General information concerning the move to Ulls hus and the subsequent move to Rektorshuset and Undervisningshuset

General information concerning the move to Ulls hus and the
subsequent move to Rektorshuset and Undervisningshuset
Please note that the attachments mentioned below will not be available in English (except the list of
standard fitting in offices which will be translated and published on the website in January 2015).
Please ask a colleague for assistance if necessary.

1. Introduction
This information circular is sent to all employees who are moving to Ulls hus, Rektorshuset and
Undervisningshuset. As the move is complex and many people are involved, all employees are asked
to primarily contact their head of department/division or nominated coordinator for the move with any
queries. See attached list for contact details for project organisation, heads of division/department and
coordinators.

In January and February 2015, project managers from SLU, project managers for the move and
removal company will hold information meetings for all units. This will be an opportunity to put
questions directly to them.

Currently, a website for the project Ulls hus (https://internt.slu.se/ulls-hus) is available, where
information concerning the building project and the move is posted. In the spring, a new website for
the building Ulls hus will be created and this will replace the project page after the move is finalised.
This will contain a guide of the building, a system for managing building-related fault reports as well
as information of joint services for Ulls hus, Undervisningshuset and Bibliotekshuset.

Times
The time plan (see attachment 2) is comprehensive and shows which weeks the move will take place.
The plan is largely fixed as concerns the order and time required for the various stages of the move.

The SLU Infra Space Management Unit will empty the facilities after the move. Emptying consists of
removing furniture and old equipment from the premises. At clearance, all facilities are cleaned and
the buildings are made ready to be turned over to Akademiska hus or a new tenant from SLU.
Emptying and clearance will be handled by Infra Space Management.

What will happen next?
Dec/Jan      Heads of division/department allocate individual offices.
Jan/Feb      Information meeting for all divisions/departments with project managers from SLU, a
             project coordinator of the university administration, project managers for the move and
             representatives from the removal company.
March        Detailed time plan for divisions/departments set.
             Distribution of boxes.
             Preliminary start date for organising existing furniture.
May          Start of move to Ulls hus. Preliminary start for move to Rektorshuset.
August       Move to Ulls hus and Rektorshuset finalised.
Autumn ’15 Preliminary start of move to Undervisningshuset (more information on this will be sent
             later to those concerned.)

Costs
Actual costs for the move as well as emptying/clearing of premises will be met centrally by each unit
(faculty or the university administration). Own work in relation to the move will not be paid by the
faculty or the university administration.

Ulls hus service organisation and house council
The tenants of Ulls hus, Undervisninghuset and Bibliotekshuset will have a number of joint functions
and services provided by a common service organisation. The services are primarily support and

service from Infra, but also support for teaching and AV from the IT Division. This service
organisation will be under Infra and led by a facility manager.

A house council has been set up with representatives from all tenant groups. The role of the council is
to communicate with, and be an efficient client for the services provided by, Infra. The instruction for
the house council of Ulls hus, Undervisningshuset and Bibliotekshuset is attached, together with a list
of its members as well as other participants.

2. Before the move
Skip/container for clearance?
The move presents an excellent opportunity to have a clear out, in good time before the move. If the
need arises, a skip can be ordered for this. Please notify the project managers of the move if you need
one. The fee for hiring the skip will be charged to each unit.

Materials which have been cleared out can be gathered in available storage rooms, awaiting the
clearance.

Access to new buildings, keys, cards and codes
Access to new buildings is given gradually, according to the time plan. Programming of cards will be
carried out by SLU Infra Security. The cards have a programmed starting date, meaning that access to
the new facilities is given at different times depending on when the department/division moves.

Keys for areas without special access systems will be handled by the service organisation for Ulls hus
in direct cooperation with the divisions/departments.

Who sits where?
Heads of division/departments will allocate offices. The offices available to each unit are marked on a
list of rooms distributed to them.

How do I know when my particular office is being moved? How is the move planned in detail?
Each head of division/department will receive material to enable them to influence the order of the
move, within the timeframe of the weeks allocated for the move in the plan.

There will be one list per day, with time for about 20 offices. The head of division/department will be
able to fill this out and make any particular requests. This way you will be able to unpack your effects
in the new offices in direct connection to the move.

Getting ready for the move
The ambition is to set up a meeting for all heads of division/departments in the week before the move,
to run through the plan one final time. The project manager for the move will organise this.

Cancelling contracts
Each head of division/department is responsible for cancelling any contracts/standing orders for
coffee machines, water fountains, fruit baskets, plants etc. For the university administration and the
university management, this will be taken care of by the Infra Administration Unit (ASK). In Ulls hus,
the new contracts will be handled by the service organisation.

For information on contracts for printers/copy machines, see below, section 4.

Backup
Make sure you have a back-up of all digital material before the move. Look over you routines for this,
and ensure they are functioning properly.

2.1 Packing
Boxes?
The removal company will deliver boxes to each division/department in March. One pallet contains
150 boxes. Place of delivery and number of boxes is up to the divisions/departments to decide. If you
need boxes before March, for example if anyone is going on holiday/parental leave and needs to pack
their belongings sooner, boxes can be ordered through the project managers for the move.

Labelling of boxes
Moving boxes must be marked with colour-coded sticky notes with division/department and room
numbers in the new building. Instructions and a plan for the marking will be sent out later.

Can I move anything myself?
No, the only things that you move yourselves are any laptops. Everything else will be taken care of by
the movers. Personal belongings such as photos, flower pots etc. should be packed into boxes.

Who packs what?
Offices are packed up by staff in the division/department. In Ulls hus, each individual office will have
12 metres of storage (excl. drawers). The university management and the university administration
offices will have 7,2 metres of shelf space. 12 metres of shelf space is roughly equivalent to 16
moving boxes according to the movers.
- The removal company will not disconnect any computers, this must be done by each
division/department themselves. Do not forget to unlock any locks on the CPU holder.
- Computers and monitors are labelled separately and moved as they are by the movers.
- Special bags will be available for keyboards, cables etc. These bags belonging to the computer are
marked individually.
- Phones are to be packed. Teleservice will replace all the old digital or analogue phones with either
IP phones or mobile extensions before the move. Each head of division/department will decide on the
telephone solution for their staff.
- As mentioned above, any laptops are to be moved by the users themselves. If you are not present
during the move, take your laptop home during the move.
- Any items which are not to be moved are left, unmarked, in the rooms and on shelves.
- Remember not to leave sensitive/confidential material without shredding it as it will be some time
before the rooms are emptied and vacated.

Storage rooms, archives and other premises are packed up by the movers. Sorting and clearing must
be done by the divisions/departments in good time before the move. Otherwise everything will be
packed and brought, as the removal company cannot assess what should be included or not. Any items
which are not to be moved are left, unmarked, in the rooms and on shelves. The removal company
will also empty any refrigerators and freezers.

All art, with the exception of private art brought by employees, will be taken care of by SLU's artwork
officer who will collect the art before the move. She will be meeting with each division/department to
decide which art will be moved to Ulls hus. Space allowing, this art will be integrated with the new,
moveable art collection in Ulls hus.

What not bring?
A furniture policy has been established by the vice-chancellor, see appendix 5. In accordance with
this policy, an inventory has been made of which office chairs will be moved to Ulls hus. The
coordinator for the move for each division/department will have a list of these.

Christmas/advent candlesticks and other decorative lighting is not to be brought due to fire safety
regulations. If required, the service organisation for Ulls hus will coordinate the purchase of new
lights and any other Christmas decorations.

The house council recommends that utensils such as cutlery, crockery, etc. are not moved. Each
kitchenette in Ulls hus will be equipped with new standard equipment.

The house council further recommends that Christmas decorations, house plants, table cloths and
other decorations are not brought to the new building, except to individual offices. The service
organisation for Ulls hus will coordinate the hiring of plants for common areas. The justification for
these recommendations is that all added ornaments to, for example, window sills and floors, incur
additional cleaning costs. Further motivation is the same as behind the furniture policy:

• "The architects, the faculties and the university management want the university's new premises to
give a coherent and representative impression and the building's architecture and interior design
should combine to meet these design intentions."

• "SLU wants to create modern, efficient and flexible premises sustainable over time. Employees,
students and visitors will experience the carefully designed architecture, colour scheme and décor of
Ulls hus.”

Please note that the above recommendation does not include profile objects/museum objects (e.g.
models). There is not much room for such objects in Ulls hus, but the aim is that each department
should accommodate at least one or two objects according to size. We therefore urge the heads of
department to pick out one or two things that the department would like to expose, so that we can find
appropriate venues for them.

Regarding profile objects/museum objects in excess to available space, a memo from Infra Space
Management will follow.

What to do about things which will not fit in the new building?
The above-mentioned furniture policy governs what happens to abandoned furniture (note that there
are exceptions from the furniture policy where only some employees are moving to Ulls hus or where
another SLU business is moving in). Heads of division/department have received a target price list
from the coordinators of the move, this can be used for the sale of any furniture. Whatever is left in
the old buildings will be discarded at the clearance.

The archiving staff at the Legal Affairs Unit can assist with advice on archival practices; what can be
discarded and what needs to be saved. See contact details in the attached contact list. Someone from
the unit might be participating at the info meetings in January/February.

3. During the move
Safety during the move
Everyone working with the physical move will be from the removal company Allt i transport. Staff
will be able to identify themselves and will be wearing profile clothing so as to be easily recognisable.
The relocation company is authorised to move all types of materials.

Who will have to work during the move?
The following staff will be required from each division/department:
   • The removal company will require one person in charge during the weeks of the move. In
        addition, someone from each division/department needs to be present in the new building to
        answer any questions from the movers.
   • A person with responsibility for IT needs to be in the new premises to ensure that everything
        works when IT equipment is connected in the new offices. Either the division/department has
        their own IT manager on site, or they contact IT support if problems arise.

Otherwise, all staff can either be on leave or at work. It will be of no consequence to the move. For
practical purposes however, employees should not be present in the new building on the day of the
actual move, but only move in once the move is completed.

Signage
The internal signage will be in place when moving, this is the responsibility of the project managers.

Meeting rooms
During the move and until the start of autumn semester 2015, we cannot guarantee that the meeting
rooms in Ulls hus can be used. The reason for this is that the AV contractor needs to make their final
inspection, repair any faults if necessary and make the follow-up inspection before we get access to
the rooms. The major part of the move is carried out during summer so there will be meeting rooms
available to book in the other buildings (Undervisningshuset, Biocentre, MVM, VHC, etc.).

Booking meeting rooms in Ulls hus will be done in Windows Outlook. The rooms will be registered
during spring to enable reservations for autumn meetings.

4. The new premises
How will the new offices be equipped?
The offices are equipped to a standard developed by the interior designer in consultation with the
project group for Ulls hus. All offices contain, amongst other things, a height-adjustable desk, a chair
with good ergonomics and free standing bookcases. Depending on whether it is an office for one, two,
four, six people or a head of division/department, the interior will vary. (See appendix 6 for a more
detailed list of the interior and equipment.)

The number of electrical and computer outlets are determined and designed based on the room's
function and number of people it is designed for.

Printers/Copiers
The printing system SLUPrint will be used in the new building. This allows you to use any SLUPrint-
connected printers anywhere on campus from your PC, tablet or phone. Any units who have not
previously used SLUPrint will be offered training. Additional information about SLUPrint is available
on the staff web (http://publicprint.slu.se).

The IT Division will handle the relocation of the existing SLUPrint-connected printers from the old
buildings to Ulls hus. The printers will be moved in the same week as the offices. This means that it is
not guaranteed that a printer will be available in your nearest copy room for the first few days after the
move. However, one will be available in the building.

For divisions/departments that are not connected to SLUPrint, the head of division/department is
responsible for terminating the contract with the current supplier. The IT Division can assist with the
disposal of the machines. Printers outside the SLUPrint system should not be moved to Ulls hus. In
case of uncertainty on how to deal with existing printers, please contact the IT Division.

Building guide
On the Ulls hus website there will be a Husguide – Guide to the Building, ready in time for the move,
where you can read about how things work in the building with regard to technical systems such as
ventilation, lighting control and awnings etc.

5. After the move
Reporting faults/Case management
As previously mentioned, there will be a digital system available from the Ulls house website for
managing building-related faults both during and after the move. This is where you will be able to
report faults with the building and make requests regarding completion of the interior design. Any
urgent issues concerning the building must be notified to the Akademiska hus hotline, the same as in
the current building.

If something breaks during the move, what do I do?
The removal company is insured. Contact your head of division/department or coordinator of the
move as soon as possible after the move. They will compile any complaints which will then be sent to
Allt i Transport.

Change of address
With the move, all email signatures, pre-printed envelopes, business cards, contact details on websites
etc. need to be updated with the new street address. Each division/department needs to ask their IDIS
officer to change this in IDIS. The new visiting address for the departments will be "Ulls väg 27", and
for the university administration it will be "Almas allé 8". Goods reception at Ulls hus will be at "Ulls
gränd 1". Box addresses are not changed.

What happens to our current premises after the move?
When all handling of furniture is completed, all keys are gathered in and each division/department is
locked. The premises will then be a workplace for clearing and vacating. At clearance all facilities are
cleaned and the buildings are made ready to be turned over to Akademiska hus or a new tenant from
SLU.

What happens to furniture left behind?
See the attached furniture policy.

Additions to the interior
SLU has decided that changes to or completion of the interior will have to wait until after the move is
completed. The facility manager in Ulls hus will compile requests for additions and compile a joint
order for any additions. Any additional furnishings that are ordered will be owned by the Ulls hus
service organisation but charged to the tenants.

Adaptations/modifications of the premises
Any adjustments to the new premises will have to wait until after the construction project has made its
final inspection. Project managers have a list of requirements that already exist. Minor adjustments
may be made prior to occupancy, major adjustments will have to wait until the move is completed.
Adjustments will be handled via the Ulls hus service organisation.

Annexes:
1. Contact list; heads of division/department and coordinators of the move
2. Principal timetable for move and emptying, 2014-11-04 version 1
3. Instructions for the house council of Ulls hus, Undervisningshuset and Bibliotekshuset
4. Members of the house council and other participants
5. Furniture policy
6. List of standard fittings in offices