We're implementing a check-off system to insure that all publications mailed from the College meet postal requirements for lowest rates and "mailability." USPS regulations have been changing and pieces meeting scanning requirements have the lowest rates and faster delivery than those not meeting scanning requirements. For example, standard mail (formerly known as bulk mail) pieces not formatted for "scanability" are put aside by the USPS, until they have time to hand sort them, and are mailed at a higher cost. The only alternative you'd have is to start over. That is costly and there is rarely time for it anyway. So, we're going to try to catch formatting problems before jobs get printed.
Mail Services requires pre-approval on all standard-mail pieces (bulk mail).
- If you generate your own originals you must get clearance from Diane or Belinda at Mail Services before they will accept your job. Mail Services needs a standard (bulk) mail job a signed Mail Services Scheduling Request Form before they can process.
- If you have your project designed by the graphics office of Publications, the Publications office will submit your project to the Mail Services for clearance before it is printed. The Mail Services Scheduling Request will be attached to your job when you pick it up. Print Services will not accept a standard (bulk) mail job without a signed Mail Services Scheduling Request.
We're also concerned about scheduling, and are making a concerted effort to meet your needs. We're hoping that the following will help:
- Mail Services is implementing a plan for scheduling standard (bulk) mailings in advance. If your job does not arrive at Mail Services on time, it will be rescheduled for the next available slot. If that time is not suitable, you will be offered a list of area mail houses and you may make arrangements to take your mailing off-campus. (Note: if using state funds, you must go through Purchasing before sending your job out.) Call at x3122 to schedule a mailing for standard (bulk) mail.
- Design services will work with you on developing production schedules. Any project to be designed for standard (bulk) mail will be scheduled in coordination with the time frame needed by Mail Services.
Print and Mail Services will work very closely together and appreciate your cooperation. Please use the forms we provide and adhere to the schedules we set together. If you need more information or have any questions please contact Mary Kastner at x3241 or Jim Lyons x2646.