RELOCATION GUIDE for CAMPUS PARTNERS

Facilities, Real Estate, and Planning

This document is intended to assist department and program personnel in planning for and executing campus moves. Relocating can be complicated and confusing, but following these steps can help provide a smooth transition for your team, and advanced preparation can also help successfully position your campus partners to optimize their operations in response to your needs.  Ideally, this process requires 6 weeks advance notification.

Departments and programs are responsible for coordinating the following actions, and for ensuring the move is planned and executed in accordance with departmental expectations.  Departments and programs are also responsible for leaving any vacated spaces in the best condition possible.

This guide is divided into the following phases:

Pre-planning

Confirming the move

Locking in a move plan

Preparing facilities

Packing and mobilizing to move

Move day and living into the new space

Pre-planning

INTENT TO MOVE

1. Identify a MOVE CHAMPION.  This is the individual who will be the primary point of contact for the department or program, responsible for execution of this checklist and facilitating the move.

2. Establish a target MOVE DATE.  When do the occupants need to be active in the new location?  Move Champion, please identify the desired deadline for the move and use that date to complete the following checklist.

3. Understand the complexity of the move and plan accordingly.  Are you moving into a previously occupied space, which is typically a relatively simple move?  Or is this move part of a new space or construction project, which is usually considered more complex?  For complex projects, a Facilities Project Manager should be involved that will help ensure necessary considerations for infrastructure (such as data cabling and long-lead or specialized audio/visual equipment) as well as factors concerning Environmental Health & Safety and Fire & Life Safety are captured as appropriate.

Confirming the move

6 WEEKS PRIOR to the MOVE DATE

4. Verify the move is approved and identify how the move is to be funded:

1. Intra-departmental - Ensure the department head has approved the move.
2. Inter-departmental or relocation outside of departmental footprint - Ensure Facilities has been involved in the planning and that all department heads have approved.
3. Construction or Capital Project - Ensure the Facilities Project Manager has secured necessary approvals.  Please work with the Facilities Project Manager to determine which of the subsequent steps in the checklist are your responsibility.

5. Create a MOVE MAP.  This is a document that shows the destination floor plan with markups of how the spaces will be assigned.  The Move Map will be referenced throughout the process by many stakeholders.

1. To request a basic floor plan for the destination, please contact:

Sean Brittain, Assistant Director of Buildings, Space and Archives, brittasg@wfu.edu

Jill Perry, Director of Space Strategies, perryja@wfu.edu

Sean and Jill can assist you with generating your markups.

2. If your move is related to a construction project, please contact your Facilities Project Manager for a floor plan and assistance with markups.

Locking in a move plan

4 WEEKS PRIOR to the MOVE DATE

6. Submit a Facilities Work Order to request help with the move: workorders.wfu.edu

1. Please include the MOVE DATE and the MOVE MAP.
2. An itemized list of rooms may be required indicating who is moving From (current location) | To (new destination).
3. Facilities will review the scope of the move and help determine if it can be handled internally or if a moving company needs to be hired.
4. Please coordinate the expectations around furniture and equipment.
5. Boxes can be provided for the move, as can stickers to label where items need to go.
6. All items must be labeled in order to be moved, as well as boxes.

7. Finalize a MOVE PLAN.  After coordinating with the movers regarding furniture, equipment, packing materials (boxes, tags, special handling, etc.) lock in the dates and formalize the plan.  Ensure the destination space is scheduled for a deep clean if required.

8. Formally notify the Space Management team in Facilities, Real Estate and Planning that the move has been approved by the department head and that it has been scheduled.  Provide the MOVE MAP and MOVE PLAN to:

1. Sean Brittain, Assistant Director of Buildings, Space and Archives, brittasg@wfu.edu
2. Jill Perry, Director of Space Strategies, perryja@wfu.edu

(The Space Management team is to notify WFU custodial of any office-common area changes of use).

Preparing facilities

3 WEEKS PRIOR to the MOVE DATE

9. Communicate the MOVE PLAN to your team / department.  Perform any pre-move clean out and purging within your current location that will make the move easier.

10. Notify WFU’s Custodial team of the upcoming move via work order at workorders.wfu.edu.  Please include the locations, needs, and points of contact.  Consider specifying the following:

1. Any deep cleaning and preparation of the destination space. NOTE:  If the move is part of a construction project, the Facilities Project Manager should confirm that a deep clean is covered as part of the project.
2. Outline any expectations for cleanup of the space that is vacated after the move.

11. The MOVE CHAMPION should submit a series of  IS Tickets to schedule the moving of technology.  Please include the MOVE MAP on each and if needed, the itemized list of rooms and individuals indicating who is moving From (current location) | To (new destination). If your department regularly works with a specific IS support staff member in any of these areas, please include that information in the ticket so it is routed to the correct group.

The MOVE CHAMPION should submit the following 3 tickets :

3. For phone and fax lines, please submit a Telecom Service Request using the following link: Telecom Service Request

In the ticket Description please provide all names and extensions of users that are moving as well as the location they are moving from and the location they are moving to. (A document can be attached to the ticket for all users)

4. Networking- Mark on a floor plan where users will be sitting and where printers will be located: Network Service Request
5. Multi-Media and AV - If there are digital signage, video conferencing, and conference room projection needs, please submit a Helpdesk ticket:  Multimedia Estimate Request

12. Order updated signage for the destination; provide the MOVE MAP as necessary.  Schedule new signage to be installed prior to the MOVE DATE if possible.

1. Please design the signage in keeping with precedent at the destination.  
2. Facilities Project Managers currently use the following resource:

Jake Joyner at Image 360

3650 N. Patterson Ave. Suite E, Winston-Salem, NC  27105

jake@image360wsn.com, Phone 336.771.2133

www.image360wsn.com

Packing and mobilizing to move

2 WEEKS PRIOR to the MOVE DATE

13. Begin packing by having materials delivered such as boxes, tags and bubble wrap.  Set up staging areas and be clear about the tagging strategy.  Remove food items from refrigerators, and remove materials from desks and file cabinets as instructed by the movers.

14. Request bins from Facilities (submit a work order) for trash, loose paper, unwanted books, surplus donations and cardboard. These items often accumulate heavily as people pack up.

15. Make sure your movers understand loading dock and elevator constraints at both pickup and destination locations.  Pre-arrange for fork-lifts and additional logistics considerations in advance, particularly when dealing with equipment or materials requiring special handling and / or certain types and sizes of delivery trucks (some have lifts and some do not).

16. Notify Facilities Operations and Customer Service of the coming move and align on the expectations and the work order process:

1. Steve Glidewell, Assistant Director, Facilities Operations, glidews@wfu.edu
2. Tim Kerr, Manager of Facilities Services, kerrt@wfu.edu

17. Request building access updates from Deacon One through the Deacon One Portal. If there is a major change in usage of space and / or work hours, it may be necessary to notify appropriate building managers and / or University Police.

18. Order keys as needed from WFU Lockshop:  Faculty and Staff Key Request Form

1. Please complete the Key Return form for any keys that need to be returned from the previous space. Return keys via campus mail or drop off at HS Moore.
2. Please note, if a new card reader device is required, please contact Deacon One through the Deacon One Portal and submit a Device Request.

19. Ensure new traffic and parking patterns are understood.  Contact Transportation and Parking Services regarding parking lots and permits:  Faculty and Staff Parking Information

20. To schedule the relocation of a Xerox printer, contact Bob Dowdy at xerox@wfu.edu.

21. Verify that you’ve made contact with Information Systems and have someone scheduled to help with the move. If you have not spoken to the IS support staff, please call the IS Service Desk at 336.758.4357 and refer to the tickets submitted in Step 11.

Move day and living into the new space

MOVE DATE

22. Keep your team organized on move day by having contact info for relevant campus partners and copies of the MOVE MAP  available.  If it is a large move, consider having one contact person at the new location and one contact person at the old location to answer any questions that may arise.

23. Keep a list of issues encountered as the team moves into the new space.  Once the move logistics are complete, you can prioritize the list and work through each issue with appropriate campus partners.

24. Once unpacked, ensure empty boxes are picked up or recycled per the MOVE PLAN. Please coordinate with Surplus for proper handling of any items left behind in the vacated space.  Confirm WFU Custodial is ready to service the new space.

25. Communicate with Mail Services as needed to work through any changes to your campus mail.

26. Update locations and work spaces in Workday:

1. Worker LOCATIONs are set by managers (usually as part of onboarding).  Managers or talent liaisons need to initiate this change.  Workday Training: Change Work Location or Work Space
2. For worker WORK SPACE, each user can initiate this change on their own.  Search in Workday for the simple task "Change My Work Space”.  Once initiated, the change will route to managers for approval.

27. Update DeaconSpace as needed if there are changes to how reservable spaces are accessed or managed.   DeaconSpace Instructions

28. Share your new location with the community by updating websites and sending announcements to your campus stakeholders.  Make sure outside service providers are notified of your location change.

Enjoy your new space, and please reach out to Facilities at 336.758.4255 or submit a work order at workorders.wfu.edu for assistance as needed.