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NVCC – P&DS

NVCC – P&DS. QUICK SERVICE GUIDE #5 Non-Profit Standard Mail (Bulk Mail). Presentation Of NVCC – Postal &Distribution Services. Roger Tancreti Safety Engineer John P. Golding Superintendent Leotis Owens CW Dist. Manager & NVCC – Postal & Distribution Services Team

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NVCC – P&DS

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  1. NVCC – P&DS QUICK SERVICE GUIDE #5 Non-Profit Standard Mail (Bulk Mail)

  2. Presentation Of NVCC – Postal &Distribution Services Roger Tancreti Safety Engineer John P. Golding Superintendent Leotis Owens CW Dist. Manager & NVCC – Postal & Distribution Services Team Alemu Befekadu Cornell Montford Manuel Portillo Rohail Sabir

  3. Non-Profit Standard Mail So You Want to do a Bulk Mailing and You Need Assistance OK Follow Along

  4. Non-Profit Standard Mail “A” 200 piece minimum required for your Non-Profit Standard Mail Bulk Mailing There is no maximum amount.

  5. NOW Let’s Get Started There are three phases to this process

  6. PHASE ONE PAPER CHOICE & Design layout

  7. PAPER 20# COPIER PAPER FOR USE AS: SINGLE SHEET ENVELOPE INSERT ONLY TWO SHEETS TRI-FOLD SELF-MAILER OR INSERT THREE PLUS SHEETS BI-FOLD / TRIFOLD SELF-MAILER OR INSERT **Note** Single sheet 20# paper as a tri-fold mailer does not make a good self mailer to process thru the postal system.

  8. 60# or HEAVIER PAPER OK FOR USE AS: SINGLE SHEET TRI-FOLD SELF MAILER OR A COVER SHEET FOR SELF-MAILER USING 20# COPIER PAPER FOR FILLERS

  9. SELF-MAILERS THE OPEN END OF THE MAILPIECE MUST BE ON THE TOP THE TABS GO HERE TO SECURE THE ITEM FOR MAILING THE SOLID FOLDED END MUST ON THE BOTTOM FOR ALL SELF-MAILERS

  10. SELF-MAILERS (CONT.) TRI-FOLD: (8-1/2” width on bottom) Top 1/3 folds down & inside Bottom 1/3 folds up & out This leaves a solid fold on the bottom with the open end on the top to be tabbed. The USPS Indicia & College return address are to be placed at the top.

  11. SELF-MAILERS (CONT.) BI-FOLD: Fold in half ( 8-1/2” wide x 5-3/4” high) Solid fold on the bottom Open ends on top to be tabbed The USPS Indicia & College return address are to be placed at the top.

  12. MAILER TABS MAILER TABS ARE REQUIRED TO SECURE ANY SELF-MAILER Tabs can be procured from any office products or printing supply company EXPOSED STAPLES ARE PROHIBITED FOR USE IN ANY MAILING BY THE USPS

  13. MAIL DESIGN & PREPARATION PROCEDURES Various types of specialized mailings require special procedures for acceptance and processing by the USPS

  14. Designing a Mailpiece All Mailpieces bearing the College Name, College Seal and USPS Non-Profit Standard Mail Permit Indicia must be approved by NVCC Public Information & Publications Graphic Services

  15. Before you begin to design a Mailpiece Contact NVCC Graphic Services @ 703-323-3340 NVCC Graphic Services will furnish the USPS & NVCC approved art work for the USPS Indicia & College Logo and Address Format along with color and design assistance.

  16. Your Mailpiece Layout It’s all laid-out: Contains the Complete Presentation, Program Content, Dates, Time, Costs, Etc. You have designed as a tri-fold or bi-fold self mailer on the correct type of paper The folds are all correct; solid bottom, opening on the top with tabs to secure it for mailing. (Remember, you cannot use staples to secure it. (USPS rules)

  17. OK! So you think it’s completed to your satisfaction. It looks good to you. So, get it printed & mailed. Hold Up NOT SO FAST There is more to do.

  18. IT’S ONLY A FINAL DRAFT USPS MAILPIECE DESIGN ANALYST HAS TO APPROVE IT & THE CONTENTS Forward a copy of the Final Draft to NVCC Postal Services to obtain approval by the USPS Mail Design Analyst @ USPS-Merrifield.

  19. NOTICE If your Mailpiece in any way violates the Rules & Regulations of the USPS, your mailing will not be accepted by the USPS. Prevent this from happening. Have the final draft analyzed and approved by the USPS before you have the Mailpiece printed.

  20. USPS MAILPIECE DESIGN ANALYST USPS approval of your final draft is a necessary and critical step in this process. If any corrections are necessary to your mail piece to insure compliance with the USPS rules and regulations, they will be marked on your draft and correction suggestions will be noted.

  21. USPS MAIL DESIGN ANALYST (CONT) The USPS will work with you at no charge to insure that your Mailpiece is in compliance with all the Rules, Regulations & latest Requirements of the United States Postal Service.

  22. NVCC Postal & Distribution Services We at NVCC P&DS will assist you in working with the USPS Mailpiece Design Analyst by: #1 Furnish the name & phone number of the USPS Mailpiece Design Analyst Contact Person, to you. #2 Deliver your Final Draft Copy to the USPS. #3 Return the approved &/or corrected copy of your draft to you.

  23. It’s Approved by the USPS • Congratulations! • You now have a Mailpiece that meets your needs and that of the USPS. • Now you can go to press and have it printed.

  24. Now your Mailpiece is approved, printed and ready to be mailed BUT!!! Now it on to Phase 2

  25. YOUR ADDRESS DATA BASE Is your address database in the correct USPS format? Let’ see……

  26. USPS ADDRESS STANDARD FORMAT NAME &/OR INFORMATION LINES COMPANY NAME STREET ADDRESS OR POST OFFICE BOX NOTE** DO NOT USE BOTH ADDRESSES CITY – STATE – ZIP-CODE NOTE** Do not print anything below this line. USPS BAR CODE GOES HERE

  27. Street Address Format JOHN DOE ANY DISIVION THE ABC COMPANY SUITE 101 222 N MAIN ST CITY VA 22003-3796 USPS BAR CODE HERE Post Office Box Format JOHN DOE ANY DIVISION THE ABC COMPANY P O BOX 7777 CITY VA 22003-3796 USPS BAR CODE HERE USPS SANDARD ADDRESSING FORMAT

  28. USPS ADDRESSING STANDARDS ***NOTE*** IN THE PREVIOUS ADDRESS EXAMPLES ALL PRINTING IS IN CAPITAL LETTERS AND NO PUNCTUATION MARKS FOR THE USPS OPTIC SCANNERS TO WORK PROPERLY NOTHING SHOULD BE BELOW THE CITY STATE & ZIP-CODE EXCEPT THE USPS BAR CODE.

  29. SUGGESTION Have your Address database established so that it can print your addresses in Zip-Code order, rather than alphabetically. This will assist you in the sorting process for your bulk mailing.

  30. Applying the Address Direct printing: Insure that the ink will not smudge on the type of paper you have chosen. Labels: Machine application or Apply by hand?

  31. Using Labels When using address labels by either method, insure that the labels are placed in a horizontal position on the Mailpiece. Labels placed an any angle can not be read by the USPS optic scanners and thus are not automation compatible.

  32. PHASE 3 PREPARING YOUR BULK MAILING BY ZIP-CODE FOR ACCEPTANCE BY THE USPS BULK MAIL ENTRY UNIT

  33. RATE DETERMINATION This process determines the rate that you will be charged for this mailing. Automation Rates Or Basic Rates

  34. SORTATION BY ZIP-CODES Using the 5 digit Zip-codes begin the sorting of your mailing Example: All: 22001 Then: 22002 And so on: 22003

  35. Ok, Now it’s Sorted by Zip-Codes Band each individual 5 digit Zip-Code that has ten (10) or more Mailpieces into a bundle, insure that all Mailpieces are facing the same way. If you have a large amount of Mailpieces for the same Zip-Code, you can have more than one bundle per Zip-code.

  36. Bundled by 5 digit Zip-Code Place a USPS Red “D” Sort Label on each bundle of 10 or more to the same 5 digit Zip-Codes Create a tally sheet and record the amount for each Zip-Code In pencil, mark the amount in each bundle and the tally sheet

  37. 3 Digit Zip-Code Sort Now you have stacks of Mailpieces with less than 10 items of 5 digit Zip-Codes: Bundle these Mailpieces using the first three (3) digits of the Zip-Codes Example: All: 221 next 222 And so on: 223

  38. Bundled by 3 digit Zip-Code Place a USPS Green #3 Sort Label on each bundle of 10 or more first 3 digit Zip-Codes Please arrange these 3 digit Mailpieces in numerical 5 digit Zip-Code order in the bundle Example: 23001-23002-23003 & so on. In pencil, mark the count in each bundle. Record your tally on your tally sheet.

  39. Mixed Zip-Code Sort Ok now there is nothing remaining that has 10 or more of any 5 or 3 digit Zip-Codes. Place these remaining Mailpieces in numerical Zip-Code Order: Lowest Zip-Code # on the top, Highest Zip-Code # on the bottom of the bundle or bundles. Place a Gray USPS Mixed Zip-Code Sort Label on these bundles.

  40. TRAY YOUR MAILIMG Place your bulk mailing into trays or tubs in the following order All 5 digit, then all 3 digit, then Mixed Zip-Codes. Lowest 5 digit Zip-Code bundle in front with the Highest Zip-Code in back Followed by the 3 digit Zip-Codes in order. Lowest 3 digit Zip-Code bundle in Front & Highest in back Followed by the Mixed Zip-Codes Lowest Mixed Zip-Code bundle in front & Highest in back

  41. ALL MIXED ZIP-CODES Your mailing does not have any Zip-Codes of 10 or more for any 5 or 3 digit Zip-Codes. Mark the entire mailing Mixed Zip-Codes. Bundle in units of 10 or more starting with the lowest Zip-Code and follow thru in numerical order to the highest Zip-Code.

  42. All Mixed Mailing (cont.) Place a USPS gray Mixed sort label on each bundle. Pencil the amount on the bundle & record on your tally sheet. Tray the mailing starting at the lowest Zip-Code in front and the highest Zip-Code in back.

  43. Contracting Phases 2 & 3 If your operation cannot handle these two phases, you can contract these operations out to a sheltered workshop for completion. Fairfax: Central Fairfax Services Manassas: Didlake Inc. Leesburg: ECHO, Inc. Process a NVCC Form #105-25 Purchase Requisition for this service through the Material Management Department.

  44. You Completed the Job OK, you completed all three phases yourself. Forward the entire mailing along with: #1. NVCC Form #105-25 Purchase Requisition for the Postal Charges #2 The Zip-Code tally sheet showing the amount of mail for each Zip-code To NVCC – P&DS

  45. NVCC - P&DS’s Part Contact us and we will pick-up the entire mailing at one time from your campus postal center. At P&DS we will: 1. Check it for accuracy of the count & Zip-Code sequence. • Weigh the bundles and verify them. • Complete the required USPS Paperwork.

  46. NVCC - P&DS’s part (cont) We will process, deliver and present your Bulk Mailing to the USPS – Bulk Mail Entry Unit at Merrifield VA. Upon return we will charge your Postal Account for the Mailing If requested we will forward to you a copy of the USPS-Form #3602-N - Statement of Mailing

  47. NOTICE Due to time and manpower constraints, on Bulk Mailings in excess of 10,000 pieces, we use a sheltered workshop to complete our portion of the mailing process. We reserve the right to exercise this option on any bulk mailing as we deem necessary.

  48. REMINDER Non-Profit Standard Mail is a discounted savings on the USPS Standard Mail Rates If you violate the content standards for this type of mailing Your mailing will be treated by the USPS as a Commercial Standard Mailing at the higher Commercial Standard Mail Rates. There are no exceptions to this USPS rule.

  49. FOR ASSISTANCE Remember we’re here to assist you: By phone contact: John, Lee or Alemu @ 703-323-3425 By E-mail: John - jgolding@nv.cc.va.us With CC: Lee - lowens@nv.cc.va.us Alemu - abefecadu@nv.cc.va.us

  50. THANK YOU For your interest in using Non-Profit Standard Mail NVCC – P&DS TEAM 703-323-3425

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