6780P Mailroom Services (Procedures)

Original Date: 10/1/1995 * Last Revision Effective: 5/21/2009
Policy Contact: Vice President, Administrative Services

Purpose

The purpose of the college mailroom is to facilitate all of the college’s business mailing needs which include incoming, outgoing, and intra-campus mail using the following procedures.

Procedures

Campus Mail

Mail is delivered to and collected from designated campus mail stops twice daily (unless notice of temporarily limited service is given or an alternate delivery schedule is agreed upon for a particular mail stop).

Campus mail should be clearly marked with the recipient’s first and last name and mail stop. Single-sheet items do not need to be enclosed in inter-office envelopes but can simply be folded in half and addressed. Taping or stapling is not necessary, but is recommended.

U.S. Mail

All outgoing mail should indicate the sender’s name, mail stop and four-digit budget code. Return envelopes and business reply envelopes should also indicate the Bellevue College office or employee’s name and mail stop.

Stamped envelopes, flats, and items going outside the local mailing area are weighed, metered, and taken to the post office each afternoon. Standard-sized envelopes going to zip codes beginning with 980 through 985 are collected, sorted, and mailed at a reduced “first-class pre-sort” rate on Wednesdays and Fridays. Standard-sized envelopes which must go out immediately may be tagged “please mail today;” these are sent out at the full first-class rate.

Personal Mail

Bellevue College mailroom staff will collect small amounts of personal mail and deliver it to the post office. The mail center will not be responsible for verifying appropriate postage is affixed.

Bulk Mailings

U.S. Mail regulations about bulk mailings are very restrictive. Please contact the mailroom for assistance. Mailroom staff can advise campus offices about appropriate size, paper stock, folding, closures, lead times, etc. for bulk mailings.

Packages

Outgoing packages are usually sent via United Parcel Service. They require at least one day’s lead time for processing. Incoming packages are handled by the warehouse staff.

Overnight Carriers

Mailroom staff can advise Bellevue College employees on the use of Federal Express and U.S. Mail overnight delivery and will deliver letters and packages to the appropriate carrier. These carrier costs are recharged to the sending department/division.

Recharges

All costs for mailing services are recharged to the sending department through the finance office.

Restrictions

Bellevue College letterhead paper and envelopes, postage, and mailroom processing are for official college use only.

Revision History

Original 10/1/1995
Revisions 5/10/2005; 521/2009

Approved By

President’s Staff