Ohio University Policy and Procedure

Mailing Label Service Provided by Computer Services

SUPERCEDED on October 28, 2002

Current Version

Procedure No.:   91.001

Page No.:        1,2 and 3 of 3

Date Issued:     10/02/89

Issued By:       B.J. Inzina

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It is the policy of Ohio University to provide the services of Computer Services (CS) in printing mailing labels and address labels for University departments and other officially recognized University groups or organizations.

A. Files Available for Printing of Address Labels and Lists

  1. Address Files Available in CS

    The following data are stored and maintained as part of various ongoing systems and are available for use by University administrative offices:

    Employee - Campus Address
    Employee - Home Address
    Student - Athens Address
    Student - Home Address
    Alumni - Address

  2. Special Address Files In addition to the above, many special address files are created and maintained by various departments or individuals for their own use. Several examples are:

    High Schools in Ohio                     (School of Education)               
    High Schools in Surrounding States       (School of Education)   
    Organizations and Associations in Ohio   (Workshops)              
    Season Ticket Holders                    (Athletics)    

    All requests to create a special address file should be directed to the
    CS Production Control Supervisor.

B. Who May Request Address Labels or Lists

  1. Labels which are produced as a part of regularly scheduled ongoing systems will be run as scheduled on a no-charge basis.

  2. Special one-time requests by University administrative offices for labels to be run from address files available and maintained by CS (see Section A above) will be run as requested on a no-charge basis.

  3. All requests for labels from special address files (see Section A) created and maintained by various University departments will be scheduled and run free of charge.

  4. All other requests for mailing labels will be run on a charge basis as set forth in Section D below.

[Here begins page 2 of the hardcopy version.]

C. Requests for Labels

Requests for labels by administrative departments should be made to the CS Production Control Supervisor.

Requests for mailing labels and address lists now produced as a function of an ongoing system must be authorized by the administrative office who serves as the steward for all data and information associated with that University function. CS serves as a repository for data and information but may not authorize or deny the use of that information.

  1. Requests for employees' address labels must be directed to the Payroll Supervisor, the Personnel department, or their designee.

  2. Requests for alumni labels must be directed to the Director of Alumni Affairs, or their designee.

  3. Requests for student mailing labels must be directed to the Registrar, or their designee.

Requests for mailing labels and address lists by offices and programs funded from nonoperating monies, by individual professors, University-approved groups and students will be scheduled and run on a charge basis upon authorization by the appropriate University official maintaining stewardship over the information in question. Labels or lists being prepared for University-recognized student organizations and groups, in addition to being authorized by the appropriate administrative office, must be processed through the Student Activities Office, Baker Center.

D. Charging Rates

Charges for blank labels, printed labels, and keypunching of special mailing address files will be as follows:

Printed labels

1-up labels - 25 cents per 100 address (Minimum price $2.50)

3-up labels - $3.00 per 100 address

Labels may be printed l-Up (one label per each address) or 3-Up (three labels per each address).

[Here begins page 3 of the hardcopy version.]

E. Procedure for Requesting Labels

Requests for label printouts should be made in writing, indicating sequence, date wanted, address file to be used, number of labels wanted (i.e., l-Up or 3-Up), and should reach CS at least one week before the labels are needed. Special address files should be updated before requesting printouts or mailing labels.

F.Mail Room provides free label affixing services.

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Dick Piccard revised this file (http://www.ohiou.edu/policy/s91-001.html) on February 27, 2003.

Please E-mail any comments or suggestions to "polproc@www.ohiou.edu".