Departmental Mail Processing

Please assist us in the processing of incoming and outgoing mail by following the procedures outlined below.

Outgoing mail is processed by department and the postage cost is charged to the respective budget on a monthly basis; therefore, be sure to place your outgoing mail in its proper folder or bin that has your department name on it. You can also write your department name above the Champlain College logo. We will pick up these folders and bins and bring them back to the Mail Center for processing. All mail to be processed should be brought to the Mail Center no later than 3:00 p.m. to make the 3:30 leave time to the Pine Street Carrier Station.

If your department is planning a large mailing (1,000 pieces or more), we would appreciate a heads up and that you bring us the mailing to us as early as possible.

If you have missed a pick-up and want to bring inter-campus or out-going mail to the Mail Center please feel free to do so we will assist you. If it's raining, even the slightest, please cover the mail.

Inter-Campus Mail

SEPARATE all student/department mail from any that needs postage. Do this by rubber banding it or placing it in a small mail tray. Help us eliminate the mail from being accidentally run through our postage machine. This will SAVE YOUR DEPARTMENT MONEY!!

Please include name, department and box # on all employee mail.

Prepare and Separate Outgoing Mail as Follows:

Letter-sized envelopes

These can either be sealed or unsealed. Please prepare unsealed mail with flaps open and envelopes nested. If you need the long trays to do large mailings, please call or email us at mailroom@champlain.edu and we can have them brought to you. We would prefer large mailings (#10 Envelopes) in the long trays not bins.

Flats (Large Envelopes)

Keep these envelopes flat in the bins. Do not stand them up in bins as they get bent and crushed in delivery this makes it hard for these to go through the Pitney Bowes machine.  Please be sure that all envelopes are facing the same direction and sealed. If you intend on sending a flat that has any more than paper in it, please connect with us first. Maybe even bring a sample down before stuffing them. If it is bumpy or more full than the machine allows, it goes as a package which can be more than $5 instead of $1. 

International

SEPARATE international mail from domestic mail. Please put the name of the country on the bottom line of the address.  Any international mail that is over 16 ounces needs a customs form. Please let us know if you need one; we have them at the Mail Center.

Certified/Return Receipt

The sender must fill out all forms (we have them available at the Mail Center). Attach the certified form (which has the bar code on it) at the top of the envelope, as far to the left as possible to allow room for postage on the right-hand side of the envelope.   Please indicate on the green return receipt card the name of the department that is sending the item. This is necessary so that when the card is returned to the Mail Center, it can be forwarded to the sender's department.

FedEx/UPS

These are the two couriers, other than USPS, that the college uses for outgoing shipments. We can supply you with an airbill to fill out or we can prepare it for you online.  Doing your shipment online can be convenient especially if you ship to the same address frequently.
All packages should be brought to the Mail Center by 3:00 to ensure a timely pickup. FedEx's scheduled pickup is at 3:30 and UPS's is at 4:00 p.m. every day.

Stamped Mail

Please have all stamped mail banded together.

Note: If Possible...don't put any binder clips into envelopes that need processing. These can rip the envelope or incur more costs.

If you have any questions, please feel free to call us anytime.