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Mail/Courier/Faxing


Mail - Cambridge

  1. Campus Center: Mailboxes are located in the mailroom.
  2. Six digit cost center code/departmental codes are required for all outgoing mail.
  3. Ask Campus Center staff for assistance with Certified and Registered mail.  All UPS services (Express/overnight mail) are processed through the Bookstore
  4. “No Postage Necessary” envelopes need to be separated from standard mail bundles and placed in stamped mailbox .

Mail - Coon Rapids

  1. Kraft envelopes and other large envelopes must be sealed by you, our machine cannot seal them
  2. Regular envelopes should have all flaps running together
  3. Fill out a “green mail card” by listing your six digit Cost Center Code, name, and date. Place the mail on the shelf labeled “Mail to be Metered”
  4. Please give airmail and international mail directly to Central Service staff
  5. Incoming mail is sorted daily and placed in the department bins
  6. Mail is sorted according to the phone directory and faculty secretary assignments
  7. Ask Central Service staff for assistance with Certified, Bulk and Registered mail.
  8. All UPS services (Express/overnight mail) are processed through the Bookstore.
  9. “No Postage Necessary” envelopes need to be separated from standard mail bundles and placed in stamped mailbox.

Personal Mail

  1. At your own risk, personal mail may be brought to Central Services to be sent out with the college mail
  2. Personal mail must be stamped. Stamps are available from the bookstore
  3. We can not guarantee delivery of your personal mail

Bulk Mail

  1. Standard Pre-sort : Mail that is NOT confidential, personal, or private in nature.
  2. Minimum of 200 pieces required to process a bulk mailing.
  3. Maximum of 5,000 pieces or less in one mailing can be processed through Central Services. (Larger mailings should be handled through a mailing house). A mailing house is a company that is hired to process large bulk mailings. Note:  when an outside mailer processes a bulk mailing; the mailing should be delivered to the Minneapolis Post Office.  Before the mailing is dropped off at the post office; the bulk mail paperwork must be faxed to Central Services.  Central Services will approve, sign, and fax paperwork back to the mailing house. This sheet will need to be attached with the mailing when it is delivered to the Minneapolis Post Office. The post office will not process the mailing without Central Services’ signature and approval.
    • Anoka Post Office – Permit # 199
    • Twin Cities Post Office – Permit # 31836
    • See N:\ARCC Public\FORMS\Central Services for bulk mailing directions and spreadsheet.  The Standard Pre-Sorted mail spreadsheet is also available online.
    • Follow all directions on spreadsheet, attach it to mailing, and bring to Central Services.
    • Contact Central Services for permit stampers.

    Guidelines for Properly Addressing Mail

    (Per U.S. Postal Service, January 2009)

    Example of proper delivery address:
     
    JANE C MILLER
    MILLER ASSOCIATES
    1960 W SUMMIT AVE STE 2006
    ALLENTOWN PA  18104-9865

    Font and Style

    • Use all capital letters
    • 10-point type or larger
    • Simple type fonts  (No fancy font)
    • No punctuation

    Ink and Paper

    • Black ink on white or light paper

    Spacing

    • One (1) space between city and state
    • Two (2) spaces between state and ZIP Code

    Justification

    • Left-justify every line in the address block

    Envelops and Labels

    • When using window envelopes, make sure the whole address is visible
    • When using address labels, make sure information wasn’t cut off the label
    • Labels must be straight on mail piece in order for machines to read them

    Address Specifics

    • Place STE (suite) or APT (apartment) number on the same line as the delivery address OR Above the delivery address NOT below the delivery address.
    • Use directional abbreviations, such as E (east) and W (west).
    • Try to include the ZIP+4 in ZIP Code. Access ZIP+4 digits at http://zip4.usps.com/zip4/  (ZIP Code Look Up)

    Courier

    1. Courier service is available between campuses daily
    2. A courier bin is provided in Central Services on the Coon Rapids Campus and in the Mail room of the Campus Center on the Cambridge Campus

    Telephone/Fax - Cambridge

    1. IS/HU: Fax machine located in IS 103
    2. Fax Number is: 763.433.1841
    3. Campus Center: Fax machine is located in the Information Center.
    4. Long Distance faxing will require that you enter a nine-digit number, which is the same as your copy PIN number. To obtain long distance code/PIN information, contact the Central Services Department at 763.433.1520.

    Telephone/Fax - Coon Rapids

    1. Fax machine is located in the Central Services Department, L106.
    2. Fax Number is: 763.433.1521
    3. The fax machine is to be used only for school related business
    4. Instructions are posted on the wall
    5. Only Central Service staff are allowed to distribute in-coming faxes, please do not distribute them
    6. If requested, Central Service staff will send a fax for you. Each fax must include a fax cover sheet and will be sent within the hour
    7. Long Distance faxing will require that you enter a nine-digit number, which is the same as your copy PIN number. To obtain long distance code/PIN information, contact the Central Services Department at 763.433.1520.