Package Receiving Protocol

Brief

To ensure we receive everything we order and the proper parties are notified of where things end up we need a package receiving protocol. In the past lots of things we’ve ordered have become lost so a system like this is required!

The goal of this package receiving protocol is to be extremely lightweight so anyone feels comfortable checking in a package even if they do not have any context as to the package’s contents.

Context

Please note that most packages WARG receives comes from purchases though some may come from sponsors or by other means.

Central stores of the university is able to get into our bay and generally delivers packages to a table in the bay.

Protocol

• We will become aware a package has been received when a WARG member spots it

  • We can identify packages that are for us if the address contains our bay room number.

  • For shipping information please see

    • Internal Purchase Protocol (ARCHIVE)

    • Bay Policies

  • If you spot a package and do not have time to deal with this protocol please leave it in the WARG bay on a table clearly visible to anyone else.

• Post a photograph of the package showing its shipping label in #onsite or the purchase forum

• Consult the intended recipient of the package (if this is not you) to determine if you should open the package. If they would like you to, open it and picture all of the contents and post the photos in #onsite or the purchase forum.

  • Sometimes packages have lots of inidividual things, thats fine, just photograph them ideally with labels visible. An example can be found here.

• If you can try to link to relevant context

  • Copy message links from discord and post them near your photographs. Feel free to start a discord thread for discussion and identification.

  • If there’s a purchase thread please drop a link to your photos in the purchasing thread so that we have documentation that that purchase was received.

  • The reason this is not a hard requirement is because we anticipate cases in which someone opening a package is unaware of any further context for that package.

• If you can, ping relevant parties to ensure they’re in the loop

  • this would be the people who ordered the package or people that you believe should have context for the package

  • The reason this is not a hard requirement is because we anticipate cases in which someone opening a package is unaware of any further context for that package.

  • Relevant parties should, if applicable, review the photographs and then mark the purchasing forum post with the completed tag.

• Package all received components together and place them to the best of your knowledge.

• Photograph and post in #onsite or the purchase forum the final location the package is left

  • this ensures whoever is looking for those components is able to find them essentially.

• In the future update the inventory tracking system found in Inventory Tracking .