Department: Technical Services
General Receiving Procedures (i.e. receiving Boxes)
Date: 7 Aug 2006
Revised: 3 Dec. 2019
a. Check the mailing label on the package, BEFORE you sign for any boxes.
b. Unless prior arrangements have been made, do not sign for boxes addressed to departments or individuals who do not have offices in the CCLIR, even if the address is 1410 Chapel Drive.
c Check the 'Deliveries' folder on the mail rolling cart to see what deliveries are expected.
d. For all packages whether they require a signature or was dropped off on the mail receiving table, follow the procedures below to get it delivered appropriately.
3. Call the person or department on mailing label to determine if they are expecting a package, or correct the address for the delivery person.
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 “PromptCat” 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 Detra'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 Stacy Fellers and she will put them away. If Stacy is absent, put the items in a box by her 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