Central Distribution Services

NOTICES
Monday March 03, 2008

Help Desk Number's

The Desk Top Shipping System is now Live. If you Have any questions,
please contact our Help Desk at x-1958 or x-1639. If you are having an
issue with your User ID or Password, please call Jack Ferraro at x-1927.

Please send all FRS receiving questions, posting directives, etc., to
FRS Receiving: Thimmayya Billava, 679-1960, TBtbILLAVA@UCHC.EDU
Dangerous Goods Shipping – New Requirement

The U.S. Department of Transportation (DOT) has revised their Dangerous Goods Regulations, effective October 1, 2006, for shipping hazardous materials by air.

The new regulation requires an “Air Eligible” marking for most hazardous material packages, such as diagnostic specimens, that are shipped by air.

The following is a sample “Air Eligible” marking that may be used.

The DOT regulation 49CFR172.321(3) states the following: “Include an aircraft within a circle and may include the words “Air Eligible” in conjunction with the mark”. So if you have a favorite aircraft you can place it in a circle and use it as the marking.

The DOT also requires that individuals who ship diagnostic specimens or other dangerous goods must receive training.

The next Shipping Dangerous Goods training session, which will include upcoming new shipping requirements, is scheduled for August 16, 2006 from 2:00 – 3:30PM in the ARB Large conference room EG-013. Call the Research Safety Office (x2723) if you have questions on shipping hazardous materials or importing/exporting materials to/from other countries.

Jim Fomenko
Research Safety Office
Diagnostic Specimen Shipping – New Requirements

The International Air Transport Association (IATA) has revised their Dangerous
Goods Regulations, effective January 1, 2005, for shipping diagnostic/clinical
specimens by air.

Major changes to the regulation are as follows:

1) Diagnostic/Clinical specimens must display a “UN3373” label and either
the marking “Diagnostic Specimens” or “Clinical Specimens” next to this label.

2) A rigid outer packing will be required in addition to the currently required
primary receptacle and secondary packaging.

3) The airway bill will need to show the text “Diagnostic Specimens” or “Clinical
Specimens” and “UN3373”.

The UN3373 labels can be obtained from the Research Safety Office. We can also
provide a PowerPoint file if you would like to make your own labels.

Please check with Jim Fomenko for the next scheduled Shipping Dangerous Goods training session, which will include these new shipping requirements.

The US Department of Transportation (DOT) requires that individuals who ship
diagnostic specimens or other dangerous goods must receive training.

Jim Fomenko
Research Safety Office
X-2723

            Dr. Richard Berlin
                Associate Dean forResearch Planning and Coordination
                x2513, berlin@nso.uchc.edu

Shipping Hazardous or Biological Materials

Tip of the Month from the Office of Research Safety

It's a good time to make sure the T's are crossed and the I's dotted in areas of compliance.
From the cases of Tomas Foral, the UConn Storrs grad student brought up on charges of
possessing anthrax under the Patriot Act, and Dr. Thomas Butler of Texas Tech, recently
convicted on 47 counts, one can see that the government is serious about making examples
of unwary and/or non-compliant researchers.

Here are articles about Dr. Butler from CNN and Science.

http://www.cnn.com/2003/LAW/12/02/professor.trial.ap/index.html

http://www.sciencemag.org/cgi/reprint/302/5653/2054

A few take-home lessons:

An unfavorable discovery in one area of compliance leads to investigations into other
areas - "one thing leads to another"

Don't transport biological materials yourself, use a shipper. Prior to shipping or receiving
any hazardous material (biological, chemical, radioactive) contact the Research Safety
office unless you have already received specific training for your situation.

Let the Biological Safety Officer know if you are planning to receive any biological materials
that are infectious to humans, animals or plants - both CDC and USDA may have import
and/or interstate transport permitting requirements. If they do, the permits may take time
to acquire.

Office of Research Safety

679-2723

You can not Ship Hazardous Materials at this time using the new Web Based
Desk Top/Deliverability System. Please Use the Standard Forms. Dry Ice is
considered to be in this category.
Wrong Shipping Addresses Can Cost You $$

Please avoid high costs for using outdated shipping addresses. Always verify that
you have the most up-to-date addresses before shipping your parcels. Departments
have been charged up-to $100.00 for using the wrong address. There is also a
penalty charge for selecting business when residential should have been selected.
The cost is not as significant as for using a wrong address, however you will be charged
for this error.
Deleted Shipping Requests

If you enter a shipping request, please make sure that you deliver the parcel to
the West Dock for processing that day. If you do not have the parcel delivered the
same day, your request will be deleted from the system. The system assumes that you
are shipping the same day you enter the request. If you decide not to ship a parcel that
has been entered, you may void/delete the request on-line.
International Shipping Using Desk Top Express

In order to print commercial invoice for customs you need to provide the
following information in the Special Instructions box on Desk Top Express:

      1. Product Description
      2. Unit of Measure ( ex. each, box, carton, etc.)
      3. Country of Origin
      4. Declared Value

As instructed in the training classes, this is what is needed for International Shipping.

Error Messages:

If you should receive an error message (#18), this is because the service is not available as
requested. You must select another service.
Carrier Pick-Up Times

Please be informed that you must pay special attention to the carrier pick-up times when
requesting priority service. Please note the scheduled carrier schedules. Every effort is
being made to get late afternoon pick-ups.

- UPS picks up by 10:00 a.m. daily

- FedEx picks up by 2:30 p.m. daily

- Airborne picks up by 2:30 p.m. daily
Please Remember

1. Use Your MACOLA ID and Password.
2. Remember Your ID and Password are Case Sensitive!
3. Do Not Use a Dash "-" Between the FRS Ledger and Acct#.
4. Use Internet Explorer 5 or Higher.
Desk Top Express Authorization Form:
Shipping Made Easy by Materials Management

Ship your parcels right from your Desk Top PC. Materials Management has introduced Desk Top Express by Pitney Bowes. This new shipping system has cost savings written all over. The new shipping system is designed to save your department and the institution up to 20% on carrier expenses, while increasing efficiency. Accessible through your Web browser, the system provides cost-effective access to shipping information and eliminate the need for software distribution to users. The new system supports Airborne, FedEx, UPS, USPS and other rates. “SmartShop” - Smart Shopping reduces carrier costs, comparing and selecting carrier services according to cost and delivery objectives. “StreetSmart” address correction improves delivery times and reduces carrier fees. The system tracks cost center allocations effectively and accurately for every transaction, reducing the need for post-shipment auditing.

Overview: Desktop Express is an intranet-based shipping management system. It provides shippers with desktop access to information they need to optimize carrier service utilization, including service delivery comparisons, business rule automation, address correction, and powerful analytical capabilities. It helps reduce costs, simplify cost center allocations, and improve on-time delivery.

Desktop Express enables rating, shipping, and tracking of letters, express documents, and packages right from your desktop. Powerful administration and management tools combine with the intranet architecture to lower total cost of ownership. Most users can expect savings of up to 20% of their carrier expenses and gain employee efficiency and significant customer service improvements.

Please coordinate all Bulk Mailings (100+ pieces) with our Shipping Coordinator.
Bulk Mailings received at the Shipping Center without proper notification, will be
returned.
Please make sure that all parcels are packaged correctly before attempting to ship.
If you have any questions regarding proper packaging, please contact our Shipping
Coordinator.
Help avoid delivery mishaps, follow these important directions!!

Please make sure that you list your Ship-To address correctly when placing your Purchase
Order!! Your Department Name, Your Name, Telephone Number, Building/Floor/Room
Number, and Mail Code are Essential. When ordering critical items, make sure the
vendor knows to include this information before shipping. 99% of missed Delivered or Loss
Packages are a result of deficient Ship-To information.

Please make sure that you Sign & Print your name legibly when receiving goods from our Distribution Staff. If there is a problem with the delivery/receiving, your signature plays a critical role when dealing with Vendors or Distribution Services.

Please make sure that all destination labeling is accurate. Your Department Name, Your Name, Telephone Number, Building/Floor/Room Number, and Mail Code are Essential.

Holiday Schedule

Since the UCHC Mail & Shipping Center follows the same schedule as the U.S. Post Office, normal distribution services during National Holidays will be effected, as the flow of incoming mail from the Post Office will be substantially reduced. As always, normal distribution of mail to the main building will also be suspended on those Holidays. The Mail Center will be open should you need assistance or need to pick-up your department's mail. Perishable items, health care products, special and priority parcels from the Warehouse and Central Distribution will be delivered as always. There will be no mail or distribution services during major holidays (e.g. Fourth of July, Christmas, Thanksgiving , Labor Day and Memorial Day).

Current Events

Bioterrorism Information Websites

In light of the continuing events related to bioterrorism the Connecticut Hospital Association suggests the following web sites:

CDC PUBLIC HEALTH EMERGENCY PREPAREDNESS & RESPONSE

http://www.bt.cdc.gov contains bioterrorism fact sheets, guidelines, notification protocols, news, Frequently Asked Questions, links, and more. Includes information about CDC roles and national programs such as the National Pharmaceutical Stockpile and the Health Alert Network.

NATIONAL LIBRARY OF MEDICINE - MEDLINEPLUS HEALTH TOPIC ON ANTHRAX

The National Library of Medicine at NIH has created a Medlineplus health topic page on anthrax. Medlineplus is the NLM's consumer health information service. The new page was released October 18. It contains targeted links to pertinent information at CDC, other federal agencies, professional associations, media reports, prefab Medline searches, and more.

Working Together We Can Make a Difference

We Ship Via The Following Carriers:

Diagnostic Specimen Shipping – New Requirements

Shipping Hazardous or Biological Materials

You can not Ship Hazardous Materials at this time using the new Web Based
Desk Top/Deliverability System. Please Use the Standard Forms. Dry Ice is
considered to be in this category.

Please Remember

1. Use Your MACOLA ID and Password.
2. Remember Your ID and Password are Case Sensitive!
3. Do Not Use a Dash "-" Between the FRS Ledger and Acct#.
4. Use Internet Explorer 5 or Higher.

Desk Top Express Authorization Form:

Shipping Made Easy by Materials Management