How to Relocate a UCSD Office

Last updated August 13, 2009 3:05:18 PM PDT

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Use this checklist to ensure a smooth transition when your office or department moves to a new location.

In the right place? If you are moving a lab, see How to Close or Relocate a UCSD Laboratory.

Note: For best results, form a moving team made up of key people from your staff and contacts from outside departments such as Facilities Management, Moving Services, Purchasing, and ACT (Administrative Computing and Telecommunications), and then follow the recommendations below.

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Establish a timeline.

Use the rest of the items in this checklist to establish a timeline for your move.

Select a moving service and schedule the move.

Note: Depending on the availability of your moving service, you may have to adjust your timeline.

To use UCSD's movers, contact Moving Services. For information on outside moving services, contact Mary Watt, (858) 534-6720.

Choose a date or time frame for the move to take place.
Allow as much time as possible to plan your move (if possible, at least 6 months).
Determine who is packing (staff or mover).
Identify individuals who will be moving and:
- Notify them of the moving date
- Determine any special requirements they may have

Coordinate individual office/ cubicle belongings.

Determine what furniture, equipment, computers, and supplies are being moved and to where, then:

Create a plan for identifying items by office or cubicle (for example, color-coded labels).
Coordinate delivery with the moving service, using the identification plan.

Make sure you have adequate insurance coverage.

Insurance is required for all moves, whether by UCSD Moving Services or an outside moving vendor.

List all items and corresponding values being moved on an inventory.
Consult with Risk Management, (858) 534-3820, to determine if inventoried items are appropriately valued and adequately insured.
Read Does Your Department Have Adequate Insurance Coverage? for more information.

Arrange for minor construction services, signage, space planning, and new furniture if necessary.

If you are moving to existing space that needs minor alterations, see Facilities Maintenance and Repair Services for a list of building services.
For information on campus signs, see Sign Fabrication Services. You can order stamps, nameplates, and signs from STORE.
For space planning and new furniture, see Before You Buy Furniture.

Obtain clearance from Environment, Health & Safety (EH&S).

If you are moving any hazardous material or equipment:

Read How to Get a Decontamination Clearance for Equipment or Facilities.
Contact EH&S (858) 534-3660 to schedule a clearance survey.
EH&S will post a green clearance tag on the door when the facility is cleared of hazards.

Arrange for transfer of telephone and network services.

Submit an online Customer Service Request (CSR) with Administrative Computing & Telecommunication (ACT).

Arrange for installation or rekeying of locks in the new space.

Contact UCSD lock and key services.

Purchase additional locks, as needed.
Coordinate collection of old keys and distribution of new ones.

Arrange for moving your copy machine.

Contact Imprints to move your copy machine.

If your copy machine has a card reader, be sure to contact Imprints in advance to arrange for moving datalines.

Dispose of unnecessary furniture or equipment.

To dispose of excess inventorial furniture or equipment, see Ways to Dispose of Inventorial Equipment.
To dispose of furniture or equipment not considered inventorial, see How to Send Non-Inventorial Property to Surplus Sales.

Arrange for office security.

Contact the UCSD Police Department for assistance with:

Choosing an alarm system for your new office space, if necessary
Security issues during your move
Adding your new location to the Police Department's security check route and system

Notify necessary campus departments.

Be sure to update the following:

Mail Code and Ship To Code:
- Contact Mail Services to establish, change, or delete a Mail Code
- Contact Purchasing to change information on your Ship To code.
Payroll Personal System (PPS): Make the required changes to PPS.
Equipment Asset Management System (EAMS): If you relocate inventorial equipment, go to the EAMS to complete the required Equipment Inventory Modification Request (EIMR).
Campus directory: Update your campus directory listings.
FacilitiesLink: Log in and update UCSD's campus space inventory.
STORE: Contact a Customer Service Representative, (858) 534 SHOP, or go to STORE to update your customer profile.

Arrange for cleaning the space you are leaving.

Read the list of UCSD cleaning services provided by Facilities Management.