Mail, Deliveries and Portering

The Mail service is provided Monday to Friday.

Mail will be collected and delivered to designated drop off points within Faculties and Departments.

Outgoing mail will be collected at the same time as drop off.

Any urgent outgoing mail can be left at the main campus receptions.

• External mail

  A mail advice note must accompany all external mail. It must be correctly filled in, signed and dated.

  • Download the Mail Advice Note for Microsoft Word

  The university encourages the use of electronic correspondence where possible in line with its sustainability policy.

  Outgoing mail will be sent by second class post unless otherwise requested.

  In order to minimise costs staff should keep letter weight to a minimum and e.g. fold A4 documents into C5 size envelopes, providing the envelope does not exceed 5mm thickness.

  Detailed advice on services and pricing can be found at  Royal Mail or Parcel Force

  * Please note that the maximum weight per parcel is 30KG.

  A mail advice note must be filled in and attached with each letter, bundle of mail or parcel(s).

  Letters must be grouped together according to categories listed on the Mail Advice Note.

  Contents of parcels to E.U. or Rest of the World must be noted on the Mail Advice Note to facilitate the necessary customs paperwork.

  Recharging Costs for External Mail

  The cost of postage is recharged monthly to each Department/Faculty using the assigned Client Code which is entered on the Mail Advice Note.

  For additional accounts or amendments contact estatesservices@ulster.ac.uk stating the account holder name and cost centre code to be recharged.

  Bulk Mail

  Mailroom staff must be notified in advance of any bulk mailings by emailing estatesservices@ulster.ac.uk

  Recorded Deliveries

  Mail for delivery within the UK must be separated from mail for the rest of the world.

  Personal Mail

  The mail service is for University business only. Personal items of mail will not be dispatched or delivered.

• Internal mail

  Internal Mail is delivered across the university at no direct charge to the faculty/ department.

  Inter-campus mail is collected and delivered, Monday to Friday, at the four main campuses during term time. During December, June, July and August this service operates Monday, Wednesday and Friday.

  Internal mail must be banded separately from external mail, a Mail Advice Note is not required.

• To Belfast campus

  To support deliveries, small delivery vehicles should avail of set down bays to the rear of BC and adjacent to BA – Visitor access cards for desk top delivery drivers will be available from BC and BA receptions.

  Courier deliveries that come to the mail rooms, can be delivered to the mail room in BC (accessed via York Lane).

  The mail room will advise addressees when couriered items can be collected from the Mail room.

  Large deliveries to blocks BA and BB should report to the BA reception and arrangements will be made to access Block BA service yard.

  Block BD has its own delivery point via BD service yard this will be managed locally by the Academy operation in conjunction with Estate Customer Services.

  The main delivery point for block BC is accessible from Fredrick St. Northbound. The maximum vehicle height is 3.65m and two 7.5T trucks may offload at any one time.

  The block BC Service Yard will operate from 7am to 6pm Monday to Thursday and 7am to 4pm on Fridays – specific arrangements can be made for deliveries outside this period, but the main booking system will operate within these parameters.

  Delivery Booking System

  Access to block BC Service Yard will only be by use of the delivery booking system which allow suppliers making deliveries to BC to book a reservation at one of the two delivery bays available. The reservation period must cover delivery to the end point user – not just delivery into the service yard, as the service yard member of staff is not authorised to sign for deliveries or resourced to move deliveries beyond the service yard.

  The booking system requires mandatory information from the supplier, before the booking is accepted.
  Once a booking is accepted an automatic email is generated to the University contact detailed within the booking to advise of the booking details.

  • Delivery date and time (selected from available slots)
  • Company name
  • Delivery drivers contact number
  • Registration of the vehicle delivering
  • University contact for the delivery

  Estate Customer Services can support deliveries, if porterage resource is required, please book via Estates Services Helpdesk.

• To Coleraine and Derry ~ Londonderry

  Deliveries at these campuses can be arranged directly to the area receiving, as no central delivery point exists on either of these campuses.

• Intercampus delivery service

  The intercampus delivery service is for the removal of mail, library books, small size, value and volume items daily during semester and 3 days per week outside of this.

  Deliveries of furniture and large or valuable items should be arranged by the faculty using an arranged courier or supplier.