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Reminder: Return of IT equipment

01 May 2026

IT Services would like to remind all colleagues and postgraduate researchers of their responsibilities when leaving the University's employment, moving internally, or changing working arrangements.

What do we mean by IT equipment?

All University owned IT equipment must be returned, including (but not limited to):

  • Laptops / Desktop Computers
  • Monitors
  • Mobile Phones
  • iPads/Tablets
  • Docking Stations
  • Keyboards / Mice / Peripherals

This applies to everyone, regardless of funding source or location of use.

When must it be returned?

  1. Leaving the University: All IT equipment must be returned before departure (portable equipment should be collected during the exit interview).
  2. Moving teams or projects – devices do not need to be returned for moving roles if the requirement of the device remains the same, however if equipment needs to be reassigned, for example to a new role-holder, a request must be made through IT Services; do not transfer devices informally. See 4.4 of the IT Hardware Policy for more information. 
  3. Upgrading or changing working arrangements – if switching from a desktop PC to a laptop (for example, hybrid working), the desktop PC must be returned.

How should it be returned?

Equipment can be returned in one of two ways:

  • Arrange a Drop-off or Collection by using the Returning IT Equipment form in Connect.
  • Contact the IT Support Centre on 0161 306 5544. If you’re unsure what to return or how to package it, IT Services can advise you.

Expectations and responsibilities

Colleagues and Postgraduate Researchers: 

  • Must return all University issued IT equipment when leaving the University.
  • Must take reasonable care of equipment and report faults promptly.
  • Must notify IT Services immediately if equipment is lost or stolen.

Managers / Supervisors

  • Must ensure equipment is collected at the exit stage.
  • Must return devices to IT Services (not store within the School/Faculty).
  • Will be charged for replacement equipment if items are not returned.

IT Services:

  • Manages collection, reallocation, servicing, and recycling of IT equipment.
  • Provides support for secure handling, data removal, and inventory updates.

What happens if equipment is not returned?

  • Your Faculty or Department will be charged for the cost of replacement.
  • Delay in returning equipment may cause issues with HR or project close out.

Martin Putwain, Head of End User Compute Services, said: “Our University’s Zero Landfill commitment means that no University owned or purchased asset will end up as waste in landfill. We all share the responsibility of ensuring that we are environmentally sustainable and financially responsible – when IT equipment is returned, it is reused, redistributed or recycled. I encourage line managers to familiarise themselves with the process for returning IT equipment and with our hardware asset management policy, so that we achieve our ambitions of being a sustainable and socially responsible institution.”

More information