Purpose: Instructions for student assistant to sort, distribute and process incoming mail.
Categories: There are several categories that mail can be sorted into.
Invoices: Invoices are usually labeled "Invoice" somewhere on them. Credit memos are considered invoices, and they are most often labeled. Place
invoices in appropriate labeled bin on
Claims responses: Claims refer to requests for issues of journals we didn't receive within an expected time period or for an item received damaged. A claim can be on a distinctive printout that we send with our request for the missing/damaged item. Other times a claim may be a standardized form sent out by the company we are seeking the claim from, or it may simply be in letter form. You will have to read these carefully to get the intent of the piece. Key note into appropriate checkin record on URSUS. If unsure of title or action to take, place in the appropriate bin on Sue's desk. [Note: Print claims less common as electronic claiming began @2001 with our primary vendors]
Other Important Notices: We also receive letters/announcements telling us important information regarding our subscriptions. Examples:
Sort and place in the appropriate bin on Sue's
The majority of the mail we receive consists of advertisements for new subscriptions or monograph titles. These get separated by subject into two boxes: one for the Science and Engineering Center and one for Reference.
In general Items relating to Science, Engineering, Medicine, Mathematics or Nursing go
to the Science and Engineering Center. Social Sciences and Humanities
titles go to Reference. The table below shows some specific subject examples and which category they go in.
When the box is close to full it should be delivered to the appropriate
|Science & Engineering Center||Reference Department|
|Agricultural Engineering - Bio-resource Eng.||Agribusiness|
|Animal & Veterinary Science||Anthropology|
|Botany & Plant Pathology||Business Administration|
|Geological Sciences||Human Development (Child Development)|
|Human Development (Nutrition/Home Economics)||Journalism and Mass Communication|
|Military Science||Political Science|
|Plant, Biology & Pathology||Sociology|
|Quaternary Studies||Speech Communication|
Mail for Serial Acquisitions Staff: If a piece of mail is addressed to someone in Serial Acquisitions
put it in that person's mailbox. Most often it will be for Sharon, but Stephanie occasionally gets mail from Bridgeport Bindery.
A lot of mail that is addressed to Sue or "Serials Acquisitions" is an
advertisement or "junk" mail. Open these pieces and make sure it doesn't belong in another category before
passing to Sue.
Mail for Book Acquisitions: Mail addressed to Book Acquisitions is often "junk" mail or advertisements. Open these pieces and check them before delivering.
"Junk" Mail to be Thrown Out: Examples include conference announcements, people asking for money for some charity or other similar things all get thrown out.
If you have any question as to what to do with a piece of mail, ALWAYS ASK!