DIXIE STATE COLLEGE OF UTAH

POLICIES AND PROCEDURES MANUAL


Section: 6-Administration

Policy No: 76

Approved: 11/15/96

Policy: GENERAL MAIL POLICY

6-76 GENERAL MAIL POLICY

76.1 PURPOSE

76.1.1 To outline a central mail and shipping and receiving policy to guide Dixie State College personnel as to with appropriate procedures, methods and services of the Mail Services Department.

76.1.2 GENERAL SERVICES. The mail service is established to distribute incoming mail, to collect and process outgoing mail, and to collect and distribute interdepartmental mail.

76.3 U.S. POSTAL SERVICE AFFILIATION. The campus mail service is not a branch of the U.S. Postal Service. The U.S. Postal Service considers incoming mail to have been delivered to the addressee when it is delivered to Mail Service, and outgoing mail becomes U.S. Mail upon delivery by Mail Service to the U.S. Post Office.

76.4 PERSONAL MAIL. The handling of personal mail is done as a convenience by Mail Service. All personal mail must be sealed and the proper postage affixed. Using Mail Service for personal business is strongly discouraged.

76.4.1 The handling of personal mail for the patrons of the residence halls, conference center and bookstore is within the scope of services provided by Mail Services.

76.4.2 Parcel post packages. (Policy 6-77).

76.5 MAIL DELIVERY. Each building or academic division is provided with a central mail location. Someone within the department or division is to be assigned by the Division Dean the responsibility to receive and distribute incoming mail. Mail Services shall be informed of the designated person. Incoming and outgoing mail service is provided once daily except for the Administration Bldg. (See attachment A)

76.6 OUTGOING MAIL & IDENTIFICATION.

76.6.1 All outgoing mail must show the sender, department, and proper 6 digit account number in the upper left hand corner.

76.6.2 Standard College envelopes are to be used.

76.6.3 Normally, College letter envelopes should not be sealed or have postage affixed.

76.6.4 On-campus envelopes can be sealed if the contents are of a personal nature, such as a letter from the Human Resource Department or Payroll. Sealed envelopes may be investigated by the Mail Service unless other explanation is attached such as "checks enclosed"

76.6.5 Envelopes larger than letter size must be closed and sealed.

76.6.6 Only College envelopes or flyers with the six digit account will be allowed to pass through the postage meter.

76.7 BULK MAILING.

76.7.1 Dixie State College is authorized to send large mailings at standard bulk rates under specific conditions.

76.7.2 Only Dixie State College departments or organizations may use the bulk mail permit. No other persons, organizations or associations may use the college permit.

76.7.3 The mailings may not include non-college information or solicitations.

76.8 BULK MAILING PREPARATION.

76.8.1 Bulk mailings are to be addressed, presorted and bundled by the originating department.

76.8.2 Mail services will originate paperwork, apply postage, sack, tray, label and deliver to the post office.

76.8.3 Large bulk mailings should have the permit printed directly on the envelope.

76.8.4 Bulk mailing procedures may be obtained from mail services.

76.9 OUTGOING MAIL DEADLINE. Mail requiring postage must be to the Mail Services no later than 1:00 p.m.

76.10 WEEKEND AND HOLIDAY SERVICE. The Mail Services Department is closed on weekends and on all holidays.

76.11 INTER-CAMPUS MAIL. All campus mail should be placed in provided inter-campus mail envelopes with the receiving person and building clearly identified.

76.12 INTER-CAMPUS WIDE MAILINGS. Campus-wide mailings such as memoranda, flyers or handouts for all faculty and staff should have an appropriate number of copies placed in a campus mailer for each division or building, and identified for delivery.

76.13 CHARGES AND BILLINGS. Each department is billed monthly for a portion of the actual postage by budget account. The average charge back for each account is 20-30% of the actual cost of postage.

76.14 CASH TRANSACTIONS. Stamps are not available from Mail Services. Money is not to be affixed to personal mail. Personal checks cannot be accepted at the mail services.

76.15 CONFIDENTIALITY. Mail handled by Mail Services shall be kept confidential to the extend reasonably possible, subject to need to enforce Dixie State College policies.

ATTACHMENT A

DELIVERY LOCATION

RESPONSIBLE POSITION (See 6.0)

Administration Building South

President

Administration Building North

Executive Director of Business Affairs

Financial Aids Office

Department Director

Dixie Center Office

Center Director

Continuing Education Building

Division Dean

Gymnasium

Department Chair

Graff Fine Arts Center

Department Chair

Family & Consumer Science/Health Building

Department Chair

Library

Director of Library

Vice President of Student Services Office

Vice President of Student Services

Book Store

Bookstore Manager

Registration Office, SSC

Registrar

School Relations

Department Director

Cafeteria Office, SSC

Director of Food Services/Student Center

Browning Building

ASC Manager

Science Building

Department Chair

Housing Office

Housing Director

McDonald Building

Department Chair

Jennings Trades and Industries Building

Department Chair

Maintenance Building

Executive Director of Plant and Planning

Dixie State College Conference Center

Director of Conferences and Workshops

Udvar-Hazy Business Building

Division Dean