INSTRUCTIONS FOR MAIL CLERKS. K-State Residence Halls

Transcription

1 INSTRUCTIONS FOR MAIL CLERKS K-State Residence Halls FALL 2017

2 TABLE OF CONTENTS INTRODUCTION Introduction to this manual... 1 Campus Mail... 1 Campus Post Office... 1 Where is my package?... 2 Delivering the Mail... 2 Free Consultation... 2 Mail Is Out Sign... 2 Presorted Mail... 2 Refused Mail... 2 U. S. Post Office... 2 CLASSES OF MAIL First Class Mail... 3 Periodicals Mail... 3 Standard Mail... 3 Parcel Post... 4 Priority Mail... 4 SmartPost and Surepost... 4 FORWARDING ADDRESS CARD Purpose and Use of the FAC... 5 USPS REFERENCES URLs for current information STATE AND TERRITORY ABBREVIATIONS KANSAS ZIP CODES BY CITY PLUS 4 ZIP CODES BY FLOOR RESIDENCE HALL STREET ADDRESSES WHAT ABOUT PHONE BOOKS? Phone books with unusual addresses PAYROLL PROCEDURES KRONOS WORKFORCE TIMEKEEPING SYSTEM It's all about your ID card CAs signing in as mail clerks Time Edit Form PACKAGES General... 6 Package Slip... 6 Package Log... 6 UNDELIVERABLE-AS-ADDRESSED MAIL Permanent Felt Markers... 7 Blank Address Labels... 7 K-State Campus Mail... 7 UPS Packages... 7 USPS Mail... 7 USPS Periodicals... 7 FORWARDING TERMINOLOGY Endorsements... 8 Exceptional Addresses... 8 Reason for Non-Delivery... 8 FORWARDING POLICIES AND INSTRUCTIONS First Class Mail / Postcards / Priority Mail... 9 Periodicals Mail (first 60 days) Periodicals Mail (after 60 days) Standard Mail...11 Parcel Post / Parcel Select Sorry We Missed You! (USPS Form 3849) UPS Packages UPS Packages Transferred to USPS FedEx Packages GLOSSARY OF USPS TERMS USPS FAQs... 16

3 INTRODUCTION 1 Mail room operation is an important responsibility in serving our residents. We will adhere to all federal standards for distribution of mail, as well as handling of undeliverable mail. Every effort will be made to insure the security of the mail, including placing it in the correct box. We will observe the privacy of our residents. There will be no gossip or discussion about the origin or contents of items that come through our mail rooms. Mail clerks should have a flexible afternoon schedule. Arrival of the day's mail will vary. Only authorized people may enter the mail room. Those authorized may include senior staff, RAs, CAs, mail clerks, Central Mail Services employees and, when necessary, Maintenance employees. U. S. mail is delivered to halls by the university's Central Mail Services. Their personnel are allowed to go in the mail rooms. In this manual, we'll generally pretend that the USPS is still delivering the mail, since it will be in their hands once it leaves university property, and their guidelines for handling mail apply. If you encounter quantity items someone intends for distribution in mailboxes which don't appear to be official university business - and which did not come in the U. S. mail or campus mail - check with the coordinator before distributing. The fact that a CA accepted items doesn't mean they may go in mailboxes. Mail to be returned to the post office (which will be explained later) is bundled together and put in the outgoing mail drop or tub when it's ready to go. The first topic to be covered in this manual is classes of mail. While placing mail in someone's box is straightforward, when the addressee has left the hall, you must be able to recognize what class of mail it is in order to properly handle it. Next you will find general instructions which apply to every hall's mail room, the forms we use, etc. Proper handling and security of packages is a major point of emphasis in our residence halls. You will learn our practices for recording the arrival and distribution of packages. Every package must be logged before it is released or returned. Mail forwarding may be completely unfamiliar to you. Forwarding means sending a letter or package to a person's new address. There's more to it than writing a new address, because not every class of mail can be sent to a new address without new postage. The forwarding instructions later in this manual are written like a flow chart, categorized by class of mail. Once you've determined the class of mail, you can follow the steps which apply if there is an endorsement. CAMPUS MAIL The postage-free campus mail system is operated for official business of the university. All campus mail must have a return address. Greeting cards and personal letters from one student to another are not permitted. Letters from a student to a university department or office (in an ordinary envelope) are acceptable. Items from student organizations are acceptable. Outgoing campus mail is either accepted by the community assistants, or placed in an outgoing slot by residents. It will help Central Mail if campus mail is kept separate from U. S. mail. CAMPUS POST OFFICE The university operates a contract post office. Its services will meet most students' needs. Its business hours are Monday to Friday, 8:30 A.M. to 3:30 P.M., including noon hour. It is located at the west end of Dykstra Hall, at the intersection of 17th Street and Claflin Road. There are three 15-minute parking spaces near the entrance. The phone number is The post office sells stamps, weighs letters and packages to determine postage, insures packages, provides Priority Mail envelopes and boxes, can assist with international mail, and issues postage-due and signature-required items. Outside the post office are campus and U.S. Mail outgoing mailboxes, available 24/7. U.S. Mail weighing 13 ounces or more may not be placed in a mailbox. Due to heightened security, all mail that bears postage stamps and weighs more than 13 ounces must be taken to a service counter at a Post Office. The web site for K-State's contract post office is: If you visit their web page, please be aware that some services mentioned are available only to university departments.

4 2 WHERE IS MY PACKAGE?! Central Mail Services intends to deliver U. S. and campus mail to the halls between 1:00 and 3:00 p.m., Monday - Saturday. A little-known fact is that when Central Mail delivers, the mail and packages they bring came to Manhattan the day before, and they picked them up at the Manhattan Post Office about 4 p.m. So... when a resident insists to the CA that we have his or her package, tracking may be showing it anywhere in the city. If a resident insists that the university has the package, it may be in Central Mail's building, but not at the hall yet. DON'T SEND RESIDENTS TO CENTRAL MAIL! Let nature take its course. DELIVERING THE MAIL It's harder to get magazines and newspapers into boxes if letters are already in them. You don't need to sort mail before putting it into boxes. Check for a match on the last name on the mailbox with the name on the mail piece. Mailbox labels should be changed when a checkout or room change occurs. Report any suspected errors to the residence life coordinator. If the addressee no longer lives in the room on the address, check the alpha roster. If the person is in another room in the hall, deliver the mail to the correct box immediately. Set aside undeliverable mail until the current residents' mail is delivered. "MAIL IS OUT" SIGN Many halls have some sort of "Mail Is Out" sign to put out when all mail has been distributed. PRESORTED MAIL First Class or Standard classes of mail, as described below, may have reduced postage if the sender sorted the pieces by ZIP Code before mailing. If so, the postmark will say something like "PRESORTED FIRST CLASS" or "PRESORT STANDARD." The term Presorted is unrelated to the class of mail, and has no bearing on forwarding mail. REFUSED MAIL To refuse an item, a person may write "refused" on the unopened item and then send it back. Items that have been opened must have new postage applied before returning them. Endorsements such as "return postage guaranteed" are valid only if a package or letter has not been opened, or if the item was undeliverable as addressed. U. S. POST OFFICE Manhattan's U. S. Post Office is at 5th and Leavenworth Streets. This is a full-service post office. Its business hours are Monday to Friday, 8:30 A.M. - 4:30 P.M. and Saturday, 9:30 A.M. to noon. The phone number is FREE CONSULTATION! If you're uncertain on a policy or procedure (such as how to handle a piece of mail), you're welcome to call David Yoder in the Derby Academic Resource Center (2-6368) or at home (5-0459). You're also welcome to consult Barb Larson at Central Mail Services at if you have mail forwarding questions. A copy of this manual (as a PDF) is available for viewing or download from One advantage of the digital version is the ability to use the Find function of your PDF reader or web browser to look up fun facts.

5 CLASSES OF MAIL 3 When handling mail for an ex-resident, you must first determine the class of mail to know if you should forward it, return it or discard it. The information that follows explains the classes. FIRST-CLASS MAIL includes: personal and business letters (Handwritten and typed messages must be sent First-Class.) bills and statements of account postcards (which must be at least 3 1/2" x 5", and no more than 4 1/4" x 6") canceled and uncanceled checks business reply mail Postcards, letters, large envelopes, small packages and lightweight merchandise can be sent using First-Class Mail. For items weighing more than 13 ounces, Priority Mail should be used. Here are examples of the postmarks you will often see on First Class Mail when a postage stamp is not used. PRESORTED FIRST-CLASS U.S. POSTAGE PAID DISCOVER PLATINUM PRESORT FIRST-CLASS MAIL U.S. POSTAGE PAID NORFOLK, VA PERMIT NO. 33 On mail with metered postmarks, pay attention to this area of the postmark. Metered postmarks look similar, but the class of mail varies, and may be printed vertically on the left side. There are many possible rates, depending on weight of the item, etc. Obviously, the one shown above is First Class, but others could say BLK. RT., NON PROFIT ORG. or PRESORTED STANDARD, all of which are Standard Mail. PERIODICALS MAIL includes: newspapers issued at least 4 times per year magazines issued at least 4 times per year STANDARD MAIL includes: Regular Standard Nonprofit Standard Single-Piece Standard Mail examples: circulars, flyers, bulletins, newsletters catalogs small packages Each piece of Standard Mail is limited to 16 ounces. Material weighing 16 ounces or more is classified as Parcel Post. There are two categories of Standard Mail: single-piece and bulk. Standard Mail largely consists of what is known as junk mail. Here are some examples of the types of postmarks you will often see that represent Standard Mail. Notice that Standard, STD, Bulk and Non-Profit are key words that distinguish this class from First Class. BULK RATE U.S. POSTAGE PAID GOOD HOUSEKEEPING PRESORTED STANDARD U.S. POSTAGE PAID CRESTED BUTTE MOUNTAIN RESORT BULK RATE U.S. POSTAGE PAID AMERICAN EXPRESS Non-Profi t Org. U. S. POSTAGE PAID Pittsburgh, Pa. Permit No. 1731

6 CLASSES OF MAIL 4 PARCEL POST Parcel Post weighs between 16 ounces and 70 pounds. includes: small and large packages, thick envelopes and tubes Bound Printed Matter - permanently-bound sheets of advertising, promotional, directory or editorial material - catalogs - phone books Media Mail - books - sound recordings - recorded video tapes - printed music - recorded computer-readable media (such as CDs, DVDs, and diskettes) Library Mail - items on loan from - or mailed between - academic institutions, public libraries and museums - limited to books, sound recordings, academic theses, and certain other items PRIORITY MAIL Except for Priority Mail Flat Rate packaging, Priority Mail prices are based on weight and zone. Whatever fits in a box or envelope of a certain size generally ships for one rate. Packages usually reach their destination in 1-3 days. Priority Mail provides faster delivery than Parcel Post. Flat Rate involves no weighing or calculating, up to 70 lbs. Flat Rate offers one rate to any state; however, the rates aren't cheap. The smallest-size Flat Rate box goes for $6.80 (in 2016), with a large box going for $ You should handle and forward Priority Mail as First Class Mail. See for information on Priority Mail. See for current prices. SMARTPOST - final delivery by the local Post Office of low-weight FedEx packages SUREPOST - an arrangement between UPS and the U.S.P.S. / packages shipped to the addressee's local Post Office, and final delivery made by the local Post Office

7 CHANGE OF ADDRESS REQUEST 5 JULY 2016: THE USPS IS CURRENTLY REFUSING TO ACCEPT FORM 3575 FROM OUR RESIDENTS. THIS PAGE IS CURRENTLY ONLY A PLACEHOLDER! INTRODUCTION Mail clerks deliver mail to current residents, but another responsibility is getting mail to residents who have left the hall. We help accomplish redirecting mail by way of two forms: USPS Form 3575, and our own Forwarding Address Card. Form 3575 is meant to redirect mail to a new address, so it doesn't come to the hall anymore. The Forwarding Address Card tells the mail clerk where to send items that do get through, as well as packages that don't come through U. S. Mail, and campus mail. USPS Form 3575 is available in the Mover's Guide packet. These will be delivered in large quantities toward the end of each semester. A departing resident can use this form to have mail sent to a new address permanently, or for a specified period. Information on the form is entered into a national database. Completing the form is optional. 2 The advantage to the resident is no delay in receiving mail. The advantage to Housing and Dining Services is not having to forward the resident's mail, as it will no longer come to the hall. Form 3575 only works for First Class Mail and Periodicals Mail. Completing Form 3575 doesn't replace our residence hall Forwarding Address Card. (See the next section.) Form 3575 can be mailed for free. The address on it is sufficient. Only the top half of the card should be mailed. The resident may indicate Temporary (Yes or No) [box 2]. If returning to K-State in August, in most cases checking Yes in the Temporary box will be best, because it won't be necessary to cancel the order in August. If Temporary is indicated by checking Yes, a Start Date [box 3] and Discontinue date [box 4] must be provided. If a resident already has a change order in effect, that order must be canceled. The old order can be canceled by sending a new Form 3575, or at usps.com 2 Manage Your Mail / Change of Address. Calling (1-800 ASK-USPS) is an alternate method. Residents who have an address change on file (and are returning to the hall) will need to change addresses via usps.com, unless an end date was set in the last address change. The charge for using usps.com is $1.05 in If the resident is moving to another hall, the Zip Code must be used. If moving off-campus but in Manhattan, the Zip Code will usually be 66502, but may be on the west side of town. It is for post office boxes. Note: Jardine Apartments addresses all have the Zip Code.

8 FORWARDING ADDRESS CARD (FAC) 6 The Forwarding Address Card is very important. Here's what RAs are told about the FAC: The FAC provides information for forwarding U. S. Mail, plus packages from UPS, FedEx, etc., according to each carrier's policies. Not all classes of U. S. Mail can be forwarded. RAs should require each resident to complete the FAC while they are checking the resident's room. The FAC should be completed with legible block letters. The date format should be in month/day/year format, e.g. 5/17/13. If a resident doesn't check out properly, hall staff must complete an FAC for the resident, using existing records. Residents should be asked to check their mail one last time on the way out after their checkout appointment. Foreign addresses may be long and unfamiliar, and proper formatting may be unknown. What goes on each line of the address? Ask the student to write the address (in English) as it should appear on an envelope. For a USPS package to be sent out-of-town, the resident must check the line on the FAC, and pay upon receipt. We will not hold mail for former residents. Mail clerks need to know: Former residents who wish to file an updated FAC (for example: after summer) may do so by seeing any hall staff. FACs are filed in alpha order. Perfect alpha order must be maintained. A card filed out of order will usually be missed, and someone will stop getting mail, possibly for a long time. We keep FACs for one calendar year, the period in which First Class Mail may be forwarded for free. The coordinator should eliminate year-old FACs in January, May and August. Cards of returning residents should be removed, to prevent confusion. Having the correct, full date on each FAC is critical. Ideally the date should be in the format mm/dd/yy. The small blank on the right side of the card was used to confirm that the departing resident was willing to pay postage due for a U.S.P.S. package that was forwarded outside of Manhattan. Central Mail is currently sending all Parcel Post packages that aren't endorsed "return to sender." The former resident may refuse to pay, if he or she wishes. FedEx returns packages to the sender unless a phone number is shown on the package. Residents are advised to write their phone numbers on their FACs. Room & Hall Name Address FORWARDING ADDRESS CARD (Please print) Date (last) (fi rst) (middle) (street) mm/dd/yy (city) (state) (zip code) Phone number USPS MAIL FORWARDING POLICIES First class: sent for one year for free Periodicals (magazines & newspapers): sent for 60 days for free Packages: sent free locally Check if you will pay for sending out-of-town. 07/2014 The six blank lines at the bottom of the FAC are related to handling of magazines and newspapers (Periodicals Mail) 60 days and longer after the FAC was filed. Central Mail Services is not notifying publishers of new addresses after 60 days of forwarding, so the purpose of these six blanks is not currently relevant. They will not be present on future versions of the FAC.

9 PACKAGES 7 GENERAL Nothing is worse than trying to explain the loss of a package. Keep them all secure, carefully log each package, slow down and get it right, and be sure the package is issued to the proper person. Not losing packages is a major point of emphasis of our department's administration. Packages for which the package slip and logging have been done should be placed in a standard location. When packages arrive, community assistants should place them separately from packages which have already been logged. CAs and mail clerks will get many questions about the status of packages. They should thoroughly look for the package and research the package log before telling a resident it's not arrived. PACKAGE SLIP Complete a 1/4-sheet package slip. Oversize envelopes that can be folded without damage may be put into mailboxes. When logging a package, stamp or write the date next to the addressee's name. This shows that a package slip has been issued, and it shows which items are not getting picked up in a reasonable time frame. After four or five days, if the original package slip is missing from the mailbox, write a second package slip and mark it "duplicate." MARLATT HALL MAIL ROOM TO ROOM DATE An item for you may be claimed at the reception desk: package (U. S. Mail) package (UPS) package (DHL) package (Federal Express) Priority Mail: envelope other package comments: magazine with CD CDs / DVDs large envelope newspapers duplicate notice not logged PACKAGE LOG All packages which come through the mail room must be recorded on the package log. If a package comes for a former resident, log it, then write "forwarded," "returned," etc. in the space for the signature. The CA must require a signature on the appropriate line on the package log when an item is picked up. A student may pick up a package for a roommate, but must sign his or her own name on the package log. DATE LAST NAME ROOM CARRIER SENDER SIGNATURE Mail UPS FedEx DHL / other: / Mail UPS FedEx DHL other: Unclaimed packages should be audited frequently by mail clerks or senior staff. One approach is to highlight the signature box for each unclaimed package, and to write an explanation for each missing package for which there was no signature. Since all packages should be date stamped when logged in (and a package slip completed), it will be easy to tell if a duplicate notice is needed for packages that have gone unclaimed for a few days. If the package slip has been in a mailbox for a while, a phone call may be appropriate.

10 UNDELIVERABLE-AS-ADDRESSED MAIL 8 PERMANENT FELT MARKERS When mail is forwarded or returned (U. S. Mail only), use a black, chisel-tip permanent marker to cross out bar codes. Staples DuraMark Item: Model: CC This is a package of 12 markers. Staples DuraMark Item: Model: CC This is a package of 24 markers. BLANK ADDRESS LABELS 1" x 2 5/8" labels can be used to provide the forwarding address, if there isn't sufficient white space to write it. We will no longer cover the original address. UNDELIVERABLE-AS-ADDRESSED MAIL: K-STATE CAMPUS MAIL Campus mail (with no federal postage) should be bundled separately from U. S. mail. If a return address is provided, diagonally mark through the residence hall address. If an FAC is on file, write the new address on the envelope. Then stamp the item "areturn," with the arrow pointing toward the return address. Campus mail to be returned goes back in the campus mail pick-up place for your hall. Undeliverable campus mail with no return address should be discarded. UNDELIVERABLE-AS-ADDRESSED MAIL: UPS PACKAGES UPS will forward a package to a new address at no charge. To do so, they scan the original address and bar code. Do not mark through any part of the address (or bar codes) on UPS packages. There should be an established location at your front desk for you to place UPS (and FedEx) items which need to be returned. CAs should know to look to this location for packages when the carrier walks in the door. UNDELIVERABLE-AS-ADDRESSED MAIL: USPS MAIL Make bundles of mail to be returned to the USPS, using rubber bands, so the fronts of letters all face the same way. You may bundle by size (for example, a bundle for letters, and another for magazines). Put bundles in the outgoing mail drop, or in a spare mail tub that will be readily visible to the carrier. When U. S. Mail is forwarded or returned, you may draw one diagonal line through the address, using a pen -- not a marker. Do not use a black permanent marker to cross out the original address; however, you should use it to cross out bar codes on First-Class Mail, as shown in the following examples. UNDELIVERABLE-AS-ADDRESSED MAIL: FIRST-CLASS MAIL Two examples of First-Class Mail (which can be forwarded and returned) are provided below. First-Class letter to be forwarded Late Show with David Letterman 1697 Broadway New York, New York PRESORT FIRST-CLASS MAIL U.S. POSTAGE PAID NEW YORK, NEW YORK PERMIT NO. 33 Forwarding First Class U. S. Mail: 1. Draw a diagonal line through the address with a pen. 2. Mark out bar codes (front and back of the envelope) with a permanent black felt marker. Bar codes must be completely covered. Bar codes on the lower back side of envelopes are light orange, and must be marked out. 3. Write the new address. David D Yoder, Esq. 144 Marlatt Hall Manhattan, KS Infinite Loop Cupertino, CA m Mark out the characters and bar code, as shown in this box. m

11 First-Class letter, returned to sender 9 Late Show with David Letterman 1697 Broadway New York, New York Returning First Class U. S. Mail: 1. Draw a diagonal line through the address with a pen. 2. Mark out bar codes (front and back of the envelope) with a permanent black felt marker. Bar codes must be completely covered. Bar codes on the lower back side of envelopes are light orange, and must be marked out. 3. Give the reason for non-delivery with the RETURN stamp. Point the stamp at the return address. RETURN Addressee Unknown X Forwarding Order Expired Moved / Left No Address Not Forwardable David D Yoder, Esq. 144 Marlatt Hall Manhattan, KS PRESORT FIRST-CLASS MAIL U.S. POSTAGE PAID NEW YORK, NEW YORK PERMIT NO. 33 m Mark out the characters and bar code, as shown in this box. m UNDELIVERABLE-AS-ADDRESSED MAIL: USPS PERIODICALS With periodicals, cross out bar codes, and draw a diagonal line through the address. We will send periodicals for 60 days from the date on the Forwarding Address Card. Use a 1" x 2 5/8" (or similar) label if you need a place to write the forwarding address. After 60 days of forwarding, periodicals may be recycled or given away. ENDORSEMENTS FORWARDING TERMINOLOGY An endorsement is a three-word instruction from the sender which is printed on the envelope or package. The endorsement tells the USPS and you what to do if the item cannot be delivered. You may find an endorsement on mail of any class. Only certain standard phrases are considered by the USPS to be valid endorsements. Examples of endorsements are: ADDRESS SERVICE REQUESTED, FORWARDING SERVICE REQUESTED, RETURN SERVICE REQUESTED, CHANGE SERVICE REQUESTED, DO NOT FORWARD and ELECTRONIC SERVICE REQUESTED. Also, the absence of an endorsement may determine what action you'll need to take. EXCEPTIONAL ADDRESSES For any class of mail, items with an "exceptional address" such as current resident or occupant may be discarded if not deliverable as addressed. Regardless of the addressee, put the item in the mailbox if the room exists. If the room does not exist, the item may be discarded. REASON FOR NON-DELIVERY If you can't deliver or forward a piece of mail, and the item is: First Class, or Standard Mail with an endorsement which prevents your discarding it, provide a reason for non-delivery on the envelope or package, by writing it or rubber stamping it. Common reasons for non-delivery include: addressee unknown forwarding order expired moved, left no address no such number refused Reason for non-delivery is only applied to mail we return to the USPS (or sender). It has no relevance to forwarded mail.

12 FORWARDING POLICIES AND INSTRUCTIONS 10 FIRST-CLASS MAIL FORWARDING POLICIES (includes First Class letters, postcards and Priority Mail) Never discard first-class mail. Using a pen, make one mark diagonally through the address. Thoroughly cross out any bar codes with a Staples DuraMark marker. (Check both sides of the envelope for bar codes.) If returning to the sender, stamp the reason for non-delivery. When stamping "areturn," point the arrow at the return address. First-Class and Priority Mail items may be forwarded internationally unless they are registered, or appear to contain merchandise. Write the new address. Put the item with new outgoing mail. NO ENDORSEMENT no Stamp the reason for non-delivery: "FORWARDING ORDER EXPIRED" and "areturn." Put the item in the return bundle. Write the new address. Put the item in the return bundle. "ADDRESS SERVICE REQUESTED" no Stamp the reason for non-delivery: "FORWARDING ORDER EXPIRED" and "areturn." Put the item in the return bundle. "CHANGE SERVICE REQUESTED" Write the new address. Put the item in the return bundle. The post office will discard the item after sending the address. no Stamp the reason for non-delivery: "FORWARDING ORDER EXPIRED." Put the item in the return bundle. Write the new address. Put the item in the return bundle. "ELECTRONIC SERVICE REQUESTED" no Stamp the reason for non-delivery: "FORWARDING ORDER EXPIRED." Put the item in the return bundle. "FORWARDING SERVICE REQUESTED" Write the new address. Put the item with new outgoing mail. no Stamp the reason for non-delivery: "FORWARDING ORDER EXPIRED" and "areturn." Put the item in the return bundle. "RETURN SERVICE REQUESTED" Write the new address near the top of the envelope. Stamp the item "areturn." Put the item in the return bundle. no Stamp the reason for non-delivery: "FORWARDING ORDER EXPIRED" and "areturn." Put the item in the return bundle.

13 FORWARDING POLICIES AND INSTRUCTIONS 11 PERIODICALS MAIL (MAGAZINES AND NEWSPAPERS) FORWARDING (FIRST 60 DAYS) Draw a diagonal line (with a pen) through the residence hall address and ZIP Code. Mark out any bar code line(s) with a permanent black felt marker. If an FAC is on file, forward it for up to 60 days to any U.S. address. The addressee will not be charged. Write the new address on the original label when possible, or use a 1" x 3" label if you need more room. The publisher may request the return of copies of undelivered periodicals by printing the endorsement ADDRESS SERVICE REQUESTED. It is very unlikely that you'll encounter this. If you do, draw a diagonal line over the address, mark out the bar code, write the new address and circle the endorsement and return the item in the RETURNED TO USPS bundle. PERIODICALS MAIL (AFTER 60 DAYS) The end of 60 days of free forwarding is determined by the date entered on the Forwarding Address Card. Magazines and newspapers often continue to come until the subscription expires. They may be discarded or given away after 60 days of forwarding. Note: You'll need to distinguish between Periodicals Mail and Standard Mail. Periodicals Mail (magazines) Standard Mail (catalogs)! Periodicals Mail is magazines and newspapers, and sometimes club or church newsletters. Periodicals Mail usually does not tell what class it is in the address area. If you're in doubt, look at the first few pages of the periodical. Usually on the Table of Contents page or the page that lists the editorial staff there will be a one-sentence statement such as "Periodicals postage paid in (name of city)." Standard Mail includes catalogs, which are often similar in size and appearance to magazines, but are handled differently. Catalogs will usually say they were sent Bulk Rate or Standard Mail (basically the same thing) somewhere close to the address. Standard Mail is not handled the same as Periodicals Mail. Read on for instructions for Standard Mail.

14 FORWARDING POLICIES AND INSTRUCTIONS 12 STANDARD MAIL FORWARDING POLICIES Standard Mail with one of the endorsements below may be forwarded only to domestic U. S. addresses. Insured Standard Mail is treated as though endorsed "ADDRESS SERVICE REQUESTED." / no Discard the item. NO ENDORSEMENT FOR ALL THE ENDORSEMENTS BELOW: Circle the endorsement. Draw a diagonal line through the original address. Write the new address (if known). Mark out all bar codes. Complete any additional details for the endorsements below. "ADDRESS SERVICE REQUESTED" Write the new address. Put the item in the return bundle (since the item will be forwarded, and a fee collected). no Stamp the reason for non-delivery: "FORWARDING ORDER EXPIRED." Put the item in the return bundle. "CHANGE SERVICE REQUESTED" Write the new address. Do not forward the item. Put the item in the return bundle (since a fee will be charged to the sender). no Stamp the reason for non-delivery: "FORWARDING ORDER EXPIRED." Put the item in the return bundle. Write the new address. Put the item in the return bundle. no Stamp the item "FORWARDING ORDER EXPIRED." Put the item in the return bundle. "ELECTRONIC SERVICE REQUESTED" "FORWARDING SERVICE REQUESTED" Write the new address. Put the item in the return bundle (since the item will be forwarded, and a fee collected). no Stamp the reason for non-delivery: "FORWARDING ORDER EXPIRED." Put the item in the return bundle. "RETURN SERVICE REQUESTED" Write the new address. Do not forward the item. Put the item in the return bundle (since a fee will be charged to the sender). no Stamp the reason for non-delivery: "FORWARDING ORDER EXPIRED" and "areturn." Put the item in the return bundle.

15 FORWARDING POLICIES AND INSTRUCTIONS 13 PARCEL POST / PARCEL SELECT FORWARDING POLICIES Parcel Post weighs more than 16 ounces and includes Parcel Post, Bound Printed Matter, Media Mail and Library Mail. For many years, we used the blank on the FAC for students to indicate whether they'd pay postage due for out-of-town forwarding. Currently, the point of view is to forward the package regardless, and the person can simply refuse to pay postage due if he or she pleases. This applies for all four categories of Parcel Post listed above. Do not mark through the bar codes on U. S. Mail Parcel Post packages! NO ENDORSEMENT or "ADDRESS SERVICE REQUESTED" or "FORWARDING SERVICE REQUESTED" Write the new address, and circle any endorsement. Forward the item to the new address. Additional postage is not required. no Stamp the item "FORWARDING ORDER EXPIRED" and "areturn." Return the item to the USPS. Write the new address, and circle any endorsement. Forward the item to the new address. Return the item to the USPS. "CHANGE SERVICE REQUESTED" no Stamp the item "FORWARDING ORDER EXPIRED" and "areturn." "ELECTRONIC SERVICE REQUESTED" Write the new address, and circle any endorsement. Forward the item to the new address. Return the item to the USPS. no Stamp the item "FORWARDING ORDER EXPIRED." Return the item to the USPS. "RETURN SERVICE REQUESTED" Write the new address somewhere on the package. We don't want it to look like we're forwarding the item. Circle the endorsement. Do not forward the item. The sender wants it back, whether we have a good address or not. Stamp the item "areturn." Return the item to the USPS. no Circle the endorsement. Stamp the reason for non-delivery ("FORWARDING ORDER EXPIRED"). Stamp the item "areturn." Return the item to the USPS.

16 FORWARDING POLICIES AND INSTRUCTIONS 14 SORRY WE MISSED YOU! (USPS FORM 3849) Notices of postage-due, registered, etc. mail come on yellow/peach 3.5" x 5.5" slips. Look closely for these. They may be laying loose at the bottom of the mail bag or tray. If the form is correctly addressed, deliver the slip the same as other mail. If you're questioned on it, tell the resident that the place to go for the mail is printed on the form. Generally, items can be claimed at the Dykstra Hall post office (8:30 a.m. to 3:30 p.m., Monday - Friday). If the form cannot be delivered, return it via K-State campus mail to the Dykstra Hall post office. On the reverse side of the form, enter the resident's new address in the "Delivery Address" box (see below). If you do not have a new address, stamp "FORWARDING ORDER EXPIRED" in the "Delivery Address" box. Do not cover the mailing address, as it will be needed to identify the addressee. The 3849 form should then be returned to the Dykstra Hall post office via campus mail. Front Side Send the resident to the post office indicated here to get the item. Reverse Side Enter new forwarding address (or stamp FORWARDING ADDRESS EXPIRED) here. Return the form via KSU campus mail.

17 FORWARDING POLICIES AND INSTRUCTIONS 15 2 UPS PACKAGES UPS will accept and forward a package for a former resident at no extra charge. The carriers do not want to wait on CAs to verify whether or not the addressee for each package still lives in the hall. CAs should accept all packages. The mail clerk will process them, as outlined below. Each reception desk should have a marked place, in a suitably secure area, for holding UPS packages which need to be returned and/or forwarded. Almost without exception, the UPS carrier will visit each hall Monday through Friday. Write the new address. Don't block out previous addresses or bar codes on UPS packages. This interferes with their tracking process. Leave the package in the place assigned at your desk for UPS packages. no Stamp the package MOVED - LEFT NO ADDRESS somewhere near the addressee's name. Leave the package in the place assigned at your desk for UPS packages. UPS PACKAGES TRANSFERRED TO USPS Sometimes you will have a package that was originally sent by UPS, but once it reached Manhattan, it was handed off to the USPS for final delivery. This service is called SurePost. There may be a label that has references to both carriers on it, and it will probably show the scanning pattern that UPS packages have. If you get one of these packages for a former resident, write the forwarding address on the package (or mark it RETURN TO SENDER, if necessary), and return it via USPS. FedEx PACKAGES Federal Express doesn't come to every hall every day, so there can be some delay in returning them. Also, you'll sometimes find that the carrier will refuse to accept a package for return, as air and ground packages seem to be handled by different drivers, etc. SmartPost is FedEx packages handed off to the USPS for final delivery. In 2013 we learned that FedEx policy calls for them to return the package to the sender - even if we provide a good forwarding address - unless the package shows the sender's phone number. We recommend continuing to write a forwarding address if we have one, and FedEx can decide what to do from there. If the ex-resident has written a phone number on the FAC, write it on the FedEx package. That may make all the difference. We recommend not trying to verify FedEx packages before the driver leaves. Let's accept the package, and be positive the resident has moved out, prior to returning it. You may try calling FedEx to request a pick-up, especially if a package has been laying around for a while. 1 - (800) Go.FedEx OR 1 - (800) main site: customer support site: FedEx Ground site: FedEx Ground return pick-up scheduling page:

18 GLOSSARY OF USPS TERMS 16 The USPS has countless terms which don't generally come up in day-to-day conversation. The following, in alphabetical order, is an edited version of terms from the USPS site at address correction service An ancillary service that provides a mailer with the forwarding address of the addressee, or the reason for nondelivery. It is available alone or in combination with forwarding and return service. ancillary service Forwarding, return, or address correction service included within a mail class. Depending on the mail class, these services are performed at a charge or at no extra charge, if and when the service is actually rendered. airmail A service by which international mail receives First Class Mail service domestically, is dispatched by the most expeditious transportation, and receives air or priority handling in the destination country. barcode A series of vertical bars and half bars representing the ZIP Code information for the delivery address on a mailpiece. The barcode facilitates automated processing by barcode reader equipment. Each numeric digit is represented by a series of five bars (always a combination of two full bars and three half bars). A complete barcode contains two bars framing the code; the five, nine, or eleven digits containing ZIP Code and address information; and a final correction digit that allows the machine to check its reading of the ZIP Code number. barcode clear zone An area in the lower right part of a mailpiece that must be kept free of printing and symbols, except for the barcode itself. This requirement enables automated processing machines to read or apply the barcode. Bound Printed Matter A subclass of Parcel Post that weighs at least 1 pound but not more than 10 pounds and that consists of permanently bound sheets of which at least 90 percent are printed with advertising, directory, editorial matter, or a combination of these. (Compare with printed matter.) bulk business mail Periodicals and Standard Mail submitted in bulk to business mail entry units. The term includes samples, ordinary papers, and circulars. bulk mail Mail that is rated for postage partly by weight and partly by the number of pieces in the mailing. The term is generally used to refer to Standard Mail. bulk rate The postage rate for mailpieces that are part of a large-volume mailing and that meet minimum volume and preparation requirements. The term is most often applied to Standard Mail mailings, which usually consist of a per piece rate plus a per pound rate. carrier route presort mail Mail that the mailer arranges by carrier route to qualify for discount postage rates. certified mail A special service that provides the sender with a receipt at the time of mailing; a record of delivery is kept at the post office of address. This type of mail must be sent at the regular First Class Mail or Priority Mail rate. If sent as First Class Mail, it is dispatched and handled in transit as ordinary mail. There are additional fees for return receipt. (Compare with registered mail.) collect on delivery (COD) Any mailer may use COD service to mail an article for which the mailer has not been paid and have its price and the cost of the postage collected from the recipient. If the recipient remits the amount due by check payable to the mailer, the USPS forwards the check to the mailer. If the recipient pays in cash, the USPS sends a postal money order to the mailer. The amount collected from the recipient may not exceed $600. COD service provides the mailer with a mailing receipt, and a delivery record is kept at the post office of address. domestic mail Mail transmitted within, among, and between the United States; its territories and possessions; army post offices (APOs) and fleet post offices (FPOs); and mail for delivery to the United Nations, NY. It is classified by size, weight, content, service, and other factors. endorsement An authorized marking on a mailpiece that shows handling instructions, a special service, or a request for an ancillary service. exceptional address An alternative addressing format that indicates that the mailpiece should be delivered to the current resident if the addressee has moved.

19 GLOSSARY OF USPS TERMS 17 First Class Mail A mail class that includes all matter wholly or partly in handwriting or typewriting, all actual and personal correspondence, all bills and statements of account, and all matter sealed or otherwise closed against inspection. First Class Mail comprises three subclasses: Post and Postal Cards, Letters and Sealed Parcels, and Priority Mail. Any mailable matter may be sent as First Class Mail. First Class Mail is a USPS trademark. forward To redirect mail to the intended recipient's new delivery address in cases where Form 3575, Change of Address Order, or other written or personal notice has been filed with the local post office. general delivery An alternate delivery service that allows customers with proper identification to pick up mail at post offices. Provided primarily at offices without letter carrier delivery or for transients and customers who do not have a permanent address or who prefer not to use post office boxes. Global Priority Mail An expedited international service for the shipment of documents, correspondence, and merchandise, featuring a 4-business-day delivery standard to selected countries in Europe, the Pacific Rim, and Canada. mail class The classification of domestic mail according to content (for example, personal correspondence versus printed advertising). metered mail Any mail class (except Periodicals) with postage printed by a USPS-approved postage meter. This mail is entitled to all privileges and subject to all conditions that apply to the various mail classes. minimum size standard The smallest dimensions permitted for all mailable matter or for a specific mail processing category or specific rate. Except for keys and identification devices, a mailpiece less than 1/4 inch thick must be rectangular and meet the following minimum criteria (otherwise, it is nonmailable and must be returned to sender): At least 5 inches long. At least 3 1/2 inches high. At least inch thick. Nonprofit rate A preferred rate for a Periodicals publisher authorized as a nonprofit organization. Nonprofit Standard Mail A subclass of Standard Mail that is available only to qualified organizations specified by U.S. statute. occupant address An alternative addressing format that uses on one of four designations (that is, postal customer, occupant, householder, or resident) rather than an addressee name at a specific street address or post office box number, or rural route and box number; and post office, state, and ZIP Code. (Compare with exceptional address and simplified address.) Parcel Post Parcel Post matter that weighs 16 ounces or more. It comprises four subclasses: Bound Printed Matter, Library Mail, Media Mail and Parcel Post. periodical publication Printed matter (a magazine, newspaper, or other publication) that is issued on a regular, stated basis. Periodicals Mail A mail class consisting of magazines, newspapers, or other publications formed of printed sheets that are issued at least four times a year at regular, specified intervals (frequency) from a known office of publication. Periodicals usually must have a list of subscribers and/or requesters, as appropriate. postage due mail Mail on which additional postage is collectable on final delivery. preferential mail Mail that receives preferential handling. This includes Express Mail, international airmail, First Class Mail, Priority Mail, Periodicals, special delivery, and special handling. presort To sort mail in a mailing according to USPS standards before presenting the mailing at a post office. The sortation is usually by ZIP Code or a carrier route. All automation rate mail is presorted by the mailer. Presorted First Class Mailing A nonautomation rate category for a mailing that consists of at least 500 addressed mailpieces and is sorted and prepared according to USPS standards. This mail does not bear a barcode. presorted mail A form of mail preparation, required to bypass certain postal operations, in which the mailer groups pieces in a mailing by ZIP Code or by carrier route or carrier walk sequence (or other USPS-recommended separation).

20 GLOSSARY OF USPS TERMS 18 printed matter Paper on which words, letters, characters, figures, or images (or any combination of them) not having the character of a bill or statement of account, or of actual or personal correspondence, have been reproduced by any process other than handwriting or typewriting. In international mail, this is a classification that includes books and sheet music, publishers' periodicals, and regular printed matter (all printed matter other than the aforementioned types). (Compare with Bound Printed Matter.) Priority Mail A subclass of First Class Mail that weighs more than 11 ounces and usually consists of flats and parcels. It provides faster delivery than Parcel Post. At the mailer's option, mail weighing 11 ounces or less may be sent at the Priority Mail rates. Any mailable matter may be sent as Priority Mail. Priority Mail is a USPS trademark. registered mail A special service by which, through a system of receipts, the USPS monitors the movement of the mailpiece from the point of acceptance by the USPS to delivery. The sender receives a receipt at the time of mailing, and a delivery record is kept at the post office of address. This service also provides optional indemnity in case of loss or damage. It is the most secure service offered by the USPS. (Compare with certified mail and insured mail.) restricted delivery A supplemental mail service that generally limits who may receive an item. This service is available for a fee when used with certified mail, collect on delivery, insured mail, and registered mail. return address A mailpiece element that is usually placed in the upper left corner of the mailpiece to indicate the address of the sender. This address indicates where the sender wants the mail returned if it is undeliverable and where the sender will pay any fee due for that mail. return mail Mail that must be sent in the opposite direction for proper dispatch. return receipt The mailing card (Form 3811 for domestic and Form 2865 for international) signed by the addressee of an article and mailed back to the sender as evidence of delivery. This supplemental mail service is available for a fee when using Express Mail or recorded delivery, certified mail, collect on delivery, mail insured for more than $50, registered mail, or return receipt for merchandise. simplified address An alternative addressing format used when delivery of identical mail is requested to every customer on a rural route or highway contract route, or to all post office box customers at a post office. Instead of listing the name and address of the addressee, the mailer may use "postal customer." It may also be used by government agencies for official mail sent to all stops on city routes and post office boxes at post offices with city delivery service. In such cases, these formats may be used: "Postal Customer," "Residential Customer," and "Business Customer," depending on the type of coverage requested. (Compare with exceptional address and occupant address.) single-piece rate A postage rate available for individual pieces of Express Mail, First Class Mail, Priority Mail, Standard Mail and Parcel Post. It is not available for Periodicals except under the rate category of basic. This type of rate contrasts with rates available for bulk mail and presorted mail. special delivery A special service that provides preferential handling in dispatch, transportation, and expedited delivery at destination, which includes Sunday and holiday delivery at certain large city post offices. It is available for every mail class except Express Mail. Standard Mail Standard Mail matter weighs less than 16 ounces. It comprises the subclasses of Regular Standard Mail, Nonprofit Standard Mail, Enhanced Carrier Route Standard Mail, Nonprofit Enhanced Carrier Route Standard Mail, and Single-Piece Standard Mail. These subclasses include circulars, printed matter, pamphlets, catalogs, newsletters, direct mail, and merchandise. Standard Mail may be sent at presorted rates and at automation rates. SmartPost FedEx packages transferred to the USPS for final delivery SurePost UPS packages transferred to the USPS for final delivery Undeliverable as Addressed (UAA) Mail that the USPS cannot deliver as addressed and must forward to the addressee, return to the sender, or send to a mail recovery center (depending on treatment authorized for that mail class).