ADMINISTRATIVE POLICY GOVERNING
CAMPUS MAIL SERVICES
- Addressing & Mailing's campus mail function carries documents and correspondence pertaining to official University business between campus offices at the University of Minnesota
- Central University funds support this activity. Policies governing this service are enforced through the appropriate offices with reliance on the good judgement of members of the University community
- Infractions are normally handled after the fact. Addressing & Mailing does not open or read mail to determine adherence to policy
- Addressing & Mailing serves faculty and bona fide student groups (usually bulk mailings)
- The mail of a faculty group must be official university business, that is to say related to the academic mission of the University
- Student groups need only be registered, in good standing, with the Student Involvement Center to be considered bona fide.Campus Mail does not carry mail for solicitation of funds. This policy is subject to exemptions granted by the University's Administrative Committee
- Present exemptions are the Community Fund Drive.
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Who is responsible for redirecting mail?
The only reason the Addressing & Mailing campus mail function exists is to carry official University business mail. The monitoring of the contents of campus mail is left up to the good judgment of the University community. We assume that all campus mail in our system is official University business and not personal business.
The Addressing & Mailing campus mail function is responsible for redirecting U.S. mail for a department that has moved. We also assume that all redirected U.S. mail in our system is official University business.
Assuming that all mail in our system is official University business, we further assume that all mail in our system is related to the business of the department to which it is addressed and not to the individual.
Therefore, all mail in our system should be delivered to the department to which it is addressed regardless of the individual named on the envelope.
If the department receiving the mail determines from the contents of the envelope that it should follow an individual that has changed departments, the piece must be readdressed to the new department location. Otherwise, it must be processed as business related to the department to which it is addressed.
This includes but is not limited to upper administration such as the President, Vice-Presidents, Deans, etc.
It also includes mail for people that have left the customer department so many years ago that no current employees remember; which requires each department to keep an historical file of past employees with forwarding addresses.
When all of the occupants move out and new occupants move into a space, Addressing & Mailing and the U.S. Postal Service do their best to forward mail. It is expected, however, that there will be some mail that the new occupants will have to forward through campus mail. Cross out only the incorrect information and add new information before putting the piece in campus mail.
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Processing of Bulk Campus Mail
Addressing & Mailing requires that all campus mailings of at least 50 pieces that are either identical or mailed from a reproduced mailing list be presorted and banded by building or placed in delivery code order.
The Mayo Mailroom requires any mailing of over 25 pieces for Academic Health Center buildings be sent to a Mayo Mail Code (MMC) number and be presorted in MMC number order.
Definition of "presorted"
- Be sure to use a complete campus address on all pieces; Name, Department, Rm Number (or Mayo Mail Code number), official building abbreviation, and Campus Mail Delivery Code.
- All mail "facing" the same direction.
- All mail for one building in one bundle. If the size of the piece or the number of pieces requires more than one bundle for a building, the bundles must be kept together and kept "faced". Keep in mind that most computer generated mailing lists on campus, especially the large ones like Human Resources (People Soft) and Addressing & Mailing, are already in building order. Check to see if the sequence goes across the page or down the page.
- If your addresses include Campus Mail Delivery Codes, you can keep the mailing in strict code order rather than bundling by building.
- If there is enough mail for the same building to fill a box, label the box for the building. Be sure all other addresses on the box are crossed off.
- Use rubber bands for large bundles and paper clips for small bundles (2 or 3 pieces).
- If the mailing is small, band the entire mailing together to keep it faced.
- If the mailing is large, put the mailing in a box or boxes to keep it faced.
- Include a slip of paper with a return address and contact person so undeliverable pieces can be returned.
- If the mailing is very large, call Campus Mail to make arrangements for special rolling equipment before beginning.
- Notify Addressing & Mailing at 5-6560 before 4:15 p.m. for next morning pickup.
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Volume UPS pick ups
Customers with UPS pick ups that would require more than one trip into the building have two options.
First, they can let us carry them over as many days as necessary to limit it to one trip per day. This would coincide with our mail collection routine. Make arrangements with Addressing & Mailing to store the parcels until they were all there or ship them out as they arrive.
Second, they can place a Campus Courier order and pay us to take them all at one time with a larger truck.
Even if they choose not to place an order, we reserve the right to transport them all at one time if it works better for us.
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When Departments Move they Must:
- Update all Staff/Faculty on HRMS database.
- Use the "Move Request Form" to request a change in Campus and/or U.S.Mail Service.
- Make arrangements with another department remaining in the old building to forward any misdelivered mail, both U.S. and campus, through Addressing & Mailing.
- Send U.S. change of address cards to publishers and correspondents. A good way to do this is to follow up on misdelivered mail when it is finally received.
- Notify departments on campus that regularly send mail.
Include:
| Payroll |
545 WBOB |
| University Relations |
6 Morrill Hall |
Training Services(CUFS Managers)
|
260 WBOB |
| Human Resources |
200 Donhowe |
| Addressing & Mailing |
190 PSB |
- Send change of address information to any departments from which you receive bulk campus mail. We can supply cards for this purpose upon request.
|
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