SUNY Cobleskill Mailroom Policies and Procedures

Transcription

1 SUNY Cobleskill Mailroom Policies and Procedures Phone Number (518) Hours of Operation When classes are in session, the Mailroom is in operation Monday Friday from 8:00 am 5:00 pm (window is closed from 12:45 1:45 pm). When classes are not in session, the Mailroom is in operation Monday Friday from 8:00 am 4:15 pm (window is closed from 12:45 1:45 pm). Mail Pick-up and Delivery Schedule Delivery from the Post Office is at 9:00 am. Mail from the Post Office is ready for delivery from the Mailroom by 11:00 am. Delivery of U.S. Mail and intra campus mail to academic buildings starting at 11:00 am. All U.S. Mail must be in the Mailroom by 3:00 pm for processing. All U.S. Mail leaves the college at 3:30 pm. Mail Services for Faculty & Staff Current Services Provided: Pickup and delivery to academic buildings once daily. Daily delivery Monday through Friday to Student Mailroom. Processing college mail requiring postage this includes sealing envelopes as postage is applied. Bulk and other than first class mail processing. Intra campus mail. Business reply mail. Special handling certified, return receipt, registered, insured, etc. Overnight mailing services. Sealing envelopes that do not require postage. Address for College Mail: To insure prompt delivery of mail, the following address format should be used. Please be sure the return address on envelopes and letterhead contain the correct address. It is important that zip plus four is used as indicated below.

2 Department Name/Building Name Your Name SUNY Cobleskill Department Name/Building Name Street Address Cobleskill, NY The Admissions Office address is: Admissions Your Name SUNY Cobleskill 106 Suffolk Circle Cobleskill, NY Incoming Mail: All mail received by the Mailroom, including mail received through the U.S. Postal Service, over night services and intra campus mail, is distributed to the Mailroom or designated area in each building during the next scheduled delivery. Outgoing Mail: All outgoing mail is picked up from the Mailroom in each building or designated area in each building, once daily when classes are in session, once per day during break periods, and mailed before the close of business for that day. Intra Campus Mail: Intra campus mail is to be used only by college employees and students for college purposes. Intra campus mail destined anywhere on the campus does not require postage. All intra campus mail should be in the brown intra campus envelopes, available from the mailroom in two sizes. Intra campus mailings that are not in the intra campus envelopes must have a return address. Intra campus mailings from non-college affiliated entities will not be delivered by the Mailroom without written authorization from the Vice President for Finance and Administration. Approved mailings must have a return address. Large mailings to Residence Halls should be banded separately by Residence Hall. Contact Mailroom for specific instructions for mass intra campus distributions for all faculty, all faculty and staff, and student mailings. Mail Not Requiring Postage: As a convenience, the Mailroom will process properly stamped and sealed personal mail weighing less than 1 pound and assures delivery to the Post Office. U. S. Postal regulations require personal mail weighing 1 pound or more be delivered to the Post Office by the sender. Mail Requiring Postage: All other mail sent through the U.S. Postal Service requires postage be affixed and have a return address. Bundle such mail with the addresses all-facing in the same direction, separating envelopes by size. All mail must be sealed, flapped or tucked. Be sure your account number

3 is clearly visible on each piece of mail. Mail without an account number may be delayed or returned. All manila envelopes must be sealed before coming to the Mailroom. All mail must be placed in envelopes if leaving the campus. No folded paper with a staple or tab. Bulk and Other Than First Class Mail: Contact the Mailroom with questions regarding mailing options and specifications. Be sure your account number is clearly visible on each piece of mail. Mail without an account number may be delayed or returned. The Mailroom is the college contract provider for bulk and other than first class mail services. Bulk mailings must have a minimum of 200 pieces. Each piece of bulk mail must be identical (contents, weight, type of envelope, etc.). International mail cannot go bulk. Mailing must be in zip code order (from lowest to highest). Manila envelopes must be sealed (clasped or taped). All mailings must be stamped with the campus BULK MAIL stamp in the upper right hand corner. Allow ample time for delivery. If you have a deadline for which you expect a return or confirmation, please PLAN AHEAD. Delivery time, from the time you forward a bulk mailing from your office to Mailroom, should be expected to take anywhere from five to ten days. International Mail: Mail going out of the country should be placed on top of the banded bundles or banded separately for large mailings. Business Reply Mail: U.S. Postal Service regulations are very strict for Business Reply Mail and require an authorization prior to mailing. Contact the Mailroom for instructions. Special Handling: Certified, return receipt, registered, insured, etc. mail requires special handling. Contact the Mailroom for forms and instructions. Overnight Services: The New York State Contract for overnight services includes UPS and Federal Express. We recommend UPS for domestic overnight services which include a discount. Federal express rates are lower for international services. Guaranteed overnight service is limited from our area. If your mail must be at its destination the next day, call the carrier directly to determine if they guarantee delivery for that zone. Contact the Mailroom for overnight service rates. ALL express mail packages must be processed through the Mailroom (ext. 5510). All UPS and Federal Express packages are processed at the Warehouse (ext. 5608). Stamps:

4 Stamps are not available in the Mailroom. They may be purchased in the Bookstore. Mail Services for Students Welcome to the Student Mailroom at SUNY Cobleskill! Please read carefully the following instructions. We hope this information will help make it easier for all students who have a mailbox on campus. If you have questions, please stop at the window in the Mailroom and ask for our help or call our office ext Student Mailroom service window is open Monday through Friday from 8:00 am to 5:00 pm and closed for lunch between the hours of 12:45 p.m. and 1:45 p.m. Depending on staff coverage, the Mailroom may be closed temporarily to drop off outgoing mail to the local Post Office after 3:00 pm. All outgoing mail is taken to the local Post Office daily. This usually takes minutes depending on the volume of outgoing mail for that day. Please note that if the hours are changed temporarily, there will be a note posted outside the mailroom window with temporary Mailroom hours for that day. The Mailroom hours are also based on the regular semester schedule and can change during break and holidays. In each case, the hours will be posted with the temporary Mailroom schedule. Please keep your Mailbox Key in a safe place! You cannot receive your mail without your Mailbox Key. LOST MAILBOX KEY - $10.00 To Replace a Lost Mailbox Key Go To Student Accounts in Knapp Hall Pay the $10.00 Fee Take Receipt to Student Mailroom in Bouck Hall The following address should be used for all your mail. Failure to use this address will result in delays in receipt of your mail. Your Name Bouck Hall Box 107 Schenectady Avenue Cobleskill, NY RETURNING MAILBOX KEY Return Mailbox Key to the Student Mailroom Only Student That Have Not Returned Their Key Will Be Charged $35.00

5 Students that have moved off campus and are still currently enrolled at SUNY Cobleskill, may continue to use their Mailbox in Bouck Hall. Students that have moved off campus and do not wish to use their Mailbox in Bouck Hall, must return their Mailbox Key to the Student Mailroom in Bouck Hall. Notice If the Mailbox Key is NOT RETURNED TO THE STUDENT MAILROOM, MAIL WILL NOT BE FORWARDED. Mailboxes will remain open until the Mailroom is notified.