Purpose  | Scope | Policy | Procedure Moving Services Pre-Move Customer Checklist and Courtesy Guide for Services Appendix A     (Check List for UNCW Departmental Moves) Form:  Moving Services Request Form Instructions Web Form Form:  Table and/or Chair Reservation  Request Form Instructions Web Form

Revisions effective August 2004 were made to procedure and Appendix A to update information and to provide direct links to required forms.

To explain the policies and procedures respective to campus moving services.

Applies to all University departments.

1.    General Statement.
 
The warehouse provides moving services to University departments during normal university working hours. Generally, normal working hours are from 8:00 a.m. to 5:00 p.m. each working day. However, should the Chancellor make changes to this working schedule (e.g., revised summer work schedule), moving services will be provided during University working hours as established.
Moving services are also available after normal working hours and on weekends when necessary. (See Policy statement 5 and Procedure statement 3.) A Warehouse Services employee is required for all moves that include the use of a warehouse vehicle.


2.    Services Provided.
 

Services provided by UNCW Moving Services include the following:

a.    Use of 8' folding tables and folding chairs by academic departments, student government, clubs, fraternities, etc. is allowed on a first-come, first-served basis. However, academic/administrative uses (i.e., registration, orientation, etc.) take precedence over all other uses of tables and chairs.

Persons using tables and/or chairs will ensure that they are not damaged and are clean prior to being returned to Warehouse Services. Tables and chairs will be inspected upon return to the warehouse. Damaged tables or chairs will be repaired at the expense of the activity charged with them at the time of the occurrence of damage.

b.    Relocation of an office or offices.

c.    Relocation of one or more items; i.e., desk, file cabinet.

d.    Moving for a carpet installation.

e.    Pickup of equipment for repair/return. (Procedures for moving equipment to temporary storage and surplus property are covered under Procedure No. AUX 9.30  and AUX 9.20  respectively.)

f.    Setup for Kenan Hall, SRO Theatre, and Kenan Auditorium.

g.    Staging.
 

3.    Requesting and Scheduling of Departmental Moves.
 
A properly completed Moving Services Request form must be received in the warehouse three (3) working days prior to the date the move is needed. All moves will be scheduled on a first-come, first-served basis determined by the date the request form is received by the warehouse. The warehouse will notify the requesting department of the date and time the move is scheduled.


4.    Departmental Responsibilities.

 
a.    Moving Services Pre-Move Checklist and Courtesy Guide for Services.    University departments are responsible for all necessary packing prior to the moving date, disconnecting all office equipment, and securing all drawers and doors. Bookcases must be empty and all loose items packed in boxes. Items may be left in desk drawers only if the move is on the same floor within the same building. To assist with expediting the move, departments may use the Pre-Move Checklist. This form does not need to be completed or forwarded to Warehouse Services.

b.    Check List for University Departmental Moves (Appendix A).    In addition to preparing office equipment and furniture for the actual move by Campus Moving Services, University departments are responsible for ensuring that other appropriate measures are taken when relocating. For your convenience, these tasks are listed in Appendix A, along with the form or method required to accomplish each task and a reference or contact person where additional information may be obtained.
 

5.    Departmental Charges and Billing.
 
There is no charge to University departments for the use of tables and/or chairs (providing they are returned clean and without damage) or for office or equipment moves performed by Campus Moving Services during normal working hours as stated in Policy statement 1. However, University departments will be charged for office or equipment moves occurring outside normal working hours. (See procedure statement 3.)

1.    Use of Tables and Chairs.
 
a.    Complete a Table and/or Chair Reservation Request, per the preparation instructions in this procedure and forward it to the warehouse.


2.    Moves During Normal Working Hours.

 
a.    Complete a Moving Services Request form and forward it to the warehouse.

b.    If any special conditions exist regarding the move (i.e., excess weight, sensitive equipment, large volume, etc.), please attach a separate sheet describing these conditions.

c.    The warehouse will notify the requesting department of the date and time the move is scheduled.
 

3.   Moves After Hours.
 
a.    Complete a Moving Services Request form, and forward it to the warehouse.

b.    Charges for departmental moves occurring after normal working hours will be processed via a UNCW Interdepartmental Invoice (see ACG 1.30). Overtime rates will be calculated according to which warehouse employee(s) works and the equipment utilized. Overtime rates may be obtained by contacting the Moving Services Supervisor at extension 3620.

c.    The warehouse will notify the requesting department of the date and time the move is scheduled.

 

Procedure No. AUX 9.40	Effective: June  3, 1999
Appendix A -         Check List for UNCW Departmental Moves	Supersedes: November 1, 1992

Instructions for Preparation of Form AUX 9.40A      Effective: Nov. 1, 1992

Name of Form: Moving Services Request

A.    Purpose of Form.

This form is used to request moving services.

Two options are available:
• Blank two-part forms may be ordered from the U-Business Web site.
• On-line forms are available on the Web at http://www.uncw.edu/busaff/movingservices/mov_form.htm.

The Moving Services Request is a two-part form consisting of an original (white) and one copy (yellow). The original of the completed form is sent to the Warehouse Services Supervisor. The yellow copy is retained by the department.

Enter department, contact person, extension and date.
a.    Enter date and time move is requested.

b.    Enter building/room where furniture/equipment is currently located; enter building/ room where furniture/equipment is to be relocated.

c.    Enter type of move by checking appropriate box. If move is temporary, enter date and time items are to be returned.

d.    List furniture/equipment to be moved. Attach a separate list if preferred.

Instructions for Preparation of Form AUX 9.40B      Effective: Nov. 1, 1992

Name of Form:    Table and/or Chair Reservation Request

A.    Purpose of Form.

This form is used to request the use of tables and/or chairs.

Two options are available:
• Blank two-part forms may be ordered from the U-Business Web site.
• On-line forms are available on the Web at http://www.uncw.edu/busaff/movingservices/tab_form.htm.

The Table and/or Chair Reservation Request is a two-part form consisting of an original (white) and one copy (yellow). The original of the completed form is sent to the Moving Services Supervisor. The yellow copy is retained by the department.

Enter department, contact person, extension and date.
a.    Enter date and time tables and/or chairs are needed.
b.    Enter set-up location (building and room/area).
c.    Enter the date/time the tables and/or chairs need to be picked up.
d.    Enter the number of tables and/or chairs needed.
The bottom section of the form is reserved for Moving Services use.