HSL Access notes - July 2nd

Hello,

A few notes to begin the month..

Welcome

Please welcome Betty Paananen, who will be working a 7:30 - 3:30, Monday through Friday shift as our new Circulation and Administration Assistant

at the Health Sciences Library.  Join us for a coffee to welcome Betty at HSL on Tuesday, July 2nd, at 2:00 p.m.

Service Updates Following Closures

A message from Claudette regarding fines and fees…

Please note, there will be no fines charged for late materials due between June 20th and July 2nd.  Additionally, there will be no fees charged for materials that were damaged by flooding.  If materials are returned that have been damaged by flood waters, please collect the materials and send up to Collections (4^th Floor MacKimmie Block, Attention:  Carol Hansen).  Collections will take care of withdrawal, disposal and replacement as needed.  

Summer Hours and Weekend Closures

HSL summer hours began this weekend, June 29 through Sunday, September 2nd.

The library will be closed Saturdays and Sundays, as well as holiday Mondays.

Elaccess has adjusted the automated door programming accordingly, and hours are posted on our website, HSL News, flat panels and by our front door.  The 220-6855 voicemail message is also adjusted.
Staff may wish to remind clients about the weekend closures, especially during Friday shifts.  Please forward any client comments or concerns about the evening closures to myself, or include in the shift reports.  Thanks.

Shared Access to Study Rooms
Also, due to the ongoing technical problems with door 1460ZB, we are no longer pursuing shared access for the 1461-64 study rooms.
The double doors, 1460ZA are programmed to be locked 24/7. 

Access to 1461-1464 Rooms will continue to be down the Theatre 4 hallway, and booking will be managed by Faculty Room Booking Services (irrooms@ucalgary.ca or 220-6839).

 Network Printer – currently ‘down’

Xerox is working on our Network Printer.  The technician installed a maintenance kit on Friday, but was not able to complete the proper set up.  He will be returning Tuesday morning.  In the meantime, the stand alone printer at the service desk will need to be used as the back-up printer.

Network Printer Problem Reporting

We have a new process for reporting student print issues. From now on please get people to fill out this form:

http://www.ucalgary.ca/itlabs/print_problem

It will automatically make a ticket and inform the IT team that there is an issue. This way there isn't have a single person to contact, who may or may not be able to answer a phone. And it will avoid tickets getting lost from the support centre.

Staff are also encouraged to report Network Printer ‘release station’ problems at HSL using this form.  For example when the student jobs do not show up on the network printer monitor.

Please let me know if you have any questions.

LCR Support Requests

All our public and staff computers at HSL are supported by LCR Information technologies, so generally issues regarding computers, or issues around staff access would be handled by our LCR ITS.  For example, if a client has lost files on a public computer, contact ITS at support@lcrit.zendesk.com as a first resource weekdays during regular hours.  OR if staff lose access to accounts, contact support@lcrit.zendesk.com for follow up.

At HSL Lourdes is our contact for staff computer issues and she can also follow up with ITS. 

An update for sending in LCR tech requests:

Staff should now be using:

 support@lcrit.zendesk.com for all requests that previously were sent to either lcrweb and itshelp emails.

libsyst@ucalgary.ca for  email on Sirsi  system related requests (David Brown and his team)

dule@ucalgary.ca is the contact for clients having trouble logging into our HSL room booking system.  This is the email for Dung Le who manages the technical end of the system.

http://library.ucalgary.ca/website-feedback  Clients needing to report a database problem can use the link on the LCR homepage:  Quick Links >Database access problems.

If there are other specific instances where you or clients are unsure who to contact, please feel free to flag for me.

HOLDS

A decision has been made for all branches to be consistent on how to handle the issue of a patron who has come in to the Library, selected an item from the shelf only to find out that a hold has been placed on the item.

Because the patron has made the physical trip to the library to retrieve the item, please override the fact that another patron has a hold on the item.  The person borrowing the book will be limited to the two week loan as there is another hold in the queue.

Please let me know if you have any comments or concerns with this procedure.

 Vet clinical Instructors

A message from Lorraine Toews…

About 60 or so of the Vet DVLC clinical instructor appointment contracts are expiring and up for renewal at the end of June 2013.  I received a call today from a vet, and re-directed him to Monica.  Just thought I'd flag this for you in case you/ or front desk staff get calls. 

Monica is still the contact person for all matters relating to these DVLC appointments, so we should continue to refer all such questions to her:

 Her contact info is:   

 (403) 210-6116

TRW 2D12

flohr@ucalgary.ca

SPSS

 SPSS is currently loaded only on the computers in the Computer commons room, 1460 B.  We do expect the popular stats software program to be loaded on all machines in both 1460 A & B sometime later this summer.

Permissions for E-book platforms

Paul Pival has posted a link to the new E-book permissions guide on the library website link below.

http://library.ucalgary.ca/ebooks

It is a table showing current permissions for downloading/printing and user limits on the various ebook platforms.  It should help with client queries at the desk.

Front Gate and Doors

The 3M technician will be coming this week to work on our 3M security gate.  We have been experiencing some delayed alarms and ‘phantom’ alarms.

As staff know, it has been some months since our front doors have operated in conjunction with our alarmed gate.  After much consultation with several departments and contractors, it appears that the problems with the door cannot be resolved.

The door operates well on the Elaccess system, locking properly at night, but will not lock as it should when the gate alarm is triggered.  Staff at the service desk will need to respond quickly when they hear the alarm, calling the client back to the desk for follow up.

Please let me know if you have any concerns or notice any problems with the gate or alarms.

Service area Updates

·         The service photocopier has shifted slightly in the front area.

·         Mail locations consolidated into one tall cabinet across from Chelsea’s desk.

·         Sorting bin removed.  Unsorted books will be placed directly on carts to be sorted by students later in the day.

·         Interlibrary book pick up shelf is now located by Compulsory Ed materials, on the shelving across from Brian’s desk.

·         New file folders have been added to the service desk files for : phone and adding machine manuals, general signs (out of order, etc.), and Dynamed sign up forms.

Journal Transfer Project

Many thanks to all you have worked an the many aspects of the journal transfer project that has seen hundreds of journal issues moved from HSL to HDL over the past months. Phase #2 is complete and Phase #3 will begin this week.

Parking Passes

We have received our new hanging parking pass for lot 28, that is effective through June 30, 2014.  In lot 28 only the hanging pass is required. 

The system at the Parkade works differently than in the other on campus parking lots.   In the parkade, the ‘credit card’ is used to ‘pay’ for parking by stall number at the time of parking.  The additional hanging pass for the parkade that is not necessary when the credit card is used, is in Susan’s office. 

So we have two parking pass options:  the hanging pass for lot 28 and the ‘credit card’ for the parkade.  If both of these are being used already, you can pay for parking and submit a Peoplesoft form for compensation.  Information sheets about the parking passes and appropriate use are in the parking pass binder.  If staff have questions, please let me know.

Volunteering at UofC for Flood Relief

The University of Calgary continues to support flood disaster relief efforts in and around Calgary.  As the community rallies around those impacted, we recognize that faculty and staff may wish to volunteer their time and expertise to help with these efforts.

 The university is offering all employees the opportunity to take one full day (with pay) to dedicate to flood relief activities between now* and August 31, 2013, recognizing that recovery efforts will be ongoing for some time. 

 To be able to use this personal volunteer day:

§  it must be pre-approved by your manager to ensure that the day you select is operationally feasible and that your work responsibilities are covered during your absence.

§  it must be used during normally scheduled work time.

§  it must be used as one full day – not divided up over several days.

§  the university would like to recognize and celebrate employee contributions to relief efforts – after your volunteer day please share with your manager the story of how you were helping.

You can register as a volunteer with UofC Flood Relief program, indicating your availability at:  https://www.ucalgary.ca/ucvolunteers/

Watch for more details.

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

Mary

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