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IT Equipment Disposal Policy

According to EUI rules and regulations, any IT equipment bought through the EUI (via EUI managed funds, including PHC) remains property of the EUI and as such may become assets enlisted in the EUI property inventory.

Specific procedures apply, depending on the nature of the disposal [1]:

Any equipment which does not fall in the above (i.e. devices which have not been redeemed and are still in working condition), must be returned to ICT Service in order to be assessed for re-allocation.

If a Unit wishes to re-assign the equipment to another staff member, the ICT Service must be immediately notified.

The decison whether to re-allocate the equipment is solely of the ICT Service.

 

 

Breakdown or Destruction

Equipment which is destroyed, broken beyond repair or for which the repair is deemed by ICT Service as not cost-effective, will be properly disposed of by the EUI.

The equipment should be handed over to the ICT Service (via local ICT User Support Office) which will take care of disposing and removing the asset from the EUI property inventory.

According to Storage Disposal Policy, any storage media (e.g hard disks from a laptop, pendrives, etc.) will be previosuly wiped or destroyed before the disposal of the equipment.

 

Disappearance or Theft

  • Lost or stolen IT equipment should be notified immediately to the ICT Service (e.g. via local ICT User Support Office)
  • A copy of the Police Report (e.g. Denuncia di Smarrimento/Furto) must be included.
  • The Police Report must state the EUI Inventory Number, Serial Number and/or IMEI Number of the lost or stolen device. This information can be provided by the ICT Service.

Reimbursements for lost or stolen IT equipment by the EUI insurance may apply:

  • Academic Staff should contact the Safety and Security Officer to file an incident to the insurance and claim a reimbursement [2]
  • For administrative staff, ICT Service will take care of the reimbursement claim.

The insurance may not reimburse devices for which a valid Police Report is not included or if identification means are not specified (inventory number, serial number, etc.) therein.

For data security reasons, the device will be remotely wiped according to Storage Disposal Policy (if applicable).

ICT Service will take care of removing the asset from the EUI property inventory.

 

Donation

Donation of obsolete IT equipment is governed by Article 26 of President's Decision 42/15 of 4 December 2015 Establishing the Rules of Application of the European University Institute’s Financial Rules laid down in High Council Decision n° 6/2015 of 4 December 2015: (IT equipment may be donated) "only in favour of non-profitmaking bodies, notably charitable, humanitarian or cultural organizations".

According to Storage Disposal Policy, any storage media (e.g hard disks from a laptop, pendrives, etc.) will be previosuly wiped or destroyed before the disposal of the equipment.

ICT Service will take care of removing the asset from the EUI property inventory.

 

Obsolescence

Obsolete IT equipment may:

  1. remain assigned to the staff member (who will be accountable for it), however ceasing to be supported by ICT Service
  2. be returned to ICT Service for re-allocation
  3. be returned to ICT Service for donation or disposal

In cases 1. and 2. the asset will remain in the EUI property inventory whereas in case 3. it will be removed accordingly by ICT Service.

According to Storage Disposal Policy, any storage media (e.g hard disks from a laptop, pendrives, etc.) will be previosuly wiped before re-allocation (case 2. above).

 

Redemption

According to EUI Financial Rules, specific staff categories may redeem any assigned IT equipment upon leaving the EUI.

It is the members' responsibility to notify the ICT Service of the intent to redeem one's assigned IT equipment.

The decision whether to approve or not the redemption request will be solely of the ICT Service, after having consulted the staff member's Director of Unit (whenever applicable).

The decision will be based on the following criteria:

  • source of funding used to purchase the asset
  • obsolescence of the asset
  • potential re-allocation of the asset by other staff members

According to Storage Disposal Policy, and whenever applicable (e.g. mobile phone, laptop, tablet, etc.), any redeemed equipment will be reset to its factory settings.

 

 

 

 

 

[1] = for personally-owned devices, you may check Waste management - Used/Broken electronic devices.

[2] = for lost service mobiles only, this will be taken care of by ICT Service (conditions may apply, check Mobile Policy for further details).

 

 

Page last updated on 10 June 2020