RIDES logo


RIDES Policies

 


RIDES Procedures




PACKING

RIDES 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 MCLS via the RIDES Assistance form. Only books may be sent unpackaged. NOTE: RIDES will not accept responsibility for damage, liability, nor will they reimburse, for any items that are shipped through delivery without packaging. Libraries that participate as 'No Pack' accept full financial responsibility for their own books. 'No Pack' libraries may not invoice borrowing libraries or RIDES for lost or damaged books sent without packaging.
  • Lending library procedure:
    • Verify all items being loaned are well marked with ownership information.
      • Please include your MeL Agency Code (z code) on the book band or MeLCat identifying label that is attached to the item.
      • Library systems with more than one location (branches) on the RIDES label maker should clearly indicate on the items they lend where the item is to be returned.
    • Pack libraries will ship ALL items packaged per the item type instructions below.
      • All packages must have a current RIDES shipping label firmly affixed to the top of the package.
      • Labels
    • No Pack libraries may only ship BOOKS they are lending unpackaged per the item type instructions below.
        • Securely attach a current RIDES shipping label to the book per the item type instructions below.
        • NOTE: RIDES will not accept responsibility for damage, liability, nor will they reimburse, for any items that are shipped without packaging.
      • All other items should be packaged per the item type instructions below.
        • All packages must have a current RIDES shipping label firmly affixed to the top of the package.
        • Labels
    • When shipping multiple items to the same library on the same day, they may be packed together in a padded envelope or small box that will fit inside the shipping tote.
      • RIDES shipping labels must be firmly affixed to the top of the envelopes or boxes.
      • Do not stockpile or save items to ship another day so that an envelope or box may be filled.
      • Depending upon the size, weight, and number of items, use a dedicated tote. (Not to exceed 40 lbs) 
        • Do not stockpile or save items to ship another day so that a tote may be filled.
        • Seal the tote with shipping tape and attach a 'Dedicated' label to the top of the tote.
    • DO NOT use recycled cardboard boxes that contained food to package materials.
    • Packers should use moderation when sealing packages with tape.
    • Staples are not allowed.
      • Staples should be removed from old or recycled packaging before it is sent.
    • Shipping labels should be secured to the packaging, or secured to the item with multiple heavyweight rubber bands. Do not cover the label information with the rubber bands, but your items will be handled many times in the course of delivery, and a single small rubber band will not last.
    • All old labels should be removed from old or recycled packaging before it is sent, including USPS, UPS, FedEx, etc. labels. If a label cannot be removed, mark through the label information and all bar codes with a black marker.
    • All A/V and non-book materials must be securely packaged per the item type instructions below.
    • All RIDES shipping labels must be created using the current RIDES label maker.
      • Information changes often. Labels older than one month should not be used.
  • Borrowing library procedure:
    • Do not use sticky labels or ANY kind of tape directly on borrowed items.
    • ALL items being returned to a Pack library should be packaged per the item type instructions below.
      • All packages must have a current RIDES shipping label firmly affixed to the top of the package
      • Labels
    • BOOKS being returned to No Pack libraries should not be packaged, but prepared per the item type instructions below.
      • No Pack will appear on the RIDES shipping label when appropriate.
      • Each book must have a current RIDES shipping label firmly affixed.
      • Labels
    • All other items being returned to a No Pack library should be packaged per the item type instructions below.
      • All packages must have a current RIDES shipping label firmly affixed to the top of the package.
    • When multiple items are being returned to the same library on the same day, they may be packed together in a padded envelope or small box that will fit inside the shipping tote.
      • RIDES shipping labels must be firmly affixed to the top of the envelopes or boxes.
      • Do not stockpile or save items to ship another day so that an envelope or box may be filled.
      • Depending upon the size, weight, and number of items, use a dedicated tote. (Not to exceed 40 lbs) 
        • Do not stockpile or save items to ship another day so that a tote may be filled.
        • Seal the tote with shipping tape and attach a 'Dedicated' label to the top of the tote.
    • DO NOT use recycled cardboard boxes that contained food to package materials.
    • Packers should use moderation when sealing packages with tape.
    • Staples are not allowed.
      • Staples should be removed from old or recycled packaging before it is sent.
    • Shipping labels should be secured to the packaging, or secured to the item with multiple heavyweight rubber bands. Do not cover the label information with the rubber bands, but your items will be handled many times in the course of delivery, and a single small rubber band will not last.
    • All old labels should be removed from old or recycled packaging before it is sent, including USPS, UPS, FedEx, etc. labels. If a label cannot be removed, mark through the label information and all bar codes with a black marker.
    • Any items shipped in a special container or wrap must, upon request, be shipped back to the Lending library in the same materials.
    • All A/V and non-book materials must be securely packaged per the item type instructions below.
    • All RIDES shipping labels must be created using the current RIDES label maker.
      • Information changes often. Labels older than one month should not be used.

Item Type Packaging Instructions
  • Books
    • Pack
      • Package book in a padded envelope or cardboard box.
        • Note: DO NOT recycle cardboard boxes that contained food.
      • Seal the envelope or box with shipping tape.
      • RIDES shipping label must be firmly affixed to the top of the envelope or box.
      • Labels
      • Place package in RIDES tote.
    • No Pack
      • Do not use sticky labels or ANY kind of tape directly on borrowed items.
      • Use *multiple* heavyweight rubber bands to secure the book.
        • Use rubber bands that are large enough, do not allow book to curl or bend.
      • Secure the RIDES shipping label to the book. Options include:
        1. Tape the RIDES shipping label to the MeLCat identifying label, to the book band, or to the rubber band.
        2. Print two RIDES shipping labels per page and cut in half. Fold the shipping label under the cover of the book with the full address showing, then secure with multiple rubber bands.
        3. Labels
      • A maximum of 2 books may be rubber banded together.
      • Place book in RIDES tote.
      • NOTE: RIDES will not accept responsibility for damage, liability, nor will they reimburse, for any items that are shipped without packaging.
  • A/V and Non-book Materials:
      • All A/V and non-book materials must be securely packaged.
      • If the item needs to be secured before packaging, use rubber bands rather than tape.
      • Package in a padded envelope, bubble wrap, or cardboard box for extra protection.
        • Note: DO NOT recycle cardboard boxes that contained food.
      • Seal the envelope or box with shipping tape.
      • RIDES shipping label must be firmly affixed to the top of the envelope or box.
      • Place package in RIDES tote.
  • Microformat
      • Use packing boxes that are appropriate for the size of the material.
        • Note: DO NOT recycle cardboard boxes that contained food.
      • Microfiche may be packaged in a small envelope and then a larger padded envelope.
      • Seal the envelope or box with shipping tape.
      • RIDES shipping label must be firmly affixed to the top of envelope or box.
      • Place packages in RIDES tote.

LABELS

To create RIDES shipping labels:
  1. Access the RIDES label maker at: http://mcls.org/rideslabels.
  2. Search for the correct library locations, either using the 'Search' box or scrolling the left 'Locations' column. Verify both the MeL Agency code (zcode) and the library name.
  3. Highlight the library name. Double-click or use the arrow button to add the location to your list on the right.
  4. Under 'Format', choose to create either 'Plain Paper' for 2 labels on 8.5" x 11" paper or 'Labels' to print 6 per page.
  5. Click 'Print' to display the 'Confirm Labels and Quantity' page.
  6. If desired, change the 'Quantity' of labels to print for each location.
  7. If desired, select 'Dedicated' for single destination labels.
  8. Click on 'Print Labels'.
  9. Click 'OK' on the PDF pop-up.
  10. Verify and print your labels.
  11. To make more labels, close the PDF and click on the 'Back' button.

  • More information and labeling tips may be found HERE.
  • Only standard RIDES shipping labels created with the current RIDES label maker site may be used.
  • Do not reuse labels. Old labels must be removed, completely covered, or marked out to assure items are correctly routed.
  • Do not print multiple labels in advance since information changes often.
  • MeLCat loans should be sent to the "Pickup At" location indicated on the MeLCat paging slip.
  • When sending enough items to a single destination to fill a tote, choose the library name from the list, then click on "Dedicated".
  • RIDES shipping labels must use the current address on the RIDES label maker site.
  • 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

SHIPPING and SUPPLIES

  • RIDES will provide shipping totes.
    • Outside measurements:
      Small:  22"x15"x10"  = holds 1.4 Cu Ft
      Large:   27"x17"x12.5" = holds 2.3 Cu Ft
  • Weight Limits: containers should not exceed 40 lbs. No Pack libraries should be mindful of this.
  • The green plastic RIDES totes will ONLY be used at sites that receive DIRECT pick up and delivery from RIDES couriers. They should NOT be used for deliveries to sub-libraries or branch libraries. 
  • Everything must fit within the green RIDES tote. If you have several items packed in a cardboard box, that box must be shipped inside a RIDES tote. The only exception to this is material being sent to ROSEY.
  • The tote lid should close flat to allow for stacking.
  • A tote filled with items destined for one library should be taped closed with shipping tape, and labeled with a *Dedicated* RIDES shipping label.
  • Libraries needing totes should notify RIDES via the RIDES Assistance form.
  • Each library will be responsible for printing RIDES shipping labels from the current RIDES label maker as needed.
  • Each library will be responsible for providing padded envelopes or cardboard boxes for packaging.
  • Padded envelopes and cardboard boxes may be reused, if the old labeling is covered or marked out.

DELIVERY SITE RESPONSIBILITIES

  • RIDES Incoming sign
  • RIDES Outgoing sign
  • Shipments must be prepared in advance so that the courier does not have to wait.
  • Verify all RIDES shipping labels are for the correct delivery site.
  • Report all issues or problems to MCLS immediately via the RIDES Assistance form
  • If an item is received in error please return it to the Lending library via RIDES. If necessary, print a new RIDES shipping label with the correct information. If in doubt of where to ship the item, send it via RIDES to ZY001 MCLS - attention Sue Alt.
  • Libraries will collect all requested usage information.
  • Libraries will report extended closings of more than 30 days via the RIDES Assistance form at least 2 weeks prior to closing..
  • Libraries will report closings of less than 30 days via the RIDES Assistance form.
  • RIDES will insure items with a maximum replacement value of $100. Additional insurance may be purchased by the library directly from the courier for items valued above $100.
  • All participating libraries agree to abide by the RIDES Policies and Procedures. 
  • 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

  • Non-compliance disciplinary action will proceed in the following manner, as necessary, until there is a resolution of the problem:
    1. Contact: Library staff will contact the RIDES contact at the non-compliant library.
    2. If the issue continues, staff will contact the Director at the non-compliant library (if different from the RIDES contact).
    3. If this does not resolve the issue, staff should notify the RIDES Coordinator who will contact the RIDES contact at the non-compliant library, and the Director if necessary, requesting compliance.
    4. Written reprimand: If the non-compliant library does not comply within one month, they will be notified of the seriousness of non-compliance with warning of suspension.
    5. Suspension: If the non-compliant library does not comply within one month, the non-compliant library will be suspended from participation in RIDES for a period of two weeks.
    6. Termination of service: If the non-compliant library does not comply within two weeks, RIDES service will be terminated and a credit issued for any remaining time in the subscription period.

PROBLEM REPORTING AND RESOLUTION

If your library experiences any of the situations cited below, please complete the RIDES Assistance form. Options on the form include:
  • Damaged Materials - If items or packages arrive damaged.
    • RIDES will not accept responsibility for damage, liability, nor will they reimburse, for any items that are shipped through delivery without packaging.
    • Please submit one form per item.
  • Lost/Missing Materials - If you believe items or packages are missing from a shipment.
    • All missing items should be reported. Please submit one form per item.
    • Submitted by the Borrowing Library.
    • Libraries that participate as 'No Pack' accept full financial responsibility for their own books. 'No Pack' libraries may not invoice borrowing libraries, RIDES, or the courier, for lost books sent without packaging.
  • Non Delivery - If normal RIDES delivery service has not occurred. (missed pickup/delivery)
    • Report as soon as possible.
  • Totes - If you need more totes or have too many, if a tote is broken or the barcode is missing, if you have a problem with your library barcodes, or other concerns with the totes.
  • Closing Information - If your library will be closed other than your normal schedule or scheduled RIDES holidays.
  • Miscellaneous - Questions or concerns about the label maker, subscriptions, or other issues that do not fit the above criteria

Recurring problems will be investigated and negotiated by the RIDES Coordinator.

DAMAGED MATERIAL PROCEDURE

  • Damaged Material
    • RIDES will insure items with a maximum replacement value of $100.
    • The default replacement price for AV cases is $5.00.
    • Libraries that participate as 'No Pack' accept full financial responsibility for their own books. 'No Pack' libraries may not invoice borrowing libraries, RIDES, or the courier, for damaged materials.
    • The Borrowing library is responsible for payment to the lending library and for collecting any possible reimbursement from RIDES for damaged material.
    • MeLCat libraries should follow the MeLCat procedures for processing items deleted from their collection.
    • Damaged materials should be sent via RIDES to ‘ZY001 MCLS’. Photos of damaged items may be accepted.
When an item is damaged:
    • 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, to see where the damage may have occurred, and whether the item was packaged properly.
    • Libraries that participate as 'No Pack' accept full financial responsibility for their own books. 'No Pack' libraries may not invoice borrowing libraries, or the courier, for lost or damaged books.
    • Verify that the item did or did not process through a central delivery site. If either the lending or the borrowing library receives materials from a central delivery site, that facility should be questioned as well.
    • The sending library will assume all responsibility for items sent through RIDES that are packaged improperly.
    • If it is believed that the damage occurred while in transit with RIDES, the Borrowing library is responsible for contacting RIDES via RIDES Assistance form / Damaged Material.
    • The form should include the following information:
      • Date of occurrence
      • Lending library and agency code
      • Borrowing library and agency code
      • Item status
      • Item complete title
      • Item author
      • Item barcode
      • Item format (book, paperback, DVD, CD, etc.)
      • Item replacement cost
      • Description of damage
    • Send the damaged item, along with any original damaged packaging, to MCLS (ZY001) via RIDES.  Include the Damage Report ticket number, verification of replacement cost and any other pertinent emails or paperwork with the item.  If you are not able to send the item, submit photos with the RIDES Assistance form.

LOST/MISSING MATERIAL PROCEDURE

  • Lost/Missing Material


    • RIDES will insure items with a maximum replacement value of $100.
    • Libraries are expected to contact and communicate with the RIDES contact for the other library involved in the transaction.
    • Libraries that participate as 'No Pack' accept full financial responsibility for their own books. 'No Pack' libraries *MAY NOT* invoice borrowing libraries, RIDES, or the courier, for lost books.
    • The Borrowing Library is responsible for payment to the Lending Library and for collecting any possible reimbursement from RIDES for lost materials. Note: Borrowing Libraries are *NOT* responsible for payment to the Lending Library for No Pack Library books that may be lost.
    • MeLCat libraries should follow the MeLCat procedures for processing items deleted from their collection.
    • Overdue items that are not IN TRANSIT should be processed using MeLCat procedures.

MeLCat Borrowing Libraries track items their patrons request by processing the 'In Transit Too Long' and 'Returned Too Long' reports. Data from those reports is used to create RIDES Lost/Missing reports.

For non-MeLCat items or non-MeLCat Libraries, the tracking process of the materials must be verified, indicating the status of items being sent from library A to library B as 'In Transit', and items being returned from library B to library A as 'Returned'.



When an item is missing:
    • When an item is missing a minimum of 10 days to a maximum of 60 days after shipping:
      • Borrowing Library searches for item and contacts the Lending Library in writing.
      • Verify that the item did or did not process through a central delivery site. If either the Lending or the Borrowing library receive materials from a central delivery site, that facility should be searched as well.
        • Lending Library searches, verifies status, and responds in writing to the Borrowing Library within 30 days, or forfeits right to invoice.
        • If the Lending Library indicates the item is no longer checked out to the Borrowing Library but the transaction still appears on the Borrowing Library MeLCat patron record, contact melcathelp@mcls.org.

    • If the item is not found:
      • Borrowing Library submits a complete RIDES Lost/Missing report a minimum of 10 days and a maximum of 60 days after the item was shipped via RIDES.
      • The report should include the following information:
        • Date of occurrence
        • Lending library and agency code
        • Borrowing library and agency code
        • Item status
        • Item complete title
        • Item author
        • Item barcode
        • Item format (book, paperback, DVD, CD, etc.)
        • Item replacement cost
      • Borrowing Library may post a search request to the RIDES email listserv if desired.

    • RIDES Lost/Missing reports that are submitted more than 60 days after the item was sent via RIDES will be closed 30 days after submission.
    • RIDES Lost/Missing reports that are submitted for No Pack Lending Library BOOKS will be closed 60 days after submission.
    • Borrowing Library should respond to the RIDES report ticket at any time if the item is found, or no longer appears on an 'In Transit Too Long' or 'Returned Too Long' report, so the report ticket may be closed.

    • If the item is still not found 90 days after the submission of the RIDES Lost/Missing report:
      • MCLS will contact the Borrowing Library via the RIDES report ticket and request that another search and status update be conducted.
      • Borrowing Library should confirm status, search for the item and contact the Lending Library in writing.
        • Lending Library searches, verifies status, and responds in writing to the Borrowing Library within 30 days, or forfeits the right to invoice.
      • Borrowing Library responds to MCLS within 30 days.
        • If the item is found, or no longer appears on an 'In Transit Too Long' or 'Returned Too Long' report, the RIDES Lost/Missing report ticket will be closed.
        • If MCLS does not receive a response within 30 days, the RIDES Lost/Missing report ticket will be closed 130 days after submission, and the Borrowing Library forfeits the right to reimbursement.

    • If the item is still not found 150 days after the submission of the RIDES Lost/Missing report:
      • MCLS will contact the Borrowing Library via the RIDES report ticket and request that another search and status update be conducted.
      • Borrowing Library should confirm status, search for the item and contact the Lending Library in writing.
        • Lending Library searches, verifies status, and responds in writing to the Borrowing Library within 30 days, or forfeits the right to invoice.
      • Borrowing Library responds to MCLS within 30 days.
        • If the item is found, or no longer appears on an 'In Transit Too Long' or 'Returned Too Long' report, the RIDES Lost/Missing report ticket will be closed.
        • If MCLS does not receive a response within 30 days, the RIDES Lost/Missing report ticket will be closed 180 days after submission, and Borrowing Library forfeits the right to reimbursement.

    • If the item is not found after the full 180 day process and the Borrowing Library is requesting reimbursement from RIDES the response to MCLS should include proof of correspondence with the Lending Library and the invoice from the Lending Library.
    • MCLS will process any reimbursement payments to Borrowing Libraries once a month, after the full 180 day process is completed.  At that time, the RIDES Lost/Missing report ticket will be closed.


    Updated 04/26/13