Extension IT Guide To Preparing and Setting Up Technology for the DKC Office Move
Before you begin:
- Follow the 10-step guide below.
- Each staff member is responsible for preparing and setting up their own workstation at the DKC building.
- Extension IT will not disconnect, pack, move, or set up equipment for staff.
- Extension IT staff will be in the new building during each move-in day to assist with problems after staff have attempted to set up their equipment. We also plan to have someone onsite during the first few weeks following the move when hands-on assistance is needed.
- After the initial move-in period, staff should continue to submit an IT Help Request through the Help Desk as usual. IT staff may be working on other projects while onsite, and submitting a ticket ensures each request is documented and addressed in a timely manner.
Step 1: Review Your Equipment and Request Replacements Early
Before packing, inspect your current technology and identify anything that:
- No longer works reliably
- Is damaged or excessively worn
- Is incompatible with currently supported computers and docking stations
- Is old enough that replacement is necessary
- Cannot be adequately cleaned
Equipment that may need to be replaced includes:
- Monitors that have only VGA or DVI connections and do not have HDMI or DisplayPort
- Dell E-Series “latch-in” docks, also called E-Port Replicators
- Dell WD15 “square-style” docking stations
- Keyboards or mice that are damaged, excessively worn, or cannot be adequately cleaned
Dell WD19 through WD25 “rectangular-style” docking stations are supported with current computers. These docks should not be replaced or surplused unless they are damaged or no longer working.
Moving to the new building does not automatically qualify staff for new or upgraded equipment. Headsets, speakers, webcams, and other accessories should not need to be replaced unless the existing equipment no longer works or there is a documented business need.
Requesting replacement technology
If you believe technology needs to be replaced, obtain approval from your department manager and then submit a Technology Request through the Help Desk.
Submitting a request does not guarantee that an item will be replaced. Extension IT will evaluate its age, condition, compatibility, and business need.
Requests should be submitted as early as possible so there is time to evaluate the equipment and complete any approved purchases before the move.
Office equipment and furniture
Standing desks, chairs, and other office furnishings are not technology requests and should not be submitted through the Help Desk. Contact your department head regarding office-equipment needs.
Step 2: Label and Inventory Your Equipment Before Disconnecting Anything
Before disconnecting anything, label each item that will be moved. Create a basic inventory of the equipment you are moving. This will help identify your equipment if something is misplaced during the move.
Include your name and department or unit on items such as:
- Laptop or desktop computer
- Monitors
- Docking station
- Power adapters
- Keyboard and mouse
- Webcam
- Headset or speakers
- Cables, power strips, and other accessories
Step 3: Take Pictures and Label Cables Before Disconnecting Anything
Before unplugging anything, take several pictures showing how your laptop, docking station, monitors, power cables, and USB devices are connected.
Make sure the pictures clearly show:
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Which cables connect to the docking station
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Which ports each cable uses
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Where the other end of each cable connects
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Any adapters or special connections being used
After taking the pictures, label both ends of each cable before disconnecting it. Labels should identify the device and connection whenever possible.
Examples include:
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Monitor 1 — DisplayPort
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Monitor 2 — HDMI
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Dock — Power
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Dock — Ethernet
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Laptop — USB-C
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Webcam — USB
You may also print your reference photo and write directly on the printout to identify each cable and connection. If you prefer to keep the photo digitally, use your phone’s photo-markup tools to add notes or arrows.
Keep the labeled photo or printout accessible during the move. These references will make it much easier to reconnect your equipment several days later in the new building.
Step 4: Make Sure Your Files Are Backed Up
Before packing your computer, verify that all important files have been saved to your Box folder and have finished syncing.
Files stored in locations such as your Desktop, Downloads, or Documents folders may not be automatically backed up. Move any files you need to keep into Box and confirm that they have synced before disconnecting your computer.
Files that are not backed up could be lost if the computer is damaged during the move.
Step 5: Disconnect and Clean Your Equipment
Once your files are backed up and you have taken pictures of your connections:
- Close all applications.
- Shut down your computer properly.
- Disconnect the computer and other equipment from electrical power.
- Carefully disconnect all cables and accessories.
- Keep related cables and adapters together.
- Clean each item before packing it.
Please clean computers, monitors, docking stations, keyboards, mice, cables, and power strips. Seriously—we do not want to bring old dirt into our clean new building!
Do not pack equipment while it is powered on or connected to electricity.
Cleaning Tips!
Cleaning Monitor Screens
Use a clean, dry microfiber cloth to gently remove dust and fingerprints.
If additional cleaning is needed:
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Lightly dampen the microfiber cloth with distilled water or a cleaner specifically labeled as safe for monitor and LCD screens.
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Wipe gently without pressing firmly on the display.
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Dry the screen with a second clean microfiber cloth.
Do not use the following on monitor screens:
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Isopropyl or rubbing alcohol
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Glass cleaner
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Ammonia-based cleaners
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Acetone or other solvents
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Disinfecting wipes unless they are specifically labeled as safe for screens
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Paper towels, tissues, or rough cloths
Never spray cleaner directly onto a monitor. Liquid can run into the edges of the display and damage internal components.
Cleaning Keyboards and Mice
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Turn the keyboard upside down and gently shake out loose debris.
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Use short bursts of compressed air to remove dust from between keys.
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Wipe the exterior with a microfiber cloth lightly dampened with water or 70% isopropyl alcohol.
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Use a cotton swab lightly dampened with isopropyl alcohol to clean around keys, buttons, and seams.
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Allow the keyboard and mouse to dry completely before reconnecting them.
Do not pour liquid onto a keyboard or mouse or allow moisture to collect between keys and buttons.
Cleaning Computers, Docking Stations, and Power Adapters
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Wipe exterior surfaces with a soft microfiber cloth.
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For dirt or fingerprints, lightly dampen the cloth with water or 70% isopropyl alcohol.
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Use short bursts of compressed air to remove dust from vents and ports.
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Hold compressed-air cans upright and follow the instructions printed on the can.
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Make sure all ports and vents are completely dry before packing the equipment.
Do not insert cleaning tools into ports, open the equipment, or spray compressed air or cleaning products directly into the device.
Cleaning Cables and Power Strips
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Make sure cables and power strips are completely unplugged.
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Wipe cables from one end to the other with a slightly damp microfiber cloth.
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Clean plugs and connectors with a dry cloth.
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Wipe power strips with a lightly dampened cloth, keeping moisture away from outlets and switches.
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Inspect cables for exposed wires, bent connectors, cracks, or other damage.
Do not pack damaged power cables or power strips. Set them aside and contact Extension IT or your department about replacement.
Step 6: Pack and Clearly Label Each Box
Pack equipment carefully to help prevent damage during transportation.
- Keep related equipment together whenever possible.
- Place smaller cables and accessories in labeled bags or containers.
- Protect monitors and other fragile equipment appropriately.
- Do not overpack boxes or make them too heavy to move safely.
- Clearly label every box with your name and department or unit.
- Include a list of the box’s contents on the label.
If you are receiving a replacement monitor, docking station, or other device, pack the old equipment separately and clearly mark the box for surplus. Do not pack surplus equipment with items that will be installed at your new workstation.
Step 7: Surplus or Rehome Unneeded Equipment Before the Move
The new building will have very limited storage. Equipment that will not be used in the new space must be surplused or moved to another approved location before the move.
Do not bring unwanted equipment to the new building for temporary storage. Extension IT will not accept or store equipment that departments no longer want.
Equipment that may need to be surplused includes:
- Equipment being replaced before the move
- Broken or nonfunctioning equipment
- Dell E-Series “latch-in” docks
- Dell WD15 docking stations
- Monitors that have only VGA or DVI connections
- Unused printers
- Unneeded cables, accessories, or peripherals
Dell WD19 through WD25 docking stations should not be surplused unless they are damaged or no longer working.
Preparing computers for surplus
Computers must be securely wiped before they are sent to surplus. Deleting files or reformatting the computer is not sufficient.
Use one of the approved Extension IT instructions:
- How to Data Wipe a PC Using Dell Data Wipe — the preferred option for most Dell computers from 2015 or newer
- How to Data Wipe a PC Using Parted Magic
- How to Determine the Hard Drive Type
- How to Create a Bootable USB for Secure Erase
After wiping the computer, attach a University of Illinois Surplus Equipment Disposal Tag.
If a computer does not power on and cannot be wiped, attach a tag explaining that it is inoperable and could not be wiped.
Docks, monitors, and other accessories do not require data wiping, but they must still be included in the surplus request.
Completing the surplus process
All University-owned equipment must go through the official surplus process. University equipment may not be thrown away, donated, sold, or taken for personal use.
Coordinate the process with your department head:
- Complete the Surplus Scrap Disposal Request Form.
- Include the item description, quantity, serial or service tag when available, UTag or PTag when applicable, and whether the equipment is usable or scrap.
- Email the completed form to Amy Theobald Ross in the Extension Business Office.
- Wait for approval and an SD identification number.
- After receiving the SD number, schedule a delivery appointment with the appropriate surplus warehouse.
- Deliver the equipment within approximately 30 days of approval.
Current forms and tags are also available on the Extension Portal’s Fiscal page under Inventory / Equipment Loan.
Contact Amy Theobald Ross with questions about surplus or inventory procedures.
Step 8: Rehome Desktop Printers
Rehome Desktop Printers
Staff will have access to multiple large commercial copiers in the building; therefore, staff will no longer use individual desktop printers. These copiers have secure printing capabilities.
Coordinate printer relocation with your department head.
- If you have an approved hybrid or remote-work arrangement and do not already have a printer at your remote-work location, discuss with your supervisor about taking the printer to that location.
- Surplus any unwanted printers prior to the move. No desktop printers are allowed in the new building.
Step 9: Set Up Your Workstation in the New Building
Staff are responsible for the initial setup of their workstation equipment.
Use the pictures you took before the move to help reconnect everything:
- Unpack and inspect your equipment for damage.
- Position your docking station and monitors.
- Connect the monitors to the docking station.
- Connect your keyboard, mouse, webcam, and other approved accessories.
- Connect the Ethernet cable provided at your workstation to the docking station.
- Connect all power cables.
- Connect your laptop to the docking station.
- Turn on the equipment and confirm that everything works.
- After confirming that everything is connected and working, organize and secure your cables.
Tidy and manage your cables
Take time to arrange cables neatly after you have tested your equipment. Keeping cables organized will make your workspace easier to maintain and help prevent cables from becoming tangled, disconnected, or damaged.
Extension IT will have reusable Velcro cable ties available for anyone who needs them.
Step 10: Get Help During and After Move-In
If you run into a problem, first review the pictures you took before the move and check that all cables are securely connected to the correct ports.
Extension IT will have staff in the new building during move-in days to assist with issues. Please attempt the initial setup yourself before requesting assistance, as move-in days will be extremely busy for the IT team.
Extension IT also plans to have someone onsite during the first few weeks following the move when hands-on support is needed.
After the initial move-in period, submit an IT Help Request through the Help Desk for all technology issues—even if an IT staff member is working in the building.
When submitting a request, include:
- Your name
- Your location in the new building
- A description of the problem
- The equipment involved
- Troubleshooting steps you have already attempted
- Photos or screenshots, if helpful
IT staff are often working on other projects while onsite. Submitting a ticket ensures your request is documented, properly assigned, and addressed in a timely manner.
Ways to contact the Help Desk
- Submit the online form — preferred
- Email ExtensionIT-Help@illinois.edu
- Call (217) 333-9025 for emergencies only