Collections Services Mail

COLLECTIONS SERVICES MAIL

Collections Services staff are responsible for opening and distributing all Collections Services mail. Individual responsibilities are available on the Collections Services Work

Distribution file.

ACQUISITIONS INCOMING ITEMS

• Procurement Card
  • Shipments from vendors indicating “Collections Services (PC)” can be removed from the packaging
  • Place the paper work, if any, in the item and place it on the PCard Truck (by Gosia’s workstation)

• Large Vendor Shipments
  • Boxes delivered to the mailroom by Shipping and Receiving for Collections Services
  • Boxes will be on the floor in the Archer Mail Room or on a trolley outside the Mail Room doors in Collections Services Area
  • Unpack all boxes and check against invoice to ensure all items have been received, if there is an error see Manager, Library Collections Services
  • Place paperwork in first item and place all items in order of the invoice or packing slip on the Receipt and Clearance Truck (by Gosia’s Desk)
  • Usually from GOBI or PROQUEST
  • PROQUEST APPROVALS – These items must be placed on the shelves behind Jeannette’s desk, under Proquest Approvals
    • Vendor on Invoice: Proquest
    • Vendor Account Number: 7670A00
    • Fund on Invoice: MAPPR

• Small Vendor Shipments, including Standing Orders
  • Unpack all boxes and check against invoice to ensure all items have been received, if there is an error see Manager, Library Collections Services
  • Place paperwork in first item and place all items in order of the invoice or packing slip on the Receipt and Clearance Truck (behind Gosia’s desk)

• Items from Federated Colleges
  • Boxes delivered to the mailroom by Shipping and Receiving/UofR Mailroom for Collecitons Services from Federated Colleges
  • Usually are labelled as Donations
    • Unpack all boxes and place on the shelf behind Jeannette’s desk

• Items from URPRESS
  • Unpack and place on shelf behind Jeannette’s desk

• Serials
  • Retrieve the Collections Services wire cart in front of the serials workstation
  • Remove and discard wrapping from magazine/booklet/pamphlet
  • Place the item(s) in the Serials Tech Services wire cart
  • Letter-sized envelopes addressed to Serials are to be placed in the Tech Services mail slot

• Inter-Library Loans (ILL)
  • Bubble envelopes and boxes are put at end of table closest to wall
  • ILL employees are responsible for unpacking/sorting

RETURNS

• Collecitons Services staff may need to return received items
• TS staff will place the items in the mail room with printed documents placed inside the item and a return address
• Ensure a Canada Post Customs Information Slip is Provided for International Shipments
  • Enter all information available on the form

• TS mail staff will package the item, seal and place the address label on the package
• Place item in the outgoing basket for UofR Mailroom staff to pick up every morning between 8:00-8:15
• Items can also be placed in mail cart and taken to the UofR Mailroom during ILL delivery
• UofR Mailroom will process the Canada Post return shipping label