Houston Independent School District / Houston ISD ......HOUSTON INDEPENDENT SCHOOL DISTRICT | 2 HISD...

HISD Guide to

Moving Out and

Moving In

HOUSTON INDEPENDENT SCHOOL DISTRICT | 1

HISD GUIDE TO MOVING out AND MOVING in

Dear HISD Principal,

Your school soon will be moving into a new facility, and we share your excitement as planning and preparations for that transition begins.

Our goal is to provide an organized approach to ensure the move from your current building into your new one goes as smoothly as possible. Please know you have the support of your entire HISD Project Team to help you throughout the process. We are here to help.

This informational booklet outlines moving procedures and gives you a step-by-step checklist to help you manage the move, including the proper treatment of student records, furniture, computers, media materials, and more.

We hope this guide will be a useful tool for you and your staff to facilitate a successful move.

Best regards,

Derrick SandersOfficer, Construction ServicesHouston Independent School District



The program manager assigned to your project now will take the lead in logistics. The HISD logistics manager will work closely with each program manager. You and the program manager assigned to your project will set the following important dates. Please keep these dates and phone numbers for easy reference.

Key Dates and Contacts

Date all items should be packed and ready for pick up:

Date boxes will move to new location:

Date teachers and staff are allowed at the new location:

Name/number of Moving Vendor:

Other important contacts

HISD Police Department:

HISD Furniture Services Warehouse:

HISD Textbook Services Warehouse:

HISD Risk Management:

Phone: 713-892-7777Office Hours: 24-Hour Telephone

Phone: 713-676-9504Office Hours: 6:30 a.m. - 3:30 p.m.

Phone: 713-676-9283Office Hours: 6:30 a.m. - 3:30 p.m.

Phone: 713-556-9225Office Hours: 7:30 a.m. to 5 p.m.

HISD Record & Document Services:

Phone: 713-556-6055Office Hours: 7 a.m. to 3:30 p.m.

HISD Logistics ManagerCheryl Hughes:

Phone: 713-556-9250Office Hours: 8 a.m. to 5 p.m.Cell: 832-647-3895Email: [email protected]

HISD Library Services: Phone: 713-696-0600Office Hours: 8 a.m. to 5 p.m.

HISD Permit & Inspections (Waste Removal):

Phone: 713-670-3901Office Hours: 7 a.m. to 5 p.m.

HISD Information Technology:

Phone: 713-892-7378Email: [email protected]



Please assign the following roles to members of your administrative team or staff. Note: These assignments should be long-term, as the related duties need to be performed throughout the year and not just during your move. Records Management Team Lead _________________________________________Person will be responsible for reviewing the schools records at the beginning and end of each school year to determine if records should be shredded onsite or transferred to Records Management for storage or shredding. Please coordinate this effort with HISD Record & Document Services.

Hazardous Materials Management Team Lead _______________________________Person will be responsible for overseeing the management of any hazardous materials maintained in the science wet labs or other areas. Materials should be properly disposed according to HISD guidelines. Please coordinate this effort with Risk Management.

Waste Removal Team Lead _______________________________________________Person will be responsible for overseeing waste removal from the site at the end of each school year. Additional waste removal can be requested through the Permit and Inspection department. Please coordinate this effort with Permit & Inspection.

Textbook Services Team Lead ____________________________________________Person will be responsible for coordinating pick up and drop off of textbooks for each school year, and arranging for the pick up any out-of-adoption books. Please coordinate this effort with Textbook Services.

Library Services Team Lead ______________________________________________Person will be responsible for coordinating services provided by Library Services. Please coordinate this effort with Library Services.

Information Technology Team Lead _______________________________________Person will be responsible for coordinating services provided by the Information Technology department. Please coordinate this effort with the Information Technology Help Desk.

Staff Assignments



Encourage teachers, administrators and staff to purge their classrooms and offices.Request boxes, labels, and other supplies from your program manager.Remind staff that they are responsible for packing their classroom, including all supplies and related teaching materials.Provide teachers with labels (Pg. 8), and instruct them to write their name on each, as well as their current and new room numbers. If new room numbers are not yet known, teachers should leave that space blank.Notify staff of date and time that all packing and labeling must be completed. Notify staff of the date and time they are to report to their new campus for move-in and set up.Once at new location, make note of any items that need to be corrected by builder, and submit to project manager.

General

Move Out/In Checklist

o oo o

o o

o

Review best practices for managing district records (Pg. 10).Inventory your records to determine what needs to be maintained and which records are eligible for destruction.Recycle or destroy all eligible records based on the district’s retention schedule (Pg. 10).Complete the destruction authorization form and submit to Records Management Customer Service for review.Box records that must be retained, and store in a secure location on the campus. Track those boxes on the inventory log (Pg. 12) so no records are lost or misplaced.Make sure labels are specific and accurate and detail what records are in each box. Do not label with “miscellaneous” or other generic information.Remove any file folders and binders from boxes being sent to Records Management. Remember: Do not dispose of student records or identifying documents in recycling bin or dumpster.

Records & Files

o o o o o o

o o

Use HISD’s Asset Transfer Electronic Process (PC2) to request removal or transfer of items. See directions (Pg. 14) and sample form (Pg. 15). Directions also located in TipWeb (Pg. 16). Review and determine what existing furniture will need to be moved to the new location. Principal must approve the relocation before the furniture can be moved.Label with blue tape (including name and room numbers) any furniture that is being moved.Clean out and empty all file cabinets. Recycle unnecessary files and papers.Remind staff that district-owned property (furniture, equipment, etc.) cannot be taken home or transferred for personal use. All items must be properly disposed.Place damaged furniture (file cabinets, student desks, etc.) in the dumpster or recycling bins provided to the campus. Remember: Old, but functional furniture and supplies may be valuable to another campus in need.

Furniture & Equipment

o o

o oo

o

o



Take all personal items home. This includes but is not limited to plants, coffee makers, pets, personal furniture, electronics, appliances, pictures, lamps, etc. Remember: HISD will not move personal items.

Personal Items

o

o

Contact Textbook Services to arrange for assessment and pick up of textbooks. They will move your textbooks, and remove or replace books that are out-of-adoption.Pack and label all library books that you plan to move to your new school. These books will be picked up by the moving company.Once in new location, contact Textbook Services to confirm your textbook delivery schedule.Once in new location, contact Library Services. A team will come to your new location to help set up your new library.Remember: Books in general cannot be thrown away. Books that you do not plan to move to your new school should be donated to students or community groups/organizations.

Textbooks and Books

o o

o

o

o

Move Out/in Checklist (Continued)

Prepare all desktop computers and monitors for relocation by disconnecting them and placing them in clear zip lock bags provided by the moving company. Keep cords and cables with machines.Label each item with a piece of blue tape that includes name and room number so equipment is properly transferred to correct location.Log and track electronic/technology equipment with a unit cost of greater than $500 per district policy.Equipment valued at less than $500 that is no longer needed or wanted must be bagged or labeled PC2 and recorded in TipWeb.Label ELMO and LCD projectors with blue tape and place them in computer bags provided by the vendor. Keep all cords with the items.Make sure all laptops are in cart, and the cart is locked. Label the outside of the cart with blue tape and your name and room number.Make sure all printers are bagged and labeled. Once network printers have been set up, you will be notified with the printer number you should be using.Remember: Teachers must move their own laptops. Do not leave them in classrooms.

Technology

o o

o o o o o o



Contact any outside vendors with whom you have lease agreements to schedule removal or relocation to your new facility. (Examples: snack or beverage vending machines and/or copy machines.)Once in new location, confirm delivery schedule for all leased equipment.

Outside Vendors/Lease Agreements

o

o

Contact Risk Management for help identifying and moving any hazardous materials on your campus (pool chemicals, cleaning supplies, etc.).

Hazardous Materials

o

Work with your program manager to request a dumpster for trash.Work with your program manager to request recycling bins for paper and non-useable wood and metal items.Recycle any unwanted or unneeded papers, including TAAS and TAKS test materials.At new location, instruct staff to break down moving boxes and leave inside their classrooms for recycling. Boxes will be recycled by staff and moving vendor. Remember: No items should be left behind in your old building. All items must be moved, labeled PC2, thrown away or recycled.

Recycling & Trash

oo

oo

o

Move Out/in Checklist (Continued)



Sample LabelsNote: Moving vendor can provide color coded labels, or the school can create their own.

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Records Management Best Practices,

Labels, & Log

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SCHOOL NAME SCHOOL YEAR

OFFICE

RETENTION SCHEDULE NUMBER

RECORD TITLE/BOX CONTENT: DATE RANGE:

BOX NO:

DATE TO BE DESTROYED:

RECORDS STORAGE USE ONLY DATE RECEIVED FOR STORAGE: TO BE MICROFILMED: (Yes / No) STORAGE ROOM:

SCHOOL NAME SCHOOL YEAR

OFFICE

RETENTION SCHEDULE NUMBER

RECORD TITLE/BOX CONTENT: DATE RANGE:

BOX NO:

DATE TO BE DESTROYED:

RECORDS STORAGE USE ONLY DATE RECEIVED FOR STORAGE: TO BE MICROFILMED: (Yes / No) STORAGE ROOM:

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BOX INVENTORY LOG School Name: School Year: Office: Contact:

Box # Retention

Schedule #

Contents Eligible Destroy

Date

Storage Location

Date Destroyed/

Initials



PC2 & Tip Web Instructions

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HOW TO FILL OUT THE HOUSTON INDEPENDENT SCHOOL DISTRICT

ASSET TRANSFER FORM (PC2) PLEASE NOTE THAT ONLY PROPERLY COMPLETED FORMS WILL BE PROCESSED.

Open the E-PC2 form from the Houston ISD’s Furniture Services Website.

When the form is opened you will see 2 tabs at the bottom of the Excel Spreadsheet PC2Form and ITEM(S)LIST

Begin at the PC2Form tab by entering your Campus/Department TEA number in the yellow box under FROM:

The information for your Campus/Department should auto populate. *If the information does not auto populate check to insure you have the correct TEA number and correct it, if the information still does not auto populate manually enter your Campus/Department information.

You will need to complete all yellow fields on this page by entering in a contact person who will be knowledgeable of the items to be transferred, their location and a phone number they can be reached at, should the Furniture Services Staff need to contact them in regards to the transfer. Please be sure to provide the Location where the items are being stored as well as any vital information that may be needed in the transferring of items in the COMMENTS Section.

Once all fields are completed scroll down to the bottom and enter your name, your employee ID number and the date which you are completing this form in the appropriate yellow fields PLEASE NOTE THAT ONLY PROPERLY COMPLETED FORMS WILL BE PROCESSED. Proceed to ITEM(S) LIST Tab

Once you are in the ITEM(S)LIST Tab begin by entering the Quantity of the items you are entering and then the Description, there is a drop down box where you can choose which item(s) you are listing from. *Keyboards/Mice/Student Desk etc. which DO NOT have an HISD Property tag can be grouped. Item(s) that contain information such as a HISD Property tag ( CPU/Monitor/Food Service Equipment etc.) must be individually marked. YOU WILL NEED TO COMPLETE ALL YELLOW FIELDS, DO NOT LEAVE ANY BLANKS SPACES! IF THERE IS NO INFORMATION AVAILABLE PLACE NONE OR N/A IN THE BLANK SPOT. PLEASE NOTE THAT ONLY PROPERLY COMPLETED FORMS WILL BE PROCESSED.

Next you will enter the HISD Property Tag/Manufacture/Model/Serial Number if available. When entering the HISD Property Tag/Serial Information for the item(s) you are requesting to be transferred you can manually type them in or scan them directly into the Excel sheet using your barcode scanning device. Once all of the items you wish to be transferred are listed save the file under your Campus/Department name and the transaction number. Example: YOURCAMPUS87401011412345.xlsm Once you have saved the District Asset Transfer Form (PC2) email the form in its original format (.xlsm) to [email protected] with the subject as the same name which you saved your file (YOURCAMPUSNAME87401011412345 ) The Transaction Number can be located in the PC2Form Tab on the top right corner in grey. *DO NOT SEND using any other extension as these forms will not be processed (NO .PDF .DOC.JPEG etc.) Please note that only properly completed forms will be processed.

You will receive a confirmation email at the receipt of your transfer within 24-48 hours with information in regards to your scheduled transfer date.

*If you have any questions you can contact Furniture Services at (713) 676-9230

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Theequipmentdescribedhereinisauthorizedfortransfer.

FROM:

TO:

00000 01/00/00AUTHORIZEDSIGNATURE PRINTEDNAME EMPLOYEEID DATE

AUTHORIZEDSIGNATURE PRINTEDNAME DATE



COMMENTS:

Attn:

DeliveryLocation:

SchoolorDept.Name:

Route#

Attn:

Phone#

DeliveryAddress:

FURNITURESERVICES

1

FurnitureServicesManager

(713)676-9230

HOUSTON INDEPENDENT SCHOOL DISTRICT ASSET TRANSFER FORM (PC2)

CampusorDepartment#:

CampusorDepartment#:

PickupLocation:

(713)676-9230

228MCCARTYDRIVE,BLDG.29,HOUSTON,TX,77029

Route#

874

874

TransferApprovedBy:

TransferType:

EquipmentReceivedByDriver:

FinalDestination:

SchoolorDept.Name:

Phone#

PickupAddress:

TransferRequestedBy:

FurnitureServicesUseOnly

8001

FURNITURESERVICES

1

FurnitureServicesManager

CampusorDepartmentPlant#

CampusorDepartmentPlant# 8001

228MCCARTYDRIVE,BLDG.29,HOUSTON,TX,77029

Warehouse#:

Transaction#: 874-010000-0



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TipWeb IT-Site to Site Transfers Quick Reference Guide

InitiatingSitetoSiteTransfers

LogintoTipWeb-ITusingyour

usernameandpassword. ClickonInitiateTransferunder

Tools(ontheleftofthehomescreen).

TheInitiateTransferscreenwillappear.

SelectyourdestinationinthedropdownandclickGO.

ForTAGGEDitems,scanorentertheTagNumberintotheTagFieldlocatedintheTaggedInventorytoTransfersection.

Clickthebluedownarroworentertoaddtheitem(s).

ForUNTAGGEDitems,clickonUntaggedInventorytoTransfertoexpandthissection.

EntertheproductnumberintheProductNumberfieldorontheSearchicontoselectthedesiredproduct(s).

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Searchbytheproductnameorproducttype,thenclickselect.

EnterthenumbertobetransferredintotheQuantityfield.Thenclickonthesaveicon.

ClickontheSubmitTransfergreencheck.ThischangesthestatusofthetransfertoSubmitted.

ClickontheApproveTransfergreencheck.

ClickontheShipTransfericon(bluetruck).ThestatusofthetransferischangedtoInTransit.

Youmaynowprintthetransferticket.

NOTE:IfFurnitureWarehouseServicesisneededtofacilitatethetransfer,theTipWeb-ITuserMUSTsendanemailtotipwebtransferrequest@houstonisd.orgwiththetransfernumbertoschedulethetransfer.

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