Skip to end of metadata
Go to start of metadata

You are viewing an old version of this content. View the current version.

Compare with Current View Version History

« Previous Version 11 Next »

New procedure for Capstone packages 2/14/24:

Capstone packages will be separated from all other packages and placed into GUG 107 on a daily basis.

  • Capstone packages will now be labeled with the following: Class number, Section letter and TA last name.

  • Example: AA410 Ay <Smythe>

  • Students picking up packages will need to check in with the front desk before entering the package room.

  • Under no circumstances will any students besides the capstone TA’s, Jared Smythe and Harry Furey-Soper, be allowed to pick up Capstone packages.

Front desk staff will now have CAAMS access to GUG 107.

Incoming Mail / Packages

Mail is delivered most mornings by 10 am, and periodically in the afternoon to the mail cabinet on the GUG first floor near the women’s restroom.  

Each morning/afternoon take the mailbox key located in the main office desk safe.  

  1. Bring any outgoing mail down to the cabinet.

  2. Open the cabinet and take all of the mail and packages for Aeronautics & Astronautics.  If needed, there is a cart located in the kitchen, GUG 309.  Linguistics also uses the cabinet, but they retrieve their own mail.

  3. Take mail/packages to GUG 211A and sort.   

  4. Log packages here: https://docs.google.com/spreadsheets/d/1sSr8mByTvOsboSzp1EfmrPFihC93OZTptIX0HUs8HnQ/edit#gid=0

If a package has not been picked up after a week, email the recipient. Include the package pickup procedure in the email (sign and leave packing slip in the bin and sign out the package using the sign out sheet).

Mail Sorting

Types of mail

Where to put

Regular mail with a name that is addressed to

Individual mail boxes.

Checks

Notify Rachel and place in front office safe.

Large publications runs that do not have a name on them - for example UW Alumni Magazines

Put some on the counter in front of the mailboxes for people to pick up as needed.

Catalogs

Recycle.

Mail for someone who has left the department or can’t be identified as a member of the department 

Look up address and mail out. Or, give it to Kim to resolve.  

Package Sorting -

All packages should be stored in GUG 211A for pickup.  

image-20240311-183452.png

  1. Open the package to retrieve the packing slip and the item(s). 

  2. Highlight the EI or other order number identifier (NOT the tracking number) on the packing slip.

  3. Tape the packing slip onto the package so it is visible. 

  4. Label all the packages with the last name of the addressee in black marker.

  5. Log all the packages on the pick up list located here: https://docs.google.com/spreadsheets/d/1sSr8mByTvOsboSzp1EfmrPFihC93OZTptIX0HUs8HnQ/edit#gid=0 Include the following information:

    • Date- Package was received

    • First and Last Name

    • Number of packages

    • Location

    • Vendor/order number

  6. Place the item(s) and packing slip together on the shelf in Guggenheim 211A (try to group them per recipient). 

***For Capstone packages, please log them in the correct tab on the Google Sheet “Capstone Packages.”

Troubleshooting Common Issues with Packages

What To Do if There Isn’t a Packing Slip 

  1. Check the aerobuy@uw.edu email inbox for an invoice/receipt. If there is one, print it out and use it as a packing slip.

  2. If you cannot find an invoice/receipt, check with Jordan whether one is needed. Include the following information in your email:

    • Vendor Name 

    • Addressee

    • Description of the item 

    • Order Number

What to do if there Isn’t a clear order number or there’s not enough information to log the package

  1. Email aerobuy@uw.edu or message the purchaser through Microsoft Teams for more information. Include as many of the following details as possible:

    • Company name

    • Tracking number

    • Description of the item

    • Name of recipient

  2. Complete the package pickup spreadsheet with all of the available information and any information you got from purchasing.

Package Pick Up Process

  1. Addressee checks for packages on the pick up list located here on the A&A Intranet https://docs.google.com/spreadsheets/d/1sSr8mByTvOsboSzp1EfmrPFihC93OZTptIX0HUs8HnQ/edit#gid=0

  2. Ask the recipient if they know how to sign out a package. If not, go in with them and walk them through the process.  You need to know what they are picking up to correct the tracking sheet and move the item to “picked up.”

  3. When the recipient comes to pick up the package, they need to check that what is in their package aligns with the packing slip

  4. If everything is there, then they can sign the packing slip acknowledging they picked up the item(s) both on the packing slip and on the package sign out sheet on the clipboard. 

  5. After item is picked up, place the signed packing slip into the labeled tray.

Packing Slip Process

[Work in progress].

Outgoing mail/packages

Regular Letters

Put a barcode on a piece of mail by the return address and place it in outgoing mail. If you have a bundle of mail, you can put the barcode on the first piece and place the stack together with a rubber band.

Ordering New Mailing Barcodes

Request a budget number from the Administrator and visit  Budget Number Barcode Program | Creative Communications (uw.edu) for the ordering instructions.

As a note, you can provide these as requested by staff and faculty for mailing departmental items.  However if they have more than a couple of items or a mass mailing, they need to contact Kim Maczko for options. 

Packages and Larger Requests

Aerobuy@uw.edu handles arranging for payment for larger packages that require pickup.  If they have an approved Shipping Request Form, you can take the package and form, email aerobuy@uw.edu that we have it, and place it in Khalid’s designated area in the package room.

  • No labels