Surplus Equipment Disposal Procedures

The purpose of this document is to guide the University community in disposing of surplus equipment.

Reallocating / Redeploying Equipment Procedures

University of Saskatchewan departments with surplus assets or equipment are able to reallocate or redeploy surplus items to another area within their department, college, another college or administrative unit. Arrangements are to be made between the colleges and/or departments for the transfer of equipment.

If the asset or equipment has an Equipment Inventory Tag, FSD Financial Reporting - Fixed Assets must be notified of the transfer by the originating department. This will expedite the removal of the asset from the originating unit's asset inventory and the addition of the asset to the receiving unit's asset inventory. The Equipment Inventory Tag should not be removed from the asset. A Journal Voucher must also be completed for the transfer of any funds if applicable.

Surplus Equipment Procedures

The following procedures will apply if a college or department is not in a position to reallocate or redeploy an asset that is no longer needed.

A department or college is not permitted to sell an asset to a faculty or staff member, student or to the general public.

Procedures:

1. Fill out a Declaration and Disposal of Surplus Assets form online indicating the description of the equipment, serial number, U of S Equipment Inventory Tag number, location of the equipment, and contact information. If special arrangements are required (e.g. larger or heavier items, special access, etc.), please indicate this on the form.
2. Once the form is complete, print it by using the “Print Form” button located at the bottom of the form. A declaration number will be assigned when it is printed which is used for tracking purposes. Please do not re-use the form – a new form must be completed for each submission. For future reference, you may wish to create a bookmark in your internet browser to the form.
3. The Declaration and Disposal of Surplus Assets form must be authorized by the appropriate Dean or Department Head.
4. Please do not remove the Equipment Inventory Tags, these will be removed when the items are picked up.

5. As well as completing a Declaration and Disposal of Surplus Assets form, a completed Surplus Equipment Media Disposal Assurance Form must accompany each piece of computer equipment that has or has had provisions to store data

   All computer disk drives and/or memory must be purged of all software and all data as per the Health Information Privacy Act and the Personal Information Protection & Electronic Documents Act. Further information on purging software and data from computer equipment can be obtained from Information Technology Services or Department of Campus Safety - IT Security

   Magnetic Media

   • Hard Drives
   • Floppy and Zip-type discs
   • Magnetic tape
   • Magnetic strip cards

   Optical media

   • CD/DVD-ROM discs, including writable discs
   • Other specialized optical discs (WORM, etc.)

   Flash-based media

   • USB ‘thumb drives”
   • Memory cards (SD, CF, xD, Memory Stick)

   Built-in memory in handheld devices such as PDAs, mobile phones, music players etc.

   Non-volatile memory in infrastructure devices such as network equipment.

   Further information on purging software and data from computer equipment can be obtained from Information Technology Services or Campus Safety - IT Security. Campus Safety - IT Security

   Assets falling under this category that do not have a completed and authorized Surplus Equipment Media Disposal Assurance Form will not be picked up.

6. Please contact Facilities Management Division - Work Control Centre for requirements and procedures regarding the safe and environmentally responsible disposal of any non-functioning refrigerators or freezers.

7. Any equipment that may have been exposed to radioactive/biological substances must be decontaminated and have a completed and authorized Equipment or Area Release Form. Further information and additional Equipment or Area Release Forms can be obtained from the Department of Health Safety and Environment.

   Please note: Logistics Management Staff reserves the right to determine whether the equipment or material can be processed through the surplus assets program or if the department or unit is responsible for any disposal fees.

   Biohazard assets that do not have a completed and authorized Equipment or Area Release form will not be picked up.

8. Once the above steps have been completed, a copy of the completed Declaration and Disposal of Surplus Assets form is to be attached to or remain with the assets along with any other applicable forms (i.e. Media Disposal Assurance Form or Equipment or Area Release Form) to assist in identification when they are picked. The department or unit will not be charged for pick up or handling of the surplus asset.

   Please note: Logistics Management staff reserve the right to determine whether the assets or material fits within the surplus assets guidelines or if the department or unit may be responsible for any disposal fees (i.e. broken chairs, rubbish or otherwise material that is not salvageable or considered to be an asset).

9. The originating department should retain a copy of the disposal form for their departmental records.
10. Please forward the original Declaration and Disposal of Surplus Assets form to: Surplus Assets Disposal – Logistics Management, University Services Building. Any form that does not have a tracking number, authorizing signature or is otherwise incomplete will be returned. After the assets are picked up, FSD, Financial Reporting - Fixed Assets, will be notified of any assets with an Equipment Inventory Tag who will remove them from the fixed asset database.
11. Assets that do not have Equipment Inventory stickers should be listed on the Declaration and Disposal of Surplus Assets Form and identified by description (e.g. 4 drawer file, task chair, tools, calculators etc.). Any furniture items that are, in the opinion of Logistics Management staff, suitable for future re-deployment on Campus, will be stored and made available through the used furniture program.
12. In the case of vehicles or farm implements, the originating department will follow items #1, #2, #3, #4 and #10 of the procedures above. The originating department will be contacted and arrangements will be made to transfer the equipment directly to a suitable auction facility. Any U of S decals or identification must be removed prior to the vehicle or equipment leaving Campus. FMD can provide this service, if so desired, for a nominal fee. Please contact the Manager, Logistics Management for further information.

For further information or assistance, please contact Logistics Management at 966-1691 or 966-1972