Edit page

Office of Communication & Marketing

Mail Services

 Mail Services

 

Mail Services handles:

  • Sorting and delivery of all incoming administrative and student mail
  • Processing all types of outgoing USPS Mail including: First, Second, Third and Fourth Class, Library Rate, International Air Mail, Priority, and Express Mail. All USPS special services are also available such as: certified, insured, and registered mailings.
  • Scheduling and processing of all standard (bulk) mailings.
  • Checking in and delivery of all incoming packages from UPS, DHL, Airborne, and FedEx.
  • Processing all outgoing UPS, Airborne, and FedEx packages.

 

Guidelines for Faculty/Staff

Addressing

Outgoing mail

Internal mail

Incoming mail

Guidelines for Resident Students

 

Related Links:

 

 

GUIDELINES FOR FACULTY/STAFF

 

PROPER ADDRESSING

 

Format

The first two or three lines of an address are essential to the SUNY New Paltz Mail Services staff as mail is sorted by office/department name (not building).

 

The USPS automated equipment reads only the last two lines of an address. The USPS requires that the last two lines of any address be the street address and the city/state/zip.

 

Name of Person

Office/Department of _______

State University of New York at New Paltz

____ Hawk Drive (must be 2nd to last line per USPS)

New Paltz, NY 12561 - _ _ _ _ (must be last line per USPS)

 

All campus addresses are Hawk Drive, with the exception of Receiving.

 

Campus shipping address (as noted on all purchase orders):

SUNY New Paltz, Receiving Dept.

Service Building, Warehouse 1
75 S. Manheim Blvd., New Paltz, NY 12561

 

General campus address:

1 Hawk Drive

New Paltz, NY 12561–2443

 

Specific campus addresses (provided by USPS, devised to facilitate batching mail at the regional USPS mail center):

 

Undergraduate Admission

State University of New York at New Paltz

100 Hawk Drive

New Paltz, NY 12561-2499

 

Financial Aid

State University of New York at New Paltz

200 Hawk Drive      

New Paltz, NY 12561-2437

 

Sojourner Truth Library      

State University of New York at New Paltz

300 Hawk Drive      

New Paltz, NY 12561-2493

 

Student Accounts    

State University of New York at New Paltz

400 Hawk Drive      

New Paltz, NY 12561-2438

 

Records and Registration

State University of New York at New Paltz

500 Hawk Drive                

New Paltz, NY 12561-2439

 

Faculty Tower - Humanities

State University of New York at New Paltz

600 Hawk Drive                

New Paltz, NY 12561-2440

 

Alumni Relations

State University of New York at New Paltz

700 Hawk Drive                

New Paltz, NY 12561-2441

 

Old Main and College Hall

State University of New York at New Paltz

800 Hawk Drive                

New Paltz, NY 12561-2442

 

Residence Life Administration

State University of New York at New Paltz

1000 Hawk Drive              

New Paltz, NY 12561-2455

 

 

OUTGOING MAIL

Please separate outgoing (off-campus) mail from interoffice (on campus) mail. Further separate stamped mail, mail that needs to be metered, and international mail. Thank you for using rubber bands rather than paper clips.

 

Seal the envelope or not?

Standard letter envelopes for Mail Services to seal must be facing the same direction, with flaps open or closed. Please seal larger envelopes and catalog style envelopes of any size (flap on the short end) as our equipment cannot seal these properly.

 

Account Number

Outgoing mail must have an account number preprinted or stamped above the return address for your office/department. Postage will be recharged to that account. (Hand written account numbers cannot be accepted.)

 

Pick up times

USPS picks up our outgoing mail at noon. If you need mail to go out same day, please bring it to the window by 11:30 a.m.

FedEx picks up in the morning when dropping off incoming packages.

UPS picks up at 3 p.m.

DHL (international only) picks up from the DHL box outside Haggerty

 

Overnight

Overnight mail is picked up at the same time as other mail/packages. Please get overnight mail or packages to us at least one half hour before the pick up time. Also note that these times can vary to some degree.

 

UPS is the preferred overnight carrier for SUNY New Paltz and is used when possible.

We have a contract with them that allows for substantial savings over other overnight carriers.

 

Note

  • International mail or Saturday delivery: USPS Express Mail is recommended.
  • Domestic and Monday–Friday delivery: UPS Next Day Air is considerably less expensive than USPS Express Mail.
  • UPS 2nd Day Air is also available.

 

 

STANDARD MAIL

The college maintains a Non-profit Organization Standard Mail permit with USPS. Standard Mail (often referred to as bulk mail) offers substantial savings over first class mailings. If you are mailing over 200 identical pieces (identical size and content under 16 oz.) please call us to find out more. You will need to fill out the Request for Standard Mailing form available at my.newpaltz.edu in the Communication & Marketing link. Complete it and bring it along with your piece to Print Services for approval and scheduling. Please contact us early so we can help ensure your piece meets USPS requirements to qualify for the nonprofit rate.

 

 

MAIL ENDORSEMENTS

Ancillary service endorsements are used to request an addressee’s new address and to provide the USPS with instructions on how to handle undeliverable-as-addressed pieces.

 

Undeliverable mail is handled differently depending on the class of mail, the endorsement you use, and how recently your customer has moved. Some of these actions have fees associated with them.

 

There are five basic phrases used by USPS:

Address Service Requested (forwarding and return, new address notification)

Return Service Requested (no forwarding, only return, new address notification)

Change Service Requested (no forwarding or return, new address notificaiton

Forwarding Service Requested (forwarding and return, new address only with return)

Electronic Service Requested

“Address Service Requested” is the endorsement used on campus stationery, printed below the return address. It enables undeliverable first class mail to be forwarded or returned at no charge. Mail other than first class will be returned for a fee.

months 1-12:  mailpiece forwarded at no charge, notice of new address provided, address correction fee charged

months 13-18: mailpiece returned at no charge with new address attached

after 18 months or undeliverable: mailpiece returned at no charge with reason for nondelivery attached

 

Note: the above applies to first class mail only.

 

 

INTERNAL MAIL

Please use brown inter-office envelopes. This helps mail staff sort the mail more efficiently and ensures your mail will not end up inadvertently in the outgoing off-campus mail.

Sorting is done by office/department name. Please address inter-office mail as follows:

Office/Department name

Person’s Name (if appropriate)

Building and room (optional)

 

MAIL SUPPLIES

With two days notice we can deliver mail supplies to you via the mail run:

  • labels for Express Mail, UPS Next Day, UPS Second Day, and USPS Certified
  • Bubble envelopes for USPS Express and Global Express and UPS Next Day
  • tube boxes for USPS priority

 

And they are always available at the window.

 

INCOMING MAIL

 

USPS delivers between 9:30 and 11 a.m.

FedEx delivers between 9:30 and 11 a.m.

UPS delivers at noon.

DHL (international only) delivers at noon.

 

Overnight mail/packages

Overnight mail/packages received will be included in the daily mail runs. If you are expecting mail or a package that is urgent you may call Mail Services at x3122 to alert them and request a call when it arrives, and you may pick it up at your convenience.

 

MAIL RUNS

Delivery and pick up of mail is scheduled to maximize efficiency, built around USPS, Airborne, DHL, and FedEx deliveries and pick up times.

 

GUIDELINES FOR RESIDENT STUDENTS

 

Mail

Proper addressing:

Full Student Name

Residence Hall Name and room number

SUNY New Paltz

_ _ _ _ Hawk Drive (must be second to last line per USPS)

New Paltz, NY 12561-2455 (must be last line per USPS)

 

Note: the zip plus 4 is the same for all residence halls.

 

1001 – Bevier Hall             

1002 – Bliss Hall               

1003 – Bouton Hall           

1004 – Capen Hall            

1005 – Crispell Hall           

1006 – College Hall          

1007 – Deyo Hall              

1008 – Dubois Hall

1009 – Esopus Hall

1010 – Gage Hall

1011 – Lefevre Hall

1012 – Lenape Hall

1014 – Scudder Hall

1015 – Shango Hall

1016 – Ridgeview Hall

 

stamps:

Mail Services does not sell stamps, envelopes, boxes, or other mailing material. Stamps can be purchased at the Campus Bookstore or Conference Center (Meal Plan/ID office).

 

mailing supplies:

Envelopes and other mailing material can be purchased at the New Paltz Post Office, PDQ, and local grocery stores.

 

Packages

Incoming packages:

  • You need your Student ID in order to pick up packages. You’ll get an email and text message when your package is processed and ready for pick up.
  • a package for you coming in another person’s name may be picked up by you with:
  • A note from the person who’s name is on the package giving you permission to pick up the package – must include your full name and their full name

 

          AND

  • A photo ID for the person whose name is on the package (can be a photocopy) [can be faxed to Mail Services at (845) 257-6905]. After the package is picked up the copy or fax is shredded.
  • The tracking number printed and brought to us.

          OR

 

  • for someone else to pick up a package for you they will need:
  • A note from you giving them permission to pick up your package – must include your full name and their full name

          AND

  • Your photo ID or a copy of your photo ID [can be faxed to Mail Services at (845) 257-6905]. After the package is picked up the copy or fax is shredded.
  • for family/friends sending perishable items:

 

When sending perishable packages like flowers, gift baskets, etc., please include on the label a phone number where the student can be reached. Please follow the inside diagram on how to address mail and packages.

 

Outgoing packages:

  • Packages with prepaid labels may be dropped off at Mail Services.
  • Packages that need postage must go to the New Paltz Post Office or PDQ.
  • If you call UPS or FedEx for a pick up, please bring package(s) to Mail Services.

 

Away for the summer?

Packages may be shipped to the College several weeks before the fall semester starts. Look for the email from Mail Services near the end of the spring semester to find out when to send packages for the Fall or call Mail Services at 845-257-3122.

 

Graduating?

Packages must be picked up before the end of the semester. We are not able to forward packages so they will need to be returned to sender after commencement.

Mail may be forwarded if you provide us with a forwarding address. Please reply to the e-mail from Mail Services sent out approximately one month before the end of the semester.

 

Email notices

Emails will be sent out about important delays, closings, and package deadlines.