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Shipping Instructions

The International Faculty & Scholars Office (IFSO) has closed its physical location through May 31, 2021, original documents are being shipped to Faculty/Scholars through the use of FedEx Express. IFSO will use the label provided by the Department or Scholar to ship out documents.

OPTION 1: ShipIt - Label Paid with UC Funds

Note

Please review the shipping label thoroughly as IFSO will only be reviewing immigration related materials/information.

Departments who wish to create/pay for a shipping label using POET(AF) information, can create their label via ShipIt.

Step 1: The department creates the FedEx label using ShipIt
  • ShipIt Instructions
  • The department must pay the shipping for Postdoc positions (this includes courier fees)
  • Remember you must be signed into a UC San Diego VPN to access ShipIt
  • Tips regarding specific fields in ShipIt:
    • Project: Required, if you have questions contact your department fund manager.
    • Task: Required, if you have questions contact your department fund manager.
    • Funding Source: Not required, if you have questions contact your department fund manager.
    • Contact: Enter the Faculty/Scholar Name
    • Company/Name: We encourage you to enter the Faculty/Scholar name again.  We have seen some issues in the past when "UC San Diego" was entered for a residential San Diego home address which lead to the document being lost.
    • Address Fields: Enter the Faculty/Scholar's address so that they may receive the document(s) from IFSO
      • For domestic shipping via FedEx Express you cannot ship to a PO Box.
      • For International shipments the language is vague. To avoid the possibility of a lost FedEx Shipment, do not submit a PO Box address.
    • Phone: Enter the scholar's phone number, your own or IFSO's main line. This is only important if FedEx is unable to deliver the package.
    • Residential: Check the box, if going to a home address
    • Contains International, Non-Technical Docs?: Check the box if the document is being shipped internationally
    • Describe PACKAGE Contents: Enter a short description such as nontechnical documents, documents, visa documents, etc.
    • Ship Date: Leave it as the default (date label created), wont be charged until the label is scanned
    • Weight (lbs): Leave as the default (1), FedEx will weigh the package.
    • Package Dimensions in inches (LxWxH):  IFSO will ship the newly issued document in a FedEx envelope measuring 14x1x10
    • Service: Please note that IFSO is ONLY able to accept FedEx Express labels
      • The FedEx Express shipping option allows for many different transit time options such as Priority Overnight, Standard Overnight, 2 Day AM, 2 Day, Express Saver, as well as International First, Priority, and Economy.
        • The shipping label should have a large "E" on it, this confirms that it is an express label.
          • Do not select:
            • "FedEx Ground" option, this will generate a large "G" on the label
            • "FedEx Home Delivery" option, this will generate a large "H" on the label.  You have notified FedEx the shipment is going to a residential address by clicking on the box next to the word "residential"
    • Packaging: Select Carrier Pak or Customer Packaging. IFSO uses FedEx Express Pak measuring 14x1x10.
    • Return Address: When using ShipIt, IFSO does not require you to use a specific Return Address. The return address becomes important if an item is not able to be delivered to a Faculty/Scholar. You can list your department address or IFSO's address. Below is IFSO's address incase you would like to list it as the return address:
      • Company: University of California San Diego
      • Contact: International Faculty & Scholars Office, MC 0123
      • Address Line 1: 9500 Gilman Dr.  #0123
      • City: La Jolla
      • State: CA  
      • Postal code: 92093
      • Phone:  8582461448 
Step 2: Provide IFSO with the shipping label. Include the label as a PDF with request in ISD.
  • For cases already submitted to IFSO, e-mail the FedEx shipping label (PDF) to ifsoisd@ucsd.edu and/or scholar advisor and provide shipping # and Faculty/Scholar name in the email subject line. 
  • Reminder: Domestic shipping typically only requires one label, while international shipping generally requires at least two labels
Step 3: IFSO will use the provided label to ship the document(s) to the Faculty/Scholar.
  • The Department and Faculty/Scholar will receive an email confirming the document(s) have been mailed out.

OPTION 2: eShipGlobal - Label Paid with Personal Funds

Note

Please review the shipping label thoroughly as IFSO will only be reviewing immigration related materials/information.

Faculty/Scholar's who will be paying for the shipping label using personal funds (not UC Funds) should use eShipGlobal to receive the UCSD discounted shipping rate.

Step 1: Create label via eShipGlobal 
  • Instructions for Faculty/Scholar using eShipGlobal (PDF).
  • The department must pay the shipping for Postdoc positions (this includes courier fees).
  • For domestic shipping via FedEx Express you cannot ship to a PO Box.
  • For International shipments the language is vague. To avoid the possibility of a lost FedEx Shipment, do not submit a PO Box address.
  • Shipping label resources:
    • eShipGlobal Support Group: 
      • Email: support@eshipglobal.com
      • Phone: 800-816-1615 or 972-518-1775 (for US or Canadian callers); 001-972-518-1775 (for International callers)
  • Tip Regarding eShipGlobal: The eShipGlobal office has a customer support staff ready to assist you, please feel free to contact them directly with any inquiries that you may have regarding their system. Please note that the vender is in Texas (two hours ahead of California time). If you would like to call them directly, admin is very prompt in answering service calls. If the timing does not work, please send them an email and they will respond the following business day.

Step 2: eShipGlobal automatically provides IFSO with the completed label

 

Step 3: IFSO will use the provided label to ship the document(s) to the Faculty/Scholar.
  • The Department and Faculty/Scholar will receive an email confirming the document(s) have been mailed out.