MCOE Mailroom Procedures
 

  • Have US Mail and UPS along with shipping form in the mailroom by 2:30 pm. If it arrives in the mailroom after 3:00 pm it will be processed the next day.
     
  • If you have a mailing that is more than 100 pieces please contact Eva (ext. 464) or Oli (ext. 319) before 10 am so adequte time is given to mailroom staff to process your mailing. Before processing over 20 pieces of mailing (e.g. brochures, flyers) be sure to check with mailroom staff if format is okay so that it does not delay delivery from the post office.
     
  • For letter size envelopes: Be sure to neatly stack and rubber band your mailing with address information facing up and all in the same direction. Open all flaps if sealing is needed. Do not over stuff letter size envelopes because when ran through the postage meter the envelopes will not seal or stamp properly.
     
  • Make sure to place U.S. Mail in the right department bin. If your department has various mail codes place mail code in the top right corner of each stack or mail piece.
     
  • Double check to make sure the US, Pre Stamped (mailing that already has postage affixed to mail piece), Inter Office and District mail are not mixed up. Each mailing type has a specific bin or mail slot.
    US Mail - Yellow bins by department
    Pre Stamped Mail  - Purple bin
    Inter Office Mail - Department mail slots
    District Mail - Blue/Green bins
     
  • If your mail piece says "No Stamp Necessary" or has a postage stamp place it in the Pre Stamped (purple bin) bin not the department bins.
     
  • DO NOT put your budget code as your mail code. If you need a new mail code complete a Mail Code Request Form and submit to General Services, Maurene Coloma. 
  • DO NOT leave mail by the postage machine or computer, except UPS. Place in appropriate mail bin or slot.
  • DO NOT put personal mail in the department mail to be stamped.
  • DO NOT use staples to seal your flyers or envelopes.
  • DO NOT combine to and from address information on the same label or location.

*The mailroom does not have a set schedule on when the districts are here to pick up their mail. If it's a time sensitive document please send it through US Mail or some type of courier service.

Click here for instructions on sending Certified Mail.

Click here for UPS Shipping Form.

Click here for Mail Code Request Form.

Click here to download Mailroom Procedures.

Maurene Coloma
831.755.6422 or 831.901.4408

Eva Gutierrez (covers mailroom Monday thru Friday from 9:30 AM - 11:30 AM)
831.755.6464

Oli Burks (covers mailroom Monday thru Friday from 2:30 PM - 4:30 PM)
831.755.0319