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Part 3. Services, Functions and Facilities Use

Section VI. Services

C. Campus Mail Center

1. Responsibility

It is the responsibility of the Campus Mail Center to handle all incoming, outgoing, and intra-campus mail in a prudent and responsible way and in accordance with the regulations and rules set forth by the United States Postal Service (USPS) and the University. Policies and procedures for the Campus Mail Center have been established to facilitate mail handling and reduce operational costs. The Post Office portion of the Campus Mail Center, which is not a branch of the U.S. Post Office, is a service provided by the University to its community as a convenience.

2. Procedure

a. The Campus Mail Center provides all postal services except for the sending of registered or C.O.D. mail, the receipt of C.O.D. mail, and the sale of money orders.

b. University mailboxes for faculty, staff and departments are assigned by the Campus Mail Center personnel. Faculty or staff may request a personal mailbox but are not guaranteed one. The Student Union Ticket Office assigns student mailboxes.

c. Personal mail to off campus locations will be collected by the Campus Mail Center but must have the proper postage affixed.

d. University departments, as well as campus organizations, are responsible for all their postage costs.

Postage is charged back to departments via their departmental accounts. This procedure necessitates proper coding of all mail. Departments are requested to insure that all mail to be metered is bundled by account number. Mail to be charged to the State-appropriated accounts must have the first three digits of the account code visibly marked on the mail. If local or grant accounts are to be charged the complete eight-digit code must be included. All mail must have a return address so the department or individual may be contacted of the mailing needs corrected.

e. Mail should be sorted and bundled together according to handling requirements; stamped mail, Campus mail, international mail, or mail to be metered.

f. Any fliers to be distributed by the Campus Mail Center must be folded either in half or in thirds.

g. Intra-campus mail should be placed in envelopes designed for on-campus uses, i.e., blue campus communication or drilled manila envelopes. DO NOT USE REGULAR WHITE ENVELOPES FOR CAMPUS MAIL. Intra-campus mail that is mixed with mail to be metered will be charged postage and forwarded to the USPS for processing.

h. The Campus Mail Centerís meter machines can seal regular business envelopes if the envelope flap is down and does not overlap another envelope. Manila envelopes cannot be seal by the machines. Please check with the Mail Center regarding the possible use of machines to seal invitation style envelopes.

i. Before creating mailers, departments should contact the Campus Mail Center for advice as to whether the mail piece is properly designed for the best postage rate. Meter machines use red ink, so if the mail piece or envelope is red or a dark color the meter imprint will not show and it will be returned for postage by the USPS.

j. When using ISU labels to mail large envelopes or packages, the department name and account number must be typed at the top of the label. Without this information, the Mail Center can refuse to take the package.

k. Outgoing mail is picked up from campus departments and drop boxes twice daily at 12:00 noon and at 2:00 p.m. The United States Postal Service picks up mail from the Campus Mail Center at 2:00 p.m. and 5:00 p.m.

Any mail that misses the Mail Centerís last pick up can be hand carried to the Mail Center, provided it is there before 4:50 p.m., (3:50 p.m. during summer hours), when the Mail Centerís window is closed.

l. All departmental mail will be sent out at first class rates unless the department indicates otherwise on the mail piece.

m. Airmail only applies on items being sent to other countries.

n. First class incoming mail is distributed to campus boxes and departments by 8:30 a.m. weekdays and to campus boxes on Saturdays.

o. Mail addressed to an individual where Idaho State University has been included as part of the address will be considered by ISU as a partnership for claim purposes and will be subject to opening for inspection, inventory and order reconciliation.

p. USPS Express Mail, International Express Mail, Global Priority Mail, and Delivery Confirmation for Priority and Standard Mail is available through the Campus Mail Center.

3. Distribution of Written or Printed Matter

a. Written or printed matter without postage shall not be distributed through the Campus Mail Center unless it is official University business and is being distributed by a recognized office, department, professional organization, or student organization of the University. Approved ISU student organizations, including religious organizations, may use the Campus Mail Center services for conducting the business of the organization.

b. Material of a commercial or personal nature or material distributed by organizations not approved, as set forth in 3.a. above will not be distributed through the Campus Mail Center unless the postage has been paid.

c. Under no circumstances shall written or printed matter, except that which is received from the USPS, be distributed through the Campus Mail Center unless it shows the name and address of the person, department, or organization responsible for such distribution.

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