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MAIL SERVICES GUIDE

By Doris Dunn,2014-12-03 02:40
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MAIL SERVICES GUIDE

    URSINUS COLLEGE

    MAIL SERVICES GUIDE

    Welcome to Mail Services at Ursinus College. Although we are called “Mail Services”, we are more than mail. All shipping and receiving for the college is handled through our department as well.

    This Guide has been prepared as a source for you to obtain the best available service for mail and more! In it, such topics as campus mail, USPS mail, and shipping & receiving are

    covered. Other information, basic to your everyday needs, is explained. We hope this will be a useful desk companion for you.

Also, the Mail Services Guide can help you be more efficient and save you money!

    The more we know about your needs and concerns, the better we can fulfill them. Let us know your needs in advance; whether there is a special service you require, a large mailing coming up, or if you are sending or receiving something out of the ordinary.

    In this Guide, anything titled USPS stands for the United States Postal Service, The Post Office. Should you have a specific question regarding mail, or our other services, we urge you to call Mail Services at extension 2483.

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    TABLE OF CONTENTS

     MAIL CENTER

     A. Hours of Operation ............................................................................ 3

     B. Staff and Job Assignments ............................................................... 3

     C. Daily Schedule ................................................................................. 3

     CAMPUS MAIL

     A. Addressing ......................................................................................... 4

     B. Campus Envelopes…………………………………………………….4

    C. Campus Parcels………………………………………………………..4

    D. Student Mail ...................................................................................... 4

     E. Mass Distributions ............................................................................. 5

     U.S. POSTAL SERVICE GENERAL INFORMATION

     A. Preparation of Outbound Mail & Packages ......................................... 6

     B. Addressing ......................................................................................... 6

     C. Envelopes .......................................................................................... 8

     D. Enclosures .......................................................................................... 9

     E. Size Requirements/ Limits ............................................................... 10

     F. Inbound Mail and Packages ............................................................. 11

     G. Planning & Savings .......................................................................... 12

     H. Personal Mail & Packages ................................................................ 12

     U.S. POSTAL SERVICE CLASSES OF MAIL

     A. First Class Mail ................................................................................ 13

     B. Priority Mail .................................................................................... 13

     C. Express Mail .................................................................................... 13

     D. Nonprofit Mail ................................................................................. 14

     E. Package Services .............................................................................. 15

     F. International Mail ............................................................................. 15

     U.S. POSTAL SERVICE SPECIAL SERVICES

     A. Certified Mail................................................................................... 17

     B. Delivery Confirmation ..................................................................... 17

     C. Business Reply Mail ........................................................................ 18

     D. Registered Mail ................................................................................ 18

     E. Insured Mail ..................................................................................... 18

     PACKAGE CARRIER SERVICES (FED EX, UPS, DHL)

     A. Carriers Available ............................................................................ 19

     B. Shipment Request Form ................................................................... 19

     C. Envelopes & Packaging.................................................................... 19

     D. Size and Weight Limits ................................................................... .20

     E. Delivery Time Options. ................................................................... .20

     F. Campus Schedule/Cut-off Times…………………………………….20

     OTHER SERVICES

     A. Purchasing ................. ……………………………………………….21

    B. Receiving ......................................................................................... 21

    C. Shipping........................................................................................... 22

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     MAIL CENTER

    A. HOURS OF OPERATION

    The Mail Center is open 8:00 AM to 4:15 PM each working day. Please note that we are

    closed between 12:00 Noon and 1:00 PM. To reach the Mail Center, call extension 2483.

     We are located in the Facilities Services Building.

    B. STAFF AND JOB ASSIGNMENTS

     James Tiggett III-------------------------------------------------------------------Manager

     Jim Bauer---------------------------------------------------------------------------Coordinator

     Doug Perry-------------------------------------------------------------------------Staff

     C. DAILY SCHEDULE

     Mail Center opens------------------------------------------------------------------8:00 AM

     Mail delivery/pickup begins ------------------------------------------------------10:00 AM

     Package delivery begins-----------------------------------------------------------11:00 AM

     Lunch (closed)-----------------------------------------------------------------------Noon to 1:00 PM

     Corson Hall pickup-----------------------------------------------------------------2: 30 PM

     Latest time for all air services except Fed Ex-----------------------------------2: 30 PM

     Latest time for same-day mail processing---------------------------------------3:00 PM

     Latest time for Fed Ex air service------------------------------------------------4:00 PM

     Mail Center closes-----------------------------------------------------------------4: 15 PM

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     CAMPUS MAIL

    Campus mail, or internal mail consists of loose or enveloped correspondence for delivery within campus. To provide proper delivery, internal mail requires a person’s full name and

    department name. Please do not use building names.

    Various departments exist in most buildings, so we specifically ask you to indicate the department in which the person receives his or her mail. If you have any questions regarding this, please call us at extension 2483.

    Also, please keep campus mail separate from USPS mail!

     A. ADDRESSING

Single Sheet (non-confidential) Correspondence:

    Single sheet, (non-confidential) correspondence does not have to be inserted into campus mail envelopes. Simply address the top of the front page indicating the person’s full name and department.

CC (Carbon Copy) or Distribution Lists:

    If a cc list is used, indicate the full name and department for each recipient.

    See E. (page 5) for distribution information.

Plain Envelopes:

    Simply mark the person’s name and department on the envelope.

B. CAMPUS ENVELOPES

    These envelopes are used repeatedly for campus or internal mailings. When using campus-mail envelopes, make sure all previous markings have been eliminated to ensure proper

    handling and direction to the intended recipient. Please remember to include the department

    in which the person receives his or her mail.

C. CAMPUS PARCELS

    The addressing of parcels and packages for internal distribution is the same as for envelopes. Use full name and department, or for Students, use his or her name and MSC number.

D. STUDENT MAIL

Student mail requires full name and MSC number. If there is more than one piece,

    please rubber band and sort in numerical order. You should also keep in mind that some students are studying abroad or visiting elsewhere every semester. To find out which students are not currently on campus, please contact Mail Services or the Residence Life Office.

    For mass distributions (like items distributed to each student), please send the correct number of pieces (available from Mail Services) to the Mail Center. We require 1-2 days for complete distribution.

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E. MASS DISTRIBUTIONS (FACULTY AND STAFF)

We use two types of mass distribution lists: FACULTY, and FACULTY AND

    STAFF. Items for mass distribution should be handled one of two ways:

    1. If the items are identical and are to be distributed to all FACULTY or all

    FACULTY AND STAFF, send the items to the Mail Center with the correct

    number of pieces (available from Mail Services or the Copy Center).

    2. If your distribution does not include all FACULTY or all FACULTY AND

    STAFF, please include the person’s name and department on all pieces. Those

    to the same department should be grouped together and rubber banded.

     Please allow 1-2 days for your distribution to be processed.

     5

U.S. POSTAL SERVICE

     GENERAL INFORMATION

     A. PREPERATION OF OUTBOUND MAIL & PACKAGES

; Please separate from campus mail.

    ; Mark department to be charged in upper left corner, or use internal number for

    your department (contact Mail Services for information).

    ; Rubber band if more than one piece (please do not use post-it notes or paper

    clips).

    ; Separate domestic and international mail (please identify international mail). ; Separate sealed and unsealed mail.

    ; For unsealed mail, please keep flaps down, however, if flaps are wider than 2”,

    keep flaps up.

     Please keep mail orderly, i.e., all pieces facing the same direction, and rubber ;

    banded if more than one piece.

    ; Unless otherwise noted, packages and mail will be sent First Class/ Priority

    Mail.

    ; A completed Shipment Request form must be submitted with all packages being

    sent by carriers such as Fed Ex and UPS.

    B. ADDRESSING

    Address quality is the key to timely and consistent processing of the mail. The use of

    complete and correct information can result in reduced costs. This section covers all

    facets of proper addressing.

     You will get the best possible service if you:

; CAPITALIZE EVERYTHING IN THE ADDRESS.

    ; Type or machine-print all address information.

    ; Use 2 letter state abbreviations (See Page 9).

    ; Use common abbreviations (See Page 9).

    ; Eliminate all punctuation (except the hyphen between ZIP Code and plus

    four).

    ; Use Zip +4 Codes.

    ; Include floor, suite and apartment numbers whenever possible. ; When using window envelopes, make sure the complete address is always

    visible, even when the insert moves. Do not use staples.

    ; Your return address should always be included, and placed in the upper left

    corner.

    ; The address should be parallel to the longer side of the envelope. ; See Letter Template on Page 8 for correct address positioning.

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     DOMESTIC ADDRESS FORMAT

     PERSON’S NAME/ DEPARTMENT STUDENT’S NAME/ MSC #

     URSINUS COLLEGE URSINUS COLLEGE

     PO BOX 1000 OR 601 E MAIN ST

     601 E MAIN STREET PO BOX 8000

     COLLEGEVILLE PA 19426-1000 COLLEGEVILLE PA 19426-8000

The place of delivery of the mail (IN BOLD ABOVE) should appear immediately above the

    line with the town and Zip Code In the examples above, the mail for the address on the left

    would be delivered to 601 E MAIN ST, and to PO BOX 8000 for the address on the right.

     INTERNATIONAL ADDRESS FORMAT

     MARY JONES

     321 STATION RD

     OTTAWA ONTARIO KIA OBI

     CANADA

     Please note: The country should appear on the last line by itself.

     LETTER TEMPLATE

     The example below shows the proper format for addressing to insure efficient

     handling and delivery by the US Postal Service:

     50 % of length 50% of length

     RETURN ADDRESS AREA POSTAGE / STAMP(S) AREA (Max. width-1/3 of overall width) (Max. width-1/3 of overall width) RETU

     CLEAR CLEAR ?” ?” MAUREEN H WORKER w w ADDRESS URSINUS COLLEGE i i d AREA PO BOX 1000 d e e COLLEGEVILLE PA 19426-1000 SPACE “” SPACE

     BAR CODE AREA (5/8” WIDE)

     4 ?”

    ADDRESS AREA. The complete address should be located within the

    indicated area (no return address information).

    BAR CODE AREA. Please keep this area clear of all printing. The USPS will

    apply a barcode there.

    RETURN ADDRESS AREA. Always use your return address and keep it in

    the upper left corner of your envelope. Due to USPS automation, your

    envelope may be returned to you if the return address is out of place.

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     STANDARD ADDRESS ABBREVIATIONS

     Two-Letter State and Possession Abbreviations

     Alabama AL Kentucky KY Oklahoma OK

     Alaska AK Louisiana LA Oregon OR

     Arizona AZ Maine ME Palau PW

     Arkansas AR Marshal Islands MH Pennsylvania PA

     American Samoa AS Maryland MD Puerto Rico PR

     California CA Massachusetts MA Rhode Island RI

     Colorado CO Michigan MI South CarolinaSC

     Connecticut CT Minnesota MN South Dakota SD

     Delaware DE Mississippi MS Tennessee TN

     District of ColumbiaDC Missouri MO Texas TX

     Federal States of Montana MT Utah UT

     Micronesia FM Nebraska NE Vermont VT

     Florida FL Nevada NV Virginia VA

     Georgia GA New Hampshire NH Virgin Islands VI

     Guam GU New Jersey NJ Washington WA

     Hawaii HI New Mexico NM West Virginia WV

     Idaho ID New York NY Wisconsin WI

     Illinois IL North Carolina NC Wyoming WY

     Indiana IN North Dakota ND

     Iowa IA Northern Mariana Is. MP

     Kansas KS Ohio OH

     Directional Abbreviations Secondary Address Unit Indicators

     North N Apartment APT

     East E Building BLDG

     South S Floor FL

     West W Suite STE

     Northeast NE Room RM

     Southeast SE Department DEPT

     Southwest SW

     Northwest NW

    C. ENVELOPES

    ; Appropriate Size and Strength

    Enclosures will determine the appropriate envelope to be used.

    The size should properly accommodate the insert(s). Excessively large

    envelopes will not keep the inserts firm. The inserts in such envelopes slide

    creating an imbalance of the envelope, risking ripping and loss of contents. A

    snug fit keeps the enclosure firm in the envelope.

    Conversely, when an envelope is overstuffed it can burst at the seams. The

    result can be a total loss of the mailing.

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     The strength of the envelope should withstand the weight of its contents. If

    there is stress at the seams or sharp edges, the envelope is overloaded and can

    burst and lose its contents.

    Please note: envelopes too large or too small may not process properly in

    our equipment. In some cases, such mail may be returned to sender’s

    department.

     ; Window Envelopes

    Enclosures that are designed so that the address appears in a window must

    allow for the address to be read even if the insert moves. Please do not use

    staples to prevent movement of the address from window view. If the

    addressed enclosure does not properly fit the window, use an envelope without

    a window.

    ; Address Placement

    Placement of the address on the face of an envelope should conform to USPS

    specifications as shown on page 8.

     The address should always be parallel to the longer side of the envelope.

    ; Labels

    Labels for use on parcels, packages or large envelopes must be addressed

    according to the recommended format on page 8. Improperly prepared labels

    will be returned to you for correction and/or completion. Labels that are

    applied must be parallel to the bottom edge of the envelope to be processed by

    the USPS on automation equipment.

    ; Square Envelopes

    The use of square envelopes (those with equal measurements of length and

    width) should be avoided. They are difficult to process, and are more costly

    because a surcharge must be added to the postage.

    ; Self-mailers

    Sheets of paper that are folded in order to be mailed must be tabbed or taped

    before entering the mail stream. Please note that there is a minimum

    thickness required for all self-mailers. Self-mailers not rigid enough, will not

    process through mail equipment. Such mail pieces tend to tear and jam in

    equipment. Please call Mail Services before planning a mailing using self-

    mailers.

     D. ENCLOSURES

    ; Correspondence

    Mail of any kind for transport by the U S Postal Service should be enclosed in

    an appropriate envelope or parcel and sealed. The types of enclosures

    determine the mailing classification.

    ; Non-mailable

    The following items are not permitted in envelopes:

     - Paper Clips - Metal Pieces

     - Glass Chips - Sand

    In addition to jamming and/or damaging the mailing machines, these items can also cause serious injury to Mail Center employees.

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    All foreign countries also impose various restrictions depending on country and

    item(s) being mailed.

     It is recommended that when mailing questionable items to U S or foreign

     destinations, the mailer should call the Mail Center for assistance.

    E. SIZE REQUIREMENTS/ LIMITS

     Letter Limits (There is a surcharge for any letter determined to be “Non-

    standard”) *

     Height: Minimum 3 ? Inches Maximum 6 1/8Inches

     Length: Minimum 5 Inches Maximum 11 ? Inches

     Thickness: Minimum .0007 Inches Maximum ? Inch

    * Non-standard First Class mail is any mail that weighs 1 oz. or less and exceeds

    any of the following size limits:

    ; It’s length exceeds 11-1/2 inches

    ; It’s height exceeds 8- 1/8 inches

    ; It’s thickness exceeds 1/4 inch

    ; Its aspect ratio (length divided by height) does not fall between 1 to 1.3

    and 1 to 2.5 inclusive

     In addition, pieces that are less than the following dimensions are non-mailable:

    ; 3-1/2 inches in height

    ; 5 inches in length t

    ; .007 inches in thickness

     Flat Limits:

     Height: Minimum 6 1/8 Inches Maximum 12 Inches

     Length: Minimum 11 1/2 Inches Maximum 15 Inches

     Thickness: Minimum ? Inches Maximum 3/4 Inch

     Parcel Limits: (See “How to measure a parcel” Page 11)

     Weight: Maximum 70 Pounds

     Overall Size (Length + Girth): Maximum 130 Inches (See below-“How to

     measure a parcel”). *

     * Please note; Parcels with combined length + girth between 84 and 108

     inches are charged a minimum rate of 15 pounds.

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