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Postal Processing Changes

To: Deans, Directors, and Department Chairs

From: Vice Provost for Information Services

RE: Change in U.S. Postal Service Processing

In September 2000, we first informed you of U.S. Postal Service plans to implement a geographic addressing system at KU. The announcement of this change was first sent via campus e-mail to all deans, directors, and chairs on September 29, 2000.

On Monday, June 3, 2002, the U.S. Postal Service will move to full implementation of federal mail delivery by geographic address on campus. The U.S. Postal Service will no longer process letter mail lacking the new address format. All letter mail lacking geographic address information will be delivered by the Postal Service to KU Campus Mail for further determination of building address and delivery to campus building mailrooms. For the time being, “flats” (any mail piece that exceeds one of the dimensions for letter-size mail but that does not exceed 15” in length, 12” in height, or 3/4" in thickness) will continue to be delivered by the U.S. Postal Service regardless of address format, but it is equally important that this mail also contain the correct form of address, in anticipation of any future procedural changes.

Less than half of incoming federal mail currently displays the geographic address. This is only a minor improvement over the amount of correctly addressed federal mail (one third) in October 2000, when the geographic address system was first implemented. The remaining half of incoming federal mail still lacks the appropriate geographic address information. The volume of federal mail still needing to be properly sorted by KU Campus Mail is expected to range between 2,000 and 3,500 pieces per day. As a result, you may experience delays in receiving mail that lacks appropriate geographic address information.

Currently, Campus Mail will sort and deliver all letter mail (first-class and standard) lacking geographic address information. Please be aware we may need to limit this service to only first-class mail at some point.

In order to ensure timely and continued delivery of all federal mail, we ask you to be vigilant in making the necessary changes to the university address information maintained by those entities that mail regularly to the university, as well as providing complete geographic address information on all letterhead, envelopes, business cards, web sites and other means of conveying university addresses to colleagues and the public.

Campus units must use the following form of geographic address to ensure timely mail delivery:

Name of Individual

Department Name - University of Kansas (optional)

Building Name (optional*)

Street Address, Room xxx

Lawrence, Kansas 66045-xxxx

*To avoid confusion, departments housed in buildings that have names similar to other campus buildings (e.g. Watkins Health Center, Watkins Home, and Watkins Scholarship Hall) may want to provide the full building name in addition to street address.

Zip code assignments for campus buildings can be found on the Design and Construction Management website. Please note that this site provides the most recent assignment made by the Postal Service; other web-based information sources may not be updated.

Questions concerning the street address and zip codes changes may be directed to Joe Friday, Cad/Lan Manager (jfriday@ku.edu), Design and Construction Management.

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