D.2.2 Shipping/Receiving

Marine Biological Laboratory
Policy No. D.2.2

BS&G

Initiated by:Manager Building Services, Transportation and Grounds
Approved by: MBL Director/CEO
Date:December 4, 1996
Revision:#2, February 4, 2005
Distribution:MBL Community

1.0 Policy Statement:
It is the expressed intention of the MBL Shipping/Receiving (S/R) Department to conform to all Federal regulations regarding its operation. Arrival/departure times, service choices, specific requirements, and rates are determined by the vendors with whom MBL does business and are subject to change.

    1.1 S/R provides general information, guidance, and assistance to the MBL community regarding shipping and/or receiving activities including but not limited to:

        1.1.1 Transport of hazardous waste
        1.1.2 Transport of heavy or large bulky items
        1.1.3 Claims assistance for damages or lost items

2.0 General Procedures:
Upon arrival/departure at MBL, please check in with shipping /receiving (S/R) staff to verify:

    Your delivery location
    Where your pre delivered items (if any) may be located
    Forwarding instructions on departure 

In order for S/R to process inbound/outbound items effectively, it is incumbent upon all those that interact with the department to provide clear and concise information. When ordering goods and services, or when sending items to the MBL, please specify recipients’ name, phone extension, building, room #, PO# and the address on shipping label. The official MBL address is:

MARINE BIOLOGICAL LABORATORY
7 MBL STREET
WOODS HOLE, MA 02543-1015

Service guides are available at the S/R inner office, Lillie 011.

Hours of operation are: Mon. – Fri. 8am – 5pm

3.0 Available Services:

    3.1 S/R receives items from common carriers, private couriers, and other transport/delivery companies and delivers said items to recipients’ MBL location.

    3.2 S/R will process outbound items for shipment with the following vendors:
    Federal Express – No Ground Service
    United Parcel Service
    Airborne Express/DHL
    Specified common carriers *see S/R for further details

    3.3 Valid MBL cost centers or AR account must accompany all outbound “charge” shipments for billing purposes. 

4.0 Inbound Freight:
All arriving items must be received at the S/R area of the Lillie building by staff.

    4.1 S/R staff may determine that specific item(s) should be off-loaded at a remote loading dock. In this case, S/R staff will escort the delivery company to the remote dock.

    4.2 Every item received at MBL must be logged in by S/R staff in designated “Log Books.”

    4.3 The priority of log in and handling or delivery of inbound items is:

        4.3.1 Live Specimens
        4.3.2 Frozen /Dry ice items
        4.3.3 Refrigerated items
        4.3.4 Fedex & UPS next day air and other priority courier delivered items
        4.3.5 All others

    4.4 Deliveries to recipients will be made by S/R staff per above priority.

    4.5 Recipients may pick up their items at S/R provided the items are logged in.

    4.6 Items received identified only by department, course name, or other vague term, will be delivered to department personnel, course assistant, or area manager, respectively.

    4.7 If items are received for a recipient whose MBL location cannot be determined, a notice will be posted at the MBL Mail Room. Such items may be disposed of if unclaimed for 60 days. All Library Reader’s packages received will be stored in the S/R department with notification of the package posted on the bulletin board in the Post Office.

    4.8 Normally, inbound items do not remain in S/R area for more than one day. When destination is determined, and recipient is not present, items will be placed in room or lab of recipient. (Exceptions: live, frozen, or refrigerated items which remain at S/R until claimed.)

    4.9 Off hour deliveries are not allowed except in case of emergency. Please contact watchman at ext. 7217 in such cases.

    4.10 S/R will deliver items to restricted areas only if area access has been opened in advance of delivery.

    4.11 Course lock up areas for items arriving prior to course personnel must be identified and made known to S/R staff in advance of inbound items.

    4.12 Claims for potentially damaged items or perishables must be accompanied by original packaging and paper work. Contact S/R directly for claims assistance.

5.0 Outbound Freight:

Items shipped from MBL must be brought to S/R area in the Lillie building for processing ready to ship (packaged and labeled).

    5.1 Each outbound item(s) must be labeled with the following information marked on package:

        A) Person, department. or contact to whom the item is being sent.
        B) Street name and number (PO boxes, Departments only, or Colleges are not accepted) For example:

        C) City and Street with zip code
        D) Services required. For example: Priority, next day air, etc.
        E) Amount of insurance required (if any)
        F) Method of payment. Cost center # or AR account

    5.2 NO items will be shipped without the above information, whether remote or at Lillie.

    5.3 Senders may request remote shipping (due to size, weight, volume, etc.) with advance notice. Requests are approved or denied at the discretion of S/R staff. Items for remote shipping must be brought to the loading dock area by sender, and security is the responsibility of the sender.

    5.4 S/R staff (or sender, when possible) will escort pick up company to remote locations at time of pickup. Appropriate paper work must be exchanged with S/R staff before any item(s) leave MBL.

    5.5 Foreign service is available, but requires in-person contact with S/R staff due to international rules & regulations which differs for each country, and subject to change.

6.0 Policy Clarification and Updates:
Policy clarification and updates are available from the Building Services and Grounds office.