UMSI Leinweber Moving Guide

April 21: Deadline for Jira tickets to be submitted (detailed explanations below) for:
- Requests to move university provided ergonomic or accessibility furniture
- Requests to purchase your current office furniture (eg. for home office)
- Requests for help with packing up tech or setting up in Leinweber
- Requests for moving of items in storage
April 28: Packing crates will be delivered to campus locations.
May 9: Deadline to complete packing for all UMSI locations: North Quad, 333 Maynard, 309 Maynard (Collegian), 715 North University (Loft), 777 North University (Engagement Center) Packing must be completed by end of business day (5pm).
May 10 – 11 (the weekend): UMSI facilities and Corrigan will use the weekend to prepare for the move.
May 12 – 16: Suggest making plans for remote work during the week of May 12.
- May 12: Movers will arrive bright and early and start at 333 Maynard then 309 Maynard, then 715 North University, then 777 North University.
- May 13: Movers will move North Quad floors 3 and 4 out
- May 14: Movers will move contents from Ehrlicher Room, and 1st floor
May 19: First possible workday at Leinweber. No earlier please.
You cannot return to North Quad, the Loft, or Maynard after we move.

Buildings we are permanently moving out of:

North Quad, 105 S. State St., Ann Arbor, MI 48109
Roumanis Square (aka the Loft), 715 N. University Ave, Suite 201, Ann Arbor, MI. 48104-1600
UMSI Maynard, 309 Maynard, Suite 205 Ann Arbor, MI. 48104-2211

Professional movers (Corrigan Moving Systems), facilities, and ITS will be responsible for many aspects of the move.

However, faculty, staff, post-docs, and PhD students will be responsible for packing and unpacking their own office contents and other items.

Overview of items moving to Leinweber and what stays behind

We will not move most of our furniture because our furniture at Leinweber is new. What we have in our current offices will stay behind.
Compliance with ADA means that large items such as treadmills will not be moved to the new building.
If you have many items on shelves (books, equipment, etc.) it will likely have to go home. The movers will only move a limited amount of books (more below).
Most of us will want to move delicate things ourselves.
Unit directors will also be considering elements in storage that need to be moved. This document will address each of these classes of items below.

Leaving your office furnishings behind: All University-owned furnishings (e.g., chairs, desks, bookshelves, file cabinets, rolling file cabinets) need to stay where they are. Large items, such as treadmills, whiteboards, couches, and bulletin boards, or unique items, like bullet tables, will not be moved to the new building, as they will not conform to ADA requirements. If you purchased them using your own private funds (not RESIN or school funds), please make arrangements to have them go home. What is left behind will be thrown out.

University-provided ergonomic or accessibility-related furniture requests

You can making special arrangements for university-provided ergonomic or accessibility-related

items or items you wish to purchase by following these instructions.

If you have accessibility-related office items/items you want to ask about moving, please submit a “general work request” Jira ticket to Facilities by April 21 for a consultation.
- When you submit, you will select “general work request.”
- At the prompt, “What is your question?” enter “Leinweber move—requesting ergonomic-accessible office chair move to Leinweber (Your LastName, your current building).”
  - Example: “Leinweber move—requesting ergonomic-accessible office chair move to Leinweber (Krupka, NQ).”
- Use the details box to add information.
- For priority, select “Neutral”
- For due date, select “May 9, 2025”
If you want to buy your university furniture for a home office, submit a “general work request” Jira ticket to Facilities by April 21. Facilities will forward information with instructions on how to purchase.
- At the prompt, “What is your question?” enter “Leinweber move—request purchase of ITEM (Your LastName, your current building).”
  - Example: “Leinweber move—request purchase of office chair (Krupka, NQ).”
- Use the details box to add information.
- For priority, select “Neutral”
- For due date, select “May 9, 2025”
If you want to indicate that your team might need extra rolling cabinets because you are sharing desks, submit a “general work request” Jira ticket to Facilities by April 21. At the prompt, “What is your question?” enter “Leinweber move—request add rolling cabinet (Your LastName, your current building).”
- Use the details box to add information.
- For priority, select “Neutral”
- For due date, select “May 9, 2025”

Concrete steps you can take between now and April 30

There are a number of concrete actions you can take to support your transition.

Register change of address

Scott Staelgraeve has submitted the business change-of-address for each of our locations with a forwarding start date of May 9. You will likely have some change-of-addresses to fill out as well.

The new address is:

An example for how to personalize the address change:

FirstName LastName

School of Information

Leinweber Computer Science and Information Building

2200 Hayward St.

Ann Arbor, MI 48019-2121

Update work address for individual mail delivery: We will start to receive mail at Leinweber starting May 9. In April, you should begin telling vendors, students, faculty, etc., to start using our new address for individual mail that you receive (e.g., professional memberships/associations, professional organization subscriptions). Your work address in MCommunity will eventually be updated for you.

Note that we have a few stopgaps to ensure that mail gets forwarded to Leinweber: We are working with housing to ensure that delivery of mail is both forwarded and being physically picked up and brought to Leinweber through September. However, you should proactively change the addresses you are aware of.

Leinweber mail (other than packages) will go to the UMSI Dean’s office, while packages will go to the adjacent Beyster Building loading dock. During this transition period, we suggest placing any orders that require mailing early to allow for arrival in advance of need.

Work planning May 12-16

We encourage you, or those you supervise, to work out a plan for how you will work during the week of May 12th. Both Monday May 12 and Tuesday May 13 will be very hectic at the new building; if you need to be in the new building before the 19th, please convey that to your unit director or to the [email protected] inbox.

Event planning for May & the summer months

If you are a unit director, consider putting a block on the UMSI and UMSI events Google calendars and your personal calendars to indicate Leinweber move dates for your team or for personal awareness.

Where possible, consider reducing programming and/or events planning during May.

Consider that events which will lean heavily on technology (e.g., hybrid meetings) may be something you want to test drive in the new building before you hold the event. There are always glitches and being prepared is a good strategy.

What if I need to reserve a conference room in the new building?

UMSI will have a tool for booking rooms. This will be ready about a week before we move.

Will rooms and classrooms in North Quad still be reservable? Space 2435 and classrooms will be available through the end of June. Then the space closes.
What if I need to reserve hoteling desks in the new building? UMSI will have a tool for reserving hoteling desks. This will be ready about a week before we move.
- What is a hoteling desk? It is a reservable desk.
When will desks in the Collegian be available for work on central campus? We will make an announcement later in the summer, but that space will be available just before the start of the fall semester.

Start taking things home

Take home your personal items: Please begin—the sooner the better—taking home personal items that are fragile, irreplaceable, or that could be damaged or lost in the move. This can include artwork, lamps, vases, and plants. Personal items are not insured by the University against damage or loss, and there will be no compensation for losses involving your personal items. After we move, and once you have a better sense of your new workspace, you can bring items to Leinweber. Packing supplies are available in all UMSI buildings.

We have several hand carts that are available in the 3rd- and 4th-floor hallways of NQ that people are free to use and then return for others to use. You can also use Facilities’ flat cart by sending a Jira request.
- To submit a “general work request,” click this link: Jira ticket to Facilities.
  - At the prompt, “What is your question?” enter “Leinweber Move — Request use of flat cart (Your LastName, your current building).”
  - Use the details box to add information.
  - For priority, select “high”
  - For due date, select the date when you need the cart
Special note about books: Initially (first year of our occupancy), there will be very limited options for book shelving in individual spaces. We are working to get shelves into offices, but there will likely be none there on the day you arrive. You should plan to take books home for storage until shelving is installed.
Remember that we may not bring any of the below to Leinweber:

Space heaters
Appliances in personal offices (e.g., mini fridges, coffee makers)
Waste or recycle bins from your office space (Leinweber will be outfitted with standard bins building-wide)
Personal furniture

Prep for leaving your office furniture behind, or make special arrangements: See guidelines above for how to submit Jira tickets under the heading “University-provided ergonomic or accessibility-related furniture requests.”

Clean out your files, remove books, tape your keys to the file cabinet / desk. The contents of your current file cabinets must be included in the 3 blue crates that will be provided to you for the move to Leinweber (see below under ‘how to pack’). Otherwise, take those contents home before the move and then to Leinweber at a later date. Do not leave any documents in your workspace. All documents should be recycled, shredded, or moved with you.

Shredding: Please continue to recycle as much as possible. You may toss sensitive papers in secure shred bins in the 3rd- and 4th-floor elevator lobbies in North Quad. Shred bins will also be delivered to other UMSI offices.
Books to discard: Gondolas will also be provided for the collection of paperback books, cardboard, and other recyclable items. They will be arriving at the beginning of April.
Please make sure to take any leftover office supplies from your personal workspace to your department’s designated location (likely the copier rooms) for potential reuse.
Tape keys for file cabinets to the file cabinet before you leave.

What to do with big items you wish to throw away: Dumpsters are available on the North Quad dock. The dock doors are normally open 8 a.m. to 5 p.m.

Request tech assistance for pack up (by April 21) if you will need it later

If you need assistance disconnecting equipment in your current workspace, send a help request by April 21 using a 4HELP ticket. They will coordinate with you to help with packing. (Email to this address initiates a help ticket.)
If you have a small printer in your area, be sure to send a note by April 21 using a 4HELP ticket to make sure that they can help get it ready to be moved.

Check your MCard expiration date and get a new one if needed: If your card is expired, go to the MCard Office in the Michigan Union Tech Shop to renew as soon as possible. You will need an active, unexpired MCard to access the Leinweber building after hours.

Concrete steps you must take in May

On Monday, April 28, Corrigan will deliver blue packing crates, dollies, large Ziploc bags, labels, and other packing materials to designated areas in all UMSI locations. Please begin packing up your crates as early as possible (each person is allowed 3 blue crates). Another wave of blue crates and materials will be delivered on May 5. Important reminder: Your 3 blue crates are the only boxes of your items that will be moved to Leinweber. All other items should be taken home, and you can use the supplied cardboard boxes and packing materials to facilitate that.

You must be done packing by May 9.

Before you leave on Friday, May 9:

It is a good idea to let others know that you have moved from your current office to Leinweber. Please update your email signature box in “Settings” in Gmail with your new address and suite number. Add a temporary note within your signature to indicate that your office has moved. Your work address in MCommunity will eventually be updated for you.
Do a final check that you have everything packed in your 3 crates and labeled.
Do a final check that you have everything you need to take home.
Take your laptop home with you.

How to pack

For things you are taking home: Cardboard boxes and other packing supplies are now available in all UMSI central campus locations and can be found in public spaces, such as the elevator lobbies in NQ or kitchen areas in your building. You are encouraged to begin transporting things home starting now.

Your consideration of what to take home should include live plants, delicate items, personal artwork, and excess books or materials that will not fit into your allotted crates (see below).

For your office items going to Leinweber packed and labeled by May 9 EOD: In late April, you will get exactly 3 blue crates to move your office items to Leinweber. Corrigan has estimated that our spaces can accommodate 3 crates’ worth of items per person. Excess items that do not fit into the 3 crates should be taken home. Do not pack more than 3 crates.

Be sure to see the important labeling instructions described below in this document.

A blue crate with a label on the short side. An arrow points to the label and says Place label on short side of crate. — **Blue crates**: Items going to Leinweber

Three cardboard boxes — **Cardboard boxes**: Items going home. May also be used to pack unit items going to Leinweber

For unit items going to Leinweber: Unit supplies and equipment that is not yours individually (such as a box of swag for recruiting events that are being stored for distribution at a future date) should not be packed in blue crates. If you still have the original packaging, please use that if it is sturdy, or use a provided cardboard box and label it (see instructions below) and leave it in the office at the end of the business day on May 9.

Details: Packing crates

Before loading, first place the blue crate on a dolly.
Fill the crate.
- For files: Place hanging file bars in the crate to load with contents from file drawers.
- For books, boxes, and other materials: Pack items snugly, but remember that shelving will be installed after we arrive in the new office, so keep books to a minimum.
Close interlocking flaps on top of the crate. For confidential files, cable ties (zip ties) will be provided to secure the crates.
Stack next crate on top of a closed one. Stack crates 3 high.
Label the narrow side of each crate with color-coded label provided. See detailed labeling instructions below.

The image below shows stacked blue crates with the labels all facing in the same direction.

Three blue crates stacked on top of each other with the labels all pointing the same direction.

Details: Packing electronics and art

Computer equipment

Label all of your monitors, with the label on the monitor’s base or back—not on the screen. You do not need to pack or move your monitor(s).
Cables, mice and small peripherals should be put into a provided Ziploc bag. Bubble-wrap anything fragile. Be sure to label the bag. Place it next to your monitor.
Peripherals too large for the Ziploc bag should be labeled.
Corrigan will pack and move your Ziploc bag, monitor(s), and other labeled peripherals.

Printers

Individuals do not have to worry about unit-based printers or copiers. For desktop printers that have received approval to move, attach a moving label with the new location, and they will be moved appropriately. See moving label instructions below.

Desk chair

Remember that your desk chair is not coming to Leinweber. You will have a new chair in Leinweber unless you have submitted a Jira ticket to facilities and received a confirmed exception. (See Accessibility-related furniture requests).

University-owned artwork

University-owned artwork in hallways and public conference rooms will be moved by Facilities. You do not need to tag this work. The Leinweber Community Committee members and UMSI leadership team are working to determine which pieces may eventually be repurposed at Leinweber and facilities will be moving these items.
University-owned art in a shared office space (e.g., Dean’s suite, Research Office) will be moved by Facilities and should be left hung / installed in place.You do not need to tag this work. Do not remove it from the wall.
If you are not sure whether the art is university-owned or is in a shared office space, but you think that it should move, please leave it hung on the wall. Facilities will do a final walk-through.

Clocks and desktop phones

Leave any clocks that are hanging on walls. Facilities will move those. For clocks on desks, please take them home and/or move them to Leinweber individually.

If you typically forward your desktop phone to another device when away from the office, do that before you unplug your phone. Place a label on your phone and put the phone and any power supply cable / plug into a provided Ziploc bag. Please also write your U-M phone number on the phone label in addition to the information required for all labels (see below). Place the bag next to your monitor.

Personal items

Remember that personal items are not insured, and any loss/damage from the move is your responsibility. We strongly recommend taking your personal items home before the move.

Items in storage areas, conference rooms, student lounges, lobbies, and hallways:

There are several storage areas that unit directors will need to be mindful of. The expectation is that unit directors will work directly with Facilities on how to pack and label items in those spaces. Specifically:

NQ1295 storage space: Facilities will need OASA, DAR, and Events to assist in packing up your items in this area. Be on the lookout for an email in the future.
7th-floor North Quad storage: Facilities will need OASA, DAR, Events, M&C and Computing to assist in packing up your items in this area. Watch for an email with additional instructions.
309 Maynard and Loft: Facilities will provide boxes, and Facilities will pack all the items in the copy room. However, kitchens should be packed by unit leads. It will be up to unit directors at those locations to alert facilities to any additional needs. Please submit a Jira ticket to UMSI Facilities by April 21.
- To submit a “general work request” click this link: Jira ticket to Facilities.
  - At the prompt, “What is your question?” enter “Leinweber Move — Storage packing and move (Your LastName, current building & location of the stored items).”
  - Use the details box to add information.
  - For priority, select “Neutral”
  - For due date, select “May 9, 2025”
Classroom storage closets: Facilities will need faculty assistance in determining what supplies need to be moved. If you have things in a classroom storage closet, you need to submit a Jira ticket to UMSI Facilities by April 21. Use the instructions above.

Student lounge on first floor NQ: Facilities will need OASA to work with student leaders to identify what is in storage. Facilities will handle the pack-out once OASA has communicated what should be packed and where it should go. To do so, please submit a Jira ticket to UMSI Facilities by April 21. Use the instructions above.
Collegian: Facilities will provide boxes, and Facilities will pack all the items in the copy room/area. However, kitchens should be packed by unit leads. It will be up to unit directors at those locations to alert facilities to what they wish to have packed. Please submit a Jira ticket to UMSI Facilities by April 21. Use the instructions above.

Unlabeled items do not move to Leinweber: There’s no need to label things that are not moving; unlabeled items will not move to Leinweber.

Details: Labeling crates and items moving to Leinweber

The information on the label and its placement on the item moving are vital to the success of the move!

Required information for the label

Facilities will provide you with labels. They will also provide you with your future room number. Making sure you get this information right helps ensure that your move crates and equipment will arrive at the right location in our new building.

The labels are ROOM specific, but not DESK specific. So desk-sharers need to only ensure that they have the right room + their name on the label to ensure delivery to the right location.

Labels will have colors:

Leinweber Floor and Color of Label

2: Yellow

3: Blue

4: Orange

5: Green

On the label, note your Leinweber floor, your Leinweber room number, and your name (first initial + last name). Floor and room information pictured here for example only.

A Corrigan Moving Systems label filled in. Column 1 Floor: 1B. Column 2 Room: 1334. The label for column 3 is crossed out. W. Mohl is written in column 3.

Label placement is important

Place one label on each:

Blue crate: Narrow side of the container
Monitor: Base or back (not on the front!)
Ziploc bag containing electronics and peripherals: Just be sure the bag is labeled.
Desktop phone.
If you have a unique item that has been approved for the move (e.g., ergonomic chair), place the label on the base. To get approval, submit a Jira ticket to UMSI Facilities by April 21.
Remember that anything without a label will not move to Leinweber and will remain in your current space and be disposed of / repurposed after the move.

Keys

Current office furniture keys: Please keep all keys for cabinets, desk drawers, and other items with the furniture in the current office. Tape keys to the items they correspond to.
Current office keys: Current keys can be dropped off in the key box outside of the dean’s suite. Put the key in one of the envelopes provided. Write your first and last name and room number on the envelope and drop in the box. Office keys will need to be brought over to NQ from EC, Collegian, and Loft.
Leinweber private office keys: Leinweber key distribution information will be forthcoming from the U-M key office soon. The cores are being installed in April.
Leinweber common space keys: To request additional building keys for common areas (such as kitchenettes and conference rooms), copy rooms, and storage closets that you need to access, a key request form will be provided soon. The key office is updating the form.

Upon your arrival at Leinweber

Setup and configure the new space. If you are able to set up your computer (connect all the cables, etc.) go ahead. If you run into an unexpected problem, consult one of the Neighborhood IT folks who will be working in the building or submit a 4HELP ticket.
The Leinweber Building has the new, fast WiFi system installed, and most people will be able to use that without having to worry about wired networking. If you would like wired networking, the wall plate for each desk has the top-left port activated.
If you are missing cables or peripherals, please submit a 4HELP ticket.
If Neighborhood IT assistance is needed, you must be present at your scheduled time to confirm the physical setup configuration of your office and desk.
You’ll be provided with a “welcome to the building” checklist. This will give you helpful reminders about the building, new contact information for help, and some to-do items.

A preview to our first few weeks

Community Welcome Events at Leinweber

Committees are actively planning some “Welcome to Leinweber” events. Watch for announcements and mark your calendars.

Crate Return

You have about a week to unpack your blue crates once you move into Leinweber. At that point, they will be collected and removed from the building. You’ll receive communications about where to put them as you unpack.

Hanging personal art in offices

There will be a formal process to request to have items properly hung in personal office spaces. This will be handled by UMSI Facilities. Please do not hang the items yourself. Note: As we all move into the building, it may take a few weeks or so for items to be hung.

Public art in hallways, conference rooms, and shared spaces

The UMSI Leadership Team is in the process of determining how decisions will be made on publicly displayed artwork. We ask for your patience as a coordinated, thoughtful process is created and executed.

“Building acclimation period” and what to expect as we settle in

Please remember our Leinweber transition mottos are:

Moving is a process, not an event.
Our first year marks how we land, not how we stay.

Just because a building looks fresh and new does not necessarily mean it operates perfectly. There is a period of discovery that will require patience and understanding. Furniture adjustments, heating and cooling issues, alarms sounding, and lights turning off unexpectedly can present early challenges when settling into a new building. It takes time to understand the operations of these new and complex systems, identify problems, and implement corrective measures – a process that involves a team of technical experts.

Until we move and start interacting more deeply and regularly with our spaces, it is difficult to anticipate where problems will arise. You are asked to be patient and to be part of the systems operations refinement process.

During this post-move acclimation period, which will last several months or more, we ask for your partnership and patience in sharing your feedback, reporting issues, and helping us settle into the building. Please continue to send your communications to the [email protected] email address.