KYVL Courier Service FAQ

Is the courier service just for sending and receiving interlibrary loans?: The courier service is for sending and receiving interlibrary loans that have been officially processed by a participating library's Interlibrary Loan Department and for the distribution of KYVU materials within the state of Kentucky among the participating libraries listed on the pickup delivery schedule. It is not appropriate to use the courier service for the shipment of items such as equipment, gifts and exchanges, large collections, discarded government publications, material that can be mailed postage free, correspondence, etc. If you have questions about the appropriateness of an item, contact Jackie Kinder at the KYVL office.
Is the courier service just for interlibrary loans for KYVU/KYVL students?: No, the courier service is for interlibrary loans for all of your library patrons who want to borrow materials held by participating libraries within the state of Kentucky.
Who do we contact if we need more barcodes, bags, pickup forms?: Contact Jackie Kinder at the KYVL office. Tollfree phone- 877-740-4357 or email [email protected].
Who do we contact if we need more securaties or manila shipping tags?: KYVL provided an initial supply of securaties and shipping tags to all participating libraries. When that supply is gone, you will need to reorder your own supply of securaties and shipping tags. A list of suggested supply sources is available on the KYVL website.
Do I fill out a separate pickup record form for each library I am sending items to or for each bag?: You only need to fill out one pickup record form per day. There is room on the form for 15 entries. So, for example, you have 10 bags to send today. 2 bags are for UK, 3 bags are for Lexington Community College, 1 bag each is going to 5 other sites. On your pickup record form on the first line you would record the UK shipment's barcode numbers, write 2 under PCS because you are sending UK 2 bags and under WT write the number of items in each bag. On the next line you would record the Lexington Community College shipment's barcode numbers, write 3 under PCS and under WT write the number of items in each bag. On the next 5 lines you would record the shipment information for the other 5 locations.
Does the pickup record form go inside the bag?: No, leave the pickup record form outside, on top of the bags that are being shipped. When the driver comes, he/she will sign the pickup record form and leave the pink copy for your records. You will need your copy to report monthly statistics to KYVL.
Can I put more than one item inside a bag?: Yes, if all the items are going to the same location and they will all fit in the same bag then put them in one bag.
I have something to ship and I have run out of bags.: Go ahead and ship the item using a box or jiffy bag and attach a barcode from the supply you got with your courier supplies. Contact Jackie Kinder at KYVL for more bags.
I have too many bags.: Send extra bags by courier to Jackie at KYVL. Do not stockpile bags. Somebody somewhere needs them. KYVL will redistribute bags to libraries that need more.
Is the delivery time on the pickup delivery schedule local time or Eastern time?: The delivery time for your location should be your local time.
Can films be sent by the courier service?: Yes, the courier service will accept any package up to 70 pounds and 130 inches in length and girth.
Do I fill out a pickup record form for the driver if I have nothing to send?: No. If the driver insists, refer the driver to Jackie at KYVL. (Tollfree phone 877-740-4357)
Do I sign for deliveries left at my library?: Yes.
Can we reuse the manila shipping tags for the courier bags?: Yes. They are meant to be used over and over. Just stick new mailing labels over the old ones.
Can I write the information on the Pickup Record Form and Shipping Label or does it have to be typed?: If you can write legibly, then that's fine. If you cannot, then type the information.
I don't have anything to send. Who do I need to contact to inform them?: The driver will automatically come to your library at the scheduled times regardless of whether you have something to send or receive.
I have something to send out of state. Can I use these bags for that?: No. The KYVL courier bags are for use for interlibrary loan service within the state of Kentucky among the participating Kentucky libraries listed on the Pickup Delivery Schedule only.
I have something to send to a Kentucky library not on your Pickup Delivery Schedule.: See above.
Help, the driver left a bag that was supposed to go to a different library. What do I do?: If this happens to you, fill out the Problem Report Form on the KYVL website and submit it online or email Jackie Kinder at KYVL or call tollfree 877-725-4357 to report the problem. Then send the package out the next time the driver stops at your library. Do not record it on your Pickup Record Form as it is not from your library.
Do I put a new bar code on the courier bag each time I use it?: No. All KYVL courier bags come to you with barcodes already on them. Do not tear that barcode off or cover it with a new one. That barcode stays on that bag, until it either falls off, wears out, or becomes unreadable. When that happens, then you can put on a new barcode from your supply.
What do I do with the duplicate barcode number?: On your supply of extra barcodes that you use with jiffy bags or boxes, you will notice on the left side of the barcode, the number is repeated on a small strip. The barcode is designed so that you could stick that duplicate number on your Pickup Record Form but if you do that the tracking number would not appear on your pink copy and you wouldn't be able to track the package if you needed to. KYVL's suggestion is that you write the barcode number on your Pickup Record Form and either put the entire barcode on the package or just throw away the duplicate bit.
Why do I have to report statistics to KYVL?: Both Ariel and Courier statistics are due into the KYVL office by the 15th of the month for the previous month. (For example, August statistics are due by September 15.) Statistics are required for continuation of the service and will only take a few minutes of your time. KYVL needs your statistics to justify the costs involved. The Statistic Reporting Form is available on the KYVL website and may be submitted online or printed out and sent by courier to the KYVL office.
The driver would not wait while I checked the contents of the bag.: The drivers have no information about what is supposed to be in a bag. They are only concerned with the number of bags that are delivered to your site. It is not appropriate to ask the driver to wait while you check the contents inside the bag. If items are missing or damaged, report the problem to KYVL.
How do we know what materials are supposed to be in the shipment?: You can assume that all the materials that were supposed to be shipped to you are in the shipment that you receive, unless the securatie is missing or the bag is damaged. If that is the case, you can confirm what was supposed to be in the bag by contacting the library that sent the shipment to you. They can check their own internal shipping logs to determine if anything was missing. If anything is missing, fill out the Problem Report on the KYVL website and Lanter will investigate.