AUX 5.30 - Standard Mailings
Effective: June 4, 1997
Outlines university policy and procedures regarding
the processing of standard mailings (formerly bulk mailings).
Applies to all university departments.
1. General Statement.
Printing Services holds a standard third-class
U.S. postal mailing permit for the university, which allows for posting
university standard mail at nonprofit rates. The permit also allows posting
standard mail of organizations and associations associated with the university
at regular standard mail rates (not nonprofit).
2. Restrictions on Use
of Nonprofit Rates.
Nonprofit rates are not permitted for mailing
promotional material for travel programs. Cooperative mailings are not
mailable at nonprofit rates unless the cooperating organization is authorized
to mail at nonprofit rates at the Wilmington, N. C. post office.
3. Standard Mail Requirements.
Standard mailings must consist of a minimum of
200 total pieces (identical in size and weight), all destined for a U.S.
address. No foreign mail may be sent in a standard mailing.
4. Standard Mail Postage.
There are two methods for applying postage to
standard mail; the imprinted method is preferred. The two methods are as
Imprinted Standard Mailings - The required
permit information (indicia) is printed on the envelope or mail piece at
the time the envelope or mail piece is printed. Imprinted mailings will
usually have a LOWER postage rate than mailings using the campus
Campus Postage Metered Standard Mailings
- The mail piece is meter stamped at the UNCW Post Office. This method
will usually have a HIGHER postage rate than imprinted mailings.
5. Certification of
U.S. Postal Services requires that all mailing
lists for standard mail be certified for accuracy. There are two methods
for certifying address lists. CASS certification is the preferred method
CASS (Coding Accuracy Support System) Certification
- CASS software compares address lists with the U. S. Postal Services Directory
and identifies duplicates and undeliverable addresses. CASS certification
will result in LOWER postage rates than "Address Service Requested"
"Address Service Requested" Certification
- The endorsement line "Address Service Requested" is printed on the mail
piece or envelope. Address Service Requested" Certification will result
in HIGHER postage rates than CASS certification.
1. Standard Mail Postage.
a. Imprinted Standard Mailings.
The standard mail indicia should be printed at the same time the publication
or the return address on the envelope is printed. Departments should state
clearly "For Standard Mailing" in the printing specifications for
outside vendors or on the UNCW Request for Printing Services form. The
current rate of postage for imprinted standard mailings can be obtained
by telephoning the Standard Mail Center.
Postage charges for imprinted standard mail postage
are paid from an advance deposit account with the U. S. Post Office established
by Printing Services. Printing Services will bill departments for actual
postage and forward a copy of the Post Office mail receipt to the department.
b. Campus Postage Meter
If the standard mail indicia is not imprinted, the mailing must be taken
to the UNCW Post Office for metering through the campus postage meter prior
to processing. After metering, the mail must be picked up by the department
or Printing Services and transported to the Standard Mail Center (located
in the UNCW Print Shop) for processing. The current postage rate for metered
standard mail can be obtained by telephoning the Standard Mail Center.
Postage charges for standard mail run through
the campus postage meter will be billed to departments by UNCW Postal Services.
2. Certification of
a. CASS Certification.
The Standard Mail Center is equipped with
software to CASS certify address lists. Address lists may be provided on
diskettes or downloaded from VAX. Address lists on diskettes must be saved
or exported in dBASE (.DBF) or ASCII delimited (.CSV); and Macintosh users
must convert address files to DOS format. For assistance or instruction,
contact the Standard Mail Center or Printing Services Customer Service.
Printing Services will cleanse the address list
and prepare the required certification report. A report of undeliverable
and duplicate addresses will be returned to the department. Departments
are expected to use the report to update and correct address lists.
To reduce printing charges, submit address lists
for certification prior to printing the mail piece and request a count
of deliverable addresses.
b. "Address Service Requested
endorsement line should be printed at the same time the publication or
the return address is printed. State clearly "Address Service Requested"
the printing specification for outside vendors or on the UNCW Request for
Printing Services form. The endorsement line must be printed ¼ inch
below the return address in 8 pt. sans serif type and in uppercase letter.
U.S. Postal Services will provide a change of
address notification for all undeliverable address. An address correction
fee of 50¢ and return postage will be charge for each address returned.
3. Processing by the
Standard Mail Center.
a. Requesting Standard
Mail Services. Standard
Mail certification, addressing, preparation and transporting services are
available at the Standard Mail Center for all mailings including those
printed in the Print Shop or Copy Center, by an outside vendor, or copied
in the department.
Mailings Printed at the Print Shop or Copy
Center - The Request for Printing Services form includes a box
to be checked when material printed for mailing is to be transferred directly
to the Standard Mail Center. Sample copies and any excess copies after
mailing will be sent to the department.
Mailings Printed by an Outside Vendor
- The electronic requisition required to issue a purchase order to the
vendor includes a delivery information section. Enter the following information
in the delivery information section: Department: Standard Mail Center,
Building and Room #: Print Shop. When writing printing
specifications, indicate delivery to the UNCW Standard Mail Center. Delivery
information must be given verbally for small jobs with no purchase order
or written specifications.
Mailings Printed in the Department
- These mailings can be delivered by the department to the Standard Mail
Center for processing, or the department may call Printing Services to
request that the mailing be picked up by Printing Services personnel and
delivered to the Standard Mail Center.
Addresses are printed at the Standard Mail Center onto labels or directly
imprinted on the mail piece in the U. S. Postal Services approved format
for automation including bar-codes. Departments may also provide address
labels. The approved format is 10 or 12 pt. uppercase sans serif type with
no punctuation on a one-up pin fed label. Labels other than one-up pin
fed are applied manually for an additional charge.
c. Preparing and Transporting
to the U. S. Post Office.
The Standard Mail Center prepares all mailings for the lowest possible
postage rates using U. S. Postal Services approved PAVE (Presort Accuracy
Validation and Evaluation) software. Standard mail is sorted by zip code
within U. S. Postal Services Distribution Centers, bundled, strapped, labeled
with bar-coded tray tags and delivered to the U. S. Post Office.