08:05:00 Mailing Services

Purpose

To establish guidelines for postal services and an efficient mail delivery system.

Policy

I. Scope

The college has a designated Postal Service Department. The hours of operation are Monday through Friday, 8:00 a.m. to 3:00 p.m. The department is located in the College Center Building, Room 143. The United States Postal Service (USPS) delivers incoming mail to the campus prior to 10:00 a.m. Monday through Saturday.

Standard outgoing mail is picked up by USPS at both the morning mail drop and again by 4:00 p.m. Mail should be delivered to Postal Services prior to 2:30 p.m. in order for it to go out the same day. Mail delivered to Postal Services after 2:30 p.m. will be included in the next day’s mail. All outgoing mail should have a return address with the department listed. The organizational code to charge postage should also be included, especially if the department has numerous codes.

There are a number of ways in which mail pieces can be sent (e.g., first class, bulk rate, etc.). A department should consult with the postal service clerk for assistance in identifying the most cost efficient means of sending mail.

II. Certified, Return Receipt, and Insured Mail

Forms and information required for mailing these items can be obtained from the postal services clerk. All mail requiring these services should be delivered to Postal Services before 9:00 a.m. in order to be processed for pick up by the morning postal carrier. Any mail requiring these services not delivered in time for the morning pick up will be included in the next day’s mail. Any items the morning USPS carrier will not handle will be taken to the post office.

III. Bulk Mailings

Special instructions apply when processing bulk mailings. The postal services clerk or postal services supervisor can provide these instructions. Please allow a minimum of two days for postal services to process all bulk mailings. Bulk mailings larger than 1,000 pieces, or of an unusual size, may require additional processing time. Please contact the postal services supervisor to advise of an upcoming “bulk” mailing, especially large mailings over 1,000 pieces, so that appropriate arrangements can be made.

IV. FedEx

FedEx currently holds the state-wide contract for shipping (services other than USPS) for the TBR system. To send an item via FedEx, call or email the Purchasing Office for instructions (if needed) and to schedule a pick up for the item. Once a pick-up has been scheduled by the Purchasing Department, envelopes and small boxes should be placed in the black lockbox at the College Center loading dock. Arrangements for larger items that will not fit in the lockbox can be made through the Shipping & Receiving department.

V. UPS

Only items with a prepaid shipping label or items being billed to a third party may be sent by UPS. Items being sent via UPS Ground service may be delivered to the Shipping & Receiving Department for pick up by UPS. UPS will not pick up on campus for any delivery method other than UPS Ground.

All campus mail services are to be utilized for official campus outgoing, incoming, and interdepartmental mail processing only. Mail of a personal nature can be included in the outgoing mail as long as the item has the appropriate postage/stamp(s) already attached. Personal, stamped mail may also be deposited in the USPS mailbox at the College Center loading dock. 1/15; 05/16