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Staff Manual

Facilities & Event Team

Guide for facilities, events, and planning

About

The Cage is the historic and much loved center for facilities and events operations. The Cage is home to facilities and events day-to-day operations, tubs, mail, and 8.5" x 11" white copy paper. 

Tub runs happen during the work week to transport materials, supplies, and mail among the library facilities. Facilities Student Assistants pick up and deliver tubs for Wertz Art & Architecture Library. Miami Trucking picks up and delivers Laws Hall, Hamilton, Middletown and SWORD tubs. 

Mail is delivered Monday – Friday (unless campus or the USPS is closed). Facilities Student Assistants will deliver large packages to departments; however, it is the responsibility of each department to pick up all other mail. Please check your mailbox regularly.  

For further information about shipping, receiving, and requesting supplies see below.

Shipping

Items may be shipped via USPS, UPS, and FedEx.  All shipping materials within the loading are available for use by staff members for any Libraries-related shipment.  

Mail is picked up and delivered Monday through Friday: 

  • For on-campus mail: Seal items in a clearly-marked campus mail envelope. Place envelopes directly into the USPS mail totes in the loading dock area.
  • For off-campus, university-related mail: Envelopes are to be clearly marked and placed in the USPS mail totes in the loading dock area. Members of the Facilities and Events team will bind all outgoing mail with a barcode to indicate the appropriate billing codes for postage. Central Mail Services will seal bulk mailings and add postage accordingly.
  • For off-campus, personal mail: Envelopes are to be clearly marked, sealed, appropriate postage adhered, and placed in the USPS mail totes in the loading dock area.  
  • To ship packages on university-related business: Login to eShipGlobal to create a shipping label. Print the label and affix it to your package. Notify a member of the Facilities and Events team so we can ensure the appropriate driver picks up your package.

Returns are processed only by Mike Smith, which may take 24 - 48 business hours to process. To expedite the process please adhere to the following directions:

  • Have items for return packaged and ready for shipment.
  • Print return label and affix it to the package.
  • If item is brought to the loading dock fully prepared for shipment with label affixed, please notify a member of the Facilities and Events team so we can ensure the appropriate driver picks up your return.

NOTE: Any return of a large value or substantial size must be arranged for pick up with a member of the Facilities and Events team at least 48 hours in advance as space is limited in the loading dock and the cage.

Receiving

Items may be received via USPS, UPS, FedEx and DHL.  

Please have all deliveries specifically addressed to the entities receiving them. Members of the Facilities and Events team open all mail address to King Library, Rec Dock, or other ambiguous locations. All Libraries deliveries can be delivered to:

151 S. Campus Avenue | Oxford, Ohio 45056

NOTE: Any delivery of a large value or substantial size must be arranged with a member of the Facilities and Events team at least 72 business hours in advance as space is limited in the loading dock and the cage. Depending on the nature of the delivery, it may be required for the receiver to sign for the package, insurance be arranged with shipper, or alternate arrangements to be made for delivery since we do not have a traditional loading dock. Under no circumstance are sensitive or expensive materials to be addressed to a member of the Facilities and Events team without expressed written consent.

Van

The van's primary purpose is to allow for the safe and secure transport of materials across the Oxford campus. The van is ONLY permitted for use within Oxford, Ohio.  Exceptions can be made for local travel to Hamilton or Middletown by the Facilities, Planning, and Events Coordinator.

Requests can be made by adding White Van as a room in your Google calendar invite.  See a member of the Facilities & Events Team for the keys.

Supplies

All supplies must be approved for purchase by your department head. Below are the basic guidelines for understanding orders and how they are placed:

  • Orders are generally placed on Fridays. This allows for more efficient ordering across Libraries' departments and helps when/if order minimums are present. Please plan your requests accordingly.
  • If last-minute items are needed by a specific date, include that date in the "Notes" column of the MUL Supplies Request google sheet. This will not guarantee that the needed items can be procured by the date requested; however, the order will be placed at the earliest possible time. Please make all attempts to provide adequate time for supply procurement on a regular basis.
  • Efforts will be made to fulfill requests as they are submitted. The Dean's Office reserves the right to change the supplier and/or specific brand when placing orders due to supplier availability and/or to comply with university restrictions.
  • To order toner cartridges, enter a Systems Request.
  • Bulk supplies for events, instruction or basic operational needs are encouraged; however, the requester/requesting department must make arrangements for storage before arrival.  
  • Any delivery of a large value or substantial size must be arranged with a member of the Facilities and Events team at least 72 business hours in advance as space is limited in the loading dock and the cage. Depending on the nature of the delivery, it may be required for the receiver to sign for the package, insurance be arranged with shipper, or alternate arrangements to be made for delivery since we do not have a traditional loading dock. Under no circumstance are sensitive or expensive materials to be addressed to a member of the Facilities and Events team without expressed written consent.

  • Last Updated: Aug 28, 2024 12:47 PM
  • URL: https://libguides.lib.miamioh.edu/spaces
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