- District mail distribution operations come under the Purchasing Department. Our mission is to provide the best interoffice information and mail services management for SCUCISD. In order to provide quality service to all our customers we need your support. This is a team effort. Thank you in advance for your support!
- These procedures are for official business only. Failure to follow the procedures as outlined below may result in return of correspondence for correction. The mail distribution driver is not to receive or transport personal mail. If you have any questions regarding any of the information presented or procedures outlined you may contact our office at 945-6223.
- MAILING PROCEDURES
- WEIGHT/SIZE RESTRICTIONS: Small boxes less than 10 pounds in weight may be sent through district mail. Campuses or departments requiring postage for larger items may contact the district warehouse at 945-6242. They will pick up the package and take it to be weighed and notify the requestor of the price. The requestor shall then process a purchase request for the amount of shipping. The warehouse driver will then take the approved purchase order and the box to be mailed.
- MASS MAILINGS: UPDATE: PLEASE SEE PRESORTXTRA MEMORANDUM. (Exhibit A & B) Please provide our distribution clerk a minimum of three days notice for mass mailings (amount 300 pieces). This will enable us to plan accordingly to support your requirements in a timely manner. Any amount over 300 pieces must be delivered to the mailroom by the campus/department. Mass mailings should be in the mailroom the morning before they need to be mailed. FYI. Mass mailings, i.e. Report Cards and Progress Reports, must all weigh the same. If it is necessary to put extra information in any particular grade level, besides the report card or progress report, that grade level must be separated to insure proper postage is affixed or weighed in advance to insure the weight has not increased . If the envelope needs to be sealed the flap must be down just as it is taken from the box. DO NOT FLIP THE FLAPS ANY MORE!! All mass mailing must arrive in the mailroom in the long plastic containers available at the post office. Nothing else is acceptable, i.e. boxes & bags.
- POST CARDS: Length 5-6 inches, ONLY. Height 31/2-41/4, ONLY
- ENVELOPES: Do not leave thick envelopes open and unsealed. There should be no more than 8 sheets of paper in each envelope in a typical # 10 envelope. The postage machine will not seal thick envelopes properly. Maximum thickness, ½ in. 10 sheets must be sealed with tape across the entire flap.
- When mailing manila envelopes with metal clasps via United States Postal Service, be sure they are sealed correctly before the driver picks up your district mail. The flap must cover the clasp and be SEALED WITH TAPE. The tape must cover the metal clasp. (USPS will not accept this type of mail without being properly taped/sealed. Absolutely, NO STAPLES. This will prevent the envelope from jamming in our postage machine as well as the USPS processing machines). Please do not allow the tape to wrap around the front of the envelope & cover the area where the stamp will go. The ink will smear on the tape.
- US POST OFFICE: Outgoing US mail is taken from Central Office at 3:30 daily to the Schertz Post Office.
- SPECIAL SERVICES
- CERTIFIED MAIL: Provides the sender with a mailing receipt. A delivery record is maintained by the USPS. No insurance provided. Available with First-Class Mail. For an additional fee, certified mail may be combined with return receipt. Fee in addition to postage—$3.30.
- Certified mail forms must be thoroughly complete before being turned into the district mail distribution system for processing. In the top right hand corner, please be sure to write to whom the receipt is to be returned. If extra forms are available in the district mailroom, the mail clerk may provide them upon request. Otherwise, simply ask your USPS mail carrier for some forms.
- RETURN RECEIPT: Available for certified mail. Provides a mailer with evidence of delivery. Also supplies the recipient’s actual delivery address if it is different from the address used by the sender. Fee in addition to postage requested at time of mailing showing to whom delivered, signature, date, and addressee’s address (if different)—$2.70.
- INTRADISTRICT MAIL
- INTRADISTRICT ENVELOPES: Should be used only if they are in good condition. Use ONLY the preprinted interoffice envelopes. These are available in the campus office. Contact the Purchasing Department when more are needed @ 945- 6223 or E-Mail Carmen Soto before 8:15AM. Those that are stapled, layered with tape, have all their spaces filled up or are just hanging together by a wing and a prayer should be recycled or disposed of. Make sure your envelope is clearly marked to whom the information is to be sent in space provided on the form. Use only an envelope whose flap can be sealed by use of tie string. This will prevent your documents from falling out. DO NOT use staples or tape to seal Pony envelopes. Please put name and school/department on the envelope to expedite the process in the mailroom. All 5 spaces should be filled out to ensure delivery to the correct campus/dept.
- DO NOT put personal items in the Pony. The Pony is for official business only.
- Textbooks are NOT to be distributed in the Pony. They are considered inventory and the responsibility of the campuses or departments. Make other arrangements.
- MAIL ROUTE: A copy of the intra-district mail "Pony" route is also available in the campus office. Any changes to this route or times will be posted in sufficient time for planning purposes. The distribution clerk is not allowed to back track. Please have your distribution ready for pick up as per the schedule.
- Your assistance in following these few procedures will help us to better serve the District and its staff and ensure your information goes where you want it to.
Schertz-Cibolo Universal City
Mission Statement: Schertz-Cibolo-Universal City ISD provides a safe, secure and challenging learning environment, through the responsible use of all resources, to afford opportunities for all students to realize their individual potential and to become responsible and productive members of society.