Closing TimeWhat to do when your

building is closing forever

Bill Zimmerman, Residence DirectorIndiana University of Pennsylvania

What is Residential Revival

• http://www.youtube.com/watch?v=ItdTOj4Q2SY

• Facts and figures– Began in January 2006– 12 Residential buildings demolished in 5 years– Completed in 4 phases– $270 Million in demolition and construction– Public/Private partnership with the Foundation for

IUP– Ended in August 2010

My Role

Closed 2 areasEsch Hall,

Closed 2008

Scranton & Lawrence Halls, Closed 2009

Opened 1 New area

Wallwork Hall, Opened in August 2009 on the site of Esch and Wallace Halls

Before the building closes

• Closing the office• Preventing Damages• Celebrate the building• Staffing issues

Closing the office• Get organized– To do lists

• Recycling items – Games, equipment, office items, furniture, etc.

• Purging – what items can be disposed of

• Packing– Boxes or plastic storage

• Storage of items until a new building opens– Where are these items being stored– Coordinate with the future RD of the building

Preventing damages

• Holding them accountable– “But the building is coming down”– Room paining story

• Keep it in doubt–The economy and funding–Plans change

• Vigilance

Celebrate the Building• Closing bashes– Our normal end of the year cookout with a twist

• T-shirts– FREE– Student designed

• Allow them to make their mark in a controlled way – The Block Party

Displaced Staff

• Live in staff being displaced– Living arrangements– Consider items such as laundry and meals– Storage of personal items

• Offices– Identify space to work while construction/demolition

occurs– Don’t forget about phone/computer access

• Student Staff– Make sure quality staff members are hired in other

areas

During move out and the week after

• Damage/theft control– Trash piled up– Thefts did happen

• Pack the office– Label boxes correctly (what it is, where it is going)– Have a staging area if you can– Remember you’re still open

• Identify storage areas in other buildings• Who is inheriting what items– Let your colleagues know what you have– Move items out early if you can

Prepare Apartment Moves

• Help to those who live in with moves– Facilities was great with trucks, vans, and furniture.

• Set dates and make sure all are aware:– Contractors – Maintenance– Staff– Bottom line… Communicate

• Quality of life– Food– Laundry

After you move to temporary spaces

• Remind all you have moved and where they can find you– Office– Apartment

• Plan for the Opening of your new building– Contact staff to update on progress– Take preview pictures for your staff– Create a to do list

• Office Set up• Signage• Consider new tasks you may have (i.e. common area spaces)

Opening

• Getting the keys – Labeling is important

• Testing items– Keys (do they work, do you have enough)– Plumbing (run sinks, toilets, etc.)– Lights (turn them on)– Swipe accesses (check the system, learn to encode)

• Punch lists– Sometimes it isn’t 100%

Staffing pattern

• Make initial plans early (during your selection process)– RA/CA numbers– Locations

• Office locations/layout– Business office– RD/ARD offices

• Re-evaluate in the future– You can add based upon needs and budget

Mr. Murphy

• A/C can fail• Access system issues– Programs not working well– Swipe locks can have issues

• Make sure your contractors and maintenance staff are there for support

Successes• Allow live-in staff input in the process

– Design (spaces, furniture, colors)– Staffing

• Save resources by recycling– Offices need start up supplies

• Eliminates clutter– We can become “pack-rats” use this as a time to cleanse

• Plan and be flexible– Make lists– Do things before you have the building (ex: condition forms)

• 501 C 3 donations– Organizations are appreciative and its less to dispose of

If we had to do it again we would…

• Communicate more effectively during demolition– Improved phase after phase

• Schedule a move during a schedule power outage– Logistical nightmare– 50 students impacted– Received a personal apology from the President and a

gift card• Starting under-staffed– Not idea but we made it work– Ratios are much better (60:1 vs. 90:1)

Questions

Bill ZimmermanEmail

wjzimmer@iup.eduPhone

724-357-6596