Receiving Area Guidelines and Procedures

The following guidelines apply to all IS staff   as a means for providing increased security for the receipt of materials arriving at the loading dock adjacent to Technical Services department in Shain Library.

• All IS Staff members expecting the delivery of a large shipment at the loading dock should notify Lorraine McKiinney [x2641], Jean Baker [2680] or Beth Hansen [2681] in Technical Services of its anticipated arrival whenever possible.

• All IS Staff members placing vendor orders should indicate that shipments must include the following information, clearly marked on the exterior of the package:
• Personal name and IS Department, e.g.; Technical Support, Instructional Technology  
• Full mailing address including building name                             
• Purchase order number

• Technical Services staff and student employees will be responsible for the initial receipt of all materials delivered to the loading dock.   Upon signing for packages, staff will count the number of packages and then report the receipt of materials by phone to the name appearing on the package.   If a staff member is not currently available, a phone message will be left on their phone and an e-mail [track read receipt*] will be sent to the name designated on the package

• Packages delivered to the front entrance of Shain Library may be signed for by a staff member and should then be brought to a member of Technical Services so that the appropriate recipient may be contacted.

• If no name appears on the package, Technical Services staff will contact Shawn Murphy by phone and/or send a broadcast e-mail to the IS_Deliveries list indicating that a package has arrived.   E-mail should include as much identifying information as possible, including: vendor name, number of units, the approximate size of each unit, e.g.; small package and the location of the package, e.g.; open storage room, mailboxes, etc. Send e-mail as Track Read Receipt to confirm that all recipients have received and read the message. To Track Read Receipt using Outlook select Options – Voting and Tracking Options – Request a read receipt for this message - OK

• Packages will be placed in the appropriate location, with small packages being placed on the black shelves in the open storage room. Large boxes will be left in the designated area in the open storage room. Items left in open storage must remain only within the designated areas and be removed as soon as possible

• Individuals are responsible for taking an inventory of their packages ASAP following notification by the Technical Services staff and for transferring packages into the locked storage room when deemed appropriate.   Packages left in the open receiving room must be within the designated area and are not the responsibility of the Technical Services staff.  

• A limited number of keys will be issued to the locked storage room.   A request for additional keys should be placed with the Circulation Supervisor and be approved by the Vice President for Information Services and Librarian of the College.

• As a courtesy, individuals should notify the Technical Services staff member that they have inventoried their material indicating if materials are to be placed in the locked room or left in open storage.   Technical Services staff, at their own discretion, will place deliveries in the locked storage room when a staff member has not responded by the close of the business day. This will be done as a courtesy on a limited basis and does not forfeit the recipient’s responsibility.