The University and the Campus Police have been asked by the Virginia Department of General Services (DGS) to provide guidelines to JMU staff in order to assist you in handling mail delivered directly to your offices. Below you will find a list of general guidelines for handling suspicious mail that provide a process for the handling of potentially contaminated mail or packages.
In general, it is important that employees who handle mail become familiar with the guidelines. For those departments or offices with access to a separate room or facility for handling mail, it is recommended that it be opened away from general traffic and on a surface dedicated to the mail operation, when possible. Limited access to the mail operation area is also suggested. DGS recommends that the mail operation work area be cleaned daily. A solution of 10 parts water and 1 part bleach, prepared daily, should be sprayed on the work surface. After the solution sits for 10 minutes, wipe dry. Please be advised that strong bleach solutions may damage work surfaces. Employees handling mail should wear protective gloves at all times.
Attached are listings of "things to look for" when inspecting and opening mail or packages that are delivered to your offices. It is very important that mail and packages are carefully screened and opened appropriately. Following this list will help employees identify suspicious packages and open the mail more carefully.
DGS has also published detailed guidelines on their website (www.dgs.state.va.us). These guidelines provide comprehensive instructions on handling mail in a controlled, centralized environment. If you have further questions or concerns about handling mail, contact the Campus Police Department at 8-6913.
General Guidelines for Handling Suspicious Mail
1. As a precaution, all employees processing mail should wear protective gloves. Since some people are allergic to latex, nitrile gloves are recommended.
2. If you have identified a suspicious package. DO NOT handle, shake or empty it. Do not carry to other areas or show it to other people. If anything spills out, DO NOT try to clean it up.
3. Cover any spilled contents immediately. You can use clothing, paper, or a trashcan. Do not remove the covering materials from the spill.
4. Notify your supervisor immediately. Notify Building Manager and/or Laboratory Technician - if in Miller (Tom Gallaher-Chemistry 8-3683, John Gordon-Radiation 8-8759), Burruss (Dr. Robert Walters 8-6683) or CISAT A1/A2 (Dr. George Coffman 8-2767). Call the Campus Police at 8-6911 or 8-6913. If your building is located off campus, contact your local authorities immediately. The appropriate police officer will respond and make a threat assessment.
5. Isolate all suspicious packages and cordon off the immediate area. If possible, place the envelope or package in a plastic bag or some other container to prevent leakage. All personnel should leave the room. If possible, turn off airflows, such as fans or air conditioning in the room.
6. Ensure that all persons who have touched the mail wash their hands with soap and water. Make a list of anyone who has handled the mail. Include contact information and provide this to the responding public safety officer.
7. As soon as practical, employees who may have come in contact with any contamination should shower and place all clothing in plastic bags. The clothing should be made available to the police officer responding to the reported incident. Contain the potentially impacted individuals to ensure that they receive proper medical attention.
8. Attempt to verify the sender and/or the legitimacy of the package (i.e. ask the recipient if he/she was expecting a package that matches the suspect package's size and shape).
9. Public Safety (Police and/or Safety Engineer) will notify
Local Emergency Response Authorities, Harrisonburg Fire Department,
HazMat Team 911 and Dr. Bob Atkins, team advisor, at 8-6679.
Things to Look For When Inspecting Mail
Things to Look For When Opening Mail