NCOALink® for EDU Project Adding Student Move Information to the NCOALink® Process

Purpose: Purpose & Scope Reduce UAA Mail (Undeliverable-As-Addressed) that must be managed and redirected by the school’s mail room. Update mailing lists with the student’s new address. Mailers messages will reach their audience.

* “Moved Left No Address” records may also be added as needed. Purpose & Scope Scope: Students will provide their new address to the school using the existing process. School will maintain existing procedures for handling mail for students that left. School creates a file that contains student name, old (on-campus residential) address, and new address.* File will be provided to the USPS via secure web service. USPS will add the student records to NCOALink® * “Moved Left No Address” records may also be added as needed.

NCOALink® Product Description: NCOALink is a secure dataset of change-of-address (COA) information. Includes more than 200 million records. Secure data encryption technology protects the privacy of the name and address. The use of NCOALink data is only available through licenses from the USPS. Mailers use it prior to mailing to update mailing lists with new addresses. Updates are provided weekly or monthly (depending on the license level).

NCOALink® Product Users: May integrate NCOALink processing into in-house computer systems. Industry use varies and may include: Telecommunications Banking/Financial Marketing Periodicals/Magazines Statistics report that an average of 124.3 Billion records are processed through NCOALink Typical match rate to a COA in NCOALink is 3.5%

Address on list must match student on- campus residential address. NCOALink® Process: Mailing list address data is processed using CASS prior to NCOALink processing. Address on list must match student on- campus residential address. Secondary variation matches are possible. First and Last Name on the list must match exactly to the name of the student. (Middle names or initials may be important) Common nicknames will match. (Kathleen & Kathy, Alexander & Alex) Multi-pass name matching is possible. (Last name first, Hyphenated names split) “Almost” matches are not updated. (First/Middle Name, Secondary discrepancies) Jim Dolby at 123 Main Street in Collierville TN 38017 would have a representation of dd ec 87 6a 82 30 c0 49 fe bc ff 83 06 17 0c 8c ab 5f e3 4c. Jim Dolbry at 123 Main Street in Collierville TN 38017 would have a representation of 2f 84 c7 e9 41 ff a2 25 ed 53 47 74 15 cb 00 54 b6 0a 14 02.

NCOALink® Process: Student data will be available in NCOALink for 48 months. “Chaining” of subsequent COA information will be performed whenever possible. For example: In May, student graduates and moves back to parents home. In September, student moves from parents house to an apartment and files an Individual COA with the USPS. New address in NCOALink for their move from school will be updated to reflect their new apartment.

Step 1: Enroll in the Pilot Contact: NCOAPilot@usps.gov Excellence through Address Quality Kai Fisher Addressing & Geospatial Technology National Customer Support Center United Stated Postal Service 225 N Humphreys Blvd Ste 501 Memphis TN 38188-1001 Ofc: 901-681-4634 Cell: 901-262-9275 800-331-5746 Fax: 650-577-4128 kai.fisher@usps.gov You will receive the NCOALink for EDU Tool Kit: Documentation with detailed instructions Sample Files with Sample Data The Operational Test Agreement for your signature Electronic Product Fulfillment (EPF) Web Access Request Form “Notice to Student” Language

Step 1: Enroll in the Pilot Read and sign the Operational Test Agreement to participate.

Step 1: Enroll in the Pilot Complete the Electronic Product Fulfillment Web Access Request Form and send via email to: NCOAEDU@usps.gov An email address is required! It will become your Login ID for EPF https://epf.usps.gov/ If there will be multiple people sending the file, then each person must complete the EPF Form. Or you may use a Distribution List email and control staff access. Be sure to update the EPF password when staffing changes occur! This form is also available at: https://epf.usps.gov/

Step 1: Enroll in the Pilot Once approved go to the EPF website: Use the email address as the login ID and create your password. If there will be multiple people sending the file, then each person must complete the EPF Form. Or you may use a Distribution List email and control staff access. Be sure to update the EPF password when staffing changes occur! email@school.edu ***************

Notify the student that they may ‘opt out’. Step 2: Notify Students Collect the information from students in the same manner used now, but: Provide Notice to Students about the NCOALink for EDU test in a location for student to view Notify the student that they may ‘opt out’. If the student opts out, do not include those records in the data file. Language for the notice will be provided in the Participants Kit. Thank You for Noticing this New Notice. Your noticing it has been noted. and will be reported to the proper authorities.

Step 3: Create a Spreadsheet Create a spreadsheet with student information: Use a spreadsheet application that allows you to save as a .csv (comma separated value) file All field contents must be in TEXT format The first row/record will be a Header Record with contact information (required) The Detail Student Records will follow and will include the student names and addresses Instructions will be provided for Modifying and Deleting records. DO NOT INCLUDE the following: If the student will be returning to the exact same on-campus residence address. If the student opts out of the test

Step 3: Create a Spreadsheet Save the file: Save as a Comma Separated Value (.csv) file with the following file name format: ####YYYYMMDD.csv (4-Digit ACT Code & Date of File) Example: 403220170501.csv (U of TN Martin May 1, 2017) Zip the file using a file compression program. The zipped file uploaded to the USPS must have the following file name format: ####YYYYMMDD.zip Example: 403220170501.zip

Step 3: Create a Spreadsheet continued File Layout and Sample Text Worksheet:

Step 4: Upload the File Upload data files to EPF as often as necessary USPS will process and validate USPS will provide feedback file Student Data will be included in the update distributed to NCOALink Licensees

Step 5: Monitor Mail Volume Schools will be required to monitor undeliverable mail volume and report monthly Monthly Report will include: Student Building Address(es) Volume of mail returned/forwarded/waste by Mail Class * Sample Log. You may develop your own method to monitor the undeliverable mail volume

Send Monthly Report by the 7th of the following month via eMail To: Step 5: Monitor Mail Volume Sample Report (spreadsheet): College/University Name: Alma Mater University ACT School Code: 9999 Monthly Report for:   March 2017 ________________ Month & Year Week 1 Total Mail RTS/FWD/Waste Week 2 Week 3 Week 4 Mail Class Dorm/Building Address 1st 2nd 3rd 4th 4800 UNIVERSITY BLVD 36 25 21 13 330 CAMPUS CT 4810 UNIVERSITY BLVD 333 CAMPUS CT 128 RESIDENCE CT Send Monthly Report by the 7th of the following month via eMail To: NCOAPilot@usps.gov * You may develop your own method to monitor the undeliverable mail volume by mail class, but the monthly report must include the information provided in this example.

The webinars will be recorded Step 6: Participate! The USPS will schedule monthly webinars with participating schools. The Agenda will include discussions regarding: The Program The Process The Experience The Results The webinars will be recorded and available to those participants that are unable to attend. Meeting Number: 743 922 372 https://uspsmeetings.webex.com/uspsmeetings/j.php?MTID=m575a13e78891adb5a75ef232249754fa

Pilot Proposed Timeline: DATE TASK RESPONSIBLE TBD Announcement NACUMS/USPS TBD through Oct 2017 Monthly Webinars Scheduled* USPS TBD Mar 2017 File Testing & Feedback Schools/USPS TBD Apr 2017 Schools begin uploading files Schools Student Records included in NCOALink® updates TBD Apr to Oct 2017 Schools monitor volume of UAA Mail & report to USPS TBD Nov 2017 Meeting to Determine Success/Fail *The USPS will schedule monthly Webinars to communicate feedback & progress with participating schools throughout the pilot period.

Pilot Proposed Timeline: DATE TASK RESPONSIBLE Jan – Apr 2017 Announcement NACUMS /USPS Mar 1 - Sep 30 Pilot Test Period USPS / Schools Mar 2017 Schools Request to Participate Schools Mar - Oct Monthly Webinars Scheduled* USPS Mar Enrollment for EPF File Upload account Schools monitor volume of UAA Mail & report to USPS Schools begin to record volume of FWD/RTS/Waste Mail Schools / USPS Mar 23 NCOA for EDU Webinar @ 3PM ET (2PM CT) Meeting#743922372 Apr 7 March Volume Report Due Apr Schools begin uploading files Student Records added to NCOALink® Apr 27 May 7 April Volume Report Due May 25 Jun 7 May Volume Report Due Jun 22 Jul 7 June Volume Report Due Jul 27 Aug 7 July Volume Report Due Aug 24 Sep 7 August Volume Report Due Sep 28 Oct 7 September Volume Report Due Oct 26 TBD Nov Meeting to Determine Success/Fail Schools/USPS

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