Faculty and staff can request service to move an entire department on campus. Follow specific guidelines when moving furniture and non-hazardous equipment at UB.
Days | Hours |
---|---|
Monday - Friday | 7:30 a.m. - 4:30 p.m. |
All requests for moves should be placed at least 4 weeks in advance.
During department moves, it is recommended that the unit designates one person as the Move Coordinator. This person will interface with all campus personnel and vendors involved with the move process and should be onsite during the move to provide direction.
It is important to the success of the move that all procedures and forms are completed in advance of the move. The Move Coordinator will work closely with the unit's Facilities Planning and Management Officer (FPMO).
Follow these tips as you prepare for a move on campus.
Name
University at Buffalo
Department
Room and Building
Buffalo, NY 142__-____
Schedule cleaning for a new or vacated area by submitting a Work Order Request.
Schedule electrical work, such as upgrading power for equipment or adding or moving power outlets, by submitting a Work Order Request at least 4 weeks in advance.
Helm Warehouse
University Facilities
137 Helm Warehouse
Phone: 716-645-2632; Fax: 716-645-3005
Contact your Security Services vendor to transfer your service.
Complete the following checklists before moving furniture or non-hazardous equipment for department moves on campus.
All requests for moves should be scheduled at least 4 weeks in advance.
During a department move on campus, it is highly recommended that the unit designate one person as the Move Coordinator. This person will interface with all campus personnel and vendors involved with the move process and should be onsite during the move to provide direction.
It is important to the success of the move that all procedures and forms are completed in advance of the move. The Move Coordinator will work closely with the unit's Facilities Planning and Management Officer (FPMO).
Moving Departments to a New Location on Campus | Done | Not Applicable |
---|---|---|
Order packaging materials including boxes and tape. | ||
Submit a Work Order move request. Explain what needs to be moved and inquire about specific requirements for the move. Also note if carpentry services will be needed during any phase of the move. | ||
Schedule carpenters or vendors if work stations or furniture needs to be disassembled and re-assembled. | ||
Contact the Helm Receiving facility if short-term (maximum 30 days) storage is needed. Items such as refrigerators, freezers, glass items, hazardous waste materials and boxed files cannot be accepted. | ||
Submit a Work Order for any cleaning or custodial services required prior, during or after the move. | ||
Submit a Work Order for any electrical services required such as upgrading power for equipment or adding outlets. | ||
Individuals are responsible for packaging all items that will be moved. Each box must have a “ship to” label placed on the side of the box. | ||
Request library carts to aid in the move if necessary. They may be used instead of boxes during some moves. | ||
Ensure nothing is left behind. Recycle, scrap or surplus any item you do not wish to keep. | ||
Submit a Work Order for modifications to the existing heating and cooling system if necessary. The costs associated are the department's responsibility. | ||
Submit a Work Order to request new keys. | ||
Submit a Work Order to request updated signage including interior, ADA room signage or exterior. | ||
Contact your Security Services vendor to transfer your service. |
Moving Office Equipment Items to a New Location on Campus | Done | Not Applicable |
---|---|---|
If you have a copier service contract, contact the vendor first to inquire about moving instructions. To preserve your maintenance contract, the service contractor provider may require that they move the copy machine. | ||
All copy machines must have all ink, toner and liquid removed prior to the move. | ||
Typewriters, fax machines, and any other equipment should be disconnected prior to being moved. | ||
Computers must be disconnected and disassembled prior to being moved. Unit IT services or nodes may be available to assist in this process before the move and for reassembly after the move. | ||
For moving phones, refer to information from UB Information Technology. |
Updating Campus Addresses After Department Moves on Campus | Done | Not Applicable |
---|---|---|
Contact Campus Mail Services to direct mail delivery to your new location. They will provide information on points of delivery, mailboxes and mailbox keys. | ||
Contact the appropriate payroll office (State, UBF, RF) to arrange the delivery of payroll checks to the new location. | ||
You may receive email notifications of activities taking place in your new area and in surrounding areas, subscribe to Facilities service advisories. | ||
Forward departmental move information to your Facilities Planning and Management Officer (FPMO). They will inform the Physical Space Administrators of the updates. | ||
Contact UB Print Services for new business paper products or for commercial printing services. | ||
Go to the UB Online Directory to update phone numbers and mailing addresses for relocated employees. | ||
Each department's website steward is responsible for making any necessary changes that reflect the departmental move. |
Use examples of service and maintenance costs to guide your decisions. Your situation may vary from the usual.
Billable Services | Non-billable Services* |
---|---|
Assisting office moves (moving a desk across a room or relocating an entire department) | Picking up scrap materials as requested |
Assisting renovation moves (a Project Manager will be assigned) | Limited storage for short-term (max 30 days) holding at the Helm Receiving area |
Space modification, e.g. to existing heating, cooling, lighting systems | |
Updated Stationary, business cards or envelopes | |
New Interior or Exterior signage | |
Lock and key changes | |
Carpentry services related to the move |
If you want to receive a price quote before your work is scheduled, check Yes on the Work Order Form. Work will be scheduled without a price quote if you choose No.
Kelly M. Hayes Mcalonie FAIA, LEED AP
Director
Campus Planning