This Procedure will expedite your bulk mailing, save on postage, and reduce delivery time.

• Mailings under 20,000 pieces should be processed by Mail Services, since it is not cost effective to have a mail house process this size mailing.

• Have your mailing lists generated in ZIP Code order. (If possible, barcode the labels for additional automated discounts and faster delivery.)

• Label and keep all pieces in correct sequence (00900 through 999000), do not sort groups or batches in ZIP Code order, and do not print individual lists to combine as a single mailing. (The entire mailing must be in ZIP Code order from the first to the last label.) If your department has two or more lists totaling 200 pieces, simply merge all the lists into one, and generate/print the resulting list in ZIP Code order.

• Check the pieces to make sure they are identical in weight and size (same card, circular/self-mailer, or same type and size envelope).

• All pieces in the mailing must have the indicia in the upper right-hand corner. Please contact Mail Services at extension 4612 for information regarding the current indicia.

  • Non-Profit Org

    U.S. Postage Paid

    The New School

• Circulars and self-mailers must be tabbed (single tab at the top or two tabs at the bottom)
  
• Deliver entire mailing to Mail Services for processing.

Note: As of April 1998, The New School has participated in the Postal Services CAPS (Centralized Account Payment System) program. This program eliminates the need for advanced deposits prior to a mailing.

The Mail Services Manager must be given advance notice before a large bulk mailing is sent from Mail Services or a mail house. This will insure that the mail house has the correct procedure for processing your bulk mailing through the CAPS system, and the chargeback (department's Index or FOAP number) is inserted in the CAPS customer ID line on the mailing statement.

Mailing Statement and Verification

The Periodicals mailing statement form is 3541-N, and the Standard Mail mailing statement form is 3602-N. These forms are completed by the mailer. When a mail house processes New School mail, copies of the form 3541-N or 3602-N should be sent to the Mail Services Manager. These forms are necessary to verify the mailing was processed correctly and to reconcile the CAPS account.

Mail Services has acquired the following pieces of equipment to automate bulk mailings and reduce postage costs by as much as 60 percent. This service is available for mailings under 20,000 pieces (larger mailings should be sent to a mail house).

• Formax 644 folder/inserter: This four-station system can fold and insert at approximately 2,500 pieces an hour. This is a heavy-duty system that can insert into #10 or 6" x 9" envelopes. It can process the following combinations:

  1. Up to four letter-sized or legal-sized sheets into a #10 or 6" x 9" envelope

  2. Three letter-sized or legal-sized sheets and a postcard, brochure, or insert into a #10 or 6" x 9" envelope

  3. Any combination of four items (three sheets and a BRE or BRC, etc.) into a #10 or 6" x 9" envelope

• KT-2 Tabber: This tabber can affix one or two tabs to a self-mailer or brochure at approximately 2,500 pieces an hour.
  
• Bryce 13K Address Printer: This inkjet printer can print the address and postnet barcode on any size envelope, postcard, or self-mailer (no glossy stock) at the rate of 5,000 pieces an hour. It can also print the indicia, return address, and a graphic on the mail piece if needed, but at a reduced rate (1,500 an hour).

Submitting your address list

Address lists can be submitted on 3.5" floppy disk, Zip disk, or by email attachment. Lists may be submitted in the following formats: MS Access, MS Excel, Comma-delimited ASCII Text or dBASE (MS Word documents NOT accepted).

The fields in your address list must be consistent for all records. Lists with less than six lines per address are preferred.

Consistency is extremely important in your database field mapping. In the above example, record # 1 would appear as an invalid address, because "Bronx, NY 10457" is in the wrong field. Since field 5 is the "City, State, Zip" field, all records must have City, State, and ZIP information in field 5.

In this example, record # 3 has the address in the "Company" field, and the City and State information are in the wrong fields. This record would produce an invalid address. It can be easily corrected manually, but in a large database with many records, this can be a tedious job.

Once again, make sure your data is consistent in all fields of your database. Keep the address line to no more than two lines, preferably one line. See the following examples:

123 Apple Street 3rd Floor or 254 Maple Drive Apt 2D

The following table shows the cost and delivery time for several categories of First-Class and Standard A mail.

For additional information or special circumstances, please call Mail Services at 229.4612.