Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

SERVICES
80.21
Revised 11-05

Interdepartmental Mail

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MAILING SERVICES DEPARTMENTS

University mailing services departments deliver mail between departments on each of the campuses, e.g., Pullman, Spokane, Tri-Cities, and Vancouver.

WSU Pullman

Mailing Services, WSU Pullman, is located in the Cooper Publications Building on Grimes Way; telephone 335-2104.

For more information, see the WSU Pullman Mailing Services website at:

http://publishing.wsu.edu/mailing-services/

WSU Spokane

Mail Services, WSU Spokane, is located in the South Campus Facility (formerly called the F.O. Berg Building) at 412 E. Trent Avenue, next to the Bookie; telephone 509-368-6995.

WSU Tri-Cities

The Copy and Mail Distribution Center, WSU Tri-Cities, is located in West Building, Room 127; telephone 509-372-7273.

WSU Vancouver

Plant Services Shipping and Receiving is located in the Mailroom, Plant Services Building; telephone 360-546-9708.

For information concerning all WSU Vancouver mail services, see Plant Services' WSU Vancouver Mailroom website at:

http://inside.vancouver.wsu.edu/

COURIER SERVICE

See 80.18 for courier service to and from the WSU Pullman campus and other WSU campuses and locations.

ADDRESSING

Items addressed by the sending department are delivered by University mailing services at no charge.

Indicate the addressee's full name and mail code on each piece of interdepartmental mail.

Individual Mail Codes

Refer to the University Directory or online in Employee Workplace (WRKPLACE) within the mainframe HEPPS AIS application. See 85.33 for more information about accessing HEPPS and AIS.

Department Mail Codes

Refer to the University Directory or the mainframe WSU Organizational Unit Inquiry (WSUORG) AIS application. See 10.05 for more information about WSUORG.

To WSU Pullman

Items sent by courier to WSU Pullman must be addressed to the individual's or department's building and room number or four-digit mail code. See 80.18.

Courier mail to WSU Pullman which does not contain this address information is subject to return to the originating campus or center.

ENVELOPES

WSU personnel use the special manila interdepartmental mail envelopes to send most interdepartmental mail.

Mail intended for interdepartmental delivery which is prepared in a regular envelope should be inserted into an interdepartmental envelope. This will expedite delivery and prevent the mail from being inadvertently metered and routed as U.S. Mail.

Sealing Envelopes

Do not seal, staple, tape, or close interdepartmental mail envelopes in a manner that causes the envelope to be torn when opened.

Envelope Supplies

Two sizes of interdepartmental envelopes are available from University Stores at no charge. Specify the item number for the desired size:

Small envelopes (5"x11.5") Item number 3194
Large envelopes (10"x13") Item number 3193

Do not stockpile envelopes. Return excess supplies of interdepartmental envelopes to University Stores; mail code 7100.

MASS MAILINGS

Allowable Organizations

WSU Pullman Mailing Services provides mass distribution for mailings from:

A WSU employee is a member or officer, and

The stated purpose of the organization is related to the employee's official University duties, and

The mailing is of residual value or benefit to the University.

Mailing Services does not provide mass distribution for mailings from organizations other than those listed above.

Service Charges

WSU Pullman Mailing Services charges for mass distribution services. Costs vary, depending upon the number of employees or departments selected. Mailing Services provides cost estimates upon request.

Full Pitch Mail

WSU Pullman Mailing Services leaves enough unaddressed mail items at each mail stop to permit distribution to each unit employee.

Departmental Pitch Mail

WSU Pullman Mailing Services will leave one or more (up to 10) unaddressed mail items at each mail stop, according to senders' request.

Mailing List Distribution

WSU Pullman Mailing Services delivers items to specified categories of employees.

Mailing Services addresses each mail item.

Administrative List

Mailing Services uses the Administrative List to generate mailings to deans, chairs, and other administrators. The Administrative List is available online from the Mailing Services website at:

http://publishing.wsu.edu/mailing-services/

Departmental Secretary

Departments may request delivery of mass mailings to "Departmental Secretary" at WSU departmental mail codes.

Selection Options for Employees

All Nonhourly Employees

WSU Pullman Mailing Services can address and deliver/send mass mailings to all nonhourly employees. This group includes employees who receive mail via Mailing Services delivery (using mail code) and employees who receive mail via U.S. Postal Service delivery. Faculty, administrative/professional, classified staff, salaried student employees, adjunct faculty, and affiliated staff are included in such mailings.

Targeted Group

Departments can select targeted groups of nonhourly employees for mailings. A targeted group of employees may be selected using one or a combination of the following possibilities.

Employment Type

Faculty
Adjunct faculty
Administrative/professional staff
Classified staff
Graduate assistant
Undergraduate assistant
Affiliated staff (counterpart of adjunct faculty)

Location

WSU Pullman
Urban campus
Other sites by city

Employee Role, Faculty

Courtesy only (adjunct faculty)
Administrative
Research
Student Affairs
Librarian
Extension
Resident instructional, permanent
Resident instructional, temporary

Employee Role, Student

Graduate research assistant
Graduate teaching assistant
Graduate staff assistant
Undergraduate research assistant
Undergraduate teaching assistant
Undergraduate staff assistant

Special Functions

Graduate faculty
Organization unit head

Gender

Female
Male

Organizational Area

Instruction (Honors Program, Academic Development Program, General Education)
Student Affairs
Agriculture, Human, and Natural Resource Sciences
Engineering & Architecture
Nursing
Sciences
Liberal Arts
Veterinary Medicine
Business & Economics
Education
Pharmacy
Research & Graduate School
Libraries
Extended University Services
International Programs
Finance and Administration
University Affairs
Extension
Other WSU organization
Other (those not affiliated with a WSU organization)

HEAVY OR BULKY ITEMS

If a department intends to send an item weighing 20 pounds or more, the department should notify the appropriate mailing or shipping services office in advance so that the carrier can bring appropriate equipment for the pickup.

WSU Pullman

Items Weighing 20 to 70 Pounds

For items weighing 20 to 70 pounds, Pullman campus departments may notify Mailing Services online at:

http://publishing.wsu.edu/onlineforms/renderer.aspx?FormID=4

or by calling 335-2104.

Items Weighing More Than 70 Pounds

For items weighing more than 70 pounds, Pullman campus departments call Central Receiving; telephone 335-5575.

WSU Spokane

WSU Spokane departments may notify Mail Services of large or heavy items weighing 20 pounds or more; telephone 509-368-6995.

WSU Tri-Cities

WSU Tri-Cities departments may notify the Copy and Mail Distribution Center of large or heavy items weighing 20 pounds or more; telephone 509-372-7273.

WSU Vancouver

WSU Vancouver departments may notify Plant Services Shipping and Receiving of large or heavy items weighing 20 pounds or more; telephone 360-546-9708.

PERSONAL TASKS

University mailing services departments do not process personal mail or perform personal tasks, e.g., checking out or returning library books.