Overview

This procedure outlines the steps to be followed when university-owned property is reassigned or disposed. It ensures compliance with federal, state and institutional guidelines.

Purpose

To provide clear, standardized guidelines for the disposition of surplus property, particularly when a faculty member separates from the University of Massachusetts Lowell (UML). The procedure supports compliance with institutional policies and legal obligations related to ownership and transfer of university assets.

Scope

This procedure applies to all capital and non-capital equipment, supplies, and other property purchased with UML funds. It excludes IT property which follows a separate policy. It is intended for use by faculty, department chairs, deans, the Office of Sponsored Programs (OSP) and Asset Management staff.

Definitions

  • Custodian Department: Academic or administrative unit responsible for the care, control, and accountability of property assigned to it. 
  • Emeritus Faculty: Retired faculty who have been granted emeritus status by the University. 
  • GovDeals: Public auction platform used by UML to sell decommissioned surplus property as a sustainable disposal alternative. 
  • Surplus Property: Any university-owned capital or non-capital equipment or supply that is no longer needed by the custodian department. 

Procedures

1. General Property Ownership

  • All capital or non-capital equipment, supplies, and other property purchased with UML funds, including but not limited to gifts, grants, and Research Investment Funds (RIF), are the property of UML.
  • No individual is permitted to retain or remove such property upon separation. Refer to the Employee Off-boarding Policy, “University Assets” section.

2. Donated/Sponsored Project Equipment Transfers

  • For equipment with donor restrictions, the custodian department must comply with the donor’s specified terms and conditions.
  • If equipment was purchased with an active sponsored project that is being transferred to another institution, the Principal Investigator (PI) must coordinate with OSP to transfer the equipment with the grant.
  • For equipment from concluded sponsored projects, the custodian department must comply with the sponsored project terms and Uniform Guidance.

3. Custodial Department Options

If no transfer is applicable, the Chair and/or Dean decides whether to:

  • Retain the equipment within the department/college;
  • Offer equipment to the UML Core Research Facilities (CRF); or
  • Declare equipment surplus property for GovDeals disposition.

4. GovDeals Disposal Process (Transfer of equipment between colleges or to external institutions is permitted using the following method to ensure equity)

If equipment is not retained in the college or transferred to CRF, it must be offered on GovDeals. Asset Management should verify:

  • UML has title to the equipment;
  • Donor restrictions, if applicable;
  • Presence of any hazardous materials; and
  • Steps 1 though 3 above have been followed as needed.

5. IT Equipment Exception

IT-related equipment is governed by the Asset Management of Capital and Non-Capital IT Assets policy and is not covered by this procedure.

6. Emeritus Faculty

Emeritus faculty who want to remain the custodian of their assigned equipment, rather than transferring it to departmental oversight and initiating the above surplus property procedures, should submit a request to inventory@uml.edu before their Emeritus status is active. After the Emeritus status is active the equipment will follow the processes outlined from steps 1-5 above.

Responsibility

Chair/Dean in Custodian Department: Decide disposition of surplus equipment

Office of Sustainability/Asset Management: Coordinate and execute GovDeals processes; ensure compliance with title and safety standards. Sustainability@uml.edu; Inventory@uml.edu

Office of Sponsored Programs: Manage equipment transfers linked to active grants: PostAward@uml.edu

Documents

Employee Off-boarding Policy 

Asset Management of Capital and Non-Capital IT Assets and Sensitive Data