[Kristine Heflin]

We got rid of our student organization mailboxes a few years ago. There is much less physical mail coming in for student groups anyway so when we do receive things we email the group and let them know they need to come pick up mail. Then we have a file folder in one of our front desk drawers where we stash everything. At the end of the semester (or sooner if it’s getting full) we campus mail everything that is left to their faculty/staff adviser.

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Kristine Heflin
Associate Director, Memorial Union
Iowa State University
Ames IA
(515) 294-8370
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Original Message:
Sent: 02-15-2024 09:44
From: Jennifer Grossman Leopard
Subject: Student Organization Mailboxes/Communication Files

Good morning!

We are considering re-vamping our student organization mailboxes.  What do others offer their organizations and what are your processes?  We struggle with uncollected mail and the space they take up, etc.  Looking for creative ideas or maybe how did you sunset this kind of service.

Thank you, Jen

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Jennifer Grossman Leopard
Director, Student Life
James Madison University
Harrisonburg VA
(814) 863-4624
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[katepiper]

Jen,

We encourage RSOs to use our office as their mailing address. Each org doesn’t have their own box/slot, but we have a drawer with file folders. When mail comes in the RSO president gets an email, then the item gets categorized alphabetically in the?file folders. Packages are handled similarly, except they’re kept in a cabinet. Everything is stamped with the arrival date, and we clear things at the end of every semester. We don’t have the ability to do the “every org gets this flier” type of thing. We do one final notification at the end of the semester, then if it still isn’t picked up we may put it in a campus mail envelope and send it to the advisor. Or, if it’s just junk, we toss it. Another good suggestion from someone, was “return to sender” for anything not picked up.

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KatePiper
Assistant Dean, Student Activities
Illinois State University – Normal, IL
katepiper@illinoisstate.edu
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Original Message:
Sent: 02-15-2024 09:44
From: Jennifer Grossman Leopard
Subject: Student Organization Mailboxes/Communication Files

Good morning!

We are considering re-vamping our student organization mailboxes.  What do others offer their organizations and what are your processes?  We struggle with uncollected mail and the space they take up, etc.  Looking for creative ideas or maybe how did you sunset this kind of service.

Thank you, Jen

——————————
Jennifer Grossman Leopard
Director, Student Life
James Madison University
Harrisonburg VA
(814) 863-4624
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