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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Metered mail is picked up by the United States Post Office at 4:00 p.m. daily
Mail received in Distribution Services prior to 2:00 p.m. will be processed and sent out the same day. Mail received after 2:00 p.m. will be processed on a first-in, first-out basis.
Distribution Services affixes postage to outgoing business mail for university departments and organizations, and processes the pieces if they have a valid department return address and a valid postage account. Postage charges appear on the department's monthly financial statements.
Each department is to include its complete university return address on all outgoing mail. This procedure will ensure proper billing and/or return of mail to sender if for any reason it is undeliverable.
Unsealed business-size envelopes should be submitted with flaps down for metering on each individual envelope.
Envelopes must be sealed if they are larger than a #10 business envelope or a business envelope is thicker than 1/4". We cannot seal flat envelopes (example: 5 x 7 or 9x12).
Items submitted for metering that are not contained in an envelope and are folded should have a wafer tab seal to close the fold. Staples should not be used. If you should have a question regarding this procedure call Distribution Services for more information (extension 3349).
Separate first class mail from foreign mail with the foreign mail rubber banded or paper clipped together. Failure to separate foreign mail may result in the application of improper postage and a delay in mailing.
Certified, insured, registered, express mail and any other mail requiring special handling should be marked in a conspicuous manner and separated from other first class mail.
Sending out Personal mail
Distribution Services will accept outgoing personal mail with other mail. It will be picked up with the university mail at 4:00 p.m. It is the mailer's responsibility to make sure the piece has the appropriate postage affixed.
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 email@example.com
University policy regarding distribution of mail on campus is designed to ensure compliance with federal regulations and university guidelines relating to the use of U.S. and campus mail services. It is also intended to provide service to those directly related to official university business.
These services are not available for the personal and private business of university students, faculty and staff members, or to outside agencies, organizations, and commercial firms for activities not directly sponsored or conducted by the university. Each department head, in accordance with operational policies university, is responsible for determining whether materials to be addressed and/or distributed by Cal Poly Pomona Distribution Services are related to official university business. When questions occur concerning such determination, the matter may be referred to the next level of university administration (director, dean, vice president, etc.). Materials found to be in violation of this policy, will be removed immediately and affected staff members so advised by Distribution Services.
Cal Poly Pomona Department Mail
Mail addressed to Cal Poly Pomona becomes the property of Cal Poly Distribution Services. All mail received at Cal Poly Pomona is to be official Cal Poly Pomona business mail. When mail is addressed to and delivered to that department, it becomes the property of the department. Each department should establish policy with their staff as to the handling of mail when an employee has left the department. University funds will not be used for forwarding this type of mail.
Personal Mail and Couriers Items
Any personal mail sent to staff members that is registered, certified or insured, OR personal parcels sent via UPS, Federal Express should be addressed to home addresses. Such items include, but are not limited to, fraternal and church bulletins; personal effects; books and record club mailings; personal check books, and magazines, periodicals, and newspapers not specifically used in the course of university business.
Private Business And Personal Mail
The following classifications are examples of campus mail that is NOT to be processed within the university mail system:
- Any material that, if stamped would be prohibited by federal postal regulations.
- Personal unstamped mail involving the operation of employee and/or student organizations outside of the recognized university structure
- Literature, circulars, or notices originated by non-university employees and/or student organizations
- Money solicitations
- Membership recruitment materials not originated by the university administration
- Election or campaign materials of a partisan nature
- Items of material such as money, money orders, checks, etc.
- Unstamped commercial solicitations
- Personal greetings
- Books and like materials