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:
Receives and sorts incoming
U.S. mail for delivery to university departments
Processes outgoing U.S. mail
generated by university departments
Sorts for delivery
university inter-office mail
Maintains inventory of U.S.
postage stamps for sale to university departments
Bills university departments
for postage costs associated with outgoing mail
Mail
sent to the Dorland Mail Center for processing should be sorted and banded by
your office into seven groups:
International Mail
Outgoing Meter Mail
(letters)
Outgoing Meter Mail (flats)
Forwarded Mail
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 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 DEPARTMENT NAME
NORTHERN ILLINOIS UNIVERSITY
DEKALB, IL. 60115
The same information must be used in the return address for
outgoing university 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.
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 time frame, 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.
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 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 out-going 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 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 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 (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 1/2” 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 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 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) 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.
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.
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.
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.
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 of 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. Noncompliance 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.
5.
All other portions of NIU Business Procedure No. 13-1
remain in full force and
effect, unless expressly modified herein.
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.