Planning Campus Moves

Preparing spaces for a move, whether it's the arrival of new faculty or staff, switching offices within a department, or moving an entire group, requires planning and coordination. Please read through these guidelines to help you plan what FDO services you will need. Service requests should be submitted through the Ready portal. Establishing a Move Coordinator to serve as a primary contact for requests to various departments (e.g., Telecommunications, Facilities, ATUS, and Campus Logistics) can also be useful.

Begin the planning process as soon as possible, especially if you need spaces prepared for the start of the Fall Quarter. Demand for services is heaviest during the summer months heading into fall. If you need design services and a cost estimate, allow six to twelve months for planning and execution of the project. Smaller projects require less lead time, but assessing your needs and making service requests early will help your move run smoothly. We're happy to help at any stage of your project planning.

What work needs to be done before, during, and after the move? 

If the project will change current space capacity, function, or department assignment, start with a Space Modification Request. Space Administration and Planning will ensure the project follows design specifications, receives appropriate approvals, and aligns with Western's space goals and standards. 

For office moves and the types of changes listed above, consider whether you plan to make any or all of these common requests:

• Paint
• Add or remove shelving
• New key, fob, or key reassignment
• Custodial deep cleaning
• Furniture moves
• Signage

Before submitting your request in Ready, consider which method of project funding best fits your needs and the scope of the move.

1. Time and Materials: Cost is the labor to perform the work plus materials. This method is the default for Ready categories other than Planned / Estimated.
2. Estimate: A preliminary cost range (PCR) is generated based on project scope and typically takes about a month to complete. This provides our best estimate for total project cost. The department then decides whether to move forward with the project, accepting the estimate and authorizing payment.

For moves needing few services, usually ones involving one or just a few spaces, requesting work be done without getting an estimate first is often the preferred approach.

To request services like fresh paint for your office, select the appropriate category in Ready, and follow the steps. Please note that department-funded requests will not be scheduled until budget approval is received. 

If you have questions about getting started or adding budget approvals in Ready, please consult the following webpages.

Register in Ready

Approve Funding

If you need help moving furniture and boxes, make a separate Transport Service Request. Please make the request as soon as you know your moving schedule.

If you're planning a complex move, for example, several people changing offices or a department relocation that has been approved by Space Administration, start by making a request for Estimated / Planned work. Specify all needed services, including painting, wall or floor repair, adding shelves, new keys or fobs, and cleaning, in the request. The various services can then be included in the estimate and coordinated among the shops.

Under Estimated / Planned work you can request work be done either with an estimate completed first, or by cost of time and materials. See “Options for Project Funding” section for more information on these options.

 If you require help moving furniture and boxes, make a separate Transport Service Request. Please make the request as soon as you know your moving schedule.

New keys are ordered through the Ready portal.

If you are swapping room assignments within your department, you don’t need to order new keys. Just go to Ready and select "Reassign an Existing Key" under "Access Request." Keys can also be temporarily assigned to the department while awaiting new personnel.

6 - 12 months before move

Submit Ready requests for planned / estimated work.

Submit Ready requests for summer work.

2 - 4 months before move

Confirm request status and schedule for needed work with Customer Service Center.

Submit Transport Service Request for move of office contents and confirm move schedule with Campus Logistics Operations: Central.Services@wwu.edu or (360) 650-3546. 

1 month before move

Request packing materials, boxes, tape, etc., from Campus Logistics Operations: Central.Services@wwu.edu or (360) 650-3546. Please note, you can request additional packing items throughout the moving process.

Pack personal items, mark items to move to new location with blue tape, and request surplus for items no longer needed.

2 weeks before move

• Request more boxes if needed, reconfirm move date and confirm that work in new location has been completed.
• Pack all books, files, and folders which won’t be required prior to moving.
• Completely empty lateral filing cabinets.
• Letter and legal-size filing cabinets must have top 2 drawers empty.
• Color tag all boxes and furniture with names and new room numbers.
• Using different colors for each new location makes moving easier.
• Create a scale drawing layout of your new office with desk positions and locations of filing cabinets and other furniture. This helps us set up your new office with minimal re-arranging after transport.
• Sequentially number all parts of disassembled furniture.
• Advise FDO customer service of any fixtures, furniture, pictures, etc. which will require disassembly on the day before moving.

1 week before move

• Pack all personal and fragile items, plants and such, and transport them to your new location.
• Ensure FDO crews have disassembled all fixtures and furniture for transport.

Day of move

• Tape a copy of your scale drawing layout to the door or entrance wall of the new location.
• Unpack your boxes as they arrive at your new location.
• Flatten all empty boxes and set to the side for Campus Logistics Operations to pick up at a later time, after you are fully moved.

Ellen Kuhlmann, Space Administration Program Manager, (360) 650-3935

FDO Customer Service, (360) 650-3420

Campus Logistics Operations, (360) 650-3546