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Section 14: Property and Equipment Management and Control

Surplus Property

Effective Date:

04/21/10

Approved By:

Lenora Chapman, Associate Vice President, Financial Affairs

Last Revised On:

05/04/16

For Assistance Contact:

UTSA Surplus Property Supervisor
Senior Associate Director, Financial Services and University Bursar

PURPOSE/SCOPE

This section provides guidance on the disposal of University property.  All personnel are responsible for ensuring their actions comply with established statutes, rules, and policies when transferring University property which has become useless, obsolete, and/or surplus to the needs of The University.

AUTHORITY

UNIVERSITY GUIDELINES

Table of Contents

A. Guidelines for the Transfer of University Equipment and Materials (Personal Property) to the Surplus Property Department

Equipment and materials (personal property) purchased, donated, or otherwise transferred to the University may not be disposed of by any individual department, or other administrative unit, other than the Surplus Property Department.

When a department has equipment or material (personal property) that has become obsolete or useless (surplus), the personal property must be transferred to the University’s Surplus Property Department.
Submission of the Surplus Property Turn-In Form initiates the surplus property transfer. This form must be completed by the department and signed/authorized by the Department Manager; the form is then sent to the Surplus Property Department.

Upon receipt of the Surplus Property Turn-In Form, the Surplus Property Department will coordinate with the requestor to physically transfer the items to the Surplus Property Warehouse.   UTShare/PeopleSoft chartfield information is required on the Surplus Property forms; however, there is no charge for the physical transfer of surplus items.  

In support of sustainability efforts, surplus equipment and/or materials that have been relocated to the Surplus Property Warehouse will be evaluated. Suitable items will be offered to the UTSA community via the Surplus Property Department’s website.  If another UTSA department has a need for the surplus item(s), the Surplus Property Department will coordinate the transfer and delivery to the requesting department.

Items that are deemed unserviceable, unusable, or which cannot be stored for possible future use, will be disposed of by the Surplus Property Department, in accordance with the University of Texas Board of Regents Rule 80201 and Texas Government Code Section 2175.304 as summarized below:

  • Instructional Equipment/Property
    • Offered to public school
    • Offered to school district
    • Offered to assistance organization designated by school district
  • Information Technology Equipment/Property
    • Offered to public school
    • Offered to school district
    • Offered to assistance organization designated by school district
    • Offered to an open enrollment charter school
    • Offered to TDCJ
  • Other Surplus Equipment/Property (estimated salvage under $50,000)
    • Offered via on-line surplus auction
  • Other Surplus Equipment/Property (estimated salvage between $50,000 and $99,999)
    • Offered via competitive bid 
  • Other Surplus Equipment/Property (estimated salvage value at $100,000 and above)
    • Board of Regents pre-approval required
  

B. Information Security Requirements

The sale, transfer, or disposal of devices or items which contain sensitive information or data creates a potential information security risk for UTSA. These risks are related to unauthorized release of confidential, sensitive or personal information; unauthorized disclosure of trade secrets, copyrights, and other intellectual property; and/or potential violation of software license agreements.  To mitigate risk, the procedures listed below must be followed:

1. Electronic Devices

The Surplus Property Department is the only office which may dispose of electronic devices.  Devices that may contain information or data include but are not limited to: Mass storage media, and all computer-related devices capable of receiving email, browsing websites, or capable of receiving, storing, managing, or transmitting data including, but not limited to, mainframes, servers, personal computers, notebook computers, hand-held computers, floppy disks, optical disks, software CD’s, CDR’s, DVD’s & DVDR’s, flash memory drives, personal digital assistants (PDA), pagers, cellular or mobile telephones, fax machines and printers.

Information or data contained on the aforementioned devices can be costly to remove and even after deletion, erasure or reformatting, user data left on disk drives removed from computers and other storage systems create a potential security risk or vulnerability that may not be apparent to the user.

The most effective way to eliminate the risk of having data compromised is to physically shred the hard drive and memory if removable, or the device if the hard drive and memory are internal/cannot be removed.   The Surplus Property Department has equipment which is specifically designed to shred most electronic devices.  The following surplus electronic devices must be physically destroyed by the Surplus Property Department to ensure data security:

  • Computer hard drives;
  • Mobile/cellular phones;
  • Device hard drives (printers, fax machines, copiers, etc.);
  • RAM device memory (found in computers, flash drives, fax machines, copiers, printers, PDA’s, mobile/cellular phone SIMs, etc.);
  • Personal digital assistants (PDA), pagers, smartphones (Blackberry®, iPhone®) with internal memory;
  • Digital storage media (software CDs, CD-Rs, DVDs, DVD-Rs, floppy disks, optical disks, flash/travel drives).

The Surplus Property Department maintains a log of the electronic devices that have been shredded, should this information be required at a later date.

2. File Cabinets, Desks, or Other Storage Property

File cabinets, desks, or other items used for storage must not contain any documents, electronic media, or any other form of confidential, official, or sensitive information.  The Surplus Property Turn-In Form has a section to certify that all items have been removed.  This removal must be done prior to transferring items to the Surplus Property Department.

 

C. Sale of University Sourced Merchandise

Under limited circumstances, the University’s Athletic Director may authorize the sale of University Sourced Merchandise to an approved third party for resale, provided the resale is open to the general public.

University Sourced Merchandise includes (i) Athletic Memorabilia and (ii) University Athletic Game-Used Goods, excluding (a) items that include the name, image, or likeness of one or more student-athletes, (b) items advertised as belonging to a particular student-athlete, (c) student-athlete autographed items, and (d) all other items restricted or prohibited by applicable laws, athletic organization rules, or University rules.

University Sourced Merchandise represents a distinct class of property for which the transfer  outside the scope of this guideline is authorized.

 


DEFINITIONS

Term

Description

Personal Property

Equipment and/or materials that are purchased, gifted, or otherwise acquired by the University.  This does not include land or buildings (real property).

Surplus Property

Equipment or materials purchased, gifted, or otherwise acquired by the University, which are depleted, worn out, damaged, consumed, or outdated to the extent that it is obsolete or useless. 

University Athletic Memorabilia

Select athletic equipment items which are autographed by current head coaches. 

University Athletic Game-Used Goods

Select athletic equipment items which are used during game-day including football helmets, balls, practice gear and uniforms (including jerseys).  

 

REFERENCES/LINKS

  • Texas Government Code Section 2054.003(7), - Information Resources Definition (http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2054.htm)
  • Texas Government Code Section 2175.304(b) – Exception for Institutions of Higher Education(http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2175.htm)
  • UT System Policy UTS159 – Purchasing (sales to employees)
    (http://www.utsystem.edu/board-of-regents/policy-library/policies/uts159-purchasing)

RELATED FORMS/WORKSHEETS

  1. Surplus Property Turn-In Form


REVISION HISTORY

Date Description

05/04/16

Revised to define Athletic Memorabilia; Provided examples of disposal hierarchy per BOR 80201; Provide specific language on required compliance. 

01/20/11

Deleted the Surplus Property section and added the term to the Definitions section. Clarified the requirement for departments in possession of equipment that is declared as surplus property. These items must be disposed of accordingly.

09/01/10

Published guideline as HTML.


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