Post Office and Mail Room

To define the mail sorting and distribution facilities as well as sub-post office services available to all University Departments on campus.

This policy is guided by the principles and values outlined in the USask mission, vision, and values statement. It was also developed in the context of the following: 

• Institutional Integrity: Mail services are provided exclusively for official USask business and must reflect the university’s values and operational standards. 
• Security and Confidentiality: All mail must be handled in a secure manner to protect sensitive information and ensure confidentiality throughout the mail process. 
• Service Eligibility Mailroom services are restricted to USask departments located on campus. Services are not available to external organizations or individuals. 
• Operational Efficiency: Mail handling, sorting, and delivery should be conducted in a timely and organized manner to support the university’s administrative and academic functions. 
• Accountability: Clear roles and responsibilities must be defined for both Facilities and departmental users to ensure proper use and oversight of mail services. 
• Compliance: All mailroom operations must comply with relevant university policies and procedures. 
• Transparency and Communication: Procedures, service limitations, and contact information should be clearly communicated to all users to promote understanding and cooperation. 
• Sustainability: The mailroom should promote environmentally responsible practices, including minimizing paper use and encouraging recycling of packaging materials. 

USask Facilities will facilitate Canada Post incoming and outgoing mail services, as well as inter office mail services, for USask departments located on campus.  These services are not available to non USask institutions or organizations. 

Facilities: USask Facilities is responsible for the coordination, management, and delivery of mail services for university departments located on campus. This includes: 

• Facilitating incoming and outgoing Canada Post mail services in accordance with university 
• Managing inter-office mail services to support efficient internal communication between USask departments. 
• Ensuring mail services are restricted to official USask business and are not provided to non-USask institutions or organizations. 
• Maintaining secure handling, timely distribution, and accurate delivery of all mail items. 
• Providing guidance and support to colleges and units regarding mail procedures and best practices. 
• Monitoring service usage and addressing any issues, misuse, or policy violations in collaboration with relevant departments.

USask Facilities plays a key role in maintaining the integrity and operational efficiency of the university’s mail system. 

Units: All colleges and administrative units at the USask are responsible for adhering to the institutional mail services policy facilitated by USask Facilities.  

This includes: 

• Ensuring that Canada Post incoming and outgoing mail and inter-office mail services are used exclusively for official university business. 
• Verifying that mail services are not extended to non-USask institutions, organizations, or individuals. 
• Coordinating with USask Facilities to ensure timely and accurate handling of departmental mail. 
• Designating appropriate personnel to manage mail-related tasks in compliance with university procedures. 
• Reporting any misuse or irregularities in mail service usage to USask Facilities for resolution.

By following this policy, colleges and units help maintain the integrity, security, and efficiency of the university’s mail operations.