Delivery

Libraries must complete the annual online LORI Resource Sharing Certification to be eligible for resource sharing activities, including statewide delivery. 

Criteria to maintain eligibility: 

• Follow LORI delivery procedures.
• Participate in the biannual item counts in spring and fall.
• Maintain timely communication with OLIS about delivery issues, schedule changes, etc.
• Each LORI library is required to provide an email contact to ensure at least one person at the library receives delivery communications. Report changes to olis.lori@olis.ri.gov
• Libraries that do not comply with Delivery Procedures are subject to delivery service restrictions. 

Destinations

• Only LORI Network member libraries listed in the delivery schedule can receive delivery.
• Some communities use hub/satellite models.
• If libraries have shortened open hours, a secured exterior drop box may be used.
• Pick-up or delivery must be inside the library unless a secure and dry alternative has been identified among the library, OLIS, and Optima.

Delivery on Demand (DOD)

Delivery on Demand DOD Request Form

OLIS determines a library’s designation as Delivery on Demand based on data on the library’s delivery volume and the state’s budget for delivery. Libraries without a scheduled route may qualify for Delivery on Demand (DOD), entitling them to one pickup/delivery per week of only items generated from an interlibrary loan request. Items arriving at the sorting warehouse will automatically be delivered to the DOD library. The library needs to submit the Delivery on Demand DOD Request Form to request a pickup of outgoing items. DOD libraries must still meet all packaging, labeling, and reporting requirements.  

Delivery Items

• Library materials sent through delivery include but are not limited to books, photocopies, flyers, DVDs and other non-print items, boxes of books and other library items.
• Do NOT send fragile items, oversized/heavy items, equipment (except Talking Books machines and OLIS Programming Kits returning to DSL), cash/checks/money orders, or materials of a rare or irreplaceable nature).
• Only materials generated from an interlibrary loan request may be sent to DOD (Delivery on Demand) libraries. If a library has books or other non-ILL materials to send to a DOD library, please make alternative arrangements. Violation of this policy will result in the sending library being fined the current cost of the stop.
• The courier does not hold materials at its facility. All materials received by the courier are sorted the same day and distributed to libraries the next delivery day.
• Undeliverable items are sent to OLIS, and non-LORI items are sent back to the sending library.
• If a library receives a non-LORI item from a patron, the item must be dispositioned by the receiving library. Do not send non-LORI materials to OLIS for disposition; the materials will be returned to the sending library. 

Delivery Schedule 

Delivery routes, stops, and frequency are determined by OLIS and the vendor. Library three-letter delivery codes and delivery days are listed in the online delivery schedule. Adjustments may be made as needed by OLIS and the vendor. There is no guarantee of a specific time for delivery as over 150 libraries statewide receive delivery and individual routes may be impacted by weather, traffic, delivery volume, staffing or vehicle trouble. Efforts will be made to communicate significant delays to impacted libraries. 

Delivery Holidays 

Delivery does not operate on designated holidays or during vendor closures. Refer to the published Delivery Holidays list for the current list of dates. 

Labeling & Packing

Over 1,700,000 library materials pass through the delivery system each year. Most items reach their destination without incident; however, some have substantial delays or are reported missing. Please follow the proper procedures to help prevent delivery complications. 

Regular Items 

• Items must be packed in OLIS-provided LORI delivery bins with an official LORI delivery slip using the correct three-letter code located in the Delivery Schedule.
• A delivery slip must be used for each item and be clearly legible (use receipt printer or marker – no pencil or pen).
• When sending an item to a satellite library, use the satellite library’s delivery code on the delivery slip. Do not use any other code.
• Place the delivery slip firmly inside the middle of the item with the delivery code clearly visible. If the binding is not strong enough (typically A/V items, paperbacks and children's books) to hold the delivery slip in place, use a rubber band(s) to secure the slip inside the item.
• Items should be placed in the outgoing bin immediately after being marked "in transit" in the online catalog.
• Stack contents carefully to maximize bin space. Fill delivery bins, but do not overfill. The lids must fully close.
• Ensure bins contain only outgoing items (no hold-shelf, damaged-shelf, shelving cart items, etc.).
• Member libraries must only use the bins for the delivery service.
• Request additional bins or arrange pickup of excess bins using the Delivery Issues Form.
• Refer to Best Practices: Library Delivery Photos 

Special Items 

• When a bin does not require sorting by the vendor (i.e. the bin contains a Book Club in a Bag or is full of items going to the same library), securely attach the delivery slip with the correct delivery code to the top of the bin. Do not tuck the slip in the bin flaps since it may fall out rendering the bin undeliverable. A sturdy cardboard box may also be used, but block out any previous shipment/labeling information.
• For specific information about returning OLIS kits, please see Programming Kits & StoryWalk® Sets for Public Libraries. 

Receiving Delivery

• Ensure there is a clear, safe path to the delivery location.
• When bins are delivered, they should only contain items intended for that library. Submit the Delivery Issues Form if the library receives a bin or items belonging to another library.
• Place misrouted materials with a delivery slip back into delivery. If there is no slip, please return it to the owning library. Libraries within a shared catalog may scan the item to determine where it belongs.
• Follow proper check-in procedures before returned items are shelved.
• Always empty the bin before starting to refill it with outgoing items. 

Delivery on Demand (DOD)

Delivery on Demand DOD Request Form

OLIS determines a library’s designation as Delivery on Demand based on data on the library’s delivery volume and the state’s budget for delivery. Libraries without a scheduled route may qualify for Delivery on Demand (DOD), entitling them to one pickup/delivery per week of only items generated from an interlibrary loan request. Items arriving at the sorting warehouse will automatically be delivered to the DOD library. The library needs to submit the Delivery on Demand DOD Request Form to request a pickup of outgoing items. DOD libraries must still meet all packaging, labeling, and reporting requirements.  

Please report delivery issues as soon as possible to OLIS to ensure communication reaches the OLIS Delivery Team allowing for timely resolution and incident tracking. Libraries should not rely on communications with the driver. Use the Delivery Issues Form to report the following:  

• Missed stops or incomplete pickups
• Damaged or wet materials
• Misrouted items
• Excess or shortage of bins
• Temporary closures, access/construction, or hours changes  

Damaged Items Received in Delivery

If the library receives damaged items in delivery due to vendor negligence, promptly report the incident to OLIS using the Delivery Issues Form and notify the owning library. Send photographs of the damaged items to OLIS at olis.lori@olis.ri.gov (please make sure the title and damage are visible). If the owning library feels the item is no longer suitable for circulation, the owning library submits the item title, cost and photos to OLIS for resolution.  

OLIS conducts a statewide delivery item count twice a year (spring and fall). Participation is required for all LORI libraries. Item count dates, worksheet and the webform will be published when the count period is announced. 

What to count 

• All outgoing items placed in delivery bins, including those bound for Massachusetts.
• OSL member libraries: only count items NOT checked out in Koha
• Hubs/Satellites/DODs: each library counts/reports its own outgoing totals  

How to report 

• Use the tally worksheet to track daily totals.
• Submit totals using the webform during the reporting period.
• Refer to Resource Sharing - Reports and Statistics for data reports

The Office of Library and Information Services (OLIS) has collaborated with the Massachusetts Library System (MLS) to provide an interstate delivery service.  This service enables eligible Rhode Island and Massachusetts libraries to send and receive interlibrary loan items across the state border at no cost to participating libraries. 

Use the appropriate delivery slip when supplying and returning items to MA and RI participating libraries. Each state has its own unique delivery slip and requirements. RI uses 3-letter delivery codes to represent each library (not the OCLC symbol). MA libraries are addressed to the name of the town, university/or network, not by code. Refer to the participating libraries in each state to find the appropriate code or library name. 

Refer to Best Practices Interstate Delivery Photos

Requesting Procedures for RI Libraries

• OLIS ILL Clearinghouse Users: Follow the standard procedures
• WorldShare ILL or ILLiad libraries: With each request submitted, add a note such as the following in the Borrowing Notes: “Library of Rhode Island Delivery ROUTE: XXX” where XXX is your 3-letter LORI delivery code. 

Returning Procedures for RI Libraries

• Return an item via delivery if received from MA through LORI Delivery.
• Look for the return delivery slip. Use it to ship the item back.
• When a return delivery slip was not included:
  • If the item belongs to any MA participants but OCD or MLN, locate the correct route in the MA Delivery Route Index
  • Print the correct slip from MA Delivery Slip Master - All regions
  • Add the library name on the “To:” field
  • If the supplying library isn't listed in the MA Participants, the item was likely supplied by one of the OCD or MLN libraries through MLS. Ship the item to MLS.

Supplying Procedures for RI Libraries

Public Libraries 

• Incoming requests arrive through the library's ILL email from MLS.
• If able to fulfil the request, locate the route and library name for the delivery slip in the beginning of the email.
• Select the correct slip for the route from MA Delivery Slips - All regions
• Include a prefilled RI return slip when supplying to help the requesting library return the item to your library. Use the RI Delivery Slip master.
• Send MLS the status of the request via email.
• If unable to fulfil the request, forward the request to the next supplying library via email. Send MLS the status (declined, forwarded, or shipped) of the request via email. 

Academic Libraries 

• Incoming requests are usually delivered through WorldShare ILL/Illiad.
• Follow internal ILL procedures.
• Look for “Borrowing Notes” for route information and the name of the destination.  Use the proper slip from MA Delivery Slips - All regions.
• Include a prefilled RI return slip when supplying to help the requesting library return the item to your library. Use the RI Delivery Slip master.

Delivery Slip Resources to supply to Massachusetts Libraries

MA Delivery Route Index 

Delivery Slip for MLS 

MA Delivery Slip Master - All regions

For requesting libraries from Massachusetts, lending is limited to academic libraries (except Brown University) and a selected number of public libraries. See Participating Rhode Island Libraries. Return RI items using the correct 3 letter library code from the RI Delivery Schedule and RI Delivery Slip Master. 

Requirements 

Non-profit organizations and government agencies must meet the following criteria: 

1. The materials or the services/programs referred to in the materials are free of charge to libraries and the target audience.
2. The materials to be distributed could enhance library services and its outreach to the community.
3. The non-profit organization or government agency agrees to package and label all envelopes or boxes of materials at its own expense.
4. Total weight of the individual boxes of materials does not exceed 25 lbs.
5. The non-profit organization is authorized to transact business in Rhode Island. 

Submitting a Request 

Submit the following information by email to Lori DeCesare at OLIS. Incomplete requests will be returned with notations of missing information. OLIS will respond within 10 business days. 

1. Name of the organization or agency making the request.
2. Name and contact information of the individual representing the organization or agency.
3. A digital copy or image of the material(s) and a brief description of it.
4. Intended use and audience for the materials.
5. A draft notice to libraries stating the purpose of the materials and their audience. If the request is approved, this notice will accompany materials.
6. A list of the types of libraries the organization would like to receive the material, i.e., public, school, academic, hospital, other. Consult the online list of eligible libraries. Under no circumstances will delivery be made to libraries noted as DOD (Delivery on Demand). 

If the Request is Approved 

OLIS will: 

1. Provide a labels template with the 3-letter public library delivery codes for the requester to print and use to label all envelopes or boxes.
2. Inspect and accept the materials and approved notice for libraries with regular delivery schedule (no DOD libraries). 

The non-profit organization or government agency will: 

1. Package materials in envelopes or boxes. (Rolled items will not be accepted).
2. Insert the approved notice to libraries in each envelop or box.
3. Unless otherwise authorized, deliver all materials to OLIS at 1 Capitol Hill, Providence, RI 02908, from where they will be placed in the delivery system. 

Where is the current schedule of stops or the 3-letter code of a library? 

All information about the delivery service including stops list and codes can be found in the Delivery Schedule. 

Do all libraries have delivery service? 

Only libraries who are LORI Network member libraries can receive delivery service.  

The driver didn’t come today, should I wait for my next stop? 

Use the online Delivery Issues Form to report the missed stop as soon as possible. Please do not wait until days after the missed stop or until the driver has missed multiple stops before reporting this to OLIS.  

The driver has left some materials/bins behind. 

Please notify OLIS as soon as possible by filling in the online Delivery Issues Form. The form generates an email notification to OLIS staff. Bins or materials left behind should be picked up on the same day or OLIS can request credit for a missed stop. OLIS will contact the vendor to return. 

If I notify OLIS of a missed stop or incident, will the driver get into trouble? 

The vendor supervisor will speak with the driver to resolve the issue. Most issues are not severe and will not cause the driver to be in any serious trouble. It will not affect the relationship with the driver. 

I don’t have enough bins; will the driver take a few extra items without the bin? 

If they have space. If there are 2 or 3 items and no bin to place them in, ask the driver if there is room in a bin in their vehicle to put them in. Notify OLIS if extra bins are needed by using the Delivery Issues Form. 

What happens if an item is miscoded, or a routing/delivery slip falls out? 

Any item placed in delivery without a proper code or slip will be sent directly to OLIS.  The proper destination or owning library information will be determined and the item will be sent on its way. 

If an item is lost, what should we do? 

Check with the lending library to be sure that no one placed the item back on their shelves and that it has left their library. If the item does not arrive after 2 weeks have passed, submit the information in the Delivery Issues Form.