Mail Center: Mail Center Policies

The Campus Mail Center is a service of Fitchburg State College, which provides dual functions.  The primary and most important function is that of a delivery service for United States Postal Service mail.  The secondary purpose is that of a delivery service for on-campus mail restricted to only approve campus or College activities.  In order to serve these two functions and maintain the security needed for the Campus Mail Center, the following regulations exist.

Information and regulations regarding official United States Postal Service mail:

1. The United States Postal Service delivers mail to the College weekdays at approximately 11:00 a.m. after which it is sorted and distributed to the mailboxes.  All efforts are made to distribute your mail as soon as possible.  However, occasionally the U.S. Postal Service delivery is delayed and this results in a later distribution of mail to the boxes.
2. When you receive a package, a "package notice" will be put into your mailbox. A signature is required for student packages. While all efforts are made to keep the window open, minimal staffing does restrict the hours.  Unfortunately, definite hours cannot be posted since they vary based upon time of mail delivery to the College.

Information and regulations regarding approved Campus mail:

Yellow Mail bag - Inter-campus Mail
Green Mail bag - Off-campus Mail

1. All mailboxes must be locked after removing mail.  Failure to do so may allow others access to your mail.
2. General delivery mail is distributed daily by the staff of the Mail Center through Campus mail.
3. All inter-campus mail addressed to members of the faculty, staff, or students are restricted to approved campus or college activities.  All items of general distribution must be approved by the appropriate Vice President or designee prior to being delivered in the campus mailboxes.  When sending out mass mailings, please check with the Campus Mail Center personnel to determine a time line.  When the Campus Mail Center receives multiple mass mailings on the same day, they distribute the mail on a first-in / first-out basis. 
4. All out-going mail, which has a stamp on it, must be kept separate from other mail by placing a rubber band around it.  All out-going envelopes, which are not sealed, must be placed one behind the other with the flaps up.  This is necessary to prevent the envelopes from jamming the postage machine.  Envelopes must also be separated from the rest of the mail by placing a rubber band around them.  In order to insure that out-going mail is picked up by 4:30 p.m., all off-campus mail must be received at the Campus Mail Center no later than 3:30 p.m.  Special attention mail such as Airmail, Express, Certified Return Receipts, etc., should be separated with a rubber band. College catalogs are mailed out Bound Printed Matter unless Priority is requested in writing and approved by a Vice President. Only official College business mail will be metered by the College mail machine.
5. It is important that all mail addressed to an employee on campus be addressed to both the individual as well as the department, as many employees do not have individual mailboxes.
6. Mail to be delivered to specific groups or organizations must have the name on each piece of mail in order to be put in the mailboxes.  Notices in quantities of 20 or more must be in alphabetical order.  (This will assist the distribution.)  This mail will also be distributed daily.  Therefore, it is very important that all organizations plan well in advance for any mail deliveries.  At no time should cash be sent through the Campus or U.S. Postal Service mail.
7. Mass mailing insertions are not made on the day following a Holiday.  Groups and organizations should have their bulk mail in prior to a specific holiday, i.e. Halloween, Christmas, and Valentines Day. The college community discards a great deal of mass mailings without being read, therefore, it may be more efficient and cost effective to advertise your event in the Strobe or on campus posters. Please check with the Campus Mail Center for pre-approvals.  Mass mailings that are 8-1/2 by 11 or larger must be folded in thirds.
8. Bulk Mail - As an educational non-profit organization, Fitchburg State College has an approved bulk mailing permit.  If you have an off-campus mailing of 200 or more pieces, there is a substantial savings using bulk mail.  Contact Heather Roger in the Campus Mail Center for more information.
9. At no time will anyone other than Campus Mail Center staff be admitted inside the Mail Center delivery area.
10. The Campus Mail Center is normally open on class days between the hours of 8:00 a.m. to 4:30 p.m.  At the start of each semester, efforts are made to extend these hours.  Any changes will be posted in advance.
    

Mail Distribution occurs in the following manner:

1. All first class mail is sorted and delivered daily.
2. All addressed on-campus mail is delivered daily.
3. All non-addressed (general delivery to every box) mail is delivered after addressed on-campus mail has been distributed.