CCA Onboarding Guide
What to expect when you start — your first day, daily procedures, duties, and the rights that protect you as a new City Carrier Assistant.
This crowdsourced website launched in August 2026, and much of its information is currently placeholder content. We’re asking mail carriers to help us identify errors and submit corrections as we add practical, professional insights from experienced carriers to every page.
📨 Starting Your Journey as a City Carrier Assistant (CCA)
Your First Day on the Job (Your Shadow Day)
Your Shadow Day Expect to report early, ready to learn. You'll meet your Supervisor who will introduce you to your On the Job Instructor. You will "shadow" them all day to see how you like this work.
📋 Essential Daily Procedures
Clock Rings and Timekeeping
You'll use your scanner to clock in and out at the right times — including "Begin Tour," "Leave to Street," and "Return to Office." Accurate clock rings are critical for pay and route evaluation.
Daily Schedule and Breaks
Your workday includes scheduled breaks, a lunch period, and expected return times.
Uniforms and Equipment
CCAs do not receive a uniform allowance until they are through their probation period. That needs to be corrected, but that's how it is now (2026). However, you should be issued a satchel, a scanner holster, a vest and a USPS Cap per our current contract (2026)
🧭 Office and Street Duties
Casing Mail
You'll learn to sort letters and flats - from the "Hot Case", into your route's case before heading to the street. You'll observe and handle DPS (Delivery Point Sequence), SPRs (Special Purpose Routes), and FSS (Flats Sequencing System) mail accurately and efficiently. The main point is to get learn the correct slots that correspond to the route.
Route Familiarization
Expect to walk or drive the route with an On-the-Job Instructor (OJI). Learn the "line of travel," dismount points, and safety concerns along the route. Take special note of safety cards like Dog Hazards and Special Instructions. Every route SHOULD have alert cards for safe and efficient delivery.
Street Delivery Expectations
Once you're on the street, focus on safe, consistent delivery. Think about your pace and building good routines. Follow scanner prompts when applicable, complete required scans, and deliver in the prescribed order. Remember that efficiency builds over time — accuracy and safety come first.
🧾 Stand-Up Talks and Communication
- What Are Stand-Up Talks? Short daily safety or service messages from supervisors.Take notes later in your daily log about anything you have questions about. Ask your Steward about anything you're not sure about.
📱 Scanner Procedures and Technology Use
- Using the MDD Scanner: Functions like MSP scans, package scans, and clock events.
- Delivery Alerts and Exceptions: How to handle "No Access," missed scans, and alerts.
- Scanner Etiquette: Keep your scanner charged, updated, and secure.
⏱️ Managing Time and Performance
- Understanding Clock Rings: Why your time matters during route evaluation.
- Overtime & Auxiliary Assistance: Requesting help (Forms 3996, 1571) and how it's tracked.
- Daily Performance Logs: Using PS Form 1838-C to protect your route data.
📚 Policies, Rights, and Resources
- The National Agreement: Your contractual rights as a CCA under the NALC.
- M-41 & M-39 Handbooks: Where your duties and evaluations are defined.
- Where to Get Help: Contacting your steward, NALC support, and USPS resources.
Take your time and ask questions. Your first weeks as a CCA are about learning safely and accurately — speed comes with experience. Lean on your On-the-Job Instructor, your steward, and your coworkers, and protect your time with accurate clock rings and forms from day one.
📝 Test Your Knowledge: Stage 1 Badge: CCA Onboarding Guide
10 questions — 70% to pass, 80% Skilled, 90% Mastered, 100% Perfect.
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Casing Mail
Sorting mail into your case in delivery order — accuracy first, speed later.
📬 What Is Casing?
Casing involves manually sorting mail into delivery case slots labeled by street, address range, and delivery order. The objective is organizing mail in the proper sequence matching your line of travel.
📦 Types of Mail You'll Case
- DPS (Delivery Point Sequence): Letters already sorted in delivery order by machine. Typically not cased — taken directly to the street unless instructed otherwise.
- FSS (Flats Sequencing System): Larger flat-size pieces sorted by machine. Local policy determines whether you case them or deliver as-is.
- SPRs (Special Purpose Routes): Parcels, odd-size mail, or mail needing special handling. Usually organized in a designated case area or separate hamper.
- Manual Letters and Flats: Unsorted mail that you'll manually case by address and sequence.
🗂️ How to Read a Case Label
Every route case displays:
- Street names and address ranges
- Odd/even side designation
- Delivery order (top to bottom, left to right)
Consult your supervisor or On-the-Job Instructor if uncertain about case setup, especially for businesses, apartments, or collection boxes.
🧠 Tips for Efficient Casing
- Case one piece at a time — early accuracy outweighs speed.
- Set aside SPRs and bulky flats for last.
- Maintain organization: labels up, no loose bundles, clear dividers.
- Work quietly and focused to avoid mis-sorts.
📋 Responsibilities and Expectations
- Follow the M-41 Handbook: carriers must case and pull down mail promptly and neatly.
- Case mail matching route delivery order, not just street name.
- Ask supervisors about mail for other routes or unclear items.
- Notify management if casing takes longer than expected.
📉 Common Mistakes to Avoid
- Casing DPS mail unless instructed (wastes time)
- Misreading case labels and slotting mail incorrectly
- Leaving mail uncased or mixed — leads to misdelivery
- Rushing through casing — accuracy matters when learning
📚 Reference Materials
- M-41 Handbook: Duties and responsibilities of city carriers
- Route Inspection Guide (Chapter 2): Covers casing and office time standards
- PS Form 1838-C: Records time spent casing and pulling down mail
Don't be afraid to ask questions. Every route is different, and casing styles can vary from station to station. Speed develops through practice — prioritize accuracy, consistency, and safety initially.
📝 Test: Casing Mail Badge
Ten questions, 70% to pass. You can take it now; sign in to keep the score.
Take the test →MDD Scanner Use
Using the MDD scanner to protect your time, your pay, and your route evaluations.
📱 Using the MDD Scanner: A CCA's Guide
The MDD (Mobile Delivery Device) scanner is one of your most important tools as a City Carrier Assistant (CCA). It tracks your movements, records deliveries, and logs clock rings. Knowing how to use it correctly helps protect your time, your pay, and your route evaluations.
🛠️ Scanner Overview
The MDD scanner performs multiple functions:
- Tracks parcels and mailpiece delivery (via barcode scans)
- Captures clock ring events (Begin Tour, Leave to Street, Return to Office, etc.)
- Records MSP scans (Management Service Points)
- Provides alerts, messages, and delivery exceptions
⏱️ Clock Ring Functions
Every major action in your day begins or ends with a scanner entry. Use these clock rings as instructed:
- Begin Tour – Clock in when your shift starts
- Leave to Street – When you depart for delivery
- Begin/End Lunch – Use both scans to log unpaid lunch
- Return to Office – When you return after completing the route
- End Tour – Final clock ring before you leave for the day
Missed or incorrect clock rings can affect your pay and delivery performance data — double-check before confirming each screen.
📦 Parcel and Mail Delivery Scans
- Scan all barcoded packages before delivery
- If unable to deliver, use "Attempted" or "No Access" and leave a PS Form 3849
- Follow the scanner prompt exactly — it will ask for confirmation and input when needed
📍 MSP Scans
MSP (Management Service Point) scans are fixed points along your route, typically represented by a barcode label on a mailbox or post. When your scanner beeps for an MSP scan:
- Scan as soon as you reach the designated location
- If you miss one, report it to your supervisor at the end of the day
Missing MSP scans too often may prompt route scrutiny, even if you delivered correctly.
⚠️ Scanner Alerts and Exceptions
Your scanner may display alerts like:
- No Access – Gated entry, dog warning, or safety issue
- Duplicate Scan – Already scanned this item (check for errors)
- Invalid ZIP – Package may be mis-sorted or not for your route
If in doubt, follow station policy and report the issue before leaving the area. Document problems when necessary on PS Form 1571 or your daily log.
🔋 Scanner Care and Battery Tips
- Fully charge your scanner before hitting the street
- Keep it in a holster or weather-resistant case
- If it dies or malfunctions, notify your supervisor immediately
📚 Related Tools and Forms
- PS Form 3849: Left when a package can't be delivered
- PS Form 1571: Records undelivered or curtailed mail
- Letter Carrier's Daily Log: Good for backing up your scanner data
When used correctly, your scanner is your strongest protection — it logs your time, proves delivery, and shows management that you're doing your job right. Don't let someone else control your data — scan everything, and scan it right.
📝 Test: MDD Scanner Use Badge
Ten questions, 70% to pass. You can take it now; sign in to keep the score.
Take the test →Uniforms and Equipment
The gear you'll carry, the uniform allowance, and driving USPS vehicles.
👕 Uniforms and Equipment for City Carrier Assistants (CCAs)
As a CCA, you'll be issued the gear and equipment necessary to safely and professionally perform your job. From satchels to scanners to vehicle keys, this guide outlines what you'll use, how to care for it, and what to expect regarding your uniform allowance and LLV operation.
🎽 Uniforms
- CCAs become eligible for a uniform allowance after a designated period — typically after 90 days or conversion to career status (check your local agreement).
- You'll receive a USPS-issued clothing voucher to order items from approved uniform vendors.
- Required items often include shirts, pants/shorts, hat, and weather-appropriate outerwear.
- Always wear your postal ID badge and maintain a clean, professional appearance.
Tip: Buy practical pieces first — weather gear, comfortable footwear, and reflective items are essential.
🎒 Equipment You'll Be Issued
- Mail Satchel — Used for walking deliveries. Must be worn across the shoulder for safety and ergonomics.
- Scanner Holster — Keeps your MDD scanner secure and accessible.
- Dog Spray (when applicable) — Issued in high-risk areas; must be carried in an accessible pouch.
- Keys and Arrow Locks — For relay boxes and apartment panels. Always return keys at the end of your shift.
📱 Mobile Delivery Device (MDD) Scanner
Your scanner is used for:
- Clock rings (Begin Tour, Leave to Street, etc.)
- Parcel delivery scans
- MSP (Management Service Point) scans
- Recording alerts and exceptions
Learn more on the Scanner Use page.
🚚 Driving USPS Vehicles (LLVs and Others)
Many CCAs are required to drive LLVs (Long Life Vehicles) or newer USPS vehicles on mounted routes. Here's what to know:
- USPS Driver Training: You'll attend a formal Driver Safety Instructor (DSI)-led training before being assigned a vehicle.
- LLV Tips: These vehicles are older, right-hand drive, and require caution — especially during turns and in poor weather.
- Daily Checks: Always inspect your vehicle (brakes, lights, tires) before departure.
- Driving Rules: Seatbelt use is mandatory. Park legally and safely at all times. Never leave mail or keys in an unattended vehicle.
Always report mechanical issues and safety concerns immediately.
⚠️ What If Equipment Is Missing or Malfunctioning?
- Notify your supervisor immediately — do not wait until after your shift.
- Request replacement or backup equipment.
- Document problems using your daily log or PS Form 1767 (hazard report form).
📚 Related Resources
- Scanner Use Guide
- Clock Rings and Timekeeping
- Daily Schedule and Breaks
- How to Get Help at Your Station
Take care of your uniform and equipment like your job depends on it — because it does. These tools maintain safety, enhance efficiency, and protect mail integrity and your professional reputation.
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Pass every test in this stage and its award is yours: Gold for an average of 90% or more, Silver 80, Bronze 70, Granite 60. Back to My Training.