• Section 1 - Purpose and Context
• Section 2 - Definitions
• Section 3 - Policy Statement
• Section 4 - Procedures
• Section 5 - Guidelines
• Section 6 -

Section 1 - Purpose and Context

(1) To establish cost-effective, standardised arrangements for the disposal of UWS non-leased IT equipment that is surplus to requirements or over three years old, including handling data deletion on computers scheduled for disposal.

Section 2 - Definitions

(2) The following definitions apply for the purpose of this policy.

1. ITD: Information Technology Directorate - IT manages, supports and provides IT resources on behalf of the University.
2. ITP: IT Procurement - The unit that manages procurement, deployment and disposal of IT hardware on behalf of UWS.

Section 3 - Policy Statement

(3) The Information Technology Procurement (ITP) Unit co-ordinates the disposal of all University non-leased IT assets. Pre-approved external disposal agents are used to remove all goods meant for disposal from their current UWS locations. The agents are contractually bound to wipe all UWS data and software applications from any hard drives they remove. They also remove external asset tags and labels connecting a machine to UWS.

Section 4 - Procedures

(4) Non-leased IT equipment which is over three years old (and therefore not current in terms of software and hardware requirements) or equipment which is surplus to requirements, may be designated for disposal by a delegation holder in the School/Unit where the equipment resides. (Note: Please refer to the UWS Delegations Policy - Schedule 1 (A31) for a list of delegation positions which can dispose of assets).

(5) Disposal may be of a single piece of equipment or a number of pieces, and will take place at each of the six campuses on a six monthly basis, rotating to a different campus each month. The equipment will reside within its current location until removed by the disposal company. (Note: Special arrangements can be made through ITP for bulk removal of equipment from a School/Division outside of normal set times).

(6) To initiate disposal, Schools/Units should obtain the IT Notification of Disposal of Fixed Assets Form at this address: http://www.uws.edu.au/staff/its/itp/disposal/disposal.xls and complete it on-line.

(7) Email the completed Disposal form to the delegation holder of your School/Unit for authorisation. (NOTE: If alternative disposal methods are being considered, refer to the UWS Asset Management Policy under "All Other Plant &Equipment" and include a reference to the preferred disposal method in the body of the email. If the disposal is endorsed, the onus will be on School/Units to notify IT Support to ensure all UWS software licenses and data are removed from computers prior to disposal).

(8) The delegation holder will type "APPROVED" as the email subject and forward the email with the attached Notification of Disposal of Fixed Assets Form to itp@uws.edu.au .

(9) The ITP Unit will check the equipment to ensure that workable and current items are not disposed of unnecessarily. Alternative deployment strategies may be recommended, especially if goods are simply surplus to requirements.

(10) The ITP Unit will contact the pre-approved three disposal agencies for an estimate on the value of the goods. Each company will provide a quote for the purchase of the goods (if they have any value) or for the cost of removal. The most competitive quote will be awarded the work.

(11) The ITP Unit will notify the client of the overall income/expense involved and will arrange the removal times/locations/contacts with the School/Unit, the disposal agent and an ITP Unit representative.

(12) If there is any income or cost associated with the disposal, the ITP Unit will action automatic credit or payment directly using the cost centre account nominated on the Notification of Disposal of Fixed Assets Form.

(13) The ITP Unit will forward to the School/Unit a copy of the finalised UWS IT Notification of Disposal of Fixed Assets Form indicating the price received for each item.

(14) The ITP Unit will forward a list of disposed goods to Finance for removal from the UWS Asset Register.

Section 5 - Guidelines

(15) Nil.

Section 6 -