CORRECT LABELING OF ITEMS FOR DELIVERY

All items placed in the bin for delivery must have one of the following routing labels: 1) a WISCAT shipping label, 2) a pink routing label, or 3) a gray routing label.  In order to determine if these labels are correctly filled out you will need to consult the South Central Library System’s Delivery Network list.  Be sure to bookmark this web site: http://psw.scls.lib.wi.us/delivery/networks/networks.html  It is better to consult the online list  rather than a printed one as the list is being constantly revised.        

For sending or returning WISCAT materials it is preferred that you use the printed WISCAT slips. These are the slips generated by Agent software when you go into the “Maintain Shipping Labels” section and print the labels for the material you are sending.  Fold the slip so that the portion marked “Delivery” is facing up (to send items) or “Return” information is up (to send material back).  Attach it to the front of the item, using removable tape only.  No other tape should ever be used.  Put a rubber band around the item to further secure the label and keep any loose items inside.  All libraries participating in statewide delivery will have a delivery hub, all in caps, printed above the library name.  Be sure to check for this hub name on each slip and if you find one you can place the item in the WRLS bin.  If no delivery hub is printed the item has to be mailed.   

There are two exceptions to this procedure that applies when returning material.  First, if the “Return” side of the slip says “Route: MUST RETURN ITEM TO SPECIFIC LENDING LIBRARY” at the top then you can’t use the shipping label to route the item.  This is because it was borrowed for you from a library not participating in WISCAT, using the OCLC system.  For these items you must first consult the Delivery Network list.  If the library is found there you can still route the material the delivery system using a preprinted pink routing slip (see below).  If the library isn’t there the item has to be mailed.   

The other exception is when the “Return” side of the label says WINDING RIVERS, but the library that owns the item isn’t a WRLS library.  These are items that WRLS borrowed from libraries outside the WISCAT network, also using OCLC.  Again these items need to be routed with a pink label, but the WISCAT slip should be sent to WRLS, Attention Charles to do the necessary updating in OCLC.   

Pink or grey preprinted routing labels may be used in place of WISCAT slips if: 1) the items are not ILL material, 2) the WISCAT return slip cannot be used (see above), or 3) the item was not requested through WISCAT.  If you are using pink or gray labels to route material first check the item and/or the paperwork sent with it to determine where it needs to be sent. Then go to the online delivery list (see the first paragraph) and look for that library in the left-hand column.  Items from libraries not on the list cannot be returned through delivery.  They must be mailed.  This includes out-of-state libraries (except Minitex) as well as Wisconsin libraries not in the delivery network.  Do not put an item in the bin if the owning library is not on the list.  It will be returned to you for mailing.   

If the library is on the list then go to the right-hand column and find their ‘System Delivery Hub.’  These hubs are the locations where the statewide delivery goes.  If the hub name is Winding Rivers then fill out a gray routing slip.  Put the destination library’s name on the “To:” line and your library on the “From:” line.  On the date line put the date when the material was received at your library, not the date the WRLS pickup is made.  Attach the label to the top of the item, using removable tape and a rubber band.

If the hub name is anything other than Winding Rivers a pink routing slip must be used.  Put the hub name on the “To:” line.  When you first start using labels this seems illogical, but it makes sense if you think about it.  Put the destination library’s name on the “For:” line.  This is where you want the item to end up.  On the “Date:” line put the date as described above for gray slips.  Attach the label to the front using removable tape and secure everything with a rubber band. Place the item in the WRLS bin.   

This whole process, especially for pink labels, can be confusing at first.  But once you understand the rules it becomes second nature.  Just remember the following basic guidelines: 

1.         Use WISCAT shipping labels whenever possible to route material.  Make sure they are filled out completely, with a system delivery hub (all in caps) and a destination library on all slips.

2.         When “MUST RETURN ITEM TO SPECIFIC LENDING LIBRARY” appears at the top of the Return side a preprinted routing slip must be used (see #3) or the item must be mailed (see #4).

3.         When it isn’t possible to use WISCAT slips then preprinted routing slips may be substituted –       gray slips for  libraries whose System Delivery Hub is Winding Rivers and pink slips for the rest.

a.         Write the name of the System Delivery Hub on the “To:” line.

b.         Write the name of the eventual destination on the “For:” line. 

c.         Write your library’s name on the “From:” line.

4.         Only those items from libraries found on the Delivery Network list should be placed in the bin. All other items must be mailed.

5.         For borrowed materials being returned always use the date that the item was received by you and not the date WRLS picks it up.  This is especially important for material checked out directly from another library not in the WRLSWEB network and returned to you. 

6.         Always attach the label with removable tape and secure it with a rubber band. 

The above rules apply only to items being routed to libraries outside WRLSWEB.  For items owned by WRLSWEB members the preferred method of labeling is receipt printer slips.  These can be placed in the item with the slip projecting far enough over the top to be able to clearly see the destination library.  If the slip can’t be securely placed inside the item it may be taped to the front, using removable tape.  If receipt printer slips aren’t used then the preprinted white “In Transit” slips may be substituted.  Just circle the destination library and tape it to the front of the item before placing it in the blue bin.  When taping an in transit slip to a WRLSWEB item a single piece of removable tape is sufficient. A rubber band is not required for these items.   

Please call Winding Rivers with any questions about these procedures or any other aspect of delivery.  The quality of delivery service depends on accurate and complete labeling.  Making sure that all items you place in delivery are correctly labeled is essential to the smooth operation of this critical service. 

Charles Clemence

Delivery Coordinator

(rev. April 2007)