Table of Content. About the Mail Service Center & MUSC Postal Store...1 (Zip code, mail stop code (MSC), Organization, function and services)

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2 Table of Content About the Mail Service Center & MUSC Postal Store (Zip code, mail stop code (), Organization, function and services) Receiving and Distribution Schedules....7 Basic Mail Preparation & Addressing...9 Address Management Services 14 Understanding Non Profit Mailing.14 Mail Piece Design and Postal Rates..17 Direct Mailing Services..19 Managing MUSC Postal Permit Accounts...21 MUSC Direct Mail & Postal request work order...22 FREQUENTLY ASKED QUESTIONS...24 Delivery locations.. 27 Mail Center Reality...32 Direct mail preparation Flyer 33 2

3 About the MUSC Mail Service Center: The Medical University of South Carolina Mail Service Center is located at 19 Hagood Avenue, Harbor View Tower, Suite 106 in Charleston, South Carolina. It serves a client population of over 10K member medical staff, teaching staff, and support organizations. Expansion has enrollments and ambitious development programs have seen the institution grow from one building in 1913 to a 60+-acre complex, with more than 80 buildings. It is a state-owned academic health center with an annual budget approaching $2 billion and is the largest medical and research institutions in the state of South Carolina. The Mail Service Center processes over 5 Million pieces of mail passing through its doors annually. It is the nucleus for distributing eye readable forms of information incoming to the institution. The center collects, and re-distributes academic, business, educational, financial correspondence to more that 175 different locations across the institution. The center also coordinates with the US Postal Services, commercial vendors, and department liaisons on Postal regulations and requirements. The center has an annual postage budget exceeding $1.5M that includes approximately $800K annually in postage. The MUSC Mail Service Center administers outgoing 1 st class and standard mail through business reply and non-profit permits. In addition the Mail Service Center receives and distributes Interstate Agency Mail (IMS) received from state agencies across the state of South Carolina. The center manages operational finances, equipment and supply resources related to the University Mail Service Center operation. We assist Business Managers in planning the annual mail and postage expenses for fiscal budgeting. We ensure adequate funds available in United States Postal Service permit and postage accounts and provides monthly records detailing transactions for control & auditing purposes. The center continuously updates postal services and operations in keeping with the US Postal Office regulation changes and current technologies to carry out a more efficient delivery of services to university customers. We confer routinely with United States Postal Services Customer Representatives to discuss laws and regulations affecting the University mailing. 3

4 MUSC Postal Store The MUSC Postal Service Center is located at 22 Bee Street, Charleston SC. The Service Center is designated to operate as auxiliary service within the Medical University of South Carolina and managed under the Medical University mail Service Center. The Postal Service Center is a self supporting activity providing non instructional support in the form of goods and services to students, and staff upon payment of a specific user charge or fee that is at least equal to the full direct and indirect cost of providing the goods and services. The general public may also be served incidentally by some of the services. However, the objective is to service MUSC and its affiliates. As an auxiliary the Postal Service Center s primary objective is to be a benefit to the educational, research, and public service programs on the university campus. MUSC designated with Unique Zip Code Status of The Medical University of South Carolina is designated by the United States Postal Service as a non Postal Zone. This means that the USPS has assigned MUSC with a Unique Zip code. A unique ZIP Code is a ZIP Code which includes only addresses within one specific large entity, for example a university, air force base or other large mail generating organization. MUSC is primarily located within the geographical postal zone of However, because it has a unique zip code all mail with the unique zip code of is delivered to the single MUSC address within the Postal zone. That is the central location for the Mail Service center located at 19 Harborview Tower, Suite 106. All mail processed through USPS is delivered to for sorting and delivery. MUSC Mail Center adopts Mail Stop Code to replace PO Box designation The Mail Service Center began transitioned from using PO Box number to a Mail Stop Code (). The change allows MUSC to comply with the restricted use policy of the PO Box designation to the United States Postal Services. The new Mail Stop Code is the last three digits of your current PO Box number. Example: The current designation reads as: PO Box and the new designation would read: 815. The transition is 90% complete and we expect that MUSC departments should be using the code on all letterhead, envelopes, permitted envelopes, and business cards. Below is an example of the new address format using the designation. The 0 added at the end of the becomes the + 4 of the zip code used for automated sorting. Medical University of South Carolina 19 Hagood Avenue, Department of Business Services 815 Charleston SC

5 MUSC Mail Service Center Organizational Structure The Mail service Center is organized under the Division of Finance and Administration, and is under the direction of the Business Service Department. The unit provides five major functions: receiving, sorting, distribution, retail, and address management. The staff has over 100 years of collective experience providing specialized service to the uniqueness of the MUSC campus. The center processes over $1.5M annually in postage and collects and redistributes more than 5 million mail pieces annually. To perform its function the mail center has state of the art equipment that include: 2 postage machines, 2 electronic scales, related mail processing equipment standard with the USPS, mail management software and hardware that support transactions and invoice processing. The center recently added the ability to perform mail preparation i.e., letter folding, inserting, address management, CASSS certification, and non profit mailing. Financial The Mail Service Center is designated as Service Center. This means the center recovers operational expenses by equally distributing the operational cost to user departments. Each department subscribing service is charged an equal portion of the overall operating expense based on cost accounting standards Fed OMB Circular 21. OMB 21 requires all Institutions receiving Federal Grant monies must charge all internal users at the same rate for the same level of services or products purchased under the same circumstances. Rates are directly aligned with the level of service provided among internal users. Billing Our billing concept considers and understands the institutional arrangement among University affiliates. The concept takes into account the total amount of sorts assigned to a department and calculates the cost invoicing each department. Cost can also be pro-rated and re-calculated to provide monthly charges as departments are created or terminated. However, the Mail Service Center will make mid year adjustments to accommodate changes to cost associated with operating the center. Postage is assigned and is a PAY AS YOU GO and charged back to individual department UDAKs. 5

6 Fulfillment Services The mail Service Center has the ability to provide fulfillment services that support the unique marketing and business communication goals of the Medical University of South Carolina. Our direct mailing services solutions allow us to establish a turnkey fulfillment capability that can deliver quality materials when you need it, on time, and at a competitive price. Our capabilities are based on an integrated process combining knowledge of mailing and postal operations. The Mail Service Center industry knowledge and experience makes it un-necessary for university departments to seek services in kind from sources outside of the MUSC economy. Our internal operations are equipped with innovative technologies i.e., digital printing, addressing hygiene software, postage on demand, and Postage automation rates. Collectively we are able to provide quality products and service at or above customer expectations. We have a strong foundation in MUSC Excellence and have proven processes and a commitment to customer services. We are your single source provider for mailing, printing, and fulfillment management. Below are some of the services available. Direct Mailing and Address management Services The Mail Service Center is now offering address maintenance with direct mailing service orders. The software is full-featured and has a remarkably productive mailing software package that features CASS certification which cleans, standardizes, uses DPV to confirm deliverability. In addition, the Mail Service Center also offers complete direct mailing services of printing letters, folding and inserting letters into envelopes, printing validated addresses on envelopes, bar-coding, and Franking each mail piece to qualify for postage automation discounts. While not yet equipped to handle significantly large volumes we are recommending MUSC departments with moderate mailings of 200 pieces or less to take advantage of this new service. Talk with a Mail Service Center Supervisor today. Mail Service Center Principles: CONFIDENTIALITY The Mail Service Center will strictly observe the confidentiality of all mail. Authorized Mail Center personnel will open mail only when no other means can be used to determine disposition. Mail that cannot be delivered will be returned unopened to the U.S. Postal Service. 6

7 HIPAA Compliance The Mail Service Center requires that all departments sending out mail containing patient health related information ensure that all envelopes are completely sealed before presenting them for posting. It s the responsibility of each department to comply with HIPAA requirements as it relates to the posting and or distribution of patient related information. Safety and Security The Mail Service Center protects its employees and secures the mail by: Identifying threats Conducting risk assessments Developing policies Drafting procedures/best practices Preparing contingency and continuity plans Communicating and training staff members Summary: From applications and admission packets to tuition statements and alumni newsletters, the Medical University of South Carolina sends out thousands of pieces of mail daily. To complicate matters, the combination of an academic, research, and healthcare environment make up one of the most transitory groups of people in the United States. Our experience shows us that address management tools can help save thousands of dollars in wasted postage and lost productivity by reducing returned mail and optimizing mailings to achieve postal discounts. In the continuing effort to provide more efficient and effective mail delivery service, the Mail Service Center will continue to seek efficiencies for effective mail delivery and postal services. Whether it s through reengineering a process, improving a workflow procedure, or acquiring new equipment the Mail Service Center is committed to MUSC Excellence. 7

8 Receiving and Distribution Schedules Incoming US Postal Service mail is retrieved from US Postal Service, East Bay St. Charleston 7:30 a.m. each business day. MUSC Daily Delivery Schedule: Monday through Friday each business day. Delivery and pick-up at subscriber locations beginning at 9:30 a.m. Incoming Mail First Class Mail received from the USPS will be delivered within 4 hours of receipt (same day delivery). Incoming 2nd and 3rd class mail delivered within 24 hours of receipt. Internal Campus Mail: Mail designated as campus mail is picked up during scheduled delivery visits. Campus mail is returned to the central mail center and sorted for next day delivery typically a 24 hour turn around time. External Campus Mail: External campus mail is collected and held in the Mail Service Center for pick up by University Transportation Service (UTS) and department Couriers. In turn, transportation and department couriers drop off campus mail for outside campus affiliates. The Mail Service Center dose not provides delivery services to MUSC affiliates in geographically separated locations. Campus Envelopes These envelopes are used repeatedly for Inter-Office mailings. Caution should be exercised when using the Inter-Office envelope, taking care that all previous markings have been crossed out to ensure proper handling and direction to the intended recipient. The addressee is always to appear on the last line. Do not address between previous markings. Agency Mail Service is mail distributed using the state s Agency Mail Services based out of Columbia, South Carolina. Agency Mail Services is considered as an internal distribution service for the state of South Carolina. There is a fee associated with this service. Customers using this service must attach a unit barcode and indicate IMS in the area designated for postage. All IMS designated mailings should be in the Mail Service Center by close of business (5 p.m.) for pick up by state 8:p.m 8

9 Outgoing Mail: Outgoing mail is defined as mail being sent outside of MUSC and requires postage or in-kind processing. MUSC outbound mail is collected at the time of the daily delivery. Mail Service Center carriers return the outbound mail to our Mail Center where it is processed for same day delivery to the US Postal Service. Outgoing mail requiring postage must be presented to the University Mail Service Center no later than 3:00 p.m. for same day delivery to the US Postal Service. Bar-code Process: The Mail Service Center has established a process for using a barcode identifier for assigning postage cost to departments UDAK. The barcode is scanned directly into the Mail Service Center's Mail Management System and postage costs are assigned to the corresponding UDAK for each mail piece processed. Each month the Mail Service Center debits the department UDAK and publishes a detail transaction report by UDAK. The monthly charges can be found on the MUSC website at Customer responsibilities 1. Provide UDAK to Mail Service Center for bar-coding. 2. Mail Service Center will create a barcode and advise department via . Barcodes can be retrieved via the MUSC Web To prepare outgoing mail, each mail pick up location should place five (5) mail trays, each labeled with the category of outgoing mail being sent out. 4. Prior to depositing mail in outgoing trays a barcode must be attached to each category of mail. 5. Barcodes are required on all outgoing mail INTRA OFFICE (CAMPUS) MAIL PROCESSING Internal mail is sorted and delivered by departmental by an assigned. To provide proper delivery, all internal mail (Campus) must have the department name and the number. 9

10 Recipient 834 Outgoing First Class Mail Outbound 1st class mail collected during the day is processed for delivery to the US Postal Service at 4:00 p.m. Mail must be in the Mail Service Center no later than 3:00 p.m. for delivery to the US Postal Service. Certified, Registered, Express Mail must be delivered to the Mail Service Center by 3 p.m. for same day delivery to the USPS. ADDRESSING U.S. POSTAL 1 ST CLASS MAIL All mail needs a delivery address and should also have a return address. The following information is recommended in the sequence and position indicated for addressing: You will get the best possible service if you Addressing for Outgoing Domestic Mail Eliminate punctuation Use 2 letter state abbreviations Use Zip + 4 Addressing for Outgoing International Mail 10

11 ADDRESSING FIRST CLASS FLATS FLATS ADDRESS PLACEMENT Reference: DMM 302 The Postal Service has adopted a new address placement and formatting requirements for Periodicals, Standard Mail, Bound Printed Matter, Media Mail, and Library Mail flat-size pieces sent at automation, presorted, or carrier route prices. We also adopt related revisions for automation and presorted First-Class Mail flats. The new standards require: The entire delivery address in the upper portion of all Periodicals, Standard Mail, Bound Printed Matter, Media Mail, and Library Mail flat-size pieces mailed at automation, presorted, or carrier route prices. The new standards define upper portion as the top half of a mailpiece; however, we encourage mailers to place the address as close to the top edge as possible (while still maintaining a 1/8-inch clearance from the edges). For enveloped or polywrapped flat mail, the upper or top half is either of the shorter edges of the mailpiece. For bound or folded flat mail, the bound or final folded edge must be vertical and on the right side, with an exception for Carrier Route (or Enhanced Carrier Route) saturation mail, where either of the shorter edges can be the top. If the delivery address is on an insert in a polywrapped flat, address must remain in the upper half throughout processing and delivery. Mailers may place the address parallel or perpendicular to the top edge within the upper portion of the mailpiece, but not upside down as read in relation to the top edge. If a vertical address does not fit in the upper half, address may pass midpoint if placed within 1 of the top edge. Mailers must also address ALL presorted, automation (this includes First-Class Mail in addition to the classes of mail mentioned above), and carrier route flat-size mailpieces using a minimum of 8-point type (.080 high), with our preference being all caps and using a sans serif font, or; If the mailpiece bears a POSTNET or Intelligent Mail barcode with a delivery point routing code for automation pricing, the address may be a minimum of 6-point type (.065 high) in all capital letters. 11

12 In addition, for ALL automation price pieces, the characters in the address must not overlap, the address lines must not touch or overlap, and each address element may be separated by no more than five blank character spaces. Postage and Delivery Address must be on the same side of the mailpiece. Postage must be in the top, right corner of the mailpiece or address area. Postage must have the same read direction as the Delivery Address. This does not apply to Periodicals that are not required to display postage. ILLUSTRATIONS Exhibit 2.2 Delivery Address on Enveloped or Polywrapped Pieces Exhibit 2.3 Delivery Address on Bound or Folded Pieces 12

13 Delivery Address on Enveloped or Polywrapped Pieces in Landscape Orientation It is possible to mail an envelope that is addressed to be viewed in Landscape Orientation and still be in compliance with the rules. Our preference would be to position the Delivery Address on the right half of the envelope. Remember, postage must be in upper right corner of mailpiece or upper right corner of addressing area when orientated to read the address and postage. 11 in. JANE DOE CORPORATION 9999 OAK ST ANYTOWN WA PRESORTED FIRST-CLASS MAIL U.S. POSTAGE PAID WASHINGTON, DC PERMIT NO. 1 ADDRESS SERVICE REQUESTED 8 in. JOHN A SAMPLE 99 OAK ST ANYTOWN WA in. When this envelope isinturned and viewed vertically in a Portrait Orientation, you can see that this area is still in the upper half of the mailpiece. This design will comply with the Flats Address Placement rules. ACILLARY SERVICE ENDORSEMENTS Description Undeliverable-as-addressed (UAA) mail is forwarded, returned to the sender, or treated as dead mail, as authorized for the particular mail class. A mailer endorsement is used to request forwarding, return, change, or address correction service. Formerly known as "Address Correction Requested," this updating simplifies and identify it as "Ancillary Service Endorsements." Four ancillary service endorsements will be used for all mail classes: Address Service Requested Forwarding Service Requested Return Service Requested Change Service Requested 13

14 Please refer to the chart below for information on current and new endorsements for First-Class Mail, Priority Mail, and Express Mail. Expected Benefits Ancillary service endorsements allow the sender to obtain on request (provided the appropriate ancillary service endorsement is used) the addressee s new (forwarding) address (if the addressee filed a change-of-address order with the Postal Service) or the reason for nondelivery. These endorsements also provide the Postal Service with instructions for the disposition of UAA mail. These new endorsements provide a simpler and more consistent system than the one currently in place. Mailer Endorsement USPS Action on UAA Pieces on 1st Class & Express Mail endorsements (Non Standard) "Address Service Requested" Months 1-12: mailpiece forwarded; no charge; separate notice of new address provided; address correction fee charged. Months 13-18: mailpiece returned with new address attached; no charge. After month 18, or if undeliverable: mailpiece returned with reason for nondelivery attached; no charge. Months 1-12: mailpiece forwarded; no charge. Months 13-18: mailpiece returned with new address attached; no charge. After month 18, or if undeliverable: mailpiece returned with reason for nondelivery attached; no charge. Note: Same USPS action as no endorsement. Mailpiece returned with new address or reason for nondelivery attached; no charge. "Forwarding Service Requested" "Return Service Requested" "Change Service Requested"* *First- Class Mail only available via electronic ACS participation. No endorsement Separate notice of new address or reason for nondelivery provided; in either case, address correction fee charged; mailpiece disposed of by USPS. Not available for Priority Mail or Express Mail. Not available for mail with special services (e. g., certified or registered mail). Months 1-12: mailpiece forwarded; no charge. Months 13-18: mailpiece returned with new address attached; no charge. After month 18, or if undeliverable: mailpiece returned with reason for nondelivery attached; no charge. OPTIONAL ANCILLARY SERVICE ENDORSEMENT LOCATIONS In addition to the current location under the return address (1), ancillary service endorsements may be placed above the delivery address block (2), to the left of the postage area (3), or below the postage area (4) (postage stamps, meter stamps, or permit imprints. 14

15 Standard or Non Profit MAIL ENDORSEMENTS If a piece of mail is not deliverable, it will be discarded unless printed with an endorsement. Be very careful to use the correct endorsement otherwise the post office will not accept the mailing. "Address Service Requested" is the most common endorsement, although there are several others. You will receive a notice of why the mail was returned. There is a fee for this service usually equal to the cost of 1st Class Letter /Flat. Managing Your Address list The Mail Service Center will check your list against the USPS data base and let you know how accurate your address lists are. Inquire at The U.S. Postal Services requires that mail sent at the Non Profit standard rate be certified for accuracy of the five-digit zip codes. The Mail Service Center has the resources to verify addresses through CASS (Coding Accuracy Support System). Our certified address matching software performs zip code verifications on computerized address lists and will identify addresses that are undeliverable after the certification is accomplished. The corrected list will be returned to the department. Address Hygiene (Move Update Services ) To receive discounts on outgoing mail, mailers must ensure that current forwarding (change of address) information has been obtained, per the US Postal Service update requirement. This is to reduce the cost of having to redirect incorrectly addressed mail. The Mail Service Center has access to National Change of Address (NCOA) services and can provide this service to MUSC departments. USPS Move update requires all addresses to be updated within 95 days of the last update. UNDERSTANDING NON PROFIT, STANDARD, AND BUSINESS REPLY MAIL (RM) A cost effective way to send large quantities of identical mail is at the Non Profit Standard Mail rate. The Medical University of South Carolina Mail Service Center maintains a permit for this type of mailing with the U.S. Postal Service. Use of the permit must be authorized by Mail Services Center Supervisor prior to the mailing being presented at the Post Office. Non Profit standard mail rates are less than first class rates, but to qualify, the mail must be prepared to meet specific requirements established by the U.S. Postal Service. Agents of MUSC Mail Service Center are available to consult and assist met. 15 departments to ensure non profit requirements are

16 Non Profit Requirements: 200 piece minimum or 50 pounds. Each piece must contain identical materials to ensure uniform weight: same envelope size, same materials inside envelope (e.g. one brochure and one letter in each envelope). Each piece must weigh less than 16 ounces. The return address must be an addressed with an official Medical University of South Carolina address. No personal correspondence, promotional material or advertisements may be enclosed. No pieces may be mailed to foreign countries Accuracy of zip codes must have been certified within the last 95 days of the mailing date. The USPS reserves the right to review mail pieces to ensure that contents meet the eligibility requirements of Non Profit mail. If the contents fail inspection, the mail will be sent at either the regular standard mail or the first class rate. To ensure your mailing meets the Non Profit standard mail requirements, please contact Mail Services prior to having your mailings printed ( ). We will review the contents to ensure that the piece meets USPS mailing requirements and will qualify for the Non Profit rate. If a self-mailer contains more than one page, you may staple in the upper left hand corner, then fold top down and bottom up to hide the staple. Make sure that the fold is at the bottom See Example. Each piece must have a University return address (if a self-mailer, the return address may be on the inside) and Medical University of South Carolina must appear as the first line. The University permit imprint indicia should be printed on each piece of bulk mail. Please check with Mail Service to determine which imprint to use on each mailing. - Items enclosed in an envelope cannot have the permit imprint indicia on them. If an item to be enclosed in the envelope contains the indicia, it must be completely covered or blacked out before the US Postal Service will accept the mailing. Anything that is considered to be personal in nature (i.e. date of birth, social security number, account numbers, etc.) cannot be mailed at the bulk rate. 16

17 Acceptable Self-Mailer Folds for mailing 17

18 Folding that Flats the Flex test USPS Mail Piece Design & Postal Rates The most basic component of any mailing is the mailpiece itself. A single mailing may consist of hundreds or millions of mailpieces. A properly designed reply mailpiece qualifies for the best postage rate possible! Properly designed reply mailpieces help you avoid unanticipated costs, and delays in delivery. The postage rate you pay does depend on the design of the mail piece. The quality of the information and the placement of information are critical to a successful mailing. On a regular basis the Mail Service Center help customers who are either new to direct mail or venturing out and adding a new or different type of mail piece. When asked about the mailpiece design we provide general information or refer customers directly to the USPS Postal Explorer website: At this site, customers can review the current design specification, download templates and resources. Without going into specifics, mailpiece design specifications are very important and small mistakes can really increase the cost of postage. Overall size, label placement, barcode placement, thickness, shape, and other important details can add substantial cost if overlooked or misunderstood. For an educational video Google You Tube Mail Piece Design. 18

19 Address block Design specs - Intro to flat Mail Design specs - Postcard design - Letter sized Card or Mailer Business Reply Mail (BRM) allows a mailer to distribute preprinted First-Class Mail reply pieces to customers. The mailer, not the customer, pays the return postage. The mailer does not prepay postage on BRM letter and postcard pieces. The Postal Service collects postage only on pieces that customers actually send back to the mailer. This allows mailers to save postage costs on large volumes of distributed reply pieces when a response is not assured. BRM is appropriate when your customer needs a little extra inducement to reply - in other words, the response or its timing is not certain. This type of reply mail is frequently used by direct marketers seeking to encourage orders, researchers needing survey responses, or magazine publishers soliciting subscriptions. The extra inducement is provided by the fact that your customer does not pay the return postage, does not have to supply a postcard or envelope, and does not need to put an address on the mailpiece. BRM is subject to strict standards for format, markings, and addressing. Medical University of South Carolina processes Business reply Mail (BRM) under Permit # Departments that use the BRM permit using a special zip code designated by the US Postal service. The special designation is designed for the US Postal to sort incoming (reply mail) for chargeback purposes. MUSC Departments that use BRM is issued a +4 zip under zip code Note: Zip code is for exclusive use of Business Reply mail and should not be used for routine mailing services. Mail piece design of Business Rely Mail envelope is critical to receiving reply correspondence. When designing the mail piece MUSC departments should use the return address assigned by the US Postal Service. In addition the department should include the return on the return envelope. MUSC process of Business Reply Mail and Postage Due As mentioned earlier, the mailer, not the customer, pays the return postage. The mailer does not prepay postage on BRM letter and postcard pieces. The Postal Service collects postage only on pieces that customers actually send back to the mailer. This allows mailers to save postage costs on large volumes of distributed reply pieces when a response is not assured. The USPS returns actual letters to the MUSC Mail Service Center where further processing is accomplished. 1. MUSC receives Postage due mail (BRM) 2. Sorting accomplished by the Mail Service Center using envelope content 3. Postage due amount assigned to departmental UDAK=No. pieces + (size)+(weight) =total charge Sample Letter of postage due returned to MUSC from US Postal Service 19

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21 MUSC Direct Mailing Services Mailings prepared by a vendor include graphic design, formatting, printing and imprinting can be costly. This cost is in addition to the Non Profit postage applied to each piece. In most cases, the overall cost of the mailing will still be less than the cost of sending it at the first class rate. Mailings may also be sent directly to a presort vendor by the department, if desired. Contact the vendor to check for their preparation requirements. The MUSC Mail Service Center Director(s) must be notified if you choose to deal directly with a vendor and be provided with a copy of the mailing and the UDAK to be used for postage charges. When planning a Non Profit mailing, remember to take into consideration the extra time necessary for processing by the vendor, which can be up to two weeks. Also, once the mailing is at the Post Office, be aware that standard mail is assigned a lower priority than first class mail, and no delivery date is specified. A delay of two to three weeks could occur once the mail is submitted. For time-sensitive materials, allow at least four to six weeks total for processing. Direct Mail Contract The Mail Service Center has established a fixed price Bulk Direct Mailing Services and Presort/Bar Coding Services Contract for mailing quantities in excess of 200 pieces per order. This contract replaces the previous contract with Low country Target Mailing allowing multiple vendor participation and giving MUSC more choices while promoting competition. To date there are three companies identified as participating vendors and are listed on the attached MUSC Work Request, Page 2, Qualified Providers List (QPL). The terms and conditions of the contract state that vendors provide routine direct mail handling i.e., handling services that include printing labels, applying labels, sealing envelopes, and special handling services with insertion of items into envelopes, rubber-stamping bulk mail indicated on envelopes, hand applying labels when required, folding inserts, collation of inserts and stapling inserts. MUSC Work Request, Attachment 1 is to be completed and submitted to a contractor prior to any work being completed. This form will allow vendors to itemize direct mailing services i.e. addressing, mailing, and posting requirements as determined by the requesting department. The form must contain information regarding the service being requested as well as departmental contact member, and account information. Vendors will pick up materials at one or more locations at MUSC with completed work returned to the customer or delivered to an alternate location pre-determined 21

22 by MUSC. Pricing for services covered on the contract are listed on the attached MUSC Work Request, Page 2 along with the Qualified Providers List and their Contact Information. Procedures to Use Contract /15/ I: 1. To initiate service, the MUSC department will contact one of the vendors on the Qualified Providers List (MUSC Work Request, Page 2) and initiate a MUSC Work Request Form to be completed by the vendor. The form shall be completed before any services are provided. 2. All contractors on the Qualified Providers List (QPL) have agreed to the cost indicated on MUSC Work Request Form, Page 2, for services. 3. Participating vendors must accept the MUSC State Purchase Card as payment for services. a. If the services total $2, or less, the MUSC Work Request shall be completed and signed by the Department Head, Chairman or Business Manager. The original will be given to the contractor and a copy kept with the department as purchasing card backup documentation for audit purposes. b. If the services exceed $2,500.00, the MUSC Work Request shall be completed and signed by the Department Head, Chairman or Business Manager and forwarded to Sharon Ford, Purchasing Card Administrator, University Purchasing and Accounts Payable Department, Harbor View Towers, Room 408, Telephone: Allow 2-3 days for Sharon to complete and obtain paperwork and signatures for an exception for the credit card purchase. Sharon will return the exception form to the appropriate Purchasing Card holder so they can use their purchasing card to process the exception purchase for payment. The MUSC Work Request original shall be given to the contractor. A copy of the completed Work Request and exception form will be retained by the department as purchasing card backup documentation for audit purposes. Postage Payment Method at USPS Bulk Mailing Center: Participating vendors must present standard, non-profit bulk mail to the US Postal Service Bulk Mailing Center located at Cross County Road, North Charleston, SC MUSC maintains a permit account for standard and non profit mailings with the U.S. Postal Service. Use of this account by a vendor must be authorized by the MUSC Mail Services Center. When the mail is presented at the USPS Bulk Mailing Center, the cost of the postage presented will be deducted from the MUSC permit account. It is important 22

23 that vendors presenting non profit mailings on behalf of MUSC to the Bulk Mailing Center complete the USPS Postage Statement form 3602-N1. Once the vendor completes the mailing, the vendor is required to provide the MUSC Business Service Office with the following: a. MUSC completed work request form b. USPS Postage Statements (PS form 3602-N1) within 24 hours. For the convenience, all work request forms and the PS form 3602-N1 (postage statement) can be faxed to the MUSC Business Service office at Managing MUSC Permit Use: The use of agency funds for bulk mailing is not the responsibility of the United States Postal Service. For this reason the MUSC Mail Service Center must control the use of funds within the permit account. To eliminate unauthorized use of postal funds the US Postal Service is directed to honor only those providers listed and approved by the Mail Service Center. Departments using vendors other than those on the approved list of qualified providers may encounter delays or problems if vendors are not pre-approved prior to delivery to the bulk mail center. Proper format and placement of the permit indicia and the design of mail pieces is critical and should be coordinated with the Mail Service Center Manager to avoid delays in posting or additional cost. On going collaboration between University Printing and Press Operation and the Mail Service Center is proving to be an internal service source capable of meeting and exceeding MUSC customer expectations. I encourage you to call Jim Corr at and experience the latest developments in products and customer service at University Press. Together University Press and the Mail Service Center will consult with you to ensure all your direct mailing goals are achieved at the best possible value. In any case, talking with us at the beginning of the process instead of at the end of the process can save you time, effort, and value. Call me at if you have any questions or comments. Below is a work request form that should be used by MUSC department when requesting direct mail services. 23

24 Departmental Mail/Postage Request Mail Service Center (For Quantities in Excess of 200 Pieces per Order)) Please include/attach this form with items for mailing Date Picked up: / / Mail Class: Bulk 1st Class NP Date Dropped Off: / / Other Direct Mailing Services quantities in excess of 200 pieces (may combine services) per order Function Quantity Unit Price Total Cost Price List per Solicitation /15/ I, VIII. Bidding Schedule Department Name: Contact Person: Phone: UDAK # (Required) Authorizing Signature: Date: Comments: Note: Postage is calculated separately and will be assigned to the postal account Mail Service Center [email protected] 24

25 The below fixed price for individual services must be used to provide overall cost to MUSC. Bid prices will be fixed unless Approved and Amended by MUSC for the contract period. The mail services pricing listed are for quantities in excess of 200 pieces per order (total may consist of combined services). Item Service Hand Apply Rolodex Hand Apply labels Hand insert Envelopes Hand Seal Envelopes Photocopying Hand Fold Ink Jet Addressing Ink Jet Permit Print M. Merge Letters Machine fold Machine Tab Machine Seal Machine insert Sorting 25 Unit Price/Each $0.05 $0.05 $0.05 $0.03 $0.005 $0.05 $0.03 $0.05 $0.006 $0.15 $0.009 $0.020 $0.005 $0.02 $0.2

26 US Postal Service (USPS) Frequently Asked questions: What are the USPS Private Express Statutes? The Private Express Statutes are a group of laws under which the U.S. Postal Service (USPS) has the exclusive right, with certain limited exceptions to carry letters for compensation. The Statutes are based on the provision in the U.S. Constitution that empowers Congress to establish Post Offices. What is the purpose of these Statutes? Congress enacted the Statutes to protect the USPS and thereby enable it to fulfill its mission of providing mail service to all parts of the country at uniform rates. The Statutes enable the USPS to fulfill its responsibilities by preventing private courier services from competing selectively with the USPS on its most profitable routes. What is a letter? For the purpose of the Private Express Statutes, a letter is defined as a message directed to a specific person or address and recorded on a tangible object. A more complete definition can be found at title 39, Code of Federal Regulations (CFR), What do the Private Express Statutes require? The Statutes provide that letters may be transported outside the U.S. Mail system only if one or more of the exceptions apply, or appropriate postage is paid. The basic prohibition is against private carriage of letters for other persons without payment of postage. Are there any exceptions to the USPS Private Express Statutes? The law allows for the private carriage of letters under certain circumstances, including: Letters for which sender has paid at least 6 times the price currently charged for the first ounce of a single-piece First-Class Mail letter. Letters weighing at least 12-1/2 ounces. Letters sent with and relating in all substantial respects to the cargo that they accompany. Letters carried by the sender, recipient, or the regular, salaried employees (not independent contractors) of either party. Letters carried without any financial or other valuable compensation. 25 or fewer letters carried by special messenger on an infrequent, irregular basis for the sender or addressee. 26

27 Letters carried prior or subsequent to mailing. Properly marked letters whose value or usefulness would be lost or greatly diminished if Letters not delivered within certain time standards listed in postal regulations ("extremely urgent" letters). Letters addressed to campus destinations that colleges and universities carry in their internal mail systems for their bona fide student or faculty organizations. Letters carried from a point in the United States to a foreign country for deposit in the foreign country's domestic or international mails for delivery to an ultimate destination outside the United States. Data processing materials sent between an office and a data processing center, within certain delivery time standards listed in postal regulations. Certain international ocean carrier-related documents accompanying cargo. Advertisements enclosed with merchandise in parcels or accompanying periodicals under certain conditions. 27

28 MUSC Frequently Asked Questions Question: How can my department qualify for bulk mailing rates? Answer: Bulk mailings must contain at least 200 mail pieces or 50 lbs. of addressed pieces in the same processing category, sorted and marked as required by the standards for the rate claimed. Question: What is considered First Class Mail Answer: Mail that includes actual personnel correspondence, bills and statements of account and all matter sealed from inspection. Question: Can I send a Post Card as first class and how long will it take to get to its destination? Answer: Yes, you may send a post card first class because stamped cards and post cards make up a subclass of first class mail. Letters, flats, and parcels make up the other subclass. Question: How long does it take form my letter to reach its destination? Answer: The time it takes first class mail to get to its destination depends solely on the destination point. However, first class mail to locations within the continental U.S. generally takes 3 business days. Question: What is Business Reply Mail (BRM) and how much does it cost? Answer: It is a service that allows a mailer to receive first-class Mail back from customers and pay postage only for the pieces returned to the mailer from the original distribution of BRM pieces. These pieces must have a specific address format. Postage and fees are collected when the mail is delivered back to the original mailer. Question: Am I allowed to use the Address Change Service to notify a recipient of my change of address? Answer: The address Change Service (ACS) is an automatic process that provides change of address information to participating mailers who maintain computerized mailing lists. It is intended to reduce the volume of manual change of address notices. Question: What is the difference between Certified and Registered Mail? Answer: Certified Mail provides the sender with a mailing receipt. A record of delivery is kept by the Post Office. No insurance provided and it is available for First Class and Priority mail. Registered Mail provides the most secure serviced offered by the US Post Office and may have a return receipt. 28

29 MUSC Mail Sort (Stop) Locations Office of the President VP F&A VP Academic Affairs 179 Ashley Avenue, Colcock Hall 179 Ashley Avenue, Colcock Hall 179 Ashley Avenue, Colcock Hall 101 CMH Med/Surg Clinics, Women s Services, Adult Care, Ped Pri Quality /Outcome Management Movement Disorder MUHA Project Management Dept CMH Transplant College of Pharmacy Registry Pharmaceutical Science College of Pharmacy Practice (Dean) College of Nursing Center for Clinical Evaluation and Testing Writing Center Harper Student Center / Wellness Harper Student Center / Wellness Development Office Alumina Risk Management MUHA Ambulatory Care Hollings Cancer Center (Sen Fritz Hollings) Public Relations Physical Plant: Engineering Parking Management Family Medicine and Outpatient Pharmacy Clinical Transitional Rsch & Clinical Neurosciences CTSA Children's Fund Enrollment Services General counsel Affirmative Action Planning Internal Audit Outpatient Cardiac Services and GI Out Patient Heart and Vascular Center Center for Aging/Geriatrics College of Nursing (Employee Health Services) ** Regional Scheduling Institutional Assessment (VP Academic Affairs ) Carol J. Lancaster Office of Special Initiatives Sterile Processing McClellan Bank Bldg, 1st Floor Cannon Street (inc; 103, 104, 105) McClellan Bank Bldg, Rm 353 McClellan Bank Bld, Rm 311 McClellan Bank 3rd Floor, Rm 356 McClellan Bank bldg, Rm 128 Quad Bldg, Rm QF 213 Quad Bldg, Rm QF223 Quad Bldg, Rm QF Jonathan Lucas Rm 212 Education and Library Center Rm 200 Education and Library Center 45 Courtney Street, Rm Courtney Street, Rm Calhoun St 261 Calhoun St 5 Doughty Street 261 Calhoun, Rm Canon Park Place 135 Canon St. Rm 403 Parking Garage I, Rm 203 Parking Garage 2, 2nd Floor 295 Calhoun Street Roper Office Building Roper Office Building 59 Bee Street Vince Mosley Bldg, Rm Doughty Street Ehrhardt Street 28 Ehrhardt Street 45 Bee Street Ashley River Tower, Suite 1001 Ashley River Tower Suite 219 Harbor View Tower Rm Bee Street, 1st Floor 160 Rutledge Avenue 17EHS 1591/2 Rutledge Avenue Ashley River Tower, suite 330

30 DDC Endoscope/ GI Clinic Volunteer and Guest Services Physical and Occupational and Wound Therapy Ashley River Tower Facilities Management Central registration, Medical Records and Utilization Management Clinical Effectiveness Radiology DDC-ICU Step Down Unit Anthesisa Respiratory Therapy Pre-OP Testing / Pre-Op Surgery Pre-Op OR PACU 6East- 6 West - DD Inpatient Units Digestive disease Service Line/GI Herpetology / Bar iatric/ddc surg Department of Surgery Emergency Medicine Cath Lab Vascular Lab Echo Lab EKG Bed Management (Admitting) Radiation Oncology Radiology (B Location) Radiology Radiology (File Room ) A Location Department of Radiology & Radiological Sciences Environmental Services Hospital Administration Graduate Medical Education Medical Staff Office Risk Management Nursing Clinic Health / Medical Records Physical Therapy Patient Mail Waring Library University Library Medical University (MUSC) Health Sciences Foundation (HSF) Facility Maintenance (Boiler /Chiller) Office Research Development & Graduate Studies Department of Microbiology & Immunology Department of Cell and Molecular Pharmacology Dental Medicine Anatomy 30 Ashley River Tower, suite 2100A Ashley River Tower, Suite 2104 Ashley River Tower, Suite 1202B Ashley River Tower, Suite 2411 Ashley Ashley Ashley Ashley Ashley Ashley River Tower, Suite 1112 River Tower, Suite 1202 River Tower, Suite 2310 River Tower,Suite 3051 River Tower, Suite 4200 River Tower, Suite 4100 Ashley River Tower, Suite 4464 Ashley River Tower, Suite 6067 Ashley River Tower, Suite 7100A Ashley River Tower, 115 MH 502 Storm Eye Institute 366MCI 647MH (South West) Rm 644 H102D 197MH 297MH 297 MH 3rd Fl, MH 210 CSB H121B H205G Medical Authority Hospital, Rm 202 H260 H271A H244 ( 345 & 347 combined) H269 H398 Medical Center Hospital Medical Center Patient locations Bldg 200, Lib & Admin Bldg Education and Library Center 18 Bee Street 122 Bee St. Bldg 325, Room Basic Sciences Building Basic Science Bldg 4509 Mail Room 601 Basic Science Bldg

31 A Biochemistry Physiology (Dept of Physiology and Neuroscience) Children's Research Institute / STB Bldg Support Offices Osteoclast Center Department of Pediatrics Developmental Nuerogenetics ENT (Outpatient Services) Blood and Marrow Transplant Dermatology Room Pain Management, Spine Center, Neurosciences, EMG Endocrine, UDC Adult Clinic Burn Clinic, Surgery, Plastic Surgery, Orthopedics Hypertension, Lever Transplant Pulmonary, PFT, Rheumatology, Asthma Ped Cystic Fibrosis / Peds Hematology Oncology Ped Day Treatment / Pediatric Critical Care Department of Pediatrics Cardiac Diag.ENT Managed Care Developmental Peds/ Peds Endocrine Rutledge Tower Ambulatory OR Peds Neurology Supply Store Room, Environmental Services, Dermatology MUSC Hospital Facilities Management Office Compliance Office, Pharmacy Services Transplant Center Department of Medicine Division of Gen. Internal Med Department of Medicine Division of Cardiology Center for Health Disparity Research Sleep Lab Human Resources Hospital/Fiscal & Payroll Department of Oral Surgery * Department of Neurology Dept Of PEDS: Div of Infectious Disease/ENDO/Nephrology Ped Endocrinology General Clinical Research Center (GCRC) Div of Transplant Surgery Dept of Surgery 31 Basic Science Bldg Rm Basic Sciences Building 1st Floor CRI 173 Ashley Ave. Rm 216 Children Research Institute, Rm 403 Children Research Institute, Rm 135 Rutledge Tower, Rm 216 RT, 9th Floor, Rm 940 RT, 10th Floor R RT, 9th Floor - 924R RT, 8th floor - 820R RT, 7th Floor - 719R RT, 6th Floor RT, 5th Floor - 519R RT, 4th Floor - 419R RT, 2nd Floor - Rm Rutledge Tower RT, 2 Floor 216 Canon Park Place, Rm M355 RT, 3rd Floor -369R RT- OR RT, 1st Floor - 166R RT, 1st Floor - 173D 150 Ashley Ave., RT Annex, Rm 207 Rutledge Tower Annex, Rm 415 Rutledge Tower Annex, Rm SX601 SX Rutledge Avenue, RT Ashley River Tower, Suite CSB 163 Rutledge Avenue HE Clinical Sciences Building 309/310 Clinical Sciences Building 312/316 Clinical Science Building 312 Clinical Science Building 404 Clinical Science Building 420 Clinical Sciences Building

32 Neurological Surgery College of Medicine /Deans Office UMA Executive Offices Department of Obstetrics and Gynecology Urology Orthopedic Surgery Department of Medicine Department of Medicine Division of Endocrinology Department of Medicine Division of Nephrology Department of Medicine Division of Pulmonary Department of Medicine Division of Hematology & Exp. H Department of Medicine Division of Rheumatology Ophthalmology College of Health Professionals Department of Medicine Division of Infectious Diseases Continuing Medical & Public Education Cardiology Research Department of Medicine Division of Endocrinology/ Department of Medicine Bone & Mineral Comparative Medicine (Lab Animal) Cardiothoracic Surgery Research Department of Medicine Geriatric Division Human Resources * CCIT Bursar Department of Neurology (MUSC Stroke Center) Grants Accounting Research & Sponsored Programs 428 Clinical Science Building 601 Clinical Science Building 623 Clinical Sciences Bldg 634 Clinical Sciences Bldg 620 Clinical Sciences Bldg 708 Clinical Sciences Bldg 803 Clinical Sciences Bldg 816 Clinical Sciences Bldg 829 Clinical Sciences Bldg 812-J Clinical Sciences Bldg 912 Clinical Sciences Bldg President Street 210 Institute of Psychiatry South Room, 204 Psych Annex South 203 Strom Thurmond/Gazes Strom Thurmond Bldg VA 5th Floor Strom Thurmond Building Strom Thurmond Bldg, 6TH Floor 625 Strom Thurmond/Gazes 6th Floor Strom Thurmond Harbor view Tower 105 Harbor view Tower 202 Harbor view Tower 305 Harbor view Tower, Suite 501 Harbor view Tower 606 Harbor View Tower 608 Clinical Effectiveness & Patient Safety Business Services Financial Reporting Hospital Patient Accounting Revenue System and Audit ** Reimbursement Services Harbor View Tower 706 Harbor view Tower 701 Harbor view Tower 806 HOT 701, F3 837 HCC Clinical Trails /CFO/Budget/Procurement/Accounts Payable Foundation for Research development Marketing Department of Biometry & Epidemiology / EBP 135 Cannon Street, Rm Environmental Biosciences Program Prenatal Wellness 135 Canon St, Rm Cannon Street SC1002B SC1003 Harbor view Tower Harbor view Tower 135 Cannon St

33 Office of Special Programs (NEAC) Office of Research Integrity/ Special Programs Public Safety* Institute of Psychiatry Institute of Psychiatry (MUHA) University Press Volunteer Services Gift Shop Biomedical Engineering Central Supply / Hospital Accounts payable Medical Center Purchasing Dietary Management Adult Respiratory Therapy/Pediatric Respiratory (Share w/302) Department of Pathology & Lab Medicine Department of Anesthesia & Preoperative Medicine Pediatric Cardiology Department of Pediatrics Educational Technology Hollings Cancer Center Includes: ( 556 ) Hollings Out Patient Provillion CHP Dean s Office Health Sciences Program Health Administration & Policy CHP- Physician Assistant CHP - Anesthesia for Nursing CHP - Cardiovascular Profusion CHP Rehab Sciences Office of Diversity Matthew's Book Store MUSC Physical & Occupational Therapy Student Health / CAPS ( 173) 33 HOT 304-H4 CHP 101 Doughty St PH Institute of Psychiatry North 135 Canon Street EH101 H102 H107 CH106 CH109 H110B 450MH 309 Children's Hospital 525 Children's Hospital EH Children's Hospital 49 Bee Street 96 Jonathan Lucas, Rm 202 Hollings Cancer Building 151 Rutledge Avenue, Bld A, Rm A Rutledge Avenue, Bld B, Rm Rutledge Avenue, Bld B, Rm Rutledge Ave. Bldg B., Rm Rutledge Ave., Bldg, B., Rm Rutledge Ave., Bldg B., Rm Rutledge Avenue, Bldg B., Rm Courtney St 158 Ashley Avenue 158 Ashley Avenue 30 Bee Street

34 The Mail Center Reality Mail is the lifeblood of the modern college campus and is the vessel through which most recruiting, fundraising, business dealings, and informational communication efforts flow. (Imagine the consequences if mail not sent/received in a timely, efficient, and safe manner!) The Mail Center is, as often as not, the Rodney Dangerfield of all college departments - they "don't get no respect." But this perception in today's society is not accurate. The Mail Center has become a computer technical and labor intense running department. Today's college/university mail-handlers are not transient employees. They represent a new standard of professionalism, that does not indicate entry-level mobility, but instead, a career position in mail distribution. The Mail Services Specialist must have unique social and physical skills to succeed in this field, and many persons employed elsewhere on campus would not last a week working in Mail Services. The employees must be dependable. There are many jobs where the workload is variable and tardiness and absenteeism go virtually unnoticed. Not so in the mail business. Our workload is constant and time-sensitive. The work cycle continues on weekends, holidays, and snow days, making it endless in nature and impossible to put aside. Mail Services employees must be physically strong, agile and have endurance. What other department demands the physical stamina of standing for hours, sorting, metering, lifting and processing packages, working the window, and lifting and hauling packages and mail to departments every day. The employees must have a working knowledge of the various kinds of mail system computers. Mail demands today require faster processing with less labor time. Employees need to be flexible. The Mail Department demands an individual who can deal with rote labor and accelerate to meet unexpected challenges. The career mail specialist needs social interaction skills. The modern mail center is the communications center of the university. The employee within this department must interact effectively with all levels of society, while exhibiting friendliness and a demonstrated knowledge of their field. Because the Mail Center has many varying situations where the daily department routine is disrupted because of rush jobs, weather conditions, exceptionally large volumes of mail to be processed the same day, etc., the Mail Center needs individuals who have the ability to prioritize and work independently to get the job done. The "Mailroom" is no longer a stepping-stone to a career. It is a career! And a career which demands individuals to be very diversified in knowledge, equipment skills, and people skills. And only through much time devoted to educating, training, and experience does this happen. 34

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36 MUSC MAIL AND POSTAL Service Centers Postal Director: Eartha Bonneau Edward Smalls : Associated Director MUSC Mail Distribution Center MUSC Postal and Processing 19 Hagood Avenue, Suite Medical University of South Carolina Phone: /2716 Fax: MUSC Postal Store 122 Bee Street. Suite Medical University of South Carolina Phone: /6441 Fax: