HSL Access Notes - May 24th

Hello,

A few notes for the week…

Town Hall Updates

Staff are encouraged to attend the series of presentations being held over the next few weeks if operationally possible. 

Gathering of the Provost’s Team:  May 29^th from 8:30 – 11:30

Strategic Directions for Libraries and Cultural Resources (developed through the Balanced Scorecard initiative)

Presented by Mary McConnell and Susan Powelson

Session #1

Thursday, May 30,  2013

TFDL 440B

9:00 – 10:00 a.m.

___________

Session #2

Monday, June 3, 2013

TFDL 440B

1:00 – 2:00 p.m.

__________

The Budget, Balanced Scorecard and Strategic Planning

Presented by Tom Hickerson

Monday, June 10, 2013

TFDL 440B/C

Session #1 – 10:00 – 10:45 a.m

Session # - 11:00 – 11:45 a.m.

___________

New Structure and New Administrative Assignments

Presented by Tom Hickerson

Wednesday, June 12, 2013

TFDL 440B/C

Session #1 – 1:00 – 1:45 p.m.

Session #2 – 2:00 – 2:45 p.m.

__________

Engagement Survey Follow-up

Presented by Tom Hickerson

Thursday, June 13, 2013

TFDL 440B/C

Session #1 – 1:00 – 1:45 p.m.

Session #2 – 2:00 – 2:45 p.m.

Holiday Schedules

With many staff away for conferences and holidays over the next few months, we will be single staffing much of the time at the service desk.  The desk schedule, in SharePoint, has been updated for the months of June – August.  Staff are asked to review the schedule, especially as the coverage will change as staff take their time off.  Please let me know if you see any issues.  I will be away to visit my mom in Quebec from June 3 – 18 inclusive. 

New Computers for Computer Commons

50 new pc’s will be installed in the Computer commons in June.  The first batch will be installed on Tuesday, May 28^th.   The PC’s will have Endnote 7 loaded for instructional purposes. 

Microfilm Scanner/Printer

The microfilm scanner/printer will also be installed in June.  Watch for more details.

Keys

A number of staff have contributed to updating our key inventory and management.  Many thanks to Leslie, Sara and Chelsea! 

Chelsea has completed a re-organization of our keys into three key boxes:

Service Key Box:  Located in the service area and holds keys needed in the service and public areas, as well as a key to the master key box.  A printed master list for this key box is in the Operations Manual (white binder on Brian’s desk), and it is also in the shared drive.

Administrative Key Box:  Small box in the administrative assistant’s cubicle.  Contains keys to Susan and Mary’s offices.

Master Key Box:  Larger box in the administrative assistant’s cubicle.  Contains all remaining inventory of keys.

Inventory (which key fits which door and how many do we have)  and key management (who has which keys) spreadsheets are saved in the shared drive.  UCLASS:  Administration:  Office Support: Key List

Chelsea has agreed to be the contact for key management requests.  If you need to return keys or request new keys, please contact Chelsea.

Resident Remote Access

We recent had a group of residents experiencing problems with their remote access using their UCIT logins recently.  LCR System staff advised that they could still gain remote access using their barcode and pin numbers on the ONEcards.

Currents

The 2013 current periodical titles are being shifted on the Currents shelves.  With recent cancellations, we will be able to condense our display and remove a bay from the unit.

2002 – 2003 Periodicals to HDL

The 2002-2003 issues of about 50 of our current titles have now been processed for transfer to HDL.  Some of the issues that already have copies in HDL from other sources have been withdrawn.

Computer in Consult Office

The computer in the consult office has been updated.  Rather than log in using a generic log in, staff can log in using their individual log in name and password.

Meeting Room bookings at TFDL

If you need to book a meeting room at TFDL, please contact Brenda MacDonald (brenda.macdonald@ucalgary.ca) or Alessandra Bauer Mello (abauerme@ucalgary.ca).

You can find out more about TFDL room bookings at:  http://lcr.ucalgary.ca/files/lcr/TFDL%20Meeting%20Room%20Booking%20Guide%202013.pdf

Service Area Updates

The  hold folder with information about holds that are not on the shelf is now being kept on Chelsea’s desk.  Chelsea is providing the follow up.

The History of Medicine sign in sheet is on a clipboard in the cabinet behind the service counter just below the card binders.

The Lexi-comp and Dynamed code sign up forms are now in a Lexi-Comp folder in the drawer behind the service counter with other service area files.

WIFI Signal in HSL

Our HSL WIFI signals have been tested recently and found to be low in the individual study rooms due to the number of walls and interference.

The technicians have provided the following info:

Options for our users:

a) relocate the device -  the farther you are from the router, the weaker the signal

b) consider using a dual band (range extender) on your device; replace your laptop's PC card-based wireless network adapter with a USB wireless network adapter

c) Try changing your wireless router's channel through your router's configuration page to see if your signal strength improve; in Canada, these channels are 1, 6, and 11.

Users can e-mail ITS to ask for individual technical assistance: itsupport@ucalgary.ca

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

Mary

HSL Access Notes - May 3rd

Hello,

It has been some time since the last set of Access Notes! 

Congratulations Brian!

We would like to congratulate Brian on his 25^th service anniversary!  We appreciate the dedicated service and contributions and would like to celebrate this special milestone with Brian.  Please join us at HSL on May 10^th from 3:00 PM – 4 PM .

Remote Login Problems

Family Medicine residents have been having problems when trying to log in remotely to library databases using their IT usernames and passwords. Staff are working on restoring full access.   In the meantime residents should be able to  use their barcode (first nine digits) and pin (UCID without any leading zeroes), for remote access.  Residents can also submit their concern using the online Database Access Problem form at the bottom of the library homepage under Library Quicklinks :  http://library.ucalgary.ca/website-feedback. 

The  Database Access Problem form can be used by clients to report any of the following:

·         Feedback on the web site

·         Database access problems

·         Login issues

·         Broken links

·         Catalogue questions

·         General comments about the TFDL

·         Anything else (other) 

Client Records

We seem to have received a variety of client card issues over the past week or so.

A few things to note:

Staff/student information starts out in the Peoplesoft Database, this then moves to the Administrative Data Warehouse, then migrates over to SIRSI.  The normal turnaround time on this is 2 days but there have been times when this has not happened as expected.  SIRSI patron records are updated from the IT feed each day starting at 9:20.

Only the patron’s barcode number comes from the Campus ID Card office and is updated in real time when a patron gets a new card, cancels their card or changes their barcode. In some cases if the client has not yet picked up a card there will be a  ‘dummy’ number in the barcode field that begins with UC followed by 4  numbers (eg. UC24567).  Generally once the client picks up their card the barcode will then automatically replace the ‘dummy’ number.  If a client does come in with a card but the record still shows the ‘dummy’ number, staff are asked to modify the record and replace the dummy number by scanning the barcode in that field.   Please follow up with me or your supervisor if you would like more information about this process.

HIN/KRS

Have you noticed the changes to the HINC website?  Full service is  continuing to be provided to our AHS clients.  Stay tuned for more details.

A message from the website….

Health Information Network Calgary is now Knowledge Resource Service

Part of the provincial Knowledge Management Department, Knowledge Resource Service (KRS) provides AHS staff and healthcare providers with resources, expertise, and consultation services that support evidence-informed decision making. 

KRS unifies knowledge services across AHS, including all the benefits and advantages of library services. Learn more about KRS [here] and watch for our new integrated web portal coming this summer.

Discover and experience working with our KRS team. Please contact us if you have any questions. 

MCCQE

The MCCQE exams will continue from 8:00 AM – 5:00 PM in the Computer Commons each weekday through Tuesday, May 7^th.

Term Loans

Due date for term loan items is now September 15.  Several renewal reminders are being sent out to clients who have term loan items currently checked with a due date of May 15^th.

Sirsi

The next Sirsi update is now being tested in our Sirsi test system.  IMPORTANT message from Discovery systems:  If you are using the Sirsi Test system, a message will appear asking if you want to update to the new version.  Please say no,

Room Bookings

Chelsea (phone 220-3747 /cq.ambler@ucalgarey.ca) will now be assisting with Computer Commons bookings as well as extended online study room bookings.

Summer Schedule

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.

·         The summer desk schedule for May – August has been updated in Sharepoint.

·         The student summer schedules will be confirmed this coming week.

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. 

·         What files do you find you need to access most often?

Service Area Update

The desk lights  have been moved to a drawer in the cabinet behind the service counter.   This is working very well.   Thanks Chelsea for the great idea.

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

I hope you enjoy a lovely weekend.

Mary

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