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Home > For Libraries > Interlibrary Loan > FAQs

Frequently Asked Questions - ILL Delivery

  1. What is the Statewide Interlibrary Loan Delivery Service?
  2. What is a tote?
  3. Where do I get my library's tote?
  4. What are the fees and how are they determined for each participant?
  5. How do participants pay for the service?
  6. Who do I contact about customer service complaints?
  7. How can my library join the service?
  8. How can I edit my contact information?
  9. How long is my commitment?
  10. Where do I send Interlibrary Loan requested by ITV sites?
  11. What happens if library materials that have been requested or that have been sent do not arrive?
  12. On which holiday will there be no deliveries?

1. What is the Statewide Interlibrary Loan Delivery Service

The Maine State Library contracts with a courier to provide delivery of interlibrary loan materials for Maine libraries not already part of a delivery system. All types of libraries - public, school, academic and special - are eligible to participate in this voluntary service. Each participating library pays a fee based upon the number of stops per week. All material must be contained in special totes (see tote information below). VelocityExpress is the current courier; they also provide service for URSUS libraries and Bates, Bowdoin and Colby Colleges.

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2. What is a tote?

A tote is a plastic box-shaped carrier used by VelocityExpress to transport books and other library materials from library to library. A tote must be approximately 10 inches deep by 14 inches wide and 20 inches long AND be able to receive a cover or the Staples 12 gallon model below. A full tote can hold 8 to 16 pieces depending on the size of the books or other materials.

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3. Where do I get my library's tote?

Plastic totes that are sturdy enough for the delivery are no longer available through Staples. Rubbermaid distributes a 14 gallon tote with lid that is not available through their online catalog but should be available at K-Mart, Target, etc.

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4. What are the fees and how are they determined for each participant?

Fees are based on the # of deliveries per week. Participants determine how many days a week, from Monday to Friday, they need pick up and delivery.The current rates are:

Rates by Number of Stops Per Week
# of Stops per week Daily Rate Quarterly Rate Annual Rate
One $11.50 $149.50 $598.00
Two $23.00 $299.00 $1,196.00
Three $34.50 $448.50 $1,794.00
Four $46.00 $598.00 $2,392
Five $57.50 $747.50 $2,990

 

Even if you have no totes going out, you still have the "stop" charge of $11.50.

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5. How do participants pay for the service?

Participants will receive a bill from the Maine State Library at the end of each quarter. Libraries will be notified in advance on any changes to fees.

Billing questions:

Please use online billing question form.

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6. Who do I contact about customer service complaints?

Questions on delivery problems:

  • Please use the feedback form for comments, suggestions or complaints. The form will go to Dean Corner, who will respond in two business days.

General van delivery questions not in this FAQ:

  • Dean Corner
  • Maine State Library
  • 64 State House Station
  • Augusta , ME 04333
  • dean.corner@maine.gov
  • Tel. 207-287- 5604

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7. How can my library join the service?

Open enrollment periods to join the van delivery system are May and November.

Information below should accompany a request to join the service and will constitute a 6 month commitment. Please only use: Van Delivery Join form since this information goes to different people and saves duplication and time.

The following information is needed for your participation.

  • Name of contact person at your library.
  • Name of library
  • Phone number of the library
  • Street address of library city, zip
  • Days of the week your library wants pick up (Mon, Tues, Wed, Thurs, and/or Fri)
  • Hours your library is open to help match available delivery service.
  • Number of totes you anticipate will meet your needs per stop

If needed, please see more contact information under question 6.

When you join you will need to:

  1. Purchase two totes
  2. Use recommended labels, downloaded from the participant list.
  3. If you make your own labels, please make it large enough not to be lost, use upper/lower case (in the middle of changing current labels to this format) and make the letters large enough for the delivery staff to easily read.

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8. How can I edit my contact information?

Please use the edit form which will go Dean Corner who will forward the necessary changes to Velocity Express (was CD & L) and change on the web delivery pages.

9. If I decide to join, how long is my commitment?

Because the fee structure is based on a profile that may need to be adjusted in the future, a participating library is committed to that profile for 6 months.

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10. Where do I send Interlibrary Loan requested by ITV sites?

Requests from students, faculty and staff of University College Centers and ITV Sites must be sent to the patron's home University library, not directly to the site or center. This is necessary because sites and centers do not have the capability to check material out. Any material sent to them without first being sent to an URSUS library for check out remains as a hold on the patron record.

Below is a list of the single letter codes that the URSUS system currently uses. If you have any questions, please call or email Janet Babb at Off-Campus Library Services. 1-800-339-7323 janet.babb@maine.edu

  • A-UMA / OCLS
  • B-Bangor Public
  • F-Farmington
  • H-Maine State Library
  • I-Presque Isle
  • J-Maine State Law and Legislative Reference Library
  • K-Fort Kent
  • L-Law School
  • M-Machias
  • O-Orono
  • S- USM

11. What happens if library materials that have been requested or that have been sent do not arrive?

There are times when materials are in transit and are not received by the library that’s supposed to get them. There are several things that can be done to determine where they might be.

Check your shelves to make sure items have not been mistakenly shelved at your library. Send a MELIBS message to alert libraries about items not received; have other libraries check their shelves and be on the lookout for materials that may be mistakenly delivered to them.

Materials are occasionally sent through the delivery to libraries that do not actually receive delivery. The delivery service will return materials to the senders if they can identify them. The service may go out of its way to make a delivery if the non-delivery library is near a library that does receive delivery.

The State Library is in contact with the delivery service regularly to see if there are any library materials marooned at the sorting warehouses. Any materials that can’t be identified by the delivery service will be sent to the State Library for identification.

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12. On which holiday will there be no deliveries?

Libraries will not receive deliveries on holidays observed by the State of Maine regardless of whether you are open on those days.  Libraries receiving less than 5 days per week delivery will receive a make-up delivery (if feasible) during the week the holiday occurs.