Guidelines for Safe IHLS Delivery Service During the COVID-19 Pandemic

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Originally published 5/27/20, Updated 9/3/2020 3:00 PM CT

ON THIS PAGE:   Working Toward Safe Delivery:  Guidelines for Safe ILL Delivery - Materials Handling Procedures & Quarantine - Materials Handling Poster  |  How IHLS is Keeping You Safe  |  Frequently Asked Questions  |  Documents Archive

 

9/3/2020 Update: Starting Friday, Sept. 4, 2020, the interlibrary loan materials and tub quarantine period has increased to 7 days. This required 7-day materials and tub quarantine is based on statewide conversations between ISL, RAILS, IHLS, and CARLI plus updated research data from the IMLS-OCLC-Battelle REALM Project study, data set 4, released Sept. 3, 2020.


Working Toward Safe Delivery During COVID-19

Starting Friday, Sept. 4, 2020, the interlibrary loan materials and tub quarantine period has increased to 7 days. This required 7-day materials and tub quarantine is based on statewide conversations between ISL, RAILS, IHLS, and CARLI plus updated research data from the IMLS-OCLC-Battelle REALM Project study data set 4, released Sept. 3, 2020.

If you have any questions, please don't hesitate to contact Susan Palmer, Director of Operations, at spalmer@illinoisheartland.org

Thank you for your patience and cooperation.


Guidelines for Safe Interlibrary Loan Delivery

  • Determine the best exchange point that allows for the contact-free exchange of items.
  • Libraries using bags for ILL should switch to easy to clean, smaller tubs. Please contact IHLS for receive tubs.
  • Libraries are responsible for any desired cleaning and disinfecting of their items; IHLS Delivery will be responsible for cleaning tubs, especially high-touch areas such as lids and handles.
  • Quarantine outgoing items inside of tubs for 5 days 7 days* before putting them out for delivery to pick up. Also, place a label in the plastic holder on the outside of the tub as to the last date the items inside were touched. This quarantine period is required. If items are re-handled or added to the tub after the quarantine has begun, the quarantine period must restart.
  • Please be patient as we regularly review and adjust these guidelines as needed.

 

Materials & Tub Handling Procedures: 7-Day Quarantine

  1. Library packs tub with outgoing items
  2. Library dates tub with the date of the last time any item in the bin was touched by anyone (with or without gloves)
  3. Library quarantines items in tub for 5 days 7 days* by closing and storing the tub
  4. Library sends the tub to IHLS Delivery. Please note: drivers will not take tubs that have not been quarantined for at least 5 days 7 days*
  5. IHLS Delivery sorts the incoming items into tubs for receiving libraries
  6. IHLS Delivery dates the tub by placing a label with the date of the last time any item in the bin was touched by anyone at IHLS (with or without gloves) on the new tub’s lid
  7. IHLS Delivery transports and delivers the tub to a pre-arranged contactless exchange point at the receiving library
  8. Receiving library unpacks and distributes items to patrons using that library’s pre-determined materials handling and quarantine procedure

 

POSTER: Materials & Tub Handling Procedures: 7-Day Quarantine

Library Directors: Please display the following poster in your library's sorting area

>>>Download the 9/3/2020 7-Day Quarantine 8.5" x 14" Poster<<<

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How IHLS is Working Toward Safe Delivery During COVID-19

 

Thank you to each of our libraries for your patience and cooperation as we determine and implement the best procedures for this point in time. Delivery is a part of our partnership with each library and its community, and each of us wants to ensure that the processes are safe for everyone--from the IHLS staff driving the vans to your patrons picking up the materials. A working group comprised of IHLS delivery staff members and staff from nine member libraries are helping to form safety procedures and a plan to resume the responsible delivery of library materials. They also help us revise those plans as situations change and new information becomes available. Each library needs to create its own plan for providing in-library services, but it is up to all of us to make sure that the exchange of library materials is safe for everyone.

To keep our stakeholders safe, IHLS is and will continue to: 

  • Requiring masks for sorters and drivers when around library materials or other people
  • Having hand-washing breaks every 30 minutes 
  • Spraying the outside of the tubs with disinfectant, giving special attention to the high touch areas including handles and lids 
  • Following guidance from the CDC as well as insights from the REALM study
  • Actively seeking insight from a working group of IHLS Delivery staff and staff from nine member libraries
  • Regularly reviewing our procedures, materials/tub handling guidelines, and routes for needed adjustments and improvements
  • Work with libraries to find contactless exchange spots

If you have any questions, please don't hesitate to contact Susan Palmer, Director of Operations, at spalmer@illinoisheartland.org

Thank you for your patience and cooperation.

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FAQ – Resuming Delivery During COVID-19

 

  1. When does the IHLS Quarantine Apply? Incoming Items: Use the materials handling and quarantine procedures developed by your library. Outgoing Items: Use the IHLS Delivery materials handling and quarantine procedures. Illinois Heartland Library Sytem: View Delivery Interlibrary loan guidelines, member updates, local metrics, resources for librarians, and more at www.illinoisheartland.org/covid19/How long do we need to quarantine our ILL tubs/materials before setting it out for the IHLS driver?
    • ​​7 days. When a tub is ready to be sent to IHLS, the library dates the tub with the date of the last time any item in the bin was touched by anyone (with or without gloves). Then the library quarantines the items in the tub for 7 days by closing and storing the tub. After 5 days, please set your tubs in the pre-arranged contactless pickup area for the IHLS driver.
      PLEASE NOTE: Drivers will not take tubs that have not been quarantined for at least 7 days. If any item is added to the tub or any item in the tub is handled after the quarantine period starts, then the quarantine period starts over at day 0.
  2. When does the IHLS quarantine period apply?
    • Incoming to the library >> use the library's policy 
    • Outgoing from the library to IHLS >> use IHLS's policy
  3. Why 7 days for a quarantine time?
    • The required 7-day materials and tub quarantine is based on statewide conversations between ISL, RAILS, IHLS, and CARLI plus updated research data from the IMLS-OCLC-Battelle REALM Project study, data set 4, released Sept. 3, 2020.

  4. What if my library is ready to resume ILL (Interlibrary Loan) before my neighboring libraries?
    • That's perfectly fine. Please let us know if you are not ready to resume ILL or want to stop ILL. 
  5. What if we want to stop ILL delivery? 
    • That's perfectly fine, as well. Please let us know if you are not ready to resume ILL or want to stop ILL. 
  6. Is IHLS quarantining the tubs of items for my library?
    • ​​No. The reality is that we do not have space in the hubs to store all libraries’ tubs. Each library is responsible for quarantining their own materials prior to exchanging with IHLS Delivery. As we fill them, we are practicing good hygiene (washing hands, wearing masks, and wiping down the outside of the tubs).
  7. I am not able physically to lift the tubs that drivers bring. I have always had them place the tubs behind my circulation desk. Am I able to just leave the exchange point where it is.
    • ​​Unfortunately, no. This was a tough decision to mandate this. However, each of us has a responsibility to try and make the exchange as contactless as possible.
  8. My library does not have a secure place for the exchange point. So now what?
    • We will work with you to help determine where a new spot could be created. Maybe (depending on your volume) a locked book drop-box might be a solution. IHLS is currently investigating potential solutions for contactless delivery.
  9. I do not have enough tubs for the items that I am sending out of my library. What should I do? 
    • When the first delivery exchange happens, the driver will take empty tubs to distribute to the libraries. Because space is limited in the vans, they may not have enough empty tubs to leave at your library. If that is the case, pack the remaining items in a sturdy container or box (put your library's name on it if you would like it returned), and we will pick them up during the next exchange.

Have a question that's not included here? Contact Susan Palmer, Operations Director


Document Archive

 

Retired IHLS COVID-19 Guidelines & Procedures

IHLS Plan for Resuming Delivery Service (May 27, 2020) - includes original service plan, calendar, guidelines, and FAQ

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