Policies and Guidelines
Mail Policies and Guidelines
The Spelman College Mail Center collects, distributes, and processes the College's intra-campus and U.S. mailings related to the College's official business. Official mail includes correspondence that pertains to the College's operations and is essential to the activities of the institution. It is distinct from private, business or personal mail. Therefore, the Campus Mail Center, a College facility, is a restricted service. Accordingly, the College prohibits the use of the Mail Center for personal or for private gain of employees, for the advertisement of programs by non-College groups, and for endorsements by political entities not authorized by the College.
College Postage Meter
The Mail Center uses the Ascom/Hasler Electronic Mailing System (model 350, a dependable, high volume performer) to meter its mail. It can meter mail at speeds up to 200 letters per minute and comes equipped with a 120 lb. capacity scale. No flapping is required to seal envelopes; however, all envelopes over 1/4 inch thickness must be pre-sealed, and metal clasps must be taped.
Postage meters are used only for official mail, enclosed in Spelman College letterhead envelopes with a full Spelman College Department return address. The department's name is required to ensure properly billing.
Mail is metered throughout the business day Monday through Friday until 4:00 p.m. Metering is suspended at 4:00 p.m. to allow staff to prepare for the evening dispatch. Any mail received after 4:00 p.m. will be metered the following day.
Personal mail is defined as any mail not related to the official business of Spelman College or the employee's position at the College. This category includes, but is not limited to, utility bills, credit cards and bank statements, and periodicals (magazines & catalogs) not related to departments or positions within the department. Spelman requires that employees receive all personal mail at their permanent address unless they live on campus.