3DAYSERIAL  to: HDLfirm

FCA Registrar Withhold Process Update

if a client has bills of 10.00 or more, their Sirsi record will still be blocked from borrowing or renewing.

In the past once this 10.00 charge was on a client record, main campus would follow up with several notices, both email and mail over a period of 3 months, but if the bill was left unpaid, further action was taken.  For students,  records would go to the Registrar’s Office and a Registrar’s withhold would be place on the record with an additional 10.00 charge.  For staff,faculty, HIN and community clients, and additional charge of 10.00 would be added to the charge and paperwork would go to a collection agency.

Following a recent update, the FCA (Collection Agency) or registrar withhold follow up is done once a client has bills of 25.00 or more, rather than 10.00 or more as it used to be.

So  clients will not receive additional charges or FCA or Registrar Withhold follow up for unpaid bills until charges reach 25.00.

UCLASS

The HSL shared drive files are going to be reorganized using the UofC UCLASS system.  Sara will be sending out some information by email next week.  More details on the system are available at: http://archives.ucalgary.ca/uclass

HSL Shared Drive 

As part of our file reorganization, staff are asked to review any of their files in the R drive.  Please flag any duplicate or outdated files for review.

Cont Ed

More updates regarding Cont Ed client access to online resources…..

The UCID login is now ContEd’s standard for both Blackboard and EZproxy (Blackboard is no longer requiring the use of eID if a ContEd student has one), and that should result in fewer trouble calls to the library from users who know their eID but not UCID.

If you do get trouble calls on this issue, please gather as much information as you can (student number, course number, date of last class, date problem was noticed), and pass that information on to Andrew Pasterfield.

Term Loan Fines

You may have noticed that term loans due back on January 15^th had a one day grace before fines were accessed.  This had to do with system set up over the break.

Commons Moveable Wall 

With instruction sessions beginning once again, staff at the service desk are asked to check the Commons schedule and manage the moveable wall as necessary according to the printed weekly schedule of sessions posted on the board by the Commons.

The Commons is reserved on January 25^th for wall maintenance.  Representatives from the company will be here to address some concerns with the panels.

Exam Proctoring

As reported in the November notes, HSL is no longer supporting exam proctoring for external or U of C clients because of capacity issues. HSL/HIN will continue to support proctoring for AHS staff.

Non AHS, and U of C clients requesting exam proctoring can be referred to the University proctoring service at:

http://www.ucalgary.ca/registrar/exams/externalexams

 For AHS exam proctoring questions that come to HSL, requests should be directed to hslibr for follow up.  Staff can certainly assist clients with this process.

Consumer Health Client Loan Limit

“Consumer health” clients (those with a patient profile in Sirsi), are able to borrow from the Consumer Health collections only.   They did have a loan limit of 50 items at any one time however following recent discussions it was agreed that this limit would be reduced to 25.

Sirsi now limits the number of loans for “consumer health” clients (those with a patient profile in Sirsi) to 25.  Any loans beyond that would require staff authorization and override.

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

Thanks.

Mary

HSL Access Notes

Hello Everyone,

A few notes to end the month….

End of Term

Congratulations to our student assistants on completion of another term, and especially to Sandra who has completed her U of C program.  Many thanks to Sandra, Winnie, Marissa, Amy and Jessica who worked regular shifts at HSL through the past term, as well as Sajid, Alison, Katrina, and Diana who assisted with coverage through the fall term and casual coverage.  Your energy and efforts add a lot to HSL and are greatly appreciated.  Best wishes with summer plans.  

Summer Student Scheduling
We will begin our summer student scheduling May 1^st.  Student evening shifts will be changed to 3 hour shifts (4-7), and students are welcome to pick up more than the regular weekly shift.
Thanks to those students who have confirmed availability for shifts through the summer months.  We hope to hear from all by May 2^nd, and have the confirmed May through August schedule ready to distribute

late next week. 

HSL Summer Hours

HSL summer hours have just been approved.

While weekday hours will remain the same throughout the summer, a significant change is that we will be closed on weekends through July and August.

We will also be closed on the following statutory holidays:

VICTORIA DAY, MONDAY, MAY 21, 2012

Canada Day Long Weekend Monday, July 2, 2012

Civic Holiday, Monday, August 6, 2012        

LABOUR DAY, MONDAY, SEPTEMBER 3, 2012

Summer Consult/Desk Scheduling

We will be working on the consult/desk schedule in the next week.  Through the summer months there may be more single staff coverage at the desk and perhaps fewer consult office hours weekdays.

Please ensure your time away is noted in both your own calendars as well as the Staff Time Away calendar for scheduling purposes. Thanks.

Staff Time Away Calendar

In order for your entries in the Staff time away calendar to show up in the shared calendar, you must log in when the spse.ucalgary.ca login window appears.  Login name should be uc_admin\your email name, and password should be your email password.

MCCQE

The Medical Qualifying exams began this week and will continue from 8 – 5,  M-F, through May 9^th.  The Computer Commons is booked for the exams daytimes throughout this period, however is completely available evenings and weekends.  A cart of MCCQE materials will be kept in the locked staff area each evening.  Wilma Dodge who is overseeing the exams does have a key to the library and to the Commons.

Front Doors

There is still work being done on the front doors to coordinate with the gate and alarms.

We have learned more about the significance of the lights on the maglocks:

Normal state:  no lights

Alarm state: red

Ready for reset:  green

Not properly reset:  one red light

So in fact, if the gate and door alarm goes off, we have been instructed to wait until you see both green lights before pressing the reset button at the desk.  If the button is pressed too soon the doors will not properly reset.

If one red light shows, you can set the alarm off, wait for both green lights then press reset button to reset properly.

Side Entrance (Staff only)

The side door into the library by the Computer Commons is not latching properly when it swings closed.  Staff are asked to please ensure it is pulled or pushed properly shut when using.  This problem, along with the difficulty with the lockset has been reported.

Other Doors

The following doors are noted on our annunciator panel.  The numbers correspond to the door numbers as listed in the security system, so if the there is a problem with the door that needs to be reported to Security, it is important to report using these numbers.

Each door has been labelled with its number on the closer mechanism or close to the top of the door.

1450:  Library Main Entry doors

1405C:  Door from 1405 classroom into hallway by library storage room

1480Z:  Door from hallway by individual study rooms into hallway by elevator a (has swipe pad on hallway side however not currently allowing access)

1489Y:  Fire exit door in far NW corner of library.

1460ZB:  Doorway between 1461 - 64 hallway into hallway by theatre 4

1460Z:  Doorway between 1461 - 64 hallway and library  (has swipe pad and staff cards should work when locked during daytime hours)

1470Z:  Doorway at end of 1461 - 64 hallway to fire exit doorway

E1Book:  Doorway between 1461 - 64 hallway and theatre 3

There is still work being done on the annunciator panel, which is why there is one light that currently remains on.  Eventually, when all work is complete, when a light goes off and alarm sounds on the panel, it will mean that the door has been opened and requires attention.  The light will remain on until reset.

Catalogue – Med-Storage

Please note that the summary holdings in the catalogue record for some journals that are now housed at HDL have not yet been updated and may still indicate ‘med-storage’.

However if you scroll down to the detailed holdings you can see that the issues are individually listed and clients can place holds on individual issues for a 3 day loan (renewable).

An example is the title Radiology.

RFID tags for all items on HSL Hold shelf

In order to ensure that clients can use the self checkout with all items, we will begin placing RFID tags in hold items from other branches received for pick up at HSL before they are placed on our hold shelf.  This will include items from HDL or HIN locations.  Staff processing the hold at HSL are asked to follow through with the RFID tagging for the item, or pass along to a service desk staff member for tagging.

Flat Screen Panel

The new panel has been installed by the entry of the library, however we are waiting for some work to be completed on the panel computer.

Signage

Have you noticed the new Health Sciences Library signage at the entry of the library, and  our welcome sing above the service area?  We are still expecting signage for the self check out unit, the book return and the History of Medicine collections.

We are also looking at options for posting our hours at the library entry.

Persons of Interest” (POI -formerly associates)

A message from Rob regarding POI records:

If information from the Campus Card Office comes to Sirsi before information from PeopleSoft, then their status is BLOCKNEW and they have a 3 week expiration date.  If the right information comes to Sirsi later, then they are updated with their proper status.  And there are people who will never update.
On the other hand, if someone is in PeopleSoft but there is no barcode then they show up with the fake barcode like UC12345.  If they come to the desk with a record showing the fake barcode, this can be replaced with the barcode on their OneCard.

Bottom line is that we may continue to see some clients with records that need some follow up.  Please refer these clients to me and I will be pleased to follow up.  There is a special group of POI clients that I have mentioned below.

Vet Med Interns

There are a number of Vet Med Interns who will be joining the faculty over the next month or two.  These new clients are registered with Campus Card Office as “Persons of Interest” (POI -formerly associates) and will have Associate cards.  They will show in Sirsi as Blocknew, so may be in to activate their library record.  These clients should be entered with an “Academic” profile in Sirsi and have privileges for one year.  If the privileges do not automatically load for a one year period, please update manually, add a note to the record that this has been done and flag the name for me in the shift report of a brief email.   Many POI records do not load with any work or home address information.  Please ensure that all information is entered when you are activating these records for clients.

Neonatal Resuscitation texts (NRP)

We have received 20 copies of the new edition of the neonatal resuscitation texts, but are just waiting to hear from Collection Services about processing them for circulation.  We hope to have these on the shelves as soon as possible.  In the meantime if clients request a copy we should mention that we only have the older version available, but they could place a hold on a newer copy available at another KC.

Term loans

On May 1st, term loan items can be renewed and will have a new due date of Sept. 15th.  There will be renewal reminder notices sent to all those who have term items on loan.

Inventory

Phase 1 of the inventory project, scanning our entire monograph collection,  is complete.  Brian scanned most of the collection on his own, and created instructions and tips for passing along to others who will be working with the new RFID inventory procedures. Thanks Brian!

Thanks also to Lorraine Baker and Janine who assisted when possible.

Mackie Collection update

Students and staff have prepared and shelved another 28 boxes MacKie collection books for the History of Medicine collection this week!  Thanks to all.

AIMG

I stopped by the International Medical Graduate office this week and mentioned that we at times have clients how to connect to a medical study group.  They recommended suggesting the Alberta International Medical Graduates Association  site to the clients:

http://www.aimga.ca/cms/

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

Wishing you all a pleasant weekend.

Mary