Mail Room Services
Delivery and Pickup
University Mail Services has scheduled runs for pickup and delivery of USPS and Messenger Mail, Fed-Ex and UPS throughout the University community based on manpower. If your out-going mail is not ready by the pick up time for your department, your staff must bring it to the Mail room by 2:30 PM. Any mail received after this time will be processed as next days business.
Incoming Mail
Incoming USPS mail from the Post Office arrives at the University Mail Services Mail room at 3:00pm Monday through Friday, excluding USPS holidays. The mail is sorted and delivered throughout the University according to daily scheduled runs.
University Mail Services is responsible for the pick up and delivery of inter office mail, parcel post and accountable U.S. mail to various university offices and departments. Applicable Zip Codes are as follows:
- Siena Heights University 49221
Outgoing Mail
Outgoing Department Mail
Outgoing mail is picked up from University departments at the same time as the incoming mail is delivered unless other arrangements have been made.
All outgoing mail should have the department’s return address / account number. We encourage the use of Messenger Mail envelopes to include correct department.
Federal Mail to be MeteredAll postage to be metered is charged to the initiating department through the University Financial System using an account number. Departments are responsible for ensuring that University Mail Services is provided with the correct department account number to be charged for all outgoing mail. Mail Services is not authorized to process outgoing mail without an account code. Federal Mail that needs to be metered and sealed should be presented to University Mail Services with all FLAPS DOWN in a stacked form, rubber banded together. Individual pieces and odd or bulky sized mail should be pre-sealed.
The use of staples to secure or seal a letter, flier or package is not preferred by the Post Office and disallowed for mail metering. Envelopes, besides the conventional means of sealing, may be sealed using cellophane tape as long as the flap is adequately covered. Additionally, do not use tape to affix a stamp to an envelope because it is against postal regulations.
University Mail Services is authorized to meter mail for all University correspondence reflecting a University return address. Any mail lacking this address may not be metered.
Outgoing Personal Mail
You may deposit your personal stamped mail in your outgoing box. Personal mail will be picked up every working day along with the University’s mail. Outgoing personal mail must be sealed and have the appropriate postage affixed. University Mail Services does not and cannot meter any personal mail.
Preparation of Outgoing Mail
Separate stamped mail and Messenger Mail from mail to be metered. All letters should be bundled neatly with rubber bands and should be facing the same way.
International Mail, to include Canada and Mexico, and mail requiring SPECIAL HANDLING such as “Certified and Insured” mail must be separated and marked with clear instructions.
Sealing of Envelopes
If you require Mail Services to seal envelopes for you, please ensure that they are bundled, facing the same way with their flaps closed. Unsealed envelopes must be wrapped with a rubber band to keep their contents intact and to ensure smooth handling.
If you use “window envelopes”, please ensure that the entire address shows through the window. Do not staple enclosures to window of envelope. If address does not properly fit the window, please use an envelope without a window.
Forwarding of Mail
University Mail Services does not forward your mail for you. Individuals are responsible to notify correspondents of their change of address. If you receive mail for individuals who are no longer with your department, cross out the SHU. address completely and list the forwarding address under the words: “Please Forward”. If you do not have a forwarding address, cross out the SHU. address and BARCODE completely and mark the envelope: Return to Sender, No Forwarding Address”. Place these envelopes with your mail for pick up. If you receive unwanted mail, do not open it. Cross-out the SHU address completely along with the bar-coding at the bottom of the address and mark the envelope: Refused, Return to Sender”.
Accountable Mail
Express Mail, Certified Mail, Insured Mail and Registered Mail comprise the accountable mail category. This mail is tracked and accounted for throughout the mail system.
USPS Postal carriers deliver Express Mail to the mail room around 3:00 PM. Every effort will be made to deliver this mail as it arrives on the next scheduled run for your department. Express Mail received by SHU after the scheduled run for your department has been made will be delivered to you on the same day only on availability of staff.
If your department is closed when the delivery is being made or if there is no one available at your department it will be returned to the mail room and it will be delivered on the next scheduled run.
Messenger Mail
Messenger Mail is mail/correspondence sent out by SHU departments for delivery to addresses within the University System. All mail must be official University business. This mail can be a non-specific memo for general distribution or items addressed to a specific individual or position within the University. Specific addressee mail, if not in an envelope, should be folded and marked with the individual name or title and that person’s department. We strongly encourage you to use Messenger Mail Envelopes for Messenger Mail. If you use stationary envelopes for Messenger Mail, please ensure that “CAMPUS MAIL” is printed prominently on the envelope. All personal correspondence to anyone within the University System requires appropriate U.S. postage.
The University Mail Services’ staff sorts many pieces of mail per day. To expedite the process, letters are quickly scanned. [We sort mail by departments and not by a person’s name, building or room number.] Failure to list the department’s name may result in delay or misdirection of your mail. Do not abbreviate names of people and departments. Abbreviating may cause delays in sorting, besides leading to wrong deliveries. Properly addressed mail is usually delivered by the next business day.
Addressing of Messenger Mail
When addressing Messenger Mail or stationary, the one line format is preferred. We request you avoid three or more lines since such mail can be mistaken for mail requiring metering.
Change / Addition of Department Personell
If a new member is added to your department or if a staff or faculty member changes departments or buildings, a change notice needs to be sent to the Mail room in the form of a email to MailServices@sienaheights.edu so that future mail may be delivered accordingly.
Employees and Students residing off-grounds should not receive any incoming personal mail or packages (including UPS) at a University address.
General Mailing Instructions
Non-mailable Items
Some items such as metal pieces, glass parts, product samples, chemicals, etc., may not be mailed. These items, besides jamming and/or damaging mailing machines, can cause serious injury to Mail room employees. These articles may be returned to sender.
Non-Standard Mail
Envelopes and Post Cards of less than: 3 1/2″ in height or 5″ in length or .007 in thickness are considered non-standard and additional charges are levied towards their postage. For more information regarding standard sizes, please contact University Mail Services; we will be glad to provide you with more detailed information.
Sizes and Types of Envelopes
Please determine the proper size and strength of the envelope in accordance with the size of enclosure. Overly large envelopes fail to firmly hold their contents. The enclosures tend to move around and there is a risk of tearing the envelope and losing the contents. A snug fit keeps the enclosure firm in the envelope. Over stuffing can cause an envelope to burst at the seams and may lead to loss of enclosures.
The size of the envelope should be selected to properly accommodate the contents. For the U.S. Postal System, the two main categories of envelopes are “letter size” and “flats”. Flats are envelopes larger than the maximum letter size, but no larger than 12″ high by 15″ long and 3/4″ thick.
Sealing of Envelopes
The mail room has provisions for automatic sealing of standard sized gummed envelopes. Please leave the envelope flaps closed, nesting into each other and then secure the bundle of envelopes with a rubber band or ask for a letter tray for your envelopes. The contents of the envelope must fit to allow for a proper seal of the flap. If forwarded to the Mail room in this manner, the envelopes bypass sorting and are directly moved to the sealing and metering machines.
Proper Addressing
The following address formats are recommended to ensure efficient handling and delivery by the U.S. Postal Service.
The complete mailing address should be located within the lower right half of the envelope whenever possible. Extraneous printing or markings should appear as far away from the address as possible. Sender’s address should appear in the upper left-hand corner and should be no lower than 1/3 of height of mail piece from top.
The following suggestions will help make your mail user friendly to the Post Office and speed up delivery:
- Type or machine-print complete address.
- Ensure print is clear and sharp.
- Use standard business fronts. Address characters should not touch or overlap.
- Print addresses in 10 or 12 point type (14 is OK) in sans serif.
- Black ink on a white background is best.
- Maintain a uniform left margin.
- Use uppercase letters.
- Omit all punctuation.
- Include floor, suite and apartment numbers.
- Include name of city, state and zip code in that order on the same line.
- Use standard two–letter state abbreviations.
- For international mail, print the country’s name in capital letters without any abbreviations.
- If using window envelopes, ensure that the entire address is always visible.
Address labels if used on parcels, packages, letters or large envelopes must also be addressed accordingly to the above-recommended format. Labels must be applied parallel to the bottom edge of the envelope to be processed by the Post Office on automation equipment.
Other Mail Services
International Mail
International mail from the University can be sent USPS or Fed-Ex.
Express Mail
This is an extremely reliable and fast delivery service available from the U.S. Postal Service. This service is available for all major zones in the US and 84 countries. Express mail is picked up from University Mail Services by the Postal Service at 3:00 PM Express mail labels (which must accompany the shipment) and large express envelopes can be obtained in advance by requesting them via email at MailServices@sienaheights.edu
It is the responsibility of the sending department to complete the “ship to” and “from” address blocks located on the bottom portion of the express label. After completion, you may place in your department’s outbound mail or take it to one of the University mail room. The U.S. Post Office will send a copy of the express label back to the originating department. Be sure to remove the patch (Express Mail ID Number) from the back page. This is your means for tracking your mail.
Priority Mail
All First class mail that weighs more than 11 ounces and not more than 70 pounds, and at the option of the mailer, any other mailable material weighing 13 ounces or less is considered Priority Mail.
Priority Mail can be sent to all fifty states and Puerto Rico. This service has a two-day delivery objective (not guaranteed) to large metropolitan areas within the United States. Priority Mail envelopes and labels must be used when using this service. The University mail room can provide these supplies. Email them at MailServices@sienaheights.edu for supplies
Insured Mail
Insurance up to $500.00 can be obtained for materials that are sent within the United States, 1st class, 3rd class and parcel post. If you are sending items that are valued at more than $500.00, you should use registered mail; insurance is available up to $25,000.00.
Registered Mail
Registered mail service is available with or without postal insurance. Items without provable value do not require insurance. The registered mail system is designed to provide added protection for valuable mail. Postage insurance may be purchased to cover articles valued up to $25,000.00. Registered mail is the highest security mail the U.S. Postal Service offers. It incorporates a system of receipts to monitor registered articles from the point of acceptance to delivery. Return receipt and restricted delivery services are available for additional fees. Added security measures may, however, delay the delivery by 24 – 48 hours. Registered mail should be taken to the mail room for processing.
Certified Mail
Certified mail should be used when proof of mailing is required. This service is available only when sending an item 1st class within the United States. Examples of use include sending legal papers, diplomas or materials that are deemed important but have no intrinsic value in and of themselves.
A return receipt indicating the date of delivery and signature can be requested for an additional fee. A receipt of the mailing, which is detached from the label and has the official postal postmark, is your record of the mailing and should be retained by the sender. Labels and Return Receipts can be obtained from University Mail Services. Email them at MailServices@sienaheights.edu
Return Receipt
A return receipt offers proof of delivery. This is an optional service and is available for insured, certified registered and domestic express mail shipments. The return receipt identifies the article number of the mailing, the person who signed the receipt for the letter and the date of delivery to the addressee. It is not necessary to use return receipts with all certified or registered mailings. Be sure to identify your department on the address portion of the return receipts so that we can route them back to you.
Postage Due Mail
Postage due mail is handled through the University Business Office. A University prepaid account is registered with the Post Office to facilitate charges for inbound mail that either lacks the proper amount of postage or mail that has been requested for return. When doing a large mailing (over 200 pieces), ensure your mailing list is current; otherwise postage has been paid for undeliverable mail and a postage fee has been paid for returned mail.
Internal Mass Mailings
University Mail Services will accept mass mailings for internal delivery. Mail that requires posting must be delivered to the mail room before 9:00AM for next day delivery. In Emergency cases contact mail room via email MailServices@adrian.edu to make special arrangements
Undeliverable Mail Policy
The U.S. Postal Service delivers all mail identified for Siena Heights University in the address to the University, regardless of its content or completeness of address. It will not take back most types of Standard Mail for return to sender, for forwarding, or for address correction. Disposition is at the’ discretion.
The following types of Standard Mail will be delivered if the DEPARTMENTS NAME and/or BOX # is listed within the address or can be otherwise identified:
- Book clubs and book catalog’s
- Communications from other colleges and universities
- Educational Seminars
- Medical Journals
- Medical catalogs
- Other business related catalogs
- Periodicals
Standard mail that will be discarded:
- Advertisements marked “FREE”
- Gift catalogs of all types
- Leisure travel brochures
- Lottery offerings
- Other non – educational catalogs