HISD Guide t Mving Out and Mving In
HISD GUIDE TO MOVING ut AND MOVING in Dear HISD Principal, Yur schl sn will be mving int a new facility, and we share yur excitement as planning and preparatins fr that transitin begins. Our gal is t prvide an rganized apprach t ensure the mve frm yur current building int yur new ne ges as smthly as pssible. Please knw yu have the supprt f yur entire HISD Prject Team t help yu thrughut the prcess. We are here t help. This infrmatinal bklet utlines mving prcedures and gives yu a step-by-step checklist t help yu manage the mve, including the prper treatment f student recrds, furniture, cmputers, media materials, and mre. We hpe this guide will be a useful tl fr yu and yur staff t facilitate a successful mve. Best regards, Derrick Sanders Officer, Cnstructin Services Hustn Independent Schl District HOUSTON INDEPENDENT SCHOOL DISTRICT 1
HISD GUIDE TO MOVING ut AND MOVING in Key Dates and Cntacts The prgram manager assigned t yur prject nw will take the lead in lgistics. The HISD lgistics manager will wrk clsely with each prgram manager. Yu and the prgram manager assigned t yur prject will set the fllwing imprtant dates. Please keep these dates and phne numbers fr easy reference. Date all items shuld be packed and ready fr pick up: Date bxes will mve t new lcatin: Date teachers and staff are allwed at the new lcatin: Name/number f Mving Vendr: Other imprtant cntacts HISD Plice Department: HISD Furniture Services Warehuse: HISD Textbk Services Warehuse: HISD Risk Management: HISD Recrd & Dcument Services: Phne: 713-892-7777 Office Hurs: 24-Hur Telephne Phne: 713-676-9504 Office Hurs: 6:30 a.m. - 3:30 p.m. Phne: 713-676-9283 Office Hurs: 6:30 a.m. - 3:30 p.m. Phne: 713-556-9225 Office Hurs: 7:30 a.m. t 5 p.m. Phne: 713-556-6055 Office Hurs: 7 a.m. t 3:30 p.m. HISD Library Services: Phne: 713-696-0600 Office Hurs: 8 a.m. t 5 p.m. HISD Permit & Inspectins (Waste Remval): HISD Infrmatin Technlgy: HISD Lgistics Manager Cheryl Hughes: Phne: 713-670-3901 Office Hurs: 7 a.m. t 5 p.m. Phne: 713-892-7378 Email: HelpDesk@HustnISD.rg Phne: 713-556-9250 Office Hurs: 8 a.m. t 5 p.m. Cell: 832-647-3895 Email: chughes@hustnisd.rg HOUSTON INDEPENDENT SCHOOL DISTRICT 2
HISD GUIDE TO MOVING ut AND MOVING in Staff Assignments Please assign the fllwing rles t members f yur administrative team r staff. Nte: These assignments shuld be lng-term, as the related duties need t be perfrmed thrughut the year and nt just during yur mve. Recrds Management Team Lead Persn will be respnsible fr reviewing the schls recrds at the beginning and end f each schl year t determine if recrds shuld be shredded nsite r transferred t Recrds Management fr strage r shredding. Please crdinate this effrt with HISD Recrd & Dcument Services. Hazardus Materials Management Team Lead Persn will be respnsible fr verseeing the management f any hazardus materials maintained in the science wet labs r ther areas. Materials shuld be prperly dispsed accrding t HISD guidelines. Please crdinate this effrt with Risk Management. Waste Remval Team Lead Persn will be respnsible fr verseeing waste remval frm the site at the end f each schl year. Additinal waste remval can be requested thrugh the Permit and Inspectin department. Please crdinate this effrt with Permit & Inspectin. Textbk Services Team Lead Persn will be respnsible fr crdinating pick up and drp ff f textbks fr each schl year, and arranging fr the pick up any ut-f-adptin bks. Please crdinate this effrt with Textbk Services. Library Services Team Lead Persn will be respnsible fr crdinating services prvided by Library Services. Please crdinate this effrt with Library Services. Infrmatin Technlgy Team Lead Persn will be respnsible fr crdinating services prvided by the Infrmatin Technlgy department. Please crdinate this effrt with the Infrmatin Technlgy Help Desk. HOUSTON INDEPENDENT SCHOOL DISTRICT 3
HISD GUIDE TO MOVING ut AND MOVING in General Mve Out/In Checklist Encurage teachers, administratrs and staff t purge their classrms and ffices. Request bxes, labels, and ther supplies frm yur prgram manager. Remind staff that they are respnsible fr packing their classrm, including all supplies and related teaching materials. Prvide teachers with labels (Pg. 8), and instruct them t write their name n each, as well as their current and new rm numbers. If new rm numbers are nt yet knwn, teachers shuld leave that space blank. Ntify staff f date and time that all packing and labeling must be cmpleted. Ntify staff f the date and time they are t reprt t their new campus fr mve-in and set up. Once at new lcatin, make nte f any items that need t be crrected by builder, and submit t prject manager. Recrds & Files Review best practices fr managing district recrds (Pg. 10). Inventry yur recrds t determine what needs t be maintained and which recrds are eligible fr destructin. Recycle r destry all eligible recrds based n the district s retentin schedule (Pg. 10). Cmplete the destructin authrizatin frm and submit t Recrds Management Custmer Service fr review. Bx recrds that must be retained, and stre in a secure lcatin n the campus. Track thse bxes n the inventry lg (Pg. 12) s n recrds are lst r misplaced. Make sure labels are specific and accurate and detail what recrds are in each bx. D nt label with miscellaneus r ther generic infrmatin. Remve any file flders and binders frm bxes being sent t Recrds Management. Remember: D nt dispse f student recrds r identifying dcuments in recycling bin r dumpster. Furniture & Equipment Use HISD s Asset Transfer Electrnic Prcess (PC2) t request remval r transfer f items. See directins (Pg. 14) and sample frm (Pg. 15). Directins als lcated in TipWeb (Pg. 16). Review and determine what existing furniture will need t be mved t the new lcatin. Principal must apprve the relcatin befre the furniture can be mved. Label with blue tape (including name and rm numbers) any furniture that is being mved. Clean ut and empty all file cabinets. Recycle unnecessary files and papers. Remind staff that district-wned prperty (furniture, equipment, etc.) cannt be taken hme r transferred fr persnal use. All items must be prperly dispsed. Place damaged furniture (file cabinets, student desks, etc.) in the dumpster r recycling bins prvided t the campus. Remember: Old, but functinal furniture and supplies may be valuable t anther campus in need. HOUSTON INDEPENDENT SCHOOL DISTRICT 4
HISD GUIDE TO MOVING ut AND MOVING in Technlgy Mve Out/in Checklist (Cntinued) Prepare all desktp cmputers and mnitrs fr relcatin by discnnecting them and placing them in clear zip lck bags prvided by the mving cmpany. Keep crds and cables with machines. Label each item with a piece f blue tape that includes name and rm number s equipment is prperly transferred t crrect lcatin. Lg and track electrnic/technlgy equipment with a unit cst f greater than $500 per district plicy. Equipment valued at less than $500 that is n lnger needed r wanted must be bagged r labeled PC2 and recrded in TipWeb. Label ELMO and LCD prjectrs with blue tape and place them in cmputer bags prvided by the vendr. Keep all crds with the items. Make sure all laptps are in cart, and the cart is lcked. Label the utside f the cart with blue tape and yur name and rm number. Make sure all printers are bagged and labeled. Once netwrk printers have been set up, yu will be ntified with the printer number yu shuld be using. Remember: Teachers must mve their wn laptps. D nt leave them in classrms. Persnal Items Take all persnal items hme. This includes but is nt limited t plants, cffee makers, pets, persnal furniture, electrnics, appliances, pictures, lamps, etc. Remember: HISD will nt mve persnal items. Textbks and Bks Cntact Textbk Services t arrange fr assessment and pick up f textbks. They will mve yur textbks, and remve r replace bks that are ut-f-adptin. Pack and label all library bks that yu plan t mve t yur new schl. These bks will be picked up by the mving cmpany. Once in new lcatin, cntact Textbk Services t cnfirm yur textbk delivery schedule. Once in new lcatin, cntact Library Services. A team will cme t yur new lcatin t help set up yur new library. Remember: Bks in general cannt be thrwn away. Bks that yu d nt plan t mve t yur new schl shuld be dnated t students r cmmunity grups/rganizatins. HOUSTON INDEPENDENT SCHOOL DISTRICT 5
HISD GUIDE TO MOVING ut AND MOVING in Recycling & Trash Mve Out/in Checklist (Cntinued) Wrk with yur prgram manager t request a dumpster fr trash. Wrk with yur prgram manager t request recycling bins fr paper and nn-useable wd and metal items. Recycle any unwanted r unneeded papers, including TAAS and TAKS test materials. At new lcatin, instruct staff t break dwn mving bxes and leave inside their classrms fr recycling. Bxes will be recycled by staff and mving vendr. Remember: N items shuld be left behind in yur ld building. All items must be mved, labeled PC2, thrwn away r recycled. Hazardus Materials Cntact Risk Management fr help identifying and mving any hazardus materials n yur campus (pl chemicals, cleaning supplies, etc.). Outside Vendrs/Lease Agreements Cntact any utside vendrs with whm yu have lease agreements t schedule remval r relcatin t yur new facility. (Examples: snack r beverage vending machines and/r cpy machines.) Once in new lcatin, cnfirm delivery schedule fr all leased equipment. HOUSTON INDEPENDENT SCHOOL DISTRICT 6
HISD GUIDE TO MOVING ut AND MOVING in Sample Labels Nte: Mving vendr can prvide clr cded labels, r the schl can create their wn. HOUSTON INDEPENDENT SCHOOL DISTRICT 7
NAME: SCHOOL/DEPARTMENT: CURRENT ROOM NUMBER: NEW LOCATION/ROOM NUMBER: COMMENTS: BOX NUMBER: 8
HISD GUIDE TO MOVING ut AND MOVING in Recrds Management Best Practices, Labels, & Lg HOUSTON INDEPENDENT SCHOOL DISTRICT 9
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SCHOOL NAME SCHOOL YEAR OFFICE RETENTION SCHEDULE NUMBER RECORD TITLE/BOX CONTENT: DATE RANGE: BOX NO: DATE TO BE DESTROYED: RECORDS STORAGE USE ONLY DATE RECEIVED FOR STORAGE: TO BE MICROFILMED: (Yes / N) STORAGE ROOM: SCHOOL NAME SCHOOL YEAR OFFICE RETENTION SCHEDULE NUMBER RECORD TITLE/BOX CONTENT: DATE RANGE: BOX NO: DATE TO BE DESTROYED: RECORDS STORAGE USE ONLY DATE RECEIVED FOR STORAGE: TO BE MICROFILMED: (Yes / N) STORAGE ROOM: 11
BOX INVENTORY LOG Schl Name: Schl Year: Office: Cntact: Bx # Retentin Schedule # Cntents Eligible Destry Date Strage Lcatin Date Destryed/ Initials 12
HISD GUIDE TO MOVING ut AND MOVING in PC2 & Tip Web Instructins HOUSTON INDEPENDENT SCHOOL DISTRICT 13
HOW TO FILL OUT THE HOUSTON INDEPENDENT SCHOOL DISTRICT ASSET TRANSFER FORM (PC2) PLEASE NOTE THAT ONLY PROPERLY COMPLETED FORMS WILL BE PROCESSED. Open the E-PC2 frm frm the Hustn ISD s Furniture Services Website. When the frm is pened yu will see 2 tabs at the bttm f the Excel Spreadsheet PC2Frm and ITEM(S)LIST Begin at the PC2Frm tab by entering yur Campus/Department TEA number in the yellw bx under FROM: The infrmatin fr yur Campus/Department shuld aut ppulate. *If the infrmatin des nt aut ppulate check t insure yu have the crrect TEA number and crrect it, if the infrmatin still des nt aut ppulate manually enter yur Campus/Department infrmatin. Yu will need t cmplete all yellw fields n this page by entering in a cntact persn wh will be knwledgeable f the items t be transferred, their lcatin and a phne number they can be reached at, shuld the Furniture Services Staff need t cntact them in regards t the transfer. Please be sure t prvide the Lcatin where the items are being stred as well as any vital infrmatin that may be needed in the transferring f items in the COMMENTS Sectin. Once all fields are cmpleted scrll dwn t the bttm and enter yur name, yur emplyee ID number and the date which yu are cmpleting this frm in the apprpriate yellw fields PLEASE NOTE THAT ONLY PROPERLY COMPLETED FORMS WILL BE PROCESSED. Prceed t ITEM(S) LIST Tab Once yu are in the ITEM(S)LIST Tab begin by entering the Quantity f the items yu are entering and then the Descriptin, there is a drp dwn bx where yu can chse which item(s) yu are listing frm. *Keybards/Mice/Student Desk etc. which DO NOT have an HISD Prperty tag can be gruped. Item(s) that cntain infrmatin such as a HISD Prperty tag ( CPU/Mnitr/Fd Service Equipment etc.) must be individually marked. YOU WILL NEED TO COMPLETE ALL YELLOW FIELDS, DO NOT LEAVE ANY BLANKS SPACES! IF THERE IS NO INFORMATION AVAILABLE PLACE NONE OR N/A IN THE BLANK SPOT. PLEASE NOTE THAT ONLY PROPERLY COMPLETED FORMS WILL BE PROCESSED. Next yu will enter the HISD Prperty Tag/Manufacture/Mdel/Serial Number if available. When entering the HISD Prperty Tag/Serial Infrmatin fr the item(s) yu are requesting t be transferred yu can manually type them in r scan them directly int the Excel sheet using yur barcde scanning device. Once all f the items yu wish t be transferred are listed save the file under yur Campus/Department name and the transactin number. Example: YOURCAMPUS87401011412345.xlsm Once yu have saved the District Asset Transfer Frm (PC2) email the frm in its riginal frmat (.xlsm) t PC2Request@hustnisd.rg with the subject as the same name which yu saved yur file (YOURCAMPUSNAME87401011412345 ) The Transactin Number can be lcated in the PC2Frm Tab n the tp right crner in grey. *DO NOT SEND using any ther extensin as these frms will nt be prcessed (NO.PDF.DOC.JPEG etc.) Please nte that nly prperly cmpleted frms will be prcessed. Yu will receive a cnfirmatin email at the receipt f yur transfer within 24-48 hurs with infrmatin in regards t yur scheduled transfer date. 14
HOUSTON INDEPENDENT SCHOOL DISTRICT ASSET TRANSFER FORM (PC2) The equipment described herein is authrized fr transfer. FROM: Warehuse #: Transfer Type: Furniture Services Use Only Furniture Services Use Only Transactin #: 874-010000-0 Furniture Services Use Only Campus r Department #: 874 Schl r Dept. Name: FURNITURE SERVICES Rute # 1 Attn: Furniture Services Manager Phne # (713) 676-9230 Pick up Address: 228 MCCARTY DRIVE, BLDG. 29, HOUSTON, TX, 77029 Campus r Department Plant # 8001 TO: Pick up Lcatin: Campus r Department #: 874 Schl r Dept. Name: FURNITURE SERVICES Rute # 1 Attn: Furniture Services Manager Phne # (713) 676-9230 Delivery Address: 228 MCCARTY DRIVE, BLDG. 29, HOUSTON, TX, 77029 Delivery Lcatin: Campus r Department Plant # 8001 Transfer Requested By: 00000 01/00/00 AUTHORIZED SIGNATURE PRINTED NAME EMPLOYEE ID DATE Transfer Apprved By: AUTHORIZED SIGNATURE PRINTED NAME DATE Equipment Received By Driver: AUTHORIZED SIGNATURE PRINTED NAME DATE Final Destinatin: AUTHORIZED SIGNATURE PRINTED NAME DATE COMMENTS: 15
TipWeb IT-Site t Site Transfers Quick Reference Guide Initiating Site t Site Transfers apple Lg int TipWeb-IT using yur username and passwrd. apple Click n Initiate Transfer under Tls (n the left f the hme screen). apple The Initiate Transfer screen will appear. apple Select yur destinatin in the drp dwn and click GO. apple Fr TAGGED items, scan r enter the Tag Number int the Tag Field lcated in the Tagged Inventry t Transfer sectin. apple Click the blue dwn arrw r enter t add the item(s). apple Fr UNTAGGED items, click n Untagged Inventry t Transfer t expand this sectin. apple Enter the prduct number in the Prduct Number field r n the Search icn t select the desired prduct(s). 16
apple Search by the prduct name r prduct type, then click select. apple Enter the number t be transferred int the Quantity field. Then click n the save icn. apple Click n the Submit Transfer green check. This changes the status f the transfer t Submitted. apple Click n the Apprve Transfer green check. apple Click n the Ship Transfer icn (blue truck). The status f the transfer is changed t In Transit. apple Yu may nw print the transfer ticket. NOTE: If Furniture Warehuse Services is needed t facilitate the transfer, the TipWeb-IT user MUST send an email t tipwebtransferrequest@hustnisd.rg with the transfer number t schedule the transfer. 17