Return IT Equipment
All IT equipment, unless specifically stated otherwise, remains the property of the University and must be returned on request.
You are required to return IT equipment when you leave the University, move role and the equipment you were assigned to is no longer sufficient to carry out your new role, or if your current equipment is redundant. All IT equipment is provided in line with the End User Device Policy.
How do I return IT equipment?
Leaving the University
- Once Information Services (IS) are notified of your leaving date by Human Resources (HR), they will email yourself and your line manager with a list of known allocated IT devices that must be returned.
- You are required to drop off your equipment following the instructions contained in the email we will send you.
If you are returning an Apple device, you must disable the Find My iPhone function and remove your Apple ID before handing in your device.
Moving role
If the equipment you are currently assigned is no longer sufficient to carry out your new role:
- Your new line manager should submit an IT Device Request form for every device. Guidance on standard or non-standard devices can be found here.
- IS will check the asset register for any devices already assigned to you, and may require further information from your new line manager. If the request is not approved, the new (or additional) equipment will not be provided.
- If approved, IS will progress your request. If the new equipment is to replace a device already assigned to you, you must drop off the equipment you no longer need when picking up the new equipment. Please remember to bring your staff ID card and the call reference number with you.
If you are returning an Apple device, you must disable the Find My iPhone function and remove your Apple ID before handing in your device.
Reduntant equipment
If you have redundant IT equipment to return:
- You should complete the IT Device Return form, indicating the preferred campus for returning the equipment. You can use a single form for multiple devices.
- Drop off your equipment at your chosen location. Please remember to bring the call reference number with you.
Please note that IS carry out routine checks on the asset register to identify compliance with the End User Device Policy. You must return all redundant IT equipment, if requested.
If you are returning an Apple device, you must disable the Find My iPhone function and remove your Apple ID before handing in your device.
Why must I return IT equipment?
It's essential that you return IT equipment rather than reallocating to another member of staff for the following reasons:
- With the introduction of standard devices, a new staff member can be issued equipment directly from stock, removing the need to allow for delivery lead-times.
- Getting the device back allows us to reset the device to a known configuration and, if required, remove any locally stored data and update our asset register.
- IT equipment is purchased and paid for centrally so should be returned to Information Services, even where a staff member is leaving and being directly replaced.
- A finding of the recent Ernst & Young Cyber Audit was that the University must have robust processes around asset recovery.