HSL Access Notes - September 13th

Hello,

Well the new term has begun and here are ‘more than a few’ notes for the week!

Welcome

It is wonderful to welcome Jane Inglis who is working with Vivian afternoons as part of the HKN team.

Also please welcome two new students assistants who began at HSL this week,  Kathleen Oliveros and Robin Tims.

Fall/Winter Term Hours

Weekend hours have resumed at HSL.  As well, longer evening student shifts have resumed.  Our student schedule for the term is as follows:

Saturday:  1-4, Robin (some Saturday shifts still available)

Sunday: 3-6,  Kathleen

Monday:  4-10, Jessica

Tuesday:  4-10, Amy

Wednesday:  4-10, Kathleen

Thursday;  4-10, Robin

HSL/HKN/KRS Staff Retreat

September 20^th 12:00 – 4:00 TRW W21C (main floor, down hallway beside main info desk)

Website for review. http://www.theenneagraminbusiness.com/index.html

Copies of Bringing Out the Best in Yourself at Work: How to Use the Enneagram System for Success available at  HSL service desk and each location.

 Have you completed your individual style survey?

Staff Contact Lists

HSL staff contact lists have been updated in SharePoint this week.  You can find them at: Shared Documents – Communications, or simply use the search box.

Staff Update

As noted by Kathryn, Marcus will temporarily placed at Women’s Health Centre while the Holy Cross site relocations are finalized.  Marcus can be reached at mmvaska@ucalgary.ca, 403-944-2267.

HSL Webpage

The Hours and Locations links from the main library webpage have been updated so that  individual links will now lead directly to the appropriate branch or service point instead of to the Hours and Locations portal.  For instance, clicking on Health Sciences Library now leads directly to http://library.ucalgary.ca/hsl and on our homepage there is a link back to our full hours and location page at http://hours.library.ucalgary.ca/#view-health. 

Another easy way to access our HSL homepage from the main library homepage is to add  /hsl to the library url.

Staff are encouraged to promote our HSL homepage by using it as a starting point to assist UofC clients.

On our homepage clients can find:

·         The most popular resources

·         Chat box to connect online with a librarian during regular hours

·         News, to find latest instruction schedules, etc.

·         Link to health related research guides (ie. Libguides) on a wide variety of topics, for Med, Vet Med, BHS, Nursing and more, for example Mobile Apps)

·         Link to citation management information

·         Link for recommending purchase of health related resources

·         Hours and directions, and much more

Instruction Sessions

Fall instruction sessions in the Commons have begun.  This includes monthly sessions for Endnote and Refworks (twice each month), thesis formatting (monthly) and literature searching(twice each month).

Clients are encouraged to register at http://library.ucalgary.ca/workshops ,  in advance, however the sessions are open for drop-in clients as well.

Copies of the posters are available at the service desk and may be distributed to all those interested.  The files for the posters, if needed are in the R drive: Uclass:  Administration: Office Support: Signs: Instruction Signs

Reserves

This is also a busy time for Reserve requests.  Information about HSL Reserve services can be found at:  http://library.ucalgary.ca/hsl-reserves (Services>> Faculty & Instructor Support » Reserves » Forms>> Branch).

If an instructor or assistant brings materials to the desk for placement on Reserve, please ask the client to complete a print form so that we have the information needed to process the Reserve request.  The print forms are in the file cabinet behind the service counter under Reserves.  There are two different forms, one for personal reserve material and one for library material. 

Zendesk and Requests

We often need to contact other LCR units with requests about IT, Sirsi or collections.  This was often done by emailing the department contact, however now that the new Zendesk system is fully in place, this process has been streamlined.  Paul Pival recommends that staff i use the black “Feedback” (zendesk) tab on the far right hand side of the library homepage for all IT or collections-related stuff - the dropdown of "What type of problem are you having?" will route the correct group.

Clinical Key Resources

Clients are able to view electronic resources supplied by Clinical Key by clicking on the title of the book or chapter, however if they wish to download or print (clicking on the pdf icon), they will need to first register for a free Clinical Key login.

Bookmarks

We have received a set of new bookmarks from LCR that are now on display at the front counter.  Each bookmark highlights the LCR homepage url on one side and the services available to a particular client group on the other side.

The red bookmarks are for UofC undergrads and grads.  The gold bookmarks are for Alumni, Coppul, etc.  and TAL.  Staff are encouraged to distribute these to the appropriate clients at the desk.

Self-Check

With the new term and new students, we would like to promote use of the self-check unit.  I love showing clients how it works because it generally works so well – checking out, and desensitizing books all at once.  Clients can also check their account and renew their books at the self check by simply accessing their account and selecting renew books.  The system also offers clients  receipt options – print, email or no receipt.  One client this week said she wasn’t having luck with the machine reading her card, when we took a look we found it worked much better when the client card is held under the laser closer to the table top, not closer to the scanner.  Staff at the desk are asked to use the self check as a first option if station #1 is busy, 2 and then waiting to desensitize at station #1, please help clients at the self check.  Clients really seem t appreciate the option once thy are familiar with it.

Any client concerns or problems with the self-check, please let me know.

KRS

We have temporary handouts for KRS at the HSL service desk.  There is one for staff and another for patient and patient families. The handouts include the url for the new website.  Please distribute to AHS staff.

I had a question this week from a physician who explained that he is not an AHS employee, but was given an AHS ‘practitioner’ ID badge.  I have confirmed that this type of client would not be eligible for library services through KRS since they are not AHS employees.

UCLASS

How is everyone managing with navigation in our shared drive UCLASS system?

Brian has created a helpful ‘frequently used files’ quick reference sheet for himself, as shown below.  Our aim is that files will be in a location that is logical and easy to find, but it may take time to get used to the new locations.  Staff may like to create their own frequently used files’ quick reference.  If you are finding that your files are not in the first place you look, it could be that we may need to reconsider the location.  Let me know if you are having trouble finding certain files.

File name	location
Dynamed	CI-050-2 (Collections and Information Management)
Lexicomp	CI-050-2 (Collections and Information Management)
Operations Manual	AD-500-3 (Administrative Services)
Reserve Statistics Excel spreadsheet	AD-300-3 (Administrative Services)
Weekly Circulation Schedule	HR-230-3 (Human Resources)
Journals Database	CI-200-2 COLLECTIONS & INFORMATION MANAGEMENT\CI 200 - DESCRIPTION OF COLLECTIONS\2-Case Files\Current Journals List 2013
HSL Flat Panel	CR-480-2 (Community Relations)

 Copyright

There is a new copyright handout provided by the UofC copyright office in our public pamphlet display at HSL.  More information on our library website at http://library.ucalgary.ca/copyright.

 Downtown Campus Book Sale

DTC Library is looking for donations for their book sale:  books, current magazines, DVDs, CDs .  they are collecting until the end of the month.  More details on poster attached.

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

I hope all enjoy a refreshing weekend.

Mary

HSL Access Notes - August 23rd

Unicard Office

The Unicard office (formerly OneCard Office) has officailly moved.

Location:  Dining Centre, Room 18
Phone: 403-220-7290
E-mail: unicard@ucalgary.ca
Website:  UNICARD http://www.ucalgary.ca/unicard
Hours:   Monday to Friday, 8:30 a.m. – 4:30 p.m.

Exceptions to regular business hours
Sunday, September 1: open 8:30 a.m. – 4:30 p.m.
Monday, September 2: open 8:00 a.m. – 6:00 p.m.
Weekdays from September 3–20, inclusive: open 8:00 a.m. – 6:00 p.m.

Our small Unicard Office handouts have been updated with the new information.  The campus map handouts with the OneCard Office infomation have not yet been updated.

South Health Campus KRS Site

We have received a number of questions form SHC staff asking whether books can be returned returns at SHC.  Yes, books may be returned to the SHC KRS site at the desk M-F between 8;00 and 4:00 and through the book return bin outside the Wellness Centre after hours.  However SHC is not a hold pick up location at this time.  Clients may request books using the book request form on the KRS website, and items will be sent directly to them in their office our unit as an outreach item.

Medical Student Credit for Copying, Printing and Faxing at BAS center

We have had a number of newer students coming to the library asking about free printing or credits on their Unicard.  What they are likely talking about is the credit that they are given for copying, printing and faxing at the BAS Centre (main floor on your left as you approach the doors to On the Go café).  If medical students are asking about free printing or printing credit, or faxing, please direct them downstairs to the BACS Centre (220-6839). 

LINDSAY

There has been some interest from students about the new mobile app for the Lindsay Virtual Human app.

More details are available on the Lindsay Virtual Human website at:  http://lindsayvirtualhuman.org/

The website indicates:   

·         UofC has announced the release of our first app, the Zygote 3D Anatomy Atlas and Dissection Lab, which became available on the Apple iTunes Store  July 2013.

·         Starting in September 2013, this app will be available at no cost to students, faculty and staff at the University of Calgary.

·         Please check back for updates and a download link or contact Christian Jacob (cjacob@ucalgary.ca)!

 Retreat Pre-reading

Each location should have received a copy of the book, “Bringing out the Best in Yourself at Work”, for pre-reading to prepare for the HSL/KRS/HKN retreat.  The copies can be checked out in Sirsi and the copy at HSL is on the shelf in the service area just below the Reserve collection.

DVLC – Vet Med Clinical Instructors

The library privileges for about 60 DVLC instructors have been manually extended to October 31, 2013 while their renewal paperwork is being processed.  There is a note in their record to indicate this.  There is a slim chance that the manual date may be overwritten by an earlier date by the system.  If this occurs and one of the clients contacts HSL, please manually update expiry date once again to October 31, 2013.

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

Hope you enjoy a great weekend.

Mary

HSL Access Notes - August 19th

Good Morning,

Employee Engagement survey Feedback Sessions at HSL

This is a reminder of the two opportunities this week to attend an informal discussion session following the release of results of the employee engagement survey.  LCR Administration is inviting assistance with the development of the LCR action plan by providing comments on the employee engagement survey results and suggestions for moving forward. 

The first session is today, Monday, August 19 from  2 – 3 in room 1459.  There is also a session scheduled on Thursday, August 22 from 11 – 12. 

We are invited to review the information provided in Mary McConnell’s email (se below), attend one of the sessions , or provide comments and suggestions via email Mary McConnell (mmcconne@ucalgary.ca), to our HR Advisor, Jennifer Tetrault (jtetraul@ucalgary.ca), or to our HR Partner, Zahir Jessa (zfjessa@ucalgary.ca). 

In late June, the University posted the results of the 2013 Employee Engagement survey at http://www.ucalgary.ca/hr/employee-engagement-info.  In addition to the detailed reports for every faculty and business unit, the website also provides an explanation of the survey methodology and background information as well as videos of the President's town hall presentations.

On June 13, Tom Hickerson and I presented our results to Libraries and Cultural Resources staff (a copy of our presentation is attached).  The next step is the development of our action plan and we invite you to assist by providing comments on the survey results and suggestions for moving forward. 

I will be facilitating several informal discussions, scheduled as follows:

Health Sciences Library (Room 1459)

·         Monday, August 19:  2 - 3

·         Thursday, August 22:  11 - 12  

Taylor Family Digital Library (Room 630A)

·         Wednesday, August 21: 10 - 11

·         Thursday, August 22:  2 - 3

·         Friday, August 23:  10 - 11

·         Monday, August 26:  10 - 11

·         Tuesday, August 27: 2 - 3

Comments and suggestions via email are also welcome and can be sent either to me (mmcconne@ucalgary.ca), to our HR Advisor, Jennifer Tetrault (jtetraul@ucalgary.ca), or to our HR Partner, Zahir Jessa (zfjessa@ucalgary.ca). 

Here are a few questions to consider when you are reviewing the results:

·         What do you think of the results?

·         What stood out for you?

·         Were there any surprises?

• What do you think Libraries and Cultural Resources should focus on for 2013/2014?

Staff Retreat

As noted by Susan, a staff retreat is scheduled for September 20, 12:00-4:00 pm with more details to follow.

·         In preparation for the retreat, staff will meet on September 4^th from 3:00 pm – 4:30 pm to discuss the purpose and objective of the session.

·         Susan has suggested that staff browse the following website to learn how the Enneagram System can be used and benefit the workplace http://www.theenneagraminbusiness.com/index.html

·         Copies of the book “Bringing out the Best in Yourself at Work” have just arrived, and a copy will be distributed to each location for pre-reading.  The copies are not fully catalogued, however have been added to Sirsi as brief titles (coipes 1 through 7), so may be checked out using Workflows for the time being.

Sirsi record issues for Medical Residents

We continue to have some problems with some new medical residents records, not showing up in Sirsi,  likely caught in the problem with cards loading in May/June mentioned last month. 

• This means that a client who received a card during that period may not show up with a record in Sirsi when their card barcode is scanned.  
• We have been advised that when this happens, to contact the OneCard (Campus Card) Office at 220-7290. 
• Identify the problem, provide the client UCID (number under photo on front of ONEcard) and ask them to ‘re-send’ the client information.  We have done this already a few times and it does allow the record to populate Sirsi almost immediately.
•  Once the record has loaded, staff will need to review the information on all screens to ensure the record is updated with correct:
1. Sirsi profile ( ‘gradstudt’ for residents)
2. Privilege expiry date (9/30/13) - If the privilege expiry loads over with only a three week period which may happen, extend manually to Sept. 30, 2013.  
3. Complete address info (especially email)
4. Note - Add a note in the extended info screen with any manual update details, so that if the system refreshes and overwrites the updates , we have a record of the information to work with
• You can also flag any of these situations for me to follow up.  I am in contact with system staff regarding any updates on this situation.

KRS

The new provincial KRS website has been up and running since August 7^th.  Please continue to inform clients about the updated website, and access to services and resources online. 

·         The HIN Knowledge Centres are now known as KRS sites. 

·         We have updated KRS handouts on the counter behind the service desk.  There is one to pass along to AHS staff, and another for patient and patient families.  Please let all AHS clients know about the updated website.

·         Kathryn provided some helpful guidelines as noted below

With the new KRS Website launched, I’ve received some questions about how to manage AHS clients at the HSL ref desk – what has changed, what has stayed the same? I’ve made this chart with some typical scenarios and how to handle them. This will also be available via sharepoint here:

If you have any other questions to help you manage AHS requests, please send them my way so that we can clarify.

Kathryn

Scenario	Change / No Change	Best Practice
An AHS client walks in during business hours and asks for help with a literature search.		Direct the client to the HSL consult desk. The HSL consult desk person can help them troubleshoot their search, clarify the question, help get the search started and provide them with support materials.
An AHS client sends in a literature search request, via email, phone, or chat.		1.       Fill in their request in the KRS Website Literature Search Form. http://krs.libguides.com/literaturesearch 2.       Reply to the client that you have entered the request on their behalf. Here is the standard text for your reply: Thank you for your request. Did you know that you can submit your literature search request at any time in our website through our online form? http://krs.albertahealthservices.ca This form is monitored by our KRS staff across the province. By sending in your request through the form, we can ensure that you and your colleagues receive the most efficient and effective service every time you submit a request. I have entered your request into our form on your behalf. Next time we encourage you to take advantage of this service. Thanks
An AHS client requests a literature search via in person.		1.       Fill in the request with the client, via the KRS Website Literature Search form. 2.       Coach them to do this themselves next time they need a search done.
An AHS client sends in an article request via email, phone in person or chat.		1.       Fill in their request in the KRS Website Article Request Form. http://krs.libguides.com/articlerequest 2.       Reply to the client that you have entered the request on their behalf. Here is the standard text for your reply: Thank you for your request. Did you know that you can submit your article request at any time in our website through our online form? http://krs.albertahealthservices.ca This form is monitored by our KRS staff across the province. By sending in your request through the form, we can ensure that you and your colleagues receive the most efficient and effective service every time you submit a request. I have entered your request into our form on your behalf. Next time we encourage you to take advantage of this service. Thanks
An AHS client walks in during business hours and asks for help finding a journal article, ebook or database.		1.       Coach the client how to find these resources through the website. 2.       If they like to drop in and access the full UofC resources, show them the UCalgary Library Website. 3.       If they like to search from their desk or at home, show them the KRS website.
An AHS client asks for help finding a journal article, ebook or database via email.		1.       Send them directions on how to search for this information through the KRS website. 2.       If they would like in person help, refer them to the consult office, Kathryn or Rachel for appointment.
An AHS client asks to have an exam proctored.		1.       Clarify if they have a specific date and time in mind. If so, refer that client to the HSL consult librarian who is on desk during that time. 2.       If they do not have a specific date or time in mind, refer the client to Kathryn (Kathryn.ranjit@ucalgary.ca) or Rachel (XurongRachel.Zhao@albertahealthservices.ca) and we will schedule them when we are on the consult desk.

KRS and Contractors

We have had a few questions this week with AHS staff who request KRS privileges however have badges that say ‘contractor’.  In the one case the client was a  research fellow.  Kathryn is waiting for information from a few different sources in order to confirm whether these clients are covered under the licensing agreements, however for the time being we can follow the KRS rule of thumb, and ask if the client has an AHS email address.  If they do have an AHS badge and a  valid AHS email address, we can go ahead and issue a KRS barcode for library access.

SPSS

Version 20 of SPSS statistical software is now available on all Computer Commons workstations.   The icon is on the desktop labelled IBM SPSS.

Computer Commons Wall

The Computer Commons wall received some needed maintenance last week.  Panels should move more easily and fit together more smoothly, however we still need to watch for proper alignment.  As fall term approaches and the Commons schedule gets busier the wall will be needed more often.  Desk staff are asked to be aware of any scheduled sessions and manage the wall as necessary.

New Location Unicard Office

Unicard Office (formerly OneCard Office) has not quite moved to their new location due to network issues, however hope to be in their new location in the Dining Center by the end of the week.  Our handouts will be updated this week.

New Gate

As noted last week, we have a new 3M security gate at HSL.  We are monitoring the operation and alarms.  There should be much fewer false alarms, however other RFID items, for example, sensitized CPL books could set off the alarm.  Please let me know if there are any questions or comments about the gate as we get to know the new system. 

The ‘counter ‘ on the gate is much improved.  There is a single display for the whole system, and the counts toggle between ‘people in’ (Pi ), ‘people out’  (Po )and total count (=P).  we are recording the total counts(=P) for our gate count statistics sheet.

Term Loans

The new term loan due date of January 15^th, 2014 will be effective Wednesday, September 4^th.  The first e-mail renewal reminder notice will be sent on this date.  We are including a statement to alert Graduate Students to be aware that their due date may be September 30^th until their fees are paid,  since in that case their privileges will expire on September 30^th preventing renewal beyond that date.   Once fees are paid and registration for the new term is complete their privileges will be extended to January 30^th, 2014.  Once that occurs graduate students can renew term loans to the January 15^th term due date Please note:  items renewed to September 30^th will not automatically renew to the January 15^th due date, they need to be renewed in the system by the client.

New My UofC Portal

Any questions or concerns with the new My UofC Portal?

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

Thanks.

Mary