Administrative services

Mail services

Incoming mail

All incoming U.S. mail, Federal Express, DHL and UPS packages are processed and distributed to the individual mailboxes in the Mail Distribution Center (MDC) located in Moench Hall (Rm. EL-106)

Hours are Monday through Friday, 10:00 a.m. - 4:30 p.m.

Package receipt notification occurs via e-mail. Students will need to present their "Rose" ID and sign for their package at the customer window in the Mail Distribution Center, Room EL-106.

Campus mail

All campus mail is deposited in the campus mail slot provided at the Mail Distribution Center in Moench Hall for distribution to individual mailboxes. Only Institute mail can be distributed through the campus mail system and authorized campus groups and organizations. All campus mail items must conform to the size requirements of the student mailboxes. Please contact Rick Alumbaugh, ext. 8490, if your campus mail item(s) require special attention.

Outgoing mail

You will find U.S. mail drop-boxes located near the student commons area in Moench Hall and in the basement of the Hulman Union building near the bookstore. The drop-boxes should only be used for stamped mail.

Pickup time is Monday through Friday 4:00 p.m.

Stamps and package services

Stamps may be purchased at the Bookstore in the Hulman Union building, Mail and Copy Center in the Facilities building, or at the stamp vending machine located in Moench Hall near the Mail Distribution Center.

FedEx and United States Postal Services are the Institute's contract package service providers and should be used for your outbound package services. Package supply counters are located outside the Mail Distribution Center in Moench Hall and the Bookstore in the Hulman Union building. Please bring your completed Shipping Form and package to the Mail & Copy Center located in the Facilities building. Drop-off deadline is 3:00 p.m. Monday-Friday. There is no package pickup service on Saturday or Sunday.

Special mail service

Priority, Express Mail, Certified Mail, Registered Mail, Insured Mail and Certificates of Mailing are available through the Mail and Copy Center located in the Facilities building.

Fax service

Fax service is available for student use at the Bookstore in the Hulman Union building and at the Mail and Copy Center in the Facilities building. The cost is $1.00 per page for a U.S. fax and $1.50 for an international fax. The Bookstore fax number is 812-877-8937.

Address

Your address must include your campus mail number and should appear on all correspondence and packages in the following format:

Example:

JOHN DOE
CM 162
ROSE-HULMAN INSTITUTE OF TECHNOLOGY
5500 WABASH AVE
TERRE HAUTE, IN 47803-3920

Campus mail distribution policy

Reason for policy

To describe the policies related to the use of the Rose-Hulman Institute of Technology (RHIT) Campus Mail System. The services provided by RHIT Mail Services are governed by the United States Postal Service Express Statutes, the laws and regulations of the State of Indiana, where applicable.

Policy

The campus mail system shall be established and operated in conformance with United States Postal Regulations, as administered by the Manager of the Mail Processing Center (MPC) and the Manager of the Mail Distribution Center (MDC) in the Office of Administrative Services. Stamped and metered mail will be handled in accordance with standard procedures for such mail posting and carriage. Postage-free use of the intra-campus mail system is permitted in a manner consistent with the specifications of the U.S. Postal Service (under Title 39, Sec 320.4 Private Express Statutes) and the Manager of the Mail Distribution Center.

The Institute must apply reasonable access restrictions to the use of Campus Mailboxes in order to protect the rights, such as the privacy and security of mail, of RHIT community members. These restrictions are administered by the Manager of the Mail Distribution Center in the Office of Administrative Services.

Students, faculty or staff may use the intra-campus mail system on an unstamped basis for non-bulk personal correspondence only if such correspondence concerns academic or administrative Institute programs or operations. The Institute mail system may be used by students, faculty and staff on a bulk basis only in their capacity as member or representatives of officially recognized organizations, groups, academic and administrative units of the Institute.

Institute Academic and Administrative units may distribute written material which substantially relates to the programs or operations of the unit. Mailings must be authorized by the dean, vice president, budget manager, director, academic chairperson or department head having direct responsibility for oversight of the unit. The name of the department or unit and its campus mailbox number, Institute address, and the name and complete address of the intended recipient, must appear on the envelope. Advance arrangements for bulk mailings must be made with the Manager of the Mail Processing Center.

Officially recognized Institute organizations and groups established by Institute procedures may distribute written material which substantially relates to the programs or operations of the organization or group. Mailings must be authorized by an appropriate officer of such organization or group. The name of the organization or group and its campus mailbox number and its address, and the name and complete address of the intended recipient, must appear on the envelope. Advance arrangements for bulk mailings must be made with the Manager of the Mail Processing Center. Students, faculty or staff may not serve as a conduit for mail for outside organizations or individuals unless the entirety of the material relates to the official business of the Institute.

Organizations or groups without official Institute recognition or affiliation are generally prohibited from using the intra-campus mail system on an unstamped basis. In consultation with the Manager of the Mail Processing Center, the Director of Administrative Services may authorize use of the campus mail system for stamped or metered mailings, if the unaffiliated group or organization is not-for-profit; there is no direct or indirect financial or other valuable consideration being extended or provided inconsideration for the privilege; the use is determined to be consistent with the mission, purpose, and goals of the Institute in the reasonable discretion of the Director of Administrative Services; such use is not otherwise prohibited by law. Approved mailings must contain the name of the organization or group and its address, and name and complete address of the intended recipient. Advance arrangements for bulk mailings must be made with the Manager of the Mail Processing Center.

Use of the Rose-Hulman Institute of Technology Permit 174, is regulated by the U.S. Postal Service. Failure to follow USPS regulations could result in the revocation of the Institute's nonprofit mail permit. ONLY the Mail Processing Center (MPC) is authorized to affix nonprofit bulk mail postage, and it is the responsibility of the Rose-Hulman Institute of Technology's Mail Processing Center Manager or other MPC staff to certify that the mailings meet the standards required by the regulation.

To assure compliance with USPS regulations, the Mail Processing Center is authorized to review all bulk mailings for compliance with the USPS standards prior to affixing postage. Materials should be submitted for review by the MPC prior to being printed or otherwise duplicated for mailing. Materials that do not meet the standards will not be mailed at the bulk rate. The sender will be responsible for any additional cost associated with non-compliance issues.

Mail and packages related to a business owned or operated by students, faculty or staff, CANNOT be addressed to the RHIT mailing address. All such non-institute business mail and packages will be returned to the sender without notification to the addressee. The Manager of the Mail Distribution Center, or appointed designee, may open any mail or package arriving on campus in order to determine ownership and/or to guarantee compliance of the Institute's and USPS policies, when deemed necessary. The RHIT mailing address is intended for use by students, faculty or staff to support the educational purpose of the Institute and not for proprietary purposes of any individual assigned a RHIT campus mail address.

Contacts

For questions concerning this policy, please contact Mail Services x 8490.

Related Documents


Mail Services Guide

Quality Control Assurance Program

Mail Processing Request Form

Confidential Information Policy

Effective Date - August 1, 2010

Printing services

The Mail and Copy Center serves all students, faculty and staff, and is located in the Facilities building. The following services are available:

Black and white copying, color copying, transparencies, offset printing, stapling, laminating, collating, booklet making, and spiral binding. Contact Jeff Schoonover for more information (ext. 8355).

Hours are Monday through Friday  8:00 a.m. - 4:30 p.m.