Introduction

Mailer's Guide


Due to the many complex rules and regulations that govern the U.S. Postal Service (USPS) and private carriers, the material contained in this Mail Guide is not all-inclusive. If you cannot find policies or procedures in this general reference that relate to your situation; or if you need interpretative assistance, please contact Mail Services (293-1433), a Mail Services staff person (293-2359), Towers Mail Service (293-4050), or Facilities Planning (293-6924).

The University Mail Center offers postal services processing of incoming, as well as, outgoing U.S. Postal mail. Those eligible to use mail services are currently employed administrators, faculty and staff conducting legitimate University business.

Mailing costs are a significant part of many campus program budgets. Informed advance planning is the best method controlling these costs. Please contact Mail Services when planning and designing your mail pieces. We may be able to save you time and money.

The Mail Guide has been prepared as a guide of services available at WVU. The information provided in this guide is basic information for topics such as mail preparation and classification, specialized services, and other information that would be helpful. This guide is in no way going to cover everything in the Domestic Mail Manual provided by the U.S. Post Office but will explain a variety of different options available and procedures that need to be followed when using the university mail system. You will be able to access USPS on the Internet (see Useful Websites) for more specific postal regulations. Familiarity with and observance of the instructions included will result in the efficient handling and dispatch of your mail.

The Mail Center window is open 9:00 am thru 10:30 am, and 12:00 pm thru 3:00 pm. It is located in room 350 on the ground floor of Health Sciences Center South. However, all departmental and outgoing mail needing to be posted for that day should be at the mailroom no later than 1:45 pm for processing, unless other arrangements have been made by calling (304) 293-2359. The window will remain open until 3:00 pm for other assistance. In addition, in order to serve you better, there will always be someone on duty in the Post Office to assist patrons with special needs at times when the window is not normally open. Please come to the back door and ask for assistance.

The goal of the Mail Center is to provide a courteous and efficient service ensuring that mail is handled in the most economic and expedited way. Please prepare mail in such a way that we can be proud to have it leave the campus, as a representative of the university for all that will come in contact with it. Except for unusually high volume days, such as Mondays and after University or Postal holidays most First-class mail, newspapers, and parcels received from the Federal Post Office will be sorted that same day along with campus mail. Any incoming mail received in the mailroom during the day is continually sorted as it arrives with time and staff permitting.

Each department needs to pick up mail twice a day. Always bring a cart on Mondays and the day after a holiday. We will let you know when you need a cart at any other time during the week.

All mail must be picked up Friday afternoon in preparation for the abundant amount of incoming mail arriving Monday morning.

All stamped mail needs to be dropped in the "U.S. Mail Slot" and any university mail that needs postage or inter-campus mail must be deposited in the "Campus-mail slot".

Mail Center

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P.O. Box: 9050
Room: G-350
Ground Floor HSC
Phone: 304-293-2359
Fax: 304-293-8611

Robert C. Byrd Health Sciences Center | Mail Center | P.O. Box 9050 | Morgantown, WV 26506-9050
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