The version of this rule that includes
live links to associated resources is online at
https://www.ohio.edu/policy/42-001.html
(A)
Overview
This policy outlines the approach that
Ohio university uses for dealing with the United States mail and the
inter-office mail.
Ohio university operates a mailing
service for the delivery and processing of U.S. mail to and from the United
States post office, provides shipping services, and handles the exchange of
inter-office communications. The volume of mail handled and the geographical
expanse of the campus operations require an orderly and efficient distribution
system.
(B)
U. S. mail
(1)
Incoming U.S. mail
All incoming express, priority, and
first class mail is delivered to departments on the same day the mail is
received by the university. Residence halls receive mail directly from the
Athens post office.
Incoming mail to the university should
be addressed in the format below. Please use this format for the return address
on outgoing mail:
(a)
Line 1: name of individual
(c)
Line 3: building and room number
(d)
Line 4: Ohio
university
(e)
Line 5: Athens, OH 45701-2979
University departments and individuals
should also encourage individuals, institutions, or business firms to follow
the above example when communicating with Ohio university. A department name on
incoming mail is necessary to ensure delivery.
(2)
Outgoing mail
University mail services provides all
of the services that the United States postal service offers, except for
C.O.D.'s. All outgoing mail, with the exception of "Standard A" bulk mailings,
is processed and delivered to the post office on the same day. All shipments of
parcels and express items are processed by university mail services and picked
up by couriers (e.g., UPS) on the same day.
The following points are important for
the addressing of U.S. mail. Using a specific addressing format will improve
the efficiency of service. For addressing outgoing mail, please be sure to use
the format below:
(a)
First line: optional endorsement or "attention
line"
(b)
Second line: name of recipient
(c)
Next-to-last
line: delivery address or box number, followed by apartment number, suite
number, or unit office number. (If, for example, the apartment number cannot
fit on the next-to-last line, it should be placed on the line
above.)
(d)
Last line: should only include city, state, and ZIP
code.
(3)
Excluded mailings
The university cannot, financially or
legally, condone the use of its employees, postage 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 include:
(a)
Communications of
a personal nature, as opposed to official university business.
(b)
Advertisements
that are not official university business.
(c)
Announcements
related to the sale of personal property.
(d)
Meeting notices
or other business of groups and organizations that are not financially
supported directly with university funds.
(C)
Inter-office
mail
(1)
Delivery schedule
Inter-office mail, like U.S. mail, is
delivered once a day. Inter-office mail collected on the daily route will be
delivered the next business day.
(2)
Types of
inter-office mail
There are two types of inter-office
mail:
(a)
Mail addressed to an individual. This mail should be in
campus envelopes or folded to business envelope size and marked "Campus Mail."
Identify the mail with the individual's complete campus address:
Name
Department
Building and room number
(b)
Official announcements or notices for mail distribution to all departments,
faculty, and staff.
(3)
Individual
mail
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, when available, can be obtained from mail services. They may also be
ordered through any office supply store.
(4)
Announcements and
notices
The size of announcements and notices
for general distribution to all offices and departments should be either 5.5 "
x 8.5 " or 8.5 " 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. Address labels for such mailing should be
generated in department order to expedite delivery.
(5)
Exclusions
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. Additionally, inter-office mail must be official university business.
Communications of a personal nature, advertisements that are not university
business, announcements related to the sale of personal property, meeting
notices, or other mailings from businesses, groups, or organizations that are
not financially supported with university funds are excluded from using the
university inter-office mail system.
(6)
Regional campus
mail
All mail addressed to regional (branch)
campuses must be sorted separately, by regional campus, with a regional campus
mail slip attached to each campus' bundle. All departments' mail for each
regional campus will be combined and sent via next day delivery.
(D)
Delivery and collection schedules
Ohio university mail services delivers
mail once a day to all departments on campus. All U.S. mail that is received
from the Athens post office is sorted and delivered the same day to all
university departments.
Departments who have parcels, large
quantities of first class mail, or bulk mailings should contact mail services
to make arrangements to have the mail collected and handled with special
attention.
(E)
Bulk mailings
The U. S. postal service requires that
all bulk mailings be processed in a manner that meets specific rules and
regulations prior to being accepted for delivery by the U.S. postal service.
Failure to meet these processing rules and requirements may delay delivery or
result in the mail being returned.
University mail services provides an
automated bulk mail preparation service for all departments who utilize this
classification of mail. Mail services can prepare bulk mailings to meet all
USPS requirements, including presorting and address barcoding. These automated
services provide postage discounts to the departments and improve delivery
time. Mail services can generate barcoded address labels from departmental
address files, or can print the barcoded address directly on the mail-piece if
the piece is designed to meet certain specifications.
In addition to the automated bulk mail
preparation service, mail services does provide an address labeling service
that includes labeling multiple pieces for inter-office distribution and direct
impression printing of inter-office addresses on specifically designed pieces.
Contact mail services for information on these and other available
services.
(F)
Postage chargebacks
University mail services provides an
accurate and detailed accounting of departmental postage costs.
(1)
All outgoing U.S.
mail must have a "Departmental U.S. Mail Charges" form attached; a "Shipping
Request Form" can be used for parcels.
(2)
The form must be
secured or banded to each bundle of mail that is collected by the mail services
staff. Please be sure the correct account number appears on the form. Outgoing
mail that does not have the charge form attached may be delayed or incorrectly
billed.