ECHA - Edmonton Clinic Health Academy Move Instructions Version #2

Transcription

1 ECHA - Edmonton Clinic Health Academy Move Instructions Version #2 It is your responsibility (whether you are faculty, staff or student) to ensure that all areas moving under your supervision are prepared for the move no later than 8:00am on your assigned moving day, in accordance with this document and its attachments. Personal Items: Personal items are not part of the move exercise. These items must be taken home prior to the move Personal items include: - framed items such as art, photos, degrees/certificates, etc - plants - floor lamps - some furniture Personal fans, heaters, humidifiers, kettles, coffee makers, etc. cannot be used in the new space. Personal items are not covered by insurance during the move. If movers do handle these items, any replacement or repair cost resulting from damage during the move will be your responsibility. Terms used in the document: Move consultant(s): Interscape Interior Design APO: Administrative Professional Officer responsible for your move into Edmonton Clinic Health Academy Dentistry - Yvonne Pinchbeck FoMD, CESR - Wendy Brown FoMD, Continuous Professional Learning - Kathleen Edwards FoMD, Medicine - Therese Vanden Broek HSC Trish Whelan HSERC - Pam Rock Medical Laboratory Science - Jennifer McPhee Nursing - Peggy Isley Nutrition - John Bell Pediatrics - Sandra Pichler Pharmacy - Frank Hanta Public Health - Bob Sadler WCHRI - Jennifer Beck

2 Office, Open Workstation, Storage & Copy Areas and Boardrooms: Boxes: You will be receiving a prescribed amount of moving supplies. In most cases, boxes, labels and packing tape will be delivered 2 to 4 weeks before your scheduled move date. All requests for early move supplies are to be coordinated with your APO. The quantity of boxes and labels you receive is based on the move consultants inventory and the amount of material that will be/can be housed in your new workspace (and specifically identified storage areas, if applicable). Additional Boxes will NOT be provided for items that you are packing to take home. It is your responsibility to assemble and pack your own boxes, or arrange for someone to do this. The movers will NOT do this for you. All boxes must have a move label. You must complete a label for each box, and place it in the top right hand corner of the side of the box (not the top please). Your APO will tell you where boxes and tape will be delivered, and how many boxes have been allotted to each office, workstation or room. They will also distribute additional packing materials as required. Filled boxes should not weigh more than 24kg (app. 50lbs). Boxes should be packed to the top but not overfilled; the top must be flat when the box is closed. Double tape boxes on the bottom and tape them closed on the top. When you are packed, look around you. There should be nothing left at your desk, on your bookcases or in your cabinets. Leave the space ready for a new person to occupy. 2/6

3 Furniture Lamps and light bulbs Computers: New furniture is being provided in most areas of ECHA; however, some existing furniture items have been pre-approved for removal to ECHA. Move labels have been affixed to these items by the Move Coordinator. Furniture that is not tagged by the Move Coordinator will not be moved. All keys for lockable storage (ex. Filing cabinets) within offices must be taped to the inside of the top drawer of the storage unit prior to leaving the space. Movers will not be responsible for light bulbs in light fixtures. Please ensure all lamps are properly wrapped for packing and moving; light bulbs broken during the move will not be replaced by the movers. Desktop Computers, Disconnecting & Reconnecting: In general, each individual will be responsible for disconnecting his or her own desktop computer(s). If you require help, your APO may be able to arrange for assistance on a case-by-case basis. Larger Electronics: CPU, monitor, printers and scanners are to remain on your desk, unboxed. Tag each item with a move label. Ensure locks are engaged on scanners or printers. Remove all cables (Damage related to in-place cables will not be covered by the mover.) Laptops - TAKE THEM HOME and return them after the move. Alberta Health Services - If your computer and associated peripherals are owned by Alberta Health Services, additional instructions will be provided. The IT BOX Each individual will receive 1 (one) IT box. 1. Apply a regular move label with all information completed. 2. Write IT on move label or apply yellow IT dot. 3. Place all keyboards, mice, speakers, cables, power cords, etc, in the box and tape it shut. 4. Leave the box on the desk, where it can be easily identified by the movers. (We suggest you put these move instructions in the IT box, so you can easily find them again.) IT Telephones: You will receive a new VOIP telephone set at the new location. Typically, you will keep your current phone number; coordinate with your APO if you anticipate any changes. - Existing Phone o Old telephones can be returned to AICT through campus mail. Please coordinate the mailing of your telephone with your APO. - New Telephone o Your new telephone will be delivered to your new desk in ECHA; your computer data line will be plugged into this new phone. 3/6

4 Miscellaneous Items: Artwork: If the work is owned by the UofA, it is your responsibility to have it relocated by the UofA archives. (UofA-owned artwork will have a nameplate mounted on the wall next to the piece.) Faculty-owned artwork to be moved by the mover should be removed from the wall and placed on the desk with a move label. Packing materials will be available from your APO. Personal artworks will not be moved by the mover. Artwork will be stowed vertically and moved on a picture dolly by the mover. NOTE: Due to the construction of the walls in EHCA, there will be some restrictions on where and how things can be hung. Additional details will be provided at a later date. Bulletin Boards & Whiteboards Removal of mechanically fastened, wall-hung items must be done by the University Carpenter. These services must be requested a minimum of four weeks in advance. Items should be tagged. Your APO will provide instructions on how to request these services. Rolled Posters Personal Garbage / Recycle Bins Secure posters in a closed position and tag; leave them on a desk. Movers will place this type of item on carts for removal. DO NOT tag or move garbage or recycling bins. Place out of sight, under your desk. There will be a new garbage / recycle bins at your ECHA desk. Once the move is complete, the only items remaining in the room should be University-owned furniture. Arrangements should be made prior to move day to remove personal furniture (i.e. futons, couches, desks, etc.) from your existing space. These will not be moved to ECHA. 4/6

5 General Information: Purging: Moving is a good time to get rid of unwanted or unused items. When packing, you have the chance to look at all the items collected over the years. Take this opportunity to clear out unused or unwanted items. Confidential documents (financial, HR, student, research, patient records) that are being purged should be placed in the shred-it bins provided. Your department or faculty is responsible for retention schedules and guidelines. All unwanted university equipment (i.e. Computers, monitors, printers) should be disposed of through the Surplus Assets Disposal Procedures. Call the Surplus Assets (780) Keys: Card Access Your APO will provide direction on how and when keys will be distributed. The card access system in ECHA will use the ONEcard, with a proximity reader. Most people will need to upgrade their current ONEcard. Your APO will provide instructions. If you currently have a proximity ONEcard that meets the criteria below, you will not have to get a new ONEcard. 5/6

6 Bins & Boxes -End of Move: Damage Report: There will be a designated area in ECHA for empty, flattened boxes. The attached damage/missing item report must be submitted to the Move Coordinator (by fax or ) within 48 business hours of move completion. Reports submitted after the 48 hour deadline will not be reviewed and the repair/replacement cost will be the responsibility of the individual or department. Move Process: Two Weeks Before Move: A group session will be held to review the move protocol and ensure everyone has received their boxes & packing supplies. There will be a chance to ask questions. 3 Days Before Move: The move coordinator will work with your APO to ensure that packing is on schedule and everything is ready to go. Day of Move: Day After Move: The move coordinator will walkthrough your space(s) to do a check-out, This will confirm you are ready for the move. (Everything packed, etc.). The move coordinator will also ensure that the movers have clear direction as to what they will be doing that day. The move coordinator will check-in at the new space(s) to ensure that everything showed up, and nothing was left behind for any reason. They will remind you when your damage/missing items report is due. 6/6

7 ECHA: Damaged or Missing Items Report Department: Employee Name: Phone Number: Workstation/ Office Number: Date of Move: Item Concern How It Was Moved Est. Cost of Damage Centrifuge Control Knob Is Broken On A Cart $ CPU Missing Never Showed Up Don t Know Equipment Only List of Items that have not yet been plugged in and confirmed that they are in working order. Item Manufacturer & Model Number This sheet is to be submitted to the Move Coordinator within 48 hours of completing the move.