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Mail Room Operations
UCD Mail Room
Newstead
Ext 3270

Mail Services :: General Information :: Registered Mail :: Sending Mail

 

Mail Services


Mail Room Operations are part of UCD Buildings and Services and processes all of UCD’s internal and external mail.

The Mail Room collects all incoming UCD mail directly from the An Post Distribution Centre on Shelbourne Road early each morning (Monday –Friday).  Together with internal mail this is sorted in our new facility in Newstead.   All mail is then distributed throughout the Belfield Campus and to the Blackrock Campus.

If you have any queries, comments or suggestions please contact the Mail Room at extension 3270 or by email at mailroom@ucd.ie

Use the correct address

Mail for all schools/units in Belfield regardless of location on the Campus must be addressed to:

Name of individual
Name of unit
Name of building
University College Dublin,
Belfield,
Dublin 4 

Note - The postcode Dublin 14 should not be used for buildings based on the Clonskeagh side of the campus.

Also remember including your School's/Unit’s return address on an envelope allows the Mail Room to return undelivered items to you efficiently. 

General Information


The Mail Room Operations have moved

As part of the restructuring of Campus Services, UCD Mail Room Operations have relocated to Newstead. This facilitates the central sorting of mail to school and unit level before it is delivered to designated locked mail boxes throughout the campus for collection by schools and units.

Incoming Mail (External and Internal)

Mail for schools or units will be available for collection by 11:30 am each working day from the school’s/unit’s dedicated mail box.
 
Outgoing Mail for Franking

University College Dublin’s franked mail is for university business only and staff of the Mail Room must attribute all items to a school or unit.  Only material contained in a school’s/unit’s pouch will be considered authorized to be franked on behalf of the school or unit.  Envelopes to be franked must be placed in the pouch and deposited in any of the large blue mail boxes in the foyers of the following buildings
  • Engineering and Material Sciences Centre
  • Health Sciences
  • James Joyce Library Building
  • Newman Building
  • Newstead
  • Quinn School
  • Richview (Main Building)
  • Science Hub First Floor
  • Tierney Building
  • Veterinary Sciences Centre

Note: Any envelopes put into the mail system by any other means will remain unprocessed

If more pouches are required please contact the Mail Room (extn 3270).

Occasionally schools/units may need to send an item that is too large to fit into a pouch.  In such cases please contact the Mail Room to arrange for it to be processed separately.  Please note that the Mail Room can only handle items up to 20 kg (as deemed by Mail room staff )  All parcels must bear a valid UCD return address and  a declaration of contents (e.g. printed material) must be included.

Internal Mail

Mail to UCD addresses on the Blackrock Campus and Belfield Campus is not franked and therefore does not need to be put into a pouch. However, for your convenience the Mail Room will process any internal envelopes placed in the pouch.  Alternatively loose (i.e. unpouched) internal mail can be placed in the smaller blue mail boxes in the building foyers listed above.   

Registered Mail and other Services


Incoming Registered Mail

Occasionally staff in schools/units receive mail that must be signed for e.g. registered post.  When such an item arrives in UCD, the Mail Room will include a message for the addressee with the school/unit’s standard incoming mail.  This will indicate where and when the addressee may collect and sign for the item.

Outgoing Registered Mail

Schools/Units that need to send items by registered mail should contact the Mail Room in advance for advice on this Service.
Sending items by registered mail (which costs considerable more than conventional mail) is recommended for important documents and the benefits include 

  • A customer receipt with addressee details, item number and declared value
  • Secure processing and a bar-coded label to track the item during transit in Ireland and to United Kingdom.
  • The item can be tracked through An Post's website Item Tracking feature.
  •  A signature on the delivery of the item
  •  Compensation in the event of loss or damage

All receipts of registered post are filed in the Mail Room and may be consulted by staff at any time.  If a Unit wishes to send registered mail on a regular basisf or has a bulk mailing that must go by registered mail, it may be more convenient for the Unit to have their own registration book which can be arranged by contacting a staff member in the Mail Room.

International Parcels

Parcels for international destinations outside Europe that weigh over 2kg are also registered, though are not insured.  It is important to note that any parcels over 2kg in weight should state clearly what the contents are, such as printed matter for customs purposes only.

To avoid delays with customs all parcels are automatically declared to have no commercial value unless otherwise stated, to ensure that the addressee is not obliged to pay customs tax.

Swiftpost

An Post’s Swiftpost service is not available through the UCD Mail Room.  If you wish to use this please bring your items directly to the Post Office which is located on the Mezzanine Floor of the Gerard Manley Hopkins Building.

Sending Mail


Outgoing Mail for Franking
University College Dublin’s franked mail is for university business only and staff of the Mail Room must attribute all items to a school or unit.  Only material contained in a school’s/unit’s pouch will be considered authorized to be franked on behalf of the school or unit.  Envelopes to be franked must be placed in the pouch and deposited in any of the large blue mail boxes in the foyers of the following buildings
  • Engineering and Material Sciences Centre
  • Health Sciences
  • James Joyce Library Building
  • Newman Building
  • Newstead
  • Quinn School
  • Richview (Main Building)
  • Science Hub First Floor
  • Tierney Building
  • Veterinary Sciences Centre

Note: Any envelopes put into the mail system by any other means will remain unprocessed

If more pouches are required please contact the Mail Room (extn 3270).
Occasionally schools/units may need to send an item that is too large to fit into a pouch.  In such cases please contact the Mail Room to arrange for it to be processed separately.  Please note that the Mail Room can only handle items up to 20 kg and all parcels must bear a valid UCD return address.  Also a declaration of contents (e.g. printed material) must be included.

Getting your mail ready for processing

In order to reduce costs and to ensure that mail is processed as quickly as possible items must be sorted into the following categories:

  • Dublin and County Dublin
  • Rest of Ireland (including Northern Ireland)
  • Great Britain
  • Europe
  • Rest of World

Envelopes should be banded together and placed in the mail pouches supplied by The Mail Room.  

IMPORTANT:

If you have not yet received these pouches, please contact the Mail Room (extn 3270) as soon as possible

Addressing external mail

When addressing external mail please ensure that the envelope has the full name and address. Always place your return address in top left corner of the front of envelope.

Sending Internal  Mail

1- Please, use internal envelopes for internal mail only.
2- Keep your internal mail separate from external but for your convenience you may put it in the pouch.
3- When addressing internal mail the following pattern should be used:
     Name
     School/Unit
     Building
     Campus

Please note

1. An Post will not accept items in UCD internal envelopes. 

2. Please note that all mail for UCD offices in the teaching hospitals, the NUI and Newman House is considered external mail (i.e. to be franked).
3. When addressing mail for UCD offices in teaching hospitals do not include UCD in the address as this results in items being returned to Belfield by An Post.

Bulk Mailing (i.e more than 100 items mailed simultaneously)

Many schools and units have a requirement to send out more than 100 items at the same time. It is important that you contact the Mail Room at least one week in advance to make arrangements for the bulk mailing to be processed. Staff in the Mail Room are happy to advise you on the most efficient and cost effective way to handle this.
At a minimum bulk mail must be pre-sorted into the following five categories:

  • Dublin and County Dublin
  • Rest of Ireland (including Northern Ireland)
  • Great Britain
  • Europe
  • Rest of World

Envelopes should be banded together and inserted into the pouch if possible. Otherwise they should be boxed and labelled by category ready for collection by the Mail Room.   It is important that each of these boxes also bears your schools/units name.
Bulk Internal Mail  - Bulk internal mail of any kind must also be separated by building

IMPORTANT:

The Mail Room is not in a position to sort bulk mail for franking or internal distribution - ANY SUCH MAIL NOT SORTED ACCORDING TO THE ABOVE GUIDELINES WILL BE RETURNED TO SENDER
It is important to note that depending on the quantity of items in your mailing and the other operational demands on the Mail Room at the time, it is not always possible to process your mailing on a single day.  For example many bulk mailings are spread over several days and volumes in excess of 2000 envelopes will require liaison with An Post in advance.  

IMPORTANT:

You are strongly advised to contact the Mail Room in advance of any bulk mailing
Courier  Deliveries

The Mail Room (and Campus Services) do not accept or sign for items delivered to UCD addresses by couriers.  All such deliveries are directed to the addressee. 

Location of UCD Mail Room

Download map of Mail Room location.