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Service Name: Campus Mail Services

Description:

Mail Services sort, deliver and process all internal and external (Canada Post) mail for every department of the main St. John’s campus of Memorial University as well as for the Health Science Center which includes Memorial University and Eastern Health departments.

What's included:

  • Special delivery throughout the city (banks, law offices, government offices, service providers, etc).
  • Mail courier and parcel delivery to most departments on the main campus twice a day, once a day in the summer.
  • Mail, courier and parcel delivery to off campus departments (eg Ocean Sciences Center) once a day.
  • Mail, courier and parcel delivery to all departments at the Health Science Center once a day.
  • Special delivery to Marine Institute and Grenfell Campus.
  • A folding/inserting service whereby single sheets can be folded and inserted into envelopes (ex. Accounts payable cheques, lab reports and T4s).
  • Processing of mail for outside doctor’s offices to be delivered by courier.
  • Delivery of Computer Purchasing items to all departments.

How to request this service:

Main Campus:
Mail can be dropped off and picked up at any administrative office within the St. John’s Campus for delivery. Requests for mail services, special delivery services or related questions can be addressed to:

A-1017
Tel: 709-864-8231
Fax: 709-864-4569

Health Science Center:
Mail can be dropped off and picked up at any administrative office within the HSC or Mail Services H-1229. Requests for mail services, special delivery services or other related questions can be made to HSC Mail Services.

H-1229
Tel: 709-777-6713
Fax: 709-777-6400

Who can avail of this service:

  • Faculty and staff of Memorial University .
  • Staff of Eastern Health.

Out of Scope:

  • Mail delivery within Grenfell Campus and the Marine Institute are handled by separate mail units.

Availability:

  • Open 8:30 a.m. – 4:30 p.m. Monday – Friday, excluding University holidays.

Response Times:

Main Campus:

Metric Resolution Time Target (Measured Monthly)
Mail pick-up 4 hours Mail is picked up and delivered twice a day in the fall and winter, and once a day during summer hours.
Internal Mail Delivery 8 hours Mail is delivered at the next scheduled delivery run (i.e. mail picked up in the morning is delivered that afternoon)
Folding/inserting service for large mail-outs 24 hours 95% of requests handled within 24 hours

 

Health Science Center:

Metric Resolution Time Target (Measured Monthly)
Mail pickup 8 hours Mail, parcels and courier items are picked up and delivered once a day.
Internal Mail Delivery 24 hours Mail is delivered at the next scheduled delivery run (i.e. mail picked up in the morning is delivered the next morning).

 

Cost:

  • Departments are billed on a monthly basis for all external postage only
  • Internal mail delivery to St. John’s main campus, the Marine Institute, the Health Sciences Centre and Grenfell Campus are free of charge

Processes and Tools:

  • Mail that requires postage should be sent in a departmental envelope for charge back purposes.
  • All departments have two slots (external, internal) that help sort the mail before it reaches the mail room.

Accountabilities and Key Roles:

  • Mail Services – responsible for pickup, sorting and delivery
  • C&C’s Admin and Finance group – responsible for Billing

Key Performance Indicators:

  • External Incoming
  • Internal Deliveries
  • Processed Outgoing Mail
  • Hand Carries and Special Handling

Revision: March 2014
Service Owner: Manager, Finance and Administration

 

 

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