System Management Distribution Postal Center Procedures Policy Number: C.E.S.P. 11-8 Date Revised: 9-25-2003 Supersedes: 4-24-2001

Summary: Establishes operating procedures for the Postal Center located at the State Extension Office Complex.

The Cooperative Extension Service Postal Center is established as the central processing and distribution center for all mail and small packages for the Cooperative Extension Service State Office. The Postal Center operates under the supervision and direction of the Associate to Director of Physical Plant.

Mail Processing

• U. S. Postal Service mail to the organization is delivered to the Postal Center each work day by General Delivery Service at approximately 7:30 a.m. This mail is sorted and delivered to a central location in a timely manner. Each office retrieves its respective mail from the central location.

• Other delivery services (D.H.L.,  FED  EX,  U.P.S.) will make deliveries to the Postal Center according to their company schedule each workday, provided these deliveries are made between 8:00 a.m. and 4:30 p.m. Letter mail from these carriers will be sorted and routed to the correct office as they are received. Delivery of these items to a central location in the main building will normally be three times each day at 11:00 a.m.,2:00 p.m. and 2:45 p.m.

Outgoing mail will be processed by the postal center as follows:

1. Each department is responsible to place their outgoing mail in the central location located on the first floor of the main building.  The postal center will collect mail from this location three times each day, 11:00 AM, 2:00 PM, and 2:45 PM.

2. Prior to placing mail in the central location for processing, each department should prepare their outgoing mail as follows:

Separate into categories listed below and rubber band in small bundles with a postal template for your Org and fund attached to each bundle.

• First class mail
• First class mail with special handling (Certified or return receipt requested)
• Parcel post (4th class)
• Fed Ex
• Lowest Rate Available (If you check this box, the postal staff may be able to save you money by sending your mail under other special categories)

In the "Special Instructions" box, enter any instructions that the staff should be aware of. (This is the area to note "certified or return receipt)

You may seal any of your mail that you desire.  For larger bundles, you may want to leave envelopes open for the postal center to seal for you.  Please flap all open envelopes together in each bundle for easier processing by the postal center.

Fed Ex letters and packages should be in the central location no later than 2:20 PM each day so they can be processed for pick up at 3:00 PM.

3. Presorted standard (bulk rate) mail is normally going to be a mailing list which is printed for you in the postal center.  You should coordinate with the Campus Postmaster if you feel that your mail qualifies for this category.  Presorted standard is normally correct for newsletters, circulars, bulletins, questionnaires, and must meet the following guidelines:

200 or more pieces of same weight and similar design mail
Up to, but not including, 16 ounces weight
Must be computer presorted or special packaged and labeled (consult postal center)

4. Outgoing U.S. Postal Service mail is picked up at the postal center each afternoon at 4:30 PM for transport to the post office at 600 East Capitol Ave.

5. Fed Ex is picked up at the postal center each afternoon at 3:00 PM.