Send an Item to Surplus
The Surplus Equipment (SE) Request Form is the method by which University of Cincinnati organizational units can have surplus items removed from their areas and sent to the Surplus Equipment Department in the Campus Services Building. Per the Asset Disposition Policy, the organizational unit is responsible for obtaining written approval for disposition of an asset under its control from the Office of Asset Management (Surplus Equipment) prior to actual disposition. The requirements and steps to be taken by the organizational unit are detailed below. Please review the Surplus Equipment FAQ for commonly asked questions and answers regarding the SE Request process.
SE Request Requirements
In order for requested surplus items to be picked up for delivery to Surplus Equipment, the following requirements MUST be met or the pickup will be refused by Grounds & Moving.
1. Prep surplus items prior to pickup by Grounds & Moving
- Completely empty all surplus items such as desks, cabinets, safes, etc...
- Send all attachments or peripheral equipment along with surplus items.
- If the item has a key, the key must be securely taped to the exterior of the item.
- If the items has a "push lock", the lock should be wrapped with tape where it cannot be pushed in and locked accidentally in transit.
- If the item has a combination lock, the combination must be provided to Surplus Equipment via email in advance of pickup.
Additional Special Handling Required...
- All refrigerators, freezers, lab equipment, and other items that have been in an environment containing biological and/or chemical materials must be completely emptied, cleaned, and decontaminated before sending to Surplus Equipment. For the required cleaning and documentation procedures, please see the Environmental Health & Safety (EH&S) advisory at: http://www.ehs.uc.edu/Advisories/Advisory_7_1_1.PDF. Items without proper documentation attached will be refused at pickup.
- All refrigerators, freezers, lab equipment, and other items that have been used in an environment containing radioactive material must be surveyed and cleared by the Radiation Safety Office (RSOf). A survey should be requested by calling the RSOf at 558-4110 or from the RSOf web page at: http://researchcompliance.uc.edu/radsafety/. Items without proper documentation attached will be refused at pickup.
2. Complete the SE Request Form, save it to your computer, and email it to assets@uc.edu
- Enter only one item per line (with the exception of boxes of small miscellaneous items, i.e. cables, keyboards, mice, supplies, etc...)
- The accounting string information is required, but will only be used should there be a need to charge for special handling disposal. At this time, organizational units are no longer being charged for the disposal of computers and monitors.
- Inventory Tag and Asset numbers are required for all assets listed in the UC Asset Management System. The organizational unit is not required to complete the on-line Asset Disposition Form for assets being transferred to Surplus Equipment. Asset Management will automatically remove the asset from your organizational unit's asset inventory in the UC Asset Management System as long as the organizational unit includes the inventory tag and asset number for each asset when submitting an SE Request Form.
- After submitting the completed SE Request Form, DO NOT add or delete items without approval from the Surplus Equipment Department.
- Once Surplus Equipment reviews and approves the SE Request Form, it will be assigned an SE#. Both the requesting organizational unit and Grounds & Moving will receive an approved copy of the form with the SE# by email. Grounds & Moving will contact the requesting organizational unit regarding pickup date and time.
- Surplus Equipment will send an SE Label by campus mail for each line item on an approved SE Request Form.
3. Attach the SE Label to each surplus item in clear view for Grounds & Moving personnel
- Grounds & Moving personnel will only pickup the surplus items with an attached SE Label as listed on the approved SE Request Form.
4. Secure surplus items prior to pickup by Grounds & Moving
- Do not leave surplus items in an unlocked or unsupervised area.
- Computers and other electronic devices that could potentially store sensitive information must be kept in a locked area until Grounds & Moving arrives for pickup. Any discrepancies between the approved SE Request Form and the actual items picked up will be reported immediately to UCIT Information Security.
NOTE - The organizational unit is no longer required to complete the on-line Asset Disposition Form for assets being transferred to Surplus Equipment.
Asset Management will automatically remove the asset from your organizational unit's asset inventory in the UC Asset Management System as long as the organizational unit includes the inventory tag and asset number for each asset when submitting an SE Request Form.
SE Request Form
Frequently Asked Questions
Surplus Equipment Department
A Division of Asset Management
University of Cincinnati
Campus Services Building, Suite B103
PO Box 210194
2900 Reading Road
Cincinnati, OH 45221-0194
|
