CALIFORNIA STATE UNIVERSITY, SACRAMENTO CSUS MAIL SERVICE CENTER

Transcription

1 CALIFORNIA STATE UNIVERSITY, SACRAMENTO CSUS MAIL SERVICE CENTER TABLE OF CONTENTS 1. CAMPUS MAIL - GENERAL A. Intra-campus Mail Page 1 B. Mail Classification Page 1 C. Mail Preparation Page 1 D. Postage Charge-backs Page 2 E. Forwarding Mail Page 2 F. Personal Mail Page 2 2. U.S. POSTAL SERVICE MAIL A. Addressing for Success Page 2 B. Sorting Out the Mail Sorting Process Page 4 C. Size Standards Page 4 D. First Class Mail Page 5 E. Priority Mail Page 5 F. Third Class Mail Page 5 G. Third Class Bulk Mail Page 5 H. Fourth Class (Parcel Post) Mail Page 6 I. Special Fourth Class (Book Rate) Mail Page 6 J. Express Mail Service Page 6 K. Library Rate Page 7 L. International Air Mail Page 7 M. International Air Parcel Post Page 7 N. International Surface Mail Page 7 O. International Express Mail Page 7 P. Registered Mail Page 7 Q. Certified Mail Page 8 R. Special Delivery Page 8 S. Business Reply Mail Page 8 3. MISCELLANEOUS A. Alternative Delivery Service Page 8 B. Abbreviated Two-Letter State Codes Page 9 revised 11/02

2 INTRODUCTION California State University, Sacramento, is a community of more than 25,000 students and approximately 3,400 faculty and staff that requires all the postal service of an ordinary community. The University Mail Service Center is part of Support Services and under the direction of the Manager, Reprographics and Mail Services. It offers postal services which include campus mail pick-up, delivery and processing all incoming and outgoing U.S. Mail. Plus, overnight parcel delivery services. This Mail Service Guide has been prepared to assist all employees in the proper preparation of mail for distribution both on and off campus. Familiarity and observance of these instructions will result in efficient handling and dispatching of University mail. The Mail Service Center operates its own campus distribution service commonly referred to as "Campus Mail." This service provides in-house distribution of printed matter to campus employees when sent by CSUS departments or approved University programs. The Mail Service Center is located at the Northwest side of campus, next to Reprographics in the Facilities Management Building. The campus Mail Service Center is open Monday through Friday, from 8:00 A.M. to 5:00 P.M. Our goal is to ensure that all outgoing mail is processed and ready for the U.S. Postal Service's mail pick-up by 3:00 P.M. If you follow the guidelines presented in this manual, you will get the timeliest service available from the campus Mail Service Center and the U.S. Postal Service. Questions not covered by this guide can be directed to the Mail Service Center at x86783.

3 1. CAMPUS MAIL - GENERAL A. INTRA-CAMPUS MAIL Only intra-campus manila envelopes should be used for your intra-campus mail. When using intra-campus envelopes, cross out the previous address and name. If you use regular white envelopes, your intra-campus mail could be processed as regular mail and the sender charged for postage. When addressing intra-campus mail, the individual's name and campus zip code is sufficient. Do not use building, room number, or telephone extension number when addressing intra-campus mail. Intracampus mail should be banded separately from your outgoing First Class mail. B. MAIL CLASSIFICATION Be certain that your outgoing U.S. Mail is classified correctly (First Class, Third Class, Library Rate, etc.). If the classification is not immediately apparent, you must write it on the face of the envelope prior to the scheduled intra-campus mail pick-up. Mail not classified will be mailed out First Class. Large mailings of identical contents must be marked according to the proper classification. C. MAIL PREPARATION Departments are responsible for preparing all outgoing mail. Example: addressing, wrapping, inserting envelopes, filling out customer mailing forms, and identifying the mail class you wish to use. When in doubt, a consultation with the Mail Service Center is strongly recommended. Please contact us at x86783 as early as possible in your project. The Mail Service Center provides a limited amount of supplies. Campus departments may obtain mailing forms, Bulk Mail labels, rubber bands, Express Mail labels, and Express Mail envelopes. Do not overstuff letter size envelopes. The postage machine will not seal them and jamming may occur. Stack and rubber band all off campus mail with the flaps closed. Departments must also seal all manila clasp envelopes. Always separate campus mail,

4 foreign mail and unsealed matter from regular mail by binding with a rubber band. Avoid tossing un-banded mail into your department mail bag. All outgoing mail requires a return address with, the department, CSUS, 6000 J Street, Sacramento CA your campus zip code and postage account number. Only mail that has CSUS as part of its return address will be processed by the Mail Service Center. No other return address is acceptable. D. POSTAGE CHARGE-BACKS Postage is charged to each department through the use of its postage account number. The Mail Service Center is not responsible for monitoring individual use of account numbers. All valid postage account numbers will be processed. Mail with invalid account numbers will be returned to the department. Postage account numbers must appear in the upper left-hand corner of all out-going envelopes or packages as the last line of the return address. Monthly postage charges are reflected on the department's monthly Financial Statements generated by Management Services. E. FORWARDING MAIL The Mail Service Center has no formal system for forwarding mail. If the individual is no longer with the university, only First Class and Priority Mail may be forwarded without payment of additional postage. Do not repackage mail for forwarding. Readdress it and write "forward" on it. F. PERSONAL MAIL The campus Mail Service Center is not available for the personal mail of employees or students, or for the advertisement of programs not sponsored or approved by the University. 2

5 2. U.S. POSTAL SERVICE MAIL (This guide is an overview only. For specific mailings, consult the U.S. Postal Service online guide at or contact the University Mail Services x86783) A. ADDRESSING FOR SUCCESS Mail with the correct address and zip code saves time and money. Improperly addressed U.S. Mail is diverted for manual handling which is much slower and could be more costly. The following is an outline of a well-addressed envelope that will ensure proper delivery. 1. Capitalize each letter in the address area and eliminate all punctuation. Use the common address abbreviations and two-letter state codes. (See Page 9) 2. Single space the address block. Put one or two spaces between the character groups and at least two (but not more than five) spaces between the two-letter State code and the ZIP code. 3. City, State abbreviations and ZIP code must be the last line of the address. Never include an "attention" line or other entries after the ZIP code. 4. Foreign Addresses - Foreign mailings should have the country name, printed in capital letters, as the only information on the bottom line. The postal delivery zone, if any, should also be included. Example: MR THOMAS CLARK 117 RUSSELL DRIVE LONDON W1P6HQ ENGLAND 5. When using window envelopes, the address (and postal barcode if used) must be the only thing visible. Make sure the paper fits the envelope to prevent the address from shifting out of the window area. Try to keep ¼" clearance between the address and the window edge. Normal window placement is ½" from the bottom and 7/8" from the left. Window size is 1 1/8" x 4 1/2". 3

6 6. When addressing envelopes larger than regular letter-size envelopes (postal nomenclature: "flats", taller than 6 1/8"), always place the address lengthwise in the center of the envelope. It is always better to type or print the address on the envelope instead of using labels, as they have a tendency to peel or tear off. Never attach or tape a letter envelope on the outside of a flat or package. B. SORTING OUT THE MAIL SORTING PROCESS For a better understanding of how your outgoing mail is sorted by the U.S. Postal Service, let's take a step-by-step look at the sorting process: How the Optical Character Reader (OCR) Works: 1. All mail passes by a computer scanner, reading the delivery address. 2. The OCR's printer then sprays on a bar code, representing the Zip-4 code for that delivery address. 3. Next the mail piece moves on to the OCR's sorting delivery channels. 4. The bar coded mail piece is then fed to bar code sorters, separating mail right down to the sub-station and the letter carrier. NOTE: If your mail piece is too large or too small, it cannot be processed by the Optical Character Reader (OCR) or the Bar Code Sorter (BCS). As a result, your mail may be subject to a surcharge. C. U.S. POSTAL SERVICE SIZE STANDARDS Post Cards: Maximum Size: 6" x 4¼" Minimum Size: 5" x 3½" Minimum Thickness:.007 4

7 Letters: Maximum Size: 11½" x 6 1/8" Minimum Size: 5" x 3½" Maximum Thickness: ¼" Minimum Thickness:.007" Flats (larger than letter size): Maximum Size: 12" x 15" Maximum Thickness: 3/4" All postcards, letters and flats not standard in size, will be charged a surcharge of 10 each, in addition to normal postage charges. Priority and Parcel Post: Maximum Size: 108" in length and girth combined Maximum Weight: 70 lbs. D. FIRST CLASS MAIL Mail not exceeding 13 oz. may go First Class. It may not be opened for postal inspection and is the fastest transportation service available (other than special delivery and Express Mail). E. PRIORITY MAIL Priority mail is First Class mail weighing more than 13 ounces and, at the mailer s option, any other mail matter (including regular First Class mail) weighing 13 ounces or less. Postal rates for Priority Mail are determined by weight and destination. 5

8 F. STANDARD MAIL (Bulk Mail) The campus Mail Service Center maintains a Standard Mailing Permit. Sending out printed material by Standard Mail can be very economical. The sending department must meet the following requirements before a Standard Mailing is delivered to the Mail Service Center: 1. Plan ahead and pre-schedule your Standard Mailing with the campus Mail Service Center prior to printing for specifications on Standard Mail requirements. Call x86783 for information. 2. Material must be printed or duplicated only. (No originals or personalized material can be included.) 3. Pieces included in a Standard Mailing must be identical in size, weight, and number of enclosures. 4. Each Standard Mailing must include a minimum of 200 pieces or 50 pounds of weight. 5. Each mailing piece must have an individual address with a complete zip code. 6. Foreign countries cannot be included in the Standard Mailing. H. PARCEL POST MAIL Fourth Class mail is Third Class mail weighing more than 16 ounces and less than 70 lbs. To determine rates, the zip code and the weight are required. Parcels should be marked Parcel Post or PP. I. Bound Printed Matter (BPM) Bound Printed Matter (BPM) is matter (typically catalogs, directories, books, and other printed material) that weighs up to 15 lbs. and meets specific eligibility standards as follows. It 6

9 consists of advertising, promotional, directory or editorial material (or any combination of these). Is securely bound by permanent fastening. Consists of sheets of which at least 90% are imprinted by any process other than handwriting, typewriting with letters, characters, figures or images (or any combination of these). Does not have the nature of personal correspondence. Is not stationary (e.g., pads of blank printed forms). J. EXPRESS MAIL SERVICE Express Mail (next day service) provides overnight delivery of letters and packages. To use Express Mail, the letters and packages must be received by the Mail Service Center, properly prepared, by 3:00 P.M. This service comes with a postage refund provision and shipments are insured against loss or damage at no additional cost. Express Mail envelopes are provided by the campus Mail Service Center. Express Mail is not delivered to all ZIP codes (check with the campus Mail Service Center to make sure you are sending your correspondence to an area where this service is available). Express Mail should not be used on Friday or the day before a holiday unless you are very certain someone will be available the next day to receive the Express Mail. K. MEDIA MAIL Specific items such as books (at least eight pages), film (16mm or narrower), printed music, printed test material, video and sound recordings, play scripts, printed educational charts looseleaf pages and binders consisting of medical information, and computer-readable media.. Material must be labeled "Media Mail. L. INTERNATIONAL AIR MAIL International Air Mail may not exceed four (4) pounds and requires no customs declarations. Postage charges increase for each ½ ounce. (See Page 3, Foreign Addressing) 7

10 M. INTERNATIONAL AIR PARCEL POST Each country has different prohibitions, restrictions and weight limits, and requires one or more customs forms. Call the Mail Service Center at x6783 for information. N. INTERNATIONAL SURFACE MAIL Same as Air Parcel Post; requires longer delivery time, but is less costly. O. INTERNATIONAL EXPRESS MAIL International Express Mail is available to a limited number of countries. Normal delivery time is five (5) days. Properly prepared International Express Mail must be submitted to the campus Mail Service Center between 8:00 a.m. and 3:00 p.m. daily. Call the Mail Service Center at x86783 for specific details, times and restrictions. P. REGISTERED MAIL Registered Mail buys security. It is the safest way to send valuables through the mail system. The full value of the mailing must be declared when mailing for security and insurance purposes. Included in the registration fees is insurance protection up to $25,000. Only mail prepaid at the First Class or Priority Mail rates may be registered. Registered mail must be securely sealed. Plain paper or cloth tape may be used, as long as it can absorb a postmark impression and adhere in such a manner as to destroy the envelope or wrapper if removed. Return receipt is available. Registered Mail is not available to all foreign countries. Call the campus Mail Service Center at x86783 for information. 8

11 Q. CERTIFIED MAIL Certified Mail provides a traceable certification number and a return receipt, if requested. No insurance coverage is provided. R. SPECIAL DELIVERY Special Delivery Service can be purchased on all classes of mail except Bulk Third Class. It provides for Special Delivery Service, even on Sundays and holidays, during prescribed hours which extend beyond the hours for delivery of ordinary mail. This delivery service is available to all customers served by city carriers and to other customers within a one-mile radius of the delivering Post Office. Incoming Special Delivery does not always mean the article will be delivered by special messenger. Special Delivery may be delivered by the regular campus carrier if it is available before the carrier departs for their morning deliveries. Call the campus Mail Service Center at x86783 for more information. S. BUSINESS REPLY MAIL Business Reply mail is intended for use when it is likely that only a portion of the addressees will respond. Postage is paid only on the replies returned. Consult the Mail Service Center before ordering your Business Reply envelopes. 3. MISCELLANEOUS A. ALTERNATE DELIVERY SERVICE Departments that require private parcel delivery such as Emery, UPS, Airborne and DHL, should contact the Mail Service Center at x86783 and request special instructions for this service. B. ABBREVIATED TWO-LETTER STATE CODES U.S. Postal Service prefers these two-letter abbreviated codes: 9

12 Alabama AL Montana MT Alaska AK Nebraska NE Arizona AZ Nevada NV Arkansas AR New Hampshire NH American Samoa AS New Jersey NJ California CA New Mexico NM Canal Zone CZ New York NY Colorado CO North Carolina NC Connecticut CT North Dakota ND Delaware DE Ohio OH Dist. of Columbia DC Oklahoma OK Florida FL Oregon OR Georgia GA Pennsylvania PA Guam GU Puerto Rico PR Hawaii HI Rhode Island RI Idaho ID South Carolina SC Illinois IL South Dakota SD Indiana IN Tennessee TN Iowa IA Texas TX Kansas KS Trust Territories TS Louisiana LA Utah UT Maine ME Vermont VT Maryland MD Virginia VA Massachusetts MA Virgin Islands VI Michigan MI Washington WA Minnesota MN West Virginia WV Mississippi MS Wisconsin WI Missouri MO Wyoming WY 10