SHIPPING GUIDELINES April 2014

For the majority of shipping from CMS, we use the United States Postal Service. We have a computer program, the USPS Shipping Assistant, that we use to enter the shipping information, create a , and access the tracking information, both for domestic and international shipments.

USPS Shipping Assistant On lower toolbar, of the Front Desk computer, click on small flat square (looks like a mailing )

DOMESTIC SHIPMENTS: On lower toolbar, click on “Create Shipments” icon, chose “Domestic Shipping Label”

TO: Enter all the “ship to” information – fields with a red * are required (ignore “short name”)

DETAILS: Weight: Round up, so if it is 2.5 pounds, enter 3 pounds. USPS rounds up always. Date: Choose the correct ship date – If after the 3:00pm pick up, select the next day. Select service: Choose Priority Mail, or Media Mail – only two choices we use : Choose one – the choices we use are:

* standard/own packaging –costs more, but can be necessary for odd size * flat rate envelope – most economical, and works for thinner books * medium flat rate box – works well for multiple copies, or for the heaviest books * padded flat rate envelope – works well for medium weight books

No other information required – you do not have to enter any of the size fields, etc Options – it is not necessary to fill in any of these – tracking is now standard

On upper right side, click on “Calculate” - to confirm price, and to check for mistakes Click the “Add to Cart” icon

PRINTING LABEL: Load one shipping label into Front Desk printer, with words (FedEx) to the right, face up On upper toolbar, to the far right, is a little “shopping cart” icon Click on that – you will see the label info, check the box next to it Follow the “continue without postage: prompts, and the “next” prompt Check the “I agree to the hazmat policy”, and click “print labels” (be sure to load label)

Print screen shows up - click ok – the label will print Place sticky printed label onto package – save the “Online e-Label Record” for CMS

Place with mail for 3:00pm pick up – tape on the mailing item code linked to the book INTERNATIONAL SHIPMENTS: Lower toolbar, click on “Create Shipments” icon, chose “International Shipping Label”

TO: Enter all the “ship to” information – fields with a red * are required (ignore “short name”)

DETAILS: Weight: Round up, so if it is 2.5 pounds, enter 3 pounds. USPS rounds up always. Date: Choose the correct ship date – If after the 3:00pm pick up, select the next day. Select service: Choose Priority Mail International – used the majority of the time Container: Choose one – the choices we use are: * standard/own packaging –costs more, but can be necessary for odd size box * flat rate envelope – most economical, and works for thinner books * flat rate box – works well for multiple copies, or for the heaviest books * padded flat rate envelope – works well for medium weight books

CUSTOMS: * Select contents: Scroll all the way to choose “other” * Explanation: Book * You can skip the next fields * In of non-delivery: Return to sender

ITEMS: * Description: Music reference book * Quantity: 1 (occasionally there are multiple copies) * Item value $ = $5.00 (always use this amount, to help the customer avoid customs fees) * Item weight: enter the weight of the book, which will be less than weight of shipment * Country of origin: United States

Next click on the “add item” icon, and the item will show up in the “Description” box Next click on the “calculate” icon, and the cost will display You can change various options if the price is not acceptable, and hit “calculate” again

Next check the box to accept the mailing conditions Next click on the “add to cart” icon

PRINTING LABEL: * If one of the “Flat Rate Envelope” options is chosen, you can use a label. * If the “standard/own packaging” option is chosen, a 5-page label will print on . If using a label, load one shipping label into Front Desk printer, with words (FedEx) to the right, face up On upper toolbar, to the far right, is a little “shopping cart” labels icon Click on that – you will see the label info, check the box next to it Follow the “continue without postage: prompts, and the “next” prompt Check the “I agree to the hazmat policy”, and click “print labels” (be sure to load label) Print screen shows up - click ok – the label will print Place sticky printed label onto package - save the “Online e-Label Record” for CMS

If the 5-page label has printed, cut each page in half. Discard the instruction page. Place the 4 pages into a USPS Customs Forms Window Envelope.

Place with mail for 3:00pm pick up – tape on the mailing item code linked to the book

If you make a mistake, in shipping history, you can click on the label, and choose ship again, and recreate the label, correcting any mistakes, and print again. Delete the incorrect label from the history log. There is no charge for mistakes.

PACKAGING GUIDELINES

There are a variety of packaging options and the choice depends on the order, the quantity, and weight, and to where the package will be shipped.

There are the following choices – this is just a summary of the procedure:

Standard/own packaging – various sized of brown cardboard

Flat rate packaging provided free of charge by the USPS Flat Rate Priority Mail Envelope Flat Rate Priority Mail Envelope - Padded Flat Rate Express Mail Envelope (only used for speedy delivery) Flat Rate Express Mail Envelope – Padded (only used for speedy delivery) Flat Rate Medium Box Flat Rate Large Box – 2 kinds (used occasionally for multiple copies)

Small, thin book – Flat Rate Priority Mail Envelope – wrap the book in

Larger, thin book – Flat Rate Priority Mail Envelope – wrap the book in bubble wrap

Medium book – Flat Rate Priority Mail Padded Envelope – wrap the book in bubble wrap

Heavy book – Flat Rate Medium Box, or standard/own packaging

Multiple copies - Flat Rate Medium Box, or standard/own packaging

International – Books must be packaged more carefully, with more padding