V810.22 VCSU Mailing Policy
The purpose of VCSU campus mail services is to provide distribution of the US Postal service and inter-departmental mail for University departments. Only official University mail and mail from independent organizations, both student and non-student, recognized
by the University may be distributed through the campus mail system. For purposes of this policy, an independent student organization is one that has been recognized by the office of Student Affairs. Mail for personal or private purposes is not eligible
for postage-free distribution off campus. The University cannot pay postage for mail from independent organizations.
Personal Mail
As a courtesy to University employees, mail service personnel will pick up personal mail that is pre-sealed with the proper postage affixed. Employees should not routinely use the University business addresses as their address of record for personal mail.
University mail service cannot assume responsibility for lost, misplaced, or delayed personal mail. Personal packages will be held in the Mail Department for notification and pick-up. Mail Department staff are not allowed to deliver personal packages.
General Information
A. Incoming Mail
All mail is disbursed upon arrival Monday through Friday.
B. Outgoing Mail
Metered mail is processed prior to 3:00 p.m. Monday through Friday. Mail received after 3:00 p.m. will be metered the next day.
All outgoing mail that requires postage should be separated from mail that already has postage affixed.
Airmail and foreign mail (including Canada and Mexico) require special handling and must be separated from other mail and placed in the international box.
Large-sized envelopes/packages should be stamped with the preferred mailing service. Those not stamped will be processed at the cheapest mailing service rate.
When mailing multiple envelopes that are not pre-sealed, submit them with the flap down for processing and sealing through the postage machine.
C. Mail Size Standards
There is a surcharge for oversized and odd-shaped first-class mail of two ounces or less that exceed any of these dimensions: 6 1/8 inches high; 11 1/2 inches long, or 1/4 inch thick. Items will be non-mailable if they are less than 3 1/2 inches high,
5 inches long, or .007 inches thick.
D. Incoming UPS
UPS shipments are delivered to the FMC daily, between 11 am and 1 pm. Packages are recorded and placed in the boxes as soon as possible each day. Please do not remove a package from the delivery chute at the FMC until you are sure it has been recorded.
If the situation arises that you need to take a package before it is recorded, please let the FMC staff know by note or phone call.
E. Outgoing UPS
The FMC does not offer UPS shipping. The item must be taken to a UPS pickup location.
F. FedEx
Special arrangements for pick up by FedEx must be made with the FMC by 1:30 pm each day. FedEx USA and International airbills, envelopes, and boxes are available at the FMC. When filling out the airbill please make sure you fill in the "Internal Billing
Reference Information".
Sponsored by: Faculty Materials Center and Business Office
Reviewed: Winter 1996
Reviewed: Winter 2004
Revised: December 2007
Revised: February 2018