This is an official Northern Trust policy and should not be edited
in any way
Equipment (Non-Medical) and Furniture Transfer and Disposal of
Reference Number:
NHSCT/11/417
Target audience:
This policy is directed to all staff within the Northern Health & Social Care Trust
Sources of advice in relation to this document:
Alistair Donaldson, Assistant Director - Estate Services
Paddy Graffin, Head of Support Services
Replaces (if appropriate):
Previous Northern Trust Transfer and Disposal of Non-Medical Equipment
(Ref: NHSCT/10/280)
Type of Document:
Trust Wide
Approved by:
Policy Committee
Date Approved:
29 June 2011
Date Issued by Policy Unit:
2 August 2011
(Replaced on Staffnet June 2012 following inclusion of furniture)
NHSCT Mission Statement
To provide for all, the quality of service we expect for our families, and ourselves.
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Transfer, Storage and
Disposal of Non
Medical Equipment
and Furniture Policy
2
Introduction to Policy
The requirements for dealing with transferring, storing and disposing of NonMedical Equipment and furniture are set within this policy. This ensures that
staff are supported to work within the law and in line with best practice. The
Waste Electrical and Electronic Equipment (WEEE) Directive 2003 was
implemented to reduce the overall waste from Electric and Electrical
Equipment (EEE), to increase recovery and recycling rates of WEEE,
encourage the separate collection of WEEE and minimise the disposal of it as
unsorted municipal waste to landfill.
Purpose or Aim of policy
This policy sets out the procedure within the trust for transferring equipment
and/or furniture, and/or disposing of equipment and furniture.
Target Audience
This policy is directed to all staff within the Northern Health & Social Care
Trust
Responsibilities
Alistair Donaldson, Assistant Director/Head of Estates, has overall
responsibility for this policy. Mr Paddy Graffin, Head of Support Services and
Colin Bryans, Financial Accounting and Governance have day to day
responsibility for this policy.
Legislative Compliance
This policy should be read in conjunction with the NHSCT Waste Policy and
Procedures, Controlled Waste Regulations (NI) 2003 and Hazardous Waste
Regulations (NI) 2005.
Equality, Human Rights and DDA
This policy has been drawn up and reviewed in the light of Section 75 of the
Northern Ireland Act (1998) which requires the Trust to have due regard to the
need to promote equality of opportunity. It has been screened to identify any
adverse impact on the 9 equality categories and no significant differential
impacts were identified, therefore, an Equality Impact Assessment is not
required.
Alternative Formats
This document can be made available on request on disc, larger font, Braille,
audio-cassette and in other minority languages to meet the needs of those
who are not fluent in English.
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Sources of Advice in Relation to this Document
The Policy Author, responsible Assistant Director or Director as detailed on
the policy title page should be contacted with regard to any queries on the
content of this policy.
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1.0
DEFINITION
Non Medical Equipment is defined as any item of furniture, Domestic
Appliance or equipment that does not meet the “Medical Equipment
Guidelines” and is no longer required in its current location. Refer to
Appendix 1 for examples of non-medical equipment. Its condition is
not relevant to its classification as it may or may not be obsolete.
While the disposal of IT equipment follows the general principles
contained in this policy, the procedure is managed by the IT
Department and is documented within the Trust’s IT Security Policy.
In the first instance the Facility/Unit manager should put the redundant
equipment or furniture on to Trust Related Classified Section of the
Intranet. The link is as follows:
http://staffnet.northerntrust.hscni.net/classifieds.htm
Every effort should be made to relocate equipment or furniture within
your department or directorate before completing the “Equipment and
Furniture Surplus to Requirements” form DCS/1 as disposal of surplus
equipment may incur a financial charge to the directorate. If equipment
has been relocated/ transferred please inform the Asset Management
Team in Estate Services.
If you are unsure of who to contract for the transfer or disposal of the
item, please see the flow chart in Appendix 2.
2.0
NOTIFICATION
When equipment and furniture becomes surplus/ obsolete the
Assistant Head of Department should contact his/her Director/Assistant
Director in writing giving fullest details of item(s) to be disposed, i.e.
recommendation/location/asset number.
After consultation and
agreement that disposal is appropriate the Head of Department should
complete Section 1 of DCS1 and forward this to the Assistant Director
of Estate Services. (Form attached).
3.0
INSPECTION
The Assistant Director of Estate Services shall appoint a competent
person to assess the equipment and at this visit complete Section 2 of
form DCS1.
The Head of Department and the assessor will sign and date this
section of the form when they agree the method of disposal.
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4.0
DISPOSAL
Disposal of equipment can take several forms:
a)
b)
c)
d)
Re-issue within the Trust
Re-issue regionally within the HSC environment
Sale or gift to Voluntary Organisations
Sale to member of staff, private individuals or commercial
enterprises
e) Sale as scrap
f) Disposal via NHSCT Waste Policy and Procedures (Non Clinical
Hazardous Waste Procedure)
(Please note: a cost may be incurred by originating
directorate)
It should be noted that irrespective of which category the items to be
sold fall into, all correspondence must be forwarded to the Assistant
Director of Estate Services who shall liaise with the Procurement and
Logistics Services (PaLS) in the disposal process using Form DCS.
This includes items that are to be sold to other Trusts. Income
generated from the sale of goods will be allocated to the agreed cost
centre by the originating department and the NHSCT Waste &
Recycling Manager.
4.1
Re-issue within Health and Social Care environment
Items will be advertised locally/regionally within the service.
This will be issued and circulated by the PaLS and bids will be
invited by a specified closing date.
All bids received will be presented with a recommendation to the
Assistant Director of Estate Services for approval.
4.2
Sale or Gift to Voluntary Organisations
The sale or donation of equipment and furniture is permissible
and authority is provided by the DHSSPSNI (Management
Executive) in correspondence reference 1185/91 dated 13
January 1994.
Written requests from voluntary organisations should be
forwarded to the Assistant Director of Estates Services.
4.3
Sale to Private Individual or Commercial Enterprises
Equipment or furniture not disposed of within the service may be
offered to members of staff, private individuals or commercial
organisations. The financial limit whereby surplus assets
cannot be offered to individual staff is above £200.
Such offers may be obtained in the following ways:
4.3.1 by letter from staff or other interested parties
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4.3.2 by tender
4.3.3 by public auction.
All offers shall be analysed in conjunction with Supplies
Manager and forwarded to the Assistant Director of Estate
Services with a recommendation for approval.
Items that are for resale shall be advertised on the Staffnet, via
the Waste and Recycling manager. The item/s shall be
described and will be sold to the highest bidder within a time
frame agreed with the facility. The Waste and Recycling
manager will receive the bids and update the Staffnet when
required. It will be the responsibility of the purchaser to collect
the item/s from the facility with the agreed amount of money.
Under the requirements of Article 7(1) of the Health and Safety
at Work (NI) Order 1987 and the duties it imposes in relation to
the sale of goods for use at work, purchasers are required to
sign the ‘Direction and undertaking for equipment sold as ‘scrap’
or ‘for parts’ only’ form, see Appendix 3.
4.4
Sale as Scrap
Items deemed unfit for further use shall be sold as scrap.
Arrangements shall be made with Transport Department to have
such items delivered to the scrap compounds sites at
Antrim/Whiteabbey/Mid Ulster/Holywell/Causeway Hospital.
All sale proceeds must be receipted via Cash Office by the Head of
Department or the Waste and Recycling manager.
5.0
INDEMNITIES
It is the responsibility PaLS to ensure that the appropriate indemnity is
completed in respect of the disposal of all equipment.
6.0
DISPOSAL
PaLS shall complete the disposal action form, stating the outcome and
return this to the Assistant Director of Estate Services who will inform
the Head of Department and other involved persons. Any costs
incurred in the disposal of the equipment will be borne by
originating directorate.
7.0
CAPITAL REGISTER/CHARGES
The Assistant Director of Estate Services shall ensure that, where
items carry Capital Asset Number, the Financial Accounting and
Governance Section of the Finance Directorate is advised of the
disposal, transfer or sale.
Any costs or charges arising from the transfer or disposal of
capital equipment will be borne by the originating directorate.
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STORAGE OF FURNITURE
Departments who no longer require items of furniture but are not
broken or damaged, or wish to store furniture on a temporary basis can
do so at Carnmoney store. The DCS/1 form must be filled in and sent
to the Waste and Recycling manager, Estate Services, Holywell and a
copy attached to the item of furniture for future reference. To remove
the furniture to the store, contact the Transport department, Holywell.
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FORM DCS/1
Equipment & Furniture surplus to requirements
(All fields must be completed in Block Capitals)
SECTION 1
Name:
___________________________________________________
Facility:
___________________________________________________
Address:
___________________________________________________
___________________________________________________
Tel No:
___________________________________________________
Date:
___________________________________________________
I confirm that I have trawled this equipment within the Trust and there
has been no interest in transferring the asset. The details were trawled
on ……….…….. (date). The equipment should now be treated as surplus
to requirements.
Signed: __________________________________________________
Asset No
Description
Condition
Of Asset
Condemned
Y/N
I authorise the disposal charge (if relevant) if a suitable location has not
been found for the equipment detailed above.
Cost Centre:______________________
NAME: _______________________________________________________
DESIGNATION (Head of Dept/Assistant Director)_________________________
SIGNED:
__________________________ DATE:___________________
…………………………………………………………………………………………
Office Use Only:
Nuala Emailed – date ________________ Stored at:______________________
Company Emailed – date ___________________
Invoice Number - ___________________
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SECTION 2
Form DCS/1
INSPECTION by Estates Services
The items detailed have been inspected by: _____________________
REMOVAL AND STORAGE
The items overleaf will be stored at ____________________________
pending their disposal.
NAME & GRADE:__________________________________________
SIGNED: __________________________ DATE: ______________
OR TRANSFERRED TO CARNMONEY STORE
Items to be stored for further use by dept
__________________________________________
Items to be stored, no longer required by dept
_______________________________________
Staffnet updated: yes/no
SIGNED: __________________________ DATE: ______________
OR TRANSFERRED TO ANOTHER DEPT OR CHARITY
The equipment/furniture is deemed to be of suitable quality for re-issue
Transferred to:
NAME & GRADE:__________________________________________
SIGNED: __________________________ DATE: ______________
OR DISPOSAL – OTHER MEANS
It is recommended that the items mentioned overleaf be disposed of in
the following manner (stating reason)
NAME & GRADE:__________________________________________
SIGNED: __________________________ DATE: __________
After inspection, removal or transferred to a storage area, send form to Cara
Browne, NHSCT Waste and Recycling Manager for further action.
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Appendix 1
Non medical equipment
Medical devices are defined in the Medical Devices Regulations as
‘an instrument, apparatus, appliance, material or other article, whether
used alone or in combination, together with any software necessary for
its proper application, which is intended by the manufacturer to be used
for human beings for the purpose of diagnosis, prevention, monitoring,
treatment or alleviation of disease, or compensation for an injury or
handicap, investigation, replacement or modification of the anatomy or
of a physiological process, or control of conception;
and does not achieve its principal intended action in or on the human
body by pharmacological, immunological or metabolic means, even if it
is assisted in its function by such means, and includes devices
intended to administer a medicinal product or which incorporate as an
integral part a substance which, if used separately, would be a
medicinal product and which is liable to act on the body with action
ancillary to that of the devise.’
Non medical equipment includes domestic appliances, office
appliances (excluding IT and telecommunication equipment) and
kitchen appliances.
Examples are:
Kettles, toasters, fridges
Desk fans, shredders, heaters
Reading/ desk lamps, TVs, videos, games consoles.
Furniture includes:
Office desks, filing cabinets, shelving units, office chairs
Non profiling beds, drip stands, non motorised mattresses, lockers
Chairs, tables, internal bins
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Appendix 2
12
Appendix 2 continued
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Appendix 3
HEALTH AND SAFETY AT WORK (NI) ORDER 1978
Direction and Undertaking
For equipment sold as ’scrap’ or ‘for parts’ only
Direction
The attention of purchasers is directed to the requirements of Article 7 (1) of
the Health and Safety at Work (NI) Order 1987 and the duties it imposes in
relation to the sale of goods for use at work. In the opinion of the Trust, the
goods specified overleaf are ‘unfit’ for use. Purchasers are required to sign
the undertaking below, to say that they are purchasing the equipment on the
basis of ‘scrap’ or ‘for parts’ only.
Undertaking
The equipment detailed overleaf is sold in the basis of ‘scrap’ or ‘for parts’
only and has not been rendered usable and should be considered as ‘Unfit’
for use at work within the meaning of the Health & Safety at Work (NI) Order
1978. The Trust is therefore not liable with regard to the performance of
these items.
As a prospective purchaser I/we, in consideration of the Trust making
available the equipment and other items for sale to me/us, hereby agree that
should I/we purchase any of the equipment and other items on sale I/we shall
indemnify the Trust with regard to any claims by Third parties in respect of
personal injury or damage to property allegedly caused by the aforementioned
equipment and other items currently on sale.
Signed:
______________________________
On Behalf of:
______________________________
Date:
______________________________
Witnessed by:
______________________________
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Appendix 3 continued
Description of Equipment
__________________________________________________
__________________________________________________
__________________________________________________
__________________________________________________
__________________________________________________
__________________________________________________
__________________________________________________
__________________________________________________
__________________________________________________
__________________________________________________
Signed on Behalf of Trust:______________________________________
Designation:
________________________________________
Date:
________________________________________
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