HSL Access Notes - October 17th

Hello everyone,

 

A few notes for the week….

 

SharePoint 2013 Session

Don’t miss the SharePoint 2013 session scheduled for all staff on Tuesday, October 21^st from 2:30 – 3:30!  We hope all can attend.

 

KRS Website Update

On October 10, 2014 Knowledge Resource Service migrated to a new version of their content management system (the “backend” of our website).

The url remains the same.

To search print collection select the Search Collections tab> Calgary Zone to connect to the catalogue

The new site includes:

·         single search box on all pages ** that searches KRS e-books and e-journals specifically**

·         browse databases by topic and type

·         Streamlined request forms

 

Some saved KRS homepage bookmarks may need to be refreshed.

 

Client Comment

It is always nice to know our clients appreciate the quality service provided by the HSL team!

Comment received this week….

            

“Thanks so much for your efforts on my and the collection’s behalf. I greatly appreciate the wonderful service provided by our library and its dedicated staff.”

 

Retired Clients and Privileges

We had an interesting question at the desk this week regarding the process and privileges for retired UC clients.  We have received the following information from Discovery Systems (Sirsi)

·         The Sirsi user profile RETIRED grants users the same privileges as the ACADEMIC and SUPPORT STAFF profiles. This includes term loans and access to electronic resources. That profile is assigned to all retired staff—either academic or non-academic.

 

·         Retired clients can log in to EZProxy with barcode/PIN, or log in with IT username and password

 

·         HR to defines who is “retired,”. The user record in sirsi is updated as soon as HR changes the Peoplesoft status to Retired.

 

·         Obtaining a new ‘retired’ card from the ID office is not necessary for library access, electronic access should be seamless.

 

·         Sirsi does not make any distinction for Emeritus academics.

 

New Mobile Phone Charger for Loan Available at Service Desk

The ChargeAll – Universal Cell Phone Charger has been catalogued and barcoded and can be signed out for (2 Hours - Library Use Only).

This should work with most phones.

 

Book Repairs

TerriLynne has offered to assist with book repairs.  Please contact TerriLynne regarding items that need repair, or sign out on the Medical Bindery card and leave on the shelf labelled for book repairs just below the Reserves.

Thanks TerriLynne!

 

HSL Laptops

We hope to clean up the files on Mac and Dell laptops.  If staff have any files that on the laptops that they do not want deleted, could you please flag for Chelsea before the end of next week?

Thanks.

 

MCCQE

The MCCQE exams will begin this coming week.  There is a computer set up in 1459 for a special accommodation.

 

1459 Teleconferencing Unit and Screen

A teleconferencing unit and screen have been added to room 1459.  They have been tested however full install will be planned in November after the MCCQE.

 

Thanks.

Happy Weekend to all.

Mary

HSL Access notes - March 7th

Hello,

 

A few notes for the week….

 

Daylight Savings Time - Sunday

It is time to 'spring ahead' again this weekend, with clocks moving ahead one hour in the wee hours of Sunday morning. 

Our electronic door programming will automatically respond to the time change, however our public clocks will not, and will display improperly on Sunday.  These clocks  cannot be adjusted in the library since they are ‘satellite’ clocks.  Facility staff will collect the clocks and adjust early next week.  

 

HDL Project

Our Health Sciences Library transfer project has to be postponed due to another time-sensitive transfer project.  The AINA collection from Gallagher needs to be moved to HDL prior to the start of planned major summer renovation at Gallagher.

HDL will be able to accept the first batch of items.  The remainder of the collection transfer (all journals prior to 2005) will likely be postponed until summertime.  Barcoding and Workflows work on the journal collection will move forward in preparation for the summer transfer.

 

Interesting service questions of the week

Q: Is this the film library?

A: Client called asking about the film library (not to be confused with the AV collection at TFDL).  As it turns out, the client was looking for the Diagnostic Film 'Library' located in the Special Services Building between TBCC and Foothills (403-944-1135 Rm AGW 32). Patients may be referred there to access MRI's and other diagnostic records. Direct any lost patients to the reception desk of the Special Services Building.

 

Q:  We are Med-skills staff, do we have library privileges?

A:  Turned out these clients are actors hired to present as patients in clinical medical skills scenarios. HR confirmed that they are UofC employees and eligible for UofC Unicard and associated library privileges, though in this case the clients had not picked up their Unicards yet.

 

 Web Sliders

Have you seen the interesting web sliders that are began showing on our webpage this week?  Thanks to Chelsea and Lourdes for creating the sliders!  They  not only promote HSL services and resources,  but when clicked will link the client directly to more information!  The sliders throughout campus display better in the Firefox browser.   Caitlin is coordinating and Chelsea is the contact for loading slides.  More information about creating sliders and a template can be found in our SharePoint website.

 

 

Person of Interest (POI) library records in Workflows and ILL

We had a client this week who was a new POI but could not access the ILL form.  Since the ILL Relais system information loads from Sirsi, the client Sirsi (Workflows)record must be active, and include a valid expiry date, profile type and email address.

POI university records often load into Workflows with minimal information, and may load with a BLOCKNEW profile.  In these cases, staff will need to manually update the record (if expiry date shows that the record is still valid).   POIs generally  have a SUPPSTAFF or ACADEMIC workflows profile, and a unique expiry date.  It is important to add an email address field in the Address 1 Window in order for client to receive automated emails and to allow load into the ILL Relais system then the record will go into Relais.

 

AV  updates in rooms 1454 and 1455, 1453

·         The electrical, network and painting work is now complete in room 1453.  We hope to have the equipment installed within a few weeks.  If the installers are looking for the three network cords, and I am not available, they are sitting in my office on the cabinet against the back wall.

·         We had some problem with the tabletop power in room 1455 due to damage to the plug head that connects in the floor outlet.  The electricians have been able to correct and reconnect, however we are seeking a more permanent resolution to secure and protect the plug.

·         Power at the wall panel should be checked and turned off at the end of each day.

 

Distance Ed Student Requests

We had an interesting situation with a hold for a Distance Ed student on our shelf this week.  More information about library services and access for Distance Ed students can be found at Library>Get Help>Getting started> Students>Distance Ed:  http://library.ucalgary.ca/student-support/distance-students

·         Most distance education student requests are submitted and managed through the Document Delivery Request Form .  Items are delivered to them and include a postage paid label to return material to UofC.

·         Like any other student, distance education students can also place a holds on library books, selecting a preferred pick up location.  The pick-up notification then gives the student an option to request mail delivery by emailing TFDL Sorting and Distribution (Brenda Petkau prepares these hold mail deliveries). 

 

Commons – Room 1460A

We noticed a dripping-like sound in the Commons ceiling last week in 1460A, above station 727.  It was reported and Facilities came and had a thorough look.  Although the sound had stopped they were very good about doing a thorough check both on this level and the next, and even checked again on Monday - no sign of water. Facilities indicated that it may be a fan belt or something like that, and if so the sound may become more consistent and louder over time.  Please let me know if anyone passes along a concern about noise in the Commons.  Thanks.

 

 AUPE

New offers for price reduction on certain events posted in the Health Sciences Library staff room.

 

Parking Binder

The Parking binder is being updated, with separate pages for each pass.  We also have an additional hanging pass for after-hours use only in certain specified lots.  More details in the binder.  New sign out sheets will be added, however sign out processes will remain the same.

 

 Coming Soon!

We have received approval for new back painted glass boards for rooms  1453, and  1459.  We hope to have these installed within a few weeks.

We are also receiving new signage for the HOM room for the Cruse, Scarlett and LeBlanc collections.

 

New Back up printer

 We have received a sleek new back up printer!  The printer works much the same as the previous model and does print in colour.  We have had some concern about the length of time some large colour jobs take, however it has been operating well this week.

To print colour from the service desk stations 1 & 2, select printer (17) and change properties to select colour.  Please let myself or Lourdes know if there are any concerns.

 

 

 Looks like we have a warmer weekend ahead, happy weekend to all.

 

 Mary

HSL Access Notes - September 13th

Hello,

Well the new term has begun and here are ‘more than a few’ notes for the week!

Welcome

It is wonderful to welcome Jane Inglis who is working with Vivian afternoons as part of the HKN team.

Also please welcome two new students assistants who began at HSL this week,  Kathleen Oliveros and Robin Tims.

Fall/Winter Term Hours

Weekend hours have resumed at HSL.  As well, longer evening student shifts have resumed.  Our student schedule for the term is as follows:

Saturday:  1-4, Robin (some Saturday shifts still available)

Sunday: 3-6,  Kathleen

Monday:  4-10, Jessica

Tuesday:  4-10, Amy

Wednesday:  4-10, Kathleen

Thursday;  4-10, Robin

HSL/HKN/KRS Staff Retreat

September 20^th 12:00 – 4:00 TRW W21C (main floor, down hallway beside main info desk)

Website for review. http://www.theenneagraminbusiness.com/index.html

Copies of Bringing Out the Best in Yourself at Work: How to Use the Enneagram System for Success available at  HSL service desk and each location.

 Have you completed your individual style survey?

Staff Contact Lists

HSL staff contact lists have been updated in SharePoint this week.  You can find them at: Shared Documents – Communications, or simply use the search box.

Staff Update

As noted by Kathryn, Marcus will temporarily placed at Women’s Health Centre while the Holy Cross site relocations are finalized.  Marcus can be reached at mmvaska@ucalgary.ca, 403-944-2267.

HSL Webpage

The Hours and Locations links from the main library webpage have been updated so that  individual links will now lead directly to the appropriate branch or service point instead of to the Hours and Locations portal.  For instance, clicking on Health Sciences Library now leads directly to http://library.ucalgary.ca/hsl and on our homepage there is a link back to our full hours and location page at http://hours.library.ucalgary.ca/#view-health. 

Another easy way to access our HSL homepage from the main library homepage is to add  /hsl to the library url.

Staff are encouraged to promote our HSL homepage by using it as a starting point to assist UofC clients.

On our homepage clients can find:

·         The most popular resources

·         Chat box to connect online with a librarian during regular hours

·         News, to find latest instruction schedules, etc.

·         Link to health related research guides (ie. Libguides) on a wide variety of topics, for Med, Vet Med, BHS, Nursing and more, for example Mobile Apps)

·         Link to citation management information

·         Link for recommending purchase of health related resources

·         Hours and directions, and much more

Instruction Sessions

Fall instruction sessions in the Commons have begun.  This includes monthly sessions for Endnote and Refworks (twice each month), thesis formatting (monthly) and literature searching(twice each month).

Clients are encouraged to register at http://library.ucalgary.ca/workshops ,  in advance, however the sessions are open for drop-in clients as well.

Copies of the posters are available at the service desk and may be distributed to all those interested.  The files for the posters, if needed are in the R drive: Uclass:  Administration: Office Support: Signs: Instruction Signs

Reserves

This is also a busy time for Reserve requests.  Information about HSL Reserve services can be found at:  http://library.ucalgary.ca/hsl-reserves (Services>> Faculty & Instructor Support » Reserves » Forms>> Branch).

If an instructor or assistant brings materials to the desk for placement on Reserve, please ask the client to complete a print form so that we have the information needed to process the Reserve request.  The print forms are in the file cabinet behind the service counter under Reserves.  There are two different forms, one for personal reserve material and one for library material. 

Zendesk and Requests

We often need to contact other LCR units with requests about IT, Sirsi or collections.  This was often done by emailing the department contact, however now that the new Zendesk system is fully in place, this process has been streamlined.  Paul Pival recommends that staff i use the black “Feedback” (zendesk) tab on the far right hand side of the library homepage for all IT or collections-related stuff - the dropdown of "What type of problem are you having?" will route the correct group.

Clinical Key Resources

Clients are able to view electronic resources supplied by Clinical Key by clicking on the title of the book or chapter, however if they wish to download or print (clicking on the pdf icon), they will need to first register for a free Clinical Key login.

Bookmarks

We have received a set of new bookmarks from LCR that are now on display at the front counter.  Each bookmark highlights the LCR homepage url on one side and the services available to a particular client group on the other side.

The red bookmarks are for UofC undergrads and grads.  The gold bookmarks are for Alumni, Coppul, etc.  and TAL.  Staff are encouraged to distribute these to the appropriate clients at the desk.

Self-Check

With the new term and new students, we would like to promote use of the self-check unit.  I love showing clients how it works because it generally works so well – checking out, and desensitizing books all at once.  Clients can also check their account and renew their books at the self check by simply accessing their account and selecting renew books.  The system also offers clients  receipt options – print, email or no receipt.  One client this week said she wasn’t having luck with the machine reading her card, when we took a look we found it worked much better when the client card is held under the laser closer to the table top, not closer to the scanner.  Staff at the desk are asked to use the self check as a first option if station #1 is busy, 2 and then waiting to desensitize at station #1, please help clients at the self check.  Clients really seem t appreciate the option once thy are familiar with it.

Any client concerns or problems with the self-check, please let me know.

KRS

We have temporary handouts for KRS at the HSL service desk.  There is one for staff and another for patient and patient families. The handouts include the url for the new website.  Please distribute to AHS staff.

I had a question this week from a physician who explained that he is not an AHS employee, but was given an AHS ‘practitioner’ ID badge.  I have confirmed that this type of client would not be eligible for library services through KRS since they are not AHS employees.

UCLASS

How is everyone managing with navigation in our shared drive UCLASS system?

Brian has created a helpful ‘frequently used files’ quick reference sheet for himself, as shown below.  Our aim is that files will be in a location that is logical and easy to find, but it may take time to get used to the new locations.  Staff may like to create their own frequently used files’ quick reference.  If you are finding that your files are not in the first place you look, it could be that we may need to reconsider the location.  Let me know if you are having trouble finding certain files.

File name	location
Dynamed	CI-050-2 (Collections and Information Management)
Lexicomp	CI-050-2 (Collections and Information Management)
Operations Manual	AD-500-3 (Administrative Services)
Reserve Statistics Excel spreadsheet	AD-300-3 (Administrative Services)
Weekly Circulation Schedule	HR-230-3 (Human Resources)
Journals Database	CI-200-2 COLLECTIONS & INFORMATION MANAGEMENT\CI 200 - DESCRIPTION OF COLLECTIONS\2-Case Files\Current Journals List 2013
HSL Flat Panel	CR-480-2 (Community Relations)

 Copyright

There is a new copyright handout provided by the UofC copyright office in our public pamphlet display at HSL.  More information on our library website at http://library.ucalgary.ca/copyright.

 Downtown Campus Book Sale

DTC Library is looking for donations for their book sale:  books, current magazines, DVDs, CDs .  they are collecting until the end of the month.  More details on poster attached.

Please let me know if there are any questions, comments or suggestions.

I hope all enjoy a refreshing weekend.

Mary

HSL Access Notes - January 28th

Hello,

A few notes to end the month...

Shared Access of Group Study Rooms by Theatre 4

We are very pleased that we are able to implement the shared access to the 1461 - 1464 group study rooms beginning today! This means that the rooms will continue to be accessed through the theatre 4 hallway during daytime weekday hours, and bookable through Faculty Room Booking Services during these times, while evening and weekend access and booking will  through the library only. 

This will greatly increase the group study space options for our clients.

To summarize:

Group study rooms 1461B, 1462B, 1463A &B, 1464 A&B.

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

Saturday:  10:00 a.m. - 6:00 p.m.

Sunday:  12:00 p.m. - 8:00 p.m.
Access and booking for evening and weekend use through the HS library.

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

Operations

• 6:00p.m. Monday through Thursdays and  Saturday at Opening

• 1460Zb locks and 1460Za unlocks
• HSL Staff prop open 1460Za doors and move no access sign in front of 1460zb doors
• HSL staff check rooms and notify clients that must exit through library (other exits alarmed) 
• Move additional sign to outside of 1460zb doors indicating evening and weekend access through library

• Closing Monday through Thursdays and Sundays

• HSL staff check all rooms

• Remove evening /weekend access sign from outside of 1460zb doors (see sign 2 below)

• Move No access sign (see sign 1 below)from in front of 1460zb doors to in front of 1460zA doors

Doors, Alarms and Shared Room Access 

It may take some time for clients to get used to the new shared access operations, and during the implementation there may be clients setting off the door alarms accidentally.

We will likely get to know doors 1460ZA (the double doors leading into the shared access hallway) and 1460ZB (the doors leading from the shared access hallway to theatre 4).  The programming is set so that when one set of these doors is open, the others are locked, and vice versa.

·         If the 1460ZB door going into the theatre 4 hallway is set off, we will hear and see the alarm on our annunciator panel at the desk.  At the annunciator panel, press the silence button.  Check the make sure the door is closed and latched, call security at 220-5333 to report and request that the door be reset.  This alarm can only be reset by security staff.

·         If the 1460ZA door alarm goes off, we will hear and see the alarm on our annunciator panel at the desk.  At the annunciator panel, press the silence button. We will also hear an alarm at the door.  To silence and reset this alarm, simply pass your UofC OneCard by the card reader beside the door.

Room survey - Usage by Groups

We are once again doing  a survey of the number of groups using our study rooms at the front of the library (1453, 1454,1455, 1456A, 1456B, 1458, 1459), for the week of January 28 - February 3rd.  The count will be done at three times during each weekday and twice on Saturday and Sundays.  The survey sheet is on the credenza behind the service desk.  Staff assigned to the desk at 11:00 a.m., 3:00 p.m. and 7:00 p.m. are asked to record the count.  Thanks.

Mary

HSL Webpage

Following consultation with staff and the client usability study conducted by Michelle, our new HSL webpage went live at the end of last week.  The revised page should be an improvement for both students and staff.   Any client comments on the new webpage can be forwarded to Michelle.

Instruction Sessions

The HSL and HIN instruction session information is now available.  The information is posted on our HSL bulletin board, and handouts are available at the desk.  Clients can also be directed to the webpages for more information.

HSL:  Click on appropriate link in HSL News Blog

HIN: http://hinc.ucalgary.ca/instruction   (Library Services > Instruction)

• AHS employees can register for these courses through their AHS My Learning Link as follows:
• Go online to my.albertahealthservices.ca
• Login with email username and password.  This takes you to a general website.
• click “Visit Insite” button. 
• Go to Employee tools tab and select My Learning Link
• Login again using email username and password.
• Search and select courses to register
• Drop-in sessions are Open to the Public

Computer Commons

• The moveable wall received some maintenance on Friday.  The panels should be operating more smoothly now.  Please let me know if there are any problems or concerns.
• The Computer Commons  space can only be booked by or for U of C faculty/staff and students.  We are not able to accommodate general AHS instruction sessions that are not involved with HIN or library instruction. 
• Staff at the desk will manage the wall to accommodate sessions as scheduled on the white board.

UCLASS

 Documents have been sent to all staff regarding the reorganization of HSL shared files to the UCLASS system.  Details will be distributed soon for a UCLASS  meeting in early in February.  Staff are asked to review the material distributed prior to the meeting, so that we can  finalize some UCLASS decisions at that time.

HSL Shared Drive

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

Monograph Inventory

 This is a belated report on the first HSL monograph inventory that was completed in 2012. 

Number of items inventoried: 36,701

Of the thousands of titles, we found 211 titles unaccounted for. 

Thanks to Brian for his work coordinating this large project.

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

HSL Access Notes -November 19th

Hello Everyone,

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

On Course

I will be attending a course at the Downtown Campus (DTC) Tuesday through Thursday, and away again on November 29th and 30th.  I may have some access to email, however while I am away staff is asked to report any absences, shift or operational issues directly to Susan.  Thanks.

Christmas Holiday Break and December 24th

This year, we begin our Winter Break at noon on Monday, Dec. 24.  Normal operations resume on Wednesday, Jan. 2, 2013. For those of you planning to take Dec. 24 as a holiday, you only need to book off half a day vacation since the university officially closes at noon.  If you have questions, please speak to your manager or supervisor.

HIN/HKN/HSL Christmas Potluck

Please join us to celebrate the spirit of the season with a festive potluck, November 28th at HSL from 12:00 p.m. - 1:30 p.m.

Access to AHS Resources on HSL Public workstations

AHS staff now has access to HIN resources without needing to authenticate on all our HSL public computers, similar to the set up for our Computer Commons and all other Knowledge Centres. 

Online Room Booking Improvements - Now Live

The HSL online study room booking system has been upgraded to allow for half-hour bookings.  The room booking limit has also been increased to 3 hours per week. Many thanks to Dung Le and the ITS team behind the improvements! Please let me know if there are any questions, concerns or feedback from clients.

Recommend a Book or Journal for Health Sciences Library

Our form for clients to use to recommend the purchase of library materials is now back on our HSL webpage under “Other Links”.

Refstats

Staff is encouraged to continue to add questions to Refstats on a regular basis.  Answers can also be added for unique questions.

Please add RFID tags to Items on HSL Hold Shelf

 All items that are placed on our hold shelf should have an RFID tag, so that the self-check can be used.  Items coming form other locations such as HDL or KCs may not come with an RFID tag, however one should be added before the item is placed on our shelf.  This should include the 3 day journals from HDL as well.  If you have any questions about the process, please speak to your supervisor, or let me now and we can review.

·        

Items in transit to WHKC and TBCC

All items going to WHKC and TBCC should be desensitized.  This includes items being transferred from TFDL or other locations.  We want to avoid having the KC items setting off the gate alarm when staff come to collect their transit items.  Thank you.

Facility Request Updates

The security gate has been repaired.

Door stop in 1454 replaced.

Baseboard in Commons adjusted and reattached.

Door in Women's Washroom repaired.

Wall panels of operable wall in commons still awaiting maintenance.

OneCard Balances

We have had a few questions at the desk this week about negative balances showing up on OneCard accounts.  This can occur in situations when systems go offline.  This can happen anywhere OneCards are accepted for payment; bookstore, food outlets, and HSL.

If our photocopiers or network printer go 'offline',  the machines become disconnected from the OneCard system.  They will continue to operate and charge the client for the jobs completed, but will not be able to update the OneCArd information until the systems are online.  If clients did not have sufficient funds on their account to cover the cost of the jobs done while the machines were offline, the client accounts will actually go into a negative balance situation. 

 Info for Continuing Education Students From the LCR Website

If Continuing Education students already have a login and password but are still experiencing problems accessing the online resources, please refer them to lcrweb@ucalgary.ca, as noted on our website.
Get Help: Getting Started: Continuing Education Students:
It states: 

Your Continuing Education ID Card is your library card, and it allows you to borrow books with a two-week loan period (for books with a Definite Loan Period).

You can remotely access the library's databases by logging in with your Blackboard username and password. Contact lcrweb@ucalgary.ca if you have any problems signing in.

Please let me know if there are any questions, concern or suggestions.

Mary