The mailroom, located in the Platt Campus Center, receives and distributes staff, faculty and student incoming mail and packages. Part of the Facilities and Maintenance Office, the mailroom offers shipping supplies for various shippers’ services and provides a scale to assist you in determining the correct postage and weight. Additionally, mailroom staff can assist you with mail service inquiries and can be reached at (909) 621-8200 or by email at mailroom@hmc.edu.

Mailroom Services Available to HMC Departments

Hours of Operation
The mailroom is open Monday through Friday from 8:00 a.m. to 6:00 p.m. during the academic year. The mailroom closes at 5:30 p.m. during the summer. Exceptions to the above hours may be made during school breaks and holidays. Feel free to call and verify hours of operation during these times.

Mail/Special Deliveries Processing

United States Postal Service (USPS) Mail
The USPS delivers mail Monday through Saturday usually around 12:00 p.m. Staff and faculty mail received on Saturday and holidays is sorted and processed on the next business day.

Metered Mail
Mail requiring metered postage will need to be accompanied by a meter request form, available from the mailroom. First Class, Bulk, Priority Mail, Express Mail, International Mail, Media Mail and Book Rate metered mail services are available.

Outgoing USPS mail is either picked up from college departments by the mail delivery clerk during the afternoon delivery of mail or it may be brought to the mailroom by departments for processing. Outgoing USPS mail brought to the Mailroom by 12:00 p.m. (noon) will be processed the same day. Outgoing USPS mail that is picked up from college departments by the mail delivery clerk during the afternoon route will be processed the following day. Advance notice is required for large volume mailings (1,000 pieces).

Currently, the Post Office picks up outgoing USPS mail daily from the mailroom (usually around 12:00 p.m.) and mail is collected from the official blue collection container located on Platt Blvd. by 3:30 p.m. daily.

Unusual peak periods, equipment down time, and situations beyond our control could cause mail to be delayed in processing. The mailroom will make every effort to make sure mail is processed quickly and professionally. We strongly encourage mailers to plan ahead to allow ample time for processing.

Outgoing USPS mail should have a valid college return address. Mail should be stacked with addresses facing the same direction, larger pieces on the bottom and smaller pieces on top. In addition, postcards should be placed at the very top as mail processing equipment does not differentiate between letter size pieces and postcards. Letter size pieces that need to be machine sealed by our mail processing equipment should be stacked with the flaps down. Larger pieces of mail and over stuffed envelopes should already be sealed prior to being metered. Failure to properly seal this type of mail could result in the contents being unsecured in the envelope. It is very important to keep domestic mail separate from international mail. Large quantities of mail may be placed in a U.S. Mail bucket or tray with the meter request form placed on top in plain view. Trays and buckets may be obtained by calling the mailroom.

Monthly, the Mailroom generates a journal voucher in order to charge departmental accounts based on information contained in the meter request forms submitted during that time. Please contact the mailroom should you have questions or concerns about a charge to your departmental account.

Use of metered mail services for non work-related or personal correspondence is not permitted. Contact the mailroom if you have questions regarding metered mail services.

Special Deliveries
Overnight, certified, registered and insured letters/packages for staff and faculty are accepted in the Mailroom during regular business hours with the exception of certain departments who have alternate arrangements with the delivery drivers. As space permits, special deliveries (those requiring a signature) will be held in a locked area. The addressee’s signature will be required before the item can be released. Recipients will be notified via email. Special deliveries received by 10:30 a.m. will be delivered to the department designees beginning at 10:30 a.m. or can be held in the Mailroom upon request. Special deliveries received after 10:30 a.m. will be delivered on the next regular delivery round. The HMC mailroom does not assume responsibility for packages damaged during shipment. Live animals and perishables must be picked up immediately, please.

Delivery
Staff and faculty mail will be sorted and placed in department mailboxes until mail sorting is complete and delivery begins, which is usually around 2:00 p.m. Each department has designated a primary and alternate mail recipient. Upon request, department mail can be held for pickup (if mail delivery service has not begun). If the primary or alternate mail recipient is not available at the time of delivery the department’s mail will be returned and placed in the department mailbox for delivery (or pickup) on the next regular business day. Departments who wish to opt out of delivery may do so by contacting a staff member. After hours mail retrieval requires an H500 key. Please contact Facilities & Maintenance if your department does not have or needs after hours key access. Mail delivery should be completed by 4:00 p.m.

Outgoing Mail
There are several options for outgoing U.S.P.S. mail. They are as follows:

• Outgoing mail may be deposited in the official blue collection container on Platt Blvd. The USPS final pickup time is 3:30 p.m. The final pickup time on Saturday is 12:00 p.m.
• Outgoing mail may be placed in the Mailroom; it will be taken to the official blue collection container by 3:30 p.m. on regular workdays. Outgoing mail received in the Mailroom after 3:00 p.m. will be processed the next regular business day.
• Outgoing mail may be given to the mail clerk during the regular department delivery. Please call in advance to arrange for pickup of large volumes of outgoing mail.

Outgoing Packages

• Wrapping packages is the responsibility of the sender. You will need to supply packaging, tape and paper. Mailroom staff will be happy to provide packaging materials that are free to us—FedEx Envelopes, FedEx Labels, etc. - from the various shipping companies, if the materials are available. Mailroom staff can also supply information on how a box should be packaged and sealed and the various delivery options available. Packages may be left in the Mailroom for pickup by the selected shipping company.

• Package Pick up – The carriers below deliver packages to HMC Monday through Friday. These carriers will pick up packages at the time of delivery at no additional cost. Packages received after the time stated below will be picked up on the following business day.
  
  
  • UPS – 10:00 a.m.
  • FedEx Express – 10:00 a.m.
  • FedEx Ground – Noon
  • DHL- Shipper must arrange for pickup directly with DHL. Pickup time must be during regular Mailroom business hours.
  • U.S.P.S. Priority, Express, etc – Noon (The mailroom cannot accept USPS packages weighing over 13 ounces unless in official USPS provided packaging available in the mailroom.)

Stamps
USPS postage stamps are available for purchase in the HMC Mailroom. Stamps are available, on a first-come/first-served basis Monday through Friday from 8:00 a.m. to 5:00 p.m. Postage is payable by cash or personal check only. Please provide exact change when possible. The mailroom can not accept bills larger than $20.00. A complimentary plain envelope is available upon request.

Campus Mail
Campus mail is considered mail sent among the colleges and affiliated institutions through The Claremont Colleges Central Mail Service. Use of campus mail services for non work-related or personal correspondence is not permitted. Claremont University Consortium’s Central Mail Services is responsible for the pickup and delivery of campus mail. Campus mail collection and delivery to the HMC Mailroom is at approximately 11:00 a.m. on regular workdays. Campus mail is sorted and placed in department mailboxes. Campus mail will be included in the afternoon delivery to departments that have elected mail delivery or held for pickup as requested.

Incoming Personal Mail
Receiving personal mail is discouraged, since all mail is subject to being opened for proper identification and distribution.

Format of HMC Address
Mail sent to the college should have a complete address identifying the department and/or recipient. See example below.