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Facilities Management

Mail & delivery

Distribution Services delivers interoffice and external mail to and from UVic offices on a regular schedule. We also deliver packages and move larger items on campus.

Interoffice mail

Details

For
Departments, agencies and student groups
Cost
No charge
Hours
Monday to Friday, 8 am to 3:30 pm
Team
Distribution Services
Typical response time
Pickup and delivery times can vary, but are usually within 3 business days

We collect and deliver letters and documents between UVic offices on the Gordon Head campus. We visit most department and agency offices (including the UVSS and GSS) on a schedule. Interoffice mail is centrally funded.

  • Every department should have a stock of interoffice mail envelopes. If you run out, contact us and we'll deliver more.
  • To minimize paper waste, we reuse interoffice mailing envelopes as many times as we can. Cross out the previous recipient on the envelope. Try not to crumple or tear it.
  • Write the department name (or code) to send it to and on the next empty row. If you're sending it to a specific person, write their name as well.
  • Leave the envelope in your department’s outgoing mailbox or tray.

External mail

Details

For
Departments, agencies and student groups
Cost
  • No charge for deliveries
  • Departments pay postage for outgoing mail and parcels
Hours
Monday to Friday, 8 am to 3:30 pm
Team
Distribution Services
Typical response time
Pickup and delivery times can vary, but are usually within 3 business days. Outgoing mail is posted on the same day we pick it up.

We deliver and collect mail and parcels delivered (or for delivery) by Canada Post. We make regular scheduled stops at most department and agency offices, including the UVSS and GSS, on our mail route.

Service disruption

On November 21, Canada Post and CUPW reached an “agreement in principle” and suspended strike and lockout actions. It's still possible that negotiations could break down again and that job actions could resume, delaying or disrupting services.

If you wish to hire a private couriers for package deliveries, you may do so directly.

View Canada Post’s stamp prices or get an estimate to post a letter, document or package. Postage is free to Camosun College and BC government offices in Victoria.

Money-saving tips

  • Folding an 8.5"×11" sheet of paper can decrease your mailing cost by over 50%.
  • A regular stamp provides enough postage for up to 5 sheets of paper.
  • If you’re sending over 500 items as part of a promotion or fundraising campaign, you probably qualify to use Personalized Mail. This can save up to 40% on shipping costs. Call or email us to start a personalized mail campaign.

You can download a printable mailing guide (52 KB PDF) with package weight and size limits for quick reference.

  • Follow Canada Post’s guidelines for addressing mail.
  • Every department office should have a stock of postage authorization forms and orange and green bags. (If you're out, let us know and we'll deliver more.)
  • For every letter or parcel you send, include a complete postage authorization form. 
  • Put domestic mailouts in a green marked bag. Put U.S. and international mailouts in an orange one.
  • External mail must be marked with a complete UVic return address.

Compare shipping services (Canada)

Compare shipping services (U.S. and international)

Box runs

Details

For
Departments, agencies and student groups
Cost
$8.50 (flat rate)
Hours
Monday to Friday, 8 am to 3:30 pm
Team
Distribution Services
Typical response time
  • Next-day delivery if we receive the request before 2:30pm
  • Two-day delivery otherwise

We can deliver up to 4 small boxes (or as many boxes and parcels as we can reasonably carry on a dolly or hand truck) between any 2 places on UVic's Gordon Head campus for a flat rate of $8.50.

Request this service

To request a box run, create a new request using FMIS. In the form, choose:

  • Location: the building, floor and room or space you want the boxes picked up from
  • Type: Internal Distribution
  • Sub type: Box Move
Go to FMIS FMIS support

Internal delivery (large items)

Details

For
Departments, agencies and student groups
Cost
Hourly, at rates for distribution services
Hours
Monday to Friday, 8 am to 3:30 pm
Team
Distribution Services
Typical response time
Pickup and delivery within 5 business days

For larger deliveries—more than 4 boxes, furniture, and other larger items—we charge by the hour.

We can also plan and execute entire office and lab moves including hazardous, fragile, and confidential materials.

Request this service

To request a box run, create a new request using FMIS. In the form, choose:

  • Location: the building, floor and room or space you want the boxes picked up from
  • Type: Internal Distribution
  • Sub type: Interdepartmental Furniture Move
Go to FMIS FMIS support

Residence buildings

Letters and packages addressed to residence buildings are delivered to the Residence Services Office. Learn about mail service in residence.

Private couriers

UVic Facilities Management doesn’t take deliveries to or from private couriers.

It's the responsibility of private couriers to deliver packages to the addressee's department or office. These resources will help you navigate the campus.

If you're ordering a delivery through a private courier, give detailed instructions to help the courier find their destination. Provide a spelled-out building name and abbreviation. Provide the closest parking lot and the best road to access it. If your office or loading bay is particularly difficult to find, you can add landmarks or the best elevator to use. Leave an office or cell phone number: it's not unusual for lost couriers to call for help.

We recommend the format:

[Your name]
[Department name]
[Building] ([abbrev.]) + [wing]room
Parking lot [n], off [road] (or inside Ring Rd)
Victoria, BC
V8P 5C2
[Your phone number]

Get help now

For help with any of these services, contact the Distribution Services office.