How does my department go about leasing space off-campus?
Please review the Leasing section of our web site. Then contact Real Estate. Please provide detailed information on your space requirements as follows:
- Square footage needed
- Use of space
- Term of lease
- Number of employees in the space
- Location preferences
- Time frame in which the space will be needed
- Budget available for the required space
Once your department has determined its specific space requirements, you will need to submit an Off-Campus Space Request form to Real Estate by mail, in order to initiate a space search. This form must contain the space requirements discussed and authorization from the appropriate party in order for us to proceed. Real Estate will then work with the department to locate a suitable space within the required parameters.
How long does it typically take to get off-campus space once a request is made?
Depending on your space needs, location, current market conditions, and lease negotiation process, this entire process could take several months to complete.
Who negotiates a lease?
Real Estate is a full service real estate department and negotiates the lease for you based on the needs you define and subject to your approval.
Who pays the rent on a lease?
Individual departments are responsible for processing the payments for their rental commitment as agreed to in the lease.
Who has the approved authority to enter into a lease on behalf of a UCSD department?
The Chancellor has redelegated authority to enter into leases on behalf of the UCSD campus to the Vice Chancellor of Resource Management and Planning and the Director of Real Estate . All requests concerning off-campus space go directly to Real Estate .
Who keeps the original signed lease agreement?
An original or copy of the executed lease agreement is on file at both the Real Estate office and OP-RESG.
What do we do when our lease is about to expire?
Each department should monitor their lease expiration date. However, when a lease is due to expire, Real Estate notifies the department in advance of the impending lease expiration and option provision in the lease and asks the department of its intentions to either renew or terminate its lease. If a department has any questions about its upcoming lease expiration, they should call Real Estate .
What is an R&A (Renovations and Alterations) form, and where can I get one?
An R & A form is used for capital improvement projects, renovation of a space or a building, or alterations of University owned or University controlled property and facilities, including leased/managed facilities which are coordinated through Real Estate . An R&A form is required for all minor capital improvement projects from $35,001 to $400,000 and for renovation and alteration projects for $35,000 or less when the project entails one or more of the following categories:
- Any change to external aesthetics
- Change in space classification - for example from classroom to office, from conference room to laboratory, etc.
- Subdivision or enlargement of space
- Change of space allocation from one department to another
- Modifications to existing HVAC, plumbing or electrical systems
- Installation/modification of any fire/life safety system such as fire alarm system, fire protection system, work affecting exit paths, etc.
- Installation of carpeting, unless it is on the EH&S pre-approved list of materials/applications (see EH&S web-site)
- Installation of window coverings
- Any work in leased/managed properties
The R&A form is located at: http://capital.ucsd.edu/projects/1205RAForm.pdf
Who do I contact for customer service (repairs and maintenance items) in my office?
For Contact information please see the the Assest Management page.
Please use an Asset Management Service Request form for the following properties:
- Torrey Pines Center South at 10280 North Torrey Pines Road
- 330 Lewis Street
- 150 West Washington Street
- 7835 Trade Street
- 1899 McKee Street
- 1241 Cave Street
- Science Research Park
For properties on campus (including Torrey Pines Center North but excluding Housing & Dining facilities, RIMAC, or University Centers), please contact UCSD Facilities Management for maintenance issues. For Urgent request call, 858-534-2930.
For all other locations, please contact Real Estate .