Moves

Title:	Moves
Publication date:	7/21/2021
Effective date:	7/21/2021

BRIEF

Policy Summary

This policy establishes the process for managing the ongoing need to relocate personnel and property for Lawrence Berkeley National Laboratory (Berkeley Lab).

Who Should Read This Policy

Personnel requesting relocation of a work area or equipment to another location within the Laboratory
Operations personnel and outside contractors responsible for the movement and/or relocation of personnel and property between Berkeley Lab on- and off-site locations

To Read the Full Policy, Go To:

The POLICY tab on this wiki page

Contact Information

[email protected]
Facilities Division

Title:	Moves
Publication date:	7/21/2021
Effective date:	7/21/2021

POLICY

A. Purpose

This policy establishes the process for managing the ongoing need to relocate personnel and property for Lawrence Berkeley National Laboratory (Berkeley Lab).

B. Persons Affected

Personnel requesting relocation of a work area or equipment to another location within Berkeley Lab
Operations personnel and outside contractors responsible for the movement and/or relocation of personnel and property between Berkeley Lab on- and off-site locations

C. Exceptions

Moving hazardous materials is not included in this policy.

D. Policy Statement

This policy ensures that all processes utilized for the movement and/or relocation of personnel and property at Berkeley Lab are performed in an efficient, timely, and safe manner.
Berkeley Lab requires any relocation of personnel and property between Laboratory locations to be managed by the Facilities Space Planning Move Coordinator. There is an ongoing need at Berkeley Lab to relocate personnel and property between on-site and off-site locations, and the scale of those moves is varied. The Facilities Space Planning Move Coordinator is responsible for all aspects of managing the move, including subcontracted move vendors, procurement, and SJHAs.

E. Roles and Responsibilities

The list below emphasizes the roles and responsibilities pertinent to large project moves of personnel and equipment and smaller moves of individuals relocating from one office or lab to another.

Large Project Moves	Typically driven by a new building or large renovation project
Role	Responsibility
Strategic Investment Governance Board (SIGB)	Comprised of the Lab Deputy Director and Associate Lab Directors; responsible for making institutional decisions about space allocation.
Facilities Division	Campus Planning Provides SIGB analysis on space availability and utilization. Move Management Reporting to the Projects and Infrastructure Modernization Division (PIM) Project Director and responsible for execution of the move. Develops the move plan. Manages subcontracted move vendors, including procurement and SJHA. Serves as the primary contact with the Division Move Coordinator.
Projects and Infrastructure Modernization Division (PIM)	PIM Division Director Has primary responsibility for achieving project success; secures project spending authority and resources. Project Director Responsible for ensuring that the project team safely completes the project, in budget, on schedule, and within scope. Project Manager Executes project direction as authorized and delegated by the PIM Division Director.
IT Services	Telephone Services: transfers extensions and performs the physical move of telephone equipment. Networking: responsible for ensuring network connections are adequate and "live."
EHS	Ergo: evaluates furniture design to minimize the risk of ergonomic issues. Industrial Hygiene: responsible for moving chemicals.
Requesting division	Division Move Coordinator Serves as the primary point of contact with Facilities project/move management, Operations points of contact, and the division. Collects comprehensive, detailed division move requirements (develops employee and equipment move lists). Communicates the move plan to the division. Actively participate in moves and troubleshooting on behalf of the division. Provides feedback on the move experience. Safety Coordinator Serves as the primary point of contact for EH&S Industrial Hygiene and as the Division Move Coordinator. Actively participates in moves and troubleshooting on behalf of the division. Ensures work authorizations are in compliance with current EH&S guidelines. Division Management Allocates sufficient division resources for move planning and execution. Provides comprehensive, detailed division move requirements. Makes timely decisions on the move plan and division cost changes. Communicatesthe move plan to employees (includes safety requirements for equipment). Allocates and assigns space. Provides feedback on the move experience.
Small Individual Moves	Typically driven by a division or department and submitted through the move request system
Facilities Division	Move Management Responsible for managing subcontracted move vendors, including procurement and SJHA. Schedules moves and coordinates activities, including moving of office contents, telephones, computers, and printers/copiers. Reviews all move requests. Performs pre-field verification of the new location to accommodate personnel and material(s) associated with move. Confirms the scope of the move.
IT Services	Telephone Services: transfers extensions and performs the physical move of telephone equipment
EHS	Ergo: evaluates furniture set-up to minimize the risk of ergonomic issues.

F. Definitions/Acronyms

Term	Definition
Institutional Document	A publication authorized by Laboratory management that delineates Laboratory-wide or multifunctional policy, procedures, regulations, or plans. A subset of authoritative documents. Scientific and technical publications and reports are not included in this definition. Examples: Personal Property Policy Manual, Radiation Protection Program, Requirements and Policies Manual
Policy	Statements or directives from the federal, state, or local government; the University of California; or Berkeley Lab senior management that set a course of action, define acceptable conduct, or implement governing principles. Example: Berkeley Lab Site Access
Procedure	A series of specific steps to be followed to accomplish work or to carry out a policy or requirement. Procedures are controls meant to mitigate risk, improve efficiency, or assure compliance. Examples: obtaining a Berkeley Lab badge, maintaining the Laboratory's 12 kV electrical system, completing a travel expense form

G. Recordkeeping Requirements

None

H. Implementing Documents

Document number	Title	Type
Section E of this policy	Space Moves Roles and Responsibilities	Procedure

I. Contact Information