Policy

1. This policy applies to the disposal of all College assets regardless of value or funding source. This includes furniture, equipment, consumables and other College assets that are no longer required by a department and have been declared surplus by that department.
2. The surplus asset shall first be offered for use to other College departments., The department responsible for disposing of surplus assets must first consult with other departments to determine if the materials can be repurposed. This process should be carried out in coordination with the Information Technology Department or the Facilities Management Department, depending on the asset being disposed of. Before reassigning assets, factors such as functional obsolescence and high maintenance costs should be considered.
3. Surplus assets not claimed will be disposed of by the department, in consultation with Facilities Management and/or Information Technology Department.
4. Computer equipment and peripherals are to be disposed of directly through the Information Technology department with approval from Finance. Furniture and furnishings, consumables and other College assets are to be disposed of directly through the Facilities Management department with approval from Finance.
5. Facilities and IT departments with approval by Finance have the authority to donate certain items marked for disposal in order to build community linkages and promote college values (such as to other BPS entities or partners in the community).
6. Items not re-deployed via the above shall be advertised for sale by public tender by the Purchasing Department or through Public Sale via ‘basement sale’.
7. Proceeds from the sale of surplus assets purchased with College funds will be credited to a general revenue account of Lambton College or in the case of assets considered scrap, the revenue received from disposal of the scrap on the salvage value will be returned to the department that purchased the asset and consumable.
8. Proceeds from the sale of surplus assets originally purchased with Research grants will be re-invested to be utilized for research activities, consistent with the Tri-Agency Guide on Financial Administration.
9. Proceeds from the sale of surplus assets originally purchased with any other grant/donation will follow the funding guidelines/direction of the original grant/donor. Finance will assist with proper disposal/sale of these surplus assets working with Facilities and IT departments.
10. Undocumented removal of College assets and consumables is considered to be theft of College property. Assets that have no market value but hold a salvage value must be scrapped using College approved bins or e-waste (through IT department) and not removed or sold by employees for their own benefit, which will also be considered theft. Individuals responsible for such actions will be disciplined in accordance to the Employee Discipline policy 3000-2-3.

Procedure

Declaration of Surplus Material

1. Each department head or designate shall complete an Surplus Asset Disposal form, found on myLambton website under Finance/Forms and forward same to the Purchasing Department. Approval from Purchasing Services, under the direction of Financial Services, is required prior to the disposal of Lambton College materials. Completion of a Release of Liability Waiver form will be required when an asset is sold or donated.
2. Assets that have no market value but hold a salvage value may be scrapped using College approved bins or e-waste (through IT department) and is a College asset/consumable that is not to be removed or sold at anytime by any employee for personal benefit or use. Documentation or approval is not required however any proceeds on salvage value are returned to the department that purchased the asset and consumable.
3. If necessary, arrangements shall be made with the Facilities Management Department to store the asset pending further action.
4. The department shall inform other College departments when asset/material becomes surplus.
5. Student clubs shall be considered for all intents and purposes to be a department such that they may have access through SAC.

Employee Purchase or Acquisition

1. No employee or elected official shall be able to purchase a College asset unless sold publicly.
2. No preferential treatment shall be given to any individual, nor any department, or division in which the surplus asset had originally been used and located.
3. Certain items not considered for redeployment and have remaining use and value may be sold through auction on an “as-is-where-is” basis.
4. All sales or acquisitions will be on an “as-is-where-is” basis and considered final. Purchasers will be required to complete the Release of Liability Waiver form.