Description
The Device Return Service supports departments in managing university ‑owned technology that needs to be returned due to lifecycle replacement or the end of an employee’s appointment. This service ensures that equipment is securely processed, wiped, and prepared either for surplus or for redeployment within the department.
Requesting managers must initiate contact with the employee to coordinate the return and provide all required information before submitting a request.
Available To
- University departments
- Managers or supervisors responsible for employees with assigned technology
- IT staff coordinating lifecycle or separation workflows
Features
- Secure device intake and verification
- Data wiping and reset to university standards
- Preparation for surplus or redeployment
- Optional shipping coordination with basic insurance included
- Tracking and documentation of returned equipment
Requirements for Managers Requesting Return Shipping
To submit a Device Return Request, managers must provide:
- Employee full name
- Employee address
- Employee phone number
- Employee OHIO email address or personal email address (if separated)
- List of equipment to be returned, including computer(s)’ serial number(s)
- Confirmation that the employee has been contacted and instructed to return the equipment
Managers are responsible for ensuring the equipment is returned. If equipment is not returned within 30 days of a shipping label being generated, the items will be reported to:
- Ohio University Police Department (OUPD)
- IT Information Security Office
- The appropriate departmental manager
Cost
|
Service/Item
|
Cost
|
| Standard labor (required) |
$50 |
| Shipping coordination |
$20 |
| Packing materials – Ultra wide monitor |
$20 |
| Packing materials – Basic monitor |
$15 |
| Packing materials – Computer |
$10 |
| Packing materials – Misc. peripherals (webcams, mice, keyboards, etc.) |
$10 |
| Shipping charges |
Varies based on location |
| Shipping insurance (required) |
Varies based on value of the return |
Process
- Manager contacts the employee and confirms equipment to be returned.
- Manager submits the Device Return Request with all required information.
- IT prepares shipping materials or coordinates drop-off‑ as needed.
- IT processes the equipment, wipes data, and prepares for surplus or redeployment.
- IT notifies the manager when processing is complete.
Disclaimers
- The Office of Information Technology (OIT) is not liable for lost, stolen, or damaged equipment during transit.
- In the event of shipping related‑ loss, OIT will work with the shipping vendor to recover funds to the extent possible.
- Responsibility for ensuring the equipment is returned remains with the requesting manager.