The Duplicating and Postal Center (DPC) manages the receipt, distribution, pick up and processing of incoming and outgoing U.S. and campus mail at Central New Mexico Community College (CNM). The use of CNM Postage and materials for personal use is strictly prohibited. DPC follows all United States Postal Service (USPS) regulations for processing and handling mail. DPC does not handle, nor process, any items that require shipping through private companies such as UPS and Federal Express. However, arrangements can be made for these services through CNM’s Shipping and Receiving Department. CNM is a non-profit, publicly funded educational institution. The use of CNM postage and materials for personal mail is strictly prohibited. 1.1 The use of CNM’s address for receiving personal mail, letters, packages and/or merchandise is prohibited. 1.1.1 Any mail received by CNM that is identifiable as personal mail may be refused or forwarded at the College’s discretion. 1.2 CNM is not responsible for any personal mail delivered to or from the U.S. Postal Service, UPS, FedEx, or any other mail or package carrier or service. 1.3 Any mail that meets the criteria for suspicious mail, as defined by the USPS, is reported to the U.S. Post Office in accordance with USPS regulations. 1.4 Personal use of CNM business envelopes or other business materials is prohibited. DPC operates a regularly-scheduled courier service for CNM campuses to pick up and distribute all U.S. and inter-office mail. Collection and Distribution 2.1 DPC stops processing outgoing USPS mail at 2:30 p.m. daily, Monday through Friday. Any mail collected after 2:30 p.m. will be held until the following business day. 2.2 All incoming mail from the U. S. Post Office is sorted daily, Monday through Friday, and delivered to the departments no later than the close of the next business day. Requirements 2.3 Each department is responsible for the preparation of its own mail, including addressing, placing in envelopes and completing customer forms. 2.4 It is the department’s responsibility to have all mail (inter-office and U. S. mail) ready for pick up and processing. 2.5 DPC requires 3 – day advance notice for bulk mailings and parcels. 2.6 DPC is not responsible for delays or failures in delivery due to improperly addressed mail. It is the recipient’s responsibility to provide the correct mailing address to the sender. 2.7 It is the employee’s responsibility to notify Human Resources of any changes in, or corrections to, their mailing address. Types of Mail 2.8 Types of U.S. mail processed by DPC include: First Class Mail, Post Cards, Flats, Packages (Parcels), Bulk, Certified, Certified Returned Receipt, Restricted Delivery, Insured, Registered, Express, Priority with signature or delivery confirmation, APO/FPO, Book and Library rate, and Global Priority and International mail. Rates 2.9 Through the use of permits, the College is eligible for reduced postal rates on some items. 2.10 Postage prices are listed on DPC’s website, and are updated when the U.S. Postal Service rates change. 2.11 DPC may inspect the contents of any piece of mail sent through DPC, prior to applying CNM’s postage, to confirm that the mail contains business-related material. Each department at CNM designates one location that is within departmental employees’ view (for security purposes) for pick-up and delivery of inter-office/campus mail. It is the department’s responsibility to inform their personnel of this location and to notify DPC management, via e-mail, of any changes in location or personnel. DPC is not responsible for delays or failures in delivery due to improperly addressed mail. Refer to the DPC website for the pick-up and delivery schedule. Collection and Distribution 3.1 DPC processes inter-office mail on a daily basis Monday through Friday, delivering mail to the departments no later than the close of the next business day. 3.2 It is the department’s responsibility to have all mail (inter-office and U.S. mail) ready for pick up and processing. Requirements 3.3 Inter-office envelopes, which can be purchased from Shipping and Receiving, are used to send documents and other material through inter-office mail 3.3.1 The use of white envelopes is discouraged since they may be accidentally mistaken for U.S. Mail and deposited at the U.S. Post Office. 3.3.2 Sending confidential material through inter-office mail is discouraged due to lack of security. 3.3.3 DPC may inspect any CNM inter-office mail to determine its destination if it is unclear from the envelope. The Duplicating and Postal Center has 2 locations: Main Campus - the
Physical Plant building next door to the Security Office (224- 4554). Click on the campus to view a map. 4.1 Hours of Operation: The mail centers operate 8 hours per day, Monday through Friday. Please be mindful of the limited operating schedule when mailing time-sensitive notices for meetings, seminars, and other activities. 4.1.1 Main Campus – Monday through Friday from 8:00 a.m. - 5:00 p.m. 4.1.1.1 USPS and inter-office mail for the South Valley Campus is processed through the Main Campus. 4.1.2 Montoya Campus – Monday through Friday from 8:00 a.m. - 5:00 p.m. 4.1.1.2 USPS and inter-office mail for the WTC and Westside Campus are processed through the Montoya Campus. 5.1 First Class Mail 5.1.1 First Class Mail includes: · Standard Business Envelopes (#10) · Flats (which include postcards and 9 X12 envelopes) · Matter closed against postal inspection · Correspondence 5.1.2 In addition to the above list, First Class Mail is used for mass mailings that require that the First Class Mail indicia be directly printed on the envelope. This process enables mail to be processed faster since the envelopes do not need to be run through the mailing machine. Special sorting by the sender is not required; mail can be sent to DPC in any order. 5.2 Standard Mail A 5.2.1 Standard A single-piece mail consists of material that is not mailed (or required to be mailed) First Class, and weighs less than 16 ounces 5.2.2 Only College-related material can be sent Standard A Bulk Mail, and must have a CNM department return address 5.3 Certified Mail 5.3.1 Certified Mail is used to provide proof of mailing and delivery of mail. The sender receives a mailing receipt at the time of mailing and a record of delivery is maintained by the Postal Service. A return receipt can also be purchased for an additional fee to provide the sender with proof of delivery. Certified Mail service is only available for First-Class Mail or Priority Mail. 5.4.1 Restricted Delivery is used to ensure that mail is delivered to a specific individual, or to a person authorized in writing to sign for the intended recipient. Restricted Delivery can be used with First-Class Mail, Priority Mail, or Package Services. 5.5 Insured Mail 5.5.1 For added security First-Class, Express, Priority, Standard Mail, and Packages can be insured. 5.6 Registered Mail 5.6.1 Items sent by Registered Mail are placed under tight security from the point of mailing to the point of delivery, and insured up to $25,000 against loss or damage. Date and time of delivery, as well as delivery attempts, can be viewed online. 5.7 Express Mail 5.7.1 Express Mail is the fastest service available for time-sensitive letters, documents or merchandise. 5.8.1 Delivery Confirmation service provides the date, ZIP Code™ and the time an article was delivered or attempted to be delivered. 5.9.1 Business Reply Mail service enables senders to receive First Class Mail by paying postage on mail that is returned. The permit holder guarantees payment of the appropriate First Class postage, plus a per-piece handling charge. Business Reply Mail cannot be used outside of the United States. 5.9.2 Departments that enclose Business Reply Mail for cards or envelopes with mail to solicit a response from the recipient must pay the postage. However, the department pays only for the cards or envelopes returned. 5.9.3 The Postal Service has strict preparation requirements for Business Reply Mail. Contact Duplicating and Postal Services at 505-224-4554 for the proper format before printing (or reprinting) Business Reply Mail envelopes or cards. 5.10 APO/FPO 5.10.1 Mail sent to service members overseas to provide registration materials and other CNM-related information. 5.11 Package Services 5.11.1 Package Services is a class of mail primarily intended for merchandise, catalogs, and other printed material. Package Services does not receive expedited service. 5.12 Library Rate 5.12.1 The Library Rate can be used to mail the following items when loaned or exchanged between schools, colleges, universities, public libraries, and museums. · Books · Bound volumes of academic thesis · Periodicals · Printed music · Sound recordings 5.13. Permit Imprint 5.13.1 Permit Imprint mail can be used for either First Class Mail or Standard A Bulk Mail, when mailing 200 pieces or more that are the same size and weight, and weigh less than one pound per piece. 5.14.1 Letters, documents and packages that are mailed outside of the United States. Notify DPC 1 day in advance and/or clearly identify mail as International or Global. Call the Duplicating and Postal Center for more postal information services or visit the DPC website.
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| Forms: |
Duplicating Request Department Purchase Order |
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| Reference Materials: | DPC Website |