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Mail Service Regulations (Undergraduates)

Distribution of Organizational Mailings. The following guidelines and regulations have been designed in order to aid all qualified University student organizations with mailbox distribution of mailings to their memberships.

Approval of Mailings. For mailings to be approved they must meet the standards described and outlined in these regulations. To avoid unnecessary expenses, we require that you seek advice at the Student Service Window, located at the mailroom in Faunce House, prior to having material printed.

All mailings must be submitted at the Student Service Window (hours of operation, Monday through Friday 8:00 am to 5:00 pm, Saturday 8:00 am to 3:00 pm). All preparations (folding, addressing, etc.) must be done prior to submitting a mailing for sorting. Mailings must be addressed with a mailbox number and be in box number order (low to high). When mailing to undergraduate students use of a name is optional.

When seeking advice or submitting a mailing, please ask to speak (in the numerical sequence as indicated below) with one of the following University Mail Services' employees. If one of the following employees is not available, ask to speak with the manager.

1) Paul Deissler, Senior Mail Clerk
2) Fred Yattaw,, Supervisor
3) Designated "person-in-charge"

Approved mailings will be sorted by mailroom staff and must be submitted at least three working days before the day of an event to meet deadlines for delivery.

Mailing Standards

For mailings to be approved they must meet the following standards:

  • The material must coincide with the student organization's charter or constitution.
  • It must comply with the broad objectives of the University.
  • It must meet University political and entrepreneurial guidelines (see "Political Mailings" below).
  • Material may not be closed against inspection (sealed, stapled, etc.). A return address is required when envelopes are used.
  • All material to be placed in mailboxes must originate on campus.
  • Mailings requesting a written reply must have replies addressed to the organization's campus mailbox.
  • All material must conform to the size requirements and prominently bear the name of the sponsoring University student organization.
  • Recognition of financial/material support by a business/individual is limited to name and address only.

Size Requirements

Minimum Size Maximum Size
2-1/2" x 5" 4-1/2"x 8-1/2"
Full Sheets of: Must be:
8-1/2" x 11" folded in thirds
8-1/2" X 5-1/2" (half sheets) folded in half
8-1/2" x 14" folded in fourths
8-1/2" x 7" (half sheets) folded in half

Political Mailings. Campus organizations and departments may use campus mail to publicize on-campus political forums and discussions but cannot use campus mail or the Mail Service facility to endorse, promote, or raise money for a candidate for public office. In addition, Mail Services cannot be used to promote a political person, cause, organization or lobby. As with political mailings, correspondence which promotes, either by advertisement, invitation, or any other form of solicitation, a non-University, off-campus organization or business enterprise may not be sent as campus mail.

Mass Mailings. Mass mailings are not permitted. Organizations are encouraged to use those alternate means of publicity (e.g., the BDH, posters, publications, etc.), which are available to them. Exceptions to this, which must be requested through University Mail Services, may be granted only in those instances where the information is clearly of interest to the entire Brown community and where there is no reasonable alternative to dissemination in this manner. A mailing sample must be provided with all requests. All such published announcements must conform to the mailing standards described herein. Subsequent mailings are not permitted when an exception is granted.

In the event that the Office of Student Activities publishes a listing of all University student organizations, those student organizations formed after the listing is published are allowed one mass mailing for the sole purpose of a membership drive. All regulations aforementioned also apply in this situation. If however, the Office of Student Activities does not publish a listing of all University student organizations, this special mass mailing exception will not be extended to any student organization.

When exceptions are granted, student organizations or individual students may be responsible for sorting the mailing. Dates and times of access will be at the discretion of University Mail Services.

Invitational Mailings. A reasonable number of invitations may be submitted for on/off campus social events. On the occasion of an off-campus event, the executive officers of the University are responsible for deciding which items relating to the event may be placed into mailboxes. All invitational mailings are subject to University and Mail Service policies.

Personal Mail. Personal mail between Brown University students is permitted but, like all items submitted for distribution, must conform to the following guidelines.

  • All items submitted must contain the recipient's name and mailbox number and a return address in like manner. Items received without a return address will be sent to and retained in the Office of Student Activities, Faunce House.
  • Volume restrictions will be determined on a case-by-case basis. The mailer should discuss any concerns of this nature with Mail Services in advance of mail preparation.
  • This service may not be used to distribute items purchased by the recipient or used for the purpose of promoting a business or political concern. (See Political Mailings).
  • Material which is patently obscene, derogatory or which does not meet size and format specifications set by University Mail Services is prohibited.
  • Notices may not be attached to the outside of mailboxes.
  • Enclosures and items of commercial value are not permitted.
  • Promotion of alcohol consumption is prohibited.
  • Telephone numbers, logos, or any form of promotion of a supporter is prohibited.
  • Items unclaimed at the end of the academic year will be discarded.

Campus Mail. Campus mail is correspondence circulated within the University mail system without postage. University Mail Services reserves the right to inspect all material received without postage to ensure compliance with its regulations.

Student Mailbox Policy and Address Regulations. The goal of University Mail Services is to provide all clientele with the best service possible. To achieve our goal, it is necessary for all students, as well as those sending mail to students, to understand and comply with the simple but vital regulations listed below.

  1. All actively enrolled undergraduate students, whether living on or off campus, are required to maintain a mailbox located at the University Mail Services' facility in Faunce House. The use of this mailbox is restricted to personal U.S. mail, faxes* received at the Mail Service fax machine, express and ground service shipments delivered by specified private delivery carriers and official campus mail. Using your mailbox address to operate a business, conduct business for a student organization, or receive mail for anyone other than the assigned box holder is prohibited.
  2. The University Mail Services will accept incoming express & ground shipments for undergraduate students from the following designated private carriers only: FedEx, UPS, DHL, Airborne Express, TNT.

Brown University is providing this service as a courtesy only and it is expressly acknowledged and understood by any students for whom packages are held that Brown University is not acting as an agent or bailee for the student and the University assumes no responsibility of liability for any loss or damages resulting directly or indirectly therefrom and such students further agree to release and discharge Brown University from any claims, loss, cost or damages therefrom. This service is used by students at their own risk.

  • The University reserves the right to reject and not to accept any packages from any carrier at its discretion.
  • University Mail Services reserves the right to provide this service on an intermittent basis depending on available resources and space for storage of packages.
  • The University also reserves the right to terminate this service at any time and without notice.

Collecting Packages. Notices of arrival will be placed into recipient's mailbox when packages arrive.

  • For signature required packages, the notice will be either yellow or white and should be presented at the location indicated on the notice.
  • For non-signature packages, the notice will be a blue card. The blue card should be presented at the Student Service Window at Mail Services in Faunce House.

Note: Due to the incoming volume at the beginning of the school year, UPS packages may be distributed from an alternate site, which will be indicated on the arrival notice.

A complete address, as shown below, should always be used to receive mail and packages from the above-mentioned carriers

The correct address format is as follows:

For US Mail:

Proper Name

Brown University

Box Number

Providence, RI 02912

Private Carriers as Noted Above:

Proper Name

Brown University

75 Waterman St, Box Number

Providence, RI 02912

Mail is not deliverable to your mailbox when addressed to:

  1. nickname
  2. in care of a second party
  3. student organization
  4. a business operated by the box holder

University Mail Services, 75 Waterman St. (Faunce House) Box 1822, 863-2900