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The following guide provides a general timeline and step-by-step outline of the forms a department move coordinator will use to prepare for a department relocation.
At the 6-8 month mark before a move there is generally limited information regarding exact personnel moving, locations, or dates the move will occur. However, campus groups need to begin planning their schedules. A notification is needed to each of the following groups via email to inform them of the upcoming move. In most instances for large moves, this notification will come from Space Management.
General notification given to the following groups that a move will occur in a specific time period (i.e Snell Hall, 40+ people, Summer of 2021). See Department Move Resources for contact information related to campus groups.
At this point in time, there should be a better understanding of exactly who is moving and where they will be located. Each of the following forms need to be filled out.
The moving company will physically transfer computers/monitors to new locations but they will not disconnect/reconnect any items. Any computer electronics will not be touched by the moving company if they are not unplugged prior to the move. The computer move request is used to schedule IT to unplug computers/printers the day before the move and reconnect these items in the new space as well as keep track of active networking.
The CN office move request form should be used to connect with community network for the move. This form appears to show up for one individual. Begin filling out the information for one person. In the notes section, specify that the move will be for x number of people and the approximate date/timeline of the move. In the attachment box please include a spreadsheet with the following information for all people moving:
*If you have questions about this, I recommended filling out the CN request and once the ticket is active, connecting with the CN group.
Network move request: Used to transfer network service and activate computer ports in the new location.
Once you open the link, select “Submit Help Request”
Under category choose “Network connection”
In the description field, state that the network connections will need to be transferred due to a move for x number of people. Include the approximate date/timeline of the move. In the attachment box please include a spreadsheet with the following for all individuals moving:
Telecommunications request: To move phone service to new office location.
This form, like the CN form, appears to be set up for one individual. Begin filling out the form for one person and specify in the notes section that the move will be for x number of people and the approximate date/timeline of the move.
Once you submit this form, a ticket is opened for the request. Telecomm will then add you to a Box drive where there is a spreadsheet available that you must fill out specifying information needed for each phone line moving. Make sure to include information for phone lines associated with conference room phones and printers.
Moving companies will not disconnect computers, podiums, projectors, etc. If there is a classroom or class lab that will need to have the technology transferred to a new location, a classroom technology request must be submitted with Academic Technology.
Information to include on request:
*There is an attachment section of the form to upload for multiple classrooms/class labs
If you have any chemicals or hazardous waste that will need to be disposed of or moved you must contact EH&S at least 3 months prior. EH&S will provide individuals with a guide that clarifies the chemical move process.
The Key shop request form- must be filled out by the key authorizer of your department. The key shop will need a list of people moving.
It is vital to begin drafting a list of items that will no longer be used post-move early on. Begin reaching out to individuals who will be moving and asking for them to provide a list of any large furniture items they will not be taking.
At the two month mark, it’s important to shift gears from the individuals moving to the items moving.
Often, there is very little down time between when a group moves out of a space and when construction begins. It is important that groups communicate with Surplus and begin preparing items for Surplus to pick up ahead of move out.
Fill out the recycling service request form to request additional bins for move out. There is often a purging of old materials during a move and it is best to have additional recycling bins in advance of heavy packing weeks.
The moving company will not remove whiteboards, corkboards, shelves, screwed in cabinets, or modular furniture.
*The reason this wall item is submitted early is to get the work in the facilities scheduling queue.
Confirm with Recycling and Facilities that a location has been identified for trash and recycle pick up. Verify that recycling and facilities have receptacles for the new location or if tenants will be bringing their current bins in the move.
Encourage packing heavily to individuals and remind them that they cannot access their space during the move so all packing must be done before the first date of the move. *See Supplies and Packing webpage.
The moving company will not transfer printers that are leased through Ricoh. Contact Ricoh to have this transferred during the scheduled move dates.
Keep an eye on the supply room and request additional supply drop-offs through space management.
At the two weeks before the move, most move activities should be scheduled and ready. This is the time to check in with campus groups to verify they have you on their schedules and check in on any last minute information they may need.
When a move is complete, Space Management requires 1-3 day down period (depending on the size of the move) between when a group is out of the space and when construction/renovation can occur. This allows for campus groups to finish any work in the building before it is an active construction space.
When a group is fully moved out, the space should be clean for the next tenants. All garbage, surplus items, and furniture should be cleared from the space unless space management has approved a specific item to be left for future occupants.
If items are left behind after the move, ABM will be contacted to provide an estimate for clearing the spaces. This estimate will be given to the department with a notice to clear the items. If the items are not cleared, ABM’s work will be billed to the unit that has moved out.