HSL Access Notes - December 1st

Hello,

 

A few first notes for December…

 

Referral

In response to some questions about the best referral practices, the following has been recommended:

1.      Consult referral process. 

1.      If a client comes to the desk wanting to talk to a librarian in the consult office, and there is already another client there 

NOTE :if the client is a Dean or one of our higher profile users, get Susan or Lorraine for VET. 

2.      Ask the librarian how long the current consult will take. It is ok to interrupt and ask this question. 

3.      If the current consult if wrapping up, inform waiting client that it will only be a few minutes. 

4.      If the current consult will take longer: 

1.      Ask if Client can wait 

2.      Ask if Client would like to return 

3.      Ask client for further clarification about what his/her information need is and indicate that a librarian will contact him/her in the next 24 hours to set up an appointment.  Give client information to appropriate librarian. 

2.       Service staff should direct clients to the consult office if there is no one with the consult librarian.  There is no need to check if the librarian is available.  We want the clients to recognize that we are there for consult services. 

Twitter

Congratulations to Nicole and Chelsea on some early success with the first Health Sciences Library tweets.  Watch for interactive student activities. 

Staff at the desk may have students coming to choose their tweet treat from the candy bowl!

Check out the tweets - look for the bird icon in the black banner at the top of the LCR webpages.

Charge-all

We have a new ‘charge-all’ unit that can be loaned to students, to charge their mobile devices.  We expect two additional units soon.

 

Electronics

Chelsea has been working on cleaning up and consolidating the electronics cupboard as well as the storage of our circulating A/V equipment.

 

Here are some key updates:

 

Circulation cabinet -

·         The BENQ projector can be checked out for use in our group study rooms for 2 hours.

·         We now have several Apple cords/chargers/display adaptors that can be checked out by students for 2 hours

·         A working CHARGEALL UNIVERSAL CELL PHONE CHARGER which can be used to charge any mobile device. 2 hour loan

 

The older NEC projector is now on a shelf in the History of Medicine room for use in this room. Permanent shelf location to be determined.

 

·         There is a MAC adapter in the laptop case with the MAC staff laptop. This is for staff use only.

 

We also have a consolidated bag of some miscellaneous data connection cords. A list and description of these to follow.

 

Back Up Printer Problems

We are still finding that the printing at the back up printer is very slow for jobs that include a lot of images.  Both LCR ITS and Xerox are working on the issue, but in the meantime Glenn has added the circ area printer and the admin area printer as printer options for the backup workstation.  These options would be recommended (circ area for B\W and admin area for colour) if printing jobs seem to be too slow on the back up printer.  Also, the backup printer defaults to double-sided printing.

 

AV in 1459

The TV screen and computer have now been set up for staff use in 1459, thanks to Doug and Jed’s work last week. 

This can be used rather than using a portable data projector.  It can be used with either a laptop or the installed computer.  A wireless keyboard and mouse will be ordered.

The computer will remain on.  To use simply turn on the screen (power button on back along right hand side) and log on.

Select the hsl1459 login option and use password:  hsl14.

When done, please log off only – do not shutdown.  Please turn screen off.

It has already been popular in a number of meetings.

PLEASE NOTE:  The screen is a bit top heavy on the current stand, so please use caution and do not adjust.  If the unit does need to be rolled out of the way, please use two people to keep it steady.

 

Touch Table

We seem to the lost the ‘touch’, or camera function in our touch table.  This has been reported and we are pursuing solutions.

MAC Training

I am glad that many were able to attend the MAC ‘navigation basics’  training in the Bioinformatics Lab last week. 

For  assistance you can contact Dylan and his team at:  dmc@ucalgary.ca

 

Further training materials can be found at:

http://goo.gl/8qOJFn

 

Apple official Mac basics tutorials - https://www.apple.com/support/macbasics/tour/

 

Ansonalex.com's Mac Tutorial for PC Users / Beginners – https://www.youtube .com/watch?v=MN0FD8KW2V4

 

Introduction to Macs for PC Users - Darby Tober - Information Technology Lab - School of Information - University of Texas at Austin https://www.ischool.utexas.edu/technology/tutorials/start/pctomac/pctomac.pdf

 

Mac for Beginners - http://www.macforbeginners.com/page.php?id=155

 

 

CLS Registrations

A message from Taryn about Calgary Lab Service staff requesting Knowledge Resource Service (Calgary) registration.

 

Rachel and I gave a presentation to CLS staff last week about the services they have available to them via the KRS Web site. Calgary Lab Services is a wholly-owned subsidiary of Alberta Health Services. They provide lab testing within the city of Calgary. All staff are eligible for services from the KRS Web site.

 

CLS staff may be using a @cls.ab.ca email address, although they are encouraged to use their AHS email addresses.  Also, some staff may have adjunct status with the University of Calgary – these staff have been encouraged to obtain their UofC library card.

 

Rachel and I are repeating our presentation to site staff again next week, when you may see an influx of requests.

 

Please refer any questions to Taryn.

 

 

Thanks very much.

Mary

 

HSL Access Notes - November 14th

Hello,

 

A few November notes….

 

 

Twitter

Check out Health Sciences Library’s and LCR’s latest tweets at:  https://twitter.com/ucalgarylibrary

This account covers all LCR news, however look for the #HSL to check out our latest tweets.  Many thanks to Nicole and Chelsea for getting our first tweets out there!

You do not need to sign up for an account to view messages.

 

Public Computer Upgrade

Glenn with LCR ITS will begin deploying the new public computers (25 total) starting late Monday morning (Nov 17).  He hopes to have all of them installed and running by the end of day Tuesday.   need One table at a time will be shut down for the upgrade so that will leave at least 12 computers available at all times.

 

Time away Calendar

In speaking with staff, we have noticed some discrepancies with entires and updates in the staff time away calendar since the Outlook 2013 updates, .  It may be of benefit for all to update the staff time away calendar, if you haven't already, by opening the calendar link in SharePoint and re-connecting to Outlook (from the 'actions' drop down menu).  Please let me know if you have any questions or issues with the update or display in thestaff time away caledar.

Join Us!

November 21^st :  SharePoint Card sorting Workshop from 10:30 – 12:00

November 28^th:  MAC Basics – Bioinformatics Lab with Dylan Tetrault from 1:00 p.m. – 2:00 p.m.

 

Time to Celebrate

Save the date!  Health Sciences Library/Knowledge Resource Service/HKN Christmas Social

December 9^th from 11:30 – 1:30

Catered luncheon

Health Sciences Library staff room

 

Thanks.

Mary

HSL Access Notes - november 7th

Hello,

 

A few notes to begin the month…..

 

Remembrance Day Hours

HSL will be open on Tuesday, November 11^th

10:00 a.m. – 6:00 p.m.

 

Welcome to New Student Assistant

Please join me in welcoming new student assistant Anna Fei.  Anna will be assisting with some Sunday hours over the next several weeks.

 

Posting for HSL

We will be posting a casual OA2 position for our Sunday 12:00 p.m. – 8:00 p.m. shift for the January – April term.

 

Back Up Printer

The public workstation at the desk connected to the back-up printer is usually kept on like other public workstations.  If someone logs out of the station, the best solution is to restart.  This will automatically bring you back to the desktop screen.

 

Internal Cards

We have reviewed and updated a number of our internal Workflows cards as follows:

Training, HSL	010203072		-          Used for training
In Transit From HSL	HSLTRANSIT		-          Used for on shelf holds
HSL Searches	010062501		-          Used for missing items
HSL-Reserve	010070321		-          Used for Reserve processes
HSL-LOST/REFUND	010062526		-          Used in billing process
HSL-LOST/PAID	010062525		-          Used in billing process
HSL Int. Lib Loan	010069074		-          Used for ILL processes
HSL Do Not Renew	010069742		-          Used for recalling 3 day reserve books
HSL Display Books	010007744		-          Used for book display items
HSL Circulation	011144290		-          Used for flagging items for internal purposes
HSL Bindery	010010919		-          Used for items flagged for repair
			-

Discovery Systems Updates

At a meeting this week we learned of the following updates:

o    Sirsi will not be replaced in the near future, however LCR will be working toward a multi-library system that will address many of the work arounds that we are currently using for transit of items and on shelf holds.

o    The NCIP server is now in place and ILL items will be able to be tracked in Workflows in the near future.  NCIP will allow RELAIS to talk to Sirsi and create item records for borrowed material that then can circulate in Sirsi and be viewable via My Account. As soon as some policy and workflow decisions about its use are addressed, testing will begin.

 

Student Email Update  and Notifications

 

o    With the recent updates to student email addresses, some students may not receive regular library renewal reminders. 

o    Students have received notification about the impact on library notifications, however it would be good practice for library staff to confirm email addresses when dealing with students at the desk. 

o    The Sirsi records should show and remain as an ‘ucalgary.ca’ email for all students. 

o    Students can set up forwarding and find answers to other Office 365 questions at: http://www.ucalgary.ca/it/projects/office365

o    Due to this change, if students dispute fines due to a problem receiving their notifications, we can be lenient as a one-time exception.  We want our systems to work well for all, though clients are responsible for managing their library items.

 

Projects

o    HDL project - We have begun sending items to HDL this week.  Students will be pulling, scanning and boxing about 32 boxes for transfer each day.  Students are using the Ipad in the stacks to access the pull list from SharePoint.  Chelsea estimates we will be transferring over 500 bays of journals this round.  Shifting will be done once the transfer is complete.

o    Mackie - Additional monographs have been added to the shelves in our HOM room. The most fragile items have been processed by Lourdes for return to Special Collections.  Remaining items including journals and catalogues will be sorted for shelving in the HOM room.

 

Join Us!

November 21^st :  SharePoint Card sorting Workshop from 10:30 – 12:00

November 28^th:  MAC Basics – Bioinformatics Lab with Dylan Tetrault from 1:00 p.m. – 2:00 p.m.

 

Staff Notices

Posted on the kitchen bulletin board this week….

AUPE :  Upcoming Christmas events.

Wellness:   Free individual health checks at Foothills Campus: Monday, November 17, 11:00 am - 2:00 pm, HRIC Atrium
LifeWorks:   www.lifeworks.com    November Feature:  Caring for Loved Ones

 

Wishing everyone a good weekend.

Mary

HSL Access notes - October 31, 2014

Hello Everyone,

 

A few final notes for October…..

 

 

Time change Sunday

Just a friendly reminder that the time change will occur in the wee hours of Sunday morning.  We will be moving our clocks back one hour for that extra hour of sleep!

The clocks in Health Sciences Library do not generally change automatically, and we are not able to change them manually since they are special satellite clocks.  We will send in an Archibus request on Monday to update the clocks. Beware, our clocks will display one hour fast until the updates are made!

 

October 31^st Change to student emails

A reminder about the change being made to student emails today and the client impact that we may see over the next few weeks.

 

As a result of the implementation of Office 365, there will be a change made to student emails on Friday October 31^st.  The email below was sent to all registered students who have a preferred email address that is something different than @ucalgary.ca (which is what will be affected).  This change will have an impact on students receiving email messages from the Library system (On Shelf Hold notifications, Recall Notices, and Overdue Notices in particular). 

 

Students have been asked to set up mail forwarding within Office 365 before Friday if their preferred email is not an @ucalgary.ca email address.  We have put up reminders on some of the screens in the TFDL thanks to Jennifer Sowa and Melina (as attached). 

 

Beginning next week you may have students coming to your desks saying that they did not receive an overdue notice, a recall notice or an on shelf hold notification.  It is possible that they did not receive it.  If their preferred email address is not an @ucalgary.ca address, then they will need to be encouraged to set up email forwarding in Office 365 to be able to receive future messages from the Library.  There is nothing that we can edit in their SIRSI record that will circumvent this.

 

Please give students the benefit of the doubt if they are coming to you in the next few weeks.

 

Regards,

 

Claudette

 

Alumni Authentication for limited list of free Databases

Alumni client privileges do not include remote access to all UC online resources, but it does include access to a limited number of licensed resources listed at:  http://library.ucalgary.ca/online-resources-alumni

 

While UC students, staff and faculty authenticate for remote access using their barcode and pin or their UCIT account and password, 

Alumni authenticate for access using their eid, as noted at: http://library.ucalgary.ca/alumni-faq

 

Computer Upgrade

We have received word from LCR IT that our public computers in the service area are slated for upgrade, we hope to see this by the end of the term.

 

Journal title

Current work in the History of Medicine.  If you are looking for issues from this journal title, they will be residing on Chelsea’s desk for the time being in relation to the HDL transfer project.

 

Storage in Service Area

To maximize space for equipment and storage in the service area, a few things have been re-arranged.  Keyboards and mice for the study rooms are all in one cabinet now, and all are clearly labelled for each particular room.

 

Electronics re-organization

The electronics cabinet in the staff are is being re-organized.  One data projector will be made available for student use within the library and study rooms.  Watch for updates.

 

Charge-All

Unfortunately our “Charge-All” device to charge mobile phones on site is not operating properly and is being returned for replacement.  This service will be unavailable until further notice. 

 

Mackie Project

The Mackie items that have been stored in the staff workroom are now being incorporated into our History of Medicine room.  The monographs are being interfiled with the current items on the shelves.  The journals will be shelved alphabetically by title along the north wall with the boxed catalogues and miscellaneous files.  The most fragile items and oversize items are being processed for permanent transfer to Special Collections in TFDL.

 

 HDL transfer

The physical transfer of the journals that were barcoded earlier this year will begin November 4^th!  Our student assistants will be able to pull, scan and box items for HDL pick up.  We expect 12 boxes or bins to be transferred daily.  During the transfer process these titles will be inaccessible to clients.  If request are received, please direct UC clients to use ILL.  Once the items are accessioned into HDL they will be accessible once again and clients will be able to place holds and borrow. 

 

Happy Halloween to all!

Mary

HSL Access Notes - October 24th

Hello,

 

A few notes for the week…

 

 

SharePoint 2013

 

Thanks to all for the work done this week to begin triaging files in the SharePoint 2007 site.  Chelsea has added some helpful migration information to our HSL SharePoint 2007 homepage. 

We appreciate everyone’s involvement and support as we begin to move toward SharePoint 2013!

 

KRS Staff Meeting

The KRS(UC) sites will be closed next Thursday, October 30 for an AHS Knowledge Management all-staff meeting.  Signage at the KRS(UC)sites will direct clients who need immediate assistance to HSL.

 

Flu Shots Next week

Don’t miss your chance to have your free flu shot next week, October 29^th or 30^th  in the HRIC atrium.

Important changes to preferred email for students and staff coming October 31

On Friday, October 31, staff and student preferred email addresses in PeopleSoft will be updated to reflect their official @ucalgary.ca email address. Once this change occurs, official university correspondence (including MailMan messages, timesheet requests and expenses) will only be sent to your @ucalgary.ca email account. This does not include unofficial business such as newsletters and opt-in mailing lists.

This change is being made to comply with the university’s electronic communications policy to ensure appropriate use of the electronic communication system and to reduce risk of loss, corruption, mismanagement of data or unauthorized access. This brings staff in line with the policy for students (who are also being transitioned over on October 31) and faculty (to be completed at the end of the semester).

I have contacted Discovery systems to ask how this might affect our Sirsi notifications and David indicated the following:

I believe that when the switchover happens, the new “ucalgary” addresses will over-write any non-standard email addresses that students had entered into Peoplesoft and that had then loaded into Sirsi. So once that load happens, probably November 1 or 2, we will be emailing notices to the ucalgary address.  And unless students set up forwarding, the messages will only go to the ucalgary address. 

We will monitor the situation as this email update proceeds and provide any additional information as we learn more.  The best advice for clients at this point is tht if they are UC clients, they should be checking their UC email for any official notifications and correspondence.  Thanks.

 

 

KRS Clients and AHS email

Knowledge Resource Service (Calgary) management and team leads have confirmed that going forward, the key verification for employee eligibility for library services will be the Alberta Health Services email as noted in the Alberta Health Services directory.  The Alberta Health Services email will also be used to deliver all services and notices. 

·         This means that when registering Alberta Health Services clients we should also have their Alberta Health Services email as their primary email contact rather than a personal email. 

·         Staff should also take opportunity to check for AHS email in client records for KRS clients, and update whenever possible.

·         It was confirmed that Calgary Lab Services and Carewest employees do have valid email addresses in the Alberta Health Services directory though they may have a different format from the regular Alberta Health Services email.

 

Neonatal Resuscitation (NRP) titles: Alberta Health Services and UC copies

 

We have copies of this title both in the service area (specifically for Alberta Health Services clients) and the main stacks (for non-AHS clients). 

 

It is better for UC clients (or other non-AHS clients) to borrow one of the NRP titles from the main stacks, since these will act like any UC library book and can be renewed online as long as there are no other holds.

 

The copies in the circ area are flagged in Sirsi for Alberta Health Services staff.  If a UC  client wishes to borrow the Alberta Health Services copies, for example  if no others are available, this can be done, however staff will need to enter an override to allow the transaction to be processed in Sirsi.  It is important for staff to inform the client that they will need to phone in to renew due to the override required.  Of course if clients have any trouble renewing they can always call us for assistance.

 

Back Up Workstation

We have had a few situations recently where clients have been at the back up workstation at the service desk for lengthy sessions, creating a difficult situation or other clients needing access to back up or colour printing.  We are going to flag this station as an ‘Express station’ (up to 10 minute sessions) going forward to make it clearer to clients that the main intention is for short-term use and back up printing. 

We will continue to try to meet client needs while still trying to keep sessions at the back up computer as brief as possible, encouraging clients to use the public computers for searching or surfing sessions.

There are USB sticks in the drawer by station #3 that can be used to assist clients who are searching on the public computers but who want to save a few items to print on the back up printer.

New signage will be created.

 

Client Lost Books Billing/Claims Returns/Final Overdues

Issues around lost book billing, claims return items and final overdues can be forwarded to me for the time being.

 

Lync

Now that most staff are live with Office 2013, we would like to encourage all to set up their Lync account and add all the HSL and KRS(UC) staff contacts to streamline internal communications.  Our goal is to have all Lnyc accounts up and active by October 31^st.  If there are any questions, please let me know.

Taryn sent this helpful information for connecting to our KRS(UC) colleagues.

If you’d like to ‘chat’ with us via Lync, please add our AHS emails to your Lync contacts lists. Here is a link to instructions on how to add non-UofC emails into your Contacts list: https://support.office.com/en-US/Article/Adding-people-to-your-contacts-list-2b703d7f-cb20-4c9c-a7f3-0126e5316301?ui=en-US&rs=en-US&ad=US#_Add_a_contact

 

For reference, below are the AHS email accounts for KRS(UC) and other notable library staff.

alison.pinches@albertahealthservices.ca

brandie.bailey@albertahealthservices.ca

christie.hurrell@albertahealthservices.ca

elizabeth.aitken@albertahealthservices.ca

julie.alati-it@albertahealthservices.ca

kathryn.ranjit@albertahealthservices.ca

marcus.vaska@albertahealthservices.ca

marisa.tutt@albertahealthservices.ca
melanie.belliveau@albertahealthservices.ca

michelle.lemieux3@albertahealthservices.ca

michelle.turner@albertahealthservices.ca

sylvia.santiago@albertahealthservices.ca

taryn.lenders@albertahealthservices.ca

xurongrachel.zhao@albertahealthservices.ca

yongtao.lin@albertahealthservices.ca

 Thanks.

Mary

HSL Access Notes - October 17th

Hello everyone,

 

A few notes for the week….

 

SharePoint 2013 Session

Don’t miss the SharePoint 2013 session scheduled for all staff on Tuesday, October 21^st from 2:30 – 3:30!  We hope all can attend.

 

KRS Website Update

On October 10, 2014 Knowledge Resource Service migrated to a new version of their content management system (the “backend” of our website).

The url remains the same.

To search print collection select the Search Collections tab> Calgary Zone to connect to the catalogue

The new site includes:

·         single search box on all pages ** that searches KRS e-books and e-journals specifically**

·         browse databases by topic and type

·         Streamlined request forms

 

Some saved KRS homepage bookmarks may need to be refreshed.

 

Client Comment

It is always nice to know our clients appreciate the quality service provided by the HSL team!

Comment received this week….

            

“Thanks so much for your efforts on my and the collection’s behalf. I greatly appreciate the wonderful service provided by our library and its dedicated staff.”

 

Retired Clients and Privileges

We had an interesting question at the desk this week regarding the process and privileges for retired UC clients.  We have received the following information from Discovery Systems (Sirsi)

·         The Sirsi user profile RETIRED grants users the same privileges as the ACADEMIC and SUPPORT STAFF profiles. This includes term loans and access to electronic resources. That profile is assigned to all retired staff—either academic or non-academic.

 

·         Retired clients can log in to EZProxy with barcode/PIN, or log in with IT username and password

 

·         HR to defines who is “retired,”. The user record in sirsi is updated as soon as HR changes the Peoplesoft status to Retired.

 

·         Obtaining a new ‘retired’ card from the ID office is not necessary for library access, electronic access should be seamless.

 

·         Sirsi does not make any distinction for Emeritus academics.

 

New Mobile Phone Charger for Loan Available at Service Desk

The ChargeAll – Universal Cell Phone Charger has been catalogued and barcoded and can be signed out for (2 Hours - Library Use Only).

This should work with most phones.

 

Book Repairs

TerriLynne has offered to assist with book repairs.  Please contact TerriLynne regarding items that need repair, or sign out on the Medical Bindery card and leave on the shelf labelled for book repairs just below the Reserves.

Thanks TerriLynne!

 

HSL Laptops

We hope to clean up the files on Mac and Dell laptops.  If staff have any files that on the laptops that they do not want deleted, could you please flag for Chelsea before the end of next week?

Thanks.

 

MCCQE

The MCCQE exams will begin this coming week.  There is a computer set up in 1459 for a special accommodation.

 

1459 Teleconferencing Unit and Screen

A teleconferencing unit and screen have been added to room 1459.  They have been tested however full install will be planned in November after the MCCQE.

 

Thanks.

Happy Weekend to all.

Mary