Leasing
Leasing involves the exclusive use of space in a building or on land. A lease should be prepared whenever there is longer-term (generally longer than a month), exclusive use.
The five major questions in common for leasing on and off campus are:
- Who is the landlord or tenant?
- What is the lease value? (including any renewals)
- How long is the expected use? (Term)
- Where is the property?
- What is the expected use?
Leasing Approvals
Generally, each president has authority to enter into real estate leases up to $100,000 or for five (5) years or less (including all renewals). Standard lease forms must be used, and are found on the Facilities Contracts page.
- The Chancellor must review and approve leases in excess of $100,000 or longer than 5 years.
- The Board of Trustees must approve all leases (whether on or off campus) valued at $2 million or more (including all options to renew).
On Campus - Short Term
- College and universities generally manage day to day use of their campus facilities.
- An Occupancy Agreement should be used for shorter-term, non-exclusive use of facilities on campus. This could include any short-term events, such as for third-party use of campus classrooms, lecture halls, unions, etc.
- There are many campuses with campus facility use policies, such as: MSU Mankato: Finance and Administration, St. Cloud State: Business Services, Southwest State: Use of Facilities, Use by non-university individuals or entities , and MSU Moorhead: Facilities Use Policies
On Campus - Longer Term
- Any exclusive, long-term use of a campus facility land or campus buildings
- A certificate of insurance is required.
- When another public entity, such as a school district, state agency, or the University of Minnesota intends to use space, it may be beneficial to utilize a Joint Powers Agreement. Please contact Real Estate Services to determine whether a particular facility use would benefit from such an agreement.
Off Campus
All off-campus leasing requires a written lease or license/use agreement.
