Waste Management System. Mobile Phone Recycling Corporate Procedure: CP-WMS 012 Authorised by: Charlotte Winnert Issue number: One Date of issue: 30 June 2011 Purpose To define the University of Sheffield s legal obligations and procedures associated with the collection of mobile devices for reuse within the organisation and for recycling. Scope This procedure applies to all mobile devices no longer required by academic and administrative departments. Legal framework Environmental Protection Act 1990 Control of Pollution (Amendment) Act 1989 Controlled Waste Regulations SI 1992/588 Duty of Care Regulations SI 1991/2839 Landfill Regulations SI 2002/1559 Hazardous Waste Regulations SI 2005/894 Waste Electrical and Electronic Equipment Regulations SI 2006/3315 Waste Management Licensing Regulations SI 1994/1056 Responsibilities Departments and employees responsible for returning unwanted mobile devices, chargers and manuals to the Voice and Data Team. Voice and Data Team responsible managing the University s mobile device contracts. Portering Services (Mail and Waste Team) responsible for collecting mobile devices from Voice and Data, for packing mobile devices ready for collection and for organising collections with the recycling company. Energy and Environment Team responsible for ensuring legal compliance and compliance to this procedure through regular audits at an organisational level.
Definitions Waste Electrical and Electronic Equipment Legislation bans the disposal of waste electrical and electronic equipment (WEEE) in landfill, instead it requires all WEEE to be separated from other waste and sent for recovery or recycling Schedules one and two of the WEEE regulations set out the categories and products that fall under the WEEE regulations. IT and telecommunications equipment falls into category three of schedule one, and mobile devices are specifically listed in schedule two Hazardous waste Waste is classed as hazardous if it has one or more of the following properties: H1: Explosive H2: Oxidising H3: Flammable and highly flammable H4: Irritant H5: Harmful H6: Toxic or very toxic H7: Carcinogenic H8: Corrosive H9: Infectious H10: Toxic for reproduction H11: Mutagenic H12: Releases toxic gases in contact with water, air or an acid H13: Substances capable, by any means after disposal, of yielding another substances e.g. a leachate which possess any of the characteristics listed above H14: Ecotoxic To determine if a waste is hazardous, reference must be made to the European Waste Catalogue (EWC), which lists many waste types, giving each one a six-digit code. Hazardous wastes (i.e. those with one or more of the properties listed above) are marked in red with an asterisk. EWC coding for mobile devices 16 02 Wastes from electrical and electronic equipment 16 02 13* Discarded electrical and electronic equipment containing hazardous components 20 01 Separately collected fractions 20 01 35* Discarded electrical and electronic equipment containing hazardous components Duty of Care All waste is subject to a Duty of Care. The Duty of Care applies to anyone who produces, imports, carries, keeps, treats or disposes of controlled waste. In particular, waste holders have a duty a) to take steps to prevent offences involving waste; and to b) prevent other people from disposing, treating or storing the waste without a licence, in a manner likely to cause pollution or harm to health or breaching conditions of their licence. There are also particular requirements placed on those storing and transferring waste. Page 2 of 6
Storage of waste To comply with the Duty of Care Regulations the University must ensure that all waste is stored in such away as to prevent escape or leakage whilst on site, in transit or in storage. The University must act to keep stored waste safe against: 1. corrosion or wear of waste containers; 2. accidental spilling or leaking or inadvertent leaching from waste unprotected from rainfall; 3. accident or weather breaking contained waste open and allowing it to escape; 4. waste blowing away or falling while stored or transported; and 5. scavenging of waste by vandals, thieves, children, trespassers or animals. Transfer notes and written descriptions The Duty of Care regulations require written descriptions and transfer notes to be completed when waste is transferred between two parties. On the transfer of controlled waste, both the University and the waste carrier must complete and sign a transfer note, which must be kept for two years. The transfer note must contain the information given below. 1. the identification of the waste; and its quantity; whether it is loose or in a container; if it is in a container, the type of container; place and time of transfer; the appropriate six-figure code from the European Waste Catalogue. 2. the name and address of the transferor and transferee; 3. whether the transferor is the producer or importer of the waste; 4. if the transferee is authorised for transport purposes, which of those purposes apply; 5. the category of authorised person that the transferee (and the transferor, where applicable) comes under, or which exemption applies and why they are exempt. The description of the waste should mention any special problems and should include the type of premises or business from which the waste comes, the name of the substances, the process that produced the waste, and chemical and physical analysis. Hazardous waste and consignment notes Where hazardous waste is being produced it is a legal requirement for the premises to be notified to the Environment Agency. Upon registration the premises will be issued with a sixfigure premises code, which must be renewed every year. Holders of hazardous waste are also subject to the Duty of Care Regulations and a system of consignment notes. However, the consignment notes fulfil the Duty of Care requirement for a written description to accompany the transfer of waste. Consequently a consignment note is the only document that needs to be completed when hazardous waste is collected for disposal. The consignment note may be completed by the transporter of the waste, however the University must ensure that the waste has been consigned correctly. A consignment note is divided into 5 sections, parts A to E. Page 3 of 6
The University must complete section A of the note which should contain the following information: 1. consignment note code; 2. the address of where the waste was removed from; 3. the Premises Code; 4. details of where the waste will be taken to; and 5. the details of the waste producer was if different from 2. The University should also complete section B of the note which should contain the following information: 1. the process giving rise to the waste(s); 2. the SIC for the process giving rise to the waste; 3. a written description of the waste including: the appropriate six-figure code from the European Waste Catalogue; quantity (kg); the chemical/biological components of the waste and their concentrations are; the physical form of the waste (i.e. gas, liquid, solid, powder, sludge or mixed); the hazard code(s); the container type, number and size; the UN identification number(s); proper shipping name(s), UN Class(es); packing group(s); and details of any special handling requirements. Section C is completed by the waste carrier. This should include the following: 1. carrier name and address; 2. carrier registration number or details of exemption; 3. vehicle registration no (or mode of transport if not road); and 4. the carrier must also sign and date the consignment note. Section D is completed and signed by the University. By signing Part D the consignor is certifying that: all of Parts A, B and C are correct; the carrier is registered or exempt; the carrier was advised of any precautionary measures regarding the collection; all of the waste is packaged and labelled correctly and the carrier has been advised of any special handling requirements Part E is completed by the consignee. The consignee should complete section E and verify that the wastes listed in Part B match the wastes received. The consignee must provide a return to the University to confirm that the waste has reached its final destination. This can either be a copy of the completed consignment note or a copy of the quarterly returns (which waste managers must produce for the Environment Agency). Three copies of the consignment note should be completed one for the consignor i.e. the University, one for the carrier and one for consignee. Consignment notes and returns must be kept for three years. Page 4 of 6
Procedure 1. Waste management legislation 1.1 Legislation requires mobile devices to be recovered and recycled; under no circumstances should mobile devices or their accessories be disposed of in the general waste. 1.2 Internal collections of mobile devices from Voice and Data can only be made by Portering Services who have a Waste Carrier s Licence (Number CB/ZE5238ZH). 1.3 The University has registered an S2 exemption with the Environment Agency which allows the organisation to store mobile devices destined for recovery at North Campus in a secure place. Mobile devices must also be stored in line with the Duty of Care Regulations prior to collection see page 2. 1.4 North Campus will be notified to the Environment Agency annually as required by the Hazardous Waste Regulations by the Energy and Environment Team. 2. Collection and assessment of mobile devices 2.1 All University owned devices and handsets remain the property of the University and must be returned if the phone is upgraded, withdrawn or if the user leaves the University. 2.2 If a user leaves the University and their mobile device is re-deployed to another team member within their department, the Voice and Data Team must be informed so the account information can be updated. 2.3 If the device is surplus to the department's requirements, then it must be sent back, along with any chargers and manuals, to the Voice and Data Team for recycling. 2.4 Devices should be packaged securely and sent via the internal mail to the Voice and Data Team, CiCS Computing Centre. The package should be clearly labelled for reuse / recycling. 2.5 The Voice and Data Team will erase any information on the devices. 2.6 The Voice and Data Team will assess each device and where possible re-use devices or hold phones and accessories as spares. Unwanted devices and accessories will be boxed up ready for collection by the Mail and Waste Team. 3. Transfer of waste 3.1 The Mail and Waste Team will collect mobile devices from the Voice and Data Team as requested and store them at North Campus prior to collection by the waste collector. 3.2 The Mail and Waste Supervisor will book collections of mobile devices as required with Greensource, where possible combining the collections with ink and toner cartridges. 3.3 Collections of mobile devices must be overseen by a member of University staff. All mobile devices removed from University premises must be accompanied by a hazardous waste consignment note. Notes will be provided by the waste collectors and signed by a member of University staff. Page 5 of 6
3.4 Hazardous waste consignment notes and a copy of all relevant Waste Carriers Licences will be filed in the Mail and Waste office for a period of three years. Associated Documentation S1 and S2 Exemptions - Ref EPR/BE5830NA/A001 Appendices Hazardous waste premises codes spread sheet Hazardous Waste Consignment Note Page 6 of 6