Policies

A. University Mail Services (UMS) serves as the University's primary contact for University business conducted with the United States Postal Service (USPS). It is subject to USPS regulations regarding the handling of US mail. In addition, UMS handles internal mail.

B. The use of UMS is limited to University business. University business constitutes activity which is substantially related to the mission of the institution. UMS must handle mail in accordance with the Private Express Statutes as stated in 39 CFR, Code of the Federal Register.

C. USPS mail addressed to the University of Connecticut is the property of the President of the University. UMS acts on behalf of the President in handling the University mail. USPS mail addressed to a person at the University is presumed to be the business of the University. The handling of mail within a department may be without regard for the named recipient unless marked "confidential".

D. Undeliverable USPS mail will be handled in accordance with USPS ancillary service policies regarding "return to sender" mail. Undeliverable internal mail may be opened by the Supervisor at UMS to determine disposition.

E. Outgoing USPS mail presented for postage and displaying a non-University return address will be returned to the department. Outgoing USPS mail displaying no return address and no identity with the University, will be opened by a supervisor at UMS to identify the sender. If identified , the piece will be returned to the sender to apply a complete return address and FRS account.

F. The University is entitled to the lowest Standard A postage rate under its authorization from the USPS as a non-profit organization. Any use of the special rate for organizations or individuals other than for the University is illegal and jeopardizes the privileged rate of the University. University membership or representation in a professional or other organization does not automatically qualify such organization for use of the privileged rate of the University.

G. Personal mail or packages received at UMS that can be determined to be personal will not be delivered. The recipient will be contacted for pick up. Personal mail must not be addressed to the University. UMS is meant to be used to conduct University business only.

H. Incoming USPS mail for the University of Connecticut, is handled in accordance with USPS DMM, Section 508.1.6.1 which states: All mail addressed to a governmental or nongovernmental organization or to an individual by name or title at the address of the organization is delivered to the organization, as is similarly addressed mail for former officials, employees, contractors, agents, etc. If disagreement arises where any such mail should be delivered, it must be delivered under the order of the organization's president or equivalent official.

I. In addition to the above regulation, the USPS maintains the signatures of University Mail Services' staff on PS Form 3801, naming the staff "Authorized Agents", making them eligible to handle incoming, accountable mail for the University of Connecticut.

Accountable mail is released to the University upon signing the USPS Firm Sheet, recording such items, and the authorized agent also signs for any Return Receipts attached. Although an option, University Mail Services does not sign for "Restricted Delivery Mail".

Once prepared at University Mail Services for final delivery to the campus destination, a signature is obtained from the designated employee at the centralized mail stop for the building.

The accountable mail is then placed with the regular incoming mail for the receiving department.

In the event the actual recipient, indicated by either name or by title, chooses to refuse any accountable mail, such accountable mail must not be opened. The refused piece must be marked "Refused", placed in a new container and have new postage applied. It is strongly recommended that this refused mail be sent Certified mail, or Registered if leaving the United States.

Federal Archive Guidelines require University Mail Services to maintain records as follows:

a. Incoming accountable records keep 2 years
b. Outgoing Certified records keep 2 years
c. Outgoing Registered records keep 3 years

J. University Mail Services restricts collection/distribution to mail items only. Freight, supplies, records, etc. are handled by Central Stores who may be reached at 486-6297.