Administrative Procedure 520: Surplus Assets
Legal References
Education Act: Section 171 (1)13 Powers of Boards: Provision of Supplies; Education Act: Section 286(1)(i) Duties of Supervisory Officers: Supervise Business; Education Act: Part IX Division A – General Finance; O. Reg. 444/98: Disposition of Surplus Real Property and Acquisition of Real Property
Related References
Administrative Procedure (AP) 226 Special Education Personalized Equipment; AP 516 Procurement (Purchasing); AP 540 Hazardous Materials Disposal; AP 570 Property and Facilities Alterations and Maintenance; AP 573 Vandalism, Property Damage, Theft
1. Purpose of this Administrative Procedure
This administrative procedure details the process for disposing of surplus assets. This administrative procedure does not apply to staff owned assets.
2. Process for Furniture and Equipment Surplus Assets
Removal and disposal of surplus furniture and equipment, also known as moveable assets, is the responsibility of the Procurement Services Department. Examples include desks, chairs, stools, portable storage shelves, and other classroom or office furniture and equipment.
2.1 Communication: The surplus furniture and equipment designate (i.e. Superintendent, Principal, Education Centre Office Manager or Custodian) will be provided access to the Surplus Furniture and Equipment System. This system has been created to support the process for disposing surplus assets and maintaining the Avon Maitland District School Board (AMDSB) surplus inventory.
2.2 Using the Surplus Furniture and Equipment System the Procurement Services Department shall reassign or dispose of assets in the following sequence:
2.2.1 Determine if the surplus asset can be reallocated within the system;
2.2.2 Determine if the surplus asset holds economic value if sold, and if so, then disposed by means of public auction; and then
2.2.3 If the surplus asset cannot be reallocated within the system and is deemed to hold no economic value, then the asset will be disposed of. This disposal may be donated to a not-for-profit or charitable organization, recycling per the normal methods depending on the asset, or disposal.
2.2.2 Determine if the surplus asset holds economic value if sold, and if so, then disposed by means of public auction; and then
2.2.3 If the surplus asset cannot be reallocated within the system and is deemed to hold no economic value, then the asset will be disposed of. This disposal may be donated to a not-for-profit or charitable organization, recycling per the normal methods depending on the asset, or disposal.
2.3 Furniture and equipment designated as Special Education Allocation (SEA) Equipment fall under the responsibility of the Learning Services Department. See Administrative Procedure 226 – Special Education Personalized Equipment.
3. Process for Technology Surplus Assets
Removal and disposal of surplus technology or computer hardware is the responsibility of Information Technology (IT) Department.
Removal and disposal of surplus technology or computer hardware is the responsibility of Information Technology (IT) Department.
3.1 Communication: The respective superintendent, principal or manager should notify the IT Department when an asset is no longer needed. This communication should initiated by submitting a TOPdesk e-Waste ticket.
3.2 The IT Department shall reassign or dispose of assets in the following sequence:
3.2.1 Determine if the surplus asset can be reallocated within the system;
3.2.2 Determine if the surplus asset holds economic value if sold, and if so, then disposed by means of reselling to the Board’s approved e-waste provider or public auction; and then
3.2.3 If it is not possible to reallocate the surplus asset within the system and it’s considered to have no economic value, the asset will be recycled through our Board approved e-waste provider. This provider is NAID AAA certified and is responsible for securely formatting the hard drive(s) and providing the IT department with a certificate of destruction.
3.2.2 Determine if the surplus asset holds economic value if sold, and if so, then disposed by means of reselling to the Board’s approved e-waste provider or public auction; and then
3.2.3 If it is not possible to reallocate the surplus asset within the system and it’s considered to have no economic value, the asset will be recycled through our Board approved e-waste provider. This provider is NAID AAA certified and is responsible for securely formatting the hard drive(s) and providing the IT department with a certificate of destruction.
3.3 Retiring employees wishing to purchase their AMDSB owned technology upon retirement should contact their direct supervisor and carbon copy the Executive Information Technology Officer for further details.
4. Disposal of Hazardous Material
The disposal of hazardous material is the responsibility of and completed by the Facilities Department. See Administrative Procedure 540 – Hazardous Materials Disposal.
5. Disposal of Land and Buildings
Land and building assets will be disposed of in accordance with the Government of Ontario Education Act Regulation 444/98: Disposition of Surplus Real Property and Acquisition of Real Property. The disposal of surplus property assets is the responsibility of and completed by the Facilities Department. See O/Reg. 444/98: Disposition of Surplus Real Property and Acquisition of Real Property at the Government of Ontario website.
Revised September 2024