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Mail Room Policy

Approved by: Bruce Blanding

Original Date Effective: 2010-08-05

Last Modified: 2021-08-25

Purpose

The purpose of the Jackson State Community College Mail Room is to distribute campus mail and to process incoming and outgoing mail in an efficient and timely manner.  The JSCC Mail Room also provides non-profit bulk mailings.

Mail Services

The Mail Room is located in the Walter Nelms Classroom Building: Room 102.

  1. The Print Services Staff will process all outgoing mail for the college by 10 a.m. daily, Monday through Friday.  Processing for USPS includes sealing letters, metering the required postage, and getting mail ready for pick up by the United States Post Office carrier.   Processing for UPS includes preparing the package for shipping, creating and printing the label produced in the UPS website, and notifying the UPS driver of a package for pickup.  Processing for FedEx includes receiving a prepackaged and pre-labeled shipment and calling FedEx to schedule a pickup time.
  2. The U.S. Post Office carrier picks up college mail between 10:30 a.m. and 2:30 p.m. (can run between 9 a.m. to 4:30 p.m.).  Incoming mail is delivered to the Mail Room in the Walter Nelms Classroom Building.  No other offices should accept USPS mail.
  3. Campus mailboxes are located along the Mail Room wall on the Gymnasium end of the Walter Nelms Classroom building.  Incoming mail is processed and distributed to each Department’s designated secured campus mailbox.  Each mailbox key is logged and tagged to ensure only that department has access to their mail.
  4. All incoming mail is distributed to the designated department specified on the mail piece in compliance with all State and Federal mail laws and USPS regulations.  In the instance that the mail piece is addressed to the college with no specific department or employee noted, the Print Services Staff will open the envelope, determine the appropriate office, stamp and seal the envelope, and place the envelope in the appropriate box.
  5. An email distribution list goes to designated campus personnel informing them the mail is ready to be picked up daily.  To ensure mail is handled in an appropriate period, all mail should be picked up daily.  However, in an attempt to contain any hazardous or suspicious mail, avoid checking daily mail until the mail email has been sent.
  6. The Mail Room does meter and package personal mail. Payment for metered personal mail is received by the Business Office.  In addition, pre-postage personal mail can be dropped in the designated drop box along the Mail Room wall or in the USPS blue box outside the Walter Nelms Classroom Building.
  7. When addressing inter-campus mail, provide the receiver’s name and department.  Inter-campus mail is dropped in the third slot of the mail drop area located to the right of the campus mailboxes.
  8. Bulk Mailings are delivered to the U.S. Post Office on Dr. Martin Luther King Jr. Dr. before 2:30 p.m.  Print Services Staff should be notified of Bulk Mailings approximately 12 days before the mail piece needs to be delivered to students or perspective students.  This 12-day window allows for a 7-day delivery time span, and a 5-day preparation time span.
  9. Incoming shipments by UPS are delivered to the Physical Plant (or the Mail Room if necessary).  No other offices (except the Physical Plant or Mail Room) should be accepting UPS packages directly from the UPS driver.
  10. Outgoing shipments for UPS need to be in the Mail Room, packaged, and labeled by 11 a.m. for same-day pickup.  Any package delivered after 11 a.m. will be shipped the next day.
  11. Incoming shipments by FedEx Express and FedEx Ground are delivered to the Physical Plant (or the Mail Room if necessary).  No other offices (except the Physical Plant or Mail Room) should be accepting FedEx packages directly from FedEx drivers.
  12. Outgoing FedEx Express and FedEx Ground packages need to be in the Mail Room, packaged, and pre-labeled by 10 a.m. for next-day pickup.  All packages must arrive to the Mail Room with a label.  JSCC does not have a contract or account with FedEx, so FedEx will not be considered for outgoing packages unless pre-labeled.
  13. Should a package be time sensitive, the Print Services Staff should be notified upon drop-off.  Otherwise, the package or mail piece will be shipped at the cheapest rate possible as a means of cost savings across the college.
  14. The Mail Room is the point of contact for all USPS, UPS, and FedEx shipments leaving the Jackson State Main Campus.