Averett University Mailroom Policies and Procedures

Averett University offers a variety of mail services, including:

  • Providing campus mailboxes for all types of mail distribution
  • Interdepartmental and on-campus mail delivery
  • Stamp sales
  • Sending of Certified, Express, Insured, and Priority mail
  • Sending packages, including internationally
  • Sending UPS and USPS Next-Day Air
  • Forwarding student mail during summer break and after graduation
  • Mail is received and distributed Monday-Friday, except for holidays
  • Receiving and distribution mail and packages from all carriers (USPS, UPS, FedEx, DHL…etc.)

Mail Services Hours

Monday – Friday
8:30 AM – 4:30 PM
Phone: 434-791-5782

Use this format for addressing mail to enrolled students:

Student Name
Averett University
420 West Main Street
Campus Box _______ (THIS IS THE STUDENT’S CAMPUS MAIL BOX NUMBER)
Danville, VA 24541

General mailings to the University:

Faculty/Staff Name
Department Name
Averett University
420 West Main Street
Danville, VA 24541

Delivery and Pickup

The Mailroom has scheduled runs for delivery and pick up of mail to departments on campus, generally once in the morning and again in the afternoon. If outgoing mail is not ready by the afternoon pickup, it can be brought to the Mailroom no later than 3:00 pm for same day processing. Mail received at the Mailroom after 3:00 pm will be mailed out the next day.

Change of Address

Department Chairs and the Director of Human Resources are asked to send a list of changes (additions/deletions) each semester for both full-time and part-time teachers/staff to the Director of the Mailroom.

At the end of each semester when a student leaves the institution (graduated, withdraw, etc) they will be responsible for coming to the mailroom to fill out a change of address form/mail forwarding if they have mail that is delivered to the institution to ensure that it is delivered to the most current address.

Incoming Mail

Incoming United States Postal Service (USPS) mail is picked up from the Danville post office once in the morning. The mail is sorted and delivered on campus during the twice-daily scheduled runs.

Incoming Parcels and Packages

All incoming parcels and packages, including USPS, United Parcel, messenger and next day air services are processed by the Central Receiving Department in the mailroom. ALL packages received will be scanned into the email notification system notifying the recipient that they have a package ready for pickup, however, only the recipient can sign for their package.

Incoming parcels and packages for departments are delivered daily. If there are large quantities of packages in the order the department is responsible for letting the mailroom know that the shipment is coming in and they may be responsible for the pick-up of these packages.

Personal Mail/Packages

Faculty and staff are prohibited from using the University’s facilities and address for the mailing and receipt of incoming personal mail or packages. However, if a faculty or staff member wishes to mail a package they can still go to the mailroom to do this.

Interoffice Mail

Interoffice envelopes should be used when sending interdepartmental mail. The Mailroom maintains a supply of used interoffice envelopes. If an office has accumulated a large number of interoffice envelopes, the extra envelopes may be sent to the Mailroom. If you don’t mind using “previously owned” envelopes, come to the Mailroom. When addressing an interoffice envelope, be sure that all previous markings have been crossed out to ensure proper delivery. The address should always appear on the next available line. Please print clearly. Use the full name and the correct department and room number. 

Outgoing Mail

All outgoing mail to be meter stamped must have the Averett University return address including the sender’s name and department, as well as the office postal code. This identification will be used to charge back postage usage to departments. If the postal code and the office is not identified on the mail it will not be processed and sent out.

Non-mailable Items

The following items should not be sent in regular envelopes: paper clips, metal pieces, keys, pencils, glass parts or buttons. These items can jam or damage mailing equipment. Envelopes and cards that are less than 3″ in height or 5″ in length are also classified as non-mailable.

Charge Backs

Mailroom charges will be made monthly and outside services/groups will be invoiced quarterly for services provided including UPS overnight delivery.

Proper Addressing Format

The following format is recommended to ensure efficient handling and delivery to the US Postal Service:

  • The complete mailing address should be located in a block format in the center area of the envelope. The return address is located in the center of the back flap on envelope.
  • Ensure print is clear and sharp. Use standard business fonts. Address characters should not touch or overlap.
  • Black ink on a white background is best.
  • Maintain a uniform left margin.
  • Use upper case letters.
  • Omit all punctuation.
  • Include floor, suite and apartment numbers whenever available. Use standard two-letter State abbreviations in capitals
  • For international mail, the country’s name should appear in capital letters without abbreviations.
  • When using window envelopes, be sure the entire address is always visible. There should be sufficient spacing around the address to allow for the shifting of contents within the envelope.
  • Do not staple the envelope.

The lower 3/4″ portion of the front side of the envelope, directly below the address, is reserved for postal bar codes. Address labels, if used on parcels, packages or envelopes, must also be addressed according to the recommended format. Labels must be applied straight and parallel to the bottom edge.

International Mail

Except for certain restrictions, most items can be mailed to foreign countries. Please contact the Mailroom to determine specific classification and required documentation.

Certified Mail

Certified mail provides a mailing receipt to the sender with a record of delivery maintained at the destination Post Office. No record is kept at the entry Post Office and no insurance coverage is provided. Certification may be used only on First Class Mail. A numbered label and completed “Return Receipt” must be filed and affixed to each letter. Labels and Return Receipts can be obtained from the Mailroom.

Return Receipts

A return receipt offers proof of delivery on certified mail shipments. The return receipt identifies the article number of the mailing, the person who signed for it and the date it was delivered.

Business Reply Mail

This service enables mailers to receive replies by “First Class” mail by paying reply postage only on the mail which is returned to them with a small handling charge per piece.