Copy & Mail Center

Hartwick copy and mail services are combined at one point of service location in Clark Hall.

The Center Hours are Monday through Friday, 8 a.m. to noon and 1-5 p.m. We are normally closed when the College is officially closed. 

Copy Services

The Copy/Mail Center is the place to go for your copy jobs. Open to students, faculty, and staff, our rates are competitive, and the service is prompt. You may even use your WICKit card for payment. External customers can also use our services, but at slightly higher rates. 

Our goal is to do our best to finish your copy jobs correctly and on time. We can work with you on special requests. However, last-minute requests can unfairly interrupt or delay service to others. We ask only that you observe the copy guidelines, and in return we will do our best to meet your requirements.

For copy services, email: Copycenter@hartwick.edu

Copy Guidelines

The Copy/Mail Center must abide by copyright laws. It is the responsibility of the department or the person submitting materials to be copied to obtain and be able to produce the appropriate permission to allow the Copy/Mail Center to make copies. For example, all Hartwick photos must have approval from the Communications department before copies can be made.

Please make sure that all staples are removed from originals and replaced with paper clips. Staples will damage the copier.

For copies of handouts or booklets, please number all originals consecutively.
If you plan to use your own paper, please provide a sample so that we can verify that it will run through our copier without any problems.

Originals with black text boxes will waste toner. To prevent this, change the text box to a lighter shade, such as a deep gray.

Copy/Mail Center charge slips must be completed with an account number and signed prior to any job processing. If you are permitting students to charge copies to your department, they should be provided with your departmental account number. The student’s name and your name must be placed on the charge slip.

Tests/exams should be delivered in sealed envelopes to the Copy/Mail Center Supervisor only – mark the outside of the envelope with the words “Exam” and place a completed Copy/Mail Center charge slip inside. Students are not allowed to accept, deliver, or pick up tests/exams unless prior arrangements are made with the Copy/Mail Center (607-431-4522).

Please contact Office DEPOT OfficeMax for your Blue Book purchases.

Price List for Copy Jobs and Other Services

Service Hartwick
Internal
External
Scanning* *Save paper! Scan to your Hartwick e-mail account.   
8.5 x 11 loose pages – no charge for loose pages Charges may apply for bound pages – contact the Copy/Mail Center  Charges may apply – contact the Copy/Mail Center
Binding 1.5” / 2” comb size 1.02 / 1.39  1.00 
Laminate per 8.5 x 11 sheet  1.00 1.00
Stapling – standard or saddle stitch (inquire in advance of page count limit 0.01 per Staple  0.01 per Staple 
3 Hole Punch No Charge  No Charge 
“Z”, “C” or bi-fold  No Charge  No Charge 
Paper pads, glued at top  FREE!  $0.50 small pad
$1.00 large pad 

 Black/White Requests:

8.5×11 – standard 20# white or pastel paper  0.02  0.03 
8.5×11 – glossy 32# white premium paper  0.04  0.05 
8.5×14 – standard 20# white paper  0.03  0.04 
11×17 – standard 20# white paper  0.04  0.05 
11×17 –  glossy 32# white premium paper  0.08  0.10 

Color Requests:

8.5×11 B&W/Color – standard 20# white or pastel paper  0.30  0.37 
8.5×11 B&W/Color – glossy 32# white premium paper  0.34  0.36 
8.5×14 B&W/Color – standard 20# white paper  0.16  0.18 
8.5×14 B&W/Color – standard 20# white paper  0.46  0.53 
11×17 B&W standard 20#  0.21  0.24 
11×17 B&W – glossy 32# white premium paper  0.24  0.27 
11×17 COLOR standard 20#  0.75  0.85 
11×17 COLOR – glossy 32# white premium paper  0.80  0.90 
Operator assistance with design, importing and exporting files, etc.  No charge during business hours. Overtime will be billed after hours  $20 per 20 minute increment during business hours 

Office Supplies: *Prices are subject to change

Case Standard 8.5 x11 20# white paper (10 reams)  27.23  NA 
Ream HC letterhead – 500  23.32  NA 
Ream HC 2nd page – 500  23.32  NA 
Box HC standard envelopes – 500  43.60  NA 
Single HC mailing label / 6 per sheet  0.46 / 2.79  NA 

*Price List Notes

  • To qualify for Hartwick pricing, you must have a current Hartwick WICKit ID card, which you can use for payment.
  • Prices are fixed for all quantities.
  • When ordering from Office Max, for proper delivery, please indicate both your building name and office room number. All OfficeMax returns will be picked up at their original drop-off location.
  • Remember to recycle your empty printer/fax/copier ink cartridges by using the shipping box and the return label inside the box. Bring them to the Copy/Mail Center for proper processing.

Poster Printing

The large poster printer is located in Clark Hall Room 138, within the Copy Center.

To schedule your poster printing needs, please view the online Poster Printer calendar page. Navigate to the “Week” tab to view time slots available Monday-Friday between 8:00 a.m. and 5:00 p.m. for each poster request. E-mail your preferred time slot(s) to clarkposterprinter@hartwick.edu. The calendar will be updated with e-mailed requests on a first come-first serve basis. You will receive an e-mail confirmation giving your time slot(s) and estimated turn-around time(s) and verifying parameters about your poster (listed below). Turn-around time will usually be the same day or the next day.

  • Please save your file as an Adobe pdf file (*.pdf file extension), to preserve design format, before submitting your print request.
  • The Copy Center is open Monday-Friday, 8:00 a.m. to noon and 1:00 to 5:00 p.m.
  • The e-mail address for poster printing is clarkposterprinter@hartwick.edu.
  • For poster printing questions, scheduling, and requests, call 607-431-4522.
  • The printing cost is approximately $1.75 per square foot for Matte flat finish (only).
  • When submitting your poster request, please indicate:
    1. Pickup date
    2. Time slot for printing
    3. Your name
    4. Your e-mail address
    5. Your phone number
    6. Department account number
    7. Poster dimensions (maximum 43″ in one dimension)
    8. Color or black and white (select one)
    9. Margin size top/bottom in inches
    10. Margin size side to side in inches
    11. Other instructions

 

Mail Services

The Copy/Mail Center is the place to go for your mail jobs (United Parcel Service (UPS) and U.S. Postal Service (USPS) – see guidelines below). Our goal is to do our best to finish your mail jobs correctly and on time. Open to students, faculty, and staff, our service is prompt. Plus, your WICKit card is accepted for payment.

We can work with you on special requests. However, last-minute requests can unfairly interrupt or delay service to others. We ask only that you observe the mail guidelines outlined below, and in return we will do our best to meet your requirements. Please contact us with questions or to plan your next mailing.

Questions about mail services, email: copycenter@hartwick.edu

View current US Postal Service prices and regulations.

The Copy/Mail Center provides services from UPS (including overnight) and the U.S. Postal Service. If you wish to use other carriers, such as FEDEX, arrangements must be made by you directly with the carrier.

Mail (UPS and USPS) Guidelines

At the Copy/Mail Center we can process most first-class mail and UPS. We are a UPS pickup site Monday through Friday, so you do not need to call UPS if you have a call tag or an ARS label (Authorized Return Service). Sorry, we handle only UPS and USPS at this time.

Our postal equipment is capable of sealing envelopes, applying postage according to the weight of each piece, and charging back departments based on account numbers provided.

Facilities staff deliver and pick up mail from the Oneonta Post Office Monday through Friday.

Hartwick return addresses:

From faculty or staff:
Person name
Department or building name (optional)
Hartwick College
PO Box 4020
Oneonta, NY 13820

From a student:
Student name
Hartwick College # [campus box no.]
PO Box 4020
Oneonta, NY 13820

In order to efficiently handle our large volumes of mail, we ask that departments adhere to the following guidelines:

Packages for UPS must be delivered to the Copy/Mail Center by 4 p.m. for same-day shipment. Use street addresses–PO Box numbers are not accepted. For international shipments, the recipient’s telephone number and description of contents are required.

Mail items or pieces for USPS Mail must be delivered to the Copy/Mail Center by 2:15 p.m. for same-day mailing.

Let us know about your large mailings well in advance (two weeks at the minimum) so that we can plan for extra postage and staffing.

  • Separate domestic first-class mail from international air mail.
  • Provide the departmental account number for mailing charges on the front of each bundle of mail. Specify the type of delivery: insured, certified, ground, next day, 2nd day.
  • Do not mix sealed and unsealed envelopes.
  • Flaps of envelopes need to be closed, not nested open and not tucked in.
  • Inserts must be stuffed completely inside envelopes.
  • Clasp envelopes must come to us sealed over the clasp to avoid an extra charge.

If your mail piece has a gloss finish, please affix a label or order mail piece with a flat finish where the postage is to be applied, to prevent smudging of the meter ink, to ensure delivery. Or, ask for pre-printed postage labels for you to apply if postage stamps are not an options.

Since the postage machine does not handle irregular or small-sized postcards very well, please use postage-paid postcards or manually apply postage stamps to these types of postcards.

Roll(s) of stamps are available at the Oneonta Post Office.

Large Mail Jobs

If you have a large mailing, it can be very cost effective to plan an entire mailing through all its stages. From concept, design, printing, fulfillment, and mailing, a knowledgeable professional can save you money, time, and headaches. The Copy/Mail Center or an out-sourced vendor can help with the planning. You should also consider the following in your planning process:

  • Quantity/size of mailing
  • Design of the mail piece and all components – size matters with postage expense. Be mindful what qualifies as a postcard, regular letter size, flat size, as well as thickness.
  • Timeline for the entire project
  • Need for letter merges and/or personalized inserts
  • U.S. Postal Service discounts are available.
  • Service fees are charged for folding, inserting, drop off/pick up, sorting, bundling, tray direct addressing
  • Electronic addressing and other document file formats that are required

Address verification and correction services such as Coding Accuracy Support System (CASS), which verifies addresses as deliverable and bar codes and/or National Change of Address (NCOA) service, which cross checks and corrects addresses with the USPS database. Intelligent Mail Bar Code (IMBC) is required for all USPS package pieces.

While the Copy/Mail Center will be able to handle large prepared first-class mailings, you may want to consider other mailing and service options based upon your mailing requirements. For example, mailings of more than 200 identical pieces may qualify for non-profit standard (bulk) discounts; 500 first-class pieces can also qualify for discounts. These discounts can add up to significant savings. If you have a mailing that qualifies for “bulk” rates, we require that you use outside vendors for mail fulfillment services such as folding, inserting, addressing, and mailing according to U.S. Postal Service guidelines, in order to obtain the discount.

Download the Bulk Mail Job Specification Form

Should We Use “In-house” or “Out-sourced” Mail Services?

Use Copy/Mail Center if:

  • Daily department mail already addressed, in envelopes, ready for postage to be applied according to the weight of each piece (includes first-class mailings less than 200 pieces)
  • Work area for preparing large mailings: a) Mailings less than 200 pieces to be posted in-house, b) Mailings of 200 or more pieces to be marked by out-sourced vendor to qualify for standard non-profit bulk mail rates
  • Production of inserts (photo copying, printing of letter merges/personalized inserts, etc.)

Use Out-Sourced Service Provider if:

  • Bulk mailings in quantity of 200 or more pieces requiring folding, inserting, direct addressing (printing addresses on envelopes), letter merges/personalized inserts from electronic files
  • Verification of addresses as deliverable and bar coding
  • Printing of business reply envelopes/cards, letters, envelopes, and other components for specific mailings
  • Postage using your out-sourced vendor’s mail permit

Out-Sourced Service Providers

If you find that you need the help of an outside service provider, the following list is for your convenience. The Copy/Mail Center does not endorse any one vendor over another – you should shop your job with multiple vendors to get the best service and price. Note: Verify the bulk-mailing USPS Permit number indicia being used is on record with the drop-off mailing Post Office well in advance to avoid delays.

 Vendor  Contact  Services
Curtis 1000
Utica, NY
Terry Tesak
Ttesak@Curtis1000.com
Voice: 800-776-0997 ext. 3595
Cell: 315-664-6969
Fax: 315-735-7988
Design, printing, mail fulfillment 
Immediate Mailing Services, Inc.
Syracuse, NY 
Mark Stagnitta
mstagnitta@immediatemailing.com
Voice: 800-466-4189
Fax: 315-463-6070
 
Mail fulfillment 
PJ Green, Inc.
Utica, NY 
Lisa Darling
LisaD@pjgreen.com
Voice: 315-235-2645
Fax: 315-724-6344
 
Design, printing, mail fulfillment 
Velocity Print Solutions
Scotia, NY 
Tom Husted, Account Executive
thusted@velocitygaincontrol.com
Cell: 607-341-5562
www.velocitygaincontrol.com
 
Design, printing, mail fulfillment 
Chenango Union
Printing-Direct Mail Solutions
Norwich, NY 
mailingsolutions@chenangounion.com
Voice: 607-334-1958
Fax: 607-334-9205
 
Design, printing, mail fulfillment 
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