CLSP Move Help Guide

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Revision January 31, 2008

INTRODUCTION

This help guide is designed to provide information to the JHU CLSP staff who are moving into the new Computational Science Building on Friday, February 29, 2008.

The schedule for the move is as follows:

  • The majority of the supplies for the move arrive on Wednesday, February 20, 2008
  • Your move will begin at 12:00 p.m. on Friday, February 29, 2008
  • All staff are required to report to work Monday March 3rd to unpack and get new offices up and running.

You probably have experienced, at least once, the confusion of packing all your belongings, moving them from one home to another, unpacking, and getting everything back in order. Now imagine that experience -- multiplied a few times! Our success depends on teamwork and cooperation.

Please take a few minutes to read these instructions carefully as they should help you prepare for the move. For your convenience, there is a move directory attached in alphabetical order listing new office numbers and phone extensions for the new site.

Thank you in advance for your help in making our move successful.


PERSONAL BELONGINGS

Please be advised that neither the moving vendor nor JHU can be held responsible for the loss or damage of any personal items during the course of the move. We suggest that if there is room in one of your boxes that you use it to pack your personal belongings or take them home with you for safekeeping.

SCHEDULE FOR MOVE

Wednesday, February 20, 2008 Supplies arrive for the move. Supplies to include boxes, book carts, labels, tape and bags for computer accessories. Friday, February 29, 2008 All staff finish packing your work area/office by 12:00 p.m. Be sure to label your boxes, crates, CPU, monitor and computer accessory bag. Be sure to log off of the network and phone before leaving on the office. Disconnect computer; package up all computer accessories into computer bag. Movers arrive to set up protection at each site around 11:30 a.m. Move begins promptly at 12:00 and continues through the evening until complete

Monday, March 3, 2008 All staff are expected to report to your new area at your regularly scheduled time to get unpacked and set up. JHU Networking/Telecom and Justin Martin will be available to ensure that your phones and computers are working properly. The mover will also have a small crew to assist in fine-tuning of the space and collecting up boxes.


PACKING INSTRUCTIONS:

Boxes, book carts, packing materials and labels will be provided. If you run out of boxes, please contact Eileen or Michael White.

ONLY FACULTY OFFICES AND ONE LAB OF FURNITURE FROM NEB IS BEING MOVED. UNLESS REVIEWED AND APPROVED BY OUR RELOCATION MANAGER, NO FURNITURE SHOULD BE TAGGED FOR THE MOVE.

DESKS: It is necessary to clean out the desk completely. Paper clips, pencils and other loose items should be removed and sealed in envelopes. Current working papers, letter trays, books and other items on or in your desk should be packed in boxes and/or crates.

FILING CABINETS: The only files approved for the move are the admissions files. These are upright files and can be moved with contents in fact. Maggie will work with our move coordinator to label the files for the move.

File cabinets (lateral) need to be unpacked. Pack all contents in crates and/or boxes and secure drawers so they will not slide open in transit. Use tape to seal any drawers that do not lock properly. As you pack filing cabinets be sure to label the boxes according to the security requirements detailed in the security section.

SMALLER OFFICE MACHINES: (Typewriters, calculators, etc.) Do not pack typewriters. Leave the machine on top of your desk or table. Be sure the machine is unfastened, unplugged and labeled. Machine pad or cover should be placed in boxes. If the cover is unable to fit into a box, place a label on the cover and leave on your desk. Most of the desk size calculators can be packed in boxes.

PICTURES AND ARTWORK: Label each piece and leave it against the wall for movers to handle. We will schedule time to reinstall artwork 1-2 weeks after the move.

WHITEBOARDS/CORKBOARDS: Tag the board and leave on the wall for the movers to handle.

TELEPHONES: Your current phone and extension will be moving with you. Label the phone on the handset. Be sure not to place label on the display area of the phone.

COMPUTERS: Be sure that you have logged out of the system properly. We ask that you unplug your components and place all computer accessories in the plastic computer bag provided. For those of you needing assistance, please contact Justin Martin in advance of the move to request his help.

Label each piece of your computer (CPU, screen, and computer bag, which will contain your computer accessories.)

Personal laptops should be taken home over the move weekend. JHU-owned laptops can be taken home or carefully packed into a box. DO NOT MOVE LAPTOP IN CARRYING CASE ONLY.

Please be sure to remove all personal items and notes from any and all equipment. Be sure to place mouse pads and glare screens into one of your crates or boxes.

MARKING AND TAGGING INSTRUCTIONS:

Please refer to the attached move directory for the room/workstation number and label color assigned to you. If you are not listed on the attached directory, please notify Maggie Kennedy.

Label Color Floor Red 2nd Floor Blue 3rd Floor

Place your office number on the label. When labeling files, note file and drawer number in the name section. No names are needed for people in private offices, for those of you in labs, put your last name above the label.

Directory Label 316a Joe Smith 316a

Once all of your packing is completed, count the number of boxes that you have for each classification and assign each crate/box a number out of the total number of boxes.

Examples: 6 boxes 1 of 6, 2 of 6, etc.


ITEM TO BE TAGGED --- LOCATION OF TAG

Chair (only if approved) - Tag on arm, wrap tape around to secure the label

File Cabinet - Tag on front

Large machines - Tag on top

Small machines or typewriters - Tag on back

Crates/Boxes and cartons - Tag on both ends above handhold

PC screen - Tag on front. AVOID screen.

PC CPU - Tag on top in a noticeable area

PC keyboard - Tag on top

Printer - Tag on top

Phone - Tag on hand set. AVOID display.

ANY ITEM NOT TAGGED WILL NOT BE MOVED.

OFFICE KEYS AND FURNITURE KEYS

All door keys and furniture keys should be placed in an envelope with your name written on the outside and drop off to Monique Folk. Please note on the outside of the envelope if you paid a deposit. Keys for the new offices will be provided to you day one in the new building.

JCARD, SECURITY BADGES/ACCESS CARDS

Your current Jcard will provide access into the new building based on your level of security. Monique is in the process of collecting Jcard numbers for programming. All exterior doors will be on Jcard automatically locking at 5:30 p.m. and unlocking at 7:30 a.m., excluding holidays. Doors will remain locked over the weekend.

RECYCLING

Johns Hopkins Recycling Office accepts all kinds of stuff you might be throwing out during the upcoming move: Electronic equipment, CD's, etc can be dropped off at the Recycling Office (Wyman Building #3) if you call ahead (410-516-5592) or you can arrange for a picking up (~$20/hr for labor, you must provide an account number). Keep heavy metals out of the landfills! Paper and cardboard can be bundled and stacked or placed in appropriate paper recycling containers found throughout campus. See http://www.jhu.edu/~recycle/ for full details.

VACATIONS

Please advise Monique Folk if you have an emergency and will be out of the office and unable to pack or unpack your materials. You will need to designate a substitute to do your packing/unpacking for you. CONSTRUCTION, ADDED SECURITY

At move-in there will still be on-going finish work in the building in particular on the 1st floor. Please take extra precautious protecting your personal belongings prior to, during and after the move. PROBLEM REPORTING:

Although we expect our move to be completed with a minimum of surprises, we must anticipate a few problems. If you have any problems, please ask for assistance from the facility and IT phone numbers listed below.

Eileen White - Relocation Coordinator - 443 831 3664

Michael White - Assistant Relocation Coordinator - 410 336 7612

Monique Folk - Center Administrator - 410 516 4778

Justin Martin - CLSP IT/Network - 410 516 4748

PLEASE BE PATIENT! ALL PROBLEMS WILL BE CORRECTED AS QUICKLY AS POSSIBLE, WITH PRIORITY GIVEN TO CUSTOMER NEEDS.