3522 - School Express Mail and Delivery Services - Procedure
Inter-district Courier Services
The 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 County Superintendent of Schools. The term of the agreement will normally be for three years. Districts will be charged for this service based upon prior year’s P-2 average daily attendance and a mileage fee. The fee schedule will be reviewed and adjusted annually. SBCSS will administer and manage contracts for districts receiving courier services through a private contractor. Districts utilizing a private contractor will be charged a flat fee based upon the terms of the contract. Payment for all services will be processed by a County transfer in December of each year.
Charter School Services
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 or prior year’s P-2 average daily attendance for existing schools plus a mileage fee. 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 County Superintendent of Schools. Service will not be initiated until a purchase order is submitted to the Program Manager, Maintenance, Operations, and Transportation.
SBCSS Services
SBCSS will contribute an amount equal to 35.8 percent of the total cost of providing service. County-operated classrooms, including state preschool, and SBCSS program costs will be computed based upon a flat fee and mileage charge. The fee schedule will be reviewed and adjusted annually. Payment for services will be processed by a transfer in December of each year.
The 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 be computed based upon a flat fee and mileage charge. The fee schedule will be reviewed and adjusted annually. Materials used during moves (boxes, tape, etc.) may be purchased online through the Stores ordering system. Payment for these services will be processed by a transfer in December of each year.
Pick-up and Drop-off of Items
- 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/Express Mail Supervisor 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
William F. Roberts IV
Assistant Superintendent
For additional information, please call 909.386.9572.
760 East Brier Drive
San Bernardino, CA 92408