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Mail Preparation

Below are the standards Mail Services must adhere to regarding U.S. Postal Service guidelines. Please feel free to print a copy of the templates or you contact Mail Services for the actual template.

Campus (Inter-Office) Mail

 Inter-campus mail can be sent using either the small or large interdepartment envelopes. Mail Services sorts by department.  Always include the department name and if desired the recipient's name.  To ensure proper delivery of the mail DO NOT USE DEPARTMENT ABBREVIATIONS.  Please be sure to cross out all old addresses on the envelope.

Separating Mail

Each department's mail center must have three trays, tubs, or boxes marked for their outbound mail pieces. The trays, tubs, or boxes should be labeled:

  1. CAMPUS MAIL
  2. OUT GOING MAIL/DOMESTIC & INTERNATIONAL (All International Mail should be bound by rubber bands.)
  3. STAMPED MAIL

The Campus, Out Going, and Stamped mail will be picked up by Mail Services when the morning mail is delivered. Mail Services handles a great deal of volume and it is important departments separate their mail so Mail Services can process the mail in a timely manner.

Pick-Ups

Due to the morning delivery schedule and time frame, the morning delivery driver may not be able to take large volumes of mail with him/her. Any mailings that are too large to be included with the Campus, Out Going and Stamped mail can be picked up by the afternoon driver. Please contact Mail Services at 330-672-2164, by noon to schedule a pickup.

Outbound Mail

The afternoon shuttle truck must depart Mail Services at 3:30 p.m. in order to arrive at the Kent Post Office by 4 p.m. (Monday - Friday). All Parcel Post, large envelopes (flats), accountable mail, and all other mail is taken to the Kent Post Office on a daily basis (Monday - Friday).

All letter size envelopes are picked up at 2 p.m. by a pre-sort company. Departmental mailings processed by that time will go out on the same day and will receive the pre-sort vendor discount. Mailings that come in after 2 p.m. can still receive the presort discount  but the mailing will be processed on the next business day.

Please provide Mail Services specific instructions if necessary.