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EQUIPMENT DISPOSAL POLICY

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					ELECTRICAL AND ELECTRONIC EQUIPMENT DISPOSAL REGULATIONS AND PROCEDURES Issue 2 - August 2005 1. Legislation on Equipment Disposal a. What is WEEE/ROHS? b. When will the legislation apply? c. Who will pay for disposal of WEEE? Categories of Equipment that fall under the WEEE Directive Registering equipment on Purchase Re-use of Surplus Equipment Disposal for Recycling Method of Disposal a. IT Equipment b. Office Equipment c. Communications Equipment d. Refrigerators and Freezers e. Small Household Appliances f. Consumer Equipment g. Large Household Appliances h. Lighting Equipment i. Electrical and Electronic Tools j. Sports Equipment, Toys and Leisure Equipment k. Medical Devices l. Monitoring and Control Instruments m. Automatic Dispensers n. Other Equipment Decommissioning of IT Equipment Contractors who can dispose of redundant equipment Historical Waste

2. 3. 4. 5. 6.

7. 8. 9.

Attachment No. 1. - Categories of Equipment which fall under the regulations Attachment No. 2. - Electrical/Electronic Equipment Disposal request Form Introduction In Europe, over 90% of electrical and electronic equipment goes into landfill sites - around 6 million tonnes of waste every year. Emissions to the air that result are a risk to both health and the environment. In 1998 it was estimated that of the 6 million tonnes of electrical equipment waste arising in Europe the potential loss of resource was: 2.4 million tonnes of ferrous metal 1.2 million tonnes of plastic 652,000 tonnes of copper 336,000 tonnes of aluminium 336,000 tonnes of glass This was in addition to the loss of heavy metals, lead, mercury, flame-retardants and more. The production of these raw materials and the goods made from them entails environmental damage through mining, transport and energy use. For example, recycling 1kg of aluminium saves 8kg of bauxite, 4kg of chemical products and 14 kilowatts of electricity. The nature of many of these materials is such that they can be recycled with relative ease, preventing the cost of using new raw materials.

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1) Legislation - WEEE/ROHS New EU Legislation was due to become effective on August 13, 2005 No. 2002/96/EC. On June 10, 2005 the Government advised that this would be postponed until June 2006 to enable UK businesses and manufacturers of electrical and electronic equipment more time to prepare for the new legislation and for local authorities to provide proper disposal facilities. This Directive places complete responsibility for the proper disposal of our electrical or electronic equipment with the University. The purpose of this Directive is “as a first priority, the prevention of waste electrical and electronic equipment (WEEE), and in addition, the reuse, recycling, and other forms of recovery of such wastes so as to reduce the disposal of waste. It also seeks to improve the environmental performance of all operators involved in the life cycle of electrical and electronic equipment" The Directive aims to minimise the impacts of electrical and electronic equipment on the environment during the whole of the lifetime of that equipment and when it becomes waste. It applies to a huge spectrum of products. It encourages and sets criteria for the collection, treatment, recycling and recovery of waste electrical and electronic equipment. It makes producers/suppliers responsible for financing most of these activities The University and its employees have a responsibility to ensure responsible final disposal of all Waste Electronic and Electrical Equipment under several EU Directives including the Landfill Directive, the WEEE Directive and the Reduction of Hazardous Substances Directive, as well as the Environment Protection Act 1990. All equipment purchased after August 13, 2005 is subject to this legislation. Equipment that falls into the categories included in WEEE, that is purchased prior to this date, is classed as „historical waste‟ and is subject to different regulations. a) What is WEEE/ROHS?

The Waste Electrical and Electronic Equipment Directive (WEEE) aims to minimise the impacts of electrical and electronic equipment on the environment during their life times and when they become waste. It applies to a huge spectrum of products. It encourages and sets criteria for the collection, treatment, recycling and recovery of waste electrical and electronic equipment. It makes producers (suppliers) responsible for financing most of these activities for all items purchased after August 13, 2005. (producer responsibility). “Historic waste”, i.e. items purchased prior to August 13, 2005 will be subject to different arrangements. The ROHS Directive (Restriction of the use of certain hazardous substances in electrical and electronic equipment) will ban the placing on the EU market of new electrical and electronic equipment containing more than agreed levels of lead, cadmium, mercury, hexavalent chromium, polybrominated biphenyl (PBB) and polybrominated diphenyl ether (PBDE) flame retardants from 1 July 2006. There are a number of exempted applications for these substances. RoHS takes its scope broadly from the WEEE Directive. Manufacturers will need to ensure that their products - and their components - comply in order to stay on the Single Market. If they do not, they will need to redesign products. The main impetus is that it will be the producer‟s (supplier‟s) responsibility to finance the th recovery, transportation and recycling of WEEE i.e. any WEEE purchased after 13 August 2005. Different arrangements may be imposed for the financing of “historic WEEE” i.e. that th purchased before 13 August 2005. b) When will the legislation apply?

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The Government must transpose the Directives into law by 13 August 2005. The ROHS st substance ban commences from 1 July 2006. c) Who will pay for disposal of Electrical and Electronic equipment?

th

Although the directive states that the producer/supplier of the waste equipment should pay, it also goes on to state that it is up to producers and business users to agree other financing methods. It has already become apparent that most producers/suppliers will pass on this additional cost (which the government estimates will cost the UK £190-350m pa) to the business users (e.g. the University). The European Commission estimates an average cost increase of between 1% and 2% for most WEEE products and 3% to 4% for a few large or more complex products. Although the University may be able to find some waste collectors who will collect old equipment at no charge because they can re-cycle large amounts and generate income from the re-cycling, a large percentage of our WEEE waste will cost us money to dispose of. This may be a visible cost (price per unit/tonnage) or an invisible one (increased purchase costs). 2) Categories of Equipment that fall under the WEEE Directive See Attachment No.1. 3) Registering equipment on Purchase All existing and incoming electrical and electronic equipment – including PCs, laptops, PDAs, printers, docking stations, memory sticks, telecommunications, office, research, and audio visual equipment and any other equipment capable of holding sensitive data – must be recorded on the University Inventory system. In addition to electrical equipment, battery powered items such as calculators, wall clocks, smoke alarms, telephones etc. must be recorded on the University Inventory System. For a full list of all equipment see Attachment No. 1. This will assist with the traceability of the equipment through the stages of its lifetime and final disposal. 4) Re-use of Surplus Equipment Faculties, Schools or Administrative Units should follow a general policy of internally cascading any surplus equipment within their own department, or elsewhere in the University. As at April 2005 the University is investigating the feasibility of implementing a formal mechanism or intranet area for advertising equipment for redeployment. Further information will be made available as appropriate. If no immediate use can be found within the University, then the equipment may be loaned to staff – for work on University business at home. All such loans – including of PCs and laptops – must be formally recorded on the Inventory system as a loan. In this way ownership and responsibility – including for all aspects of software licensing, data protection and eventual disposal – remain with the University. Any equipment permanently transferred to another Faculty, School or administrative unit, or to an individual for University use at home – must be recorded as appropriate on the transferring and receiving departments‟ inventory registers. If there is no requirement for loan equipment within the University and equipment is still functioning – even if judged obsolete for University use – then it may be offered for sale to staff or students. Similar to disposal to another organisation, both data and any Universityowned or licensed software must be completely and systematically erased from the equipment‟s memory (See Section 7 - Decommissioning of IT Equipment). Finally, if the equipment cannot be sold to staff or students within the University and equipment is still functioning – even if judged obsolete for University use – then it may be donated to an appropriate organisation established for refurbishing for re-use by a voluntary

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organisation or charity. (See section 7 - Decommissioning of equipment and Section 8 Suppliers who can dispose of redundant equipment). Sales to consumers are governed by legislation. We have a responsibility to ensure that any equipment sold is safe to be used by the consumer otherwise the University could be liable for a claim of negligence. In addition, consumers have legislative rights under the various iterations of the Sale of Goods Act, supplemented by the Sale and Supply of Goods to Consumers Regulations 2002. These are additional risks to those of potential breaches of Data Protection legislation. Further guidance can be found at http://www.dti.gov.uk/ccp/topics1/guide/sogtraderguide.pdf . 5) Disposal for Re-Cycling If no use can be found within the University for unwanted equipment, or it is no longer functioning, it should be disposed of by one of the University‟s authorised suppliers (see section 8.) 6) Method of Disposal When disposing of equipment the Inventory System record should be updated at the time the equipment is sent from the department. To gain access to any of the skips on b) - m) below you must contact either the Porters or Trevor Savage in Facilities on 5044 (for equipment on the Hull Campus) or Margaret Webster on 7205 (for equipment on the Scarborough Campus). a) IT Equipment All IT equipment (CPUs, Monitors, Laptops, Printers, keyboards, mice, docking stations, external zip and hard drives, PDAs etc) should be sent to the Computer Centre. b) Refrigerators/Freezers These should be disposed of by placing in the roll on/roll off skip designated for refrigerators or fridges in the compound next to the Kyle Building. c) Office Equipment All Office equipment (such as fax machines, photocopiers, desk fans, shredders, pocket and desk calculators, electric typewriters, answer phones etc) should be disposed of in the appropriate roll on/roll off skip in the compound next to the Kyle Building. d) Communications Equipment All telephones (desk, mobile, cordless, two way radios etc) should be disposed of in the appropriate roll on/roll off skip in the compound next to the Kyle Building.

e) Small Household Appliances Small Household appliances such as toasters, irons, hairdryers etc should be disposed of in the appropriate roll on/roll off skip in the compound next to the Kyle Building. f) Consumer Equipment Consumer Equipment such as video equipment, hi-fis (but EXCLUDING TVS) should be disposed of in the appropriate roll on/roll off skip in the compound next to the Kyle Building.

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Televisions or monitors containing cathode ray tubes (CRTs) should be disposed of via Facilities. Use the form in Attachment No 2. to request collection of TV Monitors as care must be taken not to smash the tubes. g) Large Household Appliances Such as Washing Machines, cookers, etc should be disposed of in the appropriate roll on/roll off skip in the compound next to the Kyle Building. h) Lighting Equipment Lighting equipment but EXCLUDING fluorescent lamps) should be disposed of in the appropriate roll on/roll off skip in the compound next to the Kyle Building. Fluorescent lamps and tubes should be disposed of via the Maintenance Workshop on the Hull campus and will be placed in the skip near Loten Building. i) Electrics and Electronic Tools Such as lawnmowers, sewing machines, drills should be disposed of in the appropriate roll on/roll off skip in the compound next to the Kyle Building. j) Sports Equipment, Toys and Leisure Equipment Such as video games consoles, bike computers, slot machines should be disposed of in the appropriate roll on/roll off skip in the compound next to the Kyle Building. k) Medical Devices Such as ventilators and analysers (but EXCLUDING implanted and infected products) should be disposed of in the appropriate roll on/roll off skip in the compound next to the Kyle Building. Implanted and infected products should be disposed of in line with all current legislation relating to the disposal of these types of medical devices. l) Monitoring and Control Instruments Such as Smoke Detectors, thermostats, heating controls, regulators and motors etc should be disposed of in the appropriate roll on/roll off skip in the compound next to the Kyle Building. m) Automatic Dispensers Such as Drinks Dispensers, chocolate/food dispensers should be disposed of in the appropriate roll on/roll off skip in the compound next to the Kyle Building. To gain access to the skips for b) - m) above you should contact either the Porters or Trevor Savage in Facilities on 5044. (Hull Campus) or Margaret Webster on 725 (Scarborough Campus). n) Other Equipment The Facilities Directorate will be responsible for the disposal of all other equipment detailed in Attachment No.1. in the proper manner. The Equipment Disposal Request Form (Attachment No.2). should be completed and sent to Facilities at Hull Campus so that arrangements can be made for collection and disposal.

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7.

Decommissioning of IT Equipment

All data and any University owned or licensed software must be completely and systematically erased from the equipment‟s memory or storage device such as the hard disk drive. The University has to ensure that its legal obligations under the Data Protection Act are met. This can be done by the organisation approved by the University for disposal who has been vetted for compliance in the data cleansing/ equipment decommissioning. (See section 8 for details of Approved Contractors). 8. Approved Contractors who can dispose of/recycle redundant equipment

The following contractors are approved by the University. If any department has equipment that cannot be disposed of via any of these routes and selects an alternative supplier, it is essential that they contact the Environment Agency at http://www.environment-agency.gov.uk for England and Wales – and ask if the company has a licence to transport and/or refurbish the equipment. If the company is licensed they will have measures in place for the final disposal of the equipment with a licensed recycler and may even have ISO14001 or at the very least have an agreement with a licensed recycler. Any organisation that is not licensed may not have adequate provision for this so the equipment may still find it‟s way into the general waste stream and cause harm to the environment. The risk to the University is that its Duty of Care obligations under the Environment Protection Act and Data Protection obligations will not be met by using unlicensed organisations. All the contractors listed in a), b) and c) below will provide the University with a report detailing all the equipment collected and disposed of so that the University has an audit trail of all redundant equipment. This Report is called a Duty of Care Transfer of Waste Note and lists all the equipment collected (description and numbers), the appropriate EU Waste Code, date of collection. a) IT Equipment The Computer Centre has made arrangements for the disposal of IT equipment with Refurbit - (Part of Kingston-upon-Hull City Council's Regeneration Services) - Tel: 01482 565999. All IT equipment should be sent to the Computer Centre for disposal. Advance notice should be provided to the Computer Centre by the completion of The Equipment Disposal Request Form - Attachment No. 2. Refurbit will collect and dispose of the equipment in an environmentally sustainable way. All collections are free and Refurbit guarantee that all information on the systems is removed before they are re-furbished using trainees undertaking NVQ qualifications. Waste Carriers Registration No: YRI/449196/CB Waste Management Exemption Licence No: RP/exem/41. b) All categories c) to m) in section 6 above (except Exclusions) The skips by the Kyle and Loten Buildings are provided by Biffa Waste Services Ltd who will collect and dispose of all the equipment categories detailed in c) to m) in section 6 above with the exception of those EXCLUSIONS. Waste Carriers Registration No:TWE/672683/CB. If you use a contractor other than the a) or b) above it is essential that, Before selecting an organisation to whom to give the equipment you contact the Environment Agency on http://www.environment-agency.gov.uk for England and Wales – and check that the company has a licence to transport and/or refurbish the equipment. If the company is licensed with they will have measures in place for the final disposal of equipment with a licensed recycler and may even have ISO14001 or at the very least have an agreement with a licensed recycler. Under no circumstances use a supplier who does not have the appropriate licences in place. c) The original supplier of the equipment The directive provides for producers (original supplier) to be required to dispose of waste or obsolete equipment which falls under WEEE. Contact the original supplier and ask for them to arrange for removal and disposal. Unless disposal and the cost of this was included in the original tender/quotation, the supplier will almost certainly charge for collection and disposal in accordance with the waste disposal rules. You will need to ensure that the supplier, or their

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nominated disposal company has the appropriate Waste Carriers Registration and Waste Management Licence. d) Equipment Excluded from Section 6. above Equipment detailed as excluded from Section 6 should be disposed of as follows: I. Category b) Refrigerators and Freezers The Skip by the Kyle Building designated for freezers and refrigerators is provided by John Hornby & Sons, Waste Carriers Registration No. YRI/446996/CB, Waste Management Licence No. EAWML/60656. II. Category f) Televisions John Hornby & Sons, Waste Carriers Registration No. YRI/446996/CB, Waste Management Licence No. EAWML/60656 are able to remove Televisions. Staff should contact Facilities to arrange for these to be collected and stored in a safe manner as care must be taken not to smash the tubes. The form in Attachment No. 2. should be used to make requests for television collections. III. Category h) Fluorescent lamps and tubes Fluorescent lamps and tubes should be disposed of via the Maintenance Workshop on the Hull campus and will be placed in the skip near Loten Building. The contractor who will remove these from site is Mercury Recycling Limited, Waste Management Licence No. WML 80561, Waste Carriers Registration No. NSO/543825/CB IV. Other Equipment Implanted and infected products should be disposed of in line with all current legislation relating to the disposal of these types of medical devices. 9. Historical Waste

Equipment falling into the categories listed in Attachment No.1. which is purchased before August 13, 2005, is classified as „historical waste‟. Although the directive provides for producers (original suppliers) to bear the cost of disposing of „historical waste‟ it states that EU member governments may provide that business users may also be made “partly or totally responsible” for this cost. It is highly likely that suppliers will wish to charge for this service. If equipment is being replaced by a new equivalent product or a new product fulfilling the same function then the producer/supplier will have to fund the costs. There is a grey area regarding what is a like-for-like function. If it does not apply then the University will be responsible for funding disposal and will have a responsibility to provide the information to demonstrate it has met its obligations to a national Clearing House. It is believed that „like for like‟ will be along the lines of the examples given below: A printer for a printer (irrespective of whether it is deskjet, laser etc) A CPU for a CPU (irrespective of what the specification is) A monitor for a monitor (irrespective of whether it is a CRT or a TFT) A clock for a clock (irrespective of whether it is analogue or digital) A television for a television (irrespective of size, flat screen, plasma etc) To be confirmed/clarified as the directive becomes clearer.

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Attachment No.1. Categories of Equipment which fall under the regulations: Categories of electrical and electronic equipment covered by the WEEE Directive and a list of products which shall be taken into account for the purpose of the WEEE Directive and which fall under the regulations are: 1. Large household appliances Large cooling appliances Refrigerators Freezers Other large appliances used for refrigeration, conservation and storage of food Cooking Electric hot plates Dish washing machines Electric heating appliances Other large appliances for heating rooms, beds, seating furniture Air conditioner appliances 2. Small household appliances Vacuum cleaners Other appliances for cleaning Appliances used for sewing, knitting, weaving and other processing for textiles Fryers Grinders, coffee machines and equipment for opening or sealing containers or packages Clocks, watches and equipment for the purpose of measuring, indicating or registering time 3. IT and telecommunications equipment Centralised data processing Minicomputers Personal computing: (CPU, mouse, screen and keyboard included) Notebook computers Printers Answering systems and other products or equipment of transmitting sound, images or other information by telecommunications Mainframes Printer units Personal computers Laptop computers (CPU, mouse, screen and keyboard included) Notepad computers Copying equipment Pocket and desk calculators and other products and equipment for the collection, storage, processing, presentation or communication of information by electronic means Facsimile, Telex Pay telephones Cellular telephones Carpet sweepers Toasters Irons and other appliances for ironing, mangling and other care of clothing Electric knives Appliances for hair-cutting, hair drying, tooth brushing, shaving, massage and other body care appliances Scales Washing machines Clothes dryers Other large appliances used for cooking and other processing of food Electric stoves Microwaves Electric radiators Electric fans Other fanning, exhaust ventilation and conditioning equipment

User terminals and systems Telephones Cordless telephones Electrical and electronic typewriters

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4. Consumer equipment Radio sets Video cameras Hi-fi recorders Musical instruments and other products or equipment for the purpose of recording or reproducing sound or images, including signals or other technologies for the distribution of sound and image than by telecommunications 5. Lighting equipment Luminaires for fluorescent lamps with the exception of luminaires in households Straight fluorescent lamps Low pressure sodium lamps High intensity discharge lamps, including pressure sodium lamps and metal halide lamps Compact fluorescent lamps Other lighting or equipment for the purpose of spreading or controlling light with the exception of filament bulbs Television sets Video recorders Audio amplifiers

6. Electrical and electronic tools (with the exception of large-scale stationary industrial tools) Drills Sewing machines Equipment for turning, milling, sanding, grinding, sawing, cutting, shearing, drilling, making holes, punching, folding, bending or similar processing of wood, metal and other materials Tools for riveting, nailing or screwing or removing rivets, nails, screws or similar uses Saws Tools for welding, soldering or similar use Equipment for spraying, spreading, dispersing or other treatment of liquid or gaseous substances by other means

Tools for mowing or other gardening activities

7. Toys, leisure and sports equipment Electric trains or car racing sets Video games Sports equipment with electric or electronic components Hand-held video game consoles Computers for biking, diving, running, rowing, etc. Coin slot machines

8. Medical devices (with the exception of all implanted and infected products) Radiotherapy equipment Dialysis Nuclear medicine Analysers Fertilization tests Cardiology Pulmonary ventilators Laboratory equipment for in-vitro diagnosis Freezers Other appliances for detecting, preventing, monitoring, treating, alleviating illness, injury or disability

9. Monitoring and control instruments

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Heating regulators Measuring, weighing or adjusting appliances for household or as laboratory equipment

Smoke detector Other monitoring and control instruments used in industrial installations (e.g. in control panels)

Thermostats

10. Automatic dispensers Automatic dispensers for hot drinks Automatic dispensers for solid products All appliances which deliver automatically all kind of products

Automatic dispensers for hot or cold bottles or cans Automatic dispensers for money

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REQUEST FOR REMOVAL OF WEEE (WASTE ELECTRICAL, ELECTRONIC OR EQUIPMENT CONTAINING BATTERIES ETC) Attachment No.2. (Note: an electronic copy of this Form can be downloaded from http//www.hull.ac.uk/purchasing/ then click on the Link to Equipment Disposal) To (delete as appropriate) From Name Trevor Savage, Facilities Graeme Murphy, Computer Centre Margaret Webster, Scarborough Campus Date of Request

From Department

IT Equipment (001) Lighting Equip. (002) Small Appliances (003)

Refrigerator/Freezer (004) Catering Equipment (005) Automatic Dispensers (006)

Scientific/Medical/Research Equip(007) Telecommunications Equip(008) General Office Equip (009)

Televisions (010) Flourescent Lamps & tubes (011) Electric & Electronic Tools (012)

Sports & Leisure Equip & Toys(013) Monitoring & Control Instruments (014) Audio Visual Equipment (015)

Clock/Calculator (016) Other Equipment (017)

Brief Description

Type of Equipment to be disposed of (enter code from above list)

Inventory Code

Date of Acquisition

Date of Disposal

Value of Equipment when purchased

Weight of Equipment (approx Kg)

Is item Hazard ous

If Y, details of hazards

Has an alternative to disposal as waste for recycling been considered? (i.e. sale/donation etc)

For Facilities/Computer Centre use only: Date Equipment Disposed of Disposed of with which Contractor Cost to dispose to re-cycler Cost to dispose to recylcer

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