Chapter 27. University Relations
Section 27.4. Print Publications and Design

27.4.3. Mail Services

Mail Services: A unit of Design and Publication Services that processes all incoming and outgoing mail. Mail Services is made up of two areas: the Mailroom and the Mail Center.

Mailroom: An area within Mail Services that retrieves mail 4-6 times daily from the Houghton Post Office, daily sorts and delivers mail to the University community and brings University mail to the U.S. Post Office (USPS), and daily processes all incoming and outgoing UPS, Federal Express, and Airborne packages.

Mail Center: An area within Mail Services that process large outgoing mailings and includes these services: Inserting up to seven pieces into an envelope, sealing the envelope, affixing the postage on the envelope, ink spraying addresses, postage indicia, and messages on envelopes, tabbing, sorting and bundling and transporting to the U.S. Post Office for delivery.

Mail Services provides service to the University community. The University owns two mailing permits: (1) for mailing letters at the first class rate and (2) for sending mail at the nonprofit rate. There is a major cost savings if a mailing is sent out at the nonprofit rate, although the mailing material must qualify.

Mail Services follows the U.S. Post Office regulations for all mailings. All unstamped mail must have a University index number assigned to it to be charged for postage, and all packages must have the appropriate completed slip attached. Material provided to the Mail Center must fall within the equipment stipulations for use of the services. Requests for processing mailings through the Mail Center must be accompanied by the appropriate work order.

All U.S. postal issues must be communicated to them through the University’s Mail Services. Department representatives should not contact the USPS directly.

For mailings being processed through the Mail Center, a department does the following:

1. A first time user of the Mail Center contacts the Mail Center by calling 7-2334, before the mailing material is printed to ensure their mailing material is created in the most beneficial way to mail.



2. Completes a work order, available from the Mail Center by calling 7-2334.


NOTE: Mailing material should not be sent to the Mail Center prior to the work order.


3. Ensures material sent to be processed meets the standard specifications of the equipment. The material must be dry, flat, and the correct size to be processed through the machines properly.


NOTE: Contact Mail Services by calling 7-2348, to determine the most cost efficient and timely way to send the mailing.