Campus Resources

Mail Services

Mail Services Guidelines

UPS       

The Mail Center offers UPS shipping at a discounted rate.  We are able to offer substantially lower UPS shipping rates due to the University’s Non Profit status.  These rates can be as much as 50% cheaper than UPS stores.  We carry all shipping materials needed; boxes, packaging tape, brown paper, and bubble wrap.  Our UPS services extend from Ground Service to Next Day Air.  We do not offer UPS International Shipping.

Internal

Campus Mail

When addressing campus mail, please include the person’s NAME and OFFICE or DEPARTMENT. That is all that is necessary. The building is not necessary, nor is the room number.

We strongly recommend the use of Inter-Office envelopes for campus mail instead of the regular white number 10 business envelope. If white envelopes are to be used, the same preparation requirements listed above apply. The envelopes must clearly be marked “CAMPUS MAIL.” Please be careful not to co-mingle mail of this type with your regular outgoing mail to be metered. It must be kept separate.

Excess Inter-Office mail envelopes may be returned to the Mail Center at any time.  Be sure that they are empty before you turn them in.

External

Outgoing Mail

Mail with Stamps already on them should be sealed, banded, and deposited in your mailbox, separate from your Campus Mail and regular outgoing mail. DO NOT co-mingle mail of this type in with other mail that has to be metered; otherwise, unnecessary postage will be applied, and thereby, wasted.

Mail to be Metered

A Postage Requisition must be submitted with all mail that is to be metered, whether it is one letter, a bundle of letters, or a tray of letters. These requisitions must include the following information concerning the letter(s) to be mailed

  • Date
  • Department
  • Authorized Signature
  • Six digit organization number (i.e. 555002)
  • Number of pieces being mailed
  • How the pieces are to be mailed

The purpose of these requisitions is to give you a better accountability of the postage that you are spending during the course of the Fiscal Year. The requisitions themselves will remain on file in the Mail Center for the entire fiscal year for which they are applicable.  The Postage Requisition forms are available at the Mail Service Center, and the Mail Center Staff will be happy to assist you in completing the forms with the information that is necessary for the processing of your mail.

For the envelopes to be properly sealed, they also must be “flapped”. This means bundling or traying the envelopes so that the flap of one envelope rests underneath the flap of another one.  This is essential for the machine to seal the envelope properly.  Oversize envelopes must be sealed manually by the sender.

Mail Being Sent to a Foreign Country

Mail being sent to a foreign country should be banded separately from your other mail AND clearly marked (i.e. yellow post-it note). The reason for this is that a different rate of postage is required for foreign mail. United States.

Postal Services

Certified Mail

Certified Mail is always sent First Class. It is utilized when sending a document or letter that is of some significance or importance, but does not actually have a monetary value itself. By utilizing the “Return Receipt”, the Sender of the item has signed proof that it was received by the Addressee.

Various Classes of Mail

The following is a brief description of the most commonly used Classes of Mail:

First Class Mail

First Class Mail is the most common and most widely used class of mail. It is the normal class of mail everyone uses to pay their bills, send birthday cards, etc. Heavier pieces of First class Mail (weight exceeds 11 ounces), are referred to as “Priority Mail”.

Book Rate

Book rate is a very economical way to send books, catalogs, and printed material. Printed sheet music, films and sound recording also qualify for this special rate; delivery in the local area is usually affected within a few days.

Library Rate

Library Rate is used to mail educational, cultural, and scientific items at a specially reduced rate; the rates for this category are even more economical than “Book Rate”. The “Library Rate” can be used only when mailing materials such as those described above under “Book Rate” to or from an education, cultural, or scientific institution, or a qualified non-profit organization.

Bulk Mailings

First Class Bulk

First Class Bulk Mail is sent at the normal First Class/Priority Mail Rates. The requirements are as follows:

  • 200 piece minimum
  • All pieces must be identical in size, shape, weight, etc...
  • A sample of the First Class Bulk Mail Indicia appears below. This indicia is placed in the upper right hand corner for each piece being mailed, where you would normally place the postage stamp. This indicia may be printed on the article being mailed when the article is being printed up at the University Press. Here is a sample of the indicia necessary for a First Class Bulk Mailing:

Third Class Bulk Mail, (Non-Profit)

Third Class Bulk Mail, (non-profit) is a very economical way to send mail, and substantial savings can be realized by utilizing it.  Third Class Bulk Mail is an excellent way to send mail that is of a general informational content, and to send general announcements of upcoming events. If the mailing is relative to a specific dated event, it is advisable to send the mailing out at least three weeks prior to the anticipated reply date.  The basic requirements for a Third Class Bulk Mailing (Non- Profit) are as follows:

  • 200 piece minimum
  • All pieces must be identical in size, shape, weight, etc...

 

These procedures and guidelines are offered in a spirit of mutual help and cooperation. This mutual endeavor will enable us to better serve you and meet your needs, as well as provide you with the best possible economic and efficient postal services available.