Policies and Procedures
Below are listed some of the basic policies and procedures of Villanova's Mail Services. Following these policies and procedures will help to ensure that your mail is routed correctly and in a timely manner, as well as helping to make sure that the correct postage or shipping charges are charged to the appropriate department assuring your mail reaches its destination.
To order Outgoing Mail Request slips please call the Mailroom @ Ext 94492
1. Preparing mail for pick up
All outgoing mail to be picked up should be boxed or bundled with a rubber band and separated into the following categories.
A. Interoffice Mail :
Mail and packages that are going to another department or to a resident student.
It is very important to address interoffice mail using the First and Last name, the Department and Building . Student mail must include their mail box number.
B. Mail to be Metered
Mail that is for official University business will have postage applied by Mail Services and charged to your department. This mail must be sorted by size, bundled with a rubber band facing the same direction. All outgoing mail MUST have an outgoing mail request slip attached with your department's account number,desired class of mail and an authorized signature.
Business size envelopes that are not excessively thick can be sealed by our metering machine, unsealed mail should be separated from pre-sealed mail and bundled with the flaps turned down.
Any International and Special Services Mail should be separated from first class mail to be metered.
C. Pre Stamped Mail
Mail that is already stamped can be left for pickup with your department's mail. Please separate from campus and metered mail and bundle with a rubber band.
2. Special Services
Certified mail is first class mail that the recipient is required to sign for at the time of delivery. For an extra charge, a return receipt is available that is returned, showing when the article was delivered and who signed for it. Certified slips and return receipts must be filled out in advance by the sender and are available at Mail Services in Kennedy Hall.
The University uses two vendors for express delivery service. UPS is the preferred vendor and offers substantial discounts to the University. Many departments have their own UPS account number and supplies. UPS express items can be brought to the mailroom (Picked up by UPS at 3:30 pm) or dropped in one of the boxes on campus. Locations: outside Kennedy Hall , Jake Nevin Fieldhouse and the Law School parking garage. (Picked up by UPS at 6:00 pm.)
Student package and mail return policy
Proper addressing is extremely important to assure packages get processed and made available for pick up on the day they are received.
Packages that are unclaimed beyond 30 days will be returned to sender.
Claims for missing packages must be submitted within 30 days of receipt.
Mail and packages that are left after students leave for the semester will be forwarded to the home address on record or returned to sender.
First class mail will be forwarded to your home address during the summer.