HSL Access Notes - July 24th

Hello Everyone,

A few notes for the week….

New delivery

The weekly notes will no longer be distributed by email.  I will send out an email with a link to the Keeping Current blog post of the notes.  Please let me know if you are having any trouble accessing or viewing the blog.  The blog is bookmarked on the service counter workstations.

Flex Plan

In answer to the following  interesting flex–plan  question, “ can you earn flex on a day when you have an appointment or other time away”, we have received this response from HR:

Staff members cannot combine any other time with their flex time earned. They must work the entire shift, plus the extra flex time. On days that they are away for a paid benefit, they are not entitled to work flex time.

Please let me know if you have any questions.

Clinical Expired Clients

We have seen a few more clinical clients whose records expired on June 30, 2012.  In these clinical staff cases (UofC staff, not students) it is best explain that the library privileges are tied to their status with the UofC, and to refer the client to the HR help desk at 220-5932 to follow up regarding their UofC status.  If they are still associated with the University we can offer to extend their library privileges for two weeks in Sirsi while the system processes any updates.  Staff are asked to update the expiry date manually in the Modify User function using the override, and add a note to the Extended Info screen indicating the situation and the action taken plus staff initials.  These types of situations can also be referred to me (client name, barcode and contact please) for follow up.  Please let me know if you do run into this type of situation so we can monitor the problem.  Thanks.

Intranet – naming-blog updates- remove from R drive

We are continuing to develop the HSL Intranet as a key location for HSL information.

All HSL/HIN staff should have access to the HSL Intranet.  You may need to add UC_ADMIN\ before your login.  Please let me know if you are having any trouble with access.

A couple of recommendations have come from a recent Communications Group meeting:

·         Naming convention:  If you are adding a document or wiki page to the Intranet, please use the following naming convention:  description YYYY MM DD staff initials.  Example:  Staff contacts 2012 07 24 mg

·         Master file:  if you are adding a document or file to the Intranet, it should become the master file and other copies of the file should be removed from the shared drive or common files.

·         To inform staff that a file or document has been added or migrated to the Intranet, please post an update in the Keeping Current blog.

HSL Literature Search Form – Online

There is a new online Literature Search Form  on the HSL webpage under Research and Teaching support.  It may be helpful for staff to direct clients requesting assistance with in depth reference questions or literature searches to the online form when a librarian is not immediately available, for example during evenings.  The form will allow the clients to provide helpful information to the librarians who will then be able to follow up appropriately with initial contact within one business day.  Forms submitted online are directed to hslibr email.

http://library.ucalgary.ca/health-science-library-search-request-form

There are also print copies of the form in the service area files in case of system failures, but the online form submission would be preferred and encouraged.  Staff can add the information to the online form on behalf of a client while assisting the client at the desk or on the phone.

This is a new service, so any staff or client comments or input would be appreciated.

Mackie items 

We have 78 items from the Mackie History of Neuroscience Collection that have been flagged to be in fragile condition and are being prepared for transfer to Special Collections.

There is new Mackie History of Neuroscience signage in the History of Medicine Room to highlight the collection.

Journal Count

We are conducting an ‘in library use’ count for the following four journal titles during the months of July and August:

·         Oncogene

·         Journal of Cell Biology

·         Drugs

·         Pharmacoeconomics

Students will be recording a stick count of any issues of these titles on a stat sheet at the front counter before shelving.

Old edition (2006) of Neonatal Resuscitation (NRP)

Recently at HSL we had a few AHS staff looking specifically for the older edition (2006) of the NRP textbook.  HSL  withdrew most of our older copies when we received the updated 2011 version, however we do have one copy of the older edition on our compulsory Education shelves (for AHS staff)as well as one copy in our main stacks (for UofC clients).

Holds on BLS for Healthcare Providers   – contact pick up location

Most Knowledge Centres have a good supply of BLS manuals in the Compulsory Education collection for AHS staff, so there is generally no need for AHS staff to place holds on the title.  However if a client does place a hold on the title, it could lead to many copies being flagged for the same client while the item is checked out on an ‘in transit’ card.  We can hopefully avoid the ‘in transit’ and multiple copy problem  by filling the hold at the location where the client wants to pick up the item.  if staff see a BLS manual on the hold pick up list with a different pick up location, rather than pull the item and place it in transit, please call the pick up location KC and ask them to pull and process the item at that location.  Thanks for flagging the issue Tuyet!

Rooms in HSL

·         Available for online booking:   1453, 1454, 1455, 1456 A & B, 1458

·         Available for online booking and extended booking:  1481 A, 1481 B, 1481C, 1481D

·         Not currently available (eventually for online evening and weekend booking): 1461B, 1462B, 1463A &B, 1464 A&B

·         Available for internal staff booking:  1459, 1460A & B (Commons), 1483 (HOM)

Please note that Sara is now able to make bookings for the Computer Commons as well as the extended bookings for the individual study rooms.

Computer Commons – update

Up until this point, the Computer Commons was the only area in HSL where food and drink have not been permitted.  We are now updating this policy to permit beverages in the Computer Commons.  This reflects the guidelines used in the Research Park at TFDL.

Printing Options with Older  OneCards

Clients who have an older OneCard that is not recognized by our Network Printer,  can still add funds to their cards and use their cards for transactions in our POS.

Therefore they can use the back up printer and still pay at the POS using their OneCard (or cash, debit or Visa!).

Key Projects

HSL Key inventory:  Leslie has been working on an inventory of all HSL keys. 

HSL door Key control:  Sara is working on a key control system to track HSL door keys.  

August Schedule

The HSL August consult office/desk schedule  will be posted in the HSL Intranet early next week.  This will become the master copy of the schedule, and any changes that need to be made should be made on the Intranet file.

Please let me know if you have any questions, suggestions or concerns.   I will be away on vacation August 7 – 17^th.

Mary

Search strategies for Natural Health Products

1. Is it licensed in Canada? Is there an NPN?

• Natural health products that are licensed for sale in Canada have a Natural Product Number (NPN) assigned to it. This should be displayed somewhere on the package.
• With the NPN you can search in the Licensed Natural Health Products Database (LNHPD) from Health Canada to see the product monograph produced by the manufacturer or search e-CPS for this information.
  e-CPS AHS Calgary Zone | AHS Cancer Care
  e-Therapeutics+ UCalgary

2. What are the active ingredients?

• If there is no NPN, this product may not be licensed in Canada. But we could license similar or equivalent products.
• Locate the active ingredients in the product either by what is advertised on the package, a web search or a search in a Complementary and Alternative Treatments database like Natural Standard or the National Center for Complementary and Alternative Medicine (NCCAM)
  Natural Standard AHS Calgary Zone | AHS Cancer Care | UCalgary
• Check e-CPS or LNHPD for products licensed in Canada

3. Check for interactions with other drugs

• Search Lexi-interact
  Lexicomp AHS | UCalgary
• Search Natural Standard
   AHS Calgary Zone | AHS Cancer Care | UCalgary

4. Check for current published studies

• Search Natural Standard
   AHS Calgary Zone | AHS Cancer Care | UCalgary
• Search NCCAM
• Search MEDLINE/PubMed
  MEDLINE AHS Calgary Zone | AHS Cancer Care | UCalgary
  PubMed AHS | UCalgary

5. Check for clinical trials

• There are not a lot of studies published on natural health products. A search for Clinical Trials will let you know if there are any current studies in progress and perhaps link  you to unpublished results.
• Search clinicaltrials.gov
• Search Biomed Central current controlled trials

Grey Literature Drug Information Resources

A libguide page has been created for Grey Lit Drug Information Resources. This is still being developed, but has been started here: http://bit.ly/NJtwWs.

You can also find it from the Grey Lit libguide, as a drop down under resources.

HSL Intranet update

Files recently uploaded to the HSL Intranet under Communications:

• HSL PPT Template 
• HSL Sign Template (8.5 x 11 portrait)

How to talk to your IT department

Here's a short useful article from the Pacific Northwest Regional Medical Library.
How to talk to your IT department

HSL Access notes - July 16th

Hello Everyone,

A few notes to begin the week...

HSL Weekend Closures

HSL continues to be closed Saturdays and Sundays through July and August.  I have spoken with HSC Security staff and they confirm that they fielded only the occasional question regarding the weekend closure and no complaints. 

Staff are asked to continue to remind clients that we are closed on weekends through the summer, especially if directing them to the library for any follow up, or giving out our hours of operation (our summer closures are not noted on our handout).

SPSS

Glenn from ITS was able to reload version 19 of the statistical software SPSS on the workstations in the Computer Commons.  Version 20 will be installed when the workstations are loaded with the fall software load, sometime during the next month.  This software will not be available on the public workstations outside of the Commons due to licensing restrictions.

Library Privilege Issues

We have seen 4 or 5 clients this week who have contacted us with concerns that their library access has stopped.  In all these cases when I have followed up we have found that these clients were clinical staff with contract positions that ended on June 30, 2012.  Since library access is tied to UofC status, their access will have expired as of June 30, 2012.  We should advise these clients that if they continue to work with the UofC, they should speak to their UofC  ‘reports to’ manager about completing the appropriate HR forms to extend their contract.  As soon as their UofC status is reinstated (if they are eligible), their library access will be reinstated.  In some cases we can manually extend privileges for 2 weeks as a sign of good will while HR deals with their status.  If this is done a note should be added to their ‘extended info’ screen in Sirsi.   I am always pleased to follow up with client privilege issues as well.   

Residents and Fellows

Some helpful information from Helen regarding new residents and fellows who have begun their programs this month and who have begun using the library……

U of C residents (should load in Sirsi as grad students)  and fellows generally have AHS badges, but  are also eligible for, and encouraged to pick up the U of C photo ID card (now called ONEcard), which would give them access to library services and other services associated with it (debit card, access to gym, etc). 

If they go in person, to the ONEcard/Security office to get their cards, they will get their pictures taken and their cards issued right away. They need to have their U of C ID number and one piece of government issued photo ID.  

Please note  if you are directing clients to the Security ID Office at main campus:

·         We do have handouts in the public handout display that include a map, directions to main campus and ID Office contact information and hours. 

·         Please always advise clients to call the office first to confirm that they are in the system,  before making a trip over for a OneCard.

·         The office is closed over the lunch hour.

·         The office does have extended hours a day or two each month including:   

o    August 1, 27-30: open until 6:00p.m.  and

o   September 3-6, 10-13, 17-20: open until 6:00p.m.

o   More info See http://www.ucalgary.ca/onecard/contact_ONEcard.

Lexi comp/Dynamed Requests

Information from Helen regarding student access to popular databases  Lexi-comp and Dynamed…

2^nd year (pre-clerkship) and 3^rd year (clerkship) medical students are U of C students and as such, are eligible to get Lexi-Comp through the Health Sciences Library. Each student is issued an individual product code. Lourdes is in charge of issuing codes and Brian is the back-up when she is away. If both are away, Caitlin, as the UME librarian, is their backup.  If clients come to the desk asking about these products, please have them complete the brief form that is available at the front counter and pass on to the appropriate staff person mentioned above.

Residents and post-graduate fellows are both U of C grad students and AHS employees. AHS makes Lexi-Comp available to all their staff, including the residents and fellows. To register for access, they MUST use their AHS email and the AHS portal to register (either iWeb or inSite). When they register, they will get an institutional product code to download Lexi-Comp. Instructions are in SharePoint at https://spse.ucalgary.ca/sites/HSL/HSL%20Wiki%20Pages/Lexicomp%20for%20Residents%20and%20AHS%20staff.aspx and on the Mobile Devices libguide under Featured Point-of-Care Resources http://libguides.ucalgary.ca/mobile (which is where you would point them), and also printed in the reference binder.

Residents must get Lexi-Comp through AHS and not through U of C.

GGM42 Key

Staff are asked to check their GGM42 key in the lock on the door leading from the public part of the library to the administrative, office and workroom area.  If your key is not working with the new cylinder, please let me know and I can provide a new key.

Update to Room booking system

There will be a minor system upgrade to the HSL Room Booking System (RBS) this week. This upgrade is necessary to fix a problem some users are experiencing when logging in with an email account that’s not known to our system.

The upgrade should only take about 15 minutes. During that time, the RBS will be unavailable. We will not  lose any bookings. We hope to know more once the time of the upgrade is confirmed.

Also, we have another extended room booking in individual study room 1481A, so that both 1481 A and C will be locked when not in use.

Thunderbird

There was a message this week regarding the Thunderbird email service.  This will not affect our use of Thunderbird for our group email accounts such as hslcirc and hsldoc.

HSL Literature Search Form

There is a new online Literature Search Form  on the HSL webpage under Research and Teaching support.  It may be helpful for staff to direct clients requesting assistance with in depth reference questions or literature searches to the online form when a librarian is not immediately available, for example during evenings.  The form will allow the clients to provide helpful information to the librarians who will then be able to follow up appropriately with initial contact within one business day.  Submitted forms are directed to hslibr email.

http://library.ucalgary.ca/health-science-library-search-request-form

There are also print copies of the form in the service area files, but the online form submission would be preferred.

This is a new service, so any staff or client comments or input would be appreciated.

Copyright

We have received news that our LCR copyright procedures for the fall term will be the same as those used last year.  Hopefully, that will make things a bit easier as LCR personnel and faculty members have some familiarity with the requirements.  Also, the information on the copyright page has been updated, see http://library.ucalgary.ca/copyright.

Microfilm Machine

 The microfilm reader is still not available and may not be repairable.  We are looking into our best options.

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

Access Notes - July 3rd

Hello Everyone



HSL Weekend Closures

The library will be closed all weekends in July and August, as well as Monday August 6th for the Heritage Day holiday.  Please let me know if you have any questions or concerns about this schedule.

The electronic programming for our doors has been adjusted, the voicemail on our service desk phone adjusted and security staff notified.

If you are speaking with, or contacting clients about library follow up, for example picking up an item, etc. please indicate that HSL will be closed on weekends through the summer.

TFDL does have weekend hours through the summer and may be a good option for weekend clients.

Please let me know if you receive any feedback from clients.



New Staff Contacts

We are very pleased to welcome Michelle and Sara to HSL.

Your can reach them as follows:

Michelle Lemieux:  mrlemieu@ucalgary.ca  220-3921

Sara Ziegler:  srziegle@ucalgary.ca               220-6859



Thanks Sara for updating the staff contact list.  the updated versions are saved to the shared drive, and will be added to the HSL intranet this week.



Heather's Summer Schedule

Heather will be taking vacation days on Mondays through July and August.  This means that she will not be onsite at HSL during the summer, however she will still be reachable by email at hganshor@ucaglary.ca



TBCC blog

Have you had an opportunity to read the TBCC Grey Horizon blog for Cancer Care?  Find out more at:  http://hinc.ucalgary.ca/content/introducing-grey-horizon-blog-cancer-care



AHS and new barcodes

The new AHS photo ID badges are now printed with a AHS staff barcode printed along the bottom edge of the badge.  This AHS barcode is not tied to library services in any way and should not be used as a barcode in Sirsi.  The new AHS barcodes printed on the ID badges won’t affect any of our processes.
We will continue to use our barcode 'stickers' on AHS badges to register new AHS clients for library services through HINC.



If AHS clients who have already registered for HIN service come in and have a new badge and no longer have their original HIN barcode, we look the record up in our system by name, verify and update the record information.  We place a new HIN barcode on their new badge (beside the photo) and scan the new barcode in their Sirsi record replacing the old one. 



Desk Gate

The service desk gate has become difficult to use with the button and gate sticking.   A service request has been submitted.



Microfilm Reader

The technician has been in to assess the service required for our microfilm reader, however parts may be hard to find.  Lourdes will be following up, however until further notice the machine is unavailable.  Clients who require articles that are only available on HSL microfilm will need to request these items through ILL,  including in the request a special note about HSL  microfilm reader being unavailable.



Courier

After many years of daily courier service between TFDL and HSL with our friendly West Direct courier, this service is about to be taken on by the LCR truck that currently makes deliveries between TFDL, HDL and HSL.  This change may take place as early as Wednesday, though details for the process have yet to be confirmed.   The plan does include the transport of both holds and book returns.




July Schedules

While Brain is away through July student assistants are asked to contact me with any concerns about the summer schedule.  During this time we will cover evening shifts with two student assistants, and will have the capacity for additional  project work.

Lourdes has distributed the consult office/desk schedule for July.

Michelle will be added to the consult office schedule.

IM will continue to be monitored by consult office staff.

Lourdes will monitor the hslibr email on an ongoing basis.  When Lourdes is going to be away, she will flag in hslref and the staff in the consult office will monitor.  Lourdes will be away July 3rd.



Hope everyone enjoyed a Happy Canada Day weekend!