Document 9

AVRDC – The World Vegetable Center

 
Standard Operating Procedures
 

Subject: Mailbox System

SOP No.: Services/2/x/01/2

Effective Date: 18 December 2013 Total pages: 2

Guidelines

1. Direct distribution and collection of mails to and from each office by the
messenger/receptionist is between 10:30-11:30 a.m. on each working day.

2. During other times of a day, the mailbox system is exercised for the delivery of
messages/documents. Each office is assigned an open compartment in the mailbox room.
In case of urgency, the messenger/receptionist will telephone the recipient to inform
him/her of an incoming fax/registered letter in his/her mailbox.

3. The mailbox room is located next to the Cashier on the west wing of the 2nd floor of
Chandler Hall. The messenger/receptionist takes charge of the mailbox room.

4. The mailbox room opens at 07:50 a.m. and closes at 4:40 p.m. during working days. On
weekends and holidays, it will be kept closed but a key to the mailbox room can be
obtained from the gatehouse security guard, if needed.

Procedures

1. Internal mailing (mails between offices within the campus):

The messenger/receptionist distributes mails to and collect mails from each office between
10:30 a.m. and 11:30 a.m. each working day. Other than this timeframe, each office may
go to the mailbox room and distribute and/or collect mails to/from the respective
mailboxes.

2. External mailing (mails to and from the outside of the Center):

2.1 For outgoing mails (letters, parcels, etc.), each office/individual is required to
deliver mails directly to the messenger/receptionist who will then send them through
the post office in the campus.

2.2 For mails to be sent by courier, each office/individual is required to send mails
directly to the Purchasing who will contact courier for picking up.

Page 1 of 2
2.3 For outgoing faxes, each unit/individual is required to send fax directly to the
messenger/receptionist for transmission. The messenger/receptionist will keep a
log book recording official international faxes and personal faxes. For personal
faxes, senders need to pay for the transmission charge at the following rates:

 Within Tainan City: NT$5 per page

 Local areas other than Tainan City: NT$10 per page
 Overseas: Actual bill that will be received from Chunghua Telecom after one
month from transmission date.

2.4 For incoming mails (non-registered and registered), the Center’s driver will
collect them from the Shanhua Post Office around 10:00 a.m. on each working day
and hand them over to the messenger/receptionist who will sort mails and
distribute them directly to the respective offices between 10:30-11:30 a.m. on
working day.

For registered mails, the messenger/receptionist will sign on the post office’s
registry slips for recipients. All incoming registered mails will be recorded in a log
book.

2.5 For incoming faxes, the messenger/receptionist will check incoming faxes in the
mailbox room twice (09:00-09:30 and 15:00-15:30) on each working day and
distribute copies to the mailboxes of respective recipients.

Upon receipt of urgent faxes, the messenger/receptionist will alert recipients by

phone for picking up.

2.6 For incoming courier mails, if courier mails are received during working hours,
they will be delivered to the messenger/receptionist who will then distribute to the
recipients on the same day. For heavy parcels, the messenger/receptionist will ask
recipients to come over to pick them up. If courier mails reach here after working
hours, the gatehouse security guard will sign for recipients and keep them until the
following working day for the messenger/receptionist to collect. The
messenger/receptionist will then distribute to recipients or inform them by phone
for picking up.

Page 2 of 2