UCR

UCR Policies and Procedures

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Campus Policy Number: 350-20

Additional Services

Policy Owner: Mail Services
Effective Date:8/16/96

A RECHARGE CARD MUST ACCOMPANY EACH SERVICE REQUESTED

  1. LABELING/INSERTING/FOLDING
  2. Pressure sensitive labeling (1-up labels only) and direct imprinting are available. Inserting of up to 4 items using #10 envelopes only can be done by Mail Services. Various folding requests are also available. Consult Mail Services prior to requesting any service, to be sure your job will be compatible with available equipment or for cost information.

  3. BULK MAIL
  4. Departments are encouraged to use campus bulk mail service. All bulk and business reply mail formats must be pre-approved by UCR Mail Services before being printed. Mail Services must authorize the use of Permit #131 for non-profit bulk mailings.

    Each bulk mail form must be signed by an authorized Mail Service employee to be processed by the U.S. Postal Service. Consult Mail Services for specific information on preparation, costs and restrictions.

  5. CAMPUS LISTS
  6. Specifically designated mailing lists are provided for distributing materials to faculty, staff and students. These lists specify the number of copies distributed to the departments, and do not provide for by name addressing of mail.

    Use of the mailing lists will be facilitated by inclusion of the list designation following the address. For example:

    To: All Departments (List J).

    It is recommended that orders to Printing & Reprographics for campus list mailings be ordered by list name and not by quantity as lists are increased and decreased periodically.

    Departments should keep Mail Services advised of the total number of copies needed for internal distribution for each list. In the interest of economy, efforts should be made to reduce the number of copies.

    CAMPUS LISTS

    LIST
    QUANTITY
    COST
    DEFINITION/COVERAGE
    A **
    2810
    $20.00
    All faculty/staff Publications intended for general interest.
    C
    385
    16.00
    Employment opportunities (Private use).
    D
    1280
    15.00
    Calendar/UC Report (Private use).
    E **
    2470
    16.00
    Career staff/faculty Publications for general interest.
    F **
    795
    13.00
    Faculty
    G **
    1740
    16.00
    Career staff
    H
    135
    5.00
    Acad unit heads, deans, directors, chairs
    I
    85
    5.00
    Career Services (Private use).
    J*
    200
    7.00
    One copy per department to post.
    K
    1620
    10.00
    VC Admin Newsletter (Private use).
    M
    215
    5.00
    Equipment Mgt Sales (Private use).
    S
    3148
    15.00
    VC Stu Aff Newsletter (Private use).
    U
    1015
    13.00
    UCR Magazine (Private use).



    * Most "List J's" (text only) can be sent via e-mail. Instructions on following page.

    ** Specific list distributions may require the prior approval of the Manager of Mail Services.

    ELECTRONIC LIST J

    There are two ways to send an announcement for distribution:

    1. Send e-mail to LISTJ@LISTSERV.UCR.EDU with your announcement typed into the body of the message, and Net-Mail on the subject line.
    2. If you are using Eudora, you can type your message in your word processing program and send it as an attachment.
    3. To send an attachment from Eudora:

      • Address your e-mail to LISTJ@LISTSERV.UCR.EDU
      • Choose the Message menu choice
      • Choose Attach Document
      • Highlight the filename of your saved announcement
      • Click the OK button

      The owner of LISTJ (Mail Services) will review the announcement, then forward it to the entire list. New "subscribers" may send their e-mail address to: Laurene Fazio, Mail Service. (One subscriber per department, please.) After you send a list J for distribution, you must send a recharge for $7.00 to cover the cost. (Sundry Debtors will be billed).

      When you receive announcements from electronic List J, you will want to distribute these to your department. The simplest way is to make a copy to post, or set up an alias or nickname.

      To set up a nickname in Eudora:

      • Choose the Window menu choice
      • Choose Nicknames. Click on New
      • Type in the nickname (ie. Dept List).
      • Click on the box "Put on recipient list", Click on OK
      • Type in each person's e-mail address
      • Enter a comma or press <enter> after each address
      • Press Ctrl/F4 to close the nickname section
      • Click Save to save the nickname and addresses

      To FORWARD any e-mail received for List J:

      • Open List J message or highlight it in your In mailbox
      • Choose the Message Menu
      • Choose Forward To, Pick the nickname you created
      • Click Send button or press Ctrl/E

      Do not reply on electronic List J's, this service is for sending messages out to campus departments only. Your "reply" may be sent to the entire campus.

      The Microcomputer Support Group can assist you with any e-mail questions you may have regarding List J attachments, aliases, and nicknames in programs other than Eudora. Call x3555.

  7. POSTAGE STAMP SALES
  8. To take full advantage of postal discounts, minimize total handling costs, and protect postage stamps from potential theft or misuse, the University encourages the central holding of postage stamps in one department--Mail Services. To serve the customer's occasional needs for postage to make urgent mailings after normal business hours, Mail Services does carry all denominations of postage stamps. Departments can use a recharge card to place an order for postage stamps by mail or in person.

    In the rare case where a department seeks to purchase postage stamps directly from the U.S. Postal Service, prior authorization from Mail Services is needed. Reimbursement for unauthorized purchases may be denied.

  9. MESSENGER SERVICE
  10. The Messenger Service is designed to provide delivery of urgent official university messages and parcels to on and off campus department locations. The customer will pay for this service with a recharge card. The charge for delivery is based on pick up from one location and delivery to one location. Deliveries going to multiple locations will be charged for each delivery at the full rate.

    Messenger Service hours are: Monday through Friday, 8:00am to 4:30pm. The current charge is $5.25 for pick up from one location and delivery to one location.