General Information
The mailroom is maintained by the switchboard operators and supervised by Director of Contract Management & Vendor Services. Any questions regarding the operation of the mailroom should be directed to extension 7211.
The mailroom will furnish forms to be completed with each delivery of mail to be metered. All control of outgoing mail shall be the responsibility of the supervisor in each division or office to which funds have been budgeted.
General Distribution
Memos, fliers, brochures, and items of interest related to Rio Hondo College activities and intended for general distribution should be delivered to the mailroom (PREFERABLY THE PRECEDING DAY) before they are to be distributed. A “Distribution Instruction “form MUST be filled out and attached to the material to be distributed. Items MUST be dated, signed and/or identified.
MAILROOM HOURS ARE: 7:30 a.m. to 4:30 p.m. daily. Afternoon outgoing mail deadline is Monday through Friday at 2:00 p.m.
Distribution of Inter-Campus Mail
Inter-campus or inter-office mail should be addressed LEGIBLY. There are several duplicate names on campus, so please use first names or initials and DIVISIONS in addition to last names. All campus mail should be placed in INTER-CAMPUS envelopes or INTER-OFFICE envelopes ONLY.
Campus mail should be deposited in the mailroom slot of Room A105 in the Administration Building, or if material is too large for the slot, leave it in the mailroom.
DO NOT USE RIO HONDO RETURN ADDRESS ENVELOPES for inter-campus mail. These envelopes can easily be mistaken for outgoing meter mail and sent to the U.S. POST OFFICE, only to be returned causing delays in the deliver on campus.
Distribution of Incoming Off-Campus Mail
All incoming mail is received, sorted and placed in the faculty mailboxes during the MID MORNING HOURS,Monday through Friday. All faculty members should pick up their mail DAILY.
When a staff member receives a package too large for their mailbox, a note will be placed in the mailbox. Please pick up package between the hours of 7:30 a.m. – 4:30 p.m. as soon as notification is received. Due to the limited facilities of the mailroom, large pieces of mail can only be stored for a short period of time before the packages are returned to the sender. Please do not take packages to a friend without prior consent. Many packages are presumed lost when someone has only meant to be “helpful.”
If a staff member is going to be on leave (LEAVE OF ABSENCE OR SUMMER RECESS) for a length of time, arrangements MUST be made for the disposition of their mail for that period of time with the division dean. THE MAILROOM DOES NOT HAVE ROOM AVAILABLE FOR STORAGE OF UNCLAIMED MAIL.
Outgoing Off-Campus Mail
Metered mail is mail processed through the postage meter. Metered mail is delivered to the U.S. Post Office at 9:30 a.m. and 2:30 p.m., Monday through Friday . Mail deposited after 9:00 a.m. will be processed for delivery to the U.S. Post Office at 2:30 p.m.
Outgoing mail to be processed through the Rio Hondo College postage meter for outside delivery MUST comply with the following:
- All correspondence should be on Rio Hondo College letterhead.
- All mail being sent through the postage meter MUST have a return address indicating:
- The campus office or division or origin. This should be stamped or typed above or below the printed return address on College envelopes.
- All outgoing correspondence MUST be properly addressed, INCLUDING ZIP CODE.
- Metered mail MUST BE SEPARATED: Whittier ONLY; other cities all together.
- All envelopes of outgoing mail left UNSEALED must have flaps up so they will run continuously through the postage meter.
- Rubber band the envelopes according to groups of OUT-OF-TOWN (other than Whittier) in small bundles for easier handling.
- Bulk mailings of OVER 200 PIECES are NOT to be sent out individually. Bulk mailing is a special project. Please ask one of the mail clerks for information prior to the planned mailing.
- Mail other than standard envelopes must be sealed and stamped First Class, Third Class, Book Rate, etc., whichever applies.
C.O.D.
C.O.D. packages CANNOT be accepted by the mailroom.
Personal Mail
Personal mail with proper postage may be dropped into the U.S. Mail slot of room A105. This mail is taken to the post office with the regular College mail.
United Parcel
United Parcel – Items to be returned to a vendor via United Parcel MUST be sent to the college Warehouse where arrangements will be made for pick up.
Mailroom Security
It has become increasingly important to have better security in the mailroom therefore, MAILROOM STAFF MEMBERS are the ONLY AUTHORIZED PERSONNEL, BEHIND THE COUNTER, in the mailroom.
Mailboxes and Mailbox Keys
Assignment of Mailboxes – Mailboxes for full-time staff are located in the Administration Building near the Mailroom (A105). Part-time staff (with day or evening classes) have their mailboxes located in the main hallway of the Administration Building outside office (A109). Mailboxes are arranged alphabetically once a year, after the completion of the summer session prior to the start of the fall semester. All staff MUST pick up their mailbox keys PRIOR TO THE FIRST DAY OF CLASSES OF THE FALL SEMESTER. Full-time and part-time faculty may obtain their mailbox keys from the switchboard operator/mailroom clerks. It is important that you bring your mailbox key with you to access your mailbox. Mailroom staff are not always available to open your mailbox.
Returning Mailbox Keys – Your mailbox key MUST be returned at the completion of your teaching assignment. If you lose your mailbox key, it may be replaced for a fee of $2.00. If you are going on leave for any length of time, be sure you return your mailbox key at the time you make arrangements for the disposition of your mail.
