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WSU Vancouver Mailroom - Policy
List of all places/people for mail delivery
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This policy describes the distribution and collection of mail, packages, and volume/bulk materials processed through the Plant Services Building. The Plant Services Manager shall be responsible for implementation of this policy. In an effort to provide a standard point of contact and information to the various entities delivering materials to WSU Vancouver, the Plant Services Shipping and Receiving office shall be the central destination and processing point for deliveries to the Vancouver Campus. Periodically throughout the day, appropriate work areas will be notified if special deliveries arrive at Plant Services. Any other university entities coordinating independent deliveries to the campus will assume complete responsibility for that delivery.
Plant Services staff shall provide the following services in priority order:
1. Sort and deliver inbound campus mail in a timely manner, and pickup outbound mail as scheduled. Schedule
- A delivery route shall be established that drops mail to a practical number of specific work area distribution points throughout campus facilities. Mail Stops
- Work area staff shall further sort mail for internal distribution.
- Each distribution point will be assigned a specific four digit number that shall be used as a mail stop and Zip Plus Four number. Mail not including this number, or using the wrong number will take longer to process. (The Zip Plus Four numbers as mail stops will be implemented at a future date)
- Distribution locations and mail stop numbers shall be coordinated with Plant Services. Plant Services shall maintain a current list of mail stops as an attachment to this policy. Mail Stops
- The pickup and delivery of mail to a specific work area shall be scheduled to include the majority of inbound mail expected that day. The delivery staff will accomplish the route when mail from a majority of sources is received and processed.
- Plant Services staff shall deliver mail in an appropriate container, and provide containers for work area staff to place out bound mail. Work area staff shall coordinate in advance with Plant Services when they anticipate other than the normal amount of inbound and/or outbound mail. Telephone 6-9708 or Email to the Mailroom
2. Pickup and deliver packages.
- Packages shall be delivered with mail if feasible A Note About Shipment Timing
- Packages not picked up or delivered with mail shall be processed individually after mail is processed.
3. Volume/Bulk Materials:
- Due to limited processing space, Plant Services shall be notified in advance when volume/bulk materials are expected. Telephone 6-9708 or Email to the Mailroom
- The department ordering the materials shall clearly indicate to vendors and/or carriers that prior notification of delivery is required.
- Non-scheduled deliveries may be refused due to lack of dock space and require return to carrier for disposition.
- Volume/Bulk materials shall be delivered to the department ordering same as soon as feasible. The ordering department shall coordinate storage before ordering; Plant Services can not store bulk materials without substantial notice.
- Bulk materials delivered without a department storage location shall be stored at the expense of the ordering department.
4. Pallet Loads:
- Due to limited space, pallet load materials shall be processed out of the Plant Services receiving area as soon as possible.
- Unless coordinated otherwise, pallet loads shall be either transferred directly to storage (probably rental space off campus), or pallets shall be broken down and material delivered to the appropriate department in less than pallet loads quantities.
5. Hazardous, Sensitive, or Living Materials:
- Hazardous materials shall be ordered using appropriate EH&S (Environmental Health and Safety) procedures, Material Safety Data Sheets (MSDS) and appropriate delivery documents or they will not be received.
- Sensitive and living material shipments shall be coordinated with Plant Services for special processing. Whenever possible, the ordering party shall specify delivery early in the day to insure that sensitive and living material shipments do not remain overnight or over a weekend in the warehouse. Telephone 6-9708 or Email to the Mailroom
6. Outbound Materials:
- Outbound mail shall be routed through distribution as noted above if work area pickup is expected. Departments will be charged for outbound mail.
- Outbound mail requiring US Postage or package service shipping (UPS, FedEx, etc.) shall be bundled with, and clearly marked on, the appropriate forms, provided by Plant Services, with expense information (Department Budget, Mail Class, etc.) for postal or package service processing and internal accounting purposes.
- Please put your NAME on the FedEx (or UPS) form in case of questions
- Departments shall be charged for appropriate shipping and handling costs as required to process outbound materials.
- Extraordinary labor and services shall be charged on a Plant Services work order. This will include, but is not limited to, intermediate storage and moving items to and from off campus (rented) storage, and any special crating and packing materials and labor.
7. Personal Mail:
- Personal Mail and Boxes are PROHIBITED in the University mail system
- Click here for WSU policy (NOTE - this includes mail order package delivery) - While this link discusses Pullman the policy is, of course, Statewide and is for the entire University and all Branch Campus locations
- Personal US Mail may be placed in one of two US Postal Service drop boxes, with pickup by a US Mail driver sometime between 9AM and 3PM, Monday-Friday (there is NO set schedule, since WSU is on a Rural Route, driven by a contract driver)
- A drop box in the Administration building entryway next to the pay phone, located next to Human Resources, or
- A drop box to the right of the main entrance to Student Services, in an alcove next to the small exit door
- Larger items do, of course, need to be taken by the individual to a USPS substation or authorized drop site (such as the Letter Box company located in the mini-Mall at the intersection of Highway 99 and 134th, near the new Safeway store, call 573-3007 for more information)
- Personal mail placed in a work area OUT box will be left under the OUT box
- This Policy includes items labeled for the Campus Mail Courier System
- Personal mail sent to WSU Vancouver must be refused and returned to sender
- Personal mail order items are also prohibited at the University address
- SPECIAL NOTICE ABOUT DICK HANNAH AUTO DEALERSHIPS
- When you buy a new/used car from any Dick Hannah auto dealership, they will ask you for your place of employment - you need to specifically tell them to NOT send a "thank you" basket to WSU, since Mailroom staff will not be allowed to deliver the basket to you
There is ONE INSTANCE where individual mail may be sent using the WSU system
- When a student provides a stamped envelope to a Professor, for the student's work or grades to be sent by the Professor as official business, or a BRM (Business Reply Mail) item is to be sent, such as a product warranty or other item of University business where the vendor has provided a return mailer:
- Write the DEPARTMENT NAME above the return address so the mailroom staff will know that the particular envelope is, in fact, official business and may be accepted for handling in the WSU mail system
- An alternate means of identification would be to write STUDENT GRADES on the envelope instead of the Department Name
- Add the Department Name when a student must use US Mail to send information, from a WSU Vancouver Department, to Pullman or to some other University
- Please NOTE that failure to write the Department Name or Student Grades above the return address will result in the mail being left behind
8. Copy and Printer Paper Deliveries:
- Standard boxes of 8.5x11 white copy paper are stored in the Loading Dock area next to the Mailroom (paper is ordered by the 40 box pallet, with a new pallet ordered as soon as a pallet is emptied)
- Paper is delivered "space available" along with Courier Mail and US Mail, and other received items, so delivery is not at any specific time or day (Please monitor your supply and order before you are completely out, since paper delivery is not always possible on an "instant delivery" basis)
- Full boxes (no split deliveries) are delivered either by request (email address below, or call 6-9708) or on a regular schedule set by the needs of the individual Department
- Where possible (where the paper is in the same room as the mail delivery station) paper delivery will be automatic, in a three step process
- Paper will be delivered to a designated location
- No paper will be delivered as long as the box remains
- When the box is emptied and removed - see the first step
- Each delivery will include a receipt, to be signed and forwarded to the WSU-V Finance Office for an internal transfer of funds
- All other paper (any color or size) is to be ordered by the Department using their regular supply order process, for delivery with all other supply orders
9. Clark College at WSU Deliveries:
- Mail to the Clark College Building at WSU is delivered once per day, during the morning delivery period
- Place your Clark College mail in the OUT mail box by 2PM, clearly marked for CLARK COLLEGE, and it will be delivered the next morning
- Mail from Clark College to WSU Departments is picked up at the same time, for delivery on the WSU Campus at the next available delivery period
Last updated 04-25-2007
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