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Mail Guidelines

Mail guidelines and information for HFM BOCES

Courier Mail:

  • HFM Main Campus: Place any outgoing mail in the proper location for your department before 2:15 PM. Mail placed in “outgoing mail location” after 2:15 might not be picked up until the following day.
  • HFM Main Campus: A significant amount of outgoing mail (20 + pieces) has two options:
    • a. Bring it down to the SLS office next to the mailroom
    • b. Call IRC or SLS (X 4635 or X 4370) and someone will pick it up
  • All HFM Sites: U.S. mail picked up is delivered to the U.S. Post Office the same day
    • Please place a full return address on a regular envelope. The mailroom needs to know which department to bill.
    • If you want the envelopes to be sealed by the mailroom please send envelopes with flaps down. This allows several to be fed through the machine at once.

Certified Mail:

  • Do not affix the certified receipts to the mail – the mail room will do that after it runs through the mailing machine.
  • Fill out the certified receipts and use a paper clip to keep them together with the item of mail.
  • If you need more certified receipts, please contact IRC or SLS (X4635 or X4370)

Misdirected mail:

  • Place in the outgoing location and we apologize for any errors.

Interdepartmental Mail:

  • Label envelopes with the person’s full name (first and last), department, school district/building (full name, not acronym). See example below:
    • Shawnee Glover, Instructional Resource Center, HFM Main Campus
  • Cross off any extra names/locations visible on the envelope so it is clear where the envelope is meant to be delivered.

Envelopes with a metal clasp closure: (U.S. Mail and Interdepartmental Mail):

  • Open the metal clasp and flatten it.
  • Press the flap of the envelope so the envelope stays securely closed.
  • Take a piece of packing tape as long as the envelope is wide and tape the sealed flap closed. Make sure the metal clasp is covered.
  • This will prevent items falling out of the envelopes as well as prevent injury during handling.

Questions or Concerns – please contact Shawnee Glover (X4635)

 

Kristi Beedon, Administrative Coordinator IRC/SLS

August 2021

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