Libraries should use one of the below to pack items:
9" x 12" or larger envelopes. bubble wrap.
MeL Delivery offers participants two options for preparing items for delivery - Pack or No Pack. Any library that would like to participate as a No Pack library must notify the MLC representative. ProMed Delivery, Inc. will not reimburse No Pack libraries for damages incurred in transit.
Lending library procedure:
No Pack libraries ship books they are lending unpacked. Only books may be sent unpacked. All A/V and non-book materials must be securely packaged.
Borrowing library procedure:
All items should be returned the way they were sent. Any items shipped in a special container or wrap must be shipped back to the lending library in the same materials. Only books may be sent unpacked. All A/V and non-book materials must be securely packaged.
Books
Pack Place in envelopes (preferably padded). Do not use rubber bands, sticky labels or tape directly on items. It is strongly recommended that packers use moderation when sealing envelopes. If stapling, please do not use industrial strength staples, and use as few as possible. When sending multiple items to the same library, pack together. If sending 15-20+ items, depending on size and weight, use a dedicated bag (not to exceed 40 lbs). Place package in bin or bag.
No Pack "No Pack" will appear after the library name on the label maker. Use rubber bands to secure the delivery label or paging slip. When sending multiple items to the same library, use multiple heavy weight rubberbands. Do not use sticky labels or tape directly on borrowed items. Removable sticky labels may be used on items owned by the lending library. If sending 15-20+ items, depending on size and weight, use a dedicated bag (not to exceed 40 lbs). Place book in bin or bag.
Microformat
Use packing boxes appropriate for the size. Place microfiche in a small envelope and then a larger envelope.
DVD’s, CD’s, CD-ROM’s (Due to the fragile nature of these items.)
Place in padded bags or bubble wrap for extra protection. Place in cardboard box Do not secure with tape, secure with rubber bands around the bags.
LABELS
Shipping labels are available from the ProMed web site. All libraries will login to the ProMed label maker site using the MeL Delivery Login Code. Login Codes include the 3 digit delivery zone code, followed by the individual library 5 digit MeL Agency Code. In the case of libraries with central delivery hubs or branches, a sub-library code will follow the MeL Agency Code. Use all capital letters when entering the Login Code, and all lower case for the password. Log in codes may be found on the MeL Delivery Participating Libraries list. On the label maker site, to the right of "Select TO Address" is a Search Box. You may search there by either the library name or the 5 digit MeL Agency Code. If there is more than one library with the search data you entered, you will see a drop down list to choose the correct library. Library names will appear with the MeL Agency Code listed first, followed by the library name, and then, if applicable, the branch name. You do not have to include the 3 digit delivery zone code when searching. Keep your search simple at first.
When creating a delivery label, there will be two matching points to consider: the library name and the MeL Agency Code. Library staff should verify both matching points when printing labels.
Use Avery label 6464 for removable sticky labels, or to print 6 labels to a page.
If you are sending MeLCat requests, please use the "Pickup At" location indicated on the MeLCat paging slip located in the lower left-hand corner of the slip for the delivery label.
Lending libraries should include their MeL Agency Code, and Pack/No Pack status on the paging slip, book band and/or label.
It is strongly recommended that libraries add the MeL agency code to their OCLC Constant Data. There is a field entitled "Ship Via" in the Constant Data Record. Make the entry in this format (with your own MeL Agency Code, of course): Shipped Via MeLCat zz001
Delivery labels must be affixed to the tops of envelopes, unless No Pack. In that case, delivery labels may be affixed directly to your own book or printed and wrapped around the book with rubber bands.
When all items in a bag are going to the same library, insert the "Dedicated" label in the window at the top of the canvas bag.
Shipping labels must use the address in the current Delivery Address List.
Do not reuse labels. Old labels must be destroyed, or completely covered, to assure items are correctly routed.
Only the standard labels may be used.
SHIPPING
The courier will provide some containers, including bags. Boxes and bins may be used as well.
Weight Limits: containers should not exceed 40 lbs. No Pack libraries should be mindful of this.
SUPPLIES
The courier provides shipping containers. If a library needs containers, they should inform their delivery service driver, or use the MeL Delivery service issues form.
Each library will be responsible for printing labels from the web site as needed.
Each library will be responsible for purchasing envelopes.
Envelopes may be reused, if the old labeling is covered.
DROPSITE RESPONSIBILITIES
Shipments must be prepared in advance so that drivers do not have to wait.
A dropsite representative must be sure to check all addresses.
The dropsite is responsible for reporting all problems immediately.
The dropsite is responsible for usage information.
The dropsite is responsible for informing MLC if delivery is not needed for a protracted period of time, i.e., one month or more. Please use the MeL Delivery Service Issues form to notify MLC of closures.
For one or two day closures, the dropsite should inform the delivery service driver, or use the MeL Delivery Service Issues form.
PROBLEM REPORTING AND RESOLUTION
The following are examples of possible courier service problems that may be encountered. If your library experiences any of these situations, please fill out the MeL Delivery Service Issues form. This report goes to the courier service and the MLC representative. If this is a single occurrence, the courier will deal directly with the library.
Damaged items or packages - ProMed is responsible only for damage to items that are sent in packages. They will not assume liability, nor will they reimburse, for any items that are sent through delivery without packaging. -- Damaged Materials
Packages are missing from the shipment. Note: Libraries that do not receive expected materials should first verify they were shipped. -- Lost/Missing Materials
Courier stop is not made (missed pickup/delivery) -- Non Delivery
Library closings. -- Closing Information
Other issues that do not fit the above criteria. -- Miscellaneous
Recurring problems will be investigated and negotiated by the MLC representative. MLC will respond within two business days.
REIMBURSEMENT PROCEDURES
Damaged Materials
The library that receives damaged materials, whether lending or borrowing, should, within 24 hours, contact the library that sent the materials for information regarding the state of the item.
If it is believed that the damage occurred while in transit with ProMed, the borrowing library is responsible for contacting ProMed via the MeL Delivery Service Issues form / Damaged Material.
The Service Issues Form should include the following information:
Date of occurrence
Lending library and agency code
Borrowing library and agency code
Item complete title
Item author
Item barcode
Item format (book, paperback, DVD, CD, etc.)
Item replacement cost
Description of damage
ProMed will assign a claim number to the issue. ProMed may request an inspection of the damaged materials, which should be sent via MeL Delivery to the attention of Customer Service at ProMed.
ProMed will have 14 days from the date of the original Service Issue claim, or the receipt of the damaged materials to be inspected, to respond to the borrowing library with the reimbursement decision, and 30 days from that date to issue any payment.
The borrowing library is responsible for payment to the lending library and for collecting any reimbursement from ProMed.
Please note ProMed Delivery, Inc. will not reimburse No Pack libraries for damages incurred in transit.
Lost/Missing Materials
When an item is missing a minimum of 7 days and a maximum of 60 days after shipping, both the lending and borrowing libraries should conduct a search within their library, and on the library catalog/circulation system.
The shipping library, whether lending or borrowing, is responsible for contacting ProMed via the MeL Delivery Service Issues form / Lost/Missing Material. The shipping library may post a request on the MeL Delivery listserv.
The Service Issues Form should include the following information:
Date of occurrence
Lending library and agency code
Borrowing library and agency code
Item complete title
Item author
Item barcode
Item format (book, paperback, DVD, CD, etc.)
Item replacement cost
ProMed will assign a claim number to the Service Issues Form/Request for Tracing. ProMed will have 14 days from the date of the original claim to research routes, hubs and terminals. If the item is not found, ProMed will request both libraries to conduct another search within their library, and on the library catalog/circulation system.
If the item is found, the library should notify ProMed immediately so the claim may be cancelled.
If the item is not found within 60 days from the date of the original claim, the borrowing library is responsible for payment to the lending library. The lending library will invoice the borrowing library for replacement fees, and the borrowing library will invoice ProMed for reimbursement. ProMed will have 30 days from that date to issue any payment.
