HSL Access Notes - March 30th

Hello,

A few notes to end the month...

Welcome

Please welcome librarian Marissa Tutt, who will be located at the ACH Knowledge Centre and Information and Service Specialist Chelsea Ambler, who will be working a 7:30 - 3:30, Monday through Friday shift

at the Health Sciences Library.  Join us for a coffee to welcome Marissa and Chelsea at HSL on Monday, April 1st, at 2:00 p.m.

Summer Schedule

I know if seems a bit early to start thinking about summer, however there are a few things to note.

·         Student assistant summer scheduling runs May 1^st – September 1^st.

·         HSL, similar to last year,  will be closed on weekends beginning June 29^th through September 1^st.

·         HSL will also be closed on the holiday Mondays, May 20^th, July 1^st,August 5^th, and September 2^nd.

Consortium Transactions

St. Mary's University College, Ambose University College (Formerly AUC/NUC), and Bow Valley College are part of the Sirsi Consortium who share our UofC Sirsi system and catalogue as separate libraries. 

• Clients from these institutions can borrow books from UofC locations and Sirsi will scan and read their institution ID cards.   
• There is no transfer of requested items between Uof C and Consortium locations.  Therefore Consortium clients can ask U of C staff to place a hold on their behalf, however they will need to pick up the item at the UofC home location. 
• Likewise, UofC clients can place holds on BVC (and other Consortium)library items, however they are required to pick them up at the Consortium home location - there is no delivery to UofC locations. 
• The items however can be returned at any Consortium or UofC library.  So, for example a UofC client could pick up his hold at BVC and return it at HSL.
• If clients do not wish to pick up the item at the Consortium location, the best way for clients to access a book that only shows available at a Consortium library is to place an ILL  (UofC clients) or Book request (AHS/HIN clients). 

Sirsi – Test Server Update

We have received notification that the Sirsi test server will be updated  on Thursday, April 4^th.  So, the test server (sirsi2) will not be available all day Thursday April 4^th and some of Friday the 5^th.  Please note that any test records currently only on sirsi2 will be lost.

**This will not affect regular Sirsi and Workflows server or transactions.

Sharepoint

A reminder that HSL intranet on SharePoint is packed with helpful information that can be accessed from work or home at: https://spse.ucalgary.ca/sites/HSL/. 

• The site is bookmarked on the service counter stations. 
• Use Internet Explorer for best viewing.  
• Have you seen the new HSL events photos on the HSL SharePoint homepage? 
• You will also find the weekly notes and the staff away calendar in the right hand column.
• The current desk shift schedule is in the left hand column under lists. 
• Many of the other documents are found under "Shared Documents". 
• Another benefit is that you can use the search box to locate a document.

We do want this site to be helpful and user friendly.  If there is information that you are having a hard time finding, or information that you feel should be on the site but isn't. please let me know.

While student assistants have been given permissions to access the site, it does not seem to be working  at the moment, so I will be following up.

UCLASS

How are staff finding the new UCLASS R drive filing system?  Again we do want this site to be helpful and user friendly.  Are there certain files that you are having difficulty finding?  Have you been able to use the 'mapping' spreadsheet?  Please let me know if there are any questions or suggestions for making this more staff friendly.

History of Medicine (HOM) Room Access

There are a few UOFC Faculty who have special permission to use the HOM room without supervision.   These include: Dr. Hulliger, Dr. Bulloch, Dr. Stahnisch, Dr. Sharkey, and Cam Teskey

However anyone, include these faculty members should follow the same rules as for others to protect our special collections.

The use of books, manuscripts, and other materials in the History of Medicine Room is under the following conditions:

1. Scholars are expected to exercise the greatest possible care in handling all collection materials, noting in particular that:
• Only pencils may be used for note-taking. Pens, markers, etc. are NOT permitted.
• No marks are to be added to or erased from books or manuscripts; tracings may not be made without prior permission.
• No books, papers, or other objects (except weights provided at the HSL Service Desk) are to be placed on collection materials.

Mackie Re-shelving

Due to the special nature of the Mackie History of Neuroscience Collection, items from this collection should be re-shelved in the HOM room as soon as possible, and not left with regular re-shelving items. When a Mackie item is requested by clients, an item at a time can be charged to the client's record and used close the service desk. They should be returned to staff at the desk (not in the return bin) and discharged, then returned to the HOM room as soon as possible.

Service Area Update

Some items have been shifted in the Service Area.  The book repair materials have been moved to the bottom file drawer of the cabinet outside the consult office. the extra client cards have ben moved to the bottom drawer in the service counter below the POS.  The CDs and disks for sale have been moved to the third drawer in the service counter below station #2. 

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

Mary

HSL Access Notes - March 18th

Hello Everyone,

A few notes for mid March…

Positive Client Feedback

Congratulations and thanks to staff for providing such quality service!    The comments below, received this week, show that it makes a difference, and is appreciated!

“By the way, I have to commend the library staff for their professionalism and their “I am here to help you” attitude.  I have always had great service and people concerned about my needs.  I am favorably impressed.  Keep it up!”

“Just want to say thank you!

I used this service twice. It was fast.

These very newly published papers are instrumental to my research. “

Easter Hours

HSL is open holiday hours on Friday, March 29^th and regular hours Saturday and Sunday, March 30^th and  31^st.

Friday, March 29^th                  10:00 a.m. – 6:00 p.m.

Saturday March 30^th        10:00 a.m. – 6:00 p.m.

Sunday, March 31^st               12:00 p.m. – 8:00 p.m.

New staff Copier/Printer

There is a new staff copier/printer in service area.  Please note that the corner for aligning originals has changed from the left hand side to the right hand side.  The machine can also find your email address name from a UofC list when preparing a scan, and can scan a multi-page job directly to email (no need to copy first).  If you have questions, Lourdes, Brian or myself can help.

Lourdes is currently the contact for Xerox repairs and supplies, and she is preparing a Xerox information document that will be added to SharePoint soon.

Office Cleaning Schedule

A monthly office/work area cleaning schedule has been developed, so that staff can expect their area to be cleaned (floor, surfaces, glass, etc.) every first Thursday, or every fourth Monday, etc.  I will post a copy of the schedule in the staff room. 

Staff Contact Lists

Lourdes has updated the HSL staff contact lists, and saved them to the HSL Intranet.  Look under Shared Documents-Communications.  Thanks Lourdes.

The HIN staff contact lists will be updated by AHS staff.

Toronto Notes 2013

We have received the 3 copies of the 2013 Toronto Notes, the popular text that many use to prepare for the medical qualifying exams.  One copy is on Reserve (2 hour loan in library only), and there are two circulating copies.

One copy is still on the new book shelf.  Also, accompanying the text is a Clinical Handbook and a pocket sized “Stat Notes”.  All these items have similar call numbers W18.A15 2013.

Persons of Interest

We seem to see quite a few clients at the desk who are in our UofC system as Persons of Interest (POI), that is, not strictly a UofC student,  staff or faculty, but in some way associated with the UofC. 

·         These clients generally have a OneCard that says Associate and are entered into the UofC system for a term of up to  two years, at which time their department is responsible for submitting extension paperwork to HR.

·         Effective April 1, 2013, Human Resources will be implementing an automated process to terminate POI relationships that have reached their end-date and for which an extension request has not been submitted.

·         We may see an increased number of POI clients at the desk the first weeks of April inquiring about their library privileges, due to  this situation. 

·         Also, please note that not all POI clients are eligible for library privileges, so although they may have a valid Associate card, it may not grant them library privileges. 

·         Please refer any POI expiry issues to me for follow up. 

Thanks.

POS and Pennies

There has been plenty of talk of ‘rounding’ as pennies move out of circulation.

At the moment we do not have pennies in our cash drawer, however since we are still accepting pennies as legal tender, there may be time when we do have pennies that can then be used to make exact change.

• Rounding will only affect cash transactions
• We will still be accepting pennies.
•  If a customer comes and gets a $0.08 copy, you charge them $.08, ringing in the $0.08 in the POS.  We do not round the charge in the POS to .10 . They can give you the exact cash change and we will accept pennies, or if they give you $0.10, they do not get any change.  They can also pay exact amount on a Onecard, or debit or credit card.
• If a customer pays for two copies, you charge $0.16, ringing in the .16 in the POS.  We do not round the charge in the POS to .15.  They can give you the exact cash we will accept pennies, or if they give you $0.20, they will get $0.05 cents change.
• Please let me know if you have any questions, and please pass along any comments or concerns from clients.

Client Records

A reminder that we should not change a Uof C Sirsi record to an HIN record, since the system would continue to recognize the record as a UofC and could overwrite expiry date information and would send UofC related automated messages, etc.  In cases where AHS staff have an old UofC  record in Sirsi, we still create a new and separate HIN record for the client.

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

Mary

HSL Access Notes - March 8th

Hello Everyone,

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 some of our public clocks will not.  The clocks that do not change automatically need to adjusted by facility staff and we will follow up with this as necessary, next week. 

Mary Away March 11^th and 12^th

I will be taking a SharePoint class on main campus on Monday and Tuesday, March 11^th and 12^th.  I will be in for opening both days, then Amy will be covering on Monday morning (8 -11) and Lourdes on Tuesday morning (8:30 – 10:30).

Thanks to all for the schedule adjustments and extra coverage.

Expense Claims

Any expense claims for travel, parking, etc. incurred in the 2012 – 13 fiscal year should be submitted in Peoplesoft by March 21^st to allow processing time before year end on March 31^st.

Small Group Room Bookings

The small group rooms have become very popular recently with a rise in online bookings.  Students, staff and faculty are able to book up to 2 hours per day, up to a total of 3 hours per week.   The system is set up to provide the widest access to all students, staff and faculty, so generally we would not make exceptions to book additional time for students.  Students requesting additional time,  community and AHS clients may always use the rooms on a first come first serve basis if they are not already booked.  If clients are having trouble logging in with their eid, they should follow up with Dung Le at dule@ucalgary.ca.

Supplies

Kathy will temporarily be taking on the supply ordering duties for HSL, while Julie will be taking on the supply ordering duties for HIN locations.  Thanks to both Kathy and Julie.

At HSL I will be collecting the requests and Kathy will be submitting the orders once a month.  The next order will be submitted in April, and I will send out a reminder toward the end of March. Thanks.

UCLASS

Our R drive has a whole new look!   If you are looking for a file and wonder how it has been classed in the UCLASS system, refer to the Updated R drive folders and subfolders spreadsheet that Sara prepared.  A copy is attached and it is also saved on the R drive just below the other UCLASS folders.

Journals

Brian, Leslie and student staff have been moving the 2012 journals from the current shelves to the backsets.  While the project is ongoing, clients may find 2012 journal issues in either the currents shelves or the backset shelves.

SHCKC

South Health Campus Knowledge Centre now has Sirsi set up.  They are not a hold pick up location, but clients can return their UofC or KC books at that location.  Clients can also be registered for HIN services at SHCKC.

Phone  Forward

The calls from the phone on Sara’s desk are currently being forwarded to our service desk 220-6855.  Staff at the service desk are asked to respond or refer these calls as needed.  Thanks.

Flat Panel

More new content is showing up on the flat panel and it is looking great.  Any of the original slides will be removed for the time being and stored in a holding file for future use.

Neonatal Resuscitation Textbook

We have been receiving a record number of requests for the Neonatal Resuscitation Textbook (NRP).  All of our Comp Ed/AHS Staff copies have been checked out.  RGH has a good supply so clients in need of a copy can place holds on this title and select HSL as a pick up location in order to access a copy at this site.  As well RGH will be sending over some extra copies next week to try to respond to the demand.  Thanks Christie!

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

Mary

HSL Access notes - February 25th

Hello,

Happy Retirement

We wish Annley every happiness in her retirement after 9 years of being such a special part of HSL.

We will celebrate Annley’s retirement on Wednesday, February 27^th, 3 – 5, in the Atrium.

Best wishes

We wish Sara a world of good wishes as she completes her contract at HSL and looks forward to exciting plans ahead.  

We will celebrate Sara with a coffee party on Thursday, February 28^th, from 11- 12 in HSL staff area.

Group Room Survey

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 February 25 – March 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.

South Health Campus Knowledge Centre

We are receiving more questions from AHS clients at South Health Campus.

·         The SHCKC does have a pod of 12 UofC workstations.

·         Does not have a print collection at this time, though some ‘Compulsory Ed’ materials (BLS and NRP manuals) will be available in the future.

·         SHKC is not a hold pick up location.  Clients at SHCKC who would like to request books can do so through the outreach service by using the HIN online ‘Request a Book’ form.

·         Clients at SHCKC who would like to register for library services can do so by using the HIN online ‘Create an Account’ form.

AHS learning Activities on UofC computers

Last week we had an AHS staff members come to the desk to say that she was trying to access an AHS learning activity on our HSL computers.  Generally these activities need to be on a computer with an AHS IP address .  Taryn has advised that the best way to assist is to refer the AHS staff person to go back to their own unit to use a computer there.  She said with a large organization like AHS it’s impossible for us to keep track of all the permutations of AHS online learning activities.  So the best we can probably do is to let the AHS staff person know before they start that all HSL computers are U of C computers, not AHS computers.

1459 Bookings

We are now posting daily bookings of staff meeting room 1459 from Calendar on the dry erase sign outside the room.  This will allow students to use the room when not reserved by staff.  If staff are planning to use the room, please book in Calendar, or if it is a same day booking, please note on the dry erase sign.   If you have any questions about booking the room, please just let me know.

Flat Panel

The new content on the flat panel looks great!  Thanks to everyone involved with creating and adding new content  and designing new slides.  Brian is working on slide guidelines that should be available soon.

Extended Room Bookings

The extended room bookings are becoming more popular.  At the moment, three of the four rooms are booked by PHD candidacy students.  These bookings are for a two week period.  We have not had a strict guideline on the number of ‘renewals’ students could request in the past.  However as demand increases, we feel that we need to set a limit of one renewal (for a total of 4 week reservation), if the room is available.  Please let me know if there are any questions or concerns from clients about the rooms or guidelines.

Thanks.

HSL Folded Handouts

We have used our supply of the green, folded HSL handouts.  For the time being please use the new HSL bookmarks to pass along HSL information to clients.

Sirsi Consortium renewals

Students from the Sirsi Consortium libraries, Bow Valley College, St. Mary’s and Ambrose, are able to borrow items from UofC using their own student cards.  They must come to UofC to borrow on site only, but can return UofC items to their own home library.  They can also renew UofC items online using their own student card.  Holds for these client would need to be staff facilitated through Workflows.

Borrowing Options for Physicians

Borrowing options for our many different types of clients can be confusing.

Lorraine Toews was asked about borrowing privileges at HSL by an Alberta physician recently.  Her response outlines the different options for this type of client very clearly, and might be helpful for all.

If I understand your email correctly, you do not have a clinical adjunct appointment with the University of Calgary Faculty of Medicine.  If that is correct, you can obtain a complementary U of C Library borrowing card (as a member of the College of Physicians and Surgeons of Alberta) from the Health Sciences Library service desk.  This card would permit you to borrow up to 50 print books, but does *not* allow you to access any of the Library's online journals or e-books. 

If you are an Alberta Health Services staff member (on their payroll), you are eligible for services provided by the Health Information Network (HIN):

http://hinc.ucalgary.ca

To obtain a library barcode and PIN number, you need to present your Alberta Health Services photoID badge at the Health Sciences Library service desk and we will register you in our database. Even if you are not an AHS staff member, you are always welcome to drop in to one of the HIN Knowledge Centre libraries.  Contact info for each library at: http://hinc.ucalgary.ca/contact

If you are not an AHS staff member, the Canadian Medical Association provides access to several online resources for CMA members.  More information, and contact info is at: http://www.cma.ca/clinicalresources/librarians

Student Assistant Volunteering in Brazil

During the month of May this year student assistant Jessica Bonaparte will be travelling to Brazil and volunteering with an organization called Global Youth Volunteer Network.  Information about the organization and a letter from Jessica explaining her involvement, are posted on the bulletin board in the HSL staff Room.  We certainly support Jessica with our wishes for a safe and rewarding experience.  Donor slips are also available.  If you are interested in finding out more, please contact Jessica at jmbonapa@ucalgary.ca

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

Mary

BMJ article: Framework of policy recommendations for implementation of evidence-based practice: a systematic scoping review

I found this BMJ article quite interesting. It indicates that there is a lack of awareness among many health-care providers of the tools for EBM/EBP, and offers policy recommendations to improve adoption of EBP. Disappointingly, libraries don't get much of a mention.

http://bmjopen.bmj.com/content/3/1/e001881.full

HSL Access Notes - February 12th

Hello,

Welcome

Welcome to AHS Librarian Rachel Zhao who will at HSL on Wednesdays and Thursdays in office 1492A.  Rachel's phone number is 220-4322.

Welcome also to Heather Rideout, our new student assistant who began training last week, and will be working every other Sunday.

HSL Family Day Weekend Hours

Saturday, February 16th      

OPEN  10:00 a.m. – 6:00 p.m.

Sunday, February 17th          

OPEN      12:00 p.m. – 8:00 p.m.

Monday, February 18^th          

OPEN 10:00 a.m. – 6:00 p.m.

Many thanks to Amy and Jessica for covering our holiday Monday shifts

POS and Pennies

There has been plenty of talk of ‘rounding’ as pennies move out of circulation.

Rounding will only affect cash transactions when we no longer have pennies in our POS.  We will be moving most pennies out of the POS soon, however will still be accepting pennies.

At HSL we will see this most for copy payments made by cash.  At this time the cost of copies remains at $0.08 for B/W and $0.39 for colour.

For Now, while we have pennies:

·         We will continue to charge and  give change as we normally do until we no longer have any pennies in our POS. 

·         We will always accept the penny as currency as it will remain on the active currency list. 

·         If a customer pays for a $0.08 copy, you charge them $0.08, ringing in the $0.08 in the POS.  They can give you the exact cash change and we will accept pennies, or if they give you $0.10, they will get $0.02 cents change.

·         If a customer pays for two copies, you charge $0.16, ringing in the .16 in the POS.  They can give you the exact cash change and we will accept pennies, or if they give you $0.20, they will get $0.04 cents change.

·         The only time you do the rounding is when you no longer have pennies in our POS. 

Once we no longer have pennies in the POS:

·         The penny will start to disappear shortly as people use them and they go to the banks. The bank is no longer circulating them, so when they go to the bank they end their existence.

·         If a customer comes and gets a $0.08 copy, you charge them $.08, ringing in the $0.08 in the POS.  They can give you the exact cash change and we will accept pennies, or if they give you $0.10, they do not get any change(or pay exact amount on a Onecard, or debit or credit card).

·         If a customer pays for two copies, you charge $0.16, ringing in the .16 in the POS.  They can give you the exact cash we will accept pennies, or if they give you $0.20, they will get $0.05 cents change.

POS and Credit Cards

We are now able to accept American Express credit card payments.  These transactions would be processed through the POS and the Transelect machine as our other credit card transactions (Visa and Mastercard).

Sirsi - Updates

Our Discovery Systems team have implemented a few changes the will be to the benefit of clients and staff.

Recalls:

Items that have been recalled but are no longer required because the hold has been cancelled or fulfilled by another copy will no longer continue to show as recalled and require extra attention.   The system will now recognize when these items are no longer need to fulfill a recall and will be released from their recalled status, reinstating the original due date for the client.

Fine grace period:

The system has now implemented a 1 DAY grace period for term loans and two week loans.  While this will be a nice benefit for our clients who get their books in one day after the due date, it is not something that we are publicizing with our clientele.  So, if a book is returned one day late (in the grace period), there are no fines accessed.  If a book is returned 2 days late, the fines will be accessed for the 2 day overdue period, or at $2.00.

Cancelled holds:

If a hold is cancelled in Sirsi by staff, it will become immediately available for the next client on the hold list, and the client will be notified that is available, even if it is still in transit from another location.  If staff cancel a hold in Sirsi, it is important that there is follow through with the item at the same time, either pulling from your own hold pick up shelf or notifying any other pick up location.  This will ensure timely and proper processing for any further holds.

Sirsi Transactions

 A few Sirsi reminders:

·         When accepting fine payments, please first ensure that all checkouts in the client’s record are renewed or returned.  The fine for an overdue item will only show up in the billing screen once the item is returned or renewed.

·         Please close screens once a transaction is complete. If a client places an item on the desk near the RFID pad when a check out screen is open, it could be checked out to the wrong client.

·         When completing a client transaction ask client to confirm that we have the correct (and complete) contact information in the Sirsi record, and make any updates or additions (valid email is most important).

·         If signing out items to AHS staff, especially the BLS or NRP (they often need these only once every year or two), it is sometimes helpful to check to ensure their records will not expire in the near future.  If the record is about to expire soon, offer to renew the privileges (another 2 years), reviewing the record and updating where needed.  This will ensure that the client will be able to continue to renew online as necessary, and not be blocked by having an expired library privileges.

Clients

A reminder that staff can refer any clients with library privilege expiry issues to me for follow up.

Instruction handouts

We have received quite a number of questions regarding the instructions sessions this term.  The handouts for UofC instruction sessions, HIN instruction sessions and citation management sessions are available at the front desk, and we encourage clients to take a copy.  The information is also posted on our HSL bulletin board and online. 

Shared Access Study Room update

Our shared access to study rooms 1461 – 64 has been delayed while parts are ordered for a new panic bar on door 1460ZB.  This could take as long as 2 months.

Main Doors/Gate

We are also waiting for a part for our 3M gate.  At the moment our gate and door system is partially working.  Please continue to monitor the gate and door as usual, resetting the doors if there is a light showing on the maglocks.  Please check with your supervisor for more information.

Staff Meeting Rooms 1459 and 1487A

·         We are now posting the daily meeting times for meeting room 1459, so that clients will have a better idea of availability.  If staff need to book a meeting in this room ‘same day’, please add the time to the white board outside the room.

·         Room 1487A, next to Caitlin’s office, is now set up as a small meeting room and can accommodate about 6 people.  Staff can book the room through Calendar.  Go to ‘Open Shared Calendar’-type in HSL and all HSL bookable rooms should appear in a list,  then select 1487A.

HSL bookmark

Our HSL bookmark has been updated. It includes our url, a QR code for our homepage, our hours,  and phone and email contact info.  These may be helpful for clients requesting general HSL information.

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

Hope everyone is looking forward to a pleasant Family Day weekend and for our student assistants, a good Reading Week break!

Mary