Mail and Delivery Guidelines

Purpose

1. This document details acceptable practices for members of Northeastern University London (the University) regarding mail and deliveries on campus.

General Mail Handling and Distribution Practices

Opening of Mail and Deliveries

2. Mail or deliveries that have a named individual clearly visible on the front of the packaging are not opened by the University. This includes items that are clearly identified as University business (by way of business name, alongside individual name).
3. The exception to this is where the item is reasonably suspected to be a prohibited item and will be handled in accordance with this policy.
4. Facilities are permitted to open mail or deliveries that do not have an individual name clearly visible on the front of the packaging.
5. Mail and deliveries are date stamped as a matter of process.

Receiving Post and Small Deliveries (Business-Only)

6. Mail and small deliveries are received by the University Security team, for onward distribution by Facilities.
7. Academic Staff: Department trays are located in the Post Room in the Lower Ground floor of Marble Quay. Facilities will distribute mail to these trays.
8. Professional Staff:  Department trays are located in the Post Room in the Lower Ground floor of Marble Quay and Facilities will distribute mail to these trays.
9. Students: The University will only accept mail that is business related for the Student Union. Facilities will contact the Student Union to arrange collection of incoming post.
10. We are unable to store member mail indefinitely. Uncollected items will be disposed of after 60 days of non-collection.

Sending Post and Small Deliveries (Business-Only)

11. The University has mail franking facilities, available in the Ground Floor East post room.
12. Staff may utilise the franking machine for business purposes, including postal stationery available in the post room. The franking machine will be set to 2nd class as default, although there is the option to specify 1st class for urgent mail. Instructions on how to use the franking machine are located in the post room. Please contact Facilities where the machine requires a credit load or for general assistance with the equipment.
13. Staff are responsible for dropping their own franked mail off at a nearby Post Box.

Couriers

14. Any staff who require a courier for University business purposes should liaise with Facilities.

Receiving Large Deliveries (Business-Only)

15. All large deliveries need to be directed to the property loading bay to prevent obstruction to our main entrances and exits. Access to the loading bay yard is controlled by the Landlord’s security teams.
16. All members need to notify the University’s Security of any large deliveries in advance, and ensure staff is available to accept the delivery. Failure to do so may result in the delivery being rejected. 
17. When Security accepts a delivery it will be stored in the loading bay yard for a staff member to collect. Security will notify you via email that your package has arrived and where it can be collected from. The loading bay yard is not under cover; deliveries may be affected by adverse weather conditions if not collected promptly.
18. We are unable to store deliveries indefinitely. Uncollected deliveries will be treated as lost property and/or disposed of after 60 days of non collection.

Out of Hours Deliveries

19. The University can accommodate deliveries from 08:00 to 18:00, Monday to Friday. Any deliveries that fall outside of University office hours will need to be rearranged for the next working day. The Landlord’s security is not able to accept and store deliveries overnight for tenants.

Personal Deliveries

20. Due to the growing size of the staff and student body, the University is unable to receive day-to-day personal deliveries for members. This includes personal mail (personal subscriptions, statements), Amazon deliveries, clothing deliveries, etc.
21. The only exception to this is where a valuable or important item requires your personal signature for receipt (e.g a passport or a new laptop).
22. Reception is not able to sign for items on behalf of members, and instead will make contact with the member to immediately attend reception.
23. The University reserves the right to refuse to sign for a delivery on behalf of a member.

Prohibited Items

24. The University follows the guidance of Royal Mail. As a result, mail containing prohibited items will be immediately rejected or confiscated, and subsequently passed to University Security and Management.
25. Prohibited items:
    1. Class 1: Explosives
    2. Class 2: Gases
    3. Class 3: Flammable and Combustible Liquids
    4. Class 4: Flammable Solids
    5. Class 5: Oxidising Substances, Organic Peroxides
    6. Class 6: Toxic Substances and Infectious Substances
    7. Class 7: Radioactive Materials
    8. Class 8: Corrosives
26. A full list of prohibited and restricted items can be found here. It is the sender/receiver’s responsibility to ensure that any outgoing/incoming mail or deliveries are compliant with restrictions outlined by Royal Mail or courier providers.

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