UCSB Mail Services

Mail Preparation

Addressing on campus & off campus mail

Addressing Campus Mail

When addressing campus mail, be sure to include the addressee name, the complete department name (no acronyms), and the mail code. A complete list of department mail codes can be found here. It is not necessary to include building name or room number.

Example:

Addressee name John Smith
Department name Mail Services
Mail code 8617

Addressing Outbound U.S. Mail

All outgoing U.S. Mail should have a return address printed or typed in the upper left hand corner. You should include your name and your full department name and mail code. This will ensure proper recharging of postage costs, as well as the proper return of undeliverable mail.

The U.S. Post Office has assigned 93106 as the unique zip code for UCSB. Any letters or packages using this zip code will be delivered to Mail Services, and then routed to your department. Generally, using this zip code, along with your mail code, is all that is needed to ensure your mail and packages are delivered properly.

However, there are times when vendors and couriers will require a street address (number). In those cases you can use 552 University Road as the street address for any department on campus.

Example:
Your Name
Department Name
552 University Road
Santa Barbara, CA 93106-"your mail code"

It is important to include a Zip Code on all outgoing mail. Using your department's mail code will encourage your correspondent to use the same when replying. This will help expedite mail through the U.S. Postal System and campus.

Off-campus mail for the campus includes First and Standard-Class rates. All special class mailings (registered, express, certified and insured) and international mail must be accompanied with the appropriate forms. All outgoing mail should be bundled with addresses facing forward. Remember - only UCSB business-related mail may be sent through Mail Services.

Outgoing mail is dispatched to the U.S. Postal Service each day at 4:00 pm. Any mail received after 3:30 pm may go out with the next day's mail.

Postage

Metered Mail
Outgoing mail requiring postage is processed through meter machines at Mail Services. Meter machines cannot seal envelopes thicker than 1/4". If you have multiple #10 envelopes that require sealing and metering, please face them in the same direction with sealing flaps up and rubber banded. This will help Mail Services staff run them through the mailing machine. Do not use binder clips or paper clips on envelopes or on contents of mail that requires metering.

US Postal Service Rates, as of January 22, 2017

USPS Postal Rates

Preparation of International Mail

To expedite international mail, the USPS requires customs forms*, which can be obtained from Mail Services.

International mail weighing under 14 oz. does not need a customs form unless the item is a small packet or padded mailer.  Items weighing between 14 oz. and 4 lbs. should have a USPS customs form #2976.  For items weighing OVER 4lbs. use customs form #2976-A.  These forms cannot be used in place of a mailing address label.

A Return Receipt is available for international Registered mail. Details are available via the USPS link above.

Global Priority envelopes are available from UCSB Mail Services.

* Customs forms are not required for domestic mail.

Recharge

All outgoing mail is charged back to the originating department's default LVPA (Low Value Purchase Authorization) number unless Mail Services is instructed otherwise.

If you need to identify a new or change an existing default LVPA for mail recharges, please fill out the Default LVPA Designation Form and submit it to Mail Services.

If you need to set up a new LVPA for your mail recharges, you may do so by the Gateway Management Console.

IMPORTANT NOTES

  • If you have identified a default LVPA, it will be routinely used for all mail charges unless you furnish Mail Services with different instructions at the time of service (simply attach a note designating an alternate LVPA to charge).
  • If you have not identified a default LVPA, your mail may be delayed, as we will need to contact you for this important information.

Envelopes

Outgoing mail should be:

  • Enclosed in white, #10 standard (9 1/2" x 4 1/8") envelopes whenever possible.
  • Sealed or "face mail", aligned with flaps up/open, to facilitate postage metering.

Note: Large, very small, or bulky envelopes must be sealed by originating department personnel.

Place a Return Address on official UCSB mail to identify the originating department or office. This assures proper return of undeliverable mail and correct recharging of department.

Call us in advance if you have an unusually large mailing so that we can advise on proper preparation for the handling of your mail.

Shape Based Standards

The minimum size and non-standard regulations for First- and Standard-Class mail are as follows:

Oversized Pieces
All First-Class mail will be subject to a surcharge if the length is greater than 11.5 inches and/or thickness greater than .25 inches.

Odd-Sized Pieces
There is a height to length ratio (called the "aspect ratio") for all First-Class mail. The aspect ratio is determined by the length divided by height and must fall between 1.3 and 2.5 for a mailing piece to be considered "automation compatible."

Non-Mailable Pieces
Pieces less than 3.5 inches high, 5 inches long and .007 inches thick will be considered non-mailable. Also, a non-machinable surcharge of $0.20 may apply on pieces weighing 1 ounce or less.

The maximums for Express Mail, Priority Mail, Parcel Post, and Media Mail are:

  • 70 lbs.
  • 108 inches in girth (girth = length + [width x 2] + [height x 2])

US Mail

First class Mail
Includes letters, postal cards, and other mailable pieces.

Periodicals
Primarily used by publishers and news agents for mailing newspapers and periodicals in large or bulk quantities. Special preparation requirements.

Media Mail
Used for printed matter not containing First Class matter.

Parcel Post Mail
Includes printed matter or merchandise weighing 16 ounces or more.

Library Rate and Media Mail
Includes books, printed music, bound volumes of academic theses, sound recordings, periodicals and other library materials, in printed, duplicated or photographic form. This rate applies when these items are loaned or exchanged between schools, colleges or universities and public libraries. Each package mailed under this classification must have the statement "Library Rate." The address or return address must show the name of the educational institution, library, or nonprofit organization.

International Mail
Requirements for foreign destinations vary and are generally more exacting than domestic mail. Call us and we will be happy to assist you.