HSL Access Notes - April 17th

Hello Everyone,

A few notes for the week…..

Hours at Health Sciences Library

We have posted information about our closure on Sundays effective May 1^st.

Please pass along any client concerns or comments to Susan or myself.

Best Wishes to our Student Assistants

Many thanks to our student assistants, Mary, Kathleen, Jessica, Amy, Krystal, Jenna, Robin, and Anna, who have provided so much service and work on countless projects over the fall and winter terms.

We couldn’t do it without you!

Congratulations on completion of another term, and very best wishes with finals.

Summer Schedules

Our summer student scheduling will begin May 1^st.

Evening student shifts will be 6:00 p.m. – 10:00 p.m. and Saturday student shifts will be 1:00 p.m. – 4:00 p.m.

ProQuest for Word and RefWorks

Glenn was in this week and updated the public computers in the service area (including our back up workstation at the desk), with ProQuest for Word to support the new RefWorks platform.

Bad Debt

We have received the following information from Lucille Wallace at TFDL regarding “Bad Debt Client Accounts”

1.        Accounts that had been billed prior to April 1, 2011 and were still outstanding as of June 2, 2014, were put through SIRSI as a Bill Paid with the payment type Bad Debt; these payments were processed from March 20-26, 2015.  This initiative was set by LCR Accounts to reduce the receivables showing as owed to LCR for the fiscal year end.  There were 800+ accounts cleared, $169,086.41 was cleared, have not yet documented the number of books to be cleared off patron records.  These items will be cleared off once year end is complete, plan to start the week of April 6^th.

2.        The accounts that had been submitted as either a Registrar’s Withhold or Collection Agency account will not have these accounts released as paid; as far as the Registrar or Collection Agency know, these accounts are still owing and need to be collected.

3.       The patron status will remain at or be set to Barred; a Note will be on the patron record advising that the account was written off but still needs to be collected.  The amount written off and any details for the number of books that were cleared off will be included.  Details for the fines can be found under the Bills tab on the patron record, select Paid, should the patron query what they had been charged for.

4.        Any books on the patron record will be discharged, their item type set to Libonly, their location set to Missing.  I will be sending a list of those items belonging to branch libraries to the appropriate branch so that you are aware of what has been cleared off as a result of this account write off process.

5.       If a patron does settle their account due, please advise Lucille Wallace via e-mail the paperwork required to advise the Registrar or Collection Agency can be completed. 

What this means is that there may be some client records that show up as ‘barred’, that do not show any outstanding items in checkout or bill screens since they have been cleared as bad debt.  These clients still have an account to be paid.

Staff are asked to keep an eye out for clients with a ‘barred’ status.  All details of the account still owing should be listed in the Extended Notes screen.  If you accept payment, there would be no ‘fine payment’ action in Sirsi, but we would add a Note in the extended info screen with amount paid, the record would be changed from ‘barred’ to ‘OK’ and an email would need to be sent to Lucille Wallace with client and transaction details.  

Please let me know if you have any questions.

LibAnswers

We are continuing to learn a bit more about norms for entering reference questions into LibAnswers.
It has been confirmed that transactions captured by other systems do not need to be entered in LibAnswers.
Answered By: If you are at the desk, logged in through our generic account staff are still asked to select their name form the drop down list when they enter a questions. Student assistants will leave the generic Health Sciences Library in the answered by field, but will add their initials to the notes box.
Questions form AHS clients:   = Please use Community as client type, but add AHS to note field.
Pre-defined questions:  Have you used the toggle switch to see the set of pre-defined questions and save yourself some typing?  These includes questions such as: Money on card, or room booking and many more.
Clear fields:  You can clear fields in two ways.  One, click submit and clear, or, if you click submit then decide you would like to clear the fields, use the ‘clear fields’ option below the “boxes”

Any questions staff have come across that seem tricky to categorize? 

Next week sessions

·         Ben King

Want to learn more about 3D modelling for visualizing health research?  Join us on

Monday, April 20,

2:30-3:30.

Room HSC G801E (Access through the Bacs Centre)

·         Public Service meeting

Tuesday, April 21, 2015

2:00 – 3:00

HSC 1459

·         MLA Webcast:  THE DIVERSITY OF DATA MANAGEMENT: PRACTICAL APPROACHES FOR HEALTH SCIENCES LIBRARIANSHIP  12-1:30 in 1459

Wednesday, April 22, 2015

12:00 – 1:30

HSC 1459

TFDL Intern Visit

A MLIS intern Robyn Gray from Dalhousie University, who is working in TFDL Collections for a few weeks, will be visiting Health Sciences Library on Monday morning.  I will try to introduce to staff who are available.

HSL Access Notes - January 23rd

Hello,

 

A few more notes for the week….

 

Congratulations!

Congratulations to Kathy on the proud accomplishment of 25 years of service at UofC! 

We are so pleased to have the opportunity to recognize and celebrate this special milestone with Kathy!

We hope you can join us!

 

                                             

 

Tuesday, January 27^th

Health Sciences Library Staff Room 

2:00 p.m. – 3:00 p.m.

 

 

 

Welcome

Please welcome new student assistant Jenna Anthony.  Jenna will be working a regular Sunday shift from 3:00 p.m. – 6:00 p.m. beginning this weekend.  Jenna is in the Bachelor of Natural Science program and also works part-time at the Business Library.

 

Health Sciences Library Service Levels and Referral Guidelines for EndNote & RefWorks

Information from Lorraine T. that will be helpful to staff at the desk when trying to assist with EndNote/RefWorks questions.

 

• Brian/Lourdes/Chelsea (BLC) will be the first point of contact for EN & RW questions that present in person at the service desk, via hslibr, or by phone

 

o   If BLC are not on duty, or are busy serving other clients, ask the Consult librarian if she is familiar with the problem/ or can assist in troubleshooting

 

o   If the Consult librarian is busy with another client, ask the client if they wish to wait.  If they do not, refer them to the HSL Citation Management webpage at: http://libguides.ucalgary.ca/content.php?pid=432455&sid=5390321, the RW or EN customer support contacts on the webpage, and to the LCR workshops schedule at: library.ucalgary.ca/workshops as appropriate

 

o   On evenings or weekends, refer clients to Brian.  If he is not available, refer clients to the HSL Citation Management webpage as well as the RW or EN customer support contacts on the webpage

 

• If BLC do not have the answer for the question from their own knowledge, they will ask the consult librarian if (s)he is familiar with the problem and try to troubleshoot as a team at the service desk

 

• If the consult librarian is unfamiliar, BLC will consult the RW and EN vendor web help pages (listed on the HSL citation management webpage) and provide the client with either a printout or links to resources that answer the question.  As a guideline, BLC will spend no more than 20 minutes trying to deal with the question

 

• If an answer is not available with the 20 minute time limit, provide the client with the RW or EN customer support contact info (on the HSL citation management webpage), and advise the client to call or email RW and EN support directly

 

·         Our service principle is to handle follow-up support questions for clients who have attended a RW/EN workshop (either at HSL or TFDL), but BLC are not expected to do one-to-one teaching (either at the service desk, or by individual appointment) for clients who have not attended either HSL or TFDL workshops.  

 

o   In principle, BLC, HSL librarians and KRS librarians should aim to refer clients, including medical residents, to first attend either HSL or TFDL workshops if the client requests to be taught the program (ie. is not familiar with EN or RW)

 

o   1-to-1 Teaching: Exceptions will be made for Deans, or other senior level faculty who present at the desk, or for disabled clients where the university has the “duty to accommodate”.  In these cases we will do 1-to-1 teaching

 

o    If necessary, Helen/Susan/KRS librarians will schedule special sessions (separate from the HSL/TFDL drop-in workshops) to meet the needs of particular groups of residents, but 1-to-1 teaching will not be expected.  If special times need to be scheduled to meet a resident groups’ needs Susan/Helen will determine at that time who is available and best able to do the instruction

 

·         Our service principle is to answer questions on using the EN and RW programs, but not to provide IT level support for RW and EN.  For example, we would not as a rule provide in-depth troubleshooting on loading Proquest for Word, other types of supporting software, beyond providing the client with the relevant vendor websites (video tutorials, quick guides), as well the vendor Customer Support Desk contact information

 

 

UpToDate

News from Helen that is also on the Mobile App Libguide.

UpToDate is now available as a mobile app for our UC users (students, residents, faculty, staff). In the past, it was only available as a mobile-optimized resource. The difference is that the mobile app – because the contents reside on the device – can be used anywhere, independent of a wifi connection.

 

I have added UpToDate app to the mobile libguide    http://libguides.ucalgary.ca/content.php?pid=442981&sid=3627540 . To get the app is straightforward:

1.      From a non-mobile computer, go to UTD (will need to authenticate if off-site)

2.      Register (at the top right corner and newly added is a big box just below the search box)

3.      On one’s device, go to the Apple Store or Google Play and download UpToDate

4.      Sign in with one’s newly created User Name and Password

5.      The contents are immediately available

6.      The UTD app is available for Apple and Android devices

 

We will announce that it is available on a web slider and on the flat panel but will not be sending emails to any departments about it (a “soft launch” only) since we may not be able to renew UpToDate next year. So when we give instructions for downloading the app, we can say we have it for now but it is very expensive.

 

It is not available to AHS clients.

 

Collection Coordinator Questions

With Caitlin on leave, Collections Coordinator questions can be directed to Susan for the time being. 

 

Touchdown Office

Room 1491B can be used at a touchdown office.

 

Scanning slides

A client recently asked if he would be able to scan slides..  We have confirmed that TFDL does provide the scanner attachment (from the 2^nd floor tech desk) to clients who wish to scan slides.

 

 

HSL Access Notes - May 26th

Hello,

 

Best Wishes To Spencer on his Retirement

Please join us for Spencer’s retirement celebration:

Wednesday, May 28th from 3:00PM – 5:00 PM

Program to begin at 3:45

Conference room 3,

4th Floor, ACH

Very best wishes, Spencer.  You will be missed in so many ways!

 

June Training

The June desk schedule has been updated.

It is great to see many staff busy with training opportunities and networking meetings throughout the month.

Chelsea , Brian and Terrilynne will be on campus for several days in June for Access Database training,  Instruction training, and Excel training  respectively.

Lorraine B. and Kathy will be at a Relais meeting on MRU campus later this month, and were on campus last month for OCLC training.

Susan, Chelsea and Mary,  will be attending SharePoint pilot meetings spread throughout the month, though these are planned rather last minute.  Thanks to all for extra coverage!

 

June Schedule

The June desk schedule has been updated in SharePoint.  With many things on the go this month, there are many changes to regular daily shifts.  Staff are asked to please review the schedule carefully.

 

Windows 7

Our 3  service desk workstations are now set up with Windows 7. 

Station 1 &2

·         Station 1 (attached to RFID pad) and station 2 at the service counter are set up with generic login, so that when they start up, there is no login required.  They should automatically open to the desktop.  On station #1 the 3M RFID workstation shortcut will come up automatically.  At both station 1 & 2 you need to still login to Workflows as usual.

·         We no longer have thunderbird email on any of our stations.  Our generic email accounts, hslcirc, hslibr and hslres are all set up in the Outlook accounts on station 1 & 2.

·         To access these email accounts, simply  click on the Microsoft Outlook 2010 icon on the desktop.  In the left column you will see the accounts listed separately. Click on the arrow just to the left of the account you wish to open, for example ‘hslcirc’, and the account folders will be displayed.  Select inbox to view current mail.

·         Station #1 start-up problems:  we have some days received a start-up error at station #1.  We can eventually get past this with a number of restarts, but it has been reported and we hope to have this resolved soon.

 

Station 3

 

At workstation 3, you will need to login with your own login and password.  This will give you access to your own files and Outlook account.  Please remember to logoff when you are leaving this station.

 

Popular Titles

DSM V is now available online.

 

·         Available through Psychiatry Online at:   https://login.ezproxy.lib.ucalgary.ca/login?qurl=http://dsm.psychiatryonline.org/dsmLibrary.aspx

·         If you search summon using ‘DSM’, it will appear as a top pick under “Books & media” as DSM Library.

·         We also have a print version in Health Sciences Library reference collection.

 

Toronto Notes 2014

 

·         The title this year includes the large textbook, as well as a smaller handbook and small notes ( all individually barcoded).  We have one set on Reserve at Health Sciences Library, and two in general circulation.

 

 

AV Screens in Study rooms

We now have AV equipment and screens fully operational in study rooms 1453, 1454, and 1455.  Students can connect with their laptops, or can sign out the keyboard/mouse/remote at the service desk for use with the in-room computer.  There is a set of keyboard/mouse/remote barcoded and labelled specific to each room and these are kept in the cabinets behind the service counter at the end closest to the study rooms.

 

AIMG Externs

There has been a group of AIMG externs who received ‘Associate’ Unicards as visiting student Persons of Interest.   Because of the way our systems communicate, these clients loaded into Sirsi with a privilege expiry date of May 15,2014, even though this type of POI status is not eligible for library access.  It was originally thought that this group would have access, and discussions are underway about how best to support this client group.  The privileges for these client records have now expired.  I have placed a note  in the extended info screen of these clients indicating that they are AIMG externs with visiting student status.  If these clients come to the desk asking about their access, we are not able to extend the status at this time, however please feel free to refer them to me if they would like to discuss further.

 

Medical Resident Graduates

Recently there was an issue with a group of medical residents who had completed their program last month and due to some updates in the UC systems they lost  UCIT access to remote resources even though their Sirsi privileges and UCIT access still seemed to be active.  These residents still have Sirsi privileges good through September 30, 2014.

The residents can continue  to access remote resources until that time, using their Unicard barcode and pin.

In some cases  the residents had not picked up their Unicard, and are no longer eligible to do so since their program is showing as completed.  In these cases the resident generally has a record in Sirsi with a temporary User ID (ones that look like UC1234).  These temporary User IDs can be given out to the resident as their 'barcode' and can be used along with their UCID as a pin number to remotely access library resources.

 

 

Public computers and browsers

Recently a client was trying to access a database called Expert Consult on one of the public computers but kept running into the error message.  Fortunately when she tried a different browser, it some up perfectly.  Trying a different browser might help with some access issues on the public computers.

Also, Chrome is available as a browser on the Commons computers, but not yet on the public computers in the service area.

 

Fine Payment by Phone

When clients phone in to pay their fines, we can accept Visa, MasterCard  or American Express.  The process is printed out on the sheets by the POS.  Once the full transaction is complete we generally offer to either place the customer receipts in our confidential shredder of mail them to the client if desired.  Another option we can offer is to scan the receipts to email for the client and then shred the print copies.  The merchant copy of the credit card receipt is always kept in the cash drawer.

 

AUPE

 There are a number of special offers for AUPE staff for tickets to events or attractions in the city.  These are posted on the staff bulletin board.

 

Thanks.

Mary

HSL Access Notes - January 22nd

Hello Everyone,

 

A few mid-week notes …

 

Away

I will be away on vacation, January 27 – February 11^th inclusive.

 

Phone Update

Yoojin’s phone is now fully operational.  She can be reached at 403-220-8099.  The staff contact lists have been updated in SharePoint.

 

Welcome to New Student Assistant

Please welcome new student assistant Krystal Le, who began training at Health Sciences Library last week and will be covering our regular Tuesday evening shift.

 

IM Chat – Expanded Service

We have rolled out our expanded IM service evenings and weekends!  Staff are reminded to add IM questions to Refstats.

 

AV Project in study rooms 1454 & 1455

1454 and 1455 are booked for AV installation Tuesday – through Monday.  We are trying to keep the AV update a bit of a surprise, so if students are asking why the rooms are blocked, please just let them know that something new is coming.  The rooms will be kept locked  when installers are not on site.  The key for the rooms is the  AH7 key.  There is a copy of AH7 key the service area key box while the work in the rooms is underway for ease of access.

 

Reserve Collection

 There are a few Reserve titles that are not yet available at HSL, but are on order.  In some cases TFDL may have a copy.  Course reserve information is is filed (by course number) in the cabinet behind the service desk.

  If follow up is required about a Reserve item, please speak with Brian , 

 

SharePoint

We are now testing a new shift report template saved in SharePoint.  All staff can view the evening and weekend shift reports under Documents >Shift Reports.

 

Military Museum Items

If University of Calgary library items belonging to the Military Museum location are received at Health Sciences Library, they should be returned to their home location via TFDL.

 

Key Control

TerriLynne is now the main contact for Health Sciences Library key requests and inventory.  Thanks TerriLynne.

 

Knowledge Resource Service Location Acronyms

We had an interesting time recently with two Knowledge Resource Service locations that have very similar acronyms.

Do you know the difference between SHC and SCHS?

·         SHC :  South Health Campus  (the new hospital, 4448 Front Street SE)

·         SCHC:  South Calgary Health Centre (31 Sunpark Plaza SE, Calgary)

Staff are asked to double check client locations and addresses  especially when sending outreach requests.

 

Pick Up Stats and new Sirsi Process

Items that are found on tables, desks and shelves in the library are generally collected by student assistants and numbers recorded for our “in house use” statistics.  This has always been a manual count, however we have now begun to use the ‘Mark Items as Used’ function in Sirsi to scan and record all items with a barcode that are collected.  We will continue to count journals that do not have barcodes manually.

 

Visit Garrison Collection on Touch Table

The Garrison collection, a core part of the Mackie History of Neuroscience collection is now on display on the Touch Table.  There are over 20 items now showing in the HOM Bohemian Bookshelf.  Thanks Chelsea!

 

Hslcirc email

With the removal of the Campus Photocopy webpage (this service is now offered through ILL), the hslcirc email address is no longer posted publically.  It will continued to be valuable for  internal use only.  This is the email that receives all the Sirsi reports related to  holds, fines, final overdues, etc. 

 

On the Go – Update

The UC is removing the Quick Cuisine and Baja food services outlets and adding an Extreme Pita outlet.  During construction (January 13 – March 17), the Starbucks will remain open and Chartwells will continue to offer a reduced Quick Cuisine and Baja menu.  Please visit On the Go for more information.

 

U.S. currency

As directed by LCR Finance, if a client would like to use U.S. currency for a transaction at the desk, we can accept, however it would be at face value.  That is $20.00 U.S. = $20.00 CAD. 

 

Interesting Client Situation of the week...

Client:  I can't access this article - can you help?  The article is not online or in print - I tried ILL request form, but was blocked (error message).  

Follow Up:

• Checked UofC access numbers - OK,
• checked email address loaded in Sirsi - yes.  
• Found client had fine that was blocking access. 
• Client paid fine, then ILL staff were able to reset Relais access and we submitted request successfully. 
• If ILL staff were not available to reset, the system would automatically reset after noon on the next business day.

HSL Access Notes - September 6th

Hello,

A few notes for new term...

Student staff
Please welcome new student assistant Katrina Kosyk who began training on Friday. Katrina will be covering a Tuesday evening shift.
We are very pleased that Diana and Sandra will both be returning to regular shifts at HSL this term and that Alison, Kelly and Amanda will be assisting with occasional coverage.

Farewell
Student assistant Lelland Reed, who graduated with her degree in Music this spring, and assisted with much of our early summer coverage worked her last shift at HSL this past week.
We would like to thank Lelland for her assistance at HSL over the summer and wish her all the best with future plans.

TFDL
With the opening of TFDL, please direct clients asking about holds at main campus to the main floor of TFDL. TFDL phone numbers have been added to the Frequently Called Numbers list. Thanks Lourdes.

Card and Privilege Issues
We continue to see clients with questions and concerns about unexpected library privilege expiry dates. As noted earlier, while systems settle, we will continue to extend privilege to September 30, 2011 for those students who have recently graduated, and to January 31, 2012 for those students currently registered.
If you are extending the privilege, please add a note to the Extended Info screen in their Sirsi record, indicating that you have changed the expiry date manually. Please flag any of the problem card situations for me. Thanks.

Term Loans at HSL
Term loans of HSL items, for UofC graduate students, staff and faculty have now gone live!
· Please let me know if there are any concerns or questions, or if you notice any issues with the system. Also, please pass along any client comments to myself or Susan.

Reno
Lights: Project crews are making progress with the lighting problems. Lights are back on in 1459.
Art: Art moved from MacKimmie, has been hung in several areas of the library.
Coring: Final placement and coring for the round tables is scheduled for 5:30 a.m. tomorrow morning.
Entry: Work continues with the entry doors and gate.

Rooms
1481A has an extended booking until Sept. 14th, so should be locked when not in use.
1458: This room has not yet been completed so is not yet in the online booking system. Clients may use it on a first come, first serve basis for the time being.
1459: This room is meant for staff use, so is not in the online booking system. Staff may book this for meetings through Annley.

CPR/BLS
The new BLS(CPR) manuals for the Compulsory Education collection have been received, but will not be put into general circulation until September 15th. Re-certification sessions scheduled after September 15th, will be based on the new manual, so we may need to clarify with clients asking to borrow the manual when they expect to take their re-certification. If their session is scheduled before September 15th, they need the older manual, if after September 15th, they should borrow one of the new manuals.

RFID
Thanks to all staff, especially student staff who have made excellent progress on this project through the summer. The project is well into the WY call number range.
Once the RFID project is complete and the RFID Gate is operational, we will be moving to RFID circulation of items. This will involve one process for both circulating and sensitizing/desensitizing items.
Once this happens, we will be getting rid of our magnetic sensitizer using the workstation closest to the POS as the the main station for all item circulation.
We will continue to use the second counter station for other types of client transactions.

New Books
We have received quite a number of new books this past week. Most are on display on top of the shelving unit in front of the library. If you are looking for a newer book that does not appear to be in the regular stacks, you may find it on display. Clients are welcome to borrow any of the items on the new book display.

Reserve – update
Brian passed along this information from Rob Tiessen…
Section 16 (d) of the AUCC Fair Dealing Policy (Copyright) requires that students sign a form every time that they use a photocopied Reserve reading indicating that they are using it for research, private study, review, criticism, or news reporting.
Copies of the form are now sitting on the shelf beside the personal Reserve readings. Please have students sign one of these forms every time they sign out a PHOTOCOPIED Personal Reserve reading. These forms do NOT need to be used for personal Reserve BOOKS.
Apparently, we don’t need to indicate which reading or readings the student is using. The student just needs to sign the form.
*** Update: There has been a change of plan regarding keeping the signature form for photocopied reserve readings. Wendy would now like us to keep the forms until the first business day of the next month.
For example, we can shred the September forms on Monday, October 3.

At this time we only have two courses with photocopied readings on Reserve: MDSC308A (Health & Society) and HTST493.38 (History of Medicine and Health Care).
Please let Brian know if you have any questions or comments regarding this new procedure.

SPSS
This popular statistical software has been on our Computer Classroom computers for several months while the bioinformatics Lab was being repaired. Since the lab is scheduled to be up and running again, we will be losing the SPSS program from our Computer Classrooms. We can request that this be loaded for UofC instructional sessions only. Please let Annley or myself know if you require SPSS for any training sessions.

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

Mary