Procedure 6.7.2 Use of College and University Facilities (College or University as Lessor)

System Procedures
 Chapter 6 - Facilities Management

for Board Policy 6.7

Part 1. Purpose
This procedure provides direction when leasing or otherwise allowing use of Board of Trustees-owned land and/or improvements, consistent with state law, board policy, system procedures, and the strategic mission of Minnesota State. A link to the “Checklist to Procedure 6.7.2 for Leasing and Use of College and University Facilities” is provided at the end of this procedure.

Part 2. Definitions
For the purposes of this procedure only, the following words and terms are defined as follows.

College or University
A member institution of Minnesota State, a public higher education system.

Real Estate Manager
The primary contact at Minnesota State for all Facilities Agreements.

Easement
A right in real property given to individuals or entities other than the owner to use a property for a specific purpose. Easements are commonly granted for utility lines or roads. See Procedure 6.7.1, Acquisition and Disposition of Real Estate.

Facility or Facilities
Any land, building or other improvements on property owned or under the control of Minnesota State.

Facilities Agreement
An agreement that governs the use of college or university land or facilities. Facilities Agreements may include, but not be limited to, easements, leases, licenses, permits, facilities use agreements, occupancy agreements, joint powers agreements, or other agreements approved by the Attorney General’s Office and Minnesota State to allow use of college and university facilities or real estate.

Joint Powers Agreement
An agreement made between two or more governmental entities pursuant to Minn. Stat. § 471.59. A Joint Powers Agreement follows statutory requirements and may involve facilities use as a component.

Lease
An agreement where a party has the right to exclusive use and possession of space in a facility or on land for a defined term in exchange for the payment of rent.

Leased Premises
The extent of the facilities possessed and controlled by the Lessee under the terms of a Lease, and may include any parking for the exclusive use of the Lessee’s staff, clients, guests and invitees.

Leasehold Improvements
Improvements made to the Leased Premises prior to Lessee’s occupancy and necessary for the Lessee to use the facilities as described in a Facilities Agreement. Leasehold Improvements permanently attach to the facility and remain with the facility at the end of the lease term.

Lessor or Landlord
In any Facilities Agreement, the State of Minnesota by and through the Board of Trustees of the Minnesota State Colleges and Universities, on behalf of [college or university, and campus name].

Lessee or Tenant
In any Facilities Agreement, the legal entity or individual who uses a college or university facility.

License
A short-term agreement typically granted to a utility company or municipality for the installation, occupancy and ongoing maintenance of equipment or infrastructure, such as a road. A license typically is not recorded in the county recorder’s office against the property.

Minnesota State Colleges and Universities
Minnesota State Board of Trustees, Office of the Chancellor, its colleges and universities, and the system office. May be known as “Minnesota State,” and the legal entity as Owner, Lessor and/or Landlord in any Facilities Agreement.

Revenue Fund Bond Financed Property
A facility acquired, constructed or bettered in whole or in part with a sale of revenue bonds and subject to the bond-financing requirements related to real property found in Minn. Stat. § 136F.90.

Minnesota State/System Office
The chancellor or the appropriately delegated staff members within the office, who have the authority to negotiate, sign, and/or approve Facilities Agreements.

State Bond Financed Property
A facility acquired, constructed or bettered in whole or in part with a state general obligation bond appropriation, and subject to the bond-financing requirements related to real property found in Minn. Stat. § 16A.695.

Telecommunications License
An agreement granted to a telecommunication company or provider for the installation, occupancy and ongoing maintenance of equipment or infrastructure in support of wireless voice, data, video and streaming services. A telecommunications license typically is not recorded in the county recorder’s office against the property.

Usable Square Feet
The preferred method for calculating square footage for all Minnesota State Facilities Agreements. Usable square feet is computed by measuring the inside finished surface of exterior walls to the inside finished surface of the building corridor and other permanent walls or to the center of walls separating Leased Premises from other tenant or campus space. If more than 50% of an exterior wall is glass, the dimension is taken from the glass line. Vertical shafts, elevators, stairwells, dock areas, mechanical rooms, and utility and janitorial rooms are excluded. Restrooms, corridors, lobbies, and receiving areas, which are accessible to the general public or used in common with other tenants are excluded. No deductions are made for columns, pilasters, or other projections to the building if each is less than four (4) square feet.

Use
The occupation, possession or utilization of land, building space or a building by a User on a Minnesota State college and university campus, other than for college- or university- sponsored academic and student programs and constitutionally protected activities. Colleges and universities execute Facilities Agreements to govern use of the facilities to manage risk, ensure access, and apply consistent process.

User
An individual or group separate from a college or university that occupies, possesses, or uses land, building space or a building on a Minnesota State college or university campus other than for a college or university-sponsored academic and student program and constitutionally protected activities. For purposes of this procedure, a User does not include an occupant of a residence hall who is governed by a housing contract and residential life procedures.

Vice Chancellor for Finance and Facilities
The Vice Chancellor for Finance and Facilities for Minnesota State, unless otherwise noted, who has delegated authority to sign all real estate documents on behalf of Minnesota State.

Part 3. Applicability
This procedure applies generally whenever an individual or legal entity, separate from Minnesota State, uses facilities owned or controlled by a college, university or the system office.

Part 4. Authority 
The board of Minnesota State may allow the use of facilities under its control, and retain revenues derived from such use, subject to such limitations as may be imposed by the constitution, rules, regulations, laws or statutes. Board Policy 5.14 provides that contracts, including real property leases, must not exceed five (5) years, including renewals, unless otherwise provided for by law or approved by the chancellor or the chancellor’s designee.

Subpart A. Approval authority

  1. College and university presidents and the Vice Chancellor for Finance and Facilities may enter into Facilities Agreements on campus that are valued at $100,000 or less and for five (5) years or less in length (including all renewal options), using Minnesota State standard forms. See System Procedure 1A.2.2 Delegation of Authority, Part 1. The college or university shall maintain copies of all Facilities Agreements. Agreements expected to last one year or longer must be provided to Minnesota State after execution. Facilities Agreements lasting less than one year may be provided at the discretion of a college or university or upon request by Minnesota State.
  2. Vice Chancellor for Finance and Facilities approval is required for all Facilities Agreements where the overall value is greater than $100,000 or is expected to last longer than five (5) years, including all options to renew. The Vice Chancellor for Finance and Facilities signs all easements and licenses, or may delegate that authority as appropriate.
  3. Board approval is required for all Facilities Agreements where the overall value is greater than the value threshold in Board Policy 5.14, including renewal of existing agreements.

Subpart B. Legal Entity
All Facilities Agreements must identify the grantor as “State of Minnesota, by and through the Board of Trustees of the Minnesota State Colleges and Universities, on behalf of a [college or university]” as the Owner/Lessor.

Part 5. Types of Users of Minnesota State Facilities, and Priority of Use
Minnesota State facilities are a state higher educational asset and must be utilized to pursue the board’s primary statutory mission of providing programs of study that meet the needs of students for occupational, general, baccalaureate, and graduate education. Colleges and universities retain broad discretion in determining allowable use of facilities on campus, consistent with the primary mission, the board’s strategic mission and while exercising appropriate financial stewardship and management of risk. Colleges and universities may establish additional rules and facilities use policies consistent with board policy and system procedures, state and federal law, and with expectations of public use for constitutionally protected activities.

Part 6. Types of Facilities Agreements
Users of facilities must have a fully executed, written agreement before occupying or using a college or university facility. Minnesota State shall maintain Facilities Agreement templates approved by the Office of General Counsel and/or Attorney General’s Office for college and university use. Facilities Agreements may be incorporated as part of an overall master agreement that includes instructional services or blended agreements that include a facilities use component. No User can occupy a college or university facility without first providing evidence of acceptable levels of liability insurance during use of the facility. The User shall maintain such levels of insurance during the use term.

The following grid provides examples of the types of Facilities Agreements to use under particular circumstances, and is not an exhaustive list for all circumstances. Because requirements for facilities vary considerably, colleges and universities should consult with the Minnesota State Director of Real Estate Services, as needed.

Subpart A. Sample Facilities Agreements

Type of Agreement Type of User Use of Facility Duration: Long/Short Term
Lease All Any facility, including classroom, lab, garage, office, land, or any other use that includes longer-term, exclusive possession of space for activities. Long (longer than 1 year)
Joint Powers Agreements Local governmental entities, such as cities, counties, school districts Usually joint-purpose, longer-term, shared use of campus classroom, office space or athletic facilities. Consult the system office if a Joint Powers Board is to be established. Long (longer than 1 year)
License Municipalities, counties, utility companies Utilities or infrastructure being installed on Minnesota State property; offered in lieu of an easement. Long
Telecommunications License/ Tower Agreement Companies offering telecommunication services To provide telecommunication (cell phone, data, other) from a stationary transmittal device. May be an existing or new tower or mast on building or stand-alone facility. Includes equipment facility. Long (1-3 years). Most companies want long-term agreements.
Facilities Use Agreement All Academic, events (student or otherwise), athletic type of events, community meetings Variable, generally intermittent use for less than one year
Multi-Facility Use Athletic Camps, other academic programs that may require multi-facility use, such as an Elderhostel program Multiple (athletic camps that include residential, athletic facility, etc.) Short
Inter-Agency Agreement Other State Agencies May involve a longer-term relationship or provision of services (construction or otherwise) Long
Campus to Campus Agreements Between Minnesota State Campuses Where sharing a facility between Minnesota State campuses as part of an instructional arrangement. Variable

Subpart B. Length of terms. Short and long-term use of campus facilities
Permission to use a facility for any period of time requires a “Facilities Use Agreement.” The general guideline is to use Lease Agreements for continuous, exclusive use of facilities lasting a year or longer. Licenses, Facilities Use Agreements and Multi-Facility Use Agreements are reserved for shorter-term or sporadic use of facilities generally lasting less than one year. Campus to Campus Agreements are used between Minnesota State campuses and the system office.

Subpart C. Improvements on campus by a Lessee/Tenant
Leasehold Improvements required to prepare a space for a Lessee’s use should be addressed in a Facilities Agreement and be funded by the User of the space. All Leasehold Improvements must comply with Minnesota State Design and Construction Standards and the Comprehensive Facilities Plan, unless waived by Minnesota State. Major improvements in college or university facilities by a Lessee requires a Construction and License Agreement, and may be subject to additional approvals up to and including board approval and, in some cases, legislative approval. A Facilities Agreement may provide that the college or university will reimburse a Tenant for a portion of Leasehold Improvements that the Tenant makes to a college or university facility if the college or university does not permit the Tenant to renew the lease at the end of a term.

An agreement that allows use of campus telecommunications systems requires consultation with Minnesota State Information Technology Services to ensure that issues of security, bandwidth and specialized technology requirements are addressed.

Part 7. Payment for Lease of Facilities

Subpart A. Generally
Colleges and universities shall charge a User a reasonable amount when leasing their facilities that covers all costs typically included in a standard market lease including, but not limited to utilities, parking, security, property management and administration debt service, leasehold improvements, repair and replacement costs, depreciation, and any specialized costs that would be attributable to the lease of the facility. Facility fees and rent should be fair and consistent, but may vary from institution to institution depending on their actual operating expenses. Income generated from use of campus facilities may be retained by the college or university or system office, subject to state statute and rule as well as board policy and practice.

Subpart B. Source of funding impact on allowable use and rent
The source of funds used to acquire, construct, renovate, or improve college or university facilities impacts how rent or fee revenues may be used, and may impact the ability of a college or university to lease out a campus facility. The source of funds used to construct or purchase a facility generally falls into one of five categories and may limit the kinds or duration of Facility Agreements that are allowed:

  1. General Obligation Bond Proceeds. State bond financing issued by the legislature to purchase facilities or construct improvements (including pre-design money) that were provided directly for college and university facilities or indirectly funded through school districts, joint technical college districts or intermediate districts prior to the merger.
  2. State General Fund. Direct or indirect appropriations from the legislature from the state’s general fund.
  3. Proceeds from gifts, bequests, devises or endowments. Proceeds from these sources may have restrictions as part of the terms of acceptance.
  4. School district funds (some technical college property). School district funding obtained before the system merger that became obligations of the system at merger.
  5. Minnesota State Revenue Bond Funds. Revenue Bond Funds are used for auxiliary or student-supported facilities only, including residence halls, dining services, student unions, wellness facilities, and parking facilities.

If the college or university property was purchased or constructed using General Obligation Bond Proceeds or if it is not known what funding source was used, the college or university shall consult with the Minnesota State Real Estate Manager prior to entering into a Facilities Agreement.

Subpart C. Unrestricted income and use: Rent from facilities not financed with State General Obligation Bonds
Colleges and universities may lease out their facilities and retain rent when leasing out facilities where the facility was acquired, constructed, or improved with any combination of funds from their own operating funds, state general fund, school district funds or proceeds from gifts, bequests, devises or endowments (to the extent allowed by the gift, devise or endowment), and such use is consistent with board policy and system procedure.

Subpart D. Restrictions on income and use
Lease and fee revenue is restricted depending on funding source. Consult with the Real Estate Manager before leasing out any campus property where any general obligation bond funds were used. Consultation with Minnesota Management and Budget may be required prior to leasing out to a third party.

Subpart E. Rent calculating methodology
When calculating the rental costs, colleges and universities may use a percentage of the total facilities costs of the campus or the total operating costs of the rental property. If only a portion of a building is being leased, a per square foot cost can be calculated for the leased space, plus proration of any common space. If the Use warrants, parking fees must be charged to any User in the same manner as faculty, staff, or students.

Part 8. General Lease Process.

Subpart A. Lease requirements for Office of Chancellor approval
Upon a request to use or lease a college or university facility, the institution shall seek approval from Minnesota State when the overall value of the lease including all expected terms and options to renew is greater than $100,000 or is expected to last longer than five (5) years. Leases valued greater than $100,000 or lasting longer than five (5) years require approval and signature of the Vice Chancellor for Finance and Facilities. Colleges and universities shall use standard Facilities Agreements maintained by the system office and approved by the Attorney General’s office. The institution shall provide (at a minimum) the following information:

  1. Lessee's / User's name and address.
  2. Lessee's / User's legal entity (LLC, corporation, etc), and whether it is a public or private entity.
  3. Description of property to be leased (building name, area, identified rooms or floors, square footage or acreage, building/land) with a floor plan.
  4. Rental amount, including all operating costs to be paid by Lessee/ User.
  5. Length of lease term, including any options to renew.
  6. Facility improvements (if any) required, their cost and who is to pay the costs.
  7. Brief description of the facility use.
  8. Funding status of overall facility where the property is being used (i.e. whether General Obligation bonds were used to fund the facility).
  9. Relationship of the proposed Use to the Comprehensive Facilities Plan.
  10. Programmatic tie-ins and how this use meets the board’s and mission.

Subpart B. Cancellation provision.
All Facility Agreements at a college or university must include a cancellation clause, which can be invoked at the college’s or university’s sole and absolute discretion.

Part 9. Insurance and Risk Management
Users of a college or university facility shall provide evidence of adequate liability insurance coverage in the form of a certificate of insurance naming the State of Minnesota, by and through the Board of Trustees of the Minnesota State Colleges and Universities, as an additional insured, prior to using or occupying a facility. Coverage must be maintained during the term of the use or lease.

Part 10. Leasehold Improvements
Plans for Leasehold Improvements must be approved by the college, or university, and in cases where the Leasehold Improvement is valued greater than $150,000, Minnesota State. All Leasehold Improvements in or on college or university facilities must comply with Minnesota State Design and Construction Standards, unless waived by the Minnesota State Facilities program manager.

Part 11. Copies of Facility Agreements
Copies of all fully executed Facilities Agreements lasting one (1) year or more must be provided to Minnesota State Real Estate Services. Copies of Facilities Agreements lasting less than 1 year must be provided upon request.

Part 12. Contact Person
The primary contact person for this procedure and Facility Agreements is the Real Estate Manager at Minnesota State.

Part 13. Reporting Obligation
Leases in effect at any time during a fiscal year must be reported to Minnesota State by June 30 of each fiscal year.

Related Documents:

Procedure History:

Date of Adoption: 7/28/96
Date of Implementation: 7/28/96
Date of Last Review: 1/22/26

Date and Subject of Amendments:

01/22/26 – Full Review. Amendments include technical edits, updated position titles, and the application of new formatting and writing standards. Amendment added definitions for Revenue Fund Bond Financed Property and Telecommunications License. Amended to increase threshold amounts for Lease agreements consistent with Procedure 5.14.

1/25/12 - The Chancellor amends all current system procedures effective February 15, 2012, to change the term "Office of the Chancellor" to "system office" or similar term reflecting the grammatical context of the sentence.

Additional HISTORY

-