KYVL Courier Service FAQ
- Is the courier service just for sending and receiving interlibrary
loans?
- The KYVL Ground 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, please email
kyvl@ky.gov or call 877-588-5288.
- 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 the KYVL office at 877-588-5288 or email kyvl@ky.gov.
- 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 Online Courier Pickup Form for each library
I am sending items to or for each bag?
- You only need to fill out one Online Courier Pickup 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 Bluegrass Community and Technical
College, 1 bag each is going to 5 other sites. On your Online Courier Pickup
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 Bluegrass
Community and Technical 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 Online Courier Pickup Form go inside the bag?
- No, leave the Online Courier Pickup Form outside (2 copies), on top of the
bags that are being shipped. When the courier comes, he/she will sign both
copies of the printed Online Courier Pickup Form for that day and leave one
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
KYVL for more bags.
- I have too many bags.
- Send extra bags by courier to the KYVL office. 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 is 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 an Online Courier Pickup Form for the courier if I have
nothing to send?
- No. If the courier insists, refer the courier to KYVL. (Tollfree phone 877-588-5288)
- 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 Shipping Label or does it have
to be typed?
- If you can write legibly, then that's fine. If you cannot, then print the
information to labels or type the information on the shipping tag..
- I don't have anything to send. Who do I need to contact to inform
them?
- The courier 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 Ground Courier service is for interlibrary loan service within
the state of Kentucky among the participating Kentucky libraries listed
on the Pickup
Delivery Schedule only. The bags should not be used for another purpose.
- I have something to send to a Kentucky library not on your Pickup
Delivery Schedule.
- See above.
- Help, the courier 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 or email kyvl@ky.gov
or call us at 877-588-5288 to report the problem. Then send the package out
the next time the courier 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 that 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 should be submitted online.
- The courier would not wait while I checked the contents of the bag.
- The couriers 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 courier 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.
Last updated: 7/7/06