Copy & Mail Services

Welcome to the Copy/Mail Center!
The Copy/Mail Center is located in Clark Hall 1st Floor, x4522

Recent Announcements:

To view current US Postal Service prices and regulations click here to learn more or contact the Copy Mail Center at x4522 with questions or to plan your next mailing

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

Blue Books are no longer available through the Copy Center. Please contact Office Max for your Blue Book purchases

Students, faculty and staff can use their WICKit card for payment

The Copy/Mail Center is the place to go for your copy and mail jobs (UPS and USPS - see guidelines below). Open to students, faculty, and staff, our rates are competitive and the service is prompt. External customers can also use our services but at slightly higher rates.

Help Us Help You - Our goal is to do our best to finish your copy/mail 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 only ask that you observe the copy guidelines and mail guidelines and in return we will do our best to meet your requirements.

Hours of Operation - The Copy/Mail Center may be reached at x4522 or send e-mail to Copycenter@hartwick.edu. Hours are Monday through Friday, 8 a.m. to noon and 1 p.m. to 5 p.m. We are normally closed when the College is officially closed.

Copy Guidelines
Price List for Copy Jobs and Other Services
Mail (UPS and USPS) Guidelines
Large Mail Jobs
Do We Use "in-house" or "out-sourced" Mail Services
Out-sourced Service Providers

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 receive and be able to produce the appropriate permission to allow the Copy Center to make copies. For example, all Hartwick photos must have approval from the Communications department before copies can be made.

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

Please number all originals consecutively for copies of handouts or booklets.

If you plan on using your own paper, please provide a sample so we can be sure 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 - like a deep gray.

All work must be signed in and signed out - this it to protect you and the Copy/Mail Center.

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 (x4522).

Price List for Copy Jobs and Other Services

If you need a copy/mail service or supply that is not on this list, please contact the Copy/Mail Center at x4522.

*Price List Notes:

To qualify for Hartwick pricing you must have a current Hartwick WICKit ID card

You can use your WICKit card as payment

Prices are fixed for all quantities.

Mail (UPS and USPS) Guidelines

At the Copy/Mail Center we will be able to process most first-class mail and your UPS. We are a UPS pickup site Monday through Friday so no need to call UPS if you have a call tag or an ARS. Sorry, we only handle UPS and USPS at this time.

Our postal equipment is capable of sealing envelopes, applying postage according to weight of each piece, and charging back departments based on account numbers provided. Facilities staff will deliver/pick up mail from the Oneonta Post Office each day.

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

Mail items or pieces for USPS Mail must be delivered to the Copy/Mail Center by 3 p.m. for same-day mailing

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

Separate domestic mail from international air mail.

Provide the departmental account number for mailing charges on the front of each bundle of mail.

Do not mix sealed and unsealed envelopes.

Do not tuck flaps into envelopes.

Inserts must be completely stuffed inside envelopes.

If you are using clasp envelopes, they must come to us sealed.

If your mailpiece has a gloss finish, please affix a label or order mailpiece with a flat finish where the postage is to be applied to prevent smudging of the meter ink to ensure delivery.

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

Timeline for the entire project

Need for letter merges/personalized inserts

U.S. Postal Service discounts available

Service fees: 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

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, or 500 first-class pieces can also qualify for discounts - the discounts can add up to significant savings. If you have a mailing that qualifies for "bulk" rates, we require that you seek mail fulfillment services from outside vendors. Such fulfillment services include folding, inserting, addressing, and mailing according to U.S. Postal Service guidelines in order to obtain the discount.

Do We Use "In-house" or "Out-sourced" Mail Services?

The following summarizes services available at the Hartwick Copy/Mail Center and those provided by outside vendors so you can easily pick which option works you.

- Use the Copy/Mail Center if you have or are looking for:

Daily department mail already addressed, in envelopes, ready for postage to be applied according to 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-sourcedService Providers if you have or are looking for:

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 vendors mail permit

Out-Sourced Service Providers

If you find you need the help of an outside service provider, the following list is provided 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: The cost of your mailing must be charged to the vendor's mailing permit (not Hartwick's mail permit) and should be reflected on your Purchase Order with the vendor.