UCLA Mail, Document and Distribution Services: Delivering Excellence in a Changing Landscape
UCLA Mail, Document and Distribution Services (MDDS) stands as a crucial component of the university's operational infrastructure. As a unit of UCLA Campus Service Enterprises, under the leadership of Vice Chancellor and Chief Financial Officer Gregg Goldman, MDDS is committed to providing quality, timely, and cost-effective delivery services, posters, and document solutions. These services cater to the diverse needs of the university, its research laboratories, the Ronald Reagan Medical Center, and the Center for Health and Sciences, facilitated through its Receiving and Cylinder departments. Customer satisfaction remains the paramount priority for MDDS.
A Commitment to Customer Satisfaction
MDDS consistently strives for excellence in customer satisfaction. Recent Customer Satisfaction Results, as reported by UCLA Organizational Effectiveness & Development, reveal an impressive average customer satisfaction score of 89.4, surpassing previous years, with some departments achieving remarkable scores of 97.73. This outstanding reputation is a testament to the dedication and hard work of the MDDS team.
Payment Options and University Business
For students utilizing MDDS services, payments can be conveniently made using credit cards. However, for all other clients, University funds or a pre-established sundry debtor account are required for services directly related to conducting official University business. This policy ensures financial accountability and adherence to university regulations.
Outsourcing and UC Regents Policy
In situations where a job request exceeds the capabilities of in-house facilities, Document Services may contract with commercial vendors to complete the work. This decision is made in accordance with the regulations and practices of the Purchasing Department, and may also occur when necessary to meet client deadlines or when it proves to be more cost-effective. It is highly recommended that University departments, units, or organizations using University funding consult with Document Services before contracting out for services that may be available in-house, including digital printing, large format printing, and graphics fulfillment services. This recommendation aligns with UC Regents Policy 5402, which generally prohibits contracting out for services that can be performed by University staff.
Financial Operations
Document Services operates as a self-supporting service department and, as such, charges for its services at rates approved by Business & Finance Solutions in accordance with UCLA Policy 340: Sales and Service Activities. This ensures the financial sustainability of the department while providing cost-effective solutions to the university community.
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Permissible Materials and Copyright
MDDS has specific guidelines regarding the materials it handles. Only material directly related to official University business may be produced, reproduced, or subjected to any reprographic process provided by Document Services. Furthermore, prior to printing any material that has been published or copyrighted, permission to reproduce is required from the holder of the copyright and/or publisher. These guidelines ensure compliance with legal and ethical standards.
Package Delivery Procedures
MDDS plays a vital role in the receipt and delivery of packages across campus. FedEx and DHL packages are typically received between 9:00 am and 11:00 am, Monday through Friday. Upon receiving packages, coordinators promptly notify the corresponding faculty, staff, or students. When inquiring about packages, it is essential to provide the recipient name, department, room number, company, carrier, and, if possible, the tracking number. When expecting a package, contacting the corresponding department coordinators is highly recommended. Due to weight limitations set by HR for MDDS staff, departments are contacted to pick up packages exceeding 40 lbs. These packages should be picked up promptly upon notification. For packages between 25 and 70 pounds, Messenger Services should be contacted to arrange for special handling, as additional staff or equipment may be needed for safety. All items must be properly packaged or boxed for safe handling, and no radioactive or hazardous material will be handled by Messenger Services. In cases where no one is present at the delivery location, an "attempt to deliver" notice will be left, and a follow-up delivery will be attempted the following business day.
Leadership and Transformation
Director David Aberbuch began his career with MDDS over fifteen years ago. Upon assuming the role of director, Mr. Aberbuch recognized the need for modernization, stating that "the department needed to move past the 1950s." To initiate change, he distributed copies of the book "Who Moved My Cheese?" by Spencer Johnson to the staff, emphasizing the importance of adapting to change in the workplace and in life. He then implemented changes such as a uniformed dress code to enhance professionalism and promoted morale by updating the potluck get-togethers to office-funded parties. The MDDS team also engaged in physical activity, participating in soccer scrimmages across various departments.
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tags: #UCLA #Mail #Document #and #Distribution #Services
