CAMPUS MAIL SERVICES
CAMPUS MAIL SERVICESOutgoing times for U.S. Mail: 9:30 A.M. - 4:00 P.M.
Metered Mail: 4:00 P.M.
Mail Services is here to assist you with your mailing needs. Direct any questions or concerns to mailroom@pacificu.edu or extension 2192 or 3192.
Campus Mail Delivery Route
CAMPUS MAIL ROUTE DELIVERY AND PICK-UP
Departmental mail and packages will be picked-up and delivered daily between 12:30 p.m. - 2:30 p.m. The Campus Mail Services is using student workers to do the mail route. If you miss the pick up or drop off and your office is closed and locked the student is instructed not to pick up. In this case bring your mail to the mailroom if needed to go out that day.
Packages:
When sending packages to the mailroom, attach a filled out package slip so we know how to ship your package and what department to bill. If you need package slips contact Campus Mail Services.
Ordering:
The mailroom is also the central receiving area for the campus. The mailroom has been experiencing an ongoing problem with receiving packages with Pacific University as the only identification. When you order anything, instruct the shipper to include your name and department on the outside shipping label. This will expedite the delivery of your packages.
Inter-Campus Mail:
Include the first and last name of the addressee or department name on all inter-campus mail. This will expedite and improve accuracy of inter-campus mail distribution. Please remember we have students working for us and they need complete information to do their jobs effectively.
If you miss your scheduled mail pickup, all mail must reach the mailroom no later than 3:00 p.m. if it is to go out the same day. When preparing mail to be metered by the mailroom use the following steps:
What's My Address?
For mail received via the U.S. Postal Service, the proper mailing address for faculty and staff is:
- Your Name
- Department and UC # (Number)
- Pacific University
- 2043 College Way
- Forest Grove, OR 97116-1797
Do not use the words "PO" or "Box" in your University Address.
Addressing and General Information:
Postal Addressing Standards for outgoing mail:
A standardized address is one that is fully spelled out, abbreviated by using the Postal Service standard abbreviations or as shown in the current Postal Service ZIP+4 File. Using Standardized addresses will give you the most efficient accurate and delivery point barcodes.(Postal Addressing Standards USPS Publication 28) A comprehensive guide USPS Publication 28 –Postal Addressing Standard is available at Mail Services. This guide includes all Business Word Abbreviations, and Address Standardization for County, State and Local Highways.
You may look up the accurate standardized address, for any domestic address, at the United States Postal Service Web page: http://www.usps.gov/ncsc/lookups/lookup_zip+4.html
You may find all USPS postal abbreviations at this web site:
http://www.usps.gov/ncsc/lookups/usps_abbreviations.htm
If you are designing a new mail piece or envelope, be sure to check with one of the following before printing: The publication manager in University Relations ext. 2869; P.U. Mail Services ext. 2192; The Forest Grove Post Office (Leslie); The Portland Post Office Mail Piece Design Department (503)-294-2306. When designing a mail piece do not use red paper, as the ink will not show up for posting. For additional information access the USPS web site. http://pe.usps.gov/mpdesign/mpdfr_addl_all.htm
The Postal Service reads addresses from the bottom up. The Optical Character Reader (OCR) is the equipment used for this process. The OCR scans the mailpiece for the address, compares that address against the USPS national database to verify that it is an accurate address in the United States. When a match is made, it sprays a barcode on the mail piece, and then sorts it by ZIP code. All this is done in 1/10th of a second. By placing your address within the designated area, the OCR can read the address and barcode it properly. If an address has both a street address and a Post Office Box, the U.S. Postal Service will deliver to the address closest to the bottom line. The Barcode clear zone is the area in which the barcode is printed. That area is to be kept clear of any printed or written words. This area is in the lower right corner 4 1/4 inches from the right edge, and 5/8 inch up from the bottom edge. If you do not follow these guidelines it is probable that the OCR will barcode it to the return address and the mail piece will be returned to Pacific University.
Business Reply Mail (BRM) & Qualified Business Reply Mail (QBRM), allows the permit holder to receive First Class Mail from customers by paying postage only on the mail which is returned. All business reply postage and handling charges are billed back to the departments. Make sure you have your department name or account number in the top right hand corner of each envelope. This will assure accurate billing. Business Reply pieces have a unique zip+4 this will determine the amount you are charged. If you are designing a new self mailer or envelope, check with one of the following before printing: The publication manager in University Relations ext. 2869; P.U. Mail Services ext. 2192; The Portland Post Office Mail Piece Design Department (503)-294-2306. All new BRM pieces must be approved before printing. Business Reply Envelopes may be purchased from the Service Center. Additional information may be found at: http://pe.usps.gov
BRM - charge back cost rates per piece:First class postage + .08
Letter (1 oz.) .33 + .08 = .41
Card Rate .20 + .08 = .28
QBRM - charge back cost rates per piece:
Letter (1oz.) .30 + .05 = .35
Card Rate .18 + .18 = .23
United States Postal Service (USPS)
1st Class: First class mail is matter completely or partially handwritten or computer/typewritten (including carbon copies), postcards, completed forms, statements, invoices, business reply mail and priority mail. Mail that is of a personal nature is also first class mail. First class mail is sealed and closed against postal inspections. Dimensions for minimum size for letters is 3 1/2 by 5 inches. Any mail piece smaller than this will not be accepted by the Postal Service. The Maximum size for letters is 6 1/8 by 11 1/2 inches. The Postal Service charges an $ .11 surcharge on pieces that weigh an ounce or less, but are oversized.Postcard: The maximum postcard dimensions is 4 1/4" by 6" inches. Any card larger than this is charged as a letter. The minimum standard is 3 1/2 by 5 inches and at least .007 inches thick.
Flat: Each flat size piece must be rectangular. For height, no more than 12 or less than 6 inches high. For length, no more than 15 or less than 6 inches.
Standard B-Library Rate: Items on loan or exchange between schools, colleges, universities, public libraries and museums.
Standard B-Special Single Book Rate: Items that qualify for the special single rate are: Books of at least eight pages, film catalogs, printed music, sound and video recordings.
Priority Mail: All first class mail exceeding eleven ounces, but no more than seventy pounds is considered Priority mail. No minimum weight limitation exists. There is also a flat rate envelope of up to two pounds for the price of $3.20. This is not a guaranteed service. It should be a two- day service to most cities. We now have delivery confirmation available for priority mail at $.35 each. There are priority envelopes, which are available upon request from the Campus Mail Services.
Certified Mail (USPS service): Certified mail provides you with a mailing receipt and record of delivery. This is maintained at the recipient's Post Office for up to two years. There is also a return receipt to provide you with proof of delivery. Which can be obtained for an additional fee. A return receipt is recommend with all certified mail. Certified mail service is available only for Domestic First Class Mail. No insurance coverage is provided. A number label and a completed receipt must be filled out. A pink slip with an account number must accompany all certified mail. You may pick up extra forms from the Campus Mail Services.
Insured Mail (USPS service): With insured mail you can obtain payment for domestic mail that has been lost or damaged. A pink slip with the account number must accompany all insured mail. Extra forms can be picked up from Campus Mail Services.
Registered Mail (USPS service): Registered mail is designed to provide added protection for valuable mail. Postage insurance may be purchased to cover articles valued up to $25,000. Registered mail is the most secure mail the postal service offers. It incorporates a system of receipts to monitor registered articles from the point of acceptance to delivery. Added security may delay delivery up to 48 hours.
Express Mail (USPS service): Express mail is a traceable next day service to most cities. This delivery service is for both domestic and foreign mail, seven days a week, with no extra charge for weekends. There is an automatic $500 insurance coverage at no extra charge. The maximum weight allowance is seventy pounds. For delivery time and date, check with the Campus Mail Service. Express Mail is posted in the mailroom; Cut off time for Express Mail is 2:00 p.m. Additional information and package tracking can be found at: http://www.usps.gov/cttgate
International Mail: International mail should be separated from all other mail. The country name must be written in full and in English. All International mail that is not a letter or printed matter must have a customs form, listing contents and value. Include this information when sending your international mail to the mailroom so we will be able to fill out the correct Customs Forms.
Additional information regarding USPS guidelines, may be found at this web site http://pe.usps.gov/ or phone 1-800-ask USPS.
Receiving packages:
UPS delivers daily to the Mailroom each morning. Each package is logged in and delivered to departments each afternoon.Shipping:
All packages must be dropped off to the Mailroom before 10:00 a.m. for same day pick-up or it will go out the next day. U.P.S. provides ground service, express service, next day, second day and three-day service guaranteed. All packages are insured for $100.00 automatically although extra insurance is available for all packages at $.35 per $100.00 of value. Tracking labels are provided for all packages. You may also send personal UPS packages through the Campus Mail Services. UPS requires a street address for shipping. Additional information and package tracking can be found at http://www.ups.com/tracking/tracking.html or phone 1-800-PICK UPS.
Federal Express requires a street address and has a daily pick up at 2:00 p. m. All pick-ups and deliveries will be from the campus mailroom. Mailing supplies, airbills address labels, and envelopes are provided in the mailroom. Departments are required to fill out the airbills. The name of the sender and department account number must be included for billing purposes. You may send personal Federal Express letters and packages. A personal credit card is required for Federal Express. Additional information and package tracking can be found at http://www.fedex.com/ or phone 1-800-463-3339.
Airborne requires a street address. Airborne has a daily pick up at 3:00 p.m. All pick-ups and deliveries will be from the campus mailroom. Mailing supplies, airbills address labels, and envelopes are provided in the mailroom. Departments are required to fill out the Airbills. The name of the sender and department account number must be included for billing purposes. . You may send personal letters and packages a personal check or money order is required for Airborne. Additional information and package tracking can be found at http://www.airborne-express.com/trace/ or phone 1-800-247-2676.
PERSONAL SERVICES AVAILABLE -- Cash only for all personal services except where noted below
Available to the Campus Community:
- UPS - Shipping of domestic packages only
- USPS - Domestic packages and all letters
- Stamps
- Faxes
- Federal Express - personal credit card required
- Airborne Express - personal check required
Pacific University Mail Services is a member of the:
Northwest Association of University and College Mailers (NAUCM)AndNational Association of College and University Mail Services (NACUMS)