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CWRU Mail Policy

The Case Western Reserve University Shipping and Receiving Department and the Internal Postal System are established and operated solely for the purpose of university-related mail to ensure efficient internal operation of uUniversity business. Items of personal property shall not be mailed to individuals via the university Shipping and Receiving Department and/or the Internal Postal System.

  • Note: The university shall not be responsible in any way for personal mail items which are mailed to any employee using the university's address or the employee's campus address. The university expressly disclaims responsibility for any loss or damages of such items from any cause whatsoever.

Campus Mail

When preparing campus mail, be sure to use campus mail envelopes only. Use either the green letter-size envelope or the large brown Kraft envelope for non-confidential correspondence. Use the blue envelopes when mailing correspondence of a confidential nature. Campus mail envelopes should be addressed with the following information: Full Name, Department, Building/Room, and Location Code. Be sure to always list the four-digit location code for the department receiving mail to ensure fast and efficient distribution and delivery of campus mail. Do not use plain white envelopes for campus mail. They may be inadvertently mistaken for First Class Mail and metered with outgoing mail. As a result, sorting and delivery is delayed and unnecessary postage could be affixed to the envelope at the user department's expense.

Incoming Mail

Changes in an employee’s internal location and staff additions and deletions should be submitted to the Mail Center in writing. The Mail Center cannot be responsible for forwarding mail to persons no longer at their previous location or no longer a part of the university community. Instead, each department is responsible for forwarding such incoming mail.

Accountable mail is received at the Mail Center throughout the day and is delivered twice a day. It includes express, certified, insured, registered and overnight mail. Upon arrival, it is logged for documentation of receipt. When delivered, departments must sign the carrier’s log sheet for verification of receipt.

  • Note: The university is not responsible for any personal items mailed to any employee using the university’s address or the employee’s campus address. The university expressly disclaims responsibility for any loss or damages of such items from any cause.

Outgoing Mail

When submitting outgoing U.S. Mail and parcels for metering, we ask that you bundle it separately into the following categories: domestic, international, Mexican, Canadian, and stamped mail. The originating department must use a Meter Request card with each bundle, except for stamped mail. This improves the accuracy of processed mailings. Unless otherwise designated, all mail will be processed as first class mail. A special out-going mail pick-up can be arranged for the following:

  • 50 or more 9×12 envelopes;
  • Large volumes of mail consisting of at least one tub, tray, or box;
  • Parcels that cannot fit into the outgoing mailboxes.

If you do not have a Meter Request card, you can apply for one with the Meter Request Card Application (PDF).