Personal item retrieval process for former occupants of Poe Hall

Good morning,

As we shared in a message last week, in anticipation of plans to deconstruct Poe Hall, NC State facilities and environmental health and safety teams collaborated on a process for removal of all university and personal items that remain in the building.

This message provides more details about that process and contains important action items. Please read it carefully as there is action required on your part if you have personal items in the building. If you do not have any personal items in the building, no additional action is needed from you.

Our cleaning and item retrieval protocol was informed by the environmental testing completed in the past year, as well as through feedback and guidance from our environmental consultant, Geosyntec. We have shared our plans for item retrieval and cleaning with the Environmental Protection Agency.

Item Retrieval Survey

Individuals who were previously assigned workspace in the building should fill out this survey by Jan. 10, 2025. The survey asks whether you would like your personal space and items in those spaces cleaned. Please note that certain types of items will not be cleaned — more information on the types of items that can be cleaned, as well as cleaning protocols, is provided in the survey and below, in the cleaning protocols section of this message. Individuals may choose to opt out of having their space and items cleaned and/or the item retrieval process.

Item Retrieval Process and Timing

As we shared in our last message, the building is being cleaned by a third-party contractor, Triumvirate Environmental. Once the cleaning is complete — including the personal spaces and items identified by occupants for cleaning — individuals will be invited, by schedule, to retrieve personal items.

Any items that individuals choose not to remove from the building will be removed and disposed of by the university. In certain circumstances, assistance is available to help with packing and item retrieval. More information about retrieval assistance is shared in the survey.

After the survey deadline on Jan. 10, 2025, individuals will receive time slot options to enter the building and gather their items. If you do not complete the survey by the deadline, the university will dispose of any personal items remaining in your assigned space.

Concurrent to the cleaning and personal item retrieval processes, the university will remove university-owned furniture, equipment and other goods that remain in the building.

Cleaning and Retrieval Protocol Details

During both building cleaning and item retrieval, the heating, ventilation and air conditioning systems will be turned off. During cleaning, the primary objective is removing surface dust, as the building has been unoccupied and without housekeeping since November 2023. The cleaning method for items will vary. Cleaners will use high-efficiency particulate air filter vacuums and microfiber cloths for porous items and damp cloths for nonporous items.

More details about the cleaning protocol, including a breakdown by item designation, cleaning methods and information on which items cannot be cleaned by the third-party vendor, can be found here.

Personal items can also be cleaned at home, using simple cleaning steps like wiping down the item’s exterior surface with a wet wipe to remove dust or laundering clothing as normal.

Only NC State staff and faculty retrieving their personal items may enter the building for item retrieval during their scheduled time slot. Individuals will be expected to pack their own items in boxes, which will be provided by NC State. Additional moving support for large or heavy items will be provided by NC State personnel or third-party moving services contracted by the university. NC State will make personal protective equipment available to those who want to wear it when entering the building.

Next Steps

Please complete the survey as soon as possible so we may begin establishing time frames for the retrieval of items. At this time, we anticipate the personal item retrieval process to begin in February 2025. As the cleaning process progresses, we will provide you with a more precise timeline.

Thank you for your patience and cooperation as we work toward clearing out the building for future remediation and renovation. Please contact ncstateemmc@ncsu.edu with any questions.

Warwick Arden
Executive Vice Chancellor and Provost

Charles Maimone
Executive Vice Chancellor for Finance and Administration