4.3 Use of Office Space by External Agencies

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This online version is for convenience; the official version of this policy is housed in the University Secretariat. In case of discrepancy between the online version and the official version held by the Secretariat, the official version shall prevail.

Approving Authority: President

Original Approval Date: April 1, 1995

Date of Most Recent Review/Revision: April 1, 1995

Office of Accountability: Provost and Vice President: Academic

Administrative Responsibility: Provost and Vice President: Academic

While the University is committed to forming partnerships with other organizations, where appropriate, it is a publicly-funded institution with limited resources which it must use for academic purposes. From time to time requests for the free use or rental of University office space arise. This policy is intended to regulate responses to such requests.

I. The University will provide offices or work spaces for its full-time employees and for the Board of Governors and, within the limits of available space, shared work space for part-time employees. Within constraints established either by agreements with the Students' Association or by the University's own policies, it may provide office space for graduate students, student groups and alumni.

II. With respect to other individuals or groups, the University will charge a cost recovery fee. It will provide space only when, in its sole discretion, it deems there to be sufficient space for that purpose.

III. Potential users must be one of the following:

A. a professional association relevant to the University's academic programs;

B. a public enterprise with which the University has a formal partnership agreement duly signed by the President;

C. a scholarly journal for which significant editorial or production work is undertaken by faculty members of the University; and

D. other organizations which have a formal partnership agreement with the University.

Requests for the use of space must be supported by an academic unit or sub-unit, the relevant Dean or Director, and the relevant Vice President.

IV. Space will be provided for clearly identified periods up to but not exceeding five years; at the sole discretion of the University, subsequent periods may be approved.

V. The terms and conditions of all such special uses are subject to the approval of the University President.