Skip to main content

Disposal of Obsolete Equipment


It should be noted that the following policy and guidelines do not apply to the sale of computer equipment (ie PCs, Laptops, Apple Macs and Printers) as the sale of such items is no longer permitted for data security reasons.  Accordingly, items of computer equipment, which cannot be redeployed, should be disposed of via the University's appointed WEEE contractor (contact Estates Environmental Services for further information).

Under no circumstances should items of computer equipment be disposed off via other suppliers or other bodies/organisations (including charities).

1 Policy

1.1 Equipment identified as surplus/obsolete will be redeployed, where appropriate. Where redeployment is not possible, it will be advertised for sale/disposal on the Purchasing Office website.

1.2 Whilst the Purchasing Office currently facilitates the sale of surplus/obsolete equipment (excluding computer equipment), for the purposes of these guidelines, the "seller" refers to the School/Directorate offering the items for sale.

1.3 Payment must be received for all items of equipment prior to their removal from University premises.

1.4 All items will be "sold as seen", however, any potential buyer has the right (on request to the seller) to view the service history of the item, if applicable.

1.5 All items sold will be subject to the buyer providing a signed undertaking that he/she will take the necessary steps to ensure the item's safety in its operation.

2 Procedures

2.1 Offers for sale of surplus/obsolete equipment should be made to the Purchasing Office by completing a Request for Disposal form. The following details must be provided in respect of all equipment advertised:

  • Description of item
  • Status: working, repairable, broken
  • Age
  • Inventory Number
  • Serial Number
  • Location
  • Contact Details (phone, e-mail)
  • Project Code to be credited with proceeds

2.2 If the seller is in possession of a full service/maintenance record for the equipment, then this should be made available for inspection by potential buyers.

2.3 If no such record is available, then it is recommended that the item be inspected by the original manufacturer/supplier (or designated agent) and certified as "safe". It should be noted that any associated costs must be borne by the seller.

2.4 All requests to offer equipment for sale/disposal must be authorised by the Head of School/

3 Removal of Equipment by Staff

3.1 It should be noted that if a member of staff is leaving the University, for data security reasons, they are no longer permitted to remove/retain any University equipment (i.e personal computer, laptop etc) for their own personal use.

3.2 If a member of staff is leaving the University's employ, but is to remain working for the University in a consultancy capacity, then it may be possible for the equipment to be retained.  In such circumstances, the individual should contact the Head of Purchasing who will seek guidance from the Director of Information Services (or nominee).  In the event that permission is given to remove equipment in these circumstances, the equipment will ultimately remain the property of the University and, at the end of the engagement period, must be returned to the University.

3.3 In the case of Senior Researchers leaving the University to take up posts in other universities where their research will continue, it is permissible, subject to agreement with the Head of School and the Head of Purchasing, and the conditions of the research grant which funded the equipment, that their research equipment be taken with them.   If this involves the transfer of computer equipment, arrangements must be made to remove any software which is licensed to the University, prior to the item being removed.

4 Redeployment Issues

4.1 It is policy, whenever practicable, to redeploy equipment within the University.

4.2 Given this preference, when it is aware of a need elsewhere, the Purchasing Office will arrange for redeployment rather than advertising the item for sale. The School/Directorate offering the item for sale/disposal will be advised of the intention to redeploy the item.

4.3 Schools/Directorates should advise the Purchasing Office of any needs which can be met using redeployed items of equipment. The Purchasing Office will seek to meet these needs from the items offered for sale/disposal.

5 Bidding Process

5.1 The closing date for receipt of bids for each item will be detailed on the "For Sale" list and will normally be 4 weeks after the item is first listed.

5.2 Offers to purchase any of the items listed will be on a "sealed bid" basis.

5.3 Sealed bids must be forwarded to the Purchasing Office quoting the reference detailed against the item on the "For Sale" list.

6 Acceptance of Bids

6.1 Items not being redeployed within the University will be sold to the highest bidder.

6.2 In the event of two or more equal bids, the bidders will be contacted and either:

6.2.1 if alternative items are available, agreement will be reached that each bidder receive equivalent items, or

6.2.2 each bidder will be offered the opportunity to submit a further sealed bid, on or before a stated date and time.

6.3 Successful bidders will be issued with an invoice which must be paid in full and a receipt obtained.

6.4 An item of equipment will only be released upon presentation of the receipt to the named contact person.

6.5 It is the responsibility of the ILO of the School/Directorate selling the equipment to ensure that the item is deleted from the Inventory Register.

7 Waste Disposal / Recycling

7.1 In cases where it has not been possible to redeploy items within the University, where no bids have been received for them, then they will be deemed as waste and should be disposed of accordingly.

7.2 Asset Management Ireland (AMI) Ltd is currently the University's appointed contract for the disposal of all waste electrical and electronic equipment and, as such, all obsolete equipment should be disposed of through this contractor. All equipment sent to AMI for disposal is recycled rather than disposed of to landfill - assisting the University to reduce its impact on the environment. The 'seller' should contact AMI providing a list of equipment to be disposed of and make the necessary arrangements for removal of the equipment. For further details click here

Each movement of waste from the University must be covered by Waste Transfer Notes for non-hazardous IT waste (keyboards, flat screens, base units) and Hazardous Waste Consignment Notes for hazardous IT waste (e.g. CRT Monitors, rechargeable batteries). AMI, as a condition of the contract, will raise these Notes during each collection. Please ensure that copies of all such notes left with the 'seller' by AMI are forwarded to the University's Environmental Manager based in the Estates Department, Level 5, Administration Building. These Notes MUST be filed for a minimum period (two years for non-hazardous waste, three years for hazardous waste) in accordance with the legal requirements.

Return to Top