Departmental Mail Services

MALONE UNIVERSITY DEPARTMENTAL MAIL INFORMATION

To assure efficient processing of the University mail, please prepare outgoing mail in accordance with the following procedures and instructions. All outgoing mail must be separated by classification and all envelopes turned the same direction.  Please organize by envelope size and rubber band envelopes together by size & facing the same direction.

Outgoing first class mail must be received in the mail room no later than 3:00 p.m. in order to be processed the same day. Larger mailings will be processed on the next business day.

All mail is sent first class unless otherwise specified. The mail room can send registered or certified first class mail.  It is necessary to specify when special handling is required. If sending certified mail, please complete a certified mail slip and include with the letter(s). Please contact Campus Mail Services to request certified mail slips if needed.

All bulk mailing must be received in the mail room no later than 11:30 a.m. in order to be processed the same day.

Regular size (#10) envelopes may be left unsealed. They can be sealed by the postage machine if the flaps are folded down. When placing mail in envelopes, please make sure that the contents are completely in the envelope so as not to fall out and the flap can be sealed easily.  9 x 13 envelopes can be sealed by the postage machine if the flaps are folded down.

*Envelopes of odd size or large envelopes (larger than 9 x 13) must be sealed by the sender. The sealing machine cannot handle odd sizes. Please do not tape an envelope for sealing purposes.

Please separate international mail when sending to the campus mail room. Names of foreign countries must be included on the foreign mail, and the country's name must be spelled out. Please do not abbreviate a foreign country's name. Be prepared to complete appropriate customs forms as requested by the USPS. Customs forms may be picked up from the mail room.

Please be sure to double check that outgoing mailing addresses are complete prior to sending to Campus Mail Center.  

Departmental Account Numbers

Please include a yellow mailroom slip indicating the proper account number to charge for all outgoing departmental mail. This will speed up the processing and improve the accuracy of the month-end department charges.

Bulk Mailing Procedures

Please contact Chriss Miller, Campus Mail Services Manager, for information on cost savings and mailing options. Chriss can be reached at 330-471-8132.  Please contact Chriss a minimum of (2) two weeks prior to a planned bulk mailing.

Campus Mail Pick-Up and Drop-Off

Departmental mail is picked up and dropped off twice daily (Monday - Friday). Morning rounds take place between 11:00 - 11:30 am and after rounds between 2:30 - 3:00 p.m. If the campus mailroom is operating with reduced staff, an email will be sent indicating any variance from the normal pick up and drop off times. There may be instances that we require departments to drop off and pick up their own mail. An email will be sent when that occurs.

Post Rates and Fees

Please call campus mail services with questions regarding current rates and fees. You may also call the United States Post Office at 1-800-ASK-USPS. The USPS also has an extensive website, where a rate calculator, zip codes, and other useful information is available when you need it. Just visit www.usps.gov for general information. For the rate calculator visit https://postcalc.usps.com/