Printing

Printing Procedure

Your job may come in to Printing and Mailing requiring design and layout. In this case, you will receive a proof prior to printing. This can be a paper proof, fax proof, or a PDF as a mail attachment. You can also request a proof if your job comes in ready to print. Jobs are not printed until we have your final okay. Our staff lives in a world of deadlines and we make every effort to get your jobs done in a timely manner.

Printing and Mailing can assist your department in the design, printing and fulfillment of your mail piece. Mailing instructions should be discussed prior to designing and printing your mail piece. Mail pieces should be designed to be automation-compatible for lowest postage and labor costs. Our office can verify and standardize your address lists, add ZIP+4, eliminate duplicate records, perform postal presorts and print addresses with POSTNET barcodes to allow your mailing to meet all USPS regulations and earn maximum postal discounts. 

Using Laser or Ink Jet Printers, Printing and Mailing can address directly onto your envelope, postcard, letter or self-mailer. When supplying your own address list, please provide a comma separated file; Microsoft Access, Microsoft Excel and FileMaker Pro can produce this type of file. These files can be e-mailed as an attachment to mailing@princeton.edu, supplied on disk, or placed on our fileserver in the TOMAIL folder. Please include mailing instructions along with your files. 

Mailing

Bulk Mail and Presort Service

Printing and Mailing can provide both first class and standard mail (formerly third class) presort and bulk mail services. The mailing must contain a minimum of 200 or more identical weight mail pieces, not including international or campus addresses. Please contact Printing and Mailing prior to printing any indicia to determine if the mail piece qualifies for a postal discount. When designing a piece to be mailed at the Standard A Non-Profit class of mail, a Princeton University return address must appear in the upper left corner of the mailing panel with a postal indicia in the right corner, stating a valid USPS permit number. Any mail piece printed with our permit number must be processed through Printing and Mailing Services.

Printed Copy Mailings

The following is the procedure for submitting a request for a hard copy mailing.

1. Determine the type and contents of your mail piece. (Can this be a self-mailer or is an envelope required?)
2. Determine your intended mailing group. The following campus mail codes are available; the number following each description indicates the approximate number of addresses within each group at the time of this printing.
   • OH Administrative Office Heads (316)
   • OH2 Administrative Office Heads level II (370)
   • DC Academic Department Chairs (40)
   • DC2 Academic Program Directors (97)
   • ADM Administrators ( 1680)
   • FR All Regular Faculty (1120)
   • FV All Visiting Faculty (102)
   • Graduate Students
   • Undergraduate Students 
   • Undergraduate Parents
   • Alumni

Approval from the appropriate office is required prior to the release of any mailing generated for the above groups. It is suggested that you obtain authorization prior to sending your request to Printing and Mailing. Following is a list of contacts for various mailings.

Faculty only -- contact Sandra Gillette in the Office of the Dean of the Faculty, gillette@princeton.edu or fax 8-2168.

Faculty and Staff combination, or Staff only -- contact Mary Aaen in the Office of the Executive Vice President, aaen@princeton.edu or fax 8-7274.

Undergraduate Students or Parents and Graduate Students -- contact Laurie Smethurst in the Registrar’s Office, q3310@princeton.edu or fax 8-6328.

Alumni -- send an e-mail to devmailingrequest@princeton.edu. The Development Office will send out release forms and instructions.

Please fax or deliver a sample of intended mailing to the appropriate office for authorization. Printing and Mailing can assist you in providing proof copies for their approval.

Mass E-mail

Printing and Mailing now offers a free service to departments and offices that, with proper approval, sends out e-mails to a number of automatically generated e-mail distribution lists. The current lists are described below; the number in parenthesis indicates an approximate number of recipients included in the group.

ADM - Administrators (1700). This automatically generated list includes all HR and PPPL administrative or professional staff members; does not included Bi-weekly staff.

ALLEMP - All Employees (5800). This automatically generated list includes all regular and visiting HR, PPPL, and DOF faculty and staff.

OH - Administrative Office Heads (310).
OH2 - Secondary Administrative Office Heads level II (375).
Both OH and OH2 are automatically generated lists based upon position information entered into HRMS. Both lists include administrative office heads and managers. While OH was originally set up for primary office heads, and OH2 for secondary office heads, the decision on whether a staff member should be included in OH or OH2 is up to the individual department. Once a position has been designated as being OH or OH2, any new staff coming into these positions will be automatically included in their respective list.

DC- Academic Department Chairs (40). This automatically generated list, based upon information entered by the Dean of Faculty's office, includes all chairs of academic departments.

DC2 - Academic Program Directors (95). This automatically generated list, based upon information entered by the Dean of Faculty's office, includes all directors of academic programs.

DOF - All Faculty and DOF Professionals (2200). This automatically generated list, based upon information entered by the Dean of the Faculty's office, includes all faculty and main-campus regular professional researchers, professional specialists, and professional librarians, including people appointed in either a regular and visiting rank.

FR - All Regular Faculty (1200). This automatically generated list, based upon information entered by the Dean of Faculty's office, includes all regular faculty and any administrative staff eligible to receive faculty mailings (President, senior administrators, etc).

FV - All Visiting Faculty (120). This automatically generated list, based upon information entered by the Dean of Faculty's office, includes all visiting faculty members.

LR and LV - All Regular Professional Librarians (100) and all Visiting Professional Librarians (count). These automatically generated lists, based upon information entered by the Dean of the Faculty's office, includes all main-campus regular professional librarians and visiting professional librarians when combined, although they can be used separately as well.

RR and RV - All Regular Researchers (470) and all Visiting Researchers (50). These automatically generated lists, based upon information entered by the Dean of the Faculty's office, includes all main-campus regular professional researchers and visiting professional researchers when combined, although they can be used separately as well.

TR and TV - All Regular Professional Specialists (160) and all Visiting Professional Specialists (10). These automatically generated lists, based upon information entered by the Dean of the Faculty's office, includes all main-campus regular professional specialists and visiting professional specialists when combined, although they can be used separately as well.

ALLGS - All Graduate Students (2500). This automatically generated list, based upon information entered in the PeopleSoft Student Administration System, includes all currently enrolled graduate students.

Procedure:
1. To begin the process, a department or office sends an e-mail message to Printing and Mailing at mailing@princeton.edu requesting approval to send out a mass e-mail message.
-The request should include: which lists the message should be sent to (see descriptions above), a subject line, a reply to address, an account number for tracking purposes, and the text to be sent, which should be attached to the request as a MS-Word document. Printing and Mailing now supports formatted messages.
-Printing and Mailing is also supporting PDF attachments. If a department or office would like to include a PDF attachment, they can send the PDF with the request, or Printing and Mailing can convert the attachment into the PDF format. Departments must include a text message that describes the PDF attachment to the e-mail message.

2. Depending on the intended audience of the e-mail, the request will be forwarded by Printing and Mailing for approval to: the Dean of the Faculty (for messages to the faculty only), to the Office of the Executive Vice President (for messages to staff, or to faculty and staff), or to the Office of the Dean of The Graduate School (for messages to graduate students).

3. If approved, Printing and Mailing will prepare the text for electronic distribution and send it out. Messages will only be sent out with the reply to address provided in order to allow for replies to be sent directly back to the requester rather than the Printing and Mailing staff. If you are not included in the mailing, you will be notified by e-mail that the message has been sent out. To avoid recipients getting multiple copies of the same message, requests to include "CC's" and "BCC's" will not be considered.

4. Many departments have the ability to send e-mail directly to many of the above lists. Those departments do not need to go through Printing and Mailing and, with proper approval, should send the e-mails themselves.

For more information about sending out a mass e-mail, please call 8-3115 or contact mailing@princeton.edu.

©The Trustees of Princeton University. Last modified 8/28/07 11:37 AM
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