Lamar State College-Orange Technology Resources Postal Services


	The postal services are located in the Academic Center, room 140. This information has been prepared as a source of basic information for LSC-O employees to obtain the best use of the available mail services with regard to efficiency and economics. The postal services are to be used only for official college business, as outlined in section 5.11 of the LSC-O Administrative Policies and Procedures Manual (PDF) The collected information addresses topics such as addressing, envelopes, inter-campus mail, U.S. Mail, special services, mail delivery, standard (non-profit), Airborne and other basic information for LSC-O mailing needs. Should you have specific questions regarding lost mail or mailings in general, we urge you to call the LSC-O Mail Services office at (409)883-7750 or 0 or E-Mail appropriate LSC-O Mail Services staff listed below: Pam Hardin - Pam.Hardin@LSCO.edu Linda Burnett - Linda.Burnett@LSCO.edu Postal Services General Information LSC-O Internal postal services Fax service Intra-campus and Inter-campus mail Sealing of mail Postage paid mail Personal mail Business reply mail - permit 14 Bulk mail (non-profit) - permit 42 US Postal Special Services Certified Mail Registered Mail Return Receipt Restricted Delivery Airborne Express Services Postal Services General Information Hours Each fall and spring semester the LSC-O postal services office is open from 7:30 a.m. to 9:00 p.m. Monday through Thursday and 7:30 a.m. to 5:00 p.m. Friday. Each summer semester, the office is open from 7:30 a.m. to 6:00 p.m. Monday through Thursday and 7:30 a.m. to 5:00 p.m. Friday. Location The LSC-O postal services office is located in the Academic Center, Room 140. The telephone numbers are 883-7750 or 0 (from within the campus). Current mail schedule LSC-O postal services processes mail into all faculty, staff and department mailboxes on a daily basis. There is no mail processing on weekends or on scheduled college holidays and planned shutdowns. Mail schedule currently in effect is as follows: Regular U.S Mail sorted into all mail boxes daily (Monday-Friday) Airborne mail - for same day pickup, items need to be at LSC-O postal services office by 3:30 p.m. Metered mail service - for same day delivery to U.S. Post Office, items need to be at LSC-O Postal Services office by 3:30 p.m., Monday through Thursday and 11:00am Friday. LSC-O Internal postal services Fax service A fax machine and fax cover sheet are available in the postal services office for business related uses. The material to be faxed and completed coversheet can be submitted to postal services employees for transmittal. The faxed material is placed in the employee's mailbox following completion of transmittal. When a department/office receives an incoming fax, postal services employees will place the fax in the appropriate mailbox. If the recipient of the fax cannot be determined, the fax will be placed in the president's mailbox for routing determination. Intra-campus and Inter-campus mail Intra-campus and inter-campus mail consists of correspondence for delivery to an individual on any of the Lamar campuses Recycled envelopes can be used for mailing this type correspondence. When using these envelopes, please be sure to mark out previous addresses and print the name of the person or office to receive the envelope. To provide proper delivery, intra- or inter-campus mail requires a full name. Please do not use room numbers or building names. For any changes in location of departments/offices or personnel, the LSC-O postal services office must be notified in order to avoid delay in mail reaching the proper departments/offices and personnel. Send any location or personnel changes to the Coordinator of Information Resources via email or written memo. For large mailouts to groups of employees via intra-campus mail, the correct number of copies needs to be submitted to the LSC-O postal services. Instructions detailing what group or groups of employees should receive the mailout should also be submitted. Sealing of mail LSC-O postal services offers automatic sealing of standard size gummed envelopes. The machine meters and seals the envelope in one operation. Only first class, letter sized mail can be sealed through the machine. Envelopes requiring sealing should have the flaps folded down in order to feed through the automatic sealer. Failure to follow this procedure will delay automatic processing of the mail. Postage paid mail Mail with postage already attached or indicated is to be bundled and separated from other types of mail. Personal mail The college requires that all faculty and staff receive their personal mail at their homes or other designated locations. Outgoing personal mail must have the proper postage affixed prior to depositing at the LSC-O Postal Services Office. Personal mail delivered to the LSC-O postal services will be taken to the U.S. Post Office based on current LSC-O mail schedule. Business reply mail - permit 14 Business reply mail consists of preprinted envelopes or post cards for distribution by the mailer. This service is a prepayment by the mailer. The postage is charged only for the items returned. There is not a minimum number required for mail out. To request the postage paid return envelopes, contact the Coordinator of Institutional Research. The mail piece designed for return to LSC-O needs to indicate the department or individual who should receive the returned mail piece. All business reply mail is returned to the Coordinator of Institutional Research. The business reply mail is opened, reviewed and returned to department or individual noted on mail piece. Bulk mail (non-profit) - permit 42 Any college department/office planning to mail 200 or more identical mail pieces at one time may take advantage of the bulk mail rates. The use of bulk mail rates may reduce mailing cost by half, depending on delivery needs and advanced planning. A minimum of 200 pieces is required. All pieces must be uniform in weight and contents. Each piece must weigh fewer than 16 ounces. The mailings must be delivered to the LSC-O postal services sorted in zip code order. Examples of bulk mailings are fliers, brochures and printed matter. This mail may not contain material of a first class nature or any handwritten material. In order to comply with current U.S. postal services regulations, all departments/offices that are designing a mail piece for mailing must bring the mail piece to LSC-O postal services office for approval before the item is printed. Mail presented for mailing without approval by the LSC-O postal services office could be rejected, delayed or cost the department/office more to mail. The LSC-O postal services office may reject bulk mailings that do not conform to the U.S. postal services rules and regulations. US Postal Services Special Services Any letter/flat that needs special services should clearly be marked with the service required. Please make sure the information on the special services needed is secured to the mail piece. Please do not use Post-It notes without making sure the Post-It note is taped to the item being mailed. The following USPS special services are available: Certified Mail Certified mail is for first class mail only. The sender completes the certified mail request form, which is then attached to the mail piece. This form includes a return receipt for proof of delivery. This service provides the sender with a mailing receipt, and a record of delivery is retained for two years at the receiving U.S. Post Office. Registered Mail Registered mail is the most secure service the U.S. Postal Service offers. This service incorporates a system of receipts to monitor registered articles from the point of acceptance to delivery. Postage insurance may be purchased. Return Receipt A return receipt is your proof of delivery. It is available for insured, certified, registered and domestic express mail shipments. The return receipt identifies the article number, who signed for it and the date it was delivered. Restricted Delivery Restricted delivery is available on certified and registered mail only. For a fee it restricts the delivery to only the addressee, or the addressee can authorize, in writing, someone else to receive the mail. Airborne Express Service The services detailed below, are offered by Airborne Express: Next Day - Guaranteed delivery the next business day. Second Day -Guaranteed delivery in two business days. 3-Day Business - Guaranteed delivery in three business days. Ground Track - Any Texas address within two business days or across the USA within five business days. To mail using Airborne Express, attach the required Airborne shipping label. On-line Airborne shipping labels can be created through the Airborne home page. Each LSC-O employee can create a user specific profile. This profile allows the employee to keep a record of packages sent and a user specific address book. The laser labels needed for on-line printing can be received at the LSC-O postal services office. The online label process creates the label and the receipt that is sent to the business office. A complete physical address is required to mail Airborne Express. A post office box number or rural box number cannot be used. The telephone number of the addressee is requested, if possible. The LSC-O postal services office provides a short introduction on how to use the Airborne web site and help in creating the user specific profile. Call the postal services office, by dialing "0" on campus or (409)883-7750 off-campus to request the introduction session.