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Post Office Policies

(posted June 18, 2009)

Post Office
General
The Campus Post Office is a contract station for the United States Post Office in Socorro, New Mexico. As a contract station, the Campus Post Office can provide the same services that are generally found in any post office operated by the United States Postal Service. The Director of Budget and Analysis oversees the operations of the Campus Post Office and the Post Office Manager reports to the Director.
Daily Operations
The United States Post Office in Socorro, New Mexico prepares the everyday mail, which is addressed to New Mexico Tech addresses. Approximately one-third of the mail received at the Socorro station belongs to New Mexico Tech. The mail is picked up by a van from the main post office and sorted at the contract station at 7:30 A.M., Monday through Friday. Campus Station provides the personnel and vehicle for the pick up. Once received, mail is sorted by departments and individuals. There are approximately fifteen hundred mailboxes to serve the student population.
There are two mail runs during each business day. Mail is generally delivered between 9:00 A.M. and 10:30 A.M. to various buildings on campus. At that time, mail which had been posted after the afternoon pick-up is retrieved. The second route takes place between 2:00 P.M. and 3:30 P.M. All out-going mail is collected at that point and returned to the office where the proper postage is affixed and is then delivered to the United States Postal Service station downtown.
The morning route begins at Brown Hall and progresses to the Library, Information Services and Print Plant, MSEC III, Speare, Cramer, Wells, NRAO, Macey Center, Golf Course, Physical Plant, Campus Police, EMRTC, Workman and Jones, PRRC and Bureau of Mines. The afternoon route follows the reverse order. Special pick-ups are available to departments for large items, bulk mail, business reply and other special mailings.
Bulk Mailing Permits
Several departments use the bulk mail and business reply services, which are offered through a cooperative effort with the main post office. Substantial savings are available when bulk mailings are used. Specific pieces of mail and other restrictions apply before these services may be used.
Airborne Express
The Campus Post Office has negotiated special rates with Airborne Express. These rates are up to forty percent less expensive as compared to regular rates. Items mailed are delivered within one business day to any address within the continental United States. These services are also available to overseas locations. The Post Office will provide delivery dates for each country. If an airborne parcel is to be mailed via Airborne Express, the Campus Post Office must be notified in the morning and receive the outgoing item by noon.
Stamps and Miscellaneous Sales
The customer service window provides stamps in all denominations. Special issues of commemorative stamps are also available. Post cards, aerogrammes, books of stamps as well as rolls of stamps, are also provided for customers. Various plain and padded envelopes are also available for purchase.
Money Orders
Postal money orders are available from 9:30 A.M. to 2:30 P.M. and must be purchased with cash. A small service charge is applied and turned over to the United States Postal Service at 3:00 PM. These money orders are accepted worldwide.
Fax and Copy Service
The Campus Post Office also provides facsimile and copy services, for the student population and Institute departments. Domestic fax charges are one dollar for the first page and fifty cents for each additional page. International charges are five dollars for the first page, and one dollar for each additional page. There is a fifty-cent charge for each page received, regardless of origin. Documentation received is immediately placed in the appropriate mailbox or the department is notified.
Copies are available at ten cents per page with special rates available for large projects.
Window Hours
The customer service window is open from 9:30 A.M. until 4:30 P.M. every day to provide postal assistance to all patrons.
The New Mexico Tech Post Office does not follow the hours of the main post office, but follows the schedule set by New Mexico Tech. Consequently, the campus post office remains open during several holidays that are not observed by Tech. These include Martin Luther King’s Birthday, President’s Day, Columbus Day and Veterans’ Day.
During the winter break, the post office is closed. However, on several days service is provided for faculty, staff and students. These days are generally announced in Scope and vary depending upon the volume of mail received.
Student Mail Procedures
Each student pays the postal service fee included at registration and is entitled to a mailbox. During fall registration, postal workers are present during the weekend to avoid long lines and allow students to receive mailbox assignments promptly.
Postal boxes have combination locks that can be readily changed as new customers are assigned to a specific box. At the end of each semester, students are encouraged to leave forwarding addresses so that any mail received during their absence can be properly forwarded. Once a student terminates his studies at New Mexico Tech, the box is closed, combination changed and serviced for the next patron.
Department Postage
At the beginning of each fiscal year, most departments on campus receive a postal allocation. The Cost Centers on campus do not receive an allocation but are billed directly. At the end of each month, each department is billed for the amount of postage used. Once the allocation is exhausted, departmental funds must be used to provide for these expenses. Several departments also charge postage to specific grants and contracts. The pieces must be identified so postal employees can apply the correct charge method.
By the third business day of each month, each department receives a statement of the postage amount used during the previous month. Any corrections need to be brought to the attention of postal workers so that the proper adjustments can be made. Yearly usage statements are also available and should be requested from the Post Office Manager.
Postal Employees
All postal clerks are required to have a security clearance from the federal government. With this clearance, they are allowed to handle sensitive mail materials that originate at EMRTC and other departments that provide contractual services to agencies of the federal government. A special safe is present so that sensitive materials can be properly stored until picked up. Upon special request from departments, post office workers will provide special mail pick-ups that require heavy lifting.