Mail Services handles:
- Sorting and delivery of all incoming administrative and student mail
- Processing all types of outgoing USPS Mail including: First, Second, Third and Fourth Class, Library Rate, International Air Mail, Priority, and Express Mail. All USPS special services are also available such as: certified, insured, and registered mailings.
- Scheduling and processing of all standard (bulk) mailings.
- Checking in and delivery of all incoming packages from UPS, DHL, Airborne, and FedEx.
- Processing all outgoing UPS, Airborne, and FedEx packages.
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Guidelines for Faculty/Staff
Addressing
Outgoing mail
Internal mail
Incoming mail
Guidelines for Resident Students
Guidelines for Faculty/Staff
Proper Addressing
Format
The first two or three lines of an address are essential to the SUNY New Paltz Mail Services staff as mail is sorted by office/department name (not building).
The USPS automated equipment reads only the last two lines of an address. The USPS requires that the last two lines of any address be the street address and the city/state/zip.
Name of Person
Office/Department of _______
State University of New York at New Paltz
____ Hawk Drive (must be 2nd to last line per USPS)
New Paltz, NY 12561 - _ _ _ _ (must be last line per USPS)
All campus addresses are Hawk Drive, with the exception of Receiving.
Campus shipping address (as noted on all purchase orders):
SUNY New Paltz, Receiving Dept.
Service Building, Warehouse 1
75 S. Manheim Blvd., New Paltz, NY 12561
General campus address:
1 Hawk Drive
New Paltz, NY 12561–2443
Specific campus addresses (provided by USPS, devised to facilitate batching mail at the regional USPS mail center):
Undergraduate Admission
State University of New York at New Paltz
100 Hawk Drive
New Paltz, NY 12561-2499
Financial Aid
State University of New York at New Paltz
200 Hawk Drive
New Paltz, NY 12561-2437
Sojourner Truth Library
State University of New York at New Paltz
300 Hawk Drive
New Paltz, NY 12561-2493
Student Accounts
State University of New York at New Paltz
400 Hawk Drive
New Paltz, NY 12561-2438
Records and Registration
State University of New York at New Paltz
500 Hawk Drive
New Paltz, NY 12561-2439
Faculty Tower - Humanities
State University of New York at New Paltz
600 Hawk Drive
New Paltz, NY 12561-2440
Alumni Relations
State University of New York at New Paltz
700 Hawk Drive
New Paltz, NY 12561-2441
Old Main and College Hall
State University of New York at New Paltz
800 Hawk Drive
New Paltz, NY 12561-2442
Residence Life Administration
State University of New York at New Paltz
1000 Hawk Drive
New Paltz, NY 12561-2455
Outgoing Mail
Please separate outgoing (off-campus) mail from interoffice (on campus) mail. Further separate stamped mail, mail that needs to be metered, and international mail. Thank you for using rubber bands rather than paper clips.
Seal the envelope or not?
Standard letter envelopes for Mail Services to seal must be facing the same direction, with flaps open or closed. Please seal larger envelopes and catalog style envelopes of any size (flap on the short end) as our equipment cannot seal these properly.
Account Number
Outgoing mail must have an account number preprinted or stamped above the return address for your office/department. Postage will be recharged to that account. (Hand written account numbers cannot be accepted.)
Pick up times
USPS picks up our outgoing mail at noon. If you need mail to go out same day, please bring it to the window by 11:30 a.m.
FedEx picks up in the morning when dropping off incoming packages.
UPS picks up at 3 p.m.
DHL (international only) picks up from the DHL box outside Haggerty
Overnight
Overnight mail is picked up at the same time as other mail/packages. Please get overnight mail or packages to us at least one half hour before the pick up time. Also note that these times can vary to some degree.
UPS is the preferred overnight carrier for SUNY New Paltz and is used when possible.
We have a contract with them that allows for substantial savings over other overnight carriers.
Note
- International mail or Saturday delivery: USPS Express Mail is recommended.
- Domestic and Monday–Friday delivery: UPS Next Day Air is considerably less expensive than USPS Express Mail.
- UPS 2nd Day Air is also available.
Standard Mail
The university maintains a Non-profit Organization Standard Mail permit with USPS. Standard Mail (often referred to as bulk mail) offers substantial savings over first class mailings. If you are mailing over 200 identical pieces (identical size and content under 16 oz.) please call us to find out more. You will need to fill out the Request for Standard Mailing form available at my.newpaltz.edu in the Communication & Marketing link. Complete it and bring it along with your piece to Print Services for approval and scheduling. Please contact us early so we can help ensure your piece meets USPS requirements to qualify for the nonprofit rate.
Mail Endorsements
Ancillary service endorsements are used to request an addressee’s new address and to provide the USPS with instructions on how to handle undeliverable-as-addressed pieces.
Undeliverable mail is handled differently depending on the class of mail, the endorsement you use, and how recently your customer has moved. Some of these actions have fees associated with them.
There are five basic phrases used by USPS:
Address Service Requested (forwarding and return, new address notification)
Return Service Requested (no forwarding, only return, new address notification)
Change Service Requested (no forwarding or return, new address notificaiton
Forwarding Service Requested (forwarding and return, new address only with return)
Electronic Service Requested
“Address Service Requested” is the endorsement used on campus stationery, printed below the return address. It enables undeliverable first class mail to be forwarded or returned at no charge. Mail other than first class will be returned for a fee.
months 1-12: mailpiece forwarded at no charge, notice of new address provided, address correction fee charged
months 13-18: mailpiece returned at no charge with new address attached
after 18 months or undeliverable: mailpiece returned at no charge with reason for nondelivery attached
Note: the above applies to first class mail only.
Internal Mail
Please use brown inter-office envelopes. This helps mail staff sort the mail more efficiently and ensures your mail will not end up inadvertently in the outgoing off-campus mail.
Sorting is done by office/department name. Please address inter-office mail as follows:
Office/Department name
Person’s Name (if appropriate)
Building and room (optional)
Mail Supplies
With two days notice we can deliver mail supplies to you via the mail run:
- labels for Express Mail, UPS Next Day, UPS Second Day, and USPS Certified
- Bubble envelopes for USPS Express and Global Express and UPS Next Day
- tube boxes for USPS priority
And they are always available at the window.
Incoming Mail
USPS delivers between 9:30 and 11 a.m.
FedEx delivers between 9:30 and 11 a.m.
UPS delivers at noon.
DHL (international only) delivers at noon.
Overnight mail/packages
Overnight mail/packages received will be included in the daily mail runs. If you are expecting mail or a package that is urgent you may call Mail Services at x3122 to alert them and request a call when it arrives, and you may pick it up at your convenience.
Mail Runs
Delivery and pick up of mail is scheduled to maximize efficiency, built around USPS, Airborne, DHL, and FedEx deliveries and pick up times.
Guidelines for Resident Students
Proper addressing:
Full Student Name
Residence Hall and room number
SUNY New Paltz _ _ _ _ Hawk Drive (must be second to last line per USPS)
New Paltz, NY 12561-2455 (must be last line per USPS)
NOTE: 4 digit street address number is different for each hall zip + 4 is the same for all residence halls full name and room number help facilitate timely delivery
[Full Student Name]
Ashokan Hall [room number]
SUNY New Paltz
1005 Hawk Drive
New Paltz, NY 12561-2455
[Full Student Name]
Awosting Hall [room number]
SUNY New Paltz
1007 Hawk Drive
New Paltz, NY 12561-2455
[Full Student Name]
Bliss Hall [room number]
SUNY New Paltz
1002 Hawk Drive
New Paltz, NY 12561-2455
[Full Student Name]
Bouton Hall [room number]
SUNY New Paltz
1003 Hawk Drive
New Paltz, NY 12561-2455
[Full Student Name]
Capen Hall [room number]
SUNY New Paltz
1004 Hawk Drive
New Paltz, NY 12561-2455
[Full Student Name]
College Hall [room number]
SUNY New Paltz
1006 Hawk Drive
New Paltz, NY 12561-2455
[Full Student Name]
Esopus Hall [room number]
SUNY New Paltz
1009 Hawk Drive
New Paltz, NY 12561-2455
[Full Student Name]
Gage Hall [room number]
SUNY New Paltz
1010 Hawk Drive
New Paltz, NY 12561-2455
[Full Student Name]
Lenape Hall [room number]
SUNY New Paltz
1012 Hawk Drive
New Paltz, NY 12561-2455
[Full Student Name]
Minnewaska Hall [room number]
SUNY New Paltz
1001 Hawk Drive
New Paltz, NY 12561-2455
[Full Student Name]
Mohonk Hall [room number]
SUNY New Paltz
1008 Hawk Drive
New Paltz, NY 12561-2455
[Full Student Name]
Ridgeview Hall [room number]
SUNY New Paltz
1016 Hawk Drive
New Paltz, NY 12561-2455
[Full Student Name]
Scudder Hall [room number]
SUNY New Paltz
1014 Hawk Drive
New Paltz, NY 12561-2455
[Full Student Name]
Shango Hall [room number]
SUNY New Paltz
1015 Hawk Drive
New Paltz, NY 12561-2455
[Full Student Name]
Shawangunk Hall [room number]
SUNY New Paltz
1011 Hawk Drive
New Paltz, NY 12561-2455
Mailing Supplies
Envelopes and other mailing material can be purchased at the New Paltz Post Office, PDQ, and local grocery stores.
Packages
Incoming packages:
You need your Student ID in order to pick up packages. You’ll get an email and text message when your package is processed and ready for pick up.
A package for you coming in another person’s name may be picked up by you with:
- A note from the person who’s name is on the package giving you permission to pick up the package – must include your full name and their full name
AND
- A photo ID for the person whose name is on the package (can be a photocopy) [can be faxed to Mail Services at (845) 257-6905]. After the package is picked up the copy or fax is shredded.
- The tracking number printed and brought to us.
For someone else to pick up a package for you they will need:
- A note from you giving them permission to pick up your package – must include your full name and their full name
AND
- Your photo ID or a copy of your photo ID [can be faxed to Mail Services at (845) 257-6905]. After the package is picked up the copy or fax is shredded.
For family/friends sending perishable items:
- When sending perishable packages like flowers, gift baskets, etc., please include on the label a phone number where the student can be reached. Please follow the inside diagram on how to address mail and packages.
Outgoing packages:
- Packages with prepaid labels may be dropped off at Mail Services.
- Packages that need postage must go to the New Paltz Post Office or PDQ.
- If you call UPS or FedEx for a pick up, please bring package(s) to Mail Services.
Away for the summer?
Packages may be shipped to the University several weeks before the fall semester starts. Look for the email from Mail Services near the end of the spring semester to find out when to send packages for the Fall or call Mail Services at 845-257-3122.
Graduating?
Packages must be picked up before the end of the semester. We are not able to forward packages so they will need to be returned to sender after commencement.
Mail may be forwarded if you provide us with a forwarding address. Please reply to the e-mail from Mail Services sent out approximately one month before the end of the semester.
Email notices
Emails will be sent out about important delays, closings, and package deadlines.
