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MEDLIB-L  May 2004, Week 2

MEDLIB-L May 2004, Week 2

Subject:

Re: MEDLIB-L Digest - 9 May 2004 to 10 May 2004 (#2004-122)

From:

Stephen Van Houten <[log in to unmask]>

Reply-To:

Stephen Van Houten <[log in to unmask]>

Date:

Tue, 11 May 2004 15:23:02 -0500

Content-Type:

text/plain

Parts/Attachments:

Parts/Attachments

text/plain (129 lines)

JoAnn,

Answers to your questions.

1.  I am the manager of the Learning Resources Center, one of the departments
in the Health Sciences Library.  One of our duties is to reserve AV equipment 
for meetings at the Medical Center campus, except the School of Medicine 
building.  There is an AV department in the School of Medicine that takes 
care of that building.  

We deliver equipment and set it up in meeting rooms between 8am and 4:Monday
Monday to Friday.  Sometimes people pick the equipment up and return it to us.  
For evening and weekend meetings, we make arrangements to deliver equipment 
to an office where it will be locked up when not in use.  We will sometimes leave 
an overhead projector or a TV/VCR in a room unattended, but it depends on the 
room and the time frame.  But never a laptop computer or LCD projector.  We also 
reserve equipment for use at our primary care sites off campus.  But staff from the
site must pick the equipment up and return it.  A valid Loyola ID is required
to reserve equipment.  

We repair our equipment or have it repaired, as needed.  Most equipment 
setups are done by the LRC Assistant who reports to me.  I report to the 
Associate Dean, Library and Telemedicine, the library director.

2.  On some occasions we cannot set up equipment.  For example, in the
evenings and on weekends.  There is evening and weekend staff in the 
library.  But AV setups are not among their duties.  We will instruct staff 
who borrow equipment on how to set it up and use it.  In general, this is 
not a problem.

3.  Equipment is scheduled usually based on a phone call or voice mail.
We do receive emails.  And in person requests.  We request 24 hour 
notification in advance.  We do not use scheduling software at this time.

We are planning implementing the Voyager Media Scheduling module.
This will require us to add our equipment to the Voyager database.  
Presently, we are working on weeding old equipment and an inventory.
It will also require us to change some policies.  For example, we have 
four study rooms, which are booked on an open ended time frame within
the day.  

We used to use a DOS based program for scheduling.  It printed call tickets
for each reservation on multipart forms.  And daily schedules.  I was not 
unhappy when the program seem to die and we could not restore it.  

We now enter all equipment reservations into an Access database.  We
print daily setup and pickup queries.  We also use this database to track
usage statistics.  

4.  We have yet to institute a web based form for making reservations.
That is something for the future.  I am sure people will still call.  Often 
we receive calls with insufficient information.  Like what room.  Or the
beginning and ending times.  This is especially a problem when equipment
is reserved.  Or they do not tell us that they need something at 7am when
we are not here.  I hope a web form would help alleviate this. 

We also need a generic mail box for the email generated by the web form
to go to.  I do not want it to be sent to multiple personal mailboxes.

In answer to a question that you did not ask.

We do not reserve the rooms where equipment is used.  Nor do we know
which rooms have, for example, telephone access or Internet access.
We have on occasion reserved the laptop and LCD projector for someone
who wanted to display information from an Internet site.  But the room 
reserved did not have a campus Ethernet jack.  They were SOL.  Sometimes
someone will reserve the conference speaker phone for a room that does
not have telephone jack.  We recently made such a reservation and
advised them to get a phone line installed on a temporary basis.

We have begun to keep track of some of these rooms, but it is based
on our experience of these occasions.  Our list is not exhaustive.  
 
Stephen 




Stephen Van Houten
Head of Telehealth and Learning Resources Services
Loyola University Health Sciences Library 
2160 South First Avenue
Maywood, IL 60153
708-216-5307 (voice)
708-216-8115 (Fax)
[log in to unmask]

>>> [log in to unmask] 05/10/04 11:05PM >>>
There are 24 messages totalling 1711 lines in this issue.

Topics of the day:...

 11. AV Equipment question...

------------------------------

Date:    Mon, 10 May 2004 11:53:18 -0400
From:    JoAnn Babish <[log in to unmask]>
Subject: AV Equipment question

I know this topic has been discussed before and I have found some
information in the archives. However, I have a few questions that need
updated responses. Please answer me directly and I will summarize. I am
most interested in hearing from small to medium size hospitals.

1. What position takes care of AV equipment at your hospital? Who sets
it up for meetings, takes care of putting it away, repair, etc.  To whom
does this person report?

2. How independent is the hospital staff at transporting the equipment
(if necessary), setting it up for meetings, putting it away, etc as opposed
to having a particular person (from response #1) responsible for all these
tasks?

3. How is equipment scheduled? If scheduled with software, please
specify software name

4. If you could improve the AV equipment process at your hospital,
what would you suggest doing?
 Thank you for your help!


JoAnn Babish
Moses Taylor Hospital
Scranton Pa
[log in to unmask] 

------------------------------

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December 2004, Week 5
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December 2000, Week 5
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December 1999, Week 5
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December 1998, Week 5
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December 1997, Week 5
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December 1996, Week 5
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December 1995, Week 5
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