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Summary
This article is a detailed overview of the SEED disposal process at USNH. It includes a description of the entire SEED disposal process, from request to official Disposal status on the asset records, as well as asset validation after vendor pickup. This article is for Client Services staff and student workers who are processing SEED tickets and equipment.
SEED Request Submission
There are several ways that SEED requests can be initiated, including:
- Direct request by the client through our Computer and Device Request Form using the 'SEED' option in the drop-down menu
- Client drop off of equipment at any of our USNH IT Walk Up locations
- Client turn-in during a service call with a technician
If a SEED request form is submitted directly by the client, move to next section for Request Processing.
If SEED equipment is dropped off with a technician, this should be documented in a ticket with the asset attached (if applicable). The equipment should then be delivered to a walk up location for holding. All asset(s) should be updated to Retired status, and the Location needs to be updated to the applicable walk up location.
Equipment dropped off directly by a client at a walk up location should also be documented in a ticket with the asset(s) attached and updated.
It is not necessary to create an individual request for each piece of equipment turned in at a walk up; equipment can be held until there is enough equipment to justify SEED ticket/ spreadsheet creation and transfer to the applicable SEED storage location. A Computer and Device Request form for SEED needs to be submitted with attached spreadsheet prior to items being moved from the walk up to SEED storage.
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SEED Request Processing
Once a SEED Request is submitted (either directly by the client or by walk up staff submitting for a dropoff of equipment held at their location), it is sent to the SEED group/ Service in TeamDynamix, and several automated tasks are assigned to the request:
- Review spreadsheet; reply with revisions if needed
- Schedule drop-off
- Collect and store equipment
- Upload spreadsheet to appropriate SEED folder
- Attach and update assets
- Apple - Remove from ASM
- Apple - Move to 'Retired' in JAMF
- Remove Windows Devices from InTune
- Delete Windows Devices from AutoPilot enrollment
These tasks will be closed out as we work through processing the SEED request.
How to Process a SEED Ticket
Step 1 - Check if the client submitted a spreadsheet. All SEED requests need to have the SEED Request Template completed and attached to the request in Excel format. A copy of the blank template can be found in the right-hand sidebar of the Computer and Device Support page.
- If the client has not yet submitted a spreadsheet, reach out with a copy of the blank spreadsheet and ask them to fill it out; put into Waiting for Client status until it is returned
- If the client has included the spreadsheet, move to next step
Step 2 - Once the spreadsheet has been submitted, open and review it to ensure all items listed on the request are accepted by our SEED vendor.
- All accepted items are summarized on the SEED Accepted Equipment List. There are some items commonly included on SEED requests which do not qualify for SEED- such as toner, batteries, CRT TV's, small appliances, lightbulbs, and UPS Backup Units. The Accepted Equipment List also includes a list of those items and how to properly dispose of them. There is also a Disposal Guide on this page that can be shared with clients to help them determine the appropriate disposal method for their items.
- If there are items on the spreadsheet that do not qualify for SEED, follow up with the client and ask them to remove those items and update their spreadsheet
- Once the finalized spreadsheet with only accepted items is attached to the request, close the task "Review spreadsheet, reply with revisions if necessary".
Step 3 - Follow up with the client (or technician, if submitted via walk up) to schedule a good time for the equipment drop off. Coordinate schedules as needed and send an Outlook meeting invitation for the drop off time. Be sure to include any student workers who may assist with the drop off on the meeting invitation, as well as the scheduling confirmation with the client. Once the drop off has been scheduled, close the task "Schedule drop-off".
Step 4 - On the day of the drop off, meet the client at the agreed time to collect the SEED equipment and bring it into the applicable SEED storage location for the campus. Ensure no unaccepted items are included in the drop off. All items that contain data/ have a hard drive need to be in a secured location. Once the drop off is complete, close the task "Collect and store equipment".
Step 5 - Once the equipment has been collected and stored, upload the spreadsheet from the request to the applicable SEED folder for the campus and current year. All members of the SEED group will have access to the SEED file storage repository in SharePoint. Name the spreadsheet with the following format: FirstInitial-LastName-DateofDropoff-TicketID. Example: J-Brulotte-10.18.24-123456. Once the spreadsheet has been stored in the appropriate folder in SharePoint, close the task "Upload spreadsheet to appropriate SEED folder"
Step 6 - Open the spreadsheet and attach all assets for equipment that is listed in our Hardware Asset application in TeamDynamix to the Service Request. Update all assets to Retired status and update the location to the applicable building and room for the SEED storage location. Once complete, close the task "Attach and update assets"
Step 7 A - For Apple devices:
- Note: This task can only be completed by a team member with access to Apple School Manager; if you do not have access, please reassign the request to someone who does. Log in to Apple School Manager and check for any devices that appear there. If found, click on the menu with the three dots at the upper right and choose "Release from Organization" for each device, then close the task "Apple - Remove from ASM":
- Log in to USNH JAMF and check for any devices that appear there. If found, update the Department on these assets to UNH - Retired (this applies for all campuses as it is the only 'Retired' group in JAMF currently). Close the task "Apple - Move to 'Retired' in JAMF".
Step 7 B - For Windows devices:
- Log in to InTune and navigate to Devices> Windows, then check for any devices that appear.
- Click on each asset individually and then choose 'Delete' from the top taskbar to remove them from our InTune device list:
- Close the task "Remove Windows devices from InTune".
- Next, navigate to Devices > Device Onboarding > Enrollment > Windows AutoPilot > Devices in the left-hand sidebar and search for all Windows assets there. Delete any records that appear in this section by selecting the check box and clicking "Delete" (this is to remove them from our AutoPilot process)
- Close the task "Delete Windows Devices from AutoPilot enrollment".
Step 9 - Once all tasks are complete, the service request can be closed out.
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Master SEED Pickup
Quarterly, (or as needed when SEED storage locations are running out of space) we conduct a large SEED pickup with our vendor. Outlined below is the process for scheduling and executing a Master SEED Pickup with our SEED vendor.
Scheduling Master SEED Pickup
Step 1 - Throughout the quarter, check in with technicians at the smaller USNH locations in the Central NH Zone regarding their SEED equipment levels. Storage at these locations is minimal, so SEED equipment is transferred to UNH Durham prior to our vendor pickups using our IT Van. Locations with SEED equipment transfer to UNH Durham:
- UNH Law- 2 White Street, Concord NH room 301
- UNH Manchester- Basement storage bin
- USNH Systems Office- 28 College Drive, Concord NH room F118
Step 2 - Regularly check SEED levels at all vendor-visited SEED storage locations:
- KSC- Elliot Hall room 073
- PSU- 43 North River Street storage trailer
- UNH Durham- 6 Leavitt Lane, Durham NH room 117E
Step 3 - Once storage locations are getting full, begin preparations for the next vendor pickup:
- Compile all individual SEED spreadsheets into one large Master SEED Pickup Spreadsheet for the pickup; use a separate sheet/ tab in the spreadsheet for each campus
- Create a folder for the Master Pickup inside the "USNH Vendor Pickups" folder in the SEED SharePoint file repository. Format for the folder name is "Institution(s) Date Vendor Pickup" Example: "USNH September 2024 CoreTek Pickup". All members of the SEED group will have access to this file storage repository in SharePoint.
- Create individual folders inside of the pickup folder for each campus that will be included on the pickup
- Move all individual spreadsheets into the appropriate campus folder for the pickup as you copy them into the Master Pickup Spreadsheet
- If more SEED requests come in prior to the vendor pickup, be sure to file the individual spreadsheet into this folder, as well as add the items to your Master Pickup Spreadsheet
- Check supplies on hand and reach out to vendor via email if more supplies are needed. The vendor will send any needed supplies prior to arriving on campus:
- Large gaylord boxes- enough for the pickup as well as a reset of empty boxes afterward
- Cardboard box dividers
- Foam for packing monitors
- Rubber bands for packing monitors
- Strapping kit for closing up boxes
- Laptop boxes
- Stretch wrap for sealing and wrapping
- Pallets- for current pickup as well as reset of new boxes after pickup
- Based on observed SEED levels at each institution, determine which locations will need a pickup.
- Reach out via email to schedule Master SEED pickup dates with vendor; map route with pickup team based on which locations need to be visited, and include information regarding any supplies needed for the pickup. Attach/ share a copy of the Master SEED spreadsheet (with the caveat that more equipment may arrive prior to the pickup date).
- Communicate upcoming SEED pickup dates to Team Leads, receiving folks (as a heads up that we will need to use the loading dock area), and other relevant stakeholders at each institution. At UNH Durham we also loop in our contacts at Environmental Health & Safety so that they may review our pickup items before the vendor hauls them away.
Conducting Master SEED Pickup
On the scheduled dates, meet the vendor to collect supplies needed from the Durham location, then follow the predetermined SEED pickup schedule to visit each site, pack up SEED equipment, and clear out the SEED storage area.
If any unaccepted items have been accidentally accepted, reach out to the appropriate disposal location/ party and transfer those items (eg; toner to Print Services, batteries to EHS, etc).
The vendor will typically use a smaller box truck to pick up SEED equipment from PSU and KSC, and then transfer to UNH Durham for the large freight pickup at the end of the week. This is both for space reasons (the large truck cannot fit into the pickup area at PSU or KSC) as well as cost savings reasons (the cost to send the large truck to multiple locations is much higher). For this reason, we always wrap up our Master SEED pickups on the UNH campus.
When the freight truck arrives to pick up the items, the vendor will provide a Bill of Lading for the pickup. Scan this in and save it inside the Master SEED Pickup folder for this run.
Documenting Master Pickup
The vendor will transfer our items to their warehouse, where they will be sorted, audited and processed for refurbishment or recycling.
The audit process typically takes a few months to complete, at which time the vendor will reach out to us with a detailed audit report of the items included on the pickup and a Certificate of Destruction for data sanitization of the processed equipment. These records need to be filed and appropriately attached to the items that were destroyed in order to fully document their lifecycle and disposal.
Step 1 - After the Master SEED pickup is complete, create a TeamDynamix Release Form for the pickup; name it "Master SEED Pickup -Date-" Example: "Master SEED Pickup September 2024".
- Bulk update assets for each individual ticket to Disposal Status and Off campus Location. Note: only asset team members have the ability to bulk update assets by ticket ID; if you do not have access to make bulk updates, please reassign the request to a team member who does.
- Open all of the individual SEED request tickets that were sent on this run and set the parent for those requests to the release ticket; this will attach all individual requests to the Master ticket, effectively linking those assets to the pickup.
- Upload/ attach the Bill of Lading from the freight pickup to the Master pickup ticket.
- Set the status as "On Hold" for two months later, as a reminder to circle back with the vendor when the ticket comes off hold to request the Certificate of Destruction and check information for the pickup
- Complete Validation for the SEED pickup (see section below)
Step 2 - Circle back with the vendor for the audit file, Certificate of Destruction and check information once the audit is complete. Once this information is received:
- Reach out to USNH Accounts Receivable to let them know the check is incoming. Include the dollar amount and the FDM information where the funds should be deposited; copy the director of Client Services on this email.
- Upload the Certificate of Destruction and Pickup audit file to the SharePoint folder for the applicable pickup as well as the Master SEED Release Ticket for this run as documentation.
- Close out the Master SEED Release ticket for the pickup. Pickup is complete!
Validating SEED Pickup
In order to validate our asset lifecycle and ensure that our records are accurate, asset validation needs to occur after SEED items are picked up to ensure that no assets appear to be in our SEED storage locations.
Once all assets on individual SEED requests have been updated to Disposal status and Off campus location:
Step 1 - Pull a location report from the Hardware Asset application in TeamDynamix for each SEED storage location that was cleared out
Step 2- Validate that no assets are showing up in those locations.
- If any assets do appear, investigate why and correct discrepancies to ensure all records are accurate and up to date.
- Review correct SEED documentation process with relevant stakeholders for training purposes
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Further Readings
SEED Accepted Equipment List & Disposal Guide
Computer and Device Support Form
Sending a device to SEED in TeamDynamix
Need additional help?
Visit the Technology Help Desk Support page to locate your local campus contact information or to submit an online technology support request. For password issues you must call or visit the Help Desk in person.