3522 - School Express Mail and Delivery Services - Procedure

The San Bernardino County Superintendent of Schools provides mail delivery of materials from District Financial Services and inter-district correspondence to participating county school districts and community colleges. It is a violation of Federal Law to send any correspondence for or from other outside agencies or personal mail, etc. through the courier service.

Districts may participate in the program by entering into an agreement with the San Bernardino County Superintendent of Schools. The term of the agreement will normally be for one year.  The fee schedule will be reviewed and adjusted annually.  Districts may choose to utilize a private contractor for courier services at their own discretion and will be required to contract directly with the private contractor. If SBCSS is providing limited services based on geographical location, a flat fee may be charged and provided in a contractual agreement.

Payment for all services will be processed by a County transfer in December of each year.

Express Mail services may be extended to charter schools on a case-by-case basis. Fees will be determined based upon estimated first year enrollment for new schools plus a mileage fee and will be adjusted annually thereafter based on the annual cost of living allowance (COLA).  Charter schools not on or near an already established Express Mail route will not normally be provided service. Charter schools that participate in the program will do so by entering into an agreement with the San Bernardino County Superintendent of Schools. Service will not be initiated until a purchase order is submitted to the Program Manager, Procurement and Warehouse Services.

SBCSS will contribute towards the total cost of providing internal mail distribution services. County-operated classrooms, including state preschool, and SBCSS program costs will be reviewed and adjusted annually based on the annual COLA.   Payment for services will be processed by a transfer in December of each year.

The San Bernardino County Superintendent of Schools internal pick up and distribution of metered mail is handled through mailrooms at the Roy C Hill Education Center and the Support Center. Internal departments with mass mailings must notify the Warehouse staff in advance or mailing may not be metered until the next business day.

Delivery and pickup of large items including archived records, furniture, and equipment for SBCSS departments and classrooms may be arranged through the on-line Work Order program. In order to provide the best service possible, classroom and office moves should be coordinated as far in advance as feasible. Fees for this service will only be passed on to the requesting department if an outside vendor is used to perform the move.    Materials used during moves (boxes, tape, etc.) may be purchased online through the Stores ordering system.

• In July a list will be published of clients participating in the Express Mail program. The list will then be distributed to each participating organization.
• Delivery and pickup of mail and other correspondence will be made daily to an accessible centralized location at each participating district or community college.
  • Due to the volume of mail generated, correspondence between the districts and the County Office will be limited to one courier bag on payroll days.
  • Mail picked up one day will be delivered the next scheduled day.
  • The complete address including district name, school location name and recipient’s name must be legibly visible.
  • In addition to the courier bag, a limited number of small boxes or manila folders may be used when additional materials are transported.
  • When using recycled envelopes, old names and addresses need to be blocked out on both sides of the envelope.
• Prior notification to the Warehouse Manager is required for large package pickup.
• Delivery and pickup of San Bernardino City USD mail will be at the Roy C. Hill Education Center.
• In December, a holiday schedule will be published outlining dates that Express Mail Service will not be available.

Approved: March 5, 2002
Revised: April 8, 2008
Revised: December 17, 2024

3522 - School Express Mail and Delivery Services - Procedure