Important Details To Make Mail Handling Easier

  1. Mailboxes Labels. Names on the student mailboxes need to be kept current. The data feed to the tracking system currently updates daily; in the future it will receive multiple updates throughout the day, so the freshest data is always in the tracking system.

  2. Package Log All packages will be received at the service desk using the SQBX package tracking application. This process is interconnected with the USPS tracking now and when you receive the package, it will display “Received by agent” on the USPS website. An automatic email notification is sent upon completion of the receive process. When delivered, a USPS online tracking will show “Delivered by agent to recipient”. That will post to the website after the individual has claimed the package and signed for it at the RSD.

  3. Packages at the RSD. Packages should not be held longer than seven days. Make sure students are properly notified of their packages. There will be several reminder statuses that send a reminder at 2 days, 4 days and 6 days. At 7 days, an email will be sent advising of all stale packages for return. USPS packages are given to Mail Services marked “unclaimed” using the ‘Transfer to Mail Services’ job aid. Mail Services does not handle UPS or FedEx packages. UPS and FedEx get returned directly to the respective carrier, not Mail Services. To return a UPS or FedEx package, you will select Transfer to UPS or Transfer to FedEx to remove those packages from your custody.

  4. Slots, mail bins for outgoing mail. Each mailroom should have one bin for First Class stamped mail and another for misdirected mail. This is essential for the Mail Clerk who delivers and picks up the dorm mail. Campus mail does not require postage and may be placed in the 1st class slot.

  5. Please - no marking on the mail. Defacing the mail is a federal offense. With the SQBX tracking system, there is no longer a need to write anything on a package. You will be printing a label with all necessary information to affix to the package. It should be placed in the lower left corner of the smallest face of the package, not on the same face as the barcode. For the envelopes, you will put the label on the same face as the tracking number. If information needs to be shared, you may do so within SQBX app, using the NOTES field for packages or the description line. You should still attach a Post-it and rubber band that when returning to Mail Services for forwarding or RTS.

  6. Overflow of mail: If the student’s mailbox is full, please pull the mail and make a bundle with a rubber band; make sure the mail has the student name and dorm number clearly marked. Bring back to the RSD and log as a package. You will receive this bundle using the ‘Receive’ job aid; Do NOT enter a tracking number. The app will create an internal transaction number for this bundle. These have no bearing on the ownership or link to any online tracking service, it is simply a way to identify the item in the SQBX system. For ‘Package Type’, you will select ‘bundle of letter mail’ and click the ‘Receive’ icon. This will enter the bundle as a package and generate an email to the student that they must claim this mail within 7 days or it will be returned to sender.

  7. Misdirected mail. USPS letter mail that is not deliverable should be placed in a tub clearly marked “misdirected”, to be removed by Mail Services. Be careful not to place any unsorted mail in or near the misdirected tub in mail rooms. For misdirected packages, please follow the ‘Transfer a package to another RSD’ job aid. UPS and FedEx should follow the Transfer to FedEx or Transfer to UPS job aid, and then hand them back to the respective drivers once they have been scanned out of SQBX.

  

For Mail Assistance

Monday-Friday  8:00a.m. - 4:00p.m.

Contact:
Christopher Seymour, Mail Operations Supervisor
Phone: 413-545-6174 | 413-545-2488
Email: @email

For SQBX Assistance

Monday-Friday  8:00a.m. - 4:00p.m.

Contact:
Rob Leveille, Mail & OpScan Services Supervisor
Phone: 413-545-1084
Email: @email