Mailroom Services

Location: Aquinas 106

Carolee Stoll
Supervisor, Telephone/Mail Services
[email protected]

Office Hours

Monday through Tuesday 8:30am - 7:00pm
Wednesday through Friday 8:30am - 6:00pm

Mailroom Services is responsible for the daily delivery of interoffice and United States Postal Service (USPS) mail to the College community and for the preparation of outgoing mail. With each delivery of mail to an office, interoffice and USPS mail is picked up for postage metering and distribution.

Delivery and Pickup

The Mailroom has scheduled runs for delivery and pick up of mail to departments on campus, generally once in the morning and again in the afternoon. If outgoing mail is not ready by the afternoon pickup, it can be brought to the Mailroom no later than 2:00 pm for same day processing. Mail received at the Mailroom after 2:00 pm will be mailed out the next day.

Change of Address

Department Chairs/Secretaries are asked to send a list of changes (additions/deletions) each semester for both Full-Time and Part-Time teachers/staff to the Mailroom A106.

Incoming Mail

Incoming United States Postal Service (USPS) mail is delivered to the Mailroom in the morning and afternoon. All mail is distributed into assigned mailboxes.

Incoming Parcels and Packages

All incoming parcels and packages, including USPS, United Parcel, messenger and next day air services are processed by the Central Receiving Department.

Personal Mail

Faculty and staff are prohibited from using the College's facilities and address for the mailing and receipt of personal mail. Outgoing personal mail must have sender's return address as well as postage to be sent from the mailroom.

Interoffice Mail

Interoffice envelopes should be used when sending interdepartmental mail. There are two sizes of envelopes: 4" x 9-1/2" and 10"x13" with a tie and button close. The Mailroom does not maintain a supply of used interoffice envelopes.

When addressing an interoffice envelope, be sure that all previous markings have been crossed out to ensure proper delivery. The address should always appear on the next available line. Please print clearly. Use the full name and the correct department and room number.

Outgoing Mail

All outgoing mail to be meter stamped must have a St Thomas Aquinas College return address including the sender's name and department. Special mailings pertaining to grant-related work or conferences must also be identified. This identification will be used to charge back postage usage to departments or individuals.

Non-Mailable Items

The following items should not be sent in regular envelopes: paper clips, metal pieces, keys, pencils, glass parts or buttons. These items can jam or damage mailing equipment. Envelopes and cards that are less than 3" in height or 5" in length are also classified as non-mailable.

Proper Addressing Format

The following format is recommended to ensure efficient handling and delivery to the US Postal Service:

The complete mailing address should be located in a block format in the center area of the envelope. Extraneous printing or markings be located in the upper left hand corner.

  • Type or machine print the complete address. Avoid handwritten addresses.
  • Ensure print is clear and sharp. Use standard business fonts. Address characters should not touch or overlap.
  • Black ink on a white background is best.
  • Maintain a uniform left margin.
  • Use upper case letters.
  • Omit all punctuation.
  • Include floor, suite and apartment numbers whenever available.
  • Use standard two-letter State abbreviations in capitals.
  • For international mail, the country's name should appear in capital letters without abbreviations.
  • When using window envelopes, be sure the entire address is always visible. There should be sufficient spacing around the address to allow for the shifting of contents within the envelope.
  • Do not staple the envelope.

The lower 3/4" portion of the front side of the envelope, directly below the address, is reserved for postal bar codes. This area must remain clear.

International Mail

Please contact the Mailroom to determine specific classification and required documentation.

Certified Mail

Please contact the Mailroom in reference to certified mail.

Return Receipts

Please contact the Mailroom in reference to return receipts.