Mail Services
St. Edward’s University Mail Services, managed by Ricoh, provides the campus community with efficient and economical mail solutions and ensures quick and accurate delivery for both incoming and outgoing mail and packages.
Mail Services are a mission-critical component of university business and student residential living, and we are committed to providing the highest level of care and service to the Hilltopper community.
Ricoh provides the following services: Receiving, sorting, and delivery of employee and resident student mail and packages. Outbound mail services including USPS priority and express mailings, metered mailings, and processing of certified mail.
The Mail Services office is located in the Operations Building, Room 104.
Mail Services is committed to a Healthy Hilltop
St. Edward’s University is embracing four COVID-19 community standards and all in-person services will be delivered in environments aligned with and often exceeding recommendations by the CDC, state, and local officials. To learn more about our commitment to safe, personalized, and vibrant experiences for our community, please visit Healthy Hilltop.
Students
Resident Student Mail & Package Delivery
Mail Services delivers all incoming mail/packages to the front desk of each apartment/residence hall between the hours of 2:00 pm and 3:30 pm, Monday - Friday. Mail/packages received by Mail Services before 1:30 pm will be delivered the very same afternoon. Mail/packages delivered to Mail Services after 1:30 pm will be delivered the following business day between the hours of 2:00 pm and 3:30 pm. During high volume/move-in times, please allow up to two business days for mail and packages to be processed and delivered to the front desk of each apartment/residence hall.
Addressing/Processing Mail
Mail Services uses the official SEU student residential roster to sort mail and packages. Once a mail carrier (or Amazon driver) delivers mail/packages to the mailroom, Mail Services scans each piece of trackable mail into a software program. The software allows Mail Services to track the moment the mail/package was delivered to the mailroom to the moment it was picked up, or when it was signed for upon delivery at an apartment/residence hall front desk. In order for the mail team to work efficiently, all letter mail/packages must include the first and last name of the student. Mail and packages sent to names that are not listed in the student resident roster are considered undeliverable and will be returned to the sender/shipper.
To ensure proper delivery, please use the following address format. We will look you up by name and deliver to the correct apartment/residence hall front desk.
First, Last Name
3001 S. Congress Ave.
Austin, TX 78704
Package Delivery Notifications
After Mail Services has delivered mail/packages to the apartment/residence hall, the Residence Life front desk staff will begin their package intake process. Once your package is ready for pickup, the Residence Life front desk staff will notify you via email.
Sending Outgoing Mail & Packages
Mail Services offers outbound mail and package services via USPS, FedEx, and UPS. Mail and packages should be packaged and ready to ship when they are brought to Mail services. Mail Services does offer the following free shipping envelopes & boxes. Mail Services accepts payment via Credit, Debit, and Apple Pay. Mail Services does not accept cash payment at this time.
- USPS Priority Mail Flat Rate Envelope – L:12-1/2” x W: 9-1/2” x H: 1”
- USPS Priority Mail Padded Flat Rate Envelope – L: 9-1/2” x W: 12-1/2” x H: 1-1/2”
- USPS Priority Mail Small Flat Rate Box – L: 8-11/16” x W: 5-7/16” x H: 1-3/4”
- USPS Priority Mail Medium Flat Rate Box – L: 11” W: 8.5” H: 5.5”
- USPS Priority Mail Large Flat Rate Box – L: 12-1/4” x W: 12-1/4” x H: 6”
- FedEx Express Envelope – L: 12-1/2” x W: 9-1/2” x H: 1”
- FedEx Express Padded Envelope – L: 14-3/4” x W: 11-3/4” x H: 1-1/2”
- FedEx Express Small S1 Box (Rectangular and Shallow) – L: 12-3/8” x W: 10-7/8” x H: 1-1/2”
- FedEx Express Medium M1 (Rectangular and Shallow) Box – L: 13-1/4” x W: 11-1/2” x H: 2-3/8”
- FedEx Express Medium M2 (Rectangular and Deep) Box – L: 11-5/16” x W: 8-3/4” x H: 4-3/8”
- FedEx Express Large L1 (Rectangular and Shallow) Box – L: 17-1/2” x W” 12-3/8” x H: 3”
- FedEx Express Large L2 (Square and Deep) Box – L: 11-15/16” x W” 8-3/4” x H: 7-3/4”
Outgoing mail in a stamped or postage-paid envelope can be dropped in the outgoing mail slot in the mailboxes located in the Quick Dip or brought to Mail Services on the first floor of the Operations Building, Office 104.
Tips for Students and Parents
- When ordering from Amazon, do not include your apartment or room number in your address. To ensure that your package is safely delivered to you, please address your package using the format shown below. Mail Services is not responsible for packages that are not processed and delivered by Mail Services.
- For missing or late packages, please call or email Mail Services at (512) 448-8588 or mailservices@stedwards.edu to verify that the package was received.
- Always include a return address on all mail.
- If you ordered linens or a care package through Our Campus Market (OCM), please contact their offices at 1(866)847-7365.
- Residents are responsible for updating their addresses with the U.S. Post Office and with the university. To update your address with the university, please visit the "Permanent Address" Task Center in MyHilltop.
- Students should contact Mail Services when expecting medication that requires refrigeration to arrange for prompt pickup.
- Resident students are encouraged to track mail of critical importance such as passports, credit cards, medicine, glasses, etc. via signature confirmation, certified, or registered mail.
- Avoid sending anything of monetary value via standard USPS letter mail.
Junk Mail
In alignment with our sustainability efforts and in order to prevent large amounts of paper waste on campus, Mail Services has streamlined the procedure for sorting the unsolicited mail, or junk mail, it receives. “Junk mail” is unsolicited, standard mail that is addressed to “Occupant” or “Resident.” Once received from the United States Postal Service (USPS), the “junk mail” is removed from the delivery process and recycled.
Students who receive unsolicited catalogs or other unwanted advertising mail can have their names removed from mailing lists by visiting the Data Marketing and Analytics (DMA) website.
Faculty and Staff
Mail Services uses the official SEU employee roster to sort employee mail and packages. In order for the mail team to work efficiently, all letter mail/packages must include an employee name or a department/office. Mail and packages sent to names that are not listed in the employee roster or are not an official department/division are considered undeliverable and will be returned to the sender/shipper.
To ensure proper delivery, please use the following address format.
First, Last Name
3001 S. Congress Ave.
Austin, TX 78704
If you have any further questions regarding mail or packages, please contact Mail Services at MailServices@stedwards.edu
Tracking Incoming Mail & Packages
In most instances, individuals can track their shipped packages using the tracking numbers provided by the delivery courier (USPS, UPS, FedEx, DHL, Amazon, etc.). While Mail Services cannot control the amount of time that takes mail/packages to get from the shipper to the mailroom, Mail Services can only control how quickly mail/packages are processed once they have been delivered to the mailroom.
Mail Services Mail/Package Intake Process
Once your mail/packages arrive at the mailroom, Mail Services then scans each piece of trackable mail into a system. This system allows Mail Services to track the moment the mail/package was delivered to the mailroom, as well as the moment it was picked up, or signed for upon delivery.
Employee Letter Mail Delivery
Employee letter mail is delivered to the departmental mailboxes in the Quick Dip (located in Fondren Hall) at 10:00 AM, Monday – Friday. Employee keyholders are designated for each departmental mailbox. If you have questions about who has a key to your box or which box is assigned to your area, please email business.services@stedwards.edu.
Employee Trackable Letter Mail, Packages, Inter-Campus Mail, and SEU P-Card Delivery
All trackable (mail that contains a tracking number) employee letter mail, packages, inter-campus mail, and SEU issued P-Cards will be delivered to the Smart Lockers in the Quick Dip. Upon delivery to the Smart Lockers, employees will receive an email notification with detailed instructions for pickup. Packages delivered to Mail Services after 2:00 PM will be delivered to the Smart Lockers the next business day.
If your package is too heavy or big to fit in a Smart Locker, Mail Services will Contact you via email to arrange for direct delivery.
Sending Outgoing Inter-Campus Mail
Inter-campus mail can be dropped in the outgoing mail slot in the Quick Dip, or brought directly to Mail Services. For your convenience, Inter-campus envelopes are provided in the Quick Dip, as well as in Mail Services.
To ensure proper delivery, please use the following address format.
Date, first and last name of the recipient, recipient department name, the sender first and last name, sender department name.
Sending Outgoing Letter Mail & Packages
Mail Services offers outbound letter mail and package services via USPS, FedEx, and UPS. Mail and packages should be packaged and ready to ship when they are brought to Mail services. Mail Services does not sell shipping supplies, but we do stock and offer the following free shipping supplies.
- USPS Priority Mail Flat Rate Envelope – L:12-1/2” x W: 9-1/2” x H: 1”
- USPS Priority Mail Padded Flat Rate Envelope – L: 9-1/2” x W: 12-1/2” x H: 1-1/2”
- USPS Priority Mail Small Flat Rate (Rectangular and Shallow) Box – L: 8-11/16” x W: 5-7/16” x H: 1-3/4”
- USPS Priority Mail Medium Flat Rate (Rectangular and Shallow) Box – L: 11” W: 8.5” H: 5.5”
- USPS Priority Mail Large Flat Rate (Rectangular and Shallow) Box – L: 12-1/4” x W: 12-1/4” x H: 6”
- FedEx Express Envelope – L: 12-1/2” x W: 9-1/2” x H: 1”
- FedEx Express Padded Envelope – L: 14-3/4” x W: 11-3/4” x H: 1-1/2”
- FedEx Express Small S1 (Rectangular and Shallow) Box – L: 12-3/8” x W: 10-7/8” x H: 1-1/2”
- FedEx Express Medium M1 (Rectangular and Shallow) Box – L: 13-1/4” x W: 11-1/2” x H: 2-3/8”
- FedEx Express Medium M2 (Rectangular and Deep) Box – L: 11-5/16” x W: 8-3/4” x H: 4-3/8”
- FedEx Express Large L1 (Rectangular and Shallow) Box – L: 17-1/2” x W” 12-3/8” x H: 3”
- FedEx Express Large L2 (Square and Deep) Box – L: 11-15/16” x W” 8-3/4” x H: 7-3/4”
Please note: If you use one of the envelopes or boxes listed above, you will need to use the corresponding shipping service. Example: Priority Mail and FedEx Express.
Sending Outgoing University Related Letter Mail
Pre-posted outgoing letter mail can be dropped in the outgoing mail slot in the Quick Dip, or brought directly to Mail Services. Outgoing letter mail requiring postage will need to have the department area FOAPAL attached or written on the envelope/s in order to ensure accuracy.
For large quantities of metered letter mail, contact Mail Services to discuss options and procedures. The university also has relationships with groups that provide bulk mail services. More information about print and related bulk mail can be found here.
Sending Outgoing University Related Packages
Packages should be packaged and ready to ship when they are brought to Mail Services.
- USPS (United States Postal Service): Employees must provide a department area FOAPAL to be charged.
- FedEx: The University has access to discounted pricing with FedEx Shipping. Many departments on campus have their own FedEx Shipping account and can use that account number to create shipping labels.
- Packages with prepared FedEx labels can be dropped off in the FedEx Express Dropbox in the Quick Dip, or brought to Mail Services.
- If you have an existing FedEx account and need assistance creating labels for your ready-to-ship packages, please contact Mail Services directly. Mail Services can look up your account and create FedEx shipping labels for you. If you do not have a FedEx shipping account and would like to set one up, please contact business.services@stedwards.edu.
Payment Options for Sending University Related Mail & Packages
Employees can pay with their departmental FOAPAL. Please see the list of Shipping and Postage FOAPALs for each area/department. It is strongly encouraged that you confirm the FOAPAL with your supervisor. Please contact businessservices@stedwards.edu with FOAPAL updates or questions.
Payment Options for Sending Personal Mail & Packages
Mail Services accepts payment via Credit, Debit, and Apple Pay. Mail Services does not accept cash payment at this time.
Smart Lockers
All trackable mail and packages are delivered to a Smart Locker in the Quick Dip for convenient and easy pickup. Upon delivery to the Smart Lockers, employees will receive an email notification with detailed instructions for pickup.
If you are working remotely or unable to pick up directly from the Smart Locker, you can forward your Smart locker email (which contains a PIN number to open your assigned locker) to a friend or coworker who can pick it up on your behalf.
After a package is assigned to a Smart Locker, you have 5 days to pick up your package. Once the 5 days have passed, your assigned Smart Locker will expire. Mail Services will then collect your package from the expired Smart Locker and return it to the Mailroom. Your package will then be held in the mailroom for an additional 5 business days for pick up. If you still haven’t picked up your package after the additional 5 business days have passed, Mail Services will return your unclaimed package to the shipper/sender.
Please note: Smart Locker and Return to Mailroom emails are sent daily for your convenience.
If you would prefer for Mail Services to mail your package to another address, please email mailservices@stedwards.edu a prepaid shipping label. Links to USPS (United States Postal Service), FedEx, and UPS are listed below for your convenience.
- USPS: https://www.ups.com/us/en/help-center/packaging-and-supplies/supplies-forms/labels.page
- FedEx: https://www.fedex.com/en-us/shipping/create-shipping-label.html
- UPS: https://www.ups.com/us/en/help-center/packaging-and-supplies/supplies-forms/labels.page
When the expired Smart locker package is brought back to the Mailroom, if there is no attempt to collect your unclaimed package within the 5 business days, Mail Services will return all unclaimed packages to the shipper/sender.
Please note: reminder Smart Locker and Return to Mailroom emails are sent daily for your convenience.
Frequently asked Questions
Q: What are my options for payment at the Mail Services office?
A: Employees can pay with their area FOAPAL. We have set up a list of Shipping and Postage FOAPALs for each area/department. It is strongly encouraged that you confirm the FOAPAL with your supervisor. Please contact businessservices@stedwards.edu with any FOAPAL updates or questions.
Q: What are the hours of operation for Mail Services during remote operations?
A: Mail Services hours of operation: 8 AM - 5 PM. Mail Services follows the SEU Employee Holiday Schedule and is closed during the following holidays.
Q: What should I do if I have a package on the way and I think it is late? Will I receive an email notification when my package arrives?
A: Individuals should track their shipped packages using the tracking numbers provided by the delivery courier (USPS, UPS, FedEx, DHL, etc.). Employees will be notified when packages are ready for pickup.
Q: What if I am working remotely and can't get to campus to collect my package?
A: Mail and packages can be held at Mail Services in Operations Building for those working remotely. Please contact Mail Services at mailservices@stedwards.edu with questions and concerns.