University Policies

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  • Policy Title: Mail Services
  • Policy Number: ESU-FA-2011-018
  • Effective: February 28, 1987
  • Adopted: October 27, 2011
  • Last Reviewed: October 27, 2011
  • Amended: N/A
  • Related Policies: None

Policy Statement:

It is the responsibility of all University departments and personnel to ensure that University mailings comply with USPS regulations and established procedures by University Mail Services.

(USPS regulations are on file with University Mail Services).

Only official University mailings shall be paid for by University.

Public funds shall not be utilized for personal or non-University related mail.

All University departments personnel should prepare mailings to take advantage of the least costly level of acceptable service.

All outgoing mail must contain the department’s return address and account code number on each mail piece.

Postage and shipping fees will be charged back to the department generating the mail piece or mailing.

The campus mail system is intended for official inter-departmental mail only.

The respective department shall process all mail within a department.

ESU employees utilizing the campus mail system for personal mail is discouraged and such service may be denied and result in mail being held by University Mail Services for individual pick up.

Pickup and delivery of mail will be limited to a single point of contact per University department name. (Residents’ mail is excluded).

Private couriers, such as Federal Express, UPS, etc., are to be contacted and paid for directly by the department utilizing such service.

University Mail Services operates Monday – Friday, excluding holidays and instances where the University is officially closed.

Departments must contact University Mail Services by phone or email to make special arrangements when packages contain items that are hazardous, require refrigeration or need special attention.

The following items are prohibited in transport through the USPS and ESU Mail Services: perishable food, cash, explosives, or contraband items.

Appeal Statement:

Not Specified in Current Policy

Definitions:

United States Postal Service is identified as USPS.

Other Relevant Information:

Pick Up and Delivery Procedure

Redirection and Forwarding of Incoming Mail Procedure

General Mail Guidelines

Types of Mailings - Special Services