Facilities Planning and Management
Moving Guide
Table of Contents
Advance planning
Move team
Information Technology Services
Logistics and Support Services
Environmental Health and Safety
Building Issues
Signage
Keys/building access
Card access
Parking
Building supervisor/building hours
Mail and Communications Issues
Postal and Parcel Services
Records management
Communication
Occupancy issues
Furniture and/or equipment delivery and installation
Problems, modifications, additional needs
Surplus furniture and equipment
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Advance planning for your move
As you plan your move, there are several steps to consider and schedule. This guide
lists many of the administrative activities that are involved in a large move; you will need
to adapt the guide to meet your specific needs.
If you have any questions about this guide or the move process in general, please call
Planning Services at 294-5658.
Select a move coordinator
It is very helpful to select someone in your office to function as a move coordinator for
your relocation. This person will coordinate your needs, expectations, and project
schedule with all of the groups facilitating the move. This person is responsible for
sharing pertinent move coordination information with your department staff. You may
also want to assign someone to coordinate the voice/data orders for your group,
depending on the complexity and size of the move.
The move team
In most cases you will have already worked with staff from Facilities Planning and
Management to develop the project scope, budget and design for your relocation.
However, you will be working with many other units across campus as you plan and
implement your move. These groups may include Information Technology Services,
Logistics and Support Services, Postal and Parcel Services, Procurement Services and
possibly outside vendors and suppliers.
Members of the move team
Information Technology Services
IT Services assists all campus entities with moving telephone and data services. If a
support contract is in place with IT Services, computer equipment will also be moved.
With the new CISCO telephone service, moving is much easier. You simply will move
your existing telephone to the new location and connect to the active data jack in your
new office. The computer is then connected to the telephone. You do need to update
your 911 location once the move is complete by going to www.it.iastate.edu/911
Your FP&M project manager will coordinate with IT Services the activation of the jack,
but IT Services will need at least two weeks’ notice prior to your physical relocation to
make the appropriate changes for monthly billing purposes. This is traditionally done
with the activation order from the Telephone Coordinator of the department for new
jacks.
Please note that with the new telephone service, switches can be used only to set up
separate data lines for computer support. If telephone service is required then there
must be one data jack for each telephone. To support fax machines, a dedicated analog
line must be installed/available.
If you are moving a large group or moving into a new building, contact IT Services as
soon as possible to allow for adequate planning and installation time. It is important to
notify IT Services of critical services that must be maintained during the move.
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Telephone and data services:
Your departmental voice/data coordinator will work with the IT Services Networks and
Communications specialists to compose and submit the order for telephone and data
service at the new location. Set changes or service upgrades will be discussed.
An on-line order form for telephone and data services is available at:
www.it.iastate.edu/forms/voicedata. The Networks and Communications specialists can
assist with completing the order form. Please contact the Solution Center with questions
at 294-4000 or [email protected].
The following information is required:
Account numbers for installation charges; sometimes the cost is included in the
project cost; please discuss this with your FP&M representative.
Account numbers for monthly recurring charges if they are different than the
current recurring account.
For telephone moves: extension number, set type, current jack number, new set
type if changing, new room location, and new jack number.
For data moves: current jack number, new jack number, and type of service
(CENET 10/100/1000 Mbps or ICENET Isolated 10/100/1000 Mbps).
Telephone and data locations should also be checked on the construction drawings to
ensure that the services you need correspond to the furniture arrangement in the room.
Any changes to the location, number, or type of jack(s) must be discussed with the
FP&M project manager to determine if these changes can be accommodated within the
project scope and schedule.
Moving day:
If there is an order from the department to move the telephones, IT Services staff
will disconnect existing telephones and adjuncts, remove them from the old
office, and install them in the new locations. Telephone changes will be
coordinated with the user to minimize disruption. Telephone service will be
tested at the new location. However, if there are no set type changes, the users
can move their own sets and then send the 911 location update request found on
the IT Services web page.
Data services will generally be connected and tested at the new location prior to
the move. Service will be verified as the moves occur.
Computer Equipment (with support contract):
If you have a support contract with IT Services, your system support person will be
involved in the planning process. The daily equipment move orders will be coordinated
with the telephone and data moves within IT Services.
An overview of the computer move process is below:
A secure room is identified at the new location where the equipment can be
stored during the day. This might be a conference room or the office of a person
who is moving later in the schedule.
On the day of the move, IT Services staff will disconnect your computers and
peripherals, pack them in boxes, and remove them from your office before any
furniture is removed. IT Services will provide the boxes for this purpose. If your
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station has personal items attached (sticky notes, photos, etc.), please remove
these and pack them with your personal items.
After your furniture has been reassembled at the new location, IT Services staff
will return to connect and test your computer equipment. This is typically done
late in the day. IT Services will communicate with the move coordinator
throughout the day to monitor progress.
Logistics and Support Services
Logistics and Support Services (LSS) provides moving services to all campus entities.
LSS staff will walk through your current location to get a sense of how much you will be
moving. They will then be able to forecast the amount of time required for your move.
Please contact Jared Hohanshelt at 294-1873 with questions.
Logistics and Support Services provides boxes free of charge (if the boxes are returned
in good condition). If the boxes are not returned, there is a $1.62 charge for each box.
Packing tape and dispensers are also available. Please work with your FP&M project
manager to have the boxes ordered and delivered to your offices.
Logistics and Support Services requests the following:
Boxes
Please do not write directly on the boxes.
Put the room number of the new location (on a label) on the box as well as the
person’s name.
Put this information on the sides of the box.
Boxes should not exceed 50 pounds. If you cannot move the box, please do not
expect the movers to move it.
Please put packed boxes on the floor; do not block the entrance to the office with
boxes. Many times furniture is moved first.
Moving
Provide a list to your FP&M project manager who is moving, list both current and
future locations, and organize the list by move date. They will either coordinate with
Logistics and Support Services or with the moving company.
Your FP&M project manager will provide an account code to Logistics and Support
Services for the cost of the move, if it is being covered by the project. For moves not
covered under the project you will be expected to provide an account number.
If IT supports your computers, they will manage the move of your computers. If IT
does not support your computers, the movers will move them; computers need be
disconnected and labeled.
It is recommended that you move any personal items (i.e. radios, artwork, and
plants) yourself.
Wastebaskets and recycling bins do not need to be packed in a box. Wastebaskets
and recycling bins must be empty to be moved; please label with the room number of
the future location.
The movers are able to move copy machines, but please check with the copy vendor
if you have a maintenance agreement.
Furniture
Free standing files may be moved loaded if elevators are available in the building; if
the files cannot be locked, the drawers must be taped shut.
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All furniture (desks, credenzas, shelves, bins, etc.) should be unloaded prior to the
move.
Please label all furniture with the room number where it will be located. Furniture that
is not labeled will not be moved.
Logistics and Support Services will need a diagram or floor plan of your new office to
show the proper placement of furniture in the office. This diagram may be taped to
the door of the office.
Details
It is very helpful to have a coordinator at the current location and the new location, to
direct the movers and answer questions.
Specify an area in the building where boxes can be stacked for removal. Please
remove or cut the tape on the boxes and flatten them for pick-up.
In order to ensure that you are credited for the cost of the boxes, the move
coordinator should call Logistics and Support Services and specify where the boxes
are to be picked up and how many are being returned.
The link to the Logistics and Support Services homepage is provided below.
http://www.centralstores.iastate.edu/
An example of a move list is provided below:
Move list
Order Name Move date Move from Move to Existing jack Future jack
number number
1. 3/1/2017
2. 3/1/2017
3. 3/1/2017
4. 3/1/2017
1. 3/15/2017
2. 3/15/2017
3. 3/15/2017
4. 3/15/2017
5. 3/15/2017
6. 3/15/2017
Special moving arrangements
You may have office or lab equipment that needs to be moved by an outside vendor.
Please contact the vendor to discuss any special requirements and to allow adequate
time for developing a move schedule.
You may need to work with an outside moving company or Facilities Services to move
equipment that requires special handling or is just too large for Logistics and Support
Services to move. It is important to identify these pieces of equipment early in the
project. If an outside moving vendor is needed, Procurement Services will need to
facilitate the bidding process and award the contract.
If the equipment has any special services connections (such as gas, water, compressed
air), these will need to be disconnected prior to the move, as well as re-connected at the
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new location. This may require coordination with Facilities Services staff or an outside
contractor.
Please inform the FP&M project manager if you are using any other vendors for moving.
Coordinating all these activities is very important. The move schedule may be affected
by building completion, access to the loading dock, access to the service elevator, and
the ability to disconnect and reconnect the equipment as needed.
If you are moving white boards, shelves, or other equipment/furniture that is fixed to the
building, please contact Logistics and Support Services or Facilities Services to remove
the equipment and reinstall it in the new location.
Environmental Health and Safety
Special arrangements may need to be made with the Department of Environmental
Health and Safety (EH&S) if your move involves the transport or disposal of any
hazardous materials such as laboratory reagents, gasoline, paints, etc. Please call them
at 294-5359 or contact them at their web page:
http://www.ehs.iastate.edu/
EH&S also certifies new lab spaces in coordination with FP&M.
Building issues
Signage
You will work with the FP&M project manager to determine interior and exterior signage
needs. It may be possible to reuse your existing interior signage. If you are moving into a
new building new signage may be provided. If new signage is planned as a part of the
project, you will need to provide a list of personnel and specific rooms requiring
individual signage.
Modifications to a central building directory as well as exterior building signage may be
needed if your group is moving into an existing multi-tenant building.
Card Access
For all new building construction, a card access system will be used to control exterior
door security. If you plan to use a card access system for interior doors, please discuss
this with the FP&M project manager. The cost for card access on interior doors will be
borne by the requesting department. For questions regarding new installations, please
contact Maggie Hamilton at 290-5200 or Matt Helgerson at 509-6928.
Keys/Building access
Please coordinate all security needs with the FP&M project manager; this would include
interior and exterior keying requirements, as well as card access. If this is a small move
and no project manager is involved, please access the FP&M homepage to order keys
or card access for your new office location.
https://www.fpm.iastate.edu/buildingsecurity/
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Parking
If you need reserved or visitor parking, or want to know more about the availability and
location of general staff parking, please contact Parking Division at 294-3388 to discuss
options for your new location. Parking availability varies greatly from one area of campus
to another, and there may be some difficulties meeting your request. The earlier you
contact Parking Division, the better they will be able to plan and respond to your needs.
The assignment of reserved parking is finalized July 1st of each year. It would be very
helpful to make Parking aware of your reserve parking needs prior to the first of July.
Building supervisor/building hours
Each university building has a building supervisor and specified building hours. If there is
an existing building supervisor for the building you are moving into, the name of this
individual will be shared with you. If you are moving into a new building, a building
supervisor will need to be established.
Each building has established building hours based on the needs of those housed in the
building and the classrooms located in the building. Building hours will need to be
reviewed, changed, or established based on the situation. Please call Facilities Planning
at 294-0892 to discuss building hours.
Mail and Communication issues
Postal and Parcel Services
Please coordinate your postal needs with Bob Tott in Postal and Parcel; you may reach
him at 294-4283.
Type of service:
There are different levels of mail service available, some buildings have the mail
delivered in bulk and sort the mail themselves for the various departments in the
building. Another option is to have Postal and Parcel Services sort the mail by
department before it is delivered to the building. The solution may vary if you are moving
into an existing building that already has an established mail delivery system, or into a
new building. In either case, the mail is traditionally delivered to one central location in
the building.
Please coordinate with the FP&M project manager or the building supervisor to ensure
that a central location for mail delivery has been established or that you have an
assigned space in the central location. You may need to request a lockable mailbox in
the central mail location.
Delivery:
Postal and Parcel Services has established delivery routes for each building, typically
stopping once each day to deliver and pick-up outgoing mail. You can request an
additional stop, but the cost for this additional service will be charged to your
department.
Addressing:
The University has a mail addressing system that uses a specific building zip code,
which is the zip code plus four digits. Postal and Parcel will assign a specific four-digit
zip to each department in the building.
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Forwarding:
Postal and Parcel recommends that you make your associates aware of your up-coming
move as soon as is feasible. Since most situations require special arrangements for
forwarding, please contact Postal and Parcel Services for assistance (294-7790).
Records Management
To ensure that all documents are mailed to the proper location, all employees should
complete an address change by logging into AccessPlus, then clicking on the Employee
Tab and selecting Address Information. Please include the four-digit zip code associated
with your department.
Communication
Please make all your clients and associates aware of your move dates and new location.
University Relations may be able to assist in communicating your move schedule and
new location to the university population in Inside Iowa State and online in Today’s
News.
Occupancy issues
Furniture and/or equipment delivery and installation
For the purposes of this guide, we will assume that you have worked with staff in
Facilities Planning and Management to develop a floor plan for your new or remodeled
location.
Furniture and equipment orders need to be placed well in advance to meet the projected
move-in date. Appropriate delivery and installation intervals will need to be established.
The availability of the dock and the service elevator needs to be considered when
scheduling deliveries. If you are moving into a new building and the moves are phased in
over a period of time there may be construction activity in the building or outside in the
dock area at the time of the move. Construction activity may complicate the move
schedule.
Deliveries need to be scheduled with these factors in mind. FP&M, Logistics and
Support Services, and Procurement Services will work with you to coordinate the
receiving, delivery and installation of any new furniture or equipment.
Facilities Services or the building contractor will need to be involved if electrical services
are being provided through the raceway of the modular furniture systems or if new
equipment requires hook-ups to building services. Please allow time in the schedule for
this work to be completed prior to the move.
Problems, modifications, additional needs
After you move there may be modifications that need to be made in your new location.
Please compile a list of all the requests and provide this to your FP&M representative.
We recommend that you allow a couple of weeks for a settling-in period before
requesting any major modifications. This is especially true during a large, complex move.
However, please make the FP&M project manager immediately aware of any safety
issues.
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Surplus furniture and equipment
If you have surplus furniture or equipment to dispose of, please contact ISU Surplus at
294-7300 to discuss options and to schedule pickup. You may want to have ISU
Surplus walk through and look at the equipment prior to scheduling a pick-up date.
Advance notice is required so that ISU Surplus can schedule the work accordingly.
It is your responsibility to fill out an Excess Property Disposal Form (EPDF) for the
transfer and disposal of all surplus furniture. You are responsible for the disposal of all
surplus materials in the space you are vacating. Please contact ISU Surplus through the
Logistics and Support Services link:
http://www.centralstores.iastate.edu/surplus
If the furniture is attached to the wall, or needs to be disassembled, please contact
Logistics and Support Services prior to scheduling ISU Surplus. Also, if equipment is
connected to building services (electrical, water, etc.) please contact Facilities Services
at 294-5100 or coordinate with your FP&M project manager. If you are disposing of any
equipment that was used in connection with hazardous materials, EH&S must be
contacted.
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