Central Services

For students residing on-campus only, mail and packages should be addressed "exactly" as follows:

You do not need to put their graduation year, class status, dorm or any other information in the address section.  Packages and mail are sorted by the student's registered name.

Students please be sure to use this addressing as your “Ship to” address for all items you order to be delivered here for you. 

Please be sure your Name is on all packages in the ship to or your package may be returned, recycled or disposed of accordingly.  Please see the policy below.

PACKAGES WITH NO NAME & UNCLAIMED 

Packages that arrive without a name on the shipping label are extensively researched by the Central Services staff to attempt to figure out the recipient.  If this cannot be determined by information on the shipping label the packages are opened to see if they contain information to determine who they are for.  (Once a package is opened it cannot be returned to the sender but can only be recycled or disposed of).  If "no reciepient" can be determined, the packages are held in Central Services 5 days to see if they are claimed by the recipient by coming to Central Services with the tracking number.  

If an unclaimed opened package contains food, it cannot be kept and is disposed of or recycled 3-5 days from receipt at Central Services.  

If an unclaimed package is unopened it is held for 5 days and then returned to the sender if the sender address is available on the shipping label.  If there is no return address on the shipping label, the package will be opened and the items within will be recycled or disposed of accordingly. 

All packages that fall into this category are documented in Central Services for inquiries. 

Students who are missing a package should come to the Central Services service counter as soon as possible with their tracking number to see if we have information on their missing package.  We can "not" research a package without the tracking number.   Students may also email us with the tracking number to check on a package not received.

Packages received at the college at 3:30 pm or after are checked in the next business day!

Off-Campus residing Student Mail and Packages

Students in Off-Campus housing must receive their mail and packages off-campus and are "not" permitted to receive mail/packages at Central Services.  Please do not have your mail or packages sent to the college.

If you have a physical mailbox at your off campus location, you should use that exact address for all your mail and as the "ship to" for your packages.

If your physical off campus address does not have a mailbox you will need to go down to the Chestertown Post Office and get a PO Box with them to receive your mail and packages there.

Students should plan accordingly for the number of packages they get in any given day and should plan to pick them up at the same time.  All received packages for students must be picked up at one time.

Due to space constraints large packages MUST be picked up immediately upon receipt and notifcation via email! 

At the end of the academic year, any mail that is not picked up is recycled the week after the spring semester finals.  Any packages left at the end of the academic year will be reviewed and if the student is not remaining on the campus for summer session, those packages will either be returned to sender, recycled or disposed of.  We do not forward/hold packages.

FOR FACULTY, STAFF & STUDENT ORGANIZATIONS:

The college does NOT deliver packages/mail to the campus (includes, on campus residing students, faculty, staff and student organizations). 

Incoming packages for on faculty, staff and student organizations are sorted in house by the WC Central Services staff and placed in the Departmental self service area for pick up.  Once a package in checked in for you, you will receive an email from:

trackingFREEwashcoll%C2%A0

which means your package is ready for pickup from the Departmental Area.

Please pickup packages within a timely manner, due to space constraints.  We ask that packages get picked up within 24 hours of receipt of notice.  Packages not picked up after three (3) days will be subject to review.

Due to space constraints large packages MUST be picked up immediately upon receipt! 

Incoming departmental mail is to be picked up regularly by each departments designated representative(s). The incoming mail is found in the department’s bin labeled “incoming”. Their respective administrative assistant from their incoming bin picks up faculty mail.

STUDENT CLUBS & ORGANIZATIONS

Policy on ordering items and correct ship to addressing

Because items for student clubs and organizations are considered business packages, there are guidelines that must be followed when ordering items and how they must be addressed.  This policy applies to any student club/organization, staff or faculty ordering items for student clubs/organizations as well.  Please follow this policy.  For ALL student club or organization items being ordered by anyone, the ship to address must be exactly as follows:

Washington College

Name of Club or Organization or Abbreviation - first initial and last name of student that will need to pick up

300 Washington Avenue

Chestertown, MD  21620

Please "do not" put a student's individual name on these packages in the ship to as the first part, it must have the club or organization name/abbreviation as the first part for the name.

When the packages arrive and are checked in, they will be checked in to the name in the ship to and then placed in the Departmental pickup area and will be ready for pickup.  You may send a student representative to pick up the packages/mail from this area.  These items are not kept at the general services/student services window for pickup. 

These items must be checked in as a departmental/business package, no exceptions.  Packages for student clubs/organizations must be picked up as soon as possible upon notification of receipt and will be held no longer than 5 (five) days in the departmental area due to space constraints.

_____________________________________________________________________

SENDING OVERNIGHT ITEMS TO STUDENTS:

We advise that overnight delivery be scheduled for Monday through Friday.  We only have limited Saturday hours during the academic year that are for pickup of items checked in by Friday.  No packages get checked in for issue to student on Saturday or Sunday.  Please use caution when sending overnight (Priority Express) delivery via USPS on Thursday because it may not arrive until the next business day after delivery (Monday).  We only get deliveries Monday through Friday for students.

___________________________________________________________________

PROHIBITED ITEMS

Applies to faculty, staff and students

Grocery, Food Deliveries, Pre-Prepared Food and Perishables

Washington College Central services can NOT to accept grocery, food and or pre-prepared meal deliveries such as Amazon Marketplace, Misfits Market, Hello Fresh, Freshly, Hello Fresh, Dinnerly, Daily Harvest and so on.  Instacart and other grocery delivery services for student are not allowed through Central Services.  We do not allow pre-prepared food or meal services via Central Services.

Since the WC Central Services Department has limited days and hours, it is important that if you send small or medium sized only perishables (such as cookies, flowers, snacks, or anything small that requires refrigeration) to a student that you know the item(s) will arrive Monday – Friday.  The mail and package center are not responsible for incoming packages requiring refrigeration.  Perishable item packages that are allowed as mentioned above must be picked up by the end of the day that the student/faculty/staff member receives email notification of the perishable package or the package will be disposed of as there is no cold storage on site.

WHAT TO DO IF I "CAN'T COME GET MY PACKAGE

If your student cannot get here during our current open hours for special reasons, we can make special arrangements for mail or package pickup around those hours any time between 8:30 am and 4:30 pm, Monday through Friday and 9:00 am to 12 Noon on Saturdays during the academic year only.  If a student needs a special arrangement they should call Central Services 410-810-7112.

Students are permitted to have a friend or roommate come pick up their packages and mail.

Central Services does not accept:

Large outbound packages for shipments on Friday’s due to space constraints.

All large outbound packages must be brought over Monday through Thursday.

SPECIFIC INCOMING PROHIBITED ITEMS

(applies to faculty, staff and on-campus residing students)

In an effort to remain aligned with the United States Postal Service policy and to reduce our liability, we will be implementing the following policy on December 1, 2021:

Washington College prohibits the receipt or shipment of the following via the Washington College Central Services department:

• Controlled substances 

• Alcohol 

• Marijuana (medical, synthetic or otherwise)

• Tobacco

• Any items containing THC

• Weapons/Ammunition/Explosives/Firearms 

If a package arrives at Central Services with any of the above items, the item will be isolated and the appropriate campus authority will be notified to handle notification to the recipient.  The item will then be returned to sender.

Central Services and/or other college officials reserve the right to open any suspicious package or mail.

Central Services does not handle/distribute student giveaways, gift exchanges, etc.  Those must be handled by the department or organization who is sponsoring the project.

Are you missing a package (tracking shows it is delivered to the college)?

(Applies to faculty, staff, student organizations and on-campus residing students)

If you are expecting a package that is long overdue or the tracking shows it was delivered to the college and you have not been notified it is here ready for pickup, Central Services will do their best to help you locate it.  Please email us at central_servicesFREEwashcoll with the following information so that we can assist you:

1. Who the package was from

2. The exact TRACKING NUMBER of the shipment

3. A description of WHAT was in the package

Central Services will do their best to locate your package, however please be mindful that packages do get lost in transit etc. and you will be advised on how to proceed if your package was never actually received by us.

PACKAGES THAT DO NOT HAVE A NAME OR DEPARTMENT NAME ON THEM?

It is important to be "sure" your Name is on all items shipping to you so please be sure it is in the ship to address when ordering or on the shipping label if you, family or friends ship you something.

Packages that arrive with no name at WC Central Services with no name on them are held no longer than 5 days and are then returned to sender.  If you have checked tracking or the sender indicates your package has arrived here, please email us with the tracking number so that we can follow up and let you know the status of the package.

Students - What happens to my mail and packages during the summer session at Washington College or if I am graduating?

Central Services does not hold mail or packages or forward mail or packages for those students leaving to any off-campus location during the summer months or for graduates.   It is important that you change your address for any vendors, businesses, and organizations that you get mail or packages from especially for places where you get auto deliveries.  Any mail or packages received for students who are not residing on-campus during the summer months will be returned to sender.  

IMPORTANT:  If you have received notice for any mail or packages prior to your exit from campus, please be sure to stop by Central Services and pick those up before you leave or the packages will be returned, recycled or disposed of if not picked up by commencement, unless you are officially remaining on campus for the summer.

We also suggest that you fill out a change of address online with USPS if you are leaving the college soon: 

https://moversguide.usps.com/mgo/disclaimer?referral=UMOVEhttps://moversguide.usps.com/mgo/disclaimer?referral=SEM-exactD-B&kwd=USPSCoA&utm_source=google&utm_medium=cpc&utm_cmpid=13924279596&utm_adgid=123648268934&utm_tgtid=kwd-495563127&utm_locintid=&utm_locphysid=9007971&utm_matchtypeid=e&utm_network=g&utm_device=c&utm_adid=534158518727&utm_adpos=&utm_plid=&gclid=Cj0KCQjwjN-SBhCkARIsACsrBz52hxr1dfn-E_Mb4yP8uFaih1bDDhDRq7nXZm8vVAPlQXUyd4A1_xgaAoCNEALw_wcB

Any mail to be distributed to individual students must be for on-campus residing students only and must have the students name on it and be given to the Central Services staff to check in and distribute to the student(s).

Central Services will only accept and distribute mail items to the on-campus residing students.  Any items larger than envelopes must be distributed elsewhere by the department or organization.

Central Services does not process student mass mailings.

Faculty and Staff - what address do I use for incoming mail or as my ship to address for packages:

Washington College

Department Name or your Name is required

300 Washington Avenue

Chestertown, MD  21620

OUTGOING DEPARTMENTAL MAIL

Faculty, staff and student organizations - how do I make sure outgoing mail I bring over for postage is accounted for properly and ready for the postage metering machine:

All departmental outgoing mail brought over to have postage meter stamped on it MUST have the department name or your name somewhere in the return address of the mailing in the upper left hand side of the mailing.  Please do not write in the upper right hand corner of the mailing as this is where the metering postage stamp goes.  You may also bring over a stack of envelopes to be put through the metering machine if you rubberband them together and put the department name on a note with the mailing.  We can not process mail and run it through the postage metering machine without this information.  Any large group of envelopes brought over to be metered stamp MUST be in the FLAP DOWN position in order to run through the machine correctly please.

Faculty, staff and student organizations- Bringing over multiple items for mailing out:

If you are bringing over multiple envelopes for mailing, they must be postage metering ready.  All envelopes must be in the upright position with the FLAPS DOWN position.  Your name or the department name must be with the pack of envelopes for mailing so that proper accounting can be done for the postage.

POSTAGE & SHIPPING RATES

USPS postage and shipping rates, along with UPS and FedEx shipping rates are subject to each companie's rate changes at random dates/times.  The Central Services Department has no control over these rates and when they change.  Please be aware when budgeting for your mailings and shipping to include the possibility of increases in shipping and postage for any given year.  Central Services does everything possible to secure the best rates/discounts for the college on postage and shipping and when processing outgoing packages for shipping will access and choose the most optimal service for the need along with the best shipping rates.

OUTGOING PACKAGES - SHIPPING SERVICES

The WC Central Services Department can process paid outbound shipping via USPS, FedEx and UPS for outgoing packages as well as charge outbound shipping costs to departmental budget numbers.  We are also a pickup location for outbound USPS, UPS and FedEx packages that you have a pre-paid label on.  Please stop by the Central Services general services window to inquire about these services. 

SPECIALTY LARGE MAILINGS - PERIODICALS - MAILING/PUBLISHING HOUSES ETC. DEALINGS WITH USPS for postage

The Washington College Central Services Department manages and is responsible for reconcilliation of the college's US Postal Services account.  If you need to make arrangements for large mailings via a Mailing/Publishing vendor, you must go through the WC Central Services Department to make these arrangements and not contact the US Postal Service directly.

CANON COPIER/PRINTERS ON CAMPUS

Central Services offers in-house specialty print shop services for the college business for printing, copying, and collating. We also offer poster printing for select sizes. 

Central Services manages all of the Canon copier/printer units on campus in the various departments. 

Service requests for the Canon equipment should always be vetted through this department please by emailing us.

Please do NOT order toner or staples for the Canon copiers/printers - these items are provided within the college's contract and MUST be ordered through WC Central Services by emailing: central_services@washcoll.edu with your supply request.  

Please DO NOT put labels, envelopes or transparencies in the Canon copier/printer units at all!  You can void the warranty of these leased machines by putting these items in them.  These items should only be printed using a college laserjet or inkject printer please. 

Are you moving/changing office locations and need your Canon machine moved with you? 

Since the Canon copier/printers are leased, they can not just be moved by anyone.  If you need your unit moved, please email us at:  central_servicesFREEwashcoll to discuss the move.  Please note there is a fee associated with moving a unit that will be charged to your department. 

Are you changing locations and need to print or copy on the Canon unit in the location you are moving to? 

Since we manage these units, please contact us via email if you have changed locations and need to be able to print to the Canon unit that is local to your new location. 

Do you need to be networked to print to the Canon unit that is local to your location? 

This will require that you put in a Help Desk service request asking that you be networked to the Canon local to your location and that they come install the correct and up to date Canon print driver on your computer.  As well, please email us in case the Canon is coded so we can check to be sure the correct codes are in the unit for you to be able to print and copy.

Print and Copy Specialty Job Requests via Central Services

The Central Services department can do specialty print/copy jobs for college business.  We offer color and black and white printing for the following sizes and weight of paper:

8.5 x 11 - regular and cardstock

8.5 x 14 - regular and cardstock

11 x 17 - regular and cardstock

All print and copy requests should be sent in FINAL PDF format to: central_servicesFREEwashcoll%20

and MUST include a filled out print request form please

WCCS Print Request Form

You must allow at least 24 hours during business hours for all specialty print job requests.

*** Pricing may vary based on cost of materials/ink and is charged ot the departments monthly via the Business Office

***Please allow at least one full working day for these print jobs
You will receive an email from central_services@washcoll.edu
when the print job is ready for pickup
*** All print request must be submitted in final PDF version, we do "not" edit.  The PDF MUST be in the size that you want the print job

Faxing

Central Services is not responsible any longer for faxing on the campus as that function is no longer available on the campus Canon copiers.  Faxing for faculty and staff use is done via e-faxing which each office has access to.  e-Faxing is set up and managed through the Information Technologies Department and any questions of concerns regarding e-faxing should be directed to that department by submitting a Help Desk ticket.  If you need to fax something, please check with the departmental administrative assistant or office manager who should have access to e-faxing to assist you with handling this. 

Paper Ordering (for printing and copying)

Each department or office is responsible for placing their own paper orders via college approved vendors.  For ordering cases of paper, it is best to use Office Basics as they will deliver the cases right to your office/building.  If you order cases from any other vendor the cases will come to Central Services and you will be responsible for coming to pick those up.

Central Services does keep various types and colors of paper on hand for emergencies.  Please email us in these situations with your requests.