GW MAIL SERVICES 2025 F Street, NW - Suite L101 Washington, DC 20052 Phone: (202) 994-6725 Fax: (202) 994-6709 gwmailsv@gwu.edu

~ Introduction~ Mission Statement ~ General Information ~ Locations Hours of Operation Telephone Numbers ~ Outgoing Mail ~ ~ Interdepartmental/Intercampus Mail ~ ~ General Mailing Instructions ~ Non-Mailable Items Non-Standard Mail Sizes & Types of Envelopes Automation Letter Size Discount Sealing Envelopes Proper Addressing International Mail Priority Mail Express Mail Insured Mail Certified Mail Registered Mail Return Receipt ~ Incoming Mail ~ Pick-up & Delivery Schedule Non-Profit Mail (Bulk) ~ Business Reply Mail ~ ~ Mail Forwarding Information ~ ~ Postage Due Mail ~ ~ Return Mail ~ ~ Student Mail Services ~ Foggy Bottom Campus Incoming USPS Mail Letters & Flats Student Package Services Zip Codes Tracking Overnight Accountable Mail Mount Vernon Campus Accountable Mail Commercial Courier Services Zip Codes Addressing Student Mail Mailboxes Frequently Asked Questions

~ Postal Services & Supplies ~ ~ Customer Comments ~ ~ Important Mail Links ~ Auxiliary & Institutional Services Parent Services GWired Student Network Community Living & Learning Center Airborne Express DHL Federal Express UPS United States Postal Services USPS Zip Code Locator USPS Domestic Rate Calculator USPS Change of Address Form USPS Press Releases Pitney Bowes GW Home ~ GW Virginia Mail Services Information & Guidelines ~ Overview Incoming USPS Mail Outgoing USPS Mail Procedure to Print Postage Meter Cards Accountable Mail Delivery Accountable Mail Pickup Inter-office/Intra-office Campus Mail Courier Service Package Delivery from Foggy Bottom Inter-Office Envelopes Student Mail Contact Information for Virginia Campus Mail Services

INTRODUCTION

GW Mail Services Mission

The mission of GW Mail Services is to strive to provide the best, most rapid and efficient mail service possible within the University and MedicalCenter communities.

GW Mail Services is a department that is managed by Pitney Bowes Management Services under the Auxiliary and Institutional Services Office reporting directly to the Director of Auxiliary and Institutional Services.

Customer Service Support

We encourage your ongoing feedback to help us continually improve our mail service operation to meet your needs and requirements. Here are our contact numbers for handy reference:

·         GW Mail Services Customer Service Department at: 202/ 994-6725

·         E-mail address for Customer Service Department: gwmailsv@gwu.edu

This guide is provided to assist the University and Medical Center Departments with a reference guide for mail services. This guide provides basic information that will enable the user to promptly make decisions on how best to meet their mail needs and ensure an accurate flow for all mail.

The GW Mail Services group is here to assist you with your departmental mailing requirements here on campus and prior to entry into the United States Postal Service mail stream. Only by working together, can we maintain service excellence within our overall mail delivery and service. We thank you for your attentiveness to the contents of this website and in working with us as a team to ensure top quality performance.

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GENERAL INFORMATION

                                   Locations                                                   Hours of Operation

University Mail Services   :                                  2025 F Street Suite L101 in the Support Building       Monday - Friday 7am - 5pm, Saturday 8am - 12pm.
Medical Center Mail Services:                             2300 I Street in Ross Hall                                        Monday - Friday 8am - 5pm.
Mount Vernon Campus Mail Services:                  2100 Foxhall Road in Ames Hall                               Monday - Friday 8am - 5pm.

 

 

Important Telephone Numbers

Customer Service. . . . . . . . . . . . . . . (202) 994-6725
GW Mail Services Manager. . . . . . . .  (202) 994-8705
Outgoing Mail Processing Services. . . (202) 994-8707
Medical Center Mail Services. . . . . . . (202) 994-2866
Incoming Mail &Bulk Mail Pick Ups.......(202) 994-8706
Accounting/Billing. . . . . . . . . . . . . . . (202) 994-8707
Mt. Vernon Campus Mail Services. . . .(202) 242-6660

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OUTGOING MAIL                 

All outgoing first class mail (presort excluded) received by GW Mail Services prior to 1:30pm will be metered and delivered to the US Post Office the same day Monday thru Friday, all mail received after 1:30pm will be metered and delivered to the US Post Office the next business day Monday thru Friday. All outgoing mail designated for presort by GW Mail Services prior to 12:00pm Monday thru Friday will be prepared for pick-up by our presort vendor and delivered to the US Postal Service after midnight on the day received.

For greater efficiency, each department must separate their mail by class (i.e. First Class, Foreign, U.P.S., Book Rate, etc.) and ensure that the departmental meter card indicating alias/account information accompanies each bundle.

 

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INTERDEPARTMENTAL/INTERCAMPUS MAIL

Interdepartmental Mail is mail whose address of origin and destination is within the University campus and Medical Center departments. It does not requires postage or departmental meter card. Interdepartmental mail should be sent using the standard kraft colored envelopes. These envelopes are required for ease of distinction from regular mail. Interdepartmental envelopes can be ordered from the University Stores at (202) 994-6706. All Interdepartmental mail must be addressed accurately and completely to include: name, department, building and room number so that GW Mail Services can meet the delivery time requirements.

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GENERAL MAILING INSTRUCTIONS

Non – Mailable Items

Items such as metal pieces, glass parts, product samples, chemicals, etc., may not be mailed. These items, besides jamming and/or damaging mailing machines, can cause serious injury to mailroom employees. These articles may be returned to sender.

Non – Standard Mail

Envelopes and Post Cards of less than 3 1/2" in height, 5" in length or 0.007" in thickness are considered non-standard and require additional postage charges. For more information regarding standard sizes, please contact GW Mail Services; we will be glad to provide you with more detailed information.

Sizes and Types of Envelopes

Please, determine the proper size and strength of the envelope in accordance with the size of enclosure. Over-sized envelopes may fail to secure their contents. The enclosures tend to move around and there is risk of tearing the envelope and losing the contents. A snug fit keeps the enclosure secure in the envelope. Overstuffing can cause an envelope to burst at the seams and may lead to loss of enclosures. The size of the envelope should be selected to properly accommodate the contents. For the U.S. Postal System, the two main categories of envelopes are “letter size" and "flats". Flats are envelopes larger than the maximum letter size, but no larger than 12" wide by 15" long and 3/4" thick.

Automation Discount Letter Size

To qualify for automated processing (postage savings for your department) by USPS: Letter size mail must be rectangular. For a letter to be considered as standard size, the following dimensions must be met: Width of 3 1/2" minimum to 6 1/8" maximum. Length of 5" minimum to 11 1/2" maximum. Thickness of 0.007" minimum to 1/4" maximum. Contact GW Mail Services for envelope template. 

Sealing of Envelopes

The GW Mail Services will process mail to automatically seal standard sized gummed envelopes. Please, leave the envelope flaps open, nestled into each other and then secure the bundle of envelopes with a rubber band. GW Mail Services will provide a letter tray upon request. The contents of the envelope must fit properly to allow for a proper seal of the flap.

Proper Addressing

The following address formats are recommended to ensure efficient handling and delivery by the US Postal Service. The complete mailing address should be located within the lower right half of the envelope whenever possible. Extraneous printing or markings should appear as far away from the address as possible. Sender’s address should appear in the upper left-hand corner and should be no lower than 1/3" of height of mail piece from top.

Important Suggestions and Procedural Guidelines:

• Type or machine-print complete address
• Ensure print is clear and sharp
• Use standard business fonts
• Address characters should not touch or overlap
• Print addresses in 10 or 12 point type in sans serif
• Black ink on a white background is preferred
• Maintain a uniform left margin
• Use upper – case letters
• Omit all punctuation
• Include floor, suite and apartment numbers
• Include name of city, state and zip code in that order on the same line
• Use standard two – letter state abbreviations
• For international mail print the country’s name in capital letters without abbreviations
• If using window envelopes, ensure that the entire address is always visible through window

 

Address labels if used on parcels, packages, letters or large envelopes must also be addressed accordingly with the above recommended format. Labels must be applied parallel to the bottom edge of the envelope to be processed by the US Post Office using automation equipment.

International Mail

In the absence of alternative instructions, all international mail from the University is sent through commercial mail service. This mail bypasses the US Postal Service and is flown directly to the foreign country of destination and placed into that country’s postal system. This service offers significant reduction in mailing costs over the USPS system and arrives faster. Departments will save 5% to 10% on their postage costs when using GW Mail Services for international mail.

Priority Mail

Priority mail is classified as all First class mail weighing more than 11 ounces, not exceeding more than 70 pounds, or any other mailable material weighing 13 ounces or less, at the option of the mailer, is considered Priority mail. Priority Mail can be sent to all fifty states and Puerto Rico. This service has a two-day delivery objective (not guaranteed) to large metropolitan areas within the United States. Priority Mail envelopes and labels must be used when using this service. All GW Mail Services locations can provide these supplies.

Express Mail

Express mail is an extremely reliable and fast delivery service available from the US Postal Service. This service is available for all major zones in the US and 84 other countries. Express mail is picked up from University Mail Services and delivered to the Postal Service at 3:15pm daily. In order to meet the deadline, Express mail should be received no later than 2:30pm. Express mail labels (which must accompany the shipment) and large Express envelopes can be obtained in advance by calling any of the University Mail Services locations. It is the responsibility of the sending department to complete the "ship to" and "from" address blocks located on the bottom portion of the express label. After completion, you may place package in your department’s outbound mail or take it to one of the University Mail Services locations. The US Post Office will send a copy of the express label back to the originating department. Be sure to remove the patch (Express Mail ID Number) from the back page - this is your means for tracking your mail.

Insured Mail

Insurance of up to $500.00 can be obtained for materials that are sent within the United States for various classes of mail. If you are sending items that are valued at more than $500.00, you should use registered mail; insurance is available up to $25,000.00.

Certified Mail

Certified mail should be used when proof of mailing is required. This service is available only when sending an item class within the United States. Examples of use include sending legal papers, diplomas or materials that are deemed important, but have no intrinsic value in and of themselves. A return receipt indicating the date of delivery and signature can be requested for an additional fee.

Registered Mail

Registered mail service is available with or without postal insurance. Items without provable value do not require insurance. The registered mail system is designed to provide added protection for valuable mail. Postage insurance may be purchased to cover articles valued up to $25,000.00. Registered mail is the highest security mail the US Postal Service offers. It incorporates a system of receipts to monitor registered articles from the point of acceptance to delivery. Return receipt and restricted delivery services are available for additional fees. Added security measures may, however, delay the delivery by 24 – 48 hours. Registered mail should be taken to the Contract Station or to the Post office for processing.

Return Receipt

A return receipt offers proof of delivery. This is an optional service and is available for insured, certified registered and domestic express mail shipments. The return receipt identifies the article number of the mailing, the person who signed the receipt for the letter and the date of delivery to the addressee. It is not necessary to use return receipts with all certified or registered mailings. Be sure to identify your department on the address portion of the mail piece. Receipt of the mailing, which is detached from the label and has the official postal postmark, is your record of the mailing and should be retained by the sender. Labels and Return Receipts can be obtained from GW Mail Services locations.

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INCOMING MAIL DELIVERY SCHEDULE

Incoming USPS Mail is picked up by GW Mail Services from the Ward Place Post Office. Mail is then sorted and distributed as addressed to the University, MedicalCenter and student residential halls according to the delivery route schedule below.

Pick-up & Delivery Schedule

 

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NON - PROFIT (BULK)

Non-profit (Bulk) mail consists of 50 pounds or 200 or more identical pieces of mail in size, weight, and contents. The types of mailings may qualify include: announcements of a meeting, seminar, a monthly newsletter, etc. Postage savings relative to mailings in this manner could potentially generate a savings of approximating 41% as compared to a first class mailing. Properly prepared automation compatible standard mailings can be delivered just as fast as First Class mail.

Before a mailing can be processed utilizing Permit No. 593, an authorization form with a control number must be obtained from the Manager's office. The USPS Bulk Mail Acceptance Unit at the Main Post Office will NOT accept your mailing without this form. You may contact Joe Berney in GW Mail Services at (202) 994-8707 to obtain proper authorization or to obtain more information regarding this process. 

Please, remember that the name of the permit holder, George Washington University, must appear in the return address block area on each of your mail pieces. The postage indicia must be printed or stamped in the right hand corner of the mail piece as follows:

Non-Profit Organization
U.S. Postage Paid
Permit No. 593
Washington, DC

GW Mail Services has a number of vendors that can assist with your bulk mailing needs. Please, contact Joe Berney at (202) 994-8707 or Sean Wynn at (202) 994-8705 for further information.

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BUSINESS REPLY MAIL

Business reply mail is a service by which correctly formatted mail can be forwarded back to the original sender, free of cost to the party responding. All fees are assessed to the permit holder for actual mail received, and thereafter internally charged to the initiating department. Business Reply Mail should be used for mailings over 500 pieces in a single mailing or over a year. For example, if you sent out 1,000 stamped envelopes and 500 are returned, you have paid postage on 1,000 pieces. Whereas, if you sent the mailing out as Business Reply Mail, you pay for only the pieces that are mailed back to the sender.

All University departments as well as bona fide student or faculty organizations can use our permit #593.

Various postal fees have been paid in order for the University to gain maximum discounts when business reply envelopes or postcards are formatted properly. A proper format includes a valid nine-digit ZIP code and bar code reflecting the ZIP, as well as an acceptable address and placement of the address. When creating your envelope please consult with Joe Berney 202-994-8707 or Sean Wynn 202-994-8705 in GW Mail Services to schedule a review of your address format prior to printing.

Failure to follow these guidelines could result in penalty fees from the Post Office.

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FORWARDING INFORMATION

Departments have the responsibility of forwarding mail for persons that have left their department either by separation or transfer to another department. University Mail Services will make the best effort to accommodate on-campus transfers, but it is critical for the transferring employee to update their address with those who could potentially send correspondence. In the event a mail piece is received for a transferred or departed staff member, please take the time to cross out the address and write the proper location on the envelope for proper forwarding.

The US Postal Service delivers all mail bearing Zip Code 20052 or addressed to The George Washington University to the University, regardless of its content or completeness of address. The United States Postal Service does not forward many types of magazine, newspapers and periodicals.

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POSTAGE DUE ACCOUNT

Postage due mail is handled and accepted by GW Mail Services for all University departments and bona fide student and faculty organizations. A University prepaid account is registered with the Post Office to facilitate charges for inbound mail that either lacks the proper amount of postage or mail that has been requested for return. When doing a large mailing (over 200 pieces), ensure your mailing list is current; otherwise postage has been paid for undeliverable mail and a postage fee has been paid for returned mail.

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RETURN MAIL 

The following types of Standard Mail will be delivered if the DEPARTMENTS NAME and/or STAFF/FACULTY members name is listed within the address or can be otherwise identified:

• Book clubs and book catalogues
• Communications from other colleges and universities
• Educational Seminars
• Medical Journals
• Medical catalogs
• Other business related catalogs
• Periodicals

Mail being redirected outside the University:

• Line out old address & barcode, not the individual's name
• Apply new addresses to mail piece by affixing an address label or by writing the address
• Bundle separately from outgoing mail
• Return to Mail Services for processing

Mail being redirected between departments:

• Line out old department name
• Print new department & PO box number
• Return to University Mail Services for processing

Note: Disposition is at the MAILROOM'S discretion.

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STUDENT MAIL SERVICES

FOGGY BOTTOM CAMPUS

Resident Hall Mail Services

·         GW Mail Services distributes mail to each University Residence Hall and Townhouses once daily Mon-Sat by 5:00pm. 

·         GW Mail Services may deliver mail to residence halls the same day received and not later than 24 hours after receipt. 

·         The mail center receives USPS mail three times each day, Monday through Friday: twice in the morning (letter mail and flats), and once more in the late afternoon (parcels or boxes). 

·         Students will be able to access their residence hall mailbox 24 hours a day, 7 days a week.  This system allows you the most convenient and secure access to your mail. 

·         Mail and packages too large to fit in your mailbox or requiring a signature will be routed to the StudentPackageServicesCenter. 

Student Package Services

All incoming commercial courier deliveries and USPS accountable mail, parcels, flats and packages will be delivered to the new Student Parcel Depot. The center is conveniently located at 2025 F Street, Room L101 in the SupportBuilding. This service center will replace the student parcel notification and general mailing services previously provided by the Residence Hall staffs and the Marvin Center Post Office. The depot will provide automated tracking and safekeeping of all student parcels delivered to University Mail Services and offer “one-stop shopping” for all basic postal services.

·         Students will receive two forms of notification when packages arrive. First, an email notification through their GW email address and secondly a paper notification, placed in the student's mailbox daily for seven days.

·         Students will then be required to visit the Student Package Services location for pickup of their item(s). A GWorld card or Drivers License is required for identity verification during all pick ups.

·         After the email notification, students will have a seven day “grace period” to pick up packages. Items not claimed within seven business days from notification are subject to be returned to sender. This process is done to ensure timely pick up and create the necessary space for additional student packages arriving daily. 

·         Additionally, we will be offering free hand truck use for self-service parcel transport to residence halls.

·         Delivery of student packages will also be provided for a nominal fee of $3.00 for the first package and $1.00 for each additional package. Students must come to Student Package Services and schedule delivery using the posted delivery times for each resident hall. Listed below is the current schedule:

 

Note: Operatinghours subject to change based on the current academic calendar.

Zip Codes

Please, use 20052 as the zip code for all mail destined for your students on the Foggy Bottom Campus. Although Residence Halls are physically located within two zip codes 20006 and 20037 it is critical that your mail includes the University’s unique zip code to ensure timely and accurate delivery.

Resident Hall Mailboxes

Students are assigned a combination or key-lock mailbox during enrollment by your residence hall staff. GW Mail Services delivers mail to on-campus residence halls daily with the exception of Sundays. If you have issues regarding your mailbox key, combination or damage please contact Property Management via the Fix-It website and a representative will be assigned to promptly address your issue.

 

MOUNT VERNON CAMPUS (MVC)

 

Students living at the Mount Vernon Campus will receive the same mail services as Foggy Bottom students.  Students are able to pick up first class mail at the mailboxes located at the Mount Vernon Mail Center in Ames Hall at any time during normal hours of operation 8:00am to 6:00pm Monday thru Friday.  Students living at the Mount Vernon Campus should use the 20007 zip code when sending or receiving mail. Questions regarding any Mount Vernon Mail Services mail related topics should be directed to MVC Customer Service Hotline 202-242-6660.

Student Mailboxes

·         Students are assigned a combination or key-lock mailbox during enrollment by the GW Mail Services attendant located in Ames Hall.

·         GW Mail Services delivers mail to on-campus residence halls daily with the exception of Sundays.

·         If you have issues regarding your mailbox combination or damage please contact the mail services attendant on site and a representative will be assigned to promptly address your issue.

Student Package Services (SPS)

GW Mail Services will be implementing a centralized distribution center this fall semester beginning in late August 2003. The center will be responsible for the receipt and distribution of all Resident Student packages and accountable mail requiring signature.  Located in the Ames Hall dining area, the Mount Vernon SPS will serve as a central location for all Mount Vernon Campus students to receive their packages.  This new service center will replace the student parcel notification and general mailing services previously provided in the MailCenter near the entrance of Ames Hall. The depot will provide automated tracking and safekeeping for all student parcels and will offer “one-stop shopping” for basic postal services such as USPS Mail Services, postal supplies and stamp sales.

 

·         Students will receive two forms of notification when packages arrive. First, an email notification through their GW email address and secondly a paper notification, placed in the student's mailbox daily for seven days.

·         Students will then be required to visit the Student Package Services location for pickup of their item(s). A GWorld card or Drivers License is required for identity verification during all pick ups.

·         After the email notification, students will have a seven day “grace period” to pick up packages. Items not claimed within seven business days from notification are subject to be returned to sender. This process is done to ensure timely pick up and create the necessary space for additional student packages arriving daily.

 

 

Note: Operatinghours subject to change based on the current academic calendar.

Zip Codes

Please, use 20007 as the zip code for all mail destined for your students on the Mount Vernon Campus. It is critical that your mail includes the University’s unique zip code to ensure timely and accurate delivery.

 

Frequently Asked Questions   (FAQ’S)

The following are some of the most frequently asked questions and will help you understand how best to use Student Package Services and Student Mail Services.

 

Q: How will I know I have a package?

A: Students will be advised through their GW Webmail address and by paper notification in their Residence Hall mailbox when a package has arrived for them.

 

Q: Where can I pick up my package?

A: Student Package Services Office

     Foggy BottomCampusSupportBuilding

     2025 F Street NW, Suite L101

     Lower Level

 

A: Student Package Services Office

    Mount Vernon Campus Ames Hall

    2100 Foxhall Road NW, First Floor

 

Q: When can I pick up my package?

A: Monday – Friday, 10:00am – 8:00pm

    Saturday, 12:00pm - 6:00pm

    Sunday, 4:00pm – 8:00pm

You will have seven business days after notification to pick-up your package(s).  After this 7-day period, packages will be returned to sender in order to accommodate the    daily arrival of incoming student packages.

 

Q: What if I am out of town or for some reason unable to come to the Student Package Service Office?                                                                            A: You may authorize Student Package Services to release your package to another individual by sending an email to gwmailsv@gwu.edu with your name and the name of the person who will be picking up your package.  The person will need to present valid photo ID when picking up the package and will be required to sign for the package.

 

Q: May I pick up a package if I have not received an email or paper notification?

A: You may attempt to pick up your package before you have received a delivery notification, however it may take our staff longer to locate your package and/or your package may not have arrived or been processed in that day’s shipments.  It is best to wait until you have received either e-mail or paper notification before you attempt to pick-up your package(s).

 

Q: How much does it cost?

A: There is no fee for you to pick up your package at the Student Package Service Office.

 

Q: Can I have packages delivered to my residence hall?

A: Yes!  If you want us to deliver your package to you, the delivery fee is $3.00 for up to two packages and $1.00 for each additional package per delivery, regardless of package size.  Fees are payable with cash or GWorld Debit Dollars only.  Students must visit the SPS office to schedule and pay for delivery.  Delivery service is provided Monday – Friday, 4:00pm – 10:00pm.

 

Q: What if my package is too heavy or large to carry back to my Residence Hall?

A: SPS has hand-trucks and carts available, free of charge, that can be used by students to self transport their packages.  All you need to do is leave a valid photo identification (driver’s license, age of majority card, etc.) with SPS to ensure safe return of the hand truck or cart.  The delivery service can also be utilized for heavy or oversized packages.

 

Q: Why does my commercial courier say my package has been received by SPS, however my package is not ready for pickup?                                                                          A: Before your package is ready for pickup we must input it into our Arrival Packaging Tracking System and then prepare it for shelving.  While this is a streamlined and efficient system, on higher volume days it may take slightly longer to process your incoming package, simply due to the large quantity of packages needing to be processed.

 

Q: Why do I receive a paper notification after receiving an email notification?

A: SPS utilizes email for instant notification, while paper notification is used as a backup for students who do not access their GW Webmail account regularly.

 

Q: I live on GW’s Mount Vernon Campus, how are my packages handled?

A: Please see Mount Vernon Mail Services section.

 

Q: How should I have mail and packages addressed to me at my GW Residence Hall?

A: Mail and packages should all be addressed in the following manner:

                                    Your Name

                                    The GeorgeWashingtonUniversity

                                    Your Residence Hall

                                    Your Street Address

                                    Your Room Number

                                    Washington, DC20052 - Foggy Bottom Campus Address

                                                    or

                                    Washington, DC20007 - Mount Vernon Campus Address

 

Q: When is mail delivered to my Residence Hall/Townhouse?

A: GW Mail Services delivers mail to each of the GW Residence Halls and Townhouses before 5:00pm, once daily, Mon-Sat.

 

Q: Will my mail be forwarded when I move out of my dorm?

A: Per USPS policy, your mail will be forwarded for a period of 60 days after you move out of your Residence Hall provided we have updated address information on the         GWEB system.

 

 

Postal Service and Supplies

 

GW offers several options for your postal needs.  Postal supplies and stamps can be found at the StudentPackageServicesCenter located at 2025 F Street, NW Suite L101.  Subsequent to the Marvin Center Post Office closing, first class stamps will be available at the Mt. Vernon Campus Mailroom(Ames Hall), Pulse Copy Center and the GW Bookstore.  There will also be a USPS mailbox available in the MarvinCenter after the closing of the Post Office.

 

 

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Addressing Student Mail

Mail to students living in University Residence Halls must be addressed as shown by the example below to prevent delays. When addressing your student's information please, use his/her assigned address.

 

Note: The above information is a sample only. Please remember to use the appropriate address and zip code provided based on campus location.

 

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GW Virginia Mail Services Information & Guidelines

Overview
The Virginia Campus Mail Services Department is open daily M-F from 9am until 5pm with the exception of campus holidays or closings. The mailroom is open during this time daily except when staff are making mail deliveries. The Mail Services Department will handle all incoming USPS mail and outgoing USPS mail, limited to express mail, certified and return receipt, delivery confirmation and first class/priority mail. Arrangements may be made to handle other USPS mail requirements in consultation with the Mail Services Department. The Mail Services Department will also receive campus mail for distribution on the Virginia Campus or for delivery to any of the GW offices to include the Foggy Bottom and Mt. Vernon Campuses in Washington D.C.

Incoming USPS Mail
USPS mail is received once daily (M-F) between the hours of 1:30p and 2:30p from the Ashburn post office. This mail is received in building II and sorted for delivery to each department/building within 24 hours of receipt. USPS overnight mail receives priority sorting and delivery, usually delivered within 2 hours. Please encourage your customers to include your department name as a part of the address to ensure the accurate and timely delivery of your mail pieces.

Outgoing USPS Mail
Outgoing mail is processed for pickup by the postal service at 1pm. This time has been established to ensure that the mail is ready when the postal service arrives for the pickup. Outgoing mail should be identified as to the sending department utilizing the Oracle/Banner code number for each department/program/grant etc. Postage meter cards may be printed from the Oracle system and attached to outgoing mail with a rubber band or paper clip.

Procedure to Print Postage Meter Cards

• Log on to Oracle
• Under, Responsibilities, Click on GL-entry
• Click OK
• Double Click on Reports
• Double Click on Request
• Double Click on Run Standard Requests
• Click OK
• Click on List of Values in upper left of the window
• Click on Postage Cards (last report on the list)
• Click OK
• Enter YOUR Banner Index
• Click OK
• Click on Submit Request
• Click on Refresh Data until Phase Column reads Completed
• Click on View Output
• Click on OK to open Acrobat
• Print Cards

Mail received without an Oracle/banner number cannot be processed for mailing. Outgoing mail from building I will be picked up between 12 noon and 12:30p and meter postage applied prior to the Post Office pickup each day. Please include your department name in the body of your correspondence as well as in the return address of all outgoing mail.

Accountable Mail Delivery
Accountable mail pieces are those pieces received from USPS, UPS, FedEx, DHL or any other mail carrier requiring a signature at the time of delivery. Accountable mail pieces receive priority mail sorting and delivery. Mail services will sign for all such packages, record in a log the receipt, and obtain a signature upon delivery to the appropriate department. If a department representative is unavailable to receive the mail piece it will be retained by mail services until the next business day and a voice or paper notification left for the department. Accountable mail pieces may be left within the department, where the suite is secure, without a signature upon the second attempt. Overnight mail pieces should be delivered within 2 hours and ground delivery pieces delivered within 24 hours.

Accountable Mail Pickup
UPS and FedEx have daily pickups on the Virginia Campus. Please ensure that your packages and letters are in the mail services department (Logistics for BLDG 1) by 2:30pm for UPS and 3:00pm for FedEx. If your items will not be ready in time for the daily pickups, you must call the carrier to schedule a later pickup or take your package to an off-campus drop box.

Mail that has been prepared for pickup by DHL/Airborne or a similar carrier to include same day couriers may be left for pickup in the mailroom located in building II. Please make sure that you contact the service to advise them of the pickup request. Overnight mail pieces that are being sent through the USPS must be prepared and ready for pickup at the same time as First Class mail which is currently 1pm.

Inter-office/Intra-office Campus Mail
Mail prepared to go between buildings I and II or to another GWU campus location will be collected throughout the day and bundled for delivery on the Virginia Campus, or off of the Virginia campus via the GWU Foggy Bottom Campus Mail Services Dept. All Inter-office/Intra-office Campus Mail must be in an envelope or box and appropriately sealed. Loose papers shall not be sent in this manner. All Inter-office/Intra-office Campus Mail should be properly addressed to include the department name and building name as well as the individual name that is the recipient.

Courier Service

• 7:15am departure from FB / Arrival at VA approx. 8:30am
• 10:30am arrival at FB – mail on this transport will be delivered the same day at FB
• 12:15pm arrival at VA
• 1:15 pm departure from VA

Package Delivery from Foggy Bottom

• Foggy Bottom sender calls Bob McClam (Campus Mail Distribution & Pickup) @ extension 4-8706 to arrange a pick up for packages (too large for regular mail distribution) with a VA Campus destination.
• If the request is made before NOON, pick up will generally be the same day.
• NOTE: This service is NOT for standard campus mail envelopes that are picked up by mail couriers – but for oversized, boxed materials, i.e. graduate applications, catalogs, brochures in taped boxes.

Inter-Office Envelopes
Excess inter-office envelopes are located in the mail room in Building II. If you have extra envelopes you are welcome to leave them with Mail Services. Please feel free to help yourself to the accumulated inter-office envelopes from Mail Services.

Student Mail
If mail is to be received at the Virginia Campus by or on behalf of a student, please ensure that the Program Department name appears as a part of the address block. Mail Services does not have access to Departmental student rosters.

Contact Information for Virginia Campus Mail Services
Jonathan Ransom-Voice: 703 726 3563, Email: jransom@gwu.edu

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CUSTOMER COMMENTS

Mail Services welcomes customer comments and feedback. Please submit your comments to University Mail Services via email at gwmailsv@gwu.edu or our customer service line at
(202) 994-6725. Responses to specific questions, comments or concerns will be provided within 24 hours.

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The GeorgeWashingtonUniversity 2121 Eye Street, N.W.Washington, D.C.20052 Phone: (202) 994-4949 Last Modified: July 29, 2003