Distribution Services operates under the direction of the Director of Procurement and Support Services.
Distribution Services is responsible for the receipt (or acceptance) and distribution of materials delivered to the shipping and receiving area, United States postal mail, courier delivered items, inter-campus mail and the preparation and mailing of United States postal mail. In addition, the unit is responsible for the pick up and disposal of surplus property.
Distribution Services exists primarily for the preparation and distribution of materials, the content of which relates to the official business of the university. Distribution Services, according to federal regulations and university guidelines, is not be used for commercial purposes or personal mail of university employees.
United States Postal And Inter-Campus Mail
Administrative offices and academic departments are responsible for the distribution of mail to individuals within their areas. The campus mail service system allows for one delivery and pick up daily, Monday through Friday (except holidays), between 8:30 am and 10:30 a.m. U.S. mail is retrieved by Distribution Services before being deposited in the Pomona Post Office and sorted prior to the morning run. This ensures that you are receiving all of your U.S. mail on the morning run and it is the most current mail available from the Post Office.
All U.S. mail is sorted to the first department name appearing on the mail piece. To assure prompt delivery, correspondence must have complete addresses, including a specific department name. Refrain from using abbreviations and acronyms.
Mail that contains the department name will be delivered to the department. If the mail is not for anyone in the department, the piece is considered misaddressed by the sender. All misaddressed mail will be placed in a campus envelope and forwarded to the department along with a note requesting that the department notify the mailer of the correct mailing address to prevent future mail delivery delays.
All mis-sorted U.S. and campus mail should be placed in campus envelopes and addressed to Distribution Services, who can then review for any systemic sorting problems and resolve as appropriate. Mail can also be reviewed to see if the piece was properly addressed. Because of personnel movement on campus, departments are encouraged to update their campus mailing list periodically.
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Distribution Services sorts and delivers inter-campus mail between departments. Distribution Services is legally bound to follow the federal guidelines set forth in the private express statutes. The statutes state that only official Cal Poly Pomona business mail can be transported through inter-campus mail.
The following classifications of non-U.S. mail originating on the campus or directed to university personnel may be processed through Distribution Services, if properly addressed to include a specific department name:
Inter-office communications relating to official university business (i.e. approved university department circulars and bulletins relating to course offerings, special instructional programs operational or administrative releases, and like materials).
Guidelines for addressing inter-office mail: A specific department name must appear on each piece. Department names should be spelled out (abbreviations increase the chance of delays in the delivery and possible miss sorting). Example: College of Engineering - Dean's Office
Inter-campus mail is to be placed in inter-campus manila envelopes (small or large) for routing within the campus mail system.
Use of other envelopes (such as cal Poly Pomona #10 white business envelopes) should be limited, but is allowed for inter-campus mail provided these guidelines are followed: When addressing a campus envelope, all previous addresses should be marked through to guarantee proper delivery to the appropriate party. All information on campus envelopes should be properly filled out to assure prompt delivery.
Failure to comply with proper campus mail procedures may result in mail delays or mail returned for additional information.
For changes, please notify Karen Martin at 909-869-3349 or email her at firstname.lastname@example.org
Updated April 12, 2010