POLICY PURPOSE:

As a state institution of higher education, CSU Pueblo has obligations to preserve assets and follow sound economic and environmental policies. This policy establishes a systematic approach to disposing of physical assets that are no longer needed by the University, or by the department or unit holding them. 

POLICY APPLIES TO (Persons affected by):

This policy applies to all CSU Pueblo employees, departments and business units.

DEFINITIONS USED IN THIS POLICY

Electronic Waste: Electronic products that have become unwanted, are non-working or obsolete, or have reached the end of their useful lives.

Hazardous Materials: Any material that, if not disposed of properly, may cause contamination, injury, or damage, including all materials classified as hazardous under state and federal regulations.

Surplus Property: Property that is no longer in use and not intended for further use by the department or unit in possession, as determined by the responsible director, dean, or vice president/provost. This includes tangible assets such as equipment, construction and trade materials, tools, supplies, furniture, course materials, textbooks and vehicles, computers, peripherals, storage devices, mobile phones and any other items owned by the University, including recyclables and trash. It does not include real estate or intangible assets.

POLICY:

All Surplus Property of the University must be disposed of in accordance with this policy.

Facilities Management is responsible for assisting units in disposing of Surplus Property in the most economical and reasonably practicable way, by assuring that useful property is transferred to another unit that can use it, or to another state agency or governmental entity, or to a buyer, whenever practicable. Surplus Property that is only suitable for recycling or waste disposal will be directed to the appropriate facility.

Surplus Property may not be sold, traded-in, salvaged, scrapped, donated or otherwise disposed of without prior approval from Facilities Management. All units should use their best efforts not to store Surplus Property in university buildings, as building space should be devoted to higher use.

To dispose of Surplus Property, the unit should complete the Equipment Accountability and Change Request (EACR) form available from the Facilities website, or contact Facilities Management by phone or email as noted above. Once the EACR form is submitted, it must be reviewed and approved by both the Facilities Management department and the Office of Financial Management before the physical transfer takes place.
Proceeds from Surplus Property disposition will be allocated to a surplus property account in Facilities Management and used to pay for costs incurred in handling, transferring and disposing of Surplus Property and other uses as determined by Facilities Management.

Electronics

All computers, peripherals, storage devices and mobile phones owned by the University that contain data of the University must be handled in accordance with best practices for complete erasure of data so that it cannot be recovered by any means in accordance with the Records Retention policy. Total physical destruction is one means of ensuring that data is not recoverable. In most cases, Information Technology will pick up the electronic items directly and handle disposal. Contact Information Technology for assistance.

Hazardous Materials

Hazardous materials, including electronic waste, will be handled in accordance with applicable laws and best practices to avoid contaminating landfills. Contact Environmental Health and Safety for assistance.
Property that is deemed hazardous must be turned over to Facilities with documentation explaining the hazardous materials, including Material Safety Data Sheets. Facilities Management is responsible for seeing that such materials are disposed of in accordance with applicable laws and regulations.

Property Accounting

All Surplus Property must be accounted for by the department in possession when it is transferred to the Facilities Management. The Equipment Accountability and Change Request (EACR) form must be completed before the transfer. The Office of Financial Management will be responsible for removing the equipment from the institution’s financial books, making any necessary adjustments to depreciation schedules, and ensuring compliance with accounting standards.

CSU Pueblo Employees—Purchase of Surplus Property

CSU Pueblo employees and their family members are not eligible to receive or purchase Surplus Property except through public auction or other competitive bidding open to the public. Surplus Property is state property and may not lawfully be converted to personal use except as stated above.

RELATED LAWS, POLICIES & PROCEDURES:

C.R.S. § 17-24-106.6

FORMS:

Equipment Accountability and Change Request (EACR) form

HISTORY OF REVISIONS:

APPROVALS

Approved by: Armando Valdez, President

12/20/2024