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05.791 Campus Moving Services

To explain the policies and procedures respective to campus moving services.

Authority:

 Business Affairs

History:

Revised December 2, 2025 (Previously AUX 9.40); Effective November 1, 1992

Source of Authority:

 N/A

Related Links:

Moving Services

Responsible Office:

Auxiliary Services

Policy Details:

  1. Purpose

    To explain the policies and procedures respective to campus moving services.

  2. Scope

    Applies to all University departments.

  3. Policy

    1. General Statement:

      1. The warehouse provides moving services to university departments during normal university working hours. Generally, normal working hours are from 8:00 a.m. to 5:00 p.m. each working day. However, should the Chancellor make changes to this working schedule (e.g., revised summer work schedule), moving services will be provided during university working hours as established.

      2. Moving services are also available after normal working hours and on weekends when necessary. A Warehouse Services employee is required for all moves that include the use of a warehouse vehicle.

    2. Services Provided:

      1. Services provided by UNCW Moving Services include the following, which are fee-based services:

      2. 8' folding tables and folding chairs:

        1. Use of 8' folding tables and folding chairs by academic departments, student government, clubs, fraternities, etc., is allowed on a first-come, first-served basis. However, academic/administrative uses (i.e., registration, orientation, etc.) take precedence over all other uses of tables and chairs.

        2. Persons using tables and/or chairs will ensure that they are not damaged and are clean prior to being returned to Warehouse Services. Tables and chairs will be inspected upon return to the warehouse. Damaged tables or chairs will be repaired at the expense of the activity charged with them at the time of the occurrence of damage.

      3. Relocation of an office or offices.

      4. Relocation of one or more items, i.e., desk, file cabinet.

      5. Moving for a carpet installation.

      6. Pickup of equipment for repair/return. (Procedures for moving equipment to temporary storage and surplus property are covered under Policy 05.790).

      7. Set up for Kenan Hall, SRO Theatre, and Kenan Auditorium.

      8. Staging.

    3. Requesting and Scheduling Departmental Moves:

      A properly completed Moving Services Request form must be received in the warehouse three (3) working days prior to the date the move is needed. All moves will be scheduled on a first-come, first-served basis determined by the date the request form is received by the warehouse. The warehouse will notify the requesting department of the date and time the move is scheduled.

    4. Departmental Responsibilities:

      1. University departments are responsible for all necessary packing prior to the moving date, disconnecting all office equipment, and securing all drawers and doors. Bookcases must be empty, and all loose items must be packed in boxes. Items may be left in the desk, and all loose items must be on the same floor within the same building. To assist with expediting the move, departments may use the Pre-Move Checklist. This form does not need to be completed or forwarded to Warehouse Services.

      2. In addition to preparing office equipment and furniture for the actual move by Campus Moving Services, University departments are responsible for ensuring that other appropriate measures are taken when relocating such as keys and locks, fixed asset transfers/relocations, telephone services, Postal Services notification, etc.

    5. Departmental Charges and Billing:

      There is no charge to the university departments for the use of tables and/or chairs (providing they are returned clean and without damage) or for office or equipment moves performed by Campus Moving Services during normal working hours as stated in Policy statement 1. However, University departments will be charged for office or equipment moves occurring outside normal working hours.

  4. Procedures

    1. Use of Tables and Chairs:

      Complete a Table and/or Chair Reservation Request, per the preparation instructions in this procedure and forward it to the warehouse.

    2. Moves During Normal Working Hours:

      1. Complete a Request Moving Services form and forward it to the warehouse.

      2. If any special conditions exist regarding the move (i.e., excess weight, sensitive equipment, large volume, etc.), please attach a separate sheet describing these conditions.

      3. The warehouse will notify the requesting department of the date and time the move is scheduled.

    3. Moves After Hours:

      1. Complete a Request Moving Services form and forward it to the warehouse.

      2. Charges for departmental moves occurring after normal working hours will be processed via a UNCW Interdepartmental Invoice. Overtime rates will be calculated according to which warehouse employee(s) work and the equipment utilized. Overtime rates may be obtained by contacting the Moving Services Supervisor at extension 3620.

      3. The warehouse will notify the requesting department of the date and time the move is scheduled.

  5. Contact Person

    Contact the Warehouse at X3620 or warehouse@uncw.edu if additional information is required.