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Handbook of Operating Procedures

Use of Institutional Mail

Policy Number: 4


Institutional Mail


All employees, students, units and departments

Date Reviewed:
September 2013
Responsible Office:
Mail Services
Responsible Executive:
Vice President and Chief Auxiliary Enterprises Officer


Mail Services may only be used for public purposes related to the educational mission of The University of Texas Health Science Center at Houston ("University”). Mail Services may not be used for handling personal mail. All items of a personal nature, whether incoming or outgoing, will be returned to the sender. See HOOP Policy 110 Employee or Student Organizations for more information on registered organizations.

Mail Services should not be used for the following:

  • to solicit new members for an existing organization;
  • to mail newsletters or other bulk mailings that are customarily mailed from state or national organizations;
  • to advertise or endorse commercial products or services or for other private gain purposes;
  • for partisan political purposes; or
  • for religious purposes.


Only registered faculty or staff organizations are permitted to use Mail Services. Mail Services may monitor the use of its services by faculty and staff organizations for appropriateness. Faculty and staff organizations may lose their registered status with the University if Mail Services is used inappropriately.

The sending party is responsible for preparing, addressing and supplying account information (barcode label) for their departmental mail. Metered mail is University business mail requiring postage. Mail Services requires all metered mail to be separated from inter-office mail. All bundles should be secured with a rubber band.

The sending party must sort and bundle all bulk mailing by zip code and apply appropriate labels. Mail Services is not equipped to handle any bulk mailings over 2,000 pieces. It is recommended that any bulk mailing over 2,000 pieces be directed to printing services.

At the beginning of each fiscal year, departments and faculty and staff organizations must submit a purchase order in the Financial Management System (FMS) estimating yearly mail costs. Mail Services bills departments monthly for the actual postage expense. A barcode label produced by Mail Services must be attached to each bundle of metered mail to be picked up.

All "non-dutiable" international letters or letter packages that weigh 16 ounces or more (including Canada and Mexico) must be accompanied by a completed customs declaration. The sending party, not Mail Services, is responsible for filling out the customs declaration.


    • Mail Services
    • 713-500-8115