Users Guide

Welcome to Kansas Library Express
Instructions and Best Practices

Introduction. Kansas Library Express, the Kansas interlibrary courier service, provides library users with rapid and direct access to library resources. Kansas Library Express connects 344 libraries throughout Kansas with convenient and cost effective delivery service that will expand the ability of libraries to readily share their collections for the benefit of library users.

Day-to-day management of this service is provided by the Northeast Kansas Library System (NEKLS), which is contracting with Henry Industries Courier Networks (HICN), a professional courier delivery company with an extensive statewide network.

Contact Information:
Report a problem or ask a question:
Caroline Handwork, Courier Coordinator
Phone: (785) 838-4090
Email: courier@nekls.org

PREPARING PACKAGES FOR SHIPMENT

Labeling

  • Shipping labels with delivery codes are REQUIRED. The labels have an H monogram in the upper left corner and a delivery code on the top line of the address.
  • Print labels from the Henry Industries website: http://henryindustriesinc.com/ (Look under the “Services” tab on the top menu bar to find the current version of the shipping labels.)
  • Only libraries participating in Kansas Library Express can receive courier deliveries. Drivers are instructed to pick up only packages with proper labels.

Packaging

  • Packages MUST have a shipping label  with an “H” logo that is printed from the list available at the Henry Industries web site: http://henryindustriesinc.com/
  • The label should be inserted in the clear label window in the Kansas Library Express nylon bag or plastic tub. It is suggested that you attach the label to a 3×5 card to keep it securely in place. When a different container without a label window is used, the label should be securely taped to the package.  Be sure to remove or mark through old shipping information if using a re-purposed box.
  • Each bag, box, or tub should contain materials for only one destination.
  • When possible, use nylon transit bags provided by Kansas Library Express.  Plastic shipping tubs are also available for purchase at cost from Kansas Library Express. However, materials can be shipped in sealed boxes, sturdy envelopes, and ANY transit bags or tubs you may have.  The exception is use of bags or tubs labeled KCMLIN, MOBIUS, KCLC or First Choice. These bags are the property of a different courier service used by some Kansas libraries. Please return those bags or tubs to the Kansas Library Express office.
  • Take care in packaging fragile materials. It is recommended that media is cushioned with cardboard and bubble wrap to guard against damage during shipment.  If your library receives DVDs in a cardboard box, please use a similar box to return it.  Extra care will insure materials arrive in good condition.
  • Whenever you have surplus bags or tubs, please send them to the Northeast Kansas Library System for redistribution. Tubs and bags are always in demand. Bundle the surplus bags and use the courier shipping label for KS 131 Northeast Kansas Library System. Use these bags and tubs to ship materials only on the Kansas Library Express, not on other courier services.

WHAT CAN BE SHIPPED

With the exception of hazardous or perishable items, anything with a weight up to 40 pounds may be shipped through Kansas Library Express : library materials, equipment, printed matter, etc.  However, libraries should exercise caution in shipping fragile or rare materials or sensitive items. Libraries are cautioned to ship those items at their own risk due to the lack of individual item tracking. Cash should never be shipped through Kansas Library Express.

TRACKING MISDIRECTED SHIPMENTS

If a label comes off a package, it will be sent to the Northeast Kansas Library System in Lawrence for processing. We will open the package, identify the library that owns the material, and return it by courier on the next day’s route.

If any items are not received within two weeks of shipment, notify Caroline Handwork at the Northeast Kansas Library System office by email or phone (785) 838-4090. We will note the delay and add it to the list of currently missing shipments. If items arrive damaged, call the same day to notify Caroline. A damage report form is  available on our website at Damaged Materials[.]

Note: Be Prepared! Items to be picked up must be labeled and packaged before the courier is due to arrive. The driver should not be asked to wait while you prepare your shipment.

SPECIAL DELIVERY ARRANGEMENTS

If you need to arrange for delivery in an alternate location, be sure to choose an appropriate site. It must be indoors and reasonably secure. Library materials are subject to damage and theft, so drivers will not leave them unsecured or exposed to the elements. Remember to provide a key and/or special instructions, if needed for access to the delivery site. In some cases libraries may choose to provide the courier driver with a key to the library, or to an entryway or drop box.

STATISTICAL REPORTING

Kansas Library Express participants are asked to submit monthly reports of items shipped in order to assess the growth in system use, and to provide a reasonable basis for future high volume usage charges, if any. There is an online monthly statistical report form available on the Kansas Library Express web site at Monthly Statistical Report.

In order to ease the burden of statistical reporting, libraries will only be asked for the number of packages leaving their libraries in these four categories:

  • Small envelopes/bags (maximum size 11″x14″)
  • Medium/large bags or small boxes
  • Tubs and large boxes
  • Individual items

Kansas Library Express staff will use those package numbers to estimate items shipped according to the following formula:
Small bag = 2 items
Large bag = 5 items
Tub/large box = 25 items

For an exact count, you may report contents of packages as individual items.  This will prevent over-estimating volume shipped from your library.  Do not report both the number of bags and the number of items.  Your statistics should reflect the use your library makes of the courier system.