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Policies and Procedures

Finance & Administration

4-OP-A-5 Postal Services

Responsible Division: Finance and Administration
Approving Official: Vice President for Finance and Administration
Effective Date: January 1, 2014
Last Revision Date: Unrevised at this time.
   

OBJECTIVE

To describe the services provided by Postal Services and the procedures for obtaining those services.

OVERVIEW

University Postal Services is responsible for the operation of the intra-campus mail service. Postal Services also posts all official University mail and delivers all mail that is sent to the University via the U.S. Postal Service. The intra-campus mail service does not handle personal or unofficial mail.

The proper addressing, packaging, and classifying of mail to be forwarded to the U.S. Postal Service is the responsibility of the person sending the mail.

All requests for University departmental mailing lists should be made through Postal Services.

A.  INTRA-CAMPUS MAIL

There are regular pickup and delivery points established for intra-campus mail. One pickup and delivery is scheduled for each business day. Intra-campus mail will be delivered to USPS by the next business day.

University departments and student organizations are afforded first priority in using intra-campus mail service. Mail must be for University business or in the University's interest. Organizational mail addressed to student post office boxes must have a student's correct name and box number.

University related groups and organizations not officially recognized by or affiliated with the University are afforded second priority in the use of intra-campus mail. Second priority mail addressed to faculty and staff must be correctly addressed with departmental name and mail code and must be in mail code order. This enables Postal Services to work second priority mail in the shortest possible time, resulting in faster service for such mail.    

B.  ADDRESSING INTRA-CAMPUS MAIL

The correct method of addressing intra-campus mail is illustrated here:

Sarah Dorsey (name of addressee)
Meteorology + 4520 (addressee's department and mail code)
CAMPUS MAIL

Intra-campus mail is sorted by department and mail code; therefore, building name should not be used unless a department is located in more than one building.

Changes in departmental names, or moves by departments should be brought to the attention of the Postmaster, by memorandum, from the appropriate department head.

C.  STUDENT CAMPUS MAIL

Students and student organizations rent post office boxes at the University Post Office located in the Oglesby Union. . Intra-campus mail being sent to the students or organizations must be addressed to the post office box with "”STUDENT MAIL" clearly indicated in the address and should include the student box number. With mass mailings, the mail piece should be totally unaddressed

Intra-campus mailers (the large brown envelopes that are used as containers for intra-campus mail) are not to be used to send mail to student post office boxes.

D.  U.S. MAIL

Official University mail to be sent through the U.S. Postal Service will be accepted at the University Post Office between 8:00 a.m. and 4:30 p.m., Monday through Friday. Mail should be delivered to the University Post Office located at 800 West Madison Street.

ADDRESSING U.S. MAIL

Mail to be sent by the U.S. Postal Service should have the addressee's name on the first line; the street address, post office box number or the rural route number on the second line; and the city, state, and zip code on the third line. In addresses to multi-unit buildings, the department, room, or suite number must appear after and on the same line as the street address.

A correct zip code must be placed on all official University correspondence. Correct zip codes can be obtained by accessing the U.S. Postal Service web site or by calling University Postal Services.

All official outgoing mail must have the University department's return address included.

E.  METERED MAIL

Only official University mail is to be sent to the University Postal Services to have postage affixed. The following categories of outgoing mail are not acceptable for processing by University Postal Services:

Mail that is personal in origin, nature, or purpose, including such matter as holiday greeting cards, bills or payment of bills, correspondence, obscene or fraudulent material and chain letters.

Material essentially for personal or professional gain, including manuscripts, matter soliciting for business or profit, advertising material promoting off-campus enterprises, and matter in support or promotion of lotteries.

  • Any literature essentially political or religious in nature, such as written or printed circulars, flyers, posters, cards, letters, stickers, pamphlets, booklets, books, memoranda, correspondence, or similar material.
  • Any type of petition, request or solicitation not related to an official organization or agency of the University.
  • Mail from non-University persons, groups, and organizations.
  • Mail that does not carry a return address, is smaller than 3 ½ x 5 inches, is of improper size or weight, or that contains improper permits or addresses.
  • Material or handouts to be placed in students' postal boxes from organizations or agencies that have not received approval from the Postmaster.
  • Mail that in any way violates the United States Postal Regulations as stipulated in Federal Statutes

F.  PREPARATION OF METERED MAIL

All mail to be metered by University Postal Services must be separated based on the type of service required. Each bundle of outgoing mail must have a completed FSU Postal Services Charge Slip attached. Proper preparation of mail and charge slips is the responsibility of the originating department. Mail received without proper preparation or with incorrect charge slips attached will be returned to the department. Departments must ensure that the charge slip is secured to their mailings. Questions concerning proper preparation should be directed to Postal Services.  

Postal Services is a full-service mailing and shipping facility. For more information about services offered, visit postal.fsu.edu.