1

Presentation to Technical Services

• Step 1 - Walk-through of new premises• Step 2 – This presentation will focus on

next steps to relocate staff and departmental operations from 2nd floor to the 1st floor

• Timing of next steps is not final• Uncertainty centers on time required to

correct deficiencies – we’ve allowed 2 weeks in our plans for this, may be less!

2

Presentation to Technical Services

• Recognize that timing of the move is important to staff – vacations, etc.

• Some staff may be sensitive on how their workstations should be relocated. Please feel free to discuss with me confidentially!

3

Overview of Move

• York Grounds moves boxes containing personal possessions, Kardex, supply cabinets, book trucks, filing cabinets, and lunchroom furniture

• Personal possessions will be secured• LCS will move most computers & equipment to

room 530 (Stage 1) & then to 1st floor (Stage 2)• Outside mover dismantle & reassemble cubicles • York Telecom does network/phone connections • Outside vendor to move compact shelving• Facilities assist packing compact shelve material

4

Objective of Move

• Each staff member should receive their existing chair, computer, and cabinets.

• However, as the configuration of cubicles is changing in the new premises, you may not end up with the same cubicle components.

• Move is carried out in a systematic, orderly manner

• Operations are disrupted as little as possible

5

Move for Office Holders

• Office holders will move into new premises first, as their new offices will be ready to be occupied prior to cubicles.

• Once everything is packed and labeled, all goods moved directly to new offices.

• LCS and York Telecom will disconnect and reconnect computers and phones, which should not be packed!

6

Request Staff Assistance on Move

• Empty cubicles, pack, label boxes

• Leave drawers, cabinets unlocked

• Tape keys inside drawers

• Label chairs and computers

• Empty shelves and load material onto book trucks

7

Request Staff Assistance on Move

• Unload, box, & label filing cabinet material

• Call forward all work phones (excluding office phones) to ext. 88854. York Telecom will disconnect office phones from columns.

8

Move for Staff

• Once staff pack & label their possessions, materials, furniture & equipment, LCS moves computers to Room 530, which will be a temporary staging area during move.

• Movers to disassemble cubicles in Room 208 and reassemble cubicles on 1st floor

• York Grounds move possessions, Kardex, materials, furniture, cabinets, book trucks, lunch room & scanning room equipment

9

Move for Staff

• Once cubicles are reassembled, LCS will relocate computers to 1st floor.

• York Telecom reconnects phones/network

• Unpacking process begins

10

What Happens During the Move

• For some staff, the time between the completion of packing and moving into new premises may be 7- 8 days.

• During the move some staff will continue working on their regular duties. Dept heads may assign people a variety of regular and/or temporary duties such as shelf reading or data clean up .

11

Initial Planning Steps May 27- June 1

• JHSC and DOHS review

• Contractor deficiency review

• Staff walk through new premises

• Presentation to Tech Services

• Arrange Custodial Services

• Office wall installation complete

12

Changes in Activity during Move

• Serials mail held in storage in room 007 until Kardex operational

• Book deliveries held in storage in room 007 until move complete

• Mail delivery to Technical Services special handled until move complete

13

Compact Shelving

• Compact shelving moved after all staff relocated

• Facilities will help Tech Services pack/ unpack material on compact shelving under the direction of Linda Smith

• Compact shelving dismantled and reassembled by contractor in room 106

14

Washrooms

• Located in corridor leading to emergency exits

• Not included in renovations; no funding

• Will post “staff only” signs on doors

• Will work to maintain cleanliness

• new campus policy to remove paper towel dispensers starting; reduce waste; powered hand dryers in place

15

Next Steps• Aim is to provide staff with one week’s

notice on move date

• More frequent communications required going forward. Will use blog updates, handouts, departmental meetings, etc.

• Staff issued security cards before move

• Would appreciate your help on any departmental issues not covered.

• Address any concerns to your dept head.