A BIG little change on the UF homepage

I just found this today, and I know it's new as of last week when I was on the desk.

On the UF homepage, when you click "Libraries" it used to take you right to the uflib.ufl.edu page. But now it takes you to a page about all the UF libraries (which I can see does make sense). It just adds an extra step when showing patrons how to get to the library homepage, but I can see it really throwing someone for a loop the first time it happened.

So now you click "Libraries" and then on the left side of this new page you click "George A Smathers Libraries" to get to our homepage.

Xerox problem log & Illiad issues

Just to confirm what is below in the meeting minutes from our April meeting, the logbook for Xerox problems is actually a clipboard. It's located on the table behind the circulation desk. If you have any problems with the Xerox copiers or card dispensers reported, please follow the procedures outlined below and on the flowchart here.

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Illiad is having some authentication problems. So someone trying to use ILL, even if they've been in the system for years, might be getting errors when they try to login to Illiad. If you have a patron with this problem, call Michelle Foss at 3-2541, or if she is not available call the main ILL line at 3-2535 for help.

Government Documents are special

But you knew that right.

I found out today that items from the Gov Docs collection cannot be returned to other libraries, they must return them to the Gov Docs department. This doesn't seem to come up much, but we did have one item end up here at West today.

PK Yonge vs PK Yonge Library of Florida History

This came up last week. A professor came up to the Information Point and told us that library staff sent some of his students to the wrong library - they were asking for the PK Yonge Library of Florida History, which is housed in Special Collections in Library East, but were accidentally sent to the PK Yonge School. That's an awfully long walk to end up at the wrong owning location.

So, now we know there is a PK Yonge Library of Florida History in Library East. I learn something new everyday!

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Another topic that will be coming up more and more now that Summer is nearly here:
Question: If a student is graduating this Spring and starting Grad school at UF in the summer, will they have library privileges over the summer?

Answer: if they are here during spring, and enrolled for Fall, then the student can have library privileges during the summer. Usually their card access will expire in mid to late May, but if they bring it to the Circulation desk, Circ staff can give them access for the rest of the summer.

April Team Meeting Minutes

Minutes from today's meeting:

Statistics- We looked at the February and March statistics (which are available online).
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Schedule- We discussed the Summer schedule and a few folks have moved around. If anyone would like to move to a different time slot, or split their shift please just let me know. I'm sure we can find a schedule that works for everyone. There are several slots available since we have had a few folks who needed to drop off the schedule for the summer. (Although several are returning in the fall.)
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Reports- We discussed a few issues:

Reporting Problems with the Copiers, Printers, or Copy Card Dispensers:
Carol shared that it is very important that all service desks consistently report any and all problems we're having with the Xerox equipment. Even if it seems to be a minor issue we need to document it. A procedure has been put into place as of today.

When staff at the desk or within any branch location become aware of a failed Copier, Card dispenser or printer:

1.) Notify your Systems Liaison. (This is Scott Fagen for the Infopoint.)

2.) If the Systems Liaison is unavailable for immediate assistance:

a. Call Xerox at 366-4407 – if they don’t answer, leave a message.

b. Document the problem in the Xerox log book at the desk (It will be on the back table behind the desk)

c. Email the Liaison (Scott Fagen) of the steps you have taken.

3.) The Liaison will always submit a SysHelp.

So basically the end result will always be Scott putting in a Syshelp for us. That way they'll have consistent documentation gathered of all problems. If you have any questions about a copier/card dispenser/printer issue, you can ask one of the circulation staff members or contact Scott (or Angela of course). No problem is too small to report.

Phone calls:
It has come up a few times that a patron wants to either know where the closest pay phones are, or wants to use the Circ phone. After speaking to the Access Services folks I've gotten the following information.

Guidelines for patrons using the Circ phones: The circulation staff really don't let patrons use the phone unless it is a very unusual circumstance (the example was someone whose wallet was stolen and they were calling UPD). So if you have a patron who is adamant about using the phone and you're not sure it's permissible refer them to the pay phones, campus phones or to circulation staff.

Pay phones are located: Across the street in front of Target Copy

Working Campus phones are located: In Bryan Hall (east of us, past Anderson and Matherly halls) and in Criser Hall. The one that is outside of Library West does not work.

VHS vs DVD:
A few patrons have had this same issue where they are looking for a DVD but are searching in the VHS section or vice versa. To some patrons the word "video" is interchangeable with "DVD" and this can cause confusion. Just something to be aware of when an item isn't being found.

Also though, it is possible that an item is actually mislabeled or mis-shelved. If you find an item is mislabeled, Naomi requests that you send an email to the Cataloging Problems email address so that it can be fixed. If an item is mis-shelved or not found in the proper location, you can fill out an "Item Is Not On Shelf" form (on the back table) so that Access Services can initiate a search.

Fire Drill/Alarm Procedures:
The procedures for us to follow anytime the fire alarms go off are simply to lock your workstation and exit the building. However be aware that patrons with physical disabilities may not be able to leave the building via the stairs. You are not to wait with the person, but instead take their name and location (they may have an orange card with this information to give you) and report it to the first uniformed person you find outside the building.
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Training:
I've confirmed with the trainers that they are available and ready to hold training sessions during the week of May 7th-11th. I'll be sending out invitations to the sessions soon. If you haven't attended any one of these sessions before they are highly recommended. I've gotten excellent feedback on all of them. Folks have reported that they are highly relevant and useful when on the desk. Everyone is encouraged to attend each training at least once, although feel free to come for a refresher if you've attended before!
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Call for Volunteers:
The call went out via email yesterday. Please share with your colleagues how you've enjoyed working on the Information Point and encourage everyone to join us. The more the merrier! The only requirements are that they be a TEAMS or USPS position and that they have their supervisor's approval.

UPs and DOWNs

Fines going UP

Fines are increasing starting with Summer A/C this year. We have little information cards at the desk that can be handed out to patrons, and there is information online as well.

Semester winding DOWN:

The Spring semester is drawing to a close. The last day to staff the Information Point is Friday, April 27th.

Gearing UP for Summer:

It's time to think about the Summer!

Have you enjoyed working on the Information Point? Let me know if you're willing to volunteer again for the Summer!

Have you been looking for the opportunity to switch up your schedule a bit? Let me know if you'd like to change to a different shift!

Do you have some fellow officemates who have been jealous all Spring about all the fun you're having on the Information Point? Time to send them my way so that we can add them to our schedule!

Getting DOWN to business:

Finals Week is almost here. The Student Government is looking to offer free coffee and donuts in the 1st floor cafe area on April 26th. We don't have a lot of details at the moment, but more information should be forthcoming.

Training coming UP:

With Endeca on the way, a recently updated ILL interface, and now an upcoming new Electronic Reserves system coming this summer, we'll have lots of new training opportunities coming up as well. Watch this space for training dates! Well, I'll email you too. ;)

The HUB is now open- More spaces for students to study

The HUB is now open for students to use. There is an article on the Office of Academic Technology's website that details some of the features of the new space. There is also a link to their hours which are: Mon-Thurs 8am-10pm, Friday8am-5pm, and Saturday & Sunday closed.

The site says they have videoconferencing suites and workgroup spaces supported with multimedia and videoconferencing. I'm not sure how analogous those are to our group study rooms though. They have wireless access and walk-up internet access but don't say how many computers they have available. The reference to "laptop appointments" refers to their being able to help folks figure out issues with their personal laptops.

If anyone goes by there we'd love to hear more about how the new space looks!

Final two “Life Among the Romanies” events coming up this week!

Both events are open to the public. If you're not on the desk at these times stop by! The events have been great!

Wednesday, April 4th: 3–5 PM in East 100

Jennifer Hu Corriggio, Visiting Assistant Professor of Law, Florida Coastal School of Law, Jacksonville, FL: “The Spanish Roma: Gitano Cultural Identity, Flamenco and Legal Governance” (Lecture with a slide show)

Thursday, April 5th: 2–5 PM in East 100

Dr. Geoffrey Giles, Associate Professor of History, Department of History, UF: “Gypsies and the Holocaust” (Lecture and screening of Porraimos: Europe’s Gypsies in the Holocaust – a documentary film, 2002)

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Also, on a separate note, please push the Read-a-thon as much as you can this week. It's next week and we still have lots of reading slots available. We'd love staff, faculty and students to read and also come to listen and enjoy free 5Star pizza on the plaza! If you can sign up for a slot that would be great!

The website to sign up for a slot is linked on the library homepage under the announcements section on the right side. There should be handouts at the desk as well. Feel free to place one in any books you check-out or hand to anyone coming to the desk!

Three events today to be aware of

The Electronic Resources in Japanese Studies Workshop is being held today. There are three associated events to be aware of:

2pm in West 212: Global Interlibrary Loan

3pm in West 211: Digital Resources

4pm in East 100: Keynote Lecture and Reception to follow

Changing the dates, checking out reference items

Now that we no longer have the 8-10am shift folks doing this, it will fall to the 10-12 shift folks to change the dates on the date-stamps in the morning. Until we're all used to the change, it would be a good idea to double check the dates before you check out the first items of the day.

Also, if you have questions about the circulation of reference items the Circ folks should have the answers for you. I do know that the test prep books (GRE, CLAST, LSAT, etc.) can be checked out. But we recently found out that the Judaica Reference books do not circulate at all. The 3rd floor reference books can circulate only if they have a notice with them from the reference desk giving permission.

Can you tell it's been a slow week for updates? If you have anything come up that you think the Infopoint folks should be aware of, please email Angela to have it added to the blog. I'm always on the lookout for blog topics!

When Aleph is down and you're on the desk

This came up in a meeting last week. Sometimes when you're on the Information Point Aleph can go down. It happened to me about a week ago.

When this happens, the circulation staff member will set up two terminals (probably not the InfoPoint one) for Offline Circulation. One line will be for short term loan items (laptops, keys, course reserves, basically anything with a loan period of less than one day) and the other will be for regular loans. During this time, we'll still be able to answer questions and retrieve ILL materials for patrons, but we'll have to refer anything that requires the staff side of Aleph to the two working terminals.

The good news is that Aleph is usually not down for very long.

Thank you everyone!

The celebration yesterday was very well attended, and I hope everyone enjoyed the food and recognition. Click here to see the great photos that Barbara took. I thoroughly enjoyed throwing you a party, and I can't wait to do another one! Everyone has been a lot of fun to work with and has really made a difference to the Information Point, the library and the patrons. I sent certificates back with folks for the folks who couldn't attend so hopefully you've gotten them by now. Just a little something to add to your collections of accomplishments. ;)

Now for the news you've all been waiting for! I was able to meet with Carol this week and we've gotten the go-ahead to continue the Information Point for the foreseeable future. That means we'll even staff it over the summer. There was one change that is to be implemented immediately following Spring Break and that is to change the hours of coverage. We will be staffing the desk from 10-8pm, and eliminating the 8-10am shift. This is all based on statistical data we've gathered. (You guys have been doing great in gathering data! Thank you!)

I very much value everyone's contribution to the Information Point though, and so I've been trying to fit everyone into the existing schedule by seeing what hours the former morning folks are available and who would be willing to give up half of their shift. So far I've been able to place most of the morning folks who need coverage, but I do have two more to hear from. I should have the new schedule finalized by Monday and if your regular shift is changing at all it will only be with your knowledge and consent. If you have any questions, please give me (Angela) a call. I appreciate everyone being flexible while we figure out how to keep all our volunteers on the desk.

Do you get computer questions?

Neflin has free full color help guides on over 60 computer programs that we can get for free. Here is a link to a list of available guides.

Do you get questions about using any particular programs (Windows, Word, Excel,PowerPoint, etc.) Would these quick reference guides be useful on the Information Point?

I personally haven't been getting these kinds of questions, but I thought I'd check with you all before saying we don't need them. You can email Angela or leave a comment here with your feedback.

Thank you!

25,000 Questions Fielded!

I have great news! The Employee Recognition Committee has approved a request for Discretionary Recognition Funds to be used to upgrade our March Meeting into a celebration! So come and join us for a celebration to recognize all the Information Specialists who have volunteered on the Information Point. Food and drinks will be provided. Please notice the time has been changed to a more food-friendly time. See you there!

Date: Wednesday, March 14th
Time: 12:00-1:00pm
Place: Access Services Conf Room 253

Enjoy Spring Break!

Everyone enjoy your spring break! We won't staff the Infopoint next week. But do remember to come to our Team Meeting on Wednesday the 14th! The Employee Recognition Committee has given us some $ to turn this into a real celebration, so there will be food! Watch for a new and improved invitation to come to you soon!

Clarification on Group Study Rooms

This came up yesterday. If a person is IN a group study room with a group they can't get on the waiting list until they've turned the key back in. If you have any questions about these kinds of questions, check with the Circ staff out at the desk. Sometimes patrons ask the darnedest things. :)

The update for Illiad is today!

Today from 3:30pm-7:00pm Illiad will be undergoing the major upgrade we heard about in the recent ILL presentation. During this time no one will be able to log into Illiad.

After the upgrade, the user interface will look completely different, so I encourage you to explore it when you have the chance. From the presentation it looks like it will be much more user-friendly and easy to navigate, but it is substantially different than the old Illiad. ILL staff are available for questions about the new interface at their main number 273-2535.

The ADA/Media Rooms and room 229

Rooms 335 & 336 are the two rooms with ADA/Media equipment. These are available by reservation for up to 4 people. The people reserving the rooms must also be using the equipment.

If you go to the main library page there is a link to the Information Commons page. From there you can click Accessibility and Media Production Studios and that page will show you the equipment, peripherals and software available in those rooms. From there you can click on the highlighted word reserve to see what the reservation policies are. There is an online reservation form, or the patron can go up to the third floor reference desk to reserve a room in person. For more information you can call your fellow Information Specialist Marilyn Ochoa.

Starting Monday, February 19th room 229 will be undergoing an upgrade. This room will be getting specialized equipment to allow it to be used for teleconferencing. This room will no longer be checked out by the Circulation desk, instead it will be reserved and checked out at the third floor reference desk. I do not know how long the installation of the equipment will actually take, but I have been told it will no longer be checked out by the Circulation folks as of February 19th.

Also, just a reminder that folks can also reserve the Group Presentation area (the area near the bean bags with the giant monitor) at the reference desk as well. That information is also linked on the Information Commons page.

Fire Extinguishers and Pull Stations

I just attended the Fire Safety class today and then went on a fire extinguisher hunt. I thought I'd share my findings with you.

Fire extinguishers are all over the place. I found that if I went to a spot where two corridors converged I could see an extinguisher box.

The closest fire extinguishers to the circulation desk are located on either side of the circulation desk on the walls with the long benches towards the north end of the bench (in the halls heading back to the 2nd floor stacks).

There are pull stations (for setting off the fire alarm) at each the door leading into the stairwells on the 2nd and 1st floors, and at the emergency exit doors leading outside from the stairwells on the first floor. Apparently they are placed so that you can pull them on your way OUT of the building.

Group Study Rooms and Laptops

Just a reminder, Group Study Rooms and Laptops should never be checked out to library staff members. If they need a meeting space you can refer them to the various training rooms and conference rooms in the libraries. If they do need a laptop for any reason, please refer them to systems. I'm told systems has loaner laptops for staff use. If you think the staff member might have an extenuating circumstance, please refer them to one of the Access Services managers.