The following procedures and regulations are
designed to define the operational policy of the Mail Center in regard
to the distribution of U.S. and intracampus mail (interdepartmental, non-U.S.
stamped mail, notices, bulletins, and circulars which normally originate
and terminate on the campus):
U.S. stamped and intracampus
mail deliveries are provided once daily at all approved university offices
located on or contiguous to the mail campus.
Campus mail carriers deliver
and pick up all mail from one designated point at each mail stop. Campus
mail carriers are not authorized to change the location of the mail stop
within an office or add a new mail stop. Requests for changes or additions
to mail delivery routes are to be submitted to the Manager/Transportation
Services. Administrative offices and academic departments are responsible
for the distribution of mail to persons within their areas. A delivery
and pickup schedule may be obtained upon request from the Mail Center.
Intracampus university business
mail is to be placed in envelopes provided by the Mail Center for routing
within the campus mail system.
Personal mail should not be
sent to faculty or staff of the university. Such mail includes, but is
not limited to, fraternal and church bulletins, personal effects, book
and record club mailings, personal check books, postage due mail, personal
mail which is registered, certified or insured, and magazines, periodicals
and newspapers not specifically used in the course of university business.
All outgoing private and personal
U.S. mail must be processed through the U.S. postal system. Such mail
may be deposited in official U.S. post office boxes. Boxes are located
at the university Mail Center, on the south side of Rod Library, at the
east entrance to the Student Health Center, on the corner of Minnesota
and 27th and at the corner of Campus Street and 23rd. The time for pickup
of U.S. mail is designated on the boxes.
Business and Personal Mail
The following classifications
are examples of non-U.S. stamped (campus mail) which are not to be processed
within the university mail system:
- Any material, if stamped, which would be prohibited by Federal postal
- Personal unstamped mail involving operation of employees and/or student
organizations outside of the recognized university structure.
- Literature, circulars or notices originated by non-university employees
and/or student organizations.
- Petitions, money solicitations and membership recruitment materials
not originated by the university administration.
- Election or campaign materials of a partisan nature.
- Items of material value, such as money, money orders, checks, etc.
- Unstamped commercial solicitations.
- Personal greetings, books, and like materials.
Mail (non U.S.)
The following classification
of non-U.S. mail originating on the campus or directed to university personnel
may be processed through the campus mail service if properly addressed
and presented with required approvals:
- Interoffice communications relating to official university business.
- Approved university department circulars and bulletins.
- Must relate to course offerings, special instructional programs,
operational or administrative releases and like materials.
- All non-U.S. campus mail must carry the name and department of the
- All blank spaces on campus envelopes should be properly filled out
to assure prompt delivery.
- Campus envelopes are not to be discarded until all blank spaces have
been used or the envelope becomes unusable. Cross out previous
addresses to avoid confusion.
Approved campus mass mailings
(standard notice to be released to 25 or more staff members or students)
may, upon written request and approval of the University Mail Center,
be distributed within or outside of campus envelopes if:
- All pieces are delivered to the university Mail Center.
- Addressing of material can be done by some mechanical method.
(Note: ink jet/laser addressing may be necessary; will be done
by the UNI Mail Center Smartmailer or Central Mail, University of Iowa for a small processing fee per piece-charged
to departmental account)
- Departments may address an on-campus mailing by using typed labels prepared by the department as long as the piece contains the person's name and campus code. The cost for sorting in such mailings is .02 per piece.
- A separate mail instruction form is made for each mass mailing date
in advance of that date.
The Mail Center maintains a
mailing list for all faculty and staff. Departments must notify the Mail
Center regarding any updates to the list.
Smartmailer is a service provided by the Mail Center for on-campus mailings. When
using this service, the name and on-campus mail code is printed onto the
piece to be mailed. The cost to print the name and mail code and then
sort the piece for delivery, is .055 cents per copy. If a mailing is counted in without the on-campus name and mail code, the cost is .02 per piece. The Mail Center has
several on campus address lists available for campus mail. If departments
are unsure of which list to use, please call the Mail Center at 273-3230
There is no intracampus mail
delivery to students housed in University Apartments. All students in
University Apartments are served by the U.S. Post Office.
Use of the residence hall mail
system for the distribution of materials is limited to persons, groups
and/or organizations officially recognized by the university and must
be pre-approved by the Department of Residence. Others may distribute
information only through the U.S. mail. For additional information on
mail procedures for residence housing, contact the Department of Residence.
All U.S. mail is sorted according
to main departments and is delivered intact to departments by the campus
mail delivery service. To ensure prompt delivery, correspondents should
be provided with complete addresses including the department, campus code,
name of person and building in which staff members are located.
All misrouted U.S. mail should
be placed in the pickup containers for return to the Mail Center at the
All U.S. mail for staff members
located in buildings other than the building in which the main department
office is located should be marked with the proper building name and placed
in the pickup container for return to the Mail Center.
All U.S. mail for a staff member
no longer employed by the university can be forwarded to the former employee's
new address. Draw lines through all parts of the old address except the
name and write the new address next to the name and place mail in pickup
container to return to the Mail Center. No additional postage will be
required for first class mail. Parcel Post class mail with "Address
Correction Requested" may be forwarded, but the addressee will be
required to pay the postage due upon receipt. Parcel Post class mail carrying
an address cancellation requested statement will be returned to the sender.
University funds will not be used for forwarding this type of mail.
and Processing of Mail
University Business Mail
U.S. mail should be separated
from foreign mail with the latter clipped together with an identifying
note "Foreign", using a barcoded mail form.
Registered, insured and certified
are special services and are specified on a barcoded mail form.
Stamped mail should be separated
from that requiring metering.
The Mail Center no longer affixes
postage to outgoing business mail for university organizations and programs
that have an operating account with the university. Effective July
1, 2002 all out-going mail is processed and metered by Central Mail/University
of Iowa in a joint partnership agreement with UNI. Postage
costs for items mailed are charged against the university account indicated
on mailing request forms by monthly transfer of charges in administrative
Mailing referred for metering
should be sorted to cause all pieces to face in the same direction.
Please separate postcards, they require different postage.
Unsealed #10 envelopes to be
metered, with material already inserted, should be submitted with flaps
up. Overstuffed envelopes and larger envelopes must be sealed.
Each department is to include
their complete university return address on all outgoing mail. This procedure
will ensure proper billing and return mail to sender if for any reason
it is undeliverable.
End flap envelopes submitted
for metering must be sorted so that when reading the address, the end
flaps are to the right. They must be sealed.
Staples are not to be used for
sealing mail pieces. Tabs or tape should be used to enclose the mailing.
Mailing (off campus)
Central Mail/University of Iowa
is equipped to arrange for the mechanized preparation of uniform mass
mailings for off campus distribution. This service includes affixing of
address labels, inserting the mailing item into the envelopes and the
affixing of required postage.
All requests for mass mailing
service are to be accompanied by a mail instruction form, signed by the
administrative person responsible for the university account to be charged.
Proper lead time will be necessary for dated mailings. All departments
are asked to contact the Mail Center prior to the development of mailing
material for information and consultation about particular mailing plans
in order to be certain that items to be mailed meet minimum specifications
for mechanical handling, postal regulations and to facilitate proper scheduling.
Regular business envelopes,
if stuffed, can be sealed by the meter when flaps are up. Overstuffed
envelopes must be sealed.
Envelopes such as manila 9 x
12", 5 x 7" or those that have a different closure must be sealed
by the department. If there are any questions, please consult the Mail
Center at 273-3230.
Central Mail/University of Iowa
uses a mailing program to process your mailing lists. Benefits are postal
coding, barcoding and presorting at a reduced cost. It is available for
First Class or Standard Mail. When sending your file, label it with the
following information: department name, name of list, number of records/names,
format of file, field lengths and any special instructions (be as specific
Acceptable file formats are
the following: Dbase, ASCII Fixed Length with Line Feed, ASCII Fixed Length
without Line Feed, ASCII Comma Delimited and ASCII Tab Delimited.
Departments are to maintain
their own mailing lists. Central Mail/University of Iowa will only process
the list as is, though they will review and suggest changes to reduce
duplications and cost.
Standard (Bulk) Rate Mailings
A mailing to qualify for standard
rates must consist of at least 200 pieces, all of which must be identical
in content, size, weight, zip code order, etc., or weigh at least
50 pounds. Additional co-mingling opportunities may be available
later this Fall through a partnering agreement with a bulk mail pre-sort
firm. Co-mingling only applies to pieces that are smaller than 6
1/8" and 11 ¼". Overstuffed envelopes and other pieces
(not business envelopes, such as flats), should be sealed.
All standard mail must be for
delivery in the United States and it's possessions. Foreign mail
cannot be sent at bulk rate and should not be submitted with
such mailings. Pull out all on-campus mail and keep separate when presenting
Arrangements for standard mailings
should be made as far in advance of the desired mailing date as possible.
When designing a mail piece, please consider the postal requirements for
flyers and brochures. The main fold at the bottom, tab at the top. Staples
are not desirable because of postal and Mail Center automation. Complying
with postal requirements means faster service and sometimes lower rates,
even for standard (bulk) mail. Central Mail/University of Iowa,
Zip code numbers are an essential
part of the mailing address and must be included. Mass mailing prepared
by departments should be sorted by zip code numbers, in sequence lowest
to highest, by the department before forwarding to the mail room.
Mail labels submitted with a
mailing should be presorted in zip code order and submitted one across
on continuous form feed. Please send a zip code printout, if possible,
to expedite the processing of the mailing.
The following replaces Permit
Non Profit Organization
Envelopes bearing this permit
or University of Northern Iowa nonprofit printing in the upper right hand
corner are designated as bulk mailing and cannot be used for individual
piece mailing unless postage stamps and /or meter tapes completely cover
the printed permit.
All standard mailings bearing
this permit must be sent through the Central Mail/University
Items bearing the University
of Northern Iowa nonprofit printing cannot be included with other materials
in an envelope unless the permit printing is crossed off or covered up
by blank labels. The permit applies only to outgoing standard mail
processed by the Mail Center.
If an item is designed to be
used both as a handout piece and as a mail piece, the sender should check
with the Mail Center and Central Mail/University of Iowa prior to printing
the postal permit for advice on standard mailing preparations.
Through permit mailing, mailers
may be authorized to mail material without affixing postage if the payment
is paid at the time of mailing. Each mail piece sent under this payment
method must bear a permit imprint indicia showing that postage is paid.
Print Services or the Mail Center can provide a sample of the imprint.
A postage check must be provided
to pay for the mailing before it is presented to the post office.
Check with the Central Mail/University
of Iowa for current mailing costs and estimates.
Type a Request For Payment
in the UNI Forms Repository requesting a postage check to be made out
to: "U. S. Postmaster" and send to the Controller's Office.
Include a note on the requisition
to send the check to the University of Iowa when complete.
Give a breakdown of the cost
(multiply number of pieces by the per piece cost). The Mail Center needs
this information for the mailing forms that accompany the mailing to the
First Class Mail is material
that is entirely or partially handwritten or typewritten. Typewritten
addresses expedite the delivery of the mail. First Class Mail also includes
postcards, completed forms, statements, and invoices.
Parcel Post mail is material
printed or duplicated only (no originals or personalized materials), merchandise
or other mailable material weighing 16 ounces or more.
Mail & Media Mail
Library Mail is an economical
Media Mail postage rate used to mail books on loan. The Media Mail rate
can be used by university departments for other limited educational material
such as recording tape, prescribed audio-visual materials, film, scientific
instructional kits, or museum material.
Certified and Insured Mail
Each department will be responsible
for putting on green return receipts and certified or registered stickers.
The following features are available for additional cost. Material must
be in the mailroom by 11:30 AM to be processed the same day.
Registered Mail provides written
evidence and security of mailing and delivery. It is the safest way to
send valuables through the mail. Only First Class mail can be registered
and insured up to $25,000. Mark "registered". Foreign mail can
only be sent registered mail (not certified). To prevent unauthorized
opening, seal with gummed tape. Do not use envelopes, labels or containers
that are self-sealing. The value of the contents must appear on the meter
card under "special notes".
Certified Mail provides written
evidence of mailing First Class Mail. Mark the request form "certified".
To have written evidence of delivery, mark the orange meter card "Return
Receipt Requested" on the line marked "Special Notes".
Only registered mail provides insurance.
Insurance on First and Parcel
Post Class mail can be obtained for an additional charge. Mark the mailing
request "Insured" to obtain insurance for the parcel. The value
of the contents must appear on the line marked "Special Notes".
If a return receipt is requested, write "Return Receipt Requested"
on the line marked "Special Notes".
Central Receiving Procedures
- Incoming shipments will be received and inspected by Central Receiving personnel immediately after receipt.
- The receiving inspection performed will include the following:
- A careful comparison of the number of pieces received with the number listed on the freight bill.
- Examination of cartons for any evidence of damage.
- Examination of the contents for obvious damage if cartons show any evidence of possible damage. Cartons will not be opened.
- Notation of any shortage or damage will be made on the freight bill before it is signed and the carrier released.
- If concealed damages are detected after the shipment has been delivered by Central Receiving, departments should notify the Central Receiving office immediately. Remember concealed damage claims must be filed with the carrier within 15 days of receipt of the freight.
- The University of Northern Iowa does not accept “Collect” freight shipments of any kind.
- After the receiving inspection has been performed and the receiving report prepared, the material will be delivered to the requisitioning department by Central Receiving personnel. It is the goal of Central Receiving personnel to deliver UPS, FedEx and Office Max deliveries the same day.
- Delivery to the requisitioning department will include transporting the materials to the on-campus location designated on the purchase order. Signatures are preferred when the delivery is made.
- The requisitioning department is responsible for making final inspection of their merchandise.
- Refrigerated items will be accepted at Central Receiving and delivered to the requisitioning department the same day of receipt if at all possible. Central Receiving does not have facilities to refrigerated items overnight.
- There are exceptions that will not be received at Central Receiving
- Live animals or radioactive materials
- Large loads for a single destination for which unloading and reloading would be impractical. This type of load will be directed to the UNI Warehouse.
- Shipments that have been ordered by a private contractor.
The Mail Center uses UPS to
send items overnight and second day. Fill out a UPS Shipping Request for UPS
shipments. Items must be to the Mail Center by 2:30 PM in order to go
out that day. Oversized packages and multiple packages should be at the
Mail Center by 11:30 AM for same day processing. UPS will not deliver
to a P.O. Box or Rural Route. You must have a street address. Please provide
the phone number of the recipient if available.
Postage Paid Business Reply
envelopes or cards may be ordered for use by departments. Complete a requisition
and forward to Print Services well in advance of mailing date. Print Services
will imprint envelopes with the appropriate permit and other U.S. Postal
Service requirements. The department pays postage on only those envelopes
that are returned.
Meter Cards are no longer
accepted at the Mail Center
The Online Mailing Barcode
Form must be used as of 7/1/2001.
A Purple Mailing card must be completed for all
outgoing mail with the proper account number. For Bluk Mailings, a Mailing Barcode form must be completed with the proper account number and signature. If there is no Purple Mailing card or Barcode form or if the form is notcompleted correctly, the
material may be held until the proper form is provided.
Please read the following instructions CAREFULLY before using the
Online Mailing Barcode Form
- Enter your 29 digit Oracle account number
- Fund - 4 digits
- App Year - 2 digits
- Organization- 5 digits
- Object - 5 digits
- Program- 4 digits-63010 for mailing
- Function - 2 digits
- Activity - 4 digits
- Line Number - 3 digits
- Fill in the correct information in the boxes provided
- The Appropriation Year must be current if the fund is 0011
- The object code will be 63010 for all US Postal Mailings and Federal
- The extra box at the end is for foundation accounts only
- After filling in your information click the Generate Barcode Now button
- Clicking the Generate Barcode Now will lead to the Mailing Request
- Fill in the correct information for a specific job or delete the date
and print for generic use
- A mailing request form is needed for each Oracle account number used
and each individual mailing (one form per mailing, not per piece)
- Only originals should be used
- A mailing request form must accompany your mailing before the mailing
will be processed.
click here to use the Online Mailing Barcode Form
*The Online Mailing Barcode
Form page can be book marked but not saved*