Standard Mail Requirements

The University's standard mail permit number 365 entitles the University to mail standard matter consisting of circulars, booklets, catalogs and other printed matter at a reduced rate.

The maximum weight for standard rate items is 15.99 ounces. Automation compatibility and presort-ability determine discounted rates. The reduced rate is granted because you separate the mailing by zip codes. This eliminates several handlings by the postal service; however, all mailings must be prepared according to postal regulations

Requirements:

• At least 200 pieces by exact count or 50 pounds by weight of domestic mail. Foreign mail cannot go standard rate.
• Permit imprint (indicia) placed in the upper right corner. The indicia must be printed on each envelope or stamped on by a rubber stamp (available at Mail Center).
• All pieces must be identical in size, weight and number of enclosures. As our standard rates are determined by the University's nonprofit status, it is not possible for enclosures to advertise a profit-making group even in conjunction with a university group. In fact, it is not permitted for mailings done in conjunction with any group to be sent out on the USD permit unless the other group also has purchased a permit from the Midway post office.
• The University's return address must be printed or stamped on each item. University of San Diego should be the first line of the return address.
• PLEASE CALL THE MAIL CENTER BEFORE PREPARING YOUR STANDARD MAILING

Preparation:

• All mail must have a zip code and be facing the same way.
• Separate 919, 920, 921, and then “all other” zip codes.  You will have 4 groups of mail when you are finished.
• Heavy items such as catalogs require wider rubber bands. The post office is concerned that the bundles not become disengaged in the mail sacks
• Please note that 919, 920 and 921 zip codes (San Diego city and county) should not be included in the “all other” group.

Notification:

• An account is maintained at the post office to cover the cost of standard mailings. It is the responsibility of each mailing department to inform the Mail Center three days in advance in order to be certain there are ample funds in our account. For large mailings of 1,000 pieces or more, a one-week notice is necessary.
• Due to heavy workload and a limited number of staff, three standard mailings per day is the maximum number we can process. If a mailing arrives at the Mail Center without proper advance notice, it will be processed at the first opportunity after first class mail and other scheduled standard mailings have been processed. Standard mail should reach the Mail Center early in the day.  Standard mail reaching the Mail Center late on Friday will go out on Monday.
• A total accurate count of pieces being mailed and the POETS code must accompany the mailing to the Mail Center.
• Mail Center personnel will check standard mailings for accuracy. Those not properly prepared will be returned to the department for correcting. Mail Center personnel are prepared to assist you should you have any questions.
• Post Office Form 3602 must accompany all mailings to the Midway Post office. The form is prepared and signed by an authorized Mail Center employee whose signature is on file at the weigh master's office. This form must also accompany all mailings prepared off campus by mailing firms.

CASS Certification (Coding Accuracy Support System):

CASS - a service offered to mailers that improves the accuracy of delivery point codes, zip + 4 codes and carrier route information on mail pieces. CASS provides a common platform to measure the quality of address matching software and useful diagnostics to correct software problems. DeskTop Mailer is CASS-certified.

The University Mail Center has Postal Soft - DeskTop Mailer software in place to run your address lists through to provide CASS-certification and possibly allow for further discounted postal rates for standard mailings. Please call extension 2204 and ask to speak with cheance, or e-mail your questions to mailcenter@sandiego.edu.

In addition to outgoing postage savings, accurate addressing can save your department money in returned mail costs.