Centralized Mail Delivery System Accessibility at Dormitories and Family Housing

Centralized Mail System from Florence Mailboxes

I know what you’re thinking. WHAT is a centralized mail delivery system? In short, it is the mail room in a dormitory, multi-family housing, or commercial building. It is also what you see at the local post office. A centralized place where many individuals or agencies can receive their mail and deposit outgoing mail. And you won’t believe how complicated these installations can get when it comes to accessibility. The photo on the right is representative.

Multiple sources regarding design accessibility can apply to a centralized mail delivery system installation. These sources can include the Americans with Disabilities Act (ADA), Fair Housing Act (FHA), ANSI 117.1 building code, International Building Code (IBC), United States Postal Service (USPS) STD-4C Guidelines, USPS Postal Operations Manual (POM), USPS National Delivery Planning Standards: A Guide for Builders and Developers, and local code amendments.

Housing at a place of education, like a dormitory, must comply with the provisions of the 2010 ADA Standards applicable to transient lodging. Accessibility for these public and common use areas requires an accessible route to include a turning space if the mail room is enclosed, accessible features [reach ranges, clear spaces, and counts] such as mail boxes, accessible counters [height, depth, knee/toe clearance], and absence of protruding objects in the mail room. Some of those Standards are listed below.

• 2010 ADA Standard 228.2, [Depositories, Vending Machines, Change Machines, Mail Boxes, and Fuel Dispensers] Mail Boxes

• 2010 ADA Standard 809.2, [Residential Dwelling Units] Accessible Routes

• 2010 ADA Standard 809.2.1, [Accessible Routes] Location

• 2010 ADA Standard 809.2.2, [Accessible Routes] Turning Space

• 2010 ADA Standard 904.4, Sales and Service Counters

Of particular interest in the list above is the need for a turning space if the mail room is enclosed. The diagram below is representative of a the options for a turning space.

Representative Turning Spaces

The Fair Housing Accessibility Guidelines require public and common use areas and facilities in covered multifamily housing developments to be accessible to people with disabilities so they may benefit from and enjoy the amenities present in the housing development in which they live. These public and common use areas include the mail room, or mail box areas.

ANSI does not provide a standard specifically for mail rooms or mail boxes. Designers should consult human factors and performance specifications to design accessible features.

The USPS STD-4C installation requirements include:

• At least one customer compartment shall be positioned less than 48 inches from the finished floor.

• No parcel locker compartment (interior bottom shelf) shall be positioned less than 15 inches from the finished floor.

• No patron (tenant) lock shall be located more than 67 inches above the finished floor.

• No customer compartment (interior bottom shelf) shall be positioned less than 28 inches from the finished floor.

• The USPS Arrow lock shall be located between 36 and 48 inches above the finished floor.

• A parcel locker requirement of 1:10 – or one parcel locker for every ten mailbox customer compartments. However, this ratio may not be applicable if there is another method of accepting USPS parcel deliveries such as a staffed service desk. And, depending on the tenants in the facility, a lower ration such as 1:6 may be prudent.

Guidance from the USPS Postal Operations Manual, Section 632.6, regarding location of mailboxes states:

1. Must be the safest and most efficient locations for equipment, so the following factors come into play.

• Carriers’ line of travel

• Customer and carrier safety

• Equipment security

• Customer accessibility, including sufficient turnaround space and access for customers with disabilities

2. Indoor mailboxes should be installed close to entrances.

• Carriers must be able to access the mailboxes without interference from swinging doors

3. Outdoor mailboxes may not be installed directly on the street or a public sidewalk.

• Wherever possible, there should be protection from the weather and adequate nighttime lighting

Per the U. S. Postal Service National Delivery Planning Standards: A Guide for Builders and Developers, “Mail delivery protocols to student housing vary depending on the characteristics of the student housing community being served. Below are general guidelines for establishing new mail service. Mail is delivered to dormitory buildings and residence halls when addressed to a specific building. Mail is delivered in bulk to a designated representative of the school or property in the building. The representative is responsible for further distribution to students/residents. The Postal Service will determine the proper mode of delivery to be established and may require that designees from the student housing property be identified to accept mail for each location prior to initiating delivery.

The Postal Service defines a dormitory building or residence hall as a building that consists of single or multi-room units that may share or have access to centrally located kitchens, bathrooms, showers, or social or common areas. Whether located on or off campus, and regardless of private ownership, such buildings are nevertheless dormitories and either the school or building owner is responsible for the final delivery of student mail.

Post Office personnel do not distribute mail into apartment-type mailboxes for dormitories or residence halls. As always, it is important to contact your local USPS Growth Manager early in the planning process to ensure understanding and requirements related to providing mail delivery for your new student housing development.”

Since multiple source documents can impose limitation on a centralized mail delivery installation, it is necessary to compare the different sources shown above when designing the installation. Where two or more sources disagree on the limitations for an installation, the source with the most restrictive limitation should be used.

To meet all installation specifications, it is best to plan for centralized mailbox installations that fit between 28” – 48” above the finished floor. Centralized mailbox installations with both mailboxes and parcel lockers can be installed between 15” – 48” above the finished floor.

If you observe a building, mail room, or centralized mail system that is not ADA compliant and you would like to know how to proceed, please see the link at What To Do When A Building Is Not ADA Compliant or Accessible.

ADA Inspections Nationwide, LLC, offers ADA/ABA/FHA accessibility compliance inspections for buildings and facilities, as applicable to the different laws, and expert witness services with respect to ADA/ABA/FHA laws for building owners, tenants and managers. Also, ADAIN offers consulting for home modifications as a CAPS consultant for people wishing to age in place in their homes. For a complete list of services please see ADAIN Services.

Thank you.