Faculty/Staff

Faculty And Staff

Policies

All mail and packages processed through Mail Services must be official University business (mail necessary for conducting business that meets the objectives of the University, a department, or University sponsored program).

Campus Mail is correspondence circulated within the University mail system without postage. Campus mail is used to conduct daily business with specific individuals/departments or to reach a general University population to distribute information on University policies or events. All campus mail material must originate from the department it represents. Mailings representing off-campus organizations must be authorized by the University Relations Office. For preparation requirements, see Preparation of Campus Mail.


Political Mailings, which departments can use to publicize on-campus political forums and discussions but cannot use campus mail or the Mail Service facility to endorse, promote, or raise money for a candidate for public office. In addition, Mail Services cannot be used to promote a political person, cause, organization, or lobby. As with political material, any mail that advertises a non-university, off-campus business enterprise, cannot utilize the aforementioned campus mail system.

 
Off-Campus Mail is correspondence received or sent through the U.S. Postal Service. To receive off-campus mail at Brown, the address on all material should conform to the address format outlined in Section II; Address Requirements. All material received from off-campus must have appropriate postage applied to each mail piece to be acceptable for mailbox distribution.

Policy for Internal Mail and Packages from Student Groups and Departments 

  • Mail Services does not accept general flyers or other mail/packages designated to all students.

  • Letter mail must be flat (no additional items - candy, buttons, etc.) and in a standard envelope with the student name and box number and must include a return address (department/organization name and box number).  

  • Any other items must be in a minimum of a 9 x11 envelope (bigger envelope or box) and include the student name and box number and must include a return address (department/organization name and box number).  This allows Mail Services to properly scan the items into the mail system and treat them like a package and prevents the high-density system from being overstuffed.

  • Delivery date is not guaranteed.  All first class and direct delivery mail (USPS, UPS, FedEx, DHL and Amazon) have first priority.  At the busiest times of the year, delivery could take several days. 

  • All mail (letter, large envelope, boxes) will be scanned and processed into the mail system and the student will receive an email stating they have mail or a package.  Please know students will not be happy to get an email saying something has arrived for them if it turns out to be "junk" mail.

  • Mail or packages not picked up within 30 days is returned to the sender.

Metered Mail Cards are the forms used to record and charge postage to department account numbers. A completed mail card must be received with mail requiring postage. If cards are received without an authorized signature, mail will be returned to the department.  The mail cards are provided by Mail Services, free of charge, when a Metered Mail Card Order Form is submitted.  Cards are prepared with account name and number, department mailbox number, and a transaction number with correlated bar codes.  The transaction number will appear in your Workday reports under subcode 3020, which indicates postage use., when postage is charged to your account.
Cards will be prepared with an account number, a corresponding bar-code, account name and mailbox number.

  
Billing for U. S. postage, FedEx, UPS and fax use is the responsibility of Mail Services. All charges are posted in Workday. Questions pertaining to charges will be researched by Mail Services within a month of the charge appearing in Workday.  Departments should take appropriate action to make sure their records are accurate as charges are posted.  Monitoring department account numbers against unauthorized use is not the responsibility of Mail Services.
Service restrictions are imposed for reasons of liability and operational concerns.


Therefore Mail Services reserves the right to:

  • Modify policies and procedures when deemed necessary
  • Inspect campus mail for compliance to regulations