Statement
This policy relates to the process followed from the arrival of research-related goods at St George’s, University of London, (from now on referred to as St George’s) until the subsequent delivery of the goods to the named or designated recipient. It only applies to all goods ordered through Research Operations Purchasing staff.
A large volume of goods arrives at St George’s via Site Services, where the goods are signed for. Research goods may require storage at different temperatures and pose different hazard levels. Some goods are costly or even irreplaceable and some are required urgently. All are essential for St George’s to function. It is important, therefore, that the correct procedure for the delivery of goods to the named or designated recipient is followed to ensure correct and timely delivery.
Should the goods not arrive when expected, the reason for this should be investigated by the requisitioner.
Definitions
St George’s: St George’s, University of London
The Institutes:
- Infection and Immunity Research Institute (IIRI)
- Institute of Molecular and Clinical Science Research Institute (MCSRI)
- Institute for Biomedical and Medical Education (IMBE)
- Population Health Research Institute (PHRI)
Goods: Items purchased by or gifted to individuals working at St George’s
Recipient: The individual due to receive the goods
Requisitioner: The individual who requests the order (usually the same individual as the recipient)
Purchaser: The individual who places the order
Purchase Order number: Unique identification number assigned to a particular order
Contents
1.1 Scope of Document
This policy applies to everyone involved in research and research administration in Jenner Wing of St George’s, including Research Groups in IIRI, MCSRI, IMBE and PHRI and Research Operations staff.
1.2 The Delivery of Goods
- A large volume of goods arrives at St George’s on a daily basis. Goods enter St George’s through Site Services, where they are signed for by Site Services staff and segregated according to Research Institutes and other relevant areas. The goods should be recorded on arrival with the date, the Purchase Order number (if applicable), and the names of the supplier and/or courier.
- Goods are then collected by Research Operations staff, who deliver† them to the named or designated recipient. The goods are signed for by the recipients upon receipt*
- Research Operations Purchasing staff have a record of what is ordered, from whom it was ordered, when the order was placed and the Purchase Order number. Upon receipt, the recipient should keep the delivery note (if available) and send an email to the Research Operations Purchasing staff informing them that they have received the goods, in order to facilitate the receipting process.
Please note:
- An attempt to deliver will be made. Should no-one be available to take delivery, an email will be sent to the recipient to inform them that the goods have arrived and are available to be collected at their earliest convenience with details of where to collect them from.
- Recipients are required to ensure that they are available to take delivery of their goods or make arrangements for another individual to take delivery on their behalf. Should a recipient not be available to take delivery and no alternative arrangement made, the goods will be kept in a designated storage area under appropriate storage conditions as marked on the outer packaging. If there is no indication of temperature requirements on the outer packaging, Research Operations staff cannot be expected to recognise the product’s requirements. Research Operations staff will then contact the recipients via email, informing them that goods have arrived. The recipient can then rearrange a delivery or (if the goods are non-perishable) agree to collect the goods from the storage area. Please contact Head of Laboratory Services, Dr Priya Madhou, to make arrangements. Perishable and particularly expensive goods will be kept in a separate area and a re-delivery will have to be arranged.
- Whilst many goods are safe at room temperature, some goods need to be maintained at lower temperatures. Goods that require refrigeration are often transported surrounded by frozen ice packs. Other goods may need to be maintained at -20°C and they are usually transported on dry ice. It is important that these goods are delivered to the recipient as soon as possible in order to maintain their temperature requirements. Research Operations staff undertake to do this but can take no responsibility for goods that cannot be handed over to recipients due to absence.
- Any hazards posed by the goods, for example the dry ice the goods are transported on, must be taken into consideration whist being transported around St George’s site. The SHE Office must be notified if a delivery contains radioactive or explosive goods or if the goods have a Dangerous Substances and Explosives Atmospheres (DSEAR or ATEX) rating attached.
1.3 Failure of Goods to Arrive
It is the requisitioner’s responsibility to initiate the process of enquiry should goods not arrive when expected. They must contact the supplier to ascertain whether the goods have been dispatched, or whether they are on back order or delayed due to some other issue which may have arisen. Assistance can be sought from Research Operations Purchasing staff. If confirmation that the goods have already been dispatched is obtained, the individual should contact Site Services, who keep a record of goods received into St George’s, and check that the goods have been delivered. In the unlikely event that goods have been mislaid, a search should be conducted by the requisitioner in collaboration with Research Operations staff and the Sites Services staff to locate them.
1.4 Related Policies, Procedures and Other References
1.5 Relevant Contact Details
Head of Laboratory Services – Dr Priya Madhou
Research Operations purchasing staff – Orders orders@sgul.ac.uk
Site services – siteservices@sgul.ac.uk
SHE Office – health@sgul.ac.uk
1.6 Notes
* Due to the present Covid-19 situation, signatures are not being collected. A record of to whom the parcel has been delivered is kept instead.
† Please note that the delivery of solvents and gas cylinders is not covered by this policy.