Disposal Guidelines For Unused UH Computer Equipment
This document is intended to assist University of Hawai‘i departments who wish to dispose of computer equipment that may still be useful to others. These guidelines are not intended to replace any Administrative Procedures, so be sure to consult with your Administrative Officer (AO) or Fiscal Officer (FO) for specific procedures to facilitate the disposal.
Before initiating any disposal effort, you must verify ownership using the state decal number (or serial number if no decal is found) against the departmental inventory records. If the item cannot be found on the inventory records, it may be necessary for your AO or FO to research the original purchase before the disposal process can begin.
PROTECT YOUR INFORMATION
Before donating or recycling a computer you should erase all files containing personal information. Simply deleting files isn’t enough; you should overwrite the disc files. UH Information Technology Services (ITS) has compiled tips for “Securely Deleting Electronic Information.”
DISPOSAL OF UH EQUIPMENT BY TRANSFER
The preferred method of disposing of computer equipment is to find another University department, state department, or agency that can use the equipment.
1. First, send out email or internal memos to see if there is anyone within your department or college that would want the equipment.
2. If no one within your unit is interested, advertise the item on the UH Electronic Swap Meet.
Before adding your notice, be sure to search the current database of available or wanted items to see if anyone has already posted a request for a similar item. (You may also click the button on the right side of the main page to be added to an email list that will notify you when new items are added to the Swap Meet database.)
3. Contact the State of Hawaii Surplus Property Branch at (808) 831-6757, or other state departments or agencies you know of that may have use for the equipment.
If another University unit agrees to the equipment, your department will have to complete the FMIS Equipment Transfer Form 74 to transfer the equipment within the University.
If the equipment is being transferred out of the University to another state agency, additional forms such as FMIS Disposal Application Form 76 and DAGS Form 18 (State of Hawaii Intra and Inter Departmental Transfer of Property) may be required.
These forms and instructions are available at: www.fmo.hawaii.edu/FMIS/formfair.html
DISPOSAL BY DONATION
If there is no department interested in your surplus equipment, the organizations listed below will accept used computers and peripherals to be placed in schools or other non-profit areas. While newer, working equipment is preferred, older or non-working pieces may also be accepted. In all cases, be sure to complete UH Form 76 (Disposal Application) before finalizing the donation.
While we have made a best effort to provide a comprehensive list that includes current contact information please contact ITS if you encounter an outdated link or have additional options to share.
The Freecycle Network is a nonprofit Yahoo Groups’ movement of people who are offering items for free in their own towns. Membership is free; use the list at your own risk. http://www.freecycle.org
Friends of Hawaii Volcanoes National Park (Volcano, HI) accepts donations primarily on a need basis. They are a 501(c)3, not-for-profit organization. Donations are either brought to the office in the Volcanoes National Park, or picked up by a volunteer close to your area. For more information, contact email@example.com or (808) 985-7373.
Hawaii Computers for Kids Program takes surplus equipment and software and distributes it to grade schools and high schools statewide. Email: firstname.lastname@example.org Phone: (808) 521-2259
Hawaiian Hope provides technology service to other non-profits; primarily uses donated hardware to build classrooms in homeless shelters. Email: email@example.com Phone: (808) 352-8800
Hawaii Open Source Software Foundation (HOSEF) provides refurbished computers to Hawaii's schools and other nonprofit organizations. Email: firstname.lastname@example.org Phone: (808) 689-6518
HDOE Computer Recycling site - The Hawaii Department of Education Computer Recycling Program facilitates transfer of HDOE computer equipment for classroom use and accepts corporate and community donations for distribution to support instructional programs.
National Cristina Foundation gives computer equipment and software a second productive life by placing these technology resources with charities, schools, and public agencies, to provide training to students at risk, the economically disadvantaged, and people with disabilities. Email: email@example.com Phone: 1-800-274-7846
The Arc in Hawaii is a 501(c)3 non-profit that provides residential and day services to men and women with intellectual disabilities. Residences are distributed throughout Oahu; day services are provided at Ruger, Pearl City and Wahiawa. The Arc accepts donations of older generation computers capable of running industry standard software that assures the level of security required for HIPPA compliance. Email: firstname.lastname@example.org Phone: (808) 737-7995
HAWAII ELECTRONIC WASTE AND TELEVISION RECYCLING LAW
A new eWaste recycling law is in effect for the state of Hawaii on January 1, 2010. The law requires that manufacturers of computers, monitors, and printers sold in the State must take back and recycle their products; retailers are only required to take back their in-house store brands. In 2011 the law adds television sets to the mandatory electronics recycling equipment list. A list of approved manufacturers' plans, list of Hawaii eWaste collectors, and details concerning the new law are available on the State of Hawaii Department of Health webpage at: http://hawaii.gov/health/environmental/waste/sw/hedrp/hedrp.html
ADDITIONAL SOURCES OF RECYCLING INFORMATION
County of Hawai‘i – Department of Environmental Management & Recycle Hawai‘i
Free residential ewaste collection takes place on Saturdays, on a rotating basis, at four island Recycling & Transfer Stations, from 9:00am to 4:00pm. Full details are available at the County of Hawaii Electronic Device Recycling Program webpage: http://www.hawaiizerowaste.org/recycle/e-waste
County of Honolulu - Department of Environmental Services
Recycling Information: (808) 768-3200
Kaua‘i County Recycling Office
County of Maui - Department of Environmental Management
Recycle Maui County Hotline: (808) 270-7880
eWASTE DISPOSAL DAYS
Our eWaste Disposal Days program is an ongoing program offered once a year. You can find information regarding previous eWaste Disposal Days and upcoming desposal days at the Education & Government eWaste Disposal Days program website.