Services
Mail Services Operating Hours.
- Mail Services is open for normal business from 8:30 a.m. to 4:30 p.m., Monday through Friday. Mail received by 3:30 p.m. will be dispatched the same day. Mail received after 3:30 p.m. will be dispatched the following day. Bulk mailings are handled in accordance with USPS procedures. Specific instructions for preparing mass mailings can be found later in this document and at www.gcsu.edu/auxiliaryservices/mailservices.htm
Pick Up and Delivery.
- Mail Services will pick up mail from the Milledgeville Post Office Annex at 8:00 a.m. and deliver outgoing mail at 4:30 p.m. Monday through Friday excluding holidays. Mail is processed and normally delivered prior to 11:00 a.m. on a daily basis to student campus boxes and various University departments.
- Mail pickup and delivery is not accomplished during scheduled university holidays or closings. If a requirement to pick up mail during these times is necessary it is incumbent upon the department to coordinate with Mail Services and arrange for specific dates and times.
- Inter-departmental size mail, letters, and letter packages are picked up by campus mail carriers. Larger packages, parcels and mass mail tray pickup must be coordinated in advance for pickup or should be brought to Mail Services for dispatch.
- Each department is responsible for providing a location with full access during normal delivery times where mail can be delivered. There should be two separate receptacles readily identified or marked as Outbound and Inbound.
Intra-Campus/Inter-Departmental Mail.
- Campus inter-departmental mail requires no postage. Official "Campus Mail" envelopes are provided by Mail Services and should be used for all such mail.
- Campus mail use is restricted to Official Business. All inter-departmental mail must have the campus box and department or individual name listed on the envelope to ensure delivery. A current list of designated departments is available via the online university directory (http://frontpage.gcsu.edu/directory)
Postage Metering.
- Mail Services provides postage metering service for all outgoing official University mail. Billing for postage is through Accounting Services. A monthly charge sheet detailing the department and the postage is sent to Accounting Services on the 25th of each month.
- Metering service is not available for personal mail or for agencies not holding a university account number.
- The use of state appropriated funds is prohibited for the mailing of Christmas, Get Well, Sympathy, and Birthday cards. The mailing of matter to influence legislation is also prohibited.
- The use of postage stamps for official mail is prohibited except with special permission granted from Accounting Services .
- Postal regulations state that all letter mail metered by Mail Services must have a preprinted return address which contains Georgia College & State University, departmental name, title name, and Campus Box number.
- Mail Services requires a departmental account number in addition to the return address.
Prepaid Postage.
- Prepaid postage may be obtained for Business Reply mail.
Business Reply envelopes must be printed with the University permit number in compliance with the format requirements of the U.S. Postal Service. Contact Mail Services, Printing Services or visit the mail services web site for further information before printing. (http://www.gcsu.edu/auxiliaryservices/mailservices.htm)
- Business Reply mail must be approved by the Mail Services Manager to ensure proper placement of bar coding.
Department Mail Boxes.
- Each department is assigned a campus box and is also responsible for any Postage Due Fees which might be imposed.
- Each department is responsible for notifying sender of mis-addressed mail received by faculty and staff within the department. (Example: Old Campus Box Number).
Student Mail.
- Students currently enrolled at Georgia College and living on campus may obtain a campus box for personal use. If a student is living at The Village on West Campus they will be assigned a P.O. Box which is serviced by the US Postal Service.
- Normally all mail received from the US Post Office will be processed and distributed in individual student campus mail boxes by 10:30 a.m.
- USPS, FedEx, UPS and other delivery companies will not deliver student packages to university halls or individual rooms. All student packages are delivered to Mail Services. Mail Services utilizes a package tracking and notification program whereby students will be notified via there university email of a package waiting for pickup.
- Packages will only be released to the addressed recipient with a valid university identification card (Bobcat Card) or driver’s license.
- Packages are normally held for 30 days unless prior arrangements have been made. A second notice that a package is waiting will be sent 10 days after the initial notice. A FINAL NOTICE will be sent 20 days after the initial notification indicating that if the package is not picked up it will be discarded in accordance with standard postal procedures.
- Students anticipating extended absences away from GC for internships or Study Abroad should coordinate with Mail Services to arrange for mail and parcel holding.
- Unlike First Class letters or Priority Mail, packages and parcels cannot be returned to sender after the 30 day holding period.
Other Services.
- Mail Services can provide most services associated with a typical post office to include Certified, Registered, Insured and Priority mail. Contact Mail Services for additional information on these services.