HSL Access Notes - January 20th

Hello,

 

A few notes for the week….

 

A World of Good Wishes

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

 

Referrals from Service Desk

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

 

 When the client wants to meet with a librarian:

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

When the client wants to meet with a specific librarian:

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

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

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

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

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

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

o    wait

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

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

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

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

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

 

RefWorks

Information from the instruction team on RefWorks updates…

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

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

Or,

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

 

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

 

 

HDL Transfer Project

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

 

Electronics

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

 

 

Back up workstation Printing

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

·         12 HSL Ref   (Default)

·         12 HSL Ref Colour

·         10 Circ - HSL 

·         13 Admin - HSL

·         13c Admin - HSL - Colour

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

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

 

 

Client Alert

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

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

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

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

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

 

 

Kitchen Update

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

 

TFDL Writing Sessions

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

Info included on the flyers.

 

HSL Access Notes - December 17th

Hello,

 

A few notes for the week with holidays just around the corner........

 

 

Closed Dates in Sirsi

Information from Discovery Systems regarding Sirsi and holiday dates.

 In December we have library closed dates. In the system:

U of C is closed Dec. 21 to Jan. 5, so that no items will become due between these dates.

 

At U of C, since we are actually open Dec. 21^st to 24^th at noon, and then Jan. 2^nd to 5^th, there are some circulation issues to be aware of:

·         Starting on Saturday, Dec. 7^th, any DEFINITE or 2WEEK checked out items will have a due date of January 6^th.

·         All items recalled from Dec. 8^th through Dec. 24^th will be due on January 6^th.

On the closed dates:

·         Hourly loans must be adjusted at checkout time or they will be due on January 6^th.

·         Hold items charged to a "transit-to-branch" card may result in recall notices as they exceed the two week loan period with closed dates added. These can be ignored.

Some reports will be stopped:

·         the clean hold shelf list will be stopped after Dec. 21st so that the shelf gets cleaned on the 21st but then not until January 2^nd when we start the report again.

·         the on shelf hold lists will be stopped after Dec. 21st so that holds are pulled on the 21st but then not until January when we start again on Jan. 2^nd with a catch-up report.

·         The hold request lists to the LAS system (HDL) will be stopped after the 12:30 p.m. report on Dec. 21^st and will start up again on Jan. 2nd at its usual time of 1:30 a.m.

·         The 3+days old On shelf holds list will be stopped until Monday, Jan. 6^th.

As per the U of C’s request to shut off all equipment over the break, we will shut down the return chutes, the return-sorter, and all of the Self Checks including those in Gallagher and HSL.

 

Term Loan renewals

Term loan items will have a new due date of May 15th will begin January 3rd.  Clients who have term loan items charged out will receive several renewal reminder notices prior to the current January 15th due date.

 

Card Chart

I have sent an expanded client card/service chart out to all staff for feedback.  This has been added to the SharePoint site.  Shared documents>Circulation>

 

TFDL Phone Contacts

A reminder from TFDL of the Learning Commons phone numbers.

 

Main Service Desk:  (403)220-3730  Please call this number if you have an immediate question for Service Desk staff.  DO NOT give this number out to patrons, we are often not able to immediately assist them. 

 

Reference Phone Number:  (403)220-8895  Please give this phone number out to patrons.

 

Service in the Stacks

Beginning in the New year we will be asking service desk staff to walk around the library at least once a shift to offer assistance to any clients in the stacks, or at their workstations.  Watch for more details.

 

Printing at Back up Station

 

We have seen some UofC medical residents (in system as UofC graduate students, but who also have AHS badges that say student) recently using the back-up workstation and printer to access free printing.  This raised a good question - should residents who are UofC students but who also carry AHS ID badges have access to free printing?  Since residents can print health related information at other KRS sites, we  can allow medical residents to print free b/w work-related information (though this would not generally include school related papers) if they present their AHS badge.

 

We do not want to get involved in policing this service, however it is easier for both staff and clients if we are consistent with the information we provide.

Our standard back up printer information:

• UofC: While most UofC clients access print jobs at the Network printer using their Unicards, they are also able to use the back-up printer and pay .08 b/w and .39 colour using Unicard, cash or credit/debit card.  These costs for UofC printing are noted on the back up work station.
• AHS:  Printing is free at the back up printer for AHS staff work-related printing and .08 b/w and .39 colour for personal printing.  Staff should be able to show you their badge.
• Patient/patient family:  Printing is free at the back up printer for health related printing and .08 b/w and .39 colour for personal printing.

Hopefully the client will then be able to let us know which category they fall into.  While this is our standard information, I understand that there are always exceptions.  If staff are making an exception please let the client know so that it does not become an expectation on every visit.  Thanks.

 

HSL Staff Sessions/Meetings this week

 

Tuesday, December 17th:  Instruction staff session.  2:30 - 4:00

Wednesday, December 18th:  Service staff meeting. 2:00 - 3:00

Thursday, December 19th:  RefWorks presentation.  12:00 - 1:00

Thursday, December 19th:  EndNote presentation.   3:00 - 4:00

 

 

Outlook Tip

Too much junk mail from the same old senders?  I find that using the ‘ block’ email function works well.

Right click on the junk email in your inbox > select junk from the drop-down menu > select block sender.

 

With holidays around the corner we will be using our ‘Out of Office’ tool .  Click on File tab and select Automatic Replies button.  Create your message and set your dates.

 

 Mary

 

 

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