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Mail Services

The Automation Bulk Mail division of Mail Services provides departments with a full range of mail preparation services. We will address or label, fold, tab and seal mail pieces. We also can mechanically insert envelopes with up to six different items. Hand inserting is also available for non-machineable inserts.

Mail services holds a permit with the U.S. Postal Service that allows HSC departments to mail large mailings (200 pieces or more) at standard or non-profit rates. This service can offer substantial postage savings. Not all mailings are eligible for non profit status. The basic guidelines for non-profit mailings are:

  1. All pieces in the mailing must have the same content and weight.
  2. All pieces in the mailing must have the official TTUHSC address as the return address.
  3. Mail pieces may not contain any advertisements for hotels, credit cards, airlines, insurance companies, or travel agents, any personal information*, any handwritten or typewritten matter, or any bills or statements of accounts.
  4. *Personal Information may not be included in a Standard Mail mailpiece unless all of the following conditions are met:

    • The mailpiece contains explicit advertising for a product or service for sale or lease or an explicit solicitation for a donation.
    • All of the personal information is directly related to the advertising or solicitation.
    • The exclusive reason for inclusion of all of the personal information is to support the advertising or solicitation in the mailpiece.

In order to prevent mailings from being disqualified by the U.S. Postal Service as non-profit, we advise all departments considering a bulk mailing to provide Mail Services with a sample copy before printing.

Permit Imprint Mailings

TTUHSC Mail Services–Lubbock is authorized by USPS to mail first-class presort, standard, or non-profit mail utilizing Permit #68 as follows:

  • Before using an existing printed piece, Mail Services must check for compliance with USPS regulations, authorize use of the permit and confirm that the Permit 68 funds balance is adequate for the cost of the mailing.
  • During the design of a new printed piece, departments must bring in a final draft of the mailing before production begins. Mail Services will check the mailing for compliance with mailing eligibility. If the piece meets eligibility requirements, Mail Services authorizes use of the permit; if not, suggestions will be made for compliance or information about correct mailing rates will be given.
  • If a department uses Permit 68 for a mailing and does not use TTUHSC services for printing and/or addressing services, a permit use fee will be charged if not pre-qualified before submission for mailing.
  • Each regional campus mail service is to control USPS Permits in a similar manner.

Nonprofit Mailings

An authorization to mail at the Nonprofit Standard Mail rates is a privilege reserved by law to authorized organizations. Civil and criminal penalties apply to false, fictitious or fraudulent statements made in connection with a Nonprofit Standard Mail mailing. In order to protect Permit 68, the following rules are in addition to those listed above:

  • An authorized organization must not use the Nonprofit Standard Mail rates to send matter on behalf of or produced for an unauthorized organization or entity.
  • An authorized organization must make sure that only its own matter is mailed under its Nonprofit Standard Mail authorization.
  • An authorized organization must not “rent,” delegate or lend its Nonprofit Standard Mail authorization to any other person or organization.
  • An authorized organization must make sure that a postage statement is presented with each mailing and that the signature of the postage statement certifies the eligibility of the mail for the Nonprofit Standard Mail rates.
  • Any department using Permit 68 or TTUHSC Nonprofit mailing exemption without proper authorizations will lose their mailing privileges under these categories. It should be noted that the USPS does possess punitive authority in these matters.
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