HSL Access Notes - June 17th

Hello,

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

HSL Summer Holiday Closures

HSL will be closed over two holiday weekends this summer as follows:

Friday, July 1^st

Saturday, July 2^nd

Sunday, July 3^rd

Weekend staff are asked to remind clients of our closure, and all renewal and return options especially in regard to any books borrowed this weekend and coming due on July 2^nd or 3^rd. Thanks.

Saturday, July 30^th

Sunday, July 31^st

Monday, August 1^st

Holds for HIN clients

There had been a problem lately with KC location for hold items showing up in clients online accounts as ‘ucalgary’. This has now been resolved by ITS, and individual KC locations should display for each hold item.

Please let me know if there are any other concerns.

Formatting a Thesis Session

Leslie Potter will be at HSL to present a training session for staff on Formatting a Thesis. Remember, this session has moved from the afternoon to the morning.

We hope you can join us in 1460B on June 28th from 10am – 12pm for this session.

Stampede half day

Full-time support staff employees (Regular, Sessional, Limited Term, Fixed-term and Temporary) are entitled to a one-half (1/2) day holiday to be observed during the period of the Calgary Stampede (July 8 - 17, 2011).

Full-time employees who are on vacation, sick leave, workers' compensation, or any other leave during the period of the Stampede are not eligible for any benefit in respect to this holiday. The employee must be at work a minimum of one-half day during the period of Stampede to qualify for the holiday.

Part-time employees (Regular, Sessional, Limited Term, Fixed-term, Temporary and Recurring) are NOT entitled to the Stampede Holiday on a prorata basis.

Printing upgrade

Our new network printing system has been operating well. Thanks Lourdes for creating the new instructions posted for clients by the print station. Lourdes also did a Science Direct test print and found that the article did print properly, though with one extra page of 'tech text'. We are following up with IT on this.

Please let me know if you hear of any client issues, questions or concerns with the new system for follow up.

· Wireless printing from both PCs and Macs (does require eid login) is much easier now and steps can be found at: http://print.ucalgary.ca/

· The printer has been adjusted so that it defaults to double-sided printing, but clients can choose the option for single-sided printing from the print dialogue box at their workstation.

· When clients select print option at a public computer, the HSL network printer will display as Health_Sciences_Library.

· Jobs sent to the printer will remain in the queue for 30 minutes. IT is working on creating an override to allow staff to delete items in the queue when necessary.

· 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 provided.

· Remember clients still have the option of using the back up Reference workstation and printer when necessary.

New Books

A message from Rob regarding the status of new books. We have seen our first ‘available soon’ items arrive at HSL this week.

Starting on Wednesday, June 8, we will begin to use the “available soon” feature in Sirsi. This means that shelf ready books that come in will say “available soon” rather than “available” in the catalogue. This will stop frustrating library users who place holds on books that aren’t really on the shelf and expect them to be on hold right away. “Shelf ready” books can take anywhere from one day to two weeks after arrival before going to the shelf.

What this means is that starting on June 8, new University of Calgary library books cannot go straight to the book shelves. New books will need to checked in, before going to the shelves. Since our users can place holds on “available soon” books, this also means that we can process any holds before they go to the shelves. If we don’t check in new books, they will continue to have the status of “available soon” rather than “available.” While library users can continue to place holds on “available soon” books, the holds won’t be filled because the holds aren’t “available.“

Podiums

Thanks Kelly for creating the classroom A/V instructions and for providing the mini training sessions. A copy of the instructions has been stored in each podium.

We also now have the connection for Mac computers installed on the 1460B podium. This will be coming soon for the 1460A podium as well.

Rooms

Room 1459 (south of Computer classroom) is now just about complete. We are just waiting for the table to be fully wired. This room, with a table that seats 14 comfortably, will be reserved as a staff meeting room and may be booked through Annley.

Room 1453 will be added to the online booking system for student use.

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/

RFID

The RFID project continues. We are now tagging in the WG call number range. During this process carts of tagged books may be sitting in the open area by the digital wall waiting to be shelved. We are pleased that at times clients are browsing through the titles on these carts. However the more browsing these carts see the more important it will be for staff reshelving these carts to do a quick scan of the books before shelving to ensure proper call number order. Thanks.

History of Medicine Room

The second shipment of the Mackie special collection has arrived, and is being shelved in the History of Medicine Room. Thanks to all who are assisting.

· There is a summer student working with Dr. Stanisch who will need access to the History of Medicine Room at times (last name Lefevbre). Staff are asked to open the room for her as needed, with a reminder that this is a no food and drinks area.

· The plastic covering has been removed from the shelves. While it continues to rain, staff are asked to check the room once a day for any signs of leaks in the ceiling.

· 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 over the weekend.

HSC Interactive Maps

Have you had an opportunity to use the UofC interactive room finder feature at: http://www.ucalgary.ca/map/interactive

The HSL renovated space and new rooms are now displaying.

Also, University of Calgary contacts directory has been updated to include links to interactive maps. When you click on a person's location, the map pops up showing you not only the building they're located in, but also the room location!

Clocks

We have a new clock in the service area, and one in each of the Computer Classrooms.

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

Have a great weekend.

Mary

Launch of Remote@EBLIP6 Programme 28-30th June

EBLIP6 Conference

The University of Salford is proud to host the sixth Evidence Based Library and Information Practice (EBLIP6) Conference in Salford, Greater Manchester, UK, June 27th - June 30th 2011. If you are unable to travel to Salford, you will still be able to participate remotely in the highlights and key elements of the programme via Remote@EBLIP6.

This exciting international conference has grown out of an increasing interest in using the best available evidence in health libraries to improve library and information practice more generally and this is the first time that remote participation has been offered.

Previous EBLIP conferences have been practical, friendly and inspirational in getting people involved in evidence-based practice. In 'Valuing Knowledge and Expertise', the stimulating and varied EBLIP6 programme <http://www.eblip6.salford.ac.uk/programme.php> of workshops, presentations and discussion has been specifically designed to appeal to library and information practitioners who may have previously thought that evidence based practice wasn't for them. It will provide a practical and accessible forum for librarians and information practitioners from all sectors to discover and disseminate evidence that may contribute to decision-making in professional practice.

Remote@EBLIP6

Recognising that many people may want to attend the conference, but may not be able to travel to Manchester, highlights and key features of EBLIP6 will be made available via the Internet to registered Remote@EBLIP6 participants. http://www.eblip6.salford.ac.uk/programme.php?days=remote

This includes Keynote sessions, Madness sessions and a broad spread of Parallel sessions taking place in the main conference hall.

You will also be able to participate in "live chat" with other Remote@EBLIP6 conference delegates and ask questions to presenters alongside traditional conference delegates in real time. You can either attend as a remote delegate in real time - or at a time which is convenient for you (presentations will become available within 24 hours). Technical support will be available throughout the live sessions and at times specified on the programme.

Requirements for Remote@EBLIP6

To participate in Remote@EBLIP6 you will need: internet access, a pc which can run javascript and noise cancelling headphones. You will also need to register and pay the appropriate conference registration fee.

A tutorial http://bit.ly/bXXY9W and further information http://www.elluminate.com is available for familiarisation with the software programme.

It is advised that you access this tutorial and information before paying your registration fee.

Costs

Registration fees for Remote@EBLIP6 are 65 GBP and will include access to the software, the sessions specified in the Remote@EBLIP6 programme http://www.eblip6.salford.ac.uk/programme.php?days=remote and technical support.

Terms and Conditions: Registration fees will only be refunded in the event of a technical failure of the Remote@EBLIP6 programme or, following consultation and verification from the Remote@EBLIP6 technical support team, you are unable to access the Remote@EBLIP6 programme.

How to Pay

Delegates will be able to pay by credit card via the EBLIP6 website http://www.eblip6.salford.ac.uk/registration.php or invoice available on request.

Further information

EBLIP6: Full details of the conference are available on the conference website at http://www.eblip6.salford.ac.uk. Alternatively sign up to follow conference news via the EBLIP6 Twitter (http://twitter.com/eblip2011) and on Facebook (http://bit.ly/99EY96).


For further queries about Remote@EBLIP6 please email the eblip6 team at eblip6@salford.ac.uk
For booking queries please email Vicky Beckett ateblipconf-com@salford.ac.uk
Remote@EBLIP6 programme http://www.eblip6.salford.ac.uk

Alison Brettle & Maria J Grant

EBLIP6 Conference Chairs

University of Salford

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 Staff Training Session

Join us for a training session customized for staff.

How to Format a Thesis

presented by Leslie Potter

Tuesday, June 28th, from 10 – 12

HSL 1460B

Call for Papers/Presentations/Posters/STAT!Talks for PNC/MLA 2011

Hey, everybody, here is an opportunity to present your research that won't strain your travel budget too much. The Pacific Northwest Chapter/Medical Library Association has put out a call for their annual conference which will be held in Boise, Idaho from October 15-18 this year.

Link to further information is at Call for Papers/Presentations, Posters, and STAT!Talks and the website to the conference is at http://depts.washington.edu/pncmla/pncmla2011/.

It's not a big conference; you will meet a lot of really friendly, helpful people!

Helen

article for Journal Club session on July 5th (in conjunction with the Research Workteam Meeting)

Hello all,

For the Journal Club portion of our Research Workteam meeting next month, we'll be looking at the following article (please see the link below):

http://onlinelibrary.wiley.com/doi/10.1111/j.1471-1842.2010.00925.x/abstract


Brettle, A., Maden-Kenkins, M., Anderson, L., McNally, Ro., Pratchett, T., Tancock, J., Thornton, D., & Webb, A. (2010). Evaluating clinical librarian services: A systematic review. Health Information and Libraries Journal, 28, 3-22.

As a starting point for discussion, I've included some possible questions below:

1. How can we (as librarians working with clinicians/researchers involved in patient care) evaluate the services we provide (i.e. a mixed-methods approach or use of the Critical Incident Technique-impact and providing information at the point of need is key)

2. How do we measure whether the service we (as librarians) provide to our clinicians is effective? (process, outcome, impact) (we send out surveys after an instruction session, we follow-up with the literature searches we do, but do we know HOW the material we provide or instruct on is actually used? (consider the arguments raised on pg. 4- related research)

3. What about the patients? How are they impacted based on the level of service we provide to the clinician? (see the comment on pg. 4 re: “no study to date has attempted to measure the direct or indirect impact of CML services in outcomes of patient care.”

4. When we ask clients to evaluate our service, are we considering intent vs. actual impact when creating our survey questions? (see the discussion on pg. 14)

Mention is made in the article of the Critical Incident Technique. I found a brief paper on this from Knowledge Solutions, and am thus including the link to this below as well:

http://www.adb.org/documents/information/knowledge-solutions/the-critical-incident-technique.pdf

Thank you and happy reading,

Marcus

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