TARRY HOUSE, INC.

 

Subject:  Handling and Processing of Mail                 

 

Procedure Number:  B.P. 08

Site: Tarry House Inc. and Respite

 

Issued By: Executive Director

Effective: 12/21/01

Approved By: The Board of Trustees

Revised:  1/6/06; 8/1/07

Reference Policy:

Reviewed:  12/19/02; 12/19/04; 1/6/06; 8/1/07; 1/27/09

 

Standards Reference:

CARF: Sections 1 A, G

ODMH: 5122-30

 

I.                   Policy

 

All Tarry House employees are expected to follow all agency policies when sending mail.  For example; no abusive, harassing, or anonymous U.S. or interoffice mail is to be sent.  No pornographic items are to be sent or received.  No confidential information is to be disclosed in mail to persons outside the agency, unless a release of information agreement has been signed and is current.  Any contracts sent via facsimile are to be followed by a mailed original.  Use of the agency mail system will be treated as permission to open mail sent or received to ensure compliance with agency policies.  Employees are expected to use common sense in the use of the Tarry House mail system.  This procedural goal is to communicate efficiently and effectively with customers and vendors.  In keeping with the agency policy of treating everyone with respect, the mail system may not be used to harass anyone.  Any employee who is subjected to harassing mail or interoffice memos should report such events to his/her supervisor or any officer of the agency, in accordance with the harassment policy.   Unless clearly marked “personal” all mail will be treated as intended for the agency and may be opened by designated personnel.  To ensure compliance with agency policies, even personal mail may be subject to inspection.  Employees should review the agency policies regarding harassment, moonlighting, conflict of interest, solicitation, and confidentiality, as each applies to our mail services.  Any employees who violate any policy with respect to the mail are subject to discipline, up to including discharge.

 

II.                Procedure

 

  • Since personal mail is not to be sent to the office, all mail addressed to former employees and persons served may be assumed to be mail intended for the agency and will be opened at the discretion of the Executive Director or designee.  If any opened item is determined to be personal, it will be forwarded with a request for the former employee to send a change of address and a notice that personal mail will not be forwarded in the future.
  • Mail received for former employees or persons served that are clearly marked personal will be forwarded unopened for one month following termination.  A notice to the former employee requesting he/she notify the sender of a change of address and the one month limit will accompany the forwarded item.  After one month, personal mail will be returned to the sender.
  • “Junk” mail will not be forwarded.  All personal mail received for employees on leave will be forwarded.  When reasonable, the employee on leave may request to send a change of address.
  • Personal mail is to be kept to a minimum.  Employees and persons served may purchase stamps from the business office.  It should only be sent when absolutely necessary.  All Company mail will be given priority over personal mail.
  • If former persons served did not leave a forwarding address, mail will be forwarded to the agency providing case management services.

    

 

___________________________________                                      _____________________

       Executive Director                                                                   Date