NFLS and OWLS contract separately with Waltco to provide delivery services for their member libraries. The delivery service provided by NFLS and OWLS is designed to put desired materials in the hands of library patrons as quickly and cost effectively as possible.
Waltco Delivery Schedule: NFLS | OWLS
1.) All* items shipped through Waltco delivery by NFLS OWLSnet libraries need to have transit slips labeled with the OWLSnet location the item is going to and where they're coming from. Both the NFLS and OWLS offices are OWLSnet locations.
(* = with one exception --please see & use the Transit Slips Procedure for the NFLS OWLSnet libraries.)
The NFLS OWLSnet libraries should label all items for the Brown County Library with transit slips labeled "To: NFLS". All items for BCL should be put in containers labeled for Waltco Sort or NFLS.
Waltco delivers BCL's containers but does not open their containers to sort the items inside. The BCL locations sort their items to each other at their own sites using their own supply of containers. NFLS sends items to the Brown County locations in separate containers for each BCL location directly from the NFLS office.
2.) Ship all items in a tub (bin) or bag (zippered pouch). For how to correctly label tubs and bags for their destinations, use the Sorting and Labeling Procedure. Use the printable Tub Tags for labeling tubs and bags.
The sorting of the OWLSnet libraries' outgoing containers of items going to mixed locations is done by Waltco's "Waltco Sort" service at the Waltco Green Bay Dispatch. Sorting is done in the evening M-F. An average of 90 tubs a day (plus zippered bags) are received for sorting at Waltco Sort and requires an average of 7-8 staff hours to sort (according to the Waltco Sort service, as of summer 2015). Additionally, the OWLS office sorts the incoming and outgoing items for the Appleton Public Library. Waltco also does in-route sorting for the OWLS libraries.
3.) "Waltco Do Not Open" tags: Waltco Sort staff and drivers need to be able to open OWLSnet libraries’ containers and handle the items inside at any time to: a) condense containers on a van or at Waltco Sort, and b) to add to the supply of empty tubs and bags, etc. If you want to send a container to a certain location without Waltco opening that container (or if you are shipping a container of items without transit slips), please use a Tub Tag that reads "[location] - Waltco Do Not Open". Use packing tape to further secure a tub as needed.
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Ordering more tubs, bags, and manifests from Waltco
* * * If your library did not receive the delivery supplies you ordered, please email: firstname.lastname@example.org. Copy Holly Handt at NFLS (email@example.com) if you want NFLS to be aware of it and/or if more follow-up is needed.
To order: Use the OWLSnet Online Delivery Supply Order Form for more tubs, bags, and manifests. For next day delivery, supply orders need to be submitted before 2:00pm. After filling out the online order form and clicking the submit button, watch for two more screens: the first screen will display your order and ask you to confirm it by clicking the button that says "Please Confirm Info and Submit Order". The second screen will display your order with the message "Thank you for your order: [your order data is also displayed]".
After you’ve submitted your order, you will get two emails:
One email from the OWLS server (firstname.lastname@example.org) sent to the email address you supplied in the order form, and another email from Waltco ( …@waltcoinc.com) --also sent to the email address you supplied in the order form. The email from Waltco indicates that the Waltco staff received the order from the online form and is working on filling it.
- The order form sends an email to a tree of 4 Waltco staff (to ensure staff coverage for filling supply orders). Waltco can receive anywhere from 10-30 supply orders a week from OWLSnet libraries.
- If you get an email auto-reply to your order that a Waltco staff is out of the office, that will not affect your order getting processed (the order goes to at least 2-3 other staff at Waltco who can process the order).
- If Waltco staff can’t fill your order, they will email you the same day to notify you that they can't fill the order. Waltco will then deliver your order as soon as they have enough supplies to fill it (sometimes they'll deliver what they can supply one day and ship the rest in the next delivery).
- If Waltco is low on extra tubs or bags, Waltco will not email you with when they'll be able to deliver your supplies because they can't predict exactly which day they'll have enough again.
- Waltco keeps NFLS & OWLS notified if Waltco Sort is too low on tubs and bags to fill supply orders from the OWLSnet libraries. To re-stock Waltco Sort, the libraries will first be emailed by NFLS & OWLS to send Waltco any containers that can be spared. If that's not enough, NFLS & OWLS will look at adding to the supply with reserves and/or purchasing more.
When OWLS and NFLS receives tubs that are too damaged or worn to use anymore, they are recycled. To replace them, OWLS and NFLS send new tubs to Waltco Sort to restock the supply.
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How to send ILL items through delivery to non-OWLSnet libraries
(Delivery = Waltco, SCLS, & Minitex van courier network)
To send ILL items* through delivery see the Procedure for Shipping ILL Items to Non-OWLSnet Libraries. (Use the pink cardstock NFLS ILL Transit Slips.)
* = When returning an ILL item to the library that lent it to you, all original ILL paperwork that came with the item from the lender (including any transit slips & mailing labels) needs to be secured with each ILL item when sending it back.
To understand your library's connection to the 4 state (WI, MN, ND, SD) van delivery network, please see the sections below on the South Central Delivery service and Minitex.
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South Central Delivery -
Minitex Delivery: (Mail or Van?)
Minitex 3 state van delivery network (MN, ND, SD)
"Minitex" refers to both the Minitex library agency and the 3 state area it serves. The Minitex office is located at the Univ. of Minnesota - Minneapolis campus and serves the public and academic libraries of Minnesota, South Dakota & North Dakota.
Minitex provides its members with ILL and the MINITEX Delivery Network, which link to Wisconsin's ILL services and SCLS statewide delivery network --connecting the public and academic libraries of a 4 state region.
All NFLS OWLSnet libraries need to send their items for Minitex libraries to NFLS with transit slips labeled "To NFLS." The NFLS office connects to Minitex daily M-F and sorts all items to Minitex at the NFLS office.
If a Minitex library mails an item to your library, do you need to mail it back?:
No. You can send the item through Waltco delivery to NFLS and NFLS will send it to the Minitex office. Minitex will either send the item to the library through the Minitex delivery network or mail the item to the library as part of the service to Minitex members that aren't on their courier network.
Sometimes a Minitex library will mail items to WI libraries because the Minitex library is either unaware of the delivery connections between Minitex and WI, or the Minitex library isn’t on the courier network.
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ILL items your library received but didn't order
This section refers to ILL items that are not OWLSnet items.
1.) Use a yellow OWLSnet problem item transit slip labeled: TO: Nicolet. With the note "ATTN: NFLS - ILL missend - not our request " and your library, name/initials, and date. Secure that slip and all the lenders' paperwork with the item - use removable tape and rubber bands as needed. You can use a routing envelope as long as you use the yellow transit slip and the notes/labeling NFLS needs.
2.) As an extra precaution, you can let NFLS know to expect it. Email Holly Handt at nflsdelivery [at] mail.nfls.lib.us. Use an email subject line like: "Lakewood sending NFLS an ILL item we received in error: [title]"
RL&LL can also be contacted to identify who the correct borrowing library is that the item needs to be sent to. Email: dpirllill [at] dpi.wi.gov 1-(888) 542-5543 Press 1
3.) When NFLS receives the item from you (and/or a call or email) , we will do the following:
(IMPORTANT: the level of detail below is mainly for NFLS staff's own reference.)
a.) Contact the lending library.
b.) Determine the correct borrowing library. This requires the lending library to find the exact matching request for the item in their ILL software, and to verify who the correct borrowing library is for that request. If the lender is an OCLC "ILLiad" software user, the way to verify the correct borrowing library is by the lender referring to the version of the request in the lender's OCLC Worldshare ILL software.
c.) Make sure the lending library has the item checked out to the correct WI library in the lending library's circulation system. This step needs to be done in order to remove your library's responsibility for the item with the lender. If the item is sent to the correct library (and/or sent back to the lender), but the lender doesn't receive the item back, this is one of two steps that will prevent you, the wrong library, from being billed by the lender. Once you're able to verify the correct borrowing library with the lender, the item needs to be checked out to the correct borrowing library in the lender's circ. system (or at least not checked out to your library).
However, the wrong library can (sometimes) still be billed if the item isn't returned to the lending library and the lending library uses OCLC ILLiad ILL software (in addition to OCLC Worldshare) --where the lender doesn't have the correct borrowing library indicated in the ILLiad version of the request (see what to do about that in the step below).
d.) Have the lending library edit their request in ILLiad with details that show who the correctborrowing library is. If the lending library is an OCLC "ILLiad" user, ONCE THE REQUEST HAS BEEN UPDATED TO SHIPPED STATUS BY THE LENDER, it's not possible for the lender to correct which borrowing library their ILLiad software shows the request is for. However, it is possible for the lending library to add a note in the ILLiad request that explains the error and who the correct borrowing library is (which the lender can verify and find at any time in their OCLC Worldshare ILL software).
Note to NFLS staff (or to NFLS library staff trying to resolve this with the lending library): all Wiscat requests that go to an OCLC library are represented in the lender's OCLC Worldshare ILL and OCLC ILLiad software under RL&LL's OCLC borrower symbol of GZR. For requests received in OCLC under a borrowing symbol that requests on behalf of multiple individual libraries (like GZR), ILLiad users need to select or enter into the ILLiad request which borrowing library that request is for (of the libraries that GZR (RL&LL) borrows for in OCLC).
e.) If needed, the lender might want to give the item a new loan period to give the correct borrowing library enough time when the correct borrowing library does receive it. If this is done, both the lender's ILL software and circ. system need to reflect the new loan period/due date.
f.) Update the lenders' paperwork with the changes made: the correct borrowing library's info. and the new due date (if the lender gives a longer due date than the original one).
g.) Have your library send the item through delivery and NFLS will route it to the correct WI library.
h.) IF the correct borrowing library isn't on the WI/Minitex delivery network and the item needs to be mailed (either back to the lending library or to the correct borrowing library), send the item to NFLS and NFLS will mail it to the correct borrowing library (or back to the lending library, depending on what's needed) --along with the information that the borrowing library and/or lending library needs in order for them to know what to do with the item when they receive it.
Why this happens:
When your library receives an ILL item that your library didn't request, it is most often caused by an error that occurs with requests filled by the larger OCLC lending libraries that don't use Wiscat. The larger academic libraries tend to use OCLC's "Worldshare ILL" software and an additional OCLC program called "ILLiad". ILLiad requires the lender to manually select which Wiscat-using WI public library the request is for. This step in ILLiad is what determines what is in the address field for the borrowing library on the paperwork that the lender sends with the item (as well as which library is indicated as the borrower in the ILLiad software. Furthermore, the lending library might use which borrowing library to check the item out to in their circulation system based on the borrowing library the lender had to select and/or enter correctly into their ILLiad software.
When troubleshooting a request, it is the request in the lender’s OCLC WorldShare ILL program (and not ILLiad) that has the authoritative / correct data which NFLS and the lending library refer to for troubleshooting/identifying the correct borrowing library.
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Courtesy Returns - (when library items are dropped off at your library that are neither OWLSnet nor ILL items)
A "Courtesy Return" is for when a patron drops an item off at your library that they borrowed directly from another library as that library's patron. The item isn't from your library or catalog and is not an ILL. Patrons returning library items this way are doing so at their own risk --there's no guarantee the item will get delivered to the owning library or will be checked in using the date the item was dropped off.
NFLS Courtesy Return Slips: NFLS OWLSnet libraries should use an OWLSnet White Transit Slip (or yellow OWLSnet Problem Item Transit Slip) labeled To: "Nicolet" with the note: "courtesy return" and the date the item was dropped off at your library. Optional: include an NFLS courtesy return slip securely with or inside the item (when sending courtesy returns through Waltco, NFLS OWLSnet libraries can use a courtesy return slip instead of the white transit or yellow problem item transit slip).
When NFLS receives the item, if the item is a Brown Co. Lib. item, NFLS will get the item checked into Brown Co.'s circulation system back-dating it with the date it was returned at your library (if you've supplied that information with the item).
For all non-OWLSnet or non-Brown Co. library items, NFLS will send the item to its owning library with a completed courtesy return slip. If the identity of the owning library is unclear, NFLS will try to identify the correct owning library, contact that library to let them know we have their item, find out if they still need it, etc., and send the item to them.
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Waltco Manifest listings vs. stops on shared routes
Waltco provides libraries with 2-ply carbon form manifests printed at the Green Bay Dispatch: the white "top" copy is Waltco's copy, the yellow bottom copy is your (the library's) copy.
Libraries listed on your library's manifest reflect what Waltco's records show as the locations your library regularly has the most items for (locations your library could regularly sort items into bags & tubs labeled specifically for). The locations on the manifest are not necessarily the next stops on a shared route.
To see which stops follow yours on a shared route, check the NFLS Waltco delivery schedule.
Example Waltco Manifest - (for Marinette/MRT Sept. 2012)
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