Shipping Guidance for Users of Science Center, Department or Grant Funds

Sep 4, 2026

Upload by Levi

Shipping Guidance for users of Science Center, department, or grant funds details step-by-step preparation for domestic and international shipments, including timing, required email information, label delivery, and package inspection procedures. It defines expectations for courier pickup, emphasizes choosing appropriate carriers like FedEx and UPS, and outlines special handling for lithium and other batteries, dry ice and gel-pack research materials, and shipments of live plants or animals with regulatory review and certificates. It also explains course kit content documentation and hazardous-material examples.

LanguageEnglish

CategoryLetters

FormatPDF

Pages5

Reading Time2 min

AccessFree to download

Shipping Guidance for Users of Science Center, Department or Grant Funds

Domestic shipments (within the US)

International shipping from Smith College

Shipping lithium and other batteries

Shipping research materials on gel packs or dry ice

Shipping live plants or animals

Shipping course materials to students (lab kits)

Shipping Guidance for Users of Science Center, Department or Grant Funds 1) Three days prior to the requested ship date for shipments within the US, the shipper must send an email: a) [To the](To the stockroom@smith.edu)[ stockroom@smith.edu](To the stockroom@smith.edu), copy Margaret Rakas and your dept admin. Include full ship to name, address and phone number for recipient b) Include a complete description of item(s) being shipped c) Include requested shipping date, delivery date, and method of shipment (overnight, 2-day) d) Include funding source e) See below for more information regarding: i) International shipping ii) Lithium batteries iii) Shipping on dry ice iv) Shipping live plants or animals v) Shipping course materials to students (ie: “Lab kits”) vi) Additional Information for preparing individual packages 2) The shipper will receive a reply email confirming the requested shipping date 3) For shipments within the US, your departmental administrative assistant will email you the label as a PDF. If you are shipping internationally your dept admin will contact you with the specific process depending on your shipment and destination. a) The admin will complete the non-haz shipping letter and email to the stockroom and Margaret for printing 4) Once your package is ready to ship, email M Rakas to coordinate a meeting for package inspection a) ALL Packages must be ready for inspection by 11am on the day you intend to ship. b) Shipper must be present during inspection c) Bring your unsealed package and completed label to the specified stockroom as per arrangement with M Rakas 5) The stockroom staff will call for courier pick up. Stockroom will notify shippers if the package is not picked up. 6) FedEx and UPS are the prefered couriers, but some situations will mandate which courier needs to be used. I. International Shipping from Smith College Any shipments to other countries of equipment (even if returned to the manufacturer for servicing), research samples, vendor-supplied materials,or other items which may be tightly regulated may need additional time to comply with transportation and export requirements. It may be prudent to notify the department administrative assistant, Margaret Rakas and the stockroom more than 3 days in advance of the requested ship date for international shipments-depending on the destination and the number of items in the package, it may take more time for consultant review or preparing documents. ALL items to be shipped outside the US must go through Margaret Rakas, Lab Safety and Compliance Director so they can be reviewed for Export Compliance per Shipping & Export Control memo dated 10/26/20 from the Associate Provost. Further details on this process and applicability can be found at [https://www.smith.edu/about-smith/risk](https://www.smith.edu/about-smith/risk)management/export-control in the document “Shipping: Export Control Review Criteria” Additional instructions and forms will be provided to prepare your shipping documents. II. Shipping LIthium and Other Batteries 1) Lithium Batteries A. Equipment containing, or shipped with, lithium batteries is regulated and requires specific packaging and labeling. B. Lithium batteries are also regulated C. Some batteries or equipment may require extra time for compliance D. Shipped only by FedEx 2) If shipping any equipment containing or with other types of batteries either with overnight or 2-day shipping, this can only be shipped via FEDEX with assistance from your administrative assistant. III. Shipping Research Materials on gel packs OR dry ice These instructions are for shipping non-hazardous research samples within the US or to Europe using FEDEX as the carrier. Smith is not authorized to use UPS for dry ice shipments. IV. Shipping Live Plants or Animals A. Live Plants Live plant domestic shipments are regulated under the US Postal service and by some US states (su

FAQs

What must be included in the email sent three days before the requested ship date for US shipments?

Send an email to the stockroom, copy Margaret Rakas and your department admin, and include the full ship-to name, address, and phone number, a complete description of items, requested shipping and delivery dates plus method (overnight/2-day), and the funding source.

How are shipping labels delivered for shipments within the US?

Your departmental administrative assistant emails you the label as a PDF. For international shipments, your department admin contacts you with the specific process based on the shipment and destination.

What additional requirements apply when shipping equipment or items internationally?

International shipments may need extra time to meet transportation and export requirements. Items outside the US must go through Margaret Rakas, Lab Safety and Compliance, for Export Compliance review, and additional instructions/forms are provided to prepare shipping documents.

Sep 4, 2026

Upload by Levi