Policies and Procedures

Updated June 2024 KM

Access

• View Monash Health Library YouTube channel here
• YouTube Studio (library Gmail login details) to upload content, edit content and view analytics

Content
The MHL YouTube channel hosts a variety of content separated into playlists. 

Public playlists:

• Accessing resources via the MHL - Embedded in website, library resources webinar LibCal  & MH on-boarding Latte course
• Accessing Clinical apps - Embedded in User Guides
• Literature searching and databases - short 'how to' videos embedded in select LibGuides & Edu web page
• Search results and reference management  - short 'how to' videos embedded in select LibGuides & Edu web page
• CPD - short 'how to' videos embedded in select LibGuides & Edu web page

Unlisted Playlists

• Recorded webinars - Embedded in Library Latte
• Archived videos - Do not delete as we want to retain analytics 

Adding content
1. Click 'Create' in the top right hand corner to upload a new MP4 video

2. Enter details about the video

• Title
• Description - Keep this brief. For longer videos consider adding chapters (aka timestamps) 
• Add chapters/timestamps in the description box by writing the time MM:SS - Comment e.g.
  • 00:00 Overview of Covidence
  • 02:05 Importing database results
  • 03:43 Importing from EndNote into Covidence
• Thumbnail - Add an image that will act as a title page.
  • You may need to save a PNG copy of the title slide from a PPT and then upload that as the thumbnail.
• Add to a playlist 
• Audience - Select - No, not made for kids
• Visibility - Select Public or Unlisted 

3. Add video elements

• We do not normally add an end screen
• Add cards - Add a video card to promote related content from our channel

4. Confirm Visability

• select Public or Unlisted

5. SAVE

Editing Video Content

Clicking on the pencil icon next to the video

• Details - Edit title, description, add chapters, view video link
• Analytics (at video level)
  • My month, custom date range or life of video
  • View(ers) , watch time, impressions
• Editor - Trim, Cut, Blur, add audio, add end screen, add cards

Dashboard - ALL content

The dashboard page is the channel overview where you can view all content and channel level/video level analytics 

Content

• Navigate to videos, manage playlists, manage visibility and shareable links. 

Channel Analytics

• Select date range
• Views (these go in the monthly stats spreadsheet

Updated MB May 2024

• Maddie creates 3 tweets a week; each focusing on a resource, a service or an event performed by the library
• The tweets are kept in a canva doc in the social media folder under the promotions and communications folder with the text added as a comment on the page.
• Use the Tweets templates as a guide to creating posts.
• They are reviewed and placed in calendar for final review by Alice.

Note:  Current Awareness Weeks throughout the year - follow the Library planning and promotions calendar for events and activities.

Each day Tweet is sent out on Twitter 7.00a.m. or 4.00p.m. 

Usually set up on the Tweet Deck Tuesday mornings.  

Ad-hoc tweets can be made for extra promotions made outside of the regular set. 

Quick tips for formulating a Social Media post

• Use @mention when posting about someone else's work or an organisation's service. The @mention will notify that user to the fact that we are talking about them, and may help us reach their audience as well. Unless the person is actively following the hashtag, they won't see it if you only hashtag. 
  • Note: be careful about spamming an individual. Only share things they have actually done or if it is a collaboration, make sure you have their permission/knowledge before you post. We don't want to be mentioning people in relation to events or services if we aren't engaging with them to deliver it
  • some examples are below. If you are unsure what an account name might be, you can search it in twitter and find the account. 
    • @ClinicalKey, @BMJLearning, @JAMANetwork, @TheLancet, @TheLancetPsych
• use #hashtags for concepts, trending topics, issues etc. 
  • Note: be mindful about the number of hashtags used in each post, and where. Too many hashtagged words can make a sentence difficult to read
  • Add hashtags to the end of the tweet : allows the algorithm to find the tweet without making reading the tweet difficult. Also for concepts that don't fit in the text. eg. #EBM
• If using generative AI, ie. chatgpt, always double check generated content - hashtags may be hallucinated, check the tone is appropriate for intended audience. 

Updated MB June 2024

Language - Aboriginal Health Team

There are a lot of things to consider when referring to Aboriginal and Torres Strait Islander populations. Here are some off the top of my head:

• Ensure that any wording uses appropriate capitalisation as a name for example, Indigenous/Aboriginal/First Nations
• It’s important to be aware that there are over 500 Aboriginal and Torres Strait Islander peoples/clans/nations within Australia and each mob may have a different preference for how they are referred to, and this will also differ between individuals
• Some will prefer to be identified as their specific clan/language group (ie. Wurundjeri people)
• The most accepted language to refer to a broader population is often: Aboriginal and/or Torres Strait Islander people/s, First Nations’ peoples and sometimes Indigenous people. Note: sometimes in a long essay or report it can be appropriate to specify ‘For the purpose of this report, Aboriginal and Torres Strait Islander people will be referred to with the word Aboriginal, though this is not in exclusion of Torres Strait Islander peoples and culture’ – though this needs to be done cautiously
• It is not appropriate to abbreviate ‘Aboriginal and/or Torres Strait Islander’ to ‘ATSI’ as this can be seen as a slur

Please let me know if you require any further information. You can contact myself or Kathryn (Aboriginal Health Project Leads) at aboriginalhealthstrategy_projects@monashhealth.org

Kind regards,

Alix Parsons (she/her)

Project Lead – Reconciliation Action Plan | Aboriginal Health Team | Monash Health (Community)

Mob: 0491360449|Email:  alix.parsons@monashhealth.org

Level 2 122 Thomas Street, Dandenong, VIC 3175

monashhealth.org

Reviewed July 2024 HB

Download the Canva user guide

Canva functionality 

Basic instructions

• Use elements and text to create your design. You can copy and paste (e.g. a book cover) from Google into your Canva document to add it to your design. The book cover will automatically be saved in "Uploads".
•  These symbols appear at the top of each page. From left to right: Duplicate, Delete, Add Page.
• Duplicate a page: If you are editing something and you don't want to mess up the original, it is good practice to duplicate the page and rename it "[name of design] copy"
• Duplicate an element or text box: Click on the item you want to duplicate and press CTRL+D on your keyboard.

Search for documents

• At the home page, search for documents using the search bar (remember to select "Projects" to search within the library's projects) or go to "Projects" on the left sidebar and look for the appropriate folder.

Save or print documents

• Select the document that you would like to print.
• Find the "Share" button at the top right hand corner of the page -> click "Download" -> select PNG (photo) or PDF standard (to print) -> select the number of pages to print -> click "Done" -> click "Download". Your file will begin downloading.

Move documents into folders

• It is good practice to move documents into a relevant projects folder so that it can be found quickly later.
• To do so, find your document under "Recent designs" on the home page -> hover over the document you want to move and click the "..." button at the right hand corner -> click the "Move to folder" button -> select "Your Projects" -> select an appropriate folder -> click "Move to folder".

QR codes

There isn't a page of commonly used QR codes, we can create them when we need them.

Steps:

1. Copy the URL required
2. Click on the QR code button on the left sidebar 
3. Put in your URL in the box
4. Customise the QR code (i.e. use the slider to remove the border)
5. Click "Generate QR code"

Reviewed July 2024 HB

Download the Monash Health Library virtual backgrounds from SharePoint. There are backgrounds for Teams and Zoom. 

Tip:

• Turn your camera mirroring to OFF so that the background will be displayed properly.
• In Teams, go to "More" -> "Device Settings" -> "Mirror my video" -> Off.
• In Zoom, click the small arrow next to the video button -> "Video Settings" -> un-tick "Mirror my video"

Note: From July 2024, the monthly Library newsletter is managed and distributed via Campaign Monitor. A Campaign Monitor account is required to access the back-end of the newsletter, including the distribution (subscriber) list and analytics.

Adding new subscribers -- via open sign-up form

Note: This option does not require a Campaign Monitor account and can also be used by patrons.

1. Open the Library newsletter sign-up form here: https://campaign.monashhealth.org/h/y/54114FA8CD730331
2. Fill out the form and click 'Subscribe'

The sign-up form link can be shared with patrons. Patrons can also click the 'Subscribe' option at the bottom of each Library newsletter to open the sign-up form and subscribe themselves.

Editing the sign-up form: The newsletter sign-up form is managed via Campaign Monitor under the Lists & Subscribers page. Each 'List' has its own sign-up form.

Adding new subscribers -- via Campaign Monitor

New subscribers can be added via the 'Lists & Subscribers' page.

For step-by-step instructions, see this Tango: Adding new Library subscribers to Campaign Monitor 

Adding a new member to the Library's Campaign Monitor account

New members can only be added by current members with 'Full client access'. 

1. Log in to Campaign Monitor
2. Click your name/profile picture at top right of page
3. Select 'Account Settings'
4. Under People in Monash Health - Library, select 'Add another person'
5. Enter new member details and adjust Permissions as required
6. Click 'Add them', and when prompted, confirm your own login details