REVISED
Relocation Information for Staff
This pack is intended to provide guidelines to effect
the smoothest possible transition and to allow all
members of staff to become operational as soon as
possible after relocation.
This pack contains the following documents to
assist you in your move
 Standard relocation procedure
 Crate Identification Form
Any queries regarding your relocation please
contact
Lizzie
Smith,
Harrow
Green
Project/Moves Manager on 07799 111960.
1. Preparation
Prior to your move it is essential you archive or dispose of any unused or
unwanted materials following the University’s standard procedures – Room
4.16 has been designated for the storage of confidential paperwork – this
should be put in blue bags and marked “CONFIDENTIAL FOR SHREDDING”.
2. Valuable / Personal Possessions
Please take home valuable or personal items, which may be at risk during the
move.
3. Readiness
Please ensure that your existing rooms are ready to be moved from and your
new room ready for occupation according to the programme agreed with the
contractor.
4. Crates/Cartons
Crates will be delivered at least 3 working days prior to your move. Enough
crates have been ordered to carry all loose paperwork, files etc which are to
be moved to your new location within Schuster or Simon Building. All the
packing crates will have integral lids. For extra security / confidential contents
seals with a unique number can be requested.
Cardboard cartons are to be used for paperwork and items which are to
be held in storage until you are moved to you permanent position.
PLEASE NOTE ANY ITEMS WHICH ARE PACKED IN PLASTIC CARTONS
WILL NOT BE MOVED TO STORAGE.
5. Labeling
Please label all items of furniture and each full packing crate and carton.
The labels will require the following information:
Name
Floor / Room
New Room Number
Your full name
Position
Staff Initials / 1
Staff Initials / 2
For e.g.
Name
Louise Greaves
Floor / Room
Room 1.1
Position
LG / 1 etc.
Specific locations within rooms should be identified by staff on plans which
should correspond with your labeled items (both desks and crates).
For e.g.
LG/
1
LG/3
Room No. 1.1
LG/2
If you wish to annotate your room layout with any additional items, make your
amendments and ensure that your plan is placed either inside your new room
or pinned to the door of your new office in the portacabin.
Labels should be positioned in an obvious place:
 At the end of a crate, not on the lid. (Please remove or overwrite any old
labels)
 On smooth surfaces of technical equipment
 On a desktop, filing cabinet, drawer front, or cupboard front etc.
 On the metal or wooden part of other furniture, not the fabric.
 If there is no obvious hard surface to fix a label, then place the label on a
sheet of paper, which can then be secured to the item.
6. Packing
Wherever possible, all items and small boxes should be packed in the lidded
crates provided. For your own benefit you should make a simple index of the
contents of each crate, this makes unpacking much easier. Do not overfill the
crates it is essential that the lids can be closed in order to stack them. Please
only stack to a maximum of three high.
Please use the ‘Crate Identification Form’, (see attached) which must be filled
in and placed on top of the crates contents prior to closing the lid. This will
ensure that if the label falls off or is unreadable the crate owner can easily be
identified by lifting the lid.
7. “Other” items……

Desks, desks with fixed pedestals / drawers, ALL cabinets,
pedestals cupboards etc
Please empty all furniture and pack the contents.

Wall mounted shelving
Please clear and pack the contents.

Large items
Items too big to pack should be labeled individually.

Desktop and portable equipment
Unplug and label those items, agreed to be moved.

Documents and other boxes
Provided these are secure, they can be labeled and moved as seen.

Plants
If you wish to keep a plant, please take it yourselves.

Pictures
If you wish to keep a picture, label the glass or frame, the contractor
will wrap.

Keys to Furniture
Please tape any keys to the top or side of the items to be moved, but
leave all furniture unlocked, except filling cabinets and mobile
pedestals which should be left locked.

Telephones
Label all handsets and leave leads attached to them.

Valuable/personal possessions
Please take home valuables or personal items, which may be at risk
during the move.

Supplies
Individual items, and small boxes should be picked into crates. Larger
items and boxes can be labeled and moved as seen.

Breakables
Where required bubble wrap will be supplied for staff to use.
Glassware, the contractor will provide cartons & tissue paper for end
users to pack

Fridges/Freezers
The move will provide an opportunity to clear and defrost
Fridges/Freezers. If this is not practical Fridges/Freezers should be
unplugged as close to transport time as possible, relocated and
plugged in.

IT Equipment
All staff to unplug all PCs and peripherals as follows: o PC Users
The contractor will be packing, unpacking and placing PC’s,
printers and associated peripherals onto your desk. The labeling
of your IT equipment should be as follows;
A separate label should be placed on each of the following:
Keyboard
Mouse
Screen
Base Unit
Any other equipment such as zip drivers or local printers should
also be labeled. Labels should be completed as previously
illustrated.
o Lap-Tops
All laptops should be transported by staff.
Associated
peripherals e.g., docking stations, port replicators, remote
printers etc., will need to be labeled, and will be packed and
relocated by the Contractors.

Photocopiers
Where photocopiers are leased you will need to inform the leasing
company who will decommission, transport and recommission. Where
copiers are not leased the removal company will move them.
8. Receiving items in new location
As items are delivered by the contractor, the move coordinator(s) /
designated staff should confirm receipt.
10. Unpacking
Please unpack your crates as soon as practical, within your agreed
unpacking time . Please stack empty crates in your corridor ready
for reuse .
CRATE IDENTIFICATION FORM
This form to be completed and placed inside of each packed crate.
Name
New Room number
Position within
Room
REMINDERS

Have you disposed of your unwanted paperwork / equipment

Have you taken home your personal possessions and lap top

Have you entered a Room Number and Room Position on
each of your labels

Are you able to close your crate lid?
stacked ?
Can the crates be