SAQA All qualifications and part qualifications registered on the National Qualifications Framework are public property. Thus the only payment that can be made for them is for service and reproduction. It is illegal to sell this material for profit. If the material is reproduced or quoted, the South African Qualifications Authority (SAQA) should be acknowledged as the source.
SOUTH AFRICAN QUALIFICATIONS AUTHORITY 
REGISTERED UNIT STANDARD: 

Manage in-coming and outgoing mail 
SAQA US ID UNIT STANDARD TITLE
259439  Manage in-coming and outgoing mail 
ORIGINATOR
SGB Archives and Records Management 
PRIMARY OR DELEGATED QUALITY ASSURANCE FUNCTIONARY
-  
FIELD SUBFIELD
Field 04 - Communication Studies and Language Communication Studies 
ABET BAND UNIT STANDARD TYPE PRE-2009 NQF LEVEL NQF LEVEL CREDITS
Undefined  Regular  Level 3  NQF Level 03 
REGISTRATION STATUS REGISTRATION START DATE REGISTRATION END DATE SAQA DECISION NUMBER
Reregistered  2018-07-01  2023-06-30  SAQA 06120/18 
LAST DATE FOR ENROLMENT LAST DATE FOR ACHIEVEMENT
2024-06-30   2027-06-30  

In all of the tables in this document, both the pre-2009 NQF Level and the NQF Level is shown. In the text (purpose statements, qualification rules, etc), any references to NQF Levels are to the pre-2009 levels unless specifically stated otherwise.  

This unit standard does not replace any other unit standard and is not replaced by any other unit standard. 

PURPOSE OF THE UNIT STANDARD 
The person credited with this unit standard is able to focus on the knowledge, skills, values and attitudes required to work in a mailroom in an administrative environment, where the Learner would need to ensure the effectiveness of the mail system.

The qualifying learner is capable of:
  • Processing incoming mail.
  • Processing outgoing mail.
  • Explaining the importance of the process followed in a mailroom in terms of creating the necessary evidence.
  • Maintaining confidentiality of information in the mail system. 

  • LEARNING ASSUMED TO BE IN PLACE AND RECOGNITION OF PRIOR LEARNING 
    Learners accessing this qualification will have demonstrated competence in:
  • Communication at NQF Level 2 or Equivalent.
  • Mathematical Literacy at NQF Level 2 or Equivalent. 

  • UNIT STANDARD RANGE 
    The typical scope of this unit standard is processes and procedures used in the mailroom of any office environment. 

    Specific Outcomes and Assessment Criteria: 

    SPECIFIC OUTCOME 1 
    Process incoming mail. 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    Mail is received according to organisational policies and procedures in order to ensure its availability for distribution. 

    ASSESSMENT CRITERION 2 
    Mail is sorted according to organisational policies and procedures in order to ensure efficient distribution. 

    ASSESSMENT CRITERION 3 
    Security of incoming mail is maintained in terms of a mailroom code of conduct. 

    SPECIFIC OUTCOME 2 
    Process outgoing mail. 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    Mail is distributed internally to relevant persons in accordance with organisational policies and procedures. 

    ASSESSMENT CRITERION 2 
    Possible reasons for unnecessary delays in distribution are explained with examples of the consequences when there are unavoidable disruptions. 

    ASSESSMENT CRITERION 3 
    An explanation is given of the reasons for dispatching mail externally in accordance with established procedures and postal service requirements. 

    ASSESSMENT CRITERION 4 
    Enclosures are securely attacked and any missing items are reported in terms of organisational procedures. 

    ASSESSMENT CRITERION 5 
    Mail is legibly and correctly addressed for internal and external distribution. 

    ASSESSMENT CRITERION 6 
    Mail is dispatched externally by post office or courier service in accordance with procedures. 

    SPECIFIC OUTCOME 3 
    Explain the importance of the process followed in a mailroom in terms of creating the necessary evidence. 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    An explanation is given of the process of stamping incoming mail. 

    ASSESSMENT CRITERION 2 
    Different ways used for recording different tasks and the reason for creating the records are explained in terms of different departmental requirements. 

    ASSESSMENT CRITERION 3 
    The legal implications of neglecting to comply with mailroom procedures explained in terms of own work performance and possible cost to organisation. 

    ASSESSMENT CRITERION 4 
    The concept that errors and mistakes cost money is explained in terms of a view to improvement. 

    SPECIFIC OUTCOME 4 
    Maintain confidentiality of information in the mail system. 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    Established procedures regarding confidentiality of information in the mail system are explained and violations are reported using a reporting process. 

    ASSESSMENT CRITERION 2 
    An explanation as to why confidential information enclosed in mail items is never disclosed to colleagues. 

    ASSESSMENT CRITERION 3 
    Work activities in the mailroom are carried out according to agreed service levels, and established security procedures. 

    ASSESSMENT CRITERION 4 
    The concept that errors and mistakes cost money is explained in terms of a view to improvement. 

    ASSESSMENT CRITERION 5 
    Confidential incidents are reported to authorised individuals in accordance with organisational procedures. 


    UNIT STANDARD ACCREDITATION AND MODERATION OPTIONS 
  • An individual wishing to be assessed (including through RPL) against this unit standard may apply to an assessment agency, assessor or provider institution accredited by the relevant ETQA.
  • Anyone assessing a learner against this unit standard must be registered as an assessor with the relevant ETQA.
  • Any institution offering learning that will enable achievement of this unit standard or assessing this unit standard must be accredited as a provider with the relevant ETQA.
  • Moderation of assessment will be conducted by the relevant ETQA at its discretion. 

  • UNIT STANDARD ESSENTIAL EMBEDDED KNOWLEDGE 
  • Apply Standard post office procedures and use guideline documents.
  • Know and apply procedures relating to express delivery/courier services and agencies.
  • Apply procedures dispatching routine, urgent and confidential mail.
  • Know and apply a code of conduct and established procedures regarding confidentiality and release of information involving colleagues, the company and clients.
  • Know and apply procedures regarding secure collection, sorting and packaging and dispatch of confidential information, disposal of documentation and methods of maintaining confidentiality. 

  • UNIT STANDARD DEVELOPMENTAL OUTCOME 
    N/A 

    UNIT STANDARD LINKAGES 
    N/A 


    Critical Cross-field Outcomes (CCFO): 

    UNIT STANDARD CCFO IDENTIFYING 
    Identify and solve problems occurring in a mailroom with regards to any incoming and outgoing mail. 

    UNIT STANDARD CCFO WORKING 
    Work effectively with others as a member of a team by understanding the consequences of unnecessary delays and their effect on the productivity of the mail team, their colleagues and the company. 

    UNIT STANDARD CCFO ORGANISING 
    Organise and manage oneself and one's activities responsibly and effectively by ensuring that all in-coming mail reaches its destination timeously. 

    UNIT STANDARD CCFO COLLECTING 
    Collect, analyse, organise and critically evaluate information when mailing and sorting, addressing and dispatching items in the appropriate format, with the appropriate documentation and according to the specific mode of distribution. 

    UNIT STANDARD CCFO DEMONSTRATING 
    Demonstrate an understanding of the world as a set of related systems by recognising that unnecessary mail delays or inaccuracies can negatively impact on the productivity of the company, the department and co-workers. 

    UNIT STANDARD CCFO CONTRIBUTING 
    In order to contribute to the full personal development of each learner and the social and economic development of society at large, it must be the intention underlying any programme of learning to make an individual aware of the importance of participating as responsible citizens in the life of local, national and global communities while carrying out his/her duties as an effective worker. 

    UNIT STANDARD ASSESSOR CRITERIA 
    N/A 

    REREGISTRATION HISTORY 
    As per the SAQA Board decision/s at that time, this unit standard was Reregistered in 2012; 2015. 

    UNIT STANDARD NOTES 
    N/A 

    QUALIFICATIONS UTILISING THIS UNIT STANDARD: 
      ID QUALIFICATION TITLE PRE-2009 NQF LEVEL NQF LEVEL STATUS END DATE PRIMARY OR DELEGATED QA FUNCTIONARY
    Elective  64069   Further Education and Training Certificate: Archives and Records Management  Level 4  NQF Level 04  Reregistered  2023-06-30  ETDP SETA 


    PROVIDERS CURRENTLY ACCREDITED TO OFFER THIS UNIT STANDARD: 
    This information shows the current accreditations (i.e. those not past their accreditation end dates), and is the most complete record available to SAQA as of today. Some Primary or Delegated Quality Assurance Functionaries have a lag in their recording systems for provider accreditation, in turn leading to a lag in notifying SAQA of all the providers that they have accredited to offer qualifications and unit standards, as well as any extensions to accreditation end dates. The relevant Primary or Delegated Quality Assurance Functionary should be notified if a record appears to be missing from here.
     
    1. Amasiko Trading Enterprise 
    2. Arden School of Management 
    3. Faranang Business and Training Solutions PTY(LTD) 
    4. Petra institute of Development (PTY) Ltd 
    5. Retshetse Training Project 



    All qualifications and part qualifications registered on the National Qualifications Framework are public property. Thus the only payment that can be made for them is for service and reproduction. It is illegal to sell this material for profit. If the material is reproduced or quoted, the South African Qualifications Authority (SAQA) should be acknowledged as the source.