Live, Love, Learn


Disposal of Assets Policy



School Policy for the Disposal of Assets and Equipment




Mission Statement


At St. Peter's Roman Catholic Primary School, we believe that:


Together, as a faithful community, we will live, love and learn so that we are a reflection of Jesus, inspiring others to walk with us.

School Policy for the Disposal of Assets and Equipment

St Peter’s RC Primary School



Reviewed: November 2016





The Governing Body of St Peter’s is responsible for ensuring that assets purchased by the School are disposed of in an appropriate manner.


Assets may be disposed of where these are considered surplus to educational needs.


Items can be available for disposal because they are:-


  • Not capable of running required operational software systems or being upgraded to do so;


  • No longer required, due to changed procedures, functions or usage patterns;


  • Beyond repair



This policy sets out a framework to identify who has the authority to declare items to be obsolete, surplus or damaged beyond repair, and the means of disposal.


Where items are to be sold it is important that the best price for the item is achieved.




Any item which is deemed to be obsolete or damaged beyond repair and is not appropriate for sale may be written off by the Headteacher.


Any item which is surplus to the school’s requirements, and has a saleable value, may be sold to achieve the best possible price. The Governing Body has decided a delegated level up to which the Headteacher has sole responsibility for this function. This is currently £2,500. The Resource Committee must authorise the disposal of items with a current value greater than £2,500.


The means of disposal of items :-


The disposal of any item requires the approval of the Headteacher or Resource Committee.



Initial consideration should be given as to whether the item could be utilised elsewhere within the school.


Enquiries should be made with other Schools as to their interest in the acquisition of the item/s.


There is no need to always advertise the sale of items and common sense can prevail when determining an acceptable price for the item. The Head teacher would be responsible for making such decisions. If advertising an item it may take the form of :-


  1. Notice to be placed on staff notice board;


  1. Notice to be placed on view for pupils/parent bids;


  1. Offer to other schools


  1. Other appropriate method.



All ICT equipment which is deemed obsolete will be fully cleaned of information prior to disposal.


The disposal of an item of equipment must be recorded in the school’s inventory together with the date of disposal, the reason for disposal, the approval of the disposal and the amount of sales proceeds if appropriate.


The Head teacher and Resource committee will make reference to the guidance notes provided by the LA when applying this policy.


These notes are attached to the end of the policy document.






Internal Audit - Guidance Notes on Disposal of Assets – Rochdale


  • The purpose of these notes are to provide schools with guidance and protocols for the disposal of assets. This will help to ensure that equipment is properly accounted for prior to disposal and that the disposal is by the appropriate method and minimises any risk to the school.


  • Non disposal of obsolete equipment not only takes up space but potentially incurs on going maintenance costs. The school should therefore dispose of such equipment in line with the processes set out in this policy.


  • A model disposal policy is included at page 5 which schools may wish to consider tailoring and adopting.


Reasons for disposal


  • Items can be available for disposal because they are :-


  • Not capable of running required operational software systems or being upgraded to do so;


  • No longer required, due to changed procedures, functions or usage patterns;


  • Beyond repair.


Options for the disposal of assets


  • Assets identified for disposal may be dispensed using the procedures outlined below. Acceptable methods of disposal are:-
    • Transfer of assets to a new school site
    • Sake of assets


  • Donation of assets to a school or community service organization


  • Destroy assets
  • Recycle assets


  • Choice of the most appropriate disposal option will normally be influenced by the age and functionality of the equipment for disposal and by market value.


Transfer of Assets to New School Site


  • If many assets are to transfer to a new site an appropriately detailed list of such items could be compiled for ease of use. However, the disposal column of the inventory should be appropriately updated to show that the items in question have been transferred.










Sale of Assets


  • The sale of assets involves assigning a minimum price to the item and publicizing the items availability for sale. This may range from an advertisement on the intranet site or a general round robin email.


Assets should be advertised as ‘sold as seen’ with no guarantee of lifespan given.


  • The school is to be clear and transparent in determining the appropriate minimum prices of items. The minimum price should at least cover the costs connected to the disposal, for example those related to clearing data from PC’s or laptops. Appropriate documentary evidence needs to be retained to allow income to be accounted for to the point of banking (receipts, paying in slips). All items should be in a good and safe condition. If you are unsure if goods are safe then you should not sell them. Electrical goods should only be sold if the portable appliance test (PAT) is in date. If when originally purchased the asset was subject to VAT then VAT must be charged on the agreed sale price and schools should indicate this as vatable income when paid into the main school budget.


Donations to External Organisations Including Schools


  • The school may authorise the donation of equipment to another organization or school.


Destroy or Recycle Assets


  • Items with no market value and no use to any other organization or person may be destroyed in an appropriate and safe manner. Items must be destroyed or recycled in accordance with legislation. Advice on how to destroy or recycle assets can be obtained from Operational Services.


Disposal of PC’s and Laptops


  • It is essential to ensure that any computer and laptop hard drive / memory / data store is professionally cleared of such data prior to disposal. This is to ensure that the school adheres to data protection legislation and minimizes the risk that sensitive information is exposed to unauthorised individuals.








Donation or Selling Items to Staff


  • When offering items to staff the school should follow the Council’s Code of Conduct which lays down guidelines on how schools and individual members of staff should avoid any impropriety or any suspicion of improper conduct. Need to ensure that all staff have the opportunity to see what may be available. In addition consideration should be given to allocating equipment via a lottery if there are more interested parties than items available.


Updating School Inventory Records


  • Asset disposal decisions and the reasons for taking them should be documented. The following information should be recorded against all items in the school inventory:-


  • Chosen option of disposal including the reason / rationale;
  • The date the equipment is disposed of.


  • For equipment which is to be sold, transferred or donated the following information should also be recorded – where the equipment went.