Off-Campus Leasing

Depending on the space needs, the process for accommodating a need for off campus space can take anywhere from a few months to a year or more. Even though needs vary, the typical process for securing additional space is outlined below:

  1. Unit fills out the Space Request Form
  2. The Space Committee discusses and validates the need with the unit budget administrator and determines the funding source for the space and any renovation or construction needed.
  3. Unit and University Real Estate Office assess the need and potential solutions. The decision to seek additional space needs to be carefully made, taking into account a number of factors, including:
    1. How much space is needed?
    2. How long is the space needed and when is it needed by?
    3. Where is the function for the space need best suited?
    4. What type of unit funding is available to pay for the cost of additional space and the cost to renovate or construct additional space to accommodate the need?
    5. What opportunities are there to partner with other units to meet the need?
  4. The remaining steps describes the process if leased space was determined to be the best way to address the need.
  5. The Real Estate Office identifies potential leased spaces and arranges tours with unit representatives. The unit budget administrator identifies tour participants, which typically includes the program lead (e.g. faculty member or director), department administrator, and facilities manager.
  6. Once the tours take place, the unit budget administrator, in coordination with the Provost’s Office, determines which leased space will best meet the unit’s needs and institutional needs.
  7. Once the space is selected, the Real Estate Office informs the landlord that the University is interested in the space and begins negotiating the leasing terms.
  8. The Real Estate Office, Project Planning and Delivery Office and the unit hold a kick-off meeting to define any renovations that are needed and the renovation budget. Unit representatives typically include the unit budget administrator, facilities manager, and program lead.
  9. The Real Estate Office submits the renovation needs (also known as tenant improvements) to the landlord and negotiates the final lease terms and construction costs provided by the landlord or Project Planning and Delivery Office. At this point, the unit may need to adjust their needs to fit within the identified budget.
  10. The Real Estate Office submits the draft lease to the following units for review:
    1. V.P. of Facilities, Real Estate and Auxiliary Services
    2. Office of the General Counsel
    3. Risk Management
    4. Environmental Health and Safety (EHS)
    5. Facilities and Operations
  11. The Executive Vice President and Chief Operating Officer reviews and signs lease.
  12. NOTE: Once the lease is signed, no changes can be made to the terms of the lease or scope of the construction without a lease amendment.
  13. Construction/renovation to the leased space begins. The unit representatives work closely with the Real Estate Office and with landlord and landlord’s construction team.
  14. Once construction is complete or near complete, municipal inspections take place before the University is able to take occupancy.
  15. The unit occupies space.