Welcome to the Information Desk Procedures online reference guide. This guide is designed to provide the Health Sciences Library team with policies and procedures for serving patrons at the desk and in the Computer Lab at St. Michael's Hospital.
For detailed information on the resources and services that are available at Providence and St. Joseph’s, please refer to the Providence Healthcare FAQs and the St. Joseph’s Health Centre FAQs .
Policy and procedure categories have been sorted alphabetically under the blue tabs on the left side of the screen. Use these tabs to quickly navigate through the guide.
Site-specific requests
You may receive inquiries about services from staff from the other sites (Providence Healthcare and St. Joseph’s Health Centre) when working on the front desk. If use of the collection is necessary to answer any reference question, remember that you can only use the resources in the collection of the site where the inquiring staff is located. You may need to ask people which site they are with if they don’t tell you and you aren’t sure.
Recording Stats in LibAnalytics
Also remember to record the site’s information in the Internal Note field when entering your stats in LibAnalytics. The correct format is: PHC for Providence Healthcare, SJH for St. Joseph’s Health Centre, SMH for St. Michael’s Hospital.
The library space is open Monday to Friday, from 10:00 am to 4:00 pm. Users can use their staff badges to access the library after-hours through the side door across from the East elevators.
If a user is a Fitzgerald medical student or they work in Li Ka Shing, then they should automatically have after-hours access enabled on their badge.
If a user's badge does not work or they do no have access, they will need to visit the Security Office at 1-CC to request access to LKSKI “Alcove 351.”
All users:
Users may want to know how they can book a meeting room. Meeting rooms can be booked through Resource Scheduler. Users can request access to Resource Scheduler through the IT HelpDesk or ShopIT. The administrative contact for Resource Scheduler is Katerina Vonj (vonjk@smh.ca) .
More info about Resource Scheduler can be found on UnityNet: https://unitynet.unity.local/requests-resources-tools/request-forms/room-and-catering-bookings/ .
Students and Residents:
Medical students wearing a “Fitzgerald Academy” lanyard can use these 2nd floor classrooms - > 221, 222, 223, 224, ,229, 230, 231, 232. They also know this and have badge access.
Residents and other students wearing a Unity Health lanyard can use the separate rooms next to the Auditorium on the 2nd floor- hallway.
This tracking document contains the websites and links for books with online content. The tracking document can be found on the server here: J:\HIKM\HSL\Collection Development or Management\Books with Online Content .
Print books with online content are specifically labeled as such on the front or inside front cover of the book.
Staff, students, volunteers, and physicians of St. Michael's Hospital may borrow items from the Health Sciences Library. For a complete list of borrower categories, see the "SIRSI Categories" box below.
If a borrower is already registered in ALMA, simply scan their badge and check the items out to them as usual.
To register a new borrower, have them complete a Borrower Entry Form. Instructions for entering a new borrower in ALMA may be found in the attached document.
Sometimes barcodes get reused by our security staff. This can cause problems when entering someone into ALMA.
Here are the steps to take if this happens.
For Karen.
If a user's Alma account has expired, you can renew it by doing the following:
If a client has used all of the available renewals for an item, the item must be returned and checked in (discharged) in ALMA. If there are multiple copies of the item available for loan and there are no holds on the item, the item can be checked out by the same client immediately. If the item is the only copy available for loan, the client must wait 24 hours before checking it out again. Items with a hold must be placed on the hold shelf for the person who placed the hold.
The attached document will show you how to complete common circulation tasks in ALMA.
Loan periods:
We occasionally get courtesy copies of books to support a course (e.g. Basic Life Support). They will usually have a different loan policy and fines. Each copy of these items will be labeled to remind library staff and users of the unusual loan period.
Basic Instructions
The attached documents provide basic instructions for operating the Xerox printer.
Troubleshooting
If nothing is printing: It may be necessary to wait several minutes before the Xerox prints a client's document. If some time has elapsed and nothing is happening, verify:
If a client has reached their page limit, contact Chi about adding more prints.
If you are having issues making copies: first check to make sure that there is paper in the tray from which the client is printing (you should see a message on the touch screen if there isn't any paper). If you get an error message saying that the paper size is incorrect, check that the client has positioned the book or document correctly on the copying surface. The page to be copied should be aligned with the top left corner of the copying surface. If possible, lift up the book so that only one page will be scanned at a time; otherwise, the machine may refuse to print on 8.5" x 11" paper.
If the touch screen is unresponsive: turn off the Xerox using the switch at the back of the machine. Wait ten seconds, then turn the machine back on. The touch screen should respond again after about a minute.
If you are still having problems: give I.T. a call at x5751. They may ask for the printer's asset I.D: SMHXER0022. The printer's name is CANNONBALL.
The Computer Lab's primary purpose is to support student and staff independent learning and continuing education. The library uses it to conduct classes on topics including database and general searching, Microsoft Office, and citation management software. Medical students also have 24/7 access to the lab for independent study.
Ensure that all computers in the lab are logged into the library7 account before classes start; this account contains example documents that are used for in-class demonstrations.
If you are teaching or assisting with a class, remind attendees to use the "Save as" button when saving changes to the example documents; this prevents changes from being made to the original example.
Turning on the projector is a two-step process. First, use the beige remote from the top left-hand drawer of the Information Desk to power up the machine. Next, press the button labeled "Laptop" (with the orange sticker) on the wall behind the lectern to project the computer image onto the screen.
To turn the projector off, press the button labeled "Off" on the wall behind the lectern, and then use the remote to power down the machine.
Groups from the hospital wishing to conduct training in a computer lab are encouraged to book one of the corporate training rooms on floor B2 Queen. They can be booked by calling IT at x5751.
If these rooms are unavailable, our computer lab can be requested by calling Chi at x77544. The group must observe the following limitations:
1. The lab can be booked for up to 3 hours at a time.
2. The lab can be booked for up to 5 hours in a single day.
3. The lab can be booked for up to 12 hours in a week.
4. The training must include a computer hands-on component.
5. If there are less than 4 attendees, the class must be cancelled.
6. If there are 6 attendees or less, the back row of the lab must remain available for other library patrons to use during the class, and the door to the lab must remain open.
The Computer Lab Booking Policy can be found here:
https://guides.hsict.library.utoronto.ca/SMH/About/Us/CompLabPolicy
As Information Desk staff, you should keep the following in mind when group training is taking place:
There are three research-specific programs installed on the library's computers:
EndNote can be accessed using any of the library's computers, including those in the lab.
SPSS can only be accessed using the two computers labeled "SPSS." There is one computer along the south wall of the library (SMHPC21546) and the other is in the computer lab 353 (SMHPC21940).
An alternative to the reference management software on our computers is Mendeley. Users can create a free account that can be accessed online from our computers, or they can download the program onto a personal computer. Mendeley has also created apps for Apple and Android devices.
Please see the links below for more information about EndNote and Mendeley.
To view the current desk schedule, access the shared drive [COMMON1 (\\SHAREDRIVE1) (J:)] through windows explorer, then follow the provided path:
In the desk schedule folder there are documents for recent and current month schedules, select the appropriate document for the desired time frame.
This section contains documents outlining procedures for lending iPads to patrons, including an electronic copy of the Inspection Sheet. If you complete an Inspection Sheet for a returned iPad and everything is in order, toss the Inspection Sheet. Please note, all patrons are to be asked to complete the iPad survey before returning the device.
Use of the HSL iPads is governed by St. Michael's "Use of Hospital Computers, Personal Information Devices, Electronic Mail, and the Internet" policy. Click the link below to access the full policy.
A link to the iPad LibGuide has also been added below. Patrons can view this guide if they need more information about the iPad program, or if they want to complete the iPad survey after returning the device.
A selection of medical apps has been preloaded on the library's iPads. Screenshots of the app icons have been attached below. Please refer to the "Medical Apps LibGuide" link for descriptions of medical apps for a variety of platforms that may be useful to our patrons.
Click the link below to access St. Michael's Media Policy. This policy gives guidelines for dealing with questions from any outside media organizations that may contact us. All such organizations are to be redirected to Communications and Public Affairs. They can be reached at 416-864-5034 or at 416-864-6060 x5034.
Anyone affiliated with the hospital must complete a medical media consent form before allowing themselves to be photographed or recorded by St. Michael's Hospital or any outside media organization.
Sanitation stations are maintained in the library space and Computer Lab. If sanitation supplies, or the tissues at the front desk, need to be restocked, extra supplies can be found in the following spots:
Please let Karen know if supplies are low or have run out.
A telephone for patron use is located on the north-west corner of the Info Desk. The red phone by the stairs in the third floor hallway can also be used by patrons. If a patron wants to use the phone behind the Information Desk, please redirect them to one of these phones.
All red phones in the building are hard-wired to remain in service if the local telephone network goes down.
Clinicians, researchers, and research staff who are permitted access to U of T library materials (print and electronic) may inquire about how to obtain that access. Eligibility requirements and contact information can be found here: https://research.unityhealth.to/staff-services/uoft-library-card-access/ .
Information on access and eligibility can be found here: https://onesearch.library.utoronto.ca/uptodate .
You may receive inquiries about services from staff from the other sites (St. Michael's and St. Joseph’s) when working on the front desk. If use of the collection is necessary to answer any reference question, remember that you can only use the resources in the collection of the site where the inquiring staff is located. You may need to ask people which site they are with if they don’t tell you and you aren’t sure.
For detailed information on the resources and services that are available at Providence, please refer to the Providence Healthcare FAQs below.
Also remember to record the site’s information in the Internal Note field when entering your stats in LibAnalytics. The correct format is: PHC for Providence Healthcare, SJHC for St. Joseph’s, SMH for St. Michael’s Hospital.
Name: The Kathleen Meagher Health Sciences Library / BMO Resource Centre
Location: Room A 221
Providence Healthcare
3276 St. Clair Avenue East
Toronto, Ontario M1L 1W1
Phone: 416-285-3666 x4300
Email: library@providence.on.ca
Website: bit.ly/providencelib
The library will be physically open from 8am to 6pm, Monday to Friday. Staff will be onsite on Thursdays from 10am to 4pm. The staff contact for this site is Carolyn Ziegler (Carolyn.Ziegler@unityhealth.to).
ILL Requests
The library is open to all hospital staff, students, volunteers, and physicians.
All staff and physicians have 24/7 badge access, but volunteers and students do not at the moment. Contact Security at ext. 4291 for badge access.
Circulating books and periodicals may be borrowed for four weeks (28 days). Alma will automatically renew loans up to two times for four weeks each.
The Kathleen Meagher Health Sciences Library / BMO Resource Centre subscribes to the following databases:
| Access Medicine | Health Business Elite | PEN: Practice-based Evidence in Nutrition |
| CINAHL Complete | Lexicomp |
ProQuest: Coronavirus Research Database The Coronavirus Research Database |
| Clinical Skills Database | Longwoods | ProQuest: Nursing & Allied Health Scholarly |
| Cochrane - All EBM Reviews | Medline | ProQuest: Publicly Available Content Database |
| Cochrane Clinical Answers | Natural Medicines | ProQuest Databases |
| Cochrane Systematic Reviews |
OTseeker (Occupational Therapy Systematic Evaluation of Evidence) |
PubMed |
| Global Index Medicus (GIM) | PEDro (Physiotherapy Evidence Database) | RxTx (eCPS) |
Databases can be accessed here.
Printing, photocopying, scanning is free for staff.
Wireless internet hot spots are available throughout Providence for patients, families and guests while at Providence. To access the service, connect to Providence Guest - no password required.
The Help Desk Call Centre will be located at St. Michael’s Hospital - Upon answering your call, they’ll ask you to identify your site (“Providence Healthcare”) .
If use of the collection is necessary to answer any reference question, remember that you can only use the resources in the collection of the site where the inquiring staff is located. You may need to ask people which site they are with if they don’t tell you and you aren’t sure.
For detailed information on the resources and services that are available at St. Joseph’s, please refer to the St. Joseph’s Hospital FAQs below.
Also remember to record the site’s information in the Internal Note field when entering your stats in LibAnalytics. The correct format is: PHC for Providence Healthcare, SJHC for St. Joseph’s, SMH for St. Michael’s Hospital.
Contact information:
Name: The George Pennal Library
Location: 1st Floor, Sunnyside East
30 The Queensway
Toronto, ON M6R 1B5
Phone: 416-530-6486 x6726 or 416-530-6726 (direct line)
Fax: 416-530-6244
Email: library@stjoestoronto.ca
Website: http://library.stjoestoronto.ca/home/info
The library will be physically open from 8 AM to 6 PM, Monday to Friday. Staff will be onsite on Mondays and Thursdays from 10 AM to 4 PM. The staff contact for SJHC is Karen Devotta (karen.devotta@unityhealth.to).
Info Specialist requests (e.g. Literature Searches) can be forwarded to hslibrary@smh.ca .
All staff, physicians, residents, medical clerks, students, and volunteers may use the library and are expected to comply with the current Library Services usage guidelines.
Staff, physicians, residents, and volunteers can gain access after-hours by contacting Security at ext 6382.
There are two ways to access library material off-site; the legacy method using Citrix and the new method using the FortiClient VPN. For more information on these authentication methods for off-site access please see: https://guides.hsict.library.utoronto.ca/stjosephs/offsiteaccess .
Books and periodicals may be borrowed for four weeks (28 days). Alma will automatically renew loans up to two times for four weeks each.
SJHC users can access the ORNAC and Work Disability Management Standards online. Please provide them with the credentials found on the server here: J:\HIKM\HSL\_St. Joseph's Health Centre\_Accessing Standards .
The George Pennal Library subscribes to the following databases:
Databases can be accessed here.
The printer is only stocked with 8.5 x 11 paper. Users may print in colour or black-and-white.
The photocopier may be used ONLY to photocopy George Pennal Library material. A single copy may be made for research purposes only - not for reproduction. Your cooperation ensures that we can continue on the honour system.
Printing, photocopying, scanning is free for library users.
416-864-5059
hslibrary@smh.ca
Follow @SMHealthSciLib
