Estates Requests Approval Group

Purpose

The University’s Estate is valuable and the letting of space and service requires to be accounted for properly. 

The University must ensure that all legal agreements entered on its behalf with a third party have been approved properly and documented accurately.  This includes legal agreements in relation to the University Estate.  

Any occupancy of the University Estate by a third party will require to use this procedure. All University staff are required to comply with this procedure and failure to comply may be a disciplinary offence.  

This new procedure will ensure that the University can meet its obligations under any legal agreement that is entered into.

Scope of legal agreements

This procedure sets out how the University shall approve requests in respect of:

• Short leases;
• Occupancy Agreements;
• Occupancy with a services component from the University (for example IT, HR or other);
• Domestic rentals/tenancies;
• Adoption of short leases or occupancy by the University either on its own or on behalf of a third party;
• Any other property transaction that is not a permanent transfer, long lease or subject to registration in the Land Registry. 

The above list includes any renewals, terminations and/or amendments. This list is not exhaustive and where a new proposal does not fall within the categories above, the Group will determine if it is within the scope of its remit. 

Third Parties include:

• Affiliates of the University of Dundee (e.g Nursery, DUSA)
• Individuals
• Companies (public or private including where the University has a vested interest) 
• Other higher education Institutions

Out of scope

Long leases, any transfer of any part of the University Estate (e.g. acquisitions and disposals), or any other dealings with the Estate that requires formal registration are not covered by this procedure and should be referred to the Director of Estates. 

Procedure

All requests need a ‘SSRF - Space and Services Request Form’ which can be found at SSRF - Space and Services Request Form (office.com)