M-1.1.1 - PURPOSE
M-1.1.2 - SCOPE
M-1.1.3 - RESPONSIBILITY
M-1.1.4 - AUTHORITY
M-1.2 - SERVICES
M-1.2.1 - STATEMENT
University Mail Services is responsible for all policies related to centralized mail activities at all University locations. These activities include, but are not limited to, the delivery, pick-up, sorting and processing of mail; coordination of courier services; messenger services; central facsimile services; tendering for related goods and services; folding of applicable material and inserting of this material into envelopes; providing advice on the proper procedures for processing of mail and related services.
University Mail Services is funded to support the collection and distribution of University documents only. University postage costs, and all other associated costs, are to be used for the sending and receiving of University materials only. Other than exceptions as noted in M.1.2.5, no other mail is to be directed through the university's Mail Services.
M-1.2.2 - INCOMING MAIL
M-1.2.3 - OUTGOING MAIL
M-1.2.4 - UNDELIVERABLE MAIL
Mail that is received at University Mail Services, which does not have sufficient address information so as to complete delivery, may be opened by a supervisor (or designate) in an effort to identify the intended recipient. This includes outgoing mail which has been returned to the university as undeliverable, and which does not contain sufficient return address information.
Mail Services will make every reasonable attempt to ensure the confidentiality of any mail that must be opened for identification purposes.
M-1.2.5 - PERSONAL MAIL
Mail Services is not intended to be used for the processing of personal mail. However, Mail Services will exercise discretion in the handling of some mail that may be considered personal, and which is received at Mail Services.
- Any incoming personal mail will be delivered as addressed.
- Outgoing personal mail will be processed as long as it is properly prepared and has the correct postage attached.
- Under no circumstances will Mail Services send or receive personal mail that requires special handling or care.
- Mail Services reserves the right to refuse processing of any personal mail whenever circumstances warrant such action.
- Outgoing personal mail is not to contain the university address as the return address.
M-1.2.6 - CHAIN MAIL
M-1.2.7 - COURIER
M-22.214.171.124 - OUTGOING COURIER ITEMS
M-126.96.36.199 - INCOMING COURIER ITEMS
- Attempt delivery of item as addressed.
- If undeliverable as addressed, courier is to bring the item to the appropriate general office.
- If there are further delivery problems, the courier is to contact Mail Services to resolve.
- If delivery still cannot be completed, the courier service is to bring the item to Mail Services. At this point, delivery by courier will be deemed complete and Mail Services will accept responsibility for delivery to destination.
M-1.2.8 - MESSENGER SERVICES - EXTERNAL
M-1.2.9 - MESSENGER SERVICES - INTERNAL
M-1.2.10 - FACSIMILE SERVICES
M-1.2.11 - FOLDER/INSERTER SERVICES
M-188.8.131.52 - FOLDER/INSERTER SERVICE REQUIREMENTS
- Material should be properly prepared. Each request has unique requirements. Contact Mail Services for advice on material preparation.
- Material should be consistent in size and weight.
- Appropriate scheduling and lead-time should be provided. For larger jobs (500 pieces or more), at least two days notification is required. Smaller jobs would not require as much lead-time. However, equipment has to be readied, and resources made available for any size of job; therefore, clients should provide for this in their scheduling.
- Mail Services reserves the right to refuse work for folder/inserter services if it is felt that by providing this service, the sorting and delivery of mail would be impeded. In these circumstances, it will be the responsibility of the requestor to find other resources for this service if necessary. Mail Services will be available to provide advice in these situations.
M-2.1 - BUDGET ALLOCATION
- The university's postage budget is decentralized. Funding is allocated to departmental accounts for costs associated with postal charges as part of base budget allocation. It is each department's responsibility to reconcile postal charges, and to initiate enquiries regarding same.
- Mail Services will process all properly prepared outgoing mail and courier items, and where necessary, affix postage or assign postal costs for mailing. Mail Services will maintain an ongoing daily record of all related postal and shipping charges, by account code, and, at the end of the each month, submit this record to the Department of Financial and Administrative Services for the transfer of costs from the various accounts, to the Mail Services account. Records will be maintained for reconciliation and for reference in responding to enquiries.
- In order to avail of special reduced postal rates on certain items, Mail Services will maintain a float for the cost of mailing of these items. Normally, these costs will not be recovered from departmental accounts.
- As per established guidelines, Mail Services will identify, and employ the most effective and economic method for mailing of all items. Exceptions to this policy may be made on the request of the mailer.
All mail should be sent in proper envelopes, or in the case of parcels, should be wrapped and secured so as to withstand the handling involved in shipping. All mail should be clearly and properly addressed; external mail should include a university return address in the upper left hand corner. This return address should contain the name of the sender, the section, department or any other reference that may be necessary to ensure prompt return in the event of non-delivery.
M-3.1 - EXTERNAL LETTER MAIL
M-3.2 - INTERNAL LETTER MAIL
M-3.3 - PREPARATION OF PACKAGES FOR DELIVERY (INTERNAL OR EXTERNAL)
M-3.4 - MAIL FOR SPECIAL HANDLING
M-3.5 - BULK MAILINGS
M-4.1 - STUDENT MAIL - INCOMING
M-4.2 - STUDENT MAIL - OUTGOING
Mail and postal services have been used as a means of sending harmful mail, including letter-bombs. Letter-bombs are usually prepared so that on opening, an explosive device is triggered which can cause serious injury or death. These devices can be in the form of a parcel or a letter and the outward appearance is limited only by the imagination of the sender.
M-5.1 - DESCRIPTION OF SUSPICIOUS MAIL
- Mail bombs may be addressed to specific individuals and could bear restrictive endorsements such as "PERSONAL", "PRIVATE", "TO BE OPENED ONLY BY", etc.
- No return address, or the return address may be fictional or indecipherable.
- Addressee's name and title may be inaccurate.
- Distorted handwriting, or home-made address labels with cut-and-paste lettering.
- Protruding wiring, aluminium foil, oil or grease stains on wrapping. Also, letter-bombs can emit a peculiar odor.
- Cancellation marks or postmarks may indicate a different location than the one listed in the return address.
- Excessive amounts of postage using low denominations.
- Excessive wrapping, binding, and tying material.
- Unprofessionally wrapped items with several combinations of tape used to secure the package and endorsed "Fragile - Handle with Care", or "Rush - Do Not Delay", etc.
- Items that appear rigid, uneven or lopsided.
- Irregular shaped items with soft spots or bulges.
- Items which have a buzzing or ticking noise or sloshing sound.
M-5.2 - SUSPICIOUS MAIL...APPROPRIATE ACTION
- Do not put the item in water or in a confined space such as a desk drawer or cabinet.
- If possible, open windows in the immediate area to assist in ventilating potential explosive gases.
- If there is any reason to believe an item is suspicious, call the area supervisor, or Campus Enforcement and Patrol.
- When appropriate to do so, report the incident to the supervisor of Mail Services.
Mail Services does not handle, nor does it coordinate, delivery of goods that are deemed as either dangerous or hazardous. Departments or individuals wishing to ship something of this nature are to contact appropriate shippers. Enquiries regarding dangerous and hazardous goods should be directed to Facilities Management, Safety Office.