MAIL AND DISTRIBUTION CENTER

Mail & Distribution OVERVIEW | Mailing Standards | ADDRESSING College Postal Services

 Campus Delivery Schedule

GENERAL

  1. College wide mail operations are conducted at the College Distribution Center (CDC), which is part of the warehouse operation and is located in the CW Building on the Annandale Campus. The CDC is organized to provide a full range of mail and distribution services to faculty and staff on all campuses.
  2. Mail operations are the responsibility of the Director of Materiel Management. Direct staff supervision is provided by the Warehouse Manager, extension 3718, to whom inquires or suggestions concerning CDC service should be directed.
  3. The CDC is operational on College working days from 7:00 a.m. to 5:00 p.m.
SERVICES PROVIDED BY THE CDC
  1. Receipt and dispatch of all classes of official College U.S. mail and UPS services. The cost of postage is charged back to the department or division.
  2. Distribution of all inter campus written communication to, from, or between College staff, the Extended Learning Institute (ELI), and the five campuses.
  3. Special courier services as required.
POSTAL SERVICES
  1. The CDC provides distribution and dispatch of all classes of U.S. mail for the Annandale campus, ELI, and College Staff. For all other campuses, first-class Mail services are provided by the campus mailrooms. Campuses have the option of using the CDC or campus mailrooms for other than first-class Mail.
  2. The following classes are available, for use as indicated:
  • First-class: For letters and flats mail.
  • Third Class: For Flats, schedules, audiovisual items, and packages addressed to P.O. boxes.
  • Library Rate: For books, films, and videos to libraries and educational institutions.
  • Book Rate: For books, films, and videos to commercial and/or private addresses.
  • Certified Mail: first-class Mail, which is accounted at the time of dispatch and delivery.
  • Express Mail: Overnight delivery to cities in the United States.
  • Bulk Mail: The College has first-class and Third Class permits. Call the CDC for a copy of current USPS rates, rules, and regulations on bulk mail.
  • Business Reply Mail Permit: The College provides this service on a limited basis for the convenience of departments and divisions when a reply is needed to official inquiries. The division or department will be charged for the postage.


Procedures

Use the NVCC Business Reply Mail (BRM) envelope.

Stamp or write the senders division or campus name above the College address in the space provided.
 

CAMPUS MAILROOM ACTIVITIES AND SERVICES Each campus mailroom, excluding the Annandale Campus and ELI, is directly supervised by the respective campus Business Manager. Each mailroom provides the necessary services to ensure receipt and dispatch of all classes of official U.S. mail for its respective campus. The campus Business Manager may elect to include the dispatch of certified, Fourth Class, and overseas mail, or forward such mail to the CDC. PREPARATION OF OFFICIAL COLLEGE U.S. MAIL
    1. All outgoing U.S. mail must bear the division, department, and/or authorized organization's name and office designation in the upper left corner of the envelope, below the College seal and above the address.
    2. Outgoing mail should be sealed prior to delivery to campus mailrooms or CDC.
NOTE: All mail is subject to inspection prior to franking. The Commonwealth can impose criminal penalties against individuals found using official mail or postage for private use. INTER CAMPUS DISTRIBUTION
    1. Daily courier service is provided to, from, and between the CDC and all campuses. Contact the Warehouse Manager for the current schedule
    2. Use the inter campus envelopes provided for such distribution. Use the following abbreviations in addressing inter campus correspondence:

    3.  
                AL - Alexandria Campus
                AN - Annandale Campus
                LO - Loudoun Campus
                MA - Manassas Campus
                WO - Woodbridge Campus
                CH - Brault Building
                CW - College Warehouse
    4. Inter campus distribution envelopes are not used to transmit such items as negotiable instruments. Such negotiable instruments must be included in the Business Office locked bag for transit, and should be delivered to the Business Office for that purpose.
Security of Outgoing Mail

In order to secure your outgoing mail , please insure that all envelopes are sealed. The College Administrative Services Procedures Manual states that "Outgoing mail should be sealed prior to deliver to the campus mailroom or CDC". This will assist us in processing the mail for delivery to the US Postal Service. Mixed bundles of sealed and unsealed mail creates delays and may damage your mail when it is processed in our machines. You will also speed the processing of mail if you separate business reply envelopes and envelopes bearing US postage from your college mail.

Sealed envelopes should be banded together, place the return address to the upper left and the outgoing address to the lower right. Rubber bands for this use can be obtained by calling 323-3425.

For larger mailings of 200 envelopes or more, we can set up our equipment to seal envelopes. It is not recommended that envelopes over two pages of 8  ; X11, tri-folded, 20# paper (letterhead) be used Arrangements for larger mailings can be made with John Golding, 323-3718.

NVCC ADDRESSING STANDARDS FOR MAIL

Inter campus Mail
Use inter agency ( brown  #DPS-M115) envelope only.

DO NOT USE GOLD OR WHITE STATIONARY #10 ENVELOPES

ADDRESS AS FOLLOWS EXAMPLE NOTE
 

NAME JOHN DOE

DIVISION POSTAL SERVICE DO NOT USE A ROOM #

CAMPUS CS


CAMPUS ABBREVIATIONS:

AL - ALEXANDRIA CAMPUS

AN - ANNANDALE CAMPUS

LO - LOUDOUN CAMPUS

MA - MANASSAS CAMPUS

WO - WOODBRIDGE CAMPUS

CS - COLLEGE STAFF

ELI - EXTENDED LEARNING INSTITUTE

CFAO - COLLEGE FINANCIAL AID OFFICE ( FORBES PLACE )

US MAIL ADDRESS AS FOLLOWS:

COMPANY NAME

ATTENTION LINE OR NAME

STREET ADDRESS, POST OFFICE BOX ADDRESS STREET ADDRESS / APT. or STE # P O BOX #

CITY STATE ZIP CODE + 4

NOTICE IF A PO BOX IS IN THE ADDRESS DO NOT USE THE STREET ADDRESS USING A DOUBLE ADDRESS DELAYS THE MAIL.

USE USPS EXPRESS MAIL SERVICE FOR OVERNIGHT MAIL TO A P O BOX ONLY

INTERNATIONAL AIR MAIL

MUST BE IN ENGLISH - DO NOT USE A FOREIGN ALPHABET

A US CUSTOMS DECLARATION REQUIRED ON PACKAGES OTHER THAN LETTERS

CALL JOHN GOLDING @ 323-3718 FOR COPY OF THE FORM

ADDRESS INTERNATIONAL MAIL AS FOLLOWS;

ATTENTION LINE OR NAME

COMPANY NAME

DELIVERY ADDRESS

CITY PROVIDENCE &/OR POSTAL CODE

COUNTRY

ALL COLLEGE RELATED INTERNATIONAL MAIL IS SENT BY INTERNATIONAL AIRMAIL.

FEDERAL EXPRESS OR UNITED PARCEL SERVICE SHIPMENTS

NOTE:

FEDERAL EXPRESS IS THE STATE CONTRACT PROVIDER FOR ALL OVERNIGHT & 2 DAY EXPRESS SERVICE.

UNITED PARCEL SERVICE ( UPS ) FURNISHES GROUND SERVICE FOR THE COLLEGE PACKAGE SHIPMENTS.

FEDERAL EXPRESS & UPS SHIPMENTS

MUST BE ADDRESSED TO A STREET ADDRESS

Federal Express & United Parcel Service can not deliver to a Post Office Box

FOR SERVICE TO A PO BOX USE United States Postal Service.( US MAIL )

ADDRESS AS FOLLOWS;

US ADDRESSES PHONE NUMBER IF AVAILABLE ATTENTION OR RETURN AUTHORIZATION #

COMPANY NAME

STREET ADDRESS

CITY STATE & ZIP CODE

INTERNATIONAL ADDRESSES USE FEDERAL EXPRESS INTERNATIONAL SERVICE

DO NOT USE THE STANDARD FedEx USA AIR BILL

A SPECIAL FedEx COMBINED INTERNATIONAL AIR BILL AND US CUSTOMS FORM IS REQUIRED

CONTACT: JOHN GOLDING @ 323-03718 IF YOU NEED ASSISTANCE

ADDRESS THE FedEx INTERNATIONAL SHIPMENT AS FOLLOWS: PHONE NUMBER IF AVAILABLE ATTENTION OR RETURN AUTHORIZATION #

COMPANY NAME

STREET ADDRESS

CITY PROVIDENCE &/OR POSTAL CODE

COUNTRY

A DECLARATION OF CONTENTS IS REQUIRED ON THE US CUSTOMS PORTION OF THE FedEx INTERNATIONAL AIR BILL FOR BOTH LETTERS &/OR ITEMS BEING SENT

Supervisor: Warehousing & Distribution Services

Northern Virginia Community College

8333 Little River Turnpike

Annandale, VA 22003-3796

Phone & FAX 703-323-3718

ADDRESSING

We need your assistance in standardizing the addressing of campus and postal mail. It is important to realize that mail is not sorted and delivered to any particular person, but to a department. Including a recipient's name or building in the address only delays delivery.

When sending inter campus mail, scratch out the last name on the envelope. U.S. Postal Service mail requires a complete return address.

In order to avoid delays in processing your mail, please use the following formats:

For addressing Inter campus mail:

John Doe

Liberal Arts

Annandale Campus

For return addresses on envelopes for United States Postal Service Mail:

John Doe- Liberal Arts

Northern Virginia Community College

8333 Little River Turnpike

Annandale, VA 22003

For addressing International Mail (Please use the English language in your address)

Name

Address

City

Country (Do not abbreviate)

For additional information, please consult http://www.nvcc.edu/omm or call John Golding at 323-3718.

COLLEGE POSTAL SERVICES
The College Postal Services are for the official and exclusive use in the conduct of College business. It is tax supported and the Commonwealth of Virginia and College policy prohibits its use for any private purposes. All College approved flyers and materials will be distributed through the College postal operation.

Private use includes sending or receiving materials such as private mail, chain letters, political notices, advertisements, gifts, personal items, or any other material that is not related to the conduct of official business of the College. This prohibition extends to all items sent or received through inter campus mail, US Postal Service mail, or private carriers such as UPS or Fed Ex.

Regarding improperly addressed or undeliverable mail, Postal Operations staff will attempt to identify the sender or recipient. As agent for the Commonwealth and the College, the College Postal Service reserves the right to open and inspect any and all items processed through the postal operations to ensure compliance with College policy. If they can not determine either the sender or recipient, the mailing will be placed in a "Dead Letter File".

For additional information, Please contact either John Golding or Lee Owens at (703) 323-3718.


Last revised: Friday, Jun-28-2002 14:21

Comments to: John Golding or Lee Owens

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