A.    Purpose.

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 follows:
 

• 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 postage meter.
• 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 Address Lists.
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 of certification.
 

• 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" certification
• "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 Standard Mailings.    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 Address Lists.

 
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 Certification.    The endorsement line should be printed at the same time the publication or the return address is printed. State clearly "Address Service Requested" in 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.


b.    Addressing.    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.