Procedures for Equipment Disposal

When any computer equipment or peripheral devices (i.e., printers, scanners, external drives, fax machines, typewriters, etc.) are no longer needed in a department, the equipment must be disposed of through City Colleges of Chicago procedures for disposal of surplus equipment. Equipment purchased with federal, state or local grant funds may have specific guidelines that will need to be observed by the originating department. It is the responsibility of the originating department to ensure that the grant guidelines are coordinated with the Office of Information Technology staff involved with the disposal of surplus equipment.

Disposal Guidelines

Equipment should be considered for disposal for the following reasons:

• End of useful life
• Lack of continued need
• Obsolescence
• Wear, damage, or deterioration
• Excessive cost of maintenance or repair

Step One:

1. Equipment to be disposed of must be listed on an Equipment Disposal Form. A description of the equipment including manufacturer and model number, CCC property control identification number, installation or purchase date and the reason for disposal must be provided for each piece of equipment. The form is forwarded to the Department of Finance for final approval before removing such equipment from CCC’s fixed asset inventory system.
2. For District Office equipment, the Vice Chancellor of Finance and the Vice Chancellor and/or Department Director with control over the equipment must approve the disposal of the District Office equipment.
3. Equipment and/or items purchased with funds from federal, state and/or local grants shall be disposed of in accordance with the grant agreement or returned to the Grantor.

Step Two:

1. Once all the required signatures are obtained on the Equipment Disposal Form, call the Office of Information Technology Help Desk (x2600) requesting that all of your stored data on your computer be “sanitized” before disposal. This process will take place in your work area before removal of the equipment.
2. After the Office of Information Technology has successfully destroyed or sanitized any data contained on the computer equipment, the computer equipment must be “tagged” for disposal or surplus by the Office of Information Technology.
3. Once the data has been successfully destroyed or sanitized and the computer equipment has been “tagged” for surplus or disposal by the Office of Information Technology, please complete a Work Order Request Form requesting that your computer equipment be removed from your area. The engineers will coordinate the removal of the equipment for recycling/disposal.
4. The Department of Finance will perform the necessary functions to remove disposed items from CCC’s fixed asset inventory system.

If you have any questions or need assistance with this process, please call Diana Madrzyk, Director of Auxiliary Services, at extension 3316.