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Intra-Campus Mail is generally considered mail without postage, sent from one campus BOX location to another campus BOX location.
All Intra-Campus Mail must comply with the Private Express Statutes.
Campus Mail Service will not process internal campus mailings that do not comply with relevant statues and policies.
In accordance with federal law, Campus Mail Service will only accept internal mailings from "bona fide" University organizations for delivery on-campus that clearly demonstrate that the subject of the mailing relates to the current business of the University. Generally, an organization seeking to use the University's internal mail system must be engaged in activities which are recognized as activities of the University.
A "bona fide" University organization is an organization whose functions are closely related to the traditional concerns of the University.
Campus Mail Service may audit all campus mailings for content by visually inspecting a random sample from mailings to ensure compliance with the relevant statutes and policies.
If you are uncertain if your mail qualifies as Intra-Campus Mail and complies with the Private Express Statutes, contact Campus Mail Service for clarification.
How to Prepare Intra-Campus Mail How to Address Intra-Campus Mail Campus Mailings of 50 or More Pieces Ink Jetting and Distribution Lists Blind Distribution Change of Your Campus Address
Intra-Campus Mail
HOW TO PREPARE INTRA-CAMPUS MAIL
Intra-Campus Mail should be kept separate from all other mail and labeled as "INTRA-CAMPUS MAIL" if it is not placed inside an Intra-Campus Mail envelope.
When using Intra-Campus Mail envelopes to send correspondence, make sure all previous addresses have been marked out to ensure proper delivery. The address you are sending to should always appear on the last line below the previous address.
Campus Mail Service encourages the use of reusable Intra-Campus Mail envelopes. Despite our efforts to keep the campus supplied with these envelopes, the demand is greater than our supply. If you have an excess supply of reusable envelopes, please send them to Campus Mail Service at BOX 870238 so we may put them back into circulation. Label your rubber banded bundle of empty envelopes as "Empty Envelopes for Reuse" and be sure that all envelopes are empty before returning them to the Mail Center.
HOW TO ADDRESS INTRA-CAMPUS MAIL
Mail sent from one department to another should be addressed with a name or department and the BOX number of the addressee. If you are sending mail to an individual in a particular department, be sure to include the addressee's first and last name as well as their assigned BOX number. See the following address samples:
John Doe Engineering Dean's Office Box 870231 Box 870200
A listing of all campus box numbers can be found in the University of Alabama Campus Directory or by clicking here. Mail that is vaguely addressed could delay the delivery of your mail or result in having the mail piece returned to you for a deliverable address.
Complete sender information is also important in the event that the mail is not deliverable as addressed. When using a Intra-Campus Mail envelope, be sure all previous addresses have been marked out to ensure proper delivery. The address you are mailing to should always appear on the last line below the previous address on a Intra-Campus Mail Envelope. When you are not using Intra-Campus Mail envelopes to send Intra-Campus Mail, please do not include a city, state and ZIP Code line in the address. This will help identify your mail as Intra-Campus Mail and avoid confusion with USPS mail. A complete name or department and their BOX number is all that is needed to insure proper delivery.
CAMPUS MAILINGS OF 50 OR MORE PIECES
All Intra-Campus Mail consisting of 50 pieces or more should be prepared and sorted in BOX number order. For example, if your department is sending out a notice to all faculty and staff on campus, proper sorting is required. If your mailing is not sorted properly, your mail could be delayed or returned for proper sorting. Contact Campus Mail Service for more detailed information.
INK JETTING AND DISTRIBUTION LISTS
University Printing offers Ink jetting of Campus Mail addresses onto your campus wide mail-outs. Contact University Printing for more information on the Ink jetting of the University's mailing list onto your Intra-Campus Mail.
Blind Distribution is a way for your department to send a memo, flyer, notice, etc. to other departments on campus without addressing the mail piece to any one person in particular. Campus Mail personnel have a good idea of about how many people are in each department on campus. When sending a memo, flyer, notice, etc. by way of Blind Distribution, Campus Mail personnel will put however many pieces they feel should be sent to each department based on the size of each department. For example, Arts & Sciences Dean's Office would be expected to receive more pieces from a Blind Distribution mailing than a smaller department with not as many employees. Contact Campus Mail Service for more information on Blind Distribution.
A change of your campus location must be acted upon promptly. It is solely up to you and your department to make arrangements on receiving mail that is still addressed to your old location. Campus Mail Service will not redirect mail that has a incorrect BOX number. It is your responsibility to make sure the people who send you mail have your correct campus address.
