College of Staten Island
 The City University of New York
 
  
Location: Bldg 1M, 105
Phone Ext: 3227


Operational Services
 Mailroom Services

Location
Location: Bldg 1M, 105
Phone Ext: 3227

Office Hours
The Mailroom is open Monday through Friday 8am - 4pm

Mailroom Services is responsible for the daily delivery of interoffice and United States Postal Service (USPS) mail to the College community and for the preparation of outgoing mail. With each delivery of mail to an office, interoffice and USPS mail is picked up for postage metering and distribution.

Delivery and Pickup
The Mailroom has scheduled runs for delivery and pick up of mail to departments on campus, generally once in the morning and again in the afternoon. If outgoing mail is not ready by the afternoon pickup, it can be brought to the Mailroom no later than 2:00 pm for same day processing. Mail received at the Mailroom after 2:00 pm will be mailed out the next day.

Change of Address
Department Chairs/Secretaries are asked to send a list of changes (additions/deletions) each semester for both Full-Time and Part-Time teachers/staff to Mr. Michael Daloia. Mailroom Supervisor, IM-105.

Incoming Mail
Incoming United States Postal Service (USPS) mail is delivered to the Mailroom in the morning. The mail is sorted and delivered on campus during the daily scheduled runs.

Incoming Parcels and Packages
All incoming parcels and packages, including USPS, United Parcel, messenger and next day air services are processed by the Central Receiving Department. All incoming parcels and packages are inspected by the Central Receiving Department to identify purchase orders and packing slips prior to delivery.

Personal Mail
Faculty and staff are prohibited from using the College's facilities and address for the mailing and receipt of personal mail. Outgoing personal mail will be returned to sender.

Interoffice Mail
Interoffice envelopes should be used when sending interdepartmental mail. There are two sizes of envelopes: 4" x 9-1/2" and 10"x13" with a tie and button close. The Mailroom maintains a supply of used interoffice envelopes. If an office has accumulated a large number of interoffice envelopes, the extra envelopes may be sent to the Mailroom. New interoffice envelopes can be requested from the Stockroom. If you don't mind using "previously owned" envelopes, come to the Mailroom.

When addressing an interoffice envelope, be sure that all previous markings have been crossed out to ensure proper delivery. The address should always appear on the next available line. Please print clearly. Use the full name and the correct department and room number.

Outgoing Mail
All outgoing mail to be meter stamped must have a College of Staten Island return address including the sender's name and department. Special mailings pertaining to grant-related work or conferences must also be identified. This identification will be used to charge back postage usage to departments or individuals.

Non-Mailable Items
The following items should not be sent in regular envelopes: paper clips, metal pieces, keys, pencils, glass parts or buttons. These items can jam or damage mailing equipment. Envelopes and cards that are less than 3" in height or 5" in length are also classified as non-mail able.

Bulk Mailings
Large mailings of 200 or more pieces may qualify for discounted bulk rates. In order to qualify for bulk mail rates, addresses must follow the Proper Addressing Format and must be sorted in zip code order - from lowest to highest.

Large mailings, which can be prepared and sent as a bulk mail often, qualify for significant savings in postage. When planning large mailings, please contact Mike Daloia, 3227, to discuss your needs.


Charge Backs

The cost of postage used, including business reply, and bulk mailings are tracked and compiled and reported quarterly. Grant programs, IFR programs and outside services/groups will be invoiced for the cost of postage and for services provided including Airborne.

Proper Addressing Format
The following format is recommended to ensure efficient handling and delivery to the US Postal Service:

The complete mailing address should be located in a block format in the center area of the envelope. Extraneous printing or markings be located in the upper left hand corner.

  • Type or machine print the complete address. Avoid handwritten addresses.
  • Ensure print is clear and sharp. Use standard business fonts. Address characters should not touch or overlap.
  • Black ink on a white background is best.
  • Maintain a uniform left margin.
  • Use upper case letters.
  • Omit all punctuation.
  • Include floor, suite and apartment numbers whenever available.
  • Use standard two-letter State abbreviations in capitals.
  • For international mail, the country's name should appear in capital letters without abbreviations.
  • When using window envelopes, be sure the entire address is always visible. There should be sufficient spacing around the address to allow for the shifting of contents within the envelope.
  • Do not staple the envelope.

The lower 3/4" portion of the front side of the envelope, directly below the address, is reserved for postal bar codes. This area must remain clear.

For assistance with the design of envelopes, contact Janice Awerbuch - Coordinator of Graphic Design, 2266. She is familiar with postal regulations pertaining to the design of mailing pieces.

Address labels, if used on parcels, packages or envelopes, must also be addressed according to the recommended format. Labels must be applied straight and parallel to the bottom edge.

For additional information on addressing formats, zip code look up or current postage rates, call our Mailroom or click here to go to United States Postal Service.

International Mail
Except for certain restrictions, most items can be mailed to foreign countries. Please contact the Mailroom to determine specific classification and required documentation.

Certified Mail
Certified mail provides a mailing receipt to the sender with a record of delivery maintained at the destination Post Office. No record is kept at the entry Post Office and no insurance coverage is provided. Certification may be used only on First Class Mail. A return receipt to provide "proof of delivery" to the sender can be obtained for an additional fee. A numbered label and completed "Return Receipt" must be filed and affixed to each letter. Labels and Return Receipts can be obtained from the Mailroom.

Return Receipts
A return receipt offers proof of delivery on certified mail shipments. The return receipt identifies the article number of the mailing, the person who signed for it and the date it was delivered.

Business Reply Mail
This service enables mailers to receive replies by "First Class" mail by paying reply postage only on the mail piece that is returned to them with a small handling charge per piece. Please contact Janice Awerbuch - Coordinator of Graphic Design, 2266, for design assistance when preparing Business Reply Envelopes due to the unique zip codes required.