How do I...?
Join the Library
There are 2 steps to joining NHSG library services.
Step 1
Firstly, you will need to check whether you are eligible for membership to NHSG Library services. Please see the membership section (below) for details on this; and the libraries from which you can borrow books and other materials from.
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.
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 :
Dr Gray's Hospital Site (Dunbarney House)
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 can access Highland Health Sciences Library to enable staff living and working to locally access 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. For more information please phone 01463 255600.
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.
Access Library 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 Lyn Mair 01224 437873
- 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 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.
Obtain Journal Articles
Searching for journals and journal articles can be a frustrating and time consuming exercise. Therefore, the Library staff have devised these 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!
As most of our journal subscriptions are now available electronically registering for an Athens log in is essential and this can be done at the Knowledge Network.
Step 1
Firstly check if the journal is available via the Knowledge Network by searching the journal title in the pink box on the homepage. If we subscribe to the journal you can access the article using your Athens log in. If the year you are looking for is not available please follow the step below.
Step 2
If the title is not found you can request the article via our document delivery service free of charge. This can be done by signing into Shelcat (you will need to be a member of the library to do this) or using the document delivery service on the Knowledge Network using your Athens log in.
Library staff are always on hand to offer assistance so please get in touch if you have any queries.
Photocopy
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.
Access the Libraries out of Hours
Dr Grays Library and Education Centre, Elgin: 24hr Access to IT Suite and Education Centre (swipe card access required) - please note that there is no access to the main library out of hours.
Cornhill Library: 24hr Access to Training and Resource Room facility. See below for user instructions.
How do I arrange access to Cornhill Library out of hours?
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 at Cornhill?
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 at Cornhill?
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 at Cornhill?
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 at Cornhill?
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.
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.
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, the Medical Library at Foresterhill 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.
- Ask a Member of Library Staff
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)
Access Online Resources
The Knowledge Network 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 437873
- Elgin - 01343 567624
Search 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.