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

HSL Access Notes - October 14th

Hello,

 

Thank You and Best Wishes to Leslie!

Leslie will be transferring to her new Monday – Friday, part-time position in TFDL effective today!  Leslie’s pleasant and thoughtful service to our clients on Sundays, Mondays and Fridays over much of the past six years has been noted by clients and very much appreciated.  As well, her contributions have helped with the successful completion of countless projects.  Thank you Leslie! 

Leslie, your friendly conversations, not to mention outstanding hiking tips and photos will be missed by all!  Very best wishes.

 

Health Sciences Library News Blog

The Health Sciences Library news blog has been closed.  This had been used to post news and items of interest on our Health Sciences Library website, however this has been replaced with our websliders on our website and flat panel displays in the library.  Many thanks to Chelsea, Brian and Lourdes for the fresh content on the sliders and panels each week highlighting our resources, services and spaces!

 

Instruction

The Thesis Formatting instruction session originally scheduled for Thursday, October 16^th has been cancelled.  Clients asking about this session may be referred to Chelsea for further follow up, or may wish to register for the November 13^th session.

 

Flu Clinics

Don’t miss your opportunity for your free flu immunization in the HRIC atrium on Oct. 29^th and 30^th, from 9:00 AM – 3:00 PM

Remember to wear clothing that allows for upper arm accessJ

 

Sony monitor and Teleconference Unit

We have received a set of equipment that will be set up on an ongoing basis for staff use in room 1459.  More details to follow.

United Way

The UC United Way campaign was officially launched on campus on October 1, 2014. The UC goal for this year’s campaign is to raise $425,000 with a tandem goal of raising the rate of participation. John Wright will lead LCR’s participation this year. Several activities are planned and TFDL will hold a book sale again this year. 

 

Consumer Health Clients

Taryn has provided the following update regarding a reduction in the number of items a client using a Complimentary Community Reader card with a Workflows profile of ‘patient’:

 

Borrowers with complementary community reader cards may sign out no more than 10 items from the Consumer Health collection only, and are encouraged to return those they no longer need.

 

Any clients who have concerns or questions about the new guidelines may be referred to Taryn.  I have updated the Client Chart in SharePoint.

Our ideal, and a good recommendation for these clients borrowing consumer health materials, is to “take out what they can read in 2-3 weeks, then come back and borrow more”.  Thanks for the helpful and practical wording Brandie!

 

Monitor Arms

Our new monitor arms have been installed at the services desk for stations #1 & #2.  They are very adjustable and staff are encouraged to move them as needed to provide the best ergonomic fit.  The ‘joints’ can be adjusted as well, so please let me know if there is any concern about the ease with which they move.  The hex key for adjusting the joints is currently in the tool tray in the cabinet behind the service desk.

 

1455

The AV problems with the screen in study room 1455 have been resolved by ITS.  The screen will now work once again with the wireless mouse and keyboard, as well as laptops.

 

MCCQE

The Medical Council of Canada exams (MCCQE) and Family Medicine exams are scheduled in our Computer Commons from October 23 rd – 29^th.  This session they will also be using our 1459 and 1453 study rooms for special accommodation on some days.  During this time the Commons will be booked during daytime hours, but will be available to all during evenings and the weekend.

 

Open Access Week

International Open Access Week this year is scheduled for October 20-24, 2014. An event, featuring a panel of speakers, is scheduled in the Gallery Hall on Friday, October 24^th between 11:00 a.m. – 2:00 p.m.  More information about this event will be made available soon.

Find out more about Open Access at UC at:  http://www.ucalgary.ca/scholarlycommunication/openaccess

 

 

Mary

HSL Access notes - September 26th

Hello,

 

A few notes for the end of the month…..

 

Welcome Back

 Please join us on Monday, September 29^th from 11:00 a.m. – 12:00 p.m. for coffee to welcome Julie Alati-It back!

 

Fall/ Thanksgiving Potluck

We hope to see everyone at our first potluck of the season on October 2^nd at Health Sciences Library from 12:00 pm – 2:00 pm.

Please bring a favorite dish to share.  These yummy events are not to be missed!

Thanks to all who have offered to assist with set up and clean up!

 

 

Guidelines for Providing Licensed Material to non-University of Calgary Clients

 

A reminder from Collections and Learning Services about what we can and cannot provide to clients who are not University of Calgary students, staff and faculty.

·         As with most requests at the desk it is always important to determine if the client is a current University of Calgary student, staff or faculty, an Alberta Health Services employee or a member of the public.  

·         Access to licensed resources does depend on their affiliation, though all members of the public are welcome to use online UC resources that don’t require authentication on site for private research and study. 

·         If a member of the public comes to the desk requesting an online article, we are able to assist them to find the resource online, but are not permitted to email it to them.

·         If an Alberta Health Services client comes to the desk requesting an online article licensed to UC , we are able to assist them to find the resource online, but are not permitted to email it to them.  We can also assist them by filling out the online article request form on the Knowledge Resource Service website.

 

*** Sorry the insert did not work - will send by email.

 

Reserves

ARES the new reserve processing software package has now been installed at the Health Sciences Library.  The software is available on Brian and TerriLynne’s workstations as well as at station #3.

Most reserve requests should now be submitted online for direct copyright clearance.

We do have a binder of personal reserve materials for HTST 493.38.  These articles have been copyright cleared and can be photocopied by students for study purposes.

 

AV Problems in Room 1455

We are experiencing problems with the cpu in room 1455.  This has been reported.  In the meantime, the screen can still be used with laptops.

 

Ergonomic adjustments at the service desk

We are making some ergonomic adjustments at the service desk.  This week the RFID pad was moved to the left to align more directly with the keyboard and monitor at station #1.

We are also trying the monitor arm at station #2.  It give you a sense of the flexibility available and this, as well as an arm for station #1, will be mounted directly on the desktop soon.

 

Student Road Map Brochures

A supply of ‘Student Road Map’ brochures have been added to the display at the end of the service counter by the back up printer.  The new brochures highlight IT service information for students and provide contact information.

 

Fridge Clean Out

The fridge was cleaned out last week – please claim any re-suable containers that may be yours that are on the counter by the toaster.

 

Have a great weekend.

Mary

 

 

 

 

HSL Access notes - September 19th

Hello Everyone,

 

Just a few notes this week….

 

Office 2013

We are almost completely migrated to Office 2013 at Health Sciences Library.  Station #3 at the service counter was migrated late Friday afternoon.  Staff logging into that station for the first time next week may see Office 2013 going through a few quick updates on the desktop. Lync will be active on the station.

 

 

Clients with printing refund/reimbursement requests

There is now an online form for clients to request a print/copy refund through the Unicard Office at:  https://www.ucalgary.ca/unicard/my-account/refund-request-form

This may be needed if a client feels they have been charged incorrectly for a print job.

This allows the client to complete the form and be in direct contact with the Unicard Office.  This online form and process will replace the print form that Health Sciences Library staff used to complete on behalf of the client.  The online form streamlines the process and removes our staff from the middle of the transaction.  Staff can assist clients to complete the online form at the desk instead of completing the print form.

 

IM Chat

The instructions for logging into the new IM Chat service have been updated in the Reference binder kept at the service desk.

 

Flat Panel/ Websliders

Brian, Chelsea and Lourdes, the Flat panel / websliders team have developed a schedule for the term to promote Health Sciences Library services, resources, news and spaces for the term.  Slides will rotate on a weekly basis.

If staff have any ideas for slide content, they would love to hear from you!  The schedule will be posted in SharePoint next week.

 

Mackie Unpacking

Thanks to all you assisted with the unpacking of over 60 boxes of special resources belonging to the Mackie collection.  Most of these materials will be housed in the Health Sciences Library History of Medicine room with some more fragile items being sent to Special Collections.

 

 

HSL Access Notes - September 12th

Hello,

 

A few notes for the week……

 

Staff Contact List Updated

Welcome to HSL, Nicole!
Nicole can be reached at 220-8099 and by email at: nicole.talsma@ucalgary.ca

Term Loans

Clients with term loans checked out are now able to renew.  These books have a current due date of September 15^th , and clients will be receiving another reminder to renew or return items.  As long as there are no holds on the items they will renew for another term with a due date of January 15, 2015. 

 

Term Loans and Medical Graduate Records (PGME)

We have had some problems this year with Medical Graduate records updating properly in the library system, and systems administrators are investigating.  In the meantime, please continue to flag clients with privilege or access issues for me  –  I am pleased to follow up with the client and these examples are helpful in learning more about common system issues.

Most PGME who have not updated properly will show with an expiry of Sept. 30^th, 2014 rather than January 31, 2015.  If they are trying to renew their term loans these will only renew to the end of their privilege, for example, Sept. 30^th.  Staff can extend client privilege manually for PGME (medical residents who are still active in the program) to January 31, 2015, as a temporary measure while we investigate – but if this is done, please also add a note to the extended info field in Sirsi and also flag the client name and User ID for me – I am keeping a file of these clients.  If residents are caught in this situation, once the privilege is extended, items can then be renewed with a proper term due date.

Thanks.

 

Thesis Formatting

I am a bit delayed in sharing this information from the staff Thesis Formatting session that Chelsea provided a few weeks ago.   As Chelsea pointed out, one key resources for clients with thesis formatting questions that come to the desk include Leslie Potter’s libguide,   http://libguides.ucalgary.ca/thesisformatting

The graduate website also has thesis  information and the templates: http://grad.ucalgary.ca/current/thesis/resources

Chelsea has created a print handout that can be given to clients.  These are filed in the cabinet behind the service desk

 

Office 2013

Please let me know if you have any install issues with Office 2013.  Please share tips and tricks as we start to use the programs.  Staff are asked to activate the Lync program that will connect us on ‘chat’ .  Lync also offer screen sharing and meeting options.

 

Updated IM chat webclient

Bookmark url:  https://us.libraryh3lp.com/webclient/#/client

Logins and passwords remain the same

 

New Moneris Terminal

We have a new Moneris terminal installed at the front desk for credit and debit payments.  It is more streamlined, with a brighter display and updated buttons.  It operates much the same as the previous terminal, and has very clear prompts for transactions. 

As in the past, staff start by entering the amount of the transaction.

 One new feature is the ‘Tap’ option for cards.  So clients, have the option to swipe, insert or tap card.  Cards need to be activated for this function and often there is a transaction limit associated with this function.

The paper rolls for the terminal are a bit smaller and the supply is in the cabinet behind the service desk.

The blue ‘admin’ button that we were used to on the previous model is now replaced with the # button.

 

Coming Soon

Audio –Digest titles in MP3  (online) format.

Doing Right  2014 edition – the popular medical ethics title.

 

SPSS

Our SPSS license has now been updated on all the workstations in the Commons.