The purpose of these guidelines is to establish criteria, define eligibility and restrictions in the use of services available through University Mail Services.
University Mail Services provides distribution, collection, and processing of the University Intra-campus and USPS mail, which relates to the official business of the university. Official materials are those dealing with some aspect of university operations, which can be defined as being essential to the activities of the institution as differentiated from private business or personal mail. In this context, the campus mail system is a restricted service. It is not available for the personal use of university employees nor for the personal use, private gain, or use by non-university groups for the advertisement of programs or political endorsements not sponsored by the university.
Our Intra-campus mail network is limited to official university business, and, in fact, it's operation must comply with Federal Law (Private Express Statues).
"Personal mail" is defined as any mail not related to Rutgers or your position at Rutgers, such as utility bills, credit card, bank accounts, and packages not related to Rutgers, and periodicals not related to your position. University Mail Services requests that all faculty and staff receive their personal mail at home or at a permanent address. Occasional correspondence from friends and/or colleagues is acceptable. Your Rutgers mailing address should never be given as your permanent address unless you live on campus.
To ensure delivery in a timely manner, please use intra-campus or Rutgers' envelopes. Folded documents that are stapled or taped, or placed in a regular envelope are acceptable, provided University Mail Services can easily discern the sender (originator).
A. Mass Mailings to Students:
Mailings directed to students require the use of address format noted in the "addressing mail" section of this website. Departments and/or Organizations may not "blanket" the student mail boxes.
B. Mass Mailings to Faculty/Staff:
Mailings directed to specific faculty or staff requires the use of the address format noted in the "Addressing Mail" section of this website.
Other options to distribute information to faculty/staff:
- Sending one flyer to each department to post
- Sending a bundle of flyers to each department to distribute
- E-mail or department web site
- Currently employed administrators, faculty and staff
- Adjunct and Emeriti Professors
- Students and student organizations registered with Student Services
Distribution of the following items are examples of the misuse of campus mail:
- Chain letters, hate mail, mail with obscene content
- Letters to gain personal profit (ex. pyramid schemes)
- On/off campus political endorsements
- Other correspondence that is not official university business
Envelope/Mail Piece Size
- Minimum mail-piece size: 3½" x 5"
- Maximum size/weight: storage box dimensions weighing less than 25 lbs
Each dean, director, or department head is responsible for determining if mass materials to be addressed, and/or distributed by the University Mail Services relate to official business of the university. When questions occur concerning such determination, the matter must be referred to the next level of university administration (dean, director, vice president, etc.).