Here's a link to the University's timesheet calendar for 2012 in case you need for planning purposes: http://www.ucalgary.ca/hr/files/hr/De-Central_Master_Calendar_2012.pdf
Includes timesheet lock and manager approval dates.
Showing posts with label Timesheets. Show all posts
Showing posts with label Timesheets. Show all posts
Wednesday, April 11, 2012
Friday, December 16, 2011
HSL Access Notes - Dec. 16th
Hello,
A few notes to end the week…
Christmas Closure
As noted in a number of emails this week, the libraries will be closing at noon on December 23rd, with regular hours resuming on January 2nd.
AUPE staff who are not working that day will use the appropriate leave code (Flex, PLD, Vac, etc.) for the full day. Those working that day until noon, will code the day as a regular work day (no flex earned).
Staff do not need to enter any special codes for the Christmas break dates, Dec. 24th – January 1st.
Timesheets
Staff are asked to submit their timesheets for the Dec. 16 – 31 pay period by December 22nd at noon.
Auto Responses while Away
We will be adding auto ‘Away’ responses to HSL generic email accounts and phones to respond to clients during the break.
Tech updates
The Xerox technician was in this week. The network printer has been fixed and configured to pick up paper from all the trays. When tray 5 (bottom) becomes empty, trays 4, 3 & 2 should push jobs.
The Circ Desk printer has also been remedied to pick up jobs from both trays.
Public Workstation 767: This computer has been displaying the following message:
Windows detected a hard disk problem. Back up your files immediately
to prevent information loss and then contact the computer
manufacturer to determine if you need to repair or replace the disk.
The computer can still be used, but will likely fail soon. This has been reported, and should be replaced in the near future.
Please let Lourdes know if there are any printer or computer issues.
Computer Installation
ITS staff may be over this coming week to install a few more computers at HSL:
· 4 stand up stations (these are the towers I believe) The stations are in the stacks.
· 4 public access desktop stations on the table closest to the library entrance, along the side closest to the bookshelves.
· 1 desktop station on the middle table side that only has 3 public access computers.
· 1 desktop station on the new accessible table in the public access area.
I will be the contact for this, but please let me know if there are any questions.
Reno updates
· Accessible furniture: New accessible furniture arrived in HSL yesterday. This includes one study table in the public computer are of the library, and one study carrel near the WZ 100 area of the collection. The carrel may still need some adjustment. Both pieces of furniture have moveable table tops to accommodate wheelchairs. Buttons on the desktop control the movement. The table in the computer area will have a computer added soon.
· Stand up stations: Four pedestal tables have been installed in the stacks. These will accommodate workstations that will allow staff and clients easy ‘express’ computer/catalogue access in the stacks.
· Flat panel: One flat panel has been installed on the wall beside the service desk. It is not yet operational. Watch for further details.
Holds
· There have been a number of holds over the past week that have gone ‘missing in action’. This can happen when the hold items going to another branch are not placed on the ‘in transit’ card.
· Also, it is important to always check the ‘mail to’ location in Sirsi’s ‘Display Item Holds’ function. Please ensure that any holds being placed on our hold pick up shelf display HSL as the mail to location.
· We are now using a 7 day stamp to indicate the pick up by date on the hold slips. All items being placed on our hold shelf should have a flag with a pick up by date stamp.
· Remember if we receive holds from other locations they must be discharged to activate the hold and trigger a hold notice to the client.
· If a staff person is placing a hold for a client in workflows remember that there is an extra step needed. Check the box : ‘Select branch for delivery’ and choose branch from drop down menu.
RFID
The RFID pad at the service counter seems to be operating well. The gates still need a bit of adjustment.
Please remember to follow up with clients when the alarm sounds. Please continue to let me know if there seems to be anything out of the ordinary happening with the gate.
Please remember that items returned at locations other than TFDL, will still need to be RFID sensitized at HSL before being shelved.
RFID Inventory
We have completed one range of monograph scanning in the main stacks. The mobile RFID reader, or Digital Library Assistant has picked up books out of order, books from other locations, books with bad tags, books needing to be sensitized, books with issues in their records.
And of course it is also collecting data for our first ever inventory.
History of Neuroscience Collection
With threats of floods and leaks behind us, we are now receiving more of this special collection. Twelve boxes of materials have been received and will be sorted and shelved over the next weeks.
Please let me know if you have any questions, concerns or suggestions.
Mary
A few notes to end the week…
Christmas Closure
As noted in a number of emails this week, the libraries will be closing at noon on December 23rd, with regular hours resuming on January 2nd.
AUPE staff who are not working that day will use the appropriate leave code (Flex, PLD, Vac, etc.) for the full day. Those working that day until noon, will code the day as a regular work day (no flex earned).
Staff do not need to enter any special codes for the Christmas break dates, Dec. 24th – January 1st.
Timesheets
Staff are asked to submit their timesheets for the Dec. 16 – 31 pay period by December 22nd at noon.
Auto Responses while Away
We will be adding auto ‘Away’ responses to HSL generic email accounts and phones to respond to clients during the break.
Tech updates
The Xerox technician was in this week. The network printer has been fixed and configured to pick up paper from all the trays. When tray 5 (bottom) becomes empty, trays 4, 3 & 2 should push jobs.
The Circ Desk printer has also been remedied to pick up jobs from both trays.
Public Workstation 767: This computer has been displaying the following message:
Windows detected a hard disk problem. Back up your files immediately
to prevent information loss and then contact the computer
manufacturer to determine if you need to repair or replace the disk.
The computer can still be used, but will likely fail soon. This has been reported, and should be replaced in the near future.
Please let Lourdes know if there are any printer or computer issues.
Computer Installation
ITS staff may be over this coming week to install a few more computers at HSL:
· 4 stand up stations (these are the towers I believe) The stations are in the stacks.
· 4 public access desktop stations on the table closest to the library entrance, along the side closest to the bookshelves.
· 1 desktop station on the middle table side that only has 3 public access computers.
· 1 desktop station on the new accessible table in the public access area.
I will be the contact for this, but please let me know if there are any questions.
Reno updates
· Accessible furniture: New accessible furniture arrived in HSL yesterday. This includes one study table in the public computer are of the library, and one study carrel near the WZ 100 area of the collection. The carrel may still need some adjustment. Both pieces of furniture have moveable table tops to accommodate wheelchairs. Buttons on the desktop control the movement. The table in the computer area will have a computer added soon.
· Stand up stations: Four pedestal tables have been installed in the stacks. These will accommodate workstations that will allow staff and clients easy ‘express’ computer/catalogue access in the stacks.
· Flat panel: One flat panel has been installed on the wall beside the service desk. It is not yet operational. Watch for further details.
Holds
· There have been a number of holds over the past week that have gone ‘missing in action’. This can happen when the hold items going to another branch are not placed on the ‘in transit’ card.
· Also, it is important to always check the ‘mail to’ location in Sirsi’s ‘Display Item Holds’ function. Please ensure that any holds being placed on our hold pick up shelf display HSL as the mail to location.
· We are now using a 7 day stamp to indicate the pick up by date on the hold slips. All items being placed on our hold shelf should have a flag with a pick up by date stamp.
· Remember if we receive holds from other locations they must be discharged to activate the hold and trigger a hold notice to the client.
· If a staff person is placing a hold for a client in workflows remember that there is an extra step needed. Check the box : ‘Select branch for delivery’ and choose branch from drop down menu.
RFID
The RFID pad at the service counter seems to be operating well. The gates still need a bit of adjustment.
Please remember to follow up with clients when the alarm sounds. Please continue to let me know if there seems to be anything out of the ordinary happening with the gate.
Please remember that items returned at locations other than TFDL, will still need to be RFID sensitized at HSL before being shelved.
RFID Inventory
We have completed one range of monograph scanning in the main stacks. The mobile RFID reader, or Digital Library Assistant has picked up books out of order, books from other locations, books with bad tags, books needing to be sensitized, books with issues in their records.
And of course it is also collecting data for our first ever inventory.
History of Neuroscience Collection
With threats of floods and leaks behind us, we are now receiving more of this special collection. Twelve boxes of materials have been received and will be sorted and shelved over the next weeks.
Please let me know if you have any questions, concerns or suggestions.
Mary
Monday, December 12, 2011
HSL Access Notes - December 12th
Hello,
A few notes to start the week....
Sorry for the delay.
Christmas Break and December Timesheets
With busy days ahead I would like to remind staff about some important timesheet deadlines.
Please submit your Dec. 1 - 15 timesheet by 4:00 p.m. on December 14th.
Please submit your Dec. 16 - 31 timesheet by noon on December 22nd.
If you are going to be away when timesheets are due please submit prior to your departure.
From the HR Helpdesk…
1. Regular, full time and part time employees do not need to enter TRC codes for the days listed below, just leave them blank on their timesheet.
2. Dec. 24 – closed - off
Dec. 25 - closed - off
Dec. 26 - stat
Dec. 27 - stat in lieu of Dec. 25
Dec. 28 - floater
Dec. 29 - floater
Dec. 30 - stat in lieu of Jan. 1
Dec. 31 – closed - off
Jan. 1 – closed - off
Jan. 2 – return to regular schedule
Time away Calendar
It is helpful to keep the ‘staff away’ calendar up to date for scheduling purposes. Once time away is approved, staff are asked to add their dates to the staff calendar as soon as possible.
Please add information to the subject line.
· Click on date
· Add your Name or Initials to subject line and type of leave (flex, Vac, NLD, etc.)
· Indicate number of hours away if it is not a full day
· Save
Thanks.
December Service Dates
HSL will be closed December 24 - January 1 inclusive.
HSL ILL : No Relais for processing requests from December 23 - January 4th.
HSL: No Canada Post deliveries after December 16th.
HIN: No external book requests or Canada Post deliveries after December 9th.
HSL/HIN: No inter-hospital deliveries after December 21st.
Sirsi Holiday Due Dates
Sirsi has been adjusted for the holiday period so that no books will become due from December 23 - January 2nd.
Clients borrowing 2-week loan books now have a due date of January 3rd. I have already received some appreciative comments from clients about the extended loan period.
Term Renewals and Holds
Renewals: Term loans are currently due back on January 15th. Effective December 20th, term loan due date will become May 15, 2012. Those clients with term loans will receive 3 renewal reminder notices: one on December 20th, one in early January and one on January 12th.
Holds: If a client places a hold on a term loan item, the client with the item on loan will be notified by email asking them to return the item, and they will be given a two week period to do so.
Hold Notifications
Effective Wednesday, if a hold item cannot be found for a client and is placed on an internal missing or search card, the client will be notified by the system. They will be given an update on the status of the item and information about best options. For example to remain on hold list until item found, or to cancel hold, or torequest a copy through ILL services.
Sirsi Test Database
The information in the Sirsi2 test server that is often used for training, was recently updated with current production-server (Sirsi1) data.
This means that any test records that had been added only in sirsi2 have been removed.
It also means that the Sirsi test has the 'mail to' functionality and up to date information including new clients and resources.
Printing Refund Request now online
We have received information from Campus Card Office regarding a new online form that students can use to request refunds to their ONEcard for printing or copying reimbursement.
Old paper requests can still be submitted however online submission is preferred since it puts the client in direct contact with the Campus Card Office, streamlining the process and shortening the turnaround time.
The refund request page is intended only for printing, copying and vending (unattended points of sale).
From ONEcard website it is under Contact > Transaction Review and Refund Request Form or connect directly at www.ucalgary.ca/onecard/refund
Duplicate UofC Sirsi Records
As noted earlier this fall, due to the new systems that tend to link a UCID and barcode number to an individual throughout their association with UofC, we should not be deleting expired duplicate UofC records for the time being. This does not apply to TAL, Community or HIN records.
Software List
The updated list of software available on our public computers with our new Windows 7 load is now posted on our Computer Commons webpage at: http://library.ucalgary.ca/branches/hsl/hsic
A printed list is also available in the reference service binder.
Winter Slips & Falls:
Environment, Health and Safety has some helpful information about avoiding slips and how to follow up when falls occur at the workplace at :
http://www.ucalgary.ca/safety/slip_and_fall_safety_tips
Refstats
Please remember to continue recording reference questions at the desk.
Note that client requests for items, for example the use of scissors, paperclips, stapler are not recorded at HSL.
Please let me know if you have any questions, concerns or suggestions.
Thanks.
Mary
A few notes to start the week....
Sorry for the delay.
Christmas Break and December Timesheets
With busy days ahead I would like to remind staff about some important timesheet deadlines.
Please submit your Dec. 1 - 15 timesheet by 4:00 p.m. on December 14th.
Please submit your Dec. 16 - 31 timesheet by noon on December 22nd.
If you are going to be away when timesheets are due please submit prior to your departure.
From the HR Helpdesk…
1. Regular, full time and part time employees do not need to enter TRC codes for the days listed below, just leave them blank on their timesheet.
2. Dec. 24 – closed - off
Dec. 25 - closed - off
Dec. 26 - stat
Dec. 27 - stat in lieu of Dec. 25
Dec. 28 - floater
Dec. 29 - floater
Dec. 30 - stat in lieu of Jan. 1
Dec. 31 – closed - off
Jan. 1 – closed - off
Jan. 2 – return to regular schedule
Time away Calendar
It is helpful to keep the ‘staff away’ calendar up to date for scheduling purposes. Once time away is approved, staff are asked to add their dates to the staff calendar as soon as possible.
Please add information to the subject line.
· Click on date
· Add your Name or Initials to subject line and type of leave (flex, Vac, NLD, etc.)
· Indicate number of hours away if it is not a full day
· Save
Thanks.
December Service Dates
HSL will be closed December 24 - January 1 inclusive.
HSL ILL : No Relais for processing requests from December 23 - January 4th.
HSL: No Canada Post deliveries after December 16th.
HIN: No external book requests or Canada Post deliveries after December 9th.
HSL/HIN: No inter-hospital deliveries after December 21st.
Sirsi Holiday Due Dates
Sirsi has been adjusted for the holiday period so that no books will become due from December 23 - January 2nd.
Clients borrowing 2-week loan books now have a due date of January 3rd. I have already received some appreciative comments from clients about the extended loan period.
Term Renewals and Holds
Renewals: Term loans are currently due back on January 15th. Effective December 20th, term loan due date will become May 15, 2012. Those clients with term loans will receive 3 renewal reminder notices: one on December 20th, one in early January and one on January 12th.
Holds: If a client places a hold on a term loan item, the client with the item on loan will be notified by email asking them to return the item, and they will be given a two week period to do so.
Hold Notifications
Effective Wednesday, if a hold item cannot be found for a client and is placed on an internal missing or search card, the client will be notified by the system. They will be given an update on the status of the item and information about best options. For example to remain on hold list until item found, or to cancel hold, or torequest a copy through ILL services.
Sirsi Test Database
The information in the Sirsi2 test server that is often used for training, was recently updated with current production-server (Sirsi1) data.
This means that any test records that had been added only in sirsi2 have been removed.
It also means that the Sirsi test has the 'mail to' functionality and up to date information including new clients and resources.
Printing Refund Request now online
We have received information from Campus Card Office regarding a new online form that students can use to request refunds to their ONEcard for printing or copying reimbursement.
Old paper requests can still be submitted however online submission is preferred since it puts the client in direct contact with the Campus Card Office, streamlining the process and shortening the turnaround time.
The refund request page is intended only for printing, copying and vending (unattended points of sale).
From ONEcard website it is under Contact > Transaction Review and Refund Request Form or connect directly at www.ucalgary.ca/onecard/refund
Duplicate UofC Sirsi Records
As noted earlier this fall, due to the new systems that tend to link a UCID and barcode number to an individual throughout their association with UofC, we should not be deleting expired duplicate UofC records for the time being. This does not apply to TAL, Community or HIN records.
Software List
The updated list of software available on our public computers with our new Windows 7 load is now posted on our Computer Commons webpage at: http://library.ucalgary.ca/branches/hsl/hsic
A printed list is also available in the reference service binder.
Winter Slips & Falls:
Environment, Health and Safety has some helpful information about avoiding slips and how to follow up when falls occur at the workplace at :
http://www.ucalgary.ca/safety/slip_and_fall_safety_tips
Refstats
Please remember to continue recording reference questions at the desk.
Note that client requests for items, for example the use of scissors, paperclips, stapler are not recorded at HSL.
Please let me know if you have any questions, concerns or suggestions.
Thanks.
Mary
Monday, October 31, 2011
HSL Access Notes - October 28th
Some final notes for the end of October.
Timesheets
Please remember that October 16th - 31st timesheets should be submitted as early as possible, and by the latest by 4:00 p.m. on Monday, October 31st.
Fall Back
We will be returning to standard time early next 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 that 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.
New Holds
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.
Please read the attachment to Rob's email for more details. 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.
Copy Card Cost Increase
Effective Friday, October 28th, the charge for purchasing a General Public Copy Card has increased by an additional $5.00. The cost of the card itself is now $10.00, up from $5.00, and at the time of purchase the minimum card add-on is $5.00, for a total of $15.00. The increase has been programmed into our POS.
Room 1458
We have had some concerns about the sound travelling from the glass walled group study room, 1458, just south of the public computers, due to the openess above the ceiling. It will have insulation added above the ceiling to reduce the noise this coming week.
Door
We are getting very close to completion of programming of the new font entry. Once the gate and door are complete, the construction doors and walls will come down and....
The two doors will open outwards, and will allow two-way traffic, as will the gate(no specified in and out).
There will be an automatic access button for the doors.
The doors will operate by card access only after hours. The locking mechanism on the doors will be controlled electronically to open and lock according to our hours of operation.
The doors are programmed to lock for several seconds if the gate alarm sounds (we should not get the many 'false alarms that we now do).
the door re-set button is beside station 2 at the service desk.
***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.
History of Medicine Room and Collections
It has been confirmed that the danger of flooding from the HSC roof work has passed, so the plastic has been removed from the History of Medicine Room. It really does look lovely without the plastic! We even had clients stop and admire while we were working to remove the plastic. It is a no food and drink zone to protect the valuable resources.
Susan has developed guidelines for use of the room and resources that will be distributed soon.
In summary:
- There is generally no public access to the HOM room.
- The HOM Interest group led by Dr. Stanisch does have meetings in the room, any other access would be by approval only.
- All requests are facilitated by staff.
- University or community clients, (ID is necessary), may request that items from the HOM room be retrieved.
- One book at a time from the new Mackie collection or multiple books at a time from our other HOM collections.
- Items should be signed out to the client either in Sirsi or on a manual sign out slip.
- Items will be used at the service desk, in the open area beside the back up printer.
- There is a new book cradle for using with these books and a book weight that can be used to help keep the book open at the required page. These are now on the shelves by the Compulsory Education materials.
- Mackie collection does not circulate outside of the library.
- Some items from the remaining collections may circulate on a limited basis, with approval.
More details to follow.
HIN Handouts for new HIN Clients
When registering new HIN clients, please offer them a HIN bookmark and new registrant handout. These are kept in the brochure stand on the cabinet behind the service counter. The half-page handouts are printed on goldenrod paper. There is one for AHS staff and a new one for patient and patient family members.
Alumni Cards
A reminder that if you are issuing a card to a UofC Alumni, please use the white Complimentary Community Reader cards. While library services are under review for Alumni, there is no charge for this card for Alumni clients. This card will not give them access to the copiers or printers, however they can use the back up printer or purchase a General Public Print card if required. They also have the option of accessing a UofC photo ID Alumni card, but these are only available from the Campus Security ID Office on Main Campus.
Registration for HIN clients and Sirsi Environment
The change to the information in the 'Environment' field in Sirsi does not affect registration procedures for AHS clients, as I reported earlier. When we register a new user with the CHR-Staff or TBCC-Staff profile, we continue to select or enter PUBLIC in the User Access field (on the Sirsi Access Options Screen), while the Environment automatically loads with the new, appropriate PUBLICHIN entry. Sorry for any confusion.
Display
There has been a display of Breast Cancer Awareness Month resources on top of the shelves where the Consumer Health Collection is kept. Has anyone received any comments from clients?
Title of Interest
A book that we had received several requests for earlier this fall, about the medical mini interview, has arrived at HSL.
Medical school multiple mini interview: secrets for success W19 .W39 2009
RFID
Congratulations and many thanks to all who worked on the RFID project. All of the HSL monographs are now 'tagged'. There may just be the occasional book at checkin that requires tagging, so we will continue checking for these. This is perfect timing for moving to the RFID circulation process when our new door/gate is complete.
Carrels
Power in a number of the carrels seems to have been out this past week. It has been reported and we are following up.
PA Microphone
Our PA system has been up and running for a few weeks now. It is used regularly to alert clients to closing.
Book Return Bin
Please ensure that the book return bin at the front service desk is always pushed in completely. A few books were found this week that had accidentally slipped behind the bin.
Please let me know if there are any comments, concerns or suggestions.
Mary
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