Service Name: Central Mail Services
Description:
The Central 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.
What's included:
- A folding/inserting service whereby single sheets can be folded and inserted into envelopes (for large mail-outs by the department – ex. payroll cheques, T4s).
- Special delivery throughout the city (banks, law offices, government offices, etc.).
- Mail delivery to most departments twice a day, once a day in the summer
- Special delivery to Marine Institute, Health Sciences Centre and Grenfell Campus
How to request this service:
- Mail can be dropped off and picked up at any administrative office within the St. John’s Campus for delivery
- Requests for special delivery options or questions can be addressed to:
A-1017
Tel: 709-864-8231
Fax: 709-864-4569
Who can avail of this service:
- Available to all faculty and staff of the main campus in St. John’s
Out of Scope:
- Mail delivery within Grenfell Campus, the Marine Institute, and the Health Science Centre are handled by a separate mail unit.
Availability:
- Open 8:30 a.m. – 4:30 p.m. Monday – Friday, excluding University holidays.
Response Times:
| Metric | Target (Measured Monthly) |
| Mail pick-up | Mail is picked up and delivered twice a day in the fall and winter, and once a day during summer hours. |
| Internal Mail Delivery | 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 | 95% of requests handled within 24 hours |
Cost:
- Departments will be 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 – Billing
Key Performance Indicators:
- Mail delivered per year
- Pieces of international mail delivered
- Types of mail processed per department
- Number of inserts completed per year
Revision: February 2011
Service Owner: Finance and Administration - Debbie Earles, Manager
