Policy Concerning the Use of the UAB Campus Mail System

Policy Concerning the Use of the UAB Campus Mail System

Abstract:
The University of Alabama at Birmingham campus mail system exists for the delivery of official interoffice/interdepartmental mail.
Effective Date:
4/13/2009
Contacts:
None Assigned
Administrative Category:
Applies To:
Faculty, Staff, Students
Keyword(s):
Material Original Source:

University of Alabama at Birmingham

POLICY CONCERNING USE OF THE UAB CAMPUS MAIL SYSTEM

April 13, 2009

(Replaces policy dated December 8, 1994)

NOTE: The section entitled "Personal Mail" appears in a similar form in the You and UAB Handbook for Faculty and Staff.


Introduction

In support of the departments, units, and offices of the University of Alabama at Birmingham, the campus mail system provides timely pick-up and delivery of intracampus mail and outgoing/incoming mail being processed through the United States Postal Service.

The UAB Post Office is a United States Postal Service Contract Station, and it serves as a central distribution point for intracampus mail and United States Postal Service mail. The purpose of this policy is to define authorized uses of the UAB campus mail system.


Policy Statement

The University of Alabama at Birmingham campus mail system exists for the delivery of official and interoffice/interdepartmental mail. UAB departments, units, foundations, centers, affiliates, and agencies directly affiliated with UAB may use this system to send official mail to any other UAB office/department/unit which receives mail through the campus mail system. Correspondence from non-UAB entities such as corporations, companies, and nonprofit organizations must be processed through the United States Postal Service (USPS). Once processed, it will be delivered by the UAB Post Office.

The UAB Post Office has standing agreements with certain entities for the direct exchange of mail addressed to offices/departments/units at the other locations, and under this policy that practice may be continued. Nonstudent organizations which are officially recognized by UAB, institutionally funded by UAB, or supported by UAB in some manner may use the campus mail system to distribute notices of meetings or brochures publicizing UAB-related events.

Student organizations sponsored or recognized by UAB as approved by the Division of Student Affairs through the regular process of officially recognizing student organizations may use the free campus mail system to distribute notices of meetings or to distribute brochures publicizing UAB-related events. Such organizations may not use the free campus mail system for commercial advertisements, for sending chain letters, or for the support of a particular political candidate or party. Distribution of those items must be through the United States Postal Service at the organization's expense. Distribution of any other entities’ mail not meeting these guidelines is prohibited.

All mail sent via campus mail must have a valid campus mail delivery point on each mail piece and the address format should be consistent with the guidelines outlined in the UAB Directory. Mail sent and received via the USPS should be addressed according to the standards established by the USPS and incoming mail should be addressed to a valid UAB campus address. Attempts will be made to deliver mail that is not addressed accurately, but delivery of such mail may be delayed or may be deemed undeliverable and returned to sender.

Personal Mail

Unless a person lives on the UAB campus in a building served by the UAB Post Office, personal mail should not be regularly delivered to the person at his or her UAB address. Personal mail delivered to a UAB address is at the recipient’s risk and the recipient assumes all responsibility for financial losses associated with undelivered personal mail. Under no circumstances may the postage for personal mail be charged to a UAB account. Faculty and staff are permitted to use the campus system for work-related materials transfer within the campus locations. Work-related materials are defined as UAB-related business activities.

Use of the UAB campus mail system for sending chain letters is misuse of UAB and state property. Therefore, use of the UAB campus mail system for sending chain letters is strictly prohibited.

Use of the UAB campus mail system for non-UAB-related personal purposes is unauthorized use of UAB property/resources and could result in disciplinary action up to and including termination.

Implementation

The Office of the Vice President for Financial Affairs and Administration through the Associate Vice President for Business Services is responsible for procedures to implement this policy. The UAB Post Office is responsible for periodic review of this policy and for making any recommended changes and/or updates to this policy via the proper channels of approval.