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The following information has been prepared as a source of basic information to help you understand the operational conditions, and to obtain the best use of the University's mail services with regards to efficiency and economics.
Your co-operation in adhering to these guidelines is greatly appreciated. Please contact the Mailroom at #7020 for any additional information not contained herein. See also Inter-University Transit System Operating Procedures.
Location of Mailroom
The Mailroorn is located at 105 Bond Street.
Supervisor: Howard Sculnick extension: 7269; email:
hsculnic@ryerson.ca or groupwise: Howard Sculnick.The Mailroom is part
of University Business Services, General Services Division.
Hours of operation Monday to Friday, 8.00am - 4.00pm.
Function of Mail Services
Mail Services will make at least one pick-up and delivery each day and process the mail in time to meet mailing deadlines of Canada Post, IUTS, etc.
Mail Services will ensure that mail which requires postage at the expense of the University:
| • | Is charged to the individual department with the appropriate postage and, if applicable, any other charges resulting from services rendered. |
| • | Applies to University business (official university mail) |
| • | Is processed at the most economical rate. |
| • | Conforms to Canada Post postage regulations. |
Official University Mail is
| • | Correspondence concerned with academic or administrative matters. |
| • | Mail required to conduct the affairs of the University. |
| • | Mail required to carry out the individual's professional and scholarly activities related to their discipline. |
Unofficial University Mail (Personal Mail) is
| • | Personal correspondence concerned with domestic, personal or private matters. |
| • |
Bulk mailings on behalf of professional societies, learned societies and other organizations are normally classified as "Unofficial University Mail", unless prior written approval has been received, by the Mailroom, from the appropriate department head to charge these mailings to the departmental account. |
All outgoing personal mail is to be:
| • | Kept separate from official mail. |
| • | Placed into a non-University envelope bearing the appropriate postage. |
| Sending Mail Externally |  |
Each piece of mail should be identified clearly in the upper left hand comer of the envelope/parcel with the name of the department or whenever it is appropriate the name of the faculty/staff member. (This will ensure that undelivered mail can be returned to the sender).
| • | External mail must be accompanied
by a properly completed mail slip indicating:
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| • | If mail is to be charged to a project or an account other than the normal department account, please complete a separate mail slip indicating the account number to be charged. | |
| • | Mail without a properly completed mail slip, including the account number to which the postage has to be charged, cannot be processed and will be returned to the originating department . | |
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All Mail must be bundled separately according to destinations, Canada, USA, Overseas, IUTS. |
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| • | Items must be properly prepared as not to damage or cause injury to Postal Employees. Please do not close envelopes with staples, or cover staples with tape. | |
| • | For bulk mailing of letter size and oversize envelopes (up to 81/2 x 11), it is not necessary to seal the envelopes. The postage machine will seal the envelopes automatically. Leave the flaps open and stack over each other. | |
| • | All overstuffed and large manila envelopes should be sealed by the department prior to mail pickup The automatic sealer on the postage machine cannot accommodate this type of mail, therefore it has to be handled separately. |
| Sending Mail Internally |  |
All Ryerson internal mail is to be placed in “Interdepartment Mail” envelopes clearly showing the addressee’s name and department.
Mail too large for interoffice envelopes should be securely wrapped, and clearly marked “interoffice”, to avoid being mixed with outgoing mail. It should be properly addressed as above.
Postal Codes and Addressing Outgoing Mail
All mail must bear the correct postal code which should not include any additional characters, commas, periods, hyphens, etc. Use the following link to connect with Canada Post online for Canadian Postal Codes:
Large Mailings
All large mailings (50 pieces or more) must be separated and divided into categories, i.e. Canada, USA, International, IUTS.
All large internal mailings have to be sorted by departments.
Envelopes with side flaps must be sealed by the sender. However, envelopes which have top flaps should be left unsealed with the flaps in an upright position.
For special mailings, such as large mailings, promotions, etc., please call the mailroom (#7020) a few days in advance in order to allow scheduling of the handling and metering of your mail.
Please check with the mailroom before you purchase envelopes for mailings, or prepare a large mailing if:
| 1) | you intend to purchase envelopes with non standard closing flap, e.g. greeting card envelopes with a rectangular flap. |
| 2) | The envelope will contain inserts of different sizes, making it uneven. This is to insure that the mailing machines can handle the envelope. |
| Priority Post/Expresspost |
These shipments are all sent by online shipping and have to be submitted at 105 Bond Street by 1:30pm for same day shipping.
| US and International Mail |  |
Departments have to bundle this mail separately by 1) USA, 2) all other countries. Please ensure the correct international address is shown.
Also, remember restrictions may exist for mailing certain items to foreign countries. If in doubt, please check with Canada Post first.
| Parcels |  |
Parcel post has to be separated from the other mail, and the mail slip marked "parcel post." Delivery and pickup of all large parcel post shipments (boxes in excess of 9" x 12 " x 10" and/or weighing over 20 lbs) is handled by the General Receiving Department, local #7021.
Parcels going out of the country require the appropriate custom documents to be completed by the department, and attached to the parcel. General Receiving can offer this service.
| Inter-University Transit (IUTS) |  |
All mail going to Ontario Universities and some other Agencies see (List of Universities and Participating Agencies), is delivered by IUTS with no postage required. This mail must be identified as IUTS mail, and separated from other mail. Registered and Special Delivery mail, as well as parcels over 5lbs. cannot be sent via IUTS. For further details about IUTS, see Inter-University Transit System Operating Procedures
Departments are encouraged to use this free service.
Authority
This user guide falls under the jurisdiction of the V.P. Administration & Student Affairs. The application and interpretation of it is the responsibility of Ancillary Services, General Services Division.