Department Moves

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Faculty and staff can request service to move an entire department on campus. Follow specific guidelines when moving furniture and non-hazardous equipment at UB.

Service Hours

Customer Service Office

Days Hours
Monday - Friday 7:30 a.m. - 4:30 p.m.

All requests for moves should be placed at least 4 weeks in advance.

Move Coordinator's Responsibilities

During department moves, it is recommended that the unit designates one person as the Move Coordinator. This person will interface with all campus personnel and vendors involved with the move process and should be onsite during the move to provide direction.

It is important to the success of the move that all procedures and forms are completed in advance of the move. The Move Coordinator will work closely with the unit's Facilities Planning and Management Officer (FPMO).

Helpful Moving Tips

Helpful Moving Tips

Follow these tips as you prepare for a move on campus.

  • Reference the Moving Checklists.
  • Individual units are responsible to package all items that will be moved.
  • Packing materials such as boxes and tape are not provided or orderable from Facilities Customer Service.
  • When packing, use smaller boxes for heavy items and larger boxes for lightweight items (if you can't lift it, the mover can't either).
    • Fill boxes only to the top, then fold down all flaps and tape them shut.
    • Each box must have a "ship to" label placed on the side (not the top) of the box.
  • All lateral filing cabinets and executive top desks must be emptied by the unit before the scheduled move.
  • Vertical filing cabinets may be moved full.
  • Some standard-sized desks for in­ building moves may not need to be emptied. You may inquire about this requirement when you are scheduling the move.
  • Bookshelves, credenzas and cabinets with or without doors must be emptied.
  • Chairs, tables and lamps may be moved as they are.
  • Pictures, mirrors and plants may require special attention and the owner may wish to move them personally. Moving Services can provide you with special instructions to move these.
  • Library carts may be helpful for some moves. Please inquire about their use for your move.
  • Modular furniture and some desks must be disassembled before the move and reassembled after the move. Fee-based carpentry services can be scheduled by submitting a Work Order Request.
  • No equipment or materials can be left behind after a move. Submit a Work Order Request to recycle, scrap or surplus items that are still usable.

Campus Address Changes

Campus Mail Service and Address Change

  • Contact Campus Mail Services to direct mail delivery to your new location. They will provide information on points of delivery, mailboxes and mailbox keys.
  • Address changes should be made by the designee in your department who has access to the ePTF (Electronic Personnel Transaction Form System).
    • Each employee's office location and phone number will need to be individually changed and submitted in this system. Contact your unit's HR liaison.
  • Proper addressing of mail is as follows:

Name
University at Buffalo
Department
Room and Building
Buffalo, NY 142__-____

Payroll Delivery

  • Contact the appropriate payroll office (State, UBF, RF) to arrange the delivery of payroll checks to new locations.
  • Depending on the timing of the request, it may take up to two pay periods for the location change to be processed.

Service Advisories

  • If you would like to receive email notifications of activities taking place in your new area and in surrounding areas, subscribe to Facilities service advisories.

Space Inventory Updates

  • Forward departmental move information to your Facilities Planning and Management Officer (FPMO). They will inform the Physical Space Administrators of the updates.
  • After a move, a space survey may need to be scheduled to accurately illustrate the department's new space on the university's floor plans and update the faculty and staff records.

Stationary, Envelopes and Business Cards

  • Contact UB Print Services for new business paper products or for commercial printing services.
  • Place orders 1-2 weeks prior to your move.

UB Online Phone Book Directory (LDAP)

  • Go to the UB Online Directory to update phone numbers and mailing addresses for relocated employees.
    • Search for the employee, click Update Your Entry, then log in with your UBITName and passowrd. Each employee must be updated separately.

Departmental Website Updates

  • Each department's web steward is responsible for making any necessary changes that reflect the departmental move.

Custodial or Cleaning Services

Schedule cleaning for a new or vacated area by submitting a Work Order Request.

Electrical Services

Schedule electrical work, such as upgrading power for equipment or adding or moving power outlets, by submitting a Work Order Request at least 4 weeks in advance.

Heating and Cooling

  • If your new space requires modification to the existing heating and cooling system, the costs associated are the department's responsibility. Submit a Work Order Request 4 weeks in advance of your move.
  • Problems can occur after hours that may require immediate attention such as leaking or broken pipes. If your move includes restrictive access by special keys, locks swipes or other access controls, provide direction on how best to obtain access after business hours or during inclement weather.

Locks and Keys

  • To request new keys, the Move Coordinator can submit a Work Order Request. All departmental requests are fee-based.
  • Distribution of keys should be closely monitored by the Facilities Planning and Management Officer (FPMO) and copies should be made in-house only. The FPMO is responsible for access to all rooms within their unit including keys, security codes and swipe cards.
  • Access to rooms may be required by Emergency Services, therefore no unauthorized locks should be placed on any entries. Unauthorized locks will be removed and replaced at the department's expense. Padlocks are a violation of fire code and may never be used.
  • Keys should be retrieved upon termination of any employee.

Material Holding

Helm Receiving Only

  • Helm Receiving is a facility with limited accommodations available for short-term holding. After 30 days, the department will be contacted to inquire about the disposition of their held materials.
  • Items such as refrigerators, freezers, glass items, hazardous waste materials and boxed files cannot be accepted.
  • Move Coordinators should contact the Receiving Supervisor and provide a list of items to be held. The requesting department should then call Facilities Customer Service to arrange for a convenient pick up time.
  • Moving Services will contact the moving unit for a convenient time to pick up items. The proper paperwork must be completed before any items are moved.

Contact an Expert

Helm Warehouse avatar.

Helm Warehouse

University Facilities

137 Helm Warehouse

Phone: 716-645-2632; Fax: 716-645-3005

Office Equipment

Copiers, Printers and Fax Machines

  • If you have a copier service contract, contact the vendor first to inquire about moving instructions. To preserve your maintenance contract, the service contractor provider may require that they move the copy machine.
  • All copy machines must have all ink, toner and liquid removed prior to the move.
    • If printers are to be disposed of, the ink cartridges should be removed.
  • Typewriters, fax machines, and any other equipment should be disconnected prior to being moved.

Computers

  • It is strongly recommended that all computer files be backed up to ensure data integrity.
  • Computers must be disconnected and disassembled prior to being moved. Unit IT services or nodes may be available to assist in this process before the move and for reassembly after the move.

Phones

  • For moving phones, refer to information from UB Information Technology.

Office Safety and Security Systems

Contact your Security Services vendor to transfer your service.

Recycling Resources

Request Recycle and Reuse Service

  • Reusable packing boxes will be picked up for future use. If not reusable, recycle cardboard in the blue recycling bins provided on campus.
  • Request recycling by submitting a Work Order Request. There is no fee for this service.

Paper Recycling

  • Prior to the move, the Office of Sustainability can assist your department in confidential shredding or bulk recycling for large amounts of paper, paper products and books.

Recycling Electronic Equipment

  • Recycle electronic devices through UB's secure computer and electronic equipment recycling program.

Signage

  • Move Coordinators in charge of department moves can request interior signage by submitting a Work Order Request. These requests are typically fee­ based.
  • Exterior signage requests must be placed 5-8 weeks in advance.

Moving Departments Checklists

Moving Departments Checklists

Complete the following checklists before moving furniture or non-hazardous equipment for department moves on campus.

All requests for moves should be scheduled at least 4 weeks in advance.

Designate a Move Coordinator

During a department move on campus, it is highly recommended that the unit designate one person as the Move Coordinator. This person will interface with all campus personnel and vendors involved with the move process and should be onsite during the move to provide direction.

It is important to the success of the move that all procedures and forms are completed in advance of the move. The Move Coordinator will work closely with the unit's Facilities Planning and Management Officer (FPMO).

Moving Department Items Checklist

Moving Departments to a New Location on Campus Done Not Applicable
Order packaging materials including boxes and tape.    
Submit a Work Order move request. Explain what needs to be moved and inquire about specific requirements for the move. Also note if carpentry services will be needed during any phase of the move.    
Schedule carpenters or vendors if work stations or furniture needs to be disassembled and re-assembled.    
Contact the Helm Receiving facility if short-term (maximum 30 days) storage is needed. Items such as refrigerators, freezers, glass items, hazardous waste materials and boxed files cannot be accepted.    
Submit a Work Order for any cleaning or custodial services required prior, during or after the move.      
Submit a Work Order for any electrical services required such as upgrading power for equipment or adding outlets.    
Individuals are responsible for packaging all items that will be moved. Each box must have a “ship to” label placed on the side of the box.    
Request library carts to aid in the move if necessary.  They may be used instead of boxes during some moves.    
Ensure nothing is left behind. Recycle, scrap or surplus any item you do not wish to keep.    
Submit a Work Order for modifications to the existing heating and cooling system if necessary. The costs associated are the department's responsibility.    
Submit a Work Order to request new keys.    
Submit a Work Order to request updated signage including interior, ADA room signage or exterior.      
Contact your Security Services vendor to transfer your service.    

Moving Department Office Equipment Items Checklist

Moving Office Equipment Items to a New Location on Campus Done Not Applicable
If you have a copier service contract, contact the vendor first to inquire about moving instructions. To preserve your maintenance contract, the service contractor provider may require that they move the copy machine.    
All copy machines must have all ink, toner and liquid removed prior to the move.
   
Typewriters, fax machines, and any other equipment should be disconnected prior to being moved.    
Computers must be disconnected and disassembled prior to being moved. Unit IT services or nodes may be available to assist in this process before the move and for reassembly after the move.    
For moving phones, refer to information from UB Information Technology.    

Updating Campus Addresses Checklist

Updating Campus Addresses After Department Moves on Campus
Done Not Applicable
Contact Campus Mail Services to direct mail delivery to your new location. They will provide information on points of delivery, mailboxes and mailbox keys.    
Contact the appropriate payroll office (State, UBF, RF) to arrange the delivery of payroll checks to the new location.    
You may receive email notifications of activities taking place in your new area and in surrounding areas, subscribe to Facilities service advisories.    
Forward departmental move information to your Facilities Planning and Management Officer (FPMO). They will inform the Physical Space Administrators of the updates.    
Contact UB Print Services for new business paper products or for commercial printing services.    
Go to the UB Online Directory to update phone numbers and mailing addresses for relocated employees.    
Each department's website steward is responsible for making any necessary changes that reflect the departmental move.    

Requesting Service

Moving and Relocation — Billable and Nonbillable

Use examples of service and maintenance costs to guide your decisions. Your situation may vary from the usual. 

Moving and Relocation

Moving and Relocation — Examples
Billable
Nonbillable
Assisting office moves (moving a desk across a room or relocating an entire department) Picking up and delivering items posted on UB SWAP
Assisting renovation moves (a Project Manager will be assigned) Picking up scrap materials as requested
Space modification, e.g. to existing heating, cooling, lighting systems Limited storage for short-term (max 30 days) holding at the Helm Receiving area
Updated Stationary, business cards or envelopes  
New Interior or Exterior signage    
Lock and key changes  
Carpentry services related to the move  

Need a Price Quote First?

If you want to receive a price quote before your work is scheduled, check Yes on the Work Order Form. Work will be scheduled without a price quote if you choose No.

Request Service

  • Log in and submit a Work Order Request or
  • Call Customer Service at 716-645-2025

Contact an Expert

Kelly M Hayes Mcalonie.

Kelly M. Hayes Mcalonie FAIA, LEED AP

Director

Campus Planing

119V John Beane Cente

Phone: 716-645-2989

Email: kmhayesm@buffalo.edu

Cheryl Bailey.

Cheryl Bailey

Associate Director

Campus Planning

119 Beane Center

Phone: 716-645-3835

Email: cbailey2@buffalo.edu

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