Skip Navigation
For Employees

Rental Procedures

UW-Extension Rental Procedures for Non-University Space

The University of Wisconsin-Extension is required to follow the following procedures in the request for rental space, to exercise a lease option or renegotiate of an existing lease. This includes all types of rental space including office, storage and support space.

  1. The Wisconsin Department of Administration (DOA) has the responsibility for all functions relating to the acquisition, allocation and utilization of all State of Wisconsin leases.
  2. A State Lease is required for all property the University of Wisconsin leases from the private sector.
  3. The DOA general considerations for the selection of rental space are listed below.
    1. The leased site is the least expensive property available suitable for the program requirements and the proposed lease term. Least expensive includes items such as the lease rate, remodeling and operating expenses.
    2. The property conforms to the applicable building codes for the proposed use.
    3. Full access and adequate accommodations is provided for the handicapped.
    4. The property conforms to local zoning for the proposed use.
  4. The leasing process is a very formalized procedure dictated by DOA policies. To initiate a request for leasing space, a Building Space Request form is required. This form is designed to identify space requirements, based on personnel work flow, equipment, furniture and special needs.
  5. All "Building Space Request" forms must be approved by the appropriate Dean or Director and forwarded to the Facilities Management Department.
  6. The Facilities Management Department will forward the request to the Vice Chancellor for approval.
  7. If the rental request is for less than 10,000 square feet or lease cost is under $200,000 and the term of the lease is less than five years, once approved by the Vice Chancellor, the request forms will be forwarded to the Wisconsin Department of Administration (DOA) for their review and approval.
  8. If the rental request if for more than 10,000 square feet or lease cost is over $200,000 and the term of the lease is more than five years, once approved by the Vice Chancellor, the request forms will be forwarded to UW-System Administration for their review and approval. Upon approval of UW-System Administration, the request is sent to the DOA State Leasing Office for review and approval.
  9. Upon approval of DOA, the State Leasing Office is authorized to negotiate a lease. THE DEPARTMENT OF ADMINISTRATION BY LAW IS THE AGENCY AUTHORIZED TO NEGOTIATE LEASES. The State Leasing Office will perform all leasing services. This includes locating potential leased facilities, final selection of the facility to be leased, negotiation and preparation of the lease.
  10. After a lease has been negotiated, the lease is forwarded to the UW System Vice President for Physical Planning and Development for approval. After UW-System and DOA has signed the lease, it is forwarded to either the Governor or the Secretary of the Department of Administration for approval. No lease is official until signed by either the Governor or the Secretary of the Department of Administration.
  11. The leasing process is very structured and requires many approval steps before a lease can be negotiated. This process often takes between 3 and 6 months to complete.
  12. For all grants and gifts that require additional space and rental space is the only alternative, if there are no compelling reasons to the contrary, the cost of rental will be the responsibility of the grant/gift.