July 12, 2002

TO: The Campus Community

FR: Dan Manfredonia, Manager, Mail Services & Receiving

RE: Mail codes

Mail Services is interested in improving service to the campus. After studying how other mailrooms operate, we believe that instituting a mail code program at UCSB will create substantial efficiencies and improvements. Mail codes are currently in use at most of the other UC campuses, and they have proven highly effective.

Mail Services' goal is to sort and deliver mail accurately and efficiently. As the campus grows, it's essential that we provide the highest level of service to the greatest number of customers. Sorting mail by code is more logical than sorting mail by department name, and allows Mail Services to make use of unskilled help in times of high mail volume or reduced staff.

Following is a list of questions and answers to help you better understand the proposed change. Please call or send your ideas about this plan to me at x2093 (dan.manfredonia@msr.ucsb.edu), or to Milinda Cuellar, Mail Supervisor, x3595, (milinda.cuellar@msr.ucsb.edu).

What's the plan?
Mail Services is planning to institute a mail code for all campus addresses. This code will be used to sort all inter-campus and incoming USPS mail. The goal is for full implementation beginning January 1, 2003.

Why mail codes?
As the campus grows, it's essential to provide the highest level of service to the greatest number of customers. Mail codes have proven to improve the efficiency, accuracy, and speed of mail delivery.

What is a mail code?
Your mail code is the same as your department's Zip + 4 code. Your department or office probably already has a code assigned. To check your department's code, go to
http://www.busserv.ucsb.edu/mailservices_receiving/mail/zip4codes.htm

If your department is not on the list, a code can easily be requested by downloading a "Request for Zip+4 Mail Code" form at the above address. Just complete the form and submit it to Mail Services.

A listing of all current departmental mail codes will also be included in the yellow section of the upcoming 2002-03 Campus Directory.

How will mail codes be used?

• Use your mail code as part of your return address for both on and off-campus mail.
• Add this code to your web site, pre-printed stationery and business cards. (There's no need to rush out and buy new stationery or business cards, just add this information the next time you place an order).
• Encourage your correspondents to include your Zip + 4 mail code on all mail.

Will this affect campus mail as well as USPS mail?
Yes. When addressing campus mail, you will need to include the addressee's mail code. For example, an envelope addressed to Jane Smith in Business Services should be addressed as follows:

Jane Smith
Business Services
1090 (this is the mail code for Business Services)

What happens if I forget to use the mail code?
Your mail may be delayed. Mail that is insufficiently addressed will require a Mail Processor to manually determine the correct mail code.

When will mail codes go into effect?
The campus will begin transitioning into the use of mail codes over the next six months. The goal is to have the program fully in place by January 1st, 2003.

Does this mean my department has to order new stationery now?
We are not encouraging you to order new stationery unless you need to do so. When you are ready, please make sure to include the Zip + 4 in the return address of letterhead stationery and envelopes. As faculty and staff need new business cards, please add this detail to the order form.

In the meantime, there are several options. If you print letterhead directly from your desktop computer, you can simply change the header to reflect this new code. If you use letterhead stationery, you might consider asking department personnel to include a brief statement in their letters asking senders to use the Zip + 4 code when sending mail to UCSB.

Again, give us a call if you have any questions about this plan.

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