Delivery Policy

CMRLS Regional Delivery Policy

Regional delivery services provide the infrastructure that supports resource sharing within the Central Region and throughout the state. CMRLS provides delivery services to facilitate the movement of materials from one library to another and encourage the sharing of materials between libraries. The ultimate beneficiaries of this cooperative effort are the communities served by the public, school, academic and special library members of CMRLS.

Requirements of Member Libraries Receiving Delivery Services

All libraries receiving regional delivery service must loan materials to all regional member libraries at no charge.

Libraries must also agree to respond to regional requests for the collection of delivery data. Not responding to delivery survey count requests will result in lower volume totals. This may necessitate loss of delivery days or the suspension of delivery services.

To prepare for an eventual automated delivery solution, the CMRLS Executive Board urges member libraries to place barcode circulation labels on the front of all new materials, in the upper left corner, parallel to the top of the item.

Libraries are asked to begin labeling new materials in this location immediately.

Libraries are NOT asked to change barcode locations retrospectively.

Delivery Service Options

CMRLS uses several options to provide delivery services to members: regular scheduled delivery, arranging pickups at local public libraries, delivery on demand, and US Mail.

Regular Scheduled Delivery

Many CMRLS members receive delivery on a regular, pre-determined schedule. This schedule varies from daily delivery, Monday through Saturday, to delivery once per week. CMRLS contracts with a commercial courier for all delivery services.
In many cases, school libraries use a convenient public library to drop off and pick up materials. This cooperative agreement helps CMRLS stretch its delivery budget. These arrangements are greatly appreciated where they work for both parties.

Libraries receiving regular delivery are eligible for a minimum of two deliveries per week.

In evaluating whether to increase or decrease delivery stops per week or to add a member to the regular delivery schedule a number of factors are considered:

Results of the member delivery surveys. Effective July 1, 2008 members will be required to count their delivery volume during a pre-determined week in July, October and March of each fiscal year.

Results of a CMRLS on-site count done in January of each year.

Ability to manage scheduled deliveries. Some libraries are not able to accommodate more than a certain number of deliveries per week.

Does the library have an automated library system? Are they a standalone system? Are they a member of either C/W MARS or MassCat?

Change in network membership status

Number of hours per week that the library is open.

A library has moved into a new building and anticipates an increase in volume

Certification changes, either decertification or recertification.

CMRLS will determine the amount of delivery stops per week based on two sets of benchmarks, one for CW MARS members where there is a built in mechanism for resource sharing that typically results in higher delivery volume, and another for non-CW MARS members who share resources but to a lesser extent and typically have lower total volumes.

C/W MARS Member Benchmarks
Items in Delivery

Fewer than 50 items per week = 2 delivery days

51-100 items per week = 3 delivery days

101 - 200 items per week = 4 delivery days

201 - 750 = 5 delivery days

751 + = 6 delivery days

Non-C/W MARS Member Benchmarks
Items in Delivery

Fewer than 30 items per week = 2 delivery days

31-60 items per week = 3 delivery days

61 - 100 items per week = 4 delivery days

101+ = 5 delivery days

Libraries that want more delivery stops than have been allocated by CMRLS may purchase additional stops per week at Regional cost.

Delivery on Demand

Delivery on demand is provided to members on an as needed basis. Delivery staff will evaluate the amount of material to be either delivered or returned and decide whether the volume warrants a delivery on demand stop. Because premium rates are charged for these unscheduled stops, CMRLS staff may ask members to mail items or arrange for a delivery of the materials through a public library.

Delivery of Non-ILL Items

Requests to transport free or donated items will be evaluated on the basis of the size and volume of the item(s) in question. Oversized items, sets of books, or requests to transport machinery or furniture that take up limited van space typically can not be accommodated. Pickup arrangements for free items should be made at the time that a recipient is identified.

Requests from Outside Groups to Distribute Items through Delivery

Requests by non-profit groups to distribute materials through the delivery system will be evaluated to determine whether the materials will enrich the professional life of librarians in the region. If the group’s materials fall into this category, such as those from MLA, MSLA, Center for the Book or NELA, the items will be distributed free of charge. There will also be no limit on the number of requests each year.

Requests by groups that do not fall into this category will be limited to 1 free distribution to members per year. A $50 fee will be assessed for any additional requests.

Requests from member libraries will be accommodated whenever possible.

Requests by for-profit groups will not be honored.

CMRLS Labeling and Packaging Guidelines

Members should consult the document titled “Resource Sharing and Delivery Best Practices” with any questions about labeling and packaging.

Libraries must use regional routing slips and consult the Massachusetts Statewide Routing Directory at http://www.bpl.org/brls/Delivery.htm for proper addressing of these slips.

Items being sent to libraries not on delivery, i.e. not included in the Massachusetts Statewide Routing Directory, should be sent via US mail by the sending library.

Incorrectly labeled items will be returned to the sender at the discretion of CMRLS staff.

Please contact CMRLS delivery staff with questions.

Approved by the CMRLS Executive Board on March 14, 2002.

Revised June 17, 2008

Delivery:

CMRLS Delivery policy

Delivery