TExpress Users' Guide

• The Library's record in the OCLC ILL Library Policies and Technology Directory
• The Library's OCLC constant data records, preferably as the first line of the :SHIP TO: field:

  :SHIP TO:	140--HOU VIA TEXPRESS/
  	ILL, MS-240
  	RICE UNIVERSITY LIBRARY
  	6100 MAIN ST
  	HOUSTON, TX 77005

While there are available lists of location number/HUB city codes for TExpress libraries, prominently displaying your library's TExpress information will make it easier for others to quickly package and address materials to you.

For those libraries not using OCLC, please display your TExpress information on the interlibrary loan requests (ALA form, fax, email, etc.) you send to other member libraries.

How to Change Your Constant Data Record in OCLC (Using OCLC Passport)

1. Upon logging in to OCLC, type cd [name] or ecd [name] and press <F11>. Ex. "cd freeloan<F11>."

Or, if you have multiple constant data records, type cdi<F11> to display your list of records. Choose the one you want to edit by typing its line number and pressing <F11>.

2. Edit the :SHIP TO: field as appropriate, adding your library's TExpress location number and HUB city code.

If you were editing from the home position, you would type in your library's addres information as shown in the example below. Typing a "/" tells the system to make a "hard" return and start a new line.

:st: 140-HOU VIA TEXPRESS/ILL, MS-240/RICE UNIVERSITY LIBRARY/6100 MAIN ST/HOUSTON, TX 77005<F11>

Or, you may edit directly in the workform, using the cursor keys or your mouse, pressing <F10> instead of <F11> to send the entire contents of the line, including the changes you made.

3. Type rf and press <F11> to reformat the record and view your changes.

4. Type rep or s and press <F11> to replace (save) the record. [6]

For more information on editing constant data records, consult the OCLC Interlibrary Loan Service User Guide, 2nd Ed.

4.1 Labels

Label dimensions are 2 X 4 (Avery #5163) and can be ordered in bulk quantities from many office supply companies.

You must write three (3) items on your TExpress label:

• The location number of the library to which you wish to send materials. Write this number in large numerals using a black marker on the To Location # line.
• The HUB city code (3-character abbreviation)
• The date you ship the package.

Note: Filling out the Attention line is voluntary, but please be sure to use it if you are sending material to a recipient other than the Interlibrary Loan Department (See the Non-Interlibrary Loan Materials section for more details).

The Location # and HUB city code are the only information the courier will use to deliver your materials to the desired recipient. Use the remainder of the label to add any information you deem necessary for the receiving library [7].

4.2 Special Notice Regarding TexNet Centers

The TexNet Centers, which are all members of TExpress, not only borrow materials for their own patrons, but also request materials through OCLC ILL for smaller libraries in their service regions.

For example, a request from TXN (Houston Public Library) might be for an item needed by a patron of Jasper Public Library, which is 134 miles from Houston.

If the item is to be sent to the TexNet Center, their TExpress location and HUB city code will be in the FIRST line of the :SHIP TO: field. If that information is not there, the item is to be mailed to the address provided.

The following ten libraries are TexNet Referral Centers:[8]

4.3 Packaging

Materials sent via TExpress should be packaged to ensure their safe delivery. The Working Group recommends that you use Jiffy bags or other padded envelopes to protect materials. Inter-office envelopes are recommended for photocopies only. Envelopes must be at least 10" X 13" to be sent through TExpress.

4.4 Courier Service Pickup and Delivery Requirements

• Please provide an easily-accessible area for the TExpress exchange point. Controlled and/or locked areas are difficult for the courier to access. If possible, please do NOT put the TExpress exchange point in an area where the courier would have to knock or ring a bell and then wait to gain entry (details may need to be discussed with the individual courier servicing your library).
• Please provide a mail basket or other suitably-sized container identified as the "TexShare ILL" or "TExpress" pickup point. Do not use a USPS bin.
• Please ensure that the distinctive TExpress label is clearly visible and properly addressed on every outbound package.[9]
• Please ensure that packages do not exceed fifty (50) lbs. in weight. If necessary, break up a large shipment into several smaller ones.

Depending on the Pickup/delivery the library is subscribed to Pickup/delivery takes place five (5) days per week or two (2) days per week. Holiday and spring break schedules of all libraries are collected, given to the courier company, and will be posted on the TexShare website. AMIGOS will post messages to the mailing lists reminding libraries to provide closure information to the Support Desk. It is not necessary for libraries to inform the courier company of one- or two-day closures, though as a courtesy, libraries may wish to post a "We're closed for the day" sign for the courier's benefit. There is no delivery on Thanksgiving Day, Christmas Day, and New Year's Day.

Most deliveries take place within 24-48 hours. [10]

4.5 Non-Interlibrary Loan Materials

TExpress members are encouraged to use the courier service to send non-Interlibrary Loan materials between libraries. However, since the pickup and delivery point for most TExpress libraries is the ILL department, the Working Group recommends the following procedures when sending non-ILL materials:

• Place the material you wish to send in an envelope clearly marked with the recipeient's name and other delivery information you deem appropriate, such as mailstop number, department, etc.
• Place the labeled envelope within another envelope (10" X 13" or larger) and label this package according to the instructions provided in the Labels section above.
• If you are sending a large box or other bulky item, please provide clear recipient information on the package, and fill out the Attention line of the TExpress label.

Following these procedures will ensure that your material is delivered to your intended recipient without needless delay.

4.6 TexShare Card Materials

Current recommendations are that TexShare-Card-Borrowed materials should NOT be returned via TExpress. Patrons are instructed to return the materials to the library from which they were borrowed via US Mail. However, if you do receive materials from patrons that were borrowed on a TexShare card, please be sure to insert a yellow TexShare Borrowed Using TexShare Card. Not an ILL Request. bookmark to alert ILL staff. If you would like a supply of these bookmarks, contact the Texas State Library.

5.0 Statistics (Back to Top)

ALL PARTICIPANTS IN THE TEXPRESS COURIER SERVICE ARE REQUIRED TO REPORT THE NUMBER OF PACKAGES IN AND OUT ON A MONTHLY BASIS. FAILURE TO REPORT STATISTICS MAY RESULT IN LOSS OF SUBSIDY.

Monthly statistics for the preceding month are due by the 10th of each month. Statistics are to be reported using the Amigos TAE Statistics reporting form on the web.

To view compiled statistics on the TExpress service, visit the TexShare website.

6.0 Reporting Problems/Lost Items (Back to Top)

6.1 Reporting Problems

To report a problem or concern about your TExpress service, please contact the Amigos Support Desk.

While the courier company is responsible for dealing with errors on the part of its staff, libraries have control over the following items that can occasionally cause problems:

• Mishandling of TExpress Materials. Sometimes an item intended for TExpress is placed in an outgoing USPS box or an alternative courier's box. Likewise, the courier occasionally finds non-TExpress items in the TExpress box. Careful handling by library staff is needed to minimize related delays and speed TExpress items on their way.
• Mislabeling. Some delays are caused when improperly labeled TExpress packages must be rerouted. [11] Please ensure that labels are properly completed and that packages are clearly marked.

See the Labels section earlier in this document for complete instructions on addressing TExpress packages.

6.2 Lost Items

The TexShare ILL Protocol (Section 8.2) and the TexShare Card Protocol will govern the handling of lost items.

7.0 Trans-Amigos Express (TAE) (Back to Top)

The Trans-Amigos Express courier service is a corresponding service for non-TexShare libraries in Texas and other states served by AMIGOS Library Services. "By having TExpress tap into the larger AMIGOS service [Trans-Amigos Express], TExpress libraries would have a larger and larger pool of reciprocal borrowing partners for which delivery is already covered in a single annual price." [12]

TExpress libraries have the opportunity to send materials to participating AMIGOS libraries in states other than Texas at no additional charge. Inter-state pickup/delivery time is still expected to take place within 24-48 hours.

Service is currently available to Oklahoma, New Mexico and Arkansas. As other states are added, users will be notified by postings to the TexShare website and appropriate listservs (See the Additional Resources section).

For more information on Trans-Amigos Express, contact the Amigos Support Desk.

8.0 Additional Resources (Back to Top)

The TexShare website is an excellent resource to consult, containing news and information on the latest developments within the program.

There, you will find information such as:

• A list of libraries participating in TExpress
• A current roster of the Courier Service Working Group members
• Minutes of past Working Group meetings
• Statistics on TExpress usage

There is also an electronic mailing lists where important notices and information pertaining to TExpress are posted: the TexShare-Courier list.

It is important that you have access to the courier mailing lists because it is the only way in which AMIGOS Library Services communicates with participating libraries.

Information about all TexShare mailing lists is under "Mailing List Information" on the TexShare website.

Please note: Each discussion list has two addresses: one to subscribe and one to post messages.

TexShare Courier Mailing List

To subscribe, please follow the directions shown on the TexShare Mailing Lists page. Scroll down the the TexShare-Courier header and follow the subscription instructions.

9.0 Works Cited (Back to Top)

1. TSLAC. Frequently Asked Questions About Texshare. Revised August 1999.

2. http://www.texshare.edu/programs/courier/courierworking/index.html

3. http://new.usps.com/cgi-bin/uspsbv/scripts/content.jsp?D=9743&B=-8288#standard

4. Piper, Michael. "Comparisons of courier affordability for TexShare Members."

5. Thompson, Susie. "New Benefits of Using TExpress." Email message to LOANSTAR list, July 16, 1999

6. OCLC. OCLC Interlibrary Loan Service User Guide. 2nd Ed. 3:12, 4:7

7. Thompson, Susie. TExpress Courier Service Pickup and Delivery Requirements.

8. Linton, Rebecca. "TexNet Centers."

9. Thompson, Susie. TExpress Courier Service Pickup and Delivery Requirements.

10. Thompson, Susie. "TExpress Shipping Guidelines." Email message, September 24, 1999.

11. Thompson, Susie. "TExpress." Email message to LOANSTAR list, February 11, 1999.

12. Juergens, Bonnie. "Info and Ideas about AMIGOS Courier Service." Email message, March 31, 1999.

13. Thompson, Susie. "TExpress Shipping Guidelines." Email message, September 24, 1999.

14. "TexShare Discussion Lists."

Revision History (Back to Top)

Created November 1999.
Revised, July 2000.
Revised, January 2001.
Revised, April 2001.
Revised, February 2003.
Revised, January 1, 2006.
Revised, July 26, 2007.