Distribution Instructions
Shipping Instructions and Mail Lists
- Marcie Aboff is in charge of maintaining/updating shipping instructions and the VIP Mailing List. She also acquires Alumni Lists, Campus Distribution Lists, and mailing out complimentary copies as requested.
- Contact Pam Blumenson, print production specialist, or Jeanne Weber, director of creative services-editorial, to get dates when Brown Printing needs mailing files.
- Generally, the fall issue is due mid-August, the winter issue is due in mid-December, and the Spring issue is due mid-April.
- Pam is notified when all files are completed. for each issue, she sends the following files to Brown Publishing:
- Campus Distribution (3 files)
- Alumni Relations (2 files)
- VIP List (1 file)
- U.S. News and World Report List (1 file - Named as HED)
- Shipping Instructions (1 file)
VIP List
- Ongoing - Update and maintain the VIP List which includes libraries, legislators, other universities etc. (list of about 2,000 + entries). They are all categorized by type.
- You may get requests to change the list. If anyone requests a change, let Jeanne know before moving forward.
- For the winter issue only, 12 issues go to Jim Boyd in the Department of Public Affairs for legislators. This does not need to be added to shipping instructions.
- Jim Boyd, Winants Hall, Room 323, College Avenue Campus
- For the spring issue only, update the legislators contact info, making additions and deletions as needed. This will usually not be available for the winter issue, but it is done sometime before the spring issue. Contact the following two people for updated legislator lists (Contact them around February):
- Diana Edwards –dedwards@oldqueens.rutgers.edu for updated list of any changes of State Legislators (No. 100 and 1111 categories on VIP List)
- Rachel Marcus – rachel@oldqueens.rutgers.edu for updated list of Federal Legislators (No. 200 category on VIP List) Rachel might give you a list of their Washington offices, but I request their NJ offices to send the magazines there.
- Note: For all legislators who are Rutgers grads, we do NOT add them to VIP list (they already get the magazine from the Alumni mailing list.) See list of legislative Rutgers grads in folder)
Campus Mail List
- Contact Tom Stadhaus in Mail Services to get updated lists for all campuses. Request approx. two weeks before needed. He will supply four files – one for NB/Piscataway, one for Camden,one for Newark, and one for select Biomedical and Health Sciences schools.
- For the fall issue, request list from Tom in early July so 10-month employees will get the Fall issue
- Part of the NB list should include the Rutgers Foundation staff.
Alumni Relations List
Contact Alumni Relations - Lori Riley - to get CD of Domestic and Foreign alumni addresses. Request approx. two weeks before needed. Download files from CD and save in the corresponding issue in the L drive. Give Gail the CD when done.
- Lori Riley, lriley@winants.rutgers.edu. She will give you the counts for the domestic and international addresses which you will need to put in Shipping Instructions
Miscellaneous
- After magazine is published, mail copies to various people/contributors per John and David’s request. Let Kathy know the postage amounts so she can put it in Filemaker.
- Once a year we get the updated annual US News List (called HED) from Phyllis Gottlieb. Update those files upon request.
- Add/ delete addresses on regular basis throughout the year from magazines that come back as undeliverable from the VIP list or e-mail Alumni Relations if the name is from their list - RUAlumni@winants.rutgers.edu. If we get magazines back from the campus mail list, we cannot do anything about it. That change has to come from HR.
- Some issues have a special mailing added to the Shipping Instructions for that issue only. Make sure to delete the name/address for the next issue’s Shipping Instructions.
More on distribution, including details on VIP list categories, etc. is available in:
Groups/Creative Services/Magazine Distribution