Purchasing and Business Services Manual (PUR)

Effective: 3/1/1990

Revised: 7/1/2018

PUR 704: University Mail Services

Purpose

To prepare and distribute materials relating to the official business of the university

Sources

U.S. Postal System

University policy

Applicability

Departments, offices, and recognized student and staff organizations that maintain an institutional account with funds provided in total or in part by the university or are funded through university approved grants and contracts

Policy

ASU Mail Services operates under the direction of the associate vice president of University Business Services and is responsible for the distribution of U.S. and intercampus mail and the preparation and mailing of all U.S. mail.

ASU Mail Services exists primarily for the preparation and distribution of materials, the content of which is to relate to the official business of the university. Official business materials are those dealing with some aspect of the university’s operation that can be defined as being essential to the instructional, research, and community service programs and activities of the institution as differentiated from private business or personal mail. ASU Mail Services’ distribution services, according to federal regulations and university guidelines, are not to be used for commercial purposes or for personal mail of university employees. Neither should ASU Mail Services’ equipment nor the distribution facilities be available for the preparation and/or dissemination of statements in behalf of a political campaign or candidate.

Note:

Employees and students may not misuse university assets and have a responsibility to report activities or incidents that appear to be a misuse of university assets as detailed in the Academic Affairs Policies and Procedures Manual—ACD 123, “Misuse of University Assets.”

ASU Mail Services’ policy is intended to restrict services provided to those directly related to official university business. These services are not available to personal and private business of university students, faculty, and staff members, or to outside agencies, organizations, and commercial firms for activities not directly sponsored or conducted by the university. The policy is designed to ensure compliance with federal regulations and university guidelines relating to the use of U.S. and campus mail services.

Each department head or unit director of the university is responsible in accordance with Operational Policies—ASU Mail Services for determining whether materials to be addressed and/or distributed by ASU Mail Services systems relate to official business of the university. When questions occur concerning such determination, the matter may be referred to the next level of university administration (department head, dean, vice president, etc.). Materials found within the university addressing and/or distribution systems to be in violation of this policy will be removed immediately and affected staff members so advised by ASU Mail Services.

Departments and/or individual employees may not purchase postage stamps via the Internet or establish electronic postage usage via the Internet on behalf of ASU. This prohibition ensures that ASU postage funds are used for ASU business mail only. Mail processed through ASU Mail Services is monitored for a valid ASU return address and proper departmental cost center before expending ASU postage funds. ASU Mail Services takes advantage of the lowest postal discounts for the university by consolidating mail into one central location. See also PUR 401–09, “Postage Stamps.”

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