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Mailing Services

Welcome to the University of Maine Mailing Services.

We provide the University of Maine community with timely and accurate handling, distribution and processing of campus and U.S. Mail. Mailing Services also provides useful mail service information and alerts members of the community about changes in mailing rates, requirements and regulations. We welcome the opportunity to assist you with your mailing needs. Mailing Services and Printing Services are sister units managed by Associate Director, Mark Boyorak, who reports to Auxiliary Services. Both units work together collaboratively on many projects so that after the printing or copying of the communication pieces, Mailing can get it sent out quickly via interoffice or U.S. Mail to meet your deadlines.

Our staff are experienced and conversant with various mailing requirements and regulations. For special large or bulk mailings, please inform us at the Mailroom in advance. This will allow us to coordinate with you and plan effectively to meet your deadlines and at the same time, continue to service the regular needs of the University community without disruption.

We are alert to all changes in mail rates and continuously review the various classes of mail being mailed from the University in order to ensure that the lowest rates are used and that all possible savings are being realized for the University.

Your mailing project is just as important to us as it is to you. Since there are so many variables in what goes into an interoffice mailing or a U.S. postal bulk mailing, please contact us directly so that we can have all the information upfront so that we can give you the best customer service so that your mailing is mailed out on time with accurate mailing lists, correct postage, cost-efficient sizes or collating envelope stuffing, just the way your ordered it. Your success is our success. It’s not a bother; we look forward to hearing from you! Contact Nancy or Robin below:

Contact us

Nancy Simpson 207.581.3760
Mail Services Supervisor
Nancy.L.Simpson1@maine.edu

Robin Parady 207.581.3775
Administrative Specialist
RobinP@maine.edu

Mailing Services Location

 129 Rangeley Road / Keyo Building

We process incoming/outgoing U.S. Mail and campus mail

  • First class
  • Bulk Mail
  • Express Mail
  • Priority Mail
  • Certified, Insured & Registered Mail
  • Business Reply Mail & Postage Due
  • UPS processing and drop off
  • Fed-Ex Express (not ground) drop off
  • Student letter mail

(Student packages are handled by UMaine Package and Postal Center, located in Room 151 Memorial Union, 207.581.3727)

Hours
Our business hours are Monday through Friday from 8 a.m. – 4:30 p.m., excluding most holidays. However, we open up daily at 6 a.m., so if you need to come in before 8 a.m., we will be available to assist you.

In order to provide you with efficient, effective and economical service, we use both USPS and UPS. This allows us to choose the carrier and service which can best meet your needs.

UPS
We process all classes of UPS. The truck arrives daily around 3 p.m. If you have a package that has been prepaid you may drop it off and it will go with the normal pickup.

We process all classes of USPS. The USPS truck comes daily for pickup between 3:30 p.m – 4:00 p.m. If you have Express Mail to go out, we must have it by 1:30 p.m. to take to the Orono Post Office in order to guarantee the fastest delivery time possible.

UPS 1.800.742.5877

CampusShip with UPS

Departments may participate in the UPS CampusShip contract, negotiated through the Purchasing Department to help lower shipping costs. The Web-based shipping system allows departments to set up accounts, using a default chartfield and a designated contact person for weekly billing. For more information, contact Celeste Prevost, 207.581.2692.

FedEx
The FedEx Express truck arrives daily between 3 p.m. – 4 p.m. for pick up. We do not process FedEx, but you may drop off your prepaid FedEx Express packages. We do not have FedEx Ground pickup and therefore cannot accept them. The driver for FedEx Ground is contracted and you will need to make your own arrangements for FedEx Ground pickup. (1.800.463.3339). Campus departments may also set up departmental accounts directly with FedEx by visiting the FedEx Web site. For more information, contact Purchasing at 207.581.2695.

Fed-Ex 1.800.463.3339

 

Mail addressed to the University of Maine

UMaine has its own zip code separate from Orono.
       On campus for student or employee, use 04469

For any other address in the town of Orono.
      Off campus, use 04473

Sample
Student/Employee Name
University of Maine
Name of Residence Hall or Office Bldg, Room #
Orono, ME 04469

UMaine Package and Postal Center at Memorial Union: U.S. Postal Substation and More
The Package and Postal Center is the on-campus U.S. postal substation located in the lower level of Memorial Union to meet the personal mailing needs of all students as well as University of Maine employees. This U.S. postal substation offers all USPS services including selling stamps, sending registered, certified, priority, and foreign mail. Resident students will also pick up any all packages or parcels shipped to them here. Students will receive an email on their maine.edu account to pick up their package. The student will need their MaineCard ID or driver’s license to receive their package at the Package and Postal Center.

Contact the Package and Postal Center
Email: um.packagepostal@maine.edu
Phone: 207.581.3727
umaine.edu/packagepostal

Delivery and Pickup
University Mail Services has scheduled times for pickup and delivery of USPS and campus mail throughout the University community. If your out-going mail is not ready by the scheduled pick up time for your department, your staff may bring it to the Mailroom by 3:30 p.m. for same day processing. Mail received at the Mailroom after the 3:30 p.m. deadline may be processed for next day delivery to the Post Office.

Incoming Mail
Incoming USPS mail arrives at the University Mail Services Mailroom at 5:50 a.m. Monday through Friday, excluding federal holidays. The mail is sorted by our staff and then delivered throughout the University according to daily scheduled times. UPS and FedEx make their own deliveries on campus. If you receive a UPS or FedEx notice that a package has been left “in mailroom” this means there is a drop off point in your building and you can find your package there. They do not drop anything off to us.

Outgoing Department Mail
Outgoing mail is picked up from University departments at the same time as the incoming mail is delivered unless other arrangements have been made. Departments should separate stamped mail, mail to be metered, foreign and campus mail. The different categories of mail should be put in separate trays or should be bundled and marked accordingly.

All outgoing mail should have the department’s return address in the upper left-hand corner.

To avoid delay, when using Campus Mail envelopes be sure to include name and building.

Mail to be Metered
All postage to be metered is charged to the initiating department through the Pitney Bowes Business Manager System using an account number. Departments are responsible for ensuring that Mail Services is provided with the correct department account number to be charged for all outgoing mail. A bar code must be used.

In the mail room we do not handle cash or stamps. We can only accept department accounts in the form of a barcode. Please be sure your mail is accompanied by a barcode, which can be printed on the envelope, on a sticker or on a sheet of paper–either securely wrapped around the mail or attached to it with tape.

Outgoing Personal Mail
You may deposit your personal stamped mail in the outgoing box in your building’s mail room. Personal stamped mail will be picked up by the USPS at 4 p.m. every working day along with the University’s metered mail. Outgoing personal mail must be sealed and have the appropriate postage affixed.

Accountable Mail
Express Mail, Certified Mail, Insured Mail, Registered Mail and packages or letters with a tracking number comprise the accountable mail category. This mail is tracked and accounted for throughout the mail system. Mail Services assumes responsibility for this mail when we receive it on your behalf. At the time of delivery we do not require a signature for all classes of accountable mail, but generally we have someone sign for Express, Certified and Registered mail. All Student packages are signed for at the Package and Postal Center.

We pick up Express, Certified and Registered Mail at the Orono Post Office at 9:30 a.m. each day. Every effort will be made to deliver Express Mail on the same day we receive it. Attempted delivery for Certified and Registered mail will be made on the next scheduled mail run. If no one is available to sign for the mail, we will leave you a notice, bring it back to the mail room and attempt to contact you for delivery or pick up arrangements.

Forwarding of Mail
Mail Services does not forward your mail for you. Individuals are responsible to notify correspondents of their change of address. Human Resources updates and maintains the campus employee address lists. Please contact Human Resources if your address on campus has changed so that any mail generated by the University for you will reach you at your new address.

Mail to Previous Employees
If you receive mail for individuals who are no longer with your department, cross out the University of Maine address completely and list the forwarding address under the words: “Please Forward”. Or cover it with a new address label and write on the envelope “Please Forward”. If you do not have a forwarding address, cross out the University of Maine address completely and mark the envelope: “Return to Sender”. Place these envelopes with your mail for pick up.

Unwanted Mail
If you receive unwanted mail, do not open it. Cross out the University of Maine address completely and mark the envelope: “Refused, Return to Sender” and put in an interoffice mailbox.

Express Mail
This is an extremely reliable and fast delivery service available from the U.S. Postal Service. This service is available for all major zones in the US and 84 countries. Express mail is taken to the Orono Post Office Monday – Friday at 1:30 p.m. Express mail labels (which must accompany the shipment) and Flat Rate Express Envelopes can be obtained in advance by calling the mailroom, the Package and Postal Center, by visiting any Post Office or by ordering supplies online at usps.com. The Package and Postal Center, a postal substation located in the Memorial Union, carries Express Mail supplies and can send out Express Mail, but because of their pick up schedule cannot offer next day service, only second day. For next day service, please be sure your mail piece is at our mailroom by 1:30 p.m.

Registered Mail 
Certified Mail
Certified mail should be used when proof of mailing is required. This service is available only when sending an item First Class within the United States. Examples of use include sending legal papers, diplomas or materials that are deemed important but have no intrinsic value in and of themselves.

Return Receipt
A return receipt offers proof of delivery. This is an optional service and is available for insured, certified registered and domestic express mail shipments. The return receipt identifies the article number of the mailing, the person who signed the receipt for the letter and the date of delivery to the addressee. Be sure to fill in the sender address portion of the return receipts so that we can route them back to you.

Business Reply Mail (BRM) Helpful Facts

  • Business reply mail is a service by which correctly formatted mail can be forwarded back to the original sender, free of cost to the party responding.
  • Various postal fees have been paid in order for the University to gain maximum discounts if the business reply envelope or postcard format is correctly prepared. (Please call Printing Services for design help and pricing of your Business Reply Mail, 207.581.3767.)
  • BRM allows a department to provide a preprinted First-Class Mail Envelope to recipients to encourage a response.
  • The department, not the recipient, pays the return postage.
  • The department is only charged for postage by USPS for pieces that the recipients actually mail back to the department.

The University of Maine holds a BRM permit with USPS. All fees are assessed to the permit holder for actual mail received, and thereafter internally charged to the initiating department.

Business reply mail can significantly increase response rates for mailing campaigns, return of surveys and questionnaires, etc.

Contact Printing Services for help in creating and printing your BRMs.

Postage Due Mail
Postage due mail is handled and accepted by University Mail Services for all University departments. A University prepaid account is registered with the Post Office to facilitate charges for inbound mail that either lacks the proper amount of postage or mail that has been requested for return. When doing a bulk mailing, ensure your mailing list is current; otherwise postage will have been paid for undeliverable mail and a postage fee must been paid and charged to your department for returned mail.

Undeliverable Mail Policy
The U.S. Postal Service delivers all mail identified for ZIP Code 04469 or with University of Maine in the address to the University, regardless of its content or completeness of address. It will not take back most types of Standard Mail for return to sender, for forwarding, or for address correction. Deliverability is at the Mailroom’s discretion. Standard Mail will be delivered if the department’s name, recipient’s name or building is listed within the address or can be otherwise identified.

Non-Mailable Items
Some items such as metal pieces, glass parts, product samples, chemicals, etc., may not be mailed. These items, besides jamming and/or damaging mailing machines, can cause serious injury to Mailroom employees. These articles may be returned to sender.

If you need to mail something potentially hazardous, or suspect you have something hazardous to mail, please contact Safety and Environmental Management at 207.581.4055 and they can assist you.

Standard or Bulk Mail Helpful Facts
An effective means to reach a large audience at an affordable rate.
Standard mail describes a service that has no promised delivery standards but is usually delivered in a week or two within the continental United States. The University has Permit No. 8 with the Orono Post Office to prepare bulk mailings. This provides the University with the ability to process large mailings at a cost of about 1/3 that of 1st class mailing. University departments as well as qualifying student or faculty organizations can use the permit. You cannot use the bulk permit for international mailings.

1. Limitations
Must be of a non-personal nature.
USPS does not guarantee delivery within a specific time period.

2. Eligibility Requirements
Mailing must consist of 200 pieces for Standard nonprofit.
First class bulk mailings must have at least 500 pieces for a discounted price.
Pieces must not exceed 16 ounces each.
Mailing pieces must be printed or duplicated.
Pieces must be of identical size, weight and content.
Must be SEALED — cannot use staples to seal.
Always use a University of Maine return address.

3. Correct Return Address for Non-Profit Mail:
University of Maine
Department Name
Secondary Name (optional)
Building
Orono ME 04469-_____ (ZIP+4 code)

Bulk mail must have indicia (permit number included) or postage in the upper right hand corner of the envelope. One example of an indicia:

Non-Profit Org.
U.S. Postage Paid
Orono ME
Permit No. 8

Permit mail cannot be dropped in a blue collection box.

Call Printing Services if you want them to do the work for you at 207.581.3767.

Mail Services:  207.581.3760 / 207.581.3775 / 207.581.3761 / 207.581.3762
UPS:  1.800.742.5877
FedEx:  1.800.463.3339
Orono U.S. Post Office:  207.866.2566