University of Illinois Facilities and Services

Departments are responsible for the removal of all personal items, papers, books, equipment, and furniture etc. and a final cleaning prior to vacating. 

Identify a single point of contact and person responsible for coordinating the following (Moving Liaison):

• Issue Surplus request through FABweb; tag (use removable tape) all approved items for Surplus
• Issue work order to F&S with a brief description of the work – number of people, destination, timeline, and any trades required (movers, transportation, carpenters, key shop, sign shop, painters, electricians, BSWs, Waste Management, Stores & Receiving, etc.)
• Issue request to Technology Services for moving computers, printers, copiers, etc. (may need to contact vendor directly for printers/copiers due to lease agreements)
• Issue work order to Technology Services to deactivate/activate telecom and/or wireless access points
• Issue work order to F&S  to get new keys from the locksmiths
• Issue work order to F&S for additional trash cans, document shredding/recycling contains
• Issue work order to F&S for final clean
• Order moving boxes and packing tape from office supply store                            
• Staff should take their fragile and/or personal items (mini frigs, plants, etc.) themselves
• Box contents of all filing cabinets, storage cabinets, and desk drawers
• Tag all your boxes and furniture with your name, destination room number, building name, and box count i.e. 1 of 10, 2 of 10 and so on.
• Don’t throw pieces of furniture, University tagged property, or record documents in trash cans
• Insure proposed furniture layouts for all rooms in the new location are shared with movers before move date
• When vacating a research laboratory, contact the Division of Research Safety 
• For lease property, work with the Landlord to patch and paint any damage caused by furniture, marker boards, TV systems, etc.
• Collect and return all existing keys to F&S locksmiths in the key shop or Landlord

Others items to do, as appropriate:

• Contact Record & Information Management System (RIMS) for assistance with records (purging, archiving, moving, etc.)
• Contact University Library for books or reference materials that are no longer needed.
• Update websites and directories
• Contact Campus Mail: 265-6863 or printing@illinois.edu
• Order business cards, stationary, etc.
• Contact the Parking Department
• Contact Property Management to change the location of tagged property
• Issue work order to F&S for carpet cleaning
• Issue work order to F&S for general cleaning
• Issue work order to F&S for patching and/or painting
• Issue work order to F&S for signage

• The Space Management Committee, which includes representatives from F&S and the Office of the Provost, will work with the Capital Project Planner, Project Manager, and unit to identify temporary or permanent space.
• The Project Planner will identify a single point of contact within the unit as a Moving Liaison.
• The Project Planner will specify on the program statement who is responsible for coordinating relocations - either the general contractor or the unit/department.
• The Project Planner will work with the Space Management Committee to identify the transitional/permanent space allocation for the unit.
• Once the space plan is agreed upon by all affected parties, a Reassignment Letter [will be executed to formalize and document the space assignment in ARCHIBUS (for permanent and temporary space)
• The Project Planner and unit will fill out room-by-room information on the ‘relocation spreadsheet’
• The Project Planner will budget, schedule, and share all pertinent information with the unit to facilitate relocations with F&S Crafts & Trades and/or contractors/vendors.
• The Project Planner will share proposed furniture layouts for all rooms in the new location with movers before move date[
• The Project Manager will confirm all the above information with the Moving Liaison prior to executing the move.

• The Space Management Committee, which includes representatives from F&S and the Office of the Provost, will work with the unit to identify temporary and/or permanent space.
• The unit will identify a single point of contact within the unit as a Moving Liaison.
• Once the space plan is agreed upon by all affected parties, a Reassignment Letter will be executed to formalize and document the space assignment in ARCHIBUS (for permanent and/or temporary space)
• The Moving Liaison puts in a work order through the my.FS Portal  to ‘Construction Services’ with a brief description – number of people, destination and timeline. The Moving Liaison should also include as much detailed information as possible for assistance in work areas performed by others.
   (see General Unit/ Department Responsibilities Checklist)
• A Project Coordinator from F&S Construction Services department will be assigned to the relocation process, if requested. They will:
• Review the services needed
• Provide project coordination
• Request Technology Services to activate data outlets and wireless access points or add new ones
• Involve Surplus Warehouse
• If a Project Coordinator is not requested, the Moving Liaison will place separate work orders to the appropriate F&S Crafts & Trades and departments (shown above). The Moving Liaison will:
• Provide project coordination including acquiring estimates
• Request Technology Services to activate data outlets and wireless access points or add new ones in advance at net-trouble@illinois.edu
• Request Technology Services disconnect and reconnect office computers/network printers/computers etc. This should be scheduled as part of the actual move schedule.
• Involve Surplus Warehouse

• The Moving Liaison must contact Record & Information Management System (RIMS) for all unit/department/university/state record documents disposal.  
• It takes 30 days for RIMS to get appropriate permits from the State to dispose of record documents.
• RIMS can also assist with offsite document storage at a facility or container for a fee.
• All shredding events to purge documents should be scheduled after contacting RIMS.
• Always check with the University Library before disposing of any books or reference material. Sometimes they will take those items for their collection. 

• The Moving Liaison is responsible for entering each item (scrap or surplus) that needs to be moved in FABweb by making a request.
• Once the list is approved to be received by Surplus, the unit tags all those items for “Surplus.”
• Public –Function Movers are aware of this process and know where to take the items tagged for “surplus.”
• Items that are not accepted by Surplus Warehouse are then taken to Central Management Services for appropriate disposal (tag “trash”)
• Unneeded equipment disposal requires the unit follow data elimination process before sending the equipment to Surplus Warehouse.