Mail Services Guide

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The Mail Services Guide has been created to assist all Orange County Public School departments and schools in the district with the procedures as mandated by the United State Postal Service and various shippers. All mail and packages will be sent in the most expeditious and cost effective manner and will deliver all packages and mail promptly and efficiently.
The guide covers internal mail, courier service, overnight service, parcel service, US Postal Service classifications, specialized delivery services and other information pertinent to help employees develop proper mail processing techniques.

By advising us in advance of your needs and concerns, better services will be provided. We will be happy to assist you whether you are creating a special mail piece, sending a large mailing, require a special service or just need to know how much postage to put on a letter.

For Assistance

For mailing information or requirements, feel free to contact Mail Services at (407) 317-3446. Please let us know how we can better serve you.

MAIL SERVICES GENERAL INFORMATION

Location

Educational Leadership Center
445 West Amelia Street
Orlando, FL 32801

The Mail Center is located on the south side of the building near the loading dock. If you are from a school or satellite location with a large amount of mail or heavy packages come to the loading dock and someone will assist you in bringing them in for processing.

Hours of Operation

The Mail Center is open Monday through Friday from 7:30 a.m. to 4:00 p.m.

Staff

Mail Center Coordinator - (407) 317-3446
Shipping & Receiving - (407) 317-3200 ext 2004172
U.S Mail - (407) 317-3200 ext 2002155

Available Services

Incoming and outgoing US Mail pickup and delivery
Incoming and outgoing courier pickup and delivery
Overnight letter and package shipping and receiving
Automated Standard Mail (Bulk Mail)

Scheduled pickup/delivery times

The following mail schedule is available Monday through Friday:

Courier Mail (ELC location)

Pick Up - 9:00 AM
U.S. Mail

Delivery - 9:00 AM
Pick Up - 2:00 PM

Additional Carriers

UPS

2:00 PM cutoff

FedEx Express

12:00 PM cutoff

FedEx Ground

2:00 PM cutoff

In order to meet deadlines set by the U S Postal Service, mail must be in the Mail Center by 1:45 p.m. If you miss the cutoff time, your material will be sent out the next business day.

OUTGOING MAIL/PACKAGES

Internal or inter-office mail

Courier Mail is defined as internal or inter-office letters or packages being sent to any of the locations served by the Orange County Public Schools Courier Service. This includes all schools, learning communities, transportation depots, Charter schools, etc.

Packaging

Inter-office mail to a specific person or location can be sent using one of the following methods:

Folded with the address on one side
Plain envelope; NOT printed with return address
Courier envelope (Exhibit 1, pg 6)
Small cardboard box

Addressing

Please print or type the address legibly using complete location name (not abbreviation), department name, floor number (if applicable), and first and last name of the recipient as follows: (Exhibit 1)

Location (school, building, area)
Department name (if applicable)
Recipient's full name

When using a number 10 envelope (standard business letter size), use a plain white envelope, not an envelope with the OCPS return address on it. Address the envelope parallel to the short side of the envelope to prevent it being mistaken for outgoing U.S. Mail pieces.

When using courier envelopes or boxes, be certain all previous markings have been crossed out on all sides to ensure proper handling and direction to the intended recipient.

All inter-office items should be sent in an appropriate size and strength envelope and/or box. All envelopes and packages need to be addressed as shown above. Do not use staples to seal envelopes. If you have any question as to whether or not an item can be sent through the courier, please contact Mail Services. No personal mail can be sent via courier.

A group mailing sent via courier, mail going to all locations, all schools, or specific school levels (elementary, middle, high, special schools, etc.) do not need to be individually addressed. If the mailing is to go to a specific position (Principal, Counselor, etc.) print that title on the mailpiece in order for it to be routed appropriately once it arrives at its destination.

Internal Parcels

The addressing of parcels and packages for internal distribution is the same as it is for envelopes. Use full name and exact location. If you have numerous packages, please e-mail [email protected] requesting pick-up and delivery. Keep in mind there is no storage space in the Mail Center. Please give us at least one day notification.

Change Of Address

A change of internal location must be acted upon promptly. Notify the Mail Center via e-mail at [email protected] when there is a change of staff, either a new staff member or when a current person leaves; or if there is a physical location change from one floor to another within the ELC.

Note: Failure to keep the Mail Center updated with changes in staff or location will delay your mail due to misdirection.

EXHIBIT
1

Cancel and Re-Address

U S Postal Service Mail

Outbound mail collected during the day is processed for delivery to the United States Postal Service by 2:00 p.m. from the Educational Leadership Center daily.

Addressing For Success

You will get the best possible service if you:

TYPE the address on the envelope or label
CAPITALIZE EVERYTHING IN THE ADDRESS
Use 2 letter state abbreviations
Eliminate all punctuation(except hyphen between ZIP Code and + 4)
Use common abbreviations
Use Zip + 4 Codes

Make sure the place where you want the mail delivered appears on the line immediately above the city, state and zip code line; i.e.,

123 W MAIN ST STE 400 or P O BOX 125

If both the street address and the P O Box are on the same line, the mailpiece will be delivered to the P O Box.

Specific Format and Address Placement (See Exhibit 2)

The United States Postal Service utilizes optical character readers (OCRs) and barcode sorters (BCSs) to increase the speed, efficiency and accuracy of processing mail. By presenting mail that is machinable and readable Orange County Public Schools is able to benefit from a reduction in the cost of mailing. The following are the Automation Requirements outlined by the Post Office for letters.

Size

Make sure that your letter mail is the proper size. Mailpieces smaller than the dimensions below are not mailable. Letter mail larger than the dimensions is mailable but must be processed through slower, more expensive and less efficient methods at a flat or package rate.

Dimensions

Minimum

Maximum

Height

3-1/2"

6-1/8"

Length

11-1/2"

Thickness

.007"

¼"

Address Location

The OCR looks for the address within a rectangular space on each mailpiece, called the OCR read area (Exhibit 3). All lines of the address should fall within the OCR read area for best results. No portion of the return address should appear in the OCR read area.

Address Lines

Keep address lines in the same order as shown (Exhibit 3). It is necessary to address mail exactly as shown as the OCR reads addresses from the bottom to top; and from right to left. The first part of the address that is read is the zip code. Address should be as complete as possible, including apartment or suite numbers and proper delivery designations such as RD, ST, NW and S.

Return Address

All mail must have a return address located at the left upper corner of the mailpiece.

Address Characters

Capitalize everything, using plain block letters or a sans serif typeface such as Helvetica. Omit all punctuation, except the hyphen in the ZIP + 4 code. Use abbreviations whenever possible

Spacing

The OCR must see a clear vertical space between each character and each word or it won't know where one ends and the next begins. It also needs a clear horizontal space between each line of the address. Clear spaces between words should be at least equal to the width of one full-size character.

Barcode Clear Area

The barcode clear area (Exhibit 3) must remain free of all printing, markings, or colored borders and allow for a clean display of the barcode.

Non-Address Information

Extraneous printing such as advertising copy or company logos should be positioned above the delivery address line. The space below and on either side of the delivery address line should be clear of all printing and markings not actually part of the address.

Foreign Addresses

Foreign mailings should have the country name, printed in capital letters, as the only information on the bottom line. The postal zone, if any should be included with the city. Please bundle foreign mail and attach a note indicating the mail is to be posted with the proper postage amount for the given country. (Exhibit 2)

Window Envelopes

The entire address must always be visible through window envelopes. If part of the address is hidden, the OCR rejects the envelope and sends it off for manual processing. Only the name and address should be visible through the window

Print Quality and Color

The OCR performs best with black ink on a white background. Although certain color combinations are acceptable, it cannot read the address if there is not enough contrast between the ink and paper. Keep the ink as dark as possible and the background as light as possible.

Labels

Labels for use on parcels, packages or large envelopes must be addressed according to the recommended format (Exhibit 2, pg 10). Improperly prepared labels will result in the mailpiece being returned to you for correction and/or completion.

Sealing

Automatic sealing of standard size gummed envelopes for mailing is provided for by Mail Services. Present envelopes to the Mail Center with the flaps turned down. Do not seal with tape. Bundle mail with your work location number written above the return address on the top envelope. Forwarded to Mail Services in this manner allows the envelopes to bypass sorting and are directly moved to the sealing and metering machine.

Flats are to be sealed or secured on all four edges so that they can be handled by machine. If the envelope has a clasp, do not use the clasp; wet and seal as you would a letter-size envelope. Do not use tape or staples. Type the address in all capital letters using the standard format. (Exhibit 2, pg 10) The address is to be placed on the upper half of the envelope. (Exhibit 4, pg 12) This means the address is to be parallel to the short side edge of the envelope or on the far right side if using the longer side orientation in order to be processed by the USPS on automation equipment.

Maximum thickness for letter size envelopes is 1/4". Letter size envelopes (up to 6 1/8" x 11 1/2") over 1/4" thick will be returned to originator for re-enveloping.

EXHIBIT 2

DOMESTIC ADDRESS FORMAT

ORANGE COUNTY PUBLIC SCHOOLS

PO BOX 271

ORLANDO FL 32802-0271

MAUREEN ORNSTEIN

ABC CO

54 SOUTH PEARL ST

NORTHEAST PA 16428-1288

INTERNATIONAL ADDRESS FORMAT

ORANGE COUNTY PUBLIC SCHOOLS

PO BOX 271

ORLANDO FL 32802-0271

MARY JONES

STATION 321

OTTAWA ONTARIO K1A 0B1

CANADA

EXHIBIT 3

Exhibit 3

EXHIBIT 4

Exhibit 4

Exhibit 4A

Special USPS Services

Accountable Mail includes all Certified, Registered, Insured and Overnight mail. Do not place critical mail for these categories in the automated bins, bring these pieces to the Mail Center.

Express Mail - is used for guaranteed overnight delivery to most domestic locations. Use the free address labels provided by the United States Postal Service located in the Mail Center. Envelopes are also available at no additional charge. As with Priority Mail there is an Express Mail Flat Rate available.

Other benefits include:

Money back guarantee for overnight delivery to most locations
Insurance up to $100 included
Can be delivered to a Post Office Box

Priority Mail - should be used for First Class mail weighing over 11 ounces and up to 70 pounds or any other mail under 11 ounces requiring expedited delivery. Priority Mail provides two to three day service between major metropolitan areas. Use Flat Rate Priority envelopes and boxes when possible. These free envelopes and boxes (available in the Mail Center) allow any weight of material up to 70 pounds for the 2 pound rate.

Extra services like Delivery Confirmation, Signature Confirmation, insurance, and other services are available for all Priority Mail shipping.

Registered Mail - the registered mail system is designed to provide added protection for valuable mail. Postage insurance may be purchased to cover articles valued up to $25,000. Registered mail is the most secure mail the Postal Service offers. It incorporates a system of receipts to monitor registered articles from the point of acceptance to delivery. Return receipt and restricted delivery services are available for additional fees. Added security may delay delivery by 24 - 48 hours.

Insured Mail - you can obtain payment for domestic mail that has been lost, rifled or damaged by having it insured. You can buy insurance up to $600 for Third and Fourth Class mail. It is also available for merchandise mailed at the Priority mail or First Class mail rates. Express Mail includes $500.00 insurance at no extra charge.

Certified Mail - provides you with a mailing receipt and a record of delivery is maintained at the recipient's post office for two years. A return receipt provides you with proof of delivery and can be obtained for an additional fee. Certified mail service is available only for First Class Mail. No insurance coverage is provided. A numbered label and completed receipt must be affixed to the mailpiece and a firm sheet is to be filled out and presented with the mail. The labels and firm sheets can be obtained from Mail Services.

Return Receipt - is your proof of delivery. It is available for insured mail, and with certified, registered and domestic Express mail shipments. The return receipt identifies the article number, who signed for it and the date it was delivered. It is not necessary to utilize a return receipt on all certified or registered mailings. Be certain to identify your department on any return receipts so we can route them back to you.

International Mail

Most items are mailable to foreign countries; however, there are certain restrictions. It is important that mailers contact Mail Services to determine the proper classification and documentation required.

If customs regulations are not followed and documentation is not exact, the item will be impounded by customs until the addressee makes arrangements for clearance and the payment of whatever duties required for the release of the item. Custom rules apply the same whether mail is sent by USPS or other couriers.

The last line of any foreign address should be the country name spelled out in capital letters, in English (Exhibit 2, pg 10).

Reply Mail

Business Reply Mail service enables mailers to receive First Class mail by paying postage only on the mail which is returned. We guarantee payment of the appropriate First Class postage plus a handling charge per piece. Printed envelopes are available for purchase in the Mail Center. Add department or person's name to the address to assure delivery when returned.

Standard Mail (also known as Bulk Mail)

The United States Postal Service has begun strictly enforcing the regulation regarding the correction of all addresses in any database used by any mailers. This data must be processed through NCOA^Link(USPS database) and corrected within 90 days of mailing. The reports generated through the software housed in the Mail Center must be included with the mailing. Because of these added restrictions all Standard mail must be processed through Mail Services.

Print to Post

For the convenience of the schools and departments that do mass mailings, both standard (bulk) and first class, Print Services and Mail Services together provide a service called "Print to Post." Send a printing job to Print Services and know it will be sent without you having to do anything else. (See Appendix 5, pg 22 for procedures) The mailpiece will be printed, folded, tabbed, addresses checked for accuracy against the US Postal Service database, and addressed correctly. The postal forms are completed per regulations, and delivered to the Business Mail Entry Unit of the United States Postal Service. This procedure will ensure the mail will be completed in accordance to the USPS latest regulations, addresses will be correct and bar-coded for faster delivery, and money will be saved on postage and on the cost of printing.

Addressing Services

It is possible to have your mail addressed and sent as standard (bulk) mail through the ELC Mail Center even if your mailpiece was printed by someone other than our Printing Center. The only prerequisite is the piece must be US Postal Service compliant. Please contact Mail Services at (407) 317-3446 with questions regarding compliance.

When you begin planning your mailing, call or e-mail the ELC Mail Center so your database can be downloaded and processed through the addressing software. Once the mailing has been received, it will be addressed, sorted, proper paperwork created and delivered to the Postal Service.

Standard Mail Criteria

For all Standard (Bulk Mail) the following criteria must be met:

Mailing must consist of a minimum of 200 pieces.
Pieces must be identical and weigh no more than 16 ounces.
Shape:rectangular.
Dimensions:

Letters

Minimum: 3 ½ inches high, 5 inches long, .007 inches thickness
Maximum: 6 1/8 inches high, 11 ½ inches long, ¼ inch thickness
Must weigh less than 3.3 ounces

Flats

Minimum: 4 inches high, 6 inches long, .009 inches thickness
Maximum: 12 inches high, 15 ¾ inches long, 1 ¼ inches thickness
Must weigh less than 16 ounces

The body of the mail piece may not include anything that advertises, promotes, offers, or, for a fee or consideration, recommends, describes or announces the availability of any product or service, including travel, insurance and credit cards.
Light colored paper and black print are necessary for the mail piece.
All mail must be properly sealed.Non-enveloped mail pieces must be tabbed (secured) to prevent an open edge from jamming high-speed processing equipment used by the United States Postal Service. Paper clips or staples are not allowed.

Contact Mail Services at extension 2003446 or visit the Mail Center for assistance with any special services.

OUTSIDE COURIER SERVICES

Outside Carrier Services

Our national and international carriers are United Parcel Service, Federal Express and the US Postal Service. There are additional city, state and regional couriers available; speak to a Mail Center staff member for information.

Addressing

Complete address with a telephone numbers is very important. A Mail Services request form (Appendix 4, pg 21) must be correctly completed to be certain the material is delivered. Print or type the full address on the reverse side of the form. Time stamp the form prior to leaving the envelope/package in the correct box on the counter. A copy of the printed label with tracking number will be sent to you in the courier.

Post Office box numbers or rural routes are unacceptable addresses for carrier, messenger or specialized delivery services. Only the United States Postal Service can deliver mail to Post Office Boxes.

Envelopes, Packaging and Carrier Selection

The various carriers supply us with various size envelopes and boxes. Pricing of the carrier services are linked to size of envelope, weight, type of service and distance. Mail Service staff will assist you in making packaging selections.

Carrier Selection

Selection of carriers depends on several factors including delivery destination and time required. Selection also depends on whether destination is local, state, regional, national or international.

All carriers (with few exceptions) offer:

Next Morning
By Noon
Afternoon (By 3:00 p.m. or 5:00 p.m.)
Second Business Day

Each of these service levels have different price schedules and not all carriers go to all places within the same time frame.

Within the state and up to about 150 miles an envelope or package will be delivered next day when sent via ground with UPS and FedEx. This constitutes a savings of approximately 70% or better.

Speak to a Mail Service staff member to help determine the best way to send a package or envelope that is time sensitive. Our staff can help send your mailpiece the most efficient and least expensive way.

International Carrier Selection

International carrier service requires special documentation and/or customs declarations. Contact Mail Services for direction in preparing a package or envelope.

Mail Services will assist in determining packaging and courier selections for expedited deliveries. Mailers are asked to indicate delivery requirements on the Mail Services Request form (Appendix 4, page 22). Your department or cost center will be charged back for all costs.

APPENDIX 1

COURIER SERVICES

Distribute the attached mail as follows:

____ per each school

______ per all locations

Other (specify) __________________

Thank you.

Name: ___________________________________________

Department: ___________________________________________

Telephone: ___________________________________________

APPENDIX 2

STANDARD ABBREVIATIONS UNITED STATES AND ITS POSSESSIONS

Alabama

Alaska

Arizona

Arkansas

American Samoa

California

Colorado

Connecticut

Delaware

District of Columbia

Federated States of Micronesia

Florida

Georgia

Guam

Hawaii

Idaho

Illinois

Indiana

Iowa

Kansas

Kentucky

Louisiana

Maine

Marshall Islands

Maryland

Massachusetts

Michigan

Minnesota

Mississippi

Missouri

Montana

Nebraska

Nevada

New Hampshire

New Jersey

New Mexico

New York

North Carolina

North Dakota

Northern Mariana Is

Ohio

Oklahoma

Oregon

Palau

Pennsylvania

Puerto Rico

Rhode Island

South Carolina

South Dakota

Tennessee

Texas

Utah

Vermont

Virginia

Virgin Islands

Washington

West Virginia

Wisconsin

Wyoming

DIRECTIONAL ABBREVIATIONS

North

East

South

West

Northeast

Southeast

Southwest

Northwest

SECONDARY ADDRESS UNIT INDICATORS

Apartment

APT

Building

BLDG

Floor

Suite

STE

APPENDIX 3

STANDARD ABBREVIATIONS FOR STREET DESIGNATORS (STREET SUFFIXES)

Alley

ALY

Estates

EST

Lakes

LKS

Ridge

RDG

Annex

ANX

Expressway

EXPY

Landing

LNDG

River

RIV

Arcade

ARC

Extension

EXT

Lane

Road

Avenue

AVE

Fall

FALL

Light

LGT

Row

ROW

Bayou

Falls

FLS

Loaf

Run

RUN

Beach

BCH

Ferry

FRY

Locks

LCKS

Shoal

SHLS

Bend

BND

Field

FLD

Lodge

LDG

Shoals

SHLS

Bluff

BLF

Fields

FLDS

Loop

LOOP

Shore

SHR

Bottom

BTM

Flats

FLT

Mall

MALL

Shores

SHRS

Boulevard

BLVD

Ford

FOR

Manor

MNR

Spring

SPG

Branch

Forest

FRST

Meadows

MDWS

Springs

SPGS

Bridge

BRG

Forge

FGR

Mill

Spur

SPUR

Brook

BRK

Fork

FRK

Mills

MLS

Square

Burg

Forks

FRKS

Mission

MSN

Station

STA

Bypass

BYP

Fort

FRT

Mount

Stravenue

STRA

Camp

Freeway

FWY

Mountain

MTN

Stream

STRM

Canyon

CYN

Gardens

GDNS

Neck

NCK

Street

Cape

CPE

Gateway

GTWY

Orchard

ORCH

Summit

SMT

Causeway

CSWY

Glen

GLN

Oval

OVAL

Terrace

TER

Center

CTR

Green

Park

PARK

Trace

TRCE

Circle

CIR

Grove

GRV

Parkway

PKY

Track

TRAK

Cliffs

CLFS

Harbor

HBR

Pass

PASS

Trail

TRL

Club

CLB

Haven

HVN

Path

PATH

Trailer

TRLR

Corner

COR

Heights

HTS

Pike

PIKE

Tunnel

TUNL

Corners

CORS

Highway

HWY

Pines

PNES

Turnpike

TPKE

Course

CRSE

Hill

Place

Union

Court

Hills

HLS

Plain

PLN

Valley

VLY

Courts

CTS

Hollow

HOLW

Plains

PLNS

Viaduct

VIA

Cove

Inlet

INLT

Plaza

PLZ

View

Creek

CRK

Island

Point

Village

VLG

Crescent

CRES

Islands

ISS

Port

PRT

Ville

Crossing

XING

Isle

ISLE

Prairie

Vista

VIS

Dale

Junction

JCT

Radial

RADL

Walk

WALK

Dam

Key

Ranch

RNCH

Way

WAY

Divide

Knolls

KNLS

Rapids

RPDS

Wells

WLS

Drive

Lake

Rest

RST

APPENDIX 4

MAIL CENTER SERVICES

Name: _________________________ E-Mail address___________________ Date:_________

Work Location Name: _________________________Work Location #___________

Chargeback to account ____________________/4371___Phone Nbr: _____ ______

Service Type: US Mail __First Class __Express __Priority __Bulk Mail __Automated Bulk Mail

Package Service ___Federal Express Delivery required by

___UPS ________________________________

IF NO SERVICE IS CHECKED ITEMS WILL BE SENT THE LEAST EXPENSIVE WAY.

This information to be completed Mail Service personnel

Pieces__________ Amount $__________Job Completed By: __________Date________

PLEASE PRINT COMPLETE STREET ADDRESS (NO P.O. BOXES) ON THE BACK OF THIS FORM FOR PACKAGE SERVICES. TIME STAMP THIS FORM WHEN LEFT FOR PROCESSING.

APPENDIX 5

PRINT TO POST PROCEDURE

v Develop the mailpiece

v Send mailpiece electronically to the Printing Center at [email protected]

v Copy the Mail Center at [email protected] and include the following information:

Chargeback account number
Include all students or a specific grade level
Is it to be sent to each student or one per family
Mailing date requested

Printing Services and the Mail Center will process a simple job within one week. If there are special requirements or it is an extremely busy time for Printing Services and the Mail Center i.e. two weeks prior to schools opening, additional time may be required.

If there are questions regarding the layout of the mailpiece, contact Printing Services at printingservices@ocps,net or (407) 317-3350. For questions regarding addressing and mailing, contact the Mail Center at [email protected] or (407) 317-3446.