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The goal of the LibraryLinkNJ Delivery Service is the prompt transmittal of library materials in order to provide timely access to the State’s collective library resources for the residents of New Jersey. Meeting this goal requires the shared effort of LibraryLinkNJ and its member libraries. The Cooperative funds Delivery Services as described below.
LibraryLinkNJ has a contract with Velocity Express to provide the statewide delivery service to members for calendar year 2011. Velocity Express pricing is based on a cost per stop – not a cost per item shipped. A single price per stop covers unlimited volume.
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Eligibility (Transition Year):
The FY11 Executive Board determined that there will be no change in the list of libraries eligible for delivery in 2011. This a transition period and those libraries eligible for delivery in 2010 remain unchanged.
Fees (Transition Year):
The FY11 Executive Board determined that no required cost share will be assessed in 2011. Changes may occur in 2012 after the award of a new delivery contract but at this time there is no cost share.
Responsibilities of Members:
- Know the Policies and Procedures: Familiarize yourself and all library staff with Delivery Service policies and procedures.
- Provide Delivery: Provide service to other libraries for which you are the delivery/pickup point, e.g., delivery to other school libraries within a school district.
- Establish Delivery PickUp/DropOff Site: Establish an internal site/place for deliveries and pickups. While the site/place must be a location that the driver can reach, the purpose of the Delivery Service is to promote resource sharing and should therefore be chosen for convenience to the library staff. Choosing a site convenient for the library staff will also make it easier to monitor Velocity Express's compliance with its contract with LibraryLinkNJ.
- Send only to New Jersey Library Network Members: Delivery can occur only among members eligible for the Delivery Service. See the Delivey Address List for a complete list of participating libraries.
- Keep records and Statistics: Delivery use is tracked on a daily Delivery Log, and the participating libraries have to report their monthly total number of shipped items to the LibraryLinkNJ, using the online stat form. NOTE: any library that does not comply risks eligibility for future delivery services. See the complete requirements information. Only the primary contacts of the participating libraries can use the delivery stat report form online. If you are a primary contact, use "civiCRM" menu on the left bar, which you will be able to see after you log in. If you have any questions about updating your delivery address, please contact Mi-Sun at lyu[a]librarylinknj.org.
- Notify the LibraryLinkNJ Office of Changes: Notify the office promptly of any changes that affect your delivery status. If you wish to stop your delivery service for any reason or to change the frequency of your pickup, or if there is a change in your address, be sure to notify the office. Otherwise LibraryLinkNJ will be billed for service that you are not receiving.
- Problems: Review the Problem Resolution section of this page. Your cooperation is necessary in order to ensure the receipt of quality service at your library and prevent waste of LibraryLinkNJ Delivery Service funding.
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Destinations:
Items may be sent via the Delivery Service only to libraries participating in the regular Delivery Service and only to the designated addresses on the current Delivery Address List.
Delivery Address Lists will be kept current on the LibraryLinkNJ webpage. It is essential that all individuals in participating libraries who are responsible for deliveries have and use the current Delivery Address List, and only the primary contact(s) of each pariticpating library can update its delivery address. If you are a primary contact, use "civiCRM" menu on the left bar, which you will be able to see after you log in. If you have any questions about updating your delivery address, please contact Mi-Sun at lyu[a]librarylinknj.org.
Each library is responsible for seeing that all items sent out in the Delivery Service are addressed only to libraries on the current Delivery Address List. Any materials sent to a library or address not on the current list will be returned to the LibraryLinkNJ office, thereby incurring delay and possible cost to the sender.
Use the U.S. Mail to send to libraries that do not receive Delivery Service.
What Can be Delivered:
The Delivery Service exits to support resource sharing through interlibrary loan and reciprocal borrowing.
Materials that can be shipped include books, audiotapes, CDs, DVDs, videos, documents, boxes of books, bulk loans and other library material.
The Cooperative has a service contract with a delivery vendor. We expect libraries eligible for delivery service to adhere to the following contract restrictions. Libraries may NOT send the following materials through the delivery system:
- Oversized/heavy packages: individual packages may not weigh more than 50 lbs. and may not exceed more than 130” in length, plus width, plus height of the longest side
- Fragile/breakable items
- Material of a rare or irreplaceable nature
- Equipment
- Furniture
- Office supplies
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Transit Time:
Delivery is defined as delivering Monday through Friday during the time the library is open. The contract with Velocity Express calls for pickup and delivery within two-business day’s transit time between shipping library and destination library. NOTE: Delivery is also dependent on stop frequency. The Delivery Address List {link will be added} indicates which libraries receive delivery service 2, 4 and 5 days a week.
When the Library is Closed:
Velocity Express will schedule its pickup and delivery times during the hours a library is open. However, if the library is closed:
- Re-delivery will be attempted the next regular delivery day, and for up to 5 consecutive days.
- If re-delivery is unsuccessful, Velocity Express will deliver the materials to the LibraryLinkNJ office.
Libraries which will be closed for a long period, i.e., school libraries closed for the summer or libraries closed for renovation, must notify the LibraryLinkNJ office.
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Velocity Express HOLIDAYS on which there is no delivery are:
- New Year's Day
- Martin Luther King Day
- Presidents' Day
- Good Friday
- Memorial Day
- Independence Day
- Labor Day
- Columbus Day
- Veterans' Day
- Thanksgiving Day
- Day after Thanksgiving
- Christmas Day
Velocity Express has agreed to make up holidays (except the day after Thanksgiving, which will not be made up) as follows:
- Libraries that receive 5 day/week delivery will have no make-up holidays.
- Libraries that receive 4 day/week delivery will have the holiday made up on the Wednesday of the holiday week.
- Libraries that receive 2 or 3 day/week delivery will have the holiday made up on the Wednesday of the holiday week, but only if the holiday falls on a scheduled delivery day (i.e., if you receive delivery on Tuesday and Thursday, then Thanksgiving will be made up on the Wednesday before).
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The Delivery Service is an undocumented and uninsured service. This means there is no manifest or tracking of individual items or shipments. Velocity moves shipments intact to the destination address and does not have records or knowledge of what is contained in each individual shipment.
Material in the Delivery System that is lost or damaged in transit is not covered by insurance, except if the loss or damage is clearly covered by the delivery vendor’s accident liability insurance.
See also, the New Jersey ILL Code
In FY12 the Executive Board will review the issue of reimbursement to members for the loss or damage to materials. In FY10, three of four regional library cooperatives did not reimburse for loss or damage. Regardless, it is very important to report loss or damage to the office in a timely manner where situations will be dealt with on a case by case basis.
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Packaging:
- All items placed in the Delivery System must be appropriately wrapped and accurately addressed.
- Preprinted labels and directory information are available on the Delivery Address List.
- LibraryLinkNJ supplies reusable clear plastic bags (in 2 sizes: 15"x20" and 12"x12"). It is advisable to place items in these bags even if already in other packaging. The plastic bags provided by LibraryLinkNJ help identify packages as belonging to our Delivery System, as well as protect the items being shipped.
- Be sure that the library to which you are sending is on the current Delivery Address List or update and that you are using the exact address designated on the list for that library. A "see" reference refers you from a library within a library system to the designated delivery address for the system. The notation "US Mail" with a library's address indicates that the library is not participating in the regular Delivery Service.
- Envelopes larger than 8"x10" may be sent without being enclosed in a plastic bag. Smaller envelopes must be enclosed in a plastic bag.
Labeling:
- When sending to a library within a system, include the four-digit ID number (see the Delivery List and include the final destination on the "ATTN:" line of the address label and the designated address on the "TO:" line exactly as it appears in the current Delivery Address List or monthly update: All items going to a single destination may be put into the same package.
- Use the label generator next to each library on the Delivery Address List.
- Place the label in each bag so that it is clearly visible, or affix it firmly to the sealed box or envelope.
- The address label must show clearly. No other address should be visible which might cause confusion about the destination. (Except for standard return addresses on printed envelopes, the return address should be only on the back of the label and inside the envelope or package.)
- Use exactly the address given on the current Delivery Address List or update.
- Use the "ATTN" space to direct material to a branch or individual within a library.
- Shipping Label - Blank
- Shipping Label - Blank (Fill In on Screen and Print)
Stamp your library’s return address on the back of the label or on the envelope.
- Do not tape labels to library material; use rubber bands or depend on the plastic bag to hold the label so that it is visible.
- Do not label video tapes or compact discs in any way that identifies the contents.
- Always fill in the expected shipping date on the label.
Plastic bags:
- LibraryLinkNJ supplies two sizes of clear plastic bags-- 12"x12" and 15"x20".
- Fold bags to fit around the items fairly closely so that they do not slide around inside the bag.
- Do not overfill.
- Secure with scotch tape or sturdy rubber bands. The bags are intended to be reusable but should be discarded when damaged or dirty.
Cartons:
- Cartons may be used for bulk shipments to the same destination. It is desirable to protect the items inside by placing them in a plastic bag. The plastic bag should be closed at the top.
- The carton should be firmly sealed with packaging tape and the address affixed to the outside of the carton. Be sure any addresses on cartons used for previous shipment are blacked out so that only the current delivery address shows.
- The Velocity Express contract terms and conditions require that individual packages may not weigh more than 50 lbs. and may not exceed more than 130” in length, plus width, plus height of the longest side.
DVD/Video and Compact Discs:
Please follow these supplemental packaging guidelines when shipping DVDs, videos or compact discs:
As a user of the Delivery Service, you will find it useful to keep in mind that this service is provided by a commercial vendor not unlike UPS or the U.S. postal service. While packaging requirements for most items sent through the Velocity Express are simplified by the use of Service address labels and plastic bags, special packaging is needed for shipping videos and compact discs through the Service.
- Single videos and compact discs should be placed first in a paper or padded envelope, then in a plastic bag. Padded envelopes with loose cellulose are not suitable for videos. Video and compact discs should never be labeled in any way that identifies the contents.
- If shipping several items to the same destination, use a clean and firm box, not one that is battered and easy to open. Remember to mark out or cover up any old addresses on the box so that only the current delivery address shows. (This may be particularly important for Baker & Taylor boxes because Velocity Express delivers to and from Baker & Taylor.)
- Tape all openings securely with regular packaging tape. Tape (scotch tape is ok here) a NJ Interlibrary Delivery System address label across all openings so that tampering with an opening would damage the label and package.
- Do not label the box or package in any way that identifies it as containing videos or discs.
- Pad with paper if items being shipped don't fill the box, or if handling (e.g. stacking) could puncture the box.
Velocity Express will not deliver unsealed boxes, but will contact the LibraryLinkNJ office to determine disposition. This does not include open boxes containing properly packaged items.
Please Note: The Delivery Service is an undocumented and uninsured service. This means that shipments are not traceable and not insured, except when loss or damage is clearly covered by vendor's liability insurance. THEREFORE, large shipment of videos and CDs through the Delivery Service is NOT recommended. In the unfortunate event that a shipment is lost, the library must absorb the cost. For larger shipments, such as videos on an AV circuit, we recommend shipment through an insured service.
Sealing:
Bags must be closed by sturdy rubber bands or scotch tape. Scotch tape is removable and is therefore the best tape to use with the reusable plastic bags. Heavy string or cord may also be used. Boxes and envelopes should be firmly sealed.
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LibraryLinkNJ provides libraries on the Delivery Service with two sizes of reusable plastic bags. Call the office when you need these supplies.
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DELIVERY STATISTICS REQUIREMENTS & DELIVERY LOG FORMS
Delivery Statistics Requirements:
NOTE: any library that does not comply risks eligibility for future delivery services.
- Use delivery statistics sheet (Log)
- Maintain local file of statistics sheets for 12-months (rolling).
- Submit the total number of outgoing packages (shipped) of the month online (Delivery Stats Report Form).
- Train staff on all aspects of local delivery statistics procedures.
1. Use Delivery Statistics Form (Log)
The LibraryLinkNJ office provides monthly Delivery Log forms.
- Download and post the form at the established delivery Pickup/Dropoff spot.
- For each delivery day, record on the form the number of outgoing packages (shipped).
- If no packages/boxes are sent on a delivery day, enter "0".
- Track that the driver initials the form whether or not he/she picks up any packages/boxes so that the form serves as a record that the stops are being made.
- If the driver misses an expected delivery stop, draw a line through the day and report it to the LibraryLinkNJ office the next day. Please contact us at 732-752-7720 or email Carol Fishwich at carol[a]librarylinknj.org.
- Total the delivery statistics at the end of the month and submit them online no later than the 10th of the following month.
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2. Maintain a local file of delivery statistics sheets for a rolling 12 months.
Staff from the LibraryLinkNJ office may contact a library on delivery regarding questions regarding missed stops. It is imperative that a library is able to retrieve the monthly stat sheet in question. The library may be asked to fax that form to the office.
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Delivery Stats Report Form New! We received your feedback on some usability problems with the instructions for submitting delivery stats on line and the delivery stats report form, itself. We listened! We’ve replaced the existing online form with a new, simple form that anyone can use without a user account (no log-in required!)
With this change, if you want to remove the second primary contact of your library from your library information, please email Mi-Sun at lyu@librarylinknj.org. Please note that only the users designated as the primary contact for their library will be able to update their library information – name, address, email, phone number, etc. Please find how the primary contacts can update their library information at: Please contact Mi-Sun at lyu@librarylinknj.org if you have any questions. |
- Total the delivery statistics for items shipped at the end of the month.
- Use this form to submit the stats no later than the 10th of the following month.
- Click "Submit" button at the bottom after you fill out the form.
- Retain one year of your hard copy of the delivery statistics forms should questions arise later.
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If you have a problem with the Delivery Service:
- Call the LibraryLinkNJ office at 732-752-7720 on the same day as the problem. Please do not report problems via email. This delays response, especially if staff is not in the office to receive your email.
- Note a delivery problem on the delivery log.
- Contract terms prohibit a member library from calling Velocity Express! The LibraryLinkNJ office is the point of contact for all things to do with the delivery service.
The most common delivery problems are drivers who did not pick up or deliver to the site designated by the library. Problems also arise when special arrangements are made with a driver (e.g., calling on the phone to see if there is anything to go out, etc.) that are outside of usual Velocity Express procedures. The system works best if the driver follows the usual Velocity Express routine for which we are paying--namely showing up at your designate
d site at the correct frequency for your library (2, 4 or 5 days/week).
If the same problem persists:
Call the LibraryLinkNJ office at 732-752-7720. The office will contact Velocity Express to resolve the ongoing problem. Most importantly, don't let problems slip by. If something is not right, call the office. It is Velocity's job to get it right, and our job to see that it is done.
Problems with the LibraryLinkNJ Delivery Service should be directed to:
Carol Fishwick, LibraryLinkNJ Member Services
732-752-7720 or 1-866-505-5465
All other questions about the LibraryLinkNJ Delivery Service should be directed to either:
Cheryl O’Connor, Executive Director
coconnor[a]librarylinknj.org
OR
Joanne P. Roukens, Assistant Director
jroukens[a]librarylinknj.org
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