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 the Mailroom 1M-105.
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.
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 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.
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.
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.
In a Campus wide cost reduction effort we will no longer be sending out any mailings via first class mail. All departments must comply. Their mailings must meet the following criteria.
Permit Mailings (First Class/Non-Profit)
This is a form of postage that is used instead of metering the mail. The requirements for mailings include; quantity, design & dimensions, type of material included in the mailing, and pre-sorting.
- Note: CSI requires that any generic mailing of 200 pieces or more must be sent using Bulk Standard Mail rates.
- If the mailing is not time sensitive please accumulate 200 pieces before you ship.
- Less than 200 pieces must be metered at first class rates, which are significantly more expensive.
This requires preparation by the mailroom, for instructions see below:
There are two different types of mailings that include more than 200 pieces of mail.
- Bulk Mailings – not for profit – must be 225 pieces of a generic letter Size limitations & restrictions apply see Designing Mail Pieces.
- Pre Sort First Class – must be at least 525 pieces – of a different letter.
For both mailings a Request for Mailing Form must be filled out and submitted to the Mailroom. This form along with a sample of the mailing should be sent. Once a department is aware of a mailing the Mailroom needs to be contacted to schedule the mailing.
If you have any questions or need further guidance please contact the Mailroom.
Note: A comma delimited data file must be submitted to the mailroom 10 days prior to mailing. This file can be e-mailed to email@example.com, or submitted on a CD, floppy disk, or flash drive.
Note: All envelopes and letterhead must be received by the mailroom at least 3 days before mailing.
Format for Data File
The Format of the comma delimited data file is as follows:
First Name, Last Name, Salutation or Title, Company, Street Address, Unit, City, State, Zip Code. If other columns are necessary they need to be approved by the mailroom first.
All envelopes must have return department and indicia permit preprinted. The mail services department does not accept generic envelopes.
Departments will receive a charge back form upon completion. This form will be complete with the cost of the mailing.
All unused envelopes will be returned to the department; however, they cannot be used for first class mailings unless preprinted indicia are covered with a blank label.