IS-1812 Mail Services

Financial Administration

Release Date: 10/17/97
Revision 2: 7/24/01
Revision 3: 6/17/02
Revision 4: 8/6/04

Policy

Administrative Directive

Introduction

The Duplicating and Postal Center (DPC) manages the receipt, distribution, pick up and processing of   incoming and outgoing U.S. and campus mail at Central New Mexico Community College (CNM).  The use of CNM Postage and materials for personal use is strictly prohibited.  DPC follows all United States Postal Service (USPS) regulations for processing and handling mail. DPC does not handle, nor process, any items that require shipping through private companies such as UPS and Federal Express.  However, arrangements can be made for these services through CNMs Shipping and Receiving Department.

1.       Personal Mail

CNM is a non-profit, publicly funded educational institution. The use of CNM postage and materials for personal mail is strictly prohibited.

1.1  The use of CNMs address for receiving personal mail, letters, packages and/or merchandise is prohibited.

1.1.1  Any mail received by CNM that is identifiable as personal mail may be refused or forwarded at the Colleges discretion.

1.2 CNM is not responsible for any personal mail delivered to or from the U.S. Postal Service, UPS, FedEx, or any other mail or package carrier or service.

1.3 Any mail that meets the criteria for suspicious mail, as defined by the USPS, is reported to the U.S. Post Office in accordance with USPS regulations.

1.4       Personal use of CNM business envelopes or other business materials is prohibited.

2. U.S. Mail

DPC operates a regularly-scheduled courier service for CNM campuses to pick up and distribute all U.S. and inter-office mail.

Collection and Distribution

2.1       DPC stops processing outgoing USPS mail at 2:30 p.m. daily, Monday through Friday.  Any mail collected after 2:30 p.m. will be held until the following business day.

2.2       All incoming mail from the U. S. Post Office is sorted daily, Monday through Friday, and delivered to the departments no later than the close of the next business day.

Requirements

2.3       Each department is responsible for the preparation of its own mail, including addressing, placing in envelopes and completing customer forms.

2.4       It is the departments responsibility to have all mail (inter-office and U. S. mail) ready for pick up and processing.

2.5       DPC requires 3 day advance notice for bulk mailings and parcels.

2.6       DPC is not responsible for delays or failures in delivery due to improperly addressed mail.  It is the recipients responsibility to provide the correct mailing address to the sender.

2.7       It is the employees responsibility to notify Human Resources of any changes in, or corrections to, their mailing address.

Types of Mail

2.8       Types of U.S. mail processed by DPC include:  First Class Mail, Post Cards,  Flats, Packages (Parcels), BulkCertified, Certified Returned Receipt, Restricted DeliveryInsured,RegisteredExpress, Priority with signature or delivery confirmation,  APO/FPO, Book and Library rate, and Global Priority and International mail.

Rates

2.9       Through the use of permits, the College is eligible for reduced postal rates on some items.

2.10     Postage prices are listed on DPCs website, and are updated when the U.S. Postal Service   rates change.

2.11     DPC may inspect the contents of any piece of mail sent through DPC, prior to applying CNMs postage, to confirm that the mail contains business-related material.

3. Campus (Inter-Office) Mail

Each department at CNM designates one location that is within departmental employees view (for security purposes) for pick-up and delivery of inter-office/campus mail. It is the departments responsibility to inform their personnel of this location and to notify DPC management, via e-mail, of any changes in location or personnel.  DPC is not responsible for delays or failures in delivery due to improperly addressed mail.

Refer to the DPC website for the pick-up and delivery schedule.

Collection and Distribution

3.1   DPC processes inter-office mail on a daily basis Monday through Friday, delivering mail to the departments no later than the close of the next business day.

3.2       It is the departments responsibility to have all mail (inter-office and U.S. mail)  ready for pick up and processing.

Requirements

3.3       Inter-office envelopes, which can be purchased from Shipping and Receiving, are  used to send documents and other material through inter-office mail

3.3.1    The use of white envelopes is discouraged since they may be accidentally mistaken for U.S. Mail and deposited at the U.S. Post Office.

3.3.2    Sending confidential material through inter-office mail is discouraged due to lack of security.

3.3.3    DPC may inspect any CNM inter-office mail to determine its destination if it is unclear from the envelope.

4.  DPC Locations

The Duplicating and Postal Center has 2 locations:

Main Campus - 901 Buena Vista SE (224- 4554).  
Montoya Campus - K building, room K-104, next door to the MSE office (224-5822).
Westside Campus - In Shipping and Receiving (224-5333)

Click on the campus to view a map.

4.1 Hours of Operation:  The mail centers operate 8 hours per day, Monday through Friday. Please be mindful of the limited operating schedule when  mailing time-sensitive notices for meetings, seminars, and other activities.

4.1.1    Main Campus Monday through Friday from 8:00 a.m. - 5:00 p.m.

4.1.1.1 USPS and inter-office mail for the South Valley Campus is processed through the Main Campus.

4.1.2    Montoya Campus Monday through Friday from 8:00 a.m. - 5:00 p.m.

4.1.1.2 USPS and inter-office mail for the WTC and Westside Campus are processed through the Montoya Campus.

5.  Mail Class Descriptions

5.1  First Class Mail

5.1.1  First Class Mail includes:

Standard Business Envelopes (#10)

Flats (which include postcards and 9 X12 envelopes)

Matter closed against postal inspection

Correspondence

5.1.2  In addition to the above list, First Class Mail is used for mass mailings that require that the First Class Mail indicia be directly printed on the  envelope. This process enables mail to be processed faster since the envelopes do not need to be run through the mailing machine.

Special sorting by the sender is not required; mail can be sent to DPC in any order.

5.2 Standard Mail A

5.2.1    Standard A single-piece mail consists of material that is not mailed (or required to be mailed) First Class, and weighs less than 16 ounces

5.2.2    Only College-related material can be sent Standard A Bulk Mail, and must have a CNM department return address

5.3 Certified Mail

5.3.1    Certified Mail is used to provide proof of mailing and delivery of mail.  The sender receives a mailing receipt at the time of mailing and a record of delivery is maintained by the Postal Service. A return receipt can also be purchased for an additional fee to provide the sender with proof of delivery. Certified Mail service is only available for First-Class Mail or Priority Mail.

5.4 Restricted Delivery

5.4.1    Restricted Delivery is used to ensure that mail is delivered to a specific individual, or to a person authorized in writing to sign for the intended recipient.  Restricted Delivery can be used with First-Class Mail, Priority Mail, or Package Services.

5.5  Insured Mail

5.5.1    For added security First-Class, Express, Priority, Standard Mail, and Packages can be insured.

5.6 Registered Mail

5.6.1    Items sent by Registered Mail are placed under tight security from the point of mailing to the point of delivery, and insured up to $25,000 against loss or damage. Date and time of delivery, as well as delivery attempts, can be viewed online.

5.7   Express Mail

5.7.1    Express Mail is the fastest service available for time-sensitive letters, documents or  merchandise.

5.8  Delivery Confirmation

5.8.1 Delivery Confirmation service provides the date, ZIP Code and the time an article was delivered or attempted to be delivered.

5.9 Business Reply Mail

5.9.1  Business Reply Mail service enables senders to receive First Class Mail by paying postage on mail that is returned. The permit holder guarantees payment of the appropriate First Class postage, plus a per-piece handling charge. Business Reply Mail cannot be used outside of the United States.

5.9.2    Departments that enclose Business Reply Mail for cards or envelopes with mail to solicit a response from the recipient must pay the postage. However, the department pays only for the cards or envelopes returned.

5.9.3    The Postal Service has strict preparation requirements for Business Reply Mail. Contact Duplicating and Postal Services at (505) 224-4554 for the proper format before printing (or reprinting) Business Reply Mail envelopes or cards.

5.10 APO/FPO

5.10.1  Mail sent to service members overseas to provide registration materials and other CNM-related information.

5.11     Package Services

5.11.1  Package Services is a class of mail primarily intended for merchandise,  catalogs, and other printed material. Package Services does not receive expedited service.

5.12    Library Rate

5.12.1  The Library Rate can be used to mail the following items when loaned or exchanged between schools, colleges, universities, public libraries, and museums.

Books

Bound volumes of academic thesis

Periodicals

Printed music

Sound recordings

5.13.  Permit Imprint

5.13.1  Permit Imprint mail can be used for either First Class Mail or Standard A Bulk Mail, when mailing 200 pieces or more that are the same size and weight, and weigh less than one pound per piece.

5.14  Global and International Mail

5.14.1  Letters, documents and packages that are mailed outside of the United States. Notify DPC 1 day in advance and/or clearly identify mail as International or Global.

6. Additional Information

Call the Duplicating and Postal Center for more postal information services or visit the  DPC website.

7. Definitions

Bulk mail

Large quantities of mail, such as might be sent to individuals on a mailing list: for example, Fall course catalogues; a notice to all graduating students, etc.  By negotiating CNMs bulk mail permits with the U.S. Postal Service, DPC helps the College keep costs down.

Cost account number

An 8-digit number assigned to each department at CNM.  Using and tracking cost account numbers helps financial administrators at CNM to see where and how each department is spending budgeted funds.

Department Purchase Order

The Department Purchase Order program is a delegation of Purchasing Authority, for small purchases less than $1000, from the Director of Purchasing to trained individuals in user departments.  It is designed to give user departments maximum operating freedom while assuring compliance with New Mexico statutes and CNM Policies and Procedures.

 

First-class mail

Mail that includes letters, postcards and packages sealed against inspection.

Personal Mail

Any mail sent by or received by CNM employees not specifically related to CNM business.

 


Financial Administration

Release Date: 10/17/97
Revision 2: 7/24/01
Revision 3: 6/17/02
Revision 4: 8/6/04

Procedure

Introduction

The Duplicating and Postal Center manages and processes all items and services involving the U. S. Postal Service and inter-office mail for the entire College. DPC endeavors to ensure cost-effective, efficient, timely mailing that meets U.S. Postal Service requirements.

1. U.S. Mail

The U.S. Postal Service requires all mail processed through its facilities to have a delivery and return address.  Therefore, DPC requires that all outgoing mail be addressed accordingly.  The only exception for unaddressed mail is when departments/organizations have DPC address, fold, insert and mail material directly for them (See 1.8 below).

Addressed Mail

Each department at CNM designates one location that is within departmental employees view (for security purposes) for pick-up and delivery of inter-office/campus and USPS mail. It is the departments responsibility to inform their personnel of this location and to notify DPC management, via e-mail, of any changes in location or personnel.

DPC is not responsible for delays or failures in delivery due to improperly addressed mail.  It is the recipients responsibility to provide the correct mailing address to the sender.

Refer to the DPC website for the pick-up and delivery schedule.

CNM Staff and Instructors

1.1 Write or type the sending departments name in the upper left corner of the envelope.

1.2 Place addressed, unstamped, and unsealed envelopes for first-class deliveries in the departments designated mail area.

Department Mail Personnel

1.3 Arrange the first-class unsealed envelopes so that the flaps overlap.  Put rubber bands around batches of similarly-sized envelopes.

1.4 Seal envelopes that are larger than letter size.

1.5 Inform DPCs management staff in advance of large mailings and/or parcels to be mailed.  Failure to give advance notice to DPC may delay the mailing of such material by one full day. Contact DPC at 224-4554 or through the DPC website.

DPC Staff Person

1.6 Pick up U.S. mail according to the schedule.

1.7 Bring all mail to DPC, where it can be processed and delivered to the U.S. Post Office.

Unaddressed Mail

CNM Staff and Instructors

1.8 Submit address information, via e-mail, zip disk, or CD in the following Excel format to have DPC address, fold, insert and mail material directly from their facilities.

A

B

C

D

E

F

First Name

Last Name

Organization Name

Address

City

State

Zip Code

2.  Campus (Inter-Office) Mail

CNM Staff and Instructors

2.1       Place contents in an inter-office envelope.  Type or print legibly and fill in all sender and recipient information (i.e., first and last name of recipient and sender, department, and campus). Make sure all previous markings are crossed out.

Due to multiple campus locations and department name similarities, it is critical to fill out sender and recipient information completely and correctly to ensure timely delivery of mail. DPC is not responsible for delays or failures in delivery due to improperly addressed mail.

2.1.1  The use of white envelopes is discouraged since they may be accidentally mistaken for U.S. Mail and deposited at the U.S. Post Office.

2.1.2  Sending confidential material through inter-office mail is discouraged due to lack of security.

2.2 Place inter-office mail in the departments designated mail area.

DPC Staff Person

2.2 Pick up inter-office mail according to the schedule, and bring it to DPC, where it can be routed to the correct CNM location.

3.  Bulk Mail

CNM Staff and Instructors

3.1 Consult with the manager of DPC, who helps determine bulk mailing project parameters and costs.

3.2 Complete a Duplicating Request form, and a Department Purchase Order if necessary.

DPC Staff

3.3 Process the bulk mail job as specified on the Duplicating Request form.

 



Forms:

Support Materials:

Sample Business Reply Mail Envelope
Sample Permit 61 Envelope IS-1818, Document Development and Production Services

Reference Materials:

DPC Website