About

Purpose

To establish a fair, transparent, and fiscally responsible process for allowing employees to purchase surplus, fully depreciated, or retired ROE technology equipment (e.g., laptops, tablets) after proper data sanitization and removal from active inventory.

This program aims to recover additional value from retired assets beyond what surplus auctions or recycling typically yield, reduce electronic waste by extending device life cycles, and provide a meaningful employee benefit at limited cost to the organization.

Eligibility

This program is open to all current, active employees of ROE #9. Former employees, contractors, and volunteers are not eligible.

Devices will be made available in the following order of priority: (1) the employee who was the primary assigned user of the device is given the first opportunity to purchase it within the stated offer window; (2) if the primary user declines or does not respond, the device shall be made available to all eligible ROE #9 employees.

Tie-breaking criteria: If multiple employees wish to purchase the same device during the general offer period, priority is determined first by purchase history (preference given to employees who have never purchased through this program; if all have previously purchased, the employee whose most recent purchase was the longest ago takes precedence), then by seniority (longest continuous employment with ROE #9).

Device Preparation

All devices must be prepared by the responsible department before any employee purchase. No sale may be completed before Device Sale Preparation has occurred. Device Sale Preparation shall mean: (a) declaration by ROE that the device, identified by its serial number, is surplus by written instrument so-finding; (b) a complete data wipe performed in compliance with NIST SP 800-88 (Guidelines for Media Sanitization); (c) restoration of the device to factory default settings; and (d) removal of all ROE software licenses, configurations, and credentials.

Pricing

Devices shall be priced by ROE #9 at fair market value, assessed at the time of retirement at the exclusive discretion of ROE #9.

Fair market value will be determined using the median of recent eBay sold listings for comparable devices, with optional reference to secondary resale platforms for validation (including backmarket.com, apple.com/shop/trade-in, and tradein.dell.com).

Pricing must be consistent across equivalent devices offered in the same retirement cycle. All sale revenue is directed to the selling department's local fund.

Employee Acknowledgment

By purchasing a device, I acknowledge that:

1. I am a current ROE employee eligible for this purchase program.

2. I will pay the price set forth in this purchase agreement before I accept delivery of the device. I will be responsible for any and all taxes which may be due and owing on the device.

3. I understand, accept, and agree that I am purchasing the device as-is, with no warranty, guarantee, or expectation of post-sale technical support from ROE #9. I have had the opportunity to review and examine the device, accept its condition as delivered, and hereby waive any and all actions, cases, charges, causes, or liabilities against ROE #9, its officers, employees, agents, and assigns in any matter related to the device or its sale, whether known or unknown, suspected or unsuspected, at any time now or in the future.

4. EXCEPT FOR WARRANTIES OTHERWISE SET FORTH EXPLICITLY HEREIN IN WRITING, EACH PARTY DISCLAIMS ANY AND ALL OTHER WARRANTIES, EXPRESS AND IMPLIED WITH RESPECT TO THE DISTRIBUTION PRODUCTS, INCLUDING WITHOUT LIMITATION, ANY IMPLIED WARRANTIES OF MERCHANTABILITY, NON-INFRINGEMENT AND FITNESS FOR A PARTICULAR PURPOSE.

5. I understand that all sales are final; devices may not be returned after purchase.

6. I assume full responsibility for the device's use, maintenance, and any associated data use, integrity, security, and/or viability.

Process

1. Department identifies and documents a device as surplus, approved for retirement.

2. Responsible department sanitizes the device per NIST SP 800-88 and retains documentation.

3. Written notice of device retirement is emailed to the primary assigned user, who shall have fourteen business days to submit written notice to the Regional Office of Education Superintendent of intent to purchase.

4. If the primary user declines or does not respond, an all-staff notice may issue, identifying the device and offering the same for sale.

5. If multiple employees express interest, tie-breaking criteria shall be applied and the eligible buyer shall be notified in writing.

6. Purchasing employee signs the Acknowledgment Form and submits payment.

7. Device is transferred; sale is recorded and revenue deposited to the appropriate local fund.

Policy Oversight

The Regional Superintendent or designee shall authorize all employee purchase programs and ensure they comply with applicable procurement, disposal, and audit standards.