BOP Program Statement 8562.01 § 15

April 17, 1996, entitled: Educational Technology: Ensuring

Opportunity for All Children in the Next Century, authorizes the

direct donation of “educationally useful Federal equipment” to

educational institutions, without GSA approval, after screening

through the DOJ has been completed.

Educational institutions include individual public or private

institutions encompassing pre-kindergarten through twelfth grade,

as well as public school districts. Educationally useful Federal

equipment is defined by Executive Order 12999 as computers and

related peripheral tools (e.g., printers, modems, routers, and

servers), including telecommunications and research equipment,

that are appropriate for use in pre-kindergarten, elementary,

middle, or secondary school education. It also includes computer

software, where the transfer of licenses is permitted.

a. Identifying Excess Computer Equipment. Before idle

computer equipment can be donated to qualified educational

institutions, the location holding the property must first screen

all FPI locations, including Central Office, to see if there is

an internal need for the equipment. This screening may be

accomplished through E-mail.

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If, after 14 days, no location has expressed a need for the

equipment, the location may proceed with screening through the

DOJ in accordance with procedures outlined in Section 10.b.

Locations may informally screen excess computer equipment through

the Bureau before offering it through the DOJ.

Note: The Systems Administrator at a location must make

the determination that the computer (or computer

related) equipment need not be screened with the

DOJ if there is little likelihood of the item

being reused or transferred, based on historical

activity. For example, it is not necessary to

screen excess personal computers through the DOJ

unless it is a Pentium level or higher computer.

Other types of computers and computer equipment

must be of a significant dollar value before

screening with the DOJ.

b. Donating Excess Computer Equipment. If no component within

the DOJ expresses a need for the equipment, the Deputy Controller

or designee may notify the location holding the equipment that it

is now available for donation. Holding locations must use all

practicable means, including newspaper, community announcements,

and the Internet to inform eligible recipients of the available

equipment.

Particular preference is to be given to schools and nonprofit

organizations located in the Federal enterprise communities and

empowerment zones. Locations that repeatedly donate excess

computer equipment must attempt to distribute it equitably among

donees.

Note: Prior to donation, all computer equipment hard

drives are to be cleared of any data and software

in accordance with the Program Statement on the

Information Security Program.

c. Computer De-Manufacturing. If a location has a significant

quantity of excess computer equipment, it may elect to ship that

equipment to the nearest Computer De-Manufacturing operation.

Significant amounts would be an amount sufficient to cover any

shipping expense incurred. Personnel at a De-manufacturing

operation are to be consulted to determine if the equipment

warrants shipment.

d. Documentation of the Donation. A Report of Survey is to be

prepared for donations of computer equipment, and a receipt from

an appropriate official of the organization receiving the

donation is to be obtained.

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16. REPORTING. An annual report, in letter form, of personal

property that was furnished (not sold) to a recipient other than

a Federal agency must be submitted to the Director, Facilities

and Administrative Services Staff, Justice Management Division,

60 days after fiscal year end. In order to meet this

requirement, all field locations must report this information to

FMB as a part of the Fiscal Year-End Reporting Requirements

process. The report is to include:

! A reference to FPMR 101-43.4701(c);

! Name and address of each recipient;

! Status of each recipient;

! Total original acquisition cost of property furnished

to each recipient, identified by each applicable two-digit Federal Supply Classification (FSC) group.

Negative reports are required.