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 Policies and Procedures
: Departments
University of South Carolina Postal Service Mail
System
- PURPOSE
The purpose of this document is to establish criteria, define
eligibility and restrictions in the use of the University of
South Carolina Postal Services.
- GENERAL
The University of South Carolina Postal Service exists primarily
for the distribution, collection and processing of the
University’s Intra-campus, United Postal Service (USPS) and
United Parcel Service (UPS) mail and packages, in which contents
are related to official University business.
In this context, the campus mail system, as part of the
University’s mail facilities, is a restrictive service, and is
not available for:
- Personal use by University employees
- Outside businesses, organizations or non-university employees
- Solicitations, advertisements or sponsoring pertaining to
non-University related business or events
- Profit gain
- Political campaign materials
- ELIGIBILITY
USC Postal Service mail system is available to:- Currently employed administrators, faculty and staff
- Student organizations registered with the Office of
Student Government and Student Organizations
- Students assigned to USC Student Box numbers in the
Student Mail Center
- RELOCATED FACULTY/STAFF
Each department at the University of South Carolina is
responsible for:
- Returning to sender or forwarding any mail addressed to
faculty or staff once they have moved from their respective
department.
- Determining if the mail addressed to an individual belongs
within the department or should be returned or forwarded to the
faculty or staff member to their off campus address or newly
assigned department.
- PERSONAL MAIL
The University of South Carolina
requires that all faculty, staff and students not residing on
campus to receive their personal mail and parcels at home or at
a permanent address. Occasional correspondence from friends
and/or colleagues is acceptable.
Addresses pertaining to the University of South Carolina (such
as departments / street / building names / student box numbers)
should never used as your permanent address.
Personal mail is defined as any mail not related to the
University of South Carolina or your position at USC such as but
not limited to:
- utility bills
- credit card and bank accounts
- periodicals
- MISUSE OF CAMPUS MAIL SYSTEM
- Chain letters, hate
mail and mail with obscene content
- Letters to gain personal profit (ex. pyramid schemes)
- On / off campus political campaign materials or endorsements
- Materials relating to or in conjunction with off campus
businesses
or organizations
In general, any correspondence that is not official University
business.
- SOLICITATION AND MAIL DISTRIBUTION POLICIES
The USC Postal Service recognizes and adheres to the
solicitation policy as adopted by the University of South
Carolina, Office of Student Government and Student
Organizations.
- Non-related / non-approved University sources or events
Must have appropriate postage applied and received at University
of South
Carolina via the proper US Postal Service channels.
- Qualified University organizations / Approved University
Events
May use the University’s intra-campus mail system to send
distributions to USC Departments, faculty, staff and student
mail boxes as outlined in the USC Postal Services Solicitation
guidelines.
Note: Non-paper items must be placed in
padded envelopes for
distribution to
departments or student box numbers.
Mail / Distributions to Departments (including Faculty and
Staff)
Must be separated and rubber banded by Department prior to being
received at USC
Postal Service.
Mail / Distributions to Student Mail Boxes (via intra-campus
mail)
- Must be scheduled at least 5 working days in advance by
contacting USC Postal Service at 777-3168.
- All Student Mail Boxes
No names or box numbers on mail or distribution
Contact USC Postal Service (777-3168) for number of copies
required.
- Selected students (applies to mail and distributions)
- Addressed to student’s name and USC box number
- Entire mailing or distribution must be put in strict ascending
box number order (no bundles) and placed in mail trays
prior to acceptance at USC Postal Service or the Student Mail
Center.
Ex. 80001, 80002, 80110, 82599, 87429, 88741
- USC Student Organizations
- Distributions to student mail boxes:
$50.00 fee (non-prorated)
- Student organizations registered with USC Office of
Student Government & Student Organizations may
schedule distributions to student mail boxes for a
$50.00 fee non-prorated) payable to USC Postal Service.
Distributions must be scheduled at least 5 working
days in advance by contacting USC Postal Service @ 777-3168
or via email http://postalservice.sc.edu with the following
information:
- Contact name and phone number
- Fax a copy of the distribution material to 777-8942
- Distribution date desired
- Method of Payment (Cash, Check or Organization’s USC
Account number for charge back of the $50.00 fee)
- The University Postal Service will contact the organization or
department, schedule a distribution date, and notify them of any
appropriate fees that apply
- The University’s intra-campus mail system is prohibited
for use by student organizations for the following:
- Personal use by members of organization
- Outside businesses, organizations or non-university
employees
- Solicitations, advertisements or sponsoring pertaining to
non-University related business or events
- Profit gain
- Political campaign materials
Materials Accepted
Due to limited size of mail boxes, distributions must meet one
of the
following criteria:
8.5” x 11 paper – tri-folded on 20 to 24 lb weight paper
Minimum size: 3” x 5” - 24 lb card stock
Maximum size: 4” x 5.5" – 28 lb card stock
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