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 - January 18th

Hello,

With new term well underway, it is time for a ‘few’ notes….

New Student Assistant

Please welcome new student assistant Michael Stewart.  Michael began training this week and will be assisting with the Monday evening coverage.

Campus Photocopies

Campus Photocopies service provides an option for clients to request copies of articles held in print on other campuses.  For example a client at Nursing on main campus may send an email request for an article that is on our shelf at HSL.  The email will come to our hslcirc mailbox.  Staff will pull the journal and scan the article, sending a pdf copy of the article by email to the client's desktop.  Please offer this service to clients when appropriate.  Last week a client came from main campus, pulled and copied her own articles (at .08/page), since she was not aware of the campus photocopy service.  Information for clients about this service and be found on our library webpage > services> borrow/request/renew>campus photocopies.  Also, here is the link   http://library.ucalgary.ca/campus-photocopies

Literature Search Single Point of Intake

Information from Susan and Taryn regarding a new HIN/AHS pilot…..The Health Information Network along with Knowledge Resource Services (AHS Libraries) are piloting a single point of intake service for all AHS lit search requests starting on January 2. 

Search requests coming in through hslibr or the HIN lit search request form are being directed to HIN staff who are designated "gatekeepers" who then allocate the searches out to staff.

This will not impact our service messages at the desk.  AHS clients at the HSL desk requesting lit searches can be directed to the consult office librarian, or to the HIN lit search request form after hours.  Please let Susan know if you have any questions.

Instruction sessions

There is a full slate of instruction sessions being offered at HSL through the new term.  Please promote these sessions with our clients.  Information is posted online and through the faculty and available at the desk.

HIN instruction sessions at HSL will begin in February and a schedule will be available soon.

AHS My Learning Link

AHS staff can access information on their “My Learning Link” on HSL computers as  follows:

Go to my.albertahealthservices.ca

Login in with email username and password

Select  “Visit Insite”

From Employee Tools tab Select My Learning Link

Login in

Shared Access to Group Study Rooms 1461-1464

We are very pleased that we are moving closer to being able to implement the shared access to the 1461 - 1464 group study rooms.  We are just reviewing details with Faculty and Security contacts, and hope to have this extra space available by early February.

Shared access will mean that this group of rooms, 1461B, 1462B, 1463A &B, 1464 A&B will be accessible as follows:

·         Access from the theatre 4 hallway:

o    Daytime, Monday through Friday

o    Bookable through Faculty Room Booking Services

·         Access through the Health Sciences Library:

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

o    Friday: no evening access

o    Saturday:  10:00 a.m. - 6:00 p.m.

o    Sunday:  12:00 (noon) - 8:00 p.m.

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

We expect that the idea that the rooms are accessed from the theatre 4 hallway during weekday hours and through HSL during evenings and weekends, may cause some confusion with clients at first, but we are working on signage and processes to make the transition as smooth as possible.  We feel the extra access to this space will  be a benefit to our clients that will be appreciated.

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

1460Z A &B alarms

 1460ZA and B are the doors that access the 1461-1464 hallway.  The 1460ZA door is on the library side (currently blocked) and 1460ZB is on the faculty side. 

1460ZA operates with card access and all HSL staff have card access.

1460ZB operates with panic bar hardware.

If the doors are accessed when alarmed, they will go into an audible alarm mode and staff will hear and see an additional alarm on the annunciator panel at the service desk.

·         To silence the annunciator panel simply push the silence button on the panel.  The alarm light will remain on until the door alarm has been reset.

·         To silence the 1460ZA door alarm swipe your UofC card at the card access pad. This should reset the door.

·         To silence the 1460ZB door alarm, call security at 220-5333.  Security staff need to reset the alarm on the 1460ZB door.

Notes In Client Records

 A reminder that it is important and very helpful to add notes to client records about transactions that are out of the ordinary, especially if there will be further follow up necessary, that may be handled by other staff members.  There were cases recently where the notes recorded in the client Sirsi extended info screen allowed staff to establish a timeline of events, to confirm the previous conversations with staff and therefore follow up accordingly.  

Transit bags from TBCC and WHKC

 Books in transit from HSL to TBCC and WHKC should be charged to the transit card and desensitized.  The exception would be hold items coming from HDL.  These can be simply forwarded as is to TBCC or WHKC, though pleae desensitize if they do have RFID tags.

Items in transit from TBCC and WHKC will often be dropped off at HSL in a transit bag and left on the corner of the front credenza (closest to the book return bin) for HSL staff follow up.

HDL Journals

The loan period for journals borrowed from HDL changed from  3 days to two weeks late in 2012.   The  loan type for these journals has now also been updated from : 3DAYSERIAL  to: HDLfirm

FCA Registrar Withhold Process Update

if a client has bills of 10.00 or more, their Sirsi record will still be blocked from borrowing or renewing.

In the past once this 10.00 charge was on a client record, main campus would follow up with several notices, both email and mail over a period of 3 months, but if the bill was left unpaid, further action was taken.  For students,  records would go to the Registrar’s Office and a Registrar’s withhold would be place on the record with an additional 10.00 charge.  For staff,faculty, HIN and community clients, and additional charge of 10.00 would be added to the charge and paperwork would go to a collection agency.

Following a recent update, the FCA (Collection Agency) or registrar withhold follow up is done once a client has bills of 25.00 or more, rather than 10.00 or more as it used to be.

So  clients will not receive additional charges or FCA or Registrar Withhold follow up for unpaid bills until charges reach 25.00.

UCLASS

The HSL shared drive files are going to be reorganized using the UofC UCLASS system.  Sara will be sending out some information by email next week.  More details on the system are available at: http://archives.ucalgary.ca/uclass

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.

Cont Ed

More updates regarding Cont Ed client access to online resources…..

The UCID login is now ContEd’s standard for both Blackboard and EZproxy (Blackboard is no longer requiring the use of eID if a ContEd student has one), and that should result in fewer trouble calls to the library from users who know their eID but not UCID.

If you do get trouble calls on this issue, please gather as much information as you can (student number, course number, date of last class, date problem was noticed), and pass that information on to Andrew Pasterfield.

Term Loan Fines

You may have noticed that term loans due back on January 15^th had a one day grace before fines were accessed.  This had to do with system set up over the break.

Commons Moveable Wall 

With instruction sessions beginning once again, staff at the service desk are asked to check the Commons schedule and manage the moveable wall as necessary according to the printed weekly schedule of sessions posted on the board by the Commons.

The Commons is reserved on January 25^th for wall maintenance.  Representatives from the company will be here to address some concerns with the panels.

Exam Proctoring

As reported in the November notes, HSL is no longer supporting exam proctoring for external or U of C clients because of capacity issues. HSL/HIN will continue to support proctoring for AHS staff.

Non AHS, and U of C clients requesting exam proctoring can be referred to the University proctoring service at:

http://www.ucalgary.ca/registrar/exams/externalexams

 For AHS exam proctoring questions that come to HSL, requests should be directed to hslibr for follow up.  Staff can certainly assist clients with this process.

Consumer Health Client Loan Limit

“Consumer health” clients (those with a patient profile in Sirsi), are able to borrow from the Consumer Health collections only.   They did have a loan limit of 50 items at any one time however following recent discussions it was agreed that this limit would be reduced to 25.

Sirsi now limits the number of loans for “consumer health” clients (those with a patient profile in Sirsi) to 25.  Any loans beyond that would require staff authorization and override.

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

Thanks.

Mary

Free webinar on using RevMan for meta-analysis

The Canadian Partnership Against Cancer is offering this free webinar on Jan. 29, noon-1 EST. For full details, see

Background

The Capacity Enhancement Program (CEP) is a strategic initiative of the Canadian Partnership Against Cancer Corporation and is academically linked to the Department of Oncology at McMaster University. The CEP is pleased to host a webinar to provide training on how to conduct a meta-analysis using the Cochrane Collaboration's Review Manager software.

Format

The webinar will consist of a presentation and a demonstration of Review Manager software. The webinar will be hosted online via WebEx and telephone conferencing. In order to participate, individuals will need a computer with Internet access and a telephone. 

Details

The one-hour webinar is planned for the following date:

Tuesday, January 29, 2013, noon-1pm EST: Meta-analysis using the Cochrane Collaboration's Review Manager software       

Target Audience

The primary target audience is practice guideline methodologists and panel members, including program managers, disease site team members and tumour groups. The webinars may also be of interest to health care professionals, clinical trainees, information specialists, administrators, graduate students and decision-makers interested in evidence synthesis or practice guideline development.

Basic knowledge about meta-analysis will be assumed. We encourage those who are not familiar with the basic concepts to view the recording of the CEP's introductory webinar on meta-analysis at http://www.cancerview.ca/cv/portal/Home/TreatmentAndSupport/TSProfessionals/ClinicalGuidelines/GRCMain/GRCTrainingEvents/GRCTEWebinars/GRCTEWebinarsArchives?lang=en

Facilitators

The webinar will be led by CEP Training Coordinators.

How to Register

Click the "Next" button below and complete the registration form. 

Contact Information

For more information, please visit the Training Events section of our website at www.cancerview.ca/guidelines or contact the CEP office:

Ms. Kate KerkvlietMcMaster University, Juravinski SiteDepartment of OncologyG Wing, 2^nd floor711 Concession StreetHamilton, ONL8V 1C3Phone: 905-527-4322 ext.42833Fax: 905-526-6775CEPadmin@mcmaster.ca

a few gentle RefStats reminders

Good morning everyone,

A few gentle reminders regarding RefStats to be aware of please:

1.       Requests for stationary items (stapler, paper, pens, pencils, tape) shall not be recorded.  This also includes requests to borrow headphones. 

2.       Circulation transactions performed directly by HIN staff for clients (i.e. book signouts, placement of holds, renewing items, etc.) shall not be recorded in RefStats.  The exception to this would be questions where HIN staff are demonstrating to clients how to renew items/place holds themselves. 

3.       Requests for permission to use a KC computer shall not be recorded. 

4.       Each question should be recorded separately in RefStats (there are a few directional questions in particular where numbers are placed next to client queries about location of a particular clinic, etc., to indicate that X clients asked for directions to the same location, etc.)

HSL Access Notes - December 7th

Hello everyone,

Holiday Hours

We are beginning to receive questions at the front desk about our holiday hours. 

• HSL will be closed for the holidays beginning at noon on December 24th, through January 1st. 
• We will re-open with regular hours on January 2nd.
• Our hours are posted on line at:  http://hours.library.ucalgary.ca/#view-health
• Holiday hours will be posted on the flat panels and in our HSL News early next week.

Coverage for Lourdes 

We wish Lourdes a refreshing vacation!  While Lourdes is away over the coming weeks we will be covering some of her regular assignments as follows:

hslibr email:  Will be monitored by librarians in the consult office

Lexi-Comp/Dynamed code requests:  Will be coordinated by Caitlin and Brian

Desk coverage:  We will be single staffing at the desk in the afternoons, with Sara and myself as back up.

Technology:  Please flag any technology issues for me and I will follow up.

hslibr email

The hslibr email password was reset on Friday morning.  Lourdes has posted the new password in our manuals and on SharePoint.  Librarians logging in individually in the consult office may need to re-enter the new password when monitoring hslibr.

December Desk Schedule

The December desk schedule has a new look and a new home!  The master schedule is posted on SharePoint in the content panel along the left hand side of the homepage under "Desk Shifts".   The schedule is now using the calendar format, and work is continuing to fine tune the display.  At the moment the shifts do not line up in specific columns.   The schedule will no longer be printed.  Librarians are asked to update this schedule to reflect any changes made to consult shifts.

Sirsi Holiday Updates

A number of adjustments have been made to the Sirsi system to accommodate for the library closure over the holidays. 

• Sirsi closed dates are entered as: December 21 - January 2nd.  that is no books will come due on any of these dates, and 2 week items checked out beginning today will have a due date of January 3rd (though we are open for business January 2nd).
• Last on shelf hold list for the season will be processed on December 21st.
• Last delivery of the season from HDL will be on December 21st.
• Clean hold shelf lists will print for December 21st, 22nd and 23rd.
• On January 2nd 'catch up' hold lists will print.

Term Loans

Beginning January 3rd, term loans due back on January 15th, can be renewed to May 15th.

The first renewal reminder will be sent out on January 2nd.

Holds

To help identify holds going to branches at main campus other than TFDL, staff are asked to please highlight branch location info  added to the hold slips. Thanks.

Paper Supplies for HSL Copiers and Printers

Since the paper for staff, and public printers and copiers are now ordered under three separate accounts, we have organized the paper into three separate supplies to monitor use.  Paper for refilling the copiers and printers in the service and public area is kept in the cabinet behind station #2, and is labelled "Paper Supply".  In the cabinet you will find three piles: Coin Op copiers, student printers, and admin staff use.  When filling the machines with paper please pull from the appropriate supply.  The paper supplies in the HSL storage room are also stored in three separate piles.

Also, please do not overfill the paper trays in the copiers or printers.  This leads to paper jams.  It is better to under fill than overfill.

HDL - Serials Loan Period Update

Effective this week, the serials from HDL that were previously only 3-day loans, are now 2 week renewable loans.  While the item type may show up as a 3-day serial, Sirsi will automatically assign a 2 week loan period.  This will be a benefit to our clients who will now receive the longer loan period and the renewal reminders.

Guest Cards

As mentioned in our November 6^th notes, the General Public Copy cards are being replaced with Guest Copy Cards.  We have just received our supply of these new cards, and our POS at HSL has been re-programmed to sell these cards.   Effective December 6th, we will be using new procedures for issuing the cards as outlined in the attached document supplied by TFDL staff. The new cards and procedures are in a binder at the circulation counter labelled:  ONEcard Guest Cards

Further information:

•  The ONEcard Guest Card allows guests of the University of Calgary access to the same debit services as students, faculty, and staff during their stay on-campus.
• ·       Guest Cards cost $20.00 and come pre-loaded with $10.00 in the Uni Dollars account.
• ·        Uni Dollars are accepted anywhere the ONEcard is accepted: your Guest Card can be used for printing & photocopying, to purchase food at participating locations, to buy anything at the Bookstore and Microstore, or to purchase items from vending machines.
• ·         This means that the cost of the actual card is not increasing, however the minimum on the card at the time of purchase has increased from $5.00 to $10.00. 
• ·         Our POS machine is now set up to sell the new guest cards.
• We have retained about 5 of the old style General Public Copy cards in case these are needed to replace any older cards that have system issues.  These older cards should not be sold to clients, effective today.
• Please let me know if there are any questions about the new cards or processes.  I would also be interested in hearing any feedback from clients.

Wireless

We had received some comments about the weak or inconsistent wireless access at the back of the library (west wall carrels).  The data technicians tested over several days with a laptop and cell phone and found no problems with access.  If clients do come to the desk with wireless access concerns, please flag for me with client name and contact, date and time, and type of device and I will follow up.

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