Northern Illinois University
Facilities Management and Campus Services
Division of Administration and Finance

Any time a move involves the permanent transfer of NIU property either to or from a department's inventory location, the department must first obtain equipment transfer authorization from Property Control 815-753-1436 or property_control@niu.edu.

Materials Management Distribution Services will attempt to process your request for a move in a timely fashion; however, depending on the size of the move Materials Management may not be able to process your request and you will need to place a work request with the Physical Plant.

An outside moving vendor will contact you to evaluate the job and give you an estimate for the job. A cost center must be provided on the work request, as the department will need to pay for the moving services. Please allow as much time in advance to make it easier to schedule moves.

• Department name
• Person requesting move
• Contact name and phone number
• Description of items to be moved
• Location of items to be moved
• Destination of items to be moved
• Date(s) desired for move
• Any special instructions (i.e. key in, room alarmed, etc.)

Departments must also follow our Moving Instructions.

If your move involves file cabinets, desks, bookcases, lateral files, etc., be advised that some of these items must be emptied before the move can be done. Used boxes or plastic totes with carts, when available, are no charge through Materials Management.

Moving Instructions

The following information is intended to assist you in preparations for your move. These suggestions should clear up most common concerns many people have about getting ready to move.

Supplies

Departments and office occupants are responsible for obtaining all supplies for moving as well as packing and labeling all items to be moved. The preferred box size is 17 inches in length, 13 inches in width, and 13 inches in height. Plastic totes (TYGA) with carts, when available are at no charge, although a cost center must be provided at the time of reservation before totes and carts will be delivered. You will only be charged if totes/carts are returned broken or not returned at all.

Boxes

The boxes should be prepared for packing by first folding in the smaller flaps, then the larger ones (do not interlock the flaps) and tape the entire length of the seam with box sealing tape. After packing, tape the top of the box in the same manner. The boxes should be marked on the sides, in large letters with a large, black broad-tip permanent marker. The marking should contain the department name, owner name and destination of the contents. Load plastic totes according to manufacturer's instructions.

Please do not load big boxes with books or files as these get to be heavy and the box may rip open during handling, thus damaging the contents.

Personal Items

All personal items will be the individual's responsibility to move. If personal items are packed with work items that are to be moved, we will not be responsible for any items that are damaged or missing.

Cabinets

All storage cabinets, desks, shelving, bookcases, etc., must be emptied and the contents packed up. Desk drawers should be emptied and locked (if a key is available) or taped shut (masking tape shouldn't leave marks on desks).

File cabinets: For a move within the same building, vertical files (four drawers or less) can stay full if no stairs or inclines are involved and there is elevator service available. For a move to a new building, all file cabinets must be emptied and the contents boxed up.

All lateral file cabinets must be emptied and contents boxed up as these cabinets could sustain damage due to their construction. All file cabinets should be locked if a key is available. If no key is available, please wrap tape around the cylinder to prevent accidental locking during the move.

Phones and Workstations

Please contact DoIT prior to your move date at 815-753-8100. Keep them plugged in and do not pack or move them. DoIT technicians will move the equipment to the new location. They will also handle your installation and requirements for telephone transfers and computer hook-ups in your new spaces.

Other

Other duties that each department is responsible for include:

• Contact Campus Mail Services, 815-753-6286, for mail delivery changes.
• Place a work order with the Physical Plant via a work request for disassembling and reassembling of any desks that have returns and/or workstations attached, workstations, book shelving, electrical disconnections of hardwiring needs with the Physical Plant work order desk at 815-753-1741.
• Call Document Services at 815-753-1692 to ensure that your rental copier is scheduled to move with you. If your department owns the copier, please make your own moving arrangements.