MAIL SERVICE
1. General Information
Campus mail service is provided by the Department of Communication Service. Mail is delivered to the campus postal facility from the U.S. Postal Service at 7:00 am weekdays and sorted by 9:30 am. The U.S. Postal Service picks up mail from the campus postal facility weekdays at 2:00 and 4:00 pm. In addition to mail from the Federal system, campus mail picks up and delivers on-campus mail. Campus mail is not metered nor does it require stamps, i.e., there is no charge for on-campus mail. The Facilities and Services unit is responsible for library mail services.
2. Campus Mail Service
Mail is delivered and picked up by campus mail service twice daily to McKeldin (9:00 am and 1:30 pm) and Hornbake (10:30 am and 2:00 pm). Mail delivered by staff to the McKeldin mail room Friday afternoon between 1:30 and 3:00 pm (when the mail room closes) is picked up by campus mail Saturday morning.
3. Interlibrary Mail Delivery
Mail is delivered by Facilities and Services once daily (weekdays) to all libraries on campus from 9:30 to 11:30 am. Mail service is also provided during long holidays and semester breaks to correspond with deliveries from campus mail services. The vehicle leaves McKeldin, stopping at Art, Architecture, Chemistry, EPSL and Hornbake/CLIS (in that order) and then returns to McKeldin. Same day mail service is possible if mail is brought directly to the McKeldin mail room before 9:00 am, otherwise, it will be delivered the next morning.
4. Specialty Mail Services
The U.S. Postal Service is the Libraries principal provider of mail services and should be used for the routine mailings. The following specialty services should be used only when necessary.
- The exclusive overnight/direct carrier for the campus is Federal Express. Federal Express has to be called before 2:00 p.m. for next day delivery. This is done by individual users. When done by individual users, a copy of the receipt must be sent to the account holder, for recordkeeping. Express service should only be used in those rare instances when overnight delivery is imperative.
- United Parcel Service (UPS) mail is an alternative to the U.S. Postal Service. In general, UPS mail is preferred for parcels and boxes because: 1) it is 30% cheaper than U.S. Mail, 2) is automatically insured for $100, more if declared, 3) has a better tracking system, 4) is faster. Outgoing UPS mail is picked up by UPS and tracked via computer. Incoming UPS mail is delivered to McKeldin and Hornbake, and from there to branch libraries, if appropriate.
- Accountable mail (registered, insured, certified) is picked up from the campus mail service once a week and distributed the same day. Special pickups can be arranged on request. Registered mail, by using a system of monitoring receipts, affords the most protection for valuable mail with indemnity of $100 in case of loss or damage or more than $100 if declared. Insured mail provides indemnity if lost or damaged but is sent as ordinary mail. Certified mail, also sent as ordinary mail, provides the sender with a mailing receipt and record of delivery although no insurance coverage is provided.
5. Printed Sources of Information
UM Administrative Policies and Procedures Manual
On-Campus Mail; Administrative Procedures A12.1 (Revised June 1, 1987)
Off-Campus Mail; Administrative Procedures A12.2 (Revised June 1, 1987)
Postage Stamp Requests; Administrative Procedures A12.3 (Revised June 1, 1987)
Handling Accountable Mail (Registered, Insured, Certified); Administrative
Procedures A12.4 (Revised June 1, 1987)
ADMINISTRATIVE MEMO # 4
Effective July 24, 1989Last Update: September 16, 2009
supersedes none
Suggested revisions to any Administrative Memo should be addressed to the Director for Planning & Administrative Services.
