Leasing
& Authorization Forms -
Approval Process For Leasing Space
The following forms
are used by departments requesting RESO services and by RESO 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.)
Authorization
for Lease of Premises Form (.pdf
format)
Once RESO 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, and
finalize the recharge amount being charged for the project.
Form will be routed
for review and approval by the requesting Department as follows:
- Approved by
Campus Department’s Chair, Dean or Director
Upon receipt of all
necessary signatures, RESO will either execute the lease, or have it
executed by Office of the President or The
Regents , as required.
*Chancellor’s
Budget Office reviews only those leases to be executed by Office of the
President or The Regents or those leases where The Regents are Landlord.
Initiation
of Services for Lease of Premises Form
(.pdf
format)
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.
Form will be routed
for review and approval by the requesting Department as follows:
- Approved by
Campus Department’s Chair, Dean or Director
The form will give RESO
the information it requires to do a preliminary site search, estimate the
real estate costs to the department and estimate
the recharge cost for the project (current year's recharge rate ). RESO will fax a copy of the form back
to the requesting department after RESO estimates the square footage, rent
and recharge. Departments will be assessed a recharge for projects which
are canceled, based upon the amount of time spent prior to cancellation.
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 RESO
about renewing or vacating leased space resulting from this memo will be
approved by the Department’s Chair, Dean or Director. |
