Policy No. 516
8/26/04
MAIL CORRESPONDENCE
POLICY
It is recognized that the pursuit of science is facilitated by the ready exchange of mail correspondence between scientists. It is the policy of the National Cancer Institute-Frederick (NCI-Frederick) to ensure that packaging and transport of such materials is accomplished in a safe manner and in compliance with applicable regulations.
- This policy pertains to work-related correspondence material only.
- The procedure is divided into two categories:
- (a) Planned shipments of correspondence material.
- (b) Emergency, unexpected requirements to ship correspondence material after 5:00 PM .
- The procedure is divided into three delivery areas:
- (a) Local includes NIH-Bethesda and Rockville area
- (b) Domestic includes Alaska and Hawaii
- (c) Foreign includes Canada , Mexico , and Puerto Rico
The Operations and Technical Support contractor provides the services of transportation and mail handling for the NCI-Frederick community. Mail service is provided by the Transportation Section, Logistics Support Department (LSD).
PROCEDURE
A Planned shipments of correspondence materials:
- Local During weekdays, mail is picked up and delivered throughout the NCI-Frederick
campus once during the AM hours and once during the PM hours. Outgoing mail
is delivered to the United States Postal Service Post Office before close
of business, or scheduled for and placed on the next courier run to NIH, as
appropriate.
Daily courier service is provided by the Transportation Section, LSD, between the NCI-Frederick campus and NIH-Bethesda/Rockville areas. The couriers depart the NCI-Frederick campus at approximately 11:00 AM daily and deliver mail to the NIH campus the same day. Mail brought back on the return courier run is delivered to the NCI-Frederick campus the next day.
- Domestic Correspondence materials to be sent first class USPS may be placed
in the interoffice mailbag, which is returning to the mailroom. Any items
for U.S. Postal Express Mail Service must be clearly identified and included
in the morning pick up for next day delivery service. For areas not covered
by Express Mail, an alternative next-day delivery service may be available.
The mailroom will notify the sender if Express Mail cannot be used, at which
time the sender has the option to send the items using the alternative service.
If this choice is made the sender must submit a Request for Shipment form
(found on the NCI-Frederick WEB site under Campus Resources) to the Transportation
Section along with the cost center number to which the service can be charged
24 hours in advance of the requested transport date.
- Foreign Correspondence earmarked for foreign destinations may also be included
in the interoffice mailbags, which are returning to the mailroom. However,
all items must be clearly marked Air Mail. For those who desire faster delivery
services, commercial courier services may be used. For this service the requester
must submit, along with the item to be mailed, a Request for Shipment form
to include the cost center number to be charged to, 48 hours in advance of
the requested transport date.
B. Emergency, unexpected requirements to ship correspondence material after 5:00 PM .
1. For emergency, urgent or desk-to-desk delivery outside of the normal delivery hours the Transportation Section can arrange for a contract courier service. This service will be charged to the program area sending the materials.
To arrange for this service, the requestor must call the Transportation Section prior to 4:30 PM on the date of transport, providing name and address of both sender and recipient and a cost center number. This same procedure applies to those deliveries to be transported back to the NCI-Frederick campus but arranged for on this end.
RESPONSIBILITY
Transportation Section, Logistical Support Department
- Provide pickup and delivery of work-related correspondence.
- Operate courier service to and from NIH and local area.
- Arrange for contract courier service on an as-needed basis.
- Arrange for domestic and foreign shipments of correspondence items.
NCI-Frederick Employees
- Place correspondence items for shipment into appropriate mailbag.
- Clearly identify type of shipment requested, i.e., Express Mail, Air Mail, FedEx, etc.
- Provide appropriate Request for Shipment form with cost center number for all services other than USPS.
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