The Mail & Printing Services Office is the drop off and pick up point for First Class Mail delivered through the United States Postal Service. In the past, these procedures were performed by the Bookstore. The carrier has been bringing us the mail between 9:30-10 a.m. on most days except for inclement weather, Mondays and after holidays because of the extra loads. It's been taking us about 30-45 minutes to sort out the various types of mail and match up the packages or envelopes with scan labels.
When we bring the mail and packages to our office for sorting it's pretty cramped quarters until we can break them down into the various stacks. For that reason we ask that you try to limit foot traffic in our office until we can clear those items out. This includes the receptacle for outgoing mail and interoffice mail as we've been using it to sort the items with scan labels.
We take the student letters and packages over to the Bookstore for them to process in their mailroom. During this first sort we put the newspapers, books and packages for the Library on the black cabinet by our door. The remaining mail is then taken to our mailroom to be placed in the faculty/staff mailboxes and that's been taking about 30-45 minutes. Employees with packages are sent an e-mail and they'll be placed in our middle room by the shelving where we keep the printing orders.
The carrier has been picking up the outgoing mail at our office between 3:15-4 p.m. Please bring your outgoing mail to our office by 2:30 p.m. for large quantities and by 3:00 p.m. for small quantities so we have time to process them through our postal machine.
A new procedure implemented by the United States Postal Service is to have tracking on items being sent at the Priority Mail rate. These items will weigh more than 13 ounces or have dimensions greater than 15" long, 12" high or 3/4" thick. We process those items separately on our computers using scales and postal software to print out a shipping label that includes the addresses and postage. Please fold the contents of your envelopes so that they are as flat as possible when brought to us for mailing.
The mail receptacle in our office is divided into different categories. They include interoffice mail, foreign mail, student mail at the Bookstore, outgoing mail that already has postage and outgoing mail that needs postage. Interoffice mail and foreign mail will be covered later in this guide. Students renting mailboxes at the Bookstore use the official campus address of 1100 E. 14th St. with a PMB (personal mailbox) number in the 4000 range. These envelopes need to be kept separate from the regular outgoing mail so we can hand them directly to the Bookstore mail clerk. Otherwise, they will be returned right back to campus and waste the postage. The outgoing mail that already has postage includes envelopes with stamps attached or some kind of prepaid mail such as metered mail or Business Reply Mail. A recent security measure is that any envelopes or packages weighing 13 ounces or more with stamps attached must be presented in person to a clerk at a Post Office. Outgoing mail that needs postage includes all campus mail that will be run through our postage machine charged to a specific departmental or office mail code. We need this code on single envelopes or the first envelope of groups that are banded together. If you have a large stack of envelopes, you can band them together and place them on top of the mail receptacle against the wall so they don't get scattered when dropped in the slots.