The online version of the College Employee Handbook is currently undergoing revisions. For the latest version of the college handbook, please see the College Employee Handbook PDF (updated November 2022).

Mail Services

The Rhodes College Mail Center is located on the lower floor of Burrow Hall and operating hours are 8:00 a.m. to 5:00 p.m. Monday – Friday.

The Mail Center is operated by Ricoh, USA and the staff coordinates and manages all mail services for the entire college - faculty, staff, student organizations, and students, including commuter students.

The Mail Center accepts deliveries from the USPS, Federal Express, UPS, DHL, and Amazon.  Other large or shipments via truck requiring a loading dock should be coordinated with and delivered to Physical Plant.

Commercial Window Services
Students, faculty, and staff may purchase stamps, postage, and other shipping services (UPS, Express Mail, Federal Express, etc.) using cash or credit card during retail business hours 8:00 a.m. to 5:00 p.m. – Monday through Friday.

Departmental services including stamps, shipping services, and metered mail must accompany a Mail Services Request Form to ensure proper billing to a Rhodes departmental account number. 

Student Mailboxes
Students are assigned mailbox numbers, which they will keep for the duration of their time enrolled in the college. Students will receive an email notification when mail or a package is checked in to the Ricoh TRAC system. Students will also receive up to three email reminders for items not yet picked up; reinders are sent every three days.  

To access mail and packages, students scan their Rhodes ID at the kiosk located in the Mail Center lobby to alert Mail Center staff to retrieve their items. A Rhodes ID (or other form of photo identification) and signature are required to check items out of the Center.  

It is important that the student’s complete name and mailbox number is included in the recipient address and should be in the following format:

Rhodes College
2000 North Parkway, Box 1255
Memphis, TN 38112

If students are away from campus for an extended period and wish to have their mail and packages forwarded to their home or other address, they must advise the Mail Services staff of such in writing or via email.  The postage costs for forwarding mail will be assessed to the student’s billing account by the Bursar.

Upon matriculation, students are encouraged to submit change of address or mail forwarding orders with the U.S. Postal Service to avoid delays and additional postage costs.

Intra-campus Mail
To facilitate college business and campus-wide communication, an intra-campus/non-stamped mail service is provided for faculty, staff and students.

  • The correct name and department of the individual addressee must be clearly written on the outside of the mailing piece.
  • When sending information to students please clearly write the name and box number on the outside of the mailing piece.
  • Student box numbers, faculty, and staff departments can be found in the Rhodes Directory.
  • Confidentiality is the responsibility of the sender, and all mail should be placed in sealed envelopes or stapled.
  • Mailing pieces must measure at least 3” x 5”.
  • Multiple communications numbering 30 or more will be distributed by the sender, anytime between 8:30 a.m. and 4:00 p.m. Monday - Friday.
  • The Mail Center has two drop boxes located next to the Commercial Window that will be used for collecting the Outgoing Mail-Postage Affixed, Faculty/staff Mail, and Student Mail.
  • Those organizations or departments that regularly mail multiple communications through intra-campus mail are asked to schedule the distribution of their newsletter or communication pieces with Mail Services.

Note: No money should be placed in the Intra-campus Mail System at any time.

Bulk Mail
To qualify for bulk rates, there must be 200 or more pieces of non-foreign mail, all weighing the same amount. The return address of the college must appear on the front of the mail piece. Each department/mailer is responsible for scheduling bulk mailings with the Marketing and Communications office by filling out a Communications request.

Metered-Bulk Mail
Sealing and metering is a function of Mail Services. The present equipment seals letter-size mail only. Departments are responsible for inserting contents into envelopes. Do not overstuff letter size envelopes. Envelopes containing sheets of paper stapled together must have the paper inserted so that the staple is located in either the upper left or lower left side of the envelope to prevent damage to the campus meter.

If mail requires sealing; be sure not to overlap envelopes. Leave flaps down on all letter mail requiring sealing. Mail already sealed by a department, but requiring metering, must be separated from mail that requires sealing and metering to prevent envelopes from being torn while being processed through the meterhead in the sealing mode.

Permit (non-metered) Mail
All permit mail requires advance planning and coordination with Mail Services. This will assure that money is deposited with the USPS and that proper preparation is achieved.

Package Notification Procedures
Faculty, staff, and departments receiving packages that are too large or heavy for early morning delivery will be notified by phone for pickup arrangements. Students are notified with a package slip that is distributed into their individual mailboxes.

Overnight Package Notification Procedures
Faculty, staff, students, and departments who receive overnight packages/letters will be notified by phone to pick up mail at the Mailroom. This type of mail is considered urgent. It is extremely important that each person is notified immediately on receipt of this class of mail.

Postal Regulations and General Information
Questions concerning postal regulations, design of mailing pieces, or mail preparation should be directed to the Manager of Mail Services at ext. 3239.