1. Introduction to Warp-it
What is Warp-it?
Warp-it is an on-line portal for members of staff across all campuses, which enables the re-distribution and re-use of unwanted items. Common items put on Warp-it include (but are not limited to) desks, chairs, stationery, etc. Warp-it allows you to advertise unwanted items and to claim available items (but only for business use at the University). It is free to advertise and to claim unwanted items via Warp-it, so you benefit by avoiding costs associated with purchasing new items, or disposing of unwanted items. Please note that if you require assistance from Portering Services to move items, there will be a charge for this help - please see the guide below or contact firstname.lastname@example.org for more information.
What can and cannot be advertised?
Furniture, office accessories and stationery/supplies are encouraged on Warp-it.
Please note that certain items are not allowed:
- All electrical items, regardless if they have a valid PAT test or not. This includes portable data holding items such as memory sticks. Please see “notes on electrical items” below for further information.
- Confidential material, including data holding IT equipment. This must be securely disposed by completing a disposal request.
- Broken items or items which pose a health and safety risk. Please dispose of these appropriately.
- Chemicals or other hazardous material. Contact email@example.com for assistance with these.
- Do not advertise personal items/items brought in from home.
Notes on electrical items
Electrical items are not permitted under the terms of transfer in Warp-it, so are excluded from the portal.
However, it is recognised that re-using electrical equipment within the University can be beneficial. Therefore, informal swapping of electrical items between Schools or Functions outside of Warp-it can be undertaken, but is at your own risk. Care needs to be taken with data holding items (e.g. laptops) to ensure that there is no breach of data protection – if in doubt, please contact IMPS for advice. Schools and Functions should check items carefully before taking ownership of them, and arrange for PAT testing to be carried out on the items before using them. Broken electrical items should always be disposed of by completing a disposal request form.
If you have electrical equipment that is re-useable, but not needed by other Schools/Functions, please consider if it could be re-used via the University’s approved equipment reseller, UniGreenScheme. If you have identified a different company/person you would like to pass equipment on to, please discuss this with the University’s Procurement Team.
Who can claim what, and when?
The Re-Use Policy sets out a hierarchy of how surplus assets in good condition should be re-distributed. In summary, re-use internally at the University must be prioritised. This is followed by re-use by other local 3rd party organisations, and if the item still does not find a home, it can be advertised to staff to take home for personal use. Disposal is the last choice.
Warp-it automatically helps manage this process. Usually your item is only advertised internally, but during occasional "clearances" organised by Sustainability Services it will also be advertised to charities and organisations the University has chosen to work with; as well as to staff for personal use (to take home). Please note that charities and organisations are currently being considered; if you have any suggestions please contact firstname.lastname@example.org
2. Getting started - the basics
Register to use Warp-it
Warp-it is not linked to your University of Reading IT Username and password, so you will need to register seperately before you can log in. Click on this link to go to the University's Warp-it homepage. Click the green 'Register Now' button. You will need to use your University email address and phone number to register. You will receive a confirmation email once your account is approved. Please allow up to 3 days for your registration to be processed; but if you think something's gone wrong, or you need access quickly, please call x6968.
Log in and start exploring
The website address is www.warp-it.co.uk/RUrecycling. There is a log-in box on the right-side of the page. The Your Dashboard page is your main homepage. The My Network button shows all the items available at the University. You can return to Your Dashboard at any point by clicking the University logo in the top-left corner of the screen, or the My Account link on the black bar at the top of the screen. Items are available on a first-come, first served basis.
Use Add an Item to offer surplus items for re-use. Please ensure you have permission from your budget holder to advertise items. As a guide, items should typically be advertised for a minimum of one month in line with the Re-Use Policy. You can advertise an item in advance by setting an “advertise from” date (i.e an available from date) – other people can see the details of the item but cannot claim it until it is available. If no-one claims your item by the deadline you set, either re-advertise or complete a disposal request. Alternatively, consider if it could be re-used via the University’s approved equipment reseller, UniGreenScheme. If you have identified a different company/person you would like to pass equipment on to, please discuss this with the University’s Procurement Team.
Claiming items and arranging collection
Click on the listing, select how many of the item you would like (if there is more than one available) and click on the “Claim” button. You can also ask questions about the item (for example to clarify the size or colour) by using the button on the listing. It is your responsibility to check the item before you claim it - it is advised that you arrange a viewing where necessary. For items located in the Marsden Shed store, you can arrange a viewing by contacting the Porters via email@example.com.
The claimant is responsible for arranging and covering the cost of collection/delivery of the item. The claim confirmation email will contain details of what to do. If you require the Porters to assist with delivery of items to locations on any campus, please complete the Porters Job Request Form. During "clearances": Please note that the Porters cannot assist with collecting and delivering of items for third party organizations, or for staff taking items home - for more information on this, refer to Section 3.
After items are claimed and delivered
When items you have claimed on Warp-it have been delivered to you, or collected by you, please mark each one as received. Log in and go to “My Claims” and then “Items to collect”. You will see a list of items you have claimed. On the right-hand side of the list is an icon shaped like a house – click on this and then on “set as collected”.
3. Different types of claims
Claiming items for internal use at the University - See Section 2.
During clearances: items claimed by other organisations
During occasional "clearances" managed by Sustainability Services only: 2 weeks before the advert expiry, items are advertised on Warp-it to carefully selected organisations the University has chosen to work with. These items can still be claimed for use at the University as well. The University will be selecting organisations to work with shortly (please contact firstname.lastname@example.org if you have suggestions). These organisations are required to agree, via Warp-it, to a set of Terms and Conditions, which help to protect the University and its staff - please do not release items until the organisation has agreed to the Terms and Conditions (by claiming the item through Warp-it). The organisation is responsible for arranging collection of the items from you – please note the Porters are not able to offer a delivery service for third-parties. To collect items from the Marsden Shed, access needs to be pre-arranged with the Porters; and a copy of the claim confirmation email must be provided.
During clearances: claiming items to take home for personal use
During occasional "clearance" events managed by Sustainability Services only: 1 week before the advert expiry, certain items are advertised to staff to take home for personal use (a specific 'Buy Now' button will appear on each applicable listing for this purpose). These items can still be claimed for internal use at the University as well, by using the 'Claim Now' button. The 'clearance' items can be viewed by clicking on the 'Personal use items' button within the 'Your Dashboard' page; or on the 'Personal Use' tab in the My network area – see an example screenshot below. To claim an item for personal use, you will be required to agree, via Warp-it, to a set of Terms and Conditions, which help to protect the University and its staff – items will not be released until you have agreed to the Terms and Conditions. Once you've read and agreed to the Terms and Conditions, tick the boxes to indicate you agree and are aged 18 or over; then press the 'Buy Now' button. The person claiming the item is responsible for arranging collection and transport – please note the Porters are not able to offer a delivery service for items claimed for personal use.
4. Other hints and tips
Visiting the Marsden Shed and claiming items
You are welcome to visit the Marsden Shed store at Earley Gate to look at available items - visits can be booked by contacting the Porters (email@example.com). The procedure for requisitioning items from the shed is outlined here (copies of which are also displayed as a poster inside the shed); in summary, you must claim items via Warp-it. You cannot claim an item by asking the Porters to reserve it for you, or by putting a notice on an item. You cannot take an item from the Marsden Shed unless you have already claimed it via Warp-it and you can show the claim email to the Porters.
If the item has already been delivered: it is the claimant’s responsibility to re-advertise it.
If the item has not been delivered yet: Log in and go to “My Claims” and then “Items to collect”. There is an option to cancel the claim, which will only notify the item owner – it will not notify Portering. Therefore, the claimant must also make sure to cancel any Portering assistance or you may still be charged (and may also receive the item!).
What to do it an item doesn't get collected
Please contact the claimant and remind them to collect. If, after a reasonable length of time, they have not responded to you or otherwise arranged collection, contact firstname.lastname@example.org and the claim can be cancelled, allowing your item to be re-advertised.
For items in the Marsden Shed: if the claimant has not contacted the Porters within 3 weeks of the claim date to discuss delivery, or no WREN for delivery has been raised within 3 weeks of the claim date, the claim will be cancelled and the item re-advertised.
How to deal with valuable and/or unusual items
If you have an item you believe to have significant value, or if you wish to sell an item belonging to your Department, please contact Procurement for advice (email@example.com). Please also consider whether your item might be suitable to send to UniGreenScheme, the University's equipment reseller. Items cannot be sold on Warp-it. If you feel that the item is unusual and you require assistance advertising it on Warp-it, or you are not sure if it should be advertised, please contact firstname.lastname@example.org for advice.
Misuse of Warp-it will be investigated and appropriate action taken, which could include suspension or removal of users’ accounts from Warp-it. Examples of misuse include (but are not limited to):
- Persistently advertising items with a short date without good reason, to fast-track donations to third-parties or so staff can take items home.
- Persistently claiming your own items without adequately advertising them in line with guidance above (see Section 2).
- Claiming items marked for business use only, but then taking them home.
These would be against the University’s Re-Use Policy, as internal re-use has priority over re-use by third-parties and personal use by staff.