NPS School/Department Mail Procedures
Norfolk Public Schools is committed to efficient and cost-conscious handling of mail services. It is expected that all schools and departments will adhere to these procedures, or will seek permission from the appropriate Superintendent’s Cabinet-level leader if a special circumstance requires deviation from the procedures.
Outgoing U.S. Mail – Letters, Flyers, Postcards, Bulk Mailings, Etc.
NPS works with a local company called Rocket Direct Communications Inc. to collect, sort and send the school division’s outgoing U.S. mail every day so that we may access lower mail rates available via volume. This includes such items as letters and postcards. This does not include certified mail or items you need to send through FedEx or UPS (see below). Schools and departments should use Rocket for all outgoing U.S. mail, and should not send everyday mail using first-class stamps purchased retail at the Post Office. NPS employees also are reminded that personal mail should not be sent using NPS’ postage system.
1. Sending Everyday Mail
Schools and departments outside of the Central Administration Building: Each day, you will gather outgoing U.S. mail and fill out a Rocket Direct mail ticket. (Please contact the Office of Communications and Public Relations, 628-3459, if you need another copy of the ticket.) On the ticket, you will be required to specify your customer ID, which will be your Munis location code number. Please bundle the mail and ticket together with a rubber band. If you have to create multiple bundles, a ticket must be with each bundle. Our NPS pony mail drivers will collect the mail bundles from you on their normal daily stops. MAIL CANNOT BE POSTED WITHOUT THE COMPLETED TICKETS.
Rocket Direct will post the mail in most cases the same day it is collected from you. If you have outgoing mail that must be posted after your pony run, you may bring it, with a completed ticket, downtown to the CAB mail room on the 7th floor before the Rocket pick up at 2 p.m.
CAB departments: Each day, you will gather outgoing U.S. mail and fill out a Rocket Direct mail ticket. (Please contact the Office of Communications and Public Relations, 628-3459, if you need another copy of the ticket.) On the ticket, you will be required to specify your customer ID, which will be your Munis location code number. Please bundle the mail and ticket together with a rubber band. If you have to create multiple bundles, a ticket must be with each bundle. Department representatives should bring the ticketed bundles to the CAB mail room on the 7th floor no later than 2 p.m. MAIL CANNOT BE POSTED WITHOUT THE COMPLETED TICKETS.
2. Special/Large Mailings
Schools or departments that have upcoming special/large mail projects – 200 pieces or more – should immediately contact Rocket Direct Project Manager Kathy Flores, firstname.lastname@example.org, 463-3292. A secondary contact is Gloria Blanchard, email@example.com, 463-9161.
Schools/departments are urged to contact Rocket at projects’ inception to ensure smooth, successful mailings, and to avoid delays. However, the minimum notice required is five business days in advance. Helpful hints for large mailings:
– It takes extra time and may cost more money if you print labels and send them to Rocket to affix to envelopes. Instead, e-mail Rocket your Excel spreadsheet of names and addresses, and they will print your envelopes for you.
– Do not send pieces of paper such as newsletters folded, stapled and labeled. These do not meet mail standards. Loose paper must be in envelopes.
– If you have a large number of envelopes, make sure they are all stacked facing the same way in the mail trays, and that the flaps are all up or all down.
3. Certified Mail
Certified mail items must be taken to the Post Office directly and paid for using a school or department credit card.
4. Tracking and Billing
Rocket Direct will keep track of the mail coming from each school and department, and will invoice NPS. The bill will be paid centrally, and the Accounting Department will pull the money from each school’s and department’s postage budget. This is similar to the way phone bills are handled now.
5. Overnight Mail
Overnight mail is the most expensive way to send and receive items. Departments wishing to use NPS funds to send or receive items via overnight shipping must receive and keep on file advanced approval from their appropriate Cabinet-level leader.
6. If You Have Questions or Concerns:
Please contact Keenya Tynes firstname.lastname@example.org.