Campus Post Office

Members of the Judson community living on campus can request a Campus Post Office (CPO) Box for a $10 fee per semester.

ADHERING TO THE FOLLOWING ADDRESSING REQUIREMENTS WILL ENSURE THE TIMELY RECEIPT OF MAIL AT THE CPO.

• Direct senders to use the format shown below, and to include the full legal name, and Judson address:
  FirstName LastName
  Judson University
  1151 N State St
  Elgin, IL 60123
• Folders are monitored and residents who do not check their folder will be sent an email reminder.
• A second email notice will be sent if mail remains in the folder.
• If the folder is still not checked after the third notification, First Class mail will be returned to senders, or forwarded to the student’s home address.
• It is recommended that short-term residents who have a permanent mailing address consider maintaining that address for financial and legal correspondence and utilize paperless statement options from banks. See the “Moving off Campus” section below for important information.
• Mail to residents is to be addressed as shown above using the resident’s first and last name.
• The CPO operates for university business and residents’ personal mail. Mail addressed to a business name will be processed as long as the quantity is within reason and deemed manageable by CPO staff and directors.

• A Judson ID or a government-issued photo ID is required to be shown for package pickup at the CPO.
• When a package arrives, residents will receive an email notification with the subject: A package has arrived for you.
• The package arrived email indicates the package is ready to be picked up at the CPO window as soon as possible.
• CPO may also send an URGENT PACKAGE email if we have received a perishable item, food, flowers, or medication, requiring immediate pick up.
• The CPO cannot be responsible for urgent or special handling packages that arrive during the weekend (Friday after 2pm, Saturday and Sunday).
• When USPS tracking numbers indicate that the package has arrived in Elgin, please expect that the package will arrive at the CPO on the following day.
• To arrange for a package to be picked up by a third party, the addressed recipient must respond to the PACKAGE email, authorizing the CPO to release the package to the person, who will be required to show their photo id at the window.
• Residents whose association with Judson is through their spouse who is a student or employee, may not already be in the Judson database, on contact lists or have an Judson email address to assure delivery of mail.
• Residents going by an alternate name, middle name, nickname, married and maiden name, or have changed their name should verify that both names are in the database.

• When residents move off campus, CPO boxes are immediately closed and any First Class mail left in the box is sent to the domestic address listed in the Judson database. If a domestic address is not listed, First Class mail is returned to sender. On campus mail that has a return address is returned to the sending department.
• Residents can provide updated contact information to the Office of the Registrar.
• Consider USPS regulations when moving on campus to ease the eventual move off campus.
• USPS regulations do not allow residents to use the classic forwarding procedure when moving off campus.
• In order to avoid a disruption in mail service, residents must update their mailing address information with businesses and individuals before moving off campus.
• When residents move off campus, CPO boxes are immediately closed and any First Class mail left in the box is sent to the domestic address listed in the Judson database. If a domestic address is not listed, First Class mail is returned to sender. On campus mail that has a return address is returned to the sending department.
• Faculty/Staff can provide updated contact information to [email protected].
• Updated contact information includes personal email, phone number and permanent address.
• The CPO can forward most First Class mail domestically.

The following cannot be forwarded:

• Packages
• Magazines
• Catalogs
• Advertisements
• Standard
• Non-Profit

• To assure receipt of mail, employees and department staff should verify that an employee’s full legal name, department, and phone extension has been updated in the Judson University database, contact lists, and on the JU website.
• Changes should be verified during the new employee’s first week, at the time of departure for those whose employment is ending, and at the beginning of each semester for all department employee.
• For best results, consistently use official and full names. Mail that indicates a program, abbreviations of a department or named initiative that is different from the current department official and full name may be significantly delayed.
• Aliases, abbreviations, subsections, and variations of the departments or programs receiving mail must be listed in the Judson University database and on the contact lists.
• Mail or packages arriving addressed to anyone not recorded as part of the JU community is not deliverable.
• If a friend or family member’s name is listed as the recipient the CPO, the mail or package may be significantly delayed or returned to sender.

ADHERING TO THE FOLLOWING ADDRESSING REQUIREMENTS WILL ENSURE THE TIMELY RECEIPT OF DEPARTMENTAL MAIL.

Direct senders to address correspondence in the following manner:

Department – Position – FirstName LastName (Position/Title is preferable to name)
Judson University (If four address lines are not available, Judson University may be omitted.)
1151 N State St
Elgin, IL 60123

When employee name is included, use full legal name as it is listed in the Judson database.

Mail received addressed to only Judson University, without indicating the department or employee, may be significantly delayed and may need to be opened by an authorized postal or university employee.

Department/Employee mail is to be monitored or checked daily.

According to USPS regulations, First Class Mail must be delivered to the addressed location.

Departmental mail addressed to former employees will continue to be delivered to the department and cannot be forwarded.

Department staff is responsible for determining if:

• Non-First Class mail is to be kept or discarded
• First Class mail is to be kept or returned to sender

To return First Class mail to sender with the CPO’s help, write “RTS” (in pencil only) on the front of the envelope and deposit it in the departmental mail bin.

The CPO is unable to process return to sender requests if the envelopes are opened, mutilated, or marked with permanent ink.

 The following cannot be returned to sender:

• Packages
• Magazines
• Catalogs
• Advertisements
• Standard mail
• Non-Profit mail

In order to cease receiving mail addressed to former employees, departments may contact senders to update contact information.

Once a week on Friday mornings mail is picked up/dropped off in the following locations in each building:

• Fitness Center – 2nd Floor – Athletics Main Office
• Barton House – 1st Floor – Reception Area
• Administration Building – 1st Floor – Copy Room
• Thompson Center – 1st Floor – Music Office
• University Center – 1st Floor – Mailroom
• Math/Science – 1st Floor – Mailroom
• Harm A. Weber Academic Center – 2nd Floor Library Mailroom
• Lindner Tower – 1st Floor – Mailroom
• Lindner Tower – 2nd Floor – Registrar’s Office
• Lindner Tower – 3rd Floor – Reception Desk
• Creekside – 1st Floor – Reception Desk

Departments Receiving Mail & Packages at CPO:

• Spirit Store
• Campus Safety
• Conference Services
• Fresh Ideas
• Plant Operations
• Student Development

The CPO operates as the receiving department for Judson University.

Packages can be picked up at the CPO window during normal business hours.

The CPO may make deliveries of small packages during the Friday mail run depending on available bin space.

When USPS tracking numbers indicate the package has arrived in Elgin, expect it to arrive at the CPO the next day.

If a department is expecting either a very large volume of packages or a package that requires special handling, notify the CPO by emailing [email protected].

Use the subject line: “PACKAGE ALERT,” and include the following information in the body of the message:

• Expected arrival date and time
• Shipping method (USPS, FedEx, etc.)
• Name and address of sender
• Additional contact information (e.g. cell phone number)
• Any special handling instructions

Departments can address and send mail to commuter students following the standard procedures for sending First Class Mail.

For commuter student addresses, refer to the Judson University database.

Departments can send mail to resident students by hand delivering them to the window attendant.

To send mail to resident students, include the student’s full legal name (First Name Last Name), a return address with the department and first and last name (Department Name – First Name Last Name), and [ON CAMPUS] written on the envelope.

Mail that is not retrieved by the student in a timely manner will be returned to the sender.

Mail going to CPO boxes should be kept separate from outgoing mail and use envelopes that look distinctly different (not letterhead envelopes).

Band together and hand deliver mail being sent to multiple individuals to the CPO window.

Separate and band each type of mail: on campus, domestic, international.

Mail should be sealed and properly addressed, including the full legal name and the sender’s full legal name.

Mail going to CPO boxes should be banded, kept separate and look distinctly different from outgoing mail (not letterhead envelopes).

Mail intended for residents should be dropped in the ON CAMPUS mail slot or brought to the CPO window.

Mail should be sealed and properly addressed, including the resident’s full legal name, and the senders full legal name.

Normal expected delivery time is 1 business day for individual letters.

Allow 2 business days for mass mailings.

Mail intended for faculty, staff, or departments should be dropped in the INTEROFFICE MAIL slot at the CPO.

Mail should be sealed and properly addressed, including the full name of the recipient, the department, and the sender’s full legal name.

Judson University stationary envelopes should not be used for on-campus mail.

An Interoffice Envelope should be used or “Interoffice Mail” should be written on the envelope.

Normal expected delivery time is 1 business day for individual letters.

Allow 2 business days for mass mailings.

Once a week, on Mondays and Thursdays, mail is picked up in the following locations of each building:

• Fitness Center – Upper Level – Athletics Main Office
• Barton House – 1st Floor – Reception Area
• Administration Building – 1st Floor – Copy Room
• Thompson Center – 1st Floor – Music Office
• Math/Science – 1st Floor – Mailroom
• Harm A. Weber Academic Center – 2nd Floor Library Mailroom
• Lindner Tower – 1st Floor – Mailroom
• Lindner Tower – 2nd Floor – Office of the Registrar
• Lindner Tower – 3rd Floor – Reception Desk
• Creekside – 1st Floor – Reception Desk

Mail to be collected on the mail run should be properly addressed and ready to be metered (sealed). CPO reserves the right to refuse to pick up mail that is not properly addressed or sealed.

USPS visits once daily (Monday-Friday) for mail pickup. Mail should be properly addressed.

RESIDENTS

The CPO does not sell stamps, but can meter mail at the window. Cash or check is accepted.

• For return addressing, use the following format:
  FirstName LastName #1
  Judson University (If four address lines are not available, Judson University may be omitted.)
  1151 N State St
  Elgin, IL 60123

DEPARTMENTS

Departmental First Class mail can be delivered via the building mail bins to be metered.

• Outgoing mail must be sorted, separated, and banded by destination (CPOs, Interoffice, Domestic and International) size, type and then placed in the bin with uniform orientation.
• Envelope flaps should be folded to enable sealing by the postage meter.
• Mail with protruding materials will be returned to sender for proper packaging.

RETURN ADDRESSING

For return addressing, consistently identify your department to be billed by using JU Department Stamp GEN42405 available through Gentry. Select Favorites > Custom Stamps > JU Department Stamps.

Stamp department name above Judson University on JU stationary envelope.

• On a plain envelope, use the return address as follows:
  Department
  Judson University
  1151 N State St
  Elgin, IL 60123

Return addresses include the department name coinciding with the Judson Business Affairs Office list of billable departments. Metered mail will be billed to departments on a monthly basis.

Mail without a return address indicating a billable department will be returned to sender.

INTERNATIONAL LETTERS

The CPO will meter and send international letters that contain printed matter only and weigh less than 16 ounces and does not require a customs declaration. Mail being sent outside of the United States and US Territories requires special handling.

INTERNATIONAL PACKAGES

The Judson University Post Office, does not have every capability of a USPS retail counter. CPO will not mail any for international packages or mail destined to APO/FPO/DPO addresses requiring a customs declaration. For complete services, visit the USPS.

Senders are responsible for addressing and packing items.

USPS SERVICES

The CPO can provide the following USPS services for sending packages:

• Priority Mail
• Certified/Registered Mail
• Media Mail

Sending cash or gift cards through the mail is not recommended. USPS recommends money orders.

The CPO recommends visiting the USPS for Express Mail.

VERIFICATION AND TRACKING

Tracking is automatically included with Priority & Express Mail; it is available with 1st class mail for an additional fee.

Visit the USPS missing mail page for information if you have not received a package and wish to track it.

FEDEX AND DHL SERVICES

These services regularly deliver and pick up packages at the CPO.

• CPO does not process outgoing urgent mail or packages requiring overnight, express or 2 day shipping.
• CPO maintains a drop off bin just outside of CPO.
• Prepaid packages to be sent via these services may be dropped off at the CPO.
• It may be necessary for the sender to schedule a pickup with the courier service.
• Please refer to the DHL or FedEx website for specific requirements.
• Individuals can request a UPS pick up for a fee by calling UPS.