All out-going mail from departments must be accompanied by an official mail slip properly filled out with the correct account name and number and signed by the appropriate departmental official. If the mail slip is not signed, the mail will be put into the department's mail slot with a note indicating that the mail slip was not signed, or the mail will be held in the Mail Center until someone from the department can be contacted. It is not necessary to prepare a mail slip for interdepartmental mail referred to as "on-campus" mail. Mail Slips are provided by the UAPB Mail Center and must not be duplicated.
A mail slot number must be put on the envelope whether the mail is for a department on campus or whether the mail will be going off-campus. The mail slot number allows the Mail Center staff to quickly and efficiently case all mail.
In addition, all department heads are responsible for the key to the mail slot. He or she may designate a staff person to be responsible for using the key to remove the mail from the slot. However, in order to maintain efficiency, it is recommended that the key be placed in a secure location in the office, so that if the designated person is out of the office, the department head or another designee may be able to access the mail slot. The Mail Center staff is prohibited from taking mail out of the mail slot once the mail has been cased.
Issuance of Mail Slots
Mail slots are issued to residential students first, with remaining slots issued to non-residential students. The slots are issued at the time the rent is paid, customarily by September 1 and March 1 of each year. The student may retain the assigned mail slot throughout his/her academic tenure as long as the rent is current. Two students may share the cost of a mail slot, but only one person will be issued the initial key.
Mail Slot Rental and Key Fees
The current rental fee is $22.00 semiannually or $44.00 annually. Upon payment of the rent, a student is issued a key that will access the assigned mail slot. There is no cost for the initial key; however, $1.00 will be charged for an additional key requested when two persons are sharing a mail slot. Also, there is a $25.00 non-refundable replacement fee for lost keys.
Courier Service is available for all departments at a monthly fee of $30. Departments are charged via monthly departmental chargebacks. It is not necessary to do purchase requisitions for payment.
Delinquent Rent Payment
A notice is sent to all box holders 30-days prior to the date the rent is due. If the rent is not paid by the due date, a second notice is placed in the mail slot after 10-days notifying the holders that payment is due. If payment is not received, a third notice is placed in the mail slot and the lock is changed.
Any complaints or concerns regarding the mail should be directed to Mrs. Shirley Turner at 575-8230 or one of the mail officers. All complaints or concerns are handled expeditiously.
Lekita Goins, Director Shirley Turner, Postmistress Deborah Dockett, Mail Officer Keith Griffin, Courier