Mail Services

Campus Mail Services

The purpose of Campus Mail Services is to support the educational mission of The College by delivering mail and related services to The College and it’s student body in a timely, cost effective, and efficient manner. Campus Mail Services will act as liaison with the U. S. Postal Service, United Parcel Service, Federal Express, Airborne, and other private carriers of correspondence, both domestic and international.

Campus Mail Services is currently located on the 4th level of the Slemp Student Center

OFFICE HOURS
Monday-Friday   8am-5pm
Closed for lunch   12pm (noon) – 1pm
Closed Saturday and Sunday
276.328.0209

DEPARTMENT MAIL PICK-UP & DELIVERY
The outgoing mail is picked up at various distribution centers once a day and deliveries are made to the same location once a day, usually in the early afternoon.  There are no deliveries to offices.

Mail Services provides an information disbursal system (campus mail), which allows students, faculty, and staff to promote College activities through the mail boxes. Advertising for commercial purposes, chain letters, disbursement of non-College sponsored activities and political advertising are prohibited.

HOLIDAY SCHEDULE
Mail Services is closed during all recognized College holidays when the College is closed.  The post office is open for business during federal holidays when the College is open and operating, but only campus mail is distributed.

Mail Services Procedures for Suspicious Mail

Mail Security

The University of Virginia’s College at Wise makes every effort to ensure that UVa-Wise mail is secured to and from the College. Mail Services has restricted access and only the Mail Services personnel are allowed inside the mail facility and around mail processing equipment. This is to ensure UVa-Wise mail remains safe and free of tampering.

Suspicious Mail

The following may be considered suspicious according to Postal Inspectors:
1. Mail that has an unknown return address or none at all
2. Mail that has overpaid postage, especially with stamps
3. Mail that is addressed to someone no longer with UVa-Wise
4. Mail that is of unusual weight, given its size, or is lopsided or oddly shaped
5. Mail that is marked with restrictive endorsements, such as “Personal” or “Confidential”
6. Mail that may have protruding wires, strange odors or stains
7. Mail that shows a city or state in the postmark that doesn’t match the return address
8. Mail that is leaking white powdery substance

In the event of such an occurrence of suspicious or hazardous mail, the following steps should be taken:

1. Do not open the parcel
2. Treat as suspect
3. Isolate the parcel
4. Evacuate the immediate area
5. Do not handle
6. Notify Campus Police
7. If necessary, Campus Police will take other measures

Mail Services for Students

Mail Services is owned solely by UVa-Wise. While the U.S. Postal Service does not operate this service, we still must follow many of the same regulations of the U. S. Postal Service. Our customer service window offers many services, but we do not offer check cashing, exchange of or issue money orders, nor do we accept credit cards or traveler’s checks. However, we will accept personal checks for the exact amount of the postage charge.

Mail Services offers UVa-Wise students a free temporary campus mailing address or campus post office box. We do not automatically issue mailboxes to students. The student must request a campus mailbox. When a campus mailbox is issued, the student keeps that mailbox for as long as the student is (1) registered at UVa-Wise and (2) the student actually uses the campus mailbox during the academic year.

NON-USEAGE
It is the policy of Mail Services to CANCEL a student campus mailbox if within an academic year the student has not used or picked-up any mail from that campus mailbox.

PROPER ADDRESSING
All mail must be properly addressed. A correct complete address will insure correct delivery of your mail. All mail must be addressed as follows:

(Your Name)
UVa-Wise
1 College Ave # (insert your box number here)
Wise VA 24293-4412

This is a unique UVa-Wise address and keeps the campus student mail separated.

PACKAGE AND COURIER SERVICES
There are no deliveries to residence halls. All mail and packages are delivered to Mail Services. A notification slip will be placed in the student box when mail is too large or a signature is required.

Mail Services provides most US Postal Service window services. UPS, Federal Express, etc. receiving. We also ship UPS packages for students or Federal Express if the student has a credit card.

PREPARING YOUR PACKAGE
Always have package properly addressed, secured (taped) and ready for processing before arriving at Mail Services. Mail Services does not provide any supplies.

CAMPUS MAIL USEAGE
Mail Services provides an information disbursal system (campus mail), which allows faculty, staff, and students to promote College activities through the mail boxes. Mass mailings are limited to officially recognized organizations and must be approved by the Coordinator for C. Bascom Slemp Student Center. Commercial ads, chain letters, non-College sponsored activities and political ads are prohibited.

FORWARDING
Mail Services forwards mail for one year after box is cancelled. Postal Services will forward mail during the summer only. Certain mail cannot be forwarded and is handled according to the sender’s endorsement directions. Contact the sender if some expected mail is not received. Magazines and newspapers are held in the Mail Services until the box holder returns. Federal Express and UPS cannot be forwarded and will be held until the box holder returns or returned to the sender with the corrected address if available.

Mail Services for Faculty & Staff

The Campus post office, located in the C. Bascom Slemp Student Center, operates daily from 8 a.m. to 5 p.m. It is closed during all recognized College holidays when the College is closed. The post office is open for business during federal holidays when the College is open and operating, but only campus mail is distributed.

Delivery of all business mail is provided through this service.  Faculty and staff are not to receive personal mail through the College, and all faculty should have a private mailing address.  Faculty or staff living on campus can receive personal UPS packages, but they must be picked-up at the post office. UPS and Federal Express shipping is for College business only. Shipping of personal items should be taken off campus. The outgoing mail is picked up at various distribution centers once a day and deliveries are made to the same locations once a day, usually in the early afternoon. The post office offers UPS and stamp service at the window for students. The post office also provides an information disbursal system (campus mail) which allows faculty, staff and students to promote College activities through the mail boxes. Advertising for commercial purposes, chain letters, disbursement of non-College sponsored activities, and political advertising are prohibited.

Campus Mail Policies

INTRA-CAMPUS MAIL
Intra-campus mail is limited to College business. All campus mail being sent from one department to another should be enclosed in a reusable inter-office envelope. If the mailing requires a #10 or business stationary type envelope, keep those items separated from the mail to be metered. This will also prevent delays in handling, and eliminate the possibility of campus mail being inadvertently metered and mailed out.

Distribution to Students:
To reduce sorting time, provide all mailings with the student’s full name and campus box number. Each individual’s mailing must have a “return” name/dept or student box number. If every student on campus is receiving the same information, names and box numbers are not necessary.

Distribution to Faculty/Staff:
To reduce sorting time, provide all mailings with the Faculty/Staff’s full name.

Student Organizations’ mass mailings are limited to officially SGA recognized organizations and must be approved by the Coordinator for C. Bascom Slemp Student Center.

RESTRICTIONS (not allowed)
Examples of misuse of campus mail include the attempted distribution of:

  • Chain letters, hate mail, mail with obscene content
  • Letters to gain personal profit (ex. pyramid schemes)
  • Political endorsements
  • Solicitations from off campus businesses (Ie: Parks Belk, Pizza King, etc.)

General Mailability Standards

POSTCARDS
Not LESS than 5″ long, 3-1/3″ high, and at least .007″ thick
No MORE than 6″ long, 4-1/4″ high, and at least .007″ thick

LETTER SIZE
Not LESS than 5″ long, 3-1/2″ high, and .0007″ thick
No MORE than 11-1/2″ long, 6-1/8″ high, and ¼” thick

FLAT SIZE 
More than 11-1/2″ long, or more than 6-1/8″ high, or more than ¼” thick
NOT More than 15″ long, 12″ high, and ¾” thick
Unwrapped, sleeved, wrapped, or enveloped

Machinable Parcel

Not less than 6″ long, 3″ high, ¼” thick and 8 oz in weight.  No MORE than 34″ long, 17″ high, 17″ thick, and 35 lbs. The maximum weight for books or other printed matter is 25 lbs. Between 6 oz or 8 oz, if all sides are rectangular, and meet or exceed the other dimensions.

Irregular Parcel

An irregular parcel is a parcel not meeting the general dimensional criteria.  It also includes parcels that are not machinable. Irregular parcels MUST have “Hand Cancel” printed clearly on the outside of the article. Irregular items CANNOT be mailed in letter size envelopes, for example – a writing instrument. They must be mailed in a flat size envelope.

When Postcards, Letter Size, and Flat Size mail fall outside the size limits, they will be subject to a surcharge.

Need help? Email questions for Campus Mail Services to mail.idservices@uvawise.edu