Interlibrary Loans Mail

Interlibrary Loans Mail

All interlibrary loan mail is processed by a Technical Services Staff Member.

INCOMING MAIL

• All mail is sorted by a designated staff member
• ILL mail will be left on the table unopened for the designated staff member to handle
• Staff opens and sorts all Interlibrary Loans Mail

Lending Returns 

• All paper work is placed inside of the item and then placed on the book truck
• Separate via Federated College
• File in call number order

Lending from Federated Colleges

• Items from Federated Colleges come in Burgundy Bags (if available), Green Bags or Envelopes
• This items are for lending to other institutions
• Do not open the bag
• Place the bag on the designated shelf near ILL Lending Clerk

Borrowing

• Open package and place any paperwork inside the item then take to ILL workstation
• If the item comes in a reusable bag leave the item in the bag and take to the ILL workstation

OUTGOING MAIL

• All interlibrary loans mail will be placed in the mailroom by 10:30 am in order to be processed for that days mail run
• The ILL lending clerk and the ILL borrowing clerk will take the items to the mailroom and place in the designated area in the mailroom

Lending Items

• These are our libraries items that we lend to other institutions and go to:
  • Canadian destinations
  • USA or International destinations
• Package the item(s) in a bubble envelope or box
• Do not seal the package at this time
• Weigh and measure the package:
  • Weight – Always remember to add 0.1 to the weight
  • Length
  • Width
  • Height
• Put a labelope on the package and write the above information on the flap for reference
• Place the provided address label in the labelope temporarily in order to enter the correct address into your shipping tool
• Do not seal the labelope at this time
• Use the correct program to ship the item:
  • Canadian Destinations
    • Use the CULC Library Shipping Tool to mail all Canadian destination items, see Library Shipping Tool
    • If the weight is over 5 kilograms separate the shipment into two packages
  • USA or International Destinations
    • Use the Canada Post Desktop EST Program, see EST Desktop
• Once the shipping is entered and finalized place the packages in the cart for the UofR Mailroom

Borrowing Items

• These are items that we have loaned from other institutions and must be returned
• Items will be sorted and placed in the designated area in the mailroom:
  • Prepaid – Canada
  • Not Prepaid – Canada and International

Prepaid – Canada

• These are items that have arrived from Canadian Institutions with a prepaid return label
• The label will be found inside the book, it will say Postage Paid or No Manifest Required and generally have a 3 in a little box, remove it from the book
• Package the item(s) in a bubble envelope or box and seal
• If the label is self-sticking place on the package
• If the label is paper place a lablelope on the package and place the return label inside and seal the labelope
• Place the package in the cart for the UofR mail room

Not Prepaid – Canada and International

• These are books mailed within Canada that came without a prepaid return label or have been received from the USA or an international destination and must be returned
• Package the item(s) in a bubble envelope or box and seal
• Put a labelope on the package and write Weight-Length-Width-Height on the flap
• Place the provided address label in the labelope temporarily in order to enter the correct address into your shipping tool
• Do not seal the labelope at this time
• Process the package using the Canada Post Desktop EST Program, see EST Desktop
• Once the shipping is entered and finalized place the packages in the cart for the UofR