Title: Mail Postal and Inter School Procedure

Title: Mail – Postal and Inter School Procedure System: Facilities & Maintenance Process: Mail Delivery Issue Date: 12/8/08 Issue Number: 2 Approved by:Melissa Meister Document author: Mike Casey Phone number: 573-8921 Summary of changes: Reflects management job title changes and reorganization

1. Purpose

To describe the process for mail handling

2. Scope

This procedure applies to Warehouse Delivery personnel and all SLCS District employees

3. Definition of Terms

First Class Mail – Regular US Mail District Mail – Inter-School Mail UPS – United Parcel Service USPS – United States Postal Service Postmaster – United States Post Office Postmaster Fed Ex - Federal Express Bulk Main – Regular Bulk Mail First Class Bulk Mail – Bulk Mail sent at First Class Rate

4. Responsibilities

Warehouse Delivery person – Pick up out-going mail tubs daily from each SLCS facility. Deliver incoming mail daily to each SLCS facility. Prepare bulk mailings

District employees – Follow this procedure for processing out-going mail

Operations Supervisor – Oversee the mail process and provide routing envelopes to District buildings

5. References

6. Procedure

6.1 Daily Mail Processing – District Employees shall:

Mail Procedure 1 of 4 Created by: Mike Casey 11/19/08 6.1.1 District Mail (Inter Building)

6.1.1.2 Place outgoing mail in routing envelope 6.1.1.3 Cross off previous routing information 6.1.1.4 Mark clearly on envelope correct routing of building mail 6.1.1.5 Place envelope in correct section of mail tub located in the main office

Note: 1.) Tubs are picked up once per day at District buildings for routing by warehouse delivery person. Tubs are picked up three times per day at the Administration building. 2.) Urgent deliveries can be made outside of normal pickup time by calling the Facilities and Maintenance department and requesting a special pick up.

6.1.2 U S Postal Mail (Outgoing)

6.1.2.1 Place US Postal mail in section marked US mail inside the mail tub located in the main office 6.1.2.3 US Postal mail will be sent to the US Post Office by the end of the work day if the Post Office is open 6.1.2.4 Personal US Postal mail will be returned if not stamped (employees are responsible for providing their own stamps for personal mail) 6.1.2.5 All US Postal mail not stamped will be stamped by postal machines and charged to the appropriate school/department

6.1.3 Bulk Mail/First Class Bulk Mail

6.1.3.1 See Bulk Mail Procedure

6. 2 Daily Mail Processing – Warehouse Delivery Person shall:

6.2.1 District Mail (Inter Building)

6.2.1.1 Pick up inner school mail from all District buildings 6.2.1.2 Sort all inner school mail by District building 6.2.1.3 Place in incoming section of the mail tubs 6.2.1.3 Ensure delivery to each District building within 24 hours of being picked up 6.2.1.4 Normal times for pickup (within 30 minutes) are as follows:

Mail Procedure 2 of 4 Created by: Mike Casey 11/19/08 High School 7:00 a.m. Early Childhood Center 7:30 a.m. Bartlett Elementary 7:45 a.m. Sayre Elementary 8:00 a.m. Millennium Middle School 8:30 a.m. Centennial Middle School 9:00 a.m. Bus Garage 9:45 a.m. Salem Elementary 10:00 a.m. Brummer Elementary 10:30 a.m. Kent Lake Elementary 11:15 a.m. Dolsen Elementary 11:30 a.m. Hardy Elementary 12:30 p.m. Administration Building 8:00 a.m., 11:00 a.m. 2:30 p.m.

6.2.2 U.S. Postal Mail (Outgoing)

6.2.2.1 Pick up mail from all District buildings 6.2.2.2 Stamp mail with appropriate postage 6.2.2.3 Sort all mail by 2:45 p.m. 6.2.2.4 Deliver US Postal mail to Post Office by 3:00 p.m.

Note: Once mail is delivered to the U.S. Post Office, mail could take up to 4 days for delivery

6.2.3 U.S. Postal Mail (Incoming)

6.2.3.1 Pick up US Postal mail at:

South Lyon Post Office for Kent Lake and Hardy New Hudson Post Office for Dolsen Salem Post Office for Salem

6.2.3.2 Deliver mail to each District building main office

6.2.4 Bulk Mail/First Class Bulk Mail

6.2.4.1 See Bulk Mail Procedure

6.3 UPS/Fed Ex

6.3.1 UPS

6.3.1.1 UPS is handled by each building office. The office shall set up an account with UPS and complete all documentation required by UPS. UPS will provide

Mail Procedure 3 of 4 Created by: Mike Casey 11/19/08 references and assistance with preparing forms at no cost to the building. UPS can be reached at 1-800-742-5877

6.3.1.2 Set up account with UPS

6.3.1.3 Fill out the UPS forms

6.3.1.4 Call UPS for pick up

6.3.2 FED EX

6.3.2.1 FED EX packages must be pre-arranged for a pick up. These arrangements should be made directly with FED EX.

7. Records

Mail Procedure 4 of 4 Created by: Mike Casey 11/19/08