University of Essex

Home Estate
Management
Section

Helpdesk

Report a Fault
Car Parking
Works on Campus
Projects
Contractor Health and
Safety Information
Security 
Travel
Estates Teams
Estates Staff
Forms, Policies & Service Level Statements

For daily information and updates, follow us onTwitter Link

 

University of Essex Post Room

Post Room

Postal Services

 

 

 

Introduction                                                                                                                                       

The University Postal Service is managed by the postal team located in the Post Room, and our aim is to provide an efficient postal service to the university community. The Post Room is located in Room 4N.3.0, which is accessed via the lift near to the campus shop. Post to and from Departments and Sections and to students is processed at this location.

The post room is open from 10.00 – 12.30 and 13.30 – 17.00 Monday to Friday it is closed weekends, bank holidays and during any University closure.  Mail is delivered and collected to departments twice daily with the morning service starting from 10.00 hours and the PM service starting at 14.00 hours.

Student mail is delivered to the post room and sorted into accommodation areas, it is delivered to your accommodation daily except weekends, bank holidays and during any University closure.  This mail should be collected from the designated area in student accommodation and returned to the Post Room after three weeks, then it is endorsed to this effect or returned to sender.  Larger items of post are retained in the post room along with mail to be signed for.  You will be notified via email when there is an item to collect.  You must bring with you your registration card to be scanned to collect this mail, as the Post Room delivery/ collection is now automated

The post room has a clear frame policy, this means it will strive to clear all mails available for delivery each day and all mails collected will be processed and despatched each day.

Back to top

Location

The Post Room is located in Room 4N.3.0, social studies level 3, access is via the lift or stairs near to the campus shop. Mail collections and deliveries for Departments and Sections as well as students is processed at this location.

Location Plan

If unsure of the Post Room location please contact the Post Room staff on 01206 872064

Back to top

Opening Times    

The Post Room is processing mail from 08.00 to 17.00 Monday to Friday and is open at the following times for staff and student queries and collections -  

University staff/departmental queries/problems     

Monday                 08.00 – 12.30                       13.30 – 17.00

 

Tuesday                 08.00 – 12.30                       13.30 – 17.00

 

Wednesday           08.00 – 12.30                       13.30 – 17.00

 

Thursday               08.00 – 12.30                       13.30 – 17.00

 

Friday                    08.00 – 12.30                       13.30 – 17.00

 

   

Student collections/queries                                             

 

Monday                 10.00 – 12.30                       13.30 – 17.00

 

Tuesday                10.00 – 12.30                       13.30 – 17.00

 

Wednesday           10.00 – 12.30                       13.30 – 17.00

 

Thursday               10.00 – 12.30                       13.30 – 17.00

 

Friday                    10.00 – 12.30                       13.30 – 17.00

 

The Post Room is not open at weekends, on Bank Holidays or during any official University closure.

Back to top

Contacts

The University of Essex Post Room is part of the Services Group within the Estate Management Section. Mark Ager (Deputy Director Estate Management Section – Services) has overall responsibility for the Post Room, with support from Bev Purslow (Postal Services Supervisor), and the team of 3 part time Postal Assistants and 4 full time porters.

General enquiries

Post Room                   01206 872064    or email   postroom@essex.ac.uk       

Staff

Bev Purslow                 Postal Services Manager

Lorraine Dunt               Postal Assistant

Karen Laken                Postal Assistant

Clair James                  Postal Assistant

Paul Stevens               Postal Porter

Del Hammett                Postal Porter

James Harris                Postal Porter

Neil Crawford               Postal Porter

 

Useful links

 

Post Room website               http://www2.essex.ac.uk/estates/Pages/PostRoom.htm

Royal Mail                            http://www.royalmail.com/portal/rm

Parcel Force                         http://www.parcelforce.com/portal/pw

Mailability                             http://www.mailability.ltd.uk/

DHL                                     http://parcel.dhl.co.uk/?gclid=CMq-2u6Rq6gCFQoY4QodjWjRHg

Back to top

Current Pricing & Contracts

The Post Room has worked extremely hard in recent years to ensure the companies we use for all of our postage are not only supplying a first class delivery service but are also very cost effective. We currently use Royal Mail for our UK service and Mailability for our overseas service.

The Central Postage budget covers the cost of postage only therefore:
  • Departments sending items via DHL/Fedex/UPS etc. who add an insurance value to the cost of postage will be invoiced the difference
  • Items not processed via the Post Room will require Departments/Sections to tender for costs equivalent to franking costs (or cheaper) otherwise they will be invoiced for the difference.
  • The Post Room will invoice for labels used and time incurred by their staff to process items ready for despatch due to a Department not consulting with the Post Room on the ability to process through the franking machine. This is because certain envelopes/packages cannot be fed through the franking machine due to size/ colour/ material of packaging/ envelope design used and therefore take longer to process.
  • In preparation to changing over to MailMark the Post Room will be sourcing envelopes (to be available in Central Stores) as required by Royal Mail to reduce the postage costs.
  • Social/ personal post is required to have a stamp affixed to the correct fee to enable the Post Room to process it.

Each year we will complete a market appraisal of various current postal suppliers so we can ascertain whether there are advantages for the university in changing suppliers, this is based on service cost, service adherence, service delivery, service back up including customer service and contingency plans.

Any changes in supplier will be communicated to the university community and we will encourage positive and negative feedback to improve the service.

Please the link below for current Royal Mail postage prices –
http://www.royalmail.com/price-finder

If you would like a copy of our current agreed contract pricing for overseas mail with Mailablity please contact the Post Room who will be able to email you a copy.

Back to top

Size & Weight Guide


The University benefits from purchasing arrangements and contracts awarded on behalf of the whole University and Higher Education Sector. There are multiple suppliers and services to allow individual establishments to achieve cost and service benefits that best suit their needs.


Royal Mail

First Class - Post Cost based on size and weight
Letter up to 100g – max size 240mm x 165mm x 5mm
Large letter up to 750g – max size 253mm x 250mm x 25mm
Packet any weight or size above large letter
Second Class - Post Cost based on size and weight up to 750g
Letter up to 100g – max size 240mm x 165mm x 5mm
Large letter up to 750g – max size 253mm x 250mm x 25mm
Packet any weight or size above large letter
Special Delivery Guaranteed delivery next day by either 9am or 1pm, excluding remote areas of the UK. Tracking number issued to each item allowing delivery to be checked on the Royal Mail website, signature on delivery with compensation for loss.
Recorded Delivery Additional service added to First class post. To obtain a signature on delivery a tracking number is issued to each item allowing delivery to be checked on the Royal Mail website. Recorded delivery receives no priority handling or quick delivery. No insurance against loss.


Mailability - overseas mail


Parcel Force - UK Parcels

Services relate to a specific delivery time scale within the UK. Any individual item weighing up to 30kg is carried at one fixed price which increases the quicker the service selected. A tracking number is issued to each item allowing delivery to be checked on the Parcel Force website.
·   48hr, 24hr, Next day by 12 noon, by 10am, by 9am

Note Saturday and Sunday are not counted as working days.
Saturday deliveries are available at an increased price but will only be actioned if requested. There are extended delivery times and increased price to remote UK areas.
DHL - UK and International Packets and Parcels

All items are bar coded to allow tracking through the delivery process which can be checked on the DHL website.
This is the preferred service for all items requiring monitoring in transit and signature at destination.
Prices are weight and destination specific.
Note Sender must complete an airway bill before or at time of presentation to post room.
Saturday and Sunday are not counted as working days.

Back to top

Services

The post room offers a full collection and delivery service to all departments and a delivery service only to students, although mail can be collected from the post room, mail is delivered and collected twice daily.  Internal mail collected in the morning for Colchester campus will be delivered on the PM delivery.

Internal Mail Collected AM Delivered PM Colchester campus only
Internal Mail Collected PM Delivered AM next day Colchester campus only
Internal Mail For E15 Collected AM or PM Delivered next day Delivered by courier
Internal Mail For Southend Collected AM or PM Delivered next day Delivered by courier
Internal Mail From E15 Collected AM or PM Delivered next day Delivered by courier
Internal Mail From Southend Collected AM or PM Delivered next day Delivered by courier

Friday’s collections are delivered on the Monday.  Bank Holidays there are no collections or deliveries.

External Mail 1st & 2nd Collected AM or PM Processed same day Collected by Royal Mail
External Mail Special & Rec Collected AM or PM Processed same day Collected by Royal Mail
Parcels Collected AM or PM Processed same day Collected by Parcel Force
Overseas Mail Collected AM or PM Processed same day Collected by Mailability
Overseas parcels Collected AM or PM Processed same day Various on request

The post room has a clear frame policy, this means it will strive to clear all mails available for delivery each day and all mails collected will be processed and despatched each day.

Back to top

Bulk Mail 

In addition to normal services the post room will process mail shots, it is in the interests of all parties to give the post room as much notification as possible to ensure this mail is processed on the same day.  These are consignments exceeding 50 items of identical post or 10 items of Special and Recorded delivery.

Prior notice of Bulk mailing, 24 hrs minimum, should be given to the post room so that arrangements for collection, if needed, and their placement in the processing programme can be organised. There is little processing time available from mid afternoon onwards above that required to deal with the high volume of outgoing mail.

Bulk mailings which have not been advised, especially those arriving after 16.00pm at the post room will be processed the following day.

This mail should be presented in a format that makes it possible to process as quickly as possible.  All envelopes should be facing the same way and clearly addressed.  Any overseas mail should be kept separated, this includes the Republic of Ireland. 

Back to top

Presenting The Mail 

Mail Guidelines - Attention to this area helps your mail get efficiently delivered by minimising processing time through the University and Royal Mail systems. Incidences of incorrectly delivered and non deliverable items will also be reduced.
Address:
·   Clearly written, preferably typed
·   Include Post code as last line of address for UK mail
·   Include country of destination as last line of address for Air Mail
Note: All UK mail will be presumed second class unless otherwise indicated. If priority delivery required, indicate Recorded or Special on each item.
 
Inbound Mail

All inbound mail is sorted on arrival and then sorted into various categories, which include, student mail, departmental mail, signed for mail etc. All departmental mail will be delivered by the Estate Management Portering team on the same morning as its arrival, and this includes signed for items.
Student non signed for mail will also be delivered to the accommodation team for them to distribute on the same morning as it s arrival. Students who have a signed for item will be emailed to advise them that they have an item to collect. They then need to collect from the Post Room bringing their registration cards with them to be scanned.


Internal Mail

  • Group together and never place in external mail pouches.
  • Accurately address giving Full Name, Department and Building.
  • Use re-addressable envelopes on one side only.

Outbound Mail

  • Place envelopes in bundles with address to the front and in readable orientation.
  • Return Address - Include on reverse of envelope complete with postcode. Franked mail will automatically have return details applied in the franking process.
  • Royal Mail will destroy all undeliverable mail that does not have a return address.
  • Departmental post processing number – Always include this postage slip which is essential for recharging/ monitoring of postal costs, this is needed for both UK and overseas mail, but not internal.
  • Hazardous Items and Substances - The post room will not process any item classified as hazardous or appearing to be so.

Back to top

What We Expect Of Our Customers 


The Postal Services team have expectations of the university community to ensure that all mail is dealt with efficiently.

Departments/Sections

  • Ensure all mail to be processed is placed in the collection mail bag
  • Ensure all mail is bundled into the following categories, with the relevant charge code slip attached –

o   UK mail – red pouch
o   Internal mail – red pouch
o   Rest of the World mail – blue pouch

  • Full details of countries in each of the above categories can be found on the post room website, which is included within the Estate Management website
  •  Ensure all post is addressed in full and correctly.
  • Deal with our staff in a courteous and pleasant manner.
  • Ensure you back stamp all external mail with the Department/Section details – this should be centrally located on the top, rear of the envelope
  • Inform the Postal Services Manager of any issues, complaints or suggestions
  • Inform both the Postal Services Manager and the Domestic Services Manager of any changes in delivery or collection areas
  • Supply details to the Postal Services Manager of any changes to postal charge codes
  • Contact the Postal Services Manager in advance if you have any large mailings to be processed so additional staff can be arranged

Any mail which is not back stamped or categorized correctly will not be processed and will be returned to the Department/Section the next day

Students

  • Ensure all post is addressed in full and correctly.
  • Deal with our staff in a courteous and pleasant manner.
  • If collecting signed for items ensure you have your student registration card
  • Inform the Post Room Supervisor of any issues, complaints or suggestions

Back to top

Service Monitoring & Improvements

The Postal Services team will continually monitor the service we offer and if possible in liaison with the university community instigate immediate improvements where necessary. As part of our ongoing commitment to improving the service we offer we will also complete the following -
 
Annual Customer Satisfaction Survey


We will continually develop and then issue an annual customer satisfaction survey, to gain valuable feedback from the university community. We will collate all the feedback and compile a report which will advise how university community views our service and how we hope to rectify any problems or issues raised by our users.
 
The report will also compile details from previous surveys so that the university community can see how the postal service has progressed.
 
The 2012 customer satisfaction survey report can be found here –../Documents/Post_room_report_December_2012.pdf
 
 
Annual Post Room Health Check
 
We will also instruct an external Post Room consultant to complete an annual health check of the postal services operation, this is based on value for money, service levels, effectiveness, security of post, customer service, and also benchmarks us against other universities and the private sector.
 
This can be used as the basis to improve the service we offer, the equipment we have, the area we are located and how we deal with our customers.
 
KPI’s
 
We now have a number of postal KPI’s (Key Performance Indicators) which we use to manage and improve the service we offer the university community, and should soon have a notice board in place so all users can see how we are progressing.

Back to top

University of Essex


Wivenhoe Park, Colchester, Essex, CO4 3SQ, United Kingdom.
? Copyright 2006 University of Essex. All rights reserved.

Page maintained by Rebecca Bowerman, e-mail rbower

Non essex users should add @essex.ac.uk to create a full e-mail address