HSL Access Notes - May 30th

Hello Everyone,

 

A few notes to end the month….

 

Continuing Education Unicards and Privileges

Continuing Education students can go to main campus and pick up a Unicard.  We have seen a client with one of these cards at Health Sciences Library recently.  These cards don’t generally load with address, and may not load with active profile.  Patron details for continuing education students is not loaded over by Unicard.  It is important for staff to add address information, especially email address to ensure the client receives notices.  The profile that loads is either Blocknew or Blkalucont so staff do have to add in the contact details for the patron record.  Also, staff need to add in the card expiry date, normally set to the end of term, ie:  April 30^th, August 31^st, December 31^st, depending on the session of their courses.

 

Externs

We have seen a group of AIMG ‘externs’ in the library recently who are in a short program to prepared for their residency.

While this group thought they would be eligible for library privileges, their  POI designation of “Visiting Student” does not include library privileges.  Fortunately most of those in this group will be eligible for privileges as UC students once they begin their residency on July 1^st .

 

The only type of POIs with library privileges are:

 * 00014 Visiting Scholar
* 00023 Postdoctoral
* 00029 Consultant-Pro. Service

It can be confusing since these clients do load into Sirsi and it is not possible to tell what type of POI they are from the record.  I am happy to follow up with any of these clients.

 

Knowledge Resource Service Privileges

We had a request for KRS registration from a client working with Foothills Primary Care Network that works in partnership with Alberta Health Services.  
I have confirmed that employees with Foothills Primary Care Network are not eligible for KRS privileges.
AHS employees eligible for KRS privileges should have an Alberta Health Services employee ID number, badge and email.

Claiming Mileage and Gas Expenses

 I know many staff do not bother to claim for mileage between Health Sciences Library and main campus, but for those who wish to claim there is some helpful information in SharePoint.  Search for ‘Expenses’, to find the page with account code, and video of PeopleSoft process.   If you are making multiple trips to main campus regularly, you may wish to log your trips and submit the PeopleSoft expense claim once or twice a year. The process requires that staff create an expense claim in PeopleSoft,  including reason for the trip, that is then printed, approved by the supervisor, and forwarded to LCR Finance for processing. 

FMC- UC one way (coming from home or going to home):  2 km

FMC-UC return to HSL:  4 km

The PeopleSoft form automatically calculates the $ amount once the kms are entered.

The same form can be used for parking reimbursement when the parking passes are not available.

 

Rooms 1453 and 1459

We have just had glass white boards installed in 1453 and 1459.  The boards need to ‘set’ over the weekend, so we are  locking the rooms until Monday, to ensure that the panels do not get used, or bumped.

I have blocked the booking calendar for 1453 for both Saturday and Sunday.

Next week we plan to have pencil rails added to each room for the markers and pens.  In the meantime we will leave these supplies on the table in each room.

 

Posters

The installation of the board in 1459 meant we needed to move 4 of the posters from that room.  We were able to hang these on the media wall behind the touch table.  It was interesting to see clients standing and reading these posters today!

 

iMAC

 We have received approval to borrow an iMac for LCR ITS for staff use for the summer.  The wireless computer will be set up near the back up printer, and all staff will be encouraged to take this opportunity to get to know the basics of the Mac interface, especially since we are seeing more and more clients with Mac products in the library.  More details to follow.

 

Network Printing

We are still having issues with some jobs being sent from the public computers not showing up on the network printer.  IT did  make some changes to the HSL printer this week that they hope will decrease issues, but please continue to report them if problems persist.    

·         It is recommended that staff use the print problem report (use own staff name so we get the feedback)  that is bookmarked on station #2 to report print problems so that we can try to give IT as much info as possible about the jobs that the Network printer has problems with. 

·         When this happens, one option that has been recommend by IT is to have the client go to print.ucalgary.ca , log in using their UCIT ID, and sending the job from there.  There will be a  “connection is untrusted” message that may appear - just click on “yes I understand the risks” option (ITS says this is ok). The  printer option that shows will be the network printer, and the job will appear on the network printer  by login name.

·         IT has indicated that sometimes these jobs don't show up because they are set to a paper size that the printer doesn't have, so the server deletes them before they appear at the release station.

·         It is great that we can direct clients to the back up printer to respond to their immediate printing needs, but hopefully we will soon identify and resolve the ongoing network printing issue we seem to be having!

·         IT has asked us to include problem files in these reports if possible when they happen, or as much detail about the job as possible.  For example, this week one problem was with a pdf file from gmail account that was using IE browser.  Others has been PPT files from OSLER, etc.

HSL Access Notes - May 26th

Hello,

 

Best Wishes To Spencer on his Retirement

Please join us for Spencer’s retirement celebration:

Wednesday, May 28th from 3:00PM – 5:00 PM

Program to begin at 3:45

Conference room 3,

4th Floor, ACH

Very best wishes, Spencer.  You will be missed in so many ways!

 

June Training

The June desk schedule has been updated.

It is great to see many staff busy with training opportunities and networking meetings throughout the month.

Chelsea , Brian and Terrilynne will be on campus for several days in June for Access Database training,  Instruction training, and Excel training  respectively.

Lorraine B. and Kathy will be at a Relais meeting on MRU campus later this month, and were on campus last month for OCLC training.

Susan, Chelsea and Mary,  will be attending SharePoint pilot meetings spread throughout the month, though these are planned rather last minute.  Thanks to all for extra coverage!

 

June Schedule

The June desk schedule has been updated in SharePoint.  With many things on the go this month, there are many changes to regular daily shifts.  Staff are asked to please review the schedule carefully.

 

Windows 7

Our 3  service desk workstations are now set up with Windows 7. 

Station 1 &2

·         Station 1 (attached to RFID pad) and station 2 at the service counter are set up with generic login, so that when they start up, there is no login required.  They should automatically open to the desktop.  On station #1 the 3M RFID workstation shortcut will come up automatically.  At both station 1 & 2 you need to still login to Workflows as usual.

·         We no longer have thunderbird email on any of our stations.  Our generic email accounts, hslcirc, hslibr and hslres are all set up in the Outlook accounts on station 1 & 2.

·         To access these email accounts, simply  click on the Microsoft Outlook 2010 icon on the desktop.  In the left column you will see the accounts listed separately. Click on the arrow just to the left of the account you wish to open, for example ‘hslcirc’, and the account folders will be displayed.  Select inbox to view current mail.

·         Station #1 start-up problems:  we have some days received a start-up error at station #1.  We can eventually get past this with a number of restarts, but it has been reported and we hope to have this resolved soon.

 

Station 3

 

At workstation 3, you will need to login with your own login and password.  This will give you access to your own files and Outlook account.  Please remember to logoff when you are leaving this station.

 

Popular Titles

DSM V is now available online.

 

·         Available through Psychiatry Online at:   https://login.ezproxy.lib.ucalgary.ca/login?qurl=http://dsm.psychiatryonline.org/dsmLibrary.aspx

·         If you search summon using ‘DSM’, it will appear as a top pick under “Books & media” as DSM Library.

·         We also have a print version in Health Sciences Library reference collection.

 

Toronto Notes 2014

 

·         The title this year includes the large textbook, as well as a smaller handbook and small notes ( all individually barcoded).  We have one set on Reserve at Health Sciences Library, and two in general circulation.

 

 

AV Screens in Study rooms

We now have AV equipment and screens fully operational in study rooms 1453, 1454, and 1455.  Students can connect with their laptops, or can sign out the keyboard/mouse/remote at the service desk for use with the in-room computer.  There is a set of keyboard/mouse/remote barcoded and labelled specific to each room and these are kept in the cabinets behind the service counter at the end closest to the study rooms.

 

AIMG Externs

There has been a group of AIMG externs who received ‘Associate’ Unicards as visiting student Persons of Interest.   Because of the way our systems communicate, these clients loaded into Sirsi with a privilege expiry date of May 15,2014, even though this type of POI status is not eligible for library access.  It was originally thought that this group would have access, and discussions are underway about how best to support this client group.  The privileges for these client records have now expired.  I have placed a note  in the extended info screen of these clients indicating that they are AIMG externs with visiting student status.  If these clients come to the desk asking about their access, we are not able to extend the status at this time, however please feel free to refer them to me if they would like to discuss further.

 

Medical Resident Graduates

Recently there was an issue with a group of medical residents who had completed their program last month and due to some updates in the UC systems they lost  UCIT access to remote resources even though their Sirsi privileges and UCIT access still seemed to be active.  These residents still have Sirsi privileges good through September 30, 2014.

The residents can continue  to access remote resources until that time, using their Unicard barcode and pin.

In some cases  the residents had not picked up their Unicard, and are no longer eligible to do so since their program is showing as completed.  In these cases the resident generally has a record in Sirsi with a temporary User ID (ones that look like UC1234).  These temporary User IDs can be given out to the resident as their 'barcode' and can be used along with their UCID as a pin number to remotely access library resources.

 

 

Public computers and browsers

Recently a client was trying to access a database called Expert Consult on one of the public computers but kept running into the error message.  Fortunately when she tried a different browser, it some up perfectly.  Trying a different browser might help with some access issues on the public computers.

Also, Chrome is available as a browser on the Commons computers, but not yet on the public computers in the service area.

 

Fine Payment by Phone

When clients phone in to pay their fines, we can accept Visa, MasterCard  or American Express.  The process is printed out on the sheets by the POS.  Once the full transaction is complete we generally offer to either place the customer receipts in our confidential shredder of mail them to the client if desired.  Another option we can offer is to scan the receipts to email for the client and then shred the print copies.  The merchant copy of the credit card receipt is always kept in the cash drawer.

 

AUPE

 There are a number of special offers for AUPE staff for tickets to events or attractions in the city.  These are posted on the staff bulletin board.

 

Thanks.

Mary

HSL access Notes - April 25th

Hello,

 

A few notes to end the week….

 

Away

I will be away April 30th – May 9^th visiting my mom in Quebec.  Thanks to all staff for their flexibility and willingness to help with extra coverage and assignments while I am away!

TerriLynne will be the contact for Commons bookings during this time.

 

New Student

We have hired a new student assistant, Mary Anderson, who will begin training on Monday morning. 

 

SharePoint 2013

Watch for further details as the SharePoint 2013 trial gets ready to roll out.

 

Zendesk Info

If staff need to contact Zendesk, they can use the Feedback button on the LCR webpage, or use one of the emails from the list below provided by Mary Jane Pon in Discovery Systems.

I know I am going to keep this handy list close by!

 

Zendesk addresses:

 

If you want to send the ticket to an individual, send it to  itusername@lcrit.zendesk.com. To me it would be mjpon@lcrit.zendesk.com.

If you want to send the ticket to the Discovery Systems group, and the appropriate person will pick up, sent it to libsyst@lcrit.zendesk.com.

If you want to send the ticket to the Desktop group, and the appropriate person will pick up, send it to itshelp@lcrit.zendesk.com.

If you want to send the ticket for the most appropriate person in LCRIT or Collections to pick up, send it to support@lcrit.zendesk.com.

 

MCCQE

The MCCQE exams are scheduled in the Computer Commons from 8:00 am – 5:00 pm on the following dates over the next three weeks:

April 29th – May 2nd

May 5^th -  7th

May 12^th – 14th

Wilma Dodge is the contact with UME and has a key to the Library and Commons for the duration of the exams.

They will also be using 1459 on April 29^th and 30^th for the exam.

 

Security

A friendly reminder that personal items, in both public and staff areas are best kept safely out of sight.

 

Clients ‘On Leave’

We had an interesting situation – a Knowledge Resource Service staff person who is on leave for a year and living in Yellowknife, sent in an online application for Knowledge Resource Service services.

We have confirmed that if the client is not a current Alberta Health Services employee, they would not be eligible for Knowledge Resource Service staff services.  Any member of the public would be eligible for borrowing privileges from the Consumer Health collections as patients or patient family members.

Students on leave from the UC (and not paying fess) also do not generally have library access during the term of their leave.

 

Win 7

Watch for more details about the WIN 7 upgrade at Health Sciences Library.  While we are next in line for the upgrade exact date and details are to be determined.

 

Room 1453

We are getting closer to full AV operation in room 1453.  We expect the screen to be up and running early next week.

 

Whiteboards in Room 1453 and 1458

The installation of the back painted glass boards in rooms 1453 and 1458 is scheduled for late May

 

Security Gate Software

We expect the installation of the 3M security gate software soon. 

 

Journal Barcoding Project

Thanks Chelsea for coordinating this project, and to all staff who are making it happen!  We have completed about 10% of the titles to date and our goals is to have the project complete by July/August.  This project is in preparation for sending all print journal issues prior to 2005 to HDL later this summer.

 

Thanks. Hope all have a great weekend ahead.

Mary

 

HSL Access Notes - April 17th

Hello,

 

A few notes before the Easter weekend…

 

Easter Weekend Hours

Many thanks to student assistants Amy and Kathleen who are covering our holiday hours tomorrow, Friday, April 18^th from 10:00 AM – 6:00 PM

 

End of Term

Best wishes to our student assistants, Robin, Jessica, Kathleen, Krystal and Amy as they prepare for finals.

 

 

HOM Guidelines

 A reminder that if a client would like to view items from one of the History of Medicine collections, staff can retrieve one item at a time from the HOM room and sign the item out to the client in Sirsi for in library use only.  Staff should ensure that the item remains sensitized while in use. Clients should return these items directly to staff at the desk.  Staff would then discharge and re-shelve in the HOM room.  More detailed HOM guidelines are available on SharePoint.  Search for History, or go to the Collections Tab > Policies > History of Medicine.

 

Staff Access door to Elevator A hallway

The side emergency/staff exit door leading to Elevator A, is not latching properly, and  needs to be pulled in order to close securely.  Staff using the door are asked to double check that the door is secure.  The problem has been reported and should be repaired soon.

 

Town Hall Meeting

Information about the upcoming Town Hall meeting.  Susan has offered to cover the desk to allow staff to attend. 

It’s time to get the team together again! Please join us on Thursday May 1 from 10:30 a.m. – 12 p.m. in Science Theatre 148 for our Provost Team Town Hall. This is a chance for us to recap the academic year and discuss forward planning. 

Tom is encouraging all staff to attend if they are able to do so.

 

Hold Reminder Notice

Sirsi is now sending out a hold reminder notice as indicated by Mary Jane:  

 

On April 15^th, we started sending out Hold Pickup Reminder Notices to users with University of Calgary items* on hold. The reminder is sent to users who have an available hold that will expire in 3 days, and includes again the pickup location as well as the pickup by date.

   

                      *REMINDER*                

      YOUR HOLD IS NOW AVAILABLE FOR ONLY 3 MORE DAYS

 

You may notice that WorkFlows’ Item Search and Display/Call Number Item/Holds information shows the date of the latest notice in the Notified field. This now includes the date of a hold pickup reminder notice.

 

The intent of this notice is to support our patrons who receive our first notice that their hold is available for pickup, but then may forget to follow-up.

 

Data Pull

We have received notice that there will be a pull of data wiring in the library (likely from the shaft closest to room 1458) in connection with a project downstairs.  We hope this will be done either early morning or evening, but do not expect this to cause too much disruption to regular routines or service.

 

Room 1453

While the AV screen has been installed in room 1453, we are still waiting for a network connection and the LCR imaging of the CPU before this will be available for use.  We hope this will be fully operational soon.

 

Recycle Bins in service area

The small staff recycle bins in the service area and consult office will be emptied by student staff each Sunday.  This will move to Thursday evenings during July and August.

 

 

Wishing all a refreshing holiday Easter weekend!

Mary

 

 

HSL Access Notes - April 11th

Hello,

A few notes for the week….

Easter Hours

The Health Sciences Library Easter weekend hours have been added to the web slider and flat panel.

The electronic programming for the door has been updated to accommodate the Friday holiday hours.

Health Sciences Library will be open through the Easter weekend as follows:

Friday, April 18^th                10:00 AM – 6:00 PM  Holiday hours

Saturday, April 19^th          10:00 AM – 6:00 PM  Regular Hours

Sunday, April 20^th             12:00 PM – 8:00 PM  Regular Hours

Monday, April 21^st           8:00 AM – 10:00 PM  Regular Hours

MCCQE

 The Medical Council of Canada Exams will be coming up at the end of the month.  The Commons booked will be booked for exams 0800 – 1700 weekdays from April 28^th through May 7th

Health Sciences Library/Knowledge Resource Service staff Photos

TerriLynne is continuing to tag and sort HSL/KRS photos.  In order to use any photos of staff for promotion or marketing (for example a team photo on our webpage, etc.), we would like to ask staff to sign a photo release form. TerriLynne will be sending out forms this coming week.  Could staff please sign and return to TerriLynne?  If you have any concerns or questions about this, please let me know.  Thanks.

Statistics

We will be simplifying our pick up and shelving stats effective the beginning of May.  We will be collecting general totals only rather than collecting by item type.  We will also be collecting all our data on one printed form that includes the gate counts, head counts, pick up and shelving.  Please let me know if you have any questions.  The new forms are on the clipboard with the current gate count form.

Tour TMM

The tour of the Military Museums and Founder’s Gallery exhibit this week was a very informative and fascinating event!  One of their oldest books, An act prohibiting trade with the Barbada's, Virginia, Bermuda's and Antego, published in 1650, has been digitized and can be found in our catalogue. 

Camtasia 8.3

A trial version of Camtasia 8.3 is installed on the Dell laptop.  We will be purchasing this version once the trial ends.  This software can be used to record instruction and allows editing.

AV in 1453

The AV panel is being installed in room 1453 today.

Supplies 

All staff can help us keep on top of supplies by flagging any supply items that are getting low.  Supply requests for this month can be forwarded to TerriLynne by April 23^rd.

Mackie Item Circulation

A friendly reminder that if clients would like to look at Mackie items, they can be collected from the HOM room by staff and brought out for clients one at a time for review in the library only.  Due to the value of this collection extra care needs to be taken.  Each item should be checked out in Sirsi while the client is using it.  The items should be returned directly to a staff member (not through the return chute),  and then discharged and re-shelved in the HOM room.

Public Printing Problem

A client was just trying to print a 40 page PowerPoint presentation on our network printer, but it would not show up on the monitor. He tried from several computers without any luck. We waited for over 15 minutes, and still no job appeared on the monitor. I did follow up with IT to see if they had any troubleshooting tips and they provided the follow info:

Usually when things just don’t show up at the printer, it’s often due to a paper size being selected (inside the program, PowerPoint in this instance) and there isn’t any paper in that size in the printer. So, they can confirm that they are printing in letter paper size (or another format that is available at the printer) and if that doesn’t work, they can try printing via the print.ucalgary.ca webpage, which should allow them to choose a paper size.

Hope everyone enjoys a pleasant weekend.

Mary