Mail Services Guidelines

It is the objective of the Kean University Mail Services to provide timely and accurate handling and distribution of mail to the campus community. This information outlines the services we provide as well as your responsibility in handling university mail. Compliance with the guidelines outlined here by the campus community will assist Mail Services in providing the most efficient and cost-effective services possible to the university.

Mailboxes are strategically located in buildings throughout the campus, and each office has its own mail bin. Both mail boxes and mail bins are separated into two sections; interoffice mail, and outgoing mail, outgoing mail is delivered to the U.S. Post Office.

• Mail is picked-up at least once a day, depending on the location; the last pick-up is at 2:00 pm every day.
• All mail leaves the Mail Services Department for the Union Post Office at 3:00 pm.
• Campus mail, that is deposited in the mail boxes before the scheduled pick-up time, is delivered to the Union Post Office, Monday to Friday by 4:00 pm.

Only officially recognized university organizations, faculty, staff and currently enrolled students are authorized to use the Kean University Mail Services, centrally located mail boxes, and office mail bins.

The Mail Services Center is located in the Facilities Maintenance Building, Room 135. The Facilities Maintenance building is located between the University Center and the Campus School buildings on campus

The Mail Services Center is open to the campus community Monday to Friday from 10:15 am - 4:00 pm, excluding university holidays.

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Please follow these basic guidelines to ensure efficient and cost-effective handling of mail:

• Special reusable interoffice envelopes are available from Materiel Services for interoffice mail.
• Please address interoffice mail using the full name of the department.
• Do not abbreviate department names or use room numbers.
• Please do not use white Kean University envelopes for interoffice mail. The white envelopes are substantially more expensive and can easily be mistaken for outgoing mail.

To ensure proper handling of mail, please follow these basic guidelines:

• Always identify the name or department of the sender on all outgoing mail below the return address.
• Deposit mail into campus mail boxes unsealed. Several letters should be grouped together facing one direction, one flap over the other and enclosed by a rubber band.
• Separate international mail and attach a covering slip marked "Overseas" or "International Mail."

• Large Standard (bulk) mailings or certified letters should be brought to Mail Services by 11:00 am to allow time for the paperwork to be prepared.

Mail Services will forward mail to former employees free of charge, when the forwarding address is written on the envelope.

Incoming mail should be addressed as follows:

Personal mail belonging to university employees and students will be delivered to the United States Post Office only if the correct postage has been applied by the sender.

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• The "destination address" must be in block format, at least one inch from both the left and right edges of the envelope.
• The bottom line of the address (city, state and zip code) must be at least 5/8 inch, but no more than 2-3/4 inches from the bottom of the envelope.
• Addressing the envelope in all upper-case letters is preferred.
• Typewriter or machine-printed addresses can be processed on the new high-speed automated equipment.

Any department mailing large quantities, more than 200 pieces, of mail at one time, including standard mail (formally called bulk mail) is required to do the following:

• Submit a memo or e-mail to S. Joe Kang at sjkang@kean.edu , at least five business days in advance.
• Indicate the number of pieces being mailed.
• Separate all mail going to students on campus and overseas mail from outgoing mail; this will help us to apply proper cost saving measures.
• Bring bulk mail to the Mail Services Center by 11:00 am to allow time for processing.
• Any department using labels prepared by the Data Center may request that they be run off in zip code order. This order can then be maintained while labeling.
• Specific instructions on preparing bulk mail must be obtained from Mail Services.
• Prepare all mail in zip code order

Mailing Statement

Mail Services will prepare a postal form — Nonprofit Standard Mail Statement to accompany your bulk mail. You must inform Mail Services of the exact number of pieces being mailed.

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All packages must be delivered to Materiel Services. Pick-up service for packages is not provided.

Parcel Post

Fourth Class Parcel Post is printed matter, merchandise, or other material weighing 16 ounces or more. Parcels should me marked "Parcel Post." 9;

International mail should be taken to Mail Services by 11:00 a.m. to be processed properly.

The rate for international mail is $0.60 per half ounce. A slightly lower rate is available for sending books by air mail. Please be sure to identify all packages containing books.

All other packages sent overseas require a customs declaration form, which is available at the post office.

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Overnight Express Mail

Federal Express and UPS Next Day Air are used for overnight express mail. Anyone sending overnight mail, for official university business only, must do so through the Mail Services Center.

Express Mail must be delivered to the Mail Services Center by 2:30 p.m. for next day delivery. Senders are required to fill out their name, department, and phone number under Section 1 of the air bill.

NOTE: Air bills and supplies are available in the Mail Services Center.

The following alternate drop-off locations are available if packages are not delivered to the Mail Services Center by 2:30 pm.
 

The FedEx and UPS Next Day Air drop boxes are located next to the Science Building. The last pick up is 6:00 p.m.

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Mail Services is responsible for distributing printed material such as the Administrative Report, In Memoriam announcements and other material that is approved and requested by management.

University departments, labor unions and recognized organizations may use the Mail Services facilities for document distribution by sending a staff member to Mail Services center with the documents, and by having that staff member place the documents in the appropriate mail slots. The Mail Services carrier will deliver the sorted documents with the regular mail.

Note: For same day delivery, documents must be delivered to the Mail Services Center by 8:30am.

It is very important to notify Mail Services if your office is relocated. This helps to keep all data regarding campus addresses current. Please notify Joe Kang by memo or email regarding office relocation; include the department name and building name with room number.

Please notify Joe Kang by memo or email regarding office name changes; include the former department name and the new department name.

Supervisors are required to send the names of all new employees, their department, and their office location to S. Joe Kang by memo or email.

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Contact S. Joe Kang in Mail Services, Ext. 75070, for business reply envelopes.

The Mobile Postal Van is parked in front of the University Center on the following days:

*Excluding the first Wednesday of each month

Stamps, stationary, money orders, retail packaging, and regular postal services are available at the Mobile Post Office.

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