Disposals: Surplus Property
Disposition is the process by which property owned by or otherwise accountable to Stanford is permanently removed from active University records. When assets become excess to the needs of the University, or the sponsored project under which they were acquired, they must be declared excess and the disposition process initiated. Timeliness in beginning the disposition process is a key to maximizing return on investment while minimizing unnecessary costs associated with the retention and management of the asset. It also mitigates the risk of potential misuse, unauthorized disposition, or theft.
- All disposals should be staged for collection, and orange EXCESS labels affixed to the items.
- Decontamination - Assets used in a lab setting should be decontaminated and labeled as such before disposal.
- Primary and Backup points of contact - Ensure they are local on-site personnel, able to assist the collection crew with access and identifying the material being disposed.
- Tagged equipment - Requires DPA Approval (even if generated by the DPA). Follow up as needed – Surplus doesn’t see these requests until they are fully approved.
- Non-tagged equipment - Include make/model and condition (broken/working).
- Computing devices - (desktop, laptop, tablets and phones) - Must have all proprietary information deleted prior to being sent to SPS for disposal.
- Non-tagged computers - Must include serial numbers (effective July 1, 2023) – see section on computers for more information about computer disposals.
- Boxes of ‘miscellaneous peripheral material’ - Provide some detail of what it contains.
- Very large and/or heavy items - May require separate collection coordination. If two people cannot comfortably pick it up, please note that in comments on the request to avoid delays and rescheduling.
- Large quantities - May require special scheduling to accommodate, please reach out to Surplus if you have large quantities of items.
- Supplies - Are no longer handled via excess request. Post lab and office supplies on the reuse web site (accessible through SPARC or at https://sparc.stanford.edu)
SPARC/Sunflower Excess Request
SPARC is an application initiative sponsored by the Stanford University Property Management Office to provide a convenient, electronic portal for property administration processes. The Sunflower Assets (SFA) database (Stanford official system of record) provides a central information resource where departments and administrative offices can locate a given piece of equipment by searching for an SU.ID tag number, serial number, steward, custodian, etc.
SPARC Excess: Assets (capital and non-capital) physically being picked up for excess or re-sale by Surplus Property Sales (SPS).
Sunflower Excess: Assets (capital and tagged non-capital) being removed from campus by 3rd party vendor. Requires DPA to contact their Property Programs Manager (PPM) with appropriate information before asset departs. PPM generates record retirement in Sunflower. SPS will not have physical contact with asset and no pick-up required.
Examples of SPARC and Sunflower Excess Requests
|SPARC Excess Requests (SPS picks up)
|Sunflower Excess Requests (requires immediate PPM notification)
|Asset(s) w/ Stanford Barcode Tag
|Asset(s) being removed by a 3rd party contractor during a renovation project
|Surplus Property Sales
|Transfer To Outside Institution
|Sales to Staff
|Asset(s) for Re-Utilization
|Courtesy Removal (3rd party removal at time of delivery of a new asset)
|Asset(s) replaced by Risk Management
|Return to Manufacturer
Disposals Requiring Special Handling
Must be certified as decontaminated/never contaminated prior to disposal
Freezers, Refrigerators, Chillers (anything containing Freon):
PSSI Work Request required, complete this first, then generate Excess request in SPARC, including the PSSI work request number in field provided
Tissue Culture Hoods, Bio-Safety Cabinets:
Clear with EH&S prior to disposal, these are sent directly to PSSI for recycling, so PSSI Work Request required, complete this first, then generate Excess request in SPARC, including the PSSI work request number in field provided
Must be emptied of oils prior to generating excess request – contact EH&S for assistance
Contact your PPM, and have the vehicle delivered to the Fleet Garage. PMO and Surplus will work with Fleet on the appropriate handling of the vehicle disposition
Surplus property only picks up unused toner. UG2 picks-up used toner from designated drop off locations. Most building's should have a drop off location for used toner cartridges. If you don’t have a drop-off location please reach out to Chris Craig at EH&S
Contact your PPM.
Computers and Computer Device Disposals:
Computers and computing devices (tablets, smart phones, etc.) require special handling due to the data compliance risks involved. The following policies and procedures are undergoing additional review, so please watch for additional changes and communications regarding computing device disposal.
Must have all proprietary information deleted prior to being sent to SPS for disposal.
Non-Tagged Desktops and Laptops:
Itemize on the SPARC Excess Request, listing each device on a separate line and including the serial number in the serial number field. If there are multiple computers the information can be captured on a spreadsheet and attached to the SPARC submittal. Failure to include serial numbers may result in your excess request being returned to you, delaying collection.
Prior to disposal, ensure the phone has been removed from the UIT Registry, disconnected from iCloud, and unlocked. Failure to remove the phone from the Stanford registry will cause it to retain embedded in Stanford startup software, making it unsuitable for reuse.
In the event a staff person wishes to purchase their used computer or phone, the following specific steps are needed to accomplish this:
1. Device user obtains a guesstimate of the device’s market value (https://www.gazelle.com/ or https://ebay.com are possible sources)
2. User contacts DPA to request initiation of purchase
3. DPA obtains approvals to buy from Department Manager and/or Chair
4. DPA contacts SPS to obtain price quote (If purchased within one year, Dept. to provide purchasing information. Device will be sold for purchase price or fair market value, whichever is greater)
5. Devices with cellular service: Department issues an Order-IT request to submit a Cancel-Order, requesting release of the device to a personal account.
6. User removes iCloud or Google login (unlocks device/phone)
7.DPA creates Service Now (SNOW) ticket for device to be sanitized or wiped
a. Reference the ticket number in the notes of the SPARC excess request
8. Once the Order-IT is processed, it is turned over to Mobile Device Services, who will release financial responsibility to the user. Once the transfer is authorized with the new carrier, the user receives emailed instructions on how to assume liability of the phone number, if desired. Instructions are also provided on how to contact the new carrier directly.
9. User performs remote reset/device wipe to ensure all SU is data removed
10. If price is acceptable to buyer, DPA generates SPARC request for sale
11. SPS sends invoice, buyer pays invoice
12. SPS opens SNOW (help) ticket to release device from MDM & ASM
13. User is now in possession of phone
Furniture removal should be coordinated with the assistance of the Reutilization Specialist (Steven Magee). SPARC Excess is no longer used for furniture disposals.
Small quantities or small projects (<10 items or a large group of matching chairs):
- Contact Steven Magee, send photos. He will decide what should go into the Reuse Program
- Arrange move of furniture to warehouse/PSSI as appropriate via UG2 (generate a work order through the Building Grounds Maintenance BGM web site) or 3rd party movers
Large quantities or large projects (2-3 offices or more):
- Contact Steven Magee, arrange for a walk-through; this will optimize the move and minimize time and labor costs
- Steven Magee will tag the furniture going into the reuse program
- Arrange move through UG2 or 3rd party movers
- When using third party movers, you MUST coordinate pickup/delivery schedule with Steven Magee (the warehouses are not routinely staffed). UG2 has access and can pick up/deliver any time.
- When using third party movers, a PSSI work order for broken/unacceptable material is REQUIRED. PSSI will refuse delivery if a work order is not on file. UG2 can create child work orders for PSSI.