Introduction

Moves on campus require the coordination of many groups on campus. Each of these groups has a separate process for obtaining move information. This document maps out how to navigate each process and the timeline a move coordinator should aim for. Reach out early and often to these groups to discuss upcoming moves and allow these groups to build time into their schedules to help make the transition to a new location.

Campus Move Partners
Space Management
Telecom
CN Support
Network Support
Academic Technologies
EH&S
Surplus
Recycling
Key Shop
Facilities

Department Move Coordinator

A move coordinator is selected by the department to navigate the move process. Every move should have at least one designated department employee that has been charged with preparing their department to move. This task becomes almost a full time job in the 6 months leading up to a move.

Departments should be aware that making a move (particularly for large scale moves) is a significant undertaking. The person designated to this role should have the bandwidth to focus a majority of their time on move related activities- particularly in the months closest to the move taking place. The move coordinator should be intimately knowledgeable about the department or at the very least be in a position to track down move related information. The information a coordinator needs to provide includes where people are located, the type of space various individuals need to perform work duties, and how this move will impact department schedules.

Space Management Move Coordinator

In some medium sized moves and most large sized moves, space management helps the department navigate the move process. The space management coordinator’s job is to be the go-between person for the moving company, the department, and capital planning and development. They are a resource for the department to ask questions or find solutions for move related issues. If a space management coordinator is assigned to a move, their work focuses on scheduling, meeting move goals, and managing the moving company. The space management coordinator does not submit forms or contact groups on campus to schedule move services. Coordination with campus groups is under the department move coordinators purview.

Move Size

Space Management classifies a move into three sizes- small, medium, and large. Space management specifically helps navigate the move process for most large moves and some medium sized moves.

  • Small Moves: 4 Individuals or less
  • Medium Moves: 5-14 Individuals
  • Large Moves: 15+ Individuals

Small Moves

Moves with 4 individuals or less

Options to obtain move services:

  1. Use Campus Moves by visiting the campus moves webpage to determine if they have availability to help with your move.

*Campus moves is subject to scheduling availability and requires at least two weeks’ notice.

  1. Use a professional moving company

Approved companies for non-project based moves paid out of department funds:

  • Bertsch Moving and Storage

  • Integrity Machinery Moving

  • Llama Movers

  • Suddath Moving

Small Move Guide

The small move guide provides a list of resources for a department making a small move.

Medium Moves

Moves with 5-14 individuals

  1. If the move is associated with a project through capital planning and development:

Move must be bid/contracted through an informal procurement process. These moves receive the help of space management to navigate the move process.

  1. If the move is not associated with a project and paid out of department funds:
    1. Total move cost is less than $25,000

Department can individually contact a professional moving company.

Approved companies for non-project based moves paid out of department funds:

    • Bertsch Moving and Storage
    • Cross Town Movers
    • Integrity Machinery Moving
    • Llama Movers
    • Suddath Moving

    1. Total move cost is more than $25,000

Move must be bid/contracted through an informal procurement process. These moves receive the help of space management to navigate the move process.

Medium Move Guide

The medium move guide provides and outline for the steps a department should take to have a successful move transfer.

Large Moves

Moves with 15+ individuals

Large Moves are usually associated with project funds and require an informal bid process with three moving companies. This bid process is prepared and scheduled by Space Management with the department’s help.

Large Move Guide

The large move guide provides an outline for the steps a department should take to have a successful move transfer.

Supplies and Packing

Resources related to obtaining packing supplies and guidance for safe packing.