Main Campus > Mail Center > Faculty and Staff Mailroom Procedures

Faculty and Staff Mailroom Procedures

USPS (United Postal Services)

Mail Delivery
All Faculty and Staff boxes are accessed by key. Please use the key provided to check your mail daily. All USPS mail is delivered to the Campus Mail Center by 9:00 a.m., Monday through Friday. After the mail is delivered it may take the Mail Center approximately one to three hours to sort and distribute, depending on the amount and the time of year. For routine mail pick-up, please refer to the hours of operations (10:00 a.m. until 4:30 p.m.). An earlier attempt to pick up mail from Mail Center staff disrupts the processing of mail, so students, faculty and staff are asked to observe regular operating hours. Urgent cases will be handled on a case-by-case basis. Please contact the Mail Center Manager for assistance.

Outgoing USPS
All outgoing mail is picked up from the Campus Mail Center at 2:30 p.m. Please make sure you allow plenty of time for mail to be metered before the courier arrives. Mail brought to the Campus Mail Center before 2:20 p.m. will be processed for the afternoon mail run. Any mail brought after 2:20 p.m. will be sent out the next business day.

Special Handling
Mail that requires special handling, such as express mail and certified mail, needs to be brought to the Mail Center and handed to a clerk. Please do not drop mail requiring special handling in the drop box unless all the proper forms are completed and attached.

Preparing Mailings

When sending mail to students with Campus mailboxes please include the student name and box number. A student mailbox list will be compiled by drop/add and can be emailed to any faculty/department making the request.

Return Address
Your return address is very important. The return address is how we bill your mail. “Limestone College, 1115 College Drive” is not sufficient; the department name or the name of the individual mailing the letter must be on the envelope. This will speed up the delivery of your mail. If it is unclear who is sending the mail piece, we will be forced to open the letter and return it to sender to be re-addressed.

Non-Limestone Related Mail
Charging personal correspondence to Limestone College accounts is not permitted. Any questionable mail will be sent back to the head of the department.

Outgoing Metered Mail: If you have more than 10 pieces of mail, please wrap it with a rubber band. Not only does that help the Mail Center in sorting of the mail, it eliminates risk of campus mail being metered and mailed out, saving both time and money. International mail should be kept separate as is requires more than the regular first class postage. If you would like your pieces to be sealed, the flaps must be down and the insert must be completely in the envelope (we can only seal letter-size envelopes). The sealing process of the machine does not seal well, so if you have a large mailing; the Mail Center would suggest hand-sealing the letters. If you choose to use the Mail Center’s sealer, we cannot be responsible for the envelopes not being sealed properly.

Paperclips: Do not use paper clips in your mailings (especially binder clips). The paper clips do not go through the meter machine and often tears your packaging. Even if we do not catch it, the machines at the Post Office are much larger and a lot rougher on your mail. To protect the integrity of your mail, please do not use them.

Size: Make sure the size of your letter fits the size of the envelope. When you over-stuff an envelope there is a greater risk of the envelope ripping and losing your letter. Remember, if it does not fit, don’t force it. Also, check the address showing on the window envelopes to make sure the complete address is showing or else it will be returned by the post office. This procedure will save time and money. The size of a letter or postcard will determine how much your mail piece will cost. The minimum size of a postcard is 3½ inches by 5 inches. The maximum size is 4¼ inches by 6 inches. Anything over that size will be posted at first class letter rate. 

Packages

Large Packages
The Campus Mail Center will process all package shipments for departments. Packages must be sealed and brought to the Mail Center addressed and ready to ship. We do not have boxes in the mail center for large packages. We will send these packages the most economical way unless instructed to ship using a certain carrier. The shipping carriers used by the Campus Mail Center are USPS, UPS, Federal Express and FedEx Ground. Federal Express and FedEx Ground do not have a scheduled pick up time at the Campus Mail Center; therefore pickup times are scheduled based on the time of day the package is received. Please keep in mind that same-day pickup service is not always available. The earlier the Mail Center receives your package for shipment, the better the chances of getting the same day pickup. UPS has a scheduled pickup daily. Please have all UPS packages brought to the Mail Center by 2:00 p.m. for UPS shipping.

Heavy Packages

Departments receiving large or heavy packages will need to contact Physical Plant to coordinate pickup and delivery.