All Staff & Departments · All Staff & Departments. Facilities Management . Post Room Guide and procedures. 3 Post Room Guide & Procedures . ... By banding post by format e.g. letter

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All Staff & Departments Facilities Management

Post Room Guide and procedures

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Post Room Guide & Procedures

Document Reference Governance – Post room guide and Procedures

Equality Impact Assessed 22/11/2017

Version 1.0

Publication Date 20/12/2017

Review Date TBC

Approved by: -

Sue Mchugh - Chief Operating Officer

Mike Clark - Director of Estates ＆ Facilities Management

Please note that the Intranet/SharePoint version of this document is the only version that is maintained. Any printed copies should, therefore, be viewed as ‘uncontrolled’ and as such, may not necessarily contain the latest updates and amendments.

Statement of changes made Version Date Changes / comments received from 1.0 List of Stakeholders who have reviewed the document Name Title

Mike Clark Director of Estate ＆ Facilities Management Barry Mullett Assistant Director Facilities Management Janet Hunt Facilities Co-ordination Officer

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Contents General Information .............................................................................................................. 3 Pricing in Proportion .............................................................................................................. 4

What is pricing in Proportion? ........................................................................... 4 How it Works .................................................................................................... 4 PIP Guidance For Departments ....................................................................... 4 Local and National Mail Services...................................................................... 6 Second Class (Royal Mail) ............................................................................... 6 First Class (Royal Mail) .................................................................................... 6 Recorded „Signed For‟ Delivery ....................................................................... 6 Special Delivery - 9am Next Day Delivery ........................................................ 6 Special Delivery - 1pm Next Day Delivery ........................................................ 7 Local & National Courier Service (DHL) ........................................................... 7

International Mail Services .................................................................................................... 8 International unsorted – Royal Mail .................................................................. 8 International Signed For – Royal Mail ............................................................... 8 EU International Courier Service (DHL) ............................................................ 9 Out of EU Countries/Rest of World „Courier‟ Service (DHL) .............................. 9

Appendix A – Example Royal Mail Customs Documentation ............................................... 11 Appendix B – Royal Mail Customs Declaration Label .......................................................... 12 Appendix C – Royal Mail Customs Declaration Form .......................................................... 13 Appendix D – Example DHL Customs Form........................................................................ 14 Appendix E – DHL Customs Form ...................................................................................... 15 Appendix F – Post Room Services ...................................................................................... 16

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POSTAL SERVICES

Contact Details SITE ADDRESS OPENING CONTACT Falmer Post Room

Ringmer House Brighton BN1 9PH

Mon to Thu 13.30-17.00 Fri - 13.30-16.30

Falmer Caretakers EXTN:3547 [email protected]

Brighton Grand Parade Post Room

Main Building, Grand Parade Brighton BN2 2JY

Mon to Fri - 08.00-17.00

Grand Parade Caretakers EXTN: 3156 [email protected]

Eastbourne Hillbrow Cottage Post Room

Hillbrow Cottage, Gaudick Road, Eastbourne BN20 7SR

Mon to Fri - 08.30-16.30

Eastbourne Caretakers EXTN:3801 ([email protected])

Hastings UCH Post Room

UCH, Havelock Road Hastings TN34 1BE

Mon to Thus - 08.45-17.00 Fri - 09.00-16.15

Hastings Caretakers EXTN: 1066 ([email protected])

Brighton Edward Street

Edward Street Brighton BN2 2JY

Mon-Fri 08.00-17.00 Grand Parade Caretakers EXTN: 3156 Caretakers-Grand [email protected]

Moulsecoomb

Cockcroft Building Brighton

Mon-Fri 08.00-17.00 Cockcroft Caretakers EXTN: 2709 [email protected])

For details of services provided by each Campus Post Room please refer to Appendix F – Post Room Services.

General Information

1. By banding post by format e.g. letter C5, letter DL, large letter, with the same orientation and the right way up, attaching all relevant information where necessary you are cutting down the sorting time and delays in sending your post.

2. By ensuring that you adopt the criteria set out in this guide you will avoid any unnecessary delays in the processing of your post

3. Ensure that all international mail is kept separated from national 4. Ensure that all pre-stamped mail is kept separated from unstamped. 5. All mail items must be clearly marked with the following information; 6. Service required e.g. 2

nd Class, 1st, Class Parcel, Signed For etc.

7. School/Departmental name and full postal address 8. Cost code 9. Items requiring special mail services e.g. Special Delivery, DHL etc. must also be labelled with the

sender's name and extension number 10. Any unmarked items will be sent 2nd Class as the default service 11. Proof of posting receipt will be kept in the post room for all Special Delivery and Courier items. An

internal recharge is made when invoices are received. 12. Please provide at least one day’s prior notice of any mailshots, large amounts of post or large

items to be dispatched 13. A customs form is available on the last page of this document.

Please remember that although Post Rooms will endeavour to meet your postal requirements, they can only offer a limited service as they are not Post Offices!

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Pricing in Proportion

What is pricing in proportion? Pricing in proportion is the current mail pricing system. It takes into account both the weight and the size of the item you are posting. This is because size is a key factor in the cost of handling and delivering your mail.

How it Works There are three sizes for ordinary mail:

• Letters - small and medium envelopes up to C5 (half the size of A4) • Large letters - larger envelopes up to A4 size • Packets - anything else

Mostly, you will be able to tell which category your mail is in by the size of the envelope, but you will also need to consider its thickness and weight.

PIP Guidance for Departments

There are 4 formats of mail which should be segregated by Format (Letter, Large

Letter or Packet) • Pre-stamped or unstamped • International • Special services (Signed For, Registered, DHL)

Items must be bundled, faced with format and annotated with the service required e.g. 2

ndclass, 1

st Class, Parcel, Signed For etc., the School/Departmental name and its full postal address, Cost code.

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Local and National Mail Services

Second Class (Royal Mail) All national post to be bundled and faced with the format (Letter, Large Letter or Packet). All second class items MUST be annotated with the School/Departmental name, its full postal address and Cost code.

First Class (Royal Mail) All national post to be bundled and faced with the format (Letter, Large Letter or Packet). All first class items MUST be annotated with the School/Departmental name, its full postal address and Cost code. Any unmarked items will be sent 2nd class as the default service.

Recorded ‘Signed For’ Delivery This service is proof of delivery only. Anyone at the delivery address may sign for the received item. Compensation up to the value of 100 First Class stamps.

Please clearly and securely label the item with the following details:

• Service required • Cost centre code • Department/school • Name of sender • Telephone extension number • Delivery address including postcode Maximum package weight (Watts Post Room) is 10Kg. Charges for all “special delivery” items are internally recharged to the sending school/department.

Special Delivery - 9am Next Day Delivery This service offers a 9am next day delivery. This service is proof of delivery only. Anyone at the delivery address may sign for the received item.

• Please clearly and securely label the item with the following details: • Service Required: Special Delivery 9am • Cost centre code • Department/school • Name of sender • Telephone extension number • Delivery address including postcode

Maximum package weight is 2Kg. Compensation for lost or damaged items is up to a maximum of £50 or the value of the item, whichever is the lower.

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Charges for all “special delivery” items are internally recharged to the sending school/department.

Special Delivery - 1pm Next Day Delivery This service offers 1pm next day delivery. This service is proof of delivery only. Anyone at the delivery address may sign for the received item.

• Please clearly and securely label the item with the following details • Service Required: Special Delivery 1pm • Cost centre code • Department/school • Name of sender • Telephone extension number • Delivery address including postcode

Maximum package weight is 10Kg. Compensation for lost or damaged items is up to a maximum of £500 or the value of the item, whichever is the lower. Charges for all “special delivery” items are internally recharged to the sending school/department.

Local & National Courier Service (DHL) Item is tracked until it is delivered and signed for - nationally. If the service is unable to deliver the item, then the sender is advised and a decision to return to cost or destroy the item is then made.

• A proof of posting receipt is sent to sender on collection • Items need to reach the post room before 2.30pm to ensure collection on that day • A postcode must be included in the delivery address • P.O. Box addresses - a delivery contact telephone number is essential please clearly and

securely label the item with the following details: • Service Required: DHL Cost Centre code • Department/school • Name of sender • Telephone extension number • Delivery address including postcode:

Charges for all courier items are internally recharged to the sending school/department.

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International Mail Services • Selected post rooms can offer the following international services

International unsorted – Royal Mail • International Signed for – Royal Mail International

courier - DHL

International unsorted – Royal Mail Delivery is dependent on the postal equivalent at the country of destination as to the speed and quality of service. The item should arrive at the post room at least 30 minutes prior to collection time to ensure collection on that day. Maximum package weight is 2Kg (books and pamphlets up to 5Kg).

International Signed For – Royal Mail this service is proof of delivery to the addressee. Only the recipient at the delivery address may sign for the received item.

Please clearly and securely label the item with the following details: Service

Required: International Signed For • Cost Centre code • Department/school • Name of sender • Telephone extension number: Delivery address

including postcode • 1 x completed customs label for goods up to £270 in value going to Non- • EU destinations (Appendix B – Royal Mail Customs Declaration Label) • 1 x completed customs form for goods over £270 in value going to Non-EU destinations

(Appendix C – Royal Mail Customs Declaration Form) Maximum package weight is 2Kg (books and pamphlets up to 5Kg). Standard compensation covering the value up to 100 times the price of a 1st class stamp or content value, whichever is lower. Charges for all “special delivery” items are internally recharged to the sending school/department. Customs authorities around the world are cracking down on mail arriving in their country without the required customs declarations correctly completed. If you are posting packets or parcels outside the EU and fail to complete the CN22 or CN23 correctly, your items may be delayed, returned to you or even seized. EU International Courier Service (DHL) Item is tracked until it is delivered and signed for – within the EU. If the service is unable to deliver the item, then the sender is advised and a decision to return to cost or destroy the item is then made.

• A proof of posting receipt is sent to sender on collection • Items need to reach the post room before 2.30pm to ensure collection on that day • A completed customs form must accompany the item A postcode must be

included in the delivery address • P.O. Box addresses - a delivery contact telephone number is essential If a parcel of

documents is over 5 kg they must be labelled on customs forms as booklets. • When using customs forms please note that there must also be a value-added – the smallest

amount is sufficient.

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• Large items - notice must be given to the Post room to alert DHL. The sender must organise the transfer of items to Watts Post room for DHL collection.

Please clearly and securely label the item with the following details: Service

Required for DHL • Cost Centre code: • Department/school: Name of sender: • Telephone extension number: Delivery address including

postcode: • 2 x customs forms (Appendix E – DHL Customs Form)

Charges for all courier items are internally recharged to the sending school/department. Out of EU Countries/Rest of World ‘Courier’ Service (DHL) As in section 1.5.3, two Customs Forms are required with the item to be sent. Please fill in one and sign, then photocopy.

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Appendix A – Example Royal Mail Customs Documentation CN23

For goods over £270 in value going to non-EU destinations

LINK TO FORM CN23

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Appendix B – Royal Mail Customs Declaration Label

For goods up to £270 in value going to non-EU destinations

LINK TO FORM CN22

Postal Guide Procedures version 1.0 14

Appendix C – Example DHL Customs Form

Ship To: Recipients Name

Air Bill Number: Not Applicable

Company Name: Recipients Company Name

Carrier: DHL

Street: Delivery Address Line 1

Number of Pieces: Number of Packages Making Up Consignment

Town/Area Code: Delivery Address Line 2

Total Weight (Kg): Total Weight of Consignment

State/Country: Delivery Address Line 3

Dimensions (cm): height x width x depth

Contact Name : Recipients Contact Name

Telephone Number: Recipient Contact Telephone Number - (Country Code +Area Code +Number)

Essential if sending to a P.O. Box

Terms of Delivery: Service Requirements DDP (Delivery Duty Paid): Customs Code Number: Not Applicable

Full Description of Goods: Detailed Description of Goods

Number of Items: Number of Items Within Each Package Total Value for Customs (£): Estimated Value of Consignment. MUST BE GREATER THAN ZERO.

Senders Vat Number: Not Applicable Name and Address of Manufacturer: e.g. University of Brighton Reason for Export: e.g. Educational

Authorisation declaration:

I declare that the above information is true and correct to the best of my knowledge and that the goods are of Despatching Country origin. For and on behalf of the above-named Company. Name (in print): Name of Authoriser

Signature……………………………………..

Position in Company: Job Title, School & Department of Authoriser

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Appendix D – DHL Customs Form

Ship To:

Air Bill Number:

Company Name:

Carrier: DHL

Street:

Number of Pieces:

Town/Area Code:

Total Weight (Kg):

State/Country:

Dimensions (cm): x x

Contact Name :

Telephone Number:

Terms of Delivery: DDP (Delivery Duty Paid): Customs Code Number:

Full Description of Goods:

Number of Items: Total Value for Customs (£): 1.00 Senders Vat Number: Name and Address of Manufacturer: Reason for Export:

Authorisation declaration:

I declare that the above information is true and correct to the best of my knowledge and that the goods are

Of origin.

For and on behalf of the above-named Company. Name (in print):

Signature…………………………..

Position in Company…………………………………….

Postal Guide Procedures version 1.0 12 December 2017

Appendix E – Post room Services

Post room Address Opening

Times Collection Times Royal

Mail

1st

Class

Royal Mail

2nd

Class

Royal Mail Parcel

Royal Mail Signed For

Royal Mail Special Delivery

Royal Mail International

Royal Mail International

Signed

Courier e.g. DHL

(Recorded) (Registered)

Royal Mail DHL 9am 1pm

MOULSECOOMB

Mon –Thu 13.30 - 17.00 Fri 13.30-16.30

16.02 16.39

From Ringmer House @ 1300

EASTBOURNE

EXTN:3801 ([email protected])

Mon-Fri 0830-1630

16.45 By arrangement

FALMER

Ringmer House Brighton BN1 9PH Falmer Caretakers [email protected]

24-hour access

16.20 From Ringmer House @

1300

HASTINGS

Mon to Thurs 09.30-17.00 Fri 09.00-16.15

No collection. Taken to post office

By arrangement