IfA Libraries FAQs

a continuing work in progress...

IfA Libraries - Borrowing and returning
Who may borrow from the IfA Libraries?

How do I register to borrow materials from the IfA Libraries?

How do I check out a book from the IfA Libraries?

What is the loan period for items borrowed from the IfA Libraries?

How do I return books to the IfA Libraries?

What do I do if the IfA Libraries don't have what I need?


UH System Libraries - Borrowing and returning
What other libraries can I borrow materials from?

As an IfA researcher/student, how do I register to have electronic access and to borrow materials via the UH Manoa library?

What is the loan period for items borrowed from a UH system library?

How can I renew something from a UH system library?


Electronic Access: Books, Journals, etc.
Is there access to electronic books?

How do I access complete articles (ie., online articles) in electronic journals?

What should I do when prompted to log in or to purchase an article from an electronic journal?

When I am away from the IfA do I need passwords to read online articles in journals?

How can I browse the table of contents of current issues of astronomical journals?

I'd like to see a citation count on a certain author. What's the best way to go about finding that?


Finding Materials at the IfA Libraries
Where are the journals?

Where are the books?

Where are the observatory publications?

Where are the class reserves?

How can I look up books on a certain topic, or a general list of similar books, or a specific title or author?

What if an item is not on the shelf?


Equipment to Help You
Where can I make a photocopy?

What should I do if the copy machine or the printers in the library don't work properly?

How can I print using the IfA Manoa public printers?



• Borrowing and returning - IfA Libraries


Who may borrow from the IfA Libraries?

The IfA Libraries are for the use of those working at an IfA location. This means IfA staff, IfA faculty, IfA graduate students, and affiliated visiting researchers. Student help, UH students, and all others may not check out materials from the IfA Library. Visitors wishing to use the library should first check with the Librarian.

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How do I register to borrow from the IfA Libraries?

Stop by and see a friendly IfA Librarian! Or send an email to: library at ifa dot hawaii dot edu
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How do I check out a book from the IfA Libraries?

The IfA Libraries work on a self-service checkout system. Instructions are posted next to the circulation computers and the Library staff will be happy to show you how it works. If the network is down, please write the barcode number, title, author, your name, and date on the sheet on the clipboard near the computer.

Since it is vitally important for research purposes that journals be accessible at all times, journals should usually be consulted in the library. Journals may be removed from the library for a brief photocopying session. If a journal must be consulted in your work area, please advise library staff, and it should be returned to the library before you leave for the night. Journals should not be left locked in an office or other work area.

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What is the loan period for materials borrowed from the IfA Libraries?

The IfA Libraries do not have a specific due date for borrowed materials. However, some limits do apply for borrowed materials to ensure the availability of library resources for those who need them.

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How do I return books to the IfA Libraries?

UH System library books (e.g. Hamilton Library): you are welcome to leave the item(s) in the return box in the IfA Library and the library staff will return it for you.

IfA Library books: leave the item(s) in the return box and the library staff will check it in for you.

Please do not return checked out materials to the shelves. Do not give checked out materials to another person; return the item to the Library and let the next person check out the item under their own name.

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What If the IfA Libraries don't have what I need?

If the IfA Libraries don't have the item you need, never fret!

If the UH System doesn't have the material, don't despair!

UH may be able to get the materials from a Mainland source through the UH InterLibrary Loan Service. Be aware that this process may take some time and there may be charges associated with it.

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• Borrowing and returning - UH System Libraries


What other libraries can I borrow materials from?

The UH System is comprised of 10 campuses with the main campus at Manoa. The main library is Hamilton Library on the Manoa campus.

As staff, faculty, student, or visiting researcher working at the Institute for Astronomy, you are entitled to borrow materials from any library in the University of Hawaii Library System. Through the UH InterLibrary Loan Service, materials can also be obtained from libraries on the Mainland.

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As an IfA researcher/student, how do I register to have electronic access and to borrow materials via the UH Manoa library?

Everyone who joins the IfA to study, to conduct research or to teach (faculty, postdocs, junior researchers, graduate students, and specialists) should register with the UH Manoa Hamilton Library AS SOON AS POSSIBLE to initiate access to electronic journals and other materials. This registration process has two steps:

  • Step 1. Get a UHM ID Card

    Application forms:

      1. BOR appointees: The ID Card application form is available in PDF format (see the link below). The form requires IfA Personnel Department authorization and your 8-digit UH number, which the IfA Personnel Department can provide or check here for your 8-digit UH ID Number. The ID Card is issued for the duration of employment.

        UH Manoa ID Card Application Form for Faculty/Staff/Non-Regular Employees. Requires IfA Personnel Department authorization.

        UH Manoa ID Card Information. Campus Center 212, Ticket, Information & ID office.

      2. RCUH hires: (not BOR appointees) The ID Card application form is available in PDF format (see the link below). Fill in the top half of the form and fax the entire form to RCUH Human Resources--the fax number is given in the bottom half of the form. (A fax machine is available in the IfA Library office.) The form requires IfA Personnel Department authorization and your 8-digit UH number, which the IfA Personnel Department can provide or check here for your 8-digit UH ID Number. ID Cards are valid for 2 years from the date of issuance and can be renewed free of charge by submitting another UH-RCUH Faculty/Staff ID Card Application form to RCUH Human Resources. Special note for RCUH Postdocs who need an ID Card immediately upon arrival [before the end of the required 6-month probationary period]: If you need an ID Card for work related reasons, such as library research, you can submit an ID Card Application to RCUH Human Resources at any time. Along with the application, submit an attached memo signed by your Principal Investigator confirming that you need an ID Card for your work.

      3. IfA Students: The ID Card application form is available in PDF format (see the link below). You will need your 8-digit UH ID Number. Check here for your UH ID Number.

        UH Manoa ID Card Information. Campus Center 212, Ticket, Information & ID office.

  • Step 2. Register your UH ID Card with UHM Hamilton Library

  • Completion:
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    What is the loan period for items borrowed from a UH system library?

    Please see the UH Library's current "Policy on Circulation of Library Materials".

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    How can I renew something from a UH system library?

    You can renew anytime online! Please see the UH Library's current "Guidelines for Renewing Library Items" for the details.

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    • Electronic Access: Books, Journals, etc.


    Is there access to electronic books?

    Some electronic books can be accessed through the IfA Library while others can be accessed through Hamilton Library.

    IfA

    Hamilton Library

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    How do I access complete articles (ie., online articles) in electronic journals?

    The most direct way to access articles in electronic journals is via the IfA Library's web page. Click on the Journals, Newsletters & Annual Reports link; find the journal you want and click on the ONLINE link by the journal's name. This will take you to the University's proxy server where you login for direct access.

    Most journals don't provide free electronic access. Journal publishers now support proxy access for institutional subscribers and reserve ID-&-Password access for personal subscribers. UH Hamilton Library pays for the subscriptions for UH Manoa access.

    Journal titles on the "Journals, Newsletters & Annual Reports" page link to each publisher's web site. Link to publisher's web sites for personal subscription information, instructions for authors, etc. But, don't expect publishers to provide free article access from their journals' web sites.

    To access journals through Hamilton Library, you must login using either:

    1) Your UH Manoa ID card, which is available at the UH Campus Center and for which all IfA personnel are eligible. The ID card number must be registered at either the Hamilton Library Circulation Desk --in person-- or online at the ID Registration page.
    or
    2) Your UH Username and password (the one you use for email@hawaii.edu and MyUH).

    To find Hamilton Library journals not listed on the IfA Library Journal page, as well as non-astronomy related journals, use Hamilton's "Electronic Resources" search form.

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    What should I do when prompted to log in or to purchase an article from an electronic journal?

    See if the University of Hawaii at Manoa Library subscribes to the electronic version of the journal you want. To do this:

    (1) Check the IfA Library's
    Journal list in the "Journals, Newsletters & Annual Reports" section of the IfA Library Web Page.

    (2) Check the University of Hawaii Library's Electronic Resources link.

    (3) When you find the journal you want through IfA / UH Library access, make sure the year you are interested in is covered in the subscription. Then click on the journal title and log in. To log in, you must be registered. Click here for the electronic access registration instructions in this FAQ section.

    (4) If you don't find what you need, see an IfA Librarian or send an email to library at ifa dot hawaii dot edu.

    Note: With MNRAS, for example, you may be able to access older archive copies of articles in ADS, but for more current articles you will need to use IfA / UH Library access.
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    When I am away from the IfA do I need passwords to read online articles in journals?

    Since you are at a remote location, you will need to access journals through the UHM's Hamilton Library proxy server. The best way to get there is to go to the IfA Library web site, to the Journals, Newsletters & Annual Reports section and click on the ONLINE link, and then log in with your UH number, barcode, email account info, etc.

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    How can I browse the table of contents of current issues of astronomical journals?

    Some publishers offer free email alerts and will send you the table of contents of some of their current issues. To see if a publisher offers this service, click on the Journals, Newsletters & Annual Reports section the the IfA Library web site. Click on a journal title link, which will take you directly to the publisher's web site. Please note that these email messages will not work to view online articles, since you need to access article through the proxy server.

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    I'd like to see a citation count on a certain author. What's the best way to go about getting that?

    Use Web of Science, which is "a multidisciplinary index covering the journal literature of the sciences (Science Citation Index Expanded) as well as both the Social Sciences Citation Index and the Arts & Humanities Citation Index. Approximately 70% of the records have author abstracts. Online coverage is from 1980 to present."

    Other options for finding citation count information (that may not be as complete as Web of Science) are ADS (Astrophysics Data System) and S P I R E S.

    Searching Web of Science:

      Sample searches using truncation:
      • Enter Acad* Med* to find references to articles published in the journal Academic Medicine.
      • Enter J Am Chem* or J Amer Chem* or Jacs* to find references to articles published in the journal Journal of the American Chemical Society
      • Enter Mark* Sci* to find references to articles published in the journal Marketing Science.

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    • Finding Materials at the IfA Libraries


    Where are the journals?

    IfA Manoa Library Map (click on the map for a larger image)

    The IfA Manoa library journals are shelved in two separate alphabetical runs.

    The first run starts against the side wall near the windows, and contains the core journals of the discipline. They include:

    The second alphabetical run begins immediately after Solar Physics, beginning with Acta Astronomica, and winds its way through and ends along the back wall.

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    Where are the books in the IfA Manoa Library located?

    IfA Manoa Library Map (click on the map for a larger image)

    The entrance to the Main Book Collection Room is located at the back of the main library room next to the Library Office (C-108B). Books are cataloged and shelved according to the Library of Congress Classification system. Atlases and folio books are also located in this room. Reference Books (with green dots on the spines) and Class Reserve Books (with orange dots on the spines) are in the main library room and are on a shelf facing the door to the building lobby.

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    Where are the observatory publications?

    Observatory Publications (LOC Classification: QB 4) are located at the IfA Hilo Library.

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    How can I look up books on a certain topic, or a general list of similar books, or a specific title or author?

    To find a certain topic, or for a general list of similar books, such as IAUs or SPIEs, use the IfA Library Catalog (LIBCAT). For a numbered conference, you can enter the number under Quik Search. Be sure to log off when you are done with your session, as the online catalog allows only 4 users at a time.

    IAU Symposia are directly behind the Reference books. All other conference series are interspersed throughout the book collection, arranged by call number.

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    Where are the class reserves?

    The class reserves are located on the bottom shelf of the Reference Collection. The spines are marked with an orange dot.

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    What if an item is not on the shelf?

    If an item is not on the shelf, it may be misshelved, currently being read in the library or being photocopied, loaned out or it may be missing. Use the IfA Library Catalog (LIBCAT) to see the current status. If the item is not misshelved or loaned out, and you do not see another patron with it, please notify one of the library staff. We may be able to get what you need through interlibrary loan.

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    • Equipment to Help You


    Where can I make a photocopy?

    A copy machine is available in the IfA Manoa Library for IfA personnel use.

    It is located in the main book collection room, next to the Library Office (C-108B).

    Two-sided copies are available.

    There is no charge for copies.

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    What should I do if the copy machine or one of the printers in the library isn't work properly?

    Copy machine -- please notify a librarian.

    Printers -- please contact the computer staff. Or notify a librarian and we'll be happy to contact them for you.

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    How can I print using the IfA Manoa public printers?

    The following steps will take you to the instructions:
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    IfA Site Map ~ IfA Library HomePage ~ QUIK INFO table


    Corrections, changes and suggestions to: library at ifa dot hawaii dot edu
    Last checked/updated: 12 August 2013