Residential Mail Procedures

Residential Mail Procedures
Residential Mail Services
23 Owens Hall
Blacksburg, VA 24061
Phone: (540) 231-4085
[email protected]
Hours:
8:00am – 5:00pm
Monday through Friday
www.mailservices.vt.edu
Residential Mail Procedures
Table of Contents
General information.....................................................................................3
Sending and receiving mail on campus......................................................4-7
Campus mail.................................................................................................7
Packages........................................................................................................8
Changing your address.................................................................................8
Residential Mail Procedures
The following procedures have been establishes by the University as guide lines for the
distribution and processing of student mail on campus.
Residential Mail Services provides mail service from the United States Post Office for
all students living on campus.
General Information
Daily mail service Monday through Friday includes:
1.
Delivery and pick-up of U.S. mail, campus mail, and rejected mail.
2.
Distribution to dormitory mail boxes for all first class mail, second class mail,
endorsed bulk mail, campus mail from departments, administrative offices, and student
organizations.
3.
Email notification will be issued for insured mail, express mail, and packages
which may be picked up at 23 Owens Hall.
4.
Forwarding and directory service will be given to first class mail, insured mail,
priority mail, express mail, and packages in these classes only if a change of address is
received through Residential Housing and on HOKIESPA at www.hokiespa.vt.edu.
5.
Letters and packages that are bulk endorsed will not be forwarded and will not
receive directory service.
6.
Mail boxes are not to be used for Personal Business.
Mail delivery and pick-up service in Mail rooms is Monday through Friday. Due to the
volume of mail received on any given day and the time the mail is received from the U.S. Post
Office, there is not a set time for distribution to mail boxes. Mail is distributed by name and box
number. All mail, magazines, and packages need to have your full name, dorm, room number,
and physical address on it. Pieces of mail received without your name will be returned to
sender. Please empty your mailbox out weekly at a minimum.
Receiving Mail
To receive mail, have your mail addressed correctly (See examples below of correctly
and incorrectly addressed mail).
Correctly Addressed
Student’s Full Name
Dorm Name RM XXXX
XXXX Street Address
Blacksburg, VA 24060 – XXXX (plus four is specific number for building)
*Federal automation recognizes W not WEST, E not EAST, M not Main. If your
dormitory is West, East, or Main, you must use W, E, or M in the address: otherwise mail will
be returned to sender as “undeliverable as addressed”.
**24061 is designated for Virginia Tech administrative office mail only (this does not
include student mail). Student addresses with Virginia Tech in the address will slow down mail
delivery to the dormitories. THE ZIP CODE FOR DORMITORIES IS 24060-XXXX.
See the following pages for a listing of locations that you will receive your mail according
to your residence hall.
IF YOU LIVE IN:
YOU WILL RECEIVE YOUR MAIL AT:
Ambler Johnston West
Ambler Johnston East
Cochrane
Harper
New Hall West
Hillcrest
Ambler Johnston East
Package Pickup
23 Owens Hall
Barringer
Johnson
Miles
Newman
O’Shag
Vawter
East Campbell
Main Eggleston
West Eggleston
New Residence East
New Residence West
Payne
Slusher
Mail will be delivered to Newman Mail Room
Packages will need to be picked up from
23 Owens Hall
Mail at Peddrew-Yates Mail Room
Package Pickup 23 Owens Hall
Lee
Pritchard
Mail at Pritchard Mail Room
Package Pickup at 23 Owens Hall
Brodie
Rasche
Thomas
Monteith
Mail will be delivered to each dorm.
Package Pickup at 23 Owens Hall
IF YOU LIVE IN:
YOU WILL RECEIVE YOUR MAIL AT:
Donaldson Brown
You will receive mail at DB, but you must
pick up Packages from 23 Owens Hall.
Main Campbell
Special Purpose Housing
(Oak Lane)
You will receive mail at Main Campbell,
but you must pickup packages from 23
Owens Hall
You will get mail in each house, but you
must pickup your packages at 23 Owens
Hall.
Sending Mail
Each dorm has two (2) mail slots:
1. Outgoing Mail- This mail requires postage and goes to the United States Post Office.
If this mail does not have postage, it will be returned if there is a return address. If there is no
return address, mail will go to the dead letter file of the United States Post Office. Mail placed
in the slot after 2:00p.m. will be processed the next business day.
2. Rejected Campus Mail- Rejected Mail is mail that you receive that does not belong to
you and is being returned. Campus Mail is mail that stays on campus and is for official business
with campus departments and administrative offices.
Be sure to:
Put a stamp on outgoing mail
Put your name and return address in the upper left hand corner of all mail.
Campus Mail
1.
May be used by students for official business to departments and administrative
offices only. No stamp is required. A return address is required on campus mail. Mail must be
put into the campus mail slot. Campus mail may not be used for student to student mail. This
mail must have a stamp and be processed through the United States Post Office.
2.
May be used by student organizations to send notices to their members only if
prepared properly (See example below). Student organization mailings must be approved by
Residential Mail Service prior to distribution. For approval, bring a copy of the mailing and a
desired distribution date to Residential Mail 23 Owens Hall. Student Organizations are limited
to three (3) mailings per semester.
3.
May not be used for advertising or solicitation of new members.
4.
May not be used for mass mailings.
Student Organization Mailing:
Member’s names and address
Folded letter size
Sort by dorm, then by box number
Return address of organization (must be on campus)
Campus mailings not meeting the above guidelines will not be distributed to
student mail boxes.
Packages
Any articles too large to fit into mail boxes or any particles with DO NOT BEND, or
DO NOT FOLD, will be treated as packages.
1. Email Notification will be sent to the student’s VT email account.
2. Bring ID to 23 Owens Hall to receive package. If the name on the package does not
match the ID, the package will be returned to sender.
3. Package pick-up hours are 8a.m. – 5p.m. Monday through Friday.
After one month packages that are not picked up will be returned to sender. Three emails
notifications will be sent to the students VT email account before returning to sender.
Changing your address
This includes from room to room, dorm to dorm, off campus, home or other locations.
Make sure the address that you want to receive mail at is updated on HOKIESPA at
www.hokiespa.vt.edu. If you do not, all mail will be returned to sender. Notify all publishers
and correspondents at least 6 to 8 weeks prior to each move to receive your:
1. Newspapers
2. Magazines
3. CDs
Note: We do not forward these items off campus.
Forwarding and directory service will be given to:
1. First Class
2. Insured
3. Express
4. Priority
5. Certified
After six months all mail will be returned to sender. Notify all correspondents of your change
of address each time you move.
If you have questions concerning mail procedures, please contact Residential Mail at 231-4085.
Visit us at: http://www.mailservices.vt.edu/
`