Crest for Policies 

Policy F2
Policy Name: Leasing Off-Campus Facilities
Responsibility for Maintenance: Financial Services

I. Policy Statement 

This policy describes the procedures under which Onondaga Community College may lease off-campus facilities from third parties.

II. Reason for Policy 

This policy will allow the College administration to lease space where necessary to accommodate College functions and activities, while ensuring that lease arrangements comply with applicable law and protect the best interests of the College.

III. Applicability of the Policy 

All College employees should be familiar with this policy.

IV. Related Documents 

V. Contacts 

 Subject  Office Name  Title or Position Telephone Number  Email/URL 
  Requestor’s Department or Division Department Chair
or Division Head,
as applicable
 Various  Various
  Management Services Assistant Vice President (315) 498-2254
  Financial Services Chief Financial Officer (315) 498-2268

VI. Procedures 

Leasing Space Off Campus 

  1. Requests for instructional space shall be submitted to the Chair of the academic department requiring the space. Requests for meeting, activity or event space for other than instructional purposes shall be submitted to the relevant Division Head.
  2. Requests should be in writing, describing briefly the need for off-campus space, the proposed location or locations, and all associated costs.
  3. Upon approval of the Department Chair or Division Head, the request shall be submitted to the Assistant Vice President of Management Services. The Assistant Vice President of Management Services, in consultation with the Vice President of Finance will review the request for the purpose of determining whether suitable on-campus facilities are available in lieu of leased off-campus space. If the Assistant Vice President of Management Services determines that off-campus facilities are reasonably necessary, he or she shall forward the request to the Chief Financial Officer for his or her consideration.
  4. The Chief Financial Officer will determine whether to approve requests for off-campus space, taking into account the terms of the proposed arrangements and the needs and resources of the College. He or she shall ensure that the proposed arrangements comply with applicable College policies (including without limitation, to the extent applicable, the College’s policies on Solicitation and Processing of Quotations and Waiver of Competitive Bidding), and shall work with (a) the College’s  Assistant Vice President of Management Services for the purpose of determining and confirming the existence of appropriate types and levels of insurance coverage, and (b) College Legal Counsel as necessary to review and implement suitable contractual arrangements.

  Approved by OCC Board of Trustees April 3, 2006