New! Online Statistics Forms for Reference & Consults

This Thursday, Nov. 1st, we will make the switch to online statistics gathering in the RRUnit for reference service and consultations. This is a pilot project running until March 2013 and will be evaluated after that time, and monitored on an ongoing basis.

Use:
http://tinyurl.com/gerstein-reference
•    At the InfoDesk between 12-close daily, including weekends
•    Access Services staff on the desk between 10-12 are very welcome to use the online form OR they can continue to use the paper form
•    For all off-desk statistics including backup, phone, Ask a Librarian chats, emails, Ask.Gerstein, etc.
•    If you respond to a QUESTION through Twitter or Facebook (not just a mention of Gerstein), please count it using this form

Consultations will be counted with this form:
http://tinyurl.com/gerstein-consultations

Please bookmark these in your browser.

It may help to open up the reference form at the beginning of your shift and keep it open in the background.

Guest Accounts - Users with inappropriate email addresses

Please note that if a user comes to the desk to request a guest or LIRA account and has a threatening email address (such as this actual example: machinegunetiquette@gmail.com) please do not issue them an account.  In such cases, if they complain, to refer them either to security or to ask them to contact Sandra Langlands, the Director of the library at s.langlands.melvin@utoronto.ca.

Gerstein Procedures re: Viewing of Pornography at Public Terminals

Hello,

There have been a couple of incidents over the past 2 months of a user in the library viewing pornography at a public terminal, so I thought it would be a good time to remind everyone of the policies for dealing with this issue.

The practice has been “we” don’t censor, however if the viewing of such material is reported by other patrons or is visible to anyone passing by, staff should approach and request their ID and inform them it is inappropriate. You can quote from, or show them, the

Appropriate Use of Information and Communication Technology from the Provost’s website (http://www.provost.utoronto.ca/policy/use.htm):

Users of University ICT are expected to limit their use to the performance of University-related activities, although a reasonable allowance will be made for personal use. Whether or not an amount of personal use would be considered reasonable would depend on the particular circumstances and the applicable laws and policies. Users of University ICT are required to abide by all applicable laws and policies in addition to these guidelines. Reasonable personal use does not include in any circumstances the visiting of pornographic websites, the storage or distribution of pornographic material, or the accessing, storage or distribution of unlawful or otherwise inappropriate (within the meaning of the guidelines) information.

And

Pornography

Using ICT resources to visit pornographic sites, or for the storage, or dissemination of pornographic material is inappropriate.  Possession of child pornography is also a criminal offence.

When an incident such as this occurs please remember to record the following information:

-# of the computer terminal*

-Date and time incident occurred*

-UTORid, if available (or name on a photo ID if a member of the public)

*essential

Email this to Jeff Heeney or Lidio Presutti (lidio.presutti@utoronto.ca) with a cc to Bill Godoy (william.godoy@utoronto.ca)

If the patron refuses to stop viewing the offending content, causes a disturbance, or resumes viewing once they have been warned, please call Campus police and have them escorted out. You can then fill out an incident report and give to Vidya.

If you have any questions, please ask Sandra, Renata, or Allison.

Bio120 assignment (2012)

The BIO 120 assignment is the following.  Students were assigned a species, either a plant or an animal, and they had to look at a picture of it and identify a trait (usually a prominent one) and then find two articles from peer-reviewed journals discussing the evolutionary significance of that trait.  So, for example one student had been assigned a turkey vulture and found articles about how the nostrils/olfactory system evolved in order to detect carrion/food.  Another student was looking for articles about the toxins found in glands  in a mammal called a slow loris.  I believe the students are also to find one of two articles about the natural history of the animal/plant.

I was suggesting the students use BIOSIS or JSTOR .  Also to look at the references list if they find a good article.   The students were also very concerned that the article be peer-reviewed so I was showing them Ulrich’s (hoping Ulrich’s is working today since an email went out that Bowker is down due to Sandy and not sure if Ulrich’s is part of Bowker).

Other general search tips I tell them is:

-          Search the common name along with the latin name

-          The latin name consists of the genus and species (e.g Cathartes aura).  If this does not find any results or too few, then go broader and just search the genus name e.g Cathartes  instead of cathartes aura

-          Think of synonms for the trait or what the trait does (e.g for pit organs of a rattlesnake I was suggesting pit organ* or facial pit* or thermal detect* (since these glands detect heat)

(From Heather)

Old exams

Excerpt from email sent by Sian Miekle, Oct. 15, 2012:

"Exams for Arts and Science (St. George), UTM, and UTSC are all hosted in a central repository at http://exams.library.utoronto.ca. Links to a course's old exams appear directly within the course's Blackboard page, in the Library Resources section.  More details about each campus follow:

St. George Faculty of Arts and Science
We have a rolling set of the 3 most recent years of exams available online, by policy of the Faculty of Arts and Science. The current set is December 2008 - August 2011. Old exams are handled as a batch through ITS, by arrangement with the Faculty of Arts and Science. Exams are loaded once annually, in the late fall. We therefore expect to update our collection to December 2009 - August 2012 in a few weeks time.

Links to old exams for a given course will appear automatically in the Blackboard Library Resources page, if they are available.  Only exams are made available through this channel -- term tests and exam solutions are not, although individual faculty members may choose to post them on their course pages.

If a user is inquiring after a specific exam that they cannot find, here are some helpful facts. By Arts and Science policy, all exams are posted, unless they have been restricted -- this happens when a professor makes an application to the Faculty, on the grounds that an exam shouldn't be published because it will affect the ability to set future exams without repetition.  Another explanation for a lack of previous exams is that a course may not have been offered in a given session. And finally, course codes sometimes change. I generally direct the student to the instructor for more information.

St George other faculties
At present, we are not mounting exams for any other St. George campus faculty through the library, though we would be very open to doing so, if you get inquiries. Please contact me, to discuss further.

Scarborough
The librarians at Scarborough work directly with instructors to make some exams and course tests available. Again, they appear directly in Blackboard Library Resource pages where available. 

Mississauga
UTM exams are also available directly in Blackboard Library Resource pages where available.  The collection is not limited to the most recent 3 years.

Please let me know if other questions about exams come up.
Best,
Sian"

Walkie-Talkies 2012

Bumping this up as a reminder for backups in 2012! 

Backups: Please remember to pick up, and turn on, the walkie-talkies for your backup shifts. If you have to leave your desk for a meeting, etc. please take the walkie-talkie with you so you can be reached.

For those scheduled on the desk, you should try the phone and the walkie talkie to try to reach the back-up person.

 ___________________
As was discussed in our last Information desk staff meeting, we will now use walkie-talkies to help telephone service staff keep in touch with the 10-12 infodesk "on call" person.
In between 12-6pm they will be used by both sides of the Information desk to contact Jeff.

PROCEDURE
- telephone service staff should have the unit with them and on from 10am onward
- information desk "on call" staff should keep the unit with them, and on from 10-12. After 12 give the unit to Jeff (or place it in the infodesk printer cabinet)

- when not in use, both units should be kept in the Information desk printer cabinet
- on days that Jeff is not here, the units will be used from 10-12 only and should be turned off afterwards
- Jeff is responsible for them and will replace batteries, or charge batteries when required

USAGE
- to turn the units on and off, press and hold the "MODE" button for 3 seconds
- to talk, press the large button on the left-hand side
- to listen, let go of the large button on the left-hand side
- the channel should always be on 11. If it gets changed accidentally just use the 'CHANNEL' button to put it back.

Troubleshooting: Slow Printing

The problem:
email from Jeff 09/11/2012:

The slow printing in the Wallace Room yesterday was a typical issue where the document(s) printed was so large in file size that the printer could not handle it. Sometimes at the beginning of the Fall term we see more of this. Perhaps new staff creating documents for students...and they don't realize the limitations of our UTL printers.

What you can do: 

• Ask Jeff first. But if he is not available, you can call the InfoCommons tech support at 978-HELP
• If the patron is in a hurry, get information on who made the document (if it was indeed course materials by a faculty member) and send to Infocommons staff so they in turn can contact them and explain the limitations.

UptoDate - September 2012

Just a reminder about accessing UptoDate and where to send questions:
From our information page: http://gerstein.library.utoronto.ca/news/uptodate-access

"UpToDate access is limited to current UofT students (including medical residents) as of May 8, 2012. We regret that faculty and staff no longer have access. Please see the detailed explanation below.
UpToDate can be accessed via Library barcode and pin or UTORid and password.
If you have trouble accessing UptoDate:

• try barcode and pin if UTORid is unsuccessful
• try an alternate browser
• email  ask.gerstein@utoronto.ca with your name and barcode (21761....) and we will try and troubleshoot your access problem"

Staff, if someone comes into the library and cannot access this resource, please take their barcode # and contact information, and send to perry.hall@utoronto.ca who will troubleshoot the problem and contact the patron.

Ask A Librarian Chat

Ask a Librarian is the Scholars Portal run chat service that you can refer patrons to outside of Gerstein information service hours.
http://onesearch.library.utoronto.ca/contact-us

For Fall and Winter 2012/13 the service is open:
Monday to Thursday 10am - 10pm
Friday 10am to 5pm
Saturday to Sunday 11am - 5pm.

Online Study Room Booking

The Online study room booking system will go live in September. Here are the room booking policies:

• Booking Policies:
  -You are responsible for ensuring the Library is actually open at the time of your booking. Please check the Gerstein Library Hours before booking your study room.
  -Occupancy Minimum: 3 persons per room.
  -Rooms can be booked for up to 3 hours per week.
  -Rooms can be booked up to 2 weeks in advance.
  -Rooms booked, but unoccupied after 15 minutes will become available to other students.
  
  Code of Conduct:
  -Eating is not permitted in study rooms .
  -For the comfort of all, please dispose of all garbage and recyclables when your booking is finished.
  -Study rooms are not sound-proof; please be respectful of others in the area when meeting as a group.
  -Rooms are for studying and group work, and not to be used for classes. For spaces to hold tutorials and other classes, please contact the Office of Space Management or your Department.
  -Everyone using the study rooms is expected to abide by the Library Code of Conduct.
  
  Disclaimer:
  -University of Toronto Libraries are not responsible for loss or damage of items left unattended in the room.

Please have students email ask.gerstein@utoronto.ca if they have questions or comments.

University of Toronto Library Conduct Regulations

From:  http://onesearch.library.utoronto.ca/conduct-regulations

Preamble

Along with other Division Heads, the Chief Librarian has the authority to ensure that the Division operates in the best possible environment for study and research. This requires that certain regulations be observed in the University of Toronto Library.

In order to meet the needs of the University community of users overall the Library should provide:

·         library materials, i.e. books, journals, newspapers, documents in print and other formats, that are complete, undamaged and properly filed

·         access to library materials within the applicability of appropriate loan policies

·         services that are both cost-effective and cost-efficient

·         an environment free of disruptive activity

·         designated areas where quiet study, group study and conversation can take place

·         book stacks, other areas where library materials are housed and study areas free from food and resulting problems

·         buildings designed to enhance study and research activities and that are free from damage or defacement due to vandalism

Prohibited Activities

In order to ensure that the best possible environment for study and research is provided for all users, each user of the Library is required to follow the University of Toronto Library Conduct Regulations which prohibit:

1.     Removal or attempted removal of library materials or property from a library building or controlled area without authorization.

2.     Mutilation of library materials or files by marking, underlining, removing pages or portions of pages, removing binding or staples, removing security devices, tampering electronically, or in any other way damaging or defacing library materials.

3.     Deliberately concealing or misfiling library materials in the Library for the exclusive use of an individual or group.

4.     Refusal to abide by the Library regulations regarding the return of materials and payment of fines and/or penalties. These would include penalties on lost or damaged items, "blocks" (preventing the patron from using "circulation" services, until penalties are paid, or books returned).

5.     Improper use or interfering with the intended use of computers.

6.     Posting notices, distributing circulars or petitions, soliciting, or engaging in any commercial activity on library property without prior approval of the Library.

7.     Photographing, filming or video recording on library property without prior written approval of the Library and of individuals being filmed, recorded or photographed.

8.     Any disturbance or behaviour which interferes with normal use of the Library. Such inappropriate behaviour includes activities that are distracting or disruptive to others. Examples of inappropriate behaviour include rowdiness, noise, prolonged conversation, abusive behaviour, loitering, rollerblading, obstruction of facilities or access.

9.     Bringing animals into a Library building except those which are needed to assist persons with disabilities.

10.  Harassment or assault of Library staff or users.

11.  Consumption of food, except in the cafeterias and/or designated lounge areas.

12.  Smoking in Library buildings and in close proximity to library entrance ways.

13.  Entering or being in a restricted area of the Library, remaining in the Library after closing or when requested to leave during an emergency exercise.

14.  Damage or defacement of Library buildings or equipment, inside or outside.

15.  Refusal to abide by Library Conduct Regulations pertaining to matters of health, safety and security. This would include restriction on stack access as appropriate in individual libraries.

Procedures

The Library will make every effort to ensure that its users are fully apprised of the the Library Conduct Regulations. A Library publication will be made available to all Library users stating the regulations, the sanctions that may be applied if a breach is committed and a statement that the Chief Librarian shall have the power to revoke Library privileges.

Breaches of the Library Conduct Regulations

The Library and the University will actively pursue disciplinary action, prosecution or other legal action for breaches of the Library Conduct Regulations as defined in the Section Prohibited Activities 1-15.

The library community consists of different user groups (students, members of the teaching, administrative and library staff, alumni, registered external members and members of the general public), whose conduct is covered in varying degrees by different University codes and policies. It is understood also that it is not possible to rely solely on these existing policies because they do not govern all the stated prohibited activities, and because the University's interests may be best served by an administrative procedure rather than a judicial one. For breaches relating to the Library Conduct Regulations, therefore, the following procedures will apply.

Disciplinary Procedures

A) Anyone who believes a breach under these regulations has been committed may initiate a complaint by bringing the matter to the attention of the Chief Librarian of the university, or designate.

B) Wherever possible and appropriate, reason and moral suasion shall be used to resolve issues of individual behaviour before resort is made to formal disciplinary procedures. Library staff will assist in monitoring the clauses of these regulations and as appropriate, issue warnings to library users who may have committed offences as defined in these regulations.

C) At present some of the prohibited activities in the regulations may be considered offences as defined in the University's Code of Student Conduct , the University's Policy & Procedures: Sexual Harassment, the University's Smoking Policy , the Occupational Health and Safety Act or in the Criminal Code of Canada (clauses relating to assault, theft, etc.). As such, appropriate hearing procedures and sanctions outlined in those codes may be applied.

Upon investigation of a complaint which is deemed to be a breach of the Library Conduct Regulations as defined, a person designated by the Chief Librarian may conclude that action is warranted. At this point the person designated by the Chief Librarian will decide on the appropriate disciplinary procedures to follow.

Generally, the Chief Librarian will deal with breaches of the regulations using the authority given by virtue of the office. In cases of persistent breach of the regulations or vexatious conduct, the Chief Librarian will generally consider whether the conduct constitutes behaviour prohibited under University disciplinary policies as listed in section 2(c) above, or, for employees, under administrative procedures. If another policy or procedure applies s/he may refer the complaint to the appropriate person or persons responsible for carrying out the hearing procedures and sanctions of that particular policy, code, or administrative procedure.

In cases where an alleged offence has been committed by a student, a hearing may be conducted by the student's college or faculty, and sanctions imposed under the Code of Student Conduct may apply after a hearing, as required under the Code, has been held. In cases where a serious offence such as theft or damage has been committed by a member or non-member of the University, the University may seek action under a civil suit and/or prosecution (under the Criminal Code of Canada).

Sanctions

The person designated by the Chief Librarian to consider the case may impose the following sanctions or combinations thereof upon library users found to be in breach of these regulations.

A) Formal written reprimand. In the case of a student or staff member, a copy of the written reprimand may be sent to the library user's principal, dean or supervisor.

B) Denial of access to the University Library and its services for a period of up to one year. This denial of access will be confirmed in a written notice to the library user found to be in breach of this Regulation. In the case of a student or staff member, a copy of the written notice may be sent to the library user's principal, dean or supervisor.

In addition, library users who are in breach of this Regulation may be placed on conduct probation for a period not to exceed one year, with the provision that one or more of the sanctions, as appropriate, will be applied if the conduct probation is violated.

Appeal Procedures

A) A library user who has been notified of the denial of access to the University's Library and its services has up to 10 days (from the mailing of the notice) to appeal the decision.

B) The Chief Librarian, or a designate (other than the person who considered the case and imposed the sanction being appealed) will hear the appeal and will render a decision to uphold or dismiss the appeal, or possibly to vary the sanction imposed. The accused library user or users may be assisted in the appeal by another person who may be legal counsel.

June 2011

Online Fine Payments Now Working

The eCommerce Fines Payment Application has been launched this morning.
Currently there are 2 ways to access the application using the following links:

• “Students” –“Student services” - “About loan services” – “Fines” section – “1. Pay fines online”;
• Top-right promo banner ad – “Pay Library Fines Online” – located on the UTL –landing page.

Also, the application link has been added to the “My Account” menu, but because of the SIRSI settings this link will be available only tomorrow morning:

• “My Account “– “3. Pay fines online”;

Dana Pogaceanu
May 23, 2012