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Procurement & Logistics

BSU Mailroom
Memorial 1, #MR
1500 Birchmont Dr NE
Bemidji, MN 56601

Phone: (218) 755-3922
Fax: (218) 755-3986

 

Policies & Procedures

General

  1. Mailing Services is located in the Memorial Hall, room 001. Hours of operation are 7:30 a.m. to 4:00 p.m., Monday through Friday, however due to pick-up and delivery services, open hours at the Mail Room are 8:00-10:15 AM and 1:00-3:00 PM. Mailing Services
  2. Mailing Services establishes the policies and procedures which govern University preparation of U.S. and Campus Mail.
  3. Mailing Services distributes and processes U.S. and Campus Mail for all organizational units of the University.
  4. All inquiries for information, complaints, claims, etc., should be directed to Troy Solo at 755-3922. In those instances when we cannot help you, we will route you to the proper department or agency which could better serve you.

Personal Mail

  1. Utilizing the University address for delivery of personal mail is prohibited. Nonprofessional catalogs will not be forwarded by Mailing Services. Please assist us by requesting your name be removed from junk mailing lists. Outgoing personal mail can be deposited in the outgoing mail slot located at the Mail Room and must have postage already applied. The Mail Room CAN accept outgoing personal Fed Ex shipments if you put your credit card number on the Fed Ex shipping form. However, DO NOT use the BSU pre-printed forms for personal packages. The Mail Room CAN accept outgoing personal UPS shipments that shippers enter on-line at the UPS website with a personal credit card, printing their own UPS label. Click to access the Fed Ex and UPS web sites.
  2. Using postage purchased with University funds for personal business is prohibited.
  3. University postage will not be affixed to any personal mail.

Confidentiality

Mailing Services will strictly observe the confidentiality of all mail. Mail will be opened by authorized personnel only when no other means can be used to determine recipient.

Processing Priorities

Normally, all mail will be processed in the following priority order:

  1. Courier Service
  2. First Class
  3. On-Campus
  4. Official Distributions
  5. Standard A & B
  6. Illegible/Unidentifiable

Mail Arrival and Delivery

  1. Mailing Services picks up incoming U.S. Mail from the United States Postal Service (USPS) daily between 7:30 a.m. and 8:00 a.m. The mail is then sorted, bundled, and delivered, along with Campus Mail, to the designated mail drop in campus buildings between 10:15 a.m. to 12:30 p.m. U.S. and Campus Mail is picked up from campus buildings at this time and delivered to the mail room to be sorted.
  2. Certified, Registered, Insured, and Express Mail is logged-in by date, article number, addressee and you will be notified that this mail can be picked up at the Mail Room.
  3. Special delivery, and other overnight courier services occur throughout the day until 3:00 p.m. Items are delivered with the next scheduled delivery to the designated mail drop in the appropriate building. Departments are notified by telephone for items received that cannot be delivered until the following business day.
  4. Business Reply and Postage Due Mail is charged back to University accounts by Mailing Services before delivery to the designated department.
  5. University departments are responsible for forwarding the mail of faculty and staff who have departed the University and left a forwarding address. First Class Mail must be forwarded for 12 months and Periodicals must be forwarded for 60 days. To forward mail, simply write the forwarding address or "Return to Sender," and the reason for non delivery on the envelope and return it to Mailing Services. No additional postage is required for unopened packages. Place a mark through the barcode and the original address, so it will not be returned to BSU.
  6. Mail delivered to an addressee that cannot be identified by Mailing Services will be returned to the sender.

Campus Mail

  1. Campus Mail service is available to all departments, residence halls, and many campus organizations.
  2. Campus Mail is limited to official University business.
  3. Campus Mail should be placed inside "Campus Mail Distribution" or window envelopes. Confidential communications may be distributed in plain envelopes.
  4. All Campus Mail should be addressed as follows:
    • Name, building and box number. Room numbers should not be used.

Note: Please forward misdirected mail to the correct department or return to Mailing Services

  1. Human Resources will provide timely written notification of the name of any new employee to Mailing Services to prevent delay in his/her mail delivery.
  2. Departments are responsible for notifying Mailing Services in writing of any change of address of a department or a section of a department.
  3. With few exceptions, Campus Mail will be delivered during the next scheduled delivery following its receipt in Mailing Services.
  4. Campus Mail will not be accepted from private, commercial or political organizations, including some nonprofit organizations, unless granted approval by the Director of Procurement & Logistics or Business Manager or Vice President for Finance & Administration.
  5. Any excess accumulation of Campus Mail Distribution envelopes should be returned to Mailing Services for redistribution. New envelopes may be purchased from Central Stores, ext. 2873.