Scheduling

Scheduling Surplus Pickup/Drop-Off Procedures

All IU-Indianapolis assets detailed below must come to Surplus.

  • Items that are purchased, donated, or abandoned at the University are considered an IU asset.
  • Surplus determines final disposition of item(s) no longer needed by a department on behalf of the University.  Items will be redistributed within IU, sold, donated, recycled, or sent to waste services as determined by Surplus.
  • There are strict policies in place that explicitly prohibit the destruction and/or removal of university property.
  • Discarding, selling, or donating a university asset outside of Surplus or Purchasing permission is a form of destruction or theft of state property, which you could be held liable.

Do not send data devices to Surplus without following the UISO & Surplus Data Procedures

UISO Policy

Surplus Shredding Policy

 

 

Surplus Pickup Criteria

Surplus offers a 'free' pickup service once per week. The goal of this service is to facilitate as many pickups as possible within the timeframe and to maximize the amount of available space in the moving truck.

You may schedule a pickup using our Schedule Pickup/Drop-off link.  Surplus will review and schedule qualified requests (must fall within criteria below for the free service).

The following criteria must be met for free pickups:

  • Must fit in a 6' x 6' section within a truck
  • 2 movers are able to easily lift/manage w/o the use of specialized equipment
  • Items are consolidated/organized for easy pickup/removal
  • Only items listed on Surplus Pickup Request Form are picked up - NOTHING may be added without contacting Surplus for approval
If request does not meet the above criteria, departments have the option to contract vendors to perform the move at the departments' expense. There are university contracts in place with various moving companies, so please contact Purchasing as applicable to make sure protocol is followed.

Request Surplus Pick-Up Service

To setup the free pickup, the following needs completed:

  • Complete the Surplus Pickup Request Form. Only items listed on form will be picked up. Movers are directed NOT to pick up unlisted, large, or extremely heavy items. Email completed form to surplusp@iupui.edu Note: when emailing, please send it using a .doc, .docx, or .pdf format
  • If the above form does not function please fill out: Pickup Request Form ONLINE. 

 

When this form is received, we will review the request:

  • If the request is acceptable, it will be scheduled and the contact on the form will be notified of the pickup date.
  • If the request is unacceptable (i.e. too many items, extremely large, heavy, or time consuming) then the contact will be notified of the denied request.
  • If the request is denied, it will be the department's responsibility to make arrangements to have the items moved to Surplus. To do this a Surplus Pickup Request form will need to be filled out prior to pickup.

    A few rules to the free weekly pickup service are:
  • Freon/refrigerant must be removed from non-functional freezer/refrigerator units prior to the pickup.
  • Decontaminate all items if used for biohazardous and/or radioactive operations.
  • Hard Drives that are outside of the computer cannot be transported to Surplus via a 3rd party vendor. They must be delivered by an IU employee or picked up by our staff. Please ensure all drives/data devices are wiped per UISO protocol.
  • If a pickup is deemed too demanding by Surplus management (i.e. too large, too many heavy items, too time consuming) it can be denied.

Surplus Drop-Offs

If pick-up service is not convenient for you, drop-offs may also be arranged.  Surplus dock hours are Monday through Friday from 8:00 AM to 3:00 PM for scheduled drop-offs only. We do have other services we provide to campus and if you show up without an appointment, chances are you will be turned away.

To set up a drop-off, the following needs completed:

  • Complete the Surplus Pickup Request Form prior to the drop off; select 'DropOff' when scheduling a 'pickup' service.
  • Call 317-955-7974 or email surplusp@iupui.edu to make an appointment to drop the items off.
  • Due to liability reasons we cannot unload items from a personal vehicle at any time. There are no exceptions to this rule! Please plan accordingly.
  • Moving equipment is readily available at the warehouse if it is needed to assist in unloading equipment. University licensed fork truck operators will also be available to remove any heavy item from university vehicles only. Other use of the fork truck is prohibited.