The purpose of this document is to establish criteria, define eligibility and restrictions in the use of UTM Postal Services.
The UTM Postal Services exists primarily for the distribution, collection, and processing of the University Intra-campus and U.S. mail. 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 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. Postage metering will only be used for official mail contained in UTM letterhead envelopes or packages, with a full UTM Department return address.
Personal mail is defined as any mail not related to UTM or your position at UTM such as: utility bills, credit card and bank accounts not related to UTM, and periodicals not related to your position. Personal packages should not be sent to your UTM business address. Once you order from a mail order company you are then on their mailing list and receive all mailers, flyers, and catalogs. Arrangements can be made with your city post office to hold mail/packages which you do not wish to be left at your residence. UTM 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 UTM business address should never be given as your permanent address.
Intra-campus mail is limited to university business. For delivery, folded material, stapled or taped is acceptable.
To reduce sorting time provide large mailings (more than 50) in ascending box number order. If every student who has a box is receiving the mailing, labels are not necessary.
Mailings directed to specific faculty or staff requires individual names and department. Other options to distribute information to faculty/staff are:
- Sending one flyer to each department to post
- Send bundle of flyers to each department to post
Services are available to currently employed administrators, faculty, staff, adjunct and emeriti professors and student organizations registered with Student Affairs.
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
- Other correspondence that is not official university business
Each Dean, Director or Department Head is responsible for determining if materials to be addressed, and/or distributed by the UTM Postal Services relates to official business of the university. When questions occur concerning such determination, the matter should be referred to the next level of university administration (Dean, Director, Vice Chancellor etc.). Campus Mail Service may review campus mailings for compliance with this policy. Any questionable material will be returned to the sending Department.