HSL Access Notes - June 29th

Hello Everyone,

A few notes for the week....

Holiday Closure
HSL will be closed for the holiday weekend:
Saturday, July 30th
Sunday, July 31st
Monday, August 1st

Away
I will be away August 2 - 5th inclusive, visiting family in Ontario.
Annley will be the main contact for booking the Computer Classrooms.
Grace will be the contact for extended individual study room booking.

Welcome Back Leslie
We are pleased to welcome Leslie Johnson back to HSL following the completion of her secondment! We hope Leslie enjoyed her experiences in other LCR units and look forward to her return to HSL.
Please join us for a…

Welcome Back Leslie
Coffee Break
Thursday, August 4th
10:00 a.m.
HSL Lunch Room

Updating group Email lists
With a number of changes in staff recently, this might be a good time to review any group email lists that individuals have created.

Timesheet Training
Important**Timesheets and training for new online submission:** A reminder that all support staff (INCLUDING STUDENT/HOURLY EMPLOYEES) will be entering their own timesheets through self-service starting with the Aug. 1-15 timesheet period. Please make sure you have taken the Time Reporting eLearning Course. The instruction guide for accessing the training through Blackboard is printed and sitting on Brian’s desk. Also a set of headphones that you will need. Remember to allow pop-ups so that all simulations will work properly. Next timesheet will be done online – be prepared! Let me know if you run into any snags with the program.
** If you are going to be away when timesheets are due prior to August 15th, you will need to complete and submit ahead of schedule.
** Students, if online timesheets are not submitted (we cannot initiate this online on your behalf), your pay will be delayed until the next pay period.

Each of you have received a "Need IS2 Help" handout with help desk phone numbers.

Library entry
Work continues on the library entry, and the installation of the new RFID gate has begun. To facilitate the work, the entry and exit lanes have been switched.
Please note, our current security system is still fully operational.

Consultation Office
Room 1451 is now a consultation office. The phone number for the office is 220-3749.
The workstation in the office now defaults to the circulation area printer. You can also access the stand alone colour printer from this workstation.

Relais
A new version of Relais was installed for DDS services this week. The Relais team continues to troubleshoot some problems that has had some affect on DDS capabilities at HSL and main campus. Thanks Kathy and Lourdes for your work to provide service using alternate delivery methods this week.

Computer Classroom
While I am away, Annley will be the main contact for Classroom bookings. The new version of SPSS has been uploaded temporarily for a workshop beginning next week. The wall will need to be in place each morning.

IDB Form
A new IDB form has been created by LCR Finance for using when issuing or adding funds to group copy cards. The forms are kept on the shelves under the POS. The new forms are similar to the ones we have used in the past. Finance has indicated that we must always have the signature of the Budget holder (signing authority for the trust account), and proper Peoplesoft code for processing IDB add-ons.

UME
The new Undergraduate Medical Education (UME) students had their orientation today and will be returning to classes August 2nd. Staff may see an increased number of questions and students with new cards at the desk next week.

Health Information Network (HIN) Online Requests
In the past all FMC questions and requests from the HIN website were directed through hslibr.
We have made a couple of changes to this as shown below, to try to streamline processing. We will monitor for a few months. I will appreciate your feedback.

Send us an email question – hslibr - no change
Request an article – hslibr - change to hslcopy
Request a book – hslibr - change to hsldoc
Request a lit search – hslibr - no change


Sirsi Due Dates
Due to some upcoming Sirsi system work, due dates will be adjusted internally so that no books will come due on the dates shown below:
August 19-21
August 26-28
This should not affect regular Sirsi operation.

The Alberta Library Card (TAL) clients and Holds
By policy, TAL clients are still not able to place holds on items currently checked out or available on our shelves. They can however request access to items in HDL or in TFDL that are currently not accessible otherwise. They can do this by finding the item in the catalogue and clicking on the hold button. An option displays that takes non-UofC clients to a form that they can complete to request an HDL or TFDL item. If they use the form to request other types of items, they will receive a return email with further information (from main campus circulation) explaining access or directing them to the appropriate location for borrowing.

Barcodes
A message from Collections… Blue striped barcodes will be used from now on for all new materials coming into the library , including new gift materials. These blue-striped barcodes will be placed on the outer back cover of books. Shelf ready books will also eventually have all blue-striped barcodes on the outer back cover of books. We have seen a few of these at HSL already.

Compulsory Education Material
A message from Taryn regarding the new CPR (BLS) manuals… We’ve just received word that the Heart & Stroke Foundation is still experiencing delays with getting the manuals out and they won’t be available at the beginning of August. Please hold on to your 2005 copies.


HSL Video Library
Did you know that Melanie and Kelly have created a set of tutorial videos on a range of topics, including Refworks, EndNote and Searching tips.
Look for the videos on our HSL webpage under Resource Demonstration videos or link to at: http://library.ucalgary.ca/hsl/resource-demonstration-videos

Formatting A Thesis
Heather has taken on the thesis formatting assistance, please refer clients with questions about this to Heather and she will set up a consultation with them. If their need is urgent and Heather is not available, Leslie Potter has created a LibGuide on this topic at http://libguides.ucalgary.ca/thesisformatting.

iS2 Time Reporting eLearning Course Available

A reminder that all support staff (INCLUDING STUDENT/HOURLY EMPLOYEES) will be entering their own timesheets through self-service starting with the Aug. 1-15 timesheet period. All staff need to take the Time Reporting eLearning Course.

Also a reminder that the ‘Reports to Manager’ will have to approve timesheets within Peoplesoft, so make sure you take the Manager Self-Service course.

http://www.ucalgary.ca/is2project/

iS2 Travel and Expenses eLearning Course

As of August 2, all University of Calgary employees will automatically have access to complete travel and expense claims through PeopleSoft Employee Self Service.
For more details regarding the changes to the Travel and Expense Process, please see attached briefing note.

If you complete expense reports on a regular basis, it is recommended that you take this training prior to August 2 so that you are able to complete your expense claim correctly. The course will continue to be available after August 2.

How to Access the Course

1. Log into My U of C portal

2. Click on ‘Blackboard’ under Quick Links

3. Click on the ‘Courses’ tab

4. Under the ‘Course Catalog’, click on the iS² folder

5. Enroll in the appropriate course (Travel and Expenses). Click ‘Enroll’, ‘Submit’ and ‘Okay.

For full iS² course information and registration, please click here or visit:

Finance Training

Human Capital Management Training

Supply Chain Management Training

If you have any questions or concerns as to why a course was recommended for you, please contact your manager or HR Partner. All other questions can be directed to: is2train@ucalgary.ca

Sincerely,

The iS² Training Team

Access Notes June 10

Hello,

A few notes to end the week.....

Printing upgrade
Our Network printing system was upgraded yesterday. This should address our problems with Science Direct printing and should permit wireless printing from both PCs and Macs (does require eid login). Please let me know if you hear of any client issues, questions or concerns with the new system for follow up.
New steps are displayed at the printer (see attached).
Wireless printing is much easier now and steps can be found at: http://print.ucalgary.ca/
At the moment the printer defaults to single sided printing with no option for double-sided printing. I have contacted IT about this.
When clients select print option at a public computer, the HSL network printer will display as Health_Sciences_Library.
It is important to know that if a client has a card that was issued before May 2007, it will not read in the new network Printer swipe machine. These cards need to be re-encoded. We have a temporary set up using the laptop and swipe bar a the end of the counter by the POS for re-encoding cards. Step by step instructions are in the works and training will be provided. Remember clients still have the option of using the back up Reference workstation and printer when necessary.

IS2
Starting Aug. 1, 2011, staff will submit timesheets online. Individuals who currently complete paper timesheets will report, modify and submit their timesheets directly in PeopleSoft through Self Service. The iS² website will provide further details as soon as they are available. This will include student assistant timesheets.
Online training will be available beginning June 21st. Staff should receive an email recommending the type of training that would best suit their needs.
Check out the IS2 website for more info at: http://www.ucalgary.ca/is2project/

Campus Loans
The onshelf hold service is slowly replacing the Campus Loan service for transfer of books between branches for Uof C clients. This is now reflected on the new message posted on the LCR Campus Loan page at: http://library.ucalgary.ca/campusloans
“Are you a student, faculty or staff member based at the Health Sciences Campus and need a photocopy from a Main Campus Library or vice versa? Campus Loans are for you. Campus Loan no longer is used for moving books between the Main Campus and the Health Sciences Campus. Please use the onshelf holds system for that.”
Staff are encouraged to inform clients about the onshelf hold service.

RefStats
Thanks to all staff for their continued efforts to record questions in RefStats. Kelly reports that initial review shows that numbers are up! More details to follow.

History of Medicine Room
The first shipment of the Mackie special collection has been shelved in the History of Medicine Room. Thanks to all who helped unpack, flag, sort and shelve the collection. We are expecting another shipment this coming week.
There is a summer student working with Dr. Stanisch who will need access to the History of Medicine Room at times (last name Lefebvre). Staff are asked to open the room for her as needed, with a reminder that this is a no food and drinks area. At the moment we continue to have the collection draped in plastic in case of flood damage. Please use caution or advise clients using the room to use caution if viewing the collection - plastic is temporarily in place weighted by book ends. Pulling at the plastic may cause the book ends to fall.
There is a History of Medicine conference beginning on the 16th of June and we may get some extra requests to view the room and collection.

Washroom Supplies
There are extra supplies of toilet paper, paper towels and soap for the washrooms now stored in the library storage room, in case needed especially during evenings and weekends.

IT Speed
There have been some regular concerns expressed by staff about the network connection speed of the staff machines (especially at the service counter). We are following up.

Clock
Still displaying Iceland time (6 hours ahead). Another request has been sent.

Lights
New ballasts have been installed in 1456B, so all lights in the front area of the library need to be left on over the weekend. The switches have been taped as a reminder. Ballasts should be replaced in 1459 next week.
Podiums
Lorraine presented the first sessions this week using the pcs installed at the podiums. Kelly will be sending out the AV/tech tip sheet and scheduling some mini-sessions for staff interested in seeing the podiums in action. The sessions will also include a demonstration of the new operable wall (though not fully operating yet).
A reminder that podium pcs and data projectors should be turned off at the end of sessions, and podiums locked. This will likely fall to desk staff to check after sessions.


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



Mary Grant
Operations Manager
Health Sciences Library
University of Calgary
403-220-5035

HSL Access Notes - June 3rd

Hello,

Sorry for the lack of notes over the last few weeks. I am afraid there are ‘more than a few’ notes to start the month of June…......

The HSL Access Notes will be posted to the new "Keeping Current" HSL/HIN blog, and forwarded to all by email. We also keep a binder of print copies in a binder in the service area cabinet.

Student Mail trays

Mail trays have been placed on the desk in the middle staff cubicle in the service area for our regular student assistants. Students are asked to check their mail trays for any updated information on a regular basis. At the moment you will copies of our updated staff contact sheets in your trays. Students should have a copy of the full staff contact sheets(includes home and cell phone numbers) available for their use when needing to contact staff or other students regarding any shift changes.

Lockers have been ordered for the admin area that student assistants will be able to use for storing for backpacks and personal items but these have been delayed. Stay tuned for updates.

Outlook Migration

Most HSL staff have migrated their individual accounts to Outlook. Personal accounts are still the priority for LCR at the moment. Group or generic emails such as hslibr, hslcopy, etc. will be migrated at a later date. Susan has contacted Paul Pival about migration of our group accounts. Some training sessions will be available on south campus. You can find more information and printed instruction, including FAQs, documentation and training schedules at:

http://www.ucalgary.ca/ice/

I did attend a brief training session and a few things that were helpful:

Access the OWA by going to My U of C and selecting webmail option, or by using url: exchange.ucalgary.ca

The online web access (OWA) email option works best in Internet Explorer

You will experience pauses in the program when there is an incoming email.

You can set up you e-mail signature in both the Outlook and OWA email

Go to Tools – Out of Office Assistant to set up auto(vacation) reply

I would be glad to post any Outlook tips or tricks that others would like to share.

· Most HSL group email accounts will be migrated after all individual accounts have been processed.

· Rooms, resources and group calendars that use Oracle Calendar, for example, the computer classroom, HSL laptop and staff time away calendar will be set up in the new Outlook system once we have more information from LCR ITS.

History of Medicine Room and collection

We have begun shelving the Mackie History of Neuroscience collection in the History of Medicine Room. There may be individuals attending the History of Medicine conference in mid-June who are interested in viewing the collection.

We are working on guidelines for monitoring and use of the room. This room is intended to be a no food and dink zone.

The tabletop telephone connection in the room is now live. Please ask Annley about booking the room or regular phone for meetings in this room. We are still waiting for a VOIP conference call phone. T

Updated Staff Lists

Annley has prepared and distributed an updated May 2011 edition of the HSL staff list. For those new to HSL, there are two versions, one with office numbers only for using for referrals at desks, and a version with home or cell numbers for internal use only. A copy of the full staff contact list is kept in the white scheduling binder on Brian’s desk. Student assistants are encouraged to have a copy of the complete staff contact list at home for occasions when trying to find shift coverage, etc.

Updated Staff Referral List

Please find attached an updated staff referral list, that should be helpful when assisting clients at the desk. The list is filed in the reference binder in the Contacts section and is organized alphabetically by topic area. As an example, if a client asked about Lexicomp, you can find it easily on the list and find that Kelly is the staff contact. Kelly can then be contacted, or during evenings and weekends her business card can be given to the client.

1461 – 1464 Rooms

AV services have expressed some concern about the use of equipment in these group rooms at the back of the library. The easy access wires for connecting laptops have been removed from each room. Clients needing any equipment for these rooms should book through AV services at 210-3839 during regular weekday hours. HSL does have a remote for the data projectors in these rooms that can be used if requested by clients(in drawer by reference workstation) . Staff will continue to monitor the rooms and are asked to report any issues or concerns.

Printing Update

The network printing upgrade is scheduled for the afternoon of June 9^th. This should address our problems with wireless printing from Apple computers and reduce problems with Science direct printing. The new system however does not like Campus Cards that were issued prior to May 2007. Anyone wishing to use the system with an older card will need to have the card ‘re-coded’. HSL will have a ‘re-coding’ machine at least over some months so that we can address this concern for clients.

At some point during the upgrade all the public computers will need to be restarted, so the classrooms have been booked for the afternoon.

Podiums

We are still in transition with our podiums. They work beautifully with laptops, and we have pcs installed, but not completely connected.

Kelly has created a helpful classroom tech guide that will be sent out soon, and once we are completely set up will offer some mini-training sessions. In the meantime, Kelly and I are pleased to assist with any AV set up needs upon request.

Clock

Our clock in the service area is keeping perfect time lately….. for Reykjavik, Iceland – that is 6 hours ahead! This has been reported and we hope will be corrected soon.

Reshelving

Clients are encouraged to leave used library materials on desks for tables for staff to reshelve since the pick up numbers help us track the ‘in library’ use of materials. “Please do not reshelve” signs have been re-posted in the collection area of the library. There is also an empty cart across from the History room flagged for clients to place used materials.

Currents

The January-April issues of the following four journals have been moved from the currents shelves to the backsets stacks due to limited space in the current shelves:

Journal of Biological Chemistry

Journal of Immunology

American Journal of Physiology

Journal of Neuroscience

PA system

A PA system is currently being installed in HSL. Once fully installed it will have a microphone set up by the reference workstation. This will be used regularly prior to closing and for some emergency situations. More info to follow.

RFID

Staff are now working on RFID tagging the WD call number range of our monographs. That is , we are about 55% complete or have tagged over 23,000 items. Thanks to all staff who have been working on this major project.

Rooms
Light repairs in rooms 1454, 1455, 1456, now complete. Ballasts for Room 1459 are back ordered. Service counter lights replaced today. Please flag any further light issues.

There is an extended booking for room 1481D, so this room may be locked when not in use.

On Shelf Holds

Beginning May 11^th books in MacKimmie tower and block have been on shelf holdable. Lucille reports that students are making good use of this new service.

RefStats

We have completed our first month using RefStats software. Kelly will be creating a brief report for the Reference group. A reminder that transactions that are strictly circulation related are not recorded.

Sirsi

• When following up with clients, it is always helpful to have up to date notes in the Sirsi Extended Info screens. Staff are asked to enter notes, starting with a date entered as follows: mm/dd/yy. This helps with the proper chronology of events. Thanks.
• An update on how to add info to client record if they have no email : In the Sirsi Address window, leave email field blank. In Extended Info Screen, add "no email" message to a dated Note field.
• Registrar Withhold Payments: If you accept a fine payment for a client who has a Registrar Withhold or FCA message in their Extended Info Screen, (these will be fines of 10.00 or over with additional late payment fees), please flag for regular HSL circulation staff for further follow up. It is important for Lucille Wallace to be notified when these payments are accepted so that she can process the client paperwork to clear the client with Registrar's Office or Collection Agency.

IS2

Going Forward

As of August 2, 2011, HR Employee Self Service will provide greater capabilities and improved visibility to your HR information. For example, you will be able to:

· Report your time through online timesheets

· Apply for jobs at the university through the new internal careers page

· Update your personal and banking information

· View your leave balances, for example Vacation (VAC) and Sick Leave (SIC).

Important Dates and Action Requests

· Logon to MyUofC portal prior to August 2, 2011 to ensure you will have access to ESS functionality. If you have problems logging on the portal, please contact IT Support at: 403.220.5555 or itsupport@ucalgary.ca

Training

Messages will be communicated in May regarding training sessions that will focus on business process and support system process changes.

The training schedule is currently being finalized and the first sessions will run from June 21 to July 22.

Training will mostly be offered through e-learning using Blackboard. There will be no official registration for these sessions.

Information will be forthcoming regarding what courses staff should take pertaining to their role, and “day in the life” sessions will be offered according to work responsibilities.

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

Mary

HSL Access Notes - April 11, 2011

A few notes to begin the week.....

April Hours
HSL will be open over the Easter weekend.
Holiday hours on:
Good Friday, April 22nd: 10:00 a.m. – 6:00 p.m
Regular hours on:
Saturday, April 23rd: 10:00 a.m. – 6:00 p.m
and
Sunday, April 24th: 12:00 noon – 8:00 p.m..

End of Term
As end of term approaches, special wishes to all our student assistants for every success with final papers and exams!

Summer Student Scheduling
HSL Summer scheduling will be in place for student assistants for the months of May through August. This will include three hours shifts evenings and weekend days, as well as full evening and weekend shifts to cover any evening and weekend staff vacations. We have posted our student shifts for May, and will be posting shifts for June through August soon.

Summer Holiday Weekend Closures at HSL
As in the past, HSL will be closed on Victoria Day, Labour Day, and over the July and August holiday weekends as follows:
Victoria Day: Monday, May 23rd
Canada Day Long Weekend: Friday, July 1st, Saturday, July 2nd, Sunday, July 3rd
August Long Weekend: Saturday, July 30th, Sunday, July 31st, Monday, August 1st
Labour Day: Monday, September 5th

HSL Renovations
The front entry has temporarily been changed to allow for construction of the final entry. We now have only one entry door and the after hours book return bin has been moved. The entry and exit security gates will continue to operate as usual. This entry construction is expected to take 3 to 4 weeks.
If the front door appears to bang, it is likely that the deadbolt knob has been accidentally hit and staff may need to reset. As well, if clients try to exit through the entry gate, it may need to be reset or else it could block the next client. Please ask staff if you have any questions about these items.

Health Information Network (HIN)
We can now issue library privileges to AHS employees with Carewest and Calgary Laboratory Services (CLS).

HIN Article Requests
Thanks to all for the full assistance being offered to HIN clients at the desk, especially for article requests. While completing the print article request form with the client is one option for assisting clients, the preferred option would be for staff to facilitate the request by completing the online form found on the HIN website with the client at the desk. This way there is less possibility of error or misunderstanding of written information. This also highlights the services available to the client 24/7 from the HIN website. Thanks.

Document Delivery Services (DDS)
When assisting a client who is eligible for DDS services both as UofC and HIN client, we would encourage the client to access the ILL form as a UofC client, however we can provide service to the client as they present at the desk.
DDS Services have been delivering requested articles electronically to both UofC and HIN clients’ for some time now. The very few print articles received in print are shelved below the self pick up holds.
UofC clients cannot update their email address that shows in the interlibrary form itself. To do this students must update their address first in MyUofC, while staff can ask staff to update their address information in their Sirsi record. After 24 hours this information will load automatically into the ILL form.

RFID
Duplicate tags - Now that we are tagging book returns before they are shelved and new
books, it is more and more possible that we will come across books that
already have a tag. Please include a quick scan of the book for a tag
as part of your routine process. We did find one with two tags this
week. We would like to avoid this, but if it does happen please just
place the books aside for my follow up.

Reserves
Due to changes in copyright at U of C (more info at : http://library.ucalgary.ca/copyright), there are changes to rules around the personal reserve readings binders. Brian has updated our HSL personal reserve forms and information on our reserve website in light of these changes. Some main changes include:
Photocopies of Journal Articles and Book Chapters

* All photocopies of copyrighted material placed on reserve, will be destroyed at the end of the Semester or Session. AUCC Fair Dealing Policy 16 (g).
* All photocopies of copyrighted material placed on reserve need to be supplemental as opposed to required readings. AUCC Fair Dealing Policy 16 (b).
* The course instructor will need to sign a form indicating that the supplemental readings on reserve constitute no more than 25% of the required readings for the course. For example if you require your students to purchase a 1,200 page textbook for your course and you require your students to read 800 pages of the textbook, than you can place 200 pages (25%) of supplemental readings photocopied from copyrighted material. AUCC Fair Dealing Policy 16 (b).
* Photocopied material that has an Access Copyright Stamp will not be accepted for reserve readings.
* Check for more details on the HSL reserve webpage at: http://library.ucalgary.ca/branches/hsl/reserve_placement

Statistics
All staff at the integrated service desk is asked to record statistics for reference type questions being answered at the desk. There are two sheets to record these stats, one by the reference workstation, and on the end of the cabinet in front of Grace’s desk.

Individual Study Rooms:
These four rooms are intended to be for individual quiet study. Signs are now posted signs in each room, indicating that there are other spaces and room options for group study and collaborative work. Please let me know if there are any comments or complaints

Extended bookings for Individual Study Rooms:
Study Rooms 1481A, 1481B and 1481D are all going to be booked for an extended period by PhD Candidacy students this week. Students have the key and the rooms should be locked when not in use. Annley has backup copies if students lock themselves out. At the end of the extended period students will return the key to the desk. It should be signed in on their original booking form (in the extended room booking binder), with date and staff initials or signature. Thanks.

Printing
We have received good news of a printing upgrade planned (similar to TFDL)for South Campus this summer that will address some of our long term printing issues. A few highlights:

* The new system will have a web-upload print system that students can access from their laptops across the wireless. Any type of computer can use this, Mac, Linux, Windows etc.
* The new system also prints from Science Direct correctly.
* While the new system will only read UofC cards issued after 2007, and older cards will need to be reprogrammed, IT is working on a way to enable this reprogramming from a location at HSC.


IS2 Sessions at South Campus
A message from the IS2 team. Staff are encouraged to attend one of the sessions.
LCR change team members include Mary McConnell, Leanne morrow and myself.

Want to chat about iS2? So do we!

Join us for a two-part series on the "what & why" and the "how & when" of iS2. If you haven't had an opportunity to attend previous iS2 sessions, now is the time to learn about our progress and to see what's still to come.
South (Foothills) Campus: Each session includes both What & Why and How & When

Date


Time


Location

April 18


8:30 - 10 a.m.


Dr. Clara Christie Theatre, South Campus

April 19


8:30 - 10 a.m.


A Theatre One VC, South Campus

April 20


1 - 2:30 p.m.


A Theatre Three VC, South Campus

Thanks. Please let me know if there are any questions, suggestions or concerns.
Have a great week.

Mary