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Board of Regents Policy Manual

9.10 Use of Board of Regents Property

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9.10.1 Leasing Authority as Landlord

[ Reserved ]


9.10.2 When to Lease as Landlord

It is the intention of the Board of Regents to insure that owned space within the USG is utilized with the greatest efficiency. The Board of Regents will allow institutions to lease space to others when it is appropriate to do so. When leasing to others is appropriate, the Board of Regents wants to ensure that the rental rates are fair and equitable.


9.10.3 Lease of Residential Facilities

The Chancellor is authorized to lease housing to groups external to the USG for a maximum term of one (1) year under the following conditions. Any option periods or extensions beyond one (1) year will require specific approval by the Board. Housing facilities will only be leased to outside parties when it has been determined that there is sufficient excess capacity and when such lease will not impact the ability to house all institutional students desiring housing during the term of the lease. Any lease to outside parties should be contemplated only after a good faith effort has been made to fill housing with USG students.

Any lease of housing must be compatible with the mission of the institution and must not be disruptive to the institution’s students occupying housing. Leases for other than an institution’s own students will only be considered in priority order for cooperative interns, college students, education institutions, or not-for-profit education institutions. Leases to individuals or groups not in these categories will not be considered. The lease rate will be at market rates for comparable housing in the vicinity and in no case will be less than the rate being charged to the institutional students for similar accommodations. Payment for the lease will be made in full prior to the commencement of the term of the lease (BoR Minutes, 1996-97).

The president of each institution may recommend to the Chancellor or the USG chief facilities officer the leasing of residential facilities up to 2,000 square feet owned by the USG for fair market value rent and for a period of time up to two (2) years at such times when such facilities are not in use by the institution. The president shall certify that such proposed lease of residential facilities does not adversely affect or impact the institution. Any revenues generated by such proposed lease of residential facilities will be used only for maintenance of the residential facility. Such leases shall be in writing and shall be consistent with guidelines promulgated from time to time by the Chancellor.


9.10.4 Lease of Research Facilities

The following policies shall govern the leasing of laboratory and research facilities:

  1. The president of each institution may recommend to the Chancellor the leasing of laboratory and research facilities owned by the USG to private businesses, companies, and corporations for the purpose of small business and economic development during times when such laboratory and research facilities are not in use by the institution as authorized by Georgia laws 1987, pp. 848 and 1020.
  2. The president shall certify that the proposed lease of such laboratories and/or facilities does not adversely affect or impact on the institutional or research programs at the institution, or conflict with the academic and service mission of the institution.
  3. Such leases shall be in writing and shall be consistent with guidelines promulgated from time to time by the Chancellor.

(BoR Minutes, 1987-88, p. 139)


9.10.5 Presidents’ Homes

The policy of the Board regarding presidents’ homes shall be as follows:

  1. Presidents of research universities will be required to live, without charge, in university housing unless an exception is granted by the Chancellor. There shall be no presidential housing at other institutions (BoR Minutes, 1984-85, p. 114; 1985-86, p. 53-54; October 2013).
  2. The institutions shall be responsible for the repair, upkeep, and routine cleaning of the buildings and grounds of the homes furnished for presidents.
  3. The institutions shall be responsible for furnishing electricity, gas, water/sewer, disposal, telephone, and internet services.
  4. No food, food service, or other personal services shall be provided for the presidents and their families (BoR Minutes, 1967-68, pp. 416, 645).
  5. Any proposed project for improvement of the buildings and grounds of a president’s home, other than routine and necessary maintenance, shall be submitted for review to the Vice Chancellor for Facilities, who will provide a recommendation to the Chancellor and the Board of Regents as part of the regularly scheduled business of the Committee on Real Estate and Facilities. Improvement shall mean any change to the buildings or grounds such that it achieves greater future benefit, rather than maintains the buildings or grounds at its previous level of service. Any subsequent changes in the scope of the project or budget shall be similarly submitted for review and approval (BoR Minutes, 1990-91, p. 385; October 2013).

9.10.6 Use of Institutional Facilities/Property

The policy of the Board regarding the use of institutional facilities/property shall be as follows.

9.10.6.1 In Political Campaigns

The president of each institution may authorize the use of institution facilities for political speeches. However, such use shall be limited to meetings sponsored by recognized organizations of the institution and shall be held only at places designated by the president. The use of USG materials, supplies, equipment, machinery, or vehicles in political campaigns is forbidden (BoR Minutes, 1976-77, p. 257).

9.10.6.2 By Affiliated Organizations

[Reserved]

9.10.6.3 By Unaffiliated Outside Parties

When an outside party requests permission to use an institution facility for an event that is not contrary to the mission of the institution but which holds a potential for harm to the participants as a result of which a liability could be incurred, the president of the institution shall require the completion of a license agreement, including a properly executed indemnification and liability insurance agreement. An approved form of License Agreement may be obtained from the Chancellor’s Office.

9.10.6.4 For Personal Use

USG property owned by an institution shall be used only for institutional purposes. No USG employees shall permit such property to be removed from the campus of an institution for use on either a rental or loan basis for personal use (BoR Minutes, 1949-50, p. 109).


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