Post Room Customer Information

LOCATIONBispham Campus: Thornton Building, Ground Floor, Room T007. The University Centre: also has a small facility, which can deal with Royal Mail post.

BIshAm OPENING TImEsThe Post Room is open each day between the following times:09:30 to 11:0014:45 to 16:15

Outside these times, outgoing post can be handed in at the Student Administration desk in the Hub. School or Departmental post is collected from the Post Room by the School Secretary or a nominated person from each Department.

ext: 4282 or 4274 [email protected]

UNIvErsITy CENTrEPost at the University Centre is collected on a daily basis from staff rooms by Student Administration.

ext: 4506 [email protected]

Post roomCustomer Information

‘Version 1 – April 2013’

sErvICE OPTIONs royal mail

• 1st & 2nd Class Letters

• Recorded 1st or 2nd Class Letters – Signed For

• Special Delivery Letters - Next Day 09:00 Guaranteed Delivery

• Special Delivery Letters – Next Day 13:00 Guaranteed Delivery

• International Mail

• International Signed For – Priority Handling and Registered Delivery

Approved Couriers used by the College:

For International Deliveries:

• DHL (1st choice)

• TNT (2nd choice)

For National Deliveries:

• royal mail

• TNT

All arrangements for courier collections or deliveries must be made by the Post Room, or pre-approved designated persons, so that we can ensure they are linked to our official Purchase Order arrangements. Please contact the Post Room on Ext: 4282 or 4274 or Email: [email protected]

Response Service or Business RepliesThe College has a licence for Freepost and Business Response envelopes. College departments requiring these envelopes can contact the Purchasing Team in Finance for further information. The cost of these envelopes is charged back to the department on a monthly basis once the envelope is returned.

DEADLINES - to ENSuRE youR MAIL CAN BE pRoCESSED AND DELIvERED oN tIME• outgoing mail MUST reach the Bispham Post Room no later than 16.00 hrs.

Any outgoing mail received after 16:00 hrs will be sent the next day. However, please try to ensure that large batches of mail reach the Post Room as early as possible, before this time, so that it can be processed ready for Royal Mail collection at 16:15 hrs.

• Next Day Delivery mail must reach the Post Room by 10:30 hrs so that courier arrangements can be made and the parcel prepared. The courier collection is at 15:00 hrs. Any parcels received after 10:30am will be sent the following day to be received the day after.

• International Mail, Recorded Delivery items, Special Delivery items, and parcels need to arrive in the Post Room as early as possible to ensure sufficient time for preparation prior to Royal Mail and Courier collection. Post of this type which arrives mid to late afternoon may not be sent until the next day.

• Internal mail to other sites leaves Bispham Campus by van at approximately 10.00 hrs each morning. Any mail received in the Post Room after this time will be transferred to other sites the following morning.

• Internal mail collections from and deliveries to other sites will be at approximately the following times:

- Fleetwood 10:00 hrs (to arrive at Bispham by 10:30am)

- Lofthouses 10:20 hrs (Friday’s only)

- park Road 12:00 hrs

- university Centre 12:15 hrs

- Seasiders 12:30 hrs

- Ansdell 12:45 hrs

- princess Street 13:00

Mail going between sites will do so via the Bispham Campus and therefore may take 2 days to reach its destination.

HoW to ENSuRE youR MAIL CAN BE pRoCESSED COrrECTLy

Labelling• Your mail must be labelled correctly in order to ensure that it can be processed. • To label your mail correctly you must: - on the top Left – write the delivery type you require e.g. 1st Class or

Recorded. - on the Bottom Left – write the cost centre number for the department

sending the post so that the Post Room can attribute the cost correctly. Without a cost centre number the Post Room will be unable to process your post.

- write the mailing address in the centre of the envelope. - ensure you leave enough space to place any air mail or recorded delivery

stickers on the top left next to the delivery type.• For large batches of envelopes of the same type, weight and size, you

can save time by: - ensuring all the envelopes are facing upright. - writing the cost centre and postage type on the top envelope. - placing an elastic band around the batch.• Appropriate packaging and mail bags for small parcels are available in the Post

Room. Schools may be charged for use of large quantities.

Where to leave your mail in the Post room• outgoing post: On entry to the Post Room, to the left hand side, each school

and department has a pigeon hole for outgoing post. Please leave your school or department’s outgoing post in your allocated pigeon hole.

• Internal post: On entry to the Post Room, to the right hand side, each school/department has a pigeon hole to collect any incoming mail addressed to that school or department. Please sort your post into the relevant school/staff in department’s pigeon hole. Please ask for assistance if you need help with this.

• Recorded/Special or overseas deliveries: To be placed in the Recorded/Special or Overseas Delivery Collection Box.

• parcels: Please leave on the counter.

If you do not have access to the post Room or the post Room is closed, your mail or parcels can be left with Student Administration.

Advance NoticePlease provide advance notice, where possible, if you are planning to send a large quantity of mail on a particular day. You can do this by contacting Kathryn Chester, Student Administration Team Leader ext: 4274 or Mary Glossop (UC) ext: 4506