1.  Rules Relating to Use of the University Mail System 

Mail for dispatch through the University mail system is only accepted for mailing in accordance with the following rules:

1.1  Most Economical Means 

The Manager Services and Security is responsible for determining the most economical method of post consistent with reasonable requirements of speed and security. It is the responsibility of staff sending mail to prepare and send mail by the most economical method it is reasonable to employ. It is the responsibility of Mail Officers to assist and advise members of staff in this respect. 

1.2  University Business 

Only articles of mail relating to University business shall be dispatched at University expense. Where a University Mail Officer has reason to believe that any article or articles for postage at University expense does not relate to University business, the Officer shall refer such article or articles to the Manager Services and Security. In such cases, the Manager is authorised:

(a) to inquire into the article or articles in question; 

(b) to withhold any article from dispatch if the Manager is unable to obtain adequate information about it; 

(c) to determine whether the article or articles can be properly classified as being on University business, it being understood that, when in doubt about the matter, the Manager will consult with the Head of the relevant School or Faculty or other appropriate officer.  

Where an article has been despatched at University expense and is later found not to relate to University business, the Manager Services and Security may require the originator of the article to reimburse the University the amount of postage involved. 

1.3  Identifying the Sender 

The originator of any mail for post at University expense shall have their name and School (or other appropriate section of the University) placed on the top left hand corner of each envelope or package. If mail is not identified, the Manager Services and Security is authorised to open and return it to the person who originated it. 

1.4  Personal Mail

Any personal mail sent through the University's mail system must bear the correct amount of postage. The Mail Room staff will not check private mail for correct postage. The responsibility for the correct postage on personal items remains with the sender. The University Mail Room will take all care with personal mail lodged with it but no responsibility is taken by the University for any loss or damage incurred. 

1.5  Reimbursement of postal expenses during an Outside Studies Program 

In general a staff member will not be reimbursed for postal expenses incurred whilst on an Outside Studies Program. In special cases where substantial expenditure is incurred by a staff member on behalf of the University, such as returning students' examination papers after marking, the University will, on the recommendation of the relevant Head of Faculty, reimburse the staff member.

1.6  Postage costs of Learned Societies and Journals

The University encourages participation by staff members in the organisational work of Learned Societies and the publication of academic and professional journals and is prepared to facilitate this by meeting the postage costs associated with normal business correspondence and editorial work in relation to these societies and journals. In accordance with the University's rules relating to use of the University mail system, all such items should bear the name of the originator on the top left hand corner of the envelope or package.

The University will, however, require the staff member or organisation concerned to pay the mailing costs of the following materials:- 

  1. Journals and newsletters sent to subscribers or members; 
  2. Announcements of meetings and conferences and invitations to submit papers for conferences;
  3. Material promoting membership of a society or sales of a journal;
  4. Any other material which the Manager Services and Security may consider to be material not connected with the normal organisational or editorial activities of the society or journal.

All material for which postage costs are chargeable should be clearly identified as such when delivered to the University Mail Room. The envelopes or packages should be marked on the top left hand corner with the name of the originator and the name of the journal or society to which the material relates. This may satisfactorily be done by means of a rubber stamp.

Upon request, the Manager Financial Services will establish an account in the name of the staff member or society concerned, to which such postage costs may be charged and will submit accounts for postage costs at regular intervals.

In circumstances where funds are not available to meet postage costs which would normally be chargeable (for example, the first issue of a new journal before any income from subscription fees is available) a staff member or society may apply for assistance in meeting such cost. Applications should be submitted through the Vice-President (Corporate Services). 

1.7  Recoupment of mail costs 

The Manager Services and Security is authorised to recoup mail costs from users of the University Mail System under the following circumstances:

  1. If the mail user is an Associated Body of the University, a full cost recovery unit of the University or separately funded person, unit or project of the University.
  2. If the mail does not relate to University business as in 2.2, 2.4 and 2.6 above.
  3. If the sender requires a special service or has not prepared mail in the most economical fashion.
  4. Special mail outs such as advertising for extra-curricular activities, conferences, book promotions, reviews or general mailouts of papers as opposed to course information.
  5. Repatriation of academic books and papers to home state or overseas.
  6. Graduate and Department research surveys and reply paid mail. 


2.  General Information Regarding The University Internal Mail System

2.1  Delivery, collection and dispatch of mail 

Mail is delivered and picked up from faculty and other mail points around the University twice daily Monday to Friday between the hours of 9am to 11am and 1pm to 3pm.Times are approximate and may be affected by volume, delivery time of incoming mail and staffing levels.

Internal mail picked up on the morning run is available for collection from the Mail Room at 1pm and after the afternoon run at 4pm.

Mail from within the Registry for delivery around the University must reach the Mail Room by 8.45am and 1pm for same day morning or afternoon delivery.

Any outgoing mail not collected on the afternoon run must reach the Mail Room by 4:00 pm if same day dispatch is required. The Mail Room is located in room 011 Registry Building. For ease of processing outgoing mail should be bundled with standard type envelopes facing one way. Internal, overseas and mail to other Australian Universities should be kept separate. All non-standard envelopes should also be separated.

Hand delivered mail may be placed in the box provided on the counter just inside the Mail Room door for processing. After hours mail should be put in the mail slots to the right of the Mail Room door.

2.2  Australia Post Mail Box 

Pre-stamped mail may be placed in the Australia Post Mail Box near the University Post Office in the Mall. Mail posted in this Mail Box by 5pm, Sunday - Friday, is delivered as follows:

Destination                                                  Delivery Timetable

Adelaide Metropolitan                                    Next working day

SA Near Country                                           Next working day

SA country and Interstate Capitals                  2nd working day

Interstate Country                                          3rd working day        

2.3  Internal Mail 

Reusable envelopes should be used where possible for internal mail. The flaps of these envelopes should be folded in and not sealed, unless it is essential to do so, in which case a small piece of Sellotape should be sufficient. Supplies of reusable envelopes are available from School offices. Use of these envelopes not only effects economies in the use of stationery but also assists the Mail Room staff by making internal mail readily identifiable during sorting. If larger envelopes than the reusable ones are necessary, they should be neatly addressed in one corner, so that they can be readily used again. 

2.4  Registered, Certified and Insured Mail Received 

Registered, certified and insured or other mail requiring a signature is not delivered but is held in the Mail Room and a card, advising of the arrival of the item, is sent to the addressee through the internal mail system. It is then the addressee's responsibility to collect and sign for the item from the Mail Room.

 

3.  Preparation of Mail for Despatch

3.1  Economy in the Use of the Postal Service

Considerable savings can be achieved if attention is given to selecting the means of dispatch appropriate to the nature of the item(s) and urgency of delivery. Proper attention to preparation for dispatch at the source of the mail item will also ensure that no delay occurs in an item's dispatch from the Mail Room.

Contact the Mail Room on ext. 12100 for advice on mail preparation.

3.2  Mail within Australia 

All standard sized and large letters are automatically carried by airmail within Australia where an air service is available for the standard fee.

Standard letter 

maximum length 

maximum width

no thicker than

no heavier than  

237mm

122mm 

5mm

500 grams 

also it should be no smaller than 88 x 138mm.
Large letters  

maximum length

maximum width

no thicker than

no heavier than

 360 mm

260mm

20mm

500 grams

Items that exceed these dimensions and weight are classed as small or large parcels and attract a higher rate of postage and are carried by surface mail unless an air surcharge is paid. 

3.3  Parcels

Parcels for dispatch within Australia will routinely be sent surface. Airmail parcel services are more expensive with a time advantage of only a day or so.

Should airmail service be required a senders declaration must be completed and attached along with a name and account number to be charged for the difference with surface. Items without a completed senders declaration must be sent surface.

Call the Mail Room on ext. 12100 for advice on sending parcels within Australia. 

3.4  Bulk Mail to State Schools 

The Education Department runs a courier service to all State schools. This service is suitable for bulk mailings of items to Schools where some delay in delivery is tolerable. Arrangements should be made through the Mail Room for collection by the Education Department courier.

All articles must be marked with the correct school round and drop number. The directory containing these is held in the Mail Room. A copy is available to borrow.

Contact the Mail Room on ext. 12100 for advice on Bulk Mail to State Schools 

3.5  Overseas Mail 

The University must comply with all post courier company and customs laws and regulations regarding overseas mail. This may include the need to supply personal information and or statutory declarations.

The University uses the services of a re-mailing firm for all letters and documents sent overseas. There is no need to differentiate between first class mail and printed matter. Printed matter as well as first class mail should be sealed.

Items other than documents, for example computer disks or samples, are sent Australia Post airmail and parcels are sent Australia Post surface unless specified. Items other than documents and letters must have correct customs documentation. Parcels that exceed 500g or $500 must have the appropriate Customs Declaration attached listing contents and their value.

Contact the Mail Room on ext. 12100 for advice on sending items overseas

3.6  Special Services

The use of special services attracts high supplementary charges the extra cost of which is recovered from the sender. The name of the sender and account number must accompany articles to be sent by a special service.

All special services require documentation/declarations to be completed by the sender.

Contact the Mail Room on ext. 12100 for advice on Special Services for Domestic and Overseas delivery.

3.7  Business Reply Post 

The University holds a permit registered with Australia Post for Business Reply Post facilities, Business Reply Permit No 21.

Envelopes are available in small quantities from the Mail Room, larger quantities can be obtained from Flinders Press. Staff members using this facility should advise the Mail Room of the account number, or organisation to which postage is to be charged.

This system is an economical method of obtaining replies to questionnaires, etc. As the return envelopes bear only the standard University barcoded address, persons using the facility are required to mark the envelopes with the senders address in the top left hand corner, for example with a rubber stamp, to enable the Mail Room staff to forward this mail on. This is very important.

Contact the mail Room on ext. 12100 for information on Business Reply Post. 

3.8  Postage Paid Envelopes

Organisations within the University using Postage Paid imprint envelopes for the dispatch in bulk of journals, bulletins, etc. should arrange for these items to be lodged at a Post Office.

Contact the Mail Room ext. 12100 for information on postage paid envelopes.

3.9  Sender's Name and Address

The name and School or Section of the sender must be shown on the outside of all articles to be posted. Queries which arise in the Mail Room can be dealt with quickly by reference to the sender.

The Manager Services and Security is authorised to open articles if the sender is not identified on the cover, particularly when there is doubt about mailing instructions.

3.10  Sealing of Envelopes

All envelopes must be sealed. Envelopes left open, or improperly sealed (e.g. with one staple in centre of flap) may be returned. Paper clips and bulldog clips must not be used in envelopes. Any item that Mail Room staff consider unsuitably prepared for transit through the postal system will be returned to sender for correct packing. 

3.11  General 

The advice of the Mail Room staff may be sought at any time business hours on matters relating to mail charges and regulations on ext. 12100. 

 

4.  Courier Services

Courier services are available on request from the Mail Room.

Contact the Mail Room on ext. 12100 for advice on courier services.