Goal:

For quick and efficient interlibrary delivery service that keeps both library items and library and IHLS Delivery staff safe, the IHLS Delivery Guidelines are developed to align with Illinois Library System Act – Standards for Core Services to Members (23 Ill. Admin. Code 3030.215), ILLINET Interlibrary Loan Code (23 Ill. Adm. Code 3030. Appendix A), and Delivery of Library Materials Memorandum. Failure to comply with all delivery guidelines can result in suspension of delivery service.

Scope:

In This Section:

1. Items Eligible for IHLS Delivery
2. Contactless Delivery Exchange Points
3. Items for Delivery via SHARE Consortium
4. Transit Labels for Standalone and ILDS Libraries
5. Delivery Tubs/Containers
6. Community Delivery Partnerships
7. Unidentified Items
8. Delivery to System Members
9. Items Lost or Damaged in Transit

1. Items Eligible for IHLS Delivery

1. Only materials that fit the following descriptions are eligible for transport through library system delivery:
   1. Library materials that are classified, cataloged, and available for loan.
   2. Items sent out from the Illinois State Library, the Illinois Secretary of State, or a library system.
2. The following item types are not eligible for transport through library system delivery:
   1. Items that are individually addressed and can be mailed via the U.S. Postal Service.
   2. Library newsletters which may be mailed, exchanged at networking group meetings, or obtained online.
   3. Bulk items intended for distribution to the public.
   4. Delivery must be used for the transport of requested library items only.
   5. For more information, please refer to the Illinois Secretary of State memorandum "Delivery of Library Materials."

2. Contactless Delivery Exchange Points

1. IHLS will pick up and drop off items at a library’s pre-arranged contactless exchange point. 

3. Items for Delivery via SHARE Consortium

1. Outside Barcode Placement: All items should have an external barcode visibly placed on the exterior of the item. The preferred placement is horizontally in the front-top-left corner of the item.
2. ISBN Barcode Consideration: It is recommended the ISBN barcode on any item should not be obscured or covered.

4. Transit Labels for Standalone and ILDS Libraries

5. Delivery Tubs/Containers

1. Items will be delivered in a variety of containers, with 9-gallon tubs and nylon tote bags being the most common. When your library staff pack tubs/containers with library materials, please follow the tub/container guidelines:
   1. All containers, empty or full (and with closed lids, where applicable), should be placed at your library’s designated delivery exchange point on your library’s designated delivery days.
   2. Tubs and other containers should be filled to the tub fill lines, abiding by proper weight limitations for the safety of all. When packing multiple tubs try to evenly distribute the weight. Improper filling of tubs and improper closing of lids may result in weather damage to items. IHLS is not responsible for damage to your library’s items due to improper packing by library staff.
   3. Loaded containers must weigh no more than 40 pounds, with a recommended weight limit of 35 pounds. Should the tubs exceed the weight limit, drivers have the authority to decline collection. 
   4. If you need additional tubs/containers, your library can request them as needed by contacting your Delivery Hub Manager the day before your scheduled delivery. Alternatively, you may send items in a sturdy box or other sturdy container. If you want the box/container back, please place a “property of” note on the container (either directly on the container or on a note attached to the container).
   5. IHLS and ILDS tubs/containers are to be used for transport of library items only. Tubs/containers are the property of IHLS.

6. Community Delivery Partnerships

1. A Community Delivery Partnership (CDP) is an agreement between libraries to have all interlibrary loan items delivered to a single location. For example, a school district and a public library in the same town may enter into a CDP for the public library to serve as the system delivery location for the schools. Thus, the school district receives indirect delivery from IHLS through the public library.
2. Both the delivery-site library and CDP partner library have responsibilities. The delivery location will accept incoming materials for all participants and provide staff to separate items for pick up by the other libraries, notify partner libraries when they have materials to pick up, and prepare materials to go out on delivery from all participants. Partner libraries will pick up items from the primary delivery library on an agreed-upon schedule or when notified that materials are waiting, as well as drop off items to be sent.
3. For more information about CDPs, including detailed requirements and an agreement template, see the Illinois State Library's CDP page.

7. Unidentified Items

1. Items sent through IHLS delivery with no delivery labels or markings to identify an owning library will be posted on the IHLS website section for unidentified items. If items are not claimed after six months, the materials will be donated. 

8. Delivery to System Members

1. Delivery shall be provided at no cost to full-member libraries with one delivery point per member or community drop-off point provided by the library system. Expedited, higher frequencies than the established volume levels or some specially requested form of enhanced delivery may incur a charge to the requesting member library. IHLS aims to provide equitable and consistent delivery of library materials to full-member libraries to fulfill patron requests.
2. IHLS will provide delivery via methods including, but not limited to, library system delivery, Illinois Library Delivery Service, electronic, commercial delivery service, and U.S. Postal Service. Delivery services will be coordinated by an IHLS staff member.
3. Each member library shall be provided with direct delivery a minimum of two times per week when it needs and requests that delivery. 
4. Delivery points and frequency will be determined based on the functional five-day model or on-demand deliveries.  
   1. Functional five-day delivery is defined as library delivery if we have an item for your library, or you have an item for pickup. We will provide delivery as long as your library is not closed on that day or you have requested no delivery date(s). Outside of normal delivery days, we only know that you have a pickup by notifications on the help desk the day before the requested pickup. We will provide pickup on all normally scheduled delivery days.
   2. On-demand delivery is defined as library delivery only when your library has requested a pickup on the Help Desk or when we have an item for you. You will not have a specific day of the week pre-determined for your pick-up or delivery.
5. Delivery Routes will be posted on our Delivery website. IHLS will ensure that its delivery service shall complete the schedule on a consistent and regular basis. 
6. An annual Delivery survey will be conducted as a mechanism for an annual review of the delivery services. 
7. IHLS delivery service interfaces with other library delivery systems through the Illinois Library Delivery Service (ILDS). ILDS is managed by the Consortium of Academic and Research Libraries in Illinois (CARLI), in cooperation with the Illinois State Library. ILDS serves CARLI Governing members, the Illinois regional library systems, and the Chicago Public Library in order to provide for the transfer of materials between and among ILDS and the regional library systems' delivery services. IHLS will utilize statewide uniform statistical data-gathering methods.

9.  Items Lost or Damaged in Transit

1. If damage or loss occurs, the requesting library is responsible for compensation in accordance with the policy of the supplying library. IHLS recognizes that there are cases where the damage/loss occurs within our delivery system. For those items, we will reimburse the library in accordance with the policy of the supplying library.
2. Library Responsibilities After 30 Days of Missing
   1. Contact the receiving library to verify the item is not on their shelf.
   2. Check your own shelf to verify the item is not there.
   3. Initiate an IHLS Delivery Help Desk Ticket by selecting "Lost or Damaged Item." Please give details such as when the item was put into delivery, the destination library name, if the destination library received it, and if applicable, the date the item was sent back through delivery. These details will help us to investigate. An IHLS employee will contact you if they need any further information and/or have instructions on the next step.
3. IHLS Responsibilities
   1. Promptly respond to the library regarding the lost item with any request for further information.
   2. If the lost item is determined to be lost within IHLS delivery, we will request the library to submit an invoice to us. We also will look to see if we are able to replace the item at a lower cost and will offer that option to the library. The library has the final say as to whether they want the item replaced or would like reimbursement by check.
   3. If there is no clear-cut resolution, IHLS will work with the library to resolve the issue with a mutually acknowledged solution.
   4. IHLS appreciates that our members seek reimbursement infrequently, and only when necessary. IHLS recognizes our responsibility to be a good partner in the resource-sharing process.