Relocating to EXACTUM in summer 2004
The grand opening of Exactum will be held
on Friday 17th September.
- Moving furniture
- ID cards
- Telephone numbers
- Office placement and keys
- Summer teaching
- Information technology
- General information
- Transporting fragile goods, equipment and machines
- Transporting furniture
- Labelling the items to be moved
- Transportation routes and protective covering
- Relocating telephone equipment
- Keys and the relocation
- Vacating and final hand-over of the premises
- The next meeting will be held on 27 May 2004 at 10-12 o'clock. After the meeting it will be possible to go and have a look inside Exactum.
The old workstations that were left in the offices in Vallila will be recycled. If you have any data left behind, please notify firstname.lastname@example.org about it.
The deadline is Thursday 5th of August 4 pm. After that date the data from the old computers can not be restored anymore.
- GARBAGE SKIP:
The skip will arrive one more time just before the move, in week 28 or 29. This skip is for unsorted garbage.
Papers can be put in the paper collection bins in the hallways. You can contact the non-military servicemen about transporting large amounts of paper. Papers to be shredded will be collected weekly, and you can ask the non-military servicemen to collect them separately, as well. Please e-mail email@example.com for more information.
The boxes arriving before Midsummer have been allocated to those who need them (Inka may have a box or two left over). Most of the boxes will be delivered to the department on Monday 5 July. ALL MATERIAL THAT IS TO BE MOVED MUST BE PACKED BY MONDAY 19 JULY unless the person in charge of the move has given separate orders.
The number of the intended office in Exactum has to be attached to each box. The non-military servicemen will deliver enough tags with the numbers to everyone on Monday 5 July.
They have a great deal of work during the move, so we hope that everyone will pack and unpack their own boxes unless you have made other arrangements with the person in charge of the move.
There will be information on the movements of the boxes available online. IT IS TO EVERYBODY'S ADVANTAGE TO UNPACK THE BOXES AS SOON AS POSSIBLE. However, the boxes do not have to be emptied immediately the day after they have been delivered, but THEY SHOULD BE UNPACKED BY WEDNESDAY 11 AUGUST AT 20.00 O'CLOCK unless the person in charge of the move has given other orders. Rule of thumb: the sooner boxes are unpacked, the better.
KEYS TO TEOLLISUUSKATU:
The keys to Teollisuuskatu (including the black plastic one) is to be handed in to the downstairs porter's station, contrary to previous info. Outside opening hours, please leave your key in a closed envelope in the slot for outgoing mail.
NB. The envelope must state clearly that you are returning keys to the porters, as well as your name and the office that keys fit. Envelopes will be available in the mail room.
KEYS TO EXACTUM:
The keys to your office in Exactum will be available at the porter's in Exactum. To get a key, you must have an id card. Apparently, the keys are not ready yet, so please don't go to fetch them yet.
- GARBAGE SKIP:
The phone numbers for Exactum have been allocated. There is a list of them in the order of office room numbers.
For those who have applied for id cards:
Please fetch your card rack, chain and/or card holder from the mail room! Please take only one of each!!
We will celebrate the move from Vallila to Kumpula on a train trip with the steam engine Ukko-Pekka on Friday 13 August. Please see http://www.cs.helsinki.fi/u/wikla/1009/ for more information and registration instructions. Register by e-mail to Arto Wikla by Midsummer!
A list of the computers that are to be moved and those that will be replaced (in Finnish, uusi kone = new computer), as well as the features of the new computers.
The Exactum building was finished according to schedule on 31 May 2004, and has been signed over to the university. At the moment, the building is being furnished, and you are asked not to visit during June unless absolutely necessary.
Information about how offices are allocated in Exactum has been added to Office placement and keys. Please check the lists for your own placement and if you find a mistake, please contact Heikki Lokki as soon as possible.
In section Information Technology: All unnecessary magnetic media should be taken to the container in B326 for demagnetization.
Added details to the Information Technology section.
A skip for unsorted waste
A skip for unsorted waste will be delivered to the inner yard, close to block E on Monday 17 May. You may throw all kinds of waste on the skip, EXCEPT hardware. Some (=max 20 % of the skip) paper waste that is OVER 20 YEARS OLD can also be thrown on the skip.
After this skip has been removed, another one for hardware will be delivered.
The department will have a collection point for old diskettes. Its location will be announced later.
Information on the LIBRARY's move has been added to section 'Moving schedule', including how to borrow books during the move (from 17 May).
In section 'Relocation meetings' the minutes of the third relocation meeting (in Finnish) added.
Addition to section 'ID cards':
Those entitled to an ID card with photo have received application forms in their pigeonholes in the post room. The deadline to hand in the form and a photo is 7 May. The form and paper photo should be handed in to Lotta Lounasmeri; if you want to deliver a photo in electronic form, please send it to Pekka.Haavisto@cs.helsinki.fi.
The Compfac News section( http://www.cs.helsinki.fi/compfac/uutiset/) gives more information on the computing facilities at Exactum (such as the wireless network).
In section 'RELOCATION MEETINGS', pictures taken by Marko Saaresto inside Exactum after the relocation meeting on 26 March.
Addition to section 'GENERAL INFORMATION': "Professor Timo Alanko of the Department of Computer Science has been elected superintendent of Exactum."
In section '1. Packing/crates': added a link (in Finnish) where you can check how long exams, essays etc must be stored. Please let Juhani Haavisto know how much paper you have that is over 20 years old, so that we can arrange for it to be destroyed later during the spring.
The www-link to the summer 2004 teaching plan has inserted to the chapter '6. Summer teaching' .
Refuse sacks for mixed debris (for everything but paper Waste) will be delivered to your office. Filled sacks will be collected from the corridors. If you need more sacks, please contact to Juhani Haavisto, room A321.
- in Viikki,
- in Meilahti and
- in Kumpula.
- the accelerator laboratory,
- Chemicum (the Department of Chemistry),
- Physicum (Physical sciences, Geography and Geology) and
- the Kumpula Science Library.
- the Department of Mathematics and Statistics,
- the Department of Computer Science,
- the Institute of Seismology,
- some small parts of the Department of Physical Sciences, and
- some service units: the Helsinki University Press, a bookstore, a students' cafeteria and an employee health care reception, some of the campus eadministration and the IT department's facilities.
- All waste should be sorted for recycling (pls see the instructions of the technical department, item 'Jätteet')
- NB! papers that are over 20 years old have to be thrown away. They cannot be recycled, but a
special bin will be arranged from Technical Services in which to gather them.
- Let Juhani Haavisto know your estimate of how much (e.g. how many folders) of such papers you have so that arrangements can be made to destroy them later.
- Special transport will be arranged for papers that have to be shredded, and small amounts can be shredded here.
- Antti Nurminen, tel. 44489 (packing, furniture dismantling and re-assembly)
- Pekka Kanerva, tel. 44105, and Kari Aro, tel. 44015 (transportation)
- Boxes must not be dragged on the floor or raised onto tables (the bottoms of boxes have sharp edges)
- Boxes must not be packed to overflowing (this prevents stacking the boxes).
- Stack no more than four boxes on top of each other
- Responsibility for packing is that of the department being moved.
- It is up to the department to acquire packing material, such as cardboard boxes or plastic bubble-wrap.
- Indicate the destination room number on the long side of the boxes by writing, for example, with a marker on masking tape (the numbers must be removed when the boxes are unloaded).
- To indicate where machinery or special equipment will be positioned in the new room, give (in addition to the room number) special instructions, e.g. by sketching a floor plan.
- Directions are to be individually given for the position of your old furniture in the new room. The instructions are to be attached clearly to the furniture.
- Meeting 1 / 16 Dec 2003
- Meeting 2 / 5 Feb 2004
- Meeting 3/ 26 Mar 2004
- After the meeting the participants went for a tour of Exactum. Some pictures taken by Marko Saaresto inside Exactum:
- Meeting 4 will be held on Thursday 27 May 2004 at 10.00-12.00
The university mainly operates in four campus areas:
The following units are already located on the Kumpula campus:
In addition, a new building (Atrium) is being built for the Department of Meteorology and the Finnish Institute of Marine Research.
In summer 2004, the new building Exactum will be finished at the Kumpula campus. Exactum will house the following units of the University of Helsinki:
The total area of Exactum runs to c. 16,500 square metres, and its estimated cost is c. 22 million euros. The facades are mainly made from light prefabsicated steel frames, covered by aluminium lattices. The offices are mainly designed for 1-2 persons, and are easily adaptable to different needs. Sample furnishings for the offices were inspected on 10 Dec 2003 (photography Pekka Niklander). The architectural firm Arkkitehtitoimisto Lahdelma & Mahlamäki Oy designed the building. Senaatti-kiinteistöt answered for contracting the building.
Professor Timo Alanko of the Department of Computer Science has been elected superintendent of Exactum.
The street address of Exactum will be
PO Box 68 (Gustaf Hällströmin katu 2 B)
00014 Helsingin yliopisto
Acording to the present plans, the Department of Computer Science will move during weeks 30-32 (July-August) 2004. A more detailed moving schedule will be posted later.
The department library will start moving on 17 May, and after the move, it will function in the same premises as the Kumpula Science Library. Matti Nykänen (phone 44237, Matti.Nykanen@cs.helsinki.fi) is in charge of the co-ordination of the library move. During the move, books can be borrowed as usual if they are still on the shelves. Do not take books out of the packed crates!! From the beginning of the move to the end of June, the department staff can order books and copies of articles by email ( firstname.lastname@example.org) from the Science Library; the material will be delivered to Teollisuuskatu by internal mail. Please see the library homepage at http://www.helsinki.fi/ml/kirjasto/ for more information.
The information technology will be moved starting in June 2004. The computer classrooms in Vallila will be open for the students throughout June, but may not be functional in July. Petri Kutvonen (phone 44216, Petri.Kutvonen@cs.helsinki.fi) is in charge of the relocation of the information technology.
A more detailed schedule for the move is available in this table (in Finnish).
INSTRUCTIONS FOR MOVING (CS DEPT. 3 March 2004)
Inka Oksanen at phone 44673, email@example.com is in charge of the move at the Computer Science Department. If you have questions or comments relating to the move, please contact Inka.
IT IS STRICTLY FORBIDDEN TO TAKE ANY UNNECESSARYT PAPERS OR THINGS ALONG TO KUMPULA!
PLEASE START IMMEDIATELY to clean out your office and sort out/throw away old papers!
Technical Services will deliver our packing crates 2-3 weeks before the start of the move. A small delivery (100-200) of crates will arrive on Midsummer week. These crates are intended for employees who have NO CHANCE of packing all their things in July. YOU SHOULD SORT YOUR THINGS AND PAPERS DURING SPRING, SO THAT YOU CAN PACK THEM QUICKLY AND EASILY IN JULY!
All things should be packed in the OFFICIAL crates by the first moving day. Everything that is not packed by then will be labelled waste and thrown away! However, this does not mean that you can leave all your waste lying on the floor. All crates should be labelled clearly with the room number of the new office in e.g. masking tape. Immediately after the move, the Head of the department will make a final inspection of the old premises before they are surrendered to their new users.
Only the furniture that has been agreed on can be moved to the new premises, and they should be labelled with the new room number (this has already been done!) The floor plan of the new offive should be fastened to the furniture, indicating where it is to be put in the new office. We will deliver the floor plans and tape to the persons who have announced they are taking along their own furniture.
When we move to Kumpula, each employee should have an ID card! Everyone should obtain their own card during spring 2004.
Please see http://www.helsinki.fi/henkos/muut/henkilokortti.html (in Finnish) for more information on how to get your ID card. A batch of application forms for the ID cards will be ordered for the department. Informations Officer Lotta Lounasmeri will take care of the application process and will post more information on this shortly.
All telephone numbers will change when we move to Kumpula. The switchboard will allocate the new numbers according to the office room numbers. The persons in charge of the move will send the information on how employees are located in the new offices by 14 May 2004, so we should get the new numbers in June.
You can check the placement of staff in the offices in Exactum on the chart with pins that is on display in the 4th floor coffee room (B440) at Teollisuuskatu. Those members of staff who are known to need an office from 1 August 2004 have been allocated an office. Part-time teachers and graduate school members have not been listed by name, though space has been reserved for these groups.
If you find any mistakes, please let me know: Heikki.Lokki@cs.helsinki.fi. To change the arrangements at this point, there have to be very well argued reasons.
The keys to the premises at Teollisuuskatu 23 should be handed in to Sirkka Palander.
We will get the keys to Kumpula in June. More information on this will be posted later.
Teaching will be given as usual in the old facilities in June.
The preliminary plan is to give all teaching (including that of the open university) in July-August in Physicum. However, the separate exams in August will probably be held in the Auditorium at Teollisuuskatu.
The teaching plan of Summer 2004 is on the www-page http://www.cs.helsinki.fi/opinnot/kesa04opetus.html (in finnish).
The CS Department's IT News (http://www.cs.helsinki.fi/compfac/uutiset/#english) covers the new computing facilities in Exactum. Please send questions regarding the computing facilities relocation to firstname.lastname@example.org.
Many staff members' computers will be upgraded instead of being relocated. In this case, old workstations are left in the offices in Vallila and new ones will be waiting in the new office in Exactum. Information on who will get a new computer and instructions on how to transfer files through the network will be available later. If a workstation is moved to Exactum, we ask you to pack it into the same packing crates as your other belongings. This will cause a short "personal break" until the crates have arrived in the new office in Exactum. The IT support assists in packing computers when needed. The IT support connects moved workstations to the fixed network in Exactum.
The computer classrooms will be operating in Vallila until Midsummer. They are closed gradually after that. The new classrooms will be opened in Exactum during August.
The servers will be operating non-stop regardless of the physical location except for individual breaks for each server, which will not take more than a few hours. Detailed information on the breaks is posted to tktl-list and newsgroups hy.tktl.tiedotukset and hy.atk.katko.
Outdated hardware is collected in Vallila in May and August. A junk hardware platform is located in the inner court (near the E staircase) in Vallila between May 24th and 28th. You can take unregistered hardware items directly to the platform. You can take all unnecessary magnetic media (floppies, tapes) to the container in B326 in Vallila for demagnetization.
GENERAL INSTRUCTIONS FOR MOVING AT THE UNIVERSITY (Technical department 17 Nov 2003)
The Technical Department designates a project leader or a contact person for each relocation project. In most cases, relocations will be conducted using vehicles and equipment from the University's Repair and Transportation Services. Coordinating this from the Technical Department are:
The department or unit to be moved will appoint a Move Contact Person from among its staff who will be responsible for the overall arrangements and for giving information and guidance about the relocation. The Move Contact Person must be familiar with department activities and have enough authority for making decisions and enough time for making necessary arrangements.
The department's Move Contact Person will assign a monitor for both the pick-up and delivery points of the move. The monitor's duties include giving directions to the moving personnel and ensuring that there are no unauthorised people on the premises.
The emptying out of storages is to begin well in time for the move. Any resulting refuse is to be sorted according to the University's waste disposal rules.
Recyclable paper and cardboard should not be discarded with the mixed waste. Metal and glass refuse should also be sorted if there are metal and glass recycling bins in the vicinity. Paperinkeräys Oy (tel. 228 191) provides instructions for sorting old paper files. Arrangements can be made with them about separate pick-ups of larger amounts of waste paper.
Hazardous waste (chemicals and photographic fixer and developer) and other dangerous substances should be packaged and marked appropriately. This must not get mixed up with the things to be removed.
Old IT equipment for disposal (computers, screens, printers, etc.) and other scrap equipment should be kept apart from other refuse (on a cart, for example). The University's Repair and Transportation Services will pick up this equipment upon agreement. For large quantities, Keijo Sulkuvesi of the IT Department will come to salvage spare computer parts from the scrap. The scrap will be taken directly to a hazardous waste disposal site by Pekka Kanerva. As IT and scrap equipment may contain substances classified as hazardous waste, it is strictly prohibited to leave this equipment with mixed waste.
Colour (laser and ink-jet) printer cartridges and cellular phones (and their accumulator batteries) may be sent to the centralised collection point by internal mail, addressed to: Keijo Sulkuvesi, tietotekniikkaosasto, PL 26.
To dispose of white office paper and waste paper, containers can be ordered in 240 and 600 litre sizes. For more information about these containers, waste collection or refuse collection platforms, call Repair and Transportation Services at 44105 (DIANA 950).
Virpi Pyy, who is responsible for environmental affairs with the Technical Department, provides additional information. Her telephone number is 22315 (DIANA 950). There is a short guide to waste minimization and utilization at www.tekn.helsinki.fi/hankinta/liite3.html , as well as the University's waste disposal guide (long version) at www.tekn.helsinki.fi/ymparisto/jateohje.doc (in Finnish).
All persons involved or directly participating in the relocation are to carry an identity card bearing their name. The identity cards of moving personnel from outside the University are to show the name and address of their company.
The department's Move Contact Person will order the boxes for the move from Repair and Transportation Services. The delivery time is about two weeks. The boxes should be loaded in the old premises and unloaded in the new premises as soon as possible. The charge for the boxes is about 10 cents per box per day. It takes two weeks altogether for the boxes to go through the transport cycle, one week for packing and one week for unpacking.
The boxes are intended for transporting the sort of things that can fit inside them completely. Transporting larger items (equipment on a cart, for example) will be arranged on a per project basis.
Contact Repair and Transportation Services for advice on estimating the number of boxes needed (the recommendation is that one box holds approx. one shelf-metre of books or binders).
The transportation of special equipment must be individually arranged with Repair and Transportation Services. Fixed equipment that is connected to a building's utilities (water, electricity, ventilation) will be disconnected by University Technical Department personnel.
The department itself must make arrangements and pay for the transportation of fragile or sensitive research equipment.
f your old furniture is also being moved, this will be arranged on a per project basis. If the unit being moved has made arrangements with the Technical Department regarding furniture, this is to be noted in the overall work sequence and timetable. File cabinets and chests of drawers should be locked and the keys taped to the door. For additional instructions regarding the transfer of paintings and art objects, contact the Director of the University Museum, Kati Heinämies (tel. 22928).
All movable objects are to be clearly marked.
Any need for special protective covering will have to be arranged individually on a per project basis. Transportation routes from the pick-up point and any requirements for special protective covering will be determined together with the unit's Move Contact Person.
As a general rule, telephone equipment is moved along with everything else.
For questions concerning telephones, contact the main switchboard
(tel. 24444) sufficiently in advance.
The dispensing of new keys will be arranged on a per project basis. Additional information is available from the lock and key service (avain- ja lukkohuolto; 191 44106).
Old keys are to be returned to the individual assigned by the unit. He or she will forward the keys to a person designated for the project (a University porter or a locksmith)
Immediately after the relocation, the department head and the Technical Department's relocation project leader will make a final inspection of the rooms to be relinquished. A form will be completed in connection with this inspection. The Technical Department project leader will have filled out the parts of the form relating to department information, and building and room numbers. Both parties will sign the form and the Technical Department project leader will forward it to Ville Vihriälä.
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