Small Seal

Surplus Property

Recommended By: Administration and Finance
Approved:
Ruben Armiñana, President
Date of Issue: March 15, 2000 (revises 6-22-98 policy)
Effective Date: March 15, 2000
Contact Office: Financial Services or IT

Policy #1998-2

  1. Scope
    This policy and procedure shall be followed for the disposition of all university property determined to be surplus.
  2. Purpose
    The purpose of the Surplus Property Disposition Policy is to:
    1. ensure the University does not waste scarce storage space by warehousing property determined to be surplus;
    2. establish a procedure to ensure that other university departments are informed of and have adequate time to take advantage of property determined by other departments to be surplus;
    3. provide a procedure whereby educational institutions, other public agencies, and non-profit (501.C.) corporations may take possession of surplus university property;
    4. ensure that surplus property which can not be utilized by other university departments, other educational institutions, other public agencies, or non-profit (501.C.) corporations may be disposed of in a manner consistent with the university's commitment to recycling;
    5. ensure that neither the university's warehousing nor recycling activities are burdened by the retention of unneeded surplus property.
  3. Procedures
    1. Any department wishing to dispose of surplus property under its control, other than those types of property identified in sections IV. and V. below, should notify the Fixed Assets/Property Accountant in Financial Services.
    2. The Fixed Assets/Property Accountant shall be responsible for removing the surplus property from the department's premises and relocating it to an appropriate campus short-term storage facility.
    3. The Fixed Assets/Property Accountant shall periodically notify university departments, Sonoma State University (SSU) auxiliary corporations, and other campus entities of the availability of surplus university property.
    4. Six (6) months following campus notification, and in the absence of a department willing to receive the surplus property, the Fixed Assets/ Property Accountant shall notify educational institutions, other public agencies, and non-profit (501.C.) corporations within the California State University-defined service area of the university that the property is available for disposition to an outside agency.
    5. Thirty (30) days following notification to service-area educational institutions, public agencies, and non-profit (501.C.) corporations, and in the absence of an institution, agency, or corporation willing to receive the surplus property, the Fixed Assets/ Property Accountant shall schedule the property for disposition through semi-annual public auction, held each March and November. Net proceeds from sale of property at auction shall be distributed to the originating department on a pro rata share basis.
    6. If an item of surplus university property is not disposed of at the next regularly scheduled SSU public auction, the Fixed Assets/Property Accountant shall prepare a work order for Facilities Services to remove the surplus property from the university campus and dispose of the property in an appropriate manner.
    7. All surplus university property removed from campus and not transferred to an appropriate institution, agency, or corporation shall be offered first to a certified, off-campus recycler.
    8. All surplus university property rejected by a certified, off-campus recycler shall be deposited with an appropriate refuse disposal facility.
  4. Disposition of Surplus Computer Property
    1. When a used computer becomes available, it may be placed within the department, school, or division (at present - Academic Affairs, Administration and Finance, Enrollment and Student Academic Services, Student Affairs, or the Office of the President) at the appropriate Vice-President's discretion. If the computer will not be utilized within the division, it should be transferred to Information Technology (IT) to enter the surplus computer pool.
    2. If a computer is released to the surplus computer pool, Information Technology staff will evaluate the computer to determine if it is obsolete and ineligible for IT support based upon criteria established by and available through the Information Technology Service Center.
    3. If the computer is eligible for support, it will be added to the surplus computer inventory and distributed to a division, school, and/or department through a lottery. All departments, schools, and divisions will be notified in advance of the forthcoming lottery and of the computer equipment available through that lottery and will be eligible to participate in the lottery.
    4. If the computer does not meet the criteria as noted in Section IV. B., and is therefore ineligible for inclusion in the surplus computer inventory and distribution through the lottery, IT will follow the procedures established in Section III. above.
    5. Should any department, school, or division choose to acquire a surplus computer distributed through the procedure specified in Section III. C., the acquisition of a computer not eligible for IT support must be approved by the Chief Information Officer prior to transfer from the Fixed Assets/Property Accountant to that unit. In taking receipt of the ineligible computer, the receiving department, school, or division acknowledges that the computer shall not receive IT support.
    6. IT is authorized to charge a fee sufficient to cover the costs associated with transferring a surplus computer between departments, schools, and divisions. Initially, the cost for service and installation shall be set at $200.
  5. Exclusion Clauses
    1. The term "surplus university property" does not apply to those objects which are the subject of the university's recycling program, i.e., glass, plastic, metal, and paper objects which are currently recycled through the SSU Recycling Center.
    2. Surplus university property removed from SSU space as the result of the renovation or modification of SSU facilities (see Space Modification and Renovation Policy, III. B.), including fixed cabinetry and movable equipment, shall be disposed of following steps III. C. and III. E. through H. presented above.
    Also see: Space Modification and Renovation Policy

Updated August 17, 1998 by SSU.policies@sonoma.edu