<html xmlns:v="urn:schemas-microsoft-com:vml" xmlns:o="urn:schemas-microsoft-com:office:office" xmlns:w="urn:schemas-microsoft-com:office:word" xmlns:m="http://schemas.microsoft.com/office/2004/12/omml" xmlns="http://www.w3.org/TR/REC-html40">
<head>
<meta http-equiv="Content-Type" content="text/html; charset=us-ascii">
<meta name="Generator" content="Microsoft Word 15 (filtered medium)">
<style><!--
/* Font Definitions */
@font-face
{font-family:"Cambria Math";
panose-1:2 4 5 3 5 4 6 3 2 4;}
@font-face
{font-family:Calibri;
panose-1:2 15 5 2 2 2 4 3 2 4;}
/* Style Definitions */
p.MsoNormal, li.MsoNormal, div.MsoNormal
{margin:0in;
margin-bottom:.0001pt;
font-size:11.0pt;
font-family:"Calibri",sans-serif;}
a:link, span.MsoHyperlink
{mso-style-priority:99;
color:#0563C1;
text-decoration:underline;}
span.EmailStyle17
{mso-style-type:personal-compose;
font-family:"Calibri",sans-serif;
color:windowtext;}
.MsoChpDefault
{mso-style-type:export-only;
font-family:"Calibri",sans-serif;}
@page WordSection1
{size:8.5in 11.0in;
margin:1.0in 1.0in 1.0in 1.0in;}
div.WordSection1
{page:WordSection1;}
--></style><!--[if gte mso 9]><xml>
<o:shapedefaults v:ext="edit" spidmax="1026" />
</xml><![endif]--><!--[if gte mso 9]><xml>
<o:shapelayout v:ext="edit">
<o:idmap v:ext="edit" data="1" />
</o:shapelayout></xml><![endif]-->
</head>
<body lang="EN-US" link="#0563C1" vlink="#954F72">
<div class="WordSection1">
<p class="MsoNormal">All,<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">With the return of researchers, the volume of packages arriving, and the number of different personnel involved is high and increasing.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Anticipating that admins will see increased questions from the groups you support, I offer this message as a reminder of current conditions on site:<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b><u>US Mail:<o:p></o:p></u></b></p>
<p class="MsoNormal">Mail is arriving daily. Our postman has swipe card access and is leaving the totes in room 1169M near the freight elevator. This room has a keypad lock and the postman knows the code. He swipes into the building, keypads into the room,
drops the mail, and departs. The totes are retrieved by the site team and taken to the front office where they sit and accumulate. No further processing is done on mail by the site team. Jean occasionally seeks out certain mailings of importance.
<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b><u>UPS/FedEx:<o:p></o:p></u></b></p>
<p class="MsoNormal"><u>UPS and FedEx packages should not be arriving directly to PRB or to Smith Lab</u>. Both buildings remain locked so packages coming by UPS or FedEx directly to the PRB or Smith
<u>will not be delivered</u>. Individuals who have shipped packages directly to PRB or Smith are then responsible to use their tracking numbers and figure out how to get their packages rerouted and may need your assistance.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b><u>Central Receiving:<o:p></o:p></u></b></p>
<p class="MsoNormal">All packages should be shipped to Central Receiving on Kenny Rd. Central Receiving collects all OSU deliveries at their large warehouse, sorts them, and then delivers them to individual buildings according to the inbound package information.
Central Receiving delivery drives have swipe card access to PRB and enter the building each day and leave the goods at the loading dock. The site team then retrieve these packages from the PRB loading dock area and delivers them to room 1136 where they are
staged for self-serve pickup by individuals. Some items that are too large for this room are left in the loading dock and handled differently.<o:p></o:p></p>
<p class="MsoNormal">Two important web links are as follows: Central receiving main page
<a href="https://busfin.osu.edu/central-receiving">here</a>: Central receiving Org Chart
<a href="https://busfin.osu.edu/sites/default/files/rsmorgchart.pdf">here</a>: (look in the lower right hand corner to find Jamie Best.38 and Spencer Crawford.567 who are inbound and outbound shipping coordinators.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b><u>PRB Pickup Location:<o:p></o:p></u></b></p>
<p class="MsoNormal">Packages that have arrived to the PRB loading dock are taken to room 1136 (conference room converted to staging area) There the packages are sorted and left for self-serve pickup. The room is locked, and the core is a common core that
any Physics PRB key can open. Pickup is completely by the “honor system” and people are trusted to only retrieve their own groups packages. So far this system and this location is working well, with no reported issues.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b><u>Special Deliveries:<o:p></o:p></u></b></p>
<p class="MsoNormal"><u>There are severely limited options for handling special deliveries</u> and any group planning for a special delivery will need your guidance and assistance on how to achieve this. There are no canned answers and no general support for
special deliveries on site so each instance must be handled case-by-case and <u>
should be avoided as much as practical</u>. Examples of difficult circumstances are as follows:<o:p></o:p></p>
<p class="MsoNormal" style="margin-left:.5in">1.) any item not tied to a purchase order such as:
<o:p></o:p></p>
<p class="MsoNormal" style="margin-left:1.0in">1.1) packages from collaborators<o:p></o:p></p>
<p class="MsoNormal" style="margin-left:1.0in">1.2) repair parts from suppliers<o:p></o:p></p>
<p class="MsoNormal" style="margin-left:1.0in">1.3) tool kits too heavy to carry on flights by field service engineers or technician coming to make equipment repairs<o:p></o:p></p>
<p class="MsoNormal" style="margin-left:1.0in">1.4) perishable items,<o:p></o:p></p>
<p class="MsoNormal" style="margin-left:1.0in">1.5) etc.)<o:p></o:p></p>
<p class="MsoNormal" style="margin-left:.5in">2.) Excessively large items or excessively heavy items
<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b><u>Risks:<o:p></o:p></u></b></p>
<p class="MsoNormal">There is less “chain of custody” control in the current receiving conditions. Items are left for some hours at the loading dock in unsecured space. Items are taken to 1136 but retrieved by self-serve honor system. Packing lists are not
pulled or controlled in any way. If you need your groups packing lists, you will need to work with them to create a system for collecting these.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b><u>Site team:<o:p></o:p></u></b></p>
<p class="MsoNormal">Phil Davids M-W-F 12:30 to 2:30 (6 hrs. per week onsite – telework remainder of week)<o:p></o:p></p>
<p class="MsoNormal">Kent Ludwig Tu-Th 9:00 to 12:00 (6 hrs. per week – telework remainder of week)<o:p></o:p></p>
<p class="MsoNormal">Service2Facilities (FOD Maintenance Service Desk) can be reached 24/7 at 614.292.4357 (2-HELP) in case of emergency. (FOD does not cover Physics operational needs and should not be called to help with a delivery)<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b><u>Summary:<o:p></o:p></u></b></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Anything you can do to shield the on-site staff from shipping/receiving questions is much appreciated. Many such inquiries arrive every day and it seems many groups have forgotten to start first with their administrative support staff.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">As Jean always says “ask an admin” – so please remind your groups to do that.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Regards,<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Phil Davids<o:p></o:p></p>
</div>
</body>
</html>