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AUTHORITY |
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The Executive Director of Administration, in support
of the educational mission of the University, operates a mail
service for the delivery of mail within the University and for
post outside the University. The Executive Director of Administration
delegates the operation of the mail service to the Manager Services
and Security. |
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| 2 |
RULES RELATING TO USE OF THE UNIVERSITY
MAIL SYSTEM |
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Mail for dispatch through the University mail
system is only accepted for mailing in accordance with the following
rules: |
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2.1 |
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. |
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2.2 |
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: |
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(a) |
to inquire into the article or articles in question; |
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(b) |
to withhold any article from dispatch if the Manager is unable
to obtain adequate information about it; |
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(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. |
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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. |
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2.3 |
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. |
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2.4 |
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.
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2.5 |
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. |
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2.6 |
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:-
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(1) |
Journals and newsletters sent to subscribers or members;
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(2) |
Announcements of meetings and conferences and invitations
to submit papers for conferences; |
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(3) |
Material promoting membership of a society or sales of a
journal; |
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(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. |
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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 Executive Director of Administration. |
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2.7 |
Recoupment of mail costs |
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The Manager Services and Security is authorised
to recoup mail costs from users of the University Mail System
under the following circumstances: |
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(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. |
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(2) |
If the mail does not relate to University business as in
2.2, 2.4 and 2.6 above. |
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(3) |
If the sender requires a special service or has not prepared
mail in the most economical fashion. |
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(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. |
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(5) |
Repatriation of academic books and papers to home state or
overseas. |
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(6) |
Graduate and Department research surveys and reply paid mail. |
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| 3 GENERAL INFORMATION REGARDING THE UNIVERSITY
INTERNAL MAIL SYSTEM |
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3.1 |
Delivery, collection and dispatch of
mail |
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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 4:00p.m. if same day dispatch is required.
The Mail Room is located in room 011Registry 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. |
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3.2 |
Australia Post Mail Box |
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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 |
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3.3 |
Internal Mail |
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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.
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3.4 |
Registered, Certified and Insured Mail
Received |
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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. |
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| 4 |
PREPARATION OF MAIL FOR DESPATCH |
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4.1 |
Economy in the Use of the Postal Service |
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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. |
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4.2 |
Mail within Australia |
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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 |
237mm |
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maximum width |
122mm |
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no thicker than |
5mm |
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no heavier than |
500grams |
also it should be no smaller than 88 x 138mm.
| Large letters |
maximum length |
360mm |
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maximum width |
260mm |
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no thicker than |
20mm |
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no heavier than |
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.
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4.3 |
Parcels |
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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. |
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4.4 |
Bulk Mail to State Schools |
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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 |
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4.5 |
Overseas Mail |
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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 |
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4.6 |
Special Services |
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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. |
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4.7 |
Business Reply Post |
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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. |
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4.8 |
Postage Paid Envelopes |
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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. |
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4.9 |
Sender's Name and Address |
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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. |
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4.10 |
Sealing of Envelopes |
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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. |
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4.11 |
General |
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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. |
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| 5 |
COURIER SERVICES |
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Courier services are available on request from
the Mail Room.
Contact the Mail Room on ext.
12100 for advice on courier services. |
