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Document and Publication Services

For more information about the information and procedures on this page or about Document and Publication Services (DPS), contact DPS.

Ensuring Quality and Consistency

DPS works with University Marketing, University Relations, and the Visual Production Center to maintain the University's Visual Identity Guidelines .

Office Supplies

  • DPS stocks a wide variety of office supplies that University departments and organization can purchase at significant savings.
  • DPS can special order office supplies from among a variety of vendors.
    • DPS will shop for the best price and handle returns for University departments and organizations.
  • To order office supplies, see the Office Supplies page on the DPS website.

Related terms:

Submit related terms or suggestions for or questions about this section of the DPS website.

University Copier Program (UCP)

  • Contact DPS for information about obtaining a copier or other duplicating equipment.
  • University procedures require that University units obtain copiers through the University Copier Program (UCP) in most cases and that employees obtain prior approval from DPS to purchase copiers or other duplicating equipment; see Purchasing Approvals in the University’s Administrative Procedures Handbook.
  • For more information about the UCP, see the University Copier Program page on the DPS website.

Related terms: copy, copiers, printers, fax machines, scanners, multi-function devices, multifunction devices

Western Illinois University Business Cards

Related terms:

Western Illinois University Letterhead, Envelopes & Mailing Labels

  • DPS produces all official Western Illinois University letterhead, envelopes, and mailing labels.
  • To order official University letterhead, envelopes, or combination address-return address mailing labels (suitable for exceptional pieces such as small quantities of large envelopes or oddly shaped mail pieces), see the Western Illinois University Letterhead, Envelopes & Mailing Labels page on the DPS website.

Related terms:

Western Illinois University Flat Sheets

Related terms: informational, departmental, area of study, areas of study

Projects Not Requiring Document Preparation Services

  • To place an order for a project not requiring document preparation services, see the Place an Order page on the DPS website.
  • University procedures require that University units and employees obtain prior approval from DPS to purchase copying, printing, document preparation, or related services from non-University sources; see Purchasing Approvals in the University’s Administrative Procedures Handbook.
    • The Purchasing and Business Services offices review all purchases for required approvals.
    • The University does not authorize payment or reimbursement for such purchases without DPS approval.
  • Generally, DPS does not approve the purchase of any services that DPS and/or departments can themselves provide.

Related terms: camera-ready, prepress, pre-press

Projects Requiring Document Preparation Services

  • To initiate a project requiring document preparation services, contact DPS to schedule an appointment with the publications manager to discuss specifications and timelines.
  • University procedures require that University units and employees obtain prior approval from DPS to purchase copying, printing, document preparation, or related services from non-University sources; see Purchasing Approvals in the University’s Administrative Procedures Handbook.
    • The Purchasing and Business Services offices review all purchases for required approvals.
    • The University does not authorize payment or reimbursement for such purchases without DPS approval.
  • Generally, DPS does not approve the purchase of any services that DPS and/or departments can themselves provide.

Related terms: camera-ready, prepress, pre-press

Deliveries & Pick-Up Locations

  • DPS offers convenient pick-up and delivery service at no additional cost.
  • DPS makes daily pick-ups at designated pick-up locations each morning and deliveries directly to customers in the morning and afternoon.
  • University units may also arrange with DPS for pick-ups and deliveries on an as-needed basis.
  • DPS makes pick-ups and deliveries to buildings on both the Macomb and Quad Cities campuses as well as to DPS customers around Macomb.
  • See the DPS website for a list of designated pick-up locations.

Related terms: drop-off points

Mail & Mail Preparation

  • DPS handles and processes all mail according to University and US Postal Service (USPS) policies, regulations, and procedures.
    • The procedures outlined herein enable DPS to sort and dispatch mail as quickly and accurately as possible each workday.
  • DPS picks up, processes, and delivers both interdepartmental and USPS mail on and between the Macomb and Quad Cities campuses as well as between the University and USPS.
  • DPS makes once-daily mail delivery and pick-up stops throughout the University, using a pouch exchange system.
  • Sort and group outgoing mail as follows:
    • interdepartmental mail – letters
    • interdepartmental mail – flats (more than 11½″ long, or more than 6⅛″ high, or more than ¼″ thick)
    • outgoing USPS mail for metering – letters
    • outgoing USPS mail for metering – flats (more than 11½″ long, or more than 6⅛″ high, or more than ¼″ thick)
    • stamped USPS mail
    • special service USPS mail
    • forwarded mail
    • international mail
  • Interdepartmental, stamped, and forwarded mail does not require the inclusion of a completed postage charge slip; include a completed postage charge slip with each other category of mail.

Related terms:

Interdepartmental Mail
  • Use the University mailing system for University business only.
    • DPS does not pick-up, deliver, or process non-business, personal mail, including non-business newspapers, magazines, direct sales items, personal items from non-University entities, articles of clothing, etc.
  • Enclose all interdepartmental mail in envelopes unless other arrangements have been made with DPS.
    • Use interdepartmental envelopes (usually brown with multiple spaces for from, to, and department information) for mail on and between the Macomb and Quad Cities campuses whenever possible.
    • Use interdepartmental envelopes for interdepartmental mail to avoid confusion with outgoing mail.
    • Contact DPS to contribute supplies of overstock interdepartmental envelopes for use by other University departments and offices.
    • Contact DPS to obtain overstock interdepartmental envelopes, if available.
    • Contact DPS to purchase various sizes of interdepartmental envelopes.
  • Address interdepartmental mail as follows:

    From [sender's full name]
    To [recipient's full name]
    recipient's full office or department name]

    • Address interdepartmental mail legibly.
    • Use recipient's department name, not building and room number, in addresses.
    • Address labels must display department name, not building and room number.
    • Use only full department names, not abbreviations, in addresses.
    • Include the intended recipient’s name in an address.
    • DPS picks up, sorts, and delivers mail by department.
    • Use building and room number for clarification only.
  • Separate interdepartmental mail from US Postal Service (USPS) mail.
  • Use paper clips or rubber bands to group five (5) or more pieces for the same department in interdepartmental mailings.
  • Use paper clips or rubber bands to group five (5) or more pieces for the same residence hall in interdepartmental mailings.
  • Use paper clips or rubber bands to group five (5) or more pieces for the same individual in interdepartmental mailings.
  • DPS will return improperly or incompletely addressed or grouped mail to the sender.
  • Interdepartmental mail does not require a postage charge slip.
  • Interdepartmental mail does not require postage.

Related terms: campus mail

Outgoing US Postal Service Mail
  • 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 the University mailing indicia (first class, standard, and nonprofit) for automated mail only.
  • Include a completed postage charge slip for each account with outgoing University mail.
    • Separate outgoing University mail by account number.
    • Indicate the account number to use with each group of outgoing University mail.
    • Contact DPS to obtain postage charge slips at no cost.
    • DPS will return improperly, insufficiently, or unclearly prepared outgoing University mail to the sender.
      • DPS will send such outgoing University mail without a return address to the US Postal Service (USPS) mail recovery center (formerly known as the "dead letter office").
      • USPS regulations prohibit sending such mail with postage due.
  • 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 up.
  • Address large envelopes with the clasp or sealed end on the right.
  • Separate interdepartmental mail from USPS mail.
  • Contact DPS for information about postal rates for various classes of mail and about fees for special mail services and handling. [copy to DPS website]
  • Contact DPS for postal containers such as mail tubs and trays. [copy to DPS website]
    • USPS and DPS accept mail only in approved containers.

Related terms: bulk mail, bulkmail

Mail Class Definitions
  • Mark mail with the proper classification to ensure proper posting and handling.
    • DPS sends non-parcel mail via first class at corresponding rates unless otherwise marked.
    • DPS sends any parcel mail at the most economical rate unless otherwise marked.
  • The US Postal Service (USPS) generally delivers first class mail—including postcards (unless otherwise classified) and business reply mail—within three (3) days to most domestic destinations.
  • USPS generally delivers priority mail in two or three (2-3) days.
    • USPS automatically considers mail that weighs 13 ounces or more priority mail.
    • Customers may send mail under 13 ounces as priority mail, but USPS charges a minimum rate for this service that is more than the usual first class rate.
  • USPS classifies newspapers and magazines issued at least four (4) times per year as periodical mail on the basis of a periodical permit.
  • USPS generally delivers automated standard or automated non-profit mail within 14 days at significantly discounted rates.
  • USPS does not expedite the four (4) categories of package services mail but usually delivers such mail in three to seven (3-7) days:
    1. Parcel post mail must not exceed 70 pounds and 130 inches in combined length and girth.
      • USPS will charge all oversized pieces, regardless of actual weight, at an "oversized" rate.
    2. USPS sends media mail with the same dimension restrictions as parcel post mail.
    3. Customers may send library mail with the same dimension restrictions as parcel post mail between schools and cultural institutions.

Related terms: bulk mail, bulkmail

Special Service Definitions
  • Accountable mail includes certified, express, insured, registered, and mail requiring a return receipt or delivery confirmation.
    • Certified mail provides a customer with a receipt at the time of mailing
      • The US Postal Service (USPS) maintains records of delivery.
      • USPS accepts only first class, mailable matter as certified mail.
      • Certified mail provides proof of the mailing and delivery of a piece.
    • Express mail guarantees next business day delivery to most destinations within the US.
      • Deliveries to some locations in the US and all locations overseas do take longer than one (1) day.
      • Express mail includes insurance of up to $100 at no extra cost.
      • DPS must receive express mail no later than 3:30 pm daily.
      • Mail received after 3:30 pm may not arrive at its destination by the following business day.
    • Insured mail provides protection by insuring against mail loss, rifling, or damage.
      • Customers may purchase up to $5,000 of insurance for package services, priority, or first class mail.
    • Registered mail documents mail at each step in the mailing process.
      • Registered mail provides security for documents or items of value.
      • USPS keeps registered mail physically secure.
      • Added security may delay delivery by 24-48 hours.
    • Return receipts provide proof of mailing and delivery.
      • The addressee signs a green card, which USPS returns to the mailer as proof of delivery.
      • USPS offers return receipts for domestic express, registered, certified, and insured mail.
      • The return receipt identifies the article number, the person who signed for it, and the delivery date.
      • Another option, restricted delivery, requires direct delivery only to the addressee.
    • Delivery confirmation provides the mailer with information about the date and time of actual or attempted delivery.
      • USPS offers delivery confirmation for priority and package services mail only.
  • Contact DPS for special service and accountable mail forms.

Related terms:

Metered Mail
  • Outgoing metered mail (mail to which DPS affixes postage) must reach DPS before 3:30 pm to ensure dispatch to the Macomb post office on the same day.
  • Utilize DPS’s metered mail services to send mail in the most cost-effective manner.
  • DPS will meter mail for University business only.
  • Use official, pre-printed University envelopes that clearly and neatly display a complete mailing address for metered mail.
  • Include a completed postage charge slip for each account with metered mail.
  • Arrange unsealed envelopes with the flaps up.
  • Indicate clearly any mail that requires special services.
  • Include instructions on postage charge slips about any mail that requires special services.

Related terms:

International Mail
  • Indicate only the full, unabbreviated name of the country in capital letters on the bottom line of an international address:

    Mr. Thomas Clark
    117 Russell Drive
    London WIP 6HQ
    ENGLAND

  • International letters, letter packages, and printed matter that weigh less than 16 ounces do not require US customs forms.
    • Include a completed US customs form PS 2976 or 2976-A with all other international mail.
    • All international mail requires an envelope.
    • Contact DPS about mailing regulations and restrictions regarding individual countries.

Related terms:

Stamped Mail
  • DPS encourages faculty and staff to deposit non-University stamped mail such as holiday greeting cards, monthly bills, and other personal correspondence in US Postal Service (USPS) drop boxes.
    • Macomb campus employees can find a USPS drop box outside the northwest corner of the University Union.
  • The state of Illinois requires the purchase of postage stamps and postage-paid postcards endorsed with a perforated "I" (I-stamps) for University mail.
    • State law prohibits the use of I-stamps for non-University mail.
  • Contact DPS to purchase postage stamps or postage-paid postcards for University mail.
    • University units may authorize such purchases using completed postage charge slips.
    • Indicate the quantities and denominations of the items required.
    • DPS delivers such items to department as soon as possible.
    • DPS requires a signature acknowledging receipt of such items upon delivery.
    • DPS obtains such items from the Central Management Services in Springfield, Illinois, and stocks them in limited denominations and quantities.
    • Request any quantities—but especially large quantities—of such items in advance of the date needed.
    • DPS cannot accept cash or personal checks for such items.
  • The University does not reimburse the purchase of postage stamps and postage-paid postcards from sources other than DPS.

Related terms:

Unacceptable Mail
  • DPS will return improperly, insufficiently, or unclearly prepared outgoing University mail, including mails without a completed postage charge slip, to the sender.
    • DPS will send such outgoing University mail without a return address to the US Postal Service (USPS) mail recovery center (formerly known as the "dead letter office").
    • USPS regulations prohibit sending such mail postage due.
  • DPS does not process the following:
    • COD (cash on delivery) mail
    • any material prohibited by federal regulations
    • unstamped mail not related to University business
    • literature, circulars, or notices from non-University entities
    • personal books
    • petitions, money solicitations, membership recruitment, or election or campaign literature of a partisan nature
    • currency or coin
    • scandalous or libelous material
    • controversial materials
    • unstamped commercial solicitations
    • unstamped advertisements

Related terms:

Automated Mail
  • Proper preparation of University mailings of 200 or more pieces for automated mail saves offices and departments time and postage costs and avoids delivery delays.
    • Such preparation requires special software and knowledge of US Postal Service (USPS) regulations and processes.
  • Consult DPS throughout the design process of any mail piece to avoid costly errors and delivery delays and to determine the following:
    • mail class
    • mail sortation
    • non-profit qualification
    • service endorsements
    • indicia
  • Present all mail piece designs displaying any University mailing indicia (first class, standard, and nonprofit) to DPS mail for feedback and approval prior to distribution or, preferably, production.
  • Contact DPS about automated mail preparation and rates for all mailings of 200 or more pieces.
  • Preparing a mailing for automated mail allows the mailing to move efficiently through the mail stream by following 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 requires for automated mail postage discounts
    • sorts addresses according to USPS requirements

Related search terms: bulk mail, bulkmail

Business Reply Mail

Related terms:

Incoming US Postal Service Mail
  • The US Postal Service (USPS) delivers mail from the Macomb post office to DPS by about 9:00 am each operating day.
  • USPS picks up mail from DPS and delivers it to the Macomb post office at about 4:00 pm each operating day.
  • DPS receives first class, small-sized parcel post, and mail requiring special services.
  • DPS records the number, department, and date of registered, express, certified, and insured mail then delivers such mail to designated departments.
    • DPS requires a signature upon delivery of registeredexpresscertified, and insured mail then enters delivery information into its accounting system.
    • DPS cannot and does not track or record information about all mail that it receives from USPS.
      • DPS cannot and does not track or explicitly account for all mail with USPS tracking information.
      • DPS tracks and explicitly accounts only for mail for which DPS signs and for which DPS, in turn, requires signatures when delivering mail.
  • The address of incoming Macomb campus mail should use the following format in order for DPS to process it in a timely fashion:

    [recipient's full name]
    [recipient's full office or department name]
    Western Illinois University
    1 University Circle
    Macomb, IL 61455-1390

  • DPS does not deliver incoming non-University mail and holds it for pickup by the intended recipient.
  • Notify DPS in a timely manner of all changes in official department name or building location.
  • Notify DPS about offices closed during regular mail delivery periods such as semester or vacation breaks.

Related terms:

Mail Forwarding
  • A department should forward mail addressed to a former department employee to that employee’s new University department, if known.
  • The US Postal Service (USPS) forwards first class mail at no charge for one year.
    • To forward such mail, draw a line through the incorrect address, indicate the correct new address, band separately, and return to DPS.
  • USPS forwards periodical mail (magazines, newspapers, etc.) at no charge for 60 days.
  • If a department does not know the forwarding address for a former department employee, it should mark the face of the envelope with "Return to Sender" and return it to DPS.
  • USPS does not forward standard mail; however, departments should return items marked with ancillary endorsements (i.e., address, forwarding, return, or change service requested) to DPS.
  • Employees and students may not leave an official change-of-address form at the Macomb post office or at DPS for the purpose of redirecting mail.

Related terms:

Insufficiently Addressed Mail
  • DPS sends first class mail returned to the University with an insufficient return address to Business Services to determine, if possible, the sender’s name and department.
  • DPS sends first class mail addressed generally to "Western Illinois University" without specific department or individual information to Business Services.
    • Business Services opens such mail to determine to whom to deliver it.
    • When Business Services cannot identify the intended recipient, DPS attempts to return the mail to the sender, if possible.
      • If the piece has a return address, DPS stamps it "Insufficient Address" and returns it to the sender.
      • If the piece has no return address, DPS returns it to USPS for disposition.
  • DPS handles incoming, insufficiently addressed periodical, standard, and parcel post mail is as follows:
    • DPS returns such mail indicating address, forwarding, return, or change service requested on the face of the envelope to the Macomb post office for disposition.
    • DPS disposes of such mail not indicating address, forwarding, return, or change service requested unopened.

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