Section 1000: Campus Policy

Effective: November 21, 1994
Revised: April 2016; January 2023
Last Review: January 2023
Next Review: January 2025
Responsible Party: Vice Chancellor Administration and Finance

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.

Incoming Mail

All incoming mail will be received by Business Services in Cowan Hall Room 207. It will be delivered by the USPS Postal Carrier once per day. Mail will be distributed once daily to the mail boxes in Business Services.

Outgoing Mail

Large Mailings

Business Services 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 Business Services 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.

Small Mailings

Departments with small amounts of outgoing mail can (during office hours) drop mail in the on-campus and off-campus baskets in Business Services. Mail must be marked with the index to be charged. It will be picked up by the USPS Postal Carrier once per day.

Bulk Mailings

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. Business Services 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 Business Services 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 Business Services. The minimum number of items allowed under this rate is 200. Instructions and forms for bulk mail are subject to change.

Other

Requirements for international mail and other types of mail not listed here can be found at www.usps.com. Business Services 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 Business Services handles mail.

Campus Mail

Mail to be distributed on campus does not require postage. Deposit it in the designated basket in Business Services.

PERSONAL MAIL:

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 Business Services. It will be picked up by the USPS Postal Carrier once per day.