(Approved by the Executive Director of Health Sciences Administration by authority of Executive Order No. 1; the Provost by authority of Executive Order No. 4; the Executive Vice President by authority of Executive Order No. 5; and the Vice Provost and Vice President for Computing and Communications by authority of Executive Order No. 63)
These guidelines have been developed to make moving as convenient and trouble-free as possible. These guidelines do not apply to major construction or renovation projects administered by the Capital Projects Office; in those instances, a project manager is assigned to coordinate the moves and departments should consult the project manager for information and advice.
The primary responsibility for coordination of departmentally initiated moves rests with the individual departments. Most costs connected with moving and installation of equipment will be charged to the departmental budget. Services provided by the Capital and Space Planning Office, the Equipment Inventory Office, and the Capital Projects Office's Design Services are described in this policy statement.
It is the responsibility of the individual departments and/or colleges and schools to provide sufficient funds for whatever repairs and remodeling are necessary. Under some circumstances, funds for remodeling projects costing more than $2,500 may be available from unallocated reserves in the Minor Repairs portion of the central administration's capital budget.
Requests and justifications for central administration funding must be sent to the Capital and Space Planning Office, Box 351263, 206–616–7442, with the endorsement of the dean's or vice president's office. When the budget has been established and work details approved by the department, Design Services will coordinate the construction schedule with the appropriate Physical Plant shops.
Once a department has received official notification from the central administration on the space assigned to the department, the department should appoint one person as the moving coordinator. This person will complete the following activities:
| 1) | Notification—Notify
all employees of the move, the tentative time
schedule, and tentative room assignments. |
| 2) | Floor
Plans—Obtain floor plans from the Facilities
Services Records Vault, 206–221–4380,
and, if necessary, arrange to tour the new office
space. (Departments moving into space occupied
by other units are encouraged to use discretion
when contacting the present occupants.) |
| 3) | Cost
Estimates—Request cost estimates from
the Capital Projects Office, Box 352215,
206–543–8200, if minor repairs or remodeling
are desired in the new office space. The department
should request information and costs for structural,
electrical, ventilation, and any other adjustments
necessary to accommodate special space requirements
for equipment, libraries, workrooms, computers,
etc. |
| 4) | Additional
Equipment and Furniture—Arrange to obtain
needed equipment and furniture through the Purchasing
Department, Box 351110, 206–543–5810,
or the Surplus Property Office, Box 355210,
206–685–1573. Contact Capital Projects
Office's Design Services, Interior Design, Box 352215,
206–543–5200, for assistance in choosing
new furniture, carpeting, and similar items as
necessary. |
| 5) | Advance Notice
of Move—Ensure sufficient lead time for
notification of campus departments in order to
minimize disruption and increase efficiency in
campus moves. The lead time may vary with the
location and magnitude of the move. For example,
the Property and Transport Services Office requires
only two weeks advance notice whereas the installation
and planning of communications equipment may require
six weeks to six months. Additional activities
that need to be coordinated prior to the move
are room assignments, the location of equipment
and supplies, and address and box number adjustments.
This includes notifying offices such as Payroll
and Purchasing of the new box number. This will
ensure that important, time-critical reports are
not misdirected during the move. |
| 6) | Moving Inventorial Equipment—Obtain a listing of inventorial equipment from the Equipment Inventory Office, Box 355915, 206–543–4663. Develop and disseminate packing procedures. Use the Property Activity Request form as follows:
|
| 7) | Security
Matters—Consider security matters connected
with the move. Advance arrangements should be
made to relocate security alarm systems to the
new site. If a security system is being considered
for the new site the Crime Prevention Unit of
the University Police is available to advise and
recommend a security system that meets the particular
needs of the department. Staff should be present
at both locations during the actual move; if this
is not feasible, the unattended offices should
be securely locked. |
| 8) | Environmental
Health and Safety Matters—Consider environmental
health and safety matters pertaining to the move,
such as transporting hazardous materials and the
location of equipment within the office or laboratory
setting. Contact the Environmental Health and
Safety Department, 206–543–7262, for
a list of Environmental Health and Safety Considerations
relating to moving into new facilities. |
| 9) | Computing & Communications (C&C) Concerns—Contact Network Installations, Box 354150, 206–543–5068, or via email at install@cac.washington.edu, for ethernet or other computer cabling relocations. Contact Communication Technologies, Box 354150, 206–543–0133, or via email at telecom@cac.washington.edu, for telephone or other communication service relocations. In the event of telephone or other communication service relocations, normal installation charges apply. Installation charges are generally dependent on the type and extent of the service(s) involved, and on the nature of the future facilities. Current C&C policy states that once an ethernet connection is installed it may be used at the installed location without recurring charge. No charges will apply for departments that move to a location already wired for ethernet when no additional connections are required. If facilities are required at the new location, and/or remodeling requires moving an existing connection, normal installation charges will apply. |
Occasionally, the Provost may request that a department exchange some of its existing space for comparable space. When the department and the central administration have mutually agreed to such a move, the responsibility for coordinating the move rests with both the department and the Capital and Space Planning Office.
The Capital and Space Planning Office will assist the department in obtaining cost estimates for any remodeling that has been agreed upon prior to the reassignment of space by the Provost, including such items as new office signs, telephones, and minor repairs or remodeling.
As with the departmentally initiated moves discussed in Section 2, the Capital Projects Office's Design Services will supply the department, via the Capital and Space Planning Office, with cost estimates for any remodeling and will coordinate the actual construction. Following the completion of the repairs, or if no remodeling is required, the department will coordinate the moving schedule with the Property and Transport Services Office. While the usual moving expenses associated with the move will be paid for by the central administration after review and approval by the Capital and Space Planning Office, the individual department is still responsible for internal office coordination, including:
December 1997.