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Policy and Procedure ManualChapter 310, Communications and Technology Responsible Department: Mail
Division This section outlines policy and procedures regarding use of the UCD mail system, including collection and delivery, preparation of mail by departments, and special services. Additional information regarding mail services at UCDMC is available in UCDHS Hospital Policies & Procedures Manual Section 3483. A. The Mail Division is responsible for providing mail services to campus departments and UCDMC, including collection and delivery of campus, intercampus, domestic, and international mail. Orchard Park, Solano Park, Russell Park, The Colleges at La Rue, La Rue Park, and off-campus student housing facilities are not served by the Mail Division. B. The campus mail service shall be used exclusively for official University business. Employees shall not send or receive personal mail through the campus mail service. The Mail Division will not process or deliver any mail of a political or personal nature that originated in University departments. The Mail Division may open and return to the originator all materials presented for distribution either on or off campus that do not comply with policy concerning distribution of literature (Section 310-25) or policy regarding use of the campus mail service. C. All campus departments and affiliated organizations are charged for the total amount of postage on outgoing U.S. mail and UPS shipments plus a surcharge for handling. There is also a charge for the delivery and collection of mail, which can vary depending on the level of service requested (see III-B, below). D. "One Shields Avenue" is the common street address required by the U.S. Postal Service for all mail sent to the Davis campus. Only those departments located off of the Davis campus who have a street address recognized by USPS and receive mail directly from USPS can omit this street address from their mailing address and return address. (See also Section 310-55.) III. Use of University Mail Services A. The following individuals and organizations are permitted access to the University mail system subject to Federal Private Express Statutes and Regulations: 1. UCD departments; 2. Faculty, staff, and students for official purposes related to the business of the University; 3. Academic, staff, and student organizations and alumni and support groups established in accordance with campus regulations (see Section 270-05). The following individuals and organizations are not permitted postage-free use of the University mail system: 1. Any individual or organization for commercial purposes; 2. Organizations not officially sponsored by or affiliated with the University; 3. Any individual or organization for or in connection with general religious or political purposes or activities; 4. Non-University organizations soliciting funds, except for charitable organizations that have received prior approval from the Chancellor or his/her designee. B. Mail stations Mail stations serve departmental activities; there is an established delivery charge for this service. Most departments have one mail station and receive a delivery and collection once a day, provided there is a sufficient volume of mail. To establish a new mail station or to relocate an existing station, complete the Request for New Mail Station/ID Number form (http://maildiv.ucdavis.edu/forms) and forward to the Transportation Manager, Mail Division. C. Collection and delivery times Mail Division personnel collect and deliver mail at established stations daily, Monday through Friday, at times coordinated with U.S. Postal Service schedules. There are strict requirements for express mail services (see http://maildiv.ucdavis.edu). D. Special Messenger Service The Special Messenger Service is available for campus mail of an urgent nature that requires immediate delivery at times not consistent with the regular mail schedule, and the collection of express mailings. Items may be collected from and delivered to established mail stations, on a first-come, first-served basis, from 9:00 a.m. to 4:00 p.m. Complete the Special Messenger Request form (http://maildiv.ucdavis.edu/forms) or call the Mail Division at 752-MAIL (752-6245) to request service. E. Recharge (ID) numbers The ID number should be shown in the upper left corner of each piece of mail above the return address. For bundled mailings of 10 pieces or more, only the top piece in the bundle needs the ID number. Departments are generally limited to one recharge number (ID number). To establish a new or an additional ID number, complete Request for New Mail Stop/ID number form (http://maildiv.ucdavis.edu/forms) and forward to the Operations Manager, Mail Division. The same form should also be used to cancel or to change an ID number. F. Stamp purchases Departments may purchase First Class U.S. stamps (one-ounce denomination) in blocks of 100 from the Mail Division for use in emergencies and after-hours mailings. Complete a Stamp Request form (http://maildiv.ucdavis.edu/forms) or send a letter from the department head or designee stating the reason for purchasing stamps, the number of blocks required, and the approved mail ID number to be charged to the Operations Manager, Mail Division, to request stamps. G. Mail Preparation 1. Departments should bundle or otherwise separate mail by type (campus, intercampus, U.S., or international mail) and classification (First Class, Parcel Post, etc.) within mail bins and provide suitable identification for each. Mail prepared in this manner will be processed and dispatched before all other mail. 2. Departments must contact the Transportation Manager, Mail Division, in advance to arrange for collection of large mailings that cannot be accommodated in mail sacks. Whenever possible, a special collection will be scheduled to expedite processing and dispatch time. 3. Special services a. Mail requiring special services (e.g., registration, certification, or insurance) should be grouped together with proper forms attached and marked "special services." The type of service should be indicated on each item. b. Departments are urged to insure all items of value (films, tapes, and slides) being mailed. Items such as manuscripts can be insured only for their material value, not their intrinsic value. 4. Size, weight, and preparation requirements The Mail Division will return to the originator material that does not meet size, weight, and preparation requirements. If necessary, material will be opened to determine the originating office. H. Forwarding of mail Departments are responsible for forwarding mail to departmental staff on leave or at other campus locations. The U.S. Postal Service will not process change of address forms for University addresses. A. For additional information on Mail Division services, fees for services, forms, and guidelines for proper mailing of campus, U.S., and international mail, see http://maildiv.ucdavis.edu. B. For information on Bulk Mail Center production services, call 530-752-6685. C. For information on insuring items for mailing, see the Risk Management Services Web site at http://rms.ucdavis.edu. V. References and Related Policies A. UC Business & Finance Bulletins: 1. BUS-28, Property Self-Insurance Program, 7/1/92. 2. BUS-65, Guidelines for University Mail Services, 10/14/96. B. Policy & Procedure Manual: 1. Section 270-05, Campus Organizations. 2. Section 310-25, Distributing, Posting, and Exhibiting Information and Literature. 3. Section 310-30, Directives. 4. Section 310-55, University Stationery and Business Cards. 5. Section 370-30, Property Insurance. Copyright © 2006 The Regents of the
University of California, Davis Campus. All Rights Reserved. |
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