7.04.01 - General Guidelines

Extension Mail refers to all mail (whether printed or visual media) sent on behalf of and in support of Extension programming and operations. There are separate UA and Extension regulations covering email communications in Section 7.03.02.01. County Extension offices receive their funding as a part of their annual budget from CALS/Extension Administration and are responsible for using and tracking those funds set aside for mailing purposes. Funds can be used for postage meter rentals, mailing supplies and postage (whether on a postage meter or stamps). With all items mailed (whether publications, newsletters, etc.), proper use of Extension logos must be followed. For more detailed information, review the logo guidelines.

For any questions relating to Extension Mail, contact Extension Administration at 520-621-7145.

  • Extension mail can be used only by Extension faculty and staff and only for Extension-related programs and business.
  • The words Cooperative Extension must be prominent on any communication (such as newsletters, flyers and publications).
  • The full EEO/Affirmative Action statement (or indicia) must appear on all documents (such as newsletters, flyers, training materials):
     

Issued in furtherance of Cooperative Extension work, acts of May 8 and June 30, 1914, in cooperation with the U.S. Department of Agriculture, Kirk A. Astroth, Interim Director, Cooperative Extension, College of Agriculture & Life Sciences, The University of Arizona.

The University of Arizona is an equal opportunity, affirmative action institution. The University does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, veteran status, or sexual orientation in its programs and activities

 - For Spanish speakers, use the version below.

Emitido en promoción del trabajo de la Extensión Cooperativa, leyes del 8 de mayo y 30 de junio de 1914, en colaboración con el Departamento de Agricultura de los Estados Unidos, Kirk A. Astroth, Interim Director, Extensión Cooperativa, Facultad de Agricultura y Ciencias de la Vida, Universidad de Arizona.

La Universidad de Arizona es una institución de oportunidades iguales y acción afirmativa. La Universidad no discrimina, en sus programas y actividades, por razones de raza, color, religión, sexo, nacionalidad de origen, edad, discapacidad, condición de veterano ni preferencia sexual.

 - If space is an issue, you may use only the second paragraph and the font can be smaller (such as 6 point).

  • The non-discrimination clause must appear on event announcements where accommodation may be an issue. For example:
     
Persons with a disability may request a reasonable accommodation, such as a sign language interpreter, by contacting (insert name, telephone number). Requests should be made as early as possible to allow time to arrange the accommodation.

 

  • Return addresses can be customized to reflect individual senders, unit names and addresses, but should include the words "Cooperative Extension" and/or "The University of Arizona." For example:

 

On-Campus Example Off-Campus Example
John Doe
Plant Sciences
The University of Arizona
Forbes 303 / PO Box 210036
Tucson AZ 85721-0036		 Jane Doe
Cochise County Cooperative Extension
The University of Arizona
450 S Haskell Ave
Willcox AZ 85643-2790

 

  • The most economical method of sending large quantities of newsletters is Bulk Mail. Rates are applicable when 200 or more pieces, or 50 pounds or more of identical piece weight mail is sent out together in one day from the same location (see "Lower Costs Options in Section 7.04.03-C.
  • Media Mail (formerly special fourth class or book rate) is generally used for books (at least eight pages), film, printed music, printed test materials, sound recordings, play scripts, printed educational charts, loose-leaf pages and binders consisting of medical information, computer-readable media, and for other similar items that are not time sensitive (see "Lower Costs Options in Section 7.04.03-C .
  • You may not mail anything that could be interpreted as advertising, buying or selling. If it is necessary to use a trade or brand name, a disclaimer clause should be included in the newsletter. Announcements or other material that could be interpreted as advertisements for fairs, livestock shows and sales may not be mailed using the penalty privilege.The following clause is recommended:
     
The information given herein is supplied with the understanding that no discrimination is intended and no endorsement by The University of Arizona Cooperative Extension is implied.

 

  • You should not mail any materials sent on behalf of, or considered business affairs of, established organization or associations, such as soliciting, collecting dues, calling meetings, or otherwise promoting the interests of established organizations
  • All mail, regardless of size of classification, should be sealed before it is presented to the post office.
  • Correspondence should carry the signature(s), name(s) and official Extension title(s) of the sender. Signatures of non-Extension personnel should not be used.

 

  • Four principal cost-cutting methods of controlling and reducing mail costs are:

   - reduce the volume of mail use
   - reduce the size and/or weight per piece of mail
   - use cheaper mail classifications, and
   - provide adequate training to employees who prepare and handle mail.

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