Who is responsible for the property in our department?
Department heads and chairpersons are responsible for departmental inventory. Property should be recorded and inventoried on a regular basis. Property that has been relocated, disposed of, stolen or transferred needs to be recorded and reported to Materiel Management's Property Records office through the submission of a Materiel Management Service Request (MMSR).
No. Off-campus moving requests, response to fire code violations, date-specific move requests that cannot be handled by the crew due to previously scheduled work, projects requiring additional contracted resources and other services may be charged to the requesting department. The department is notified of possible charges once the official MMSR form has been received (but before any work has begun). There are also charges to departments who fail to notify us of a change in plans or circumstances once a scheduled date is confirmed and the crew arrives to execute the service.
We will be renovating our offices and working with Facilities Management. Who is responsible for sending the MMSR form if moving services are needed?
The department needing the services should always contact us directly. This will help us coordinate the project with Facilities Management and your department. Failure to alert us in a timely fashion may require that we contract outside moving services or employees, and the costs involved may be billed to your department.
I'm new in my department and have been assigned as inventory coordinator. Does your office provide training sessions on these responsibilities?
Yes - contact our main office at 410-704-2479 and request an appointment for training. We encourage all inventory coordinators to attend a training session, as it drastically reduces the problems individuals have in getting their requests processed properly and promptly.
What kind of lead-time is needed for moving?
This varies depending on the amount of work involved. For example, we only require three full working days of notice to move a desk from one location to another, but we may need 10 to 15 or more working days of notice to move several offices or as much as 12 weeks’ notice to move your entire department. If you’re planning a big move, we strongly suggest that you contact us as soon as possible so that a representative from our office can survey the work and help you with planning.
Do you provide off-campus moving services?
Yes, off-campus moving requests are handled on a case-by-case basis and may involve charges to the department requesting the service. Contact our office as soon as possible if you are planning an off- campus move.
How do I prepare for a large move (entire department or several offices)?
Call us as soon as you know the approximate date of the move and we will provide you with instructions on how to prepare the MMSR. A well-timed heads up to our office will allow us to work with you and guarantee that we are prepared to move you when you want to move. Our moving crew supervisor will do a walk-through and determine the time and manpower needed.
Will you move boxes?
Yes; however,moving boxes will be treated as a non-priority service. We will move individual boxes provided they are sealed, numbered and labeled properly. Boxes weighing less than fifty pounds each may also be moved by Mail Services (at a maximum of seven boxes). They must be sealed and addressed in the same manner that campus mail is addressed and placed in the normal mail pick-up area for your office/department. Call Mail Services at x4-2260 for details. See a full list of items that can and cannot be moved, along with packing instructions on the Moving Services website.
Will you dispose of a refrigerator or an air conditioning unit?
Yes. Before you submit the MMSR form for disposal, the unit must be cleared and tagged by the Environmental Health & Safety office. This information must be included in the "special instructions" area of the form before we will schedule the service.
How do I dispose of furniture and/or equipment we no longer need but is still in good condition?
Before you dispose of the items, you should offer them to other offices within your department and within your building via e-mail or a flyer. An MMSR form will be required to transfer this property to another department or re-locate the item within the same department. If you do not get a response from anyone wanting these items, prepare an MMSR disposal request making sure to indicate in the special instructions if the items are recyclable. Fax the form to us, but be aware that the turn-around time for the service can be more than ten working days while we try to find a way to reuse the items on campus or donate to a local non-profit organization. Depending on the value of the property, you may be required to hold on to it for a longer period.
How do I dispose of broken furniture and/or equipment no longer functional?
Complete an MMSR form for disposal and fax it to us. Indicate that the items are broken or non-functional in the special instructions area. The turn-around time for this service is three to four working days.
Do you provide storage space for boxed documents?
Subject to available space, we will store boxes of documents on a short-term basis (generally three to five years). Prior authorization must be obtained from our office and the documents must be boxed according to our box size specifications and markings. Our warehouse is not climate-controlled and we will not be responsible for documents that are damaged due to the elements. We retain the right to have you remove the boxes from our warehouse if space becomes critical. Documents that need to be retained permanently cannot be housed in our warehouse.
How do I dispose of a computer being replaced by a new unit?
The disposal of computers must be coordinated with OTS. The unit must be wiped of all licensed software and data (or have the hard drives removed) before it can be recycled, donated or disposed. Contact the OTS help line at x4-5151 and request that they prep the unit for disposal. Once OTS does this, they will label the computer to verify that it has been prepped. Once this has occurred, you should prepare an MMSR form for disposal and fax it to us. Make sure that you indicate that OTS has serviced the unit/s by checking the box provided in the special instructions area. Once we receive the completed form, someone will contact you with a service date and approximate time. Our crew will not take a unit that has not been tagged by OTS. Do not fax the MMSR form until the unit has been serviced by OTS.
Who is authorized to sign off on the MMSR form?
Department heads or the persons charged with the department's property, such as inventory coordinators, can sign. Off-campus use request forms must be signed by the supervisor of the person taking the property off-campus.
What happens to the MMSR form once it is faxed to Materiel Management?
Once the form is received it is immediately recorded in our service log, given a reference number and copied. The form is reviewed to ensure that all required information is provided. If there is missing information, the contact person listed on the form is e-mailed and the form is put on hold. If there is no response within 10 work days, the form is cancelled and returned to the department. If the form is complete, it goes to the moving supervisor for scheduling. A call is placed to the contact person giving a date and approximate time for the service. When the service has been provided and the department has signed off on the work, the form is sent to Property Records for processing and then is filed.
The MMSR is your department record of what was done with the property and should be filed for future reference. You should record the date you faxed the form to us and the date the items were serviced by our crew. At the time of service your department will be required to sign off on the crew's work copy.
Is there a list of the two-letter building codes you request on the MMSR?