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Service
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The University Mailing Services provides most of the services that
the United States Postal Service offers except for C.O.D.'s, registered
and insured mail. Stamps are available at the Student Mail Center/Mail
Etc..., located on the second floor of the Duquesne Towers Living/Learning
Center. There is also a vending machine for stamp purchases located
on the third floor of the Duquesne Union.
SELECTING THE CORRECT MAILING SERVICE
The majority of the mail received is sealed, therefore making it difficult to predict what the contents are. Depending on the contents of large envelopes and packages, different mailing services can be used. The Service Slip offers a brief description of each service for you to select to help us send mail the least expensive way. Please click here for a more detailed explanation of the offered services.
Mailing Services handles all Standard (Bulk) mailings from all University
departments. Labeling, stuffing, sealing, metering, and sorting Standard
(Bulk) mailings are services provided by Mailing Services.
The Receiving department delivers and collects all incoming and outgoing
US Mail and intra-campus mail. Mailing Services is responsible for
the application of postage for all outgoing US Mail. Mailing Services
provides consultation to all University departments concerning any
questions or concerns they have regarding mail.
The Mailing Services Accounting Unit provides monthly charge backs
for all services rendered to departments. The Accounting Unit distributes
monthly billing statements and responds to billing inquiries from
departments.
Mailing Services ships via USPS Express Mail, United Parcel Service and DHL Worldwide Express. (Prices vary per service – call Mailing Services for price structure.)
General Information on Intra-Campus Mail
Intra-Campus Mail that is collected daily will be delivered to buildings
on campus in the morning delivery the next day. Every effort is made
to deliver intra-campus mail the following business day.
Addressing Intra-Campus Mail
When sending information through Intra-Campus Mail, it is imperative to correctly address the mail. The following guidelines must be used when addressing Intra-Campus Mail:
1. completely cross out all other addresses on the envelope
2. a correct and complete address must be used
3. print CLEARLY the receiver's name and department – use a two-line
format.
Planning an Intra-Campus Mailing
When planning an intra-campus mailing, please be sure to provide the correct amount of pieces to accommodate to whom you are sending your mailing. Duquesne University currently has approximately 2,250 full and part-time employees, with 1400 of the employees classified as full-time. These counts are subject to change. For a more detailed listing, call University Mailing Services at ext. 6192. Mailing Services will label intra-campus mail according to the amount of pieces desired by each department. Mailings for full-time staff will only be individually addressed upon request or for invitations. Mailing Services must have the material for any intra-campus mailing by 2 p.m. the business day before the due date.
Exclusions from Intra-Campus Mail
A few items are excluded from Intra-Campus Mailings. They include, but are not limited to:
1. communications of a personal nature
2. advertisements not of official University business
3. announcements of the sale of personal property, holiday greetings,
and political campaign notices
4. meeting notices, announcements, catalogues, sale notices from companies
or individuals outside the University
5. cash or identification cards
6. CHAIN LETTERS ARE PROHIBITED!
Sorting and Delivery Process
Incoming United States mail is delivered at the Main Mailing Center
at 7:30 a.m. Monday through Friday. At 9:15 a.m., delivery begins
to the buildings on the morning route. Mailing Services sorts all
of the first class mail before the morning delivery run, with the
exception of Monday. Because of the double volume of mail on Mondays,
Mailing Services will deliver mail twice on Mondays. Mail is also
delivered twice on the business day following a holiday, due to the
increased volume.
Forwarding
Mail and Misdirected Mail
Mailing Services forwards only student resident mail during the summer
breaks and for non-returning students. Mailing Services DOES NOT forward
incoming US Mail sent to other departments or staff. IT IS THE RESPONSIBILITY
OF EACH DEPARTMENT TO FORWARD ALL MAIL TO INDIVIDUALS WHO NO LONGER
WORK IN THEIR DEPARTMENT. When forwarding, mark out the incorrect
address and put the forwarding address under the words, "Please
Forward." If a forwarding address was not left by the individual,
mark "Return to Sender, No Forwarding Address." If a department
receives mail that is not wanted, DO NOT OPEN IT, cross out the address,
and mark "Refused, Return to Sender."
Any mail that is delivered incorrectly to a department should be marked
"not for XXX (department name)" and placed with the department's
outgoing mail to be picked up by the Receiving Department. If the
problem persists, please contact Mailing Services. Mailing Services
will resolve the problem as quickly as possible.
Mail that requires a signature upon delivery is accountable mail.
Accountable mail includes Expresses, Certified, Insured, Registered
Mail, and Signature Confirmation.
All accountable mail is delivered each morning by the Grant Street
Post Office and is signed for by Mailing Services personnel. The mail
is recorded as to type. It is then delivered in the afternoon run.
Express Mail/Packages – Incoming Services
Monday - Friday
Postal express mail/packages are delivered directly to Mailing Services.
Federal Express, United Parcel, and DHL are delivered directly
to the Receiving Department, located in Mellon Hall ext. 6008.
Weekends and Holidays
All express mail/packages are delivered to the Public Safety Department.
If you are expecting a package, stop at the Public Safety Department
along with your Duquesne ID Card.
All Business Reply Mail is delivered directly to Mailing Services
each morning. All Business Reply Mail pieces are separated by departments,
the number of pieces recorded, and appropriate fee is charged back
to the departments. All Business Reply Mail is delivered the day after
it is received by Mailing Services.
All mail that is addressed to the University which has underpaid
postage and all address corrected pieces are delivered each morning.
These pieces are sorted and delivered with the postage due amount
charged back to the department to which it is addressed.
Receiving department provides shipping services through United Parcel
Service (UPS). This includes ground, overnight, and second-day service.
Prices vary depending on weight of the package and its destination.
A shipping requisition is required for proper billing. Call the Receiving
area at ext. 4944 or 6008 for forms, rates, and shipping information.
Mailing Services recommends using DHL Worldwide Express for the campus
community's overnight shipping needs. Departments should use USPS
Express for a Saturday delivery. DHL Charges an extra $15.00 for a
Saturday delivery. Airbills and supplies are available by calling
Mailing Services at x6192 or order online.
Drop boxes for DHL World Wide Express have a pickup time of 7 p.m.
Monday through Friday. They are located at: the Administration Building,
Rockwell Hall and the A. J. Palumbo Center.
PLEASE USE YOUR BILLING REFERENCE CODE ON EVERY EXPRESS ITEM TO INSURE
PROPER BILLING! MAKE A COPY FOR YOUR RECORDS LEAVING ALL AIRWAYBILLS
INTACT.
EVERY STANDARD (BULK) MAILING MUST:
1. BE UNDER 1 POUND
2. HAVE 200 PIECES OR 50 POUNDS TOTAL WEIGHT
3. HAVE DUQUESNE UNIVERSITY RETURN ADDRESS
4. CONTAIN INFORMATION PERTAINING TO UNIVERSITY BUSINESS
5. HAVE IDENTICAL PIECES
6. HAVE PIECES OF THE EXACT SAME WEIGHT
Items sent as Standard (Bulk) Mail must contain a general message aimed at all who receive it, rather than a personal message aimed at a particular individual. Standard (Bulk) Mail is a domestic service only. In a Standard (Bulk) mailing, all pieces must belong to the same category. For example, they must be all letters, all flats, or all machinable parcels. Dimensions of letter-size mail must have a minimum height of 3 1/2" with a maximum of 6 1/8", with a minimum length being 5" and a maximum of 11 1/2". Flats are pieces of mail that exceed the dimensions for letter-size mail, but do not exceed 15" long, 12" width, and 3/4" thick.
First-class mail is given priority by Mailing Services over Standard
(Bulk) mail. Therefore, one should allow a maximum of 5 working days
for Mailing Services to process a Standard (Bulk) mailing of any department.
If the Standard (Bulk) mailing has a critical time value, Mailing
Services will make arrangements for an outside source to complete
the Standard (Bulk) mailing.
Duquesne University mails at Standard (Bulk), nonprofit Bulk Mail
rates. The University MAY NOT lend the use of this authorization to
any person or group outside the University; to do so would risk the
rescission by the U.S. Postal Service of Duquesne's authorization
to mail items at this rate. Each mail piece must have the complete
name and return address exactly as shown on the authorization.
The permit 390 imprint should appear in the upper right corner or
each piece. The imprint may be printed on the piece at the same time
the mail piece is being printed. Please call Printing & Graphics
to have the permit printed on each mail piece. Mailing Services has
permit imprint hand stamps that the mailer can borrow to stamp each
piece in the event that the permit is omitted during the printing
process. Mailing Services can apply metered postage depending on the
stock the mail piece is printed on.
The return address must appear in the upper left hand corner. It
must read:
School of --------------*
Duquesne University
600 Forbes Avenue
Pittsburgh PA 15282
* This line is optional.
Permit 390 belongs to Duquesne University – the return address
is the address that the permit is issued to – any return address
used that may be contrary to this may not be used. Mailing Services
has return address stamps that the mailer can borrow to stamp each
piece in the event that the return address is omitted during the printing
process.
If the mailer is labeling the Standard (Bulk) job themselves, they
need to keep the pieces in numerical, ascending zip code order (000000-999999)
in order for Mailing Services to efficiently process the job. If a
job is received out of zip code order, Mailing Services charges a
price per thousand pieces, to put in zip code order.
Also if the mailer is preparing the Standard (Bulk) mailing themselves,
their mailing should be packed in trays or hods for transit to Mailing
Services. Trays and hods will be sent to departments upon request
– call Mailing Services at ext. 6192 for supplies, or online.
Pieces being prepared for Standard (Bulk) mailings CANNOT be stapled
closed. Mail pieces which may cause injury to postal employees or
may damage postal equipment are unaccepted and will be rejected for
mailing through the United States Postal Service.
A mailing requisition is required to process every Standard (Bulk)
mailing. Requisitions are available at no charge from Mailing Services
by calling ext. 6192 or online.
Any extras from Standard (Bulk) mailings or pieces with bad addresses
will be returned to the mailer. Any labels for foreign addresses will
be mailed out USPS airmail. If you do not want the international addresses
mailed, you will need to inform Mailing Services.
There are two types of Business Reply Mail: Permit Business Reply
and Courtesy Reply.
Business Reply Mail enables mailers to receive mail from the addressee
by paying postage and fees on the Business Reply Mail that is mailed
back to the sender.
Permit Business Reply Mail
Duquesne University Mailing Services maintains a Business Reply account
at the Pittsburgh Post Office. All Business Reply Mail received by
Mailing Services is charged back to the appropriate department. Each
time a piece of mail is returned, the Business Reply account is charged
a handling charge plus first-class postage.
Business Reply Mail Accounting System (BRMAS)
Duquesne University departments may obtain a reduced fee for return
of their Business Reply Mail cards and letters under the Business
Reply Mail Accounting System (BRMAS). BRMAS provides an automated
method of processing and rating Business Reply Mail. Mail must be
imprinted with the correct return bar code and meet other specific
requirements. Five samples of every piece Business Reply Mail that
is printed is sent to the Pittsburgh Post Office for acceptance into
the BRMAS program. If printing of business reply mail is done off
campus, it is up to the department to submit five samples and quantity
printed to Mailing Services for application into the BRMAS program.
The additional per piece discount is a considerable savings and well
worth the application.
Meter Reply Mail
Mailing Services can apply first-class postage to envelopes that are
to be returned to Duquesne University. The date will not show on meter
postmarks used to prepay meter reply postage. Special authorization
from the Mailing Services Manager is required to receive this service.
The Student Mail Center (SMC) is located on the second floor of the
Towers Living and Learning Center and handles mailboxes 5000-7899.
The SMC my be reached at ext. 6601 or 5220.
THE STUDENT MAIL CENTER DOES NOT ACCEPT C.O.D. PACKAGES!
Mailing Services handles all mail and UPS for approximately 2700 students.
SMC window hours:
ACADEMIC YEAR
10:00 a.m. to 4:00 p.m.
SUMMER
10:00 a.m. to 3:00 p.m.
For special pickups, call the Mailing Services Manager to
make arrangements at ext. 6192.
If you do not make it to the SMC by closing on Friday, all leftover expresses are taken to the Residence Life Office. Residence Life Staff will be available in the Towers Office on Saturday at 1 PM - 1:15 PM and Sunday at 4 PM - 4:15 PM for you to collect your package.
If you are expecting an express delivery on the weekend - check at
the Public Safety office. All weekend deliveries are accepted at that
location for student accessibility. You will need your Duquesne ID
for pick-up.
Addressing Student Mail
All mail sent to students living in all residence halls should be addressed in the following manner:
NAME
DUQUESNE UNIVERSITY
SMC #____________
1345 VICKROY STREET
PITTSBURGH PA 15219-2115
Mail should be addressed in this manner because the U.S. Postal Service
sorts mail on automated equipment which utilizes the street and Zip+4
Code. This separates the student mail from the campus mail, which
uses 15282 as its zip code.
When addressing intra-campus mail to the SMC, ALL pieces MUST have
an SMC number to be placed into the student mailboxes; please do not
include the full University address. Intra-campus mail that is received
with incorrect or missing SMC numbers may be returned to the sender.
Any intra-campus mailings to the SMC are required to have a pre-approval
from the Mailing Services Manager who can be reached by calling ext.
1904. Mailing Services charges for placement of intra-campus mailings
into student mailboxes. Any department that wishes may send one person
to the SMC to place their mailing into the mailboxes. Intra-campus
mailings are ONLY placed within mailboxes after ALL of the incoming
first-class mail is sorted and put into mailboxes.
Forwarding Student Mail
Mailing Services forwards mail for students for 90 days following
their departure from campus. It is up to the students to supply the
SMC with their forwarding address. Mail that is received for which
we have no forwarding address will be sent to the permanent address
on file through the University System or returned to sender. Mailing
Services forwards all first and second-class mail and any Standard
(Bulk) mail that indicates that forwarding is requested.
Mail Etc. is located on the second floor Towers Living Learning Center
at the SMC. This is the on-campus location for buying stamps, shipping
UPS or express packages. It is also the location to purchase shipping
supplies.
Call Mail Etc., 396-6601 or 396-5220, for additional information.
MAIL...
* Complete packing services
• Shipping supplies – You can purchase boxes, tapes, and envelopes. (Prices vary from size to size)
• Shipment by - DHL Worldwide Express - United Parcel Service Ground Service - US Mail - USPS Express, First class, Certified & Airmail
ETC...* Stamps and Metering
Mail Etc. does not handle hazardous biological, or chemical materials.
We reserve the right to refuse shipment of rare, inordinately valuable
items, or packages beyond our capabilities. Package contents shipped
are the sole responsibility of the sender.
Brottier Hall's mail is the responsibility of Duquesne University's Mailing Services Department. For information not found at this site, please contact Mailing Services at 412-396-6192.
All mail sent to Brottier Hall should be addressed in the following manner:
NAME
BROTTIER HALL
DUQUESNE UNIVERSITY
700 FORBES AVE APT__________
PITTSBURGH, PA 15219-4720
Mail should be addressed in this manner because the U.S. Postal Service sorts mail on automated equipment which utilizes the street and Zip + 4 Code. This separates Brottier Hall's mail from SMC's and Duquesne's staff mail.
Addressing Intra-Campus Mail:
When addressing intra-campus mail to Brottier Hall, all pieces must
have an apartment number to be placed into the resident mailboxes;
please do not use the full Pittsburgh address. Intra-campus mail that
is received with an incorrect or missing apartment number may be returned
to the sender.
Incoming Mail:
Incoming mail is sorted and placed in Brottier resident mailboxes
by Rockwell Hall Mailing Service staff. The mail will be placed in
mailboxes between 11:30 AM and 1:00 PM.
Incoming Packages:
Package notification slips will be placed in the resident mailboxes
upon arrival. Packages can be picked up at the front desk of Brottier
Hall. Please bring the package slip and identification with you when
picking up packages.
Mis-Sorted Mail:
If you find mail in your box that doesn't belong to you, please place
it in the metal mailbox on the wall in the mail center area. The box
is marked for mis-directed mail.
Outgoing Mail:
Stamped mail is to be placed in the USPS mail
receptacle which can be found outside of the Brottier Hall lobby.
Intra-campus mail is to be placed in the receptacle located in the lobby of Brottier Hall; the receptacle is marked intra-campus only. The mail will be picked up between 11:00 AM and 12:00 PM Monday through Friday.
Forwarding Mail:
Mailing Services forwards mail for Brottier Hall residents for 90
days following their departure. It is up to the resident to supply
Mailing Services with their forwarding address. Forwarding cards are
available at the Residence Life office in Brottier Hall. Please complete
the card with your forwarding address and place it in the Intra-Campus
receptacle in the lobby of Brottier Hall. Mail that is received for
which we have no forwarding address will be send to the permanent
address on file through the University System or returned to sender.
Mailing Services forwards all first and second-class mail and any
standard (bulk) mail that indicates that forwarding is requested.
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