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


Mail Services Guide and Procedures


MAIL SERVICES GUIDE

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 NFORMATION...........................................................................1

  1. HOUR OF OPERATION..............................................................................................................................1
  2. STAFF AND THEIR JOB ASSIGNMENT..................................................................................................1
  3. SERVICES THAT ARE AVAILABLE........................................................................................................1
  4. SCHEDULE DELIVERY AND PICKUP TIME..........................................................................................2

INTERNAL OR INTER-OFFICE MAIL.....................................................................................3

  1. ADDRESSING..............................................................................................................................................3
  2. ENCLOSURES.............................................................................................................................................4
  3. ENVELOPES................................................................................................................................................1
  4. SCHEDULE DELIVERY AND PICKUP TIME..........................................................................................1
  5. INTER-COMPANY MAILING....................................................................................................................1
  6. MAILING LIST............................................................................................................................................1

 

MAIL SERVICES- GENERAL INFORMATION

  1. 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.

  1. STAFF AND JOB TITLE
    1. Edgard Domenech, Mail Services Coordinator
    2. Colleen Devine, Clerk 2
  1. 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.


  1. SCHEDULE DELIVERY AND PICK TIMES

 

The following mail schedule is available Monday through Friday:

AM DELIVERY:

9:45-10:00

10:00 - 10:05

Doane Center (Trio and Campus Police)

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: 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.

Mansfield University Mail Services

 

 

 


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.

Return to Mail Services

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

MANSFIELD UNIVERSITY

DEPARTMENT

Street Address

MANSFIELD PA 16933

                                                                    JOSEPH DOE

                                                                    ABC CO

                                                                    124 SOUTH PEARL ST

                                                                    NORTHEAST PA 16933

 

INTERNATIONAL ADDRESS FORMAT

MANSFIELD UNIVERSITY

DEPARTMENT

31 S. ACADEMY ST.

MANSFIELD PA 16933

P                                                                 AR AVION JOSEPH DOE

                                                                   ABC CO

                                                                124 NORTH GOLD

                                                               CANADA

EXHIBIT 3


 

You will get best possible service if you:

CAPITALIZE EVERYTHING IN THE ADDRESS

Use 2 letter state abbreviation (Exhibit) (See Page )

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 ! (See Page 0).

Labels

Labels for use on parcels, packages or large envelopes must be addressed according to the recommended format in Exhibit 1 (See Page 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.

Mansfield University Mail Services

 
 

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-machineable 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.

    Mansfield University Mail Services

     
     

     


    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).

    Mansfield University Mail Services

     
     

     

     

    STANDARD ADDRESS ABBREVIATIONS


     
     

    State/Possession

    Abbreviation

    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

    ApartmentAPT

    Building    BLDG

    Floor          FL

    Suite          STE

    Room         RM

    Department DEPT

    MAIL SERVICES GUIDE

    STREET DESIGNATORS (STREET SUFFIXES)

    Primary Street Suffix

    Postal Service Standard Suffix

    Name

    Abbreviation

    Name

    Abbreviation

    Name

    Abbreviation

      A

    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

    Primary Street Suffix

    Postal Service Standard Suffix

    Name

    Abbreviation

    Name

    Abbreviation

    Name

    Abbreviation

    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


     
    Primary Street Suffix

    Postal Service Standard Suffix

    Name

    Abbreviation

    Name

    Abbreviation

    Name

    Abbreviation

    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.

     

     


     
     

     

    B. 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-mailables

    The following are samples of non-mailables 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-mailables 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.

    C. 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.

    Mansfield University Mail Services

     
     

     


    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

    31/2" 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.

    Mansfield University Mail Services

     
     

    MAIL SERVICES GUIDE

    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.

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

    Dimensions

    Mansfield University Mail Services

     
     

    MAIL SERVICES GUIDE

    Upgraded Flat Sorting Machine (UFSM) 1000

    LengthMinimum: 4 inches Maximum: 15-3/4 inches

    Height Minimum: 4 inches Maximum: 12 inches

    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).

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

    Dimensions

    Mansfield University Mail Services

     
     

    MAIL SERVICES GUIDE

    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.

    A.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 1/2" in length or 1/4" 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)

    B.Speed depends on distance. Mail takes longer to travel across the country than to travel across town.

     

    C.Flat Rate Envelopes let 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.

    D.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.

     

    E.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.

    G. 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, newpapers, 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.

    I. 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.

    J. 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.

     

    K. 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.

    L. 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.

    M. 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.

    N. 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 ARCEL

     

    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.

    C. 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

    1. 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.

    Mansfield University Mail Services

     

    MAIL SERVICES GUIDE

    D. 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.

    H. 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.

    Mansfield University Mail Services

     
     

    I. Mail Center Website


    For easy access to information on mailing and shipping, visit our website at http://www2.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.

     

    C. 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?

    PLACE THIS CARD UNDER YOUR TELEPHONE

    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:



    BOMB THREAT

    CALLER'S VOICE: (check all that apply)

    ______Calm

    ______Nasal

    ______Angry

    ______Stutter

    ______Excited

    ______Lisp

    ______Slow

    ______Raspy

    ______Rapid

    ______Deep

    ______Soft

    Mansfield University Mail Services

     
    ______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 in the spaces below)



    THREAT LANGUAGE:

    ______Well-spoken

    ______Incoherent

    ______Foul

    ______Taped

    ______Irrational

    Message read by threat maker

    Remarks: (describe in the spaces below)





    Report call immediately to: (describe in the spaces below)



    Phone Number:

    Date:

    Name:

    Position: 

    Phone number:

    Keep these procedures near your phone at all time.


     

     

     

     

     

     

     

     

     

     

    Useful internet links and usps publications

    A. links from mail center websites

    University Police: www.mansfield.edu/~police

    FBI: www.fbi.gov

    Federal Emergency Management Agency: www.fema.gov

    USPS: www.usps.com

    USPS Suspicious Mail Alert Poster: www.usps.com/news/2001/press/mailsecurity/security.htm

    USPS and FBI Reward Poster: www.usps.com/news/pdf/25mposter.pdf

    USPS Postal Inspector Services: www.usps.com/postalinspectors

    GPO (Federal Register Notices); www.gpo.gov/sv docs/aces140.html

    Homeland Security Q&A on Biological Attacks: www.terrorismanswers.com/security

    Education & Information: www.postinsight.com

    Center for Disease Control (CDC): www.bt.cdc.gov

    National Mail Order Association: www.nmoa.org

    Direct Marketing Association: www.the-dma.org

    Alliance for Non-Profit Mailers; www.nonprofitmailers.org

    Postal Rate Commission: www.prc.gov

    National Postal Forum: www.npf.org

    Mailcom: www.mailcom.org

    Federal Express: www.fedex.com

    UPS: www.ups.com

    Airbore: www.airborne.com

    DHL: www.dhl.com