Section
900-10, Policy on Use and Scheduling of UCI Properties
Contact: Director,
Distribution & Document Management at (949 824-7500) or plwhite@uci.edu
Distribution Services,
a division of Distribution and Document Management,
is comprised of units generally identified as mail services, shipping and receiving.
The mail and shipping functions are self-supporting enterprises (receiving no
state appropriations).
A. Mail Services
Distribution Services
is responsible for providing mail delivery, collection and processing for the
University of California, Irvine campus. Mail handling procedures are established
to ensure that UCI complies with U.S. Postal Service regulations, and to assure
that all incoming mail is sorted and delivered, and all outgoing mail is forwarded
to the U.S. Postal Service or private couriers on the day of receipt.
B. Ownership of University Mail
It is University of California policy that campus mail services are provided exclusively
for official University business. All mail received by the University is the property
of the University. Faculty and staff must have all personal mail and parcels directed
to their home or other non-University address.
C. Access to Postage-free Internal Mail Stream
In accordance with Business and Finance Bulletin, BUS-65
and the U.S. Code, Title 39
governing postage-free access to the University's internal mail system, no person
or organization may introduce material of a personal or commercial nature into
the interdepartmental mailstream. Material may not be distributed for student
organizations other than registered campus organizations, or for employee organizations.
Distribution Services reserves the right to remove from the mailstream any internal
mail that violates postage-free access guidelines.
D. Authority to Purchase Postage on Behalf of the University
Authority to establish all postage meter contracts, maintain University
mailing permits, enter into agreements with the U.S. Postal Service, and enter
into agreement with vendors of mail preparation and dispatch services resides with
the manager of Distribution and Document Management.
Departments may maintain a small inventory of postage
stamps for emergency purposes. Whether purchased through Distribution Services
or directly from the U.S. Postal Service, departments are responsible for maintaining
auditable records of usage.
E. First Class Mail
Outgoing mail that bears no indication of the desired class of service is processed
as First-Class/Priority mail. Departments are charged the actual cost of postage
plus the approved surcharge.
F. Nonprofit Standard Mail Permit
Distribution Services maintains a Nonprofit Standard Mail Permit (Number 1106)
that may be used by any UCI department for mailings if U.S. Postal Service content
and design requirements are met. Since the postage
rate for Nonprofit Standard Mail is substantially reduced, requirements to
qualify for the rate are extensive and rules are strictly enforced by Distribution
Services and the U.S. Postal Service. To ensure a proposed bulk mailing will qualify
for discounted rates, Distribution Services should be contacted at (949) 824-4900
in the earliest stages of planning.
G. Mailing Lists
Mailing lists of business information, including employee email addresses, department
telephone numbers and addresses, may not be distributed, rented, or sold for commercial
purposes (see BUS-65,
VII. Mailing Lists).
H. Use of ZotMail
The ZotMail electronic communication system
may be used only by authorized individuals to transmit official business messages.
Individuals within each coordinating point are authorized to send messages on
behalf of a Dean or Vice Chancellor.
I. Content of Business Messages
University business communication in paper and electronic form must adhere to
University policies. Messages must not imply the University's endorsement, support,
or opposition to any non-University product, service, organization, or activity
unless appropriately authorized. Messages less directly related to the University's
mission, such as those related to religious or political activities or issues,
or messages that might produce commercial or personal gain, are generally prohibited
by University policy.
J. Access to Shipping and Receiving Services
Shipping and
receiving services are provided exclusively for official University business.
All non-University shipments must be directed to a non-University address. University
credit, purchasing power, and facilities shall not be used to purchase goods or
services for individuals or for non-University activities. This includes use of
the University's discounted rates for shipments
using FedEx, DHL, or any other courier service (see BUS-43,
Materiel Management, Part 3).
K. Receipt and Delivery of Orders
The central receiving dock is staffed to receive and process palletized orders
and orders for large equipment and furniture. Departments should specify that
vendors deliver orders for small to medium-sized items directly to the appropriate
department address.
L. Damaged Freight
Central receiving staff is responsible for inspecting the exterior condition of
received goods and noting visible damage. Departments are responsible for inspecting
the contents and condition of delivered goods in a timely manner and resolving
problems related to order discrepancies and concealed damage with the vendor.