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NSU Postal Service Policy

Policy on the Use of NSU Postal Services

I. PURPOSE

The purpose of this document is to establish criteria, define eligibility and restrictions in the use of NSU Postal Services.

II. GENERAL

The NSU Postal Services exists primarily for the distribution, collection, and processing of the University Intra-campus, U.S. mail and United Parcel Service. The contents of which are related to the official business of the university. Official materials are those dealing with some aspect of university operations, which can be defined as being essential to the activities of the institution as differentiated from private business or personal mail.

University Postage Meters

Postage meters are to be used only for official mail contained in NSU letterhead envelopes or packages, with a full NSU Department return address.

DEPARTMENTAL PURCHASING OF INDIVIDUAL STAMP POLICY

University postage meters and mailing permits are the ONLY acceptable methods of applying postage on all University business mail. This policy ensures that NSU business mail qualifies and receives applicable postage discounts. It is a violation of policy for Departments to purchase postage stamps from the US Postal Service or NSU Mail Services. This policy is set as an auditing procedure to protect University assets and prevent personal use of such postage stamps.

Personal Mail

Defined as any mail not related to NSU or your position at NSU such as: utility bills, credit card and bank accounts not related to NSU, and periodicals not related to your position. NSU requires that all faculty and staff receive their personal mail at home or at a permanent address. Occasional correspondence from friends and/or colleagues is acceptable. Your NSU address should never be given as your permanent address unless you live on campus.

Note: Intra-campus Mail System is limited to university business. For delivery, folded material, stapled or taped is acceptable. Use intra-campus mail envelopes for Faculty/Staff only.

A. Distribution to Students:

For mailing of 100 plus pieces: To reduce sorting time, provide all mailings in Dorm order. If every student on-campus is receiving the same information, labels are not necessary.

 

B. Distribution to Faculty/Staff:

Mailings of 100 plus: To reduce sorting time, provide all mailings in Department order. Mailings directed to specific faculty or staff requires individual names and department.

Other options to distribute information to faculty/staff are:

• · Sending one flyer to each department to post
• · Sending a bundle of flyers to each department to distribute
• · E-mail or department web site

III. ELIGIBILITY

Services are available to:

• · Currently employed administrators, faculty and staff
• · Student organizations registered with Student Affairs

IV. RESTRICTIONS

Examples of misuse of campus mail include the attempted distribution of:

• · Chain letters, hate mail, mail with obscene content
• · Letters to gain personal profit (ex. pyramid schemes)
• · On/off campus political endorsements
• · In general other correspondence that is not official university business

V. ENFORCEMENT

Each Dean, Director or Department Head is responsible for determining if materials to be addressed, and/or distributed by the NSU Postal Services relate to official business of the university. When questions occur concerning such determination, the matter must be referred to the next level of university administration (Dean, Director, Vice President, etc.)

Note: Materials found within the NS Postal Services to be in violation of this policy will be removed immediately and the appropriate administrator will be contacted.