Instructions and Tips:
Department; you must email Dan Slattery the postage quote at the time you contact the Mail House! The Mail Services manager must be notified of all mailing over $5000.00 at least 10 days before the mailing is presented at the USPS.
Be aware of the following:
Before your mailing is copied or printed please read these guidelines thoroughly:
The content and design must be reviewed and approved by the Mail Services Manager, Dan Slattery, x3179. Then a job number will be assigned (Sxxxx). If your mailing is being printed through the Communications and Marketing department, it must be approved and given a job number first. DU is a Non-Profit Educational Institution and must comply with certain postal regulations. This will help in your mailing getting to its destination faster and not being rejected. Please allow plenty of time including printing and delivery for dated material/events (at least 4-6 weeks).
Once your mailing is ready (printed, inserted, tabbed or sealed and labeled), contact one of the three mailing houses that Mail Service recommends (all three can do the above if you wish). Please try to put your addresses in ZIP code order. Be sure to give them the Job Number; they will not accept mailings without one. Communications and Marketing department jobs that use a different vendor must also comply with these guidelines. Have your address lists of 1000 or more "cleaned" at the same time you do a mailing. The mailing houses below can advise you on how you need to format your disk or list and the cost. By maintaining your addresses you can get better discounts on postage. Only U.S. addresses will be accepted. Canada, Mexico and International must be separated out and the indicia covered. Cards and self-mailers must be in envelopes and will be picked up by Mail Services.
The USPS now requires that the new Move Update standard be met for all Standard Mail (formerly known as bulk mail). The Move Update standard is a means of reducing the number of mail pieces in a mailing that require forwarding or return service, as well as identifying those with incomplete or incorrect address data. The Move Update standard is met when an address is updated (cleansed) with an approved USPS method and then used in any Standard Mail mailing within 95 days after the address has been updated. USPS regulations state that permanent updates must be made to your mailer databases. Please document the date of your database corrections. Also keep all returned pieces and documentation on file from the date of processing.
Do not use any other vendors than those listed below:
Their fees include pick-up from your department or the Quick Copy Center and delivery to the USPS Bulk Mail Entry Unit. They are also responsible for getting the Mail Services Manager's original signature on the necessary forms when presenting your mail at the BMEU. No other signature will be accepted.
Once the printing has been done, you must send an actual piece to Mail Services via intracampus mail with your job "Sxxxx" number on it. This is also required by the Postal Service. If, at the time of posting onto Banner, your department has not complied with these guidelines, you are subject to a $20.00 surcharge for each administration/search fee in addition to the postage.
Handouts on the new rate increases, Move Update, and Flats Addressing are available the the Quick Copy Center in Penrose Library.
Must be printed 1/4 inch below the return address (they do measure!)
Address Service Requested is the most preferred.
Address Service Requested: forwarding and return. New address notifications provided.
Forwarding Service Requested: forwarding and return. New address notification provided only for return.
Return Service Requested: no forwarding, only return. New address notification provided.
Change Service Requested: no forwarding or return. New address notification provided.
No endorsement: UAA handled by class of mail.
Our staff has about 90 minutes to sort 5000 pieces of incoming mail. If your mail does not include your department name, it may be delayed or sent to the wrong department. Please be sure to always include your department name in your address.