Procedure No.: 42.001 Page No.: 1,2,3,4,5,6,7 and 8 of 8 Date Issued: 01/11/79 Issued By: G. Peebles
B. All outgoing mail collected by the Ohio University Mail Service will, under normal conditions, be delivered to the Athens Post Office on the same day. This mail should be postmarked no later than the evening hours on the day of collection. Bulk mailings not properly sorted would be an exception.
C. The following points are important concerning the use of the campus mail service.
Using a correct return address will improve the efficiency of the service.
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D. The University cannot, financially or legally, condone the use of its employees, postage and/or materials for the preparation of any mailing that cannot be construed as official University business.
Examples of mailings that cannot be made and charged with University funds are:
C. Two types of mail enter the Inter-Office Mail Service. They are:
D. Mail addressed to an individual should preferably enter the system in a standard inter-office mail envelope. The individual's name, department and building should appear on the envelope. Any previous addresses on the envelope should be eliminated. The two sizes of available inter-office mail envelopes are 4" x 9" and 10" x 13". These envelopes may be ordered from General Stores.
E. The size of announcements and notices for general distribution to all offices and departments should be either 5h" x 8h" or 8h" x 11". The Ohio University Mail Service should be given advance notice of the distribution requirements. The documents to be distributed should arrive at the Mail Service no later than the day prior to the date of requested distribution.
F. The Ohio University Mail Service does not deliver inter-office mail to or from students. Delivery of U.S. Mail to off-campus housing units and residence halls is made only by the Athens Post Office.
Items specifically "EXCLUDED" from using the inter-office mail service are:
A. Traffic flow. The schedules have been developed for normal traffic patterns.B. Inclement weather. In times of inclement weather, some variance in delivery schedules may be anticipated.
C. Volume of mail. The volume of incoming and outgoing mail may vary as much as 300% between two consecutive days. Extremely large volumes of incoming mail on a given day may also effect route schedules. In addition, special mailings influence the established schedules.
D. Staffing, sickness, vacation and absenteeism may cause some delays in our regular schedules.
The schedules are self-explanatory. Because of staffing problems, it is necessary to limit the number of stops on routes. Departments with urgent mailings late in the day are encouraged to take their mail to one of the locations before the scheduled time of collection or to use postage stamps and then place the mail directly into the United States Mail boxes. Postage stamps may be obtained from General Stores and kept available within departments for emergency use.
Departments can improve the general quality of the Mail Service and insure rapid delivery of their outgoing campus correspondence by completing in full the appropriate blanks on every inter-office mail envelope.
Departments anticipating sending large quantities of mail should call the Mail Service, 594-5291 and make arrangements to have the mail collected and handled with special attention.
The University Labeling Service is available to departments with some limitations. The Labeling Service is a small operation and must receive sufficient prior notice on all jobs.
Departments which prepare their own bulk mailings should be aware of the following information and guidelines.
A. All mail must be bundled in zip code order, bound with two rubber bands, and labeled with one of four zip code cards. (Rubber bands and zip code cards may be obtained from the Labeling Service of the University Mail Service.)
B. Bundles must contain a minimum of ten (10) pieces. Departments planning to bundle their own mail should contact the Labeling Service to obtain bundling requirements.
C. Labels which are machine addressed and obtained from the Computer Services Center can be arranged in zip code order upon request. (See policy and procedure # 91.001)
D. Regardless of who prepares bulk mailings (the Labeling Service or your department), the following is a strict requirement
B. This form requests Computer Services to issue to your department, at no charge, a "Departmental U. S. Mail Charges" (Form #4802) that will have your departmental name, account number, and other information which will be used in computing your daily mail charges (see Exhibit II).
C. The #4802 form must be secured or banded to each packet of mail picked up daily by the mail delivery staff. The form will be used to compute your total costs for that group or packet of mail for that days business. If you have several packets or groups of mail to be sent out, use a form (#4802) for each group.
D. Departments are requested to complete only the name of the individual responsible for sending out the mail. DO NOT designate the type, number, date or cost. This will be completed by the Mail Service staff.
NOTE: If there are special instructions concerning how the mail should be sent, i.e., Special Delivery etc., it should be noted in memo form and attached to the #4802 form.
F. If you have multiple account numbers for which you make postage charges, you must request separate #4802 forms for each account number. Please be sure to include the complete 21 digit account number which in some cases includes a special program number.
G. All questions should be directed to the Mail Service Office at 594-5291.
Dick Piccard revised this file (http://www.ohiou.edu/policy/s42-001.html) on October 22, 2007.
Please E-mail any comments or suggestions to "policy@ohio.edu".