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Resource Sharing

This is a living document under Creative Commons Attribution Share-Alike 4.0 License (https://creativecommons.org/licenses/by-sa/4.0/legalcode) and is available to share under the same license.
  • 1. NC Cardinal Resource Sharing
    • 1.1. Introduction
    • 1.2. Holds
    • 1.3. Pulling and Capturing Holds
    • 1.4. Display Hold Types on Pull Lists
    • 1.5. Holds Process and How Billing is Handled
    • 1.6. Managing Holds
    • 1.7. Clearing Shelf-Expired Holds
    • 1.8. Transit Items
  • 2. Best Practices for Sharing your Resources
    • 2.1. Resource Sharing Best Practices
    • 2.2. Shipping Supplies for Resource Sharing
    • 2.3. Resource Sharing Damage Slip Template
    • 2.4. NC Cardinal Hold Policy Restrictions
  • 3. Resource Sharing Documentation
    • 3.1. Cardinal Primary and Secondary Library Contacts
    • 3.2. Cardinal Shipping Branches
    • 3.3. Cardinal Library Shipping Hubs Addresses
    • 3.4. FedEx Shipping Information
    • 3.5. Reporting Damaged Shipments via FedEx

1. NC Cardinal Resource Sharing

1.1. Introduction

Introduction to Resource Sharing

The NC Cardinal consortium consists of multiple counties and their libraries joining forces to offer better support amongst their peers, offer more material for their patrons, and to create everlasting results that make each library valuable.

NC Cardinal’s mission is to provide, maintain and continually develop an efficient, sustainable ILS for public library users and library staff within North Carolina. The establishment of the NC Cardinal consortium promotes a single vision for providing library services and access to library materials for North Carolina library users.

The Resource Sharing section is to provide guidance and best practices for NC Cardinal's resource sharing aspect of the consortium. This is a live document that may need to be amended in the future as the consortium grows into a larger entity.

 

Tracking Spreadsheet Templates

Excel Format - attached to this page, below, for download

Google Sheets Format

 

1.2. Holds

 Holds


Holds can be placed by staff in the Staff Client and by patrons in the OPAC.
 

Holds Levels

Evergreen has five different levels of holds. Library staff can place holds at all five levels, while patrons can only place meta-record, title-level holds, and parts-level holds. The chart below summarizes the five levels of holds.

Hold level Abbreviation When to use How to use Who can use Hold tied to

Meta-record

M

Patron wants first available copy of multiple titles of the same/different format

Click on place hold next to the title. From holds confirmation screen, click Advanced hold options and select other applicable formats.

Patron or staff

Holdings attached to multiple MARC (title) records sharing the same title and author of selected format(s)(book, video, audiobook, etc.)

Title

T

Patron wants first available copy of a title

Staff or patron click on place hold next to title.

Patron or staff

Holdings attached to a single MARC (title) record

Parts

P

Patron wants a particular part of title (e.g. volume or disk number)

Staff or patron selects part on the create/edit hold screen when setting holds notification options.

Patron or staff

Holdings with identical parts attached to a single MARC (title) record

Volume

V

A call number specific volume of a title is required

Staff click place hold on any items shown in holdings list, next to the call number.

Staff

Holdings with identical call numbers owned by the same library and attached to a single MARC (title) record

Copy

C

Patron or staff want a specific copy of a title

Staff click details to view barcode then place hold next to that barcode.

Staff

Specific Item barcode



Title Level Hold

A default hold expiration date will be displayed if the library has set up a default holds expiration period in their library settings. Uncaptured holds will not be targeted after the expiration date.

If you select the Suspend this Hold checkbox, the hold will be suspended and not be captured until you activate it.

  1. To place a title level hold, retrieve the title record on the catalog and click the Place Hold link beside the title on the search results list, or click the Place Hold link on the title summary screen.

    Search Results with Place Hold link
  2. Scan or type patron’s barcode into the Place hold for patron by barcode box, or choose Place this hold for me.
  3. If this title contains multiple parts, you can specify which part to request. If you do not select a part, the hold will target any of the other copies on this record, that is, those with no parts attached. Those copies are usually the complete set, containing all the parts.
  4. Edit patron hold notification and expiration date fields as required. Be sure to choose a valid Pickup location.
  5. Click Submit.
    Place Holds screen with Basic Options
  6. A confirmation screen appears with the message "Hold was successfully placed".

    Place Holds confirmation screen

Advanced Hold Options

Clicking the Advanced Hold Options link will take you into the metarecord level hold feature, where you can select multiple formats and/or languages, if available.

Selecting multiple formats will not place all of these formats on hold. For example, selecting CD Audiobook and Book implies that either the CD format or the book format is the acceptable format to fill the hold. If no format is selected, then any of the available formats may be used to fill the hold. The same holds true for selecting multiple languages.

Place Hold screen with Advanced Options

 

Metarecord Search and Metarecord Level Holds

Metarecords are compilations of individual bibliographic records that represent the same work. This compilation allows for several records to be represented on a single line on the TPAC search results page, which can help to reduce result duplications.

Advanced Search Page

Selecting the Group Formats and Editions checkbox on the Advanced Search page allows the user to perform a metarecord search.

Group Formats and Editions checkbox on Advanced Search screen

Administrators can also configure the catalog to default to a Group Formats and Editions search by enabling the relevant config.tt2 setting on the server. Setting this option will pre-select the checkbox on the Advanced Search and Search Result Pages. Users can remove the checkmark, but new searches will revert to the default search behavior.

Search Results Page

Within the Search Results page, users can also refine their searches and filter on metarecord search results by selecting the Group Formats and Editions checkbox.

Group Formats and Editions checkbox on Search Results screen

The metarecord search results will display both the representative metarecord bibliographic data and the combined metarecord holdings data (if the holdings data is OPAC visible).

The number of records represented by the metarecord are displayed in parentheses next to the title.

The formats contained within the metarecord are displayed under the title.

The number of records and formats of records contained within the metarecord

For the metarecord search result, the Place Hold link defaults to a metarecord level hold.

Place Hold link on metarecord search result screen

To place a metarecord level hold:

  1. Click the Place Hold link.
  2. Users who are not logged into their accounts will be directed to the Log in to Your Account screen, where they will enter their username and password. Users who are already logged into their accounts will be directed to the Place Hold screen.
  3. Within the Place Hold screen, users can select the multiple formats and/or languages that are available.
  4. Continue to enter any additional hold information (such as Pickup Location), if needed.
  5. Click Submit.
Format and language selection in Place Hold screen

Selecting multiple formats will not place all of these formats on hold for the user. For example, a user cannot select CD Audiobook and Book and expect to place both the CD and book on hold at the same time. Instead, the user is implying that either the CD format or the book format is the acceptable format to fill the hold. If no format is selected, then any of the available formats may be used to fill the hold. The same holds true for selecting multiple languages.

Advanced Hold Options

When users place a hold on an individual bibliographic record they will see an Advanced Hold Options link within the Place Hold screen. Clicking the Advanced Hold Options link will take the users into the metarecord level hold feature, enabling them to select multiple formats and/or languages.

Advanced Hold Options on Place Hold screen

Metarecord Constituent Records Page

The TPAC now includes a Metarecord Constituent Records page, which displays a listing of the individual bibliographic records grouped within the metarecord. Access the Metarecord Constituent Records page by clicking on the metarecord title on the Search Results page.

Metarecord title on Metarecord Constituent Records page

This will allow the user to view the results for grouped records.

Results screen for grouped records

Show Holds on Bib

Within the staff client, Show Holds on Bib for a metarecord level hold will take the staff member into the Metarecord Constituent Records page.

Global Flag: OPAC Metarecord Hold Formats Attribute

To utilize the metarecord level hold feature, the Global Flag: OPAC Metarecord Hold Formats Attribute must be enabled and its value set at mr_hold_format, which is the system’s default configuration.

Enabled Global Flag: OPAC Metarecord Hold Formats Attribute
 

Parts Level Hold

  1. To place a parts level hold, retrieve a record with parts-level items attached to the title, such as a multi-disc DVD, an annual travel guide, or a multi-volume book set.
  2. Place the hold as you would for a title-level hold, including patron barcode, notification details, and a valid pickup location.
  3. Select the applicable part from the Select a Part dropdown menu.
  4. Click Submit.
    Place Holds screen with Basic Options

 

 

 

Tip:  Requested formats are listed in the Holdable Part column in hold records. Use the Column Picker to display it when the hold record is displayed.

 

 

Volume Level Hold

  1. To place a volume level hold, only possible within the Staff Client, retrieve and display the record.
  2. Choose the appropriate volume record (call number). If not displayed, click View copy Information for all libraries to display all volumes.
  3. Click Place Hold under Actions for the appropriate volume record. Your hold will be on any copy with the same call number and the same owning library.
    Placing volume level hold
  4. Scan or type patron’s barcode into Enter recipient barcode then click Submit.
  5. Edit patron hold notification fields as required and click Place Hold. Note the hold is identified as a Volume Hold.

Copy Level Hold

  1. To place a copy level hold, repeat steps 1 and 2 in the section called Volume Level Hold.
  2. Click on Copy details under Actions.
    Selecting Copy Details
  3. Click place hold beside the barcode. Your hold will be on this specific copy.

    Placing copy level hold
  4. Scan or type patron’s barcode into Enter recipient barcode then click Submit.
  5. Edit the patron hold notification fields as required and click Place Hold. Note the hold is identified as a Copy Hold.

1.3. Pulling and Capturing Holds

Holds Pull List:

There are usually four statuses a hold may have: Waiting for Copy, Waiting for Capture, In Transit and Ready for Pickup.

  1. Waiting-for-copy: all holdable copies are checked out or not available.
  2. Waiting-for-capture: an available copy is assigned to the hold. The item shows up on the Holds Pull List waiting for staff to search the shelf and capture the hold.
  3. In Transit: holds are captured at a non-pickup branch and on the way to the pick-up location.
  4. Ready-for-pick-up: holds are captured and items are on the Hold Shelf waiting for patrons to pick up. Besides capturing holds when checking in items, Evergreen matches holds with available items in your library at regular intervals. Once a matching copy is found, the item’s barcode number is assigned to the hold and the item is put on the Holds Pull List. Staff can print the Holds Pull List and search for the items on shelves.
  5. To retrieve your Holds Pull List, select Circulation → Pull List for Hold Requests.

    Pull List for Hold Requests is the fourth option listed in the Circulation dropdown menu.
  6. The Holds Pull List is displayed. You may re-sort it by clicking the column labels, e.g. Title. You can also add fields to the display by using the column picker.

    Holds Pull List screen

    Column adjustments will only affect the screen display and the CSV download for the holds pull list. It will not affect the printable holds pull list.

  7. The following options are available for printing the pull list:

    • Print Full Pull List prints Title, Author, Shelving Location, Call Number and Item Barcode. This method uses less paper than the alternate strategy.
    • Print Full Pull List (Alternate Strategy) prints the same fields as the above option but also includes a patron barcode. This list will also first sort by copy location, as ordered under Admin → Local Administration → Copy Location Order.
    • Download CSV – This option is available from the List Actions button (adjacent to the Page "#" button) and saves all fields in the screen display to a CSV file. This file can then be opened in Excel or another spreadsheet program. This option provides more flexibility in identifying fields that should be printed.

      Download CSV is the fourth option listed in the List Actions dropdown menu.

      With the CSV option, if you are including barcodes in the holds pull list, you will need to take the following steps to make the barcode display properly: in Excel, select the entire barcode column, right-click and select Format Cells, click Number as the category and then reduce the number of decimal places to 0.

  8. You may perform hold management tasks by using the Actions dropdown list.

The Holds Pull List is updated constantly. Once an item on the list is no longer available or a hold on the list is captured, the items will disappear from the list. The Holds Pull List should be printed at least once a day.

Capturing Holds

Holds can be captured when a checked-out item is returned (checked in) or an item on the Holds Pull List is retrieved and captured. When a hold is captured, the hold slip will be printed and if the patron has chosen to be notified by email, the email notification will be sent out. The item should be put on the hold shelf.

  1. To capture a hold, select Circulation → Capture Holds (or press Shift-F2).

    Capture Holds is the third option listed in the Circulation dropdown menu.
  2. Scan or type barcode and click Submit.

    Scan or type barcodes into the Barcode field.
  3. The following hold slip is automatically printed. If your workstation is not setup for silent printing (via Hatch), then a print window will appear.

    Print window for printing hold slips
  4. If the item should be sent to another location, a hold transit slip will be printed. If your workstation is not setup for silent printing (via Hatch), then another print window will appear.

    If a patron has an OPAC/Staff Client Holds Alias in his/her account, it will be used on the hold slip instead of the patron’s name. Holds can also be captured on the Circulation → Check In Items screen where you have more control over automatic slip printing.

NC Cardinal Recommendation: The Holds Pull List should be printed at least twice a day.

1.4. Display Hold Types on Pull Lists

Display Hold Types on Pull Lists

This feature ensures that the hold type can be displayed on all hold interfaces.

You will find the following changes to the hold type indicator:

  1. The hold type indicator will display by default on all XUL-based hold interfaces. XUL-based hold interfaces are those that number the items on the interface. This can be overridden by saving column configurations that remove the Type column.
  2. The hold type indicator will display by default on the HTML-based pull list. To access, click Circulation → Pull List for Hold Requests → Print Full Pull List (Alternate Strategy).
  3. The hold type indicator can be added to the Simplified Pull List. To access, click Circulation → Pull List for Hold Requests → Simplified Pull List Interface.

To add the hold type indicator to the simplified pull list, click Simplified Pull List Interface, and right click on any of the column headers. The Column Picker appears in a pop up window. Click the box adjacent to Hold Type, and click Save. The Simplified Pull List Interface will now include the hold type each time that you log into the staff client.

Display Hold Types on Pull Lists

 

 

1.5. Holds Process and How Billing is Handled

 Overview of Holds Process and How Billing is Handled 

Overview of holds process and how billing is handled

 

 

1.6. Managing Holds

Managing Holds

Holds can be cancelled at any time by staff or patrons. Before holds are captured, staff or patrons can suspend them or set them as inactive for a period of time without losing the hold queue position, activate suspended holds, change notification method, phone number, pick-up location (for multi-branch libraries only), expiration date, activation date for inactive holds, etc. Once a hold is captured, staff can change the pickup location and extend the hold shelf time if required.

Staff can edit holds in either patron’s records or the title records. Patrons can edit their holds in their account on the OPAC.

If you use the column picker to change the holds display from one area of the staff client (e.g. the patron record), it will change the display for all parts of the staff client that deal with holds, including the title record holds display, the holds shelf display, and the pull list display.

 

Actions for Selected Holds

  1. Retrieve the patron record and go to the Holds screen.
  2. Highlight the hold record, then select Actions. 

 

The Holds screen is the third tab from the left in the patron record.

   3. Manage the hold by choosing an action on the list.

   a. If you want to cancel the hold, click Cancel Hold from the menu.

       You are prompted to select a reason and put in a note if required. To finish, click Apply.

 

Cancel Hold(s) window

 

A captured hold with a status of On Hold Shelf can be cancelled by either staff or patrons. But the status of the item will not change until staff check it in.

b. If you want to suspend a hold or activate a suspended hold, click the appropriate action on the list. You will be prompted to confirm your action. Suspended holds have a No value in the Active? column.

Suspended holds will not be filled but its hold position will be kept. They will automatically
become active on the activation date if there is an activation date in the record. Without
an activation date, the holds will remain inactive until staff or a patron activates them
manually.

c. You may edit the Activation Date and Expiration Date by using the corresponding action on
the Actions dropdown menu. You will be prompted to enter the new date. Use the calendar
widget to choose a date, then click Apply. Use the Clear button to unset the date.

Modify Dates for Hold(s) window

d. Hold shelf expire time is automatically recorded in the hold record when a hold is filled. You
may edit this time by using the Edit Shelf Expire Time on the Actions dropdown menu. You will
be prompted to enter the new date. Use the calendar widget to choose a date, then click Apply.


e. If you want to enable or disable phone notification or change the phone number, click Edit
Notification Settings. You will be prompted to enter the new phone number. Make sure you
enter a valid and complete phone number. The phone number is used for this hold only and
can be different from the one in the patron account. It has no impact on the patron account.
If you leave it blank, no phone number will be printed on the hold slip. If you want to enable
or disable email notification for the hold, check Send Emails on the prompt screen.

Edit Notification Settings for Hold(s) window

f. Pickup location can be changed by clicking Edit Pickup Library. Click the dropdown list of all
libraries and choose the new pickup location. Click Submit.

Edit hold pickup library window

Staff can change the pickup location for holds with in-transit status. Item will be sent in
transit to the new destination. Staff cannot change the pickup location once an item is on
the holds shelf.

g. The item’s physical condition is recorded in the copy record as Good or Mediocre in the Quality
field. You may request that your holds be filled with copies of good quality only. Click Set
Desired Copy Quality on the Actions list. Make your choice in the pop-up window.

Select either Good Condition or Any Condition in the Accept only "Good Quality" copies? window.

 

Transferring Holds

1. Holds on one title can be transferred to another with the hold request time preserved. To do so, you need to find the destination title and click Mark for: → Title Hold Transfer.

Title Hold Transfer is the third option listed in the Mark for dropdown menu.

2. Select the hold you want to transfer. Click Actions → Transfer to Marked Title.

Select Transfer to Marked Title from the Actions dropdown menu.

Cancelled Holds

  1. Cancelled holds can be displayed. Click the Recently Cancelled Holds button on the Holds screen.

Recently Canceled Holds is the second tab from the left in the Holds screen.

2. You can un-cancel holds.

Uncancel Hold is the last option listed in the Actions dropdown menu.

Based on your library’s setting, hold request time can be reset when a hold is un-cancelled.

 

Retargeting Holds

Holds need to be retargeted whenever a new item is added to a record, or after some types of item
status changes, for instance when an item is changed from On Order to In Process. The system
does not automatically recognize the newly added items as available to fill holds.

  1. View the holds for the item.
  2. Highlight all the holds for the record, which have a status of Waiting for Copy. If there are a lot of holds, it may be helpful to sort the holds by Status.
  3. Click on the head of the status column.
  4. Under Actions, select Find Another Target.
  5. A window will open asking if you are sure you would like to reset the holds for these items.
  6. Click Yes. Nothing may appear to happen, or if you are retargeting a lot of holds at once, your screen may go blank or seem to freeze for a moment while the holds are retargeted.
  7. When the screen refreshes, the holds will be retargeted. The system will now recognize the new items as available for holds.

1.7. Clearing Shelf-Expired Holds

Clearing Shelf-Expired Holds

  1. Items with Ready-for-Pickup status are on the Holds Shelf. The Holds Shelf can help you manage items on the holds shelf. To see the holds shelf list, select Circulation → Holds Shelf.

    Holds Shelf is the twelfth option listed in the Circulation dropdown menu.
  2. The Holds Shelf is displayed. Note the Actions menu is available, as in the patron record.

    You can cancel stale holds here.

    The Actions menu is the fourth dropdown menu from the right in the Holds Shelf screen.
  3. Use the column picker to add and remove fields from this display. Two fields you may want to display are Shelf Expire Time and Shelf Time.

    Shelf Expire Time and Shelf Time are listed in the column picker dropdown menu.
  4. Click the Show Clearable Holds button to list expired holds, wrong-shelf holds and canceled holds only. Expired holds are holds that expired before today’s date.

    Show Clearable Holds and Clear These Holds are the second and third buttons, respectively, from the left in the Holds Shelf screen.
  5. Click the Print Full List button if you need a printed list. To format the printout customize the Holds Shelf receipt template. This can be done in Administration → Workstation → Print Templates.
  6. The Clear These Holds button becomes enabled when viewing clearable holds. Click it and the expired holds will be canceled.
  7. Bring items down from the hold shelf and check them in.

If you cancel a ready-for-pickup hold, you must check in the item to make it available for circulation or trigger the next hold in line.

Hold shelf expire time is inserted when a hold achieves on-hold-shelf status. It is calculated based on the interval entered in Local Admin → Library Settings → Default hold shelf expire interval.

The clear-hold-shelf function cancels shelf-expired holds only. It does not include holds canceled by patron. Staff needs to trace these items manually according to the hold slip date.

 

1.8. Transit Items

Transit Items


Evergreen’s transit feature tracks items transferring among branches. It allows patrons to return items at any branch and for holds to be placed on items at other branches.

When will an item go in transit?

  1. When an item is checked in at a non-owning branch the status changes to In transit. A transit slip may be printed.
  2. When a hold is captured for an item with a pickup branch other than the location at which the hold is captured, the item’s status will be changed to In transit. If the hold is captured from the Check In screen, a prompt to print the Transit/Hold slip will display. If the hold is captured from the Capture Holds screen, a Transit/Hold slip will be printed automatically.   


Receiving In Transit Items

All items received through transit must be checked in by the receiving branch. This changes the items' statuses from In transit to Reshelving or Ready for Pickup.

Transit List 

The Transit List report may be used as a tool to help manage your incoming and outgoing transits.

To access and use the Transit List report:

  1. Select Administration → Local Administration → Transit List.

Local Administration is the fourth option listed in the Administration dropdown menu.

   2. Specify Transit to or Transit from library.

   3. Choose a Start Date and End Date for transit activity.

Transit List screen


   4. Transits should automatically load.

   5. Items with an In transit status for the selected time period are listed.


Cancelling Transits


Transits may be cancelled from multiple locations within Evergreen. Circulators and all permission groups that inherit Circulator permissions can cancel transits only when logged into a workstation at either the sending or destination branch. Staff should only cancel transits when they have the item in hand. If someone has the item in hand and is not at the sending or receiving branch, they can either contact staff at one of those branches or ask a Branch Admin or System Admin (who have that permission) to cancel the transit. 

Use when processing missing in transit items or a patron requests an item that has just been returned and is in transit to its home library for reshelving. This procedure can be performed from the Transit List or from the Item Status screen.

  1. Select the transit(s) to cancel.
  2. Select Cancel Transit.
  3. The transit is cancelled, but will still display in the list.
  4. Click Retrieve Transits. The screen will refresh and the cancelled item(s) will no longer display as transits.

 

Cancelling Transits at Checkout


Items with a status of In transit trigger a notification when an attempt is made to check them out. To allow In transit items to be checked out, override the block by clicking Cancel Transit on the alert screen. Proceed by clicking Checkout.

 

Cancelling Transits from Item Status

Note:  Staff should only cancel transits when they have the item in hand.

  1. Click Item Status or F5.
  2. Scan item barcode.
  3. Right click on the item and select Cancel Transit.
  4. Click Yes for the popup message to cancel transit.
  5. The item now has the status Reshelving.

2. Best Practices for Sharing your Resources

2.1. Resource Sharing Best Practices

Policies and Procedures

General Policies

  • Circulations will follow the policy of the library where they are checked out at, regardless of whether they are owned locally or obtained through resource sharing, in order to provide a consistent experience for patrons.
  • When thinking of Cardinal resource sharing, it is important to remember that an NC Cardinal patron is a patron exactly like your local patron.
  • Holds may be placed on books, videos, audiobooks and music from any NC Cardinal library. Each library system within NC Cardinal can designate specific item types to be non-holdable. These non-holdable items can be defined as 1) never holdable or 2) non-holdable for a specific length of time, for example, six months. 
  • If a patron presents the on-hold item for checkout before it is retrieved for the requesting hold patron, the in-house patron with item in hand receives preference; a circulation supervisor will override the hold and check out the item to the in-house patron. The requesting hold patron will remain in line for the item. Patrons whose NC Cardinal cards are “blocked” or “barred” will not be allowed to place holds until their card privileges are restored.
  • If you would like to put something on hold for one of your Staff or Outreach accounts that have a longer circulation period, check with the lending library first before checking the material out for an extended period of time. 
  • If one of your patrons lost an item that was borrowed through resource sharing, it is best to check with the owning library whether they prefer payment or a replacement copy. Several libraries have provided instructions on what to do if one of your patrons loses an item borrowed through resource sharing. You may wish to refer to this page for these instructions before contacting the owning library, but it is recommended that you still contact the library as a courtesy, even if instructions are provided. If a patron replaces a lost or damaged item with an exact copy (same ISBN), send that new item to the library system that had the original item. In most cases, the library that receives a replacement copy allows the patron to keep the damaged copy.
  • It is always preferable to put the patron in contact with the owning library so they can pay that library directly for the lost item, since payments can't be transferred between member libraries. It is however acceptable to receive payment of a damaged or lost item owned by another system. 
  • Patrons may return any borrowed item to any member library for transit back to the owning library.

Best Practices

  • It is best to have at least two people who understand what your library’s daily resource sharing procedures entail. You never know when your contact person will be sick for a long period of time or on vacation. This way, your backup will know how to get into your FedEx account to make labels. Regardless, there must be one person who is the contact. The contact person should also be located at the library system’s hub, if at all possible. 
  • Even though messages or alerts may pop up once an item is checked in, make sure that you still look to see what the message or alert tells you. Check to see if all DVDs are housed in their case or any multi-media is attached to a book.
  • If there is an issue with an item that comes to your location, you can always contact the owning library’s resource sharing contact for information or help. Printing off the contact list is helpful in that sense.
  • If a damaged item or an item missing pieces is sent to your system, be mindful of all the ways you can deal with the item. You can send the material back to its owning library with a note while retargeting the hold for another library. You can place notes in your system describing the issue with the material while allowing your patron to check out the material. If something is missing (DVD has 5 discs but missing 1), you may call the owning library’s contact to see about locating the missing disc. You can also use the template. Please do not use scotch tape or masking tape on material as that can damage covers.
  • If an item appears to have gone missing during consortium-wide borrowing, you need to let the contact person of the owning library know so the copy status can be updated in the catalog. 
  • Do not tape, paper clip or otherwise attach the transit receipt to the item. Inserting the transit slip into the item with the branch destination is best.
  • Use the Cardinal Resource Sharing Basecamp Group (https://3.basecamp.com/3986049/buckets/17916141/message_boards/2838762917) for any questions you have or need consensus information about resource sharing. 
  • Cleaning other library's DVDs: If a DVD needs cleaning, either upon receipt or return, it is acceptable to clean it. However, we recommend that you include a note to the owning library that the disc was cleaned.

Packing Materials

  • Reuse any packing material that you can. Boxes work the best.
  • Before reusing a box, check the corners for signs of splitting. Consider using tape to reinforce the corners if they are weak.
  • If there is room between the top of the box and the top of the material, consider a smaller box or use enough stuffing so that the box does not collapse if something heavy is stacked on top of it.
  • Consolidate items into as few packages as permitted. Don’t overweight your boxes (no more than 40 pounds a box) or cram a box to the point of bursting at the seams, but be mindful of how much stuff is placed into your shipping packages. At the same time, do not send one item at a time whenever possible.

Shipping and FedEx

  • Use the address forum within FedEx to keep your contacts up to date. Also, you will need to incorporate the hub library into the receiving address field for shipping.
  • You may want to print off a list of all the library system’s hubs and branches. There are guides, how-to’s, library member listings, etc.
  • Designate a single place or Library Hub for FedEx for your packages to be dropped off/picked up. Library systems should have their own internal courier system for moving materials between branches in the library system.

Library Hubs

  • In NC Cardinal, each library system has a “hub” library, usually the main branch of that particular system. The hub handles all material to be sent out to other library systems’ hubs and any material coming to its own library system. Within multiple branch library systems, resource sharing is already prevalent amongst the branches, so a courier service of some sort is present. This courier service will still be used within each system and material being requested from a consortium branch library will be sent to the hub for shipping. Time differs with each system as to when courier services are used during the week (some systems have courier runs on Mondays and Thursdays while others have it Monday, Wednesday, and Thursday).
  • The hub of a library system will also usually house the contact person who is in charge of shipping/receiving consortium materials. The contact person works with the mail service NC Cardinal uses for its handling of material. At this time, we are under contract with FedEx. Each library system should have a backup in case the contact person is not present for a long period of time.
  • Each hub should have a space that is designated to accommodate for the shipping/receiving of consortium materials. Some hubs have a room that is used to process these materials while other systems may not have a large space to perform these daily tasks. It will be left up to the hub to decide on how this is arranged. Shelving can be a great way of storing the day’s pull list items or even separation of library system’s requests. If possible, a table of sorts can work nicely as a base for a scale, packaging tape, and other materials. A computer with a printer should be nearby to create your package labels.

2.2. Shipping Supplies for Resource Sharing

What to use for shipping out library materials

 

The State Library has put together a grouping of supplies for the resource sharing aspect of NC Cardinal that we recommend to have on hand or purchase locally. Resource sharing "kits" may contain some of the following supplies:

A/V boxes

Indestructo Mailers (DVD) 8x6x4

Uline S-15140

Corrugated boxes 

Cardboard Boxes 12x9x6

Cardboard Boxes 16x12x10

Uline S-4406

Uline S-4160

Poly Mailer Bags : 13x16x4

Shipping size needs to be 18"x13"x5" or smaller to avoid $10.89 additional handling charges

Uline S-11482

Bubble Mailers

Bubble envelopes 7.25x12

Uline S-9986

Electronic Scale 

Brecknell GP100 Portable Electronic Utility Bench Scale : 100lb Capacity

Printing Rolls

FedEx provides free printable shipping labels: 

Printable shipping label roll

MUNBYN External Rolls Label Holder (fits FedEx labels listed above)

Zebra ZP 450 Label Thermal Bar Code Printer

MFLABEL® 20 Rolls of 250 4x6 Direct Thermal Blank Shipping Labels for Zebra

ROLLO Shipping Label Printer

Boxes/Envelopes Tips:

  1. Reuse boxes/envelopes/poly mailers whenever possible. Gather boxes from departments within your system. It may take getting into a rhythm of shipping before you acquire extra boxes. Do not use any boxes or envelopes that are damaged beyond repair. 
  2. When reusing shipping boxes, packing or duct tape can be used for reinforcement if necessary.
  3. Make sure that you mark out or tear off whatever shipping label was previously on the box before you send your package out. If this is not done, it is possible that the box will not be processed correctly by FedEx and could be sent back to its previous destination.
  4. Do not use any boxes that have chemical labels such as the following example (disinfectant warning) :

Box with disinfectant warning label     

Packaging Tape:

Packaging tape or duct tape can be used to secure your shipping packages and for reinforcement with partially damaged boxes, bubble-lined envelopes.

Bubble wrap audiovisual equipment for protection of the casing and its contents. Be creative, but also be mindful that everyone is sharing material that is valuable to its system.

  1. Though there is not a specified weight limit per package, try not to exceed 40 pounds per package because more than that will be difficult to lift for some individuals. 

FedEx printed labels that delegate where the package(s) are being sent. These are highlighted in the FedEx section of this document.

FedEx Label Pouches:

Shipping and Packing Website

FedEx provides the consortium with plastic shipping label pouches, found at Packing & Shipping Supplies section of the website. You can select Packing and Shipping Supplies from the Shipping menu, and then select the "Order Free FedEx Express Supplies" option. They are what you should use to contain the actual shipping label you print off from the FedEx website designating the package you are sending along with its tracking number.

Packing & Shipping Supplies is the fourth option listed in the Shipping dropdown menu.

Order free FedEx Express supplies page

FedEx Small Pouch

Part No.: 158396

Dimensions: 10-7/8' x 6-7/8' (27.62cm x 17.46cm)

Capacity: Will hold a document 9-5/8' x 6-1/8' (24.45cm x 15.56cm).
 
FedEx Small Pouch listing

Important Note About Free FedEx Shipping Supplies

It should be noted that not all of the free supplies offered by FedEx are available to us, because we use FedEx Ground and NOT FedEx Express.

When viewing the page linked above, it is important that you check the details of each item listed.  If it says "For FedEx Express shipments only" (example highlighted below), it cannot be ordered.

Example FedEx envelope listing with "For FedEx Express shipments only" highlighted in yellow

To help mitigate this, it is recommended that you select the "Ground" option in the search criteria list on the left of the screen, as pictured below.  This will restrict the list to only supplies that can be ordered for FedEx Ground.

Narrow display categories with Ground highlighted in yellow

Of those listed, the following are irrelevant for our purposes:

Ground C.O.D., Ground Hazardous Materials, Ground International,  Ground Preprinted Bar Code Labels supplies list

Please Note:  FedEx stresses that the only supplies that should be ordered are the printable shipping labels (part #167072) and the small pouches (part #158396) described above.

2.3. Resource Sharing Damage Slip Template

Printable Damage Slip

 

This Item Damage Slip should be used whenever items either arrive to the pickup library for check out or when returning to its owning library.

Resource Sharing damage slip template

 

 

 

2.4. NC Cardinal Hold Policy Restrictions

NC Cardinal Hold Policy Restrictions


Last updated 04/17/19


Listed below are the current hold policy restrictions for patrons of NC Cardinal Libraries requesting materials from outside their library system.

These restrictions do not reflect policies that affect a library’s “own” patrons.

All libraries have 6-month age hold protection on newly-active items. All libraries have Reference material as non-holdable.

 

Library System

Restricted Items

Hold Limits

Alexander

Reference materials

Non-county Patron hold request limit = 25

Appalachian Regional

Reference materials

No restrictions

BHM Regional

 

Ocracoke School items

Bags

Equipment

Kits

Magazines

Microfilm

Reference materials

Non-county Patron hold request limit = 25

Bladen

Local History materials

Reference materials

Non-county Patron hold request limit = 25

Braswell

Binoculars

Laptops

Leappads

Local History materials

Magazines

Microfilm

Mobile Hot Spots

Reference materials

Telescopes

Video Kits

Non-county Patron hold request limit = 25

Brown

Local History materials

Reference materials

Non-county Patron hold request limit = 25

Buncombe

Art Print

E-resources

Laptops

Magazines

Microfilm

Newspapers

Reference materials

Tools

Non-county Patron hold request limit = 25

Caldwell

Equipment

Reference materials

Non-county Patron hold request limit = 25

 

Caswell

Reference materials

Non-county Patron hold request limit = 25

Cleveland

 

Cleveland County Outreach branch items

No restrictions

Cooley

Genealogy

Laptops

Local History materials

Magazines

Reference materials

Non-county Patron hold request limit = 25

Cumberland

Kits

Launchpads

Magazines

Playaways

Reference materials

Non-county Patron hold request limit = 25

 

Davidson

Reference materials

Non-county Patron hold request limit = 25

Davie

 

Data discs

E-resources

Reference materials

Materials classified as Special

Teaching Aid materials

No restrictions

Farmville

 

Magazines

Reference materials

No restrictions

Fontana Regional

Reference materials

No restrictions

Forsyth

FORSYTH_AO, FORSYTH_CO, and FORSYTH_SP_SVCS branch items

Equipment

E-Resources

Magazines

Microform

Reference materials

Software

Non-county Patron hold request limit = 30

 

Franklin

Games

Reference materials

No restrictions

Granville

Boodle Bags

Local History materials

Reference materials

Non-county Patron hold request limit = 25

Halifax

Equipment

Local History materials

Kit

Magazines

Reference materials

Non-county Patron hold request limit = 20

Harnett

Equipment

Kit

Magazines

Reference materials

Non-county Patron hold request limit = 25

Haywood

Reference materials

No restrictions

Henderson

Reference materials

Kit

Non-county Patron hold request limit = 25

Iredell

Reference materials

No restrictions

Johnston

Reference materials

Non-county Patron hold request limit = 25

Lee

Reference materials

No restrictions

Mauney

Kit

Reference materials

No restrictions

McDowell

Reference materials

Magazines

No restrictions

Neuse Regional

Reference materials

Non-county Patron hold request limit = 25

Northwestern Regional

Local History materials

Microfilm

Reference materials

Non-county Patron hold request limit = 30

Perry

Equipment

Local History materials

Reference materials

Non-county Patron hold request limit = 50

Polk

Local History materials

Microfilm

Reference materials

Non-county Patron hold request limit = 50

Rockingham

Film

Genealogy

Maps

Reference materials

Puzzles

Non-county Patron hold request limit = 50

Scotland

Reference materials

Non-county Patron hold request limit = 25

Wayne

 

Reference materials

Story bags

Non-county Patron hold request limit = 10

 

3. Resource Sharing Documentation

3.1. Cardinal Primary and Secondary Library Contacts

Who To Contact Regarding Resource Sharing Issues

See this information in a dynamic tool built by Kenneth Odom of Rutherford County:

https://datastudio.google.com/reporting/14c618fa-327d-4651-937d-8310c78e6ba5

These Cardinal contacts are to assist with any issues that may occur within a library system (how to handle damaged items, patron issues, etc.)

Library System Contact Person Phone Number Email Library Position Contact
Alexander Zachary Mull 828.632.4058 zmull@alexandercountync.gov Library Assistant Primary
  Laura Crooks 828.632.4058 lcrooks@alexandercountync.gov Director Secondary
AMY Regional Jamie McCabe 828.682.4476 amybookmobile@gmail.com Bookmobile/Outreach Librarian Primary
  Wayne Edwards 828.682.2600 wayne@amyregionallibrary.org Branch Manager Secondary
Appalachian Regional Nicole de Bruijn 336.838.2818 x239 ndebruijn@arlibrary.org Tech Services / Resource Sharing Primary
  Ryan Church 336.838.2818 x233 rchurch@arlibrary.org Tech Services  Secondary
BHM Regional Alice Foye 252.946.6401 x12 afoye@bhmlib.org Tech Services Coordinator Primary
  Mary Tankard 252.946.6401 x13 mtankard@bhmlib.org Tech Services Assistant Secondary
Bladen Agnes McCall  910.862.6992  amccall@bladenco.org Assistant Director Primary
  Elizabeth Hines  910.862.6789  ehines@bladenco.org Library Assistant III Secondary
Braswell Lakesha Joyner 252.442.1951 x253 ljoyner@braswell-library.org Circulation Services Manager Primary
  Timothy Thompson 252.442.1951 x222 trthompson@braswell-library.org Library Assistant Secondary
Brown Teresa Patti 252.946.4300 tpatti@washingtonnc.gov Circulation Supervisor Primary
  Kimberly Davenport 252.946.4300 kdavenport@washingtonnc.gov Library Services Coordinator Secondary
Buncombe Tammy Silver 828.250.4719 Tammy.Silver@buncombecounty.org Tech Services Primary
  Cheryl Middleton 828.250.4755 cheryl.middleton@buncombecounty.org Branch Manager / Trainer Secondary
Burke Devin DeCanio 828.874.2421 devin.decanio@burkenc.org Library Assistant Primary
  Page Andersen 828.874.2421 pandersen@bcpls.org Branch Manager Secondary
Caldwell Cory Ledford 828.757.1270 cledford@caldwellcountync.org Tech Services Staff Primary
  Susan Clark 828.757.1276 sclark@caldwellcountync.org Technical Services Librarian Secondary
Carteret Mary Wilson 252.648.7725 mary.wilson@carteretcountync.gov Technical Services Supervisor Primary
  Pamela Clark 252.648.7725 pamela.clark@carteretcountync.gov Circulation Technician Secondary
Caswell Doris Hyler 336.694.6241 dhyler@caswellcountync.gov Circulation Supervisor Primary
  Jackie Jones 336.694.6241 jjones@caswellcountync.gov Adult Services Secondary
Clayton Mel Poole 919.553.5542 x6212 mpoole@townofclaytonnc.org Circulation Supervisor Primary
  Gabe Johnson 919.553.5542 x6206 gjohnson@townofclaytonnc.org Catalog Librarian Secondary
Cleveland  Adriene Jones 704.487.9069 x139 Adriene.Jones@clevelandcountync.gov Adult Services Manager Primary
  Wright Adams 704.487.9069 x223 wadams@ccml.org Director Secondary
Cooley Amanda Yetter 252.459.2106 x425 amanda.yetter@townofnashvillenc.gov Library Director Primary
  Otis Chancey 252.459.2106 Otis.Chancey@townofnashvillenc.gov Library Assistant Secondary
Cumberland Khadijah Jones 910.483.7727 x1309 kjones@cumberlandcountync.gov MOS Administrative Support Specialist Primary
  Krysti Thomas 910.483.7727 x1356 kthomas@cumberlandcountync.gov    Secondary
Davidson Joy Cecil-Dyrkacz 336.242.2941 Joy.Cecil-Dyrkacz@DavidsonCountyNC.gov  Tech Services Manager                     Primary
  Kimberly Steelman 336.242.2940 Kimberly.Steelman@davidsoncountync.gov Tech Services Assistant Secondary
Davie Derrick Wold 336.753.6034 dwold@daviecountync.gov Director Primary
  Ashlyn O'Brien 336.753.6036 aobrien@daviecountync.gov Customer Service Supervisor Secondary
Duplin Esbeidi Borja 910.296.2117 esbeidi.borja@duplincountync.com Cataloger Primary
  Jacob Simpson 910.293.4664 jacob.simpson@duplincountync.com Library Assistant Secondary
Farmville Candis Wiilliams 252.753.3355 cwilliams@farmvillenc.gov Library Technician Primary
  Angie Bates 252.753.3355 abates@farmvillenc.gov Director Secondary
Fontana Regional Diann Ball 828.488.2382 x121 dball@fontanalib.org Regional Office Manager Primary
  Donna Rowland 828.488.2382 x126 drowland@fontanalib.org Local Admin/Finance Assistant Secondary
Forsyth Kathryn Nesbit 336.703.3048 nesbitk2@forsyth.cc Tech Services Primary
          Secondary
Franklin Wayne Hunt 919.496.2111 whunt@franklincountync.us Assistant Library Director Primary
  Ann Wells 919.496.2111 awells@franklincountync.us Library Tech II / Resource Sharing Secondary
GHL/State Library of NC Velappan Velappan 919.814.6821 velappan.velappan@ncdcr.gov Collection Unit Manager Primary
  Jennifer Davison 919.814.6810 Jennifer.Davison@ncdcr.gov Head, Content Management and Access Branch Secondary
Gibsonville Jessica Arnold 336.449.6455 jarnold@gibsonville.net Library Director Primary
  Ashley Frost 336.449.6455 afrost@gibsonville.net Collection, Circulation and Admin. Backup Secondary
Granville Amy Humphries 919.693.1121 amy.humphries@granvillecounty.org Head of Technical Services Primary
  Lydia Fontenelle 919.693.1121 lydia.fontenelle@granvillecounty.org     PT Tech Services Assistant Secondary
Halifax Barb Valdes 252.583.3631 bav1968@gmail.com Branch Manager / Tech Services Manager Primary
  Cheryl Brown 252.583.3631 ckbrown0929@gmail.com Library Associate Secondary
Harnett William Coberly 910.893.3446 wcoberly@harnett.org Circulation Manager Primary
  LaShauna Williams 910.893.3446 lwilliams@harnett.org Resource Sharing Coordinator Secondary
Haywood  Caroline Roten 828.356.2518 Caroline.Roten@haywoodcountync.gov Assistant Library Director Primary
  Shane Green 828.356.2513 Shane.Green@haywoodcountync.gov Resource Sharing Manager Secondary
Henderson Juliet Lambert 828.697.4725 x2316 jlambert@hendersoncountync.gov Library Technician Primary
  Forrest Tate 828.697.4725 x2324 ftate@hendersoncountync.gov Library Technology Specialist Secondary
Iredell Brandi Grubb 704.878.3090 x8806 brandi.grubb@co.iredell.nc.us Library Program Specialist Primary
  Tayler Kiser 704.878.3090 x2407 tayler.kiser@co.iredell.nc.us Library Assistant Secondary
Johnston Hannah Sitter 984.230.4885 hsitter@pljcs.org Circulation Supervisor Primary
  Johnnie Pippin 919.934.8146 jpippin@pljcs.org Library Director Secondary
Lee Beth List 919.718.4665 x5488 blist@leecountync.gov Director Primary
  Jeremy Mullins 919.718.4665 jmullins@leecountync.gov Circulation and Administrative Supervisor Secondary
McDowell Kirsten Reel 828.652.3858 kreel@mcdowellpubliclibrary.org Circulation Manager Primary
  Lisa Burgess 828.652.3858 lburgess@mcdowellpubliclibrary.org Resource Sharing Coordinator Secondary
Madison Billie Chandler 828.649.3741 bchandler@madisoncountync.gov Branch Manager Primary
  Shawna Bryce 828.689.5183 sbryce@madisoncountync.gov Branch Manager Secondary
Mauney Christina Martin 704.739.2371 x2577 Christina.Martin@mauneylibrary.org Library Services Manager Primary
  Trey Ross   Trey.Ross@mauneylibrary.org Senior Library Assistant Secondary
Nantahala Regional Trudy Morrow 828.837.2025 tmorrow@nantahalalibrary.org Bookmobile Branch Manager Primary
  Melissa Barker 828.837.2417 mbarker@nantahalalibrary.org Murphy Public Library Branch Manager Secondary
Neuse Regional Sarah Sever 252.527.7066 x134 ssever@neuselibrary.org Library Services Manager Primary
  Charlene Sanderson 252.527.7066 x148 csanderson@neuselibrary.org Circulation Supervisor Secondary
Northwestern Regional Sunnie Prevette 336.835.4894 sprevette@nwrl.org Branch Supervisor/Technology Supervisor Primary
  Tonya Triplett 336.835.4894 ttriplett@nwrl.org Processing Technician Secondary
Onslow Kathleen Grasser 910.455.7350 kathleen_grasser@onslowcountync.gov Head of Public Services Primary
  Senatra Spearmon 910.455.7350 x1417 senatra_spearmon@onslowcountync.gov Adult Services Librarian Secondary
Perry Kenya Allen 252.438.3316 x244 kallen@perrylibrary.org Technical Services Assistant Primary
  Patti McAnally 252.438.3316 x232 pmcanally@perrylibrary.org Director Secondary
Person Amber Carver 336.330.2298 acarver@personcountync.gov Library Technician Primary
  Nikki Scoville 336.330.2294 nscoville@personcountync.gov Adult & Reference Librarian Secondary
Polk Alan Smith 828.894.8721 x285 asmith@polklibrary.org Public Services Manager Primary
  Marcie Dowling 828.894.8721 x281 mdowling@polklibrary.org Director Secondary
Rockingham Rebecca Smith 336.623.3168 rsmith@co.rockingham.nc.us Reference Librarian Primary
  Rhonda Hooker 336.548.6553 rhooker@co.rockingham.nc.us Reference Librarian Secondary
Rutherford Stephanie Long 828.287.6396 stephanie.long@rutherfordcountync.gov Circulation Manager Primary
  April Young 828.287.6117 april.young@rutherfordcountync.gov Library Director Secondary
Sampson Erin Heath 910.592.4153 eheath@sampsonnc.com Information Services Associate Primary
  Kelsey Edwards 910.592.4153 kedwards@sampsonnc.com Library Director Secondary
Sandhill Bonita Collins 910.997.3388 bonita.collins@srls.info Director of Technical Services Primary
  Nicole Jones 910.997.3388 nicole.jones@srls.info Resource Sharing Secondary
Scotland Ann Locklear 910.276.0563 x7 annlocklear@scotlandcounty.org Assistant to Director Primary
  Leon Gyles 910.276.0577 lgyles@scotlandcounty.org Director Secondary
Stanly Sara Hahn 704-986-3766 shahn@stanlycountylibrary.org Director Primary
  Ashley Flair 704-986-3764 aflair@stanlycountylibrary.org Circulation Manager Secondary
Transylvania Derek Nelson 828.884.3151 x1802 derek.nelson@transylvaniacounty.org Circulation Primary
  Robert Fleming 828.884.3151 x1822 robert.fleming@transylvaniacounty.org Resource Sharing / Shipping Secondary
Warren Christy Bondy 252.257.4990 x 1050 christybondy@warrencountync.gov Library Director Primary
  Terry Alston 252.257.4990 x1050 terryalston@warrencountync.gov Library Technical Assistant Secondary
Wayne Tamara Baltazar 919.299.8105 x8010 tamara.baltazar@waynegov.com Tech Services Supervisor Primary
           
State Library Benjamin Murphy 919.814.6797 benjamin.murphy@ncdcr.gov NC Cardinal Program Manager  

How To Handle When One of Your Users Loses an Item from Another Library

The following instructions have been provided by member libraries as a quick reference for other member libraries in the event of a patron damaging or losing an item borrowed through resource sharing. These specific instructions are intended to supersede the more general instructions provided here in the Resource Sharing Best Practices. In cases where specific instructions have not been provided, you may follow the Resource Sharing Best Practices.

It is recommended that even when a library has provided specific instructions you still contact them directly beforehand as a courtesy.

ALEXANDER

Replacement copies are fine with us. New or used in good condition. We would prefer to communicate library to library, but we're flexible.

AMY

AMY Regional Library will gladly accept gently used or new copies of the same ISBN. Please have a staff member email Jamie McCabe at amybookmobile@gmail.com

ARL

In the spirit of the “your sandbox, your rules” that apply to the rest of the various circulation processes, we are comfortable with whatever works best for the circulating system but would appreciate someone contacting us first with the information on the lost/damaged item so we can get it deleted and giving us a heads up if a new copy is being sent.

BHM

BHM Regional would prefer the option of a replacement copy, as long as it has the same ISBN and is new. It would also be great if the borrowing library would either call or send an email to one of the resource sharing team to let us know that a replacement copy is coming and the barcode number on the lost item.

BLADEN

 

BRASWELL

Call us to discuss

BROWN

Brown would prefer the library system contact us first. We accept new or like new replacement items but the ISBN must be the same. However, if items are very old and therefore difficult to find, we would like to discuss alternative solutions.

BUNCOMBE

Replacement copy preferred (new copy, same ISBN). Circulating library should contact owning branch to discuss specifics and to keep apprised of the situation (i.e. patron chose to pay; or replacement on the way)

BURKE

No replacements. Please have patron contact us at fines@bcpls.org or contact Page Andersen at 828-874-2421 or 828-764-9283.

CALDWELL

We prefer a replacement, as long as it is the same ISBN and in new condition. We also appreciate the library notifying us to let us know of the situation. If any other issue comes up, please call or email our resource sharing contacts.

CARTERET
Please have your resource sharing primary/secondary contact person email Carteret's primary/secondary contact person so we can discuss the best solution. In general, we are open to a replacement copy if it is the same ISBN and in new condition.
CASWELL

 

CLEVELAND

At Cleveland, we'd prefer that the patron be put in contact with us, and the circulating library staff contact us (preferably through email) and let us know about the issue.

COOLEY
Call us to discuss. Definitely email us to let us know that the item has been marked as lost. Allow the payment of the lost item to be paid for at the location where patron loaned item/let library know item was lost.
CUMBERLAND

In the spirit of the “your sandbox, your rules” that apply to the rest of the various circulation processes, we are comfortable with whatever works best for the circulating system but would appreciate someone contacting us first with the information on the lost/damaged item so we can get it deleted and giving us a heads up if a new copy is being sent.

DAVIDSON

New replacements are accepted - must have same ISBN or be the same type (hardback vs. paperback). Library staff should contact Resource Sharing Contacts by email to notify of a replacement being sent.

DAVIE

 

DUPLIN

We will accept a new copy with the same ISBN, when the book is lost we would like a notification sent to us at: esbeidi.borja@duplincountync.com to mark the book in our catalog as missing/lost. If you have any question you can contact us through the previous email or call us at 910-296-2117.

FARMVILLE

I would like them to notify us so that we can mark the book lost and charge the patron for the cost of the book.

FONTANA

 

FORSYTH

Will take new or like new replacements. Staff can contact resource sharing contact with questions. Include Cardinal resource sharing note with replacement item.

FRANKLIN

Replacements are OK, as long as it has the same ISBN. Book can be used if in good shape

GRANVILLE

Borrowing library/system to please call/email resource sharing contact to discuss. Replacements are OK, as long as it has the same ISBN. Book must be new.

HALIFAX

Replacements are OK, as long as it has the same ISBN. Book must be new. Only want to deal with loaning library not patron.

HARNETT

Replacements are OK, as long as it has the same ISBN. Book must be new. Communication library to library, Circulating library contacts owning library for details.

HAYWOOD

We do not take replacements for lost items, we would prefer that once an item is paid for the borrowing library let RS contact person know. We can then re-order the item.

HENDERSON

Replacements are preferred. Must be same ISBN, must be new condition.

IREDELL

Replacements are OK, as long as it has the same ISBN. Book can be used if in good shape. I would like to be informed about it so I know to look for the book.

JOHNSTON

New replacements preferred (same ISBN). Will accept like-new replacement if out of print. Include RS Note with replacement item; no need to contact.

LEE

Call us to discuss. Refer the patron to us. Replacements are accepted with same ISBN and new condition.

MADISON

MCPLs will accept replacement copies with same ISBN in like-new condition. We prefer that the patron contact us at 828-649-3741 to discuss.

MAUNEY

We do not take replacements.

MCDOWELL

Prefer a replacement copy, new or like new, with the same ISBN number. Library to library communication is fine.

NANTAHALA
 
NEUSE
Neuse does not accept replacement copies. Once a book has been paid for we appreciate the correspondence from the borrowing library so that we can decide to reorder or not.
NORTHWESTERN
If our items are lost or damaged, Northwestern Regional Library prefers a replacement with the same ISBN and in new condition. Also, we prefer contacting Sunnie Prevette at the Regional office, preferably by email. When sending the replacement item, please include a note.
ONSLOW
Please call or email us to discuss.
PERRY

 

PERSON

Person does not accept replacements unless approved by our director. We appreciate having our resource sharing contact notified about lost, damaged, or claims returned materials.

POLK

Replacements are OK, as long as it has the same ISBN. Item must be new.

ROCKINGHAM
I would like the item replaced if possible first. If not able to do this, patron is to be charged the cost of the book to their account. I would also like contact from the library that is collecting on the incident.
RUTHERFORD

Have patron contact owning library. Replacements are acceptable, as long as they are new with the same ISBN as missing copy.

SAMPSON
Replacement copy is preferred (same ISBN). New copy is preferred but will accept like new replacements due to the age of some material. Communication library to library, Circulating library contacts owning library for details. Include Cardinal RS note with replacement copy.
SANDHILL
Replacements are OK, as long as it has the same ISBN. Book can be used if in good shape.
SCOTLAND

At Scotland County Memorial Library, we would rather have contact between library staff only (email is best); replacements are fine as long as the ISBN is the same and the book is in new or like new condition; if the patron chooses to pay they can do so at their circulating library, and we will decide whether or not we want to replace the book.

STANLY

 

TRANSYLVANIA

Transylvania does not offer to accept replacements for lost items. We appreciate having our resource sharing contact notified about lost, damaged, or claims returned materials.

WAYNE

Call us to discuss. Replacements are OK, as long as it has the same ISBN. Book preferred new, but can be used if in good shape.

3.2. Cardinal Shipping Branches

NC Cardinal Systems, Shipping Hubs, and Branches

Last updated 07.17.2023

System

Shipping Branch

Other Branches

ALEXANDER: Alexander County LibraryALEXANDER_MAIN: Alexander Main Library
  • STONY_POINT: Stony Point Branch
  • BETHLEHEM: Bethlehem Branch
AMY: AMY Regional LibraryAMY_HQ: AMY Regional Library Office
  • AMY_BKM: AMY Bookmobile/Outreach
  • YANCEY: Yancey County Public Library
  • AVERY: Avery County Morrison Public Library
  • MITCHELL: Mitchell County Public Library
  • SPRUCE_PINE: Spruce Pine Public Library
APPALACHIAN: Appalachian Regional LibraryWILKES: Wilkes County Public Library
  • TRAPHILL: Traphill Branch Library
  • ASHE: Ashe County Public Library
  • W_WATAUGA: Western Watauga Branch Library
  • WATAUGA: Watauga County Public Library
BHM: BHM Regional LibraryBHM_HQ: BHM Headquarters Library
  • WILLIAMSTON: Martin Memorial Library
  • BATH: Bath Community Library
  • BHM_OUT: BHM Outreach
  • BELHAVEN: Belhaven Public Library
  • AURORA: Hazel W. Guilford Memorial Library
  • SCH_OCRACOKE: Ocracoke School
  • OCRACOKE: Ocracoke Community Library
  • ROBERSONVILLE: Robersonville Public Library
  • HYDE: Hyde County Public Library
BLADEN: Bladen County LibraryBLADEN_MAIN: Bladen Main Branch
  • BLADEN_BKM: Bladen Bookmobile
  • CLARKTON: Clarkton Public Library
  • BRIDGER: Bridger Memorial Library
BRASWELL: Braswell Memorial LibraryBRASWELL_MAIN: Braswell Memorial Main Library
  • MIDDLESEX: Middlesex Public Library
  • SPRING_HOPE: Spring Hope Public Library
  • BRASWELL_BKM: Braswell Bookmobile
  • WHITAKERS: Whitakers Public Library
  • BAILEY: Bailey Public Library
BROWN: Brown Library SystemBROWN_MAIN: George H. & Laura E. Brown Library
    BUNCOMBE: Buncombe County LibraryPACK: Pack Memorial Library
    • SWANNANOA: Swannanoa Library
    • WEAVERVILLE: Weaverville Library
    • S_ASHEVILLE: Oakley/South Asheville Library
    • E_ASHEVILLE: East Asheville Library
    • BLACK_MTN: Black Mountain Library
    • BUNC_LAW: Buncombe County Law Library
    • ENKA: Enka-Candler Library
    • FAIRVIEW: Fairview Library
    • LEICESTER: Leicester Library
    • N_ASHEVILLE: North Asheville Library
    • S_BUNCOMBE: South Buncombe/Skyland Library
    • W_ASHEVILLE: West Asheville Library
    BURKE: Burke County Public LibraryVALDESE: Valdese Public Library
    • CB_HILDEBRAND: C.B. Hildebrand Public Library
    • MORGANTON: Morganton Public Library
    CALDWELL: Caldwell County Public LibraryLENOIR: Lenoir Library
    • SOUTHERN: Southern Branch
    • HUDSON: Hudson (Caldwell)
    CARTERET: Carteret County Public LibraryBEAUFORT_MAIN: Beaufort Main
    • DOWN_EAST: Down East
    • NEWPORT: Newport
    • W_CARTERET: Western Carteret
    • BOGUE_BANKS: Bogue Banks
    CASWELL: Caswell County Public LibraryGUNN: Gunn Memorial Public Library
      CLAYTON: Clayton Library SystemHOCUTT_ELLINGTON: Hocutt-Ellington Memorial Library
        CLEVELAND: Cleveland County Library SystemCLEVELAND_MAIN: Cleveland County Main Library
        • SPANGLER: Spangler Branch
        • CLEVELAND_OUT: Cleveland County Outreach
        COOLEY: H.D. Cooley LibraryBRASWELL_MAIN: Braswell Memorial Main Library
        • COOLEY_MAIN: Harold D. Cooley Library
        CUMBERLAND: Cumberland County LibraryCUMBERLAND_HQ: Cumberland Headquarters
        • N_CUMBERLAND: North Regional Library
        • SPRING_LAKE: Spring Lake Library
        • W_CUMBERLAND: West Regional Library
        • BORDEAUX: Bordeaux Library
        • CLIFFDALE: Cliffdale Library
        • E_CUMBERLAND: East Regional Library
        • CUMBERLAND_OUT: Cumberland Mobile Outreach
        • GODWIN_LOCKER: Godwin Locker
        • HOPE_MILLS: Hope Mills Library
        DAVIDSON: Davidson County Public LibraryLEXINGTON: Lexington Public Library
        • THOMASVILLE: Thomasville Public Library
        • W_DAVIDSON: West Davidson Public Library
        • DAVIDSON_BKM: Davidson Public Library Bookmobile
        • N_DAVIDSON: North Davidson Public Library
        • DENTON: Denton Public Library
        DAVIE: Davie County Public LibraryMOCKSVILLE: Mocksville
        • COOLEEMEE: Cooleemee
        • BERMUDA_LOCKER: Bermuda Run Locker
        DUPLIN: Duplin County Public LibraryDORTHY_WIGHTMAN: Dorothy Wightman Library
        • EMILY_HILL: Emily Hill Library
        • ROSE_HILL: Rose Hill Community Memorial Library
        • FLORENCE_GALLIER: Florence Gallier Library
        • PHILLIP_LEFF: Phillip Leff Memorial Library
        • WARSAW_KORNEGAY: Warsaw - Kornegay Public Library
        FARMVILLE: Farmville Public Library SystemFARMVILLE_MAIN: Farmville Public Library
          FONTANA: Fontana Regional LibrarySWAIN: Marianna Black Library
          • MACON: Macon County Public Library
          • HIGHLANDS: Hudson (Fontana)
          • FONTANA_HQ: Fontana Regional Library HQ
          • JACKSON: Jackson County Public Library
          • NANTAHALA_BRANCH: Nantahala Community Library
          • CASHIERS: Albert Carlton - Cashiers Community Library
          FORSYTH: Forsyth County Public LibraryFORSYTH_CENTRAL: Forsyth Central
          • CLEMMONS: Clemmons Branch
          • FORSYTH_OUT: Forsyth Outreach
          • LEWISVILLE: Lewisville Branch
          • MJEWHC: Malloy/Jordan East Winston Heritage Center
          • RURAL_HALL: Rural Hall Branch
          • REYNOLDA: Reynolda Manor Branch
          • CARVER: Carver School Road Branch
          • WALKERTOWN: Walkertown Branch
          • SOUTHSIDE: Southside Branch
          • PADDISON: Paddison Memorial Branch
          FRANKLIN: Franklin County LibraryLOUISBURG: Louisburg - Main Branch
          • FRANKLIN_OUT: Franklin Outreach
          • BUNN: Bunn Branch
          • FRANKLINTON: Franklinton Branch
          • YOUNGSVILLE: Youngsville Branch
          GIBSONVILLE: Gibsonville Public Library SystemGIBSONVILLE_MAIN: Gibsonville Public Library
            GRANVILLE: Granville County LibraryTHORNTON: Richard H. Thornton Main Library
            • STOVALL: Stovall Library
            • BEREA: Berea Library
            • WILTON_EXPRESS: Express Library at Wilton
            • S_GRANVILLE: South Granville Branch Library
            • OAK_HILL_EXPRESS: Express Library at Oakhill
            HALIFAX: Halifax County LibraryHALIFAX_MAIN: Halifax Main Library
            • SCOTLAND_NECK: Scotland Neck Memorial Library
            • WELDON: Weldon Memorial Library
            • ENFIELD: Lilly Pike Sullivan Memorial Library
            • LITTLETON: W.C. Jones Memorial Library
            HARNETT: Harnett County LibraryHARNETT_MAIN: Harnett County Main Library
            • DUNN: Dunn Public Library
            • ERWIN: Erwin Public Library
            • ANGIER: Angier Public Library
            • COATS: Coats Public Library
            • BOONE_TRAIL: Boone Trail Branch
            • BENHAVEN: Benhaven Public Library
            • SCH_AND_CREEK: Anderson Creek School Media Center
            • AND_CREEK: Anderson Creek Public Library
            HAYWOOD: Haywood County LibraryHAYWOOD_MAIN: Haywood County Main Library
            • CANTON: Canton Library
            • FINESCREEK: Fines Creek Library
            • HAYWOOD_OUT: Haywood Outreach
            • HAYWOOD_LOCKER: Haywood Locker
            • MAGGIE: Maggie Valley Library
            HENDERSON: Henderson County Public LibraryHENDERSON_MAIN: Henderson Main Branch
            • HENDERSON_MOBILE: Henderson Mobile Library
            • ETOWAH: Etowah Branch
            • FLETCHER: Fletcher Branch
            • EDNEYVILLE: Edneyville Branch
            • HENDERSON_OUTR: Henderson Outreach
            • GREEN_RIVER: Green River Branch
            • MILLS_RIVER: Mills River Branch
            IREDELL: Iredell County Public LibrarySTATESVILLE: Statesville Main Library
            • TROUTMAN: Troutman Branch Library
            • HARMONY: Harmony Branch Library
            • IREDELL_STUDENT_ACCESS: Iredell StudentAccess
            JOHNSTON: Johnston County Affiliated LibrariesSMITHFIELD: Public Library of Johnston County and Smithfield
            • SELMA: Selma Public Library
            • SMITHFIELD_LOCKER: Smithfield Locker
            • PLJCS_OUTREACH: Johnston Outreach
            • KENLY: Kenly Public Library
            • HERITAGE_CTR_PLJCS: Johnston County Heritage Center
            • GARDNER_PLJCS: Ava Gardner Museum
            • PRINCETON: Princeton Public Library
            • FLOWERS_PLJCS: Flowers Grab-N-Go
            • BENSON: Mary Duncan Public Library
            • FOUR_OAKS: Four Oaks Public Library
            LEE: Lee County LibraryLEE_MAIN: Lee County Main Library
            • BROADWAY: Broadway Branch
            MADISON: Madison County Public LibraryMARSHALL: Madison Main Library
            • HOT_SPRINGS: Hot Springs Library
            • MARS_HILL: Mars Hill Library
            MAUNEY: Mauney Memorial Library SystemMAUNEY_MAIN: Mauney Memorial Library
            • MOSS_LAKE: Moss Lake Kiosk
            MCDOWELL: McDowell County Public LibraryMARION: Marion Library
            • OLD_FORT: Old Fort Branch Library
            • MCDOWELL_BKM: McDowell Bookmobile
            NANTAHALA: Nantahala Regional LibraryMURPHY: Murphy Public Library
            • MOSS: Moss Memorial Library
            • ANDREWS: Andrews Public Library
            • GRAHAM: Graham County Library
            • NANTAHALA_BKM: Nantahala Regional Library Bookmobile
            NC_GOV: NC State GovernmentGHL: Government and Heritage Library
            • NC_SHS: State Historic Sites Library
            • NC_ART: NC Museum of Art Library
            • DEQ_ELC: Environmental Literacy Center
            • GOV_MANSION: Governor's Mansion Collection
            • NC_LEG: Legislative Library
            • NC_NATSCI: NC Museum of Natural Sciences Library
            • NC_DOL: Department of Labor Library
            • PDC: Professional Development Collection
            • NC_DOT: Department of Transportation Research Library
            • NC_ARCHIVES: State Archives of North Carolina
            NEUSE: Neuse Regional LibraryKINSTON: Kinston-Lenoir County Public Library
            • NEUSE_ROVER: Neuse Rover
            • MAYSVILLE: Maysville Public Library
            • PINKHILL: Pink Hill Public Library
            • COMFORT: Comfort Public Library
            • LAGRANGE: La Grange Public Library
            • POLLOCKS: Pollocksville Public Library
            • GREENE: Greene County Public Library
            • TRENTON: Trenton Public Library
            NORTHWESTERN: Northwestern Regional LibrariesELKIN: Elkin Public Library
            • KING: King Public Library
            • EAST_BEND: East Bend Public Library
            • LOWGAP: Lowgap Public Library
            • MT_AIRY: Mt. Airy Public Library
            • WALNUT_COVE: Walnut Cove Public Library
            • YADKIN: Yadkin County Public Library
            • JONESVILLE: Jonesville Public Library
            • DOBSON: Dobson Community Library
            • DANBURY: Danbury Public Library
            • ALLEGHANY: Alleghany Public Library
            • PILOT_MTN: Charles H. Stone Memorial Library
            • BOONVILLE: Boonville Community Public Library
            ONSLOW: Onslow County Public LibraryJACKSONVILLE: Jacksonville Main Library
            • RICHLANDS: Richlands Branch Library
            • SNEADS_FERRY: Sneads Ferry Branch Library
            • SWANSBORO: Swansboro Branch Library
            PERRY: Perry Memorial Library SystemPERRY_MAIN: Perry Memorial Library
            • PERRY_OUT: Perry Outreach
            PERSON: Person County Public LibraryPERSON_MAIN: Person County Library
            • PERSON_BKM: Person County Bookmobile
            POLK: Polk County Public LibrariesPOLK_COL: Columbus Library
            • POLK_SAL: Saluda Library
            • POLK_OUT: Polk Outreach
            ROCKINGHAM: Rockingham County Public LibraryEDEN: Eden Library
            • MAD_MAYO: Madison-Mayodan Public Library
            • ROCKINGHAM_HQ: Rockingham Headquarters
            • REIDSVILLE: Reidsville Library
            • STONEVILLE: Stoneville Library
            • ROCKINGHAM_OUT: Rockingham Outreach
            RUTHERFORD: Rutherford County Library SystemRUTHERFORD_MAIN: Rutherford County Library
            • NORRIS: Norris Public Library
            • WASHBURN: Washburn Outreach
            • MOONEYHAM: Mooneyham Public Library
            • SPINDALE: Spindale Public Library
            • MOUNTAINS: Mountains Branch Library
            • HAYNES: Haynes Branch Library
            SAMPSON: Sampson-Clinton Public LibraryHOLLIDAY: J.C. Holliday Library
            • SAMPSON_OUT: Sampson County Outreach
            • M_LAMB: Miriam Lamb Memorial Library
            • ROSEBORO: Roseboro Public Library
            • BRYAN: Bryan Memorial Library
            SANDHILL: Sandhill Regional LibraryLEATH: Leath Memorial Library
            • HOKE_BKM: Hoke County Bookmobile
            • KEMP_SUGG: Kemp Sugg Memorial Library
            • MONTGOMERY: Montgomery County Public Library
            • HOKE: Hoke County Public Library
            • VASS: Vass Area Library
            • STAR: Star Branch Library
            • ROBBINS: Robbins Area Library
            • PINEBLUFF: Pinebluff Public Library
            • MT_GILEAD: Mount Gilead Library
            • ALLEN: Allen Library
            • MOORE_BKM: Moore County Bookmobile
            • HAMLET: Hamlet Public Library
            • ANSON_BKM: Anson County Bookmobile
            • PAGE: Page Memorial Library
            • CURRIE: Currie Memorial Library
            • HAMPTON_ALLEN: Hampton B. Allen Library
            • MOORE: Moore County Library
            SCOTLAND: Scotland County Memorial Library SystemSCOTLAND_MAIN: Scotland County Memorial Library
            • SCOTLAND_OUT: Scotland County Bookmobile
            STANLY: Stanly County Public LibrarySTANLY_ALBEMARLE: Albemarle Main Library
            • NORWOOD: Norwood Branch Library
            • LOCUST: Locust Branch Library
            • BADIN: Badin Branch Library
            • HISTORIC_CENTER: Stanly County Historic Center
            • OAKBORO: Oakboro Branch Library
            TRANSYLVANIA: Transylvania County Library SystemTRANSYLVANIA_MAIN: Transylvania County Library
            • TRANSYLVANIA_BKM: Transylvania Bookmobile
            WAYNE: Wayne County Public LibrarySTEELEMEM: Steele Memorial Library
            • PIKEVILLE: Pikeville Library
            • GOLDSBORO: Goldsboro Library

            3.3. Cardinal Library Shipping Hubs Addresses

            Library System Shipping Hub Addresses

            Library System Hub Branch Mailing Address Hub Phone Number
            Alexander ALEXANDER_MAIN 77 1st Ave. S.W., Taylorsville, NC 28681 828-632-4058
            AMY Regional AMY_HQ

            289 Burnsville School Rd., Burnsville, NC 28714

            828.682.4476

            Appalachian Regional WILKES 215 Tenth St., N. Wilkesboro, NC 28659 336-838-2818
            BHM BHM_HQ 158 N. Market St., Washington, NC 27889 252-946-6401
            Bladen BLADEN_MAIN 111 N. Cypress St., Elizabethtown, NC 28337 910-862-6990
            Brown BROWN_MAIN 122 Van Norden St., Washington, NC 27889 252-946-4300
            Braswell & H.D. Cooley BRASWELL_MAIN 727 N. Grace St., Rocky Mount, NC 27804 252-442-1951
            Buncombe PACK 67 Haywood St., Asheville, NC  28801 828-250-4719
            Burke VALDESE 213 St. Germain Ave. S.E., Valdese, NC 28690 828-874-2421
            Caldwell LENOIR 120 Hospital Ave. N.E., Lenoir, NC 28645 828-757-1275
            Carteret BEAUFORT_MAIN 1702 Live Oak St., Suite 100, Beaufort, NC 28516 252-728-2050
            Caswell GUNN 161 Main St. E., Yanceyville, NC 27379 336-694-6241
            Clayton HOCUTT_ELLINGTON 100 S. Church St., Clayton, NC 27520 919-553-5542
            Cleveland  CLEVELAND_MAIN 104 Howie Dr., Shelby, NC 28150 704-487-9069
            Cooley BRASWELL_MAIN 727 N. Grace St., Rocky Mount, NC 27804 252-442-1951
            Cumberland CUMBERLAND_HQ 300 Maiden Lane, Fayetteville, NC 28301 910-483-7727
            Davidson LEXINGTON 612 S. Main St., Lexington, NC 27292 336-242-2941
            Davie MOCKSVILLE 371 N. Main St., Mocksville, NC 27028 336-753-6030
            Duplin DORTHY_WIGHTMAN 107 Bowden Dr., Kenansville, NC 28349 910-296-2117
            Farmville FARMVILLE_MAIN 4276 W. Church St., Farmville, NC 27828 252-753-3355
            Fontana Regional SWAIN 33 Fryemont St., Bryson, NC 28713 828-488-2382
            Forsyth FORSYTH_CENTRAL 660 W. Fifth St., Winston-Salem, NC 27101 336-703-3045
            Franklin LOUISBURG 906 N. Main St., Louisburg, NC 27549 919-496-2111
            Gibsonville GIBSONVILLE_MAIN 506 Church St., Gibsonville, NC 27249

            336-449-6455
            GHL/ State Library of NC GHL 109 E. Jones St., Raleigh, NC 27601 910-807-7450
            Granville THORNTON 210 Main St., Oxford, NC 27565 919-693-1121
            Halifax HALIFAX_MAIN 33 S. Granville St., Halifax, NC 27839 252.583.3631
            Harnett HARNETT_MAIN 455 McKinney Parkway, Lillington, NC 27546 910-893-3446
            Haywood  HAYWOOD_MAIN 678 S. Haywood St., Waynesville, NC 28786 828-356-2518
            Henderson HENDERSON_MAIN 301 N. Washington St., Hendersonville, NC 28739 828-697-4725
            Iredell STATESVILLE 201 N. Tradd St., Statesville, NC 28677 704-878-3147
            Johnston  SMITHFIELD 305 E. Market St., Smithfield, NC 27577 919-934-8146
            Lee LEE_MAIN 107 Hawkins Ave., Sanford, NC 27330 919-718-4665
            McDowell MARION 90 W. Court St., Marion, NC 28752 828-652-3858
            Madison MARSHALL 1335 N. Main St., Marshall, NC 28753 828.649.3741
            Mauney MAUNEY_MAIN 100 S. Piedmont Ave., Kings Mountain, NC 28086 704-739-2371
            Nantahala MURPHY 11 Blumenthal St., Murphy, NC 28906 828-837-2025
            Neuse Regional KINSTON 510 N. Queen St., Kinston, NC 28501 252-527-7066
            Northwestern Regional ELKIN 111 N. Front St., Elkin, NC 28621 336-835-4894
            Onslow JACKSONVILLE 58 E. Doris Ave., Jacksonville, NC 28540 910-455-7350
            Perry PERRY_MAIN 205 Breckenridge St., Henderson, NC 27536 252-438-3316
            Person PERSON_MAIN 319 S. Main St., Roxboro, NC 27573 336-330-2298
            Polk POLK_COL 1289 W. Mills St., Columbus, NC 28722 828-894-8721
            Rockingham EDEN 598 S. Pierce St., Eden, NC 27288 336-623-3168
            Rutherford RUTHERFORD_MAIN 255 Callahan Koon Rd., Spindale, NC 28160 828-287-6396
            Sampson HOLLIDAY 217 Graham St., Clinton, NC 28328 910-592-4153
            Sandhill LEATH 412 E. Franklin St., Rockingham, NC  28379 910-997-3388
            Scotland SCOTLAND_MAIN 312 W. Church St., Laurinburg, NC 28352 910-276-0563
            Stanly STANLY_ALBEMARLE 133 E. Main St., Albemarle, NC 28001 704-986-3755
            Transylvania TRANSYLVANIA_MAIN 212 S. Gaston St., Brevard, NC 28712 828-884-3151
            Warren WARREN_MAIN 119 S. Front St., Warren, NC 27589 252-257-4990
            Wayne STEELEMEM 119 W. Main St., Mt. Olive, NC 28365 919-299-8105
            State Library   109 E. Jones St., Raleigh, NC 27601 919-814-6785

            3.4. FedEx Shipping Information

            Create a Shipment

            You can create a shipment at: https://www.fedex.com/shipping/shipEntryAction.do?method=doEntry&link=1&locale=en_US&urlparams=us&sType=F 

            (you must be logged into your FedEx account to create a shipment)

            Alternately, once you are logged into your account at fedex.com, navigate to Shipping on the top menu and select the option "Create a Shipment."

            From this page select the "FedEx Ship Manager Login with an Account" option.

            IMPORTANT NOTE:  Do NOT use FedEx Ship Manager Lite.

            FedEx online shipping tools options screen

            From there you will be taken to the Ship Manager page.

            Legacy Version

            As of September 2023, FedEx is still in the process of a phased rollout of its new Ship Manager interface.  Both the legacy version and the new version are currently available for use.  When you are taken to the Ship Manager page, you may be directed to the legacy version or the new version.  You will have the option to switch between the two.

            FedEx has instructed libraries to use the new version if they are able.  However, if there are any features missing from the new version that prevent libraries from being able to create shipments, then the legacy version should be used instead.  A list of the currently missing features can be found here (if you are not already logged in, you may need to log in first to view it).  None of the features listed should be relevant to us, but they are worth keeping in mind.

            FedEx estimates that there should be full feature parity between the legacy version and the new one by June of 2024.  The legacy version should remain available for use until then.

            The below example screenshot shows what a package shipped from NC Cardinal to Alexander would look like using the legacy version.

            FedEx Create a Shipment legacy version screen

            New Version

            The below example screenshot shows what a package shipped from NC Cardinal to Wayne would look like using the new version.

            FedEx Create a Shipment new version screen

            Creating a Shipment in the New Version

            First, in the "Ship from" section, do NOT check any of these boxes:

            Ship from section checkboxes

            This section should automatically populate the fields with your address already, so the "Save as default sender details" option is redundant.

            Similarly, in the "Deliver to" section, do NOT check any of these boxes:

            Deliver to section checkboxes

            You will also notice that when you enter an address into the "Deliver to" section, the "Save as new recipient in address book" option disappears, and is instead replaced with the following:

            Do not update or save in address book dropdown menu

            Do NOT change this.

            In the "Package details" section, you should only have the option to select "Your Packaging" in the Packaging dropdown menu.  It should automatically be selected.  If, however, you see other options in the dropdown menu, do NOT select them.  Only select "Your Packaging."

            Package details dropdown menu

            Additionally, do NOT check either of these boxes in the "Package details" section:

            Package details checkboxes

            As with the previous version of the ship manager, the dimensions field is optional, and it is recommended that you do not fill it out.

            In the "Service" section, you should only have the option to select "FedEx Ground" in the "Service" dropdown menu (it should also automatically be selected).  If, however, you see other options in the dropdown menu, do NOT select them.  Only select "FedEx Ground."

            FedEx Ground dropdown menu

            Do NOT select any of these service options:

            Service options checkboxes

            Additionally, you do not need to select any of these Additional options (though the "Add references" box will likely be automatically checked):

            Additional options checkboxes

            In the "Pickup/drop off" section, "Use an already scheduled pickup at my location" should automatically be selected.  Leave it as is.

            Pickup/drop off dropdown menu

            Similarly, in the "Billing and Tax IDs" section, "My account" should automatically be selected.  Leave this as is, as well.

            Billing and Tax IDs dropdown menu

            Switching Back to the Legacy Version from the New Version

            To switch back from the new version to the legacy version, click "Views" in the top righthand corner of the "Create Shipment" page in the new interface:

            Create Shipment page Views tab highlighted in yellow

            In the window that appears, click the "Return to legacy view" link:

            "Return to legacy view" option in Views window highlighted in yellow

            In the popup window that appears, click the "Return to Legacy View" button (you do not need to provide a reason for why you would like to change back).  If you check the box next to "Keep using legacy view for 30 more days," it *should* default you to the legacy view each time you log in for the next 30 days.  (As a reminder, the legacy view should be available for use until at least June of 2024.)

            "Return to Legacy View" button highlighted in yellow

            Package and Shipment Details

            The ship date should reflect the day your shipment will be picked up. If you prepare the labels prior to your pickup day, it should be changed to the pickup day, otherwise the package will have to be relabeled (by FedEx). The package will still be picked up on your scheduled day, so it's not the end of the world to forget, but certainly best practice as the ship date is embedded into information the barcode provides.

            You do not need to select anything under Pickup/Drop-off (optional) section when creating your shipments. Your regularly scheduled pickup days are set up in your account. To change these days/times, see the section below. 

            Changes to Scheduled Pickup Days/Times with FedEx

            Pickup days must be updated by our FedEx representative. To submit requested changes to your scheduled pickup days and times through FedEx, please fill out this Google Form:

            NC Cardinal Resource Sharing: Changes to Pickup Day(s) & Time 

            FedEx Tips & Tricks

            • Weight is required, dimensions are optional - see Dimensions Factor section below. 
            • Declared Value: do not add this while creating a shipment. We'll have the same base coverage of $100 per shipment and are trying to avoid additional fees. 
            • Rates & transit times is an optional section, but will give estimated shipment times
            • Shipping multiple packages bundled together will result in a shipment rate discount
            • You may tape labels to boxes if you do not have pouches, but do not cover barcode w/tape
            • Their 6x4 labels will print to any kind of printer. Other label options will only support Zebra compatible printers
            • Pickup and deliveries are done by different drivers

            Dimension Factor

            • You can find your dimension factor for a package with this formula: LxWxH / DIM factor
            • NC Dimension Factor: 166
            • Example: you have a box with 15x15x15 dimensions
              • 15x15x15/166= The factor will yield a 20.33 lb. rate, which always rounds up, so 21 lb. in this example 
              • If you only fill the box with 10 lb., it will be invoiced as if it's a 21 lb. package
              • If you use that box and put 40, cost is invoiced at 40 lb.
              • Entering the dimension factor doesn't lessen or increase dollar amount.
            • The higher cost is chosen between dimension factor or actual weight for invoice purposes. Ultimately, there is no real benefit to measuring your boxes. FedEx will be scanning the dimensions and weighing them for invoicing either way! 

            FedEx Packing Instructions

            Below is a link to a useful printout from the FedEx website on how to properly package and tape a shipment. This can be helpful for situations where you receive poorly taped boxes. The instructions show how to use the H method for better secured packages. 

            https://www.fedex.com/content/dam/fedex/us-united-states/shipping/images/2020/Q3/Step_by_step_packing_instructions_1983015854.pdf

            If the link doesn't work it is on the website:
            Under Shipping supplies > Learn Packing Tips > Download Step by Step Instructions

            FedEx Closed Dates

            There is no need to submit your individual system's closed dates. 

            • FedEx will be closed:
            • New Year's Day, Memorial Day, July 4th, Labor Day, Thanksgiving, Christmas
              • or, the Friday/Monday around those dates if they occur on the weekend 
            • This will be a situation similar to UPS where you develop a relationship with your driver/s and discuss this more organically. As it stands, we do not need to submit structured, separate closed dates by system ahead of time. 

            Incident Reporting

            FedEx would like to take any concerns seriously, so we have constructed an Incident Reporting Form to help us get actions taken in a faster, more efficient manner. 

            If for some reason a pickup does not happen on your regularly scheduled pickup day, you may book a pickup online or call it in. We will not incur any extra charges for this. However, if you have a repeated pickup issue, that should be denoted in the form here:
            Cardinal Resource Sharing Incident Report

            There are four different incident types to choose from:
            • Damaged Package(s)
            • Behavioral / Attitude Concern
            • Pickups not occurring
            • Pickup window is too late
            One note: there is no number of boxes limit for each pickup day. If you are told otherwise, the incidents form is a good way to report this (under the behavioral incident option). However, if you find that you may have a day with over 150 boxes, we will need to let FedEx operations know.

             

            3.5. Reporting Damaged Shipments via FedEx

            Filing a Claim with FedEx

            When a receiving library receives damaged shipments from FedEx, they should reach out to the sending library and share images and a shared item bucket containing the damaged items, which can be built from the Transit List (see instructions below). 

            The sending library will be responsible for submitting the damage claim.

            FedEx Damage Claim

            FedEx recommends filing any claims of damaged, lost, or missing items electronically via their website. Claims for damaged or missing contents must be done no later than 60 calendar days from the shipment date. Claims for undelivered or lost shipments must be filed within 9 months of the shipment date.

            FedEx will notify you if your claim requires an inspection.

            The sending library will be compensated up to $100. This compensation will be issued as a paper check.

            The following links will assist you in filing a claim for damaged boxes/packages/materials:

            Claims support and questions page: https://www.fedex.com/en-us/customer-support/claims.html#SingleClaim

            Claims filing section: https://www.fedex.com/apps/onlineclaims/?locale=en_US - you will be asked to log in to your account first before proceeding.

            Note: Since Cardinal does not have additional insurance on any packages sent out, the maximum amount of money issued for a claim will be $100.

            Step-by-Step Instructions

            Step 1: Complete the online claim form: Start a claim
            - Enter your tracking/PRO number.
            - Select your claim type.
            - Complete the online claim form.

            Step 2: Add supporting documentation now or after you file
            Drag and drop documents from your computer to your claim. Supporting documents can include:
            - Scan of FedEx® US Airbill, FedEx Ship Manager® printout, and/or FedEx Ground Pickup Record
            - Photos of package and damaged contents (if applicable)
            - Serial number(s) of damaged or lost merchandise
            - Proof-of-value documentation, such as:
            - Copy of original invoice from vendor/supplier
            - Copy of retail invoice/receipt
            - Final confirmation screen of an online order with proof of payment
            - Itemized repair invoice or statement of non-repair
            - Appraisal(s) - Expense statement

            Step 3: Submit your online claim form
            Review your information, submit the claim form, and print the case number page for your records.

            Step 4: Schedule an inspection or conduct your own
            FedEx will notify you if your claim requires an inspection. Maintain the shipment’s original packaging (including cartons and contents) for inspection and keep them until your claim is resolved.

            You can conduct your own package inspections for FedEx Ground shipments in the U.S. with a declared value greater than $100 and less than $1,000. Simply download and complete the Inspection Report. Upload and attach any digital images of your shipment’s packaging and/or content to send with the inspection report. Submit online or email the completed report and images to the email address indicated on the form.

            Step 5: Track the status of your claim
            Log in to check the status of your claim online or to request email updates.
            -Log in to FedEx Ground

            Schedule reporting and view your claims report for FedEx Ground through FedEx Reporting.

            Tips and Tricks

            • As noted above, claims for damaged or missing contents must be done no later than 60 calendar days from the shipment date.
            • Claims for undelivered or lost shipments must be filed within 9 months of the shipment date.
            • You will need your tracking number to submit a claim online.
            • You can file a claim and include supporting documentation, or add it later. Simply drag and drop documents from your desktop to your claim form. For damaged items, attach documentation such as proof of value (invoice or appraisal) and photos of the damage.
            • It is recommended to have the value of the damaged items on hand when you make the claim.
            • Scan/record the barcodes of the damaged items into a shared item bucket and/or spreadsheet for reference.
            • Keep the FedEx tracking number for the return on hand to refer to the claims case as it proceeds.

            Transit List

            From the Evergreen staff client interface, go to Admin>Local Admin>Transit List - this will show you what was sent from the sending library to the receiving library. 

            Informing the library system that sent the material of the damaged/lost material is recommended so that the owning system can mark the items that are known damaged/lost accordingly. You can select all of the items in the list and add to them to a shared item bucket to share with the receiving library and as reference for the sending library. 

            Example Transit List



            NC Cardinal is supported by the Institute of Museum and Library Services under the provisions of the federal Library Services and Technology Act (LSTA), as administered by the State Library of North Carolina, a division of the Department of Natural and Cultural Resources.