Disposal authority guidance

Waste Disposal Authority Form (Word (Word document - link opens in a new window) | PDF (PDF - link opens in a new window))

Clearance Certificate Form (Word (Word document - link opens in a new window) | PDF (PDF - link opens in a new window))

The Waste Disposal Authority Form is to be used whenever somebody wishes to recycle or dispose of items of plant, equipment and materials. The Clearance Certificate Form is to be used whenever anybody wishes to recycle or dispose of oil or plant, equipment and materials which is suspected to be contaminated with any hazardous substance.

Logistics and ISS (the cleaning contractor) are responsible for disposing of all surplus and obsolete equipment, consumables and materials by the normal recycling or disposal route.

Irrespective of the types of wastes for disposal (which range from cardboard, waste paper and recycled materials to waste chemicals, clinical wastes or radioactive materials), all disposals must be made by contacting Logistics with a completed and authorised Waste Disposal Authority Form  or a Clearance Certificate. These forms should be printed and signed by a Band 3/F person and sent to Logistics.

There are a number of legal requirements to comply with whenever recycling or disposing of waste materials from STFC premises, particularly including waste chemicals, oil and radioactive materials.

The current Waste Holder of the equipment or materials should complete part 1 of the Waste Disposal Authority Form or the Clearance Certificate Form. Care should be taken to:

• record all reference numbers, including asset label numbers, of any items held on asset & inventory records;
  
  
• record the related purchase order number and the serial, asset and inventory numbers of any item being traded-in or part-exchanged for new equipment;
  
  
• indicate if any of the items have a potential use within STFC, other government organisations, or universities;
  
  
• ensure that sensitive or confidential data are removed from PCs before sending them for disposal - if you fail to do so, STFC risks breaching the terms of software licences and outside organisations may possibly gaining access to valuable STFC information;
  
  
• indicate if any of the items have been subject to radioactive or hazardous contamination - if in doubt, consult the local Radiation Protection Officer or the SHE Group;
  
  
• include any supporting spares on the Waste Disposal Authority Form or Clearance Certificate so that they are included in the disposal
  
  
• indicate if any of the items are covered by current maintenance or rental agreements - if so, these should be cancelled through Purchasing.
  
  
• indicate whether the item could be given to a local school or similar educational establishment.

In deciding how to dispose of equipment, Logistics will consult Assets & Inventories (A&I) at RAL or Daresbury to check any asset numbers, confirm who owns the item in the Asset Register and Inventory records and check if it still has any value. A&I will update the asset register and inventory records whenever ownership changes or any other disposal action is taken.

Moving Items

Once Stores have decided on the best way of recycling/disposing of the equipment the items may be moved. At RAL, if possible arrange for equipment to be moved to Building R24 (advance notification required - Arnie Wilkes, x6166) and notify the holder of the items. At Daresbury, items should be moved to the Logistics area (advance notification required - Jim McCabe, x3160 or x3750).