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Mailing Operations Checklist

Department Runs
Check each department for pick-ups even if there is nothing to drop-off Suzzallo Circulation (Suzzallo First Floor) Includes Baker Aux, Childrens, and Kane Aux Binding & Marking (Suzzallo Second Floor) ILL (Suzzallo Ground Floor) Includes their outgoing US-Mail cart

Sort Books
Totes from Bothell & Tacoma Carts from department runs

Load Morning Truck


Bring all three large sort carts onto the dock Load all books onto their designated truck shelf (except East Asia) Drop off Circ cart to Suzzallo Circ Stage ILL Cart by ILL shelf near supply cart

Mail Sort Before UPS


Check all labels when sorting, and double check labels again before opening material Always use caution when opening material so as not to damage contents with box cutter blade

Newspapers:
Remove from paper & plastic wrappers Flatten & stack neatly on a cart

Monographic Acquisitions:
Place boxes on cart unopened

Serials:
If there is an address label on the wrapper, tuck it inside the magazine Place all opened material in stacks on a cart for later delivery

Department Runs
Always check our department shelves before starting a run Purple Shelves Serials (Suzzallo Third Floor) Gold Shelves DMS, Monographic Acquisitions (Suzzallo Second Floor) Reference (Suzzallo First Floor) Includes Curriculum and Friday Harbor Material Green Shelves Mic/News, Government Publications (Suzzallo Ground Floor) Blue Shelves Special Collections (Allen North Basement Floor) Includes MSCUA, Manuscripts, University Archives & Northwest Collection Gifts (Suzzallo Sub-Basement Floor) Mendery, Closed Maps Stacks (Suzzallo Basement Floor)

United Parcel Service (UPS)


Delivery:
If damaged material is found notify driver & lead Return any misdelivered material to UPS driver, or put on UPS shelf for next day Log UPS package count on clipboard

Sort:
Double check labels as you open Be careful! Do not damage materials with box cutter

Monographic Acquisitions:
Place boxes/packages on a cart unopened

Serials:
Open boxes, remove packing material, leave shipment in box, place on a cart

Interlibrary Loan (ILL, U-World, GO27, IBS, & RSS):


Open boxes from both UPS and USPS. Log UW & Non-UW book counts on clipboard nd Place priority mail/2 day air on cart unopened

Purchasing (SUPPLIES, ABBY, B77)


Place boxes, unopened, on gray and red cart

Runs as needed
East Asia Binding (Gowen Hall Third Floor, Library back office) Deliver incoming EA Boxes to very back room of EA Library Deliver outgoing EA Binding Boxes to Binding & Marking (Suzzallo Second Floor) Monographic Acquisitions delivery Place YBP materials onto carts NOTE: put any YBP boxes for Serials on a separate cart Binding & Marking/East Asia delivery: Put boxes for Binding & Marking onto a sled Put boxes for East Asia onto a hand truck

Unload Morning Truck (11:10)


Stage two carts for Circulation & ILL on dock Bring one large sort cart onto dock

Afternoon Runs
Always check our department shelves before starting a run Drop off Circ cart to Suzzallo Circ and Pick up Circ cart Drop off ILL cart to ILL and Pick up ILL East Asia Library: (Gowen Hall Third Floor) Load books, magazine bag (maroon) & mail bag (yellow) onto hand truck Log book count: OUT Deliver to EA Library Pick-up books, magazine bag (maroon) & mail bag (yellow) Check for EA Aux totes (white) Log book count: IN East Asia Auxiliary Totes: (Gowen Hall Third Floor) Bring hand truck to EA Library Load EA Auxiliary totes (white) onto hand truck Return totes to Receiving Stage incoming Auxiliary totes with OUGL Bins for afternoon truck load

Open International Mail:


Open boxes, leave material in box, place on a cart, deliver to ISPA

Runs as needed
Purple Shelves Serials (Suzzallo Third Floor) Gold Shelves DMS, Monographic Acquisitions (Suzzallo Second Floor) Reference (Suzzallo First Floor) Includes Curriculum and Friday Harbor Material Green Shelves Mic/News, Government Publications (Suzzallo Ground Floor) Blue Shelves Special Collections (Allen North Basement Floor) Includes MSCUA, Manuscripts, University Archives & Northwest Collection Gifts (Suzzallo Sub-Basement Floor) Mendery, Closed Maps Stacks (Suzzallo Basement Floor)

Data-mailers
De-leave (remove top sheet) & burst (separate) forms Separate campus addresses from off-campus addresses & place in designated main bin Note: For multiples (>5) to same person off campus, combine in one envelope, use one on outside

Department Runs (1:40)


Suzzallo Circulation (Suzzallo First Floor) Binding & Marking (Suzzallo Second Floor) ILL (Suzzallo Ground Floor)

Load Bothell & Tacoma Totes (2:00)


Stack full totes into appropriately labeled hampers located on dock

Clean (2:00 - 2:30)


Empty cardboard/plastic recycling Empty all trash cans, including the smaller ones in the break area & by the sink Swap green paper-toter for an empty one from the dock Clear & brush table Sweep Floors Mop break area as needed

Thursdays:
Swap green recycling toters from Administration, Gifts, Mic/News, & Monographic Acquisitions Empty or Swap the Monographic Acquisitions recycling hamper (put good YPB boxes onto shelves)

Outgoing Mail (2:30)


Empty and sort campus & off-campus mail into a new bin Place mail bin in mailroom outgoing hamper

Unload Afternoon Truck (2:40)


Stage two carts for Circulation & ILL on dock Bring one large sort cart onto dock Sort out incoming ILL & stage ILL cart for morning Drop off Circ cart to Suzzallo Circ and pick up outgoing Circ cart

Pagers: Push speed dial button on Leads or Drivers phones for Mike or Marty, wait for tone, enter phone
number (543-2009) or extension (32009) and push # symbol. Revised: 02/11/2011