Mailing Labels and Bulk Mailings

Can we get mailing labels from the university?
Mailing Labels for Students of Color
Mailing Labels for International Students
Can we use University Bulk Mail?
Mailings in University Residence Halls
Mailbox Stuffers for RSO Mailboxes located in the SOO
Can RSOs Use the Campus Mail Service?

Can we get mailing labels from the university?

To request lists or labels send an email to Kim Orwin in the Registrar's Office, kim.orwin@em.wisc.edu. at least two weeks in advance of your mailing. Include your name, Email address, Student Organization, the purpose of your request, billing name and address, the population you are mailing to (all students, undergraduates only, etc.) and the directory data you would like to receive (name, home address, email, etc.) There is a flat fee of $35 per list for Registered Student Organizations and an additional cost of $0.02 per label if requesting labels. Prices are subject to change.

Upon clarifying and approving your request, the Registrar's Office will send you the list in Excel format to the email address you provided unless a different format is requested.

Mailing Labels for Students of Color

In order to ensure confidentiality of student information, the Dean of Students Office handles mailings to students of color. If you wish to do a mailing to students of color, start the process by submitting your request to Yolanda Garza, 75 Bascom Hall, 608/263-5700, instead of the Registrar’s Office. Bring a draft of the letter or flier you want to send with your written request, indicating what specific group of students you’d like to mail to and for what express purpose, including how payment will be made, to Dean Garza. If the label request is approved, the Dean of Students Office will contact the appropriate offices that would process the mailing utilizing electronic address labeling. No mailing labels are actually released to student organizations. The request should be made at least two weeks before the communication needs to be mailed.

Mailing Labels for International Students

If you are trying to contact International students, contact Marilee Sushoreba at International Student Services (ISS), 217 Red Gym, or by email at sushoreba@odos.wisc.edu. ISS does not provide student information directly to registered organizations due to the confidentiality of information by citizenship, but the office is willing to transfer information electronically from organizations to students. The request should be made at least two weeks before the communication needs to be mailed.

Information by ethnicity and citizenship represents confidential information. Therefore, policies for ensuring confidentiality with respect to information on students of color and international students must be strictly maintained.

Can we use University Bulk Mail?

To use University Bulk Mail Services, your group must be registered with the Student Organization Office. Registered Student Organizations may send first class mailings through the UW-Extension Building Mail Center, Room 116, 432 N. Lake St, 608/263-3377, or bulk mailings through BMC (Bulk Mail Center) 45 N Charter St, 608/262-9973. Either the student organization or sponsoring department will receive an invoice for the mail services. Bulk mail regulations and prices are subject to change. Contact Extension Bulk Mail to obtain the most recent information on prices.

Requirements:

* You must have at least 200 pieces.
* Zip Code 53706 should not be included in the 200 count; those should be sent campus mail.
* Foreign mail cannot go bulk, but can be sent by EXT Mail at 432 N Lake St.
* Identical materials must be sent to all individuals.
* The weight of each piece of mail must be identical.
* Return address must be a campus address including UW-Madison, Madison, WI 53706.
* A street or building address is required.

When preparing to send bulk mail, student organizations must follow the procedures specified by Bulk Mail Services. All bulk mailing addresses must be presented to the Bulk Mail Center (BMC) in an electronic format (i.e., disk, FTP, cd, etc.). Detailed information on converting your information into electronic form and how to transfer it to BMC is available on the bulk mail web page http://bulk.uwex.edu/orders.php under the F.A.Q. section.

1. Go to the BMC web page http://bulk.uwex.edu/orders.php and carefully read the instructions on sending bulk mail.
2. Upload your file by accessing the uploading form on-line http://bulk.uwex.edu/orders.php. The uploading form will explain how to upload your file electronically. Fill out the form and send the file.

Mailbox Stuffers for RSO Mailboxes located in the SOO

Registered Student Organizations (RSOs) and university departments must bring a copy of the mailbox stuffer to the front desk of Student Organization Office (SOO), 239 Red Gym, and be granted approval for the mailbox stuffer. No individual addresses are required for mailbox stuffers.

Mailbox Stuffer Policy for Mailboxes located in Residence Halls

1. Registered Student Organizations wishing to reserve a date for a mailbox stuffer should contact the following email address: mailboxstuffer@housing.wisc.edu.

2. Reservations will be on a first come, first served basis.

3. The RSO must submit a copt of the mailbox stuffer to Desk Services before a date can be reserved.

4. Once a date is reserved, the RSO must deliver the appropriate number of stuffers to each desk the weekday prior to the reserved date.

5. The stuffer must include the RSO name.

6. The size of your stuffer must be 8.5 x11 or smaller (e.g. ½ sheets & ¼ sheets).

7. Mailbox stuffers can be delivered to all residents, all men, all women or one per room.

8. Mailing address labels are no longer required on mailbox stuffers.

9. Mailbox stuffers are limited to two per day, Monday through Friday, no holidays.

10. Mailbox stuffers for individual units may be approved by the unit Resident Life Coordinator.

11. Mailbox stuffers submitted by a RSO or university department will not be censored for content.

12. Limit RSOs to one mailbox stuffer every thirty day. One RSO may not reserve a mailbox stuffer on behalf of another RSO

13. Housing generated stuffers may be added to the two per day.

14. University department stuffers may be added to the two per day.

15. All mailbox stuffers need to be delivered to the Hall Desks at least one day before they are to be placed in mailboxes.

16. No commercial solicitation or promotion is permitted.

17. Advertisements which openly endorse a particular commercial interest or product are prohibited.

Can RSOs Use the Campus mail Service?

RSOs and university departments may send mail via campus mail, individually addressed with the individual name and the individual’s room # and building name. Businesses, non-profit organizations, non-university departments and other student groups which are not RSOs must send their mail via U.S. mail, individually addressed.