Revised Date: 08/20/08
Policy Statement 4: Solicitation Mailings
- University-registered Organizations and Departments
University-registered organizations (student clubs) and University departments
are permitted to use ECU Mail Services for the purpose of distributing mass
mailings to campus departments and student mailboxes without charge, with
the stipulation that mailing materials relate to the mission or purpose of
the university organization. Non-business solicitation, such as advertising
for club social activities, is restricted to two mailings per semester. Solicitation
which is sent via the U.S. Postal Service with proper postage is exempt from
- Commercial Solicitation
Mass mailings of commercial solicitation via campus mail by any off-campus
entity or commercial business must be approved in advance and pay a per-piece
fee. It is the responsibility of the agency or business to secure approval.
The university reserves the right not to approve items for mailing based upon
the content or subject matter of items to be distributed, including solicitation
which may conflict with existing partnerships or contracts with the university.
Solicitation which is sent via the U.S. Postal Service with proper postage
is exempt from these policies.
- Approval Procedure
- A Request for Mail Services form should be obtained at University Printing
& Graphics, 2612 E. Tenth Street. A downloadable file is available
- Materials to be mailed to students must be approved in advance by the
Office of the Vice Chancellor for Student Life, 113 Spilman Building,
- Materials to be mailed to staff, faculty, or departments must be approved
in advance by the Office of the Associate Vice Chancellor for Administration
and Finance - Business Services, 224 Ragsdale Hall, or designee.
- Upon approval, the Request for Mail Services, and applicable payment,
must be submitted no less than two (2) working days prior to the requested
Any questions on the approval or request process should be directed to
University Printing and Graphics / Mail Services, (252) 737-1301.
Since University Mail Services is a state-funded, university service department
devoted to serving the educational mission and business functions of the university,
a fee will be charged to all non-university, for profit organizations or companies
using the campus mail services. A handling fee of .15 cents per piece for
single-page documents or postcards, or .25 cents per piece for multi-page
documents will be charged for all non-university commercial solicitation mailings
according to the fee schedule based on the current number of residence hall
students, staff, etc. A schedule of current fees is available from University
Printing and Graphics, 2612 E. 10th Street. Fees do not include labeling or
Labeling and imprinting addresses on mailing pieces is a service available
to ECU departments and organizations through University Printing and Graphics.
Please call (252) 737-1301 for more information, as certain
- Misuse of Campus Mail
Frauduently obtaining mailing labels or misuse of the campus mail system by
or for any organization, non-university entity or business, or failure to
comply with set procedures, may forfeit future use of university mail services
for solicitation purposes, with the exeption of postage-paid U.S. Mail.