INTRODUCTION

The goal of the South Jersey Regional Library Cooperative Delivery Service is the prompt transmittal of library materials in order to provide timely access to the collective library resources of the Region for residents of South Jersey. Meeting this goal requires the shared effort of the SJRLC and its member libraries. The Cooperative pays for all Delivery Services described below.

The SJRLC has a contract with Velocity Express. to provide delivery service for the Region.  Since Velocity Express is also the delivery agent used by the other Cooperatives in the New Jersey Library Network, the SJRLC can provide a statewide delivery service. Another advantage offered by Velocity Express is that pricing is based on a cost per stop rather than a cost per item shipped. A single price per stop covers unlimited volume.

All costs for calls at your library and shipment of materials will be paid by the South Jersey Regional Library Cooperative.

PARTICIPATION

FEES

All charges for use of the SJRLC Delivery Service in accordance with the policies detailed in this manual will be paid by the South Jersey Regional Library Cooperative.

PARTICIPANT RESPONSIBILITIES

1. Familiarize yourself and all library staff with Delivery policies and procedures as set forth on this page.
   
2. Provide for delivery to other libraries for which you are the delivery/pickup point, e.g., delivery to other school libraries within a school district.
   
3. Establish a site for deliveries and pickups. While the site must be a place that the Velocity Express driver can reach, the purpose of the SJRLC 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 the SJRLC.
   
4. Send only to New Jersey Library Network members participating in the Delivery System. A complete list of participating  libraries is available at: http://www.sjrlc.org/delivery
   
5. Keep records of delivery use on monthly Delivery Log forms and send the completed forms to the SJRLC office at the end of each month.
   
6. Notify the SJRLC office of any changes that affect your delivery status. If you wish to stop your Velocity Express 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 SJRLC office. Otherwise the SJRLC may be billed for service that you are not receiving.
   
7. 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 SJRLC Delivery Service funding.
   

SHIPPING DESTINATIONS  

Items may be sent via Velocity Express only to libraries participating in the regular Delivery Service and only to the designated addresses on the current Delivery Address List or update.

Delivery Address Lists will be kept current on the SJRLC webpage: http://www.sjrlc.org/delivery.

It is essential that all individuals in participating libraries who are responsible for deliveries have and use the current Delivery Address List and updates.

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 SJRLC office, thereby incurring delay and possible cost to the sender.

Use the U. S. Mail to send to libraries that do not receive Velocity Express delivery.

WHAT CAN BE DELIVERED  

All library materials, except furniture and equipment, can be delivered. The maximum weight for packages sent via Velocity Express is 50 pounds. Since Velocity Express provides an undocumented, uninsured service, fragile items, large shipments of videos, and rare and valuable books should not be sent on the system.

Library materials which can be sent via Velocity Express include: books, periodicals, etc.; films and other non-print materials. (See caution about video below under PACKAGING AND ADDRESSING).

NOTE: Items weighing 2 ounces or less that would normally be sent via first class mail, e.g., a few sheets of photocopy, may be sent via the SJRLC Delivery Service.

PICKUP AND DELIVERY SCHEDULES

TRANSIT TIME
Our contract with Velocity Express calls for pickup and delivery within 2 working days.   NOTE: The Delivery Address List indicates which libraries receive delivery service 2 days a week and which receive service 4 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, should the library be closed:

1. Re-delivery will be attempted next regular delivery day, and for up to 5 consecutive days.
2. If re-delivery is unsuccessful, Velocity Express will deliver the materials to the SJRLC office.

Libraries which will be closed for a long period, i.e., school libraries closed for the summer, should notify the SJRLC office.

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

All holidays will be made up as follows (except the day after Thanksgiving, which will not be made up):

• 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).

LOSSES OR DAMAGES  

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 agent's accident liability insurance.

See also, the New Jersey ILL Code

PACKAGING AND ADDRESSING  

All items placed in the Delivery System must be wrapped and accurately addressed.

Preprinted labels and directory information are available at: http://www.sjrlc.org/delivery

The Cooperative will also supply 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 the Cooperative 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.

When sending to a library within a system, you must include the four-digit ID number (see delivery lists at: http://www.sjrlc.org/delivery) 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: For example:

TO: XYZ School District
c/o XYZ High School Library
000 Atlantic Avenue
Anytown, South Jersey 00000
ATTN: XYZ Elementary School
ID Code: 3122

In this example, the XYZ High School Library is the designated address for all member libraries in the XYZ School District.

All items going to a single destination may be put into the same package.

Blank and preprinted labels are available at: http://www.sjrlc.org/delivery

Old Comet labels can still be used.  Please be sure to write the 4 digit Library ID # clearly on the label.

Envelopes larger than 8"x10" may be sent without being enclosed in a plastic bag. Smaller envelopes must be enclosed in a plastic bag.

Plastic bags:

The Cooperative 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.

Video and compact discs:

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.  

PLEASE NOTE:   Velocity Express 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 on Velocity Express 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 the AV circuit, we recommend shipment through an insured service.  (See the addendum for guidelines on shipping more than single videos and compact discs.)

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.

Labeling:

Use  SJRLC labels for delivery within South Jersey.

Use blank labels for delivery from South Jersey to member libraries in other Regions.   Use a marker to clearly write on the label the Region letter (C, H or I) to which you are sending AND clearly mark the 4-digit Library ID Code. (The Region letter and code appears after the name of the 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.
Put your return address on the back of the label or envelope.

Do not tape labels to 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, or address the package to "Info Video" or similar phrasing.

Always fill in the shipping date on the label.

SUPPLIES

The SJRLC provides libraries on the regular Delivery Service with address labels and two sizes of reusable plastic bags. Call the SJRLC office when you need these supplies.

DELIVERY LOG FORMS

The SJRLC office provides monthly Delivery Log forms for each designated delivery/pickup location. Keep the form at the delivery/pickup spot.

For each delivery day, record on the form the number of packages/boxes sent within South Jersey, the number of packages/boxes sent to other Regions, and the number of packages/boxes received.

If no packages/boxes are sent/received on a delivery day, enter "0".

Make sure the Velocity Express 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.

At the end of each month, total the three columns and send the completed form to the SJRLC office, even if your library has sent no packages during the month. Be sure to include the name of your library at the top of the form.

PROBLEM RESOLUTION

If you have a problem with Velocity Express service:

1. Keep a delivery problem record or log. Include dates and names of Velocity Express people you have dealt with.  Note what they have told you will be done to correct the problem.
   
2. Notify the SJRLC office by calling as soon as possible, or by sending a copy of your problem log.

If the same problem occurs more than once:

Call the SJRLC office and send the SJRLC office a copy of your problem log.

The SJRLC office will then contact Velocity Express to resolve the ongoing problem.

The most common delivery problems in the past were drivers who did not pick up or deliver to the site designated by the library. Most of these problems were solved by speaking to the driver.  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 designated site at the correct frequency for your library (2, 4 or 5 days/week).

Most importantly, don't let problems slip by. If something is not right, call the SJRLC office. It is Velocity's job to get it right, and our job to see that it is done.

Questions and concerns about the SJRLC Delivery Service should be directed to:

Sandi Augello, Administrative Assistant
South Jersey Regional Library Cooperative
Paint Works Corporate Center
10 Foster Avenue, Suite F-3
Gibbsboro, NJ 08026
Telephone: 856-346-1222
augello@sjrlc.org

If you have questions or concerns about the options for SJRLC Delivery Service, please contact:

Karen Hyman, Executive Director
South Jersey Regional Library Cooperative
Paint Works Corporate Center
10 Foster Avenue, Suite F-3
Gibbsboro, NJ 08026 Telephone: 856-346-1222

As a user of the SJRLC Velocity Express Delivery System, 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 Delivery System are simplified by the use of System address labels and plastic bags, special packaging is needed for shipping videos and compact discs through the System.

Please follow the following supplemental packaging guidelines when shipping videos or compact discs:

1. 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.) A padded envelope may be used to ship a single video or disk.
   
2. Do not use film boxes to ship videos or disks.
   
3. 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.
   
4. Do not label the box or package in any way that identifies it as containing videos or discs.
   
5. Pad with paper if items being shipped don't fill the box, or if handling (e.g. stacking) could puncture the box.
   
6. Include a packing list inside the box.
   
7. If you are the recipient of a box which does not contain all the items indicated on the packing list: 
   • Check with the sender to verify that missing items were shipped out in the box
   • If the items are verified as missing, immediately notify the SJRLC office, 346-1222
   • Keep the packing list and the box until the cause of the problem has been determined.

Velocity Express will not deliver unsealed boxes, but will contact the SJRLC office to determine disposition. This does not include open boxes containing properly packaged items.

Remember that Velocity Express 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 on Velocity Express 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 the AV circuit, we recommend shipment through an insured service.