THE UNIVERSITY OF NORTH CAROLINA AT ASHEVILLE
                  POLICIES AND PROCEDURES MANUAL

                                             No.              38 
                                             Date       July 1, 1995  
                                             Page            of    7  
                                             Approved       

Subject:  University Mail Service

                             GENERAL

All campus mail is processed by University Mail Services.  Mail Services is currently sorting by
hand and delivering over one million incoming pieces of mail a year.  Outgoing, metered mail was
approximately 675,000 pieces last year.  In addition, mail services picks up, sorts, and delivers
approximately 13,000 pieces of internal (interoffice, intracampus) mail a year. 

The primary objectives of UNCA Mail Services are to:

 Provide timely and accurate mail delivery daily;

 Collect and post outgoing U.S. mail, taking maximum advantage of discounts available to
  large volume mailers to save the university money;

 Expand the level of mail service available to all departments; and

 Stay current with rapidly changing regulations and technology in the mailing industry.

Please note that at this time Mail Services does not sell envelopes, postcards, or stamps, prepare
packages for shipment, mail registered items (certified, yes), or prepare bulk or presort mailings.

                   LOCATION AND OPERATING HOURS

The university mail center is located in the Physical Plant Building.  The operating hours are
Monday through Friday, 7:30 a.m. to 4:30 p.m.  Any questions concerning mail services may be
addressed to mail personnel during these hours (ext. 6566 or ADMAXP::YKOON).

                        UNIVERSITY ADDRESS

               The correct mailing address for the university is:

               The University of North Carolina at Asheville
               One University Heights
               Asheville, North Carolina  28804-3299
Note that the street address is "One," not "1"; the numeral should not be used.  All envelopes,
brochures, packages, and other items mailed from the university should show this return address,
together with a name and departmental designation; otherwise the mail will not be metered and
forwarded.

                  PICKUP AND DELIVERY SCHEDULES

Mail is collected and delivered twice daily in designated areas of every campus building between
the following times:

                         9:45  -  11:30 a.m.
                         1:30  -    3:00 p.m.

A more exact time range for delivery to each building is posted on the mailbox in the building. 
No extra collections or deliveries will be made, but if Express Mail, Federal Express, Special
Delivery, or other express mail is received in the mail center during, between, or after scheduled
deliveries, the recipient will be notified by telephone.  Unless picked up before then, express
packages will be delivered at the next scheduled mail delivery time.

All university mail is picked up by Mail Services personnel from the United States Postal Service
each morning.  First pickup is made at 7:30 a.m. at Grace Station.  A second pickup is made
around 11:00 a.m.  All incoming mail is delivered on the day it is picked up.  Student mail is
separated from other campus mail and delivered to the Housing office, where it is further sorted
and delivered by work study students.

Internal (interoffice, intracampus) mail collected in the morning is delivered that afternoon;
internal mail picked up in the afternoon is delivered the following morning.  Internal mail not
ready for pickup in the afternoon but brought to the mail center no later than 9:30 a.m. the
following morning will be delivered that morning.  Internal mail not ready for collection in the
morning must be in the mail center by 12:00 noon for afternoon delivery.

Off-campus mail picked up each day is metered and delivered to Grace Station that same
afternoon.  Mail delivered to the mailroom after the last pickup must be there by 3:00 p.m. if it is
to go out that day.  Bulk mailings and presort mailings must be taken to the Main Post Office
before 4:00 p.m. if they are to go out that day, so the mail van usually leaves with these mailings
by 3:30 p.m.  The mail van returns and then leaves for Grace Station with outgoing metered mail
at approximately 3:45 p.m.

                  NEW EMPLOYEES OR ORGANIZATIONS

If mail is to be delivered in a timely manner, Mail Services must have prior notification of changes
or additions to campus personnel or organizations.  Departments are responsible for supplying
Mail Services with complete addresses for any additions to personnel, including adjunct faculty
and temporary or part-time personnel.  New mailing address forms are supplied to the
Departments by Mail Services as needed.  These forms should also be sent to Mail Services by the 
agent responsible for any new organizations on campus (clubs, associations, etc.)  In particular,
such organizations should make sure that when bank accounts are set up, the bank for the
organization has a correct mailing address, including the name and complete address of the person
responsible.

                         MAIL FORWARDING

U.S. mail received for former employees or students is currently being delivered to their previous
campus address.  Departments are requested to write the forwarding address on the envelope and
return the envelope to the mail center for forwarding.  Mail other than first class normally cannot
be forwarded; therefore, unless it is a parcel which states that return postage is guaranteed, such
mail should be disposed of by the department.

        PROHIBITIONS ON THE USE OF THE CAMPUS MAIL SYSTEM

The campus mail system cannot be used for the distribution of nonuniversity-related publications
that are designated primarily for free circulation, nor for publications designed for advertising
purposes.  Use of the campus mail system for advertising, chain letters, or private use for personal
advantage is specifically prohibited.  If such items are discovered, they will be pulled and 
reported to the UNCA administration.  Individuals or departments that send such items through
the campus Mail Service will, at a minimum, be billed regular first class postage for all copies
distributed.

                       DEPARTMENTAL BILLING

Mail Services posts departmental charges through the FRS system for postage, N.C. Courier
Service, postage due, and business reply charges.  Charges appear in monthly account printouts.
Any questions regarding postal services charges should be addressed to Yvonne Koon, the Mail
Services Supervisor, at extension 6566 or ADMAXP::YKOON.


                    PREPARING MAIL FOR PICKUP

All outgoing mail is charged to university accounts.  Departments have been supplied with
barcoded account cards for all state, trust, grant, and receipt-supported accounts against which
mail is routinely charged.  These charge cards MUST accompany all outgoing mail which is to be
metered by Mail Services.  The cards may be slipped under a rubber band on banded mail or,
where mail pouches are in use, may be slipped in the pocket on the upper right corner of the mail
pouch.

Individuals responsible for preparing departmental mail for pickup are requested to separate mail
and rubber band it into the following categories:

     Off campus - Postal Service
     Off campus - Courier Service
     Off campus - International mail
     On campus - Interdepartmental, intracampus mail

Each type of mail should be clearly identified.  Express mail, certified mail, and parcels should
have complete information attached.  (Contact Mail Services or ADMAXP::YKOON if unsure
what information must be supplied in such cases.)  Where mail pouches have been provided, all
banded mail to be charged to one account should be placed together in the mail pouch with that
account card in the pocket.

As an additional service to campus departments, Mail Services is presently picking up and
delivering to UNCA shipping small packages and express letters to be sent via UPS.  For larger
packages, departments should contact the Shipping Department (extension 6703) for pickup.

Campus Mail.  All campus mail must include the departmental name in the address.  Whenever
possible, campus mail should be posted in interoffice envelopes, which are available from Central
Stores.  Extreme care should be exercised when using recycled envelopes, to insure that all
previous addresses have been marked out.  If it is necessary to send campus mail in #10 or
business envelopes, write or type the word "CAMPUS" in large letters under the address.  To
expedite delivery, campus mail should be banded separately from other outgoing mail.  Large
volume campus mailings should be separated and banded according to department.

State Courier Mail.  Almost all city, county, and state agencies are serviced by the State Courier
Service.  Courier mail, both incoming and outgoing, is processed through the mail center.  By
using N.C. State Courier Service, departments may realize considerable savings on departmental
mailing costs.  Currently, courier rates are one-half of the U.S. Postal rate for 0 oz. up to 1 lb. 
From 1-70 lbs., there is a flat rate of $2.50 per item.  The courier service takes nothing above 70
lbs.  Correspondence and other items under one pound are bagged together by Mail Services and
are considered Class A mail.  Larger unbagged items are considered Class B, and are charged the
flat rate.  State Courier Service guarantees delivery within 48 hours to any courier location in the 
State.  Courier directories are available from Mail Services.

The following procedures should be employed to utilize the State Courier Service:

 Address mail using the addressee's name, agency or department name, city, and the proper
  courier box number.  Return addresses should include UNCA's courier box number, 12-61-01.

 The designation "Courier Mail" or "State Courier" should be written or rubber stamped in
  large bold letters on the lower left side of the envelope, preferably in red.  "Courier" stamps
  are available from Central Stores.

 Courier mail should be banded separately before placing in the mail pickup box.  Courier mail
  is picked up and delivered to UNCA once daily, between 10:00 and 10:30 a.m.  Courier mail
  from other state agencies is distributed to departments on the regularly scheduled mail routes.

Outgoing Personal Mail.  Personal mail is collected with campus mail on regularly scheduled
mail routes.  Personal mail must be stamped, sealed, and banded prior to placing in the outgoing
mailbox.  Personal mail is turned over to the USPS as it is received by Mail Services.  Mail
Services cannot apply postage to personal mail.  University stationery must not be used for
personal correspondence.

First Class Mail.  Generally, items under 11 ounces will be posted as first class mail.

Priority Mail.  Priority Mail provides first class service for mail weighing more than 11 oz.  
Priority mail may be up to 70 pounds and 108 inches in total dimensions (combined length and
girth).  Packages stamped priority mail will be handled along with first class mail and carry a first
class delivery commitment, at a current cost of $3.00 for the smallest (11 oz.) of such mail.

Presort First Class Mail.  This is an alternative to bulk mailing for large mailers.  First Class
Presort is a discounted mail service offered for mailings over 500 pieces mailed in zip code order
with large concentrations within the zip codes.  Presort costs more than bulk, but less than regular
First Class mail.  As with bulk mailings, it is the department's responsibility to put this mailing 
together.  All such mailings are checked and paperwork completed by Mail Services.  Instructions
for preparing this or any other class or type of mail may be addressed to the Mail Services
personnel (extension 6566 or ADMAXP::YKOON).

Bulk Mail.  Bulk Mail is a less expensive service available for mailings of 200 or more pieces. 
Although bulk mail is handled more slowly than other mail classes, the cost savings are greater. 
Bulk mail service can be used only by integral departments or organizations of the university;
otherwise, the university is in violation of Section 623.4, Paragraphs .51 and .52 of the U.S.
Postal Regulations.  All bulk mail processed by the university community must be routed through
the mail center.  Bulk mail decals, rubber bands, stamp, and instructions are provided by Mail
Services to requesting departments.  The bulk mail stamp must be signed for by an authorized
user and returned to the mail center along with the mailing.  It should not be passed from one
department to another, since the person who signs for it will be held responsible for its safe return. 
Should a bulk mail stamp be lost, the department which signed for it will be billed for the cost of a
replacement (currently approximately $18).

Note.  Every attempt is made to get these special mailings out the day they are received; however,
the ability of the Mail Services staff to do this depends on how early in the day they receive these
mailings and how much extra work by the Mail Services staff is involved in preparing them.  Bulk
or presort mailings will be picked up at the time of regular mail pickup, if the Mail Services is
notified in advance.  Otherwise, bulk or presort mailings should be brought to the mail center by
12:00 noon for same-day processing.  If brought or picked up after noon, they may not go out
until the next day.  Departments contemplating bulk or presort mailings immediately prior to
holidays or weekends should be especially careful to give Mail Services advance notice and to
have these mailings available in time for the morning collection, in order to avoid holdovers.

(Fourth Class) Parcel Post.  Parcels mailed between first class post offices in the continental
U.S. are limited to 70 pounds and 108 inches in length and girth combined.  Mail Services has
information on special mailing rates for books, records, materials for the blind, catalogs, and
international mailings.  For faster delivery of parcels over long distances, use priority mail.

Library Rate.  Library Rate is a special fourth class rate for books, films, educational or cultural
materials mailed between educational institutions, museums, libraries, herbaria, and other such
institutions.

Express Mail.  Overnight delivery is guaranteed by the USPS to most domestic metropolitan
destinations.  For some areas at a considerable distance from an airport, the U.S. Post Office
guarantees only two-day delivery.  International Express Mail deliveries vary according to the
country of destination, and no guarantee is available.

International Mail.  International mail may be posted by University Mail Services to most
foreign countries.  Due to International Mail restrictions and service variations, contact Mail
Services (extension 6566 or ADMAXP::YKOON) to determine the classification and
documentation that may be required for customs declarations.

Certified and Return Receipt Mail.  Mail sent certified, return receipt requested, guarantees
that your letter or package was received; the signature of the person accepting your mail and the
date it was received will be indicated on the receipt which Mail Services will return to you.