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#134 - Mail Services

Approved: September 22, 2025

Monitor: Vice President for Business Affairs

The University shall provide a centralized handling of United States and campus mail within the following guidelines. 

Regular pick-up and delivery services shall be provided for all departments and offices. 

United States mail and campus mail shall be kept separate at pick-up points. 

Campus Mail

Campus mail shall be sent in standard or manila envelopes and shall show the full name and department of the addressee.

Mail accepted for delivery by the Mail Room shall include the following:

1. All communications concerning University business
2. Circulars and publications of authorized honorary and professional societies

Mail not accepted for delivery by the Mail Room shall include the following:

1. Material which, if stamped, would be prohibited by federal postal regulations
2. All personal mail outgoing or ingoing, including packages
3. Personal mail addressed at 600 Lincoln Ave.
4. Literature, circulars or notices originated by non-university organizations not authorized by the Vice President for Business Affairs, or designee
5. Personal books, membership recruitment, petitions, or money solicitations not authorized by the Vice President for Business Affairs, or designee
6. Election or campaign literature
7. Items of material value
8. Unstamped commercial solicitations or unstamped advertisements for the sale or rental of personal or real property
9. Student course projects

United States Mail

Unstamped United States mail must have an approved budget account number on the upper left corner to be processed by the Mail Department.

Sealed, unstamped United States mail with no return address shall be turned over to the United States Post Office for disposition.

Because of the high cost of postage, departments or offices should consider Pre-Sort First-Class mail.

Information concerning class of mail and instructions regarding packaging for mailing can be obtained from the Mail Room.

Parcels

All parcels should be for university business only. Any personal parcels will be returned.

All parcels ordered should include the following in the delivery address:

Employee Name, Department Name
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Building and room number
408 West Hayes Avenue
Charleston, IL 61920

Campus Circulars

University Business handouts that communicate information for Campus delivery can be processed through the University Mail Room.

Postage Costs for Self-Supporting Programs

Postage costs associated with self-supporting program shall be funded through the individual program budget and not through the appropriated budget.