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Operations Manual The University of Iowa

PART VI. SERVICES

CHAPTER 5: CENTRAL MAIL SERVICES

(Amended 9/93; 10/94; 10/95; 5/97; 9/02; 5/05)
5.1 General
5.2 Campus Mail
5.3 U.S Mail
5.4 Parcel and Express Shipping
5.5 Student Use of Campus Mail
5.6 Bulk Mail Service

5.1 GENERAL.
Central Mail Services, a division of Business Services, provides collection and distribution of interdepartmental mail; coordinates or delivers all incoming U.S. Postal Service (USPS) mail; and processes outgoing USPS mail and United Parcel Service (UPS) parcels.

5.2 CAMPUS MAIL.

5.3 U.S. MAIL.

5.4 PARCEL AND EXPRESS SHIPPING.

5.5 STUDENT USE OF CAMPUS MAIL.

5.6 BULK MAIL SERVICE.
(Amended 9/98; 5/05)

a. General. Bulk Mail Services processes large-volume mailings for intra-campus or USPS distribution.

b. Addressing. Customers can have their address data files sent to Bulk Mail from files stored on the ITS-Administrative Systems mainframe, send their address data files using the File Envoy service available through the Printing Department web site, e-mail an address file attachment to central-mail@uiowa.edu, or send CDs or diskettes containing address files from their own systems to Bulk Mail via Campus Mail. Address files prepared in this manner will be processed on Central Mail's Video Jet System.

c. Four-up heat-activated labels are no longer being used by Bulk Mail. Please contact Bulk Mail for alternative labeling options.

d. Faculty, staff, and student mailings. ITS maintains a current campus and home address record of all faculty and staff. Many options are available such as selection by any or all of the following criteria: payroll code, class rank, home zip code, department, building. Student name and address files provide local address, mailing address, and parent address. A variety of selection criteria for mailing to subsets of the student body also are available. Requests for use of the Payroll file is subject to approval by the Central Mail Services Manager. Use of the student file requires prior approval from the Registrar's Office.

e. Services. Bulk Mail provides a variety of mailing services, including: folding, inserting, sealing, metering, collating, bursting, tabbing, address list cleansing, hand inserting, and video jet ink processing. Central Mail Services also maintains a nonprofit bulk mail permit that may be used by any University department, provided their mailing meets the following requirements:

If your mailing differs from these criteria, contact Bulk Mail Service. Permit imprint mailings may also include for-profit bulk mailings. Contact Bulk Mail for information regarding the wording of the permit if having it printed.

Bulk Mail Service does process already-prepared mailings from other departments using either the Center's permit or the department's own. If needed, postage can be applied by metering, provided the mail piece is machine-able.

University requisitions are needed for all bulk mailings. Charges for mailing services are determined on a per-piece basis for the different machines used. Cost estimates can be provided. Cost estimates are provided free at any time. For information on Alumni Mailings, see II-23.

(See also V-9 Fund Solicitation Policy.)
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Page last updated December 2014 by Office of the Senior Vice President for Finance and Operations