AUX 6.30 - Departmental Handling of Mail
Responsible Office(s):   Postal Services                                                      Effective:   July 1, 1992

A.    Purpose.

Provides guidelines for handling departmental mail.

B.    Scope.

Applies to all university departments and activities.

C.    Policy.

1.   General Statement.
Departmental managers should set reasonable rules for distribution of departmental mail in their areas. Generally, the receipt of personal mail at an employee's place of business is discouraged.

Mail may be opened by departmental personnel other than the addressee in accordance with guidelines established by the department head.

Any external or campus mail marked "Personal" or "Confidential" should be forwarded unopened to the addressee.

2.   Exceptions.
In areas where timely processing of items received by mail is critical (such as the Cashier's Office, Public Service or other areas that receipt checks), mail may be opened by departmental personnel other than the addressee regardless of the "Personal" or "Confidential" designation, if such policy is established by the department head in advance and is communicated to departmental employees in writing.

Under no circumstances should a policy be established which allows mail that is clearly marked "Personal" or "Confidential" from the Human Resources Department to be opened by an individual other than the addressee.

Any questions relating to the appropriateness of establishing such a policy should be directed to the Manager of Postal Services.

3.    Date Stamping.
All mail should be date stamped when received into a department. Confidential items which are to be delivered unopened should be stamped on the face of the envelope.