Inter-Campus Mail :

Inter-Campus mail originates on campus. It relates to University business and it has an on-campus address. This mail consists of loose or enveloped correspondence for delivery to the addressee. To provide proper delivery, inter-campus mail requires a full name, an address and the exact CSUN mail code. Mail which originates from off-campus organizations or individuals must conform to applicable University policy and be approved by the appropriate university administrator.

CSUN Mail Codes:

We use the term CSUN mail code to identify a location. Each department has been assigned a four (4) digit mail code. (Exhibit D). Use CSUN mail codes as part of your return address for internal and external mailing. It will speed your replies. We recommend using your CSUN mail code on business cards and your stationery.

All faculty and staff are responsible for informing their correspondents of their proper mailing address and change of an address. All incoming and outgoing mail should display your CSUN mail code. If correspondents fail to comply, The Postal and Delivery Services is NOT responsible for delays due to unknown mail codes.  

A single sheet (non-confidential) inter-campus correspondence need not be inserted into inter-office envelopes. Simply fold, staple and address the sheet indicating the full name, department and exact CSUN mail code.

When using envelopes, the use of special mailing envelopes for all inter-departmental mail is mandatory. This reduces confusion when sorting mail. Failure to use this envelope can result in campus mail being entered in the USPS mail system. Inter-campus envelope may be ordered through campus Stores.

A department having a short or long term visitor(s) must notify Postal and Delivery Services by memo prior to their arrival. It is the responsibility of the department to inform the visitor(s) on how to properly address their mail.

A change of your internal location must be acted upon promptly. As soon as you learn of your new location and CSUN mail code, send a memo to Postal and Delivery Services. Indicate the new and old mail code location and the telephone number.

Our postal employees handle a large volume of mail and they are bound to make errors. When you receive misdirected mail, please forward the piece to the proper mail code. If this is an on going problem, contact the Postal and Delivery Services supervisor. Your cooperation is essential and its greatly appreciated.

It is the responsibility of University departments and organizations to forward mail for any of their faculty or staff who is no longer with the University. When such mail is received, simply line through the old address write in the forwarding address, and return in to Postal and Delivery Services. You can also write "No Longer Here." Some judgement should be exercised in deciding what to forward. Routine University business correspondence belongs to the University and should not be forwarded.

To provide faster delivery of official University mail, it is requested that all personal mail not connected with university business and responsibilities be addressed to the person home address. This includes letters, bills, packages, magazines, or other subscription mail. Change of address cards may be obtained from the Postal and Delivery Services department. All personal mail without postage will be returned to the sender. Non-stamped Non-campus mail will be returned to sender, unless otherwise specified.

U.S. Postal Service Mail

Specific format (Exibit E)

The following is recommended in the sequence and position indicated for addressing to insure the most efficient handling and delivery by the USPS.

1. Handwritten mail and most typewritten mail are not automation comparable.

2. Dot matrix printers are not recommended. If used, be sure to change the ribbon frequently, use a high quality ribbon for best results. Using the NLQ option will enhance the quality as well as switching to a 20-pin head

• Always use a readable font. Non-serried and fonts are best. Characters must be consistently sharp and clear all around. Do not use italicized, bold, scrip, stlized, large or small fonts (generally ten points are best). Consult with Postal and Delivery Services for further information on readable fonts.

You will get the best possible service if you:

• CAPITALIZE EVERYTHING IN THE ADDRESS

• Use common abbreviations (Exibit A

• Eliminate all punctuation (except the hyphen between ZIP code and plus four digit mail dropcod

• Use two letter state abbreviations (Exhibit B

• Use Zip+four Codes

Use the complete address and proper address format as demonstrated below:

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Non-address date:	FELO01225-66H
Information / Attention Line:	ATT: JAMES SMITH
Recipient:	ABC COMPANY
Delivery Address:	1224 MAIN ST STE
City, State, Zip+4 Code:	VERNON CA 90058-2912

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• Place the attention live above the recipient live.

• Always use directions (N,S,E,W) when applicable.

• Unit designators (room, apt, suite, bldg, ect.) are placed at the end of the delivery address line (not below it)

• Address Placement

Envelopes:

Placement of the addres on the face of an envelope should conform to USPS specifications as shown on Exhibit E.

• Make sure he address block is in the OCR read area.

• Make sure the address is properly placed on the envelope and it not askew.a)When using a window envelope, make sure the address cannot shift out of the window whether it is to the left,right, up or down. Also, make sure there is no extraneous data appearing in the window.

• Make sure the envelope does not have any print across the botton. This is the barcode clear zone.

• Be sure the reture address is at least 2-3/4 from the botton of the envelope.

• Consider the background on which the address s printed. A white background with black letters is best. Pastel backgrounds may be acceptable. Be sure there is a sharp contrast between the print and the background.

Labels:

• Labels for use on parcels, packages or large envelopes must be addressed to the recommended format in Exibit E.

• Improperly prepared labels will be returned to you for correction and/or completion.

• Labels that are applied must be parallel to the bottom edge of the envelope to be prcessed by the USPS on automation equipment.

• Contact University Postal Services with any questions you may have.  

Envelopes:

• Placement of the address on the face of an envelope should conform to USPS specifications as shown on Exhibit E.