printing Lexi-Comp information with AHS logo

For those of you working with AHS clients...

AHS staff can provide patients with Lexi-Comp information as long as they print the handouts with an AHS logo on it.

In order to do that...

• on an AHS computer...
• click on the "Patient Education" tab first
• then, search for the medication in that screen to get the AHS print preview info to show up

The logo won't show up in the print preview if you search for the medication from the main screen.

HSL Access Notes - August 27th

Hello Everyone,

HSL  Weekend Hours

HSL weekend hours resume September 1st.

HSL hours for the holiday weekend are as follows:

Saturday, September 1st   10:00 a.m. - 6:00 p.m.

Sunday, September 2nd     12:00 p.m. - 8:00 p.m.

Monday, September 3rd     CLOSED

 Signs have been updated and slides will be added to the flat panels.  Staff are asked to inform clients at the desk.  Thanks.

Reporting Water issues in the Library

Susan has confirmed with Facilities management that any water issues in the library whether leaks from the ceilings or drips from a washroom are top priority for repairs because of potential damage to the collection. 

• Staff are asked to report any water issues to their supervisor, or staff responsible for submitting facility requests (Brian, Sara, Mary or Susan) for immediate follow up.
• Reporting staff should call  any water issues (all leaks, washroom drips, overflowing urinals, toilets), in to 220 7555 and indicate that the location is the library so we need someone up ASAP to ensure that the collection and technology are not at risk.

HSL Fall Schedule

Our fall student schedule begins on September 1st.  We are fortunate to have many of our students returning to HSL.  We will be hiring one new student assistant for our Thursday evening shift.  The fall student shifts will be covered as follows:

Monday evening, 4:00 p.m. - 10:00 p.m.  Amy

Tuesday evening, 4:00 p.m. - 10:00 p.m.  Jessica

Wednesday evening,  4:00 p.m. - 10:00 p.m. Marissa

Thursday evening, 4:00 p.m. - 10:00 p.m.  Open

Saturdays, 1:00 p.m. - 3:00 p.m.  Amy/Jessica

Sundays, 3:00 p.m. - 6:00 p.m.   Winnie

Desk and Consult Office Schedule for September

The draft of the service desk and consult office schedule for September has been posted in shared documents section of the HSL intranet. 

Room Booking Calendars for Staff Meeting Rooms

HSL/HIN staff are able to make bookings in meeting room 1459, and Computer Commons 1460A & B.

In Outlook Calendar, go to 'open shared calendar'.  Type in HSL, and all the HSL staff bookable rooms should appear.

Make your room selection and add session, date and time to the booking.  Please also include  staff name and contact information for the booking in case any follow up is required.

You may wish to note if bookings are tentative for follow up at  later date.

Sara and I are also happy to assist with any Computer Commons bookings.

Vet Med Workshops

Lorraine has Vet Med workshops scheduled in the Computer Commons on Thursday the 30^th , and Friday the 31^st .  There may be clients who are unfamiliar with our site calling or coming to the desk asking for directions.  There are directions and maps on our webpage at:  http://library.ucalgary.ca/branches/hsl/maps-directions

Sirsi Upgrade

The Sirsi upgrade was completed on Monday, August 20^th.  This year at HSL clients were able to use the self checkout while the system was down, minimizing the number of actual manual checkouts.  Any staff who have Sirsi workflows on their workstation, should upgrade to this new version according to the instructions sent to all LCR staff by email last week.  Please let me know if you have any questions or concerns.

Term Loan Renewals

Term loan renewals will start Wednesday, September 5^th, new due date will be January 15, 2013.

Grad Student Sirsi Record Expiry

Many grad student records have an expiry date of September 30, 2012.  Once student registration and fees have been processed for the new term, their records should update automatically to January 31, 2012.  If records are slow in updating, we can extend privilege expiry  for two weeks to give the system a chance to ‘catch up’ with the renewal process.  Please flag these clients for me in the shift report or email in case any further follow up is required.

Transit of Holds Between HSL and TFDL

 Beginning tomorrow, August 28^th, we will be using a blue bin for transit of holds between HSL and TFDL, rather than multiple yellow bags.  The “Holds” bins will be marked either TFDL Hold (outgoing) or HSL Holds (incoming) so that these items can be processed  these as priority items when received.

Individual Study Rooms

Individual study rooms 1481A and C are occupied as extended room bookings, and should remain locked.  The expiry date of the booking is posted on the door of each room.  Sara and I can assist with any extended room bookings or questions about the rooms. As with any of our other study rooms, they can be used  on a first come, first serve basis when not booked.

Important message from ITS

I wanted to warn everyone in LCR that there is a new batch of nasty computer malware (computer viruses) that have infected many websites around the world. If you browse to one of these infected websites your computer will automatically become infected. Even computers with up-to-date security and antivirus software can be infected with this new batch of malware.

If your PC becomes infected with this malware your PC becomes inoperable. Multiple PCs in LCR have already been infected with this malware and have become inoperable. Once infected the only way to get the PC operational again is to reinstall all software from scratch on that PC.

Since the PCs become infected when they visit infected websites (and unfortunately infected websites don’t look any different than clean websites), the best way to avoid infection is to only go to web sites that are needed to do your job. By reducing the number of web sites you visit you greatly reduce your chances of becoming infected.

Thanks everyone.

Journal Usage Count

Thanks to all for your help with the journal usage count.  We are going to begin a new journal count that will extend from September  through December.

A new spreadsheet is being created (thanks Marissa!), and student assistants will be asked to record a stick count for any of these titles that are shelved.  There will be one column for regular in-house library usage, and one column for  those that are used by DDS staff and placed on the cart in DDS.   

 Fine Payments

Just a reminder that when client is paying fines it is best practice to ensure that the client has either returned all items (checkout screen clear) or that all items still checked out have been renewed (check for new due date).  When that is done, the billing screen should update, displaying all fines owing properly.  Once a bill payment is processed it is best practice to return to the client screens to ensure the bill screen is clear and checkouts are either cleared or renewed with an updated due date.

Thanks.

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

Mary Grant

Operations Manager

Health Sciences Library

University of Calgary

403-220-5035

Downloading from Ebrary

• -      Multiple user titles (MUPO) are downloadable to devices, once copy always remains for online use
• -      If we have multiple copies in ebrary of a single user title (don’t ask), then one copy is downloadable, the other remains available for online use
• -      Single user titles (SUPO) are ­not downloadable.

Publishing in BioMed Central

Biomed Central publishes a variety of open access journals.  U of C faculty, staff and students can submit articles to BioMed Central for consideration, but because we have a membership, U of C authors do not have to pay the open access publication fees. LCR Open Access Author's Fund covers these costs.  http://www.biomedcentral.com/about/apcfaq/automaticwaivers 

Research staff and students at University of Calgary:

We are pleased to inform you that we will not charge you directly for any article published in a BioMed Central, Chemistry Central or Springer Open as your organization is paying the article-processing charge on your behalf through their BioMed Central Prepay Membership Program. Read more information about publishing your articles with BioMed Central.

Biomed Central:  http://www.biomedcentral.com/

Authors will need to create a profile with a login name and password.  This is probably easiest done on a U of C computer.

To submit a manuscript http://www.biomedcentral.com/authors/submit

1. Select the journal being submitted to
2. Follow the prompts.
3. With the Journal of Medical Case Reports, the author needed to provide the names of 3 peer reviewers.  I am not sure if this is a requirement for all Biomed journals, but flag this possible requirement.
4. Approximately one day after the article is submitted, Andrew Waller is notified.  Andrew verifies that the submission is coming from a U of C faculty, staff or student.  Inform client that this will happen.
5. Once verified Andrew contacts the author to confirm that he/she does ot have funding to support open access fees.  This helps to make the LCR Open Access Fund go further.  According to Andrew, 1/20 do have funds that can cover these charges.
6. Andrew is notified by Biomed when the article is published.  The Author will then need to complete the Open Access Author's Fund.

HSL Access Notes - August 7th

Hello Everyone,


A few notes for the week….


New delivery

The weekly notes will no longer be distributed by email.  I will send out an email with a link to the Keeping Current blog post of the notes.  Please let me know if you are having any trouble accessing or viewing the blog.  The blog is bookmarked on the service counter workstations.


Vacation Coverage

While I am away (August 7 – 17), please report any facility concerns to Brian or Sara and any staffing or operational concerns to Susan.  Sara will be able to assist with bookings for the Computer Commons and extended bookings fort he small group rooms.



August Schedule

The HSL August consult office/desk schedule  has been posted on the HSL Intranet.  This will become the master copy of the schedule, and any changes that need to be made should be made on the Intranet file.  Lourdes' shift at the desk has been changed to one longer shift in the afternoon.



Sirsi Upgrade and Downtime

The tentative dates I have heard for the Sirsi upgrade (and shutdown during this period) is August 17th-20th.   We will likely need to use manual processes for a day or two.   I have asked  Discovery Systems to pass along any details to Brian, who will pass them along to HIN/HSL staff.



RFID Tags in HDL and HIN items on HSL Hold Shelf

A reminder that staff are asked to place RFID tags in items that are going on our HSL hold shelf.  This is to allow clients to then use the self checkout and provides extra security for the items.



HDL Journal Loans

Clients may place holds and borrow journals from the HDL, however these items are generally only 3 day loans.  Clients may renew these an unlimited number of times, but they will not receive any renewal reminders, so it would be easy for them to fall into an overdue situation.  Staff are asked to alert clients of 3 day loan renewal situation when checking out any 3 day items.



HSL Referral List Update

Sara has updated the HSL referral list that is available on HSL Intranet.  This is helpful for indicating who can assist with different assignments.



BLS/NRP for AHS and UofC

We have copies of the BLS/CPR(Basic Lifesaving manual) and NRP(Neonatal Resuscitation text) on both the Compulsory Education shelves at the front of the library as well as in the main stacks.  The Compulsory Education copies are set up in Sirsi for AHS staff only, so they can be checked out and renewed regularly for any client with a CHR or TBCC profile in Sirsi.  The copies in the stacks work best for UofC clients since these would also work as a regular loan and can be renewed online.    As an exception (for example if our main stack copies are all out), staff can use an override (twice) in Sirsi so that UofC clients can borrow the Compulsory Education copies, but clients then will not be able to renew these items without staff assisting with the override again.



UME Clients without cards yet

We have seen a few new UME  clients who have valid  records in Siris, but who have not yet received their UofC Onecards.   The UME program began August 1st, so we may see a few more of these clients over the next few weeks. 

 In these cases the record shows a ‘dummy’ number in the barcode field that begins with UC followed by 4  numbers (eg. UC24567).  Their barcode will be the number of the back of their OneCard once they receive it. 
As I understand it, the UME Office has made arrangements with the Campus Security ID Card Office on main campus so to have the UME cards created and sent to the UME Office for distribution.  This however may take a bit of time.
 In the meantime the new UME student with the dummy  barcodes can borrow items on their record as an exception, but will not be able to renew online or access online resources or services such as holds, or  ILL until they have their card and barcode.
 If these clients do borrow items, please let them know that they will need to renew by calling in until they receive their barcode, and add a note to the Extended Info screen indicating the situation and the action taken plus staff initials.
 If clients do not want to wait for their card from UME, they can go to the Campus Security ID Card Office in MacEwan Centre on main campus to pick up their card.  If referring clients to main campus office, please advise them to call the office to ensure all is in order prior to making the trip (phone 220-7290).  We have maps in our public handout display that has the map of  main campus, the Campus Security ID Card Office contact  information, and directions from HSL to main campus.  
Campus Security ID Card Office Hours

Open:  8:30 a.m. – 4:30 p.m.  Monday - Friday

Closed from 12:00 – 1:00 p.m for lunch daily

Open until 6:00 p.m. the first Wednesday of each month



Journal Count

We are continuing an ‘in library use’ count for the following four journal titles during the months of July and August:

·         Oncogene

·         Journal of Cell Biology

·         Drugs

·         Pharmacoeconomics

Students will be recording a stick count of any issues of these titles on a stat sheet at the front counter before shelving.



Rooms and Map of HSL and Area


We now have a more up to date map of HSL that has been labelled with room numbers (thanks Diana).  It also shows some of the office numbers that are close to HSL. A copy of the map is attached and a print copy (11 x 17)is at the front counter.

·         Available for online booking:   1453, 1454, 1455, 1456 A & B, 1458

·         Available for online booking and extended booking:  1481 A, 1481 B, 1481C, 1481D

·         Not currently available (eventually for online evening and weekend booking): 1461B, 1462B, 1463A &B, 1464 A&B

·         Available for internal staff booking:  1459, 1460A & B (Commons), 1483 (HOM)



Computer Commons – update

Up until this point, the Computer Commons was the only area in HSL where food and drink have not been permitted.  We are now updating this policy to permit beverages in the Computer Commons.  This reflects the guidelines used in the Research Park at TFDL.  The HSL Computer Commons is now a 'no food only zone'.



Printing Options with Older  OneCards

Clients who have an older OneCard that is not recognized by our Network Printer,  can still add funds to their cards and use their cards for transactions in our POS.

Therefore they can use the back up printer and still pay at the POS using their OneCard (or cash, debit or Visa or Mastercard).



Key Projects

HSL Key inventory:  Leslie has been working on an inventory of all HSL keys.  Leslie will be asking staff for the numbers of their office cabinet keys.

HSL door Key control:  Sara is working on a key control system to track HSL door keys. 



  I will be away on vacation August 7 – 17th.

Citation Management Materials on SharePoint

I have just posted a bunch of my recent instruction materials on reference management tools in the documents library on SharePoint. There are slides and handouts for my recent session on choosing a reference management tool, along with my EndNote in 30 Minutes presentation and handouts. Caitlin's recent summer  camp session on EndNote is there too. If you create materials for any citation management tools, please add them!

HSL Access Notes - July 24th

Hello Everyone,

A few notes for the week….

New delivery

The weekly notes will no longer be distributed by email.  I will send out an email with a link to the Keeping Current blog post of the notes.  Please let me know if you are having any trouble accessing or viewing the blog.  The blog is bookmarked on the service counter workstations.

Flex Plan

In answer to the following  interesting flex–plan  question, “ can you earn flex on a day when you have an appointment or other time away”, we have received this response from HR:

Staff members cannot combine any other time with their flex time earned. They must work the entire shift, plus the extra flex time. On days that they are away for a paid benefit, they are not entitled to work flex time.

Please let me know if you have any questions.

Clinical Expired Clients

We have seen a few more clinical clients whose records expired on June 30, 2012.  In these clinical staff cases (UofC staff, not students) it is best explain that the library privileges are tied to their status with the UofC, and to refer the client to the HR help desk at 220-5932 to follow up regarding their UofC status.  If they are still associated with the University we can offer to extend their library privileges for two weeks in Sirsi while the system processes any updates.  Staff are asked to update the expiry date manually in the Modify User function using the override, and add a note to the Extended Info screen indicating the situation and the action taken plus staff initials.  These types of situations can also be referred to me (client name, barcode and contact please) for follow up.  Please let me know if you do run into this type of situation so we can monitor the problem.  Thanks.

Intranet – naming-blog updates- remove from R drive

We are continuing to develop the HSL Intranet as a key location for HSL information.

All HSL/HIN staff should have access to the HSL Intranet.  You may need to add UC_ADMIN\ before your login.  Please let me know if you are having any trouble with access.

A couple of recommendations have come from a recent Communications Group meeting:

·         Naming convention:  If you are adding a document or wiki page to the Intranet, please use the following naming convention:  description YYYY MM DD staff initials.  Example:  Staff contacts 2012 07 24 mg

·         Master file:  if you are adding a document or file to the Intranet, it should become the master file and other copies of the file should be removed from the shared drive or common files.

·         To inform staff that a file or document has been added or migrated to the Intranet, please post an update in the Keeping Current blog.

HSL Literature Search Form – Online

There is a new online Literature Search Form  on the HSL webpage under Research and Teaching support.  It may be helpful for staff to direct clients requesting assistance with in depth reference questions or literature searches to the online form when a librarian is not immediately available, for example during evenings.  The form will allow the clients to provide helpful information to the librarians who will then be able to follow up appropriately with initial contact within one business day.  Forms submitted online are directed to hslibr email.

http://library.ucalgary.ca/health-science-library-search-request-form

There are also print copies of the form in the service area files in case of system failures, but the online form submission would be preferred and encouraged.  Staff can add the information to the online form on behalf of a client while assisting the client at the desk or on the phone.

This is a new service, so any staff or client comments or input would be appreciated.

Mackie items 

We have 78 items from the Mackie History of Neuroscience Collection that have been flagged to be in fragile condition and are being prepared for transfer to Special Collections.

There is new Mackie History of Neuroscience signage in the History of Medicine Room to highlight the collection.

Journal Count

We are conducting an ‘in library use’ count for the following four journal titles during the months of July and August:

·         Oncogene

·         Journal of Cell Biology

·         Drugs

·         Pharmacoeconomics

Students will be recording a stick count of any issues of these titles on a stat sheet at the front counter before shelving.

Old edition (2006) of Neonatal Resuscitation (NRP)

Recently at HSL we had a few AHS staff looking specifically for the older edition (2006) of the NRP textbook.  HSL  withdrew most of our older copies when we received the updated 2011 version, however we do have one copy of the older edition on our compulsory Education shelves (for AHS staff)as well as one copy in our main stacks (for UofC clients).

Holds on BLS for Healthcare Providers   – contact pick up location

Most Knowledge Centres have a good supply of BLS manuals in the Compulsory Education collection for AHS staff, so there is generally no need for AHS staff to place holds on the title.  However if a client does place a hold on the title, it could lead to many copies being flagged for the same client while the item is checked out on an ‘in transit’ card.  We can hopefully avoid the ‘in transit’ and multiple copy problem  by filling the hold at the location where the client wants to pick up the item.  if staff see a BLS manual on the hold pick up list with a different pick up location, rather than pull the item and place it in transit, please call the pick up location KC and ask them to pull and process the item at that location.  Thanks for flagging the issue Tuyet!

Rooms in HSL

·         Available for online booking:   1453, 1454, 1455, 1456 A & B, 1458

·         Available for online booking and extended booking:  1481 A, 1481 B, 1481C, 1481D

·         Not currently available (eventually for online evening and weekend booking): 1461B, 1462B, 1463A &B, 1464 A&B

·         Available for internal staff booking:  1459, 1460A & B (Commons), 1483 (HOM)

Please note that Sara is now able to make bookings for the Computer Commons as well as the extended bookings for the individual study rooms.

Computer Commons – update

Up until this point, the Computer Commons was the only area in HSL where food and drink have not been permitted.  We are now updating this policy to permit beverages in the Computer Commons.  This reflects the guidelines used in the Research Park at TFDL.

Printing Options with Older  OneCards

Clients who have an older OneCard that is not recognized by our Network Printer,  can still add funds to their cards and use their cards for transactions in our POS.

Therefore they can use the back up printer and still pay at the POS using their OneCard (or cash, debit or Visa!).

Key Projects

HSL Key inventory:  Leslie has been working on an inventory of all HSL keys. 

HSL door Key control:  Sara is working on a key control system to track HSL door keys.  

August Schedule

The HSL August consult office/desk schedule  will be posted in the HSL Intranet early next week.  This will become the master copy of the schedule, and any changes that need to be made should be made on the Intranet file.

Please let me know if you have any questions, suggestions or concerns.   I will be away on vacation August 7 – 17^th.

Mary