Preparing items for surplus

Desktop computers, laptops

Be sure to save any files you want to keep. UW Surplus purges or destroys drives in one of the following ways:

  • Data erasure software following federal government standards.
  • The hard drive is destroyed in a manner that does not allow it to be rebuilt.

Departments can request hard drives be destroyed only. To request physical destruction of hard drives, please add a comment on the surplus request form, i.e., “Do Not Wipe Hard Drives – Destroy ONLY.”

Smartphones, tablets, tablet computers

Smartphones, tablets, and tablet computers will be reset to factory defaults.

Please disable passwords on all electronic devices before surplusing. Depending on the type of device the item may go to a recycle vendor at a cost. However, we prefer to sell devices as that’s their higher and best use, and results in more money for the University.

Lockable items

All locks must be unlocked, including cabinets and drawers. Items must be emptied before being picked up or dropped off. Locked items will be refused by the moving crew and left at the origin location due to safety concerns, including the potential presence of hidden hazardous materials.

If a locked item goes unnoticed during the pickup/receiving process and it is at our warehouse, your payment worktag will be charged for the lockshop to unlock the cabinet. In some cases, depending on the contents, the item may be returned to the department, and regular standard moving rates will apply.

Items suspected of containing asbestos (for example, exposed mastic at the base of the item) must be reviewed and approved by the Regulated Materials Office prior to pickup or delivery. To request an assessment by the Regulated Materials Office, please submit a request.

Prohibited/special consideration items

Prior to being surplused, all laboratory and patient care items must be cleaned and/or decontaminated regardless of whether or not they came into contact with any biological, chemical, and/or radioactive material. An employee knowledgeable of the hazardous materials used in or near the equipment must prepare the item(s) according to the cleaning and decontamination instructions and verify that the item is safe to handle by UW Facilities or its vendors without the use of personal protective equipment; your department must vouch that the item(s) do not pose a risk to the handlers and receivers. The releasing party retains full responsibility for ensuring the item is cleaned and decontaminated prior to pick up or delivery to the UW Surplus Property warehouse.

UW Moving & Surplus or their vendor have the right to refuse an item if the following cleaning and decontamination procedures have not been properly followed:

  • Item must be free of hazardous materials or hazards.
  • Item must be cleaned inside and out of all visible residue and encrusted material.
  • Item must be emptied and all locks must be unlocked, including cabinets and drawers.
  • Hazard warning labels and signage (e.g., universal biohazard symbol) must be removed or defaced.
  • All laboratory tubing must be removed from the item(s).
  • A Notice of Cleaning and/or Decontamination Form (EH&S) must be completed and affixed to the item(s).

UW Moving & Surplus or their vendor must account for receipt of all items listed on a surplus request. Any prohibited items identified by UW Moving & Surplus or their vendor during the receiving process will be refused and returned to the department. If numerous prohibited items are identified, this may delay the receiving process, and as a result, the surplus request may need to be rescheduled. The department will be responsible for all costs associated with transportation or hazardous waste disposal.

Note: UW Moving & Surplus or their vendor will thoroughly search through all boxes with miscellaneous materials (e.g., a box of misc. lab supplies). If any hazardous materials or hazards are identified, all remaining boxes of miscellaneous materials will be refused and returned to the department.

  • Anesthesia Vaporizers: refer to the Chemical Safety Anesthestic Gases guidelines or contact them at 206-616-5835 or chmwaste@uw.edu for assistance.
  • Asbestos-containing materials, including but not limited to: autoclaves, Bunsen burner mats and gauze pads, laboratory ovens, older furnaces, fire-proof file cabinets, and anything that produces high heat. For assistance, contact the Regulated Materials Office by submitting a request. (See conditionally accepted items below for safes, fire-proof cabinets and solid-core doors.)
  • Batteries: Batteries cannot be placed in the trash because they contain corrosive acids and toxic metals. Refer to the UW Recycling disposal guide for Batteries.
  • Ballasts: refer to the UW Recycling disposal guide for lamps disposal instructions.
  • Capacitors and transformers: equipment can discharge current and may contain polychlorinated biphenyls (PCBs). Refer to the Chemical Safety polychlorinated biphenyls (PCB) information or contact them at 206-616-5835 or chmwaste@uw.edu for assistance.
  • Chemicals and cleaning products: refer to the Chemical Safety chemical waste disposal information.
  • Chemical & oil containers (empty), including but not limited to: stills, drums, barrels, totes, jerricans, carboys, gas cylinders, flammable safety cans, lab packs, overpacks, spill kits/pails, vacuum canisters, oil-water separators and fume hood waste bottles. Please contact EH&S Environmental Programs at 206-616-5835 or chmwaste@uw.edu to dispose of empty chemical and oil containers (pdf). Follow the instructions on the Sharps and Lab Glass Waste page for containers that may be contaminated with biohazards.
  • Defibrillators: refer to the Building and Fire Safety defibrillator information or contact them at 206-685-0341 or uwfire@uw.edu for assistance.
  • Exit signs: Some building exit signs contain H-3 and must be disposed of by Radiation Safety Office. If an exit sign is illuminated without electrical power, it may contain H-3. There should also be a label on the exit sign indicating it contains radioactive material.
  • Fire Extinguishers: contact Building and Fire Safety at 206-685-0341 or uwfire@uw.edu for assistance.
  • Food and liquids: see the UW Recycling disposal guide for disposal instructions.
  • Gas cylinders, pressurized containers / vessels: refer to the Chemical Safety compressed gas and cryogenic fluids information or contact them at 206-616-5835 or chmwaste@uw.edu for assistance.
  • Geiger meters / counters: contact the Radiation Safety Office at 206-543-0463 or radsaf@uw.edu for assistance.
  • Glassware that is broken, cracked, chipped and/or has visible residue and encrusted material: refer to the Biological Safety sharps and lab glass waste information.
  • Ice packs may be thrown away. Contact UW Recycling at recycle@uw.edu for assistance.
  • Instruments containing mercury (temperature or pressure measurement devices, coulter counters, silver-tipped thermometers/thermostats): refer to the Chemical Safety chemical waste disposal information or contact them at 206-616-5835 or chmwaste@uw.edu for assistance.
  • Laboratory plasticware, including but not limited to: bottles, jars, jugs, carboys, flasks, caps, stoppers, droppers, funnels, graduated cylinders, spatulas, rods, tubes, racks, microplates and pipette tips. Nonbiohazardous plasticware is disposed of as garbage. Refer to the Biological Safety sharps and lab glass waste information for disposal instructions.
  • Laboratory tubing: Nonbiohazardous tubing is disposed of as garbage. Refer to the Biological Safety sharps and lab glass waste information for disposal instructions.
  • Lead-containing materials, including but not limited to: lead bricks, lead shots, lead sheets, lead pigs, lead aprons, lead lined items, etc. Contact UW Recycling at recycle@uw.edu to find out whether lead materials, such as lead bricks, weights, sheeting and foil that cannot be reused at the University can be recycled. This includes metallic lead that has been painted, encapsulated or covered.
  • Light bulbs, lamps and tubes: refer to the UW Recycling disposal guide for lamps disposal instructions.
  • Medical mattresses: contact UW Recycling at recycle@uw.edu for disposal instructions.
  • Oil-filled space heaters: contact UW Recycling at recycle@uw.edu for disposal instructions.
  • Paint: refer to the UW Recycling disposal guide for paint disposal instructions.
  • Sharps: syringes with needles, syringes without needles, lancets, scalpel blades, razor blades, broken glass, and fragile glass items such as Pasteur pipettes, glass slides and cover slips. Refer to the Biological Safety sharps and lab glass waste information for disposal instructions.
  • Smoke alarms: Ionization smoke detectors contain americium 241 (Am-241) or other radioactive material which must be disposed of by Radiation Safety Office. Labeling on the smoke detector (usually on the back) will indicate the presence of Am-241 or other radioactive material.
  • X-ray film and x-ray plates: These must not be placed into the garbage. Refer to the Chemical Safety polychlorinated biphenyls (PCB) information or contact at 206-616-5835 or chmwaste@uw.edu for assistance and disposal instructions.

Biological safety cabinets (BSC)

The BSC (download detailed BSC instructions (pdf)) must be cleaned inside and out of all visible residue and encrusted material. Sharps and other instruments must be removed. Labels, signage, and hazard warnings (e.g., universal biohazard symbol) must be removed or defaced. Find your building's BSC contact (pdf) to schedule a decontamination at least two weeks prior to the scheduled move date. After EH&S decontaminates the BSC with gaseous paraformaldehyde, a certificate will be attached to the BSC indicating it has been decontaminated and is safe to move.

Contaminated equipment

Any equipment contaminated or potentially contaminated with biological material, chemicals, or radio-isotopes must be cleaned and decontaminated prior to delivery to UW Surplus Property warehouse. Equipment must be non-porous, and cleaned inside and out of all visible residue and encrusted material. Cabinets and drawers must be emptied, and all locks must be unlocked. Labels, signage, and hazard warnings (e.g., universal biohazard symbol) must be removed or defaced. All laboratory tubing must be removed. A Notice of Cleaning and Decontamination Form must be completed and affixed to the item. These items include, but are not limited to:

  • Anaerobic chambers
  • Balances or scales
  • Benchtop instruments (refractometers, spectrophotometers)
  • Biological safety cabinets
  • Centrifuges
  • Circulators and chillers
  • Cryostats
  • Dead tanks
  • Dryers and freeze dryers
  • Environmental chambers
  • Evaporators
  • Flammables cabinets
  • Freezers
  • Fume hoods
  • Furnaces
  • Gas cylinder holders
  • Glassware
  • Glove boxes
  • Homogenizers and grinders
  • Hoods
  • Incubators
  • Magnetic stirrers and hot plates
  • Meters (pH meters, voltmeters)
  • Microfuges
  • Microscopes
  • Microwave ovens
  • Mixers
  • Mobile work stations
  • Ovens
  • PCR chambers
  • Pipettors
  • Refrigerators
  • Rotators
  • Shakers
  • Sinks
  • Storage cabinets and lockers (used to store chemicals or hazardous waste)
  • Vibrators and sonicators
  • Water baths

Equipment containing fluid

Any equipment containing fluid must be drained prior to pick up or delivery to the UW Surplus Property warehouse. These items include, but are not limited to:

  • Engines and motors
  • Metal lathes
  • Milling machines
  • Vacuum pumps
  • Water jacketed incubators

Contact EH&S to set up an appointment for oil draining.

Patient care environment

Equipment and furnishings used in a patient care environment must be cleaned and/or decontaminated regardless of whether or not they came into contact with any biological materials. Equipment must be cleaned inside and out of all visible residue and encrusted material. Cabinets and drawers must be emptied, and all locks must be unlocked. Labels, signage, and hazard warnings (e.g., universal biohazard symbol) must be removed or defaced. A Notice of Cleaning and Decontamination Form must be completed and affixed to the item. These items include, but are not limited to:

  • Beds without mattresses
  • Bedside tables
  • BP cuffs
  • Carts
  • Cribs without mattresses
  • Dispensers
  • Exam and recovery room furniture
  • Exam lights (light switch and cord)
  • Exam tables
  • Glove boxes
  • Isolettes
  • IV poles
  • Linen hampers
  • Mayo stands
  • Mobile work stations
  • Overbed tables (two layer table top, drawer, and mirror)
  • Patient lift equipment
  • Patient privacy curtain
  • Phlebotomy chairs
  • Raised toilet seats
  • Seating
  • Storage cabinets and lockers
  • Supply carts
  • Trash cans
  • Wheelchairs

Radiation items

Equipment that produces radiation, or equipment that is used for working with or detecting radioactive materials must have a Radiation Safety Clearance Form before it can be sent to UW Surplus. Please contact Radiation Safety to initiate proper transfer or disposal of radiation producing device. Refer to the Preparing Radiation Items for Surplus (pdf) guidance for more information. These items include, but are not limited to:

  • Any item with a radioactive sticker
  • C-arm systems
  • Computed tomography (CT) scanners
  • Dosimeters
  • Electron microscopes
  • Exit signs
  • Fluoroscopy units
  • Gamma irradiators
  • Gas chromatographs
  • Geiger counters
  • Ionization chambers
  • Lasers (class 3B and class 4)
  • Liquid scintillation counters (LSCs)
  • Mammography machines
  • Neutron generators
  • Nuclear medicine equipment (e.g., SPECT, PET scanners)
  • Radiation therapy linear accelerators (LINACs)
  • Shielding, storage containers, etc.
  • Smoke detectors
  • Static eliminators
  • X-ray devices
  • XRF, XRD, and electron-based spectrometers

Refrigerators and freezers

All refrigerators and freezers must be cleaned and/or decontaminated regardless of whether or not they came into contact with any biological, chemical, and/or radioactive material. Equipment must be cleaned inside and out of all visible residue and encrusted material. Labels, signage, and hazard warnings (e.g., universal biohazard symbol) must be removed or defaced. A Notice of Cleaning and Decontamination Form must be completed and affixed to the unit. If the unit was used to store radioactive isotopes, contact the Radiation Safety Office for assistance.

Removing surface mounted items (UW-owned & leased buildings)

To satisfy WA L&I hazard communication regulations, University departments and units must avoid potential exposures to regulated building materials when uninstalling furniture, equipment, and fixtures from a wall, floor, or ceiling. This includes but is not limited to: removing pictures or wall boards, uninstalling cubicles, cabinets or bookshelves, uninstalling audio/visual equipment and TVs, etc. Before removal occurs, a Building Materials Survey (or Historical Data) must be conducted to determine whether the wall, floor, or ceiling contains regulated building materials. A Building Materials Survey (or Historical Data) will identify the presence (or absence) of regulated materials. All building surfaces must be assumed to be asbestos and/or lead, unless proven otherwise by survey or historical data, regardless of installation date. 

The department must prove there is no lead or asbestos present by attaching a copy of the building survey to the removed item. By attaching a survey, the department communicates to all parties involved, including UW staff and contracted vendors, that the item is free of asbestos fibers and lead dust, thus ensuring a safe working environment.

Moving & Surplus staff are not permitted to impact building materials or remove items affixed to a building surface. Only trained and authorized UW Facilities personnel are permitted to affix or detach items from a building surface. Prior to the commencement of work, UW Facilities personnel will request historical data and/or a survey from Regulated Materials Office. For more information, please contact Regulated Materials Office at uwrmo@uw.edu

For buildings at other University locations or leased buildings, contact the facility manager for this service.

Lastly, make sure all screws and nails (used to secure an item to a building surface) are removed from the item. Protruding screws and nails pose significant impalement and cutting hazards. Failure to provide a survey or remove screws/nails will result in non-acceptance.

Suspect asbestos-containing items

All items suspected of being asbestos-containing must be reviewed and approved by the Regulated Materials Office prior to being surplused. These items include, but are not limited to:

  • Ceiling tiles and lay-in panels
  • Equipment with insulated linings (ovens, centrifuges, etc.)
  • Fire-proof cabinets
  • Fireproof gloves, mitts and sleeves
  • Laboratory benchtops
  • Laboratory fume hoods lined with transite asbestos cement
  • Light fixtures
  • Mastic (used to attach flooring, ceiling tiles, carpet, cove base, cork board, etc.)
  • Safes
  • Solid-core doors
  • Vinyl floor tiles or
  • Vinyl sheet flooring

To request assessment by the Regulated Materials Office, please submit a request. Note that you will need to provide a payment worktag for the assessment.

X-ray machines

Special care must be taken to safely dispose of X-ray machines. Regulation (WAC 246-224-0090) requires that UW maintain records of receipt, sales, transfer or disposal of all X-ray machines. X-ray machines must be free of hazardous materials and permanently disabled by the Radiation Safety Office prior to pick up or delivery to the UW Surplus Property warehouse. Common hazardous materials include, but are not limited to:

  • Radioisotopes
  • Beryllium
  • PCBs

Labels, signage, and hazard warnings (e.g., universal radiation symbol) must be removed or defaced. A Notice of Cleaning and Decontamination Form must be completed and affixed to the unit. Contact the Radiation Safety Office at 206-543-0463 for assistance.