Effective: November 21, 1994
Revised: April 2016
Review Date: April 2018
Responsible Party: Vice Chancellor for Finance & Administration
Montana State University-Northern shall provide an internal mailing system to allow efficient and economical communications internal and external to the campus. This system will provide security and confidentiality for all official campus mail.
All incoming mail will be received by the Media Reprographics Center in Cowan Hall Room 117. It will be delivered by the USPS Postal Carrier once per day. Mail will be distributed once daily to the mail boxes in the Media Reprographics Center.
The Media Reprographics Center should be notified if an unusual quantity of mail is being sent and allow extra processing time. Departments with large mailings should accumulate mail in their area and bring it to the Media Reprographics Center by 3:00 p.m. Mail must be marked with the index to be charged, sorted, and bundled by index. Foreign mail must be separated and labeled accordingly. Large mailings will be picked up by the USPS Postal Carrier once per day.
Departments with small amounts of outgoing mail can (during office hours) drop mail in the on-campus and off-campus baskets in the Media Reprographics Center. Mail must be marked with the index to be charged. It will be picked up by the USPS Postal Carrier once per day.
All bulk mailings must follow current postal bulk mail regulations which can be found at www.usps.com. The department can call the local post office at 406-265-5581 for further questions. The Media Reprographics Center must be given a two business day notice for bulk mailings, so the funding and transportation arrangements can be made. The bulk mail must be sorted by in-state and out-of-state pieces, banded, labeled, and boxed by the individual departments and brought to the Media Reprographics Center or taken to the Post Office before 3:00 p.m. the day before it is to be mailed. Fill in a Bulk Mailing Form in triplicate including the index number to be charged. One copy of the form will accompany the mailing, one will be on file in the Media Reprographics, and one will be sent for recharge billing to Business Services. The minimum number of items allowed under this rate is 200. Instructions and forms for bulk mail are subject to change.
Requirements for international mail and other types of mail not listed here can be found at www.usps.com. The Media Reprographics Center is not responsible for incorrect addressing or envelope usage. Each department is responsible for following USPS standards and regulations which are subject to change. USPS changes may impact how the Media Reprographics Center handles mail.
Mail to be distributed on campus does not require postage. Deposit it in the designated basket in the Media Reprographics Center.
Incoming – DO NOT use MSU-Northern as your personal mailing address. All non-university business mail must be addressed to your personal post office box or home address.
Outgoing – As a courtesy, stamped and sealed personal mail may be dropped in the appropriate basket in the Media Reprographics Center. It will be picked up by the USPS Postal Carrier once per day.