I. Scope

This policy applies to the disposition of all non-leased Earlham information technology hardware with an estimated value of less than $50, including, but not limited to personal computers, printers, handheld devices, servers, switches, wireless access points, bridges, routers, peripherals, and information technology equipment. This policy covers all Earlham-owned surplus hardware, obsolete machines, and information technology equipment beyond reasonable repair or reuse. Where assets have not reached end of life, Earlham shall leverage residual value through reselling, auctioning, donating, or reassignment to a less-critical function.

II. Introduction

This policy establishes and defines standards, procedures, and restrictions for the disposition of non-leased information technology equipment. Earlham College shall dispose of surplus or obsolete information technology assets and resources (e.g., computers, servers) according to legal requirements and environmental regulations, in a cost-effective manner, through appropriate external agents, and in alignment with the College’s technology upgrade guidelines. All disposition procedures shall adhere to these parameters.

III. Policy Statements

Information Technology Services (ITS) ensures disposal of Earlham College’s technology assets according to prescribed methods. ITS will complete all dispositions appropriately, responsibly, and according to established lifecycle standards, as well as with organizational resource planning in mind. The following rules apply:

  1. Obsolete IT Assets: Classifying information technology assets as obsolete is the sole province of ITS. ITS will determine equipment lifecycles based on IT asset management best practices (e.g., total cost of ownership, required upgrades) and align obsolescence decisions with Earlham’s purchasing/procurement strategies.
  2. Reassignment of Retired Assets: Reassignment of computer hardware to a less-critical role is solely at the discretion of ITS. The College’s goal is to maximize return on investment from information technology equipment while minimizing overall hardware expenditures.
  3. Trade-Ins: In some cases, it may prove financially beneficial to trade in old information technology equipment for new(er) equipment. In such cases, ITS will take reasonable actions obtain fair market or better value for old information technology asset(s). Earlham’s Chief Information Officer and/or designee will assume this responsibility.
  4. Income Derived from Disposition: ITS will manage the sale of any surplus information technology assets. Revenue from information technology asset sales must be fully receipted and sent to the Earlham Accounting Department. All revenue from information technology asset sales shall accrue to a technology equipment replacement fund. ITS will approve and process sales of surplus information technology assets to Earlham employees and/or students on a case-by-case basis should those sales benefit the College and align with the College’s information technology asset disposition goals. The Chief Information Officer, or designee, and the Senior Vice President of Finance & Administration or designee will jointly determine information technology asset auction methods.
  5. Cannibalization and Assets beyond Reasonable Repair: Earlham’s Chief Information Officer, and/or designee, is responsible for verifying and classifying any information technology assets beyond reasonable repair. Equipment identified as such may be cannibalized for spare and/or working parts worth the removal cost. ITS will inventory and stockpile spare parts. ITS will sell remaining parts and/or machines unfit for use to approved, certified technology recyclers. These vendors will handle and dispose of any hazardous materials according to industry best practices and in compliance with applicable regulations.
  6. Decommissioning of Assets: All hardware slated for disposition by any means must be fully wiped of all the College’s data. ITS will assume responsibility for decommissioning this equipment by deleting all files, company-licensed programs, and applications using industry best practices.

IV. Definitions

  1. Non-leased asset: All information technology assets that are the sole property of Earlham College; that is, equipment that is not rented, leased, or borrowed from a third-party supplier or partner company.
  2. Disposition: The reselling, reassignment, recycling, donating, or disposal of information technology equipment through responsible, ethical, and environmentally sound means.
  3. Obsolete: Equipment beyond the established age of obsolescence (varies based on type of equipment) and/or that which no longer meets requisite functionality.
  4. Surplus: Hardware that has been replaced by new equipment or is superfluous to existing requirements.
  5. Beyond reasonable repair: Equipment whose condition requires fixing or refurbishing that is likely to cost as much or more than total replacement.

V. Governing Laws & Regulations

The Uniform Administrative Requirements, Costs, Principles, and Audit Requirements for Federal Awards applies to all information technology assets purchased with funds from a federal grant or contract (2 CFR § 200.313).

Information Technology assets purchased with funds from other external sponsors may also have governing regulations. ITS will consult with the Office of Grants and Sponsored Research regarding disposition of information technology assets purchased with grant funds, especially assets with an original purchase price greater than or equal to $5,000.

VI. Policy Review and Approval

This policy will be reviewed annually by the Chief Information Officer. Amendments will be adopted with the approval of the Chief Financial Officer.

Policy specifications

Last revision: 02/01/2024
Responsible office: Information Technology Services
Responsible party(ies): Chief Information Officer (CIO)
Approved by: Chief Financial Officer
Approval date: 02/01/2024
Effective date: 02/01/2024
Related policies: Business Expense Policy
Information Security Policy
Associated division(s):
Associated audience(s):
Associated container(s):
Policy home: https://earlham.edu/policy/information-technology-asset-disposition-policy