Skip to main content

Mansfield University... Developing Tomorrow's Leaders Mail Services


Mail Services Guide and Procedures


MAIL SERVICES CUSTOMER

This Mail Services Guide has been prepared as a source for you to obtain the best available mail services. It covers topics such as addressing, enclosures, envelopes, inter-office mail; US mail classifications, specialized delivery services and other information basic to your everyday needs. Make this guide your desk companion.

The more we know about your needs and concerns, the better we can fulfill them. Whether it is a special service you need, a large mailing coming up or you are sending or receiving something out of the ordinary please let us know your needs in advance.

Should you have a specific question regarding "mailing", we urge you to call Mansfield University Mail Services at extension 4950.

MAIL SERVICES GUIDE

MAIL CENTER- GENERAL INFORMATION

  • HOUR OF OPERATION
  • STAFF AND THEIR JOB ASSIGNMENT
  • SERVICES THAT ARE AVAILABLE
  • SCHEDULE DELIVERY AND PICKUP TIME

INTERNAL OR INTER-OFFICE MAIL

  • ADDRESSING
  • ENCLOSURES
  • ENVELOPES
  • SCHEDULE DELIVERY AND PICKUP TIME
  • INTER-COMPANY MAILING
  • MAILING LIST

MAIL SERVICES- GENERAL INFORMATION

HOURS OF OPERATION

Our Mail Center is open from 8:00 A.M to 4:15 P.M each working day. The Telephone extension is 4950. We are located in Pinecrest first floor and our mail stop is 2:15 pm.

STAFF AND JOB TITLE

  1. Edgard Domenech, Mail Services Coordinator
  2. Colleen Devine, Clerk 2

SERVICES THAT ARE AVAILABLE

The mail center offers sealing, metering and computer generated mail processing, tabbing and folding/inserting. We also offer customized discount bulk mailing service for certain types of mail. If you are preparing a mailing of 200 pieces or more call mail center to ask how can we reduce your postage by automating your mail pieces.

SCHEDULE DELIVERY AND PICK TIMES

The following mail schedule is available Monday through Friday:

AM DELIVERY:
9:45-10:00 Doane Center (Trio and Campus Police)
10:00 - 10:05 Fitness Center
10:05 - 10:10 Manser
10:10 - 10:15 North Hall-Memorial
10:15 - 10:20 Brooks
10:20 - 10:30 Alumni Hall-South Hall
10:30 - 10:40 Butler-Allen Hall
10:40 - 10:50 Decker
10:50 – 11:00 Day Care-Retan-Belknap
11:30-12:00 Residence Halls (student mail be sorted by 8:00 pm)
10:45 - 10:50 Butler - Allen Hall
10:50 - 10:55 Decker-Day Care
10:55 - 11:00 Retan - Belknap
PM PICKUP
1:00 - 1:15 Brooks Maintenance
1:15 - 1:20 Alumni Hall (Admission, First Floor)
1:20 - 1:30 North Hall-Administration and Library

NOTE: These times are estimates and may fluctuate based on mail volume and weather. Questions, call 662-4950

NOTE 2: In order to meet the deadlines set by the USPS, mail must be delivered to Mail Services by 2:15 P.M. If you miss the cutoff time, your material will be sent out the next business day.

REGULAR U.S MAIL

Outbound mail collected during the days is processed for delivery to the USPS at 2:30 P.M. To receive prompt service, please try to meet these dispatch times.

INTERNAL OR INTER-OFFICE MAIL

This mail consists of loose or enveloped correspondence for delivery to the addressee. To provide proper delivery, internal mail requires a full name and an "address" or mail stop and/or exact building and department name.

MAIL "STOP" CODES

The term mail stop is used to identify a location internally. If you don't provide mail stop or person name with department and building, it will not be delivered. In other words...no STOP no GO!! See Mansfield University online directory to access staff department and building. Note: Providing the name and full address including department and building will help mail center to deliver your mail in a timely manner.

MAILING LIST

The preparation of address lists for distribution of information is the responsibility of the mailer. Addresses should be updated to includes correct ZIPCODE and be kept current to include moves.

USPS MAIL

A.ADDRESSING FOR SUCCESS

+Specific Format

The following is recommended in the sequence and position indicated for addressing to insure efficient handling and delivery by the U S Postal Service.

DOMESTIC ADDRESS FORMAT

JOSEPH DOE
  ABC CO
  124 SOUTH PEARL ST
  NORTHEAST PA 16933

INTERNATIONAL ADDRESS FORMAT

AR AVION JOSEPH DOE
  ABC CO
  124 NORTH GOLD
  CANADA

You will get best possible service if you:

  • CAPITALIZE EVERYTHING IN THE ADDRESS
  • Use 2 letter state abbreviation
  • Eliminate all punctuation (except the hyphen between ZIP Code and +4)
  • Use common abbreviation (Exhibit ) (See page 11)
  • Use ZIP + 4 Codes

Make sure the place where you want the mail delivered appears on the line immediately above the city, state and ZIP code line (i.e. 123 W MAIN ST STE 400 OR P O BOX 125). If both the street address and the P O Box are on the same line, the mail piece will be delivered to the P O Box.

Address placement

Envelopes

Placement of the address on the face of an envelope should conform to USPS specifications as shown on Exhibit 1.

Labels

Labels for use on parcels, packages or large envelopes must be addressed according to the recommended format in Exhibit 1. Improperly prepared labels will be returned to you for correction and/or completion. Labels that are applied must be parallel to the bottom edge of the envelope to be processed by the USPS on automation equipment.

ADDRESSING "BEST PRACTICE" AND FORMAT

  • Always put the address and the postage on the same side of your mail piece.
  • On a letter, the address should be parallel to the longest side.
  • All capital letters.
  • No punctuation.
  • At least 10-point type.
  • One space between city and state.
  • Two spaces between state and ZIP Code.
  • Simple type fonts.
  • Left justified.
  • Black ink on white or light paper.
  • No reverse type (white printing on a black background).
  • If your address appears inside a window, make sure there is at least 1/8-inch clearance around the address. Sometimes parts of the address slip out of view behind the window and mail processing machines can't read the address.
  • If you are using address labels, make sure you don't cut off any important information. Also make sure your labels are on straight. Mail processing machines have trouble reading crooked or slanted information.

TIPS

     
  • Always put the attention line on top, never below the city and state or in the bottom corner of your mail piece. 
  •  
  • If you can't fit the suite or apartment number on the same line as the delivery address, put it on the line ABOVE the delivery address, NOT on the line below.
  •  
  • Words like "east" and "west" are called directionals and they are VERY important. A missing or a bad directional can prevent your mail from being delivered correctly.
  •  
  • Use the free ZIP Code Lookup and the ZIP+4 code lookup on the Postal Service web site to find the correct ZIP Codes and ZIP+4 codes for your addresses.
  •  
  • Almost 25% of all mail pieces have something wrong with the address -- for     instance, a missing apartment number or a wrong ZIP Code. Can some of those mail pieces get delivered, in spite of the incorrect address? Yes. But it costs the Postal Service time and money to do that.
  •  
  • When a letter First-Class Mail letter weighs 1 ounce or less and the address is parallel to the shortest side, the piece may be non-mailable or will be charged the non-machinable surcharge.   
  •  
  • Sometimes it's not important that your mail piece reaches a specific customer, just that it reaches an address. One way to do this is to use a generic title such as "Postal Customer" or "Occupant" or "Resident," rather than a name, plus the complete address.
  •  
  • Fancy type fonts such as those used on wedding invitations do not read well on mail processing equipment. Fancy fonts look great on your envelopes, but also may slow down your mail. --Use common sense. If you can't read the address, then automated mail processing equipment can't read the address.   
  •  
  • Some types of paper interfere with the machines that read addresses. The paper on the address side should be white or light in color. No patterns or prominent flecks, please! Also, the envelope shouldn't be too glossy -- avoid shiny, coated paper stock.

ADDRESSING 'BEST PRACTICE' AND FORMAT

1. The Address Area. The complete address should be located within the OCR read area (no return address information). Extraneous (non-address) printing or markings should appear as high on the mail piece and as far away from the address as possible

2. Barcode Read Area. Please make sure that this area remains clear of all printing. It's reserved for the bar code that will be printed by the Multi-Line Optical Character Reader (MLQCR).

STANDARD ADDRESS ABBREVIATIONS

State/PossessionAbbreviation State/Possession Abbreviation State/Possession Abbreviation
ALABAMA AL KANSAS KS NORTH DAKOTA ND
ALASKA AK KENTUCKY KY NORTHERN MARIANA ISLANDS MP
AMERICAN SAMOA AS LOUISIANA LA OHIO OH
ARIZONA AZ MAINE ME OKLAHOMA OK
ARKANSAS AR MARSHALL ISLANDS MH OREGON OR
CALIFORNIA CA MARYLAND MD PALAU PW
COLORADO CO MASSACHUSETTS MA PENNSYLVANIA PA
CONNECTICUT CT MICHIGAN MI PUERTO RICO PR
DELAWARE DE MINNESOTA MN RHODE ISLAND RI
DISTRICT OF COLUMBIA DC MISSISSIPPI MS SOUTH CAROLINA SC
FEDERATED STATES OF MICRONESIA FM MISSOURI MO SOUTH DAKOTA SD
FLORIDA FL MONTANA MT TENNESSEE TN
GEORGIA GA NEBRASKA NE TEXAS TX
GUAM GU NEVADA NV UTAH UT
HAWAII HI NEW HAMPSHIRE NH VERMONT VT
IDAHO ID NEW JERSEY NJ VIRGIN ISLANDS VI
ILLINOIS IL NEW MEXICO NM VIRGINIA VA
INDIANA IN NEW YORK NY WASHINGTON WA
IOWA IA NORTH CAROLINA NC WEST VIRGINIA WV
WISCONSIN WI
WYOMING WY

DIRECTIONAL ABBREVIATION

     
  • North - N
  •  
  • East - E
  •  
  • South - S
  •  
  • West - W
  •  
  • Northeast - NE
  •  
  • Southeast - SE
  •  
  • Southwest - SW
  •  
  • Northwest - NW

SECOND ADDRESS UNIT INDICATOR

     
  • Apartment - APT
  •  
  • Building - BLDG
  •  
  • Floor - FL
  •  
  • Suite - STE
  •  
  • Room - RM
  •  
  • Department - DEPT

STREET DESIGNATORS (STREET SUFFIXES)

Primary Street Suffix Postal Service Standard Suffix
Name Abbreviation Name Abbreviation Name Abbreviation
  CAMP CP DALE DL
ALLEY ALY CANYON CYN DAM DM
ANNEX ANX CAPE CPE DRIVE DR
ARCADE ARC CAUSEWAY CSWY DRIVES DRS
AVENUE AVE CENTER CTR ESTATE EST
BAYOO BYU CIRCLE CIR ESTATES ESTS
BEACH BCH CIRCLES CIRS EXPRESSWAY EXPY
BEND BND CLIFFS CLFS EXTENSION EXT
BLUFF BLF CLUB CLB EXTENSIONS EXTS
BLUFFS BLFS CORNER COR FALL FALL
BOTTOM BTM CORNERS CORS FALLS FLS
BOULEVARD BLVD COURSE CRSE FERRY FRY
BRANCH BR COURT CT FIELD FLD
BRIDGE BRG COURTS CTS FIELDS FLDS
BRIDGE BRG COVE CV FLAT FLT
BRIDGE BRG COVES CVS FLATS FLTS
BROOK BRK CREEK CRK FORD FRD
BROOK BRK CRESCENT CRES FOREST FRST
BROOKS BRKS CREST CRST FORGE FRG
BURG BG CROSSING XING FORGES FRGS
BURGS BGS CROSSROAD XRD FORK FRK
BYPASS BYP CURVE CURV FORKS FRKS
FORK FRK KEY KY MOUNTAINS MTNS
FORKS FRKS KEYS KYS MOUNTAINS MTNS
FORT FT KNOLL KNL NECK NCK
FREEWAY FWY KNOLLS KNLS ORCHARD ORCH
GARDENS GDNS LAKE LK OVAL OVAL
GATEWAY GTWY LAKES LKS OVERPASS OPAS
GLEN GLN LAND LAND PARK PARK
GLEN GLN LANDING LNDG PARKS PARK
GLENS GLNS LANE LN PARKWAY PKWY
GREEN GRN LIGHT LGT PASS PASS
GREENS GRNS LIGHTS LGTS PASSAGE PSGE
GROVE GRV LOAF LF PATH PATH
GROVES GRVS LOCK LCK PIKE PIKE
HARBOR HBR LOCKS LCKS PINES PNES
HARBORS HBRS LODGE LDG PLACE PL
HAVEN HVN LOOP LOOP PLAIN PLN
HEIGHTS HTS MALL MALL PLAINS PLNS
HIGHWAY HWY MANOR MNR PLAZA PLZ
HILL HL MANORS MNRS POINTS PTS
HILLS HLS MEADOW MDW POINTS PTS
HOLLOW HOLW MEWS MEWS PORT PRT
INLET INLT MILL ML PORT PRT
ISLAND IS MILLS MLS PORTS PRTS
ISLANDS ISS MISSION MSN PRAIRIE PR
ISLE ISLE MOTORWAY MTWY RADIAL RADL
JUNCTION JCT MOUNT MT RAMP RAMP
JUNCTIONS JCTS MOUNTAIN MTN RANCH RNCH
RAPID RPD SPRINGS SPGS TUNNEL TUNL
RAPIDS RPDS SPUR SPUR TURNPIKE TPKE
REST RST SPURS SPUR UNDERPASS UPAS
RIDGES RDGS SQUARE SQ UNION UN
RIVER RIV SQUARES SQS UNIONS UNS
ROAD RD STATION STA VALLEY VLY
ROADS RDS STRAVENUE STRA VALLEYS VLYS
ROUTE RTE STREAM STRM VIADUCT VIA
ROW ROW STREET ST VIEW VW
RUE RUE STREETS STS VIEWS VWS
RUN RUN SUMMIT SMT VILLAGES VLGS
SHOAL SHL TERRACE TER VILLE VL
SHOALS SHLS THROUGHWAY TRWY VISTA VIS
SHORE SHR TRACE TRCE WALK WALK
SHORES SHRS TRACK TRAK WALKS WALK
SKYWAY SKWY TRAFFICWAY TRFY
SPRING SPG TRAIL TRL

Note: For certain computerized addressing needs, the National Five-Digit Zip Code & Post Office Directory contains two additional tables of official USPS abbreviations: (1) an Extended Suffix Table, containing suffix forms which appear in some address files, and the corresponding USPS suffixes as coded in the ZIP +4 National Directory File, and (2) abbreviations for postal names which cannot be reduced to 15 position through use of standard abbreviations.

ENCLOSURE

Correspondence

Mail of any kind for transport by the USPS should be enclosed in an appropriate envelopes or parcel and sealed. The types of enclosures determine the mailing classifications.

Non-mailable

The following are samples of non-mailable in envelopes:

     
  • Paper Clips
  •  
  • Metal Pieces
  •  
  • Glass Chips
  •  
  • Sand

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

The following are also classified as non-mailable and may be returned to sender:

Envelopes and Cards if pieces are less than:

     
  • 3 ½ "in height or
  •  
  • 5" in length or
  •  
  • .007" in thickness (thickness of a post card)

All foreign countries also impose various restrictions depending on country and item(s) being mailed.

It is recommended that when mailing questionable items to U S or foreign destinations, the mailer should call Mail Services for assistance.

Window Envelope Enclosures

Enclosures must be designed so that the address appears in the window and should not be stapled to prevent movement of the address from window view. If the addressed enclosure does not properly fit the window, use an envelope without a window.

ENVELOPES

Sizes and Types

The size of the envelopes should properly accommodate the content. In the US Postal System there are two categories of envelopes: letter size and flat.

Letter, non-letter and barcoded flat are rated differently by the USPS. To assure the best rate, call Mail Services for size and rate before preparing the mail piece. Use light colored envelopes for legibility and pleas avoid brilliant colors.

Letter Size

Letter size mail must be rectangular in shape for automated processing by USPS.

Too ensure prompt and efficient processing of First-Class mail, it is recommended that all envelopes and cards:

a)Have an aspect ratio (length divided by height) between 1 to 1.3 and 1 to 2.5 inclusive. See Mail Services for envelopes template if you are not sure of sizing.

b) Be sealed or secured on all four edges so that they can be handled by machines.

c)Meet the following dimension for automated processing by USPS:

Height 3 ½" Min 6 1/8" Max
Length 5" Min 11 ½ Max
Thickness* .007 Min ¼" Max

*Firmly compressed

Card Stock should not exceed .016"

Note: maximum thickness for automated processing is ¼". Mail that does not meet automated processing size may not qualify for discounted rates. Letter size envelopes (up to 6 1/8" x 11 ½") over ¼" thick will be returned to originator for re-enveloping.

Non-Letter (Flat)

Non letter size envelopes are larger than the maximum letter size, but not larger than 12" high by 15 ¾" long thick.

International Letter Size Envelopes

Mail in letter size envelopes for delivery to foreign countries should be places in "International" Envelopes. These envelopes have a red and blue border which assure proper posting of international rates and avoid return for insufficient postage. Since the red and blue-bordered envelope indicating airmail to a foreign country, these envelopes should not be used for mailings in the United States.

Green Bordered - Used only for First-Class Mail

Barcoded Flats - The Postal Services allows discounts for barcoded flats.

Flat Sorting Machine (AFSM) 100Length  Minimum: 6 inches Maximum: 15 inches

Height Minimum: 5 inches Maximum: 12 inches

Thickness Minimum: 0.009 inch Maximum: 3/4 inch

Maximum Weight

  • First-Class Mail cannot weigh more than 13 ounces.
  • Periodicals cannot weigh more than 20 ounces.
  • Standard Mail must weigh less than 16 ounces.
  • Bound Printed Matter cannot weigh more than 20 ounces.

Flexibility Must meet flexibility requirements in 301.3.3.4.

Polywrapped Pieces Must meet all eight properties in Exhibit 301.3.5.1. If address label is used on the outside of the polywrapped piece, the haze property is not required. Polywrap seam must be parallel to longest dimension.

Mail piece Identification Polywrap marking: "USPS AFSM 100 Approved Polywrap" or "USPS 100 Approved Poly" (on address side, preferably below postage area).

Dimensions

Upgraded Flat Sorting Machine (UFSM) 1000

Length - Minimum: 4" Maximum: 15 ¾"

Height - Minimum: 4" Maximum: 12"

Thickness Minimum: Pieces at least 4 inches but less than 5 inches long, greater than 1/4 inch thick. Pieces at least 5 inches long, 0.009 inch thick. Maximum: Pieces 13 inches long or less, 1-1/4 inches thick. Pieces longer than 13 inches up to and including 15-3/4 inches, 7/8 inch thick.

Maximum Weight

  • First-Class Mail cannot weigh more than 13 ounces.
  • Periodicals cannot weigh more than 6 pounds.
  • Standard Mail must weigh less than 16 ounces.
  • Bound Printed Matter must meet the criteria for the AFSM 100.

Flexibility No requirement.

Polywrapped Pieces Must meet property number 2, haze, in Exhibit 301.3.5.1 (not required if address label is on the outside of polywrapped piece).

Mail piece Identification Polywrap marking: "USPS UFSM 1000 Approved Polywrap" or "USPS 1000 Approved Poly" (on address side, preferably below postage area).

Dimensions

Mail Services - Procedures & Instructions Mail Services delivers official business mail to University departments located on the main campus, at no charge. Personal correspondence should be delivered to recipients' home addresses. Non-official business mail will be delivered to University departments and/or Residence Halls for a fee; contact Mail Services at 662-4950 for details on these and other services.

INTERDEPARTMENTAL MAIL

Articles consigned to Mail Services for delivery on campus must bear a legible address. While the name of an individual is not essential, the department name, building location, and PO Box number should always be included. Adequate envelopes or wrappers must be used. Campus mail should be bundled securely before being deposited at collection points. It is suggested that rubber bands be used for 10 or more letter-sized envelopes to the same department. Addresses should be faced in one direction. A single departmental mailing of 30 or more pieces must be sorted and bundled as to destination. Mail Services can transport single interdepartmental packages that do not weigh more than of 50 lbs. Departments will be charged a fee for delivery of multiple packages. Campus mail for delivery to students living in residence halls must include the name of the student, the residence hall and box number. This mail must be sorted by PO Box and bundled by residence hall. For a fee, UF Mail Services will sort this mail for departments.

OUTGOING US POSTAL SERVICE MAIL

Mail placed for pickup by Mail Services for delivery to the US Postal Service must carry a Mansfield University return address. The following format should be used for all return addresses:

Department Name Mansfield University PO Box number of department

St Name MANSFIELD PA 16933 with +4 ZIP add on MU Services personnel will send mail by the least costly classification if not otherwise specified by the department. MU Services has a permit account with the US Postal Service for departments doing Non-Profit mailings, Standard mailings and Business Reply Mailings. To insure prompt delivery of all mail, faculty and staff should urge correspondents to use their complete University address.

Several mailing services are available to fit your needs.

            Shape     +    Speed     +     Cost     =       Service

Shape Speed Cost Service
70 lbs or less 1-2 days guaranteed $$$ based on weight Express Mail
70 lbs or less 1-3 days $$ based on weight and distance if over 1 pound Priority Mail
13 oz or less 1-3 days $ based on weight First-Class Mail
70 lbs or less 2-9days $ based on weight and distance Parcel Post
70 lbs or less 2-9 days $ based on weight and content Media Mail
15 lbs or less 2-9 days $ based on weight, content, and distance Bound Printed Matter

U.S. POSTAL SERVICE MAIL

The cost of mailing varies with each classification.

Oversize/Underweight Mail First Class, Standard A and International Letter Class

Mail weighing one oz. or less is non-standard if it exceeds any of the following size standard limits: 6 1/8" in height or 11 ½" in length or ¼" in thickness; OR its aspect ratio (length divided by height) does not fall between 1 to 1.3 and 1 to 2.5 inclusive Note: There is an additional charge on each piece of mail that is found to be non-standard. In addition, pieces which are less than the following dimensions are non-mailable in the U.S. Postal Service and will be returned to you: 31/2" in height or 5" in length or .007" in thickness (thickness of a postcard)

Speed depends on distance.

Mail takes longer to travel across the country than to travel across town.

Flat Rate Envelopes

Lets you send your document or package for one low rate, regardless of how much the item weighs. Flat rate envelopes are free and available for Express Mail and Priority Mail in 4 different sizes to accommodate various mailing needs.

Express Mail®

Letters, large or thick envelopes, tubes, and packages containing mailable items can be sent using Express Mail. This guaranteed service includes tracking and insurance up to $100. Delivery to most destinations is available 365 days a year, with no extra charge for Saturday, Sunday, and holiday delivery. Free Express Mail envelopes, boxes, and tubes are available at the Post Office.

First-Class Mail

Any mailable matter may be mailed as First-Class Mail up to and including 13 oz. The following examples are considered First-Class matter and must carry postage at First-Class, Priority, or Express Mail rates.

  • Matter wholly or partially handwritten or type-written (including identical copies prepared by automatic typewriter), originals or carbons, invoices (except when accompanying the matter to which they relate), postal cards, and post cards
  • Matter sealed against postal inspection (Standard A Mail may be opened for inspection)
  • Bills, grade reports, statements of account, and checks
  • Price lists with written-in figures changing items or prices
  • Blank printed forms filled out in writing, including canceled or un-canceled checks
  • Matter having the character of actual personal correspondence
  • Some computer printouts

If you are not sure if it is First-Class, be sure to ask UF Mail Services. Also note that discounted rates are available for 500 or more pieces (see First-Class Presort information below).

First-Class Presort Any mailing consisting of 500 or more First-Class pieces can qualify for a postal discount if arranged in presort ZIP Code order. UF Mail Services maintains a first-class presort permit for this type of discounted postage. For basic presorting instructions, see Exhibit 2. Presort training is also available through UF Mail Services. For more information about the training, contact a University Postal Manager.

Priority Mail (not guaranteed)

All First-Class mail exceeding 13 oz. and not exceeding 70 lbs. is considered priority mail and at the option of the mailer, any mail weighing 13 oz. or less. There is no minimum weight limitation but there is a flat rate charged on mail weighing two lbs. or less.

The U.S. Postal Service provides free Priority supplies: cardboard and Tyvek envelopes, boxes, stickers and tape. If you need any supplies for your department, please call UF Mail Services Main Branch at 392.0629 or the Health Science Center Branch at 392.3605.

Use Priority Mail when two to three day service is desired. Discount rates are available for 300 or more pieces when using priority mail. Use Flat Rate Priority Envelopes when possible. These free envelopes allow any weight of material for the two lb. rate. Note: Priority Mail is a two day service between 64 major markets i.e. Atlanta to Dallas or Chicago to New York. When using Priority Mail, we recommend use of priority envelopes available at no charge from either UF Mail Services branch. H. Periodicals (formerly Second-Class Mail) Periodicals is a class of mail consisting of magazines, newspapers, or other publications formed of printed sheets that are issued at least four times a year at regular, specified intervals (frequency) from a known office of publication. Periodicals usually must have a legitimate list of subscribers and requesters. For more information, contact UF Mail Services.

Standard Mail (A)

The following is considered Standard Mail (A) Matter:

  • Circulars
  • Booklets
  • Merchandise
  • Photographs
  • Catalogs
  • Newsletters
  • Product Samples
  • Printed Matter

This mail also includes mechanically duplicated materials (i.e. photocopied or quick copied letters or announcements) as long as the material is not personalized and the signature is duplicated.

Each piece of Standard Mail (A) must be less than 16 oz. Anything heavier must be mailed as Standard Mail (B) or Priority mail. Reduced rates are available for mailings of 200 or more pieces or a mailing of 50 lbs. (See Standard (A) Class Bulk Rate Mail on the following page).

Note: The standards for size and surcharge for single piece Standard Mail (A) weighing one oz. or less are the same as for First-Class.

Standard (A) Class Bulk Rate Mail

To qualify, there must be a minimum of 200 pieces or a mailing of 50 lbs., and all items must be presorted. No personal correspondence may be sent this way. In addition, all pieces must:

  • be printed or duplicated
  • be identical in size, weight, and number of enclosures
  • show the complete address of sender and receiver
  • be sorted by ZIP Code in ascending numerical order

For basic presorting instructions, see Exhibit 2. Bulk Mail training is also available through UF Mail Services. For more information about the training, contact a University Postal Manager. Note: Standard Class Bulk Rate mail is faster to process by MU Mail Services. Call for detail.

Package Services (Parcel Post)

The following items are considered Parcel Post Matter:

  • Library Materials
  • Packages or Parcels
  • Bound Printed Matter
  • Sound Recordings
  • Merchandise
  • Computer Media
  • Books
  • Films
  • Video Tapes

There is no minimum weight for Package Services. A single piece of Parcel Post, Media Mail, and Library Mail can weigh no more than 70 lbs. A single piece of Bound Printed Matter can weigh no more than 15 lbs. Also, the size must not exceed 108" in length and girth combined. For instructions on measuring a parcel, see Exhibit 3.

Discounts are available for mailings of 200 or more pieces. Contact UF Mail Services for more information. Also, two sub-categories of fourth class mail that might save postage are described below.

Media Mail

Only the articles listed below may be mailed at the Special Standard Mail (B) rate.

  • Books of at least 8 pages
  • Loose leaf pages and their binders consisting of medical information for distribution to doctors, hospitals, medical schools, and medical students
  • Computer readable media
  • 16mm or narrower width films (Film sent to or from commercial theaters do not qualify
  • Film catalogs (File catalogs sent to or from commercial theaters do not qualify)
  • Printed music, whether in bound or sheet form
  • Objective test materials
  • Sound recordings and guides or scripts prepared solely for use with such recording (video recordings and player piano rolls are classified as sound recordings)
  • Play scripts and manuscripts for books, periodicals and music
  • Educational reference charts

The correct endorsement or marking must appear on any letter or parcel mailed at this rate. Each piece claimed as Special Standard Mail (B) must be marked Special Standard Mail. Enclosures, such as envelopes or order forms are permitted.

Library Mail

Generally used by qualified libraries, schools, nonprofit organizations, universities, and museums to mail specific types of Package Services matter that meet additional eligibility standards. Mailable items are limited generally to books, recordings, educational, and museum materials; advertising restrictions apply.

Specific mailable items may be sent to, from, or between a school, college, university, public library, museum, herbarium, or nonprofit organization (religious, educational, scientific, philanthropic, agricultural, labor, veterans, or fraternal); any such institution, organization, or association, and an individual who has no financial interest in the sale, promotion, or distribution of the materials. Also, there are provisions for publishers to mail specified items to qualified customers.

Qualified Mailers and Recipients

Each piece of Library Rate mail must show in the address or the return address the name of one of the   following:

  • A School, College or University
  • Public Library
  • Museum
  • Herbarium
  • Non-Profit Religious
  • Educational
  • Scientific Organization
  • Philanthropic (Charitable) Organization
  • Agricultural Organization
  • Labor Organization
  • Fraternal Organization
  • Veterans Organization

2. Items Mailed Between - The following items may be mailed at the Library Rate when mailed between:

  • a. Any of the organizations or associations listed under Qualified Mailers and Recipients above
  • b. An individual who has no financial interest in the sale, promotion, or distribution of the materials
  • c. Any such institution, organization, or association and a publisher if they have placed an order to purchase the material for delivery to itself
  • Books, consisting wholly of reading matter, scholarly bibliography, or reading matter with incidental blank spaces for notations and containing no advertising except for incidental announcements of books
  • Printed music, whether in bound or sheet form
  • Bound volumes of academic thesis in typewritten or duplicated form
  • Periodicals, whether bound or unbound
  • Sound recordings
  • Other library materials in printed, duplicated, or photographic form or in the form of unpublished manuscripts
  • Museum materials, specimens, collections, teaching aids, printed matter, and interpretive materials for informing and furthering the educational work and interests of museums and herbariums

3. Items Mailed To or From - The following items may be mailed at the Library Rate when sent to or from the organizations listed under Qualified Mailers and Recipients above:

  • 16mm or narrower width films, filmstrips, transparencies, slides, and microfilms (all must be positive prints in final form for viewing)
  • Sound recordings
  • Museum materials, specimens, collections, teaching aids, printed matter, and interpretive materials (those intended for informing and furthering the educational work and interests of museums and herbariums)
  • Scientific or mathematical kits, instruments, or other devices
  • Catalogs of the materials listed above and guides or scripts prepared solely for use with such materials

For more information on qualifying items and postage rates, call UF Mail Services.

Global Express Mail (GEM) (guaranteed to most ZIP Codes next day)

Global Express Mail is an extremely reliable and fast delivery service available from the U.S. Postal Service. It reaches all major markets in the U.S. and over 190 foreign countries. Global Express Mail provides shipment of letters, documents, and other mailable items and carries document reconstruction insurance at no additional cost. Also, merchandise is insured against loss, damage, or rifling up to $500 at no added charge. Additional insurance may be purchased with coverage up to $5,000. You may mail up to 70 lbs. This can be delivered seven days a week including holidays at no extra charge.

Do not place critical mail for this service in the internal mail system. In order to make that day's mailing, mail for this service must be handed to a UF Mail Services clerk by 3:30 pm for that day's delivery. Global Express Mail can also be placed in any Express Mailbox (one is available in the Reitz Union) or taken directly to a U.S. Post Office.

Domestic Overnight Delivery is guaranteed by the U.S. Postal Service (to most locations), and provides for a full postage refund if the item is not delivered on time.

International deliveries vary by country of destination. Delivery times average two to three business days to major business centers. However, items are not insured against delay in delivery since the U.S. Postal Service has no control over foreign delivery systems. Merchandise is insured against loss, damage, or rifling up to $500 at no added charge. Additional insurance may be purchased with coverage up to $5,000. Document reconstruction insurance is covered up to $500 maximum per shipment.

Note: UF Mail Services has a Global Express Mail corporate account. Please contact a University Postal Manager for supplies.

International Mail

Most items are mailable to foreign countries. However, there are certain restrictions. It is important that mailers contact UF Mail Services to determine the proper classification and documentation required.

If customs regulations are not followed and documentation is not exact, the item will be impounded by customs until the addressee makes arrangements for clearance and the payment of whatever duties required for the release of the item. Customs rules are the same whether mail is sent by USPS or other couriers.

Customs Forms

Any printed matter or any mail over 16 oz. going outside of the U.S. must have a customs declaration. Letters and letter packages: Max Weight Limit - 4 lbs. CUSTOMS FORM: 2976 Printed Matter: Books, paper catalogs, and directories (Green & White) (for customs identification purposes) Parcel Post: Fourth Class Parcel Post (weight limits vary by country) CUSTOMS FORM: 2976A

Addressing International Mail

Mail addressed to countries outside of the United States must have the address typed or printed in Roman capital letters and Arabic numerals. The complete address must include the name of the recipient, house number, street address or box number, city, province and country. All non-English addresses must have an English translation of the destination, post office, province and country. The last line of any foreign address should be the country name spelled out in capital letters, in English. (See international address format example.) Please indicate manuscripts by printing "MANUSCRIPT" in bold, capital letters on the front of the piece.

International Priority Mail

By using the "International Mail" form (see mail slip Example #2 of Exhibit 4 in the "Preparing Your Mail section), your international air letter or air printed matter will get to its overseas destination one day faster than regular international air mail. Delivery time is three to seven days.

Global Priority Mail (GPM)

Global Priority Mail is an expedited airmail service providing quick, economical delivery of letters and merchandise weighing up to four lbs. GPM items receive priority handling in the United States and to over 50 countries. The U.S. Postal Service provides flat-rate envelopes and stickers for free. If you need these supplies for your department, please call UF Mail Services.

Global Express Guaranteed (GXG)

Global Express Guaranteed is an expedited delivery service for both documents and merchandise to more than 200 counties providing destination-specific time-definite delivery standards (or postage refunded) including insurance against loss, damage, or rifling up to a value of $100. Additional document reconstruction insurance may be purchased up to $2,499.00 (except to Canada) and optional merchandise insurance up to $2,499.00 is available to most countries.

How TO MEASURE A PARCEL

  • Step 1: Length Measure the longest side
  • Step 2: Girth Measure the distance around the parcel at the thickest part
  • Step 3: Total Add both measurements

Note: All parcels are limited to 70 lbs. and 108" in length and girth combined.

INDICATING PECIAL ERVICES

All markings for special services such as registered, certified or insured mail must appear above the address and to the right of the return address. See example below

A return receipt should be placed on the front of the envelope unless doing so would cover any other markings such as the address or return address. In this case, place the return receipt on the back of the envelope and stamp "Return Receipt Requested" on the front of the envelope (stamp is available at Mail Services ). See example below.

PERSONAL MAIL- INCOMING AND OUTGOING

Outgoing Personal Mail

Outgoing personal mail is handled along with company mail. You may deposit your personal mail in an OUT basket located in your department or area.

Outgoing personal mail must be sealed and have a proper postage affixed prior to depositing in the Mail System. For your convenience, a stamp machine is located in the lower Manser or our office. Our personnel will be glad to help you determine the proper amount of postage.

Personal mail will be delivered to the USPS as received during our next schedule trip.

Incoming Personal Mail

All mail addressed to our physical address is opened automatically by mail services to identify checks and payments. For this reason, you should not receive personal correspondence. All mail addressed to our physical address is the property of our company/agency.

Due to recent changes in the handling of incoming mail, we can no longer handle personal mail. Please change your address on all personal correspondence.

SEALING

Automatic sealing of standard size gummed envelopes for mailing is provided for by Mail Services. For ten or more envelopes requiring sealing, leave the flap open, nest into each and then secure the contents of the envelopes with an elastic band. Our mailing machine will seal top flap envelopes if the flaps are open or nested as depicted in the image below.

Each department should separate and band all mail into three categories:

  1. Interdepartmental Mail
  2. Outgoing U.S. Mail
  3. International Mail

NOTE: After insertion of contests into envelope, leave envelope flap open! ENVELOPES that are received with the flaps closed will be returned for flapping to the originator.

AUTOMATED PRINTING, FOLDING & INSERTION AND ADDRESIING

Mail Services have a system that prints addresses including the Delivery Point Barcode. To qualify for discounts, contact the mail services to see if your mailing qualify for discount and be produced through our system. Future equipment that Mail Service are looking to add are:

  • folder/inserter
  • tabbler
  • upgrade the addressing system

COMPUTER GENERATED MAIL ADDRESSING

The generation of address list for distribution is the responsibility of the mailer. The Mail Center offers computer generated direct impression addressing. We can accept most floppy disk, CD's or as an attachment.

Bulk and Presort Discount Programs

We offer optional discounted bulk mailing programs for mailing consisting of 200 envelopes or more. Depending on your delivery needs and advance planning, these programs can reduce your postage cost considerably and, in many situations, even give you faster, more accurate delivery. Postage cost reductions can run as high as 50% less than individual piece rates.

These presort/bulk mailing programs are available to all parts of the United States. Contact the Mail Services at extension 4950 to discuss your options.

Mail Center Website

For easy access to information on mailing and shipping, visit our website at http://www.mansfield.edu/mailservices/

Mail Center Security

This guide provides information and procedures to follow in case of the following situations:

  1. Mail Bombs
  2. Bomb Threats

Most explosive devices are placed, not mailed.

IDENTIFYING A SUSPICIOUS PACKAGE

If packages coming into the building have of the following characteristics, they will be considered suspicious:

  1. Excessive postage
  2. Misspelled word
  3. Addressed to title only
  4. Rigid or Bulky
  5. Badly typed or written
  6. Fictitious, unfamiliar or no return address
  7. Strange odor
  8. Lopsided
  9. Oily stains
  10. Wrong Title with name
  11. Protruding wires
  12. Powdery substance on outside

Mail Services always are on the alert for any suspicious package.

The poster reprinted details the procedures we follow if a package is considered suspicious.

BOMB THREATS

The chances of receiving a mail bomb are remote. The chances are greater of receiving a telephoned bomb threat.

The following procedures are in place with telephoned threats:

  1. Keep the caller on the line; ask him or her to repeat the message several times while gathering other information such as called ID information, type the threat verbatim in the caller's exact words. Do not hang up on the caller.
  2. Ask the following questions of the caller:
    • What kind of bomb is it?
    • What does it look like?
    • Where is it located?
    • Can you give me the floor and office number?
    • What will cause it to detonate?
    • Many innocent people may get hurt. Why are you doing this?
    • What is your name and address?

QUESTIONS TO ASK:

  1. When is bomb going to explode?
  2. Where is it right now?
  3. What does it look like?
  4. What kind of bomb is it?
  5. What will cause it to explode?
  6. Did you place the bomb?
  7. Why?
  8. What is your address?
  9. What is your name?

EXACT WORDING OF THE THREAT:

  • Sex of caller:
  • Race:
  • Age:
  • Length of call:
  • Number at which call is received:
  • Time:
  • Date:

CALLER'S VOICE: (check all that apply)

______Calm
______Nasal
______Angry
______Stutter
______Excited
______Lisp
______Slow
______Raspy
______Rapid
______Deep
______Soft
______Ragged
______Loud
______Clearing throat 
______Laughter
______Deep breathing
______Crying
______Cracking voice
______Normal
______Disguised
______Distinct
______Accent
______Slurred
______Familiar

If voice is familiar, who did it sound like? (

BACKGROUND SOUNDS: (check all that apply)

______Street noises
______Animal noises
______Restaurant noises
______Factory machinery
______House noises
______Office machinery
______Voices
______Static
______PA system
______Clear
______Music
______Local
______Motor
______Long distance
______Booth 
______Other: (describe)

THREAT LANGUAGE:

______Well-spoken
______Incoherent
______Foul
______Taped
______Irrational

Message read by threat maker:

Remarks:

Report call immediately to:

Phone Number:
Date:
Name:
Position: 
Phone number:

Keep these procedures near your phone at all time.

Useful Internet links and USPS publications


Mansfield University is a proud member of the Council of Public Liberal Arts Colleges (COPLAC)

Pennsylvania's Premier Public Liberal Arts University