Surplus

All items purchased with University funds (trust, state, or grant) are property of the University. You cannot throw away or donate these items. Even if something is broken, you must go through the surplus process.

Some items cannot be surplused. The EHS Lab Closeout Procedures have full instructions on preparing lab items for surplus.

If you have questions that are not addressed, please contact Robin Whitley.

Lab or Office Supplies/Furniture

Preparing

1. Empty all desks and cabinets. This includes items such as file folders, drawer organizers, etc.
2. Wipe down any furniture, appliances, or anything else that looks dirty or stained.
3. Make sure the item is not attached to the wall or floor.
4. If a piece of furniture is too large to get through the door, disassemble it.
5. Make sure all the items are in the same area and clearly marked as surplus.

Final Steps

1. Make a list of all the items and their locations.
   • Location must include building and room number.
   • Include general measurements for furniture items.
   • Specify type (vertical/horizontal) and number of drawers for filing cabinets.
   • If something is broken, please include that information in the list.
2. Give the list to Robin Whitley.

Lab Equipment

Preparing the Equipment

1. Wipe down the equipment inside and out. Per EHS, “This can be done with 10% bleach, 70% ethanol, clorox wipes, etc. Surplus will not pick up any equipment with residue or excess dust on it.”
2. Disconnect all wires and tubing and secure to the instrument with tape if necessary.
3. Drain pump oil from pumps.

Safety Clearance Form

Attach a signed Safety Clearance Form (the “orange sticker”) to each piece of lab equipment. Robin Whitley has a stash of these.

1. Follow all the instructions on the sticker, including removing/defacing hazard stickers.
2. If there has been a radioactive source in the instrument at any point, please contact jdmoore@ehs.unc.edu to arrange a radiation survey.
   • If there has never been a radioactive source in the instrument, you may write “n/a” for that section.
3. If there has been mercury in the instrument, contact chemsafety@ehs.unc.edu to arrange a mercury survey.
   • If you know no mercury has ever been in the instrument, you may write “n/a” for that section.
4. If you have further questions about how to fill out the sticker, contact EHS at 919-962-5507.

Final Steps

1. Make a list of all the items you wish to dispose of. Include asset barcode numbers if present.
2. Make sure all the items are in the same place and clearly marked as surplus.
3. Give the list to Robin Whitley.

Lab Freezers

1. Follow the steps above under Lab Equipment until you’re done with the Safety Clearance Form.
2. Ask Robin Whitley to submit a Facilities request to have the coolant removed. Provide her with funding information, any asset barcode, any facilities tag number, and the make and model of the freezer. Make sure the freezer is clearly marked.
3. Facilities will remove the coolant and put a sticker on the freezer.
4. Once the coolant is removed, notify Robin that the freezer is ready for surplus.

Computers

1. Make a list of all the items you wish to dispose of.
2. Make sure all the items are gathered in the same place and clearly marked as surplus.
3. Give the list to Jason Pruszko, who will prepare and surplus the items.