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University Business Services
UC Santa Cruz
1156 High Street
Santa Cruz, CA 95064-1077

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UCSC Campus Mail Services Policy and Procedure Manual

Summary: This document outlines policies and procedures for use of the UCSC mail system. (Revised: 11-1-95 Number: 070 - 1)

1. PURPOSE - This section outlines policy and procedures regarding use of the UCSC mail system.
2. RESPONSIBILITIES OF MAIL DIVISION UCSC Mail Services operates in support of the University's research, teaching, and public service mission and can be used only for official University business. Mail Services' provides delivery, collection, and processing of all University mail including:
   1. Receiving and delivering incoming and outgoing domestic and foreign mail;
   2. Delivering internal mail on camous and to various campuses of the University of California and its affiliated off - campus locations in accordance with U.S. Postal Service Express Statutes and regulations applicable to the University;
   3. Regulations of postage meter machines , postal permit usages in accordance with U.S. Postal Service regulations, and stamp purchases.
3. USE OF UNIVERSITY MAIL SERVICES University Mail Services are provided exclusively for official University use according to the following guidelines.
   1. The following individuals and organizations are permitted access to University mail services subject to Federal Private Express statutes and regulations:
      1. Campus departments
      2. Faculty and staff for official purposes related to the business of the University
      3. Academic and staff employee associations / advisory groups established in accordance with campus regulations to aid the administration in seeking the views of employees;
      4. Registered / bonafide student organizations with prior approval from SOAR ( Student Organization Advising and Resources )
      5. Bonafide faculty organizations

   ** Fees may be charged to provide University Mail Services.

   2. The following individuals and organizations are not permitted postage- free use of the mail service:
      1. Organizations not officially sponsored by or affiliated with the University;
      2. Any organization for commercial purposes;
      3. Employee organizations, which have not as a primary purpose, the representation of University employees in their employment relations with the University;
      4. Any organization for or in connection with general religion or political purposes or activities; and non - University organizations soliciting funds; except for charitable organizations that have received prior approval from the Chancellor or his/her designee.

   Campus Mail Services are reserved for official University business only. Personal mail, personal bills, and chain letters are not considered official business, and may neither be received in campus departments nor sent out at University expense.

4. REGULATION OF POSTAGE METER MACHINES, POSTAL PERMIT USAGE, AND STAMP PURCHASES All mail services should be centralized to allow UCSC to maximize volume based postal discounts and to minimize the rental of postage meters and mail processing equipment.
   1. The installation and use of U.S. postage meter machines by campus departments, other than Mail Services, requires prior approval by the Chancellor or his / her designee.
   2. Mail Services shall maintain a current list of units authorized to use non - profit mail permits.
   3. Postage materials (stamps, post cards, Express Mail materials, etc.) must be purchased through Mail Services. Stamps should be used by campus departments only for occasional urgent mailings after the Mail Services department is closed. Direct purchase of postal materials from the U.S. Postal Service should occur only under extraordinary circumstances and requires advance approval of Mail Services.
5. DISTRIBUTION POLICIES Official University and campus policy and procedure memos, publications, announcements and newsletters are distributed to employees at their campus mailing addresses. Employee organizations that represent university employees are not permitted US postage-free use of university mail services.

Mail Services classifies distribution materials, and may restrict quantities of materials addressed and delivered, based on the following general guidelines:

1. Any material submitted to Mail Services for distribution relating to university administrative business, or memos printed in standard memo format on departmental stationary are distributed to the individuals selected by the originating departments.
2. Materials of a promotional nature from departments or registered campus organizations, including posters, flyers, and announcements, are subject to a quantity limit as defined by the Mail Services database for non-labeled distributions (e.g. general, fac & staff).
   1. The name of the originating department or registered campus organization must appear somewhere on the front page of the item.
   2. The material must not advocate a political or religious posture.
   3. The material must not imply university or campus endorsement, support, or opposition that has not been appropriately authorized.
   4. Material generated by registered student organizations must have prior written approval of the Director of SOAR (Student Organization Advising Resources) or her/his designee.
   5. Repeat mailings of promotional materials for the same event/announcement are not allowed, unless the second mailing is to correct information contained in the first mailing.
3. Information and materials of a commercial nature that solicit, or would provide, personal and/or financial profit to a university employee or to a profit-making organization are not distributed by Mail Services. In addition, materials regarding fund raising by commercial, non-university groups is prohibited by University of California policy.
4. Materials promoting events, activities, services, etc. from any source other than university departments or registered campus organizations are not distributed by Mail Services, even if the sponsor is nonprofit.

Newsletters and periodicals published by the university or individual departments are considered business-related communication tools. The originating departments selects the individuals to whom such items are distributed.

Mail Services determines whether printed information and material meet the requirements for distribution.

6. REFERENCES
   1. University of California Business and Finance Bulletin, BUS-65, Guidelines for University Mail Services, December 15, 1994.
   2. University of California Business and Finance Bulletin, BUS-47, University Direct Costing Policy, July 1, 1984.
   3. Federal Code Regulations 39, Federal Private Express Statutes.
   4. Current craft employee union contracts with the University of California.
   5. UCSC Mail Services Directives: "Personal Mail Policy", 1/29/81; "Policy on Distribution of Non-Standard Materials", 5/92; "Use of the Campus Mail System", 8/92; "Third-Class Junk Mail Policy and Procedure", 10/94.