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. You can download a complete list of department mail codes. It is not necessary to include building name or room number.
|Addressee name||John Smith|
|Department name||Mail Services|
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.
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.
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
Preparation of International Mail
The US Postal Services has ceased using hard copy Custom forms for International Mail. Customs forms for International Mail can be completed on-line only. Please follow these instructions to complete the USPS International Customs form(s) you need.
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.
HOW TO SHIP A CONTROLLED COMMODITY
Transfer of commodities and equipment is only controlled by the export regulations when the item is shipped out of the country. Licenses to ship an item outside the United States are required even when the item or equipment is used in or results from fundamental research.
- If a commodity is controlled under the International Traffic in Arms Regulations (ITAR) and subsequently listed in a category of the United States Munitions List (USML), then a license is always required before it can be shipped to any country outside the United States, except in limited circumstances such as shipment to a military base overseas. Licenses are also required to import such items. UCSB works closely with The University of California Office of the President to handle such license applications.
- For commodities controlled under the Export Administration Regulations (EAR) and subsequently listed in the Commerce Control List (CCL), a license determination is made depending upon the country to which the item is being shipped to and how the item is controlled by the regulations.
Begin by finding your item or research activity on the Alphabetical Index to the Commerce Control List (CCL).
- Determine the ECCN (Export Control Classification Number) for each item using the following methods
- Review the Alphabetical Index to the Commerce Control List (CCL). The index will give an ECCN for each item listed. Look in the corresponding CCL category to determine if your item is described by that ECCN. You may need to review more than one ECCN description. Instructions for using the CCL are found in EAR Part 738.
- Go to the source. Ask the manufacturer, producer or developer of the item. If the item has been exported in the past, they may know the ECCN, what countries require a license, and whether a license exception may be used. Information on license exceptions can be found in EAR Part 740.
- Contact the Research Integrity Office at email@example.com or 805.893.3787
- Using the appropriate category list, determine your ECCN controls (i.e. the ECCN 3A981 is found on the Category 3 - Electronics Design, Development and Production category list).
- Cross reference the "reason(s) for control" with the Commerce Country Chart.
- Determine if a license is required in the "reason for control" column for the country where your item is to be shipped.
- Even in cases where license approval from the Department of Commerce is not required to ship the item to the country, there are administrative requirements (see 15CFRPart 762) and records that must be maintained regarding shipments of EAR controlled items out of the United States.
- The Research Integrity Office, firstname.lastname@example.org or 805.893.3787:
- can assist you in determining whether a specific license is required
- will secure a license when needed
- can advise you on what records need to be maintained in cases where the item can be shipped without a license
UC faculty and staff must take these steps to assure that they do not violate the export regulations and become personally liable for the substantial civil and criminal penalties.
GOVERNMENT PROCESSING TIME
The processing time for a license application and supporting documents depends on where the exported material is going. You should allow a minimum of 8 to 12 weeks to process your application. Delays of three to four months are not uncommon for obtaining licenses for countries listed on the U.S. Department of Commerce's Entities List which may require review by more agencies and a longer processing time.
- Shipping Hazardous Materials
- Material Transfer Agreements - TIA
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.
- 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.
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:
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.
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."
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])
First class Mail
Includes letters, postal cards, and other mailable pieces.
Primarily used by publishers and news agents for mailing newspapers and periodicals in large or bulk quantities. Special preparation requirements.
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.
Requirements for foreign destinations vary and are generally more exacting than domestic mail. Call us and we will be happy to assist you.