Xchange is a free to use system available for buying and selling surplus equipment, locally and nationally across all UK Higher and Further Education Institutions, and Research Councils.
Xchange can be used both nationally and locally, with the latter providing an internal service to your Institution. Using Xchange locally allows Institutions to
focus on the reuse of redundant equipment within their Institution, reducing delivery complications and costs, as well as ensuring your Institution receives the
maximum benefits available.
The system can help institutions meet their sustainability agendas and save money.
There are three types of Xchange User Guide, which can all be downloaded below:
Buying on Xchange is easy. You must first register for an account with Xchange. Once registered, you can make offers on adverts that are of interest to you.
You can register for Xchange by navigating to the following page and completing the registration form.
To search for items on Xchange you can either search using keywords or by selecting a category. Alternatively you can browse through all current adverts.
In order to view adverts that are only available to your local Institution, you must be logged into the system.
Making an offer is simple. Open the advert details for the advert that you are interested in and register your interest by entering information into the
‘Register an Interest’ window, such as ‘I would like to purchase this item for £x’. The message will then be sent to the supplier who will respond via
email if interested in starting negotiations. Once an agreement has been made between you and the supplier, it is recommended that both parties sign a
‘Transfer of Goods Agreement’ form prior to agreeing a transaction. All transactions must be dealt with privately and cannot be made physically or electronically through Xchange.
Selling on Xchange is easy. You must first register for an account with Xchange. Once registered, you can create adverts and start selling. You can register for Xchange
by navigating to the following page and completing the registration form.
To create an advert, click on the create advert link and complete the advert details form. You can either choose to set a reserve price on items, or advertise the
item as ‘Open for Offers’. Adverts can be advertised internally within your Institution, or opened up to the wider sector. Adverts can also include attachments,
such as images and/or documentation that may be relevant to the advert.
Adverts require a closing date, which determines when the advert will be removed from the system. If the item is closed or sold prior to this date the advert
should be removed from the system.
Once the advertisement has been posted you must wait for any interest from a potential buyer. If a buyer registers an interest in your advert you will be
notified by email, which opens up negotiations between you and the buyer. It is recommended that both parties sign a ‘Transfer of Goods Agreement’ form prior to
agreeing a transaction. All transactions must be dealt with privately and cannot be made physically or electronically through Xchange.
Once a transaction is complete, you should manually close the advert by marking it as sold. You can do this by logging in to the system, clicking on the ‘Account’
menu and selecting the ‘Manage Adverts’ link. From this page you must click ‘edit’ against the advert you wish to close. The advert details should then load as an
editable form. You must select the checkbox – ‘Mark as Sold’ and complete the fields for ‘Buyer Name’ and ‘Price Sold’, which are optional. This action will remove
the advert from the current adverts list and prevent further interest from other parties.
It is recommended that both parties sign a ‘Transfer of Goods Agreement’ form prior to agreeing a transaction. There are two
generic ‘neutral’ documents attached to serve as templates for developing a specific agreement between the parties. They include a basic template and
a detailed template for the Transfer of Goods Agreement. You may use the template that is best suited to your needs.