GAP 200.125, University, Medical Center and Government Surplus Property

Contents

1. General
2. Procedures

I. General

Duke property is defined as all material regardless of value whether acquired by purchase, loan, or donation. This includes any property acquired with federal or other restricted funds. Examples of such material include but are not limited to medical equipment and supplies, computers and peripherals, furniture and furnishings, research equipment and supplies, office equipment and supplies, residential and dorm furnishings, kitchen appliances, vehicles, tools, and other plant and facility related equipment and supplies. Portable media (e.g. disk drives, flash drives, hard drives, etc.) received from a non-Duke source and conveyed to Duke solely as means for data transfer are not considered Duke property. While Duke maintains physical custody of such media, the media remain under the disposition terms outlined in executed data use agreements and may not be subject to the procedures outlined in this GAP.

It is Duke’s preference that all Duke property reaches its optimal usefulness within Duke. When property is no longer needed by the department and cannot be recycled within Duke,  programs have been put in place to assure the appropriate re-use of Duke’s resources in ways that benefit our local and global communities. The Procurement Department handles these programs. More information can be found on the Procurement website. Some of these programs include:

Computers, Monitors, Peripherals, Cellular Phones and Data-Storing Devices

Because of the need to protect patient and student information, all computers are to be handled through the PC Disc Wiping Operation and Donation process. Regulations identified in the Health Insurance and Portability and Accountability Act (HIPAA) and the Family Educational Rights and Privacy Act (FERPA), outline specific requirements for the erasure/destruction of sensitive and confidential information contained on the institutions computers. Duke maintains the chain of custody with regards to all computers and electronics that have the ability to  store sensitive information. PCs and data containing devices are not available for purchase by employees, but are permitted to be transferred between departments for departmental use once they are wiped through the approved procedures detailed in this GAP.

Medical Equipment and Supplies

Formal re-use programs have been established under the oversight of the Duke Global Health Institute in an effort to reduce disparities in the access to life-changing resources by putting surplus medical equipment and supplies in the hands of healthcare professionals around the world and preparing them to effectively use the resources. Duke Global Health Institute will review requests and approve mission projects directed by Duke faculty and staff.

Individual departments must receive approval from the Surplus Property Office prior to selling or donating any medical equipment or supplies to approved organizations. The sale or donation must be approved and processed by the Duke Surplus Property Office in conjunction with the Plant Accounting and the Office of Sponsored Programs. This will ensure the proper accounting procedures are followed and appropriate liability release documents are executed by the receiving organization or party.

Research Equipment and Supplies

Duke has established programs with colleges and schools that can utilize research equipment and supplies.

Furniture and Other Items

Formal relationships have been established with various local not for profit charitable organizations such as TROSA and Durham Rescue Mission if furniture and other items cannot be re-used within Duke. Furniture and other property will be donated to one of these approved charitable organizations.

If a foreign entity has been selected as the recipient of surplus property, the goods may require a license to be exported. Please contact the Surplus Property Office to determine if a license is needed. They will facilitate the transaction with the Office of Export Controls.

II. Procedures

Upon determination that material is no longer needed by a Duke department, the following procedures should be followed:

1. Computers, Monitors, Peripherals, Cellular Phones and Data-Storing Devices*

*Data-Storing Devices/Portable media received from an external, Non-Duke source and used solely to facilitate data transfer, are subject to the terms outlined in executed agreements (including, but not limited to, Data Use Agreements or Data Transfer Agreements). Individuals provided ancillary devices for data transfer from a data provider should follow any requirements regarding storage and media disposition listed by data providers or specific terms of approved agreements. Those requirements will supersede the procedures as outlined in this GAP.

1. Go to the Surplus Property Disposition Tool, found on the Procurement website.
2. Enter asset tag number, serial number, make and model for each item.
3. Once the request is received, a Duke staff member will make arrangements to collect the items and maintain the security of any sensitive data.
4. Until collection occurs, keep all items with sensitive electronic data in a secure area.

2. Medical Equipment and Supplies

1. First, determine whether the equipment is maintained by Clinical Engineering. If so, contact the Clinical Engineering office assigned to your area. They will give you disposal instructions.
2. For all other items or items cleared by Clinical Engineering: Go to the Surplus Property Disposition tool, found on the Procurement website.
3. Specify that surplus medical equipment needs to be picked up.
4. Enter asset tag number, serial number, make and model for each item.
5. If contamination of hazardous materials may have occurred, complete a Statement of Hazard Assessment to confirm the item is suitable for collection, found on the Procurement website.
6. Package item parts together, and attach any instructional material that arrived with the item.
7. Complete the identification sticker provided by Clinical Engineering or the transport company at collection, to label the type of equipment, i.e. “fetal monitor” or “respirator” and affix to the exterior of the equipment.

3. Research Equipment and Supplies

1. Go to the Surplus Property Disposition Tool on the Procurement website.
2. Specify that surplus research equipment needs to be picked up.
3. Enter asset tag number, serial number, make and model for each item.
4. Please note that we do not accept glassware. It must be destroyed by the department for liability reasons.
5. If contamination of hazardous materials may have occurred, complete a Statement of Hazard Assessment to confirm the item is suitable for collection, found on the Procurement website.
6. Package like items together, i.e. monitors, microscopes, etc.
7. For specialized equipment, complete the identification sticker provided by the transport company at collection, to label the type of equipment, i.e. “fetal monitor” or “respirator” and affix to the exterior of the equipment.

4. Office Equipment, Furniture, Décor, Appliances and Miscellaneous Items in Good Repair that do not require any repair or maintenance

1. Go to the Surplus Property Disposition Tool on the Procurement website.
2. Specify that surplus office furniture, etc, needs to be picked up.
3. Enter asset tag number – if available, serial number, make and model for each item. Groups of like items, such as six chairs, can be listed together.
4. Be sure to empty and include keys to any filing cabinets or desks, as filing cabinets cannot be donated if locked. Tape the keys firmly to outside of the desk or cabinet.

5. Broken or Unusable Wood, Plastic, Non-Metal or Glass Office Furniture

1. Dispose of these items in the building dumpster.

6. End of Life White Goods / Appliances

1. Any appliance that is no longer in working order or needs any repair or maintenance must be disposed of properly, as they are banned from the landfill.
2. Complete a Statement of Hazard Assessment to confirm the item is suitable for collection, found on the Procurement website.
3. Go to the Surplus Property Disposition Tool, found on the Procurement website.
4. Specify that you have an appliance that is no longer in working order.
5. Enter asset tag number, serial number, make and model for each item.

7. Scrap Metal, Including locked metal filing cabinets for which there is no key available, broken metal furniture and shelving – FOR STAFF USE ONLY

1. Go to the Surplus Property Disposition tool, found on the Procurement website.
2. Enter asset tag number, serial number, make and model for each item.
3. Specify that the items are scrap or broken metal items.

8. US Government Owned or Granted Materials

1. Items acquired via the Excess Federal Government Property program or equipment titled to the Federal Government requires special permission from the granting agency before property can be disposed. Contact Sponsored Programs to begin this process and see the GAP about this procedure.
2. Once items are determined to be available to surplus, go to the Surplus Property Disposition Tool, found on the Procurement website.
3. Complete the required information to request a pickup, including asset number.

9. Vehicles and other Heavy Equipment

1. Prior to replacing the equipment or vehicle, every effort should be made to trade in the items and receive a credit towards a new purchase.
2. Registration and insurance must be maintained on all items until disposed of or donated through the Surplus Property Program.
3. Dial (919) 684-3166 for assistance with the sale or disposal of the vehicle or property.

10. Miscellaneous Office Supplies (including pens, paper, notebooks, etc.)

1. Call (919) 660-1448 to schedule a pickup with Duke Recycles asking that the items be collected and taken to the Duke Recycles Free Store.