Disposal or Replacement: End-User Computers, Tablets and Phones

Device Disposals: Desktop and Laptop Computers

Computers and computing devices (tablets, smart phones, etc.) require special handling due to the data compliance risks involved.  The following policies and procedures are undergoing additional review, so please watch for additional changes and communications regarding computing device disposal.

All Computers: Must have all proprietary information deleted prior to being sent to SPS for disposal.

Non-Tagged Desktops and Laptops: DPA provides an itemized listing when creating the SPARC Excess Request. List each device on a separate line, including the serial number in the serial number field. If there are multiple computers the information can be captured on a spreadsheet and attached to the SPARC submittal. Failure to include serial numbers may result in your excess request being returned to you, delaying collection.

Information regarding processing a tagged or non-tagged SPARC excess request can be found in our user guide. 

Smart Phones: Prior to disposal, ensure the phone has been removed from the UIT Registry, disconnected from iCloud, and unlocked.  Failure to remove the phone from the Stanford registry will cause it to retain embedded in Stanford startup software, making it unsuitable for reuse.

Staff Purchases: Laptop Computer

The purchase of a laptop occurs on a limited basis and requires written approval at the school, department and business unit level, as well as PMO. In the event a staff person wishes to purchase their used laptop, the following specific steps are needed to accomplish this:

1. User contacts DPA to request initiation of purchase.
2. DPA obtains approvals to buy from Department Manager and/or Chair to proceed with sale.
3. DPA contacts SPS to obtain price quote (If purchased within one year, Dept. to provide purchasing information. Device will be sold for purchase price or fair market value, whichever is greater).
4. If the price is acceptable to User, DPA generates SPARC request for sale. (DPA notates in comment section of the SPARC Request User first/last name and quote provided by Surplus)
5. DPA creates Service Now (SNOW) ticket for device to be sanitized or wiped      Reference the ticket number in the notes of the SPARC excess request.
6. User performs remote reset/device wipe to ensure all SU is data removed.
7. SPS sends invoice, User pays invoice.
8. SPS creates Service Now (SNOW) ticket to release serial number from ASM System.(SPS includes SPARC request number into ticket, for MDM Team to crosscheck and de-link serial number from ASM System)
9. User is now in possession of laptop.

Staff Purchase: Smart Phone

In the event a staff person wishes to purchase their used phone, the following specific steps are needed to accomplish this:

1. User contacts DPA to request initiation of purchase
2. DPA obtains approvals from Department Manager and/or Chair to proceed with sale.
3. DPA contacts SPS to obtain price quote (If purchased within one year, Dept. to provide purchasing information. Device will be sold for purchase price or fair market value, whichever is greater)
4. Devices with cellular service: Department issues an Order-IT request to submit a Cancel-Order, requesting release of the device to a personal account.
5. User removes iCloud or Google login (unlocks device/phone)
6. DPA creates Service Now (SNOW) ticket for device to be sanitized or wiped
        a. Reference the ticket number in the notes of the SPARC excess request
7. Once the Order-IT is processed, it is turned over to Mobile Device Services, who will release financial responsibility to the user. Once the transfer is authorized with the new carrier, the user receives emailed instructions on how to assume liability of the phone number, if desired. Instructions are also provided on how to contact the new carrier directly.
8. User performs remote reset/device wipe to ensure all SU is data removed
9. If price is acceptable to buyer, DPA generates SPARC request for sale
10. SPS sends invoice, buyer pays invoice
11. SPS opens SNOW (help) ticket to release device from MDM & ASM
12. User is now in possession of phone

Transfers To Other Universities

1. User contacts DPA to request transfer of laptop or computing device.
2. DPA obtains approval from Department Manager and/or Chair to proceed with transfer.
3. DPA contacts PPM for review and approval proceed.
4. DPA creates Service Now (SNOW) ticket for device to be sanitized or wiped
    a. Reference the ticket number in the notes of the SPARC excess request.
5. User performs remote reset/device wipe to ensure all SU is data removed and notifies DPA. 
6. DPA generates SPARC request for computer routing for transfer. (DPA notates in comment section of request that PPM reviewed/approved of transfer)
7. SPS creates Service Now (SNOW) ticket to release serial number from ASM System. (SPS includes SPARC request number into ticket, for MDM Team to crosscheck-delink serial number from ASM System)
8. DPA contacts PPM to complete the transfer of title process.
9. PPM provides signed official letter of transfer