General Receiving Procedures (i.e. receiving Boxes)
DRAFT
Date: rev. 7 Aug 2006
1. Watch bulletin board for expected shipment information.
2. Check mailing label on the package, especially BEFORE you sign for any boxes.
a. Do not sign for boxes address to departments or individuals who do not have offices in
the CLR, even if the address is 1410 Chapel Drive. Call the person or department on
mailing label to determine if they are expecting a package, or correct the address
for the delivery person.
b. Once you sign for a package, follow the procedures below to get it delivered
appropriately.
3. Ask delivery personnel to leave packages on the book receiving cart if it is from a book supplier, or the mailing table for all other packages. Unless boxes are exceptional large and heavy, they should not be left on the floor.
4. If the mailing label indicates that the package is for Interlibrary Loan, or it is from another library, put it on the ILL part of the mail work table.
5. If the mailing label indicates that it is a “standing order,” put the box on the “Continuation/Standing order” shelf unopened.
6. If the mailing label indicates that it is a “PromtCat” order, put the box on the “PromptCat” shelf unopened.
7. If the mailing label indicates “Library Receiving” and it is not from a book supplier:
a. Open the box. It is okay to open a box when the label has “Library Receiving” on it,
even if there is another person’s name on it as well.
b. Check the contents against the packing slip, checking off all items so the Admin Office
knows we received everything that was ordered. Initial the packing slip. Put
the packing slip and any invoices in Debbi’s mail folder.
c. Check the white board to see what who gets what. Notify those individuals. Follow the
procedures in #4 above. Make sure you erase the appropriate items off the board.
d. If the items are for our unit (not individuals in our unit) notify Mary Boyer and she
will put them away. If Mary is absent, put the items in a box by Mary's workstation
8. If the mailing label indicates “Library Receiving”, the package is from a book supplier, and it does not indicate “Standing Order” or “PromptCat”, put it on the book receiving cart. See procedures for Receiving Books.
9. If the mailing address has the name of a person or CLR department on it:
a. Call the person or the departmental contact to tell them they have a package, or simply
deliver the package to that person’s office if it is on the first floor.
b. If the package is too large to deliver on the mailing cart or to take to the Help Desk
(for IT staff), or we don’t regularly deliver mail to that person, the person whose
name is on the label should pick up the package themselves. Leave the package on
the mail table.
c. If the package is small enough to fit on the mail cart, and the person who ordered it
can wait until the next mail delivery, put in on the bottom shelf of the mail cart,
or in their mail folder if it fits there.
d. Check the white board and erase the listing for the expected item.
Revised June 22, 2006, Rachael Holley
Revised July 26, 2006, D. Resetar