Mail Services
Introduction
Mail Services processes incoming and outgoing United States Postal Service (USPS) mail and provides campus mail pick-up and deliveries. Our goal is to provide service that is courteous, economical, and efficient.
Standard Mail (Bulk Mail)
First and Third Class Bulk Mail is processed daily for USPS acceptance. All bulk mail must be in Mail Services by 12:00PM for same day processing. Instructions for sorting machinable standard mail (bulk mail) for SJSU Mail Services and USPS acceptance are as follows:
- All bulk mail pieces must be sealed (if using envelopes), or taped of tri-folded and must have a San Jose State University return address (no street addresses). The piece must have the permit #816 indicia.
- Separate and place all out of state pieces in a tub or tray.
- Separate and place all 900 to 935 3-digit zip group in a tub or tray.
- Separate and place all 936 to 939 3-digit zip group in a tub or tray.
- Separate and place all 940 to 944 3-digit zip group in a tub or tray.
- Separate and place all 945 to 949 2-digit zip group in a tub or tray.
- Separate and place all 950 3-digit zip group in a tub or tray.
- Separate and place all 951 3-digit zip group in a tub or tray.
- Separate and place all 952 to 960 3-digit zip group in a tub or tray.
- When using trays issued by Mail Services make sure that all the items are facing the tray with the label holder.
Campus Extended Zip Codes
San José State University's main campus zip code is 95192. Each department on campus has been assigned an extended zip code. For more information, see Campus Extended Zip Codes.
Express Mail
Mail Services handles all incoming and outgoing USPS Express mail, USPS International Express mail, and all off-campus department Express mail.
- Shipping & Receiving will deliver UPS, DHL, and FedEx mail to all departments on campus.
- All incoming USPS express mail and all other express mail (received before 2:00PM) is delivered on the regular mail route deliveries unless we are notified in advance.
- All outgoing USPS Express Mail must be brought to Mail Services before 2:00PM.
- All other outgoing express mail must be brought to Shipping & Receiving no later than 2:30PM.
Intercampus Mail
We provide in-house distribution of mail sent by San José State University departments, staff, student organizations, and approved University programs.
- All intracampus mail must be addressed with a department name and extended zip code.
- Folded materials stapled or taped are acceptable as long as there is a department return address.
Mail Delivery & Collection
Mail Services provides on-campus deliveries and collection once a day between 9:30 and 11:15am. We have a late run pick-up between 2:00 and 2:45pm at designated areas on campus. Call Mail Services at 4-1599 for details.
Mail Preparation
- Departments are responsible for preparing, addressing, and filling out customs forms (to identify contents) for international mail, and for identifying the class or service desired.
- USPS mail is defined as University business mail requiring postage. It is processed in the order in which it is received, therefore, present all mail as early in the day as possible. Mail presented after 3:30PM will leave campus the next business day. The USPS picks up mail at 3:30PM.
- Separate all off-campus mail from intracampus mail.
- Separate off-campus mail into groups (First Class and Foreign) and secure all bundles with rubber bands.
- All international mail must be in envelopes.
- Do not put personal mail in the campus mail stream.
- Shotgun mail is 300 pieces for deans and directors, 1600 pieces for all faculty, or 3000 pieces for campus wide distribution to all faculty and staff.
Mail Tips
- Use bulk rate when mailing more than 200 pieces that have identical contents and/or envelopes. You must use the non-profit indicia (permit 816) to qualify for the reduced postage rate.
- Screen your mailing lists for unnecessary names.
- Use Certified Mail when you need a receipt and notice of delivery to the sender.
- Fold multi-page materials and send it in a #10 envelope to save the extra weight and postage of a large flat envelope.
- Seal all envelopes (especially bulky letter) when possible to prevent the meter machine from jamming. Non-business size envelopes must be sealed because they cannot be sealed on the meter machine.
- Combine mailings to the same location into one large envelope.
- Do not use red or dark colored envelopes for outgoing mail because the red ink postmark will not be legible.
- Use business reply envelopes or cards when provided by vendors, rather than University envelopes and postage.
- Use green diamond bordered manila envelopes for first class mail service.
- Use intracampus envelopes for on-campus mail and regular business envelopes for off campus mail.
- To avoid delays in delivery, address all intracampus mail with name, department and extended zip code.
- Use SJSU address labels for large items such as flats (10 inch x 14 inch), envelopes, and parcels.
- Call Mail Services for any USPS supplies.
- Faculty and Staff members should immediately notify Mail Services when their campus address changes.
- When ordering magazines and other publication subscriptions, be sure to include your department and extended zip code on the address.
Postage Rates
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First Class Mail
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Letters (1 oz.) |
$0.42 |
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Flats and Parcels (1 oz.) |
$0.83 |
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Letters (2 oz.) |
$0.59 |
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Flats and Parcels (2 oz.) |
$1.00
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Postcards |
$0.27 |
| Priority Mail |
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Up to 1 lb. & Flat Rate Envelope |
$4.80 |
| Express Mail |
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Up to 1/2 lb. & Flat Rate Envelope |
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Over 1/2 lb. & up to 2 lbs. |
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| Special Services |
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Certified Mail |
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Delivery ConfirmationT (Retail Option) |
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With Priority Mail |
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With First-Class Mail Parcels and Package Services |
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Signature ConfirmationT (Retail Option) |
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| Postage rates effective May 14, 2007. |
Training
Training is always available on anything that you may need to know about this department. Please call 924-1538 for training opportunities.
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