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

Section 1 - Purpose and Context

(1) The IT Non-Leased Equipment Disposal Policy is retired effective 6 March 2014. Disposal of non-leased IT assets is covered in the Assets Management Policy.

(2) This document establishes cost-effective, standardised arrangements for the disposal of Non-leased IT Assets that are considered surplus or are over three years old and therefore not current in terms of the University's software and hardware requirements.

(3) For information regarding Leased IT Assets and other University Assets refer to the University's IT Leasing Policy and Asset Management Policy.

Section 2 - Definitions

(4) Nil.

Section 3 - Policy Statement

(5) The Information Technology Procurement Unit (ITP) is responsible for the management, support and provision of the University's IT Resources. As part of this responsibility the Unit co-ordinates the disposal of all Non-leased IT Assets, including but not limited to:

1. computers and monitors;
2. printers;
3. modems;
4. software;
5. personal digital assistants (PDAs - iPaq and similar).

(6) Accordingly, disposal of any Non-leased IT Asset must be discussed with ITP before initiating disposal action.

(7) ITP will only initiate disposal of Non-leased IT Assets where:

1. the disposal has been authorised by a duly delegated officer of the University, in accordance with the University's Delegations (Administrative) Policy;
2. they are able to confirm that the asset listed for disposal is not a Leased Asset; and
3. there are no viable alternatives for redeploying the asset within the University.

(8) Prior to approving disposal of a Non-leased IT Asset, delegates are to ensure:

1. the asset is surplus; and/or
2. the asset is more than three years old.

(9) Where ITP confirm an asset is suitable for disposal, they will coordinate the asset's disposal using pre-approved disposal agents who securely wipe all data and software from the equipment, and also remove labels linking equipment with UWS.

Section 4 - Procedures

(10) Where a Non-leased IT Asset has been identified for disposal, complete the IT Non-leased Asset Disposal Form and email the form to the appropriate delegate [refer Delegations (Administrative) Policy]. The appropriate delegate should hold the minimum level of delegation required to approve the disposal. The Delegations Register can be used to search for delegates holding the necessary delegation for a particular cost centre.

(11) On receiving a completed IT Non-Leased Asset Disposal Form, the delegate is responsible for ensuring:

1. they carry the necessary delegation to approve the disposal; and
2. that approval of the request to dispose of the asset is asset is consistent with the provisions of this and other applicable University policies.

(12) Where satisfied that the above requirements have been met the delegate must enter the word "APPROVED" as the email subject and forward the email and IT Non-Leased Asset Disposal Form to itp.disposal@uws.edu.au.

(13) On receipt of an approved disposal notification ITP will check to ensure that the University does not dispose of leased or useful assets. ITP may recommend alternative redeployment strategies, especially for surplus assets.

(14) ITP will coordinate any redeployment and request that Finance Office update the UWS Asset Register.

(15) Where ITP proceeds with disposal they will notify both approving and requisitioning officers noted on the IT Non-Leased Asset Disposal Form.

(16) With the exception of bulk collections, ITP can only accept assets for disposal during the months of April and October. Units disposing of assets will be responsible for delivering assets to ITP at the appropriate time and for storing assets locally in the interim.

(17) Where the disposal relates to 100 or more complete items ITP may negotiate a bulk collection outside the April and October timeframes.

(18) ITP will organise quotes from pre-approved disposal agencies for the purchase of the assets (if they have any value) or for the cost of removal. The most competitive quote will be awarded the work.

(19) Where disposal results in a cost to the University, ITP will automatically charge the Unit by way of the cost centre/project code noted on the IT Non-Leased Asset Disposal Form.

(20) Where a disposal from a single cost centre/project code returns over $200 to the University, the entire amount will be credited to the Unit by way of the cost centre/project code noted on the IT Non-Leased Asset Disposal Form. It is therefore in each Unit's interest to avoid small disposals.

(21) Once disposal is complete ITP will forward a list of disposed assets to Finance Office for removal from the UWS Asset Register.

Section 5 - Guidelines

(22) Nil.