Moving Support Checklist

Moving Support Checklist

The Trucking Department is available to assist UK departments with on-campus office moves. Moves should be scheduled at least 2 weeks ahead of time.
Suggestions for planning your move:

1. Plan early
2. Appoint a move coordinator for your department.
3. Who to contact:
   • Trucking Department: to schedule a move please submit a Facilities Work Request as soon as possible.
     • Please include as much detail and information as possible, such as if your building doesn’t have an elevator, and/or items that need moving are heavy or large.
   • IT Services: check on necessary network connections; and can assist in moving telephone lines and equipment
   • Ricoh: for moving copiers
   • Key Shop: for any keys needed
   • Recycling: to schedule removal of large amounts of recycling due to a move and/or cleanout, have recycling container available for paper with confidential information, hardbound books, general recycling items, CDs, DVD and VHS tapes and other items. Check out UK Recycling’s Office Move Out Information. Containers can be provided for the following items-
     • Confidential Paper (PHI)
     • Hardbound Books
     • CDs, DVD & VHS
     • General Recycling
   • Surplus: can assist with the removal of any property. All unwanted or not needed property must be surplused. Please don’t dispose of any, even if it broken.
4. Prior to moving day:
   • Pack your boxes. Close each box securely by taping or tying shut. Always pack boxes so they can be stacked; pack them level or below the top of the box.
     • Mark each box with an identifier with masking tape, indicating name, destination and room.
     • Mark any boxes that have breakable/fragile items.
   • Clear-off & clean-out office furniture. Empty all desks, shelves, bookcases and filing cabinets of their contents; contents must be boxed and identified separately. The movers will not move furniture with its contents still inside.
   • Label office furniture. Mark office furniture such as chairs desks, files, bookcases, etc. with masking tape indicating name, destination and room number.
   • Note: The UK Trucking Staff do not move electronic equipment. This includes but is not limited to: computers, printers, monitors, servers, copy machines, etc.
   • Dismantle large furniture or shelving on wall. Any furniture that is built in or is too large to fit though the door or in the elevator should be dismantled prior to moving day. If you need help with dismantling, please create a work order request so that you can arrange for the work to be completed before moving day. Other Facilities Departments might need to be involved and additional charges may apply.
   • Any personal items within an office (paintings, wall rugs, stereos, etc.) should be moved by the office owner and not the movers.
   • Department personnel planning to be absent during the move must have all items packed, identified, and ready to move prior to their absence.
   • The move coordinator should notify all faculty and/or staff of the guidelines and ensure that everyone is packed and ready on moving day.
5. Moving Day
   • The move coordinator will be the contact person and will work with the movers to organize the order of the move. The move coordinator should be present the moving day and arrange for each office to be moved completely before going to the next one.
6. Loss and Damage
   • Moving is a service of the Facilities Department. The Trucking Department takes great pride in their ability to move your furniture and office materials safely and efficiently. However, sometimes accidents do occur. We take precautions to protect your belongings but cannot be held liable for any loss or damages. UK and the various departments are self-insured through the Risk Management Department, not through the Facilities Department.