Data and GIS Services - interruptions and changes

Please note:
Data and GIS Services will be closed between June 12th and June 19th, 2008.
Email reference will be available during this time (gis.maps@utoronto.ca
or dlsg@chass.utoronto.ca)
The new Data, Map, and GIS Centre will open its doors on Friday June
20th, 2008 (10AM-5PM)

------------------------------
Marcel Fortin, Geographic Information Systems (GIS) and Map Librarian

Headstart - update library user records

As in previous years, the Headstart program which provides TCards, utorids and UTORmail accounts to new students, who are invited to register in September 2008, begins on June 1. However, the library privileges associated with these cards are activated later in June, by the end of the convocation period. The library database is updated with graduation information first, setting up the new alumni records, before the new students are loaded. Please advise any new students who inquire about library privileges that their records will be active by late June. Summer session students are, of course, already active.

Thank you,
Lari Langford

Should we receive inquires re: prayer spaces on campus, please let patrons know the closest is at Hart House and refer them to the following websites for other possible locations: http://www.multifaith.utoronto.ca/Multi-Faith-Prayer-Spaces.htm


The Muslim Students' Assn. also has information on their webpage about daily and weekly prayer locatons. http://uoftmsa.com/campus-life/daily-prayers/



Email from SL April 16, 2008.
Updated URLs Jan. 18, 2010

Short Term Guest Accounts

1) What are short term guest accounts?
Short term guest accounts provide access to those visiting the university who need to teach in wireless classrooms, or work in a contractor capacity on the wireless network or are delegates to conferences held at the university. They last approximately 5 days.


2). How to create short term guest accounts:
• For eligible individuals who require in-library workstation access only, create accounts at http://peas.icicle.utoronto.ca/
• For eligible individuals who require wireless access or access to the Portal, create accounts at http://utorauth.utoronto.ca/?page=stguest (Note: only faculty/staff with UTORID’s may create accounts from this page)


3) Who can create short term guest accounts?
• Staff who work on the “Research/Reference” side of the Information Desk

Guest Accounts

There are Library and Internet Research Accounts (LIRA) and Guest Accounts.

This post pertains to Guest Accounts


1) “Create a general GUEST account” – allows access to all public PCs
This account is for:
· U of T students, faculty, and staff who have forgotten their UTORid/UTORmail password when the Information Commons Help Desk is closed.
· U of T students, faculty, and staff who have just created their UTORid account. There is a lag time between creation and activation of the accounts.
· Direct Borrowers and Continuing Studies Students who are waiting for their PINs to be reset.
· Visiting scholars such as grad students and faculty from other universities and research institutions who have an institutional id and who are not Direct Borrowers.


2) Who can create a guest account?
● Staff who work on the Reference side of the Information Desk



3) How to create an account::
a) Ask patron for valid government issued photo ID (e.g. OHIP card, TTC student metropass, high school ID card, etc) - an account cannot be created unless this ID is presented
b) Go to http://peas.icicle.utoronto.ca/ (Please bookmark this for easy access since
it is not linked from our webpage)
c) The required information is patron name, email and university affiliation

Quick Staff Guide to LIRA Accounts

1. Why is authentication required?
- To comply with the terms of U of T license agreements for electronic resources
- To ensure that the primary U of T community (faculty, staff, students) has priority access to terminals and licensed online resources.
- To ensure users comply with the University of Toronto Appropriate Use of Technology policy


2. How do patrons gain access to a public PC?
a) Patrons must use the guest account kiosk to generate an account name and password. Patrons must swipe one of the following pieces of ID:
- UofT Library / T-Card
- Canadian or U.S. driver’s license
- Credit card (American Express, Mastercard, or VISA)
b) Patrons must then agree to the conditions regarding appropriate use of the university network. Then the printer issues a login name and password which are good until 11 PM of the current day.
c) Patrons enter this account name and password into the PCs designated for their use.


3. Who is eligible to use public access PCs?
Anyone with one of the following pieces of ID:
- UofT Library / T-Card
- Canadian or U.S. driver’s license
- Credit card (American Express, Mastercard, or VISA)

4. Can staff still create guest accounts?
a) Staff should always direct patrons to the kiosk
b) Staff can create guest accounts when there are problems with the kiosk (hardware failure, run out of paper, ink, etc).
c) In cases where patrons do not have an acceptable credit card, driver's license, or previous UTL library/TCard, staff can create a guest account if the patron has government issued photo ID (e.g. OHIP card, TTC student metropass, high school ID card, etc)


5. How to create an account:
a) Ask patron for valid government issued photo ID (e.g. OHIP card, TTC student metropass, high school ID card, etc) - an account cannot be created unless this ID is presented.
b) Go to http://peas.icicle.utoronto.ca/ (bookmarked in Explorer on Loans Desk PC)
c) Create a Library and Internet Resource Account, do not create a General Guest Account.
d) The required information is patron name, email and university affiliation (can be “none”)


6. Who can create a guest account?
- Patrons themselves using the guest account kiosk
- Staff who work at the Information Desk; staff working at the Loans Services Desk (please note this includes full-time staff as well as the SLAs who work on Sunday after 7 pm)


7. Visiting scholars who inquire about a guest account for longer periods should be referred to Robarts Access & Information.

Check catalogue and e-Resources (EIR) database for books

When patrons ask if the UofT Libraries have a book, it is very important to check or advise them to check for wanted titles in the e-Resources list (via the e-Resources icon at the bottom of the Gerstein web page) as well as in the catalogue.

UTL is acquiring a large selection of e-books from a variety of publishers and making them available as quickly as possible to patrons via the e-Resources icon at the bottom of the library web page. Loading the records for e-books into the catalogue is a time consuming process. This is similar to what happened when the library first acquired e-journals.

Thank you.

Sandra Feb 2, 2008

LIRA Kiosk for creating temporary accounts

The LIRA Kiosk located near Printing Station 1 is the new way for people to use our 5 open public computers.
These computers used to have no login at all, but now require the user to go to the Kiosk and obtain a temporary username and password.
Instructions on how to use the Kiosk are at the station.

Anyone with a valid Canadian or U.S. drivers licence, credit card or TCard may use the Kiosk.
Anyone without this ID may obtain a LIRA account from the reference side of the Information Desk.

This temporary account is active until 11pm of the day created. On following days the procedure is the same.

Trouble Shooting for Blackboard

Although access to Blackboard/the Portal is not a direct Library responsibility, we can do a little troubleshooting when students come to our desks wondering why they can't log into the Portal (http://portal.utoronto.ca)

1. The portal may be down. You can always check status updates here: http://www.portalinfo.utoronto.ca

2. If the portal is up, and the student knows their UTORID and password, but still can't log in to the portal, it may have something to do with their EMAIL ADDRESS in ROSI. If the student's e-mail address stored in ROSI is not a UTORmail address, they will not be able to access the Portal until that is updated to a valid University of Toronto address. They can be referred to the IC Help Desk, of course, to get assistance in getting that account set up, entered in ROSI, etc.

Rita

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)