IT Equipment Disposal Policy
According to Financial Rules and President's Decision No. 20/20 of 20 May 2020 "Establishing the EUI Fixed Assets Management and Control Framework", 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.
As detailed in the implementation document EUI Asset Managament Procedures, depending on the nature of the disposal, specific procedures apply [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.
Equipment which is destroyed, damaged or 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.
- Lost or stolen IT equipment should be notified immediately to the ICT Service through the EUI4U Helpdesk detailing the type of asset.
- 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 of obsolete IT equipment is governed by Article 46 of President’s Decision No. 20/20 of 20 May 2020 “Establishing the EUI Fixed Assets Management and Control Framework”: (IT equipment) [...] may be disposed of by way of gift 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.
Obsolete IT equipment may:
- remain assigned to the staff member (who will be accountable for it), however ceasing to be supported by ICT Service
- be returned to ICT Service for re-allocation
- 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, in cases 2. and 3. above, any storage media (e.g hard disks from a laptop, pendrives, etc.) will be previosuly wiped before re-allocation.
According to EUI Financial Rules, and if requirements laid down in the EUI Asset Managament Procedures are met, specific staff categories may request to redeem personally assigned IT equipment upon leaving the EUI.
It is the members' responsibility to notify the ICT Service's Inventory Officer 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 (when 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 to 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.
= for personally-owned devices, you may check Waste management - Used/Broken electronic devices.
= 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 01 March 2024