Santa Clara University

Move FAQs :
Information for Leavey School of Business Faculty & Staff

Question of the Day: June 24, 2008

Q. What are the hours of Lucas Hall?
A. For the time being, doors will be open to the general public Monday-Thursday, 7 AM to 7 PM, and Fridays, 7 AM to 6 PM. The building is closed Saturday and Sunday. Faculty and staff will be able to enter the building using their ACCESS cards at any time (ie., after hours).

Q. I need my desk height adjusted Can I do it myself?
A. If you can and want to, please do. Otherwise, we will be batching this activity after we are all in the building.

Work Orders
Due to the heavy volume of requests to Facilities, they have asked us to coordinate all our work orders through the Dean's Office. Please do NOT call Facilities for your work but use the work request form located at: www.scu.edu/business/workrequest.cfm or use the PDF form and return it to the Dean's Office in the Bingham Suite, 124.

Technology Issues
We have full internet access in the building and IT has done a great job of making sure more than 200 jacks within the building are active. It is possible that some were missed in the first go-round, but don't panic. If this happens, it is a relatively easy fix and you should be connected within 2 hours of reporting the issue. Use the downloadable work request form and return it to the Dean's office.

Following up on the ACCESS card (door) activation
Many of you weren't sure where Facilities is located. It's the long, low building near the corner of The Alameda and El Camino Real. See the campus map for specifics: http://www.scu.edu/map/index.cfm?i=22

CLEARING OUT
A few faculty have expressed concern about books and "perfectly good hanging files and folders" being tossed in the garbage.

The Graduate Student Lounge in Kenna Hall (first floor) is the designated collection place for materials such as used textbooks and other reference books, stationery, usable file folders, outdated licensed software (with manuals), paperclips, etc.

We are collecting these for Resource Area for Teaching (RAFT) a non-profit that recycles this material to elementary / middle school teachers. (See http://www.raft.net/ for more information about the organization.) -- About the only thing they won't take is oversized binders (bigger than 2-1/2"), but other than that, please consider contributing your discards here.

Schedule

Q. When do we move?
A.  You should have received a detailed schedule from Ellen Peterson by now. If you have misplaced that schedule, download this spreadsheet in PDF format. (06/11/08)

Q. When can I see my new office?

A. As soon as the City of Santa Clara signs off on a temporary occupancy permit (date unknown as of 6/3/08), the project manager will be scheduling office visits for small groups of people to view the offices, take measurements, etc.

These visits will be coordinated through the Dean's office. For dates / times, contact Ellen Peterson. (6/4/08)

Packing Up

The project manager calls it "a box move." In other words, everything we want to follow us to Lucas Hall should be packed in boxes and labeled so that the movers can pick up your boxes and get them to your office.

Q. Do we take our wastepaper baskets / office trash cans?
A. Yes. Just label them with the now-famous color coded sticky labels and they will be moved to your office. The University has ordered a dual receptacle for each of our offices (trash in the smaller side; recycling in the larger), but they have yet to arrive, so we'll make do with these for now. (06/19/08)

Q. Do we move our floor mats (the plastic mats upon which our desk chairs move)?
A. Yes. Just tag it with your color code tag, your name, and your office number and it will come along with your desk chair and boxes. (06/17/08)

Q. Do we move our department bulletin boards? What about our personal bulletin boards and whiteboards?
A. No, there is no need to move department bulletin boards, display cases, whiteboards and the like. Lucas Hall mass communications will be 100% electronic, through a variety of flat panel screens throughout the building. (06/16/08)

For your personal bulletin boards / whiteboards, you may choose to move these, depending on the amount of space you will have in your new office (some faculty office configurations will not accommodate larger boards). Simply tag the boards with a 'move' tag (of the same kind we're using for our boxes), and it will be moved for you. Installation may be scheduled for a date later than your move day.

Q. Who will move my roll-out keyboard tray?
A. Put a move tag on it (color coded for your floor, with your last name and room number on it). Our movers will take it off of your current desktop and re-install it in your new space. (06/11/08)

Q. Where do I get move tags and what is the color code?
A. Your department administrative assistant should have tags; if not call Ellen Peterson. The tags are coded : Blue = 3rd floor; Yellow = 2nd floor; Green = 1st floor (06/11/08)

Q. What should I do with personal, fragile items that I want to move myself?
A. We recommend you take these home now and bring them back to your office when we have moved in. (06/11/08)

Q. How long do we keep files?
A. Financial paperwork, 1 year; purchase card backup documentation, 5 years; recuiting records (applicant CVs, etc) 2 years for either faculty or staff positions. (6/4/08)

Q. Do we take our office chairs?
A. Yes, label your desk chairs for the move. (6/4/08)

You don't need to move any visitor chairs. Your office comes with one visitor chair and there will be additional chairs in nearby common areas to 'borrow' for short meetings in your office. (6/4/08)

Q. Do we move our file cabinets?
A. No. All the faculty and staff offices have multiple file cabinets (depending on your office configuration), and shouldn't need additional file cabinets.

All academic department file cabinets will be moved to the workroom closest to your department administrative assistant.

Those file cabinets must be unloaded and files packed into boxes for the move (a good time to purge your files). (6/4/08)

Q. Do we move our refrigerators, microwaves, and water coolers?
A. No. Each floor has a spacious breakroom with microwave, coffee service, full-size refrigerator (with ice maker), and filtered water dispensers, making these additional energy-draining appliances unnecessary. (6/4/08)

Q. How do we get boxes?
A. Order these from Facilities (charged to the "Lucas Hall Move" account).

Specialty containers, bubble wrap, etc. can be obtained from South Bay Moving (408-379-3840). (6/4/08)

Q. How do I make sure my boxes get to my office?
A. Label each end (the short dimension) with your last name and your office number.

We will also be given color-coded stickers to make sure the boxes stay together and delivered to the right floor. (6/4/08)

Q. How do I know my new office number?
A. Ask Ellen Peterson, the Dean's Assistant, for this information. (6/4/08)

Technology Moves

Q. Who do I contact about technology moves?
A. Robert Brewer is our IT contact; you can reach him at his campus extension (ext 4379) (6/19/08)

Q. Do we pack our phones?
A. No. We will be converting to digital phones and getting new instruments which will be in place the week that we move. Most phone numbers will remain the same (those of you who are changing numbers already know this, so if you haven’t been informed of a new number, your current number will be in effect in the new building). (06/11/08)

Q. Who moves our computers, printers, scanners and so on?
A. Information Technology (IT) team will take care of moving and setting up your equipment. (6/4/08)

Q. How do I backup my PC?
A. Instructions for backing up your computer can be found on IT's website: it.scu.edu/howto/Backup/  (6/4/08)

Leaving Behind

Q. What we will do about mail service during the week we move?
A. Mail for business school units will be held on Monday, June 23, and delivered to the Dean's Office for pick-up beginning June 24 through Friday, June 27. Mail will be delivered to the 2nd floor mailroom and distributed from there beginning Friday, June 30. (06/19/08)

Q. How do we get rid of the material we don't want?
A. Remember: RE-USE, RECYCLE, and REDUCE.

RE-USE: Give the material to people who can still use the items.

• Use the SCU Classifieds
• Donate items to RAFT (Resource Area for Teachers--RAFT--or another local charity. Clear this with the Dean's Office so we can keep a master list of our donations)
• Sell items (clear this with the Dean's Office, again so that we can keep a master list)

RECYCLE: If the item has passed its useful life, ensure that the item is recycled instead of trashed.

• SCU recycles more than just newspapers! Know what you can recycle (visit the Sustainability website for details)
• Contact Facilities for large recycling bins (x4742 or e-mail: Facilities-CSC@scu.edu )

REDUCE : Begin thinking about ways you can help create a sustainable environment:

• Form a carpool (there will be reserved parking for carpoolers near the building)
• Ask IT to set your computer and monitor to shut down (not screen-saver mode) after 2 to 3 hours of inactivity  (6/4/08)

Moving In

Q. Where do we turn in our keys once we vacate our old location?
A. Turn them in to your department administrative assistant. We will collect the keys from the administrative staff beginning next week. (06/23/08)

Q. When will we get keys to the building?
A. Lucas Hall will be a keyless building, and access to the building and your offices will be controlled by your campus ID (ACCESS) card. Everyone will have access to the external doors on Monday.

For the internal doors cards will be activated beginning Tuesday, June 24. To get your card activated, please go to the Dukes Business Service Center (on the first floor of Lucas Hall at the intersection of the entry hallways) on Tuesday. Otherwise, your card can be encoded at Facilities at any time after Tuesday. Facilities is located at the corner of El Camino Real and The Alameda. See the campus map for specifics: http://www.scu.edu/map/index.cfm?i=22

Q. Some of the classrooms seem to be functioning (or at least have furniture). Can we get occupancy on these?
A. No. The City of Santa Clara has excluded classrooms from the temporary occupancy permit; construction will continue in the classrooms and on the 3rd floor terrace for at least 30 days, according to the University's Project Manager. (06/18/08)

Q. When will we get our ACCESS cards coded?
A. This process won't start until we get the temporary occupancy permit and the contractor turns over the building to the University. We don't have any clear information about exactly when that might be. (06/11/08)

Q. How will people find us once we move in?
A. We are updating websites and other information as the information becomes available. You should have received an Office Location spreadsheet from Ellen Peterson. Download another copy in PDF format here.

We're preparing an index of faculty and staff for use at the Dukes Business Services Center (there will be a downloadable PDF available as well), and a web-based version that can be accessed from every Business School webpage. These will be ready June 23.  (6/4/08)