For UW-Madison Departments

Items not owned by the state or university that is abandoned on UW-Madison property may be disposed of by SWAP using normal surplus methods.

If a department does not have an internal policy on abandoned items, the department should attempt to contact the owner and, in most cases, the item(s) should be stored for a minimum of 30 days before proceeding with disposal.

SWAP accepts all computer equipment regardless of age or condition. This includes:

• Desktops and laptops
• Printers
• Copiers
• Televisions & Monitors
• Keyboards & Mice
• Cables
• Docking stations

Large quantities of computer components should be boxed up and/or placed in speed packs (heavy duty packing boxes) for transport. Speed packs can be requested using the Speed Pack Request form.

SWAP treats all data-bearing devices as if they contain sensitive protected data (e.g. student, health, or financial information). Devices are secured upon receipt and either sanitized by SWAP or sent to our e-waste recycler for disposal. However, SWAP is not responsible for records disposal/destruction.  Destruction of records should occur before the device is sent to SWAP.

Before disposing of capital equipment, the Department Property Administrator (DPA) must obtain approval from Property Control.

1. Submit a Disposition Request Form to Property Control
2. Receive a Disposition Approval email from Property Control
3. Review SWAP’s Material Acceptance Guidelines
   1. If asset acceptable by SWAP, submit Surplus Request form
   2. If asset not accepted by SWAP, proceed with disposal

Note: Surplus Request forms with capital assets must include the asset description and asset tag or ID number.

UW departments must submit a Surplus Request Form to declare any property as surplus and request disposal through SWAP.

All property disposed of through SWAP must conform to SWAP’s Material Acceptance Guidelines.

There are 3 avenues of disposal through SWAP:

1. Pick-up – SWAP offers free pick-up services to University buildings located in the Madison area. This service is restricted to property located on loading docks or within close proximity to the ShopUW+ delivery area.
2. Drop-off – Submit a Surplus Request form and wait for an approval email from SWAP. Once approval is received, property can be delivered to our location Monday through Friday 8:30 a.m. – 3:30 p.m. Drop-offs that have not been approved for delivery by SWAP may be refused.
3. On-site sales – Departments can request SWAP list surplus property from the department’s location on the SWAP Online Auction site. This service is typically reserved for high-valued, large, or sensitive equipment. Instructions for Selling Surplus Items on Location

While SWAP’s pick-up services may be utilized, departments are ultimately responsible for the transportation of the property to the SWAP warehouse unless the property will be sold on-site.

UW-Madison departments are responsible for records disposal/destruction, including paper and electronic records on data-capturing devices such as computers, servers, and copiers.

All data-capturing devices received by SWAP are secured and sanitized or sent to a secured off-site facility for physical destruction. However, this should be seen as a redundancy-measure only and the responsibility for the data sanitization rests solely on the department.

SWAP accepts mixed media, including CDs, microfilm, VHS tapes, flash drives, and data tapes.  Please box up this material before sending it to SWAP.  Mixed media is secured and sent to our e-waste recycler for shredding.

Additional options:

1. Request a pick-up from our electronic-waste recycling vendor for secure pick-up and destruction of devices.  Contact Matthew Thies at matthew.thies@wisc.edu for more information.
2. Drop off individual hard drives at SWAP for crushing using SWAP’s SEM 0101 Hard Drive Crusher. Once crushed, the drives are sent to our e-waste recycler for shredding. This is a free service. For more information, contact Matthew Thies at matthew.thies@wisc.edu.

University departments are not authorized to donate state property to individuals or organizations outside UW-Madison without approval from Purchasing Services or SWAP. Donations are generally reserved as a waste-diversion strategy only.

Per state rules, donations to nonprofit organizations must be advertised  and the donation must occur in a competitive manner. No single nonprofit organization may be singled out for donation. Verification of nonprofit status may be required.

Donations to private individuals, for-profit organizations, or state employees are prohibited.

Before delivering surplus property to SWAP, departments must submit a Surplus Request form and wait for an approval email.

Only property that meets SWAP’s Material Acceptance Guidelines will be accepted at our building.

SWAP and MDS offer free pick-up services for small-to-medium loads (less than one box truck) for UW-Madison departments in the Madison area. Items must meet SWAP’s acceptance guidelines and only items safe to handle qualify for this service.

Departments are responsible for arranging transportation for property that SWAP cannot safely handle or for loads too large for our services.

All property received by SWAP must conform to our Material Acceptance Guidelines.

Departments are authorized to dispose of surplus property that SWAP does not accept through appropriate channels (e.g. Waste & Recycling, Environment, Health, & Safety, etc.)

Departments may request that SWAP sell one or more items from their location by submitting a Surplus Request.

If approved, SWAP will sell the item(s) on the SWAP auction site, receive payment, and forward the buyer’s name and contact information to the department. The department will be responsible for coordinating the pick-up with the buyer.

The net proceeds from the sale will be credited to the MD account listed on the Surplus Request form.

Note: To reduce traffic on campus and in University buildings, on-campus sales are generally restricted to high-value, large, or sensitive items that are difficult to transport.

Per state rules, property with historic value cannot be sold, donated, or otherwise disposed of without first offering it to the State Historical Society for preservation.  This category includes:

• Property that was vital and unique to the activities and programs of the University
• Property associated with an important person, site, or event in Wisconsin history, distant or recent
• Property that advertises or symbolizes Wisconsin-based businesses, organizations, or events
• Property that is a work of art and that depicts Wisconsin and/or University people, places, events, symbols, or activities
• Property that is 50 years old or greater

A percentage of the net proceeds from individual items replaced by the department and sold above SWAP’s reserve price may be credited to the MD account listed on the Surplus Request form.

The reserve price is $250 for items sold at SWAP’s location and $50 for items sold off-site. Multiple sales may be aggregated to increase the amount returned to the department.

Net revenue from the sale of surplus University property that is not going to be replaced with property that is functionally similar must be credited to the Budget Stabilization Fund established by the Department of Administration. See the Wisconsin State Account Manual, section 07-09 for more information.

Departments wishing to make a trade in against a purchase must contact Purchasing Services.

UW employees are prohibited from acquiring surplus property for personal use unless it is sold through a public sale conducted by SWAP.