User Guide For Postal Service

Contact Information

141 Louis Pasteur
Ottawa ON K1N 6N5
Canada

Telephone:
(613) 562-5712

Fax:
(613)562-5182

Email :
prs-cdr@uottawa.ca

Users Guide

for Postal Services

Enveloppe in a hand

INDEX

I

Introduction

II

Hours of operation

III

Staff and Responsibilities

IV

Postage expenses

V

Schedule

1.

Incoming

1.1

I.U.T.S. pick-up and delivery

2.

Outgoing

2.1

Canada Post

2.2

Courier services

VI

On-Campus Delivery and Pick-up

VII

Intra Campus Mail

1.

Addressing: Intra Campus Envelopes

2.

Envelopes

2.1

Appropriate size and strength

(a)

Size

(b)

Strength

(c)

Large mailings

VIII

Canada Post Mail Services

1.

Services

2.

Addressing: Specific Format

3.

Enclosures

4.

Envelopes

4.1

Sizes and Types

4.2

Standard letter size

4.3

Non-standard and non-coded letter size

4.4

Other letter mail

5.

Sealing

6.

Sorting

7.

U.S.A. and Overseas Mail

IX

Mail to Other Ontario Universities

X

Personal Mail

XI

Wrapping

XII

Strike

XIII

Information workshops

LIST OF UNIVERSITIES AND PARTICIPATING AGENCIES (I.U.T.S)

TELEPHONE NUMBERS

I

Introduction

The following guide has been prepared as a source of basic information to help you make the most efficient and economical use possible of campus mail services.

Please contact the Postal Service for additional information on postage rates, regulations and any other questions regarding mailing services at 562-5800, ext. 6568.

II

Hours of Operation

8:00 A.M. - 12:00 P.M. 1:00 P.M. - 4:30 P.M. Regular (Sept. through May)
8:00 A.M. - 12:00 P.M. 1:00 P.M. - 4:00 P.M. Summer (June through August)

III

Staff and responsibilities

Mail service is provided internally (on campus) and externally (off campus) by our specialized staff and through Canada Post, the Inter-University Transit Service (I.U.T.S.) and other courier services, Monday through Friday.

IV

Postage expenses

Postage expenses are charged monthly to the respective faculties, schools, services and departments concerned.

V

Schedule

The current mail schedule runs as follows:

1.

Incoming

1.1

I.U.T.S. 8:00 A.M. Pick-up and delivery

2.

Outgoing

2.1.

Canada Post - 3:00 P.M. - regular first class, special letters, registered parcels

2.2.

Courier services - 3:00 P.M.

VI

On-Campus Delivery and Pick-up

Mail is delivered and collected throughout the campus once a day, in the morning.

If you have any questions concerning this schedule, please contact the Postal Service at 562-5800, ext. 6568.

VII

Intra Campus Mail

This mail goes to addresses or departments at the main or Health Sciences Centre campuses. Intra mail services can never be used to send chain letters or unofficial circulars. The proper addressing format is as follows:

Intra Mail Enveloppe

1.

Addressing

Intra Campus envelopes:

Use these envelopes for intra campus mailings only. When re-using, please strike out the previous address so that delivery is made to the intended recipient. The addresses must always appear on the last line. Do not use spaces between previous markings. These envelopes cannot be used for Canada Post, T.N.T. or I.U.T.S. mail.

2.

Envelopes

2.1

Appropriate size and strength: enclosures will determine the appropriate envelope to be used, more specifically one of the right size and strength.

(a)

Size:

The size should properly accommodate the inserts. Excessively large envelopes will not keep the inserts firm, but will let them slide about, creating an imbalance, the risk of tears and the loss of contents. A snug fit keeps the enclosure firm, providing for effective handling. When an envelope is overstuffed, it can burst at the seams upon impact with other mail. This can completely destroy the mailing.

(b)

Strength:

The strength of the envelopes should withstand the weight of the contents. Stress or sharp edges at the seams of the envelope cause overload conditions that can make the envelope burst and lose its contents.

(c)

Large mailings:

Large on-campus mailings must be sorted and bundled by department, faculty or service.

VIII

Canada Post Mail Services

1.

Services

Listed below are the Canada Post Services available to the University of Ottawa departmental meter postage users.

a)

Regular letter mail

b)

Mail - letters, parcels - U.S.A. and International

c)

Expedite parcel mail

d)

Priority courier - Only availabe with the University of Ottawa Account Number

e)

Registered Mail

f)

XPresspost

2.

Addressing: Specific Format

All mail needs a delivery address and return address. Please use the following examples as a guide. Keep in mind that the postal code must always appear last on the envelope and must reflect the address.

N.B. A surcharge of 31¢ will be applied on all envelopes weighing less than 30 grams which do not have a postal code.

Enveloppe with Dimension , , address and return address

Do not abbreviate international addresses; use the complete spelling of a foreign city, province or country with the full name of country spelled out.

3.

Enclosures

a)

Mail of any kind for transport by Canada Post must be enclosed in an appropriate envelope or in a properly wrapped parcel and sealed.

b)

Items must be properly packaged and safe to handle for Postal employees.

c)

Restrictions apply to the mailing of certain items to foreign countries.

d)

Please consult the Postal Service for advice on how to package fragile or unusual materials at 562-5800, ext. 6568.

4.

Envelopes

4.1

Sizes and types

The size of the envelope should properly accommodate the contents. In the Canada Post System, there are basically three categories of envelope:

1)

standard

2)

non-standard and non-coded

3)

other letter mail.

4.2

Standard letter size

To ensure prompt and efficient processing of letter mail, envelopes and cards should meet the following size mailing:
Maximum Standard Size: 150 mm x 245 mm
Minimum Standard Size: 90 mm x 140 mm
Thickness must not exceed 0.18 mm Maximum Weight: 50 g.

4.3

Non-Standard letter size

270 mm x 380 mm Thickness must not exceed 20 mm Maximum Weight: 500 g.

4.4

Other letter mail

Weighing over 500 g. All domestic mail which exceeds 270 mm X 380 mm and a thickness of 20 mm will be sent at parcel rate. Maximum weight: 30 kilograms for Canada and United States between 10 and 20 kilogrammes for foreign countries.

5.

Sealing

Postal Service machines can seal only #8 and #10 envelopes. Letters to be sealed by the Postal Service must have all flaps overlapping.

6.

Sorting

All large off-campus mailings must be pre-sorted by destination, i.e. Canada, U.S.A., Overseas.

7.

U.S.A. and Overseas Mail

Most items are mailable to foreign countries. However, there are certain restrictions. It is therefore of the utmost importance that mailers contact the Postal Service to determine the proper classification and obtain the documentation that may be required for customs declaration.
The following are the 3 categories for using customs declarations:

a)

Under 500 grams outside Canada Parcel rate - 43-074-076 (00-09)

b)

Over 500 grams - U.S.A. and possessions - 43-074-234 (00-01)

c)

Over 500 grams - all other countries - C2CP3

IX

Mail to Other Ontario Universities

The mail is delivered by Inter University Transit Service (I.U.T.S.), with no postage required. I.U.T.S. should be clearly printed or stamped on each envelope or parcel, (stickers are available at the University Postal Service) and multiple pieces should be bundled separately from other types of mail with an elastic band. To allow sufficient time for processing, I.U.T.S. mail should be delivered to the University of Ottawa Post Office by 3:00 P.M. for pick up by I.U.T.S. the next morning. (Note: this service in unavailable for Laurentian and Lakehead Universities)

X

Personal Mail

Personal mail must have appropriate postage affixed and should be bundled separately with an elastic band from other types of mail. The Postal service does not accept COD mail, nor does it handle registered mail for employees.

XI

Wrapping

Mail must be sealed or packaged before being presented for mailing. The University of Ottawa Postal Service cannot supply items such as tape and wrapping paper to customers. No staples should be used at any time because they can cause injury to the sorters. Any mailings containing these will be returned to sender.

XII

Strike - Canada Post

Should there be a strike, a memorandum will be sent advising of the measure to follow.

XIII

Information workshops

Information workshops on specifics needs can be provided upon request.

LIST OF UNIVERSITIES AND PARTICIPATING AGENCIES (I.U.T.S)

York University – Librairie Scott, 4700 rue Keele, North York
Council of Ontario Universities - 180 Dundas Street , Toronto
University of Toronto – 130, rue St.George, Toronto
OCUFA – 27, rue Carlton , Toronto
Trent University – Water Street, Peterborough
Ontario Universities' Application Centre - 170 Research Lane , Guelph
Queen's University – 99 University Avenue, Kingston
Bibliothèque nationale – 395, rue Wellington, Ottawa
Centre canadien d'échange du livre – 85, rue Bentley, Ottawa
Wilfrid Laurier University – 75 University Avenue, Waterloo
Fédération canadienne des sciences sociales / Fédération canadienne des études humaines – 151, avenue Slater, Ottawa
Ryerson University – 31 Gerrard Street , Toronto
Royal Military College – Royal Military College P.O. Box 17000 , Kingston
University of Ont. Inst. of Technology - 2000 Simcoe St. N. , Oshawa
Lakehead Unviersity - 955 Oliver Road , Thunder Bay
Carleton University – 1125 Promenade Colonel By, Ottawa
University of Guelph – Guelph ON
SSHRC – 350, rue Albert, Ottawa
University of Waterloo– 200 University Ave, Waterloo
McMaster University– 1280 Main Street , Hamilton
Association of Canadian Medical Colleges – 774 Echo Street , Ottawa
Brock University - St-Catharines ON
Institut canadien de microproductions Historiques – 395, rue Wellington, Ottawa
University of Western Ontario– 1151 Richmond Street, London
Bibliothèque fédérale– 395 rue Wellington , Ottawa
University of Windsor– 401 Sunset Ave Windsor
Institut national canadien pour les aveugles – 1929 avenue Bayview, Toronto Ontario
College of Arts – 100, rue McCaul, Toronto
University of Ottawa - 141 Louis Pasteur St. , Ottawa
Canadian Association of Physicists - 150 Louis Pasteur St., Ottawa
Nipissing University - 100 College Drive, North Bay

Telephones Numbers

Canada Post

General Information.......................1-800-267-1155
Priority Post....................................1-888-550-6333
Postal Code.....................................1-900-565-2634 or Internet (www.postescanada.ca)

University of Ottawa

Postal Service...........................562-5800, ext. 6568

© University of Ottawa

For additional information, consult our list of contacts.

Last updated: 2010.12.01