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Central Receiving/Mail Room

Services and Procedures Manual

  • Certified Mail – provides receipt to sender and a record of delivery at the office of addressee. No record is kept in Department of Education Mailroom.
  • Returned Receipts – provides proof of delivery.
  • Priority Mail – all first class mail weighing over 13 ounces.
  • First Class – any type of mail weighing 13 ounces or less.
  • Third Class – printed material weighing less than 16 ounces.
  • Fourth Class – printed material weighing more than 16 ounces.
  • Special Fourth Class Book rate – books of 24 pages or more, at least 22 of which are printed, consisting wholly of reading material (other examples are 16 mm films or narrower widths, educational reference charts, sound recordings, etc.).
  • Library Rate – Specific items loaned or exchanged between schools and colleges or public libraries, (examples are books and sound recordings).
  • UPS – provides the following services:
  • Ground (this is the most common method used by the Department of Education).
  • Federal Express – provides the following services:
  • Express package services – packages under 150 lb..
    • Standard overnight (next business afternoon)
    • Two day (second business day)
    • Express saver (third business day)
  • Express freight services – packages over 150 lb..
    • Overnight freight (next business day)
    • Two day freight (second business day)
    • Express saver freight (up to 3 business days)
Mail Procedures


OFFICE DESIGNEE

It is strongly recommended that a person be designated in each office to deliver the mail to the mail room, to sort the mail, weigh the mail and complete a "Mailing Request" form each day according to the procedures outlined below. This will ensure maximum efficiency in mail processing services.

POSTAL MAIL

Outgoing – Offices within the department should ensure that all mail is received in the mailroom by 3:00 p.m. daily. If the mail is not delivered to the mailroom by that time, it should be retained in the respective offices until the following day. Mail will not be held in the mail room overnight. In order to assure expedient service, each office will sort the mail (postal vs. hand mail and U.S. vs. other countries), weigh the mail and complete a "Mailing Request" form before leaving it in the mailroom. Envelopes must be typed, not handwritten, and addresses must be complete. Postage must be affixed to outgoing personal mail before it is left in the mailroom.

Incoming – Mail will be delivered to the established delivery points within the department each morning beginning at 8:00 a.m. There will be one delivery daily. Agency policies state "The Department assumes no responsibility for receiving or distributing personal mail to employees. Department stationery, envelopes and postage are to be used solely for conducting official business and should never be used for personal matters". Personal mail received in the mailroom will be returned to the sender.

EXPRESS MAIL

Packages being shipped via UPS or Federal Express should be received in the mailroom by 3:30 p.m. daily. If packages are not delivered to the mailroom by that time, they should be retained in the respective offices until the following day. Packages will not be held in the mail room overnight. Each office will weigh the packages and complete a separate "Mailing Request" form for these shipments.

HAND MAIL

Hand mail is available for interagency mail within the city of Jackson and interoffice mail. Hand mail must be stamped "hand mail" if a hand mail envelope is not used. This will help ensure that postage is not placed on hand mail shipments. Again, each office will sort the mail (postal vs. hand mail and U.S. vs. other countries). There will be a one day delivery period for interoffice hand mail.

SPECIAL NEEDS

If you have special mailing needs such as a large mail out, it would be beneficial to all parties involved to inform the mailroom ahead of time so that the needs of your office can be met in a timely manner. Request for pre stamped envelopes should be made by 1:00 p.m. daily.

MAILING ADDRESSES

Postal Mail – To help ensure that postal mail is received at the proper location, it is imperative that the proper address be used. For employees located at the Central High Building, the address to be used is as follows:

Mississippi Department of Education

Central High Building – Room #_____

359 North West Street

Jackson, MS 39201

Or

Mississippi Department of Education

Central High Building – Room #_____

P.O. Box 771

Jackson, MS 39205-0771 

The room number listed in the address should correspond to the room number used by your office as the mail delivery point.

Express Mail – UPS and Federal Express deliveries will be made to the street address.

Mississippi Department of Education

Central High Building – Room #_____

359 North West Street

Jackson, MS 39201

Mike Byrd supervises the mailroom. He can be contacted at 359-2195 if assistance is needed. He will be available to provide training on the established mail procedures as requested.

Mail Out Step by Step

WHITE ENVELOPES: 
1.  Weigh and clearly mark each piece. If you have a stack of envelopes weighing the same and requiring the same amount of postage, you may mark only the top piece of each bound stack. If you do not bind it, you will need to clearly mark each piece.

2.  Seal all standard white envelopes or leave flaps up.

3.  Fill in the appropriate area of the "Mailing Request" form. See figure 1.

 
Figure 1

If you have a large mail out, place a question mark in the "No. Pieces" column and write "please count" in the "Type of Mail" column to alert the mailroom personnel that a count is requested. See figure 2.

      
     

     
    Figure 2

    Note: It is not necessary to carry the totals over to the "Total Cost" column. The mailroom staff processes all "Mail Request" forms on the morning of the next working day. At this time the forms are totaled and the pink copy is placed in the mail slot allocated to each office. 
    Neatly stack mail on the workbench located in front of mail slots.

BROWN ENVELOPES:

1. Weigh and clearly mark each piece. If you have a stack of envelopes weighing the same and requiring the same amount of postage, you may mark only the top piece of each bound stack. If you do not bind it, you will need to clearly mark each piece.

2. Seal all brown envelopes. Do not leave flaps up.

3. Make sure clasps on the brown envelopes are closed properly.

4. Fill in the appropriate area of the "Mailing Request" form. See figure 3.

 
Figure 3  

 
Figure 4

5. If you have a large mail out, place a question mark in the "No. Pieces" column and write "please count" in the "Type of Mail" column to alert the mailroom personnel that a count is requested. See figure 4.

Note: It is not necessary to carry the totals over to the "Total Cost" column. The mailroom staff processes all "Mail Request" forms on the morning of the next working day. At this time the forms are totaled and the pink copy is placed in the mail slot allocated to each office.

6. Neatly stack mail on the workbench located in front of mail slots.

Important Note: If the use of paper clips or binder clips is necessary make sure the clip is placed in the lower left hand corner of the envelope. See figure 5 and figure 6. If the item to be mailed is a bound book, make sure the bound edge is placed at the bottom of the envelope. See figure 7.

 
Figure 5

 
Figure 6

 
Figure 7 

Mailing Request Form

Check List

Make sure the following fields on the "Mailing Request" form are properly filled out:

  • Date of Mailing
  • Bureau of
  • Division
  • Program
  • Employee
  • Phone Number
  • Activity Code
  • Budget Year
  • Fund
  • Reporting Category
  • Sub. Org. (if applicable)
 

Printing Form Check List

Make sure the following fields on the "Work Order for Printing Services" form are properly filled out:

  • Date
  • Division
  • Employee
  • Name of Job
  • Bureau of
  • Budget Fiscal Year
  • Activity Code
  • Fund No.
  • Reporting Category
  • Organization Code
  • Sub-Org. Code
  • Phone Number
  • Special Instructions (Please print neatly when special instructions are included.)
  • Printed Material
  • Check either: One Sided, Two Sided or As Is
  • Check 3 Hole Punch if applicable  -  Note: Add one sheet to total page count for divider sheet.
  • Number of Originals
Note: It is very important to include an accurate count of all pages to be printed.

 

Office of Accounting     P.O. Box 771     Jackson, MS 39205-0771     Phone: (601) 359-3525     Fax: (601) 359-2326
 

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