How do I

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 Joining the Library
 Membership
 Available training courses
 Obtaining Journals Articles
 Photocopying
 Summary of Photocopying Licensing Terms for the NHS in Scotland
 Obtaining Out of Hours Access to the Library
 Place a Hold/Recall a Book
 Obtain Passwords
 Searching the Catalogue

Joining the Library

Step 1

If you are NHS Grampian staff you will also have separate membership entitlements to the following libraries.
 
University of Aberdeen Libraries 
The Robert Gordon University Library
Highland Health Sciences Library in Inverness 

Step 2

Secondly, you will need to complete a  Membership Application Form (Word format) which can also be obtained by contacting the library.

In order to complete the membership form you will need the organisation/profession codes list, which can be found here.

Membership

Membership Eligibility

Staff members of NHS Grampian, independent practitioners (e.g. General Practitioners, Dentists and Pharmacists), NHS Grampian partners (e.g. those employed in Social Care, Community Health, Voluntary Services and Local Authorities) and students of Aberdeen University and The Robert Gordon University are eligible for membership.  Forms are available on the NHS Grampian Library and Knowledge Services website, from the library sites, by fax, post, email or on request.

It is the policy of NHS Scotland to encourage partnership and the sharing of healthcare information.  Accordingly, it would be very unlikely that any person with a valid need would be unable to use an NHS Grampian library.

NHS Grampian staff and partners have access to a range of library services, including borrowing, document delivery, literature searching and photocopying. 

A current membership card issued by an NHS Grampian library allows access to full library facilities from the following NHS Grampian sites :  

Woodend Hospital Site ( Library, General Block) 

 Dr Gray's Hospital Site 

 Cornhill Hospital Site  (Library, Clerkseat Building)

NHS Grampian has varying membership agreements with the following partner institutions:

Robert Gordon University Library
NHS Grampian have a reciprocal arrangement with the Robert Gordon University Library to access certain services at all library sites Application for membership is available at  all sites. Staff must show a valid ID badge when registering and membership is for one year in the first instance.


Highland Health Sciences Library (Inverness)
NHS Grampian staff have a Service Level Agreement with Highland Health Sciences Library to enable staff living and working locally access to certain services (including training and borrowing of material).

Staff must show a valid ID badge when registering and membership is for one year in the first instance.

University of Aberdeen Library Services

NHS Grampian has a Service Level Agreement with the University of Aberdeen that allows NHS Staff to join AU library services and gain access to a host of physical materials and resources.

NHS Staff wishing to join AU libraries must provide the following information:

    *Completed AU membership application form
    *Photocopy of NHS Staff ID badge
    *Photocopy of page of contract with expiry details or alternatively a letter from your department
      confirming length of contract.

Completed AU library membership forms with proof attached should be sent to:

        Dorothy Spence
        Supervisor
        Medical Library
        Polwarth building
        Foresterhill
        Aberdeen
        AB25 2ZD

Incomplete membership form will be returned to the reader for completion.  Once processed your membership card will be posted to your departmental address unless specified otherwise.

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Training Courses

Bookings & Queries

Library courses are available free to all NHS Staff throughout the year. The training centres are the library training room, Royal Cornhill Hospital in Aberdeen and Dr Gray's Library in Elgin.

To check availability, dates and to book courses:

• Aberdeen contact Paul Manson 01224 559433 
• Dr Gray's Library, Elgin contact Peta Broadfoot 01343 567624

Overview of NHSG Library Services and NHS Scotland e-Library

VENUE: Library Training Room, Royal Cornhill Hospital and Dr Gray's Library, Elgin

DURATION: 2 Hours

To provide a brief overview of NHS Grampian Libraries, how to access electronic databases, fulltext journals, ebooks and information via NHS Scotland e-library, how to register for an Athens password and the options on "my knowledge space".

Online Literature Searching

VENUE: Library Training Room, RCH and Dr Gray's Library, Elgin

DURATION: 2 ½ Hours

This in-depth course provides users with literature searching skills using many of the different electronic databases, searching for abstracts, journals and other web sites available via the e-library and how to use reference managing tools. 

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Obtaining Journals Articles

Searching for journals and journal articles can be a frustrating and time consuming exercise. Therefore, the Library staff have devised these several helpful steps below to try and ease the process. These steps can be followed, AFTER you have found out the name of the particular journal article you are looking for. If you do not yet hold this information, you may wish to do a literature search first. Remember, if you have any problems whatsoever - just contact us!

Step 1

Find out whether the print copy of the journal is held in the Library.  To do this, either: 

• Visit any of the NHSG Libraries  in person   
• Check the library catalogue online via Shelcat

If the journal is held by the respective Library, it may be read in the Library or photocopied for reference later. Before photocopying journals, be sure to read the Summary of Photocopying Licensing for the NHS in Scotland. If the journal IS NOT held by the Library - please proceed with Step 2. 

Step 2

The next step is to find out whether the journal can be obtained electronically. There are many different ways how you can do this but it is advisable to check in the following order: 

• Check whether the journal is available full text through the NHS e-library. If it is, you can log in to the e-library using your Athens Account to receive a PDF copy free of charge. 
• Browse the  Free Medical Journals website 
• Check whether it is available from Aberdeen University by  searching the Library Catalogue (all NHS Staff can join Aberdeen University Libraries free of charge and can borrow books from them)

Step 3

If the journal is not available from any NHSG Library or The Knowledge Network, you will have to make an interlibrary loan request via our online document delivery servce (Shelcat). The Library staff will source a supplier for the request and obtain a photocopy of the article(s) for you.

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Photocopying

Standard Photocopying

Photocopying facilities at each site are available for use by both staff and students.  Please contact a member of the library staff onsite if you require assistance.

Photocopying of Journals

If you work onsite at one of the NHSG Libraries(e.g. at Cornhill Hospital), you may borrow journals for a short time, to photocopy at your own department. Before doing so, you are advised to read the Summary of Photocopying Licensing for the NHS in Scotland.

Summary of Photocopying Licensing Terms for the NHS in Scotland

  NHS Scotland and Wales User Guidelines Form A4 (PDF format)
  NHS Scotland and Wales Legal Information summary A5 (PDF format) 

The NHS in Scotland and Wales hold licences with The Copyright Licensing Agency Ltd (CLA) to take photocopies and to scan from magazines, books, journals and other periodicals on the prescribed terms and conditions in the Licence. This is in effect from 1 April 2007 to 31st March 2008. CLA's licence authorises photocopying and distribution in paper format or, in the case of scanned copies, via a secure intranet to broadly all staff employed by, and some individuals contracted by, the NHS in Scotland and Wales. However, information cannot be exchanged between the NHS in Scotland and Wales under the terms of this licence 

1. Works included in the Licence: 

Photocopying 

• magazines, books, journals and other periodicals published in Argentina, Australia, Belgium, Canada (including Quebec), Denmark, Finland, France, Germany, Greece, Iceland, Ireland, Luxembourg, Mexico, the Netherlands, New Zealand, Norway, South Africa, Spain, Sweden, Switzerland and the UK 
• Works published in the United States of America (a list of American publishers covered by the CLA licence is available nearby or from your Licensing Co-ordinator* or see the  CLA Website 

Scanning 

• UK Publications only 

2. Works not included in the Licence: 

• printed music (including the words)
•  maps, charts, or books of tables 
• published tests or public examination papers whether published individually or in collections 
• work books, work cards and assignment sheets 
• privately owned documents issued for tuition purposes and limited to clientele who pay fees 
• internal house journals and other free publications primarily for employees of commercial businesses or public services (but not intended for public circulation)
• newspapers 
• any work on which the copyright owner has expressly and prominently stipulated that it may not be copied under licence from CLA 
• works included on the List of Excluded Categories and Works 
• works published outside the Mandating Territories (see list above) 
• works published on-line, on CD-Rom or digitally delivered are not covered by this Licence. These will usually be published with their own licensing terms 

The List of Excluded Categories and Works should be displayed next to the copier and is available on the CLA Website 

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3. Who Can Make and Receive Copies? 

All staff, including General Practitioners, officers, directors, and lay representative employed or contract by the NHS and its NHS bodies, who are engaged in the provision of health care within the public sector

• Digital Copies: As above, provided that these staff and contracted individuals are permitted access to an Intranet or e-mail system via a secure login process which verifies their identity 
• Copies may also be sent to members of a Designated Committee, consisting of fewer than 25 people (1 of whom must be an employee or lay representative), set up by your organisation which includes persons who have an advisory, consultative, tribunal or executive function in connection with your NHS organisation's activities 
• Patients, and carers or guardians of patients may be provided with a single Paper or Digital Copy at the discretion of NHS staff and in connection with their treatment/and or condition. Patients cannot request copies of specifically identified material under the licence 

4. Copying Authorised by the Licence 

The licence covers copying for NHS internal information purposes or for the benefit of patients in connection with their treatment or condition. You can make as many copies as you require for each particular purpose. 

Your NHS organisation must own an original published paper edition or a copyright fee-paid copy supplied by a licensed document supplier such as the British Library or a CLA licensed press cuttings agency. Each act of copying may consist of up to: 

• two articles from a magazine, journal or other periodical 
• any number of articles in a periodical dealing with a particular theme where a substantial part of the issue is dedicated to that theme 
• one entire case from a published report of judicial proceedings 
• one chapter from a book 
• or 5% of the publication, if greater than the above 

5. Restrictions on Scanning 

Digital Copies may not be edited or manipulated in any way and may not be stored on a central server or systematically indexed with the intention of creating and electronic library or corporate information resource. Copies may not be placed on, or linked to the worldwide web or an intranet

Your Licensing Co-Ordinator*: Christopher Russell at christopher.russell@nhs.net
This document is intended for guidance only and not as a substitute for the CLA Licence terms themselves which should be read in full. In the event of a conflict between the two, the Licence shall prevail

Want to find out more about  Copyright Licensing Agency? 

The Copyright Licensing Agency Limited
CBC House, 24 Canning Street, Edinburgh EH3 8EG tel: 0131 272 2711

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Out of Hours Access Facilities for NHS Grampian Libraries

Dr Grays Library, Elgin:  Office hours only at present (under review)

Woodend Library: Office hours only

Cornhill Library: 24hr Access to Training and Resource Room facility.  See below for user instructions.

How do I arrange access?

Please register with a member of the Cornhill Library staff prior to first using the facility. Access will be given only to staff/students who have registered. When registering you will be required to provide the following : 

• Date Registered 
• Name 
• Department / Ward or Matriculation Number 
• Your signature

How do I gain entry to the Training & Resource Room?

Please sign in at the Clerkseat Reception where your identification badge or matriculation card must be shown. If you do not have your I.D. or matriculation card, no access will be given. The Receptionist will give you the key for the Training & Resource Room. Please note - whoever signs out the key is personally responsible for it.

What is available for use?

Please refer to the "Access to Computer" Guidelines displayed in different locations in the Training & Resource Room.

How do I logon to the PC's?

Should you have any problems logging on, please refer to the "How to Logon" instructions displayed in different locations in Training & Resource Room.

Can I get access to the main library journals and books?

No, but please refer to the comprehensive The Knowledge Network online journal and book holdings.

What do I do when I am finished?

Lock the Training and Resource Room door, return the key to Reception and sign out. If someone is still using the PC's, ALWAYS, sign the key back in at Reception and ask the other person to sign it out in their own name.

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Place a Hold/Recall a Book

Placing a Hold

Holds can be placed for books or reports in one of two ways: 

1. Using Shelcat (Online Library Catalogue)  This incorporates resources from all the NHS Grampian Libraries as well as over 40 other libraries throughout Scotland.

Should you have found an item on the catalogue which is already checked out to another user, it is possible to place a hold/recall yourself using Shelcat online. For detailed instructions how to do this, please read the Shelcat User Guide first, on page 4 of the guide for placing hold requests.  

Only books or reports can be ordered through Shelcat, at present, by members of the NHS Grampian Library i.e. not journals. This facility allows users to 'hold' books and have them sent to the location of their choice e.g. Dr Grays Library, Woodend Library or Cornhill Library. If the user is based on-site (e.g. based within Cornhill Hospital) and the item they require is located at Dr Grays Hospital they will be notified by NHS Grampian Library staff when the hold request is processed and the item will be sent down to Cornhill Library at The Royal Cornhill Hospital for the user to collect. 

The library staff are more than happy to place holds for users on their behalf using the staff computerised system. It is helpful if users can provide library staff with as many details as possible, such as book title, author and edition etc.

Recalling a Book

If a book or report is already issued but is urgently required by another user, it is possible for a 'recall' to be done. A recall notice will be sent to the user asking for the item to be returned within 7 days. Therefore, the minimum time an item can be on loan is one week.

(Please note that recalls can only be done by library staff members on behalf of readers)

Obtain Passwords

The Knowledge Network (previously known as the NHS Scotland  e-library), is freely available via the Internet to all NHS staff, regardless of discipline, grade, sector or geographic location. With over 4000 full text electronic journals, over 200 electronic books, approximately 1500 free quality health information websites and over 20 major biomedical databases, including Medline, Embase, CINHAL, PsycINFO, EBM Reviews and MD Consult, the invaluable 'e-Library' presents an extensive collection of information and learning resources for users.

Access to the vast array of subscription resources is authenticated via a single "ATHENS" username and password, available to NHS staff. To register online, please visit The Knowledge Network homepage and select the link "Need to Register?" at the top right of the page

Alternatively contact your local NHS Library who will be able to assist you: 

• Cornhill - 01224 557485 
• Foresterhill - 01224 59433  
• Woodend - 01224 556787 
• Elgin - 01343 567624
  
  

Searching the Catalogue

Shelcat  is an easy to use online catalogue, comprising holdings of all the NHS Grampian libraries as well as over 40 other libraries throughout Scotland, which lists both printed and electronic resources held.

To find out more about this new catalogue click here

http://www.shelcat.org