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Administrative Policy and Procedures Manual
Section 1000: Campus Policy
1004.1 Mail
ffective: November 21, 1994
Revised: March 2011
Review Date: March 2013
Responsible Party: Director of Business Services/Chief Fiscal Officer

Montana State University-Northern shall provide an internal mailing system to allow efficient and economical communications internal and external to the campus. This system will provide security and confidentiality for all official campus mail.

Incoming Mail

All incoming mail will be received at Business Services in Cowan Hall Room 207. Mail will be distributed once daily to the mail baskets in Business Services.

Outgoing Mail

Large Mailings

Business Services should be notified by 1:00 p.m. if an unusual quantity of mail is being sent. This is to allow extra processing time. Departments with large mailings should accumulate mail in their area and bring it to Business Services between 2:30 and 3:00 p.m. Unstamped mail must be marked with the index to be charged and sorted and bundled by index. Foreign mail must be separated and labeled accordingly.

Small Mailings

Departments with small amounts of outgoing mail can (during office hours) drop mail in the on-campus and off-campus baskets in Business Services before 3:30 p.m. Unstamped mail must be marked with the index to be charged.

Bulk Mailings

All bulk mailings must be stamped with the bulk mailing stamp, sorted according to zip codes, banded, labeled, and boxed by the individual departments and brought to Business Services before 4:00 p.m. or taken to the Post Office before 2:00 p.m. the day before it is to be mailed. Envelopes must have "Return Service Requested" printed under the return address. Fill in a Bulk Mailing Form (USPS Bulk Mail Form, USPS Bulk Mail EZ Form) in duplicate. One copy of the form will accompany the mailing and one will be retained in Business Services. The minimum number of items allowed under this rate is 200. Instructions for Bulk Mail.

Other

Requirements for international mail and other types of mail not listed here can be found at www.usps.com. Business Services is not responsible for incorrect addressing. Each department is responsible for following USPS Standards.

Campus Mail

Mail to be distributed on campus does not require postage. Deposit it in the designated basket in Business Services.

PERSONAL MAIL:

Incoming – DO NOT use MSU-Northern as your personal mailing address. All non-university business mail must be addressed to your personal post office box or home address.

Outgoing – As a courtesy, stamped and sealed personal mail may be dropped in the appropriate basket in Business Services. It will be sent to the Post Office daily.

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