Incoming and Outgoing Mail

INCOMING MAIL 

Mail is delivered to the Library mail room (LY 611.3) between 8:00 a.m. and 8:15 a.m. 

• U of R mailroom employees will pick up any outgoing and inter-office mail from the mail baskets, and boxes/envelopes for Campion, Luther, First Nations, Teaching Preparation Center (TPC) and La Cite Libraries.
• Mail will be delivered in a large mail bag or boxes and will be placed on the table or floor in the mail room.
• The First Nations University of Canada courier picks up/drops off Archer materials from the University of Regina Mailroom every Tuesday and Thursday.
• Mail Bag
  • Empty the canvas mail bag onto the table
  • The empty canvas mail bags are placed on the 2nd shelf. U of R mail room employees will pick them up the next morning.
  • Retrieve manifests from the canvas bag
  • 3-hole punch and place the manifest on top – in the binder which is located on the desk (blue binder)

• Sort all mail as follows:
• Interlibrary Loans
  • Inter-Library Loans (ILL)
  • Bubble envelopes and boxes are put at end of table closest to wall
  • LL employees are responsible for unpacking/sorting
  • See, Interlibrary Loans Mail

• Material Requests
  • See Material Requests

• Serials
  • Retrieve the Technical 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

• Newspapers
  • Place the item(s) in the Tech Services wire cart

• Government Publications
  • Letter-sized envelopes are to be placed in the Tech Services mail slot
  • All other items are to be placed in the Tech Services wire cart

• Acquisitions
  • Sort boxes on the table placing them closest to the desk side of the table
  • Larger delivers may be on boxes on floor or on a trolley outside Mail Room Door in Technical Services area
  • For unpacking boxes see, Technical Services Mail
  • Letter-sized envelopes are to be placed in the Technical Services Mail Slot

• All Other Library Department Mail
  • Do not open mail
  • Place in appropriate mail slot
    • User Services
    • Social Committee
    • System
    • Archives
    • Individual Employees
  • Deliver Directly
    • Starbucks – Take to main floor service counter

OUTGOING MAIL

Technical Services is responsible for ensuring any item that is returned to the Dr. John Archer Library is returned in the correct manner. They are also responsible for packing and arranging the shipping of library materials for projects, withdrawn donated items and other requests as needed.

RETURNS

• Federated Colleges and Branch Libraries
  •  These are returns for:
    • Campion (Camp)
    • Luther (Luth)
    • Teaching Preparation Centre (TPC)
    • First Nations University of Canada (FNU)
    • La Cite (IF)
• There are labeled shelves set up for these returns
• Put the books in boxes/envelopes
• Place the appropriate destination label on it
• Place in the box/envelope on the floor in front of shelves
• The U of R Mail Room will pick up the Campion, Luther, First Nations and Teaching Preparation Centre (TPC), La Cite returns every morning when they deliver the day’s mail
• The First Nations University of Canada courier picks up/drops off Archer materials from the University of Regina Mailroom every Tuesday and Thursday.

• Technical Services Returns
  • Handled by Technical Services see, Technical Services Mail

• Briercrest College Books
  • Package Item
  • Use library shipping tool to return the book, for assistance see, Library Shipping Tool 
  • Discard the return label

• Non University of Regina, Interlibrary Loans or Briercrest books
  • Sometimes patrons return books to our University that do not belong to us, the Federated Colleges, or Interlibrary Loan books
  • Determine where to return the book, find address and print a label
  • Package item
  • Place in outgoing mail basket
  • UofR Mail room will pick up and process

• Intelibrary Loans
  • See, Interlibrary Loans Mail

LARGE MAIL ITEMS

• Occasionally there will be boxes that are too heavy, odd sizes or too many to go through the mailroom
  • Contact the Library Administrative Office to create a FAMIS ticket for the Labour Crew to pick up the boxes and move them to Central Receiving
  • Allow ample time for the Labour Crew to pick up the boxes at least 1 weeks notice
  • Ensure to include:
    • Number of Boxes
    • Measurement of Boxes L X W X H
    • Weight of each box (keep under 50 lbs)
    • Destination address
    • Courier shipping labels if required

COURIERS

Technical Services staff may need to create courier shipping labels within the shippers site.  See procedures for each courier for detailed instructions.