A Guide to help MOVING DAY to Move Smoothly
PRIOR TO MOVING: ALL facilities work request forms (such as a request for boxes, the move, key(s) and sign(s)) must be filled out, SIGNED and sent to the work control office in the facilities department (mail code 3553). Be sure to include all the appropriate contact information, dates and times, account information, and budget approval signature, as well as the appropriate SIGNED key request form(s). You may request additional recycle containers from facilities as you prepare for your move.
All network and telephone work orders need to be submitted to the Help Desk and Telecommunication departments.
PACKING BOXES: Boxes can be acquired from the facilities department as they become available. If there are no boxes available, the facilities department will acquire the needed boxes at the expense of the department being moved. Pack all small items in boxes, which should have tape across the bottom to make them more secure; pack boxes full, so that they do not crush when stacked. Close boxes either by crisscrossing the top flaps or by taping the top closed. Label boxes with YOUR NAME and the ROOM NUMBER where the movers should deliver them; place all labels on the sides of the boxes (not the top) so they can be read when the boxes are stacked.
PACKING OTHER ITEMS: Furniture and anything else that can not be packed in boxes MUST be labeled with YOUR NAME and the ROOM NUMBER where the items are to be delivered. Empty all file drawers, desk drawers and book cases; packing contents in boxes (only if moving to another floor or building). If you are moving to a location on the same floor of the building you are currently in, desk and file drawers do not have to be emptied.
PERSONAL ITEMS: Items that are not the property of the university MUST be moved by the owner. The university moving staff is not insured for damages to personal property (lamps, radios, plants, work of art…etc).
COMPUTER EQUIPMENT: All computers currently being used, will be moved by the help desk staff. Other electrical equipment will be disconnected and reconnected by your department or network services. Label ALL equipment that can not be boxed. Network connections will be available when you arrive at your new location or shortly there after. For assistance with your network needs please contact the HELP DESK (ext 4000).
On moving day it will take time for the movers to load, relocate, and unload your items. Therefore, we recommend packing one box that you can move yourself. This box should contain, along with your personal items, your phone and materials for any projects that you must attend to right away. Please do not plan to move more than one box yourself on the day you are scheduled to move, as this can congest the traffic in the office and elevators and slow the moving process. If your office is packed and everything is labeled, you do not need to be present for the move, allowing you to continue to work in a temporary location as needed.
- It is helpful to have one staff member at your new location or post a sketch showing where you want the furniture and boxes located. This will save time and eliminate the need for the movers to rearrange your office.
PHONES: Unplug your phone from the wall, wrap, and secure the cord with a band or twist tie. If you are not moving the phone yourself, pack the phone in a box for the movers. Phone service will be available when you move into your new location or shortly there after. Phone service will be handled by the telecommunication department (ext. 4784). Your VOICE MAIL will remain in service during your move. You may find it beneficial to change your message to inform callers that you are in the process of moving and will return their calls as soon as you can.
KEYS: The key(s) to your old location MUST be returned to the facilities department at the time you pick up the key(s) to your new location. You will need to submit a work request to have the locks moved or changed if the department is expanding its current location. Key cards and facilities work request forms need to be submitted as early as possible in order to schedule these changes in conjunction with your move.
AFTER THE MOVE: Following your move and as you unpack your boxes, open both ends and flatten the boxes; stack them in a secure location (not in the hall) and contact work control (ext. 2254) or Charles Hill (ext. 2675 or 5254) to have them picked up for reuse.
Large PERSONAL items such as couches and chairs CANNOT be disposed of in the university trash and MUST be removed from the university campus by the department.
- UNIVERSITY items that are not being moved to your new location and are not being acquired by another department MUST be sent to surplus. Your department will need to fill out the proper surplus form and schedule this with the appropriate surplus staff (ext 4732).
QUESTIONS: If you have questions about any part of this process, please contact the work control office (ext. 2254 or 4521) or email: Work-Control@utc.edu.