Business Reply Mail

The University maintains a business reply mail account at the Hayward Post Office. Business reply mail facilitates correspondence back to the University without the sender having to pay postage. The Post office has very strict guidelines regarding the design of business reply mail materials. Prior to printing business reply mail envelopes or postcards, the particular department must verify that bar-code, permit number and all other requirements are met. Envelope markings are exclusive to CSUH and they should not be altered or printed without prior approval. Incorrect design of this type of mail will result in higher fees, significant delays in mail returns and the possibility of mail being routed to the post office's dead letter file. Contact Mail Services, X3703, for specifications on printing of business reply mail.

Distribution Schedule

Current mail service on the campus includes the pick-up and delivery of both U.S. mail and inter-office mail once daily. Time of pick-up will vary depending on the location of your area along the route and the amount of mail which has to be processed before deliveries start. Ordinarily, mail delivery and pick-up routes begin at 10 A.M.

If you have any questions or suggestions for improving University Mail Service, please contact the Shipping & Receiving Department at Extension 3703 between 8:00 A.M. and 12:00 Noon or 1:00 to 5:00 P.M.

Express Mail

Express Mail or other overnight service will be delivered to the department on the mail run or ASAP following its receipt. Please notify Receiving if you are expecting an urgent package.

Inbound U.S. Postal Service Mail

In an effort to speed up your morning mail service, Receiving personnel pick up University mail from the Hayward Main Post Office by 7:00 A.M. each work day and sort approximately 3,000 pieces for morning delivery. On Mondays, after three-day week-ends or holidays, the volume is substantially higher and the mail run maybe delayed to accommodate the increased load.

Outbound Mail

First Class Mail

1. Within the size and weight limits of First Class mail, any unspecified piece you place in the mail pick-up box will be sent as First Class mail.
The U.S. Postal Service size and weight limits are:

• Minimum height & length - 3-1/2" x 5".
• Maximum height & length limited to 108" in combined length and circumference.
• Maximum weight - 70 lbs.

1. Items larger than routine mail will be evaluated by Mail Services personnel to determine the lowest cost method for processing unless otherwise instructed by the department. Departments may be required to pay any difference in cost from operating budgets if they elect to send mail by a more costly method.

2. The University's first class mail is turned over to a firm specializing in the "Pre-Sort" business after it is processed through Mail Services. Mail is sorted according to ZIP Code by this firm and delivered to the post office by noon the following day. This will save approximately 10 percent of the normal postage cost and does not normally slow delivery to the addressee. Departments may be required to pay the difference in cost of first class should they require special handling through the post office directly.

3. You may request any of the following special services on first class mail:

• Certified Mail - This provides a record of the mailing and for a slightly higher fee will provide a record of delivery. There is no option for insurance coverage

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Overnight Delivery

The University uses U.P.S. (United Parcel Service) for overnight deliveries. Departments may obtain materials necessary to send overnight mail by contacting Mail Services. Bills of Lading must be completely filled out including: return address and department name, account number to be charged, authorized signature, and delivery address in full, including zip code.

NOTE: Overnight Mail must be in the mail room by 3:30 p.m. to ensure processing for the same day.

NOTE: Only US Postal Express Mail can be delivered to post office boxes. Contact mail services for other options if you do not have a street address.

NOTE: On INBOUND Express delivery inquiries, please be prepared to provide addressee name, shipping method (Express Mail, UPS, Federal Express, etc.) and the tracking control number.

At your request, Federal Express or other carriers will be used. This is most useful when billing will be charged to the recipient, or if you plan to use personal billing (credit card) or when billing to a third party. Mail Services must be notified ASAP if you intend to use Federal Express or other carriers as they must be contacted early in the day to schedule pick-ups.

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2-Day Priority Mail

2-Day Priority Mail is a cost effective alternative to overnight mail service. It is available through the US Post Office and most other carriers. It is 95% effective to major metropolitan areas and it is especially useful when you cannot wait the delivery time required for first-class mail, but do not absolutely require overnight delivery. However, there is no tracking capability when using the U.S.P.S.

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Bulk Mailings

Extremely low rates are available for all mailings of identical pieces, separately addressed to different addresses in quantities of 200 or more when no item weighs over 3.973 ounces or when a group of identical items each weigh over 3.973 ounces but less than 16 ounces and the overall total weight is 50 pounds or more. The current basic rate is approximately 17 cents each up to one ounce.

Bulk mailed letters and circulars normally take from 3 to 7 days longer for delivery than first class mail. With proper planning, the department and the University can realize significant savings.

The U.S. Postal Service has very specific and strictly enforced regulations on the preparation and processing of bulk mail. When a University activity anticipates a mailing which might qualify for the bulk rate, assistance should be requested from Mail Services personnel. The following guidelines should be employed for processing bulk mailings:

• Request for Bulk Mailing Services (Form 1-900-75) (PDF) must be completed and submitted with the bulk mailing.
• A minimum quantity of 200 pieces identical in weight is required.
• All pieces must be sealed and affixed with the bulk permit indicia. This may be hand stamped or printed on department envelopes in advance for those departments which intend to use bulk mail services regularly. Bulk mail permit indicia stamps may be loaned from Mail Services upon request. 
• All bulk mailings must be assembled in ascending ZIP Code order and should be loosely packed into postal trays (available upon request from the mail room) or other suitable container. Only one level of mail is allowed in each container.
• Mailing should be clearly marked as "Bulk" and separated from other outgoing mail. Pick-up is available upon request by calling Mail Services at Ext. 3703.

Bulk mailings will be processed on an as soon as possible basis. Normally they will go out within 48 hours of receipt at Mail Services but departments with especially time sensitive materials should confirm processing with the Mail Services supervisor.

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International Mail

International mail, both surface and air, must be separated and secured in a bundle with a rubber band or string. Each bundle should be marked "FOREIGN MAIL".

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Preparation of Envelopes

1. All mail run through University Mail Service must have a University return address. It should include the nine-digit ZIP Code which corresponds to the particular department. When ordering new letterhead, business cards, or envelopes, please be sure to add the ZIP + 4 code as it will contribute to improved processing of both outgoing and incoming mail. Click here for a directory of Zip + 4 Departmental Listing
2. Flaps on standard envelopes may be sealed or unsealed, but they must not overlap. Envelopes should be bundled by department and should also be sorted by size if several envelope sizes are used. Do not put paper clips inside envelopes or staple envelopes closed. Oversize envelope flaps must be sealed by the department.
3. Flaps on kraft envelopes should be sealed and tape should be placed over the metal clasp.

Internal Campus Mail

Intra-office (on-campus) mail service is provided once daily at the same time U.S. mail is picked up and delivered. All sorting bins are cleared daily and delivered to the campus on the normal mail run beginning at 10 A.M.

The Contra Costa Center provides a daily courier between the Hayward campus and the Concord campus, with limited stops at both locations. Any mail picked up during the mail run or brought to Mail services before 11:30 A.M. will be assured of the same afternoon delivery to the Contra Costa Center. Please notify the mail room prior to the mail pick-up if you have mail which may need special attention.

Large size boxes or other similar items may be brought to Receiving for the Courier to pick up.

• Lined and perforated messenger service envelopes (State of California Form #117) are used for inter-office mail. These envelopes are available from Mail Services and should be reused until all address sections have been used. The name of a person should only be used in conjunction with the departmental name. Without the departmental name, Mail Services must often open the envelope to determine the delivery point

PLEASE REFRAIN FROM SENDING INTER-OFFICE MAIL IN REGULAR MAIL ENVELOPES

It is a good practice to attach small items to a sheet of paper to avoid the appearance of an "empty" envelope.

Please recycle all excess empty inter-office envelopes to Mail Services for reissue. Empty envelopes may be ordered through the Receiving Department.

• Trays or other containers are available at your mail drop point so that inter-office envelopes can be separated from other mail intended to be processed through the Post Office. Your cooperation in keeping it separate will help Mail Services process your mail and avoid unnecessary delays.
• General announcements intended for all departments or all employees should be inserted into inter-office envelopes.

  For Departments that do not wish to label and stuff envelopes to individual departments, the mail room is willing to "shot-gun" their announcement by distributing an estimated number of copies into each of the mail boxes in the mail room. Historically, there have been certain problems where some departments have not received announcements processed in this manner and we do not recommend that it be used for important distributions.

Miscellaneous Information

New Faculty

When a new faculty member is appointed, the appointing department should inform the mail room, by e-mail to Ed Gonsalves. Lack of such information could result in delayed delivery of mail or mail returned to sender.

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Affiliated Organizations

Organizations affiliated with the University, but not funded through the State, may only use the University mail services with the permission of the Associate Vice President, Business Affairs.

Mail processed for affiliated organizations will be billed for the actual postage used plus a 25% surcharge for handling out-going mail. No charge will be assessed for processing in-coming mail.

Mail service for affiliated organizations must be legitimate University related business. Materials of a commercial, for-profit or non-University promotional nature shall not qualify even if sponsored by affiliated organizations, except for approved fund raisers to support University programs. Should a piece of mail, opened for identification purposes, be ineligible for mailing, the material will be referred to the appropriate administrator for disposition.

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Personal Mail

As a courtesy, pre-stamped and sealed personal mail will be picked up with Inter-Campus mail during regular runs and will be delivered to the U.S. Post Office.

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Stamps

The mail room maintains a stock of First Class one ounce postage stamps  for use by University offices for after hours mailings. These are not to be used for any purpose other than approved campus mailings. Submit a request form by email to John Gonzalez.