- VPAS >
- DPS >
- Services >
- Distribution >
- Mailing Services
Mailing Services
On this page…
- Services
- Interdepartment Mail
- Outgoing US Postal Service Mail
- Postage Stamps & Postage-Paid Postcards for University Mail
- Automated Mail
- Mail Links & Updates
Services
DPS provides the following mail preparation and delivery services
- interdepartmental and US Postal Service (USPS) mail pick-up and delivery
- interdepartmental and USPS mail processing
- stamps and metering
- communication and coordination with the US Postal Service (USPS)
- e-mail, network share, or portable media submission of data for variable data and merging, labeling, tabbing, and/or sorting.
- indicia application
- label production and application
- insertion of material into envelopes and other mailing containers ("stuffing")
- envelope sealing
- metering
- automated mail preparation
- postal statement generation
- bundling of mail in trays or bags
Related search terms:
Interdepartment Mail
- Whenever possible, use interdepartment envelopes (usually brown with multiple spaces for from, to, and department information) for mail on and between the Macomb and Quad Cities campuses
- Address interdepartmental mail as follows:
From [sender's full name]
To [recipient's full name]
Dept [recipient's full office or department name]- Use recipient's department name, not building and room number, in addresses
- Use building and room number for clarification only
- DPS picks up, sorts, and delivers mail by department
- Separate interdepartmental mail from US Postal Service (USPS) mail
- For interdepartment mailings of more than 25 pieces, use paper clips or rubber bands to group pieces by department
- For residence hall mailings, use paper clips or rubber bands to group pieces by hall
Related search terms: campus mail
Postage Charge Slips
- information forthcoming
Outgoing US Postal Service Mail
- DPS sells standard, first class forever stamps for personal use to individuals who pay cash in person.
- Outgoing University mail should clearly identify Western Illinois University, and its appearance should reflect positively the image of the University as an institution of higher learning:
- Use official, pre-printed University envelopes for multi-piece University mailings
- Use official, pre-printed University envelopes (preferred) or other white envelopes that clearly and neatly display a complete University return address for single-piece University mail
- University guidelines strongly encourage and, in most cases, require the direct printing of mailing addressess and return addresses on University mail
- University guidelines prohibit or restrict the use of address labels on University mailings of 200 or more pieces
- Contact DPS for information about automated mail preparation and postage rates
- University guidelines strongly discourage the use of mailing labels on University mailings of less than 200 pieces
- University guidelines prohibit the use of address labels on windowed envelopes
- University guidelines prohibit the use of labels for return addresses
- Use official combination mailing address–return address labels for small numbers of large envelopes or any number of oddly shaped mailing containers
- Contact DPS for information about combination mailing address–return address labels
- As with official, pre-printed University envelopes and combination mailing address–return address labels, all outgoing University mail should display a complete University return address that includes the name of the sending department
- For all mailings of 200 or more pieces, contact DPS about automated mail preparation and rates
- Include a completed postage charge slip with all outgoing University mail
- Separate outgoing Macomb (local) mail, out-of-town mail, and foreign and other "special treatment" mail
- Seal thick envelopes manually to prevent damage to such mail pieces during processing
- Arrange unsealed envelopes with the flaps down
- Address large envelopes with the clasp or sealed end on the right
- Separate interdepartmental mail from US Postal Service (USPS) mail
Related search terms: off-campus mail
Postage Stamps & Postage-Paid Postcards for University Mail
- The state of Illinois requires the purchase of postage stamps and postage-paid postcards endorsed with a perforated "I" for University mail
- Contact DPS to purchase postage stamps or postage-paid postcards for University mail
- The University will not reimburse the purchase of postage stamps and postage-paid postcards from sources other than DPS
- Request large supplies of state-endorsed stamps or postcards in advance of the date needed
Related search terms: post cards, I-stamps
Automated Mail
- Preparing University mailings of 200 or more pieces for automated mail saves offices and departments time and postage costs and avoids delivery delays
- Consult DPS throughout the design process of any mailpiece to avoid costly errors and delivery delays and to determine the following:
- mail class
- mail sortation
- non-profit qualification
- service endorsements
- indicia
- For all mailings of 200 or more pieces, contact DPS about automated mail preparation and rates
- Preparing a mailing for automated mail allows the mailing to move efficiently through the mailstream by following US Postal Service (USPS) regulations concerning layout, stock, printing, folding, and tabbing
- DPS performs the following tasks when preparing mailings for automated mail:
- Checks for and removes duplicate addresses
- Compares submitted addresses to USPS databases
- Formats addresses according to USPS regulations
- Generates regulation barcodes from address information
- Manually reviews all addresses not found in USPS databases in order to correct errors in submitted addresses
- Prepares reports that the USPS requireds for automated mail postage discounts
- Sorts addresses according to USPS requirements
Related search terms: bulk mail, bulkmail
