GPISD Mail Guidelines Effective July 1, 2021

Effective July 1, 2021  

The District has purchased metering software for tracking purposes.  This will allow ‘charge back’ expenditures to a campus or department, as needed.   

Inter-School Mail

Information that cannot be sent or accessed via other means, such as Skyward, email, scanning to network or scan to email may be sent via standard inter-school mail provided it does not contain student or employee personal information.    

Standard Inter-school mail sent to the Education Center for distribution must meet the following criteria:   

  • First and last name of the recipient
  • Campus or department name of the recipient

Confidential Inter-School mail may be used for certain types of information that cannot be sent or accessed via other means, such as Skyward, email, scanning to network or scan to email and is not a Cumulative Folder, AAR, 504/RTI/SST or Special Education record.  Confidential Inter-School mail must meet the following criteria:   

  • Sealed in an envelope
  • First and last name of the recipient
  • Campus or department name of the recipient
  • Marked “CONFIDENTIAL, TO BE OPENED BY ADDRESSEE ONLY”
  • Placed in a GPISD Confidential red mailer with first and last name, campus or department of the recipient

Pickup

Inter-School mail will be picked up every other day.  See schedule below:

North:  

Morton, Austin, Crosswinds, Adams, Eisenhower, Fannin, Garcia, Travis, GPHS EC, GPHS, GPFAA, GPCI/Houston, Bowie, Daniels, Crockett, Williams, YWLA, Bonham EEC, Milam, Seguin, YMLA   

South:  

Whitt, Rayburn, Bush, Reagan, Powell, Garner, Moseley, Dickinson, Hill, Johnson, Marshall, Dubiski, SGH, Moore, Zavala, Jackson, Truman, Nature Center, SGPHS EC, SGPHS, Alexander Building  

(GFSC, GLSC & the Education Center are serviced daily.)

Incoming USPS Mail to the Education Center addressed to Campuses   

The USPS delivers to each campus daily.  There should be no USPS first class mail addressed to a campus coming to the Education Center.  Any bulk rate mailers/brochures/catalogs or other “junk” mail items addressed to the campuses will be discarded.  If you have vendors using the Educational Center street or PO Box address to deliver catalogs and you still wish to receive them, you must contact the vendors and enter a change of address so that these mailing are delivered directly to your campus street address.  

Out Going USPS Mail Items   

The minimum processing time on all outgoing mail is 48 hours.  This means that if mail is received on Monday at 10:00 AM, it will be at the USPS local office for delivery through their system no later than Wednesday COB.    

The out time for all USPS mail leaving the District is 12:15 PM.  

Letter Size Envelopes

Letter size envelopes sent for postage must meet the following criteria:    

  • All envelopes that require postage must be sorted with the address side up facing the same direction.
  • The top right-hand corner of the envelope must be left blank to allow for postage.
  • The addressee information must be printed via computer – no hand-written addresses allowed.
  • A GPISD address must be listed in the upper left-hand corner of the envelope (the return address area), and you must enter either your Campus or Department name or TEA number in the return address.
  • Envelopes must be white, cream or buff in color only. Dark colors will make the Indica and barcode information illegible.  
  • The addressee must be within the area shown on page 5. Any address that falls below the example area cannot be process since there barcode area must remain available.  
  • Envelopes should be bundled with rubber bands – do not place them in a separate large envelope.
  • Large volumes of letters can be placed in an envelope size box.
  • Do not mix sealed and unsealed envelopes.
  • NO staples or tape.
  • Do not add your own barcodes on the envelopes.

Over Size Envelopes (Flats)

Over size envelopes sent for postage must meet the following criteria:   

  • All envelopes that require postage must be sorted with the address side up facing the same direction.
  • The top right-hand corner of the envelope must be left blank to allow for postage.
  • The addressee information must be printed via computer – no hand-written addresses allowed.
  • A GPISD address must be listed in the upper left-hand corner of the envelope (the return address area), and you must enter either your Campus or Department name or TEA number in the return address.
  • Envelopes must be white, cream or buff in color only. Dark colors will make the Indica and barcode information illegible.  
  • The addressee must be within the area shown on page 6. Any address that falls below the example area cannot be process since there barcode area must remain available.  
  • The top right-hand corner of the envelope must be left blank to allow for postage.
  • All envelopes must be sealed. Our equipment cannot seal oversized envelopes.   
  • NO staples.
  • Do not add your own barcodes on the envelopes.
  • Any tape used must completely cover the entire length of the flap but must not go beyond the edge of the envelope

Post Cards   

NO Post Cards will be processed.   

Money   

NO form of cash may be sent in inter-school mail or sent via any carrier, i.e., USPS, Fed-EX, ETC   

Flyers  

Flyers (tri-folded paper stapled or taped) will not be processed for postage. All flyer-type materials must be mailed in envelopes.  

Process for FedEx Shipments

The following applies to all FedEx outgoing shipments:  

  • Send an email with the mailing information, RMA if applicable and the budget code for the charges to Dianna Drew (Dianna.Drew @gpisd.org).
  • Do not address the box – the address must be on the air bill and the mail room personnel will complete this for you.
  • Place a copy of the email on the item.
  • Give the item to the District mail clerk.

Process for UPS Shipments  

The following applies to all UPS outgoing shipments:  

  • Send an email with the mailing information, RMA if applicable and the budget code for the charges to Dianna Drew (Dianna.Drew@gpisd.org).
  • Do not address the box – the address must be on the shipping bill and the mail room personnel will complete this for you.
  • Place a copy of the email on the item.
  • Give the item to the District mail clerk.

Certified Mail  

The following applies to all outgoing Certified mail:  

  • The sender is responsible to complete both certified mail forms:  
    • Certified Mail Receipt
    • Domestic Return Receipt   

Cumulative Folders/AARs (Student Records)  

Due to the confidential nature of the contents, Cumulative Folders/AARs may NOT be transferred via Inter-School mail.  All AARs will be transferred within Infolinx only.  Cumulative Folders/AARs are not to be left unattended in the mail room at any time.  

504 Records – SST/RTI  

  • Beginning the 2020-20121 school year all 504 records will be digitized. There will be no paper records to transfer.    

Special Ed Records

  • Beginning the 2011-2012 school year all Special Education records will be digitized. There will be no paper records to transfer.    
  • The Case Management System files will be passed on to the receiving school representative at the Inclusion Specialist Team meeting at the end of year meeting in May.
  • Any questions on transferring records should be directed to Rodney Traylor at extension 5492.

Special Note  

We can insert up to 3 separate pages into envelopes for you, but you must purchase your envelopes from Ashby Printing if you want items inserted for you.  The inserter has specific requirements and envelopes purchased from places like Office Depot, Staples, etc. will not work.  Please contact Dianna Drew for more information on the inserter and its requirements.

Example – Standard #10 Business Envelope

envelope example

Good - Flats (manilla) envelopes

manilla envelopes

 

bad manilla envelope example