UMS Policies and Procedures

Introduction and General Statement

1.01  University Mailing Services (UMS) provides a broad range of mass addressing and mailing services to the entire University. It operates as a self-supporting enterprise and assumes the costs of the building, equipment, utilities, and all direct overhead expenses.

1.02  The Manager of UMS is responsible to the Director of University Information and Publication Services and then to the Vice President for Business, Finance, and External Relations.

Purpose and Scope

2.01  The purpose of UMS is to provide prompt addressing and mailing services for the University. It is our responsibility to provide the most economical legal postage costs for our services.

2.02  Services of UMS are available to the University or University-related organizations and cannot be used by off-campus organizations, groups, or activities unless approved by the Manager of UMS.

2.03  UMS offers the following services:

1. Campus Mail
2. U. S. P. S.
3. Federal Express
4. United Parcel Service
5. Roadway Package System
6. International Mail.

2.04  General services include:

1. All services necessary for any mailing or internal project
2. Entering and storing addresses electronically as well as producing address labels from databases
3. Managing the campus mailing lists. This includes the lists that we update such as the deans, directors, and department heads, as well as the list that HRS downloads monthly from the Employment Action forms.

2.05  Advice is available on complying with postal regulations. UMS is authorized to inspect all mail or packages to determine that the contents can be sent using the specified service.

2.06  UMS fully supports the U. S. P. S. automation program and provides these services with any applicable discounts to the University or any University-related organization.

2.07  Any faculty or staff member is invited to visit UMS to inspect its facilities or to discuss mailing procedures.

2.08 You should always direct any recommendations or complaints concerning the services, performance, or procedures of UMS to the Manager of UMS. If you do not obtain satisfactory improvement, you should contact the Director of University Information and Public Services.

Procedures

3.01  Before any job can be done, a completed work order with the correct account number on it must be on file at UMS.

3.02  Account numbers are used for billing purposes and are required before any work can be done. There an unlimited amount of account numbers available. If your department does not have an account number or if you need a new account, you must apply with the Accounting Services Manager in 303 Whitehurst.

3.03  UMS keeps meter and mailing permits for use by University or University-related organizations. Additional permits for the Stillwater campus require approval by the Manager of UMS. The use of off-campus mail processing services must by arranged by UMS. They will arrange for service they cannot provide.

3.04  Job materials can be handled in three ways:

1. Brought in by customer
2. Picked up by UMS (an additional charge will be billed)
3. Shipped directly from the production facility (University Printing Services is adjacent to UMS) In this case, customers are encouraged to advise UMS well in advance, especially for large jobs.

3.05  The Manager will provide cost estimates in advance if so requested.

3.06  Invoicing for services is done by electronic feed through Financial Accounting Systems. You should direct any questions to the Senior Office Assistant of University Mailing Services in the Printing Building.

3.07  University departments are responsible for address correction and forwarding on inbound mail. Mail must be addressed to the department address not to individual offices. The department address can be found in the Office Directory of the OSU Campus Directory. The departmental ZIP+4 code is included.