External Mail
Incoming Mail (received from postal supplier)
Private/Business
The U.N.E. Mail Service is to be used strictly for U.N.E. business ie, the workplace address of University employees should not be given as a mailing point for private
mail.
Addresses
When having external mail forwarded, intending recipients should ensure that, their full address, as shown in the U.N.E. phone directory, is conveyed to the sender. It is imperative that the last two lines of the address include; the building number, University of New England, Armidale, N.S.W. 2351.
Staff of Cost Centres are responsible for advising the Mail Service Coordinator of any new or temporary, potential recipient, whose name does not and/or will not appear in the internal telephone directory or on the Banner system.
Mail Service staff will sort mail received from external sources by way of: the address shown; the internal telephone directory; Banner student; and any other advice provided. If the intended recipient is not traceable through these means the item will be returned to the sender.
Receipt & Distribution Times
All external mail received prior to 10.00 am will be sorted and distributed on the day it is received.
Any person wishing to obtain mail, which is not included in the delivery, may collect it personally from the Mailroom. Identification will be required.
Mail received from external sources will be delivered to the designated delivery points within the faculties/divisions once per day in accordance with the timetable set down (see “mailrun”).
Outgoing Mail (prepared for postal supplier)
Private/Business
The University reserves the right to inspect any postage for which the U.N.E. is to bear the cost. University mail must comprise of only U.N.E. business related contents. All mail items under the UNE postal stamp logo remain the property of the University of New England until the transition between the UNE Mail Service and the external mail contractor is complete.
The Coordinator of the Mail Service is authorised by the Executive Director to audit compliance with this policy by examining the contents of any item suspected of containing contents other than business related items. The Mail Service Coordinator will ensure that the contents of any item checked are not disclosed to any person who is not officially required to know. Any breaches of this policy will be reported to the Head of the area from which the offending mail originates.
Sorting, Collection & Transportation
Yellow canvas bags are provided for the transportation of externally directed mail and should be used wherever possible. These bags will be collected from their designated collection point once per day, (see “mailrun”).
Cost centre staff should ensure that all externally directed mail be placed in the yellow mailbag is sorted into the following categories:
2351 post coded local letters (bundles of 25);
2350 post coded local letters (bundles of 25);
Other letters (bundles of 25);
Large letters;
Airmail;
Parcels
In accordance with OH&S regulations mailbags prepared for transportation must not exceed sixteen kilograms (approximately three quarters of a mailbag). If this quantity is exceeded or expected to be exceeded, staff of the Mail Services should be advised in advance. For large mail outs Aust Post trays and tubs are available from the Mailroom.
Late Mail
Mailing deadline for express mail and freight is 3.30pm. at the Mailroom. The deadline for all other mail is 4.00 pm at the Mailroom. If for any reason externally addressed mail is not placed in the bag for collection it may still depart the University in the day’s mail if delivered to the Mailroom before these times.
Enveloping & Packaging
Wherever possible externally directed mail should be placed in an envelope bearing a postage paid imprint.
The origin of externally directed postage should be readily identifiable, ie. Each Division/Faculty should have their own envelopes identifiable by their name appearing as part of the sender’s address.
Costs & Charges
To fulfil the goals of the Mail Service in optimising cost effectiveness, cost centre administrative staff should liase with the Mail Service staff to ensure the most economical and appropriate method of postage is used.
Each division/faculty is responsible for meeting the full cost of its postage. Mail Services record the total postage cost for each Faculty/Division on a daily basis and notify Financial Services of totals on a monthly basis. Financial Services will then process a debit or raise an invoice (depending on the affiliation of the debtor) in accordance with this advice.