05.334 Department Mail

Vice Chancellor of Business Affairs

Updated December 14, 2007; Effective July 1, 1992; Replaces AUX 6.30

University Business Practices; UNC Policy Manual; US Postal Service Practices

• Postal Services
• State of NC Department of Administration
• State Mail Center

Campus Services/Postal Services

Policy Details:

1. Purpose

   This document provides university guidelines for department mail.

2. Scope

   This policy applies to all university departments, staff, faculty, and student organizations.

3. Policy

   1. The UNCW Mail Center collects, distributes, and processes the University intra- campus mail and incoming/outgoing USPS mail to/from departments and programs. Official mail includes:

      1. Correspondence that pertains to the University operations, programs and activities.

      2. It is distinct from private business or personal mail. The Mail Center is a restricted service.

   2. Prohibited Uses

      1. personal or for private gain

      2. organizations, groups or businesses not officially affiliated with UNCW or the State of NC

      3. external promotions, advertisements or solicitations

      4. political entities

   3. Department chairs and managers are responsible for setting reasonable rules for distribution of departmental mail in their areas. Note the following:

      1. Mail may be opened by department personnel other than the addressee in accordance with the guidelines established by the department head.

      2. Items marked “Confidential” should be forwarded to the addressee unopened.

      3. Time sensitive items received by mail (such as the Cashier's Office, Public Service or other areas that receipt checks), may be opened by department personnel.

4. Department Mailboxes

   1. Department mailboxes are provided by the Mail Center. The Mail Center designates the locations of these boxes in each building to provide efficient and safe mail operations.

   2. Each department is responsible for receiving and distributing incoming mail from department mailboxes.

   3. Departments are responsible for exercising due diligence in correcting/updating mailing addresses. Departments shall notifying sender of incorrectly addressed mail received by faculty and staff within the department.

   4. All mail should be date stamped when received into the department.

   5. Items marked “confidential” should be routed unopened.

5. Outgoing Personal Mail

   For the convenience of faculty and staff, unrestricted outgoing personal mail may be placed in department mailboxes or in UNCW drop boxes. The sender is required to properly address and stamp their mail and comply with all USPS requirements.

   Abuse of mail services and privileges can result in the suspension of mail privileges, deliveries and pick-ups.

6. Personal Packages

   The Mail Center does not deliver or pick-up personal packages. The UNCW Postal Manager is authorized to determine if a package is personal in nature.

7. Incoming Mail
   
   UNCW Postal Services is authorized to open any mail that has an improper address or is incorrectly addressed to determine the appropriate distribution. UNCW Postal Services is authorized to screen mail and use discretion in handling suspicious mail.
   
   Postal Services may collaborate with USPS, UNCW Police and/or EH&S in this process.