Mail Services and Central Receiving

• Pickup and delivery to Academic buildings
• Processing SUNY Oneonta mail requiring postage - this includes sealing envelopes as postage is applied
• Nonprofit and presort first class mail processing
• Intra campus mail
• Business Reply Mail
• Special Handling-certified, return receipt, registered, insured etc.
• Overnight Mailing Services
• Sealing envelopes that do not require postage
• Package Delivery, both incoming and outgoing
• Addressing on campus poster distributions
• Stuffing envelopes
• Tabbing

To insure prompt delivery of mail the following address format should be used. Please be sure the return address on envelopes and letterhead contain the correct address. Students have a different address for their mail and packages.

Name
Department Name/Building Name
SUNY Oneonta
108 Ravine Parkway
Oneonta, NY 13820

• Mail is picked up from the Post Office Monday through Friday.
• Delivery of U.S. Mail and Intra Campus Mail to Academic Buildings begins around 9:30 a.m.
• All U.S. Mail must be in the SUNY Oneonta mailroom (MOC) OR Dragon Express by 2:30 p.m. for processing.
• All U.S. Mail leaves SUNY Oneonta at 3:00 p.m.

Mail is delivered on a two day rotating schedule:

• October:
  • Day 1: 1, 3, 7, 9, 11, 16, 18, 22, 24, 28, 30
  • Day 2: 2, 4, 8, 10, 15, 17, 21, 23, 25, 29, 31
• November:
  • Day 1: 1, 5, 7, 12, 14, 18, 20, 22, 26
  • Day2: 4, 6, 8, 13, 15, 19, 21, 25, 27
• December:
  • Day 1: 2, 4, 6, 10, 12, 16, 18, 20, 24, 27, 31
  • Day 2: 3, 5, 9, 11, 13, 17, 19, 23, 26, 30
• January:
  • Day 1: 3, 7, 9, 13, 15, 17, 22, 24, 28, 30
  • Day 2: 2, 6, 8, 10, 14, 16, 21, 23, 27, 29, 31
• February:
  • Day 1: 3, 5, 7, 11, 13, 18, 20, 24, 26, 28
  • Day 2: 4, 6, 10, 12, 14, 19, 21, 25, 27
• March:
  • Day 1: 4, 6, 10, 12, 14, 18, 20, 24, 26, 28
  • Day 2: 3, 5, 7, 11, 13, 17, 19, 21, 25, 27, 31
• April:
  • Day 1: 1, 3, 7, 9, 11, 15, 17, 21, 23, 25, 29
  • Day 2: 2, 4, 8, 10, 14, 16, 18, 22, 24, 28, 30
• May:
  • Day 1: 1, 5, 7, 9, 13, 15, 19, 21, 23, 28, 30
  • Day 2: 2, 6, 8, 12, 14, 16, 20, 22, 27, 29
• June:
  • Day 1: 3, 5, 9, 11, 13, 17, 20, 24, 26, 30
  • Day 2: 2, 4, 6, 10, 12, 16, 18, 23, 25, 27

• UPS, FedEx and USPS Packages arrive at Central Receiving by 12:45 p.m. and are delivered to Academic Buildings from 1 p.m. to 2:30 p.m.
• There is a blue drop box near the main bus stop by the Library that is checked Monday through Friday at 1 p.m. You can drop off stamped mail or prepaid packages, department mail that needs to be metered, intracampus, USPS, UPS and Fed Ex items in this box!

If you have something that needs to go out on a day you don't have mail delivery, you can:

• Put it in the blue mailbox located near the bus stop between Schumacher and the Library. We check this mailbox every day at 1 p.m. You can put in mail and packages that need to be metered, personal mail or packages or intercampus mail.
• Put it in the Netzer mailroom located in the basement of Netzer by 2:45 p.m. There are mail slots for on campus mail, outgoing mail and Netzer mail.
• Drop it off to MOC or Dragon Express by 2:30 p.m.
• Call us and we can make arrangements to come pick it up!

Mail and packages are delivered to the Cooperstown Campus every Tuesday and Friday while classes are in session. This may change due to holidays. Please contact the mailroom for more information.

The mailroom has Best Way rate comparisons for USPS, UPS, and FedEx. All rates and service levels are shown with the date of delivery. This service will save departments time and money. It takes the guessing game out of which vendor to choose. We now have a universal form to be filled out for packages or any other item that needs to be shipped with tracking. With the information you provide, arrival date vs cost savings, the best carrier will be selected for your shipment.

Save the fillable pdf of the PACKAGE SHIPPING DOCUMENT on your computer for future use!

What the Mailroom needs from you:

1 – Package up your shipment. The mailroom has boxes and packaging materials available for your use. You are welcome to come over to the mailroom to prepare your shipment or you may request packaging supplies to be delivered to your building. You may write/print off your own labels for your shipment and put it directly on the package but you don't have to. Remember, if you put your shipment in a box specific to a carrier, we will have to use that carrier.

2 – Fill out the PACKAGE SHIPPING DOCUMENT and attach it to your shipment. You can contact the Mailroom to have forms sent to you or you can complete a fillable form on our website and print it. Attach the form to your package. If the address is a PO Box, it will have to be shipped via USPS, so if possible, please also provide a physical address. Please double check your shipping address. There is an address correction charge from UPS for incorrect addresses.

3 – Leave the package out for the Mailroom to pick up. Please have your package to your building mailroom by 10 a.m. If you are unable to have your package ready by the time morning mail is picked up in your building, please contact the campus mailroom staff as special arrangements for pick-up may be necessary. Packages that need to be processed and sent out the same day need to be to the Campus Mailroom by 2:15pm.

Please address all intra campus mail with the recipient's name, department, and building. All mail is sorted by department.

Per the SUNY Oneonta Intra Campus Mail Policy, Intra campus mail is to be used only by university employees and students for university purposes. Intra campus mail destined anywhere on the Oneonta or Cooperstown campus does not require postage. All intra campus mail should be in the "brown" intra campus envelopes, available from the mailroom in two sizes at no charge.

Intra campus mailings that are not in the intra campus envelopes must have a return address and an X in the upper right corner. Please bundle this mail separate from mail that needs postage.

Intra campus mailings from non-SUNY Oneonta affiliated entities will not be delivered by Mail Services without written authorization from the Vice President for Finance and Administration. Approved mailings must have a return address.

Large mailings to Residence Halls should be banded separately by Residence Hall.

Mass Intra Campus Distributions: contact Mail Services for specific instructions for "all faculty", "all faculty and staff" and "student" mailings.

All mail sent through the U.S. Postal Service requires postage be affixed and have a return address. Bundle such mail with the addresses all-facing in the same direction, separating envelopes by size. Be sure your account number is clearly visible on each piece of mail. Mail without an account number may be delayed or returned. If the envelopes need to be sealed please lay the envelopes flat with the flap open. Please separate intra campus mail from off-campus mail.

We do deliver to the Cooperstown Campus on a weekly basis. This mail should be treated as intra campus mail.

How to Address First Class Mail:

Address the envelope parallel to the longest edge of the envelope.

The procedure for addressing your mail is as follows:

Recipient's Address in the Center:

• Recipients Name
• Business Name (if applicable)
• Street address (with apartment or suite number)
• City, State and ZIP code (on the same line)
• Country (IN ALL CAPS—IF INTERNATIONAL ONLY)

Return Address in the upper left-hand corner:

• Keep it in the upper 1/3 of the envelope
• Include your department account number for postage chargeback

Postage in the upper right-hand corner:

• Leave a block of 1.25” x 3.25” in the upper right-hand corner for the mailroom to add postage.

If you are sending out more than one piece, please rubber band the pieces together with flaps up.

Mail that is not properly addressed may be delayed or returned.

Please contact Mail Services with questions regarding mailing options and specifications.

We process nonprofit and presort first class bulk mailings! If you have a large mailing coming up, please contact us to see if you can save money on postage!

We would need the following from you:

• Discussion of what you are mailing to decide what class of mail works best, what your timeframe is and what account number you want billed.
• 10 samples pieces to obtain the weight, height, length and thickness.
• Excel file of the mailing addresses.
• If the Print Shop is printing the piece and addresses, please submit a job ticket. Share that ticket number with us and we will send the address information to the Print Shop.

We also stuff envelopes, tab mailers and put on address labels!

Mail going out of the country should be placed on top of the banded bundles or banded separately for large mailings. Make sure the address is written in English and the country is in the address. Customs Form are NOT needed for Documents only.

For International mail and packages that require tracking, please fill out a PACKAGE SHIPPING DOCUMENT and attach it to your package. Make sure you include a detailed description of what is in the package and the recipients international phone number. The mailroom uses UPS or USPS for international shipments. All shipments are processed online by the mailroom so the correct address is accepted and the necessary customs forms are created.

U.S. Postal Service regulations are very strict for Business Reply Mail and require an authorization prior to mailing. Contact us for instructions.

Media Mail shipping is a cost-effective way to send out educational materials. This service has restrictions on the type of Media that can be shipped. Media Mail rates are limited to the following items:

• Books (at least 8 pages).
• Sound recordings and video recordings, such as CDs and DVDs.
• Play scripts and manuscripts for books, periodicals, and music.
• Printed music.
• Computer-readable media containing prerecorded information and guides or scripts prepared solely for use with such media.
• Sixteen millimeter or narrower width films.
• Printed objective test materials and their accessories.
• Printed educational reference charts.
• Loose-leaf pages and their binders consisting of medical information for distribution to doctors, hospitals, medical schools, and medical students.

Media Mail packages may not contain advertising. Comic Books do not qualify for Media Mail. Media Mail is subject to inspection by the post office.

Library Rate is available for books, sound recordings and periodicals that are being sent from SUNY Oneonta to libraries, schools, nonprofit organizations, universities and museums.

Please put a post–it on your item if you want to send it Media Mail or Library Rate.

First class postage can be forwarded to a new address as long as the mail or package has not been opened.

To forward 1st Class Mail:

• Place a new address label over the old one.
• Cross off the barcodes found on the front and/or the back of the mail piece.

To forward USPS 1st Class Packages, Ground Advantage and Priority:

• Place a new address label over the old one.
• Place a diagonal line across the tracking number.
• This package won’t be trackable.

USPS Parcel Select, UPS, FedEx and DHL packages cannot be forwarded.

Certified, return receipt, registered, insured etc, mail requires special handling. Contact us for forms and instructions.

The New York State Contract for overnight services includes UPS and Federal Express.

ALL overnight packages should be processed through Mail Services. Please fill out the PACKAGE SHIPPING DOCUMENT and attach it to the package. Packages need to be to the mailroom by 2:15 p.m. in order to be processed and sent out the same day.