SUBJECT: POSTAL SERVICES

OBJECTIVE

To describe the services provided by Postal Services and the procedures for obtaining those services.

 OVERVIEW

University Postal Services is responsible for the operation of the intra-campus mail service.  Postal Services also posts all official University mail and delivers all mail that is sent to the University via the U.S. Postal Service.  The intra-campus mail service does not handle personal or unofficial mail. 

The proper addressing, packaging, and classifying of mail to be forwarded to the U.S. Postal Service is the responsibility of the person sending the mail.

All requests for University departmental mailing labels should be made through Postal Services.

A.  INTRA-CAMPUS MAIL 

There are regular pickup and delivery points established for intra-campus mail.  Two pickups and two deliveries are scheduled for each business day.  Mail picked up on morning runs will normally leave the University by 1:00 PM the same day.  Afternoon and special pickups normally will not leave the University until the following day. 

University departments and student organizations are afforded first priority in using intra-campus mail service.  Mail must be for University business or in the University’s interest.  Students may use intra-campus mail to receive personal correspondence only.  Organizational mail addressed to student post office boxes must have a student’s correct name and box number.  Mail for delivery to post office boxes must be totally unaddressed.

University related groups and organizations not officially recognized by or affiliated with the University are afforded second priority in the use of intra-campus mail.  Second priority mail addressed to faculty and staff must be correctly addressed with departmental name and mail code and must be in mail code order.   This enables Postal Services to work second priority mail in the shortest possible time, resulting in faster service for such mail. 

B.  ADDRESSING INTRA-CAMPUS MAIL 

The correct method of addressing intra-campus mail is illustrated here:

            Sarah Dorsey (name of addressee)

            Meteorology + 4520 (addressee’s department and mail code)

            CAMPUS MAIL

Intra-campus mail is sorted by department and mail code; therefore, building name should not be used unless a department is located in more than one building.

Changes in departmental names, or moves by departments should be brought to the attention of the Postmaster, by memorandum, from the appropriate department head. 

C.  STUDENT CAMPUS MAIL

Students and student organizations rent post office boxes at the University Post Office.  Intra-campus mail being sent to the students or organizations must be addressed to the post office box with “CAMPUS MAIL” clearly indicated in the address and should include the “plus 4” which is the last four digits of the box number. With mass mailings the mail piece should be totally unaddressed.

Intra-campus mailers (the large brown envelopes that are used as containers for intra-campus mail) are not to be used to send mail to student post office boxes. 

D.  MESSENGER SERVICE  

Messenger Service is designed to facilitate the delivery of mail that is of an urgent or emergency nature.  When requesting Messenger Service, be prepared to give your first name, telephone number, the precise address to pick up the mail piece, and the precise address to which it is to be delivered.  Requests received after 2:30 p.m. may be scheduled for the next business day. 

E.  COURIER SERVICE – STATE UNIVERSITY SYSTEM (SUS) CORRESPONDENCE 

The Board of Regents provides a no-cost courier system for mail between all SUS universities and several state agencies in Tallahassee.  The Florida State University receives overnight service through the Courier service if mail is picked up during the morning delivery of campus mail.

To prepare mail for the courier service, envelopes must be addressed as shown with “COURIER SERVICE” prominently displayed in upper right hand and lower left hand corners, before being placed in campus mail.                                                                                          

                                                                                COURIER SERVICE

Dr. John Doe                                                        

                                                Vice President for Student Affairs

                                                Any SUS University

COURIER SERVICE

Any class of mail except first class (original typed copies, handwritten material) may be sent by courier to the following universities:

                                                University of Florida                          

                                                University of North Florida

                                                University of South Florida

                                                University of West Florida

                                                University of Central Florida             

                                                Florida International University

                                                Florida Gulf Coast University

F.  U.S. MAIL 

Official University mail to be sent through the U.S. Postal Service will be accepted at the University Post Office between 8:00 a.m. and 4:30 p.m., Monday through Friday.  Mail should be delivered to the Metered Mail section located in Rm. 121 at the southwest end of the University Post Office.

ADDRESSING U.S. MAIL

Mail to be sent by the U.S. Postal Service should have the addressee’s name on the first line, the street address, post office box number, or the rural route number on the second line; and the city, state, and zip code on the third line.  In addresses to multi-unit buildings, the department, room, or suite number must appear after and on the same line as the street address.

A correct zip code must be placed on all official University correspondence.  Correct zip codes can be obtained by accessing the US Postal Service website or by calling University Postal Services.

 All official outgoing mail must have the University department’s return address included.

G.  METERED MAIL 

Only official University mail is to be sent to the University Postal Services to have postage affixed.  The following categories of outgoing mail are not acceptable for processing by University Postal Services: 

·      Mail that is personal in origin, nature, or purpose, including such matter as holiday greeting cards, bills or payment of bills, correspondence, obscene or fraudulent material and chain letters. 

·      Material essentially for personal or professional gain, including manuscripts, matter soliciting for business or profit, advertising material promoting off-campus enterprises, and matter in support or promotion of lotteries.

·       Any literature essentially political or religious in nature, such as written or printed circulars, flyers, posters, cards, letters, stickers, pamphlets, booklets, books, memoranda, correspondence, or similar material.

·       Any type of petition, request or solicitation not related to an official organization or agency of the University.

·       Mail from non-University persons, groups, and organizations.

·       Mail that does not carry a return address, is smaller than 3 ½ x 5 inches, is of improper size or weight, or that contains improper permits or addresses.

·       Material or hand-outs to be placed in students’ postal boxes from organizations or agencies that have not received approval from the Postmaster.

·       Mail that in any way violates the United States Postal Regulations as stipulated in Federal Statutes.

1.  PREPARATION OF MAIL

All mail to be metered by University Postal Services must be separated based on the type of service required.  Each bundle of outgoing mail must have a completed FSU Postal Services Charge Slip (FSU FORM NO. CS145) Rev. 5/99 attached to it. Proper preparation of mail and charge slips is the responsibility of the originating department.  Mail received without proper preparation or with incorrect charge slips attached will be returned to the department.  Departments must ensure that the charge slip is secured to their mailings.  Questions concerning proper preparation should be directed to the Asst. University Postal Manager of the Metered Mail section.

a.  ENVELOPES

Envelopes containing checks, important papers, or envelopes, which are bulky, must be sealed by the departments.

b.       PARCELS

Containers used in mailing must be sufficiently strong to retain and protect contents.  The outer container should be large enough to hold the goods being shipped plus space for cushioning materials.  Cellulose or masking tape is not sufficient to secure a parcel.  Reinforced (strapping) tape should be used.  The ends must be fully taped down as well as the middle where the paper overlaps.  If liquids are packed for mailing, sufficient packing should be used to absorb all of the liquid in case of breakage.  Parcels containing liquids should be clearly marked “Fragile”.

2.   CLASSES OF MAIL                     

Classes assigned to mail vary according to the material enclosed.  The assignment of the class will be determined by the originator.  Items sent to Postal Services that are sealed against inspection will go first class unless another class is indicated on the postal charge slip. 

a.        FIRST-CLASS MAIL

First-Class Mail consists of any typed or handwritten correspondence. Any mailable items may be sent as First-Class Mail; however the piece must weight 13 ounces or less. 

b.       PRIORITY MAIL

Priority Mail is First-Class Mail weighing over13 ounces or at the mailer’s option, any mail weighing 13 ounces or less.  Priority Mail generally offers 2-day services to most domestic destinations and is often used to expedite matter mailable as First-Class, Periodicals, or Standard Mail.  Special mailing envelopes and boxes are available at no additional cost. 

c.        EXPRESS MAIL

Express Mail is the fastest service, with next day delivery by noon to most destinations.  Express Mail is delivered 365 days a year – with no extra charge for Saturday, Sunday, and holiday delivery.  All packages must use an Express Mail label.  Items must weigh 70 pounds or less and measure 108 inches or less in combined length and girth. Express mail must be received at the Post Office prior to 4:00 p.m., Monday through Friday in order to make flight connections through the U.S. Postal Service.

d.       PARCEL POST

Parcel Post is used for mailing certain items-books, circulars, catalogs, other printed matter, and merchandise weighing 1 pound or more but not more than 70 pounds.  Parcel Post measures 130 inches or less in combined length and girth.  Pieces exceeding 108 inches but not more than 130 inches in combined length and girth are mailable at Parcel Post oversized rates. 

3.   BOUND PRINTED MATTER

Bound printed matter must weigh at least 1 pound but not more than 15 pounds. Bound Printed Matter:

a.        Consist of advertising, promotional, directory, or editorial material (or any combination of such material).

b.       Be securely bound by permanent fastenings such as staples, spiral binding or stitching. Loose-leaf binders and similar fastenings are not considered permanent.

c.        Consist of sheets of which are least 90% are imprinted by any process other than Handwriting and typewriting with words, letters, characters, figures, or images, and any combination of them.                     

d.       Not have the nature of personal correspondence.

e.        Not be stationary; such as pads of blank printed forms.

f.         Be marked “Bound Printed Matter.”

4.        MEDIA MAIL (Formerly Book Rate)

Media Mail is generally used for books (at least eight pages), film (16 mm or narrower), printed test materials, sound recordings, play scripts, printed educational charts, loose-leaf pages and binders consisting of medical information, and computer-readable media.  Advertising restrictions apply.

5.   STANDARD MAIL (Formerly Standard Mail A)

Standard Mail is mail matter not required to be mailed as First-Class Mail or Periodicals.  All Standard Mail rates are bulk rates, and each mailing must meet a minimum quantity of 200 pieces or 50 pounds of mail.  There are no single-piece Standard Mail rates.  Standard Mail rates are lower than First-Class Mail rates. 

6.        PERMITTED MAIL

Mail may be sent out using a permit imprint called an “indicia.”  This is a convenient way to pay for postage, especially for high volume mailings, instead of using stamps or a postage meter.  The postage information is printed in the upper right hand corner of the mail piece.  These mailings must weigh exactly the same and requires specific paper work and authorized signature for the U.S. Postal Service; therefore, such mailings must be sent through FSU Postal Services.

Unused mail pieces bearing the permit indicia may be used in separate mailings as long as they have meter postage placed over the indicia

7.   NON-PROFIT MAIL

Special non-profit rates are available for some Standard Mail mailers.  Except for restrictions on content, mail sent at non-profit rates looks just like regular Standard Mail.  This type of mail requires permit indicia reading “Non-Profit Organization” and, as such, must be sent through the FSU Postal Services. 

8.        BUSINESS REPLY MAIL

Using a specially printed Business Reply Envelope rather than stamped, self-addressed envelopes, enables a mailer to pay only for those pieces returned.  The charges for this mail are processed through a special permit at the U.S. Post Office.  When the mail pieces are received. The department is charged for postage and the mail pieces are forwarded to the department.

9.        POSTAGE DUE

Some official University mail is received with postage due.  These charges are processed through a special permit at the U.S. Post Office.  When the mail pieces are received, the department is charged with the postage due and the mail pieces are forwarded to the department. 

10.  CERTIFIED MAIL

Certified Mail provides the sender with a mailing receipt.  A record is kept at the post office of delivery. A return receipt can also be purchased for an additional fee.  Certified Mail is available only with First-Class Mail and Priority Mail.

11.     INSURED MAIL

Insured Mail provides coverage against loss or damage.  Coverage is available up to $5,000 for Standard Mail matter at Priority Mail or First-Class Mail rates.  Items must not be insured for more than their value.  For items insured for more than $50, Restricted Delivery and Return Receipt service are also available.  The amount of insurance coverage for loss will be the actual value, less depreciation.  No claim payments are made for sentimental losses or for any expenses incurred as a result of the loss.

12.   RETURN RECEIPT FOR MERCHANDISE

Return Receipt for Merchandise provides the sender with a mailing receipt and a return receipt.  A delivery record is kept at the post office of address, but no record is kept at the office of mailing.

Fee in addition to postage: 

Showing to whom delivered, signature, date, and addressee’s address (if different).

13.   REGISTERED MAIL

Registered Mail provides maximum protection and security for valuables.  Available only for items paid at Priority Mail and First-Class Mail rates. Florida State Postal Services does not handle C.O.D. mail. Postal insurance is provided for articles with a declared value up to a maximum of $25,000.  Only items with no declared value may use registry service without insurance.

14.   RESTRICTED DELIVERY

Restricted Delivery permits a mailer to direct delivery only to the addressee or addressee’s authorized agent.  The addressee must be an individual (or natural person) specified by name.  Available only for certified mail, mail insured for more than $50, or registered mail. 

15.   RETURN RECEIPT

Return Receipt provides a mailer with evidence of delivery.  Also supplies the recipient’s actual delivery address if it is different from the address used by the sender.  A return receipt may be requested before or after delivery.  Available only for express mail, certified mail, and mail insured for more than $50, or Registered Mail. 

16.   RECEIVING REGISTERED, CERTIFIED OR INSURED MAIL

All Certified, Registered, and Insured mail received from the U.S. Postal Service is keyed into a tracking system (WITS) on a daily basis. The mail is then delivered to the addressee and upon receipt, the addressee is asked to sign a signature pad verifying receipt of delivery.  At the close of the business day, the signature pad is downloaded into the Tracking System (WITS) for signature storage. 

17.   UNITED PARCEL SERVICE (UPS)

UPS is available to the entire F.S.U. community. A separate charge slip is required for UPS service. Incoming UPS mail is delivered to F.S.U. departments by UPS. 

G.   INTERNATIONAL MAIL

When sending International mail you have several options: United States Postal Service, Global Priority  (limited countries served), DHL and UPS. When submitting International mail to the Metered Mail section, be sure the International mail is separated from the Domestic mail with a separate charge slip.  U.S. Territories, such as Puerto Rico, the Virgin Islands and Guam are considered Domestic mail; therefore the rates are the same as the U.S.  Canada and Mexico are both foreign countries; therefore, their rates are International rates.

FORMS

The following forms are used in this procedure and may be obtained from Postal Services: Postal Charge Slip (Form CS 145), Mail Preparation/Postage Form (Form CS 145P)