Mail Services Guide

Addressing Mail (General)

Example Format for Incoming & Outgoing Mail

Do not write anything below the address line.

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Addressing Characteristics

Use the following recommended standards will result in the most cost effective and expeditious processing of the mail.

• Machine printed (typed or computer generated) with black ink on white/pastel paper.
• Uniform left margin
• Sans Serif/Font size of 10 through 14 points (PBMS recommends 12 point fonts).
• Non-proportional, block letters with a clear vertical space between each character.
• All uppercase letters (capitalized), with no punctuation.
• Use standard abbreviated state name and correct zip code
• Must be two (2) spaces between city and the state and two (2) spaces between state and zip code.
• Second line up (Line 4) must be the street address only.
• Bottom line of address (Line 5) must be city, state and zip code.
• Only the address should appear in a window area, no background or logos should be visible in the window area.

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Vendor Recommended Fonts:

Microsoft:
•Monospace 821 DL
•MS Line Draw
•Letter Gothic
•Courier (not TT)

Word Perfect:
•Courier TT

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Student Information

Student Services

Academic Campus

A self-service Kiosk is provided at the University Center in Warren Hall on the Academic Campus.You can purchase postage at any time during building hours, credit cards only. Students may mail/ship packages from the Student Services window in Warren Hall. Hours are from 9:00 a.m. to 5:00 p.m. Fax Services are also offered. Incoming fax messages can be sent to 540.568.3900. Students are notified of their fax messages through their Campus Mail box and must include the following information: Recipient's name, telephone number and box number. All fax transmissions are charged a nominal fee.

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How to Address Incoming Resident Mail

Mail to students living in University Residence Halls MUST BE ADDRESSED in the following manner to prevent delays. Please do not use your residence hall assignment.

Student NAME
800 South MAIN STREET
JMU BOX #_____
HARRISONBURG VA 22807

Mailbox assignment and combinations can be found on e-campus at e-campus

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Processing Of Student Mail

Each residential student is assigned a box at the JMU Post Office located in Warren Hall. Your Housing address and mailing address are different. Your personal mail, magazines, packages, etc. should be sent to your mailing address. There is no direct mail delivery service to the residence halls. The post office in Warren Hall accepts packages on behalf of students. An e-mail notice is then sent out to notify the student about their delivery. Courier service is available for a fee upon request for packages too large for pickup. Students can access their box number and combination through e-campus.

Only resident undergraduate students have a JMU mail box. Please give the above address to those who will be sending you mail. Make sure to use the student's proper name — no nicknames - as we are not always aware of a nickname being used. It's no sweat if you end up sharing a mailbox with someone else. Actually, it's a good lesson in respect. And you may get a really cool friend out of the deal, so please be sure to check your mail daily and let us know if you move off campus.

To open your mailbox:

•Turn LEFT at least 4 turns      stop at _____
•Turn RIGHT passing 1st number once      stop at _____
•Turn LEFT      stop at _____
•Turn RIGHT until dial stops      pull open the door

After closing the door, turn dial to the LEFT to assure locking.

Mail Services is located on the second floor of Warren Hall.
Our hours are:

Academic Year
Monday - Friday     9 a.m. - 5 p.m.
Saturday     10 a.m. - 2 p.m.
MAIL SERVICES WILL FOLLOW ALL UNIVERSITY CLOSINGS
This applies to weather related closings and Holidays

Summer
Monday - Friday     9 a.m. - 4 p.m.

We provide many services found in a Federal Post Office and we also do UPS shipping, courier service for delivery to residence halls, international mail service and fax service. We accept cash, checks and flex cards; however, we do not accept debit or credit cards. You can purchase postage at our kiosk using a credit card.

We have several drop boxes throughout campus from which mail is picked up each day around 2:00 p.m. USPS is picked up at our service window each day at 3:00 p.m. and again at 4:30 p.m.

We receive packages from all types of carriers, such as UPS, Fed Ex, RPS, Airborne and DHL. When shipping with these companies, you will need to give them the street address as well as your box number. A slip will be put into your box as notification of our receipt of these packages and we will send you an e-mail. Students are required to present a photo ID along with this slip to pick up packages from our service window.

We hope your experience at JMU is a positive one. Please let us know if you have any suggestions or comments. Our office phone number is 540.568.6257.

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Change of Address

Students who are moving off campus (temp. or perm.) must leave a JMU Forwarding Order through e-campus. Mail will be forwarded for a one (1) year period beginning on your separation date.

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Concerns (Contact List)

For further assistance with any Mail Service issues, please call any of the numbers listed below.

Tina Custer, Manager - 540.568.7869
Processing Center - 540.438.1018 (Departmental Mail)
Warren Hall Office - 540.568.6257 (Student Mail)

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Incoming Mail

USPS mail is picked up by our processing center from the Harrisonburg Post Office Monday-Friday at 7:00 a.m. and 1:30 p.m. and at 7:00 a.m. on Saturday.

Students' mail is delivered from 10:30 a.m. until 4:00 p.m., with UPS, FedEx, etc. delivered upon receipt.

All Dept. mail is delivered to each office between 10:00 a.m. - 2:00 p.m. Monday-Friday as scheduled.

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Outgoing USPS Mail

Outgoing mail is any mail presented to Mail Services to be metered/stamped for postage and deposited into the mail system. Departments must have their mail in our drop box in Warren Hall by 12:00 p.m. to qualify for a discount and be metered the same day. All outgoing mail received by 2:45 pm will be post marked and sent fist class the same day. If you make a special request at our service window we will hold mail qualifing for a dicount until the next day. A special request must be made to our cashier if you have something between 2:45 p.m. and 4:30 p.m. that must be postmarked the same day. Handwritten mail costs the most to process and results in the slowest delivery time; therefore, it should be avoided.

The University requirements for proper preparation of outgoing mail are as follows:

• JMU organization account number MUST accompany all mail deposited for metering. Please bundle mail using the same org. number.
• All mail must have the department four (4) digit MSC in the return address. Any mail not containing this information will be returned to the department.
• All letter mail presented to Mail Services must be facing the same way, sealed or with flaps up. Flat mail larger than #10 envelope presented to Mail Services must be facing the same way and sealed.
• Pre-stamped and Business Reply mail not requiring postage must be banded together.
• Mail needing to be sent Certified/Return Receipt or Express must be accompanied by a fully completed form. See additional services page.
• Foreign Mail, including Canada and Mexico, must be sealed and banded separately and marked Air Mail. International Express and items over one pound require a customs slip.
• Mail not properly addressed (see sample format for addressing incoming and outgoing mail) will be returned to the departments. Any returned mail that requires additional postage will be charged to the specified department.
• All large mailings should be coordinated in advance with Mail Services. Call 540.568.7869 or 540.438.1018 BEFORE materials are printed. Mail Services can help in the design to make sure all USPS guidelines are met.
• Call our processing center at 540.438.1018 for large or special pick ups.

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Days in Transit

The chart provided below shows the average number of days it takes a first class letter to reach our facility from a specific state.

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Standard Non-Profit (Bulk) Mail

Standard (Non-profit/Bulk) mail consists of 50 pounds or at least 200 identical pieces of mail in size, weight, and contents. Types of mailings that may qualify include announcements of a meeting, seminar, or a monthly newsletter etc. Postage savings relative to submitting mailings in this manner could generate potential savings as compared to a first class mailing. Properly prepared automation compatible standard mailings can be delivered just as fast as First-Class mail.

The following MANDATORY requirements must be followed:

• Before a mailing can be processed utilizing a Permit No. 4, an authorization form with a control number must be obtained from the Manager's office. Please contact Mail Services at 540.568.7869 or 540.438.1018. The USPS Bulk Mail Acceptance Unit at the Main Post Office will NOT accept your mailing without this form.
• The name and address of the permit holder, James Madison University, 800 South Main Street must appear in the return address block area.
• The postage indicia must be printed or stamped in the right hand corner of the mail piece as follows:
  • Nonprofit Organization
    U.S. Postage Paid
    Permit No. 4
    Harrisonburg, Virginia 22801
• USPS guidelines must be met for the proper preparation of a Standard Nonprofit/Bulk mailing. Mail Services offers Nonprofit/bulk mail preparation as a service for a nominal fee. Call 540.568.7869 or 540.438.1018 for additional information and assistance with your department's mailing.

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Additional Services

Business Reply Mail

This type of mail allows customers to respond at no cost to them when the mail is returned (departments incur the charges). All business reply envelopes/postcards must be approved in advance by the Manager of Mail Services before printing. Business reply mail requirements imposed by the USPS are very rigid and require a unique zip code.

Courtesy Reply Mail

This type of mail provides the customer with a self-addressed bar-coded return envelope. The customer provides the postage for the return. All courtesy reply envelopes MUST be approved in advance by the Manager of Mail Services.

Certified Mail

This type of mail requires a signature and a record of delivery is retained at the addressee's post office. Customers can verify the status by calling 800-222-1811 or going online at www.usps.com, click Track and Confirm. No insurance is provided. Certified Mail items are available only on first-class and priority mail within the United States and is dispatched and handled in transit as ordinary mail.

Insured Mail

USPS Express is insured up to $100. UPS is insured for $100 automatically and may be upgraded upon request.

Express Mail

This type of mail will guarantee delivery in 1 to 2 days or your money will be refunded. Note: Consideration should be given to sending the mail piece via Priority Mail rather than Express Mail. Use of Priority Mail could potentially generate a savings approximating 72%, however, Priority Mail is not guaranteed for overnight delivery.

Priority Mail

This is a First-class service for mail weighing up to a maximum of 70 pounds. The average delivery time is 2 to 4 days. This is a very economical way to send mail. Delivery Confirmation can also be purchased to provide verification of the date of delivery.

Return Receipt

With this special service, you can receive a receipt back showing that the insured or certified mail was delivered.

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Auxiliary Services Offered

Mail Services provides a large array of Auxiliary Services to the University community. For a nominal fee, Mail Services offers the following services:

•Fax
•Mailing Supplies
•Courier Delivery
•International Mail Services
•UPS Shipping
•Addressing Services
•Non-Profit Mailings

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Auxiliary Services Pricing

Charges for FAX Services
Outgoing FAX
First Page - $1.50
Subsequent Pages - $.75
Incoming FAX
First Page - $.50
Subsequent Pages - $.50
International FAX
First Page - $3.50
Subsequent Pages - $3.00

Mailing Supplies & Services
#10 Envelopes - $.11 each
Bubble Wrap - $.50 each
Tubes 2"x25" - $2.00
Clasp Envelope 6x9 - $.25 each
Clasp Envelope 9x12 - $.30 each
Clasp Envelope 12x15 - $.40 each
Padded Envelope 6x9 - $.85 each
Padded Envelope 9x12 - $.90 each
Padded Envelope 12x15 - $1.10 each

Other Services Copies - $.10 each
Courier Delivery Service - $25.00/trip
UPS Handling fee - $2.05

International mail over 4 pounds should be taken to the Harrisonburg Post Office for your best pricing options.

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Mail Center Locations

Mail Services Window Location:
Warren Hall, James Madison University
Tina Custer, Manager - 540.568.7869
Barbara Meadows, Warren Hall Team Lead - 540.568.6042
Fax - 540.568.5330

Mail Processing Center:
1790 Dealton Ave, Suite 150, Harrisonburg, VA
Audrey Simmons, Team Lead
Phone - 540.438.1018
Fax - 540.801.0572