section 1: general information - galena park high school...2. each piece of mail must have the...

Warehouse Services Manual

Galena Park Independent School District

August 2016

WAREHOUSE SERVICES Section Contents Page #

General Information............................................................................................................................................................................................. 2

Warehouse Services .................................................................................................................................................................................. 2

Mail Room and Print Shop ..................................................................................................................................................................... 2

Warehouse Catalog & Order Procedures ................................................................................................................................................... 2

Warehouse Catalog ................................................................................................................................................................................... 2

Order Procedures ....................................................................................................................................................................................... 2

District Mail Requirements and Procedures ............................................................................................................................................... 3

Interoffice Mail ............................................................................................................................................................................................ 3

UPS Shipping Information ...................................................................................................................................................................... 4

Warehouse Special Delivery Requests ............................................................................................................................................... 4

Copy Machine Information ............................................................................................................................................................................... 4

Important Dahill Phone Numbers:....................................................................................................................................................... 5

Copy Center Requests ........................................................................................................................................................................................ 5

Procedures .................................................................................................................................................................................................... 5

Print Job Pricing .......................................................................................................................................................................................... 6

Special Jobs .................................................................................................................................................................................................. 7

Poster Printing Prices ................................................................................................................................................................................ 7

Textbook Inventory Procedures ...................................................................................................................................................................... 8

HCDE Records Management ............................................................................................................................................................................ 8

HCDE Records Management Portal .................................................................................................................................................... 8

Records Retention Schedules ................................................................................................................................................................ 9

Destruction ................................................................................................................................................................................................. 10

Imaging services and cost estimates ................................................................................................................................................ 11

HCDE Contact Information ................................................................................................................................................................... 11

Exhibits .................................................................................................................................................................................................................... 12



August 2016

General Information

You will find the procedures and policies for all of the areas of service that are provided in the warehouse service department in this section. Below is the outline of the staff and their areas of responsibility. The offices at Warehouse Services are open 7am to 4pm daily.

Warehouse Services

Steve Hanson, Manager of Warehouse Services (832) 386-1005 Facsimile Line (832) 386-1427

Lynn Nutt, Coordinator of Warehouse Services (832) 386-1006 Warehouse (orders, errors in shipment, product information) Copy Machines, HCDE Records Policies and Procedures Any questions concerning any of the Warehouse services.

Rick Garland, Warehouse Foreman (832) 386-1007 Shipping and Receiving (including UPS, Courier, and Fed-Express) Special Deliveries Jodi Carmichael, Warehouse Clerk (832) 386-2075 Instructional Material Orders and Distribution

HCDE Records Pickup and Delivery

Mail Room and Print Shop

Rosa Betancourt (832) 386-1067 Anay Ortiz (832) 386-1067 US and District Mail Copy Center

Warehouse Catalog & Order Procedures

Warehouse Catalog

The District Warehouse can provide competitively priced supplies to all GPISD campuses and departments typically delivered the next business day. The warehouse catalog lists all supplies stored by the warehouse along with the unit cost. The Warehouse catalog is online through the District website following the path below: GPISD home page Departments Warehouse Services Warehouse Catalog

Order Procedures

For detailed instructions on completing a Warehouse requisition in TEAMS see Section 15: TEAMS. Warehouse Requisitions that have been entered and submitted through TEAMS will be fulfilled by Warehouse Services upon receipt subject to stock on hand. Warehouse Requisitions do not require Supervisor approval. You can expect delivery of your order the next business day after ordering, however, during the beginning of the school year the delivery times may take longer.

If there is a discrepancy on the order when you verify it, you have two (2) days to return the item to the warehouse for a credit or adjustment. The sooner notification is given of the error the earlier it can be rectified. Items cannot be exchanged if they were ordered in error, they have to be returned for credit and the correct item has to be re-



August 2016

ordered. Include a copy of the pick ticket with the returned items and contact the Coordinator of Warehouse Services. The Warehouse Delivery drivers will not pick up a return until they have received notification from the Warehouse Office.

If you order the last or all of the items in stock, please notify the Coordinator of Warehouse Services in order to ensure that more of those items have been ordered. Also, if you know that you need a large quantity of an item, please let us know so that we can make sure to have plenty in inventory for you or make a special order.

District Mail Requirements and Procedures

In order to assist the mail room to process request and orders smoothly and more efficiently the following procedures listed below should be followed:

Interoffice Mail

1. Have the mailbag ready when the courier arrives and check to make sure that you get all of the mail out. 2. Each piece of mail must have the department or school name on the return address of the envelope or

package. Each piece of mail, including newsletters, must be neatly folded and placed inside of an envelope. 3. Only official school business can be mailed using district postage. 4. All envelopes must have an official return address and/or department notation. The return address should

contain; You campus name or department name then, P O Box 565, Galena Park, TX 77547 5. A large mail out consists of at least 200 pieces of mail. 6. All large mail outs must be ready when the courier arrives or you are responsible for delivery to the mailroom

at the administration building. All envelopes should have the flaps folded down and either all of them sealed or unsealed.

7. A bulk rate mail out is over 200 pieces of mail, but to receive the postage discount, the contents of every envelope must be exactly the same.

8. All bulk rate mail outs must be divided by zip code and stacked neatly with the envelope flaps down, (not tucked inside the envelope) and either all of them sealed, or unsealed. The contents of the envelope must be folded flat and fit completely into the envelope or the mail out will be returned for modifications.

9. You must notify the mail clerk at least 24 hours in advance for a large or bulk rate mail out. You may do this by phone to the District mail room at ext. 1067. All large mail outs must be in the mailroom by 1:00 p.m. to be processed that same day. Do not enter requests in Eduphoria to pick up mail outs as this will result in a delay in processing the mail. ALWAYS CALL.

10. If you receive any mail or correspondence in your mail bag, and that person is not at your location, has moved to another location or has left the district, place a note on the item and return it to us.

11. Any boxes that are to be returned to the sender will not be picked up by the warehouse. Arrangements for pick up must be made by the receiver and the company picking up the box. The pickup may be made from the warehouse if previous arrangements have been made with a UPS delivery request and a request is placed in Eduphoria for the box pick up.

12. The warehouse couriers will pick up boxes for delivery within the district from your location after a special delivery request has been placed in Eduphoria. All boxes must be in the deliver/pick up area at your location and clearly marked with the Galena Park ISD - Quick Glance Dimension Listing ir destination. Contact the Warehouse Foreman at ext. 1007 for Eduphoria requests.



August 2016

13. If you have any questions or need more information you may call the mail room at ext. 1067 or the Coordinator of Warehouse Services at ext. 1006.

UPS Shipping Information

This information applies only to packages that are being shipped at your expense.

1. Prepare your package for shipment and fill out the UPS information form online in Eduphoria. 2. Fill out special delivery request in Eduphoria for the package to be picked up and processed for shipment. 3. Have the UPS information form attached to the package when the warehouse courier makes the pick-up. 4. The actual shipping of the package will be handled at the warehouse. 5. You will receive a copy of the tracking information for your files and for accounting purposes. 6. The Business Office will post the charges to your budget for the shipment.

Warehouse Special Delivery Requests

Any request for a pick-up or delivery will need to be entered into Eduphoria. You will use the help desk tab, pick Warehouse and then special deliveries. Enter all the information in all of the blanks. Please note that if you are filling this request out to pick up Harris County Department of Education (HCDE) records, we will need you to enter the work order number from HCDE in the comments section. All HCDE records are handled through our Force Street Warehouse and the room number for Eduphoria is 1.

There is also the Inter-department Delivery Form, a 3-part NCR form that is not required but can be utilized as a delivery receipt. This form can be obtained from the copy center, filled out and sent with the item to be delivered. Upon receipt the form will be returned for your records.

If you are on a campus, make sure that your Assistant Principal approves your Eduphoria request.

There has been an increase in the number of requests for special pick-ups at Sam’s Club. We are asking that you plan those large orders ahead of time and get them entered into Eduphoria. We will make just one trip to Sam's Club each week on Wednesday afternoon at 1:00pm. We will need for you to either meet us there to pay for your order at that time or pay ahead of time and send us the original receipt so that we can pick up and deliver your order. You may bring your original receipt to the Warehouse Office and it will be returned to you when the order is delivered. All requests will be reviewed and we may contact you to discuss your needs. This will be our schedule for the entire school year and we appreciate your cooperation in this matter.

All Special Delivery requests are subject to the approval of the Manager of Warehouse Services. If you need more information or assistance please contact the Warehouse office.

Copy Machine Information

All copiers that are replaced will now be handled through Dahill Corporation (a subsidiary), yet they will still be Xerox equipment. If a copy machine needs to be moved or relocated contact the Coordinator of Warehouse Services to process this request, do not move or relocate any copiers.

In order to request supplies and place service calls each campus/department is required to set up a log in on the Dahill portal. The Dahill portal has resources that can assist with logging in, ordering supplies and requesting services. If you have further questions or if you experience any chronic service issues, or problems getting supplies



August 2016

inform the Coordinator of Warehouse Services. Processing purchase orders for all copiers will be handled by warehouse services, you will receive a copy for your budget files after they are completed and processed.

Dahill Website: http://www.dahill.com/

Dahill Portal: https://eautoweb.dahill.com/einfo/Gateway/Login?ReturnUrl=%2feinfo%2f

It is imperative that you report your actual Monthly meter readings on the last business day of each month to the Coordinator of Warehouse Services. You may submit the readings via email to [email protected]. Failure to report your actual meter readings may result in your department or campus being charged for overages as there is no official count on file. There may also be a delay in getting replenishment supplies if the readings are not kept current. When reporting the meter readings, make sure that you have your serial number and read the actual meter reading, not the difference since the last reading. You will receive a friendly email reminder when the due date for meter readings is approaching.

The phone numbers for Service and Supplies are different now and are displayed on a tag on the front of all new equipment. There is also a small silver metal tag on each machine that has your machine ID number on it. You will need to use this number for service calls or to request supplies.

Over the past few years, we have also experienced some companies running a scam on copier supplies. If anyone calls and wants to fax you an order for supplies, send their call to the Coordinator of Warehouse Services at 832-386-1006. Xerox or Dahill will not call you to purchase supplies as they are covered in our state contracts.

Important Dahill Phone Numbers: Dahill Service 1-800-750-2411 Dahill Supplies 1-800-413-3526

Copy Center Requests

Procedures

1. Each job should be brought to the Copy Center with a Copy Center Duplicating Request Form (Exhibit 01) attached, forms can be requested at the copy center. If you are on a campus, you may call and request copies of this NCR form.

2. The Copy Center Duplicating Request Form must be filled out completely and have the budget code and budget manager’s signature before the job is started. The form will also require a signature when the copies are picked up after completion.

3. Only paper stock and/or materials that are available through the warehouse catalog will be used. 4. All copy jobs will be processed in the order that they are received. 5. All copy jobs must have the sample verified before completion. 6. All special requests will be handled individually and priced accordingly. 7. Copy center billing is processed at the end of each month and forwarded to the Business office for posting. 8. Copy jobs may take 2 to 3 days depending on the time of year. NCR forms will take a little longer to allow

ample time for drying. The copy clerks will notify you when your job has been completed.



August 2016

Print Job Pricing

Black and White Copies

8 ½ X 11 8 ½ X 14 11 X 17

White Bond - .025 Index - .055

Bond - .045 Index - .075

Bond - .065

3-Hole Punched Bond - .035 Index - .055

Color Paper Laser - .035 Bond - .045 Index - .065

Bond - .065 Index - .085

Transparency .11

Transparency w/ holes .12

Gloss .065

Color Copies

8 ½ X 11 8 ½ X 14 11 X 17

White .32 .42 .52

Index .33

3-Hole Punched .33 .43

Color Paper .35 .45

Transparency .55

Gloss .36 .56



August 2016

Special Jobs

Laminating Binders

8 ½ x 11 .50 ½ $1.50 8 ½ x 14 .75 1 $2.00 11 x 17 .75 1 ½ $2.50 18 x 24 1.00 2 $2.75 Cutting .05 3 $3.00 *Call for custom sizes 4 $4.50 Tabs .045 each Folding jobs .01 per sheet Booklets (stapled, folded) .10 per booklet Booklets-thermal sealed covers $2.00 per booklet Booklets-binding combs *Call for quote Envelope stuffing $0.02 per sheet NCR carbonless 2 part .10 per set 3 part .15 per set 4 part .20 per set *Call for quotes on custom jobs. **Prices effective September 1, 2016**

Poster Printing Prices

26lb Plain Paper 35 lb Heavyweight Coated Paper Heavyweight High Gloss Paper 18 x 24 $4.00 18 x 24 $4.50 18 x 24 $5.50 24 x 24 $5.00 24 x 24 $5.50 24 x 24 $6.50 24 x 36 $6.00 24 x 36 $6.50 24 x 36 $7.50

Lamination of any poster up to 24” wide $1.00 18 x 24 corrugated sign backing w/metal stake $2.00 each+ Plus the cost of the printing of the poster Other custom sizes-call for quote. **Prices effective September 1, 2016**



August 2016

Textbook Inventory Procedures

The Textbook Database can be found on the warehouse services website. Each campus should have a Campus Distribution Report that shows all textbooks currently located at the campus and the status of each book (i.e. Lost, Worn Out, Damaged…). The following procedures should be followed to prepare for textbook inventory:

1. Collect all textbooks from the classrooms. Place them in no more than three bookroom locations. 2. Books must be stack 5 in 5 out, for easy counting. 3. Book must be stacked according to subject and grade level. 4. Book rooms need to be neat and clean. 5. Campuses that agree to have their inventory completed during the last week of school will be receiving an

email to let them know what day someone will be in your area. The ones that did not will need to call/email to schedule and receive appointment.

6. You MUST be present at the time of your inventory, and sign the final count. 7. Please take a preliminary inventory before the warehouse staff arrives. 8. Your end of year inventory will be final the day that it is completed. 9. You will receive a Lost Textbook Report via email after your inventory is completed, once you confirm the

losses you will receive your campus invoice. 10. Textbook fine payments need to be received by the last Thursday in June.

You may also refer to the GPISD Instructional Procedures Manual for more detailed information regarding instructional material adoption, policy, and procedures. This is available from the Senior Director of Curriculum and Educational Support or the Warehouse Office.

HCDE Records Management

Services provided by HCDE are records storage, destruction (both in-house) and from HCDE facility, retrievals, refiles, new material, transportation, and imaging/scanning. HCDE Records Management and Galena Park ISD have been working together for 20 years. The Warehouse Services Department is now the centralized distribution point for all Harris County Department of Education records. We have included some information on records management as well as the HCDE procedures for transferring records, destroying records and an authorization list. These forms are also available online through the HCDE website at HCDE-Texas.org.

HCDE Records Management Portal

HCDE has gone paperless and now all record requests and pick-ups are done on-line through their secure portal. If you do not have a portal log in or have not been trained on the process, contact the Coordinator of Warehouse Services for help to get you set up. The Authorization List Form (Exhibit 02) is required to be submitted in order for personnel in your office or campus to be able to access the HCDE portal. This form can also be found at HCDE-Texas.org. Once submitted with the proper authorization to the Coordinator of Warehouse Services, each individual on the list will be given a user name and password to access the HCDE secure portal for records access. Do not order from HCDE, the warehouse stocks the HCDE storage boxes, item # 20103 in the warehouse catalog, and they must be ordered through a warehouse requisition.



August 2016

The following list is the procedures we have outlined for record management:

Log in and enter your record information in the HCDE secure portal.

Follow all of HCDE guidelines.

Keep records with the same retention periods together in the box, don’t mix different retentions together.

All records for storage or transfer must be in HCDE storage boxes. If you are sending new files to be stored, then fill out an HCDE New Box Transfer Form (Exhibit 03) and attach a copy to one of the boxes before the warehouse drivers pick up your records.

Records that are set for destruction and have not previously been in storage may be placed in a regular cardboard box and an HCDE Destruction Certificate (Exhibit 04) attached with the boxes. A permanent copy of that form should be kept in your department for future reference. Once you receive your work order number from the HCDE secure portal and the records are ready for pick up for HCDE, place a Special Delivery Request in Eduphoria, (note your work order number in the comments area) and the delivery guys will pick up your records and store them at the Warehouse for pick up by HCDE.

Any deliveries of retrieved records will be delivered to the loading dock by HCDE, the warehouse will deliver to your location.

o The box label needs to reflect the information that is inside the box. This information is then duplicated on a transfer form and entered into the HCDE database. This is so you know what is in each box when you need to retrieve it. We are now required to attach barcode labels to all boxes going into storage at HCDE. If you are on a campus, then you may request the number of barcodes that you need from the Warehouse Clerk. If you are located in the Administration Building, the Coordinator of Warehouse Services has barcode labels. Do not request barcodes from HCDE as you will be subject to an extra charge.

HCDE will only release information to authorized school district employees. They will not give information out to parents or former employees. If information has been sent to HCDE for storage, authorized users are the only one who can request to have information returned back to them. If an individual contacts you and you say that the records are at HCDE and they call HCDE, HCDE will direct them back to you.

Records Retention Schedules

These schedules establish mandatory minimum retention periods for records that are usually found in all local governments, regardless of type. No local government office may dispose of a record listed in this schedule prior to the expiration of its retention period. A records control schedule of a local government may not set a retention period that is less than that established for the record in this schedule.

Here is a brief synopsis of the schedules and who should be using them:

Local Schedule SD- Retention Schedule for Records of Public Schools. This schedule is the master for everyone in the school District.

Local Schedule GR- Retention Schedule for Records Common to all Local Governments. This schedule deals with the Business aspects and contains information on financial records and includes specifics on grants



August 2016

and special funding. This would be the second schedule to use for those records no included in Schedule SD.

Local Schedule TX- Retention Schedule for Records of Property Taxation. This schedule is specific to the Tax Office and possibly the Business Office.

Local Schedule EL- Retention Schedule for Records of Elections and Voter Registration. This schedule is specific to those handling elections.

Local Schedule PS- Retention Schedule for Records of Public Safety Agencies. This schedule is for our Police Department

Local Schedule PW- Retention Schedule for Records of Public Works and Other Government Services. This schedule will be for Maintenance, Grounds, Transportation, and Facilities Planning.

We would suggest that you go over the schedule and highlight the records that pertain to your area. These schedules are more detailed as the records we keep now in some instances have become very specific. You can download a copy of the schedule that you need from the Warehouse Services webpage or the Coordinator of Warehouse Services can email you the copies that you need. If you would like a hard copy, send the Coordinator of Warehouse Services an email.

If you have a specific record and cannot find it on one of the schedules, or have a question, send us an email with the information and we will research that information for you.

The local retention schedules can be found at https://www.tsl.texas.gov/slrm/recordspubs/localretention.html and also on the Warehouse Services web page.

Destruction

Destruction of local government records contrary to the provisions of the Local Government Records Act of 1989 and administrative rules adopted under it, including this schedule, is a Class A misdemeanor and, under certain circumstances, a third degree felony (Penal Code, Section 37.10). Anyone destroying local government records without legal authorization may also be subject to criminal penalties and fines under the Public Information Act (Government Code, Chapter 552).

The HCDE Records Center uses the shredding process for destruction of paper, microfilm and magnetic media records. Our records management software monitors all items stored in the records center and initiates the destruction process annually for records held in the center. After the appropriate signatures are obtained from the district, your records are transported to the shredding facility and shredded. When destruction is accomplished, HCDE will send you the completed Records Destruction Certificate signed by school district personnel, the HCDE records technician and the shredding authority. This is a legal document, which serves as your proof, in court if necessary, that the subject records no longer exist.

For records stored on your campus, an authorized school official must begin the process by completing the necessary details and obtaining the appropriate school district signatures on HCDE’s Client Order Form and Records Destruction Certificate. When completing the Destruction Certificate, be sure to include any information you feel might be needed should the records require identification at some time in the future. Email the completed form to the Coordinator of Warehouse Services, the District Representative, to authorize and submit to HCDE. HCDE will provide you with the completed Records Destruction Certificate after the process is completed.



August 2016

Imaging services and cost estimates

Original paper records may be disposed of prior to the expiration of their minimum retention periods if they have been microfilmed or electronically stored pursuant to the provisions of the Local Government Code, Chapter 204 or Chapter 205, as applicable, and rules of the Texas State Library and Archives Commission adopted under those chapters. Actual disposal of such records by a local government is subject to the policies and procedures of its records management program.

All forms are available electronically from the HCDE webpage, the Warehouse Services webpage, or we can email them to you.

HCDE Contact Information

HCDE General Information & Access 832-386-1006

HCDE Records pick up or deliveries 832-386-2075

HCDE customer service email [email protected]

HCDE phone number 713-694-9022

HCDE fax number 713-694-9242

All of the new HCDE policies and procedures may be found on the Warehouse Services webpage along with the forms and retention schedule. If you need more information on the process or need to be trained on the HCDE secure portal process, contact the Coordinator of Warehouse Services.



August 2016

Exhibits

Exhibit 01: Copy Center Duplication Request Form



August 2016

Exhibit 02: HCDE Authorization List Form

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August 2016

Exhibit 03: HCDE New Box Transfer Form



August 2016

Exhibit 04: HCDE Destruction Certificate

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