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Moves Furniture Equipment Relocations

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The Physical Plant Department provides moving services to the Campus Community as requested by departments or as required by contract related area renovations. As the scope of moves can vary widely, from the simple relocation of an item of furniture from one wall to another within an office to a mass rearrangement of an entire department's offices, we have divided the guidelines for these into several sections.

If you have further questions, please contact our Work Control Office at X2263 or e-mail jcaron@holycross.edu.

Types of Moves/Furniture Relocation with Guidelines Specific to Requesting Each Type

1. Relocation Of Furniture/Equipment Within One Room (not involving movement of personnel within room)

2. Relocation of Furniture/Equipment Within One Room Involving Movement of Personnel Within Room

3. Movement Of Furniture/Equipment From Room to Room or Building to Building (not involving movement of personnel)

4. Movement Of Furniture/Equipment From Room to Room or Building to Building Involving Movement of Personnel

5. Contract (Capital Project) Related Moves

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Basic Guidelines and Tips for Moving

1. Completing a move can require many man hours of coordination between Physical Plant, Information Technology Services and Telecommunications personnel for accomplishment. Work orders should be submitted as far in advance as possible to allow us to coordinate/schedule staff to accommodate your request in a manner causing the least disruption possible to personnel in your area for optimum results. Submit your request for Physical Plant support at least one full week (7 working days) in advance.

2. When planning your move, please review the guidelines provided specific to the type of move you are requesting.

3. Computer equipment. If item(s) to be moved involve computer equipment, please contact the Desktop Services Manager (X3061) in Information Technology Services (ITS). If Physical Plant services are required to assist ITS in accommodating your request, they (ITS) will generate any necessary Physical Plant Work Requests regarding computer equipment moves.

4. Telephones. If the movement of department personnel in the room will require telephone extensions to be moved from one location to another, the requesting department should contact the Telecommunications Department (X2337) to make arrangements for same. If Physical Plant services are required to assist Telecommunications in accommodating your request, they (Telecommunications) will generate any necessary Physical Plant Work Requests regarding phone service.

5. Boxes. Physical Plant will purchase and provide departments with boxes and packing tape for Capital Project related moves. In all other situations, departments must provide their own boxes and packing tape.

6. We request that packing boxes provided by Physical Plant for project related moves be returned to our department once they have been emptied. Please call our Work Control Office at X2263 to make arrangements for us to pick them up.

7. All packing must be completed by the requesting department prior to the scheduled moving date. Please limit the weight of each box to that which can be lifted by one person. Please use masking tape for labeling boxes, not post-it notes as they may fall off. Label boxes clearly indicating if contents are fragile.

8. Desk drawers should be emptied, not just locked, as some moves will require the desk to be tipped on end to fit through doorways.

9. Oversized filing cabinets usually will need to be emptied. Physical Plant personnel will advise you of the best way to prepare these items for moving when they come to check the scope of the move for scheduling purposes.

10. Credenzas, bookshelves, desk tops, etc. must be emptied and contents packed into moving boxes.

11. It is most helpful if you provide a diagram of how you want the furniture and equipment in the new area arranged. A departmental contact person should also be available at the time of the move in the event questions arise.

12. At the request of the Purchasing Department, all departments must provide fixed asset bar code numbers on the work request for any furniture or equipment being moved from one location to another (room to room or building to building). The only exception to this rule is for contract (Capital Project) related moves. Physical Plant is responsible for notifying Inventory Control of asset movement on all contract related moves.

Relocation of Furniture/Equipment Within One Room

(not involving movement of personnel within room)

1. Requesting department should submit a written Physical Plant Work Request form to the Work Control Office (PO Box MAIN). Request should include name of departmental contact person that Physical Plant personnel should see regarding new location of item(s) being moved.

2. If item(s) to be moved involve computer equipment, please contact the Desktop Services Manager (X3061) in Information Technology Services (ITS). If Physical Plant services are required to assist ITS in accommodating your request, they (ITS will generate any necessary Physical Plant Work Requests regarding computer equipment moves.

3. As item(s) being moved are staying within the same room, there is no need to include fixed asset bar code numbers on request.

Relocation of Furniture/Equipment Within One Room Involving Movement of Personnel Within Room

1. Requesting department should submit a written Physical Plant Work Request form to the Work Control Office (PO Box MAIN). Request should include name of departmental contact person that Physical Plant personnel should see regarding new location of item(s) being moved.

2. If item(s) be moved involve computer equipment, please contact the Desktop Services Manager (X3061) in Information Technology Services (ITS). If Physical Plant services are required to assist ITS in accommodating your request, they (ITS) will generate any necessary Physical Plant Work Requests regarding computer equipment moves.

3. If the movement of department personnel in the room will require telephone extensions to be moved from one location to another, the requesting department should contact the Telecommunications Department (X2337) to make arrangements for same. If Physical Plant services are required to assist Telecommunications in accommodating your request, they (Telecommunications) will generate any necessary Physical Plant Work Requests regarding phone service.

3. As item(s) being moved are staying within the same room, there is no need to include fixed asset bar code numbers on request.

Movement of Furniture/Equipment From Room to Room or Building

(not involving movement of personnel)

1. Requesting department should submit a written Physical Plant Work Request form to the Work Control Office (PO Box MAIN). Request should include name of departmental contact person that Physical Plant personnel should see regarding new location of item(s) being moved.

2. If item(s) to be moved involve computer equipment, please contact the Desktop Services Manager (X3061) in Information Technology Services (ITS). If Physical Plant services are required to assist ITS in accommodating your request, they (ITS will generate any necessary Physical Plant Work Requests regarding computer equipment moves.

3. At the request of the Purchasing Department, provide on the Physical Plant Work Request the fixed asset bar code numbers for any furniture or equipment being moved from one location to another (room to room or building to building). If items do not have fixed asset bar code numbers, please note "NO FIXED ASSET NUMBER" on the request.

Movement of Furniture/Equipment From Room to Room or Building Involving Movement of Personnel

1. Requesting department should submit a written Physical Plant Work Request form to the Work Control Office (PO Box MAIN). Request should include name of departmental contact person that Physical Plant personnel should see regarding new location of item(s) being moved.

2. If item(s) be moved involve computer equipment, please contact the Desktop Services Manager (X3061) in Information Technology Services (ITS). If Physical Plant services are required to assist ITS in accommodating your request, they (ITS) will generate any necessary Physical Plant Work Requests regarding computer equipment moves.

3. If the movement of department personnel in the room will require telephone extensions to be moved from one location to another, the requesting department should contact the Telecommunications Department (X2337) to make arrangements for same. If Physical Plant services are required to assist Telecommunications in accommodating your request, they (Telecommunications) will generate any necessary Physical Plant Work Requests regarding phone service

4 . At the request of the Purchasing Department, provide on the Physical Plant Work Request the fixed asset bar code numbers for any furniture or equipment being moved from one location to another (room to room or building to building). If items do not have fixed asset bar code numbers, please note "NO FIXED ASSET NUMBER" on the request.

Capital Projects Related Moves

In the event your department is involved in Capital Project related moves, a Physical Plant Clerk of the Works will work with your department to coordinate and oversee the entire move process. You will be supplied with any necessary moving boxes and packing tape. We will generate all necessary Physical Plant Work Orders to facilitate your move(s), including coordination for relocation of computer equipment through Information Technology Services and movement of telephone extensions with Telecommunications. The only responsibility your department has is to pack all small items in boxes prior to scheduled moving date and to notify our Work Control Office once the moving boxes have been emptied so we can make arrangements to pick them back up. All questions you have should be directed to the Clerk of the Works overseeing the contract work in your area.