RIDES Procedures

 PACKING

• Lending library procedure:
• Include MeL Agency Code and Pack/No Pack status on the delivery label.
• Pack libraries will ship all items using padded envelopes, bubble wrap, or cardboard boxes to pack.
• All packages will have a RIDES label firmly attached.
• Note: Please do not recycle cardboard boxes that contained food.
• No Pack libraries may only ship books they are lending unpackaged.
• Note: No Pack libraries must attach a RIDES label to the item, either as a sticky label, or with multiple rubber bands.
• All A/V and non-book materials must be securely packaged per instruction below.
  

• Borrowing library procedure:
• No Pack will appear on the RIDES labels.
• No Pack libraries should package all items being returned to a Pack library. 
• Pack libraries should return books to No Pack libraries unpacked.
• Any items shipped in a special container or wrap must be shipped back to the lending library in the same materials.
• Only books may be sent unpacked.
• All A/V and non-book materials must be securely packaged per instruction below.

• Books
• Pack
• Package items in padded envelopes, bubble wrap, or cardboard boxes.
• Do not use sticky labels or any kind of tape directly on borrowed items.
• Packers should use moderation when sealing packages with tape.
• Staples are not allowed.
• Old staples should be removed from packaging before it is resent.
• All old labels should be removed from packaging before it is resent, including USPS, UPS, FedEx, etc. labels. If label cannot be removed, mark through all bar codes with black marker.
• When sending multiple items to the same library they may be packed together in an envelope or box.
  
• RIDES labels must be firmly affixed to the tops of envelopes or boxes.
• If sending 15-20+ items, depending on size and weight, use a dedicated tote or bag. (Not to exceed 40 lbs)
• Place packages in RIDES tote or bag, or library provided boxes.
  

• No Pack
• Do not use sticky labels or any kind of tape directly on borrowed items.
• Use *multiple* heavyweight rubber bands to secure the RIDES label to the item. Tape the RIDES label to the MeLCat label, to the book band, or to the rubber band.
  
• When sending multiple items to the same library a maximum of 2 items may be rubber banded together.
• When sending 15-20+ items, depending on size and weight, use a dedicated tote or bag. (Not to exceed 40 lbs for standard size tote)
• Place books and packaged non-book materials in RIDES tote or bag, or library provided boxes.
  

• AV and Non-book Materials: DVD, CD, CD-ROM, VHS, Cassette, etc.
• All A/V and non-book materials must be securely packaged.
• Place in padded bags, bubble wrap, or cardboard box for extra protection.
• If the items need to be secured before packaging, use rubber bands rather than tape.
  

• Microformat
• Use packing boxes appropriate for the size.
• Place microfiche in a small envelope and then a larger envelope
  

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 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 labels created with the RIDES label maker site may be used.
• Do not reuse labels. Old labels must be destroyed, or completely covered, to assure items are correctly routed.
• It is NOT recommended that labels be printed in advance since information changes often.
• MeLCat requests should be sent to the "Pickup At" location indicated on the lower left-hand corner of the MeLCat paging slip.
• When sending enough items to a single destination to fill a bag, tote, or box - choose the library name from the list, then click on "Dedicated".
• 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

• The courier will provide containers including totes and bags. Boxes and bins may be used as well.
• Weight Limits: containers should not exceed 40 lbs. No Pack libraries should be mindful of this.
• Libraries needing containers should inform their delivery service driver, or use the RIDES Assistance form.
• Each library will be responsible for printing labels from the web site as needed.
• Each library will be responsible for providing padded envelopes.
• Envelopes may be reused, if the old labeling is covered.

DELIVERY SITE RESPONSIBILITIES

• Shipments must be prepared in advance so that drivers do not have to wait.
• Verify all addresses.
• Report all problems immediately via the RIDES Assistance form
• Usage information.
• Inform MCLS if delivery is not needed for a protracted period of time, i.e., one month or more via the RIDES Assistance form.
  
• For one or two day closures, the delivery site should inform the delivery service driver, or use the RIDES Assistance form.
  
• The courier will insure shipments up to the value of $100.  Additional insurance may be purchased by the library through the carrier for items valued above $100.
• All participating libraries agree to abide by the RIDES Policies and Procedures. 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 offending library.
  2.    If the issue continues, staff will contact the Director at the offending 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 offending library, and the Director if necessary, requesting compliance.
  4.    Written reprimand: If the offending 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 offending library does not comply within one month, the offending library will be suspended from participation in RIDES for a period of two weeks.
  6.    Termination of service: If the offending 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

• Damaged Materials - ProMed will not accept responsibility for damage to items sent as "No Pack". They will not assume liability, nor will they reimburse, for any items that are sent through delivery without packaging.
• Lost/Missing Materials - Packages are missing from the shipment: Libraries that do not receive expected materials should first verify they were shipped. See RIDES Policies.  Please note: ProMed will not assume liability, nor will they reimburse, for any items that are sent through delivery without packaging.
• Non Delivery - Courier stop is not made (missed pickup/delivery)
• Closing Information - Library closings
• Miscellaneous - Other issues that do not fit the above criteria
  

• Recurring problems will be investigated and negotiated by the MCLS representative.
  

REIMBURSEMENT PROCEDURES

• Damaged Materials

• 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.
• Verify that the item did or did not process through a central delivery site.
• If it is believed that the damage occurred while in transit with ProMed, the borrowing library is responsible for contacting ProMed via the RIDES Assistance form / Damaged Material.
• ProMed will not accept responsibility for damage to items sent as "No Pack". They will not assume liability, nor will they reimburse, for any items that are sent through delivery without packaging.
• The sending library will assume all responsibility for items sent through RIDES that are packaged improperly.
• The form should include the following information:
• Date of occurrence
• Lending library and agency code
• Borrowing library and agency code
• Item complete title
• Item author
• Item barcode
• Item format (book, paperback, DVD, CD, etc.)
• Item replacement cost
• Description of damage
• ProMed will have 14 days from the date of the original Assistance claim, or the receipt of the damaged materials to be inspected, to respond to the borrowing library with the reimbursement decision, and 30 days from that date to issue any payment.
• NOTE per RIDES Policy: Reimbursement for lost or damaged materials in transit; the courier will insure shipments up to the value of $100.  Additional insurance may be purchased by the library through the carrier for items valued above $100. The library will pay the courier directly for this additional insurance.
• Libraries that participate as 'No Pack' accept full financial responsibility for their own items. 'No Pack' libraries may not invoice borrowing libraries, or the courier, for lost or damaged materials.
• The borrowing library is responsible for payment to the lending library and for collecting any possible reimbursement from ProMed.
• MeLCat libraries should follow the MeLCat procedures for processing .
  
• ProMed will assign a claim number to the issue.  ProMed may request an inspection of the damaged materials, which should be sent via RIDES to the attention of Customer Service at ProMed.
• Please note ProMed Delivery, Inc. will not reimburse No Pack libraries for damages incurred in transit.
  

• Lost/Missing Materials

• Both the lending and borrowing libraries should conduct a search within their library, and on the library catalog/circulation system.
• Verify that the item did or did not process through a central delivery site.
• The shipping library may post a request on the RIDES email listserv.
• The shipping library, whether lending or borrowing, is responsible for contacting ProMed via the RIDES Assistance form / Lost/Missing Material.
• The form should include the following information:
• Date of occurrence
• Lending library and agency code
• Borrowing library and agency code
• Item complete title
• Item author
• Item barcode
• Item format (book, paperback, DVD, CD, etc.)
• Item replacement cost
• ProMed will assign a claim number to the Assistance Form/Request for Tracing.  ProMed will have 14 days from the date of the original claim to research routes, hubs and terminals. If the item is not found, ProMed will request both libraries to conduct another search within their library, and on the library catalog/circulation system.
• If the item is found, the library should notify ProMed immediately so the claim may be canceled.
• NOTE per RIDES Policy: Reimbursement for lost or damaged materials in transit; the courier will insure shipments up to the value of $100.  Additional insurance may be purchased by the library through the carrier for items valued above $100. The library will pay the courier directly for this additional insurance.
• Libraries that participate as 'No Pack' accept full financial responsibility for their own items. 'No Pack' libraries may not invoice borrowing libraries, or the courier, for lost or damaged materials
• If the item is not found within 60 days from the date of the original claim, the borrowing library is responsible for payment to the lending library. The lending library will invoice the borrowing library for replacement fees, and the borrowing library will invoice ProMed for reimbursement. 
• ProMed Delivery Inc.
• 51305 Celeste
  Shelby Township, MI 48315
• Fax: 586-532-7329
• ProMed will have 30 days from that date to issue any payment. 
• Please note ProMed Delivery, Inc. will not assume liability, nor will they reimburse, for any items that are sent through delivery without packaging.
• ProMed will reimburse up to a value of $100, and will not reimburse tax or administrative charges.
  
• MeLCat libraries should follow the MeLCat procedures for processing .
  



CONTACT INFORMATION