Campus Mail Procedures

Page Last Update
01/20/05

Proper procedures and understanding will help maintain and/or improve efficiency of our/your mail service. Below are some procedures which will help improve the speed and efficiency of your service.

1. Addressing and Inter-Departmental Envelopes
   The Inter-Departmental envelope should be properly addresses to avoid delays. Please indicate the addressees name, department, room ##, building name, or street address if the building name is not common on campus. See examples.

   1. For mail going to students in Residence Halls substitute the floor name of that hall for the department name.

   2. Use clear unambiguous building names, and or addresses to avoid delays. Avoid building abbreviations.

   3. Administrators who maintain bulk mailing lists should regularly review the names and addresses to ensure currency and preclude delivery delays.

   4. Envelopes with misaddressed or unrecognizable addresses that cannot be delivered will be opened and an attempt will be made to deliver to either the intended recipient or sender.

   5. Once all the lines on one side of the envelope are completed, cross out that side with a big X and use the reverse side of the envelope. Once both sides are full, place in a recycle bin.

   6. All campus mail should be placed in an approved envelope (except bulk mailings).

   7. Departments which move on campus should notify Campus Mail (265-3166) of their new address.

   8. Departments which move off campus should notify Campus Mail (265-3166 ) of their new address and through which on-campus department they wish to have their mail forwarded.

2.  Bulk Mailing
   Any Bulk mailing consisting of 3 or more pieces of mail that are of the same matter, going to the same building must be banded together for Campus Mail pickup and delivery.

3. Personal Items
   Campus Mail is only to be used for “Official Business” of the University of Wisconsin. It should not be used for personal use.

4. Breakable items
   Do not send fragile or breakable items through the Campus Mail. These items should be sent through Truck Services (2-1574).

5. Out Going Campus Mail
   Please place all out-going campus mail in a neat orderly fashion, by having the envelopes placed in the same direction with the most recent addresses facing up. (This will help reduce any possible chances of delay or misdirected mail).

6. Pick-up and drop off points
   All campus mail will be picked up and dropped off at one designated point within a particular building. Please have your Campus Mail at the pick-up/delivery point 15 minutes prior to the scheduled pick-up time.

7. Stores Returns
   There should be no “MDS/Stores Returns” placed in campus mail. These items are handled by MDS only. Please call MDS at 245-2900.

8. Misdelivered Packages
   UPS, FEDEX, RPS, DHL etc. packages should not be placed in Campus Mail. For prompt delivery of mis-sent or readdressed packages, Call Campus Services (Truck Services) at 2-1574.

9. Excess Empty Inter-Departmental Envelopes
   Excess empty envelopes should be banded and sent to the Campus Mail Room at 630 W. Mifflin St. If you would like to request empty Inter-D envelopes, please call 263-4979 or 262-1574.

10. Surplus Rubber Bands
    Excess rubber bands, should be placed in an Inter-D envelope and sent to the Campus Mail Room at 630 W. Mifflin where they will be reused or recycled.
    
    If you have questions about Campus Mail Policies or Procedures please contact John Schoff at 265-3166