Frostburg State University
OP-T2-38: Materials Exchange

The Purchasing Department handles the sale or disposal of surplus items. Surplus items are offered for redistribution on campus or sold to the highest bidder via a bid process. Computers and electronics are recycled through JVS Environmental. Toner cartridges are recycled with the Envirosmart Company. FSU has a written process for handling what is considered recycled as well as surplus computer equipment. When computers are replaced with new models, they are recycled out to the campus for other uses such as Graduate Assistants, Adjunct Faculty, Student workers, and other non-critical uses and locations. The following process has been documented to show the detailed steps computer department personnel take to recycle the equipment and update the inventory system: II. USED COMPUTERS/COMPUTER MOVES/REPLACMENT/REMOVAL A. ACIT 1. Determine Computer Final Use in timely manner. a. Move? (FSU Staff/Faculty/Lab/Classroom) i. Description Verify (LAPTOP, COMPUTER, SERVER) ii. Accountable Officer to Tech Pool, Tech Inventory, TBD, or name (as appropriate) iii. Department (ACIT if Tech Pool, Tech Inventory, or TBD) iv. Building v. Room b. Re-Distributable? 1. Reload if necessary. 2. Deliver to end location (user, Tech Pool Area) 3. Update Computer Inventory System: i. Description Verify ii. Accountable Officer to Tech Pool, Tech Inventory, TBD, or Name iii. Department iv. Building v. Room Once a piece of equipment is identified as being beyond its life-span (generally 4+ years depending on the exact type of use), the following process is followed: III. SURPLUS COMPUTERS A. ACIT 1. Wipe hard drive and remove any good reusable parts (large HD, DVD/CDRW, memory, power supplies). 2. Move Weekly/Monthly Computer Batch to Stangle 124D 3. Update Inventory Database System: a. Description Verify (LAPTOP, COMPUTER, SERVER) a. Building to STANGLE b. Room 124D c. Department to PROCUREMENT d. Accountable Officer to SURPLUS e. Process with the new system coming soon If there are known issues with the computer, Check the Box ‘Issues” and if desired update Issues Description. 4. Notify Asset Manager if a computer is going to be scrapped or used for parts so it can be taken out of circulation in the inventory system. AM will get permission to dispose and update the system. B. Receiving 1. Decide when sufficient amount of Computers are accepted for surplus Sale. 2. Get Report for all computers in Surplus Storage (Stangle 124D) a. Contact ACIT personnel to generate report. b. New Inventory System report. 3. Send report to VP Admin & Fin. for disposal approval. 4. Put Computers Out for Bid. 5. Send Asset Manager the list of all disposals w/tag numbers and serial numbers. C. Asset Manager 1. After Sale/Donation/Scrap - Update Inventory Database System: a. When sold or donated, click Disposition Date and select the date. b. If scrapped, AM will get permission for disposal for removal from inventory system. c. Change Disposition Code: i. 1=Sold ii. 2=donated iii. 3=scrap iv. 4=stolen