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You probably have experienced, at least once, the confusion of packing all your belongings, moving them from one home to another, unpacking, and getting everything back in order. Now imagine that experience -- multiplied a few times! Our success depends on teamwork and cooperation.

Please take a few minutes to read these instructions carefully as they should help you prepare for the move. For your convenience, there is a move directory attached in alphabetical order listing new office numbers and phone extensions for the new site.

Thank you in advance for your help in making our move successful.

JHU ROBOTICS MOVE HELP GUIDE

Revision July 18, 2007
The latest version of this guide will be posted here: http://www.cisst.org/wiki/LCSR/Moving

INTRODUCTION

This help guide is designed to provide information to the JHU robotics staff, students, and faculty who will be moving into the new Laboratory for Computational Science and Robotics (LCSR) in the new WSE Computational Sciences and Engineering (CSEB) in August 2007.

The overall move outline is as follows:

• Most robotics faculty and staff will move into the new building in August 2007.
• All of the students, staff, and laboratories which presently are in NEB will be moving in August 2007.
• Some of the students and laboratories presently in Latrobe hall will remain in Latrobe for Fall 2007 and move into the new building in approximately December 2007.

The schedule for the August 2007 move is as follows:

• The move of from NEB of robotics offices and basement library to LCSR will begin on Wednesday August 8th at 4:00 p.m.
• The move from NEB machine shop and Greg Hager’s lab to LCSR will occur on Thursday August 9th at 9:00 a.m.
• The move for the Postdoc staff and student space (Room 128), other robotics labs and grad students moving to LCSR basement will occur on Wednesday August 15th.

SECURITY

Please be vigilant about our security during the somewhat chaotic moving process this week and next week.

If you see ANYONE or ANYTHING suspicious, call JHU campus security immediately at 410-516-7777 and also report it to us:
Eileen White: 443-831-3664
Louis Whitcomb: 410-516-6724

We have observed some potential security incidents in which our windows have been left unlocked. Please report any unusually unlocked doors and windows to us immediately.

PERSONAL BELONGINGS

Please be advised that neither the moving vendor nor JHU can be held responsible for the loss or damage of any personal items during the course of the move. We suggest that if there is room in one of your boxes that you use it to pack your personal belongings or take them home with you for safe-keeping.

SCHEDULE FOR MOVE

Wednesday, August 1, 2007
Supplies arrive for the move.
Supplies to include boxes, book carts, labels, tape and bags for computer accessories.

Wednesday, August 8, 2007
PIs: finish packing your work area/office by 4:00 p.m.
Be sure to label your boxes, crates, CPU, monitor and computer accessory bag.
Be sure to log off of the network and phone before leaving on the office.
Disconnect computer; package up all computer accessories into computer bag.
Movers arrive to set up protection at each site around 3:30 p.m.
Move begins at 4:00 and continues through the evening until complete

Thursday, August 9, 2007
All staff are expected to report to your new area at your regularly scheduled time to get unpacked and set up. JHU Networking/Telecom and Csaba will be available to ensure that your phones and computers are working properly. The mover will also have a small crew to assist in fine-tuning of the space and collecting up boxes.
Movers will begin to move machine shop at 8:00 a.m. Once complete (estimate around 10 a.m.), movers will move Hager’s lab from NEB basement and then the Robocup from MD Hall 311. Once complete (sometime around noon), movers will move 2 staff members (Ron Schultz) from NEB 2nd floor to Maryland Hall.

Tuesday, August 14, 2007
All equipment for labs moving on 8/15/07 (next day) needs to be prepared and packaged for move before leaving for the day on Tuesday.
The servers will be moved and set up this evening.

Wednesday, August 15, 2007
Move of labs and Postdocs moving into room 128 from NEB basement and Latrobe will begin at 9:00 a.m. and continue throughout the day until complete.

Thursday, August 16, 2007
The Matlab license server will be restarted, we'll have access to Matlab in the building.

PACKING INSTRUCTIONS

Boxes, book carts, packing materials and labels will be provided. If you run out of boxes, please contact Eileen or Michael White.

IN GENERAL ALL NEW FURNITURE IS BEING PROVIDED FOR IN THE BUILDING. UNLESS REVIEWED AND APPROVED BY EILEEN WHITE, NO FURNITURE SHOULD BE TAGGED FOR THE MOVE.

DESKS: It is necessary to clean out the desk completely. Paper clips, pencils and other loose items should be removed and sealed in envelopes. Current working papers, letter trays, books and other items on or in your desk should be packed in boxes and/or crates.

FILING CABINETS: For those few who are moving files into labs or other work areas, please ensure that this furniture has been approved for the move. If you are unsure, please contact Eileen White, our move consultant.

File cabinets (lateral and upright) need to be unpacked. Pack all contents in crates and/or boxes and secure drawers so they will not slide open in transit. Use tape to seal any drawers that do not lock properly. As you pack filing cabinets be sure to label the boxes according to the security requirements detailed in the security section.

PICTURES AND ARTWORK: Label each piece and leave it against the wall for movers to handle. We will schedule time to reinstall artwork 1-2 weeks after the move.

WHITEBOARDS/CORKBOARDS: Do not label whiteboards, new boards are being provided.

TELEPHONES: Your current phone and extension will be moving with you. Label the phone on the handset. Be sure not to place label on the display area of the phone.

COMPUTERS: Be sure that you have logged out of the system properly. We ask that you unplug your components and place all computer accessories in the plastic computer bag provided. For those of you needing assistance, please contact Csaba via email in advance of the move to request his help.

Label each piece of your computer (CPU, screen, and computer bag, which will contain your computer accessories.)

Personal laptops should be taken home before the move. JHU-owned laptops can be taken home or carefully packed into a box. DO NOT MOVE LAPTOP IN CARRYING CASE ONLY.

Please be sure to remove all personal items and notes from any and all equipment. Be sure to place mouse pads and glare screens into one of your crates or boxes.

SMALLER OFFICE MACHINES: (Typewriters, calculators, etc.) Do not pack typewriters. Leave the machine on top of your desk or table. Be sure the machine is unfastened, unplugged and labeled. Machine pad or cover should be placed in boxes. If the cover is unable to fit into a box, place a label on the cover and leave on your desk. Most of the desk size calculators can be packed in boxes.

MARKING AND TAGGING INSTRUCTIONS

Please refer to the attached move directory for the room/workstation number and label color assigned to you. If you are not listed on the attached directory, please notify Allison Okamura.

Label Color Floor
RED 1st Floor
BLACK Basement

Place your office number on the label. When labeling files, note file and drawer number in the name section. No names are needed for people in private offices, for those of you in labs, put your last name above the label.

Directory Label
316a Joe Smith 316a

Once all of your packing is completed, count the number of boxes that you have for each classification and assign each crate/box a number out of the total number of boxes.

Examples:
6 boxes 1 of 6, 2 of 6, etc.

New furniture is being provided. Only items approved by Elisa or Eileen White should be tagged.

ITEM TO BE TAGGED	LOCATION OF TAG
Chair (only if approved)	Tag on arm, wrap tape around to secure the label
File Cabinet	Tag on front
Large machines	Tag on top
Small machines or typewriters	Tag on back
Crates/Boxes and cartons	Tag on both ends above handhold
PC screen	Tag on front. AVOID screen.
PC CPU	Tag on top in a noticeable area
PC keyboard	Tag on top
Printer	Tag on top
Phone	Tag on hand set. AVOID display.

ANY ITEM NOT TAGGED WILL NOT BE MOVED.

LCSR LIBRARY MATERIALS: Any materials to be donated to the LCSR library (or discarded, at the discretion of the students filing the materials) should be tagged "B08 Library YourName". Materials appropriate for inclusion in the library include robotics- or computational sensing-related journals, magazines, other periodicals, and conference proceedings, as well as reference materials (books, manuals, catalogs, etc.). Note that any materials that are very valuable or irreplaceable should not be tagged for the library. Such items should be moved to your office or lab pod.

OFFICE KEYS AND FURNITURE KEYS All door keys and furniture keys should be placed in an envelope with your name written on the outside and drop off to Elisa. Please note on the outside of the envelope if you paid a deposit. Keys for the new offices will be provided to you day one in the new building.

JCARD, SECURITY BADGES/ACCESS CARDS Your current Jcard will provide access into the new building based on your level of security. Elisa is in the process of collecting Jcard numbers for programming. All exterior doors will be on Jcard automatically locking at 5:30 p.m. and unlocking at 6:00 a.m., excluding holidays. Doors will remain locked over the weekend.

RECYCLING

Johns Hopkins Recycling Office accepts all kinds of stuff you might be throwing out during the upcoming move: Electronic equipment, CD's, etc can be dropped off at the Recycling Office (Wyman Building #3) if you call ahead (410-516-5592) or you can arrange for a picking up (~$20/hr for labor, you must provide an account number). Keep heavy metals out of the landfills!

Paper and cardboard can be bundled and stacked or placed in appropriate paper recycling containers found throughout campus.

See http://www.jhu.edu/~recycle/ for full details. Computers: http://www.jhu.edu/~recycle/computer_recycling.htm

VACATIONS

Please advise Elisa or Allison if you have an emergency and will be out of the office and unable to pack or unpack your materials. You will have to designate a substitute to do your packing/unpacking for you.

CONSTRUCTION & SITE

At move-in the north wing on floors 1, 2 and 3 will still be under construction. Until construction is complete on the Decker Quad, only the north and east entrances will be used by students and staff.

PROBLEM REPORTING

Although we expect our move to be completed with a minimum of surprises, we must anticipate a few problems. If you have any problems, please ask for assistance from the facility and IT phone numbers listed below.

Eileen White	Relocation Coordinator	443 831 3664
Michael White	Assistant Relocation Coordinator	410 336 7612
Elisa Ahmanson	Robotics Administrator	410 516 0740
Allison Okamura	Robotics	410 516 7266	410 908 8188 Cell
Louis Whitcomb	Robotics	410 516 6724
Csaba Csoma	Robotics Networking	410 516 4991
Anton Deguet	Robotics Networking	410 516 5261

DOCUMENTS

• Basement plan, PDF, 1MB
• 1st Floor plan, PDF, 300KB
• Office, phone nr. etc, PDF, 10KB
• How to set up the Network in CSEB?

PLEASE BE PATIENT!
ALL PROBLEMS WILL BE CORRECTED AS QUICKLY AS POSSIBLE