Mailing Services Guidelines

Mailing Services handles many jobs for many different departments on campus. Good planning on your part helps ensure the best possible service. To make sure that your jobs get out on time and are processed properly, please observe the following guidelines.

Preparing Mail

• For all #10 (legal size) envelopes that must be run through the postage meter, put flaps down individually. Make sure that all contents are below the fold line of the envelope.
• All mail to be mailed out should be facing in the same direction (none upside down or backward). Do not mix stamped mail with mail that requires postage.
• Seal any envelopes larger than a #10.
• Seal all self-seal envelopes and envelopes with square flaps.
• Rubber-band international mail and sealed mail and put it on top of your stack of mail.
• If your mailing includes pieces of more than one weight -- any content difference will alter weight, even if the same envelope is used -- create separate groups by weight. If you fail to do this, each piece must be weighed at the campus post office and the time needed to do this could delay your mailing from going out that day.
• Make sure that all return addresses identify your department. Without this information, returned mail cannot be sent to its source, nor can the postage be properly billed. Make sure that all charge slips have account numbers and quantity written on them.

Package Delivery

• Individual departments and offices ordinarily will pick up their incoming packages at the campus post office. Physical Plant staff are available for limited building deliveries but only in response to requests from the Manager of Mailing Services. (A package must exceed 30 pounds in order to request that Physical Plant deliver it.)
• Notices of package arrivals are placed in recipients' boxes. For express deliveries, phone calls are also made to alert departments that a package has arrived.
• Because the campus post office does not have a great deal of storage space, we ask that you pick up packages promptly. Physical Plant is not able to deliver packages unless an individual package exceeds 30 pounds - allowing smaller packages to accumulate will not result in their being delivered to you.

Bulk Mailings

Any mailing that is sent bulk rate, using the College's Permit No. 191 or Permit No. 7 (first class), must include at least 200 pieces and must be processed by Mailing Services. Please remember that all pieces included in a bulk mailing must be identical in size, weight, and content. The USPS also has size guidelines for bulk mail; please check with Mailing Services to make sure that your mail-piece conforms to size specifications. Bulk mail that does not conform to size specifications is subject to a per piece surcharge. Please note these additional guidelines:

• All flaps are to be down individually or sealed (folded pieces are to be tabbed).
• The pieces must be in zip code order.
• A zip list must be provided.
• The total number of pieces in mailing must be specified.
• Bulk mailings are to be sent to the Post Office in trays (for letters) or tubs (for larger flats). Please stop by the campus post office to get these items.
• Please keep the mail dry when you transport it to the campus post office.
• Please provide your department name and account number.

General Information

• USPS mail is usually in campus mailboxes by 11 a.m.
• USPS mail leaves the campus post office at 3:30 p.m.
• Each department is responsible for filling out the forms for certified, insured, and express mail and for UPS.