E-Waste Policy

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E-Waste Policy

E-Waste Management Policy and Procedures

Sr. No.







Objective of the e-Waste Policy


Definitions and Examples of the e-Waste Policy


Scope of the e-Waste Policy


Laws concerning of the e-Waste Policy


Grounds for Condemnation & Process


Summary of the e-Waste Policy


Annexure – I : Guideline for Disposal of IT Products / Equipment


Annexure – II : Registered E-Waste Dismantlers / Recyclers in Gujarat


Annexure – III: Formats for Reports

List of Abbreviations Used


Annual Maintenance Contract


Beyond Economic Repair


Deposit at call Receipt


Department / Office Disposal Committee


Finance Officer


Information and Communication Technology


Obsolete Declaration Form


Original Equipment Manufacture


Purchase Order


System and Network Administrator


University level Disposal Committee

Preface of the e-Waste Policy and Procedures
The technical advancements in Computer Hardware, Software, and Communication (aka Information Technology) are very rapidly growing. Computerization has become a common phenomenon for any organization either public or private. Installations of latest technology, software require high end Hardware configurations and constant upgradation ofSystems. Over a period of time Systems, Hardware, Software and Technology becomes obsolete and / or gets worn out, which accumulates e-Waste in the organization. The important reasons to declare them as e-Waste in the organization may be technology becoming obsolete, items beyond economic repair, non-repairable and physically damaged.
An attempt has been made in drafting guidelines for e-Waste Policy and Procedures for the Veer Narmad South Gujarat University, Surat, which would help everyuser in deciding and declaring an item as e-Waste for disposal.

Background of the e-Waste Policy and Procedures

The usage of Information Technology at VNSGU was created with various reasons such as education, research, help in promoting and developing the Information Technology (IT) industry in planned manner and in order to keep pace with rapidly growing IT industry. The Department of Computer Science, Department of M.Sc. (I.T.) and Computer Centre has been created at VNSGU for evolving suitable IT related education in the society and usage in the organization with the basic philosophy to realize the dream of taking benefits of Information and Communication Technology (ICT).

Objectives of the e-Waste Policy and Procedures
The objective of this policy is to design economic, efficient, and fast process for the disposal of obsolete, unused and dead IT Products / Equipment in various Departments and administrative sections of VNSGU, Surat. In backdrop of resurgent growth of the IT infrastructure at VNSGU, each departments and offices lay a greater dependency on IT for Office Automation, Education and Research, which calls for commitment to eco-responsibility need to be envisaged for the economy, society, and the environment.
Considering the average life period of IT products to be of 5 years depending upon its intensity of its use, serviceability, technology and other related factors, many IT Products / Equipment become unusable. In a similar manner, IT Products / Equipment across the universityhave become either non-repairable or beyond economical repairs or technologically obsolete.
It is therefore highly essential that Policy and Procedures must be in place to address the concerns for disposal of condemned IT Products / Equipment at VNSGU.

Definitions and Example of the e-Waste Policy and Procedures

Electrical and electronic equipment, whole or in part, which are technically obsolete, beyond economical repairs, non-repairable or physically damaged which are intended to be discarded as waste.
Calculate base value using straight line depreciation method with current rate of depreciation say 40%.Consider the following example:
Purchase value (in Rs.) : 70,000/-
Depreciation Rate (in %) : 40%
Total year of purchase : 5 years (From Actual Date of Purchase)



Value of
Item (2)

Depreciation 40%
(3) = (2) x 0.40

Salvage Value After Depreciation
(4) = (2) – (3)


























Salvage value is the estimated book value of an asset after depreciation is deducted.
Scope of the e-Waste Policy and Procedures
1. The policy, procedure, and guidelines for discarding non-functional, obsolete, non- repairable IT Products / Equipment in the organization.
2. The policy, procedure, and guidelines for replacement of equipment in the event of IT Products / Equipment irreparability.

Law of the e-Waste Policy and Procedures
The Ministry of Environment, Forests and Climate Change (MoEF & CC) notified e-Waste (Management and Handling) Rules, 2011, which came into force w.e.f. 01.05.2012. The major objective is to ensure environmentally sound management of E-waste, due its exponential growth.
The following list of Items / Equipment covered in Schedule – I of e-Waste (Management and Handling) Rules, 2011

Schedule - I

Category of electrical and electronic equipment

i. Information technology and telecommunication

ii. Consumer electrical and

  • Centralized data processing
  • Mainframes (network servers) , minicomputers
  • Personal Computing :
  • Personal computers (CPU) with input and output devices
  • Laptop
  • Notebook computers
  • Notepad computers
  • Printers including cartridges
  • Dumb Terminals
  • Copying Equipment
  • Electrical and Electronic typewriters
  • User system and terminals
  • Fax machines
  • Telex
  • Telephones
  • Pay telephones
  • Cordless telephones
  • Mobiles
  • Answering systems
  • Data communication Equipment / LAN switches / routers / disks


  • Television sets (including LCD and LED screens
  • Refrigerator
  • Washing machines
  • Air conditioners including centralized ACs
  • UPS

Grounds for Disposal & the Process

The IT Products / Equipment can be disposed on following grounds:
• Technically Obsolete IT Products / Equipment:
o Completed 5 years lifespan and not in working condition
o Completed 5 years lifespan and technology outdated affecting performance and outputthat is expected out of it.
o Package Software can only be disposed by declaring it as technically obsolete when no more updates or support available from OEM.

• Beyond Economical Repairs (BER) IT Products / Equipment:
IT Products / Equipment can be declared BER when these Products / Equipment cannot be upgraded or maintained economically / warrant extensive repairs and replacement of sub- assemblies / accessories and the combined cost of which exceeds certain percentage (say 50%) of the current cost of an equivalent system. The same can be ascertained from the vendor who is giving Annual Maintenance Contract (AMC) support.

• Non-Repairable IT Products / Equipment:
o IT products / Equipment can be disposed due to non-availability of spare parts.

• Physically Damaged IT Products / Equipment:
o IT products / Equipment that have been damaged beyond repair due to fire or any otherreasons beyond human control can be disposed as physically damaged.

• Mode of Disposal
o The mode of disposal may be considered either by Buyback or Disposal as decided by the University e-Waste Disposal Committee (UDC).

• Buyback of IT Products / Equipment
In this mode the proposal for purchasing new IT Products / Equipment will require NOC from Finance, IT Experts, and other concerned authorities. The Buyback rates forspecific hardware will be decided by the concerned authority after comparing the buyback value with the salvage value.

• Disposal of IT Products / Equipment
The committee will choose the disposal method, the UDC can dispose it through Tender, Auction or Scrap depending on the assessed salvagevalue of IT Products / Equipment and as per the decision of the Finance Committee of the University.

Summary of the e-Waste Policy and Procedures

The salient features of the e-waste policy and procedures are as follows:
1. These guidelines are mainly for safe disposal of e-waste at the VNSGU.
2. These guidelines should be read in connection with the current e-Waste policy of state and central government. In case of any contradiction, the GujaratGovernment’s e-Waste policy will supersede these guidelines.
3. The VNSGU shall follow these guidelines in disposing of e-waste.
Each office of the Departments / Centres / Cells / Offices at VNSGU shall be first required to
prepare a Report – I (As Per Annexure – III) to be submitted to University e-waste Disposal Committee (UDC).

• Norms for Identifying e-Waste
o Life-cycle period of minimum five years must have elapsed with due usage and validAMC
o System is either not in working condition or technically obsolete
o Unable to handle the present requirements, unable to install Operating System / Application Software etc.
o Beyond Economically Repairable condition
o Non-Repairable

• Formation of University e-waste Disposal Committee (UDC) (VNSGU)
The Honorable Vice Chancellor shall form an IT Products / Equipment Disposal Committee and empower them to meet once in a year or need basis to review the Guidelinesand necessary changes (updates), if any shall be done according to changes happening at State and Centre level e-Waste policies. The guidelines for safe disposal of obsolete / old IT Products / Equipment shall be circulated on need basis.

o The ULDC Committee shall comprise of following:
         1. The Hon’ble Vice Chancellor (Chairman).
         2. Dean of the Computer Science and Information Technology Faculty.
         3. One Representative of Finance Committee.
         4. Two IT Experts to be nominated by the Hon’ble Vice Chancellor.
         5. Registrar [Ex-Officio]

• Responsibilities of UDC (VNSGU):
         o The committee will study the recommendations from Report-I and revert back using Report – II (As Per Annexure – III) after reviewing and providing necessary recommendations / approvals.
         o The disposal committee must follow the detailed guidelines as given in Annexure –I below.
         o The UDC will execute the disposal after having received the approval from the Finance Committee.

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1. E-Waste Annexure I-II-III Download pdf