Medical College of
Georgia Administrative Policies and Procedures
Office of Primary Responsibility: Materials Management -
Moving/Surplus
Property Services
No. 1.1.05 Moving/Surplus Property Services
1.0 Purpose:
To present the policies and procedures relative to the moving services of
the institution.
2.0 Policy:
The Materials Management/Moving and Surplus Property Services is
responsible for moving any property from one campus location to another.
Permission to move property and to receive the necessary assistance to do so
should be officially requested from Moving and Surplus Property Services.
Property record numbers for each piece of equipment to be moved must be listed
on the Request for Moving Services form. Forms are available from Asset
Management or at
www.mcg.edu/supply/property/movreq.pdf.
3.0 Procedure: Request For
Moving Services
3.1 Responsibility: Department
Assistant Property Control Officer
3.1.1 Complete “Request for Moving
Services” form. Property record numbers for each piece of equipment to be
moved must be shown on this form. If equipment does not have a property record
number, please list serial number. If equipment does not have a property
number or serial number, put N/A.
3.1.2 Forward completed forms to
Asset Management/Moving and Surplus Property Services (fax 1-2189) in
sufficient time prior to the move to allow adequate planning. Forms should be
received at least 48 hours prior to the intended date of the move. Large
moves (entire offices) require 7 working days advance notice.
3.1.3 Notify “Department Contact
Person” designated on request of the following responsibilities:
a. To be knowledgeable of all
details of the move.
b. To be available for a
planning meeting with a representative of Moving Services, if needed.
c. To supervise or pack all
loose equipment items such as office supplies, books, laboratory equipment,
etc., prior to the move.
d. To be on hand the day of
the move to insure the proper placement of all items from the old to the new
locations.
3.1.4 Equipment such as lab
refrigerators, freezers, centrifuges, biosafety cabinets, or any other
equipment that may be contaminated by radiation, biological or chemical
substances must be decontaminated. Equipment not reasonably clean will not be
moved. For the movement of chemical, biological, or radioactive materials,
contact the Chemical Safety Office, Biological Safety Office, or the Radiation
Safety Office.
3.2. Responsibility: Property
Control, Moving and Surplus Property Services
3.2.1 Receive “Request for Moving
Services” and schedule a planning meeting with Department Contact Person if
needed.
3.2.2 Determine manpower and
equipment requirements for move during meeting and schedule date and time of
move.
3.3. Responsibility: Department
Contact Person
3.3.1 If it is determined, in the
planning meeting, that assistance is needed to disconnect or relocate items
that involve plumbing, electrical, mechanical, carpentry work, etc., contact
the Facilities Management Division in sufficient time to have the work
accomplished prior to the move.
3.3.2 If assistance is needed in
relocating or disconnecting telephone services, or computers, contact
Information Technology Division (ITD)/ Telecommunications and submit a
Telephone Work Order Request in time to have work done in conjunction with
move.
3.3.3 If assistance is needed in
relocating or disconnecting Computer(s) for a move, contact ITD in sufficient
time to have the work done prior to the move.
3.3.4 If relocating, please fill
out Relocation Form at
www.mcg.edu/facilities/planning/relocfrm.htm
3.3.5
“Request for Moving Services” of property exposed to radiation must be
approved by the Radiation Safety Officer before move can be effected.
Chemicals must be moved through the Biological Safety Officer.
3.4 Responsibility: Facilities
Management Division
Complete the work needed to disconnect or relocate the items as requested.
3.5 Responsibility: ITD/Telecommunications
Provide services needed in relocating telephones as
requested.
3.6 Responsibility: ITD
Complete the work as needed to relocate the items as
requested.
3.7 Responsibility: Property
Control, Moving / Surplus Property Services
3.7.1 Complete move per the
Request for Moving Services form.
3.7.2 Forward copy of complete
“Request for Moving Services” form to Asset Management when move is complete.
3.8 Responsibility: Property Control
3.8.1 Receive “Request for Moving
Services” form from Moving and Surplus Property Services.
3.8.2 Update “Moveable Equipment
Inventory” to reflect changes in location of equipment as a result of the
move.
Date: January 12, 1976 | Rev. No. 02-1 | Rev. Date: 1
March
2002 | No. 1.1.05
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