Q: Do we have a definite date for the move?

A: As of this moment, September 12^th is the anticipated date, based on the completion of the construction work in Fountain Hall.

Q: How long will the move take?

A: We anticipate the move will take approximately 3 days.

Q: How long do you expect us to be in the Swing Spaces?

A: We anticipate being in the Swing Spaces for approximately 2 years.

Q: What is the swing space like in Fountain Hall?

A: The swing space in Fountain Hall consists of modified classrooms, providing large, shared workspaces designed for functionality rather than individual privacy. Consequently, there will be no individual cubicles, no carpeting, and minimal sound-dampening panels. Architects have strategically mapped existing furniture from Administration to optimize its fit within these spaces. Due to space constraints, all the furniture in the Administration Building will not fit in these swing locations.

A Whisper Room has been added to the Mailroom in FH 214 for anyone to use when they need to break off and have private conversations.

Q: When will I learn my new room assignment?

A: Final room and seating assignments have been shared via email. Please use these assignments when labeling your office items for the move. You may view these assignments below:
AD Swing Space Assignments.xlsx
General Layout of Fountain Hall.pdf
2025-09-02_FH- Furniture.pdf

Q: When and how will boxes, labels, and other packing materials be distributed?

A: Donated boxes have been placed in the Lobby of the Administration Building for your use. You may request additional new boxes by emailing Eric Lopez at ELopez@vcccd.edu or calling Facilities, Maintenance, & Operations at (805) 378-1454.

It is important to understand that FM&O does not move or provide any supplies for your personal property.

Q: Is there a standard procedure for packing and labeling to ensure items arrive at the correct destination?

A: Please label everything! Label every item and box to be moved. Please empty and pack all bookcases, overheads, desk drawers, and pedestals. This can be done with a marker directly on the box or using masking tape. (Be sure to label all boxes, equipment, chairs, foot rests, trash cans, etc.)

Each item should be labeled with the new room number and seat letter assignment. If space permits, please also add your name. For example:
“FH 216 C – Sean Clifford” or “M 105 – Jennifer Clark”

In rooms with multiple people, an alphabetical designation corresponding to their location should be indicated by placing painter’s tape on the wall in a clockwise fashion, starting from the southwest corner of the room. Please note, items without labels will not be moved.

Q: What items am I responsible for packing and what should be left for the movers?

A: You are responsible for boxing up your office. All file drawers and desks should be completely emptied. Please digitize files wherever possible and dispose of unnecessary paperwork, as storage in the swing spaces is very limited. As such, please leave non-essentials at home or arrange for additional storage with FM&O. Employees are responsible for moving any personal belongings they wish to take. Please note, the movers will not pack – only move.

Q: Is there a firm date and time by which everything must be packed and ready for the movers?

A: Yes, unless construction in Fountain Hall is delayed, everything must be packed and ready by September 11, 2025.

Q: Where should I report to work on Friday, September 12, 2025?

A: Since movers will be here first thing Friday morning, we do not want personnel in the AD building. As such, Classified employees are advised to speak to their supervisor as soon as possible regarding the available options for that day.

Q: Will I have the same furniture in the swing space?

A: No, not necessarily. Furniture has been precisely located by the architect to fit the new spaces. In some cases, your assigned furniture may be different in the new swing space.

Q: If I no longer need certain pieces of furniture, how should I identify those surplus items for repurposing or disposal?

A: Prior to the move, please put in a Work Order request to have the item removed.

Q: Will temporary furniture have locking drawers?

A: This is unknown at this time. If so, keys will be issued to occupants following the installation of the new furniture.

Q: Where will the Mailroom in Fountain Hall be located?

A: The Mailroom will be located at FH 214.

Q: What will happen to my mail during the move?

A: Everyone must collect all their mail from the Mailroom by Thursday, September 4, 2025. Any mail left uncollected will be gathered on Friday, September 5th and passed along to Admins/Division Managers for redistribution.

Mail delivery will be paused through the Post Office from Monday, September 8, through Thursday, September 11 and is expected to resume from the new Mailroom in Fountain Hall on Monday, September 15. District Mail will continue to be delivered throughout this period.

Q: Will there be a lounge or kitchen area in Fountain Hall?

A: Yes, a faculty workroom exists on the first floor at FH 112. We will be adding the refrigerator from the Administration Building into Fountain Hall to accommodate the influx of people.

All cabinets and drawers in the Administration Building Breakroom will be emptied on September 2, 2025, please remove any personal items from these locations by August 29, 2025.

Please be sure to remove any items you have in the Administration Building Breakroom refrigerator by no later than September 10, 2025.

Q: What storage is available in the swing spaces?

A: Storage is extremely limited in all swing space locations. We will be arranging for storage pods to be placed outdoors as close as possible to Fountain Hall and the FLRs for those who may need it.

Please confirm any pod storage needs you require with FM&O prior to the move. Each box should be clearly labeled for pod storage, your swing building, and your name. For example:

“Pod Storage FH – Sean Clifford” or “Pod Storage FLR – Jennifer Clark”

Q: If I have items stored outside of my office within the Administration Building (like the Faculty Archive, the Vault, or other locations) what should I do?

A: You will need to pack and label these items, as well. Items requiring immediate or frequent access will be moved to the temporary swing space or stored in nearby pods. For specific departmental or specialized storage (like the Faculty Archive or Vault), please be sure to quantify these items so arrangements can be made between FM&O and the movers.

Q: Where is the Student Health Center moving?

A: The Student Health Center will now be located on the Second Floor of Fountain Hall. Everyone using the Student Health Center will need to check-in at the front desk in FH 211.

Q: Will Student Health Services shut down for a period of time during this move?

A: It is very likely that Student Health Services will experience a temporary shutdown during the move. Details to follow.

Q: Where is the Lactation Room moving?

A: The Lactation Room will be transitioning to a Whisper Room located on the first floor of the Library/Learning Resource Center. Students will need to check-in at the Online Student Support Desk to request access.

Q: Who will be packing/moving computers, peripherals, phones, etc.?

A: Computers and peripherals will be moved by the moving company. Please shut down your computer and place accessories (keyboard, mouse, headset) with your monitor.

IT will be disconnecting your workstations in Administration and reconnecting them in Fountain Hall. Please be sure to label every item in your office that needs to be moved.

Q: Will new physical keys to swing spaces be required? Will everyone need to update their electronic keys?

A: No new physical keys will be required. Cylinders will be programmed according to the new swing space assignments. Everyone should plan to update their Cyber-Key the week prior to the move. (As a good rule of thumb, everyone should update their Cyber-Keys quarterly at a minimum.)

Please note: There is a Cyber-Key dock located in the Breakroom of Fountain Hall (FH 112).

Q. What should I do when I first arrive in my new space?

Familiarize yourself with your new surroundings. Please find the exits, restrooms, break room, mail boxes, etc.

Verify that all your boxes have arrived and are in the area specified by the label you attached to them. It is important to begin unpacking and freeing up boxes as soon as possible. Collapse the empty boxes and stack them for pick-up. More details to follow.

Q: Will staff from Facilities, and IT be on-site and easily identifiable during/after the move to assist with troubleshooting?

A: Yes, staff from Facilities and IT will be on-site immediately before, during, and after the move to assist with any troubleshooting or unforeseen issues.

IT will prepare a number of laptops that can be utilized by staff in the event your new workstation is not yet fully functional.
For any IT issues, please submit a ticket online at: https://ithelpdesk.vcccd.edu/support/home.

For furniture or facilities issues, please report them to your division/department Administrative Assistant so they can submit a work order.

Q: Is there anything else everyone should be aware of during this transition that we haven’t addressed?

A: For your own safety, please stay out of the movers' way while they are working.

Admin Bldg. Renovation and Relocation-Email1