Information about your role as a sender
Test item supply
- You will receive your test item supply every week.
- The supply contains the test items to be sent for the next week. The test items are addressed and pre-franked.
Sending of test items
- Please note that it is very important for the survey that you try to send the test items always on the planned date.
- If you are not able to send the test items on the planned date, please send them on the same weekday of the next week.
- Please send the test items by dropping them into a mailbox on the street and/or from the counter at your post office.
Sendings with customs form CN22 or aviation security declaration forms
- The test items are all handled as letters (including the small boxes). For some countries the content of larger formats has to be declared for customs. This will be done by using the CN22 customs form. These forms are already filled in on your test items (content: documents, weight: 200g, value: 1€). Please see the example below.
- Some test items need to be sent with an aviation security declaration form. These forms are already filled in on your test items (content: documents, sender’s name and address). Please see the example below.
- Please fill in the date and sign the form (CN22 or aviation security declaration) before sending it. This is very important.
Your Online Account (Panel Zone)
Please log in to your online account: https://nu-mms.ipc.be/mmu-panel-zone/login/login.htm
Once you have successfully logged in to your account with your Panellist ID and password set by you, the following Welcome Page will be available. It will give you an overview of all important functions.
Sender pack Registration
After you have received your weekly sender pack (test letter supply), please confirm the receipt in your online account before you start sending the items. Please click on ‘Register Received Sender Pack’ and enter the planned posting date of one of the items in your received sender pack. Then click ‘Submit’.
After you have sent the test items, please confirm the actual sending date in your online account. For the progress of the study it is very important that you enter the data the same day as you send the items.
You will send 3 – 5 test letters per week on average. By clicking on ‘POSTING PLAN’, you will see the exact number and planned dates of posting in chronological order. For entering posting information, please click ‘Send’.
A new page will open, please select the ‘Actual Send Date’. If you happen not to send the item on the planned date you have got the opportunity to adjust it. Then enter the ‘Exact Send Time’ and select your ‘Sending Location’ and click ‘Submit’.
- To avoid mistakes, please enter the sending date only after having sent the test items.
- If you are not able to send your test items on the planned date, please enter the new actual sending date.
Information about your role as a receiver
You will receive 3 – 5 test letters per week on average. You can see the exact number and from which country they are in your online account under ‘RECEIVING PLAN’.
For the correctness of the collected data it is very important that you empty your mail box on a daily basis in the evening. Furthermore, it is essential that you enter the data the same day as you receive the items.
Please make sure to always note the receipt date and week day on the item when you empty your mail box. Additionally, please keep all test letters (including thick envelopes and small boxes) for 3 months. Within the retention period of three months and in individual cases we may ask you questions concerning a specific test letter. Please note that you only have to archive the envelopes, boxes and test letter documents – it is not necessary to keep any other content. We recommend you to unfold the boxes to save some space.
The test letters are of four different formats – small and big letters, thick envelopes and small boxes. In case you are not present during the delivery of a thick envelope or a small box, your postal service provider will notify you about the delivery attempt. Normally, you will receive this notification in the form of a card in your mail box. If you have a special agreement with your postal service provider, you may also be informed by SMS or e-mail.
When you received a notification, please do always take a picture, in case it is for a test item. If the notification was for a test item, please upload the notification before registering the received item. Please click on ‘UPLOAD NOTIFICATION’.
Select the date when you received the notification. If you cannot remember when you received the notification, please click on ‘Unsure’. Use the text box to write down the number of the corresponding test items and if needed a comment to an unusual event.
To upload the picture of the notification, please click on ‘Search’ (this button may be in your local language, depending on your browser settings), select the photo of the respective notification and upload it. The photo will appear. If it is the right one click ‘Submit’.
Please do remember that the notification details do not suffice; the test items still need to be collected and the details must be entered online.
After you have received the test items (with or without notifications), please confirm the receipt date (resp. the date you have collected the item) in your online account.
Please click on ‘REGISTER RECEIVED ITEM’, enter the Control ID / Identification Code which you can find on the document inside the test item and click on ‘Search’.
Now please enter the correct receipt date. If you cannot remember the exact receipt date, please click ‘unsure’. If you have received a notification for the respective item, please link the notification with the item by ticking the corresponding box (circled in red in the picture).
When confirming the receipt of the thick envelopes and small parcels (bulky items) online you have to select the delivery place by clicking one of the options given online. Please read the following explanations, as some of the options can be misunderstood easily.
Please click on THE PACKET WAS DELIVERED TO YOU PERSONALLY when the postman gave the bulky item directly into your hands.
Please click on YOU FOUND THE PACKET OUTSIDE YOUR RESIDENCE when the bulky item was
* on top / above / next to / below / outside the letter box
* in the entrance hall
* in your house floor
* in front of your house door or apartment door
* in the milk box
* on the stairs
* in the garden
(basically all places outside your letter box)
Please click on OTHER when you received the bulky item at the post office accidentally together with other mail, but you did not receive a notification for this item before – please write that you did not receive a notification for this item.
In case you receive a damaged item, please inform us by email/message and upload or mail us a photo of that item – after entering the receipt date online as usual.
Important features for your role as a sender & receiver
Not available to Send/Receive
Ideally you are available during the complete duration of the survey or you can delegate the task to another person in the case of absence or illness. Please inform us immediately about any duration when you won’t be able to send test items (e.g. change of address, absence, holidays, …).
Please click on the button ‘NOT AVAILABLE TO SEND/RECEIVE’ and thereupon on ‘+Add’.
Now fill in the start and end date and the reason. If you have a cover who can do the tasks when you are not able to, please select the box ‘Covered by someone else’. A cover helps us to meet our target of sending a certain number of test items from your postcode area during the year in order to make our findings statistically valid.
Anyone who is over the age of 18 can cover you as long as they can perform the tasks exactly as you do: receive the sending supply, sent out test items, empty the mail box every day and enter data online. A family member, your house mate or neighbor, or someone who will feed your cat, for example, may cover you. They will need access to your house to receive the test item supply and empty the mail box, and will need to send items from the same postcode area as you do. Please instruct them in detail and make sure they understand how to carry out your UNEX tasks before you go.
If you do not have a cover, please make sure to inform us about your absence at least six weeks in advance. In this way we can adjust the production of test letters and you will not receive any test item supply when you are away.
The section ‘Person who will cover me’ opens. Please fill in the required information – Name, Phone Number and Email – and click on ‘Save’.
If you wish to add another period where you are not able to send, simply repeat the above mentioned procedure.
If the system tracks any irregularities in the data you entered, an item query will be raised. Queries may be raised both for items you received and for items you have sent.
When you login to your panel zone, you will see a blue box. Please read the text carefully and click on ‘Resolve Item Queries’.
Now you will see which item is queried. Next, please click on ‘Resolve Query’.
Please read the information on the screen carefully and check if the data you had entered is correct. If it is not correct, please change it. Then click on ‘Save’. If you are unsure, please click on ‘I don’t know anymore’.
Sending location Registration
When activating your online account, you have already entered your sending location. In case your sending location changes or you want to add another one, please add the new sending location here.
You can do this by clicking on ‘SENDING LOCATION REGISTRATION’ and thereupon on ‘+Add’.
Please fill in the information of the sending point you will use to post your test items – you can add several sending locations, both Mailbox AND Post Office, even if the induction method is specified as ‘Mailbox’ resp. ‘Post Office’. Please note that you need both, a Mailbox and a Post Office, as the small parcels usually cannot be sent from a Mailbox. Simply fill in the description field (e.g. ‘Mailbox at the corner’; ‘Post Office near Metro Station’) and indicate the respective post code (if you are not sure about the post code, please use your postal operators website to research).
Please also indicate the last collection time of your sending location. These times usually are displayed on the Mailbox or in the Post Office (please also check the ‘Possible Questions’ section below). If on a certain day (e.g. Sunday) there is no collection at all, please select the respective box. Once completed, please click on ‘Save’.
If you wish to add another sending location, simply repeat the above mentioned procedure.
If you are moving, please let us know at least six weeks in advance, so that we don’t continue sending test item supplies to your old address and that you won’t continue receiving test items at your old address. It is easy to let us know, just click on ‘CHANGE ADDRESS’ and choose if you stay within the same country or if you move abroad.
If you move abroad, you will then need to contact us directly. If you stay within the same country, please follow the next steps. Enter the date when the new address will be valid and your new postcode and click ‘Next’.
Please enter your new address according to the sample address on the right and click ‘Submit’. It is not necessary to enter the country name.
Please check if your new address has been entered correctly. If so, please click on ‘Confirm’ Otherwise, please click ‘Back’ and correct the new address.
Please note: If you have redirected your mail from your old address, please enter all redirected test items as ‘unsure’ as the redirection normally delays their delivery process. As a sender, you may need to set up a new sending location, in case your postcode changes.
End your participation
Of course we do not want to lose you as a participant in our survey. However, in case you need to end your participation, please inform us at least four weeks in advance. All test letters need to be produced several weeks before the actual planned send date. Therefore, we kindly ask you to send/receive those remaining letters and enter the data online.
Should you have any additional questions, have a look at our Help Section or check our FAQ section.
You may also simply contact us via ‘My Messages’. ‘My Messages’ is a communication tool to get in touch with the panel management if you have any questions. In order to contact us via message, simply click on this feature and type a message. Once completed, please click on ‘SEND’. Any new messages in your inbox, i.e. a reply from us, will be indicated by flashing of this feature and a number – of new messages – in the right upper corner of the ‘My Messages’ feature.
You can also get also get hold of us by sending an email to firstname.lastname@example.org. We are more than happy to help! When contacting us via email, please make sure to indicate your country and your Panelist ID within the subject of the email. In this way your request or query can be solved and replied to more promptly.
Last but not least, have a look at the official IPC Recommendation Letter:
Now you are ready to start participating in our postal survey! We hope you will enjoy it!