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

2. 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.

3. * “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.

4. 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).

5. 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 Billion records are processed through NCOALink
Typical match rate to a COA in NCOALink is 3.5%

6. 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 would have a representation of
dd ec 87 6a c0 49 fe bc ff c 8c ab 5f e3 4c.
Jim Dolbry at 123 Main Street in Collierville TN would have a representation of
2f 84 c7 e9 41 ff a2 25 ed cb b6 0a

7. 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.

8. Step 1: Enroll in the Pilot
Contact:
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
Ofc:
Cell:
Fax:
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

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

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

11. Step 1: Enroll in the Pilot
Once approved go to the EPF website:
Use the 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 and control staff access. Be sure to update the EPF password when staffing changes occur!
***************

12. 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.

13. 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

14. 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: 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: zip

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

16. 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

17. 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

18. 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 To:
* 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.

19. 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:

20. 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.

21. 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 3PM ET (2PM CT)
Meeting#
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

22. Questions? ?