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Resource Sharing Best Practice Standards

1. NC Cardinal Resource Sharing

1.1. Introduction

Introduction

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.



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.



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".


Meta-record Level Hold

  1. Search for the meta-record on which you want to place a hold. Select the Group by Formats and Editions checkbox from the advanced search screen. Enter search terms. Click Go.

  2. Click Place Hold beside the meta-record on the result list.

    The lit-up icons indicate the system-wide available formats. Click the title to find out the available formats and holdings information at your library.

  3. Type in or scan the patron barcode at the prompt.
  4. Select the acceptable formats. Use the CTRL key together with a mouse click to select multiple entries. Click Place Hold once done.

    If you do not select group formats and editions when conducting a search, you can still place a hold on a meta-record. After entering the user’s barcode, click Advanced Hold Options at the bottom of the screen to select acceptable formats for the hold.

  5. After a meta-record hold is placed, if a new MARC record is added and it meets the grouping criteria (title, author and format), items under this new record will be used to fulfill the existing holds.

    Requested formats are listed in the Holdable Formats column in hold records. Use the Column Picker to display it when the hold record is displayed. Format information is from the MARC record leader.

Parts Level Hold

  1. To place a parts level, 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.
  3. Scan or type patron’s barcode into Enter recipient barcode then click Submit.
  4. Select the applicable part from the Parts dropdown menu.

  5. Click Place Hold once done.

    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.

Parts level holds cannot be placed on meta-records.

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.

  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.

  3. Click place hold beside the barcode. Your hold will be on this specific copy.

  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. Generating a Holds Pull List

Generating a Holds Pull List using the XUL client :

Resource sharing is a huge part of what NC Cardinal is about; the sharing of material within the consortium to its patrons. After a library system has joined, migrated, and begun utilizing the ILS, they are permitted to start resource sharing. Within a library system, each branch can now utilize the pull list within Evergreen to gather its local patron’s’ holds and consortium holds as well.

Here is an example of what a library's pull list could look like using the XUL client:




In order to generate a pull list:

1) On the home interface of your system’s Evergreen screen, choose the “Circulation” tab at the top. This will generate a pull down list of tasks.
2) Choose the task “Pull list for Hold Requests”. This should be performed by each and every branch now that you are a part of NC Cardinal.

This screen lists what your patrons have requested as well as what other consortium branch patrons have requested from your particular library.

A small library branch should generate a pull list at least once a day. Medium to larger sized libraries should generate multiple pull lists daily so that a reasonable workflow is established. The library system or each individual branch can choose from three different ways to configure the pull list screen to their liking:

Using the Print Full Pull List - Quick and easy printed pull list that contains the following fields:  Title, Author, Shelving Location, Call Number, and Item Barcode. This method uses less paper than the alternate strategy.
Using the Print Full Pull List (Alternate Strategy) - Pull list with same fields as Print Full Pull List but also includes the Patron Barcode. This list will also first sort by copy location.
Using the Simplified Pull List - Allows for staff to choose what fields to print and the order to print them by using the Column Picker (right click anywhere in the column header). Print the pull list in landscape for larger print and easier to view.

NC Cardinal recommends using the Simplified Pull List for daily pull lists due to more flexibility and choices of holds information.

Here is a Print Full List (Alternate Strategy):





Here is a Simplified Pull List using a Column Picker, from Forsyth County:

Right click anywhere in column header line to obtain Picker.

This is the end result after choosing columns and priority of tabs.


Generating a Holds Pull List using Webby :

To retrieve your Holds Pull List using Webby, select Circulation → Pull List for Hold Requests.

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.

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.

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.

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.

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

1.4. Holds Process and How Billing is Handled




1.5. Pulling and Capturing Cardinal Hold

Capturing Holds : 


Using Webby to capture holds : 


Once you have physically located the material on the pull list on your shelves, you will next capture the hold within Evergreen.


A. Select Circulation from menu bar → Capture Holds.


B. Scan or type barcode and click Submit.


C. A hold slip is automatically printed. If your workstation is not setup for silent printing (via Hatch), then a print window will appear.


D. 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 a print window will appear.


Using XUL to capture holds :


Once you have physically located the material on the pull list on your shelves, you will next capture the hold within Evergreen.


  1. Select Circulation from menu bar → Capture Holds.

     2. Scan or type barcode and click Submit


     3. A hold slip is automatically printed.


     4. If the item should be sent to another location, a hold transit slip will be printed.



Hold Status Types :

There are five status types a hold may have: Waiting for Copy, Waiting for Capture, In Transit, Reserved/Pending and Ready for Pickup.

1) Waiting for copy: all hold-able 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 capture the hold.


3) In Transit: hold is captured at a non-pickup branch and is on the way to the pick-up location.


4) Reserved/Pending: Hold has been captured for patron at the pick-up library;
the status will automatically change to Ready for Pickup after a period of time – For example, CCPL has chosen 5 minutes as the time-frame to allow staff to place the item on the Holds Shelf. 


5) Ready for pickup: Item is on the hold shelf ready for pickup; this status will also display in patron’s record online.



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. Transit Items

Transit Items


Evergreen’s In 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 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 Admin → Local System 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.


Aborting Transits


Transits may be aborted (cancelled) from multiple locations within Evergreen.

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 Abort Transit on the alert screen. Proceed by clicking Checkout.


Cancelling Transits from Item Status


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 Abort Transit on the alert screen. Proceed by clicking Checkout.

  1. Click Item Status or hit F5
  2. Scan Item barcode
  3. Right click on the item and select Abort Transit
  4. At Aborting Transits pop-up, click Yes
  5. The item now has the status Reshelving.

2. Resource Sharing Workspace

2.1. Library Hub

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 UPS. 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.


3. Using UPS as Mail Courier for NC Cardinal Consortium

3.1. Creating a UPS Shipping Label

     UPS is our consortium shipping service at this present time. Each time a staff member is shipping material to another system within the consortium, they will need to go to the UPS CampusShip website, located at www.campusship.ups.com. The contact person may allow other staff members access to the login and password, which is fine as long as the contact person is responsible for any issues that occur. A recommendation: whatever computer you use for your shipping of materials, you can save the information for future logins.

     When a library system comes aboard to NC Cardinal, information is collected on who will be in charge of that system’s resource sharing. With the information collected, the Cardinal team will contact its UPS representative to set up an account for that system. Then, a conference call training session between a UPS trainer and the library system contact will be arranged. One of the first things that the UPS trainer will go over with each contact is how to use the address book for your labeling making receipts. It is up to the individual library system and contact person as to how to set up the information. You do need to have at least the following 4 pertinent areas of information on a printed label when sending out a package:

  1. Library Hub (what library location the package is mailed to)
  2. Contact (who is responsible for receiving/sending the shipments)
  3. Address of hub (where the library hub is located for shipment of packages)
  4. Phone Number of contact (a quick reference for the person receiving packages)


Your library’s UPS account is strictly for resource sharing shipping in NC Cardinal only.



Creating a UPS Shipping label

Go to www.campusship.ups.com and log-in. “Create a Shipment” should automatically pop up. If not, click on the “Shipping” tab. You will now start to complete the following sections:

Section 1: “Where is this shipment going?
This is where the address book is located and you should select where the shipment is going. Once you select a hub, then the pertinent information of that hub is populated.


Note: Some libraries have more than three or four branches. Example: Asheville has 13 different branches. It is recommended that you set up only the library system hub information since it will be where material is directly sent or received.

Section 2: “Where is this shipment coming from?” This will populate itself once you log into the system. This is done by setting up your information with the State Library and UPS.

Section 3: “What are you shipping?”
Packaging Type. You must choose “Other Packaging” and then input the packages weight.

Section 4: “How would you like to ship?”
The service should always say UPS Ground Service. Then, you can check the boxes asking for “Send E-mail Notifications” and “Receive confirmation of delivery”.



This is not a mandatory guideline but will help with tracking packages that you send to other consortia members. The contact person would then receive both of these emails. Then scroll down towards the bottom of the screen and click “next” again on the second page displayed.



On the 3rd page, scroll down and click “Ship Now”.


Lastly, a box should pop up asking where to print. Make sure that your printer is set up to correspond with the computer you are using to print your labels. Select Print.



Once you have completed these steps, you can view a Tracking Number of the package along with a Guaranteed Delivery date, discounted charges for shipping, and the account of the shipper or library system.

Take the printed label, fold in half with the UPS barcode and pertinent library system hub information front facing, place in one of the clear label UPS sleeves that you have ordered from UPS, and place on your package. Seal the sleeve closed for mailing.

Once you have finished this process, your material can be placed wherever your daily UPS/mail delivery will be picked up or dropped off.

Remember, whenever you reuse any box that your system has acquired for shipping that old labels be covered up, marked through, or taken off the box so that UPS does not think the box is either being sent right back to your system or to go to someone else that isn’t a part of our consortium.


How to Void a Package or Reprint a Packaging Slip


If you ever need to reprint a packaging slip or need to cancel a shipment before it has been sent out, you will need to look up the Tracking number of the package.

  • To perform this workflow within UPS interface:
  • Shipping tab > “View History” within the legend on the left side to view shipping history.
  • To reprint labels > click “Reprint Label” for which label you need reprinted. Labels can be reprinted for the first 24 hours after creating a shipment.
  • To void a shipment, click on the box to the left of the shipment and then “Void”.

3.2. UPS Address Import Instructions

NC Cardinal

UPS Address Book Maintenance

To share an address book, first export a current file and use that file to import into another account.

EXPORT

Login to UPS account
Click on your name/account name in top right corner
Click on My Settings


The Manage My Settings screen will open.
Under My UPS Address Book, click on Export Addresses.




The View Import/Export Status screen will open.




Click on the Update button until the Status says “Completed/No Errors’


Click on the View data link under Status.
The data file will be created as a Zip file.
A pop-up message box will display to ask what you want to do with the file.
Choose Open to open the zip folder to see the file.


Save the CSEXPORT.CSV file to a local folder. Do not make any changes to the data.

It is formatted to UPS specifications.


_____________________________________________________________________________


IMPORT

Login to UPS account -- Click on your name/account name in top right corner
-- Click on My Settings




The Manage My Settings screen will open.
Under My UPS Address Book, click on Import Addresses.





View Import/Export Status screen will open.

The status may display “In progress”

Click on the Update button until the Status says “Completed/No Errors’



__________________________________________________________________

Open Address Book to review the imported data


VIEW ADDRESS BOOK

Go to My Settings
Click on Search my UPS Address Book


The Search My UPS Address Book screen will open.

The screen will have a Search box at the top.                

If you do not enter search criteria,

all current addresses will be displayed at the bottom of the screen.    

                                                                                                                  


Both the UPS Address Import Instructions and

the csexport.csv files are attached as downloads.

4. Best Practices for Sharing your Resources

4.1. Recommendations

Best Practices of NC Cardinal Resource Sharing


1) 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 UPS 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.

2) Keep track of your packages arriving to their destinations by checking the UPS box, “Send E-Mail Notifications “and “Receive Confirmation of Delivery” on the first page of the shipping interface. This way, you will be sent an email of what has arrived.

3) Use the address forum within UPS to keep your contacts up to date. Also, you will need to incorporate the hub library into the receiving address field for shipping.

4) You may want to print off a list of all the library system’s branches, the hubs, and holds policies each system has which are found on The Nest via the State Library website. These are found within the Manuals tab. There are guides, how-to’s, library member listings, etc. The Nest is updated constantly.

5) Designate a single place or Library Hub for UPS for your packages to be dropped off / picked up. Library systems tend to have their own internal courier service/system.

6) Use the pull list for all of your branches for your own internal pulls.

7) Reuse any packing material that you can. Boxes work the best.

8) 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.

9) 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.

10) 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 in the back of this manual (on page 33, created by the Forsyth County Public Library resource sharing department and also located on the Nest) to attach notes to items. Please do not use scotch tape or masking tape on material as that can damage covers.

11) 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. Any money that is given to replace a lost item stays in the county where it is received. It does not cross borders.

12) If a patron replaces a lost or damaged item with an exact copy, send that new item to the library system that had the original item. Most cases, the library that receives a replacement copy allows the patron to keep the damaged copy.

13) A transit slip must be printed out by the library filling the hold and/or by the library checking-in the item for return to the owning library. The transit slip should be placed inside the item if possible. 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.

14) The circulating library’s circulation policies will apply to the item regardless of whether the patron is local or from another Cardinal library. When thinking of Intra-NC Cardinal lending, it is important to remember that an NC Cardinal patron is a patron exactly like your local patron. Intra-NC Cardinal Lending loans are not Interlibrary Loans (ILL) – they are simply circulations like any other.

15) Holds may be placed on most items in any NC Cardinal library. 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.

16) Each library system within NC Cardinal can designate specific items 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.

17) Patrons may return any borrowed item to any member library for transit back to the owning library.

18) Consolidate items into as less 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.

19) An easy way to track material out by your system would be to use the Transit List located in Admin section up at the top right of the Evergreen home page. Choose Local Admin, then Transit List. Choose dates that you want to look up items sent out to other systems.

20) Use the Cardinal Listserv ( nc-cardinal-announce@lists.ncmail.net. ) for any questions you have or need consensus information about resource sharing. 


4.2. Resource Sharing Item Note Template

Item Note Template for Damaged Materials


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





4.3. 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 Paton 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

 

No-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 Paton hold request limit = 25

Wayne

 

Reference materials

Story bags

Non-county Patron hold request limit = 10

 

5. Resource Sharing Documentation

5.1. Cardinal Primary and Seconday Library Contacts

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



AccountLibrary SystemContact PersonPhone NumberEmailLibrary PositionContact
Y11251XAlexanderJona Morrison828.632.4058jmorrison@alexandercountync.govLibrary AssistantPrimary


Laura Crooks828.632.4058lcrooks@alexandercountync.govDirectorSecondary
A81387Appalachian RegionalNicole de Bruijn336.838.2818 x239ndebruijn@arlibrary.org Tech Services / Resource SharingPrimary


Sarah Watson336.838.2818 x233SWatson@arlibrary.org  Tech Services Secondary
8V0E51BHM RegionalAlice Foye252.946.6401 x12afoye@bhmlib.orgTech Services CoordinatorPrimary


Mary Tankard252.946.6401 x13mtankard@bhmlib.orgTech Services AssistantSecondary
7FY726BladenAgnes McCall 910-862-6992 amccall@bladenco.orgAssistant DirectorPrimary


Elizabeth Hines 910-862-6789 ehines@bladenco.orgLibrary Assistant IIISecondary
81Y0464BraswellLakesha Joyner252-442-1951 x253ljoyner@braswell-library.orgCirculation Services ManagerPrimary


Timothy Thompson252-442-1951 x222trthompson@braswell-library.orgLibrary AssistantSecondary
8V0E51BrownTerry Rollins252.946.4300trollins@washingtonnc.govCirculation/ Resource SharingPrimary


Kimberly Davenport252.946.4300kdavenport@washingtonnc.govLibrary Services CoordinatorSecondary
871984BuncombeTammy Silver828.250.4719Tammy.Silver@buncombecounty.orgTech ServicesPrimary


Cheryl Middleton828.250.4754cheryl.middleton@buncombecounty.orgBranch Manager / TrainerSecondary
RX5705CaldwellCory Ledford828.757.1276cledford@caldwellcountync.orgTech Services StaffPrimary


Emily Gibbons828.757.1276egibbons@caldwellcountync.orgTechnical Services AssistantSecondary
A814R7CaswellDoris Hyler336.694.6241dhyler@caswellcountync.govCirculation SupervisorPrimary


Erica Lowdermilk336.694.6241elowdermilk@caswellcountync.govYouth ServicesSecondary
A81390Cleveland Jymmye Keating704.487.9069 x236jkeating@ccml.orgCirculation SupervisorPrimary


Jo Anne B. Owens704.487.9069 x223jowens@ccml.orgAssistant DirectorSecondary
81Y0464CooleyEmily Enderle252-459-2106Emily.Enderle@townofnashvillenc.govLibrary DirectorPrimary


Otis Chancey252-459-2106Otis.Chancey@townofnashvillenc.govLibrary AssistantSecondary
E63F65CumberlandMartha Crawley910.483.7727 x1308mcrawley@cumberland.lib.nc.usTech Services ManagerPrimary


Tammy Holt910.483.7727 x1406tholt@cumberland.lib.nc.usCirculation ManagerSecondary
A81399DavidsonJennifer Weston336.242.2941Jennifer.Weston@davidsoncountync.govTech Services ManagerPrimary


Kimberly Steelman336.242.2940Kimberly.Steelman@davidsoncountync.govTech Services AssistantSecondary
A814F4DavieJane Blue336.753.6034jblue@daviecountync.govDirectorPrimary


Beata Eaton336.753.6036beaton@daviecountync.govCustomer Service SupervisorSecondary
A814V1FarmvilleJohnnie Zolman252.753.3355jzolman@farmville-nc.comAdult Services Library AssistantPrimary


David Miller252.753.3355dmiller@farmville-nc.comDirectorSecondary
871992Fontana RegionalDiann Ball828.488.2382 x121dball@fontanalib.orgRegional Office ManagerPrimary


Donna Rowland828.488.2382 x126drowland@fontanalib.orgLocal Admin/Finance AssistantSecondary
144W96ForsythKathryn Nesbit336.703.3048nesbitk2@forsyth.ccTech ServicesPrimary


Jonathan Furr336.703.3045furrjt@forsyth.ccTech ServicesSecondary
A814V0FranklinWayne Hunt919.496.2111whunt@franklincountync.usAdmin Support Specialist IIIPrimary


Ann Wells919.496.2111awells@fcnclibrary.orgLibrary Tech II / Resource SharingSecondary
9Y565VGHL/State Library of NCJennifer Blomberg919.807.7466Jennifer.Blomberg@ncdcr.govCollection Unit ManagerPrimary


Jennifer Davison919.807.7442Jennifer.Davison@ncdcr.govHead, Content Management and Access BranchSecondary
9Y840AGranvilleAmy Humphries919.693.1121amy.humphries@granvillecounty.orgHead of Technical ServicesPrimary


Ginger Claiborne919.693.1121g7springs@gmail.comCirculation Desk AssistantSecondary
740Y94HalifaxBarb Valdes252.583.3631bav1968@gmail.comBranch Manager / Tech Services ManagerPrimary


Dayna Barnes252.583.3631daynab1994@gmail.comLibrary AssociateSecondary
Y7646AHarnettHeather Giunta910.814.6345hgiunta@harnett.orgCirculation ManagerPrimary


Angela McCauley910.893.3446amccauley@harnett.orgDirectorSecondary
871981Haywood Caroline Roten828.356.2518Caroline.Roten@haywoodcountync.govAssistant Library DirectorPrimary


Matt Hoyle828.356.2515Matt.Hoyle@haywoodcountync.govResource Sharing ManagerSecondary
9E632YHendersonGracie Waugh828.697.4725 x2316gwaugh@henderson.lib.nc.usResource Sharing LibrarianPrimary


Vicki Huntley828.697.4725 x 2325vhuntley@henderson.lib.nc.usMarketing and Digital Strategy Librarian Secondary
T9T478IredellBrandi Grubb704.878.3090bgrubb@iredell.lib.nc.usLibrary AssistantPrimary


Amy Weber704.928.2413aweber@iredell.lib.nc.usLibrary Program SpecialistSecondary
Y12507JohnstonDustin Mobley919.934.8146 x248dmobley@pljcs.orgTechnology CoordinatorPrimary


Margaret Marshall919.934.8146 x239mmarshall@pljcs.orgDirectorSecondary
A81394Kings MountainChristina Martin704.739.2371 x2577Christina.Martin@mauneylibrary.orgLibrary Services ManagerPrimary


Sharon Stack704.739.2371 x2578sstack@mauneylibrary.orgDirectorSecondary
A814Y4LeeJordan Minter919.718.4665 x5486jminter@leecountync.govLibrary Outreach SpecialistPrimary


Robert Manzon919.718.4665 x5489rmanzo@leecountync.govLibrarian IIISecondary
888Y34McDowellSally Ford828.652.3858sford@mcdowellpubliclibrary.orgResource Sharing CoordinatorPrimary


Patti Holda828.652.3858pholda@mcdowellpubliclibrary.orgResource SharingSecondary
2E0766Neuse RegionalSarah Sever252.527.7066 x134ssever@neuselibrary.orgLibrary Services ManagerPrimary


Shannon Riggs252.527.7066 x120sriggs@neuselibrary.orgCirculation SupervisorSecondary
Y873F5Northwestern RegionalSunnie Prevette336.835.4894sprevette@nwrl.orgCatalogerPrimary


Joan Sherif336.835.4894jsherif@nwrl.orgBranch Supervisor/Technology SupervisorSecondary
WV2159PerryAngie Bates252.438.3316 x234abates@perrylibrary.orgAssistant DirectorPrimary


Patti McAnally252.438.3316 x232pmcanally@perrylibrary.orgDirectorSecondary
8456V9PolkAlan Smith828.894.8721 x285asmith@polklibrary.orgPublic Services ManagerPrimary


Rishara Finsel828.894.8721 x281rfinsel@polklibrary.orgDirectorSecondary
Y76513RockinghamCalvert Smith336.349.8476csmith@co.rockingham.nc.usBranch ManagerPrimary


Rebecca Smith336.623.3168rsmith@co.rockingham.nc.usReference LibrarianSecondary
4E0889ScotlandAnn Locklear910-276-0563 x7annlocklear@scotlandcounty.orgAssistant to DirectorPrimary


Annie Clymer910-276-0563 x6avanhoy@scotlandcounty.org Bookmobile/Outreach CoordinatorSecondary
A814V4WayneWill Szwagiel919.299.8105 x8010Will.Szwagiel@waynegov.comTech Services SupervisorPrimary


Camelia Walker919.735.1824 x5101Camelia.Walker@waynegov.comCirculation SupervisorSecondary
26861VState LibraryJohnnie Pippin919.814.6785johnnie.pippin@ncdcr.govNC Cardinal Library Consultant





5.2. Cardinal Shipping Branches

NC Cardinal Systems, Shipping Hubs, and Branches

Last updated 4.16.2019




Also available is a downloadable version of this document.

5.3. Cardinal Library Shipping Hubs Addresses

UPS AccountLibrary SystemHub BranchMailing AddressContact NameHub Phone Number
Y11251XAlexanderTAYLORSVILLE77 1st Ave., SW. Taylorsville, NC 28681Resource Sharing828-632-4058
A81387Appalachian RegionalWILKES215 Tenth Street, North Wilkesboro, NC 28659Resource Sharing336-838-2818
8V0E51BHMBHM_HQ158 North Market St., Washington, NC 27889Resource Sharing252-946-6401
7FY726BladenBLADEN111 North Cypress St., Elizabethtown, NC 28337Resource Sharing910-862-6990
8V0E51BrownBROWN_MAIN122 Van Norden Street, Washington, NC 27889Resource Sharing252-946-4300
81Y0464Braswell/CooleyBRASWELL_MAIN727 N. Grace St, Rocky Mount, NC 27804Resource Sharing252-442-1951
871984BuncombePACK67 Haywood St, Asheville, NC  28801Resource Sharing828-250-4719
RX5705CaldwellLENOIR120 Hospital Ave NE, Lenoir, NC 28645Resource Sharing828-757-1275
A814R7CaswellGUNN161 Main Street East, Yanceyville, NC 27379Resource Sharing336-694-6241
A81390Cleveland CLEVELAND104 Howie Drive, Shelby, NC 28150Resource Sharing704-487-9069
81Y0464CooleyBRASWELL_MAIN727 N. Grace St, Rocky Mount, NC 27804Resource Sharing252-442-1951
E63F65CumberlandCUMBERLAND_HQ300 Maiden Lane, Fayetteville, NC 28301Resource Sharing910-483-7727
A81399DavidsonLEXINGTON612 S. Main Street, Lexington, NC 27292Resource Sharing336-242-2941
A814F4DavieMOCKSVILLE371 N. Main St., Mocksville, NC 27028Resource Sharing336-753-6030
A814V1FarmvilleFPL_MAIN4276 West Church St, Farmville, NC 27828Resource Sharing252-753-3355
871992Fontana RegionalSWAIN33 Fryemont St, Bryson, NC 28713Resource Sharing828-488-2382
144W96ForsythFORSYTH_CENTRAL660 W. Fifth St., Winston-Salem, NC 27101Resource Sharing336-703-3045
A814V0FranklinLOUISBURG906 N Main Street, Louisburg, NC 27549Resource Sharing919-496-2111
9Y565VGHL/ State Library of NCGHL4640 Mail Service Center, Raleigh, NC 27699-4600Resource Sharing910-807-7450
9Y840AGranvilleTHORNTON210 Main St, Oxford, NC 27565Resource Sharing919-693-1121
740Y94HalifaxHALIFAX_MAIN33 S Granville St, Halifax, NC 27839Resource Sharing252.583.3631
Y7646AHarnettHARNETT_MAIN601 S. Main Street, Lillington, NC 27546Resource Sharing910-893-3446
871981Haywood WAYNESVILLE678 S Haywood St, Waynesville NC 28786Resource Sharing828-356-2518
9E632YHendersonHCPL_MAIN301 N. Washington St., Hendersonville, NC 28739Resource Sharing828-697-4725
T9T478IredellSTATESVILLE201 N. Tradd St., Statesville, NC 28677Resource Sharing704-878-3147
Y12507Johnston SMITHFIELD305 E. Market St., Smithfield, NC 27577Resource Sharing919-934-8146
A81394Kings MountainMAUNEY100 S Piedmont Ave, Kings Mountain, NC 28086Resource Sharing704-739-2371
A814Y4LeeSANFORD107 Hawkins Ave, Sanford, NC 27330Resource Sharing919-718-4665
888Y34McDowellMARION90 West Court St. , Marion, NC 28752Resource Sharing828-652-3858
2E0766Neuse RegionalKINSTON510 N. Queen St., Kinston, NC 28501Resource Sharing252-527-7066
Y873F5Northwestern RegionalELKIN111 N. Front St. Elkin, NC 28621Resource Sharing336-835-4894
WV2159PerryPERRY_MAIN205 Breckenridge St. Henderson, NC 27536Resource Sharing252-438-3316
8456V9PolkPOL_COL1289 West Mills Street, Columbus, NC 28722Resource Sharing828-894-8721
Y76513RockinghamEDEN598 S. Pierce Street, Eden, NC 27288Resource Sharing336-623-3168
4E0889ScotlandSCML_MAIN312 West Church Street, Laurinburg, NC 28352Resource Sharing910-276-0563
A814V4WayneSTEELEMEM119 West Main Street, Mt. Olive, NC 28365Resource Sharing919-299-8105
26861EState Library 
109 E. Jones Street, Raleigh, NC 27699 
919-807-7408