The
following forms are used by departments requesting RE services and by RE to
obtain approvals to complete leasing transactions. The Adobe Acrobat
Reader is necessary to view these forms which are in .pdf format. (Download the free Adobe Acrobat Reader.)
Once RE
has identified an appropriate leased space and negotiated the terms of the
lease transaction, or has negotiated the terms of a renewal or holdover, it will
complete the Authorization for Lease of Premises form. This form will
identify the terms and conditions of the lease as negotiated.
Form will be routed for review and approval by the requesting
Department as follows:
· Approved by Campus
Department’s chair, Dean or Director, or Control Unit Head
· Space
Management & Capital Programs (SMCP will obtain next level of
approval)
· Vice Chancellor for Administration & Finance
or Vice
Provost for Teaching, Learning, Academic Planning & Facilities
or Capital Projects Committee
· Copy to Physical and
Environmental Planning (copy provided by RE)
· Upon receipt of all
necessary signatures, RE will either execute the lease, or have it executed
by Office of the President or The Regents, as required.
Initiation of Services for Lease of Premises Form
(.pdf)
Departments
who require new leased space will complete the Initiation of Services form
after confirming with Space
Management & Capital Programs that there is no
available space on campus or in a campus-owned building off-campus.
Form will be routed
for review and approval by the requesting Department as follows:
· Approved by Campus
Department’s Chair, Dean or Director
· Reviewed by Space Management & Capital
Programs
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Facility Use Permit (.pdf
format)
Effective immediately,
this new authority to approve per-use facility rentals to outside groups is
delegated to the highest-level administrative official of each department and
applies ONLY if these guidelines are followed:
· The revised Facility Use Permit form
is used – this document has been developed by the appropriate campus
officials to ensure that the University’s assets and interests are properly
protected.
·
A Certificate of Insurance is obtained from the outside
group – insurance may be purchased through the campus Risk
Management office.
· The completed and
signed Facility Use Permit is retained by the department for a period of five
years after its expiration.
This delegation may be re-delegated to
an alternate individual, provided that the delegation is given in writing and
signed by the highest-level administrative official.
Notice of Lease Expiration
(.pdf
format)
Departments who already lease space
will receive a Notice of Lease Expiration several months prior to their lease
expiration or lease renewal option date, requesting information on their future
occupancy. Instructions to RE about renewing or vacating leased space
resulting from this memo will be approved by the Department’s Chair, Dean or
Director. If space is available
in a campus-owned building, RE & Space Management will work with the
department to see if relocation is a better option than renewing the lease.
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