Kalamazoo College
Mail & Copy Center Faculty/Staff Information
Hours:
 The Mail & Copy Center window is open from 10:00am to 7:00pm during the academic year and from 10:00am to
12:00pm and 1:00pm to 4:00pm during the summer months. During the academic year 5:00pm to 7:00pm is for
package pickup only.
 Please refrain from entering the Mail & Copy Center unless your situation is necessary, such as picking up cartons
of paper or large packages. Please check at the window for access permission. Please understand that while you
may receive an “instant” email notice that your package has been delivered, it does take us some time to sort and
process packages. Please do not ask for your package until the pink Package Slip has been placed in your mailbox.
Department Mail - Outgoing:
 All outgoing department mail must have a 13-digit account number or the department name on envelopes. If this
information is not supplied, the mail will be opened to determine ownership and then returned to owner for
proper processing.
 If department mail has been mailed out without identifying information and then returned to us for any reason, it
will need to be opened to determine ownership.
 When using the College Business Reply Envelopes – because they are “generic” envelopes for all to use – you must
manually put your name, department name, or some other identifying information on them before you mail them.
(Some departments have a rubber stamp with their information that they use to stamp the envelopes.) This will
assure that they are returned to the proper person/department when they are mailed back to campus. Contact
Carol with any questions regarding Business Reply Mail.
 When sending student assistants with your FedEx requests, please remember to supply them with: Your Name,
Department Name, 13-digit Account Number, Telephone Number, and what type of service you would like
(overnight, 2-day, etc.). Remember that: 1) FedEx does not deliver to P.O. Box addresses – USPS must be used; 2)
There is an additional charge for Saturday deliveries of FedEx.
Department Mail - Incoming:
 We will no longer forward mail for retired/former faculty/staff. Any mail for former employees will be sent to the
proper department for forward processing or disposal.
 Pink slips are placed in your mailbox when an oversized package has been delivered for you. Special notifications
(email/phone) are only sent when refrigerated/frozen/live packages are received for you.
Student Mail:
 When bringing bulk mailings or items to the Mail & Copy Center for delivery to student mailboxes:
o If the items will fit in the mailboxes, please have them in numerical order, rubber band together, and place
them in the “On-Campus” mail chute if able, or hand off at the window, if necessary.
o Student Mailbox Dimensions are: 3” wide x 5” tall x 15” deep
Reminders:
 You must use 13-digit account numbers and dates on all purple copy request forms and green supply request
forms. Avoid using “ASAP” as a due date on copy requests.
 While we are both knowledgeable in all the Mail & Copy Center services and functions, for more detailed or
technical assistance please contact:
 Carol Cowper for Mail Services: M-F, 8:30 a.m.- 4:30 p.m., 337-7252
 Deb Stevens for Copy Services and Staples Office Supply Services: M-F, 9:00 a.m.-1:00 p.m., 337-7253
7/14/11