Advertising Policy

Central Stores will advertise the surplus items of value as described below.  We will do so to ensure the integrity of the disposal process and to provide equal access for anyone interested in purchasing surplus materials and/or equipment from the University.

STEP 1: Most surplus items of value will be first offered to other University departments. The items will be available on a first come, first serve basis.
STEP 2: Items not redeployed through STEP 1 will next be offered for sale to the general public via the GovDeals website or directly through Central Stores. Disposition to the public will be determined by the Director of Materials Handling in what is deemed to be in the best interest of the University.

Items not sold through STEPS 1 and 2 will be offered for sale via a public auction, through the GovDeals website, or tag sale. Sales to the public will be conducted periodically and notices showing dates, times, and location will be published in local newspapers, and University publications. 

Certain items may be offered for sale through a sealed bid process. If so, a notice will be placed in local newspapers explaining what is for sale and when and where sealed bids must be dropped off. Sales are to the highest bidder, but the University does reserve the right to reject any or all bids received. All sealed bids are handled through the Department of Purchasing. 

Any and all items for resale will be researched for value before sale.

Donations

Entities Eligible for Donations
  • To state agencies.
  • to state-supported or state assisted institutions of higher education.
  • To tax-supported agencies, municipal corporations, or other polical subdivisions of this state, private fire companies, or private nonprofit emergency medical service organizations.
  • To nonpublic elementary and secondary schools chartered by the state board of education under section 3301.16 of the Revised Code.

Selected items may be offered to other nonprofit organizations or municipalities before offering the items to the general public, if it is determined to be in the best interest of the University.  Departments that wish to donate items to nonprofit organizations must submit the items to the Manager of Central Stores for proper approval.

Donation programs shall be reviewed, approved and established by the Director of Materials Handling. Legal Counsel shall review all requests by nonprofit organizations to verify their status.

General Procedure for Recycling Surplus Property

Declaration, Pricing and Transfer of Surplus Property

  • To declare property as surplus, a SPR Form must be completed by the department and sent to Central Stores. The SPR form is located on our Central Stores website and MUST be signed by the dean or department head.
  • If the item(s) are large and/or bulky, the Surplus Property Supervisor or his-her designee, will inspect the item on location before it is moved.
  • A minimum acceptable price for most surplus items can be shown on the SPR form when the owning department initiates it. This price will be used as a guide for disposition.
  • Do not send or take items to Central Stores without approval. Central Stores will normally have the items picked up by Special Services as time allows.
  • If an item cannot be sold and Central Stores is not able to dispose of the item through our normal on-campus scrap removal service, recycling program or donation, the owning department may be responsible for that disposal cost.

Trade-in Considerations

  • If a department is purchasing new equipment and is considering any type of trade-in, the owning department must contact the Director of Materials Handling and the Department of Purchasing prior to releasing any University property.
  • The owning department must reference the trade-in on their Department Requisition. The requisition, which is sent to Central Stores, should include a complete description of the item(s) to be traded in, this would include model, serial number, and inventory tag numbers. Central Stores will contact the owning department to discuss disposal alternatives.
  • The SPR program will automatically work with Property Accounting to update the owning department's inventory records.

Storage of Surplus Property

Note: Contact Capital Planning department for any questions on storage.

Department head identifies material or equipment he/she wants to store. The following factors need to be evaluated:

  • Short or long term storage
  • Space available (internal -- external)
  • Cost effectiveness (sell vs. store)
  • Man hours needed to relocate

Items identified for storage need to be evaluated periodically as follows:

  • Length of storage (inform department).
  • Needs of other campus departments.
  • Storage no longer needed, refer to surplus property manual.

Loaned and/or Internally Transferred Property

It is not the intention of the SPR program to discourage lending and/or internal transfer of property. It may often be desirable to borrow or reassign property from one unit to another. In these instances, it is not necessary to declare the property as surplus. However, Property Accounting must be advised (via the Interdepartmental Transfer Form) of the transfer of any items, which have assigned inventory tag numbers, so that property records may be adjusted.

Disposition of Proceeds from External Sales

  • If no internal buyer can be found and the item cannot be redeployed, the property will be considered surplus to the University and, consequently, available for sale externally to the general public or organizations. Purchases may be made with Visa, MasterCard, Discover Card, and certified or cashiers check for purchases over $500.
  • The following policy will apply to external sales:
    • Sales are on an “as is” and “where is” basis with no warranties expressed or implied.
    • All sales are final with no returns or refunds allowed.
    • Items must be picked up within 24 hours unless other arrangements are negotiated.
    • Sales and service fees may apply.