POLICY STATEMENTS

Purpose
To describe the policies related to the use of the FIT Mail Center

Background Info
The services provided by the Mail Center are governed by the United States Postal Service Private Express Statutes, State of New York Fiscal Rules, FIT Board of Trustees Policies, and Division of Operational Services Policies. Failure to adhere to these laws, policies, and regulations may result in substantial fines and civil or criminal proceedings against the College or it’s employees.

Policy
All incoming and outgoing mail processed by the college must relate to the business of FIT. The Mail Center may audit all campus mailings for content by visually inspecting a random sample from mailings to ensure compliance with the relevant statutes and policies.

·        The Mail Center may not process mailings intended to be used for commercial, personal, or private gain or for commercial advertising for organizations or individuals not affiliated with the college

·        The Mail Center will only accept mailings for delivery that clearly demonstrate that the subject of the mailing is sponsored by a department, recognized affiliate, or other related College entity. Acceptable mailings must be written on FIT letterhead, or have a FIT return address, or clearly and prominently state that the function is sponsored by a department, recognized affiliate, or other related entity.

·        The Mail Center may not process mail that is intended to be used in any manner that implies a FIT endorsement of a partisan, political, or religious position.

·        The Mail Center may not process mail that is intended to be used for fund raising, except as approved by the Vice President.

·        Outside businesses are not generally allowed access to the campus mail system. Departments may not serve as a conduit for mail for outside organizations or individuals unless the material relates to the business of the college. Mailings generated by non-FIT organizations or individuals must include a statement that the mailing is sponsored by a FIT department, recognized affiliate, or related College entity.

Policy Enforcement
The Mail Center Management will be responsible for auditing campus mailings for compliance with the relevant statutes and policies. All mailings will be reviewed for consistency with this policy. Campus mailings will be accepted in the Mail Center or will be picked up on delivery routes. Individuals will be notified if there is a problem with their mailing. If there is a disagreement between a department and the Mail Center regarding a ruling on a mailing, either department may appeal to the Director of Operational Services Office.