Summary:
This document applies to all staff that will be moving and need to clearout their work space beforehand.
It’s advisable to get in touch with a member of the waste team to do a walk round of the building/rooms to be cleared at the earliest opportunity. By doing this we can advise and help you to plan the best way forward to organise and coordinate the many disposal routed we have.
The information contained applies to all work areas from offices, rest rooms, kitchen areas, cupboards, basically any area that the Department occupies and uses. All areas – including store cupboards, rooms where staff have previously left, workshops, printer/photocopier areas, kitchens, etc - should be left completely clear of any loose items. There is a separate briefing for laboratories, hazardous stores and clinical/procedure rooms.
This briefing has been created for School Administrators, Move Managers, etc in order to plan for the disposal element of every major move / building clearance.
This briefing has been created to help deal with the many items that need to be recycled / disposed of before moving. This document has been broken down into manageable stages, starting with the easiest first. Each stage is further broken down into what items are included, the collection and uplift processes and contains occasional tips/suggestions for making the job easier.
We have suggested that for specific waste types that dedicated areas/rooms are set up to gather together one particular waste type to ease the process.
A further clearout briefing, aimed at Individuals, has also been created. This document, 14-09 Clearouts & Major Moves Briefing, has been designed to allow it to be personalised by individual groups/schools. For example, it is possible to specify room numbers/areas within defined buildings and identify what waste types they will be dedicated for and how staff should make use of them.
General Notes:
1. It is a School/departmental responsibility to ensure that all buildings/areas/rooms that they are currently occupying are left clear, empty and safe (i.e. uncontaminated) when they depart. Estates Department will only take possession of cleared and safe areas.
2. The Estates Waste & Recycling Team are here to assist you in this task so please get in touch – .
3. Use the T49 Decommissioning Certificate (available from Estates Development / Project Manager) to confirm that the building is cleared to the standard appropriate* to the previous use of the space. [*Spaces where chemicals or other hazards have been in use will require specific cleaning.]
4. When clearing out NEVER remove items fixed to ceilings, floors or walls e.g. shelves, notice boards, etc. You must submit a Work Order to Estates Department to request for removal of fixed items.
The stages covered within this document are:
1. Paper & Cardboard
2. Confidential waste
3. Books
4. CDs & DVDs
5. Stationary
6. Printer Cartridges
7. Waste Electrical & Electronic Equipment (WEEE)
8. Batteries
9. Telephones
10. Furniture
11. Fridge & Freezers (refrigerated items)
12. Crockery
13. Glass
14. Tapes Audio/Video/Other
Stage 1: Paper & Cardboard
Includes:
Cardboard folders & their contents (no poly pockets), reports, journals, old/used notebooks, envelopes, magazines and catalogues ONLY.
Process:
· Request recycling sacks from the Waste & Recycling Team [ or (6)50 9346] or the Cleaning Supervisor.
· Distribute empty bags to all staff with an explanation of where additional bags can be obtained, what to use them for and what to do with full bags.
· Agree with staff and the Cleaning Supervisor when and where bags should be placed in order to facilitate removal and to not cause a fire hazard.
· LARGE UPLIFTS - If you are clearing a large space and / or will have to clear some rooms quickly, consider dedicating an area or room for staff to take their extra filled bags of paper tied/flattened cardboard.
o Consider access to this space.
o Provide staff with the room number and label the area clearly:
§ Where you are clearing multiple buildings or disjointed spaces, you may require multiple rooms.
§ Below we have provided spaces for the rooms to be listed for your records only
BUILDING: ____________________________________________________
ROOM No: ____________________________________________________
BUILDING: ____________________________________________________
ROOM No: ____________________________________________________
BUILDING: ____________________________________________________
ROOM No: ____________________________________________________
· Make sure the Cleaning Supervisor of the Building is aware of this arrangement.
Uplift:
· Arrange with the Cleaning Supervisor and/or Servitor to move filled bags and flattened cardboard from rooms to the external recycling containers.
o Make sure there is an agreed plan in place for occasions when Cleaners are too busy to assist e.g. in the afternoon or on busy mornings.
o For large amount of material, it is possible to arrange for the Waste & Recycling Team to remove bags direct from the building. In order to arrange this, please complete the Uplift Request From supplied on the Waste & Recycling website (http://www.ed.ac.uk/estates/waste-recycling/clearouts-major-moves/arranging-an-uplift). Email the form to us at to arrange for the Waste and Recycling Assistants to collect excess bags and bulky items that the cleaning staff cannot uplift
* Plastic pockets and dividers can be reused – so take them with you or place in the black sacks along with plastic folders
Stage 2: Confidential Waste
Includes:
Confidential papers & confidential tapes, DVDs, CDs, projector slides
Confidential Papers and Confidential data sources (CDs / DVDs) must be bagged separately and are charged differently.
Process
Small scale confidential waste: papers, CDs, DVDs and tapes and that contain sensitive information.
1. Contact the Waste and Recycling team to obtain confidential waste bags or to organise a console.
2. Bag paper separately from data (CDs, DVDs and tapes).
3. When bags are full, arrange an uplift by generating an eIT listing Estates & Buildings as the Supplying Unit and Estates Waste Management as the sub-unit.
4. Complete a "Shred-it ad-hoc uplift form" - linked below.
5. Forward the uplift request form to along with your eIT number and we will organise an uplift.
6. Uplifts for the university generally take place on a Wednesday.
More information
eIT section
Shred-it ad-hoc uplift form (Word 2010 version)
Shred-it ad-hoc uplift form (earlier version of Word)
Storage of bags prior to uplift
Please note it is the responsibility of the Department to ensure that the confidential sacks are stored securely before uplift of the contractor. As part of the new service offered by Shred-It, it is possible to specify a lockable Console. This unit keeps your confidential waste secure whilst enabling you to store it in an accessible location.
Stage 3: Books
This includes:
Hard back or soft back books (not journals)
Collection:
Books for reuse:
· Contact the Waste & Recycling Team, 650 9346 / , to order specific boxes to pack the books
· You will need to distribute the boxes to staff
Books for recycling:
· Bag the books in clear sacks that you use for paper recycling. You can obtain more bags from the Waste & Recycling team or the Cleaning Supervisor for your building
o Please ensure that bags are not overfilled – books are heavy and over-heavy bags will not be uplifted by the Cleaners or the Waste & Recycling team.
Uplift:
Books for reuse:
· All filled boxes must be put on ground floor location for collection
o Ask the Servitors to take the filled boxes to a ground floor location and/or ask the Waste & Recycling Assistants for help, contact or 650 9346
o Contact the Waste & Recycling team to arrange an uplift
Stage 4: CDs and DVDs
This includes:
All CDs, DVDs and the casing
If your disks contain confidential information, you will need to dispose of them as confidential data. Please refer to the Confidential Waste page of this document.
You can also send your CDs and DVDs via
1. Polymer Reprocessors Ltd. You will need to post or courier them to the company and they will granulate them (as well as the covers) and recycle them for you.
2. For more information on Polymer Reprocessors Ltd Please follow the link below.
3. NOTE - postage/delivery must be paid by the sender.
Polymer Reprocessors Ltd will accept the CD cover and insert too so you do not need to separate these items.
Polymer Recycling Ltd
· Work: 01516068640
http://www.polymerrecycling.co.uk/
Stage 5: Stationary
This includes:
Stationary that has gathered over the years but still works or is no longer needed by your department
Collection:
Still in working order:
· Collect in the dedicated box(s) so the Department can put in the new stationary cupboard for staff to use in the new premises.
· Stationery can also be placed on WarpIT. Registering couldn’t be simpler by following the link here https://www.warp-it.co.uk/company/universityofedinburgh
· Keep it in a separate box for donation to local charity by the Waste Team
Broken stationary (e.g. pens, staplers, hole punches):
· Place in black bags for the cleaning staff to uplift
What is WARPit?
WARPit is a reuse portal used across the UK by public and private sector organisations including a number of FHE institutions.
This facility is open to all staff (including researchers) and aims to find a new home within the University for Redundant Equipment. It provides a means for the equipment to be advertised, and exchanged or sold between departments - whilst remaining within the University ownership.
WARPit provides a dynamic approach for us to advertise and share equipment online. If you have equipment or other resources which are unused or still have a life in them, please list it on WARPit. Follow the "Using WARPit" link for more information and the "WARPit Login" link to register (this is open to UoE staff and researchers only).
WARPit is specifically for the exchange within of goods owned by the University.
Stage 6: Printer cartridges
This includes:
Order replacement cartridge recycling boxes from Office Depot via the PECOS system.
Before you dispose of redundant/unused items - why not offer them to someone else using WARPit?
Step by step for disposal
1. Seal the individual used cartridge into a plastic bag - usually supplied within the packaging for the new cartridge.
2. Place the package into a designated cartridge recycling box. Lining your box with a bin liner helps to prevent any chance of ink / powder leakage.
3. Boxes should not be too heavy - it must be possible for a single person to carry a box safely.
4. To arrange a free collection call the CES Collections Team on 01635 587 067 or email your contact details to .
5. You will need to state that your collection is via Office Depot and quote the postcode and address for uplift.
6. Prior to uplift, boxes must be sealed (top and bottom with all edges secured by tape) with the collection number stated clearly e.g. in black marker on each and every box.
7. All collections should be completed within 3 working days.
Ordering replacement boxes
Please use Item code 5006610 to order a free recycling box for your empty cartridges.
Is this your first collection request?
You may be sent a Waste Transfer Note (WTN), electronically, to fill out and return.
If you are not sure how to complete this, please get in touch with the Waste team and we will assist.
Stage 7: Waste Electrical & Electronic Equipment [WEEE]
This includes:
All I.T. equipment, desk lamps, fax machines, laminators, kettles, microwaves, cables, calculators, memory sticks and other small electronic equipment etc.
Collection:
· All cables, small electronic parts, small items of I.T (keyboards, mice) should be boxed
· Lamps must have the bulbs removed and bulbs boxed
Uplift:
· Complete a collection request Proforma and email it to CCL (North) Ltd, contact details on the Proforma.
o The Proforma can be found online under the A-Z guide, Electrical & Electronic Equipment section
§ CCL North will arrange a date to uplift the items.
Note 1: There is no cost to your department / unit for this service as yet.
Note 2: There is a separate route for batteries and for refrigerated items see Stage 8 & 11.
Stage 8: Batteries
This includes:
Hazardous and Non-hazardous batteries
Collection:
· Nickel Cadmium (Ni-Cd), Mercury (Hg) and Lead-Acid (Pb) are all hazardous and must be disposed of as hazardous waste. For information on how to dispose of these batteries safely please refer to our website http://www.ed.ac.uk/estates/waste-recycling/how/batteries-hazardous
o For storage information please contact Tim Calder at Chemistry Stores, (6)50 7342
Non-Hazardous:
· Collect in a box and the uplift route is the same route as WEEE, see Stage 7.
Stage 9: Telephones
This includes:
Telephones supplied originally by the Telephones Service that are now redundant to the University. Please check first with the Telephone Services.
NB Phones bought by the Department can go via this route if broken
Collection:
· Bag or box all telephones and put in the dedicated room along with WEEE, see Stage 7.
Uplift:
· Complete a collection request Proforma and email it to CCL (North) Ltd, contact details on the Proforma.
o The Proforma can be found online under the how do I guide, Electrical & Electronic Equipment section
§ CCL North will arrange a date to uplift the items.
V.O.I.P Phones: must be collected up and kept separate from the other WEEE and handed back to the department/school
Note: There is no cost to your department / unit for this service currently.
Stage 10: Furniture
This includes:
All items of loose furniture including desks, chairs, tables, shelving units (not wall shelves), desk and floor screens, drawer units, filing cabinets (including metal cabinets) cupboards, coat stands reproduction/antique furniture and lockers.
NB This does not include items fixed to walls, floors or ceilings or electrical items
Collection:
· For furniture that is no longer wanted / needed please contact the Furniture Office on 650 2076 or send a request form for an uplift:
http://www.ed.ac.uk/schools-departments/estates-buildings/services-sections/furniture-office
· Furniture Office staff will visit and assess the items to be removed
Uplift:
· Furniture Office will arrange for items to be uplifted to be redistributed within the University where possible or recycling
o All drawer units, cabinets etc, should be emptied before they are removed and, if available, any keys taped inside.
Stage 12: Fridges and freezers
This includes:
Unwanted / broken fridges, freezers and centrifuges (any refrigerated items).
Collection:
· Item MUST be decontaminated and all Hazard labels removed or totally defaced
· Producing Department must fully empty and clean the item prior to disposal
o Thoroughly clean the item(s) and complete the decommission checklist at the same time
§ Checklist can be found on our how do I Guide on Recycling and Waste: www.ed.ac.uk/recycling