Extremely Important. If you sign for packages, you need to log them!

Transcription

1 Packages

2 Extremely Important If you sign for packages, you need to log them! Your name is down as the person who received them, so if anything happens to those packages, you are the first individual that will be asked questions Count the packages, we cannot have them wait to verify the names against our roster, but they are trained to wait!

3 What is Considered a Package? Any package from USPS, FedEx, UPS, etc. Regardless of size! We log all packages even if they are small enough to go into the students mailbox Parking Permits Need to be logged just like a package and require a student s signature Judicial letters from the Dean of Students Office Need to be logged in the package log and require a student s signature

4 What is not OK? We do not allow for students, parents, guests, etc. to drop off any items for a student in the hall at the desk This includes money, laundry, cookies, etc. Our website states we only receive packages from major mail services with the exception of flowers We are looking at changing this but this is our current policy IF an individual comes to the desk to drop off a gift basket and is from a local business, you can receive it, but make sure to record their name, business, and contact information for that business

5 How to Process Packages Check all of the names against the current roster and set aside any packages that are not for current students Use the standard package log to log each package that is for a current resident Follow all other procedures set in place by your RD the student letting them know they have received a package or packages at the front desk Does everyone have access to the desk/mail room account? Make sure the student shows you the and their student ID before having them sign out the package

6 Package s Each desk/mail room had an account set up Each of you has access to this but needs to set it up Ask your RD if you do not know what I am talking about You only BCC the students (blind copy) Why? We do not want to be giving out student information (i.e. s) Your RD has a template for the initial sent, please only use this template on 1 st day, 6 th day and 13 th day 14 th day Return to Sender

7 Package Log You Will Use!

8 For packages with names not on the current roster USPS & UPS Check the forwarding roster and note on the package whether it needs to be RTS or forwarded (write forwarding address) Make sure to communicate this in your desks communication log and/or GroupMe so whoever is working the desk tomorrow when USPS/UPS comes will know they need to hand the package to USPS/UPS Log the package in the forward/rts log This is not an option, it is mandatory Make sure to include the packages tracking number on the form Make sure to place the package in a designated location that is easy to find

9 For packages with names not on the current roster FedEx Check the forwarding roster and determine whether it needs to be forwarded or RTS Call this number: (512) (terminal number) Let them know the specific information: What package it is (will have tracking number on package) If it needs to be forwarded or returned to sender; if forwarded, you need to be able to provide that forwarding address when on the phone FedEx will come the next day to pick up that package Make sure to still log this package in the forward/rts log Make sure to communicate this in your desks communication log and/or GroupMe so whoever is working the desk tomorrow when FedEx comes will know they need to hand the package to FedEx Make sure to place the package in a designated location that is easy to find

10 Important For packages, we never, ever, ever, ever, ever black out any barcodes, addresses, or any information!

11 Packages/Letters delivered to the wrong address Make sure to log this in the forward/rts log Make sure to communicate this in your desks communication log and/or GroupMe so whoever is working the desk tomorrow when [Mail Service] comes will know they need to hand the package to [Mail Service] If it is FedEx, please follow the directions from the previous slide

12 Forward/RTS Log (both bulk envelopes and packages)

13 Damaged Packages Take a picture of the damaged package and send an to your RD with the following information Student name Date of delivery Mail service delivered by Brief explanation of damage Tape the Damaged Package slip onto the box so the student sees it when they sign it out

14 Damaged Package Slip

15 What if a student receives two packages?... Still log each package individually, we want the student to sign for each package they receive. For the , you can do a separate for them stating they have two (or three or fifty) packages at the front desk/mail room to pick up

16 Other policies to make sure you are enforcing If someone comes to the front desk and wants to drop off any advertisements and/or brochures, they are not allowed to leave them unless they have approval This is where you would ask them if they have been approved to leave these items Ask them if they have an or some document providing proof of this approval If you cannot get approval, you can tell them that you will take the items and give them to your RD who will verify that they are approved at which point they will be put out for students to see and take Please let your RD know the name of the person, where they are from, contact information, and who/when they got approval (if they are claiming they have been approved) If they have not sought out approval, direct them to DHRL to get the items approved

17 When in doubt Ask your Mail Collateral person or RD! Refer to this presentation

18 Questions, Comments, Concern