Mail/Shipping/Receiving Overview


Start here if you are new – Introductory information to help you understand mail, shipping, and receiving services at CSU Stanislaus.

Overview on Campus Mail Services

Mail Services handles all campus mail: intra-campus, external, and parcel shipping.  The Mail Services office is located in the basement of the Mary Stuart Rogers Educational Services Gateway building (MSR 010).

Mail Services is classified as an Internal Service and as such is required to operate through an Internal Service Fund.  CSU Chancellor's Executive Order 1000 states that Internal Service funds are to account for the financing of goods or services provided by a designated campus department or unit to other campus departments or units, on a cost-reimbursement basis.  Internal Service Funds are established primarily to improve financial management of scarce campus resources.


Overview on Incoming Mail

Incoming mail is picked up at the Turlock Post Office each morning. The Mail Services staff sorts and delivers incoming mail to assigned mail boxes on campus by mid-afternoon, Monday through Friday.


Overview on Student Incoming Mail

Student residing on campus receive their mail at Residential Life Village (Student Housing). Mail Services staff pick up the student mail along with the other campus mail each morning at the Turlock Post Office. The student mail is delivered to Residential Life Village, where their staff sort and place in mail slots appropriately.


Overview on Intra-Campus Mail

Intra-campus mail is placed in the appropriate collection boxes at assigned campus mail locations. At the time incoming mail is delivered to mail boxes the outgoing mail is picked up. Intra-campus mail is sorted and delivered with incoming mail to assigned mail boxes the next day. How to send mail to other departments?


Overview on Outgoing Mail

Outgoing mail should be placed in the appropriate collection boxes at assigned campus mail locations, or it can be delivered to the Mail Room located in MSR basement (MSR010). To be included in the daily delivery to the post office, outgoing must be at the Mail Room by 3:30 PM. Staff will then process the mail.

Outgoing mail processing includes sealing envelopes, weighing, and applying the appropriate postage.  After it is processed, Mail Services staff deliver it to the Turlock Post Office by 4 pm Monday through Friday. How do I get my department's mail to the post office?


Overview on Postage Prices

USPS postage prices can be based on a number of factors. For most of campus mail, the size (letter or flat), weight, and the content will determine the class of mail you select. To learn more about each class of mail – including what can be mailed, the minimum and maximum weights and sizes, and the number of pieces needed for commercial prices, go to USPS Business Mail 101.


Overview on First Class Mail

All mailable matter can be mailed as First-Class Mail. First-Class Mail includes:

Cards: To qualify as a "postcard" it must be:

  • Rectangular
  • At least 3-1/2 inches high x 5 inches long x 0.007 inch thick
  • No more than 4-1/4 inches high x 6 inches long x 0.016 inch thick

Letters: To be eligible for mailing at the price for letters, a piece must be:

Folded self-mailers must be sealed or they will be subject to the nonmachinable surcharge. Greeting cards require extra postage because they are rigid, square, or unusually shaped.

  • Rectangular
  • At least 3-1/2 inches high x 5 inches long x 0.007 inch thick
  • No more than 6-1/8 inches high x 11-1/2 inches long x ¼ inch thick

Flats: The USPS uses the word "flats" to refer to large envelopes, newsletters, and magazines. Flats must:

  • Have one dimension that is greater than 6-1/8 inches high OR 11-1/2 inches long OR ¼ inch thick.
  • Be no more than 12 inches high x 15 inches long x ¾ inch thick.
  • Keep in mind that weight also affects the price; the higher the weight the higher the postage.

Parcels: If your mailpiece is not a postcard, letter, or a flat (large envelope), then it is a parcel.

For more details on what pricing to expect on your mailpieces contact the Mail Services staff. USPS price list


Overview on Campus Postage Charges

Postage charges are processed as department chargebacks, using the department's mail code. Price quotes are provided upon request. Parcel tracking is available.

University Auxiliaries will be charged for services at the same rate as university colleges and departments. Auxiliaries will be invoiced by university financial services for charges incurred. UPS tracking on Resources Page


Overview on Folding and Inserting

Mail Services can provide the service of folding and inserting mail for mailing in an envelope or as an un-enveloped letter-size mailpiece. Contact Mail Services for a price quote.


Overview on UPS Service

United Parcel Service (UPS) is the university's contract provider for parcel delivery; daily services include ground, 2nd day, and overnight delivery.  The cutoff time for outgoing UPS is 2:30 PM. How do I send an overnight item?

UPS charges can be paid for at the Mail Services counter, MSR010, using cash, check, credit card, or Warrior Cash.


Overview on Bulk Mailing

The term "bulk mail" refers to larger quantities of mail prepared for mailing at reduced postage. In Business Mail 101, the term "bulk mail" means commercial First-Class Mail and advertising mail (called "Standard Mail" by the Postal Service). Commercial prices are available for other classes of mail, too. The Postal Service uses the terms "bulk" and "presorted" interchangeably. Bulk prices are lower than "single-piece" prices. "Single-piece" means that you pay the full postage price; when you put a stamp on a letter, you're paying the single-piece postage.

Learn what class of mail is right for you, what commercial prices are available for those classes, and why bulk mail could be the right choice for your mailing.
USPS business Mail 101

The Post Service offers lower prices for bulk mailings because Mail Services will do some of the work that otherwise would have to be done by the Post Service (for example, sorting the mail by ZIP Code or transporting the mail to a destination postal facility.

In order to mail at commercial prices, Mail Services does the following:

  • Get a mailing permit (permission to mail) and pay an annual mailing fee for each class of mail (First-Class Mail and Standard Mail
  • Pay postage using permit stamp or permit imprint put on at the time of printing. See Print to Mail.
  • Make smart choices about the size, shape, and weight of your mailpiece. Some sizes are not mailable at bulk mail rates. Mail Services can advise you on what is mailable before you print.
  • Ensure that your addresses are accurate. Mail Services have the license to handle the NCOA processing (see about NCOA below).
  • Presort the mailpieces (separate or sort your mail by ZIP Code).
  • Take your mail to the Post Office.

To qualify for certain postage discounts you must mail a minimum number of pieces:

  • 500 pieces for First Class Mail
  • 220 pieces (or 50 pounds of mail) for Standard Mail

How to prepare for bulk mail services
Contact email to get price quote


Overview on Folding and Inserting Services for Bulk Mailing

There are many options available for preparing bulk mailing pieces but the USPS has stringent standards in order for us to receive commercial postage rates. Some examples are as follows:

  • Un-enveloped letter-size mailpieces prepared for machinable mailings must be sealed or tabbed along all four sides.
  • Number and location of tabs or seals are specified for particular types of letter-size mail.
  • There are special size requirements for mailing letters at automation prices.

To ensure that your mailing can and will be processed properly and be cost effective, contact Mail Services early in your planning process. Working with Mail Services and the Print shop on a Print-to-Mail project will save you money and time.


Overview on Print-To-Mail

The campus Print Shop and Mail Services are not only located in the same office, but they combine to offer an efficient, less expensive method for processing higher volume mailings called "Print-to-Mail". This method is available for any mailing that meets certain design requirements and has a list of addresses in a field-based format such a MS access or MS Excel (MS Word is not a workable format). Prior to printing, your mail list goes through NCOA processing (see below).

The Print Shop then can print the addresses directly onto the mail piece so that no labeling is necessary. This method also saves postage costs because a USPS approved barcode is applied to each address. Also, the print process includes the University indicia (USPS permit). Printed material comes off of the printer presorted by Zip Code, eliminating the need for hand sorting.

If Print-To-Mail sounds like an option to pursue contact Mail Services or the Print Shop.


Overview on NCOA Mail List Updates

In order to receive bulk mailing postage rates, the intended recipient list must be processed through the National Change of Address Database" (NCOA). The campus Mail Services office has an NCOA license and can update your mailing list. A recipient list must have been "cleaned" within 90 days of the bulk mailing.

NCOA is a service that provides customers with United States Postal Services (USPS) change-of-address information for individuals, families and businesses through a licensee of the data. The NCOA database, is a data file containing over 160 million change-of-address records that have been submitted to the USPS® via a change of address form (COA®) for processing in the last 48 months.

NCOA® processing validates each name and address in your data file. Once address information is validated, each name and address is matched against the NCOA® database. This database contains change of address data gathered from the USPS® on individuals, families and businesses that are moving. If a match is made against the NCOA® file, we will update the information with the current address.

NCOA® processing:

  • Leverages the last 48 months of change of address records
  • Meets move-update requirements to qualify for Standard and First-Class bulk mail discounts
  • Increases the number of deliverable mailing addresses in your file

The results from mail tests show that mail deliverability increases by 400% when using the NCOALink® processing compared to address cleaning alone. Address cleansing software changes addresses to the USPS® format, fixes incorrect ZIP Codes™, resolves typos in street names, and uses fuzzy matching to find the most accurate address possible. How do I get bulk mailing processed?


Overview on Public Mail Services

CSU Stanislaus Mail Services is authorized as a "USPS Approved Shipping Center" to provide services to the public. This commercial authorization allows Mail Services to purchase postage at a discount and obtain specialized mailing supplies. Mail Services is then able to provide postage and specialized mailing for private mailings-at the same rates as other retail mail centers. Any profits from the public operations go into the fund for replacing Mail Services equipment and covering overhead.

Mail Services available for the public are:

  • Stamps: Individual stamps, books of Forever stamps, some holiday and commemorative stamp offerings, and Forever stamps for international postage rates. Mail Services does not sell any stamps that are a set postage amount ($1.00, $0.49, $0.2, etc.)
  • Packaging Material: Flat rate boxes for priority mailing, other types of boxes for shipping, and bubble wrap for filler.
  • Packaging Service: Staff can prepare packages for mailing.

UPS service is also available for the public.  Daily services include ground, 2nd day, and overnight delivery.  Parcel tracking is available. The cutoff time for outgoing UPS is 2:30 PM.

Payment for private mailings or UPS service can be made by cash, check, credit card, or Warrior Cash at the front desk in Mail Services.


Overview on Receiving Services Location

UPS, FedEx, and other types of package and large freight deliveries are received throughout the day at the Shipping & Receiving office located in the Corporation Yard. See the campus map, building 4


Overview on Receiving Services

The staff in Shipping & Receiving

  • Receive all incoming shipments from vendors that are procured through the Purchasing department or ordered via a department procurement card.
  • Deliver all received items to the appropriate campus college or department
  • Maintain accurate and complete receipt and delivery records. Package tracking database.
  • Are trained for special handling of hazardous materials.
  • Coordinate activities with Property Management for tagging of all State property. Property Control Policy, tagging property.
  • Pick up of Surplus property.


Overview on Receiving Procedures

  • Goods received resulting from purchase orders and PCards are processed in a timely manner. Special deliveries of priority materials or emergency orders take precedence.
  • Receiving personnel date stamp all bills of lading, packing slips, and invoices.  The purchase order or PCard purchase notice is clearly marked to indicate the exact quantity and date received and is initialed by the checker.  All serial numbers and state property numbers are noted in such a manner as to easily match items.
  • The material received is compared to both the packing slip and purchase order or PCard purchase notice and checked for correct quantity, item description, and damage.
  • The material is re-packaged, carton or cartons re-sealed, and marked as to where it is to be delivered.
  • All packing slips and receiving logs are included with the order for signature by the department at time of delivery.
  • Copies of packing lists and receiving logs on partial orders are kept as reference until the purchase order is complete.


Overview on Returning Goods

  • The Procurement Department is notified immediately if anything is incorrect with the shipment (e.g., wrong color or size, incorrect stock number, etc.). The Procurement Department will resolve the problem with the vendor.
  • If the goods are to be returned, the Procurement Department will provide Shipping & Receiving with the RMA (Return Merchandise Authorization) number.
  • The item is repackaged and returned within 30 days