Mail Services

To submit a work request please contact SDSMT-Service Response Center at: SDSMT-ServiceResponseCenter@sdsmt.edu

Hours of Operation
Mail Room 9:00 AM - 4:00 PM
UPS & FedEx accepted until 2:30 PM
Airborne Express deadline 3:00 PM
General Mail accepted until 3:00 PM

Our Mission
Our mail room is at your service. Personnel in the mail room want to make the service satisfactory in every way. Here's a few tips for you!

Efficiency of mail services on campus depends to a great extend on the manner in which office clerks, secretaries, and department heads process their mail. If the office staff is familiar with mailing rules and guidelines, a more efficient and economical service will be possible.

This mail users guide has been prepared as a source of basic information to help you obtain the best use of the available mail services with regards to efficiency and economy.

Bulk Mail
Call the mail room at Ext. 2251 or email mailroom@sdsmt.edu for more information.

Business Reply Mail
Business reply mail is a self addressed envelope or card for which you agree to pay the return postage because you want the envelope or cord to come back to you. A small fee of $.10 per piece in addition to the regular postage is charged by the USPS, in turn, we charge your department. When business reply envelopes are used for campus mail, please write "Campus Mail" on them.

Metered Mail
All letters must face the same direction. If letters are unsealed, the flaps must be folded individually and left in the down position to ensure sealing during metering. Please don't place staples or paper clips in the upper right hand corner of the envelope; they will jam in the meter machine. The mail room equipment does not seal flats (large media envelopes). Metal closures on manila envelopes jam in the meter machine. Press them down and apply tape over them. All flats and parcels must be stamped with the desired mail classification to ensure proper handling and correct postage.
Business reply and postage affixed mail should not be mixed with mail to be metered.
International surface, airmail letters, and flats must be bundled separately, to prevent returned letters. Canada and Mexico are considered international mail and the striped envelopes should be used for these letters.

Meter Cards
All outgoing mail processed must be accompanied by a postage authorization card properly filled out and attached to each bundle.
Postage authorization cards must have the department name and a complete 6 digit account number.
Call the mail room for extra cards.

  • Blue Cards: First class mail ONLY. One card per bundle.
  • Yellow Cards: International Air Mail, Air Printed Matter, and International Surface, Global Priority, & Express Mail. Always use the red and white striped envelopes.
  • Orange Cards: Parcel Post, Library Rate, and Standard B Special B (Book Rate).
  • Pink Cards: FedEx Ground. FedEx Ground automatically insures packages for $100. Additional insurance is available for a fee.
  • Green Cards: FedEx Express Services. Certified Mail, and Return Receipt cards.

Please consider your options instead of automatically using a blue card. For larger packages, UPS is often cheaper than First Class service with tracking, & automatic insurance.

Mystery Mail
Mystery mail wastes everyone's time. When sending letters or flats, please us department names in your return address. Make sure your orders and incoming mail/packages have your full address. The department or dormitory should be included in all addresses. Mystery mail may be opened to determine if its intended recipient.

Personnel Changes - Please keep up informed of new employees or employee/students who are changing departments. When staff and graduate students leave please keep their forwarding addresses, as well will send you their mail. The secretary of each department is best able to determine what belongs to the department and what is personal mail that needs to be forwarded. You can forward First Class Mail and local UPS at no cost. If it's put in a new envelope, it will require new postage.

Post cards and mail partial postage must be put on the top of the bundles separately; this will prevent postage from being put on unnecessarily.

Delivery & Pick-Up
USPS mail is picked up at the Post Office each work day. UPS and Fed-ex are delivered each work day usually around 9:00 AM. Times may vary due to quantity of mail, weather conditions, etc. Deliveries are made and outgoing picked up once a day.

First-Class Mail
The following are items always considered First-Class Mail:

  • Matter having characteristics of actual or personal correspondence
  • Handwritten and typewritten messages, including identical copies
  • Bills and statements of account
  • Notebooks or account books containing handwritten or typewritten entries
  • Postcards
  • Canceled and uncanceled checks
  • Printed forms filled out in writing
  • Printed price lists with written or typed chances
  • Business reply mail

 

Submit a Work Request

To submit a work request please contact SDSMT-Service Response Center at:  Work Request