Student Success Technology Services

Charitable eWaste Disposition Policy

Policy Purpose:

The purpose of this policy is to establish a process for the charitable disposition of obsolete technological property from within Student Success (hereafter referred to as "eWaste") pursuant to all University Regulations pertaining to property disposition.

Scope:

The scope of this policy includes:

  1. All computers owned by departments currently supported by Student Success Technology Services
  2. All monitors owned by departments currently supported by Student Success Technology Services
  3. All printers owned by departments currently supported by Student Success Technology Services

General Policy Provisions

The disposition of eWaste is an expensive and often ecologically unsound practice. The technology that drives our places of business cannot simply be disposed of, and must be handled carefully, as it often contains materials hazardous to the environment. Furthermore, the pace at which technology evolves is so rapid that often times a brand new tool today will be obsolete in three years. If Student Success does not take an intelligent and thoughtful stance on how to dispose of obsolete equipment while protecting the environment and serving the community, we are missing a vital opportunity to serve the University, the local community, and future generations.

Student Success Technology Services currently serves as the hub for incoming technology, and due to security concerns, will serve as the hub for outgoing eWaste, whether that eWaste is being disposed of by a paid service or by recycling it into our local community. All eWaste that is to be donated to a charitable organization must be securely wiped using no less than Department of Defense grade data wipe algorithms, no fewer than three (3) times before being relinquished. All local charitable organizations that receive equipment from Student Success must be non-profit organizations, who intend to use the equipment on-site, rather than to sell it. All charitable donations of eWaste will be tracked by Student Success Technology Services in the extant inventory.

Requesting a Donation

A department and/or end user in Student Success may request a donation of eWaste to a charitable off-campus organization. All requests will be reviewed and approved or denied based upon available stock by the Director of Student Success Technology Services. In accordance with University property disposition regulations, under no circumstance shall any state property, regardless of value, be given to any individual.

Definition of "Charitable Organization"

For the purposes of this policy, Charitable Organizations shall be defined as either not-for-profit organizations that are exempt from federal income taxation pursuant to section 501 (c)(3) of the federal internal revenue code of 1986 or participants in the Federal Surplus Property Program as specified in the Federal Property and Administrative Services Act of 1949 as amended. In order to confirm eligibility, any given organization will have to be on the List of Approved Non-Profits and Donees for Surplus.

Stipulations upon Donation

Student Success Technology Services will track all Charitable Donations by date donated and organization to which the eWaste is donated. Reports will be made available on request at the approval of the Director of Student Success Technology Services. All requests for equipment donation must be submitted via our online form and be in accordance with the guidelines specified in this document. We are requiring that all property to be donated must have DA-110 paperwork filed and approved by the Comptroller's office. Note that for the purposes of Property Disposition as defined by the University of Kansas, sending eWaste to other departments on campus is technically an equipment transfer, not a disposal.

eWaste Pickup

Any organization receiving a donation of eWaste will receive a timeframe in which to pick up their equipment. They must do so at the offices of Student Success Technology Services in Strong Hall, and must present verification of identity and affiliation with the organization in question in order to receive a donation of eWaste. Failure to do so will void application for equipment donation, and require the department and/or end user who made the original donation request to resubmit it.

Consequences

Any individual who violates this policy by disposing of property outside of the guidelines set forth herein may lose computer or network access privileges and be subject to disciplinary action.

Additional Information