To protect Work Health and Safety a safe operating procedure (Mail Sorting) has been created to provide employees with actions to ensure so far as reasonably practicable that they are safe from injury and risks to health.

When undertaking mail monitoring and sorting a critical incident may occur. A critical incident is one in which the staff dealing with the correspondence feel personally threatened or affected by it.

If a critical incident occurs, the appropriate Manager will arrange for all employees involved to be debriefed by an Employee Assistance Provider.

Staff will also be required to complete an online incident report form.

To manage any risks the following should occur:

All employees handling mail must remain vigilant and cautious at all times to suspicious items.

1. How do I recognise a suspicious item?

   A suspicious item may have one or more of the following characteristics:

• handwritten or poorly typed address
• incorrect titles
• marked confidential or personal
• misspelling of common words
• no return address
• oily, stained, discoloured or smelly envelopes or wrapper
• titles but no names
• possibly sent from overseas
• excessive or no postage
• unexpected mail
• lopsided or uneven envelopes or package
• postage that does not match the return address
• strange odour
• rigid or bulky envelope
• protruding wires, foil or tape
• powder or other residue
• excessive weight
• poorly identified addressee
2. What do I do if I receive a suspicious item?

   If an item is received and it looks suspicious:

• notify your supervisor
• call ‘000’ and advise Police of the situation if the situation requires this action (check with manager first)

Refer to the appropriate sections of the Department of Education Critical Incident & Emergency Procedures if the item is considered to be a bomb or a chemical, biological or radiological substance.