Mail Distribution Policy

Concordia College provides mail distribution of U.S.. Mail, and public communication (campus mail) as service for both administrative and academic offices/departments and individual members of the college community.

In order to provide this service in a professional, reliable and efficient manner, the following expectations/guidelines apply:

  1. Campus mail may not be used to promote activities that are illegal or contrary to college policy.
  2. Anyone tampering with communications distributed through campus mail will be in violation of college policy.
  3. Usually, only paper products will be accepted for distribution
  4. All mail must be distributed by Post Office employees.
  5. The Campus Post Office and the President's Sustainability Council are seeking to reduce the amount of paper waste generated by bulk mailing of materials. Mass mailings to students and faculty result in a pile of discarded pieces of paper (thousands of them over the course of one year) collecting near the post office boxes.  With this in mind, we strongly encourage the use of electronic methods of distribution. On August 15, 2013, a new policy concerning mailings sent through the campus post office will go into effect.  From that day forward, any person, unit, or organization wishing to send a mailing out through the campus post office to more than 50 people will be required to pay a charge of 5 cents per item.  Exceptions will be granted only for material that (1) must be distributed in paper form for legal reasons (for example, the Clery Report) or (2) cannot be sent via email (for example, paper movie tickets).  Any funds collected as a result of this charge will go directly into the President's Council's Sustainability Fund.  However, the hope is that no payments will be necessary and that paper waste will be greatly reduced.  The President's Cabinet approved this policy on February 13, 2013 and directed that it be put into place starting August 15, 2013.  Questions about implementing the new policy may be directed to Paulette Dixon, Manager of the Campus Post Office, at pdixon@cord.edu.
  6. Electronic communication - as opposed to paper mailings - should be the primary method of sending notices and announcements to the entire college community.
  7. All Mailings should be compiled in post office box order.
  8. Large mailings will be distributed on a first-come, first-serve basis - with priority given to administrative and academic offices/departments.
 Advance notice of bulk mailings is required. Distribution deadlines for large mailings cannot be guaranteed without 3 days advanced notice.
  9. Students are expected to collect their mail on a regular basis. Mail left uncollected in boxes for more than one month will be returned to sender when possible or discarded.
  10. Public communication may not be used to promote or conduct private business without permission of the Post Office manager.
  11. Any mailing that is from an outside organization will be charged 10 cents per item to be distributed.  Example: A mailing to all students would be charged 10 cents times 2500 students for a total of $250.  A mailing to all faculty, staff and administration would be charged 10 cents times 700 for a total of $70.  All outside mailings must be approved by the manager of the campus post office in advance and scheduled ahead to time.
  12. The Post Office manager has discretion to determine the suitability of distributing flyers and Postcards that are not U.S. Mail

Information For:

current students
faculty and staff		 parents
alumni		 high school students
admitted students