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 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.

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.

   
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.
   

6. A confirmation screen appears with the message "Hold was successfully placed".

   

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.

 

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.

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.

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.

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

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.

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.

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.

This will allow the user to view the results 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.

 

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.
   

 

 

 

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.

 

1.3. Pulling and Capturing Holds

Holds Pull List:

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.

1.5. 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. 

   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.

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.

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.

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.

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.

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.

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

Cancelled Holds

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

2. You can un-cancel holds.

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

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.

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.

   2. Specify Transit to or Transit from library.

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

   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.

2.1. 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

Corrugated boxes 

Poly Mailer Bags : 13x16x4

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

Bubble Mailers

Electronic Scale 

Brecknell GP100 Portable Electronic Utility Bench Scale : 100lb Capacity

Printing Rolls

FedEx provides free printable shipping labels: 

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) :

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.

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).

 

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.

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.

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

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.

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.

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.)

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.

3.2. Cardinal Shipping Branches

NC Cardinal Systems, Shipping Hubs, and Branches

Last updated 07.17.2023

3.3. Cardinal Library Shipping Hubs Addresses

Library System Shipping Hub Addresses

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.

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.

New Version

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

Creating a Shipment in the New Version

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

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:

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 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."

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

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."

Do NOT select any of these service options:

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

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

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

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:

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

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.)

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

• Damaged Package(s)
• Behavioral / Attitude Concern
• Pickups not occurring
• Pickup window is too late

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.