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 in the greater Charleston area.
Department Deliveries
Due to scheduled pick ups by the USPS, the mail courier cannot wait until a piece of mail is ready if it is not 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 2:00PM every afternoon to be processed that same day. If you have any questions or concerns, contact your mail courier, which can be found in the Department Delivery Routes.
Departmental Outgoing Mail
In an effort to provide the most efficient mail processing system, it is requested 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 address. Mail addressed to students living on campus should include only the student’s name and “C of C Complex” number. Do not use the dorm, room number, or a street address
- Faculty & Staff
- Name: First & Last
- Department: _________
- Students
- Name: First & Last
- C of C Complex ________
Inter-Agency Mail
- The South Carolina Budget & Control Board has an inter-agency mail service. Courier or inter-agency mail can be dropped off at the Mail Service in the drop box located in the lobby or placed with the outgoing departmental mail separated from other mail with inter-agency mail written in red ink in the spot where a stamp would normally go.
- Inter-agency mail is delivered to any South Carolina State agency
- Departments will receive monthly charge backs for all outgoing inter-agency mail, which is at a discounted rate.
- Scheduled incoming and outgoing mail is flexible with inter-agency 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 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 to include 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 charge backs for all outgoing metered mail, which will be sent to you by Mail Services via email. 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:
- #10 envelopes more than 50 pieces
- Flats (6 ¼” by 8” inches or greater) more than 30 pieces.
- Boxes over 20lbs or more than 2 boxes.
Please notify Mail Services of large mailings at least one (1) working day in advance so we can prepare accordingly. Email 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.
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 (#149); the Office of Mail Services must be notified at least two (2) working days prior to the mailing being delivered to the US Post Office. This is to insure 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 Mail Service by 1:00 PM 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 USPS database for bulk mailings. Please contact Mail Services for information about this service.
International Mail
Shipping and mailing internationally through the Post Office is subject to a variety of rules and regulations. Every country has restriction on different materials. For details on international mailings, go to:
www.usps.com/business/international/welcome.htm
Shipping Options for Faculty & Staff
Faculty & 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. 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 US Postal Regulations and State policies all mail sent to the College of Charleston is the sole property of the College of Charleston.