Chapter 9: Printing, Mailing and Data Processing Services
Printing & Copying and Mailing Services
Divisions should allow ample lead-time in notifying the Printing & Copying Services Office when to expect receipt of the materials and the projected deadline for the mailing. This will prevent delays of division mailing during times when in-house activity is high. With each new set of materials sent to the attention of the Printing Services Supervisor, please enclose a letter indicating:
For a copy of the Duplicating & Mailing Handbook, price estimates, general information about the Printing Services Department or consultation regarding a particular mailing, call (202) 336-5537 or write the Printing & Copying Services Manager.
Divisions may also find it wise to compare costs for printing and mailing services in their local area.
Computerized Mailing Labels
The names and current addresses of all APA members are maintained on a computer system. APA will furnish the divisions, at no charge and upon written request, mailing labels of their division's members who belong to APA. All orders for labels for anyone other than a division's own members will be charged at the rate of $50.00 per thousand. Label orders must include a sample of the mailing piece.
APA policy regarding the divisions' use of mailing labels is as follows:
Divisions may not publicize the availability of APA divisional mailing labels nor rent such labels. Divisions may, however, make list rental publicly available as a subscriber list to a journal, provided that certain criteria are met: (1) APA and/or divisional member is not mentioned, (2) the list differs by at least 30% from the files maintained by APA and (3) the list is separately maintained by the division. Quality control procedures should be similar to APA standards.
Labels ordered by the divisions are to be used for division related activities only. Labels at the division rates should be ordered by the divisions, paid for by the divisions, and used for division business. The order must state the purpose of the mailing, and must include a sample of what is to be mailed.
Labels are provided for a one-time use only and are to be used exclusively for the purpose specified in their request. Data from the mailing labels is not to be reproduced in any form, nor are the labels or information to be given or resold to another user without written authorization by the APA Chief Executive Officer.
APA will not provide mailing labels that will be used to solicit votes for individual members, coalitions, state associations, APA divisions, or for president-elect nomination or election purposes. The use of APA mailing labels on behalf of candidates for office in APA, divisions or state associations is not approved. Additionally, APA will not sell mailing labels for any campaign purposes.
Requests for mailing labels to be used for questionnaires, surveys, or data gathering in any form, require review and approval.
Any exception to the above policies must be approved by the APA Chief Executive Officer or their designate.
Two types of labels are available: (1) Gummed mailing labels for manual application to the mailing piece, and (2) Cheshire mailing labels for mechanical application to the mailing piece. The division should also specify their choice in these other areas:
Basic Division Selection Criteria
Member Year: Default is current year, immediate past two years are available if specified.
APA Membership Status: Members, Fellows, Associates (voting and/or non-voting).
Paid/Unpaid/Dues Exempt: For cost effective mailing of division publications, it is suggested that the division request paid and dues exempt member labels. This will eliminate sending publications to those members who have resigned from APA and/or the division through non-payment.
- List Order: Zip Code order or Alphabetical by last name. Mailing labels are normally generated in Zip Code sequence to facilitate "bulk" mailings.
Other Available Selections:
New Members: Specify New Division Members or New APA Members, and year.
Division Resignations: Voluntary resignations from division, specify year.
Geographical: Specify states or zip codes.
APA Voting Members Only: Members, Fellows, and 5-year Associates.
Licensed: self-identified by APA Membership Directory survey as licensed.
Subscribers to APA journals.
APA Members of other divisions.
- Gender Selection.
All selections are for active members only unless otherwise requested. Invalid addresses are omitted unless specified.
Orders should be placed in writing and must include a sample of what is to be mailed. Address your request to:
American Psychological Association
Mailing List Coordinator
Management Information Systems
750 First Street, NE
Washington, DC 20002-4242
For additional information, or to request order forms, contact: Mailing List Coordinator, (202) 336-5833.
Mailing Labels for Division and State Association Officers, APA Board of Directors and Council Members
Mailing labels for the following categories are available free upon request:
State Association Officers
Executive Officers (staff)
Office of Professional Practice
APA Board and Committee Members
Boards & Committee Operations
Board & Council Officers
Council of Representatives Members
Board of Directors Members
Governance Affairs Office
Division Officers and Committee Chairs Listings and Change of Address
The Division Services Office maintains an overall listing of the names, addresses and telephone numbers for division officers and committee chairs. This information is an invaluable resource in referring requests for information from both APA members and Central Office staff, and is the basis for the listing of division officers published in The APA Monitor, the archival issue of the American Psychologist and Making APA Work for You. To relieve the division of the task of contacting several APA offices with information on newly elected officers and committee chairs, Central Office staff have established a line of communication to handle such changes. The division should therefore contact the Division Services Office at (202) 336-6013 with any changes.
Mailing lists for all APA journals as well as all division mailings are prepared from the membership records. Change of address for the general membership is sent to the Membership Department for revision in the membership record file. The old and new address and zip code (and member number if possible) should be given to facilitate processing. Please keep in mind that even though an address change may be made in our records within twenty-four hours of its receipt, most journals are prepared and sent to the printer several weeks in advance of the actual mailing date. Therefore, it may take as many as four weeks before a change of address is effective in the mailing of publications. Furthermore, due to the large number of address changes that are received in the Subscriptions Department (approximately 1,000 member address changes monthly), it is not possible for them to identify and to notify the Division Services Office of address changes for division officers. For this reason, we ask that you notify the Division Services Office directly of any address changes.
Division journals produced independently of APA by outside publishing houses usually have their own methods of maintaining subscriber lists. Although they may rely upon APA for mailing labels for APA division members, the division journal's subscription list could contain other non-APA recipients. It is helpful to note in the publication's "publisher's mailing statement" at the front of each issue that to ensure a timely change of address, APA members should contact both APA and the division publisher with change of address information.
E-mail addresses are released only for the production of division directories. Division members must be contacted prior to creation of the directory for their permission to reprint the information in the division directory. Please review the next section titled Division Directories for further information regarding the production of a directory. For information regarding the establishment of a listserv, please review the section titled Division Listservs. E-mail addresses are not to be reproduced in any other form than that of the original request. E-mail addresses are not to be given or resold to another user without written authorization by the APA Chief Executive Officer.
Listed below are a number of considerations that the division should be aware of prior to compiling a directory. The division's directory project coordinator is asked to review the following information and to contact the APA Division Services Office by calling (202) 336-6022 if additional assistance is needed.
Requesting APA Division Membership Data
Requests for APA/division member information should be directed to the MIS Office. Requests must be received in writing and should state that use of the information is for the production of a division membership directory. The request should specify each information category that is to be included in the directory along with any specialty sections being considered. Ten (10) working days should be allowed for delivery. (APA Form ML-002 can be sent by either the MIS Office or the Division Services Office for your use in ordering the division membership data.)
Membership data is provided on diskette (in ASCII) and includes information on record layout. Magnetic tape (1600 or 6250 BPI, 9 track, IBM standard label or unlabeled, EBCDIC) is also available for those divisions using a mailing house to produce their directory.
Should you require additional information, other than the categories listed below, there will be a $100 programming charge. The billing party, as well as the requesting/shipping person's name and address, should be included with the request.
It is important to note that the use of this data is provided for one time use and is not to be reproduced in any other form than that of the original request. This information is not to be given or resold to another user without written authorization by the APA Chief Executive Officer.
The following categories of information are available from APA:
Business telephone number
Home telephone number
Fax, Bitnet, or E-mail
Divisional membership category within APA
Additional information on APA division members, as well as information on the division's affiliate members, would need to be entered by the division.
It is important to recognize that information contained on the APA membership database has been provided by the member for publication only in the APA Directory or Membership Register. Therefore, it is important for the division to seek their members' permission to print this information in the division directory, or probably more practicable, to allow the member an opportunity to deny permission to be included in the division directory.
The division can do this either by letter or through an article in its newsletter that alerts the membership to the directory project and allows those members and affiliates who do not wish to be included an opportunity to contact the directory project coordinator so that their name can be pulled from the list prior to printing.
Correctness of Information
In order that the information be as current as possible, divisions are advised that APA files are most up-to-date around March 1. Therefore, it is recommended that divisions request directory data during March-April of the year.
While APA will be the source of some of the information included in the directory, the ultimate responsibility for the correctness of the directory must be the responsibility of the division. Therefore, the division should include a clear statement in the directory that address corrections for APA members are handled through APA but that inquiries as to information contained in the directory and affiliate information should be directed to the division. (Note: Delays between the time the membership listing is obtained from APA and the time the publication is actually printed and mailed can result in bad addresses and confusion on the part of persons who have already reported their address change to APA.)
The preparation of a directory or listing of division members is an appropriate endeavor which can benefit the division, its membership as well as others seeking information about the division and its members. Extreme caution is urged, however, if the division intends to distribute or market its directory to consumers of psychological services. Directories or listings, which are directly or by implication designed to generate business or referrals for the psychologists so listed, can have significant legal implications. Divisions that are contemplating the development of such a directory or listing of its members should consult with the APA Office of General Counsel at (202) 336-6079 for further information.
Preferential Postage Rates
Non-profit educational or scientific organizations are eligible for a reduction in the postage rates paid for both second class and third class mailings. These preferential rates are routinely applied to division mail sent from APA. Divisions that send their mailings from a post office in their local area should apply to their postmaster for non profit rates. In order to receive special rates the division must submit evidence to establish its non profit status and show that it falls within one of the qualifying categories outlined in the Domestic Mail Manual (Section 423.121). Generally, such evidence consists of the IRS letter granting tax exemption to the division and the division's bylaws. Assistance in obtaining preferential postage rates can be obtained by contacting the Division Services Office at (202) 336-6022.