1.0 Policy Purpose
The purpose of this policy is to provide guidance on the proper disposition of surplus University property.
2.0 To Whom the Policy Applies
This policy applies to all University faculty and staff.
3.0 Policy Statement
Property and materials that are purchased with University funds or with sponsored funds, donated to the University, or acquired for the University through other means, are property of Brown University and do not belong to specific individuals or departments. The University will dispose of its surplus property in an environmentally and fiscally responsible manner in accordance with local, state, and federal regulations.
3.1 Disposal Approval
Equipment valued at $5,000 or more and issued an inventory asset tag number, and all lab equipment and non-lab appliances containing hazards (such as refrigerant) regardless of value, must be approved for disposal by the Controller’s Office via a Disposition Form.
3.2 Computers and Electronics
Electronics capable of storing data (such as laptops, servers, tablets, etc.), regardless of value, must be Sanitized by an IT Support Consultant or via OIT’s data removal guidelines, before they can be disposed of.
3.3 Sale of Equipment
Property sales to staff, faculty, students, other departments, and outside parties is prohibited unless an exception is granted in writing from the Controller’s Office prior to the sale. Potential exceptions may include the sale of vehicles and watercraft as well as selling equipment to the institution that a faculty member is transferring to.
3.4 Gifting and Donations
Departments are strictly prohibited from gifting surplus property directly to Brown faculty, staff, and students. Donations of property no longer being used may be made to nonprofit organizations after approval of the Controller’s Office.
3.5 Josiah’s Attic
Departments are encouraged to post furniture and office supplies that are no longer needed, but are still re-usable, in Josiah’s Attic. Josiah’s Attic allows Brown community members to search for available items before purchasing new, reducing unnecessary landfill waste.
3.6 Procedures and Additional Guidance
For detailed guidance on how to properly dispose of surplus property in accordance with this policy, refer to the Disposition of Surplus Property Manual.
4.0 Definitions
For the purpose of this policy, the terms below have the following definitions:
- Sanitized:
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All information has been rendered unreadable and unrecoverable through secure erasure or destruction.
- Surplus Property:
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Any equipment, furniture, scrap, or salvaged materials or other tangible property that is no longer needed, regardless of its existing condition or estimated value.
- University Property:
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Any property or materials purchased with University funds or sponsored funds, donated to the University or acquired for the University through other means.
5.0 Responsibilities
All individuals to whom this policy applies are responsible for becoming familiar with and following this policy. University supervisors and employees with student oversight duties are responsible for promoting the understanding of this policy and for taking appropriate steps to help ensure and enforce compliance with it.
Controller’s Office: Will review forms submitted for property disposition and ensure appropriate approvals are acquired. This office is also responsible for updating items in the Brown University Property Management System as appropriate.
Departments: Will obtain approvals for disposition of all property as appropriate and maintain a copy of completed documents for department records. The department should follow the steps outlined in the Disposition of Surplus Property Manual for guidance.
Environmental Health & Safety: Will ensure that the University has met all environmental and safety requirements prior to the final disposition of hazardous surplus equipment (including laboratory equipment and appliances).
Facilities Management: Will properly dispose of surplus property when requested.
6.0 Consequences for Violating this Policy
Failure to comply with this and related policies is subject to disciplinary action, up to and including suspension without pay, or termination of employment or association with the University, in accordance with applicable (e.g., staff, faculty, student) disciplinary procedures.
7.0 Related Information
Brown University is a community in which individuals are encouraged to share concerns with University leadership. Additionally, Brown’s Anonymous Reporting Hotline allows anonymous and confidential reporting on matters of concern online or by phone (877-318-9184).
The following information complements and supplements this document. The information is intended to help explain this policy and is not an all-inclusive list of policies, procedures, laws and requirements.
7.1 Related Policies
7.2 Related Procedures
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7.3 Related Forms
7.4 Frequently Asked Questions
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7.5 Other Related Information
Policy Owner and Contact(s)
Policy Owner: Vice President for Finance and Administrative Services & Chief Financial Officer
Policy Approved by: Vice President for Finance and Administrative Services & Chief Financial Officer
Contact Information:
Policy History
Policy Issue Date:
Policy Effective Date:
Policy Update/Review Summary:
Removed superfluous guidance and related information on how to dispose of property that is found in the Disposition of Surplus Property Manual.
Previous policy version(s) superseded by this policy:
- Disposition of Brown University Surplus Property, Review Date: March 13, 2023
- Disposition of Brown University Surplus Property, Review Date: April 8, 2019