Handbook of Operating Procedures 4-1140

University Mail Services

Effective May 22, 2019
Executive Sponsor: Senior Vice President and Chief Operating Officer
Policy Owner: Associate Vice President Campus Services

 

1. Policy Statement

It is the policy of The University of Texas at Austin (University) to provide the delivery and pick-up of USPS and campus mail for all University employees.

2. Reason for Policy

To set forth the rules and regulations for the use of University Mail Services as a service for University staff and departments.
 

3. Scope & Audience

This policy applies to all University employees.
 

4. Definitions (specific to this policy)

None
 

5. Website (for policy)

https://secure4.compliancebridge.com/utexas/public/getdoc.php?file=4-1140
 

6. Contacts

7. Responsibilities & Procedures
   1. Mail Services-U.S. Mail Metering Services

U.S. Mail metering services shall be limited to official budgetary units in the conduct of University business.

2. Campus Mail Service

Campus mail privileges shall be limited to:

1. official budgetary units in the conduct of University business;
2. university faculty or staff acting in the course and scope of their employment with the University, and;
3. registered faculty or staff organizations which have been certified to use campus mail by the appropriate Executive Officer in compliance with these rules:

1. the organization must serve a public purpose related to the educational mission of The University;
2. the campus mail use must be for a public purpose related to the educational mission of The University;
3. the use may not be for; (a) partisan political purposes; (b) religious purposes; (c) advertisement or endorsement of a commercial product; (d) commercial or private gain
4. whenever possible, the envelope for any communication shall display the name, address, and campus mail code of the sending organization. At a minimum the name and mail code shall be displayed; and
5. the size of each piece of mail shall comply with measurements allowed by the U.S. Postal Service.
6. occasional and incidental personal mail that carries the proper U.S. postage stamp(s) will be permitted to be placed in campus boxes designated for university Mail Services pick-up.

3. Commercial Courtesy Drop Boxes

1. Requests for courtesy drop boxes (FedEx, UPS, DHL) shall be forwarded to the Director of Document Solutions for consideration.
2. Courtesy Boxes may not be placed inside university buildings or near entrances.
3. Whenever possible they shall be in view of security cameras.
4. Signage will indicate that unattended packages are subject to removal.

Any use of the campus mail by an organization or individual other than those specifically allowed above shall subject each organization or individual to disciplinary action. A registered faculty or staff organization which has been certified to use the campus mail but which breaches the rules above shall have such use suspended for six months for the first breach, one year for the second breach, and permanently for a third breach.
 

8. Forms & Tools

None
 

9. Frequently Asked Questions

None
 

10. Related Information

None
 

11. History

Last updated: 5/22/19
Previously HOP 6.07