Services for Students

The University's Psychiatric Services lists a number of emergency contacts for students (http://www.utoronto.ca/psychservices/emerg.htm). Among these are the Gerstein Centre which offers 24/7 immediate telephone help (416-929-5200). People can also contact Psychiatric services Monday - Friday between 9am and 5pm at 416-978-8070 and be connected with a clinician within one hour.

It takes a great deal of courage for someone to ask for help. Please try to remember this information (or where to find it) and refer people to professional help if it is requested.

As a recent request to one of our services indicates, some students are under a great deal of strain with due-dates and exams drawing near. If a student who is having difficulty coping approaches you, please be reminded that there are services on campus and nearby to which we can refer students.

Posted by SLanglands 23March07

Find myilibrary e-books in OPAC

You can find *all* the electronic records for MyiLibrary e-books by doing an author search on "MyiLibrary."
A.Boyd (From refinfo 22Nov2006)
Posted by SL 22Nov06

How to find the date "ON ORDER" items in catalogue were ordered

1. "on order" items will show up in Workflows if you have the properties set in
Item Search and Display. Right click on the Item Search and Display button
to get the properties. Then click on the Defaults tab. Scroll down to the
bottom of the Defaults and make sure that "show orders folder" is checked
off and set to "all".

When you use Item Search and Display and you are in a record, you will see
the first 3 or 4 tabs and then ">>>" Click on the arrows to see additional
tabs. One of these is the order tab. You should be able to see the date the
item was ordered and its current status. [from refinfo message by L. Young, 8Nov06]

2. "... don't forget that there is a huge number of vendor records for materials which will be coming to, or have arrived in, the Central Library system which may only be found by using the 'search' feature of Workflows. These records are not displayed in the online catalogue. Many of our titles come automatically from our dealers, not as the result of placing an order. For a complete understanding of the order process one really has to use Workflows. [from refinfo message by S. Alston, 8Nov06]

S. Langlands

Importing from ProQuest to RefWorks

RefWorks has confirmed a problem with direct exports from ProQuest.
RefWorks servers are being passed an internal server error from ProQuest at
this time rather than the text file that is usually imported.
ProQuest has opened a trouble ticket and is working on the problem.

In the meantime, users will need to follow these steps to import data into
from ProQuest to their RefWorks account:

ProQuest
To Manually Save and Export Records:

1. To save to a text file select Download in a format compatible with
RefWorks.

2. Select Save As from your browser and select Text as the Save As file
type.

3. Log in to RefWorks.

4. Select References/Import from the toolbar.

5. Select ProQuest as the data source and select the appropriate database.

6. Browse to find the text file you saved to your computer.

7. Click Import.

8. Your records should appear in the Last Imported Folder.

We will notify you when this issue has been corrected.
RefWorks Technical Services support@refworks.com
RefWorks LLC
http://www.refworks.com/ 85 Keystone Avenue Suite F Reno, NV 89503 Phone: 775 327 4105 Fax: 775 327 4112

Posted by S.Langlands 4Oct06

Access to RefWorks after Graduation

Graduating users (or anyone for that matter) can purchase an individual subscription that currently costs 100 USD per year and includes all upgrades and free technical support.

Users would need to "move" their existing accounts from the Scholars Portal server to the U.S. server. They can do this with the Backup/Restore process.

What I would suggest is that when you have someone interested in an individual subscription, they can write Support@refworks.com and they should mention that they currently have an account at U of T. We can send them the detailed instructions for moving their account and creating their new account, along with payment information.

Stephanie Faulkner
Technical Support
RefWorks, LLC
Main: 775.327.4105
Direct: 732.888.8175
eMail: sfaulkner@refworks.com

from D. Kuszelewski. Posted by S. Langlands
29 Sept 2006

Write-N-Cite for MACS

From product support at RefWorks by way of Carla ...

"Write-N-Cite for the Mac needs to be "unstuffed" using a software called
Stuffit Expander. Stuffit Expander used to come pre-loaded on Macs, but
apparently with the latest Macs, it no longer is on there. Stuffit Expander
can be downloaded for free ( http://www.stuffit.com/mac/expander/)."

Another tip from Carla ...

Also, it is not necessary to change or worry about proxies during the download. Just let the wizard install the program automatically.

S. Langlands
29 Sept 2006

UTORwebmail Upgrade: Alumni may ask "Why can't I get into my e-mail?"

Those using "departmental" or "alumni only" UTORids (userids) to access my.utoronto.ca will have to do something special once before using the new my.utoronto.ca for the first time. Instructions are obtained by clicking on "Login Problems" on the weblogin page.

So...i'm assuming we could see a number of questions from alumni about 'why can't I get into my email'.
First clarify with them that it is 'webmail' they are talking about, because I don't think this affects those using email software like Thunderbird or Outlook.

If you get this question, they could:
1. Go to the InfoCommons Help Desk
2. Call 978-HELP from home.
3. Go to an unlocked public PC here at Gerstein, go to the UofT webmail page, and before logging in choose the option "Login Problems"...and try to resolve it on their own.

Email from J. Heeney to Info Desk Staff.
posted by S. Langlands 15 Sept06

Reporting e-resource problems

Please report any problems with e-resources as follows:

Existing e-resource titles:
If you have a problem with an e-resource that is listed on our web pages, please let us know by using the yellow triangular report-a-problem icon that appears to the left of the e-resource title (note that this icon does not appear in the catalogue). Problems can include title changes, connection problems, full-text access problems, date-range corrections, etc. ITS, serials, and book selection staff will work together to get the problem solved.

Here's a quick way to get to the report-a-problem icon:
1) On the library homepage, click on All e-resources. It's midway down the page, in the Articles/ E-journals/ All e-resources tab group.
2) Look up the title of the problem e-resource.
3) Click on the yellow triangle to report your problem.

If you would like to be contacted about the resolution, please include any contact information (yours, the end-user's). If you are reporting a problem that someone else emailed to you, you can just cut-and-paste your email into the text-box on the Report-a-problem page.

**New e-resource titles:
If you want to let us know about an e-resource title that seems to be missing from our e-resource database, please let us know by sending an email to:
e-problems@library.utoronto.ca

from S. Meikle
posted by S. Langlands 15Sept06

Zoology Materials

An explanation about Zoology Materials: "The book material left Zoology a few weeks ago. At that time a global change was done to make all the material coded as monograph, have a location code change to Earth Sciences. However, while this helps out with regard to the items sent to ESCI it does not help with the items sent to Gerstein and UTL at Downsview. It will take several weeks before that material has its location code changed to reflect that of the location now housing the material.

As a general rule of thumb, all items that were duplicates of those held on the St. George campus were sent to UTL at Downsview. With regard to the split between Gerstein and Earth Sciences, it is based on subject matter as expressed through the classification system.

Gerstein will be supporting the new Department of Cell and Systems Biology. We will have all the QHs (except QH540-559), QM and QP materials.

Earth Sciences, desperately in need of a new name, will be supporting the new Department of Ecology and Evolutionary Biology. They will have QH540-559, QL, SH and SK material.

Another way of looking at this is that we deal with animals at the cellular level and Earth Sciences at the whole animal level.

As for the journals they will be handled as follows: July 10/11 the titles for Gerstein will be delivered. There are rougly 44 of these, of which about 24 have ongoing subscriptions.

July 17/18/19/20/21 the titles for Earth Sciences and UTL at Downsview will be delivered. Earth Sciences will be getting roughly 85 titles, of which about 50 have ongoing subscriptions.

Once these deliveries have been completed there will be a global change to Earth Sciences for all Zoology journal titles. There will be a delay, in this case as well, while items for Gerstein and UTL at Downsview are individually changed to refect their actual location. The decision as to location of titles was based on the same criteria as that for the monographs. "

Bonnie Horne 4 July 2006
posted by SL

Holds and Health Science Consortium Libraries

Memo to: Circulation staff
cc: Laurie Scott, Health Sciences Consortium
cc: Tom Chan, ITS

As a number of Hospital libraries in the Health Sciences Consortium are now using the Sirsi Workflows software for circulation, it's a good time to remind circulation staff that UTL libraries cannot place holds on items in the hospital libraries. Therefore, where title records are shared with UTL libraries, Group Title holds cannot be placed.

Consortium libraries will place holds on items in their own libraries only, not on items in other Consortium libraries. Patron records created by consortium libraries for hospital staff will be created using upper and lower case letters, to help distinguish some of the same people who also hold UTL borrowing cards. UTL staff should not use a patron record belonging to one of the Consortium libraries for any purpose.

Lari Langford
Access and Information Services
Robarts Library

forwarded by RH. Posted by SL. 27 June 2006.

Updating Library Records

We will no longer update library records for anyone other than DIRBs and Continuing Studies students. Please refer everyone else to Perry Hall at Robarts.

Perry Hall - phone - 978-0942
- email - perry.hall@utoronto.ca
- fax - (416) 971-3131

Renata
(posted by S.Langlands)

Technical Reports

The card catalogue is slowly being phased out and titles should be checked in the public catalogue.
Cards still in the drawers are remnants of the former collection and all will eventually be removed from the drawers.
(posted by Bonnie)

Error Message on Smart Cards

We have recently discovered a new error message when patrons are unable to use their library cards for photocopying and printing. The machine says "Card Expired".

When this message appears, please direct the patron to one of two places:

If it is a TCard the student needs to go to the TCard Office for a replacement card.

If it is not a TCard (i.e. Staff, Faculty, etc.) please send the patron to Reader Registration for a replacement card. After they have their replacement they can go to the TCard Office to have any lost funds transferred to their new card.

Added 14 Sept 05: In addition to this, if you find a patron is getting conflicting messages (eg. one machine says INVALID CARD but another says CARD FLAGGED) the card is probably near the end of its life expectancy and again it needs replacement. In the case of conflicting messages it is fine to send all types of patron directly to the TCard Office.

Peter Gurney
[email message to all staff; posted by SL 12Sep05]

Vistor Services Card Use

All Information Desk Staff,

At the Information Desk meeting today I said I would follow-up with a written reminder about the use and loan of Visitor Services Cards.

Please remember the following with regards to Visitor Services Cards at the Information Desk:

• Loan Visitor Cards only to those who are first time/one time visitors to Gerstein. We make the cards available as a courtesy to those who are visiting the library on a one time only basis; the VC cards are not intended for multiple, ongoing uses. Individuals who seem to know that the cards exist or who have used them previously should be told they are for one time use and strongly encouraged/directed to purchase their own Visitor Service Cards.

• Always return the cards to the printer cabinet; please do not keep them in the desk drawers under the counter

• Damaged cards should be given to Jeff

• Lost Visitor Services cards should be placed in the lost & found at the Loan Services Desk

Though it may be difficult to determine if someone has used a Visitor Services Card before, please do your best to restrict their use.

Thanks very much.

Sandra (1 Sep 2005)

Exceptions for Signing Out Journals

A.  Authorization:
Journals may be signed out with the authorization of the following RRUnit staff:
LT6s
Librarians
GALTs

B. Exceptions
In general journals, bound or unbound, do not circulate. However, the following
exceptions may be made:
1.  Item needed for plates to be made from in text photos.
2.  Item bound so close to margins that photocopy cannot be made.
3.  Original wanted to view photos, x-rays, coloured plates which won't
photocopy well.
4.  Entire issue is one article or a theme issue and cannot be photocopied for
copyright reasons.
5.  Readable photocopy cannot be made for other reason.
6.  Reasons other than those above which may come up from time to time and which
   seem valid to the person authorizing the request.
   (E.g. scanning, individual donated the item to the library originally)

Examples of reasons which are not valid for borrowing journals:
"I can get it copied cheaper elsewhere" or "it’s too long to copy" or "I need articles
 from several issues at once which would be too expensive".

C.  Procedures for Making Exceptions:
1.  Identify that patron wants "exception" or needs one to be made.
2.  Ask a person from Authorization list (Section A) to consider "exception."
3.  If exception is to be made the patron will be asked to fill out a manual
charge slip complete with call number, title, volume, issue, date and his/her name,
telephone number and library bar code number. Please see attached example of a completed manual
charge slip.

4. Authorizing person will sign the charge slip, with full first name & first initial of
 last name, after
a) ensuring the manual charge slip is filled out accurately and completely. See attached example.
b) checking that the library card of the person signing out the journal is valid. Staff on the
 Quick Questions side of the desk can be asked to assist with the checking of library cards.
c) adding a DUE DATE to the slip. This should be the shortest time possible, preferably a day
 or two.
5. Tell the patron
-that this is an exception and give reason.
-to return the item to the Information Desk.
-to have the item desensitized at the Loan Services Desk before leaving.

6. File the completed charge slip in the wooden  box-- labelled Box 1: Journals Signed Out
 on Exception--on top of the bookcase at the Information Desk.

Notes:  1.  Exceptions will not be made when there is no one available to authorize them
            (e.g. after 9 pm on weeknights). Please ask the patron to return the following day.
              2.  The normal fines rate will be charged for late returns of periodicals signed out as
            exceptions.

D. Procedures for Returning Journals Signed out on Exception:
When Journals Signed out on Exception are returned to the Information Desk slips should be left
in the volumes and the volumes should be placed in the wire basket on the top shelf under the
wooden charge slip boxes.  An Access & Info staff member will ensure the items are properly
discharged and returned to the collection.

S. Langlands
3 Dec 04

Remote logon for RefWorks

When logging in to RefWorks remotely (http://refworks.scholarsportal.info/ ) patrons may be asked for an institutional login.

It is: RWToronto

They will then be asked for their individual id and password, which they will have to set up and remember.

S. Langlands
22 Nov 04

UTS Records in UTL Catalogue

University of Toronto Schools (UTS) records are now in the UTL catalogue. While they may not be borrowed by UofT library patrons, they are available for in library use.

S. Langlands
19 Nov 04

Gifts: Procedures

GIFTS of books, textbooks, how to handle

In general the library does not accept gifts of textbooks; we already have other books covering the same material. (Textbook is defined as "a book purchased by a student to support a particular course. Textbooks tend to treat subjects in a broad way")

Textbooks are being collected for shipment to developing nations by Diana Alli in the Faculty of Medicine; those wishing to donate should contact her: 416-978-2684 or diana.alli@utoronto.ca

When individuals bring books to give to the library, the staff member should find a librarian to assess the books while the individual is still in the library:

if up to 5 books:

• textbooks are not accepted
• if deemed acceptable for the collection:
• titles in the life sciences should be sent to Dan D'Agostino, 6th floor Robarts(978-4828)
• titles in the physical sciences to Joyce Chyrski, 6th floor Robarts 978-4830

if more than 5 books which are not textbooks:

• bring them to the hallway outside Dan D'Agostino's office.

If anyone calls or emails re donating books to the library: they should be informed that we do not accept textbooks; and that other gifts of books should be brought to the attention of Andrew Davidson, in Gifts Section at Robarts, 978-3118. The books should be taken/delivered to Andrew Davidson; the books should not be brought here to Gerstein.

Those wishing to donate serials should be referred to Carla Hagstrom, 978-7667 or carla.hagstrom@utoronto.ca before they bring the items to Gerstein.

REMEMBER:
(1) thank the individual;
(2) try to find a librarian to assess books while the individual is in the ibrary:
(3) state that we cannot guarantee the items will be added to collection;
(4)if not added to collection, the items are forwarded to the National Book Exchange in Ottawa.

Photocopy Service CHANGES

The Photocopy Booth services will now be provided by either the CheckOut Desk or by the desk beside the InterlibaryLoan counter as follows:

At the CHECK OUT DESK, enquire about:
Tcard problems
Visitor card problems
"on account" copy cards
Get a receipt
Receive a refund

At the new PHOTOCOPY DESK beside ILL counter, ask about:
paper jams in photocopiers; (networked printer problems are still handled at the Information Desk)
cash to card machine problems (jams, vending, etc)
staff assisted photocopying
Pick up/request colour print jobs
Request a refund

But, to pick up copied material, go to ILL counter.

STAPLER will sit on the Loan Services Desk.

Closing of Manual Kardex

The Manual kardex will soon close. Details are below:

Effective September 2004, the current manual Kardex will no longer be
used for the on-going check-in and management of the currently received
print journals at Gerstein. As preparation for closing and moving it the
following plans/procedures are in place:
1. The kardex is being reduced in size by an estimated 40-50% by:
• pulling cards for closed/cancelled pre 1996 titles.
• moving the remaining cards back to fill drawers after completion of
the initial pull.

2. The remaining cards will be retained in a kardex format, at least in
the short term, to better facilitate use by staff for procedures
involved with binding, resource sharing and SIRSI serials check-in.

3. The Kardex will re relocated to the empty desk opposite Bonnie
Horne’s office in the Access & Information area.

4. The “Old Kardex” cards plus outdated cards for “straight to stacks”
titles will be kept as separate (non kardex) files for staff use.

5. As binding information (status of specific volumes/issues) is a major
focus, it was determined that binding information would be added to the
record of individual titles. This will be handled through using the Marc
866 field for the creation of a note as titles are prepared for binding
on a bi-weekly basis and editing this note upon return from binding. The
information entered via the SIRSI serials module will thus be available
both to staff (work flows and opac) and patrons (as notes in the
catalogue record in the opac). This will begin with the August shipment
(using both old and new procedures) and with new only, to begin in
September 2004.

6. Retention and access to information on supplements to journal titles
is another important aspect of the existing kardex records. As such,
check-in of supplements received will be handled electronically through
the SIRSI serials module as follows:

• Infrequent supplements will be checked-in as special issues
• Separate controls for more substantial supplements will be created as
appropriate.
• When supplements are very substantial ( regular , numbered etc.) the
serials cataloguer will also be consulted and given the option of
separately cataloguing the supplements of a given title.

Thanks.
Sylvia Newman
Periodicals Librarian