Your  Account:

Move Procedures

I. MOVES REQUESTED BY UNIVERSITY DEPARTMENTS

A. Authorization

Departments desiring to change office locations or reconfigure a work space must contact their appropriate department administrator and/or their appropriate organization fiscal manager, for approval prior to submitting a campus move request.

Once all approvals have been received, a move request may be submitted to Planning, Design and Construction via the department website located at www.csusm.edu/pdc/moves

Once the request is submitted,  The Office of Planning, Design and Construction will contact  the requestor to schedule an initial scope of work meeting.

B. Time Frames & Costs

Moves are subject to current rates for the following services:

Moves and Time Frames
PDC Campus Moves Process  Approximate Time Frames:

Scope review meeting

 5-7 business days after request received

Proposed furniture layout for end user approval

2 weeks

Final Layout must be Approved to move to next step

 

Budget estimate for end user approval

2 weeks

Budget Estimate must be Approved/Coded to move to next step

 

Furniture order, delivery and installation

6-8 weeks

Charge Description

1. Telephone / Computer Moves

2. Furniture and Equipment Move

4. Modular / Systems Furniture

5. Moving Boxes and Labels

6. Coordination Services Fee

7. Modular Design Fee

8. State Fire Marshall & Seismic Safety: 
Requires all furniture over 60" high (or otherwise required by RM&S) be secured to the wall.

Costs related to an individual move will be recovered  via a chargeback to the department.  The department requesting the move will be required to electronically sign and provide funding chartstring on the moves estimate estimate prior to work commencing. 

C. Scheduling

Campus moves will occur at  throughout the year.

Fiscal Year End deadlines are as follows:

Moves Calendar
Month PDC Campus Moves Fiscal Year End (FYE) Deadlines:  (Exact dates TBD annually)

First Week of February

Last Day to submit Campus Moves requests that will include new furniture order.

Only Move requests for reconfigurations with existing or surplus modular or furniture after this date.

First Week of March

New furniture orders or new orders with outside vendors ends on this date.

PDC can no longer submit new furniture orders in this fiscal year as of this date.

First Week of April

 

Last Day to submit Campus Moves requests for reconfigurations of any modular furniture.

Only Move requests to move furniture after this date, no reconfigurations.

Only Move requests with existing (non-modular) furniture after this date.

First Week of May

 

Campus Moves requests not available after this date until the following July 01.

Only completion of existing Moves until the following July 01.

All new Campus Moves requests will begin after the following July 01.

D. Department Preparation for Campus Moves

a. Floorplans

Planning, Design and Construction will work with the requesting department to develop floorplans of the areas that employees will be moved to in order to ensure that furniture is placed in the correct manner. 

b. Boxes & Labels

Each department is responsible for boxing their own belongings (books, desk contents, file cabinets, etc.).  Departments should indicate if boxes are needed through their move request.  Labels will be provided by Planning, Design and Construction and should be placed on all boxes and furniture in accordance with the Move Instructions that are provided to each occupant moving.

Because boxes are reused on campus for other moves, they should be emptied promptly and returned to Planning, Design and Construction as soon as possible. Any unreturned boxes will be billed to the department.

Personal possessions that cannot be boxed or that are fragile (ie: pictures, plants, awards, glass, etc.) are to be moved by the occupant.  It is strongly suggested that the occupant take home their personal possessions until the move is complete.  The university assumes no responsibility for personal possessions.

c. Computers / Telephones

IITS will disconnect and prepare all computer equipment the day before the move.  It is the responsibility of the occupant moving to backup any critical files to their H: drive to ensure they are preserved.

Telephone services will disconnect the telephone the day before the move.  Extensions and voicemail will remain the same after the move.  If the occupant wants to notify people calling that they are moving, voicemail remains active even when the telephone is disconnected and can be accessed from other campus phones.  The occupant can leave an out of office alert on their voicemail.

These services will be provided at the cost that has been set by IITS and will be listed on the moves budget estimate.

d. Keys & Card Access

Obtaining keys or card access to the new office/building locations will be requested by the move coordinator in Planning, Design and Construction. 

E. Moves involving Modular Furniture

All moves requested by departments involving modular furniture, whether they include new or renovated applications or additions to existing space or new space, requires coordination with Planning, Design and Construction.

F. Classroom & Lab Equipment Moves

All classroom and lab equipment move requests that are oversized, heavy, or require professional movers must be submitted online via the campus moves request.

G. State Fire Marshall and Seismic Safety Requirements

All furniture that is 60" or higher must be seismically strapped to prevent injury in the case of an emergency.  Risk Management and Safety reserve the right to evaluate individual offices and make additional recommendations for seismic restraints.

II. MOVES RESULTING FROM THE OCCUPANCY OF NEW BUILDINGS and
MOVES DIRECTED BY THE PRESIDENT

A. Authorization

Authorization for moves related to the occupancy of new buildings and subsequent secondary moves (backfill) comes directly from the Office of the President.  Decisions for these moves are derived from recommendations by the University Space Advisory Committee and are ultimately approved by the President.

B. Charges

Charges for moves which are directed by the President will be paid from a budget specifically established for current year campus moves.  The involved departments will not incur expenses for these moves.

C. Miscellaneous Coordination

Planning, Design and Construction (PDC) will coordinate with the indicated department the following move activities:

  1. Telephone/Computing Connectivity (IITS)
  2. Physical move of furniture and equipment (Contract Movers)
  3. Tenant Improvements (including physical modifications, locks, electrical, etc.), if applicable (Facility Services)
  4. Modular design and reconfiguration
  5. State Fire Marshall and Seismic Safety Requirements