Duke property is defined as all material regardless of value whether acquired by purchase, loan, or donation. 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.
It is Duke’s preference that all Duke property reach its optimal usefulness within Duke. When Duke property is no longer needed by the department and can not be recycled within Duke, the following 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.
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 Office of Export Controls to determine if a license is needed. The Office of Export Controls may be reached at 668-2711 or
mark.stomski@duke.edu
Computers, Monitors, and Peripherals
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 is required to maintain extensive records related to this erasure process. Duke maintains the chain of custody with regards to all computers and electronics containing sensitive information.
Once computers are processed appropriately through this channel, they are donated through an approved Duke program for the Durham Public Schools and other not for profit organizations. Information about the Durham Public School program can be found at www.procurement.duke.edu. 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. The mission of Duke Global Health P.L.U.S. (Placement of Life-Changing Used Surplus) is 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 P.L.U.S. will approve mission projects directed by Duke faculty and staff.
Individual departments must receive approval from the Surplus Property Program Coordinator prior to selling or donating any medical equipment or supplies to approved organizations The sale must be approved and processed by the Duke Surplus Property Program Coordinator who 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 local not for profit charitable organizations such as TROSA, Habitat for Humanity, and Urban Ministries if furniture and other items can not be re-used within Duke. Furniture and other property will be donated to approved charitable organizations.
II. PROCEDURES
Upon determination that material is no longer needed by a Duke department, the following procedures should be followed:
Enter asset tag number, serial number, make and model for each item
Once the request is received, a Duke staff member will make arrangements to collect the items and maintain the security of any sensitive data
Until collection occurs, keep all items with sensitive electronic data in a secure area
Medical Equipment and Supplies
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.
For all other items or items cleared by Clinical Engineering: Go to the Surplus Property Disposition tool, found at http://www.procurement.duke.edu
Specify that surplus medical equipment needs to be picked up
Enter asset tag number, serial number, make and model for each item
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 Duke Safety Website.
Package item parts together, and attach any instructional material that arrived with the item
Complete the identification sticker provided by Clinical Engineering or transport company at collection, to label the type of equipment, i.e. “fetal monitor” or “respirator” and affix to the exterior of the equipment
Specify that surplus research equipment needs to be picked up
Enter asset tag number, serial number, make and model for each item
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 Duke Safety Website.
Package like items together, ie. Beakers, microscopes, etc.
For specialized equipment, complete the identification sticker provided by transport company at collection, to label the type of equipment, i.e. “fetal monitor” or “respirator” and affix to the exterior of the equipment
Office Equipment, Furniture, Décor, Appliances and Miscellaneous Items in Good Repair that do not require any repair or maintenance
Specify that surplus office furniture, etc, needs to be picked up
Enter asset tag number – if available, serial number, make and model for each item
Be sure to 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.
Broken or Unusable Wood, Plastic, Non-Metal or Glass Office Furniture
Dispose of these items in the building dumpster
End of Life White Goods / Appliances
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
Complete a Statement of Hazard Assessment to confirm the item is suitable for collection, found on the Duke Safety Website.
Enter asset tag number, serial number, make and model for each item
Specify that the items are scrap or broken metal items
US Government Owned or Granted Materials
Items acquired via the Excess Federal Government Property program or equipment titled to the Federal Government require special permission from the granting agency before property can be disposed of. Contact Sponsored Programs to begin this process and see the GAP about this procedure.
Once items are determined to be available to surplus, go to the Surplus Property Disposal link , found at http://www.procurement.duke.edu
Complete the required information to request a pick up, including asset number.
Vehicles and other Heavy Equipment
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
Registration and insurance must be maintained on all items until disposed of or donated through the Surplus Property Program
Dial 684-3166 for assistance with the sale or disposal of the vehicle or property
Miscellaneous Office Supplies, Including Pens, Paper, Notebooks, etc.
Call 660-1426 to schedule a pick up with Duke Recycles, and ask that items be collected and taken to the Duke Recycles Free Store
