Policy: When a College-owned electronic device intended for individual use becomes obsolete, expensive to maintain, or otherwise unusable for College purposes and has no significant salvage value, it may be purchased by an employee for a nominal sum.
If a device is purchased by an employee, any software required for its operation must also be purchased by the employee from commercial sources. College-owned data and software will be removed prior to the employee taking ownership.
Scope: Includes computers meant for individual use (not servers), cell phones, and tablets. Peripheral components, such as chargers, monitors, keyboards, and external drives, will be included in the purchase only if they were returned with the device and cannot be cost-effectively redeployed elsewhere in the College.
Buyer (the employee wanting to buy the device)
- Send an email to the IT Manager of Technology Support stating an interest in buying the device, along with the device description and asset number (if applicable).
IT Manager of Technology Support
- Verify the device as being eligible for surplus based on its age and/or condition.
- If eligible, determine what software the buyer will need to purchase separately and the approximate price; provide that information to the buyer along with the cost to buy the device ($25).
- If not eligible, tell the buyer it can’t be surplussed unless the owning department is willing to provide funds to replace it. In this case the department chair or manager must provide a commitment to fund a replacement before the device is surplussed.
- If the buyer decides to continue with the purchase, take possession of the device and cleanse it of College data and software.
- Submit a property disposal form per OP11 in the Operations Guide.
- Select Other under purpose and indicate the device is determined to be surplus.
- Under comments, insert “[Buyer’s name] has agreed to pay $25 for the [device].
VP of Business affairs
- Approve the property disposal form, coordinating with the Manager of Technology Support if needed, and send a copy to the buyer.
- Take necessary steps to acquire any needed software licenses and acquire proof they have been acquired.
- Take the signed disposal form to the cashier, pay the required fee ($25), and obtain a receipt for the purchase.
- Take the receipt, along with proof of any required software license purchases, to the IT Manager and receive the device.