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Moving staff at the Faculty of Arts

If you and your department are moving, there are several tasks and points of attention that are good to keep in mind during the planning. On this page, we have compiled a moving checklist and other helpful information.

Economics

The unit affected by the move is generally responsible for the costs associated with the relocation. If the unit/department has been mandated to move, the costs are covered by AU.

Rent

Please note that offices may have different rent payers, even if they are located on the same corridor. If the move occurs across units/departments, the unit affected by the move must always inform Buildings Services about the relocation so that the move is registered and the rent is correctly allocated.

Checklist

Here you can get an overview of the tasks involved in the three phases of the move: before, during, and after. The tasks are handled by the unit affected by the move, unless otherwise stated.

Before moving

  • Create a local time and process plan - including the appointment of move responsible person(s)/move coordinator.
  • Contact and coordinate with the moving company.
  • Decide on all furniture/items in the vacated premises - possibly in consultation with the new occupants.
  • Investigate what is in the new premises - including meeting/kitchen furniture, shelves, curtains, etc.
  • Contact and coordinate with IT (e.g., order the relocation of printers, network).
  • Consider what needs to be moved and initiate sorting and cleaning. Contact the local Maintenance office for extra waste containers.
  • Dismantle/move any fixed items (contact the local Maintenance office).
  • Decide on art and contact Buildings Services regarding the removal, relocation, and re-registration of artworks.
  • Return keys to the local Buildings Services (Aarhus) / IT service desk (Emdrup).

During the move

  • Hang up a layout drawing in the new premises for the movers to use.
  • Ensure that at least one person is present during the move.
  • Collect new key(s) and update access cards (contact the access responsible person in the department).
  • Ensure extra cleaning supplies (e.g., cloths) for wiping down furniture before unpacking (contact the local Cleaning Services).

After moving

  • Notify change of address to AU Internal Post.
  • Update contact information in PURE.
  • Ensure all loose wires are placed in cable trays or hung up in another way.
  • Follow up on signage - including pigeonholes, corridor overviews, etc.
  • Arrange for the moving company to collect moving boxes once everyone has unpacked.
  • Clean up corridors and common areas.
  • Schedule a time for hanging pictures, boards, etc. (contact the local Maintenance office).

Contact information for the local Maintenance and Cleaning staff

Here you will find contact information for your local Maintenance and Cleaning staff

Template for moving schedule

Here you will find a moving schedule that you can use in the department to get an overview of who is moving when.

Packing instructions

Read about Movatos marking and packing instructions

Framework agreement

Here you can see the framework agreement for moving services and contact information for the moving company.

Revised 16.12.2024
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