9.5 Campus Mail and Packages

9.5.1 Outgoing Mail Procedures

Outgoing mail is to be delivered to the mail room for metering. Mail received after the posted cut off time will not be processed until the following workday. Outgoing mail is picked up from campus at 2:30pm each weekday.

Campus outgoing mail delivered to the mail room for processing should meet the following guidelines. It is important that each office brief their student workers on these procedures. Mail must be properly labeled with the department’s mail code. Foreign mail (all mail outside of U.S.) must be separated from domestic mail and must be clearly marked.

9.5.2 Incoming Mail

Incoming mail is delivered to campus from the Rochester Post Office between 11:00 am – 1:00 pm weekdays. Following mail receipt, the following procedures will apply:

• Mail for non-student employees will be distributed to the correct mail boxes in the campus mail room.
• Student mail will be picked-up by Student Development and delivered to the student boxes.
• First class mail for former students and former employees should either be returned to the sender or forwarded as appropriate. Third class junk mail will be immediately discarded.

Because of the overwhelming volume of mail, employees may receive only official college related materials through campus mail. All non-RC and personal mail (especially junk mail) must be redirected to home addresses.

9.5.3 Packages and Registered Mail

The mail room receives packages for offices, employees, and boarding students. While the mail clerk takes “reasonable” precautions with incoming packages, personnel cannot be responsible for replacement cost of missing packages, including those signed for by mail room personnel. If this arrangement is not acceptable to those receiving packages, alternate shipping arrangements should be made.

Mail Room personnel will notify recipients of incoming packages by email. Because storage space is limited, recipients should pick up packages in a timely manner. When picking up a package, the recipient should verify the package and signature with mail room employee. Students must pick up their own packages.

The mail room ships packages for campus offices and employees. Packages must be properly wrapped to meet USPS specifications (no paper wrappings, no masking tape, and package packed full enough to protect the box from caving-in). If an item requires packaging or repackaging by mail room personnel, the sender must pay a fee of $3.00 per package which includes shipping materials (oversized or specialty items may be billed at a higher rate).