Campus Mail Policies

If you're planning to receive mail or packages on campus, you'll need to request a virtual mailbox. Just fill out this form, and Mail Services will assign you a unique mailbox number within 48–72 hours. You'll get an email with your number and instructions on how to address your mail. No physical keys are needed.

Once assigned, your virtual mailbox number is yours for your entire time at UWG. To be eligible, you must be a current UWG student with a valid UWG ID.

If you have trouble with the form, feel free to stop by the Mail Services office in the Print Services building (behind East Commons).

Mailing Address Format:

Your Name
1601 Maple St
Apt # 12345 (Your 5 digit mailbox number)
Carrollton GA 30118

You can also send mail for free to other UWG students (just include their name and mailbox number) or faculty (name and department) through interoffice mail.

Services Offered:
UWG Mail Services is a USPS Contract Postal Unit, offering many standard services including express, certified, registered, and insured mail. Stamps are available for purchase.

Summer Hours (May 19 – August 10):
Monday–Friday, 8:00 a.m. – 5:00 p.m.
Mail is picked up daily by USPS at 3:30 p.m.

Sending Mail On Campus
Students can send mail for free to any UWG student or department using our campus mail system. Just include:

• Name and Virtual Mailbox Number (for students)
• Name and Department (for faculty or staff)

Off-Campus Mailing Services

The following USPS services are available:

• Priority Mail
• Express Mail
• 1st Class Mail International
• Priority Mail International
• Express Mail International
• Registered Mail
• Certified Mail
• Insured Mail
• Stamps

We also provide free Priority and Express Mail envelopes and boxes.

On-Campus Mail:

• No mail authorization required.

• Must include the recipient’s name and department or name and Virtual Mailbox number.

Outgoing  Off-Campus Mail:

• Requires a mail authorization slip fully completed with:
  • Department name
  • Account number
  • Authorized signature
• If your department needs a receipt for metering costs, submit two authorization slips and write “Receipt” at the top of one. This copy will be returned to you.

 

• Mail Prep Guidelines
  Our machine seals envelopes, but:
  • All flaps must face the same direction (all up or all down).
  • Overstuffed envelopes should be manually sealed for better results.
• For bi-fold or tri-fold pieces, apply tape on the top or bottom edge and the right side so they pass through the meter machine smoothly.
• All letters must face the same direction.
• Do not place anything in the top right corner of an envelope—this is where postage prints.
• Manila envelopes: Cover the metal clasp with tape.
• Never use staples to seal mail—they can damage other mail and pose safety risks.

 

• International Mail
  Must be separated from domestic mail.
• Customs forms are required for international packages and large envelopes.
• The destination country must be on the bottom line, written in ALL CAPS.
• You may use domestic Express Mail envelopes for international express, but you must use the correct Express label.
• Always match labels to envelopes (e.g., don’t mix Priority labels with Express envelopes).

 

• Supplies & Services Available at Mail Services
  Customs forms
• Insurance and certified mail forms
• Priority and Express envelopes and labels

 

Supplies & Services Available at Mail Services
Customs forms

• Insurance and certified mail forms
• Priority and Express envelopes and labels

The University of West Georgia has a bulk mail permit with the Carrollton Post Office.  With this permit, the university can mail periodicals, non-profit, bulk, and business reply/postage due.  These mailings are charged to your office through the chargeback report.

Instructions for Preparing a Bulk Mailing:

I. Qualifications

• Minimum of 200 pieces (non-profit) or 500 pieces (first class), identical in size, contents, and shape.
• Weight: up to 15.5 ounces per piece
• Return address
  • Upper left-hand corner.
  • Must be that of the permit holder (UWG).
  • Must have the department name or number.
  • Must have ancillary endorsement "Return Service Requested" below the return address. If the mailing is done manually and sent through UWG Mail Services. For automated mailings where West Georgia Mailing runs your address database through the required postal software, your mailing does not require this endorsement.
  • Must be published and funded by the permit holder (UWG)

II. Indicia

• Must be printed in the upper-right hand corner.
• Must have a classification of mail, postage paid, Carrollton, GA 30117, Permit 155

III. Sorting

Using the two guides (the bottom diagram on the second guide) below for the zip code ranges, sort and bundle letters for each line of zip codes.  The bundles need to fit comfortably in your hand.  Write in pencil, the number of pieces in the bundle on the bottom left-hand corner of the first letter.  Call Mail Services for trays to place mailing in for transport to the mailroom.

VI. Dispatch Deadline: Bulk mailings must be in Mail Services by 3:30 p.m. to be dispatched the next morning.

V. Delays: The most common preparation mistakes that caused mail to be delayed.

• Mail was not in Mail Services by 3:30 p.m.
• UWG mail authorization (blue slip) was not included.

VI. Returns: The most common causes for bulk mailing to be rejected by the USPS.

• Sorted or bundled incorrectly.
• Did not meet qualifications for permit #155.
• Incorrect indicia
• Piece addressed to a foreign country.
• No ancillary endorsement.

Trays and tubs for bulk mailings can 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.

Visit the USPS website for current USPS Metered Postage Rates.