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I.
What
Campus Mail Services Does
Campus Mail Services functions as a center for
the receipt of university inter-office mail and the receipt, dispatch and
control of United States (U.S.) stamped mail. Located on West Campus in the Dorland Building, Campus
Mail Services is open from 8:00 a.m. to 4:30 p.m. Monday through
Friday. Campus Mail Services
is closed on weekends and on university observed holidays. During the above times Campus
Mail Services performs the following tasks:
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A.
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Receives and sorts incoming
U.S. mail for delivery to university departments
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B.
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Processes outgoing U.S. mail
generated by university departments
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C.
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Sorts for delivery university
inter-office mail
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D.
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Maintains inventory of U.S. postage
stamps for sale to university departments
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E.
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Bills university departments
for postage costs associated with outgoing mail
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II.
Policies
Mail sent to
the Dorland Mail Center for processing should be sorted and banded by
your office into seven groups:
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A.
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International
Mail
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B.
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Outgoing Meter
Mail (letters)
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C.
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Outgoing Meter
Mail (flats)
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D.
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Special Service
Mail
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E.
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Inter-office Mail
(letters)
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F.
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Inter-office Mail
(flats)
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G.
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Forwarded Mail
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Inter-office mail and forwarded mail do not need a Postage Charge
Slip, but the other categories should have a separate Postage Charge Slip
attached to each group.
University route drivers pick-up and deliver both U.S. stamped mail
and inter-office mail. This
service is conducted under policies and procedures designed to best serve
the entire university. The
following policies are outlined to assist in expediting these different
types of mail service:
U.S. Mail/International Mail/Mail Class Definitions/Special Service
Definitions/Inter-office Mail/ Mail Delivery/Campus Mail Drop Boxes/U.S.
Postal Service Drop Boxes/Outgoing Meter Mail/Perforated Postage
Stamps/Business Reply Envelopes/Standard (Bulk) Mail/Department Name Change/Directory
Search Service/Forwarding Mail/Non-Acceptable Mail/Postage Rates/Fees
U.S. Mail
U.S. mail is picked up from the DeKalb Post Office at 7:30 a.m.
and 1:00 p.m. each operating day.
Campus Mail Services receives First Class, small-sized Parcel Post
mail, and mail with special services (i.e. Registered, Express,
Certified, Insured, and Return Receipts). Registered, Express, Certified, and Insured mail are
recorded with number, department, and date, and then delivered to the
designated department. A
signature is required on an “Accountable Mail Receipt” form that is
returned to Campus Mail Services and filed.
To be processed without delay, incoming mail from correspondents must use
the following format:
YOUR FULL NAME
YOUR FULL DEPARTMENT NAME
NORTHERN ILLINOIS UNIVERSITY
DEKALB, IL 60115
The same information must be used in the return address for outgoing
university mail.
International Mail
The bottom line of an international address must show only the
country name written in full (no abbreviations) and be in capital
letters. For example:
MR. THOMAS CLARK
117 RUSSELL DRIVE
LONDON WIP 6HQ
ENGLAND
International letters, letter packages or printed matter that
weighs less than 16 ounces do not require customs forms. All other international mail requires
a customs Form PS 2976 or 2976-A to be filled out by the mailer. Check with Campus Mail Services
for a list of prohibited or restricted articles for an individual
country’s rules and regulations on mailability.
Mail Class Definitions
All mail must be marked as to the class required to ensure that it
will be posted accordingly.
If mail does not carry the required markings, it will be sent
First Class at the appropriate postage rate. Unmarked parcels will be sent at the most economical
rate.
Priority mail is a First Class mail service offered by the U.S. Postal Service
that allows the delivery of an item in two or three days. While two to three days is the
normal timeframe, it is not guaranteed to reach its destination in two or
three days. First Class mail
that weighs 13 oz. or more is automatically considered Priority mail. First Class mail under 13 oz. can
be mailed as Priority mail, but there is a minimum rate for this service,
which is more than the standard First Class rate.
First Class Mail generally offers three-day delivery to most domestic
destinations, but is not guaranteed. Postcards, Business Reply Mail and Permit Imprint #207
are included in this group.
Periodical mail is newspapers and magazines issued at least four times
a year by a publisher who mails at the periodical rate on the basis of a
periodical permit purchased through the U.S. Post Office.
Standard Bulk mail is a low priority mailing class for mail sent at a
lower rate. To use this
service contact Document Services at 753-1692.
Package Services mail has four sub-categories that might save postage. This class of mail does not
receive expedited service, but is usually delivered between 3 to 7
days. They are:
1.
Parcel
Post must not
exceed 70 pounds and 130 inches in length and girth combined. All oversized pieces, regardless
of actual weight, will be charged at an “oversized” rate.
2.
Media
mail is a book
rate with the same dimensions as above.
3.
Library
mail is mailed
between schools and cultural institutions with the same dimensions as
above.
4.
Bound
Printed Matter
must be permanently bound and not exceed 15 pounds.
Special Service Definitions
Accountable mail includes Express, Registered, Insured, Certified
and mail with a Return Receipt or Delivery Confirmation. Call Campus Mail Services at
753-1183 for forms.
Express mail is a service offered by the U.S. Post Office that
guarantees next day delivery to most destinations within the U.S. (Note:
Deliveries to some locations in the U.S. and all locations overseas do
take longer than one day.)
$100 insurance is included at no extra cost. Mail using this service must be
in Campus Mail Services no later than 3:30 p.m. daily. After 3:30 p.m. there is no
guarantee that it will arrive at the destination by the next business
day.
Registered mail is a highly secure form of delivery that is
documented at each step of the way.
Registered mail is best for sending documents or items of value,
where security is important.
This mail is kept under lock and key during its journey. As a result of the added security
delivery may be delayed by 24-48 hours.
Insured mail provides protection by obtaining payment for loss of
mail, rifling, or damage to your mail. You can buy insurance up to $5,000 for Package
Services mail. It is also
available for merchandise mailed at the Priority mail or First Class mail
rates. Express mail includes
$100 insurance at no extra charge.
Certified mail provides you with a receipt at the time of mailing
and records of delivery are maintained at the post office. Only mailable matter on which
postage is paid at a First Class rate (including Priority mail) may be
accepted as Certified mail.
Certified mail is a good choice when you want to prove that you
mailed something and that it was received.
Return Receipts are your proof of mailing and delivery. The addressee signs a green card,
which is returned to the mailer as proof of delivery. It is available for domestic
Express, Registered, Certified, and Insured mail shipments. The return receipt identifies the
article number, who signed for it and the date it was delivered. Another option is to use the
Return Receipt titled Restricted Delivery. This service permits a mailer to
direct delivery only to the addressee.
Delivery Confirmation provides the mailer with
information about the date and time an article was delivered and the date
and time if delivery was attempted but not successful. This service is available for
Priority mail and Package Services (Parcel Post, Bound Printed Matter,
Media mail, Library mail) only.
Inter-office
Mail
Inter-office mail is sorted and dispatched as quickly as possible
each workday. In order to be
accepted for processing, inter-office mail must be enclosed in envelopes,
folded in half, or tri-folded.
Flat single sheets cannot be processed for delivery on
campus. Inter-office mail should
utilize the brown printed inter-office envelopes available for purchase
from the Central Stores Office Supply Catalog (item #63-6036 for letter
size and #63-6034 for 10” x 13” size). If your department has accumulated an overstock of
used envelopes, or is in need of inter-office envelopes, call Campus Mail
Services at 753-1183. Campus
Mail Services accepts and recycles envelopes to other departments. The use of plain white envelopes
should be avoided, as they can be easily confused with outgoing mail to
be metered. The envelope
address must show the full official university department name, and may
also include the intended recipient’s name. Abbreviated department names are not acceptable. Computer-generated address labels
must also show the full official university department name. Envelopes addressed by hand
should be printed or typed, and must be legible.
Inter-office mail which does not include the university
department’s correct name, uses an abbreviated name, or does not include
a department name at all, will be returned to the sending department to
be corrected.
Inter-office mailings of 10 or more pieces addressed to a specific
department or residence hall must be bundled by department or residence
hall. Mailings of 10 or more
pieces to individually named recipients within a specific department or
residence hall must be similarly bundled.
Mail Delivery
Mail delivery service is provided to all primary department
offices on a once-per-day basis, using a pouch exchange system. When mail is delivered to a
department office, a return pouch is picked up and returned to the
Dorland Mail Center. Two
mail delivery routes are utilized to provide the most efficient delivery
system possible.
Campus Mail Drop Boxes
Campus Mail Drop Boxes located in ten buildings on campus, are
serviced at approximately 3:00 p.m. each operating day. This service provides departments
with a second opportunity to send inter-office mail that will be
delivered the next operating day.
The dark brown drop boxes are intended for inter-office mail
only. Any meter mail,
accountables, or personal stamped mail deposited in these boxes will be
processed or forwarded at the next scheduled processing time. These boxes are placed on campus
as a convenience for departmental customers, and are the property of
Northern Illinois University (NIU).
They are not serviced by the United States Post Office.
U.S. Postal Service Drop Boxes
Personal mail with U.S. postage stamps affixed such as holiday
greetings, monthly bills, personal correspondence, etc., should not
be sent to Campus Mail Services for processing. Such mail should be deposited in U.S. Postal Service
collection boxes. For your
convenience there are seven USPS collection boxes located on campus. Boxes have been placed on the
corner of Normal and Locust, College and Castle, Gilbert Drive, Lincoln
Hall, Douglas Hall, Holmes Student Center and the outside pagoda unit 100
yards southwest of Holmes Student Center.
Outgoing Meter Mail
Outgoing meter mail (mail which must have postage affixed by
Campus Mail Services), must reach the Dorland Mail Center before 3:00 p.m.
to assure dispatch to the DeKalb Post Office the same day. Metered mail is the most cost
effective way to send outgoing mail. Outgoing First Class mail sent by university
departments to Campus Mail Services, to be run through the meter,
qualifies for a presort discount.
First Class mail qualifies if the envelope weighs less than 3
ounces and the envelope is no larger than 11 ½” in length, 6 1/8” in
height and 1/4" thick.
All meter mail must be for university business only, be in all
capital letters and have a complete university return address, including
the name of the sending department.
Flaps of envelopes to be metered must be overlapped for the meter
machine to seal. The flaps
of larger flat mail must be sealed prior to reaching Campus Mail Services. All meter mail must be
accompanied by a pre-printed, bar-coded Postage Charge Slip showing the
name and account number of the sending department, the date sent, and an
authorized department signature.
If special services are required for mailing, such as Registered,
Insured, Certified, etc., instructions should be clearly marked on the
Postage Charge Slip and on the envelope or package to be mailed. Charge slips for new accounts can
be ordered by calling Campus Mail Services at 753-1183.
Perforated Postage Stamps
Perforated postage stamps are available to university departments
through Campus Mail Services using the Postage Charge Slip to authorize
charges to your university postage account. To order stamps fill out the pre-printed Postage Charge
Slip with the name and account number of your department, the date sent,
an authorized department signature, and the quantities and denominations
of the type of postage your department needs. Postage requests will be delivered to your department
as soon as possible. A
signature acknowledging receipt will be requested upon delivery. Departments using perforated
postage stamps do not qualify for the presort discount. The university stocks perforated
postage stamps of limited denominations, secured through the Department
of Central Management Services in Springfield, Illinois. Departments are encouraged to
order supplies as early as possible to allow ample time for the items to
be ordered from Springfield, if necessary. This is especially important when large quantities are
needed. Campus Mail Services
does not sell postage stamps to individuals for personal use, and does
not accept cash or personal checks under any circumstances.
Business Reply Envelopes
Business Reply Envelopes are obtained by sending a printing
requisition to Document Services.
The Business Reply Envelope return cost is charged to your account
upon receipt of the letter.
Standard (Bulk) Mail
Standard (Bulk) mailings are not processed by Campus Mail Services,
but are prepared and processed by Document Services. Bulk mailings include two types;
meter imprint and permit imprint.
Certain procedures are followed for the dispatch of each type of
mailing and the person preparing such mailing should first contact
Document Services at 753-1692 for preparation guidelines.
Department Name Change
Please notify Campus Mail Services promptly of all changes in your
official department name or building location. Campus Mail Services should also be notified when your
offices will be closed during regular delivery periods, such as semester
breaks or vacation breaks.
Directory Search Service
Campus Mail Services processes approximately 6,500,000 pieces of
mail annually. Both incoming
U.S. mail and interoffice mail are sorted by university department
name. Mail that does not
show the name of the department is delayed in Directory Search
Services. In Directory
Search Services the envelope is screened to determine if it can be
correctly identified for delivery or return to a university department.
First Class mail with an insufficient return address that is
returned to NIU from the U.S. Postal Service is held in Directory Search
Service to determine, if possible, the sender’s name and the department
that sent the item.
First Class mail addressed to a specific person at NIU (and does
not include their department) is held for Directory Search Service to
determine, if possible, what department the person is affiliated with.
First Class mail directed to the university that is addressed only
to “NIU, DeKalb IL” will be held and opened to determine to whom that
mail should be delivered.
When identification of the intended recipient isn’t possible from
the inspection of the contents, the mail is returned to the sender, if
possible.
First Class mail that has been referred to Directory Search
Service and still cannot be identified is handled as follows:
1.
If
the piece has a return address, it is stamped “Insufficient Address” and
returned to the sender.
2.
If
the piece has no return address, it will be returned to the DeKalb Post
Office for disposition.
The handling of insufficient addresses on incoming Periodical,
Standard, and Parcel Post mail is differentiated by Campus Mail Services
based upon the following factors:
1.
Mail
indicating Address, Forwarding, Return or Change Service Requested on the
face of the envelope is returned to the DeKalb Post Office for
disposition.
2.
Mail
not indicating any of the services listed above is disposed of by Campus
Mail Services unopened.
Forwarding Mail
Mail delivered to your department, addressed to a staff member who
has left the department, should be forwarded as needed, by your
department if the new address is known. First Class mail is forwarded free of charge for one
year. When forwarding such
mail, you should draw a line through the incorrect address, insert the
correct new address, band separately, and return the mail to Campus Mail
Services. If you do not have
a forwarding address for the staff member, mark on the face of the
envelope “Moved-No-Forward” and return to Campus Mail Services.
Periodical mail (magazines, newspapers etc.) is forwarded for 60
days free of charge.
Standard mail may not be forwarded; however, if an ancillary
endorsement (i.e. Address, Forwarding, Return, or Change Service
Requested) is written on the item you should return the item to Campus
Mail Services.
An official change-of-address form cannot be left by a staff
member or student at the DeKalb Post Office or at Campus Mail Services
for the purpose of re-directing mail. A form can be left with Campus Mail Services for
reference purposes only.
Non-Acceptable Mail
Any mail received at Campus Mail Services which does not have
postage affixed and/or has no accompanying Postage Charge Slips, will be
returned to the sender. If
such mail does not have a return address, it will be sent to the Dead
Letter Office, as postal regulations prohibit sending this type of mail
postage due.
The following types on non-U.S. stamped mail cannot be accepted
for processing by Campus Mail Services:
Any material that would be prohibited by federal regulations
Personal unstamped mail involving non-university business (i.e. notices
of garage sales, homes for sale, personal gatherings, meeting notices for
organizations not affiliated with NIU, fraternity or sorority social
functions, etc.)
Personal greeting in bulk, including holiday greeting cards
Literature, circulars, or notices originated by non-university
organizations
Personal books
Petitions, money solicitations, membership recruitment, election or
campaign literature of partisan nature
Currency or coin
Scandalous or libelous material
Controversial material of any kind
Unstamped commercial solicitations
Unstamped advertisement
If the above guidelines are met, organizations of university
employees may utilize Campus Mail Services for campus deliveries without
affixing U.S. mail postage subject to the following rules:
1.
Employee
organization(s) shall include groups of at least ten employees organized,
whether incorporated or not, for common recreational, social,
educational, charitable or employment purposes. It shall also include similar organizations of spouses
of university employees.
2.
Any
employee organizations mailing more than fifty pieces must be brought directly
to the Campus Mail Services central office. Non-compliance with this paragraph will result in
non-delivery of the mailing.
3.
In
order to assure the reasonable delivery of official U.S. mail or official
university mailings, an employee organization may use Campus Mail
Services for a mailing to members or prospective members no more than
once every ten working days.
4.
Campus
Mail Services and the university shall continue to determine priorities
for sorting and delivery of various classifications of mail. Highest priority shall be given
to the disposition of postage-affixed U.S. mail, interoffice mail, and
official university mail.
Postage Rates and Fees
For information on postal rates for various classes of mail or
current fees for special services and handling, contact Campus Mail
Services at 753-1183.
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