Over the summer, Longwood University's mail services department permanently moved from the post office location on the ground level of the Lankford Student Union to Graham Hall.
According to Director of Mail and Printing Services Tim Trent, the move had been planned for over a year and was "beta-tested" last year.
"I could have done it at any point," said Trent. He said he was prepared to move the location in the spring semester, but the modifications to Graham, previously hosting only printing services, were not fully completed, and he saw "no immediate need."
Beginning construction on the new Student Success Center building between the student union and the library was one of the factors affecting the timing of the move, said Trent. Due to the construction, the loading dock on the side of the student union was rendered inaccessible, and mail carriers or post office workers would have to carry packages from down the street, said Trent. Graham Hall returns the mail service's access to a loading dock.
With the move, the university mail system transitioned to a virtual post office box versus a physical box requiring a combination lock.
"Ultimately, because of declining (First Class) mail volume, many universities have gone back to this system," said Trent, adding packages make up the majority of student mail the office receives.
The barcode system links a student's virtual box number to their L number and email. When mail arrives, a barcode is placed on the package or letter and placed in a gridded cubby system, according to Trent. An automated email is sent to the student recipient, notifying them of the mail's arrival and carries the location of the item.
Trent said the cycle of mail services and exchange is circular, the mail arrives, is held in the facility, then leaves with the owner. Due to the temporary nature of mail, Trent said Graham's smaller facility works because "none (is) intended to remain here.
"It comes in, it goes out the door," he said. "It's rare for people to take over a week to come in."
Trent said the Graham’s crowded lobby was an indicator of the virtual system’s efficiency. He added the long lines are nothing new from the wait time in the old post office.
Graham Hall housed only printing services prior to this year. After three years as the director with both services under different roofs, Trent said it was a "challenge."
"I wanted to coexist under one roof," he said, "Obviously, I can do a better job managing."
He said having both services in one location will allow him to have more direct supervision over employees as well as cross train them to work in both areas.
Longwood Executive Director of Campus Planning, Construction and Real Estate Foundation Louise Waller said, “It is a win/win for both departments. It also leverages new technology to help us maximize work practice efficiencies as well as enhance space utilization.”
According to Waller, the university is “investigating options” for the abandoned post office area “to make sure the space is used to its highest and best potential.”
Trent said the university plans to repurpose the space for faculty offices.
Longwood mail service employees Kristen Smalley (left) and Goldie Jamerson (right) stand in front of the newly modified mailroom in Graham Hall.
A crowd of students wait in the lobby of Graham Hall for their mail, emails in hand.
