Office of University Mail Services

Hours of Operation
Monday-Friday	8 a.m.- 6.p.m.
Saturday	8 a.m. -1 p.m. (Closed during 4 day week)

Important Phone Numbers
Office of the Director	373-2370
Bulk mail	373-5178
Campus mail	373-2114
FAX	373-8230
Supplies	373-2114

Important internet links.
Buy Stamps From The United States Postal Service Online	Online Faculty and Staff Directory

This information highlights the services offered by University Mail Services. It contains pertinent information on University mailing procedures and services, U.S. Postal Service regulations and general procedures for bulk mailing.

University Mail Services consists of two departments: Campus Mail, serving academic and administrative departments; and Bulk Mail, providing inventory control , receiving, labeling, inserting, folding and sorting for high volume First Class, Second Class and Third Class mail. The primary functions of the office are to:

• Pick up, sort and deliver incoming mail from the United States Postal Service (USPS). Incoming USPS mail is processed twice a day, once at 8:00 a.m. and again at 11:00 a.m. This mail is delivered to all Departments beginning at 9:00 a.m. the next business day.
• Pick up, process, and deliver the USPS outgoing mail .
• Pick up, sort, and deliver interdepartmental mail.
• Process University Bulletins for mailing and internal distribution.
• Coordinate and control all permit and bulk mailings by Mail Services or University-approved vendors.
• Assure University compliance with U.S. Postal Regulations and all other University, local, state, and federal policies that relate to the processing and delivery of mail.
• Provide advice to University departments regarding mailing needs.
• Maintain, coordinate, and submit appropriate reports and transactions to ensure proper accounting and rebilling of postal charges and mailing services to Northeastern University departments.

Mail is picked up and delivered to all departments once a day. If additional pick up service is needed contact Mail Service no later than 3:45 p.m. and service will be provided that day.

Interdepartmental Mail

To ensure proper handling of interdepartmental mail, please follow these basic guidelines:

• Use the special, reusable manila envelopes titled Interdepartmental Mail.
• Cross-out all previous markings on the envelope so that the name of the intended recipient is clearly identifiable.
• Interdepartmental mail should include recipient's full name, department, and building address.
• Refer to University Mail Stop Locations for correct interoffice address.
• Separate interdepartmental mail from U.S. mail by bundling it with rubber bands.
• Call Campus Mail if you have a large mailing which requires a special pickup or must be expedited for next day delivery.
• Call Bulk Mail for information on assembling and labeling services for envelopes, fliers, and notices.

Interdepartmental Mail Delivery to University Students

University Mail Services is able to deliver large mailings to residential students through the interdepartmental mail delivery system. Use of this service rather than USPS first class mail will result in considerable savings to your department. Note: apartment -style residences receive mail via street delivery from the USPS and cannot be serviced by interdepartmental mail.

Refer to Residence Halls to identify which residences can be serviced by interdepartmental mail. Address labels should include student's name, delivery address, and mailbox number. Mailbox number is not the same as the room number. Questions regarding the proper addressing of student mail should be directed to the Resident Mail Service Office ext. 5108.

University Mail Services provides deliveries to special University locations listed below. All correspondence should be bundled by the delivery address. Delivery is made to the following locations:

• Ashland - The Warren Center
• Boston - Downtown Campus
• Burlington - Campus and Library
• Dedham
• Nahant - Marine Science Center
• Weston - Henderson House
• Forsyth Dental School
• Warehouse - Jamaica Plain

To ensure that outgoing mail is delivered in an accurate, timely, and cost-effective manner, please follow these basic guidelines in preparing mail for USPS processing:

• All mail must include a delivery address and a return address. Contact Mail Services if you would like examples of the recommended sequence and position for delivery and return addresses.
• Type or machine print all address information.
• Use uppercase letters.
• Omit punctuation.
• Use two-letter State abbreviations.
• Put the City, State, and Zip Code in that order on last line. Note: if you wish to include an "Attention" line it should appear as the second line of the address.

Forwarding Mail

It is the responsibility of University departments to forward mail for any of their faculty or staff who are no longer with the University. When such mail is received cross out old address, write in the forwarding address, and place it in the outgoing mail.

Envelopes

The size of the envelope should properly accommodate the contents. For use in the United States Postal System there are basically two categories of envelopes: letter size and "flats," as referred to by the USPS.

Letter Size mail must be rectangular in shape for automated processing by the United States Postal Service. The following dimensions must be met for automated processing:

Height between 3 1/2" and 6 1/8"
Length between 5" and 11 1/2"
Thickness between.007" and 1/4"

Note: Nonstandard-sized envelopes are subject to a 10 cents surcharge from the USPS.

Flats are envelopes larger than the maximum size, but not larger than 15" long by 12" high. Flats weighing less than one ounce are subject to a 10 cents surcharge.

Post Cards:

Minimum size 3 1/2" by 5"
Maximum size 4 1/4" by 6"

First Class Mail
Any piece of mail may be sent First Class. First Class mail may not be opened for postal inspection. The following are always considered First Class:

• Handwritten and typewritten messages, including identical copies, but excluding computer printouts.
• Bills and statements of accounts.
• Notebooks or account books containing handwritten or typewritten entries.
• Canceled and uncanceled checks.
• Printed forms filled out in writing.
• Greeting cards, sealed and not marked Third Class.
• Business Reply Mail.
• Any other type of mail weighing 12 ounces or less may be sent First Class.

Priority Mail
All First Class mail weighing more than 11 ounces and not exceeding 70 pounds is considered priority mail. At the option of the mailer, any mail weighing 11 ounces or less can be sent priority mail. There is no minimum weight limitation. There is a flat rate up to two pounds. Use Priority Mail when 2 to 3 day service is needed. Note: Priority Mail is a two-day service between major markets. Contact Mail Services for specific markets.

Note: Items weighing more than 11 ounces should be packaged in a USPS priority envelope or package to expedite delivery. Envelopes and packages are provided at no charge and are available through Mail Services - refer to the Postal Supplies section of this memo for ordering information.

Third Class Mail
The following types of mail may be sent via Third Class mail: circulars, booklets, photographs, catalogs, and newsletters. Each piece must be less than 16 ounces and not subject to First Class rates. Anything heavier must be mailed as Fourth Class or Priority Mail.

Fourth Class Mail
The following items may be sent via Fourth Class mail: packages or parcels, merchandise, library materials, bound printed matter, sound recordings, video tapes, computer media, books, and films. Each piece of Fourth Class matter may not exceed 70 pounds in weight and a maximum size of 108" in length and width combined.

Library Rate
Specific items loaned or exchanged between schools, colleges, universities, public libraries, museums, herbaria, and nonprofit religious, educational, scientific, philanthropic, agricultural, labor, veterans, or fraternal organizations or associations may be sent by a special Fourth Class library rate. Materials must be labeled "Library Rate."

Parcel Post
Fourth Class Parcel Post is printed matter, merchandise, or other mailable material weighing 16 ounces or more. Parcels should be marked "Parcel Post."

In planning a large or specialized mailing, please contact University Mail Services to ensure that your mailing is cost effective, efficient, and timely. Advance notice is required for Mail Services to process large or specialized mailings. University Mail Services can assemble materials to be sent via interdepartmental mail or for mailing through the USPS.

The USPS offers savings to high-volume nonprofit mailers in the from of Third Class Bulk Nonprofit rates. When planned in advance, the Third Class Bulk Nonprofit rate can be a cost-effective way to reach large audiences. To qualify, the mailing must meet the following requirements:

• Items mailed must be identical in every way except destination address.
• There is a minimum of 200 pieces.
• Address must be complete including the Zip Code.
• Items must weigh 16 ounces or less.
• All destinations must be domestic (this includes Puerto Rico, the U.S. Virgin Islands, and Guam).

Third Class Bulk mailings will be delivered to the post office, bundled and sacked in accordance with USPS regulations.

Postage for mailings may be paid by meter or indicia. Contact Bulk Mail Services to determine if a proposed mail piece qualifies for the use of the indicia and, if so, the proper format for it.

Permit Indicia

Please contact Bulk Mail Service ext. 5178 for specific information and assistance on the correct format to be printed on flyers, bulletins, magazines and envelopes. All mailings to be processed using the Universities nonprofit indicia must include the following information.

NONPROFIT ORG
U.S. POSTAGE
PAID
BOSTON, MA
PERMIT NO. 430

Address Format

The correct format for Mail Addressed to an individual or department is:

Line 1.	NORTHEASTERN UNIVERSITY
Line 2.	ATTN: ( Department, name, room and Building)
Line 3.	360 Huntington Avenue
Line 4.	Boston, MA 02115-5096

Post Office Boxes

The University maintains 10 Post Office Boxes at the USPS Back Bay Postal Annex. This service is designed for large volume departments to expedite processing of their incoming mail.

Box 75	Office of Financial Aid
Box 154	University College
Box 195	Undergraduate Admissions
Box 735	General
Box 728	Law School Admissions
Box 746	Cooperative Education
Box 775	NCCE
Box 800	Bursars Office
Box 895	Career Placement
Box 17032	Collections Department

Service Charge

The following services are available from the Mail Service Department:

• Inserting - Collating and inserting various size pieces into envelopes in preparation for mailing.
  • Machine Process - maximum five pieces .03 cents per completed envelope.
  • Manual Process - no maximum Labor expense will be billed at $8.00./hr.

• Labeling - Affixing labels to envelopes, flyers or brochures in preparation for mailing.
  • Machine Process - Four across “Cheshire Label” format required (Minimum 1000 Labels). .015 cents per label. ( $15.00 per thousand)
  • Manual Process - Pres-A-Ply labels(Stick-on) any format no minimum amount. .03 cents per label ($30.00 per thousand)

• Folding - Automated or manual folding of flyers and letters.
  • Machine Process - minimum amount one thousand pieces. .005 cents per piece($5.00 per thousand)
  • Manual Process-no minimum Labor expense will be billed at $8.00/hr.

• Bursting - Automated separation of computer generated forms.
  • .005 per piece ($5.00 per thousand)

• Bulk Mail Process - Process mail to meet USPS discount requirements. Minimum 200 pieces in Zip Code order.
  • Job Orders in excess of one thousand pieces. .015 cents per piece ($15.00 per thousand)
  • Job Orders less than one thousand pieces. Minimum charge $15.00

• Fulfilment - Manual labor processing will be charged on an hourly rate of $8.00 per hour.

• Data Input - Process of converting documents and lists into Computer Format for Data Processing. Contact Mail Service for price information.

All charges for the above services will be charged monthly to the appropriate Budget Center Postage Account 3052.