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Departmental Mail Services

The Office of Mail Services provides the College of Charleston’s faculty and staff with postal services. We offer the convenience of daily departmental deliveries for every office located downtown, and weekly deliveries for offices located elsewhere in the greater Charleston area.

Department Deliveries

Due to scheduled pick up times by the USPS, the mail courier cannot wait until a piece of mail is ready if it is not already in the outgoing bin. If you do miss the second pickup, note that all outgoing mail delivered to the service window must be here before 2:00 p.m. every afternoon to be processed that same day. If you have any questions or concerns, contact your mail courier, whose name can be found in the Department Delivery Routes.

Departmental Outgoing Mail

In an effort to provide the most efficient mail processing system, the Office of Mail Services requests that each department follow the procedures listed below in sorting outgoing mail. Mail services cannot affix postage on any mail without a College of Charleston return address.

Intra-campus Mail

Intra-campus mail must be placed in an intra-campus envelope and should include both the person’s full name and department. Do not use building names, room numbers or street addresses. Mail addressed to students living on campus should include only the student’s name and “College of Charleston Complex” number. Do not use the dorm, room number or a street address.

  • Faculty and Staff
  • Name: first and last
  • Department: _________
  • Students
  • Name: first and last
  • ________ C of C Complex

Interagency Mail

  • The South Carolina Budget and Control Board has an interagency mail service. Courier or interagency mail can be dropped off at the Office of Mail Services in the drop box located in the lobby or placed with the outgoing departmental mail separated from other mail with interagency mail written in red ink in the spot where a stamp would normally go.
  • Interagency mail is delivered to any South Carolina state agency
  • Departments will receive monthly charges for all outgoing interagency mail, but at a discounted rate.
  • Scheduled incoming and outgoing mail is flexible with interagency mail.

Pre-Stamped Mail

  • Mail with postage affixed should be sorted from all other mail categories.
  • All prepaid postage return envelopes must have a return address affixed before metering. In order for the Office of Mail Services to process prepaid postage envelopes, an IDT with the authorized departmental signature must be submitted.

Mail to be Metered:

  • Mail to be metered includes any mail requiring postage.
  • Departmental mail must have a College of Charleston return address, including the person’s name and department. This is essential in directing returned mail to the proper sender.
  • Extra services mail will require an IDT to be processed. This includes anything outside of a normal mailing: Priority, Certified, Bulk, Business Reply, or Express Mailings.
  • Departments will receive monthly charges for all outgoing metered mail, which will be sent by the Office of Mail Services via e-mail. All charges comply with USPS pricing.
  • Please see policy for Large Mailings that need to be metered.

Notification for Large Mailings

Large Mailings are classified as any mailings that are out of the norm for your particular department. Examples:

  • No. 10 envelopes (more than 50 pieces)
  • Flats (6¼ by 8 inches or greater) more than 30 pieces.
  • Boxes over 20 lbs. or more than two boxes.

Please notify the Office of Mail Services of large mailings at least one (1) working day in advance so we can prepare accordingly. E-mail Mail Services with the following mail details:

  • Date for pickup
  • Name, department
  • Number of mailings or weight of large package

Additional Metered Services

Please see Postal Services for detailed explanation of each service and pricing. All forms can be found at the Office of Mail Services website.

Express, Priority, Certified and Business Reply must have a completed label (if required) and be accompanied by an authorized signature IDT.

Bulk Mail

Bulk mail is prepared by an outsourcing company using the College’s permit (No. 149). The Office of Mail Services must be notified at least two (2) working days prior to when that mailing will be delivered to the US Post Office. This is to ensure that the proper funding is available to process your mailing. An IDT must be processed and must include the account number to which the mailing will be charged, the department, total number of pieces and an authorized signature.

All standard (bulk) mail must be into the Office of Mail Services by 1:00 p.m. Monday – Thursday; the USPS does not process bulk mail on Fridays.

Address Filtering
The Office of Mail Services can now offer address filtering to the College of Charleston’s faculty and staff through the USPS database for bulk mailings. Please contact the Office of Mail Services for information about this service.

International Mail

Shipping and mailing internationally through the U.S Post Office is subject to a variety of rules and regulations. Every country has restrictions on different materials. For details on international mailings, visit the USPS International Mail and Packages web page.

Shipping Options for Faculty and Staff

Faculty and staff members have the option to send and receive packages through any private courier of their own accord. It is only the USPS that requires all parcels or packages to be sent through the Office of Mail Services, which is addressed using the campus mailing address.

If you would like to use a private courier to arrange for delivery, please contact them directly.

College of Charleston Departmental Mailing Policies

Personal Mail

Personal mail is defined as non-business related mail such as utility bills, credit card bills, bank statements, mail order catalogs and non-work related periodicals. The Office of Mail Services will not deliver personal mail as it is prohibited by state policy on the use of state resources for the transport of personal items.

Pursuant to U.S. Postal Regulations and state policies, all mail sent to the College of Charleston is the sole property of the College of Charleston.

Forwarding Policy

Departments are responsible for forwarding and/or returning mail for faculty and staff that have moved to another department or left the College. The Office of Mail Services will forward or return any mail that is improperly addressed.