9.40 AUX - Campus Moving Services

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

Authority:

N/A

History

Effective: November 1, 1992

Source of Authority:

N/A

Responsible Office:

Warehouse Services

Policy Details:

Purpose.

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

Applies to all University departments.
Policy.
1. General Statement.
  
  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.
  
  Moving services are also available after normal working hours and on weekends when necessary. (See Policy statement 5 and Procedure statement 3.) A Warehouse Services employee is required for all moves that include the use of a warehouse vehicle.
2. Services Provided.
  
  Services provided by UNCW Moving Services include the following:
  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.
    
    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.
  2. Relocation of an office or offices.
  3. Relocation of one or more items; i.e., desk, file cabinet.
  4. Moving for a carpet installation.
  5. Pickup of equipment for repair/return. (Procedures for moving equipment to temporary storage and surplus property are covered under Procedure No. AUX 9.30 and AUX 9.20 respectively.)
  6. Setup for Kenan Hall, SRO Theatre, and Kenan Auditorium.
  7. Staging.
3. Requesting and Scheduling of 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. Moving Services Pre-Move Checklist and Courtesy Guide for Services. 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 packed in boxes. Items may be left in desk drawers only if the move is 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. Check List for University Departmental Moves (Appendix A). 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. For your convenience, these tasks are listed in Appendix A, along with the form or method required to accomplish each task and a reference or contact person where additional information may be obtained.
5. Departmental Charges and Billing.
  
  There is no charge to 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. (See procedure statement 3.)
Procedures.
1. Use of Tables and Chairs.
  1. 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 Moving Services Request 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 Moving Services Request 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 (see ACG 1.30). Overtime rates will be calculated according to which warehouse employee(s) works 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.

Procedure No. AUX 9.40 Effective: June 3, 1999
Appendix A -
Check List for UNCW Departmental Moves Supersedes: November 1, 1992

Checklist for UNCW departmental moves
TASK TO BE COMPLETED	FORM OR METHOD REQUIRED	REFERENCE OR CONTACT PERSON
Move of furniture and equipment within building or to another building	Moving Services Request	AUX 9.40
Notify Fixed Assets Section of transfer/relocation of University equipment	Movable Equipment, Notice of Change in Equipment Status	ACG 2.60
Request for new keys and return of old keys	UNCW Key Request	PHY 1.10
Telephone service requests, voice mail, installation of telephone and data lines and wiring, install line for new FAX machine, cellular or pager requests, installation of off-campus transmission facilities, etc.	Telecommunications Service Request. Submit non-emergency requests by either e-mail ( TELCOMWORK) or by memo from department head to Telecommunications Dept.	TEL 1.10
Notify UNCW Postal Services of departmental move	Memo or e-mail to Manager of Postal Services. Provide the following information:Name of department Old location (building and room number) New location (building and room number) Exact date to end current service and begin new service Any special instructions. If partial move, indicate staff members and programs involved in move.	Mgr. Postal Services
Notify University depts. of move	Notice in Campus Communiqué. Requests may be made by any of the following methods:Email: COMMUNIQUE@uncw.edu Send FAX to ext. 3847 Memo to Communiqué editor.	UR 1.20
Computer wiring, VAX connection, computer relocation/setup	Telephone call to Hardware Support in Info. Systems, who will provide appropriate form and technical assistance and will coordinate with Telecommunications Dept.	Hardware Support
Temporary storage (max. 90 days) Storage for more than 90 days:	Warehouse Temporary Storage Form. Justification memo signed by department head must accompany Temporary Storage Form.	AUX 9.30
Alterations / Repairs / Maint.Other alterations (such as rehanging a door, wall partition, electrical outlets and wiring, installation of shelving, putting locks on doors) Installation or repair of furniture or equipment that is not an integral part of bldg. Painting outside the regular maintenance schedule.	UNCW Physical Plant Department Work Request.	PHY 1.20
Special Projects: Construction of new facilities and/or physical alterations of existing facilities or land, such as office renovations (normally costing over $500 but may not exceed $50,000) MUST BE COORDINATED THROUGH THE OFFICE OF THE VCBA.	Departmental Special Project Request Form	VCB 1.20
Capital Improvement Projects: Renovations, repairs, and major maintenance to existing facilities, one-time major equipment purchases, utility modifications (any of which are in excess of $50,000) MUST BE COORDINATED THROUGH THE OFFICE OF THE ASSOCIATE VCBA		VCB 1.10

Instructions for Preparation of Form AUX 9.40A Effective: Nov. 1, 1992

Name of Form: Moving Services Request

Purpose of Form.

This form is used to request moving services.
Where to Obtain Forms.

Two options are available:

Blank two-part forms may be ordered from the U-Business Web site.

On-line forms are available on the Web at https://www.uncw.edu/busaff/movingservices/mov_form.htm.
Where to Submit Two-Part Forms.

The Moving Services Request is a two-part form consisting of an original (white) and one copy (yellow). The original of the completed form is sent to the Warehouse Services Supervisor. The yellow copy is retained by the department.
Instructions.

Enter department, contact person, extension and date.
1. Enter date and time move is requested.
2. Enter building/room where furniture/equipment is currently located; enter building/ room where furniture/equipment is to be relocated.
3. Enter type of move by checking appropriate box. If move is temporary, enter date and time items are to be returned.
4. List furniture/equipment to be moved. Attach a separate list if preferred.

Instructions for Preparation of Form AUX 9.40B Effective: Nov. 1, 1992

Name of Form: Table and/or Chair Reservation Request

Purpose of Form.

This form is used to request the use of tables and/or chairs.
Where to Obtain Forms.

Two options are available:

Blank two-part forms may be ordered from the U-Business Web site.

On-line forms are available on the Web at https://www.uncw.edu/busaff/movingservices/tab_form.htm.
Where to Submit Two-Part Form.

The Table and/or Chair Reservation Request is a two-part form consisting of an original (white) and one copy (yellow). The original of the completed form is sent to the Moving Services Supervisor. The yellow copy is retained by the department.
Instructions.

Enter department, contact person, extension and date.
1. Enter date and time tables and/or chairs are needed.
2. Enter set-up location (building and room/area).
3. Enter the date/time the tables and/or chairs need to be picked up.
4. Enter the number of tables and/or chairs needed.
  
  The bottom section of the form is reserved for Moving Services use.