Policy on the Use of NAU Postal Services
The purpose of this document is to establish criteria, define eligibility and restrictions in the use of NAU Postal Services.
The NAU Postal Services exists primarily for the distribution,
collection, and processing of the University Intra-campus, U.S. mail and
United Parcel Service. The contents of which are related to the
official business of the university. Official materials are those
dealing with some aspect of university operations, which can be defined
as being essential to the activities of the institution as
differentiated from private business or personal mail. In this context,
the campus mail system, as part of the university's facilities, is a
restricted service. It is not available for the personal use of
university employees nor for the personal use, private gain, or use by
non-university groups for the advertisement of programs or political
endorsements not sponsored by the university.
University Postage Meters
Postage meters are to be used only for official mail contained in NAU
letterhead envelopes or packages, with a full NAU Department return
address. Department account number must be present underneath the return
address, along with the corresponding bar-code.
DEPARTMENTAL PURCHASING OF INDIVIDUAL STAMP POLICY
University postage meters and mailing permits are the ONLY acceptable
methods of appling postage on all University business mail. This policy
ensures that NAU business mail qualifies and receives applicable
postage discounts. It is a violation of policy for Departments to
purchase postage stamps from the US Postal Service or NAU Contract
Station. This policy is set as an auditing procedure to protect
University assets and prevent personal use of such postage stamps.
Defined as any mail not related to NAU or your position at NAU such
as: utility bills, credit card and bank accounts not related to NAU, and
periodicals not related to your position. NAU requires that all faculty
and staff receive their personal mail at home or at a permanent
address. Occasional correspondence from friends and/or colleagues is
acceptable. Your NAU address should never be given as your permanent
address unless you live on campus.
The NAU department is responsible for returning to sender or
forwarding any faculty or staff mail once they have moved from the
respective department. It is the responsibility Of the department to
determine if the mail belongs within the department or should be
returned or forwarded to the faculty or staff to their off campus
address or newly assigned department. IT IS NOT THE RESPONSIBILITY OF
NAU POSTAL AND SHIPPING SERVICES.
Note: Intra-campus Mail System is limited to
university business. For delivery, folded material, stapled or taped is
acceptable. Use intra-campus mail envelopes for Faculty/Staff only.
A. Distribution to Students:
For mailing of 100 plus pieces:To reduce sorting time, provide all
mailings in ascending box number order. Request labels in ascending box
order. If every student on-campus is receiving the same information,
labels are not necessary.
B. Distribution to Faculty/Staff:
Mailings of 100 plus:To reduce sorting time, provide all mailings in
ascending box number order. Request labels in ascending box order.
Mailings directed to specific faculty or staff requires individual names
and box numbers. Other options to distribute information to
- Sending one flyer to each department to post
- Sending a bundle of flyers to each department to distribute
- E-mail or department web site
Services are available to:
- Currently employed administrators, faculty and staff
- Adjunct and Emeriti Professors
- Student organizations registered with Student Services
Examples of misuse of campus mail include the attempted distribution of:
- Chain letters, hate mail, mail with obscene content
- Letters to gain personal profit (ex. pyramid schemes)
- On/off campus political endorsements
- In general other correspondence that is not official university business
Minimum size: 3 ½" x 5"
Maximum size: Any piece larger than the mailbox will be issued a package notice
Each Dean, Director or Department Head is responsible for determining
if materials to be addressed, and/or distributed by the NAU Postal
Services relate to official business of the university. When questions
occur concerning such determination, the matter must be referred to the
next level of university administration (Dean, Director, Vice President,
Note: Materials found within the NAU Postal Services
to be in violation of this policy will be removed immediately and the
appropriate administrator will be contacted.