Moving Services

To request Moving Services, submit a Material Management Service Request (MMSR) via DocuSign. Please note that the MMSR requires that university property be identified by its property tag number. If upon inspection, a property tag number cannot be found, a serial number will be required. All electronics have serial numbers. Most likely, property without a tag number or a serial number will fall into the category of furniture.

 
Moving Costs

There is typically no cost to departments for in-house moves; however moves that must be outsourced due to size or time constraints are charged to the department that is moving unless it is funded by the university as part of a capital or renewal/renovation project. In addition, all non-routine expenses associated with in-house moves will be charged to the department that is moving. This may include overtime costs, the wages of any temporary personnel hired to assist the university moving crew, and the costs of renting any additional trucks or special equipment for the move. The cost of moving crates and dollies that are damaged or lost will also be charged to department.

Office Moving Guide

Preparation is the key to a smooth move. We recommend that all employees review and complete our moving checklist (PDF) to help prepare for your move.

Scheduling Your Move

• Complete the MMSR. If moving an entire office, enter the number of rooms in the quantity field and the word "office/s" in the description field. Don't forget to fill in the “from” and “to” fields, e.g. from General Services (GS) to Administration (AD). See a sample MMSR (PDF) and instructions for completing the form for clarification.
• For large moves of four or more offices, you should notify Material Management during the early stages of the planning process. Typically, at least two weeks’ notice is acceptable, although for very large moves such as entire departments two or more months may be needed to coordinate the necessary resources. If you have a date in mind, make sure that you have discussed it with all involved parties, including Facilities Management (planners, project manager, locksmith), Office of Technology Services, Telecommunications and new furniture supplier and contractors.
• A member of our staff will visit your area to assess the scope of your move and the resources and time required. In most cases, we will arrange to send you packing materials, such as crates and/or cartons, tape, labels, etc.
• Inform Mail Services, Human Resources, Procurement, OTS, Property Records and all other business associates and contacts of your new address. Don't forget to change your stationery, update the university directory and inform the building coordinators so that they can update mail distribution lists.

Preparing for your move

• Your department or office must assign at least one contact person to work with Material Management to prepare for the move. This person will be known as the move coordinator.
• Back up computer data.
• Make sure to have an inventory list of all items being moved—this will enable you to keep track of the property and ensure nothing is lost.
• Identify and record any pre-existing damage to the property being moved. Be specific and identify them with property tag numbers or serial numbers when available.
• Submit a separate MMSR for property that you want disposed in advance of the move.
• Assist the University in meeting its sustainability goals by properly disposing of those things - old furniture, equipment, and records - that you do not want to take to your new location by following our instructions for reuse, recycling and disposal of unwanted items before a move.

Packing

• All packing and other preparations must be completed prior to the start of the move.
• Material Management does not offer packing services; packing is the responsibility of the department and/or individual moving.
• Depending on the type of move, we will supply you with plastic crates, dolly sets or cardboard boxes for packing. Boxes are used for large moves and/or moves in which the materials will be stored for a period of time before unpacking. These items are typically free of charge. Damaged or lost crates and dollies may be billed to the department.
• Crates and dollies are generally loaned to departments for a 10 business day period.
• When cardboard cartons are used for your move, be sure to properly assemble and seal each carton following the long bottom seam from end to end with at least two strips of box-sealing tape. The tops must be sealed in the same fashion. This makes stacking cartons easy and stable, both during your packing and when they have to be stacked on dollies for moving.
• It is required to use Material Management removable labels for your move, provided free of charge.
• Everything moving must have a label. The general rule of thumb for packing is if it fits into a crate or carton, pack it. If it does not, label it.
• Print only your new room number on your labels—nothing else—and then place them in a uniform, conspicuous location to ensure efficient moving. On boxes, labels should be applied on one end of the long center seam, not the top or sides, so that they can be seen when moving.
• Property no longer needed should NOT be labeled to move. An MMSR should be submitted in advance to request that these items be disposed.

Additional information on the packing of specific items is listed below. Please note that movers cannot be held liable for damages caused as a result of the department's failure to properly prepare equipment for the move.

Item	Can it be moved?	How to Pack
Bookcases	Yes	Pack all contents.
Bulletin boards	Yes	First ensure it has been removed from the wall. Label each piece. Moving staff cannot reinstall in new location. Submit a work order to Facilities Management for reinstallation in advance.
Cabinets	Yes	Pack all contents and lock cabinet doors.
Computers, desk phone and office machines	Yes	Do not pack these machines! Leave them on top of desks. All machines must be disconnected from each other and their power sources. Pads and covers for machines should be packed. Pack all removable cables together in one place and use rubber bands to wrap cables permanently attached to the equipment.
Cubicle Systems	No	Facilities Management Planners and Project Managers will address these needs.
Electronic data	Yes	All computer data should be backed up and all storage media (e.g. Flash drives) should be packed and transported by department staff.
File cabinets - horizontal	Yes	Lateral file cabinets with more than two drawers must be emptied and contents packed.
File cabinets - vertical	Yes	Lock all file cabinets. Standard drawer, vertical file cabinets generally do not have to be emptied for the move. The mover will let you know during the pre-move visits and meetings if yours needs to be partially or completely emptied. Stackable files must be disassembled if they are connected. In addition to a room number, an alphabetical designation should be used to assist in returning cabinets to proper order, for example “3A”, “3B”, etc.
Glass & other breakable items	Yes	Protect all glass with paper or other stuffing. Leave glass tops and pads on top of desks for the mover.
Keys	Yes	All keys for doors, cabinets, drawers, etc. should be wire- tagged, coded to the locks they fit and packed in one safe place. Questions about keys should be directed to the Lock Shop at x4-4964.
Lockers	Yes	Pack all contents and close/lock lockers if possible.
Personal property	No	The university and/or contracted mover are not liable for personal property. For your own protection, we suggest that you move these items yourself.
Pictures, maps and other wall hangings	No	Ensure they are taken down first. Place them on end, back-to-back in carton. If the item does not fit in a carton, lean it against the wall and the mover will take it from there. Label each piece. Consolidate small pictures in one container. Cushion with packing materials such as newspaper. Submit a work order to Facilities Management for reinstallation in advance.
Printers	Usually	Professional servicing may be required for special or large printers. Make sure to remove or otherwise secure the toner cartridge prior to the move. Contact Copies Plus for all network printers.
Refrigerators	Yes	Defrost the refrigerator and empty the drain pans and all contents. All equipment containing liquid must be drained prior to the move.
Shelves	Yes	Ensure they are taken down first. Place them on end, back-to-back in carton. If the item does not fit in a carton, lean it against the wall and the mover will take it from there. Label each piece. Submit a work order to Facilities Management for reinstallation in advance.
Small items	Yes	Seal paper clips, pencils and all other loose materials in envelopes and then pack them in cartons.
Special Equipment	Yes	Professional servicing may be required for copiers and other equipment. The department's move coordinator should make all special arrangements well before the moving date.
Trash	No	Movers do not remove trash.

Post-move instructions

Please help recycle and reuse moving boxes following your office move. After unpacking, fold the boxes flat, place them in a secure area and call x4-2478 for pick up. Mark or label as “NOT TRASH.”