Policy for Distribution of Mail and Printed Materials by University Employees

Executive Memorandum 94-055

November 14, 1994

From: Manuel A. Esteban, President

Subject: Policy for Distribution of Mail and Printed Materials by University Employees

On the recommendation of the Vice President for Business and Administration, I approve Executive Memorandum 94-55, the Policy for Distribution of Mail and Printed Materials by University Employees, for immediate implementation.

Policy for Distribution of Mail and Printed Materials by University Employees

  1. Incoming, personally addressed mail in an envelope received from the U.S. Postal Service, a courier service, or a campus department will be delivered with no screening unless there is evidence of illegal activities. Other incoming materials will be screened and delivered to campus drop-boxes by campus personnel only when they meet one of the following criteria:
    • The materials pertain to the basic activities of a campus organization and the organization is clearly identified in the materials
    • The materials do not pertain to the basic activities of a campus organization, but the head of a campus organization certifies they provide a social, cultural or personal value to the campus community and a fee is paid to cover the cost of distribution labels and delivery. Commercial promotions and political campaign announcements are specifically prohibited.

Campus organizations are defined as organizations funded by the University, the University Foundation, and the Associated Students or are officially recognized University-related organizations. (Officially recognized student organizations are approved by the Student Activities Office. All others are approved by the President’s Office.)

2. Outgoing mail which contains the appropriate postage will be delivered with no screening unless there is evidence of illegal activities. Outgoing mail which requires use of university postage may be screened if there are indicators that it may not be official university business.