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Presentation to Technical Services

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 2 nd floor to the 1 st floor Timing of next steps is not final

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Presentation to Technical Services

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  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.

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