Fort Valley State University Postal Store Guidelines

FORT VALLEY STATE UNIVERSITY POSTAL STORE GUIDELINES

GUIDE TO POSTAL SERVICE MAIL REQUIREMENT

Campus Mail Library Mail First Class Mail Media Mail Priority Mail Personal Mail Certified Mail Mail Pickup and Delivery Times Express Mail Sorting and Bundling Mail International Mail Obtaining Forms

Campus Mail (Interoffice Mail) For fast, accurate delivery of interoffice mail, follow these directions:

1. Use a large mail or an interoffice envelope 2. Please print legibly 3. Include a person’s name and department name when addressing the envelope 4. Please do not abbreviate department’s name 5. Include sender’s name and department

Campus Mail - Regular (#10) Envelopes To ensure fast delivery of campus mail while using regular-size (#10) envelopes, follow these simple steps:

1. Please type, print or write legibly 2. Include a person’s name and department name when addressing the envelope 3. Please do not abbreviate department’s name 4. Include building or location on campus where mail is being sent 5. Type or print “Campus Mail” in the upper right hand corner of the envelope 6. Please separate interoffice envelopes from regular mail.

Campus Mail - Bundle Mail Bulk mail via interoffice mail”

1. Bundle mail by departments using rubber bands 2. Please type, print or write legibly 3. Include department name when addressing bulk mail 4. Please do not abbreviate department 5. Include building or location on campus where mail is being sent 6. Place buck mail in cardboard box if possible 7. Notify the post office via telephone or email that you are sending bulk mail

Tip: Many desktop database and label programs have a sort function that will allow you to group information into different categories. Have the program sort and print labels by department. This will save time when preparing your mailing.

First Class Mail First Class mail has one of the highest priorities in our department.

You can help us by following these steps:

1. Include full destination address (name, company, number/street or post office box, city state and zip code) 2. Include proper return address (university envelope or your name, department name, university address) 3. Please type, print or write legibly 4. Separate all outgoing mail by ( campus, local/state and international mail) 5. Face all address the same direction 6. Seal the envelopes or box 7. Please do not staple to seal envelopes 8. Secure each bundle with rubber bands or in a cardboard box.

*Service Type Available: Certified, Return Receipt & US Tracking Number.

Priority Mail Priority mail is an upgrade version of first class mail. The cost is slightly higher, starting at $6.70 up to 1 pound for a flat rate envelope. Mail is usually delivered within 2-3 business days, with 2-day being the average delivery time. Please note: Priority Mail is not a guaranteed service.

You can help us by following these steps:

1. Include full destination address (name, company, street or post office box, city, state and zip code) 2. Include a proper return address ( university envelope or your name, department name and university address) 3. Please type, print or write legibly 4. Seal the envelope or box 5. Please do not use staples to seal envelopes

*Service Type Available: US Tracking Number, Certified, Return Receipt

All outgoing mail must be accompanied by a FVSU for with the current PEOPLESOFT account number. All mail MUST be in the Postal Store on or before 2:30 p.m., or mail will not be PROCESSED until the following business day.

Certified Mail Certified mail is and optional service that will allow you to track mail that has been sent. In conjunction with a return receipt, you will be able to obtain a signature and the date when the article was delivered.

1. Address the envelope or box as you would normally a. Include full destination address (name, company, street or post office box, city, state and zip code. b. Use proper return address (university envelope or your name, department name, university address. c. Type, print or write legibly d. Seal the envelope or box e. Do not use staples to seal envelopes

2. Fill out a Receipt for Certified Mail a. Fill out the sent-to fields( name, company, street or post office box, city, state and zip code) b. Write your department on this form so that we know wo to return it to

3. Fill out the Domestic Return Receipt (green card) a. Address the card back to sender (front side) b. Fill out area No.1 - Article Addressed To c. Fill out area No, 2 – Article Number. (This number is found on the top of the receipt for Certified Mail form. This number can be peeled off and attached sticker d. Place a check mark in the Service Type Area No. 3 e. Peel off adhesive strips on card and place it either on the front or back of envelope. f. Fold the Certified Mail Receipt over edge of envelope or box closest to the return address. (Do not tear off flap)

All outgoing mail must be accompanied by a FVSU form with the current PEOPLESOFT account number. All mail MUST be in the Postal Store on or before 2:30p.m., or mail will not be PROCESSES until the following business day.

Express Mail Express mail is the fastest service the United States Postal Service offers. Articles usually arrive within one day. However, some areas may require up to two days for delivery. Express mail is a premium service and is best suited for sending business documents or other small items. Larger articles would be too expensive to send via this method. We recommend sending these items via UPS, Federal Express or any other commercial carrier. You can receive more information about these carriers by calling Central Receiving at ext. 6325.

To prepare your Express Mail, do the following:

1. Address the Express Mail Label a. Include full destination address (name, company, street, or post office box, city, state and zip code. b. Include proper return address (your name, department name and university address.) c. Include a telephone number for the addresses when available. d. Please Print or type. e. You must use a street address or post office box number.

2, Use a regular Express Mail envelope a. Place Express Mail label on marked area b. Remove adhesive strip and seal envelope

*Service Types Available: Return Receipt

Express Mail – International International Express Mail is the fastest service the United States Postal Service offers for international shipments. Articles usually arrive within one week. However, no guarantee is given. International Express Mail is a premium service and it best suited for sending business documents. Larger articles would be too expensive to send via this method.

To prepare your International Express Mail, do the following:

2. Address the Express Mail Label a. Include full destination address (name, company, street, or post office box, city, state and zip code. b. Include proper return address (your name, department name and university address.) c. Include a telephone number for the addresses when available. d. Please Print or type. e. You must use a street address or post office box number.

2, Use an International Express Mail envelope a. Place Express Mail label on marked area b. Remove adhesive strip and seal envelope c. Fill out Customs Form, attach to envelope stating the contents and dollar value of the article.

International Mail International mail is a form of first class mail that travels outside the United States to foreign countries. Certain restrictions may apply depending on the country of destination.

To send articles via International Mail, follow these steps.

1. Include full destination address (name, company, street, post office box number, city and country codes. 2. Include proper return address (university envelope or your name, department name, university address 3. Please type or print 4. Seal the envelope or box 5. Please do not use staples to seal envelope 6. Fill out customs Form for envelopes over a size #10 or box, stating contents and dollar value of article

Library Mail Library mail rate is only for books being ship from one library to another library. The library is only eligible to use this rate.

Media Mail Media Mail Rate is only for tapes, videos and books. No first class material can be included in the package (correspondence, note or invoice). The media mail is subject to be open for inspects by the U S Post Office.

Personal Mail In order to receive personal mail (letters, magazines newspapers, catalogs, packages, bills etc.) you must have a FVSU Post Office Box. Please use your home address for this type of mail. Only official business related mail should be sent to your university address.

Facility and staff may send out personal mail through the university, but personal mail must have SUFFUCIENT postage and be properly prepared for pick up or it will be returned.

All mail MUST be in the Postal Store on or before 2:30p.m., or mail will not be PROCESSES until the following business day.

Mail Pickup and Delivery Times

Monday – Friday 9 a.m. – 10:30 a.m. Mail is received from the United States Post Office 11 a.m. Service window opens (May be delayed depending on the volume of mail for the day) 3 p.m. - 3:30 p.m. USPS picks up all outgoing mail

All outgoing mail must be accompanied by an FVSU form with the current PEOPLESOFT account number. All mail MUST be in the Postal Store on or before 2:30 p.m., or mail will not be PROCESSES until the following business day.

Sorting and Bundling Mail Bundle mail together to help FVSU Postal Store sort and process mail easily.

Please follow these step-by-step instructions when preparing your mail.

1. Seal the envelope. 2. Please do not use staples to seal envelope. 3. Face all address the same direction. 4. Separate all outgoing mail by (campus, local/state and international mail) with a rubber band. 5. Secure bundle with rubber bands or in a cardboard box.

All outgoing mail must be accompanied by a FVSU form with the current PEOPLESOFT account number. All mail MUST be in the Postal Store on or before 2:30 p.m., or mail will not be PROCESSES until the following business day. Obtaining Forms All forms mentioned above may be obtained for the FVSU Postal Store.

FORT VALLEY STATE UNIVERSITY POSTAL STORE MAIL SERVICES FORM 1005 State University Drive Fort Valley, GA 31030 478-825-6311

Please Complete the Originating Information (Fill-in, Print or Type)

Date:______

Department Information

Origination Department Name:______

Contact Person Name:______

Telephone or Extension:______

PeopleSoft Account Number:______

Check / Select Service

❑ First Class Mail ❑ Express Mail ❑ Priority Mail ❑ International Mail ❑ Certified Mail ❑ Return Receipt ______

All outgoing mail must have accompanied by the FVSU Mail form with the current PEOPLESOFT account number. All mail MUST be in the Postal Store on or before 2:30 p.m. or it will not be PROCESSED until the following business day.

TO BE COMPLETED BY THE POSTAL STORE PERSONNEL

______

Number of Pieces:______Cost: $______