Asset Services: Tracking University Property for Home Use

With the majority of the campus working from home during the COVID-19 Shelter in Place, Asset Services has created a simple Google Survey to track the University property that is being used by our staff and faculty at home. In addition to using the Property Check Out Policy/Authorization form, departments can follow the instructions below to save their own versions of the equipment survey to help keep track of who has what equipment.

1)  Click on Telecommuter Equipment Survey folder in Google Drive.

2)  Right-click on the “Telecommuter Equipment – *Enter Department Name*” file and create a copy which should automatically save in your My Drive.

3)  Go to My Drive, locate the file and right-click on it to rename it by removing “Copy of” and adding your department name to replace this text… *Enter Department Name*.

4)  Double-click to open the file. In the first line of text under the title, add your contact information for department-related questions.

5)  To protect the original document, the existing questions/fields cannot be changed; however, new questions can be added anywhere in the form.

6)  Next, to know when respondents submit their surveys, click on “Responses,” then the 3 vertical dots next the green Google Sheets icon and select “Get email notifications for new responses.”

7)  Click Send.
a. Enter individual email addresses or if you have a distribution list, enter that name.
b. Add a personalized message if desired. Check “Include form in email” to save time for your respondents.
c. Click Send.

8)  When responses come in, return to the survey and click on Responses.

9)  Click on the Google Sheets icon to create a spreadsheet of the collected data. The default file name will be your survey name with “(Responses)” added to the end, hit save. The spreadsheet will be located in your Google drive. Format spreadsheet as desired.

10)  As new responses come in, repeat steps 7 and 8.

If you have any issues or questions about how to use the survey or access your Google Drive, please contact Sonja Bowsky, the Distribution and Asset Services Manager, at 408.924.1592 or sonja.bowsky@sjsu.edu and she will be happy to assist.

 

 

 

 

Distribution Services: Early Carrier Pickups This Week

Due to the city-wide curfews, our regular carriers (FedEx, UPS and USPS) will be picking up from campus between 2:00 pm and 3:00 pm during the week of June 1-5. Please make sure that all outgoing mail and packages are in the Distribution warehouse and/or mailroom no later than 1:30 pm for same day processing.

We hope to resume our regular carrier pickup schedule next Monday, June 8.

If you have any issues or questions, please contact the Manager, Sonja Bowsky, at (408) 924-1592 or sonja.bowsky@sjsu.edu and she will address your concerns.

Distribution Services: How to Pick Up/Drop Off Mail and Packages

Due to the extended Shelter in Place Order, Distribution Services will continue to suspend their normal delivery and pickup schedules; however, campus departments can still pick up and/or drop off mail and packages.

Please be aware that Distribution is minimally staffed during this period and may need additional time to prepare your items. See below for what we’ll need to accommodate your request.

Pick Up

Mail and/or packages can be picked up during our normal operating hours – 8 a.m. to 12 p.m. and 1 p.m. to 4 p.m.

Please email sonja.bowsky@sjsu.edu and phil.perez@sjsu.edu with the department name and extended zip code to be picked up, as well as the pickup day/date and approximate time. Also, please indicate if you are picking up for the entire department or looking for a specific package. If searching for specific items, please provide the tracking number to help expedite the request.

If your department is expecting a temperature-controlled or time-sensitive shipment, email the tracking number and addressee information to sonja.bowsky@sjsu.edu, phil.perez@sjsu.edu and john.munn@sjsu.edu. You will be contacted when the shipment arrives to make pick up arrangements.

Drop Off

Additionally, departments may bring any outgoing USPS mail, DHL, FedEx and UPS envelopes and packages to Distribution Services for outbound processing. If you need to ship a package via FedEx or UPS, but do not have a shipping label, please complete the Shipment Request form and email it to phil.perez@sjsu.edu. He will email a shipping label to you to print and attach to your package before you bring it to Distribution Services.

All outgoing items need to be received by 2 p.m. to be processed for same day mailing or shipping.

How to Find Distribution Services

If you have any issues or questions, please contact the Distribution Services Manager, Sonja Bowsky, at (408) 924-1592 or sonja.bowsky@sjsu.edu and she will address your concerns.