Guidelines for FOM Shipping & Receiving Gift Pick-up
The purpose of these guidelines is to facilitate management of gift pick-up travel, protect the safety of S&R staff, and minimize miles driven. One outcome will be the ability to combine trips and to consolidate them on a monthly basis.
**Requests for gift pick-up should be submitted to Library Shipping using this link: http://staff.lib.umn.edu/fom/giftpickupform.html
1. Requesting a gift pickup
The request should include:
- Name of Libraries staff person requesting gift pick-up
- Date the staff person met with individual and reviewed materials, or date MINITEX received request
- Contact name, address, and phone number of pick-up location/donor
- Nature of pick-up: estimated number of boxes, location on site
2. Packing requirements
Boxes:
- Should be packed, reasonably clean, sturdy, and (if possible) sealed.
- Should not exceed 50 lbs in weight. NOTE: 35 lbs. or less is preferred.
- Should be located in an accessible location. S&R cannot retrieve boxes from locations that are at the top or bottom of unsafe or too narrow stairways.
S&R reserves the right to refuse to pick up materials that do not meet these conditions.
3. Scheduling pick-up trips
S&R will:
- Pick up materials within three to four weeks of being notified.
- Plan pick-up trips in the metro region to combine pick-up locations and maximize a route.
- Contact the donor to schedule the pick-up. If a scheduled trip must be delayed or rescheduled (because of inclement weather, staff absence, etc.), S&R will notify the donor and reschedule.
If a special situation warrants speedier pick-up than the normal 3-4 week cycle, the unit head (Collection Development Officer, ASC Director, MINITEX unit head) will contact S&R directly with pick up details and to request special circumstance pick-up. S&R will accommodate if possible.
4. Delivery to Libraries
S&R will delivery boxes to the MLAC portal dock for MINITEX, Wilson Gifts processing area in Wilson, and (depending on ASC preference) to Archives work room (cavern level), Andersen mail area, or directly to the appropriate ASC office.
NOTE:
S&R assumes that a subject specialist/liaison, archivist, or curator will have visited the donor and determined that suitability of: the donation, condition of the boxes, and location of the materials to be picked up.