OSU PaCS 501: Rental of University Space

Purpose

To ensure appropriate sponsorship of requests for limited University-owned space by non-university agencies.

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Applicability

All employees, faculty or staff with an interest in providing University space for use by non-university agencies beyond short-term use.

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Background

Space at OSU has become an increasingly scarce commodity.  To try and manage space more effectively, the Space Planning Organization has been formed within Facilities Services to ensure that space needs, including rental of space to non-university agencies, are prioritized and processed in a more defined and consistent manner.  This strategy ensures that space allocation and usage decisions are consistent with the OSU Strategic Plan, the OSU Mission, the Campus Master Plan and applicable OSU policies.

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Policy

The rental or lease of university-owned space to non-university agencies must be approved by the Vice President for Finance and Administration.

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Procedure

Application/Approval Process:

• A campus unit proposing that the University lease space in any University building or facility to an outside individual or organization shall submit a Request for Space form to the OSU Facilities Services, Campus Planning Manager.  The Request for Space form must include the written approval of the Dean of the requesting College for the administrative unit.  Please be sure to provide all the information requested on the form.
• The Campus Planning Manager will forward to the Vice President for Finance and Administration any Request for Space that is recommended for approval.  The Vice President for Finance and Administration will make the University’s final decision regarding the approval of a Request for Space. 
• A Request for Space approved by the Vice-President for Finance and Administration will be forwarded to the Director of Business Services to initiate the Lease Agreement.

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Additional Information

A detailed policy for Lease of Space to Outside Entities and Request for Space form can be found at the Contracts Office web-site.

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