mailroom
mailroom

Mail Room Services

Manager:  Kerrilyn Sheward
Telephone : 705-748-1011 ext. 1403

Contact Numbers:
Doug MacIssac 705-748-1011 ext. 7433
Nancy Elliot 705-748-1011 ext. 7434

Introduction

Trent University Mail Service is set up for the benefit of the University Community. The following information will guide you in making use of Trent University Mail Services. Following them will ensure maximum speed and efficiency in dealing with mail within the University. Contact Mail Services at extension 7433 or email at mailroom@trentu.ca with any questions.

Back to Top

Hours of Operation

Trent University Mail Services operates from Monday to Friday, 8:00 a.m. to 4:15 p.m. except on statutory holidays.

Back to Top

Mail Service Responsibilities

Trent University Mail Services is responsible for:

  • providing a centralized, cost-effective and efficient distribution system for Trent University mail
  • providing information and advice to clients of Mail Services
  • ensuring compliance with laws, regulations and rates of Canada Post

Back to Top

Customer Responsibilities

Customers have the following responsibilities:

  • to ensure department staff are aware of and abide by the guidelines on this webpage
  • to notify Mail Services of changes in location, office hours and personnel, including the names of visiting professors, to ensure mail is delivered accurately
  • if your volume of mail is unusually large, please notify Mail Services at least one day prior, in order to facilitate mail pick up

Back to Top

Restrictions and Junk Mail

The internal distribution of external commercial or business advertising matter, give-away's and/or promotional material are not allowed unless received directly from Canada Post, properly addressed to individuals and/or departments.

Should you receive unwanted, unsolicited mail, often referred to as junk mail, it is recommended you return it to the sender and demand to have your name removed from future mailings.

Inter-College and outgoing mail will be processed and distributed only if it pertains to official Trent University activities. Official mail may include promotional material distributed on behalf of Trent University departments.

Mail Services assumes the good faith and integrity of University personnel in that University mail will be used for matters of official business only. However, as a courtesy, Mail Services will pick-up and forward to Canada Post personal mail provided the appropriate postage is affixed and the mail is bundled separately.

The University mail system must not be used for chain letters, distributing unauthorized advertising, or non-official university documents.

Back to Top

Pickup and Delivery Schedule

Mail is collected and delivered throughout the campus once per day.
Mail must be ready for pick-up at the arranged time to ensure the driver is able to meet the delivery schedule as shown below :

Mail Delivery Schedule

11:35 a.m.

Lady Eaton College

11:45 a.m.

Champlain College

11:55 a.m.

Bata Library, Communications, Secretariat's Office and President's Office

12:15 p.m.

Athletics Complex

12:30 p.m.

MacKenzie House

12:40 p.m.

Gzowski and Otonabee Colleges

1:00 p.m.

Life and Health Sciences

1:30 p.m.

Science Complex

2:10 p.m.

Traill College

Back to Top

Charges

As University departments exercise control over their mailing activities, the cost of postage and special services for outgoing mail is charged back to the customer.

All postal rates are subject to the Federal Goods and Services Tax (GST).

All mail must identify the account number and the name of the Department to be charged.

Back to Top

Basic Preparation

To help Mail Services operate effectively and efficiently, mail must be properly prepared by the sending department.

Preparation includes:

  • all envelopes must have a Trent University return address identifying the sending department
  • flaps on unsealed envelopes must be overlapped
  • all mail must be presorted into separate bundles as follows:
    • INTER-DEPARTMENT
    • CANADA DESTINATIONS
    • USA DESTINATIONS
    • INTERNATIONAL (OVERSEAS)
  • each bundle with the exception of Inter-College and IUTS mail must be securely banded with two elastic bands, one across the width and one across the length of the bundled envelopes, with the Account number to be charged and the name of the Department to be charged on the top of the bundle.
  •  Mail that does not meet the above stipulations will be returned to the sender.  If there is not a return address identifying the sending department, mail will be collected in the mailroom for three months.

Back to Top

Inter-College Mail

Addressing information for Inter-College mail must include full department name, not initials, and a specific person's name, if applicable.
These envelopes can only be used for Inter-College mail and not for Inter University Transit System (IUTS) or Canada Post. All addressed bulk mailings, 50 or more similar pieces, must be pre-sorted and bundled by department.

External Mail

Departments sending official University mail to addresses off campus are responsible for the proper preparation of all letter mail and parcels.
The following guidelines and appendices should eliminate unnecessary returns, delays, or excessive postage charges on outgoing mail.

External Addressing

Each piece of mail must clearly identify the name of the originating department in the top left hand corner of the envelope, under the Trent University logo. This will ensure that undeliverable mail can be returned to the sender.

All mail must be properly addressed. The recipient's name, agency or company, street address or P.O. Box, city, province or state, country and postal code is required. The postal code must always appear immediately following the province/state on the envelope and must reflect the proper address. No other information should be placed below the postal code.

Do not abbreviate international addresses, with the exception of the U.S.A. Use the complete spelling of a foreign city, province or country.

Enclosures

Mail must be enclosed in an appropriate envelope or parcel.
Items must be properly packed and safe to handle.
Restrictions apply to the mailing of certain items to foreign countries.
Please contact Mail Services at ext.7433 for information regarding restrictions and advice on how to package fragile or unusual material.

Envelopes

Standard envelopes are available from our current stationery supplier.
When folding and inserting letters into envelopes, note that window envelopes must be matched with the insert to ensure the entire address will show through the window, even when the insert slides inside the envelope. Please do not staple envelopes.

Mail Services will seal external mail envelopes. To facilitate this, customers are asked to "fan" the flaps. "Fanning" is overlapping unsealed flaps.

Mail must also be faced so that all pieces are readable within a bundle without turning the envelopes.

Parcels

All parcels must be packed securely. The recipient's addressing information must be clearly printed in the centre of the parcel (on both sides) and the originating department in the top left hand corner.
It is advisable to show the address of the sender and of the addressee inside the parcel and identified on the items as much as possible.

Letter mail Rates

U.S.A. and International Mail

All mail forwarded outside Canada falls under international rates and regulations which vary widely from country to country. Rates and types of services available are too numerous and complex to list. Please contact Mail Services, ext.7433 to determine the proper rates, classification, and obtain the documents which may be required for customs declaration.  Failure to comply with the regulations can result in additional expenses and delays.

Customs Requirements

Letter mail and parcels going out of the country via Canada Post require appropriate Customs Documents to be completed by the sender. Exceptions are letters containing correspondence and Printed Papers that are known not to be dutiable. Please call the Senior Buyer at Purchasing, Tammy Driscoll, at 748-1011 ext. 1204 for forms and clarification of the regulations if required.

Back to Top

Canada Post Special Services

Mail Services provides the following Canada Post services:

Registered
Registered Mail is an optional service to Letter mail items. The mailer will be provided with a proof of mailing and a signature is obtained from the addressee, or the addressee's representative, before delivery is completed. Registered items are processed through the regular Letter mail stream.

Security Registered
Security Registered is a service offered to customers who deposit items that require the extra security or have an identifiable value. The mailer will be provided with a proof of mailing and a signature will be obtained from the addressee or his representative before the delivery is completed. Security Registered items are processed through the security stream.

Insurance
Insurance is a service where Canada Post provides compensation for the loss, rifling or damage of mailable items, if the requirements of the Indemnity subject are met.
Canada Post provides numerous other special services but are too lengthy to detail in this document. Please contact Mail Services, ext. 7433 for details.
Canada Post may be reached at www.canadapost.ca

Back to Top

UPS

UPS Shipping Form (pdf)

Back to Top

 Helpful Hints

  • keep your mail lists up-to-date
  • Canada Post applies a surcharge on letter mail which does not include a postal code
  • non-standard envelopes cost a premium
  • letters should be folded in three and put in a standard envelope to get the best first class rate
  • it is strongly recommended that persons expecting a courier item provide the sender with their correct name and proper University address (building, department, and very important - room number)
  • First class Canadian letter mail does not require "air mail" identifiers under 500 "Grams" (3/16" thick)
  • separate bundles: Inter-College, Canada, USA, and International
  • "fan" all envelopes to be sealed
  • seal thick envelopes because the metering machine cannot perform this function
  • give advance notice to Mail Services for large mail outs of 500 pieces or more so mail tubs can be provided and to allow for preparations.
  • use top of bundle or top left corner for account number and department to be charged

Back to Top