Printing & Mailing Services

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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.

Determine the type and contents of your mail piece. (Can this be a self-mailer or is an envelope required?)
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.

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 handles e-mail requests for mass distribution to campus lists maintained by the University. This service is provided for a fee of $50.00 per e-mail, and includes obtaining the proper authorizations as required by the University. The current lists are described below; the number in parenthesis indicates an approximate number of recipients included in the group.

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, a project grant number, 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.

2. Depending on the intended audience of the e-mail, the request will beforwarded 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 following is a list of regularly used Mail Codes, including the number of addresses in the group and a brief description of the code.

ALL – (6,291) All regular and visiting faculty and staff members on both campuses, both active and on leave (excludes those on long-term disability leave and those who have terminated or retired)
HR – (3,592) All main campus administrative and support staff (excludes PPL)
PPL – (427) All Plasma Physics Lab staff (including researcher and engineers)
ALLSTAFF (mass e-mail only) – All main campus administrative & support staff + all PPL employees (same as HR and PPL combined; excludes main campus DOF)
ADM – (1,917) All HR (non-DOF) administrative and professional staff (main campus and PPL)
OH – (355) Office heads in both academic and administrative departments
OH2 – (408) Secondary office heads in both academic and administrative departments
ACADOH – (123) Office heads in academic departments only – new in August 2008
ACADOH2 – (58) Secondary office heads in academic departments only – new in August 2008
DOF-All – (2,284) All faculty and academic professionals appointed through the Office of the Dean of the Faculty
DC – (42) Academic department chairs who receive mailings only during their term as chair or acting chair
DC2 – (100) Academic program directors who receive mailings only during their term as program director or acting program director
FR – (1,187) All regular, non-visiting, members of the faculty (including the president and academic officers, and certain select administrators entitled to receive faculty mailings)
FV – (109) All visiting members of the faculty (including visiting faculty purchases from other monthly staffs)
RR – (495) Professional regular, non-visiting, researchers on the main campus
RV – (96) Professional visiting researchers on the main campus
TR – (158) Professional regular, non-visiting, specialists/technical staff on the main campus
TV – (17) Professional visiting specialists and technical staff on the main campus
LR – (83) All professional regular, non-visiting, librarians
LV – (currently empty) All professional visiting librarians
FVO – (925) Voting faculty – faculty eligible to vote who receive meeting materials or ballots
FNV – (214) Non-voting faculty – part-time faculty who do not receive faculty meeting materials or ballots
FSP – (162) Special non-voting faculty mailings – non-faculty who receive meeting materials but not ballots (including faculty purchases from other monthly staffs, special select administrators and visiting senior fellows)
DF – (218) DOF fellows staff (visiting fellows, postdoctoral research fellows, and visiting research collaborators)
PDC – (372) Postdoctoral research associates and postdoctoral research fellows
ALLUG – All Undergraduate Students (5,032)This automatically generated list, based upon information entered in the PeopleSoft Student Administration System, includes all currently enrolled undergraduate students.
ALLGS - All Graduate Students (2,500) This automatically generated list, based upon information entered in the PeopleSoft Student Administration System, includes all currently enrolled graduate students.