 Policy Manual |
Classification Number: 6.1 Date Issued: 8/91; 8/97; |
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APPLICABILITY: TOTAL UNIVERSITY The University Mail Service reports to the Director of
Printing/Copy/Mail Services and is responsible for the sorting,
distribution and collection of all intra-campus and outgoing official
University mail. This policy explains the different types of mail, mailing
procedures, economical mailing methods, preparation and separation of
mail and other pertinent subjects. Proper
use of these guidelines will enable the University Mail Service staff to
expedite the mail. The University Mail Service is located on the second
floor of the University Union next door to the U.S. Post Office
Sub-Station. The University
Mail Service Standard Mail (Bulk Mail) Operations are located at the
University Services Building, Room # 128. The following areas are included in this section: 6.1.1
Services Provided 6.1.2
Mailing Procedures 6.1.3
Optional Services 6.1.4
Domestic Mail 6.1.5
International Mail 6.1.6
Campus Standard Mailing Service SUBJECT: SERVICES PROVIDED (6.1.1) A. Mail
Service Schedule The
University Mail Service is open from 8:00 a.m. to 5:00 p.m., Monday
through Friday. Letters
received by 12:00 noon will be dispatched the same day at presorted rates.
Letters received after 12:00 noon will be dispatched the following
day at presorted rates, unless other instructions are noted.
Other mail received by 3:30 p.m. will be dispatched the same day,
but at full postage rates. Mail received after 3:30 p.m. will be dispatched the
following day unless arrangements are made to deposit the mail in the main
post office in Denton. University
mail is dispatched by the U.S. Post Office at 2:30 p.m. and 4:00 p.m. each
day excluding Federal holidays. When
University offices are scheduled to work on a Federal holiday, letters
are delivered to the Denton post office by University Mail Service
personnel. No special services are offered on Federal holidays, i.e.,
Registered, Certified, Express, and Insured. B. Pick Up and
Delivery The
University Mail Service provides scheduled carrier pick up and delivery
service daily to various University departments. Inter-departmental size
mail, letters, and letter packages are picked up by campus mail carriers.
Packages and films should be brought to University Mail Service
for dispatch. C. Campus Mail Campus
inter-departmental mail requires no postage.
Official "Campus Mail" envelopes are provided by
University Mail Service and should be used for all such mail. Inter-campus letters measuring 8 1/2" x 11" not
folded to be distributed to all departments do not have to be placed in an
inter-campus envelope. Campus
mail use is restricted to Official Business State of Texas. The current route list of designated departments must be
used for addressing all campus mail. D. Postage
Metering The
University Mail Service provides postage metering service for all outgoing
official University mail. Billing
for postage is through the University Controller's Office. Metering
service is not available for personal mail or for agencies not holding a
University account number. The
use of state appropriated funds is prohibited for the mailing of
Christmas, Get Well, Sympathy, and Birthday cards.
The mailing of matter to influence legislation is also prohibited.
The use of postage stamps for official mail is prohibited except
with special permission granted from the Controller's Office.
Postal regulations state that all letter mail metered by the
University Mail Service must have a preprinted return address which
contains University of North Texas, departmental name, title name, and
P.O. box number. University
Mail Service requires a departmental account number in addition to the
return address. E. Prepaid Postage Prepaid
postage may be obtained by the following procedures.
1.
Business Reply Business
reply envelopes must be printed with the University permit number 210 in
compliance with the format requirements of the U.S. Postal Service.
Contact University Mail Service for further information before
printing. Business Reply mail
must be approved by the University Mail Service Manager to ensure proper
placement of bar coding. F. Department Mail
Boxes Departments
may rent a post office box from the U.S. Postal Service Sub-Station on
campus. University Mail
Service can assist with renting a mail box that is charged to a
departmental account number. Each
department is responsible for receiving and distributing incoming U.S.
mail from post office box. Each
department is also responsible for Caller Fees and Postage Due Fees. Each department is responsible for notifying sender of miss
addressed mail received by faculty and staff within the department.
(Example: Old PO Box Number). G. Personal Mail Faculty
and Staff members may obtain a personal post office box at the U.S. Post
Office Sub-Station. Use of
the University Mail Service facilities for personal mail is prohibited. H. Publications Appropriate
Post Office Department publications will be provided or obtained by the
University Mail Service upon request. SUBJECT: MAILING
PROCEDURES (6.1.2) A. Separation and
Preparation The
proper preparation of mail is essential to insure expeditious processing
and movement of all mail. Your
help will contribute much to rapid and efficient mail service on campus as
well as the routing of mail to the U.S. Post Office. At your
pick up station, separate mail into each category and secure in individual
bundles with rubber bands as follows. 1. Campus Mail (Addressed to departmental designated stops only). 2. Mail to be metered (letters must be unsealed with flaps up and overlapping each envelope). Flats and letter packages should be sealed with indication of contents on package. Foreign and Domestic mail must be separated.
3.
Franked (penalty, postage paid, etc.) or Metered Mail place in an
inter-departmental envelope and address it to University Mail
Service.
B. Addresses All
outgoing mail must have complete address, including zip code. Improperly addressed mail will be returned to the sender.
The University Mail Service does not serve the student population.
Pick up and delivery service at any
residence hall facility is limited to the residence hall director
and operation. Letters
addressed to students must be prepared for metered mail (see Postage
Metering). C. Classification
of Mail All mail
sent to the University Mail Service for postage, except standard size
envelopes and international mail, will be dispatched at the least
expensive rate possible commensurate with contents, unless otherwise
advised. Standard size envelopes are sent First Class and international
letters are sent Air Mail. D. Zip Code All
domestic mail (fifty states) and U.S. territories should have zip code +
four digit postal code when applicable. E. Return
Postage Guaranteed All
packages must be clearly marked with this statement directly under the
return address. SUBJECT: OPTIONAL
SERVICES (6.1.3) A.
Registered and Certified Mail Any mail
that is to be Registered (registered mail is accounted for by a number
from time of mailing to delivery) or Certified
(certified mail provides a record of delivery which is maintained
by the post office making the delivery) should be marked "Registered"
or "Certified" on the envelope and must be sent First Class.
If the piece of mail has no monetary value, Certified is sufficient.
Do not Register a piece of mail that includes only correspondence.
If a piece of mail is to be Registered, the value should be clearly
marked on a slip of paper and attached to the envelope.
All seams must be secured well with gummed paper tape.
(They must not be secured with masking tape or scotch tape
of any kind). If a return
receipt is desired, forms must be completed and attached to the piece of
mail by the sender. Forms may
be picked up at the University Mail Service or any U.S. Post Office. B. Insured
Mail The
sender may obtain payment for loss of, rifling of , or damage to domestic
mail by having it insured. You
may insure qualified Package Services mail. Sealed envelopes should be
endorsed as follows: Parcel
Post, Bound Printed Matter, Media Mail, or Library Mail
Articles cannot be insured that are so fragile as to prevent their
safe carriage in the mail regardless of the packaging. Articles not adequately prepared to withstand normal handling
in the mail cannot be insured. Liability
for Insured Mail is from $100.00 to a maximum of $5,000.00. The
value must be in accordance with U.S. Postal Regulations.
All packages are automatically insured up to $100.00 throughUnited
Parcel Service, UPS. Each
mailer is responsible for obtaining a record of mailing, date, brief
description of item and value of each parcel.
Claim forms are available in University Mail Service. C. Express Mail Express
Mail (guaranteed next day delivery) is offered to designated areas in
the United States and some foreign countries.
For more information contact University Mail Service. SUBJECT: DOMESTIC
MAIL (6.1.4) A. First Class Mail 1.
First Class includes: Lettered
(minimum size 3 1/2" x 5");
Postcards (minimum size 31/2"x 5"); all wholly or partly in
writing, typing, carbon, copies, and /or matter sealed or
closed. 2.
First Class Flats (large envelopes):
Mark flats "First Class"
and seal. Do not use Parcel Post Merchandise labels. University
mailing labels are available in Office Supply. 3.
First Class Packages: Mark
"First Class" and wrap securely.
Weight limit 70 pounds;
maximum size length plus girth, 108 inches.
All questions concerning First Class should be
directed to University Mail Service. B. Periodical Mail This
includes only University of North Texas periodical publications and must
be complete issues and must have a periodical
identification statement printed in the issue.
All periodical mailings must be coordinated with the University
Mail Service Manager. C. Standard
Mail 1.
Consists of mailable matter which is: less
than 16 ounces in weight. 2.
Standard Flats: Standard
flats can weigh up to, but not including, 16 ounces.
They must not contain handwriting, typing
or carbon copies, with the exception of a letter enclosed.
A combination of First
Class letter and Standard
material may be mailed in the same flat within the United States. 3.Standard Class Mailing:
(For nonprofit organization) See Section on Campus Standard
Mailing Service. D. Package Services
(PSVC) Package
Services is the class of mail primarily intended for merchandise,
catalogs, and other printed material.
Package Services does not receive expedited service.
Minimum Weight: None. Maximum
Weight: 15 pounds (for Bound Printed Matter); 70 pounds (for Parcel Post,
Media Mail, and Library Mail). 1.
Parcel Post – Used for mailing merchandise, books, circulars,
catalogs, and other printed matter. There are bulk rates and destination entry rates available for
mailers who are sending large quantities of Parcel Post.
There is also a bar-coded discount available for Parcel Post
pieces. 2. Bound Printed Matter – Bound Printed Matter must: Consist of advertising, promotional, directory, or editorial material (or any combination of such material); be securely bound by permanent fastenings such as staples, spiral binding, glue, or stitching. Loose-leaf binders and similar fastenings are not considered permanent: consists of sheets of which at least 90% are imprinted by any process other than handwriting or typewriting with words, letters, characters, figures, or images, (or any combination of them); not have the nature of personal correspondence; not be stationery, such as pads of blank printed forms. There are presorted rates, carrier route rates, and destination entry discounts available for bulk quantities of Bound Printed Matter. The minimum quantity is 300 pieces. There also is a bar-coded discount available for Bound Printed Matter pieces. 3. Media Mail (formerly called Special Standard Mail) – Generally used for books (at least eight pages), film, printed music, printed test materials, sound recordings, play scripts, printed educational charts, loose-leaf pages and binders consisting of medical information, and computer-readable media. Advertising restrictions apply. There are presorted rates available for bulk quantities of Media Mail (minimum quantity is 500 pieces). There also is a bar-coded discount available for Media Mail. 4.
Library Mail –
Used by qualifying institutions like libraries, universities, zoos, and
research
institutions to mail educational and research material.
There are presorted rates available for bulk quantities of Library
Mail (minimum quantity is 500 pieces).
There also is a bar- coded discount available for Library Mail.
The following may be mailed at the Library Mail Rate. A.
Items on Loan or
Exchange – Only the articles specifically described in this section
may be mailed at the Library Mail Rate.
The identification statement “Library Mail” must be placed
conspicuously on the address side of each package. Each package must show, in the address, the name of a school,
college, university, public library, or name of a nonprofit religious,
educational, scientific, philanthropic, agricultural, labor, veterans, or
fraternal organization; or when cooperatively processed by libraries; or
loaned or exchanged between libraries, organizations, or associations and
their members, readers, or borrower.
The following may be mailed at Library Mail Rate. 1.
Books, consisting wholly of reading matter, scholarly,
bibliography, or reading matter which
is incidental blank spaces for notations and containing no
advertising other than incidental announcements of books. 2. Printed music, whether in bound form or in sheet form.
3. Bound
volumes of academic theses in typewritten or duplicated
form.
4. Periodicals,
whether bound or unbound.
5. Sound
recordings.
6. Other library materials in printed, duplicated, or photographic form or in the form of unpublished manuscripts. 7. Museum materials, specimens, collections, teaching aids, printed matter and interpretative material intended to inform and to further the educational work and interests of museums and herbariums. B.Items Not on Loan
The following specific items when sent to or from schools,
colleges, universities, or public libraries, museums, herbariums, and to or from nonprofit
religious, educational, scientific, philanthropic, agricultural, labor,
veterans, or fraternal organizations,
may be mailed at the library rate. 1.
16 millimeter or narrower width films, filmstrips,
transparencies, slides and
microfilms. All of
which must be positive prints in final form for viewing.
2. Sound recordings.
3. Scientific or mathematical
kits, instruments, or other devices.
4. Catalogs of the materials in a, b, c, above and
guides or scripts prepared solely SUBJECT: INTERNATIONAL
MAIL (6.1.5) A. Air Mail Letter Letter,
letter packages, aerogramme (air letters), postcards. B.
Air Mail Letter, and Air Parcel Post All First
Class International Mail except postcards must be in an envelope or
package and subject to the weight and size limits as letter mail. All International Mail must have the name of the country in
English on the last line of the address. Weight
Limit: All countries - 4
pounds. Items not acceptable
as printed matter, or communications having the character of actual and
personal correspondence whether written or voice recorded, must be sent
as letter correspondence whether written or voice
recorded, must be sent as letter mail.
Call the U.S. Post Office or University Mail Service for applicable
rates. International
Mail pieces weighing over 1 pound must be accompanied by US Customs
Declaration Form; consult US Post Office or University Mail Service. C. International
Postcards Dimensions:
Maximum 4 1/4 x 6, Minimum 3 1/2 x 5 1/2. D. Periodical
Mailings (Second Class) These consist of publications entered domestically as periodicals when mailed by the publishers or by registered news agents.
1. Preparations for Mailing
Periodical
publications must be in envelopes or packages and should not be sealed.
All periodicals must be clearly marked Periodicals.
Weight limit varies from 4 to 22 pounds, except Canada, which is 30
pounds. Consult the U.S. Post
Office or University Mail Service for further information. E.
Air Mail-Parcel Post Weight
limits vary for parcels to different countries.
Limits range from 22 to 66 pounds.
Consult U.S. Post Office or University Mail Service for more
information on weight limits and forms required for mailing. Forms are available in the University Mail Service. F.
Sealing All
articles except postcards must be enclosed either in an envelope or
package. Registered parcels
must be sealed. For all
countries the sealing of ordinary (unregistered and uninsured) parcels is
optional. G.
Prohibited Articles Consult
U.S. Post Office or University Mail Service. H.
Customs Declarations and Other Forms
Consult
U.S. Post Office or University Mail Service. I.
Registration Available
to practically all countries. Consult
U.S. Post Office or University Mail Service. J. Insurance Available
to many countries. Consult
U.S. Post Office or University Mail Service. SUBJECT: CAMPUS
STANDARD MAILING SERVICE (6.1.6) Standard Mail Rate is less because the standard
characteristics allow quicker handling of large quantities.
Therefore, departments are encouraged to use standard mail when
conditions merit. The
University pays the annual fee for the University Standard Mail Permit,
Number 455. A.
Standard Mail Requirements
The
standard mail rate is applied to mailings of identical pieces separately
addressed to different addresses with zip codes in quantities of not less
than 50 pounds or of not less than 200 pieces.
All pieces in a standard mailing must be identical to size, weight,
and number of enclosures. The
printed textual matter need not be identical.
The sender's return address must be shown in format of
"University of North Texas", department, name, and P.O. Box.
A Number 455 imprint must appear on the front of each piece.
This imprint can be applied by the printer, hand stamped with
rubber stamps or put on by a meter in University Mail Service.
No hand written messages should be included in the contents except
for the address and signature. Standard
mailings cannot convey a message to an individual.
Standard mailings must contain University related matter. Size and
Shape: All mailing pieces
must be at least 0.007 of an inch thick.
All mailing pieces which are 1/4 of an inch thick or less must be
rectangular in shape and at least 3 1/2 inches high and at least 5 inches
long. Maximum size - Length,
15"; Height, 12"; Thickness, 3/4". B.
Preparation for Mailing The
sender must sort standard mail numerically by zip code,
face all addresses in same direction, and band into bundles.
Each bundle must be banded both horizontal and vertical directions
with large rubber bands. Coded pressure seals should be placed on the top piece of
each bundle. Rubber bands and pressure seals are provided by University
Mail Service. Bundles
should not exceed 4" in thickness and be prepared as follows: 1. Direct
Bundles: When 10 or more
pieces of mail are for any one five digit zip code, they should be seperated and banded with a red “D” pressure
seal on the top piece. All
addresses should be facing the same direction. 2. Direct Bundles for First Three Digits of Zip Code: If 10 or more pieces of mail are for the same First Three Digit Zip, band in bundle(s) with green "3" pressure seal on the top piece. All bundles must be in numerical order by zip code and all addresses facing the same direction. 3.
ADC Bundles: If 10 or
more pieces remain for any one state, all addresses shall be faced in one direction
in zip code order and banded into bundle(s).
Affix a pink "A" pressure
seal to the top piece. An
area consists of a group of zip codes going
to an Area Distribution Center, (ADC). 4.
Mixed Multi-State Bundles: If
there are less than 10 pieces per area all addresses shall be faced one
direction in zip code order and the pieces banded into a bundle. Affix a brown “MS” pressure seal to the top piece. C.
Dispatch All
standard mailings must be coordinated with University Mail Service for
delivery to Standard Mail Center. Standard
mail is dispatched from University Mail Service to the Denton Post Office
by the Facility Services, (Moving Services)at4:00 p.m. each day.
Mailings received in University Mail
Service after 12:00 noon will be dispatched the following day. D. Special Note
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