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					Menu: Shipping
Essential information                              Procedures

       Shipping Overview                                How to:
                                                                o   Complete a Request to
       Descriptions                                                Import/Export
           o Hazardous Material                                 o   Complete an International
           o Diagnostic Specimen                                    Shipment Summary
           o Infectious Substance


                                                         How to Ship:
       Shipping Options                                     o A Package Outside the United
                                                                  States (non-hazardous)
       Transit Insurance
                                                                       When Extra Export
                                                                           Documentation is
                                                                           Required
                                                             o Hazardous Materials
                                                                       Radioactive Materials


Resources and Forms                                Contacts

       Resources                                        UCSC Export Compliance Manager,
           o UCSC Biosafety Handbook -                    Brittany Whiting, (831) 459-5772
               Shipping                                  UCSC EHS (831) 459-2553
                                                         UCSC Receiving, (831) 459-2852
                                                         UCSC Mail Services, (831) 459-2764
                                                         UCSC Risk Management, Jennifer Yeager,
       Forms                                             (831) 459-5154
            o   Request to Import/Export
            o   Export forms
                     Certificate of
                         Registration sample
                         (PDF)
                     Container Packing
                         Certificate or Vehicle
                         Packing Declaration
                         sample (PDF)
                     North American Free
                         Trade Agreement
                         Certificate of Origin
                         sample (PDF)
                     Shipper's Export
                         Declaration (Commerce
                         form 7525-V sample
                         (PDF)
                     U.S. Certificate of Origin
                         sample (PDF)
Shipping Overview
 Summary: Before you ship a package, review this page to find out about UCSC
 import/export and hazardous materials shipping services.
The UCSC Export Compliance Manger facilitates all foreign shipments, advises on
U.S. Customs documentation for import and export shipments, and processes
hazardous materials domestic and international shipments.


             o    How to Ship a Package Outside the United States (non-
                  hazardous)

Hazardous materials: UCSC conforms to strict government regulations when
transporting hazardous materials. All outgoing shipments of infectious
substances, diagnostic specimens, and other hazardous materials must be
processed by the Environmental Health and Safety (EHS). Check these
important descriptions to determine if your shipment contains hazardous materials:

        Diagnostic specimen
        Hazardous material
        Infectious substance

         If your package contains hazardous materials, carefully follow the
         instructions on How to Ship Hazardous Materials

International/ foreign shipments: If you plan to ship a package (non-hazardous
materials) outside the United States, check these resources:

        How to Ship a Package Outside the United States
        When Extra Export Documentation is Required
        Air Sea Forwarders, Inc., UCSC's customs broker

Shipping charges: These resources will help you estimate and check your costs:

        Shipping Options

Insurance: UCSC Risk Management provides transit insurance. These resources
will help you determine your insurance needs:

        Transit Insurance
        Contact Jennifer Yeager, (831) 459-5154

Questions? Contact Brittany Whiting, (831) 459-5772.

Notice: The information presented on this page and elsewhere on this site is a summary of UCSC policies
and national and international regulations. In case of a conflict in interpretation, the actual policies and
regulations apply.


When Extra Export Documentation is Required
Summary: If you need to ship a package outside the United States, the UCSC Export Compliance Manager
will assist you when additional export documentation is required by U.S. Customs, the Department of
Commerce or other government agencies.

Note: Processing the extra documentation may take up to several weeks or a few months depending on the
issuing government agency.

Click the links for more information about each document:

         Carnet
         Certificate of Analysis
         Certificate of Registration
         Hand Carried Items
         North American Free Trade Agreement - Certificate of Origin
         Shipper's Declaration of Dangerous Goods
         Shipper's Declaration for Hazardous Ocean Shipments - Hazardous Declaration - IMDG
         Shipper's Export Declaration (Commerce form 7525-V)
         U.S. Certificate of Origin
         Validated Export License


 Type of documentation           Helpful information

        Carnet                   Purpose and use: A Carnet is an international document that simplifies
                                 customs procedures when temporarily exporting various types of
                                 goods to member countries. The document is recommended for
                                 sabbaticals, short-period joint research projects, and short-period
                                 individual research.

                                 Requirements:

                                         Goods must return within one year of export date.
                                         A General List form must be carefully completed.
                                         Foreign countries must participate in the Carnet Program. For a
                                          list of participating countries:
                                                o Call the Export Compliance Manager at (831) 459-
                                                     5772,
                                                     OR
                                                o See ATA Carnet

                                 How it works: The ATA Carnet is a simple customs document with two
                                 vouchers for each foreign country you wish to visit. Hand one voucher to
                                 the foreign customs agent when you enter the country and the other
                                 when you leave. There are also two vouchers for presentation to customs
                                 when leaving and returning to the United States. Goods and Carnet must
                                 travel together and can be sent by road, rail, air, sea, or postal system
                                 (with a few exceptions). The goods can enter and leave countries at
                                 different points. A single Carnet enables you to visit an unlimited number
                                 of countries during one year.

                                 Typically covered: Aircraft, agricultural machinery, clothing, computers,
                                 crockery, dental equipment display material, films, furniture, heating and
                                 lighting equipment, “hi-fi”, audiovisual, or photographic apparatus, jewelry
                                 and precious stones, lasers, leather goods, machine tools, motor
                                 vehicles and accessories, musical instruments and records, office
                                 equipment, paintings and other “objects d’art”, perfume, racehorses,
                                 sporting goods, suitcases, surgical equipment, theatrical costumes and
                                 sets, transformers and electric generators, and umbrellas are items
                                 typically covered by a Carnet. Also, high dollar value items that may draw
                                 a high tax or duty in the foreign country.
                          Typically NOT covered: Consumable goods (food and agriculture
                          products), disposable and hazardous items, or postal traffic are examples
                          of goods not covered by a Carnet.

                          Processing time: After notifying the Export Compliance Manager one
                          week in advance of your Carnet request, it takes one to two weeks to
                          process.

                          Note: A Carnet does not replace a Validated Export License if one is
                          required.

                          Go back to top of page.

Certificate of Analysis   Purpose: A Certificate of Analysis is the analysis of an animal material
                          specimen.

                          When required: This certificate is required anytime animal material,
                          including but not limited to, excreta, blood and its components, tissue and
                          tissue fluids is shipped.

                          Go back to top of page.

Certificate of            Purpose, use, and when required: Because UCSC is not a
Registration              manufacturer of exported commodities and cannot produce a
                          manufacturer’s certification when goods are returned to the United
                          States, U.S. Customs requires registration of all equipment prior to
                          export.

                          The Certificate of Registration also shows U.S. Customs that you had
                          items such as watches, cameras, laptop computers, and tape recorders
                          with you before leaving the United States and all items listed will be
                          allowed duty-free entry.

                          Four originals of the form are needed:

                                  Two copies for U.S. Customs
                                  One copy for UCSC Export Compliance Manager
                                  One copy for UCSC’s customs broker, Air Sea Forwarders, Inc.

                          Include the following information on the form:

                                  UCSC address
                                  Department name
                                  Name of UCSC’s customs broker, Air Sea Forwarders, Inc.

                          Use the Certificate of Registration as a cover sheet for the items listed for
                          export on the Request to Import/Export Form and for all hand carried
                          equipment. If you are shipping multiple packages, also complete an
                          International Shipment Summary.

                          When not required: Registration is not required if goods will not return
                          to the United States such as expendable personal effects, books, and
                          papers.

                          Processing time:

                                  Small quantities of goods must be taken to U.S. Customs for
                                   an inspection and registration.
                                 For large quantities of goods, an appointment with U.S.
                                  Customs is made for on-site examination. This requires a
                                  minimum of three days.

                         Note: Inspections by U.S. Customs may require complete unpacking and
                         verification of all model/ serial numbers listed on your itemized list of
                         materials. If sensitive packaging is required, contact EHS at (831) 459-
                         5772 to coordinate.

                         See a PDF sample of the Certificate of Registration

                         Go back to top of page.

Hand carried items       Procedure: If you plan to hand carry an item to a foreign country, contact
                         the Export Compliance Manager to:

                                 Verify that the country will allow the item.
                                 Obtain the required documentation.
                                 Complete a Request to Import/Export Form
                                 Contact the Export Compliance Manager at (831) 459-5772 who
                                  will fill out all the additional forms needed to register the item
                                  with U.S. Customs.
                                 Complete a Shipper’s Export Declaration form
                                 Complete a Certificate of Registration if equipment is exported
                                 The Export Compliance Manager will contact U.S. Customs
                                  prior to your departure date to register equipment or other
                                  technical goods

                         Note: You should contact the Export Compliance Manager before the
                         item is taken out of the United States so it can be insured by UCSC Risk
                         Management, if necessary.

                         Go back to top of page.

North American Free      Purpose: Use the NAFTA Certificate of Origin to determine if goods
Trade Agreement          exported into Canada or Mexico receive reduced or eliminated duty, as
(NAFTA) Certificate of   specified by the North American Free Trade Agreement.
Origin
                         When required: Shipments requiring a Shipper’s Export Declaration also
                         require the NAFTA Certificate of Origin is shipment is going to Canada or
                         Mexico.

                         Processing time: Bring your Request to Import/Export Form to the
                         Export Compliance Manager who will assist you in completing the form.
                         To ensure that this is the only documentation needed for your shipment,
                         contact Brittany Whiting at (831) 459-5772.

                         See a PDF sample of the North American Free Trade Agreement
                         Certificate of Origin

                         Go back to top of page.

Permits and Licenses     Purpose: A number of U.S. government agencies or departments
                         require permits for the transport or for imports or exports of research
                         materials.

                         When required: Depends on the research material, but may be required
                         for imports/exports and domestic shipping.

                         Examples of Agencies requiring permits or licenses for import/export of
                            research material:

                                    Centers for Disease Control (imports of infectious substances
                                     harmful to human health)

                                    U.S. Dept. of Agriculture Animal and Plant Health Inspection
                                     Service (USDA APHIS) (genetically modified organisms,
                                     nematodes and fruit flies)

                                    Dept. of Treasury (licenses in embargoed countries, e.g. Iran,
                                     Cuba)

                                    Dept. of Commerce Bureau of Industry and Security (BIS)
                                     (licenses for export of controlled items. See the section on
                                     Export License for more information)

                                    Dept. of State ITAR (licenses for the export of items listed on
                                     the U.S. munitions list)

                                     Processing time: The turnaround time for obtaining a permit or
                                     license depends on the particular agencies. It can take a few
                                     weeks to a few months depending on the research material or
                                     the government agency. The Export Compliance Manager can
                                     assist you in completing the necessary forms to obtain the
                                     proper permits. Contact Brittany Whiting at (831) 459-5772 for
                                     more information.

                                     Go back to top of page.

Shipper's Declaration of    Warning: An IATA-certified official must complete these documents.
Dangerous Goods             Failure to comply with IATA and federal transportation regulations can
                            result in civil penalties of $27,500 per occurrence, $250 per mistake on
and                         these documents, and criminal penalties can include five years
                            imprisonment.
Shipper's Declaration for
Hazardous Ocean             An EHS IATA certified employee must process all hazardous material.
Shipments - Hazardous
Declaration (IMDG)          Purpose: These forms compile official U.S. export statistics, help enforce
                            U.S. export control laws, and give vital information on the dangerous
                            goods shipped. The forms accompany the shipment so all parties
                            handling the goods are aware of the contents and handle the goods
                            appropriately.

                            When required: A Shipper’s Declaration of Dangerous Goods form is
                            required when you ship items deemed hazardous by the definitions in
                            CFR Domestic 49 Title and in the IATA International DG Regulations.
                            These references determine the acceptable quantity, acceptable mode of
                            shipment, and the documentation required such as UN numbers, labels,
                            packaging, and certification papers. Hazardous ocean shipments
                            require Shipper's Declaration for Hazardous Ocean Shipments -
                            Hazardous Declaration (IMDG).

                            Processing time: Prior notice of shipments containing hazardous
                            material is required. It takes a minimum of two days to process
                            hazardous material forms and additional time to book the shipment.
                            Contact Brittany Whiting at (831) 459-5772.

                            Go back to top of page.

Shipper's Export            Purpose: The purpose of the Shipper's Export Declaration is to compile
Declaration (Commerce       official U.S. Export Statistics and for export control purposes.
form 7525-V)
                             When required: This document is required for all shipments sent to
                             foreign countries regardless of the method of transportation.

                             Exemptions: The document is not required for shipments consisting of
                             personal effects of persons leaving the United States such as luggage
                             and tools of their trade provided the:

                                     Goods include only articles owned by the person.
                                     Person is in possession of the goods at the time of departure.
                                     Goods will not be sold
                                     Tools of the trade will not move as cargo under a bill of lading.
                                     The value is under $2500 and an export license is not required

                             Processing time: Bring your Request to Import/Export Form to the
                             Export Compliance Manager; we will complete the form for you. To
                             ensure that this is the only documentation needed for your shipment and
                             to determine if the country you are shipping to is allowable, contact
                             Brittany Whiting at (831) 459-5772.

                             Shippers Letter of Instructions
                             When shipping through a freight forwarder/ customs broker such as Air
                             Sea Forwarders, Inc., a Shipper’s Letter of Instruction is required. Air Sea
                             Forwarders, Inc. has this form as a cover to the Shippers Export
                             Declaration. When you fill out this form, the information is transposed
                             onto the Shippers Export Document. The Export Compliance Manager
                             will advise you on what form to use.

                             Note: This form must have correct information. The consequences for
                             stating incorrect information on the Shippers Export Declaration form are
                             severe and may result in a fine up to $10,000 and/ or imprisonment. The
                             Export Compliance Manager can provide detailed information about the
                             law.

                             See a PDF sample of the Shipper's Export Declaration (Commerce form
                             7525-V

                             Go back to top of page.

U.S. Certificate of Origin   Purpose: The purpose of the Certificate of Origin is to authenticate the
                             country of origin of certain shipped commodities.

                             When required: A Shipper’s Export Declaration is required to export a
                             commodity. The Certificate of Origin may also be required based on the:

                                     Commodity and its origin
                                     Destination
                                     Established treaty arrangements
                                     Varying duty rates

                             Some nations restrict imports from certain countries and limit the quantity
                             of exported goods. Since the forms and rules vary, contact the Export
                             Compliance Manager for advice.

                             Processing time: The Export Compliance Manager will process both of
                             these forms when you email your Request to Import/Export Form to EHS.
                             To ensure that this is the only documentation needed for your shipment,
                             contact Brittany Whiting at (831) 459-5772.
                                  See a PDF sample of the U.S. Certificate of Origin

                                  Go back to top of page.

      Export License              Purpose and use: Export controls by the U.S. Department of Commerce
                                  under the Export Administration Act are used to:

                                          Protect the domestic economy from excessive drain of scarce
                                           materials.
                                          Reduce the serious inflationary impact of foreign demand.
                                          Significantly further the foreign policy of the United States and to
                                           fulfill its international responsibilities.
                                          Exercise vigilance over exports and their significance to the
                                           national security of the United States.

                                  When required: Shipments on the commodity control list and requiring
                                  an Export License include technical equipment, computers, peripherals,
                                  research instruments, and related items. A validated license may be
                                  required on these items if the export is permanent or exported for more
                                  than one year.

                                  Processing time: The processing time for a license application and
                                  supporting documents depends on where the exported material is going,
                                  but usually takes up to 3 months to complete.

                                  Applications for countries listed on the U.S. Department of Commerce's
                                  Entities List require review by more agencies and a longer processing
                                  time.

                                  If your shipment falls in this category, please allow sufficient time to
                                  process your application and contact the Export Compliance Manager at
                                  (831) 459-5772 in advance. Delays of three to four months are not
                                  uncommon for obtaining licenses for countries on the Entity List.

                                  Additional resources:

                                          Commerce Control List
                                          Denied Persons List

                                  Go back to top of page.



Questions? Contact Brittany Whiting, (831) 459-5772.



Notice: The information presented on this page and elsewhere on this site is a summary of UCSC policies
and national and international regulations. In case of a conflict in interpretation, the actual policies and
regulations apply.




Shipping: Diagnostic Specimen Description
 Summary: If you are shipping a diagnostic specimen, please read the following
 description.
Background: UCSC conforms to strict government regulations when transporting
hazardous materials. Shipments must arrive at their destination in good condition
and present no hazard during shipment. Prior to shipping any hazardous
material, please contact the Export Compliance Manager at (831) 459-5772.

Diagnostic specimens resulting from research are considered a negligible threat to
the public health. They are, however, subject to the regulations governing the
transport of hazardous material.

Definition: The U.S. Department of Transportation (DOT) and the International Air
Transportation Association (IATA) define a diagnostic specimen as any human or
animal material including but not limited to excreta, secreta, blood, blood
components, tissue, and tissue fluids collected and shipped for the purposes of
diagnosis, investigation, or research and are known to be 100% free of any source
of infection.

When a diagnostic specimen is considered an infectious substance:

        The specimen is obtained from a patient with suspected infection
        Exposure to the specimen could result in an infection
        The specimen is collected during an investigation of an outbreak of a
         serious disease of unknown cause

         See Infectious Substance Description, if your specimen meets this criteria.

         Note: Live infected animals are forbidden from air transport.

If you are unsure about the regulations concerning shipping a diagnostic specimen,
the UCSC EHS will research your item and advise you. Contact Brittany Whiting,
(831) 459-5772.

To read the regulations concerning the transport of a diagnostic specimen, see:

        U.S. Department of Transportation, Office of Hazardous Materials Safety,
         49 CFR Regulation 173.134
        International Air Transportation Association (IATA), Dangerous Goods
         Information Online

Questions? Contact Brittany Whiting, (831) 459-5772.

Notice: The information presented on this page and elsewhere on this site is a summary of UCSC policies
and national and international regulations. In case of a conflict in interpretation, the actual policies and
regulations apply.


Shipping: Hazardous Material Description
 Summary: If you are shipping something that could be hazardous, please read
 the following description.
Background: UCSC conforms to strict government regulations when transporting
hazardous materials. Shipments must arrive at their destination in good condition
and present no hazard during shipment. Prior to shipping any hazardous
material, you are advised to contact EHS at (831) 459-5772.

Definition: The U.S. Department of Transportation and the International Air
Transportation Association (IATA) define hazardous material as substances capable
of posing a risk to health, safety, or to property when transported.

The following are examples of commonly shipped materials that are
considered hazardous:

        Battery powered equipment
        Contents of first aid kits
        Corrosives
        Diagnostic specimens
        Dry ice
        Environmentally hazardous substances
        Explosives, gases, and flammable liquids
        Flammable solids (substances liable to spontaneous combustion or
         substances which, in contact with water, emit flammable gases)
        Genetically modified organisms and micro-organisms
        Infectious substances
        Inflatable life saving appliances
        Magnetized material
        Many consumer commodities such as aerosols and lighters
        Oxidizing substances and organic peroxide
        Radioactive materials
        Toxic substances

See the U.S. Department of Transportation's detailed Hazardous Material Table
(click on Hazmat Table in the left navigation bar).

If you need assistance, the UCSC EHS will research your item and advise you.
Contact Brittany Whiting, (831) 459-5772.

Radioactive materials: If you plan to ship radioactive materials, follow the
instructions on How to Transfer Radioactive Materials.

To read the regulations concerning the transport of hazardous material, see:

        U.S. Department of Transportation, Office of Hazardous Materials Safety,
         49 CFR Regulations 171.8, 172.101, 173
        International Air Transportation Association (IATA), Dangerous Goods
         Information Online

Questions? Contact Brittany Whiting, (831) 459-5772.

Notice: The information presented on this page and elsewhere on this site is a summary of UCSC policies
and national and international regulations. In case of a conflict in interpretation, the actual policies and
regulations apply.


Shipping: Infectious Substance Description
 Summary: If you are shipping an infectious substance, please read the following
 description.
Background: UCSC conforms to strict government regulations when transporting
hazardous materials. Shipments must arrive at their destination in good condition
and present no hazard during shipment. An infectious substance is considered a
hazardous material. Prior to shipping any hazardous material, please contact
the Export Compliance Manager at (831) 459-5772.

Infectious substance definition: The U.S. Department of Transportation and the
International Air Transportation Association (IATA) define an infectious substance as
a viable micro-organism, or its toxin, that causes or may cause disease in humans or
animals.
The following are examples of infectious substances:

         All cultures containing or suspected of containing an agent which may
          cause infection
         Human or animal samples that contain such an agent in quantities sufficient
          to cause infection, should an exposure to them occur
         Sample(s) from a patient with a serious disease of unknown cause
         Other specimens not included above and designated as infectious by a
          qualified person, e.g. a physician, scientist, nurse, etc.

If you are unsure if your shipment is considered an infectious substance, the Export
Compliance Manager will research your item and advise you. Contact Brittany
Whiting, (831) 459-5772.

To read the regulations concerning the transport of an infectious substance, see:

         U.S. Department of Transportation, Office of Hazardous Materials Safety,
          49 CFR Regulations 173.134
         International Air Transportation Association (IATA), Dangerous Goods
          Information Online

Questions? Contact Brittany Whiting, (831) 459-5772.

Notice: The information presented on this page and elsewhere on this site is a summary of UCSC policies
and national and international regulations. In case of a conflict in interpretation, the actual policies and
regulations apply.



How to Transfer Radioactive Materials
Summary: All transfers and shipments of radioactive materials between UCSC principal investigators or
from UCSC to other destinations, domestic or foreign, must pass through the EH&S Radiation Safety Officer
(RSO). Learn the steps you must take to assist Environment, Health & Safety in transferring radioisotopes.

Note: A transfer document is not required when you share isotopes in common-use areas if:

         All Radioisotope Use Authorizations (RUAs) involved are authorized for those particular isotopes

Approval and Recording of Transfers
Before any transfer of radioactive materials between RPIs, written or verbal approval from the RSO or
his/her delegate must be obtained. Both the transferor and recipient must record the applicable changes in
their radioactive materials inventory. Off-campus transfers are governed by federal and state regulations;
therefore, all arrangements for such transfers shall be made by EH&S Radiation Safety. (From pg.31 RSM)

         Inventory records are maintained


 What to do                       How to do it

        Transfer isotopes         Follow the steps below to submit an Intracampus Transfer of
        between:                  Radioactive Material form:

               Different UCSC              Print and complete the form .
                principal                    Important: Use the Intracampus Transfer of Radioactive
               investigators              Material form even if inventory ownership does not change
              Campus labs                when isotopes are moved to a different location via motorized
               and the Medical            vehicle. Regulatory restrictions require such movement of
               Center                     radioactive materials be made through the EH&S Radiation
              Campus labs                Safety Officer.
               located in
               different                 email or fax the form to the EH&S Radiation Safety Officer:
               buildings                     o Email ksmith@ucsc.edu
                                             o Mail Code: EHS
                                             o Fax: (831) 459-3209




                                         Arrange for transportation if the isotopes will be taken off
                                          UCSC property onto public roads:
                                              o Contact the EH&S Radiation Safety Officer, (831) 459-
                                                  3911, for instructions.


      Transfer isotopes from     Follow the steps below to submit the required documentation for
      UCSC to:                   your transfer:

              Off-campus                Allow sufficient processing time.
               domestic                        o For domestic shipments, submit information at least
               destinations                        two week prior to the anticipated shipping date.
                                         Supply the name of and a reliable means of contacting (phone,
                                          fax, e-mail address) the Radiation Safety Officer of the entity
                                          receiving the transferred radioisotopes.

                                               o   For all other UCSC transfers:
                                               o   Mail or fax the forms and additional information to:
                                                   EH&S Radiation Safety
                                                   Email ksmith@ucsc.edu
                                               o   Mail Code: 0035
                                                   Fax: (858) 822-5524




Need an expert? Contact EH&S Radiation Safety, (831) 459-3911.



Notice: Refer to the Radiation Safety Program for a detailed description of UCSC's radiation safety
program.




How to Ship a Package Outside the United States
(non-hazardous)
Summary: If you need to ship a package containing non-hazardous materials outside the United States,
follow the instructions below.

Note: Before you ship a package, find out about shipping services and options. See Shipping Overview.
The University of California has a contract with Air Sea Forwarders, Inc. to clear export shipments
through U.S. Customs for large value and size items. See Air Sea Forwarders, Inc. for contact information.
The majority of exports for UCSC tend to be Fed Ex shipments.

 What to do                      How to do it

 1    Fill out a Request to           a.   To complete the form, follow the step-by-step instructions on
      Import/Export Form.                  How to Complete an Import/Export Shipping Form.
                                      b.   Include the following information on the Request to
                                           Import/Export Form under Description of Contents:
                                               1. Description of goods shipped
                                               2. Make, model, serial number
                                               3. Value of item(s)
                                               4. Location of manufacturer (United States, Japan, etc.)
                                               5. Purpose of shipment
                                               6. Country/ countries it is being shipped to
                                               7. If shipment will be returned to the United States, list the
                                                    approximate date
                                               8. Departure date and needed destination date
                                               9. Type of service requested (e.g., air, ocean)

                                           Note: If your shipment consists of multiple packages:

                                                o   Mark each package with running-total numbers such
                                                    as "1 of 3"
                                                o   Complete an International Shipment Summary and
                                                    attach it to the Request to Import/Export Form.




                                      c.   Call or email the Export Compliance Manager at (831) 459-
                                           5772, and indicate you have an international shipment.
                                      d.   If you need additional documentation, the Export Compliance
                                           Manager will assist you. See When Extra Export
                                           Documentation is Required for more information.
                                      e.   Include the anti-diversion statement on the Shipping
                                           paperwork:
                                           "These commodities, technology, or software were exported
                                           from the United States in accordance with the Export
                                           Administration Regulations. Diversion contrary to U.S. law is
                                           prohibited."
                                      f.   Keep a copy of the Request to Import/Export Form for your
                                           records. Use the remaining copies in Step 4.


 2    Obtain insurance.               a.   It is important to insure your shipment. To determine your
                                           insurance needs, see Transit Insurance.
                                      b.   Receive required approval before going to the next step.

                                           If you have insurance questions, contact UCSC Risk
                                           Management, Jennifer Yeager, (831) 459-5154


 3    Request pickup of your          Call Kelly Mitchell at (831) 459-5589
      package by Shipping
      and Receiving if it is a
      large shipment.

 4    Prepare your package.           a.   If your shipment consists of multiple packages, be sure to follow
                                           the instructions in 1c.
                                        b.   Securely package each item you want to ship.
                                        c.   In some instances additional documentation should be included
                                             with your shipment, the Export Compliance Manager will advise
                                             you of this if necessary.


 5       Drop off the package at        a.   Bring a copy of the email approval from the Export Compliance
         the UCSC mail room                  Manager
                                        b.   Be prepared to fill out a Customs form for all exports at the mail
                                             room
                                        c.   Be aware of the pick up times for express carriers at the mail
                                             room




Questions? Contact Brittany Whiting, (831) 459-5772.



Notice: The information presented on this page and elsewhere on this site is a summary of UCSC policies
and national and international regulations. In case of a conflict in interpretation, the actual policies and
regulations apply.




How to Ship Hazardous Materials
Summary: UCSC conforms to strict government regulations when transporting hazardous materials. All
outgoing shipments of any infectious substance, diagnostic specimen, and other hazardous material must:

          Be processed by an EHS IATA certified employee
          Arrive at the destination in good condition
          Present no hazard during shipment

Warning: Failure to comply with international and federal transportation regulations when shipping
hazardous materials can result in civil penalties of $32,500 per occurrence and in criminal penalties
including five years imprisonment.

If you plan to ship hazardous materials, please contact EHS at (831) 459-5772 in advance and carefully
follow the guidelines below. Exception: If you plan to ship radioactive materials, follow the instructions on
How to Transfer Radioactive Materials.

Note: It may take several days to complete the required paperwork if your shipment contains multiple
hazardous materials. Give EHS advance warning for these shipments.

 What to do                         How to do it

 1       Decide if your shipment        a.   Read the following descriptions:
         is considered hazardous.                o Hazardous Material
                                                 o Diagnostic Specimen
                                                 o Infectious Substance
                                        b.   See Material Safety Data Sheet (MSDS) Overview to
                                             specifically identify your shipment. In Step 6, EHS may ask you
                                             to email or fax the MSDS describing your shipment, if one
                                             applies. If an MSDS does not apply, the EHS will ask for specific
                                 information to identify the hazard class of the item(s).


2   Request pickup.         a.   Call EHS at (831) 459-5772 to request a pickup before Noon
                                 the day prior to the desired pickup date.
                            b.   Tell EHS your shipment contains hazardous material and
                                 discuss packing requirements.
                            c.   Dry-ice shipments will be picked up by Noon the day after
                                 shipping is called and will be shipped that same day.
                                 Non dry-ice shipments will be picked up the day after Shipping
                                 is called.


3   Provide the EHS with    a.   The EHS needs the following information to fill out hazardous
    information.                 material transport documents:
                                     1. What is the hazardous material?
                                     2. How is it packaged?
                                     3. What is the proper shipping name?
                                     4. What is the weight in grams/ capacity in liters?
                            b.   EHS will assist you if additional documentation is required.
                                 Some items may require that you fax a Material Safety Data
                                 Sheet (MSDS) to the EHS.


4   Fill out a Request to   a.   If you need a form, contact EHS or visit the shipping
    Import/Export Form.          website.
                            b.   To complete the form, follow the step-by-step instructions on
                                 How to Complete a Request to Import/ Export Form.
                            c.   All hazardous materials shipments require the following
                                 information on the Request to Import/Export Form under
                                 Description of Contents:
                                      1. Proper name of hazardous material
                                      2. Weight in grams/ capacity in liters
                                      3. Value of item(s)
                                      4. Purpose of shipment
                                      5. Departure date and needed destination date
                                      6. Type of service requested (e.g., air, ocean)

                                 Hazardous material contained in or with equipment, require this
                                 additional information:

                                     7.   Name of equipment
                                     8.   Location of manufacturer (United States, Japan, etc.)

                                 Hazardous materials shipments outside the United States,
                                 require this additional information:

                                     9. Country/ countries it is being shipped to
                                     10. If your shipment will be returned to the United States,
                                           list the approximate date.
                            d.   Note: If your shipment consists of multiple packages:
                                     o Mark each package with running-total numbers such
                                           as "1 of 3".
                                     o List each package number on the Shipping
                                           documentation.
                                     o List the contents of each package separately.

                                 If your international shipment consists of multiple packages,
                                 complete an International Shipment Summary and attach it to
                                            the Shipping Memo.

                                       e.   International shipments require the following destination
                                            control statement on the shipping documentation: "These
                                            commodities, technology, or software were exported from the
                                            United States in accordance with the Export Administration
                                            Regulations. Diversion contrary to U.S. law is prohibited."
                                       f.   Keep a copy of the Request to Import/Export Form for your
                                            records. Use the remaining copies in Step 8.


 5    Obtain insurance.                a.   It is important to insure your shipment. To determine your
                                            insurance needs, see Transit Insurance.
                                       b.   Receive required approval before going to the next step.

                                            If you have insurance questions, contact Jennifer Yeager,
                                            (831) 459-5154



 6    Email or Fax the                 a.   Email The Export Compliance Manager bwhiting@ucsc.edu or
      Request to Import/Export              Fax the completed Request to Import/Export Form to the EHS
      Form.                                 at (831)459-3209. Please attach a cover sheet with:
                                                 o Your name and your P.I.’s name
                                                 o Your phone number
                                                 o Date
                                                 o Pick-up location (building name and room number)
                                       b.   Contact EHS at (831)459-5772 to ensure fax is received.


 7    Don't move the                   a.   The Export Compliance Manager prepares all hazardous
      shipment yourself.                    materials transport documents prior to the pick-up or
                                            movement of hazardous materials.


 8    Prepare your package.            a.   Follow the instructions given by the EHS.
                                       b.   Put the Request to Import/Export Form in an envelope
                                            marked "Shipping - HAZ MAT" and tape it to the package.

                                  Important Note: Only EHS can pick up your package, not Mail Services.


 9    Give the package to the          a.   The driver will place all proper documents, labels and markings
      driver.                               required for transport on your package and deliver it to the EHS.
                                       b.   After the EHS processes your package, the yellow copy of the
                                            Request to Import/Export Form will be mailed to you. This copy
                                            will contain carrier information and tracking numbers for future
                                            reference.




Questions? Contact Brittany Whiting, (831) 459-5772.



Notice: The information presented on this page and elsewhere on this site is a summary of UCSC policies
and national and international regulations. In case of a conflict in interpretation, the actual policies and
regulations apply.

				
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