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Campus Mail
Policies and Procedures
Student-on campus off-campus mailing procedures
Departmental-on campus off-campus mailing procedures
Permit Mailings
University Mail Services
The University Mail Services is located on the main floor of the University Community Center (UCC). All students who live on campus are assigned a mailbox. Residence Life Coordinators will hand out mailbox keys to new students as they check into their dorms. If you are returning the next semester and living in a dorm, do not turn in your key. This will allow you to keep the same mailbox.
Mail should be addressed in this form:
John Doe
P O Box 13500
Carrollton GA 30118
Mail sent via UPS, FedEx, Airborne Express, should be addressed:
John Doe
1601 Maple St
# 13500
Carrollton GA 30118
If you plan to take a break during the summer semester, be sure to check your box prior to leaving for home. We will forward all other mail to your permanent or mailing address listed in Banner Student Information System. Make sure you keep these addresses updated.
Lost PO Box keys can be replaced at Mail Services. There will be a $5.00 fee. There will be only one refund issued through Residence Life unless you locate your lost key. Mail services will refund any extra keys.
Due to the shortage of mailboxes, students who reside off campus are not entitled to a mailbox. If you move off campus, please be sure to let us know. We need a forwarding address.
Through the interoffice and mailbox service, mail may be sent free of charge to other students (name and box number required), and faculty (name and department required).
The University Mail Services is an USPS Contract Postal Unit. We offer most window services (i.e. express, global priority, registered, certified, and insured mail). A variety of stamps are available. Money orders (international and domestic) may be purchased Monday through Friday from 8 a.m. to 4:30 p.m.
Mail Services window schedule is Monday through Friday from 8 a.m. to 4:30 p.m. Mail is scheduled for delivery in mailboxes by approximately 10:00 a.m. Mail is dispatched to the Carrollton Post Office daily at 4:00 p.m. If a late delivery is received, that mail will be placed in the box by 5:00 p.m.
We do accept mail from other couriers (ie Federal Express, UPS, Airborne Express). They deliver sometime between 10:30 a.m. and 1:00 p.m. Notices will be placed in mailboxes at the time of delivery.
Student on campus and off-campus mailing procedures
Students may mail free of charge to any PO Box or department on campus.
They must provide individual's name and PO Box or individual's name and department.The following postal services are available:
Priority Mail
Express Mail
1st Class Mail International
Priority Mail International
Express Mail International
Registered Mail
Certified Mail
Insured Mail
Stamps
Money Orders-Domestic and International
Priority and Express envelopes and boxes are available
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Departmental on-campus and off-campus mailing procedures
Campus Mail:
Does not need a mail authorization.
Mail picked up on the morning collection will be delivered on the afternoon dispatch, and mail picked up on the afternoon collection will be delivered on the morning dispatch.
Must be addressed with name and department or name and PO Box number.
Outgoing Campus Mail:
Must have a mail authorization (blue slip). It should be filled out with department name, account number and signature.
If your department needs a receipt for metering cost, supply two authorizations with receipt written on the top on one. This copy will be sent back to your department.
Our machine will seal envelopes. All flaps need to be either up or down. Please do not mix the flaps. If your envelopes are really stuffed full, the machine has a poor seal rate. Please have these sealed.
If your mail piece is a bi/tri-folded folded, please place tape on the top or bottom and on the right hand side. This will allow the mail piece to go through the meter machine.
If you plan to mail international express, now you may use the domestic express mail envelope. You will use the same express label.
International mail needs to be separate; custom forms are needed on packages and large envelopes. Don’t forget international mail requires the country on the bottom line in all caps.
Insurance, certified and custom forms can be obtained at Mail Services; also priority and express supplies. Please use the correct label with the correct envelope. We have received express envelopes with priority labels and vice versa.
Do not place anything in the upper right hand corner where the postage is printed.
Letters should all face the same way.
Manila envelopes needs tape over the metal clasp.
Bottom line address must be city, state and zip code. (No phone numbers, attention line or account numbers.)
Have mail bundled securely with rubber bands or paper clips and mail authorization.
Don’t forget 3:30 p.m. is the cut off for metering mail. The Carrollton Post Office collects the mail at 4:00 p.m. The mail has to be ready for dispatch.
Please do not us staples to seal packages or envelopes. They have a tendency to catch on other envelopes and packages. They also are a danger of cutting and sticking in hands.
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Permit Mailings
The University of West Georgia has a bulk mail permit with the Carrollton Post Office. With this permit, the university can mail periodicals, nonprofit, bulk and business reply/postage due. These mailings are charged to your office through the charge back report.
Instructions for Preparing a Bulk Mailing:
I. Qualifications
A. Minimum of 200 pieces, identical in size, contents and shape.
B. Weight: up to 15.5 ounces per piece
C. Return address1. Upper left hand corner.
2. Must be that of the permit holder (UWG).
3. Must have the department name or number.D. Must be published and funded by the permit holder (UWG)
II. Sequence in ascending numerical order of Zip Codes
III. Indicia
A. Must be printed in the upper right hand corner.
B. Must have classification of mail, postage paid, Carrollton, GA 30117, Permit 155
IV. Sorting
A. Step 1: If ten or more pieces are to the same five digit Zip Code, package those pieces together and label top piece with an orange sticker 5 in the lower left corner
B. Step 2: If ten or more pieces are to the same first three digits of the Zip Code and there are not enough to fit the previous category, package those pieces together and label the top piece with a green sticker 3 in the lower left corner
C. Step 3: If ten or more pieces are to an area distribution center (consult L004 form) and there are not enough to fit either of the previous categories, package pieces by each state and label the top piece with a pink sticker A
D. Step 4: Package all the remaining pieces that do not fit any of the above categories and label with a tan MXD sticker.
V. Bundles
A. Minimum of ten pieces per bundle.
B. Maximum of four inches per bundle (comfortably held in hand)
C. Rubber bands.1. Must be 3/8 inches or wider
2. Apply first lengthwise and then crosswise
VI. Dispatch Deadline: Bulk mailings must be in Mail Services by 3:30 p.m. in order to be dispatched the next morning.
VII. Delays: The most common preparation mistakes that caused mail to be delayed.
A. Mail was not in Mail Services by 3:30 p.m.
B. UWG mail authorization (blue slip) was not included.
VII. Returns: The most common causes for bulk mailing to be rejected by the USPS.
A. Sorted or bundled incorrectly.
B. Did not meet qualifications for permit #155.
C. Used wrong size rubber bands.
D. Did not apply rubber bands first lengthwise and then crosswise
E. Incorrect indicia.
F. Piece addressed to a foreign country.
Supplies for bulk mailings (i.e. rubber bands, stickers, tray and sleeves, and L004 form) may be obtained at Mail Services. Please call Mail Services (extension 96522), if you have any questions. Postal regulations are complicated and the USPS will return bulk mailings that are not prepared correctly.
