Delivery and Pickup Procedure

Mail/package pick up & Delivery

All faculty mail (letters and packages) will be sorted and stored in the Brock Commons Mail Room (Mail Room) in Brock Commons. For enhanced security, access to the Mail Room is limited to Mail Room staff only. All faculty and staff mail can be collected at the Mail Room window in Brock Commons. Routine Mail Room hours of operation are 8:00 AM to 5:00 PM, Monday-Friday. Mail should be picked up daily, if possible. If you need any assistance, please contact the lead Mail Room coordinator.

Outgoing USPS

All outgoing mail leaves the Mail Room at 3:30 PM. Please allow plenty of time for mail to be metered before this time. Mail brought to the Campus Mail Room before 3:15 PM will be processed for the afternoon mail run. Any mail brought after 3:15 PM will be sent out the next business day.

Special Handling

Mail that requires special handling, such as Express Mail or Certified Mail, should be brought to the Mail Room and handed to a Mail Services Coordinator with specific instructions on how it should be sent, otherwise, staff will use the most economical option.

Preparing In-house Student Mailings

When sending mail to students with Campus mailboxes please include the student’s name and mailbox number.

Non-Randolph-Macon Related Mail

Charging personal correspondence to Randolph-Macon College accounts is not permitted. Any questionable mail will be sent back to the head of the department.

Outgoing Metered Mail

• For more than 10 pieces of mail, please wrap with a rubber band, or for large amounts, place envelopes back in the envelope box. This will help the Mail Room in sorting of the mail and will eliminate the risk of campus mail being metered and mailed through the USPS. International mail should be kept separate as it requires more than the regular first-class postage. If you would like the envelopes to be sealed, the flaps must be down (not “nested”), and the insert must be completely in the envelope (we can only seal letter-size envelopes). The sealing process of the machine does not seal well, so if you have a large mailing, we suggest you seal the envelopes before metering. If you choose to use the MailRoom’s sealer, we cannot be responsible for the envelopes not being sealed properly.
• Do not use paper clips in your mailings (especially binder clips). The paper clips do not go through the meter machine and often tear the packaging.
• Make sure the size of the letter fits the size of the envelope. An over-stuffed envelope has a greater risk of the envelope ripping and losing the contents. Please check the envelope window to make sure the complete address is showing, or it will be returned by the post office. The size of a letter or postcard will determine how much the mail piece will cost. The minimum size of a postcard is 3½ inches by 5 inches. The maximum size is 4¼ inches by 6 inches. Anything over that size will be posted at first class letter rate.

Packages

Incoming packages

All packages being sent to the college weighing under 50 lbs. must be addressed to 

{Your Name and Department} Randolph-Macon College

304 Henry Street

Ashland, VA 23005

Any packages weighing over 50 lbs. must be addressed to

{Your Name and Department} Randolph-Macon College

115 N Railroad Ave Ashland, VA 23005

At times, the various carriers have left packages near the addressed location if the addressee is not available, which creates a security threat. Mail Services cannot be responsible for any packages made out to an address other than the ones above. Please help in centralizing the College’s package deliveries.

Packages with Special Instructions