University of Virginia

Space@UVA

FAQs

I need space and it has been determined that my space need cannot be accommodated within my school/department space holdings; what do I do? May I please talk with someone?

You may submit your request using the University Space Request Form and process. The University’s Space Working Group (SWG) manages space requests submitted through the University’s space request form/process and implement solutions.

Yes, you may contact Louise Gilliam, (434) 982-5844, Charlie Hurt, (434) 982-5914 or Joann Im (434) 982-5823.

The University Space Request Form and process is too complicated; may I please talk with someone?

Yes, do not suffer in silence. Louise Gilliam, (434) 982-5844, Charlie Hurt, (434) 982-5914 or Joann Im (434) 982-5823.

When the University Space Request Form is filled out and approved, what is the next step?

The University’s Space Working Group (SWG) manages space requests submitted through the University’s space request form/process and implement solutions. When you have initiated a University Space Request Form, a member from the Space Working Group (SWG) will contact you to review your request and further discuss any specific requirements that you may have. Once your space request form is approved with all required signatures, the SWG, which meets monthly, reviews all space requests and a member of the SWG will contact you to recommend a plan of action.

How long will it take to get my space? I need space next week.

If your request is for owned space on Grounds, timing will be determined by availability.

If it is determined you require leased space, timing will be determined by:

  • Receipt of your approved space request form with all required signatures to the Space Working Group (SWG). Your approved space request form gives the UVA Real Estate & Leasing Services the authority to move forward with obtaining a lease.
  • Market availability of space that meets your needs.
  • Lease negotiation and preparation of legal documents.
  • Internal approval and review of legal documents by General Counsel and Risk Management
  • The availability of fiber optic connectivity to the building.
    A dedicated fiber optic line can be very expensive (tens of thousands of dollars) and that is why the U.Va. Real Estate & Leasing Services often strongly suggest locating in a building that already has fiber connectivity. A fiber optic connection provides seamless connectivity to the University phone and data system, to include UVA phone numbers. Determining the availability and cost of fiber optic connectivity to any particular building can take a month or more.
  • Cost of build-out and required tenant improvements.
    If internal build-out or construction is required, we will need to generate a plan detailed enough for the landlord to price and construct same. Often times, the landlord will bear the cost of the plans, but sometimes they are unwilling to do so and that makes it difficult to price out different buildings and determine which layout provides the best value. Construction costs may be included in the rent or they may be paid up front by your department.

Often times, acquiring leased space and completing the build-out typically take six months or more. Please contact UVA Real Estate & Leasing Services for further discussion on timing.

Can I work directly with U.Va. Foundation to lease for my department?

The University leases space and purchases real estate from the UVA Foundation. Please contact UVA Real Estate & Leasing Services to assist you with coordination and legal documentation on any potential transactions with the UVA Foundation.

I have identified the lease space that works for my department, and have spoken with the owner. This is a done deal; please process the paperwork.

The University is required to use a competitive lease process to identify a minimum of two to three acceptable locations. This process ensures competitive pricing and provides the market place an opportunity to earn business from the University. UVA Real Estate & Leasing Services is the authorized point of contact for owners and agents and we will represent your interests when acquiring leased space. For further clarification regarding leasing activities, please refer to the University’s Space and Real Estate Transactions policy.

How do we renew or extend the term of our lease?

Most leases have a “notification” period that requires the tenant to notify the landlord of their intention to:

  1. Extend or renew the lease
  2. Terminate the lease and move out

The lease document has a section that addresses renewal terms and options as well as specifying the notification period. If your lease is scheduled to terminate, or the renewal periods have been exhausted, UVA Real Estate & Leasing Services should be able to work with the landlord and negotiate a lease extension or new lease. Please contact, director of UVA Real Estate & Leasing Services, to confirm your lease terms and provide your requirements to extend the lease.

We would like to lease additional space, how do we do that?

Leasing additional space is not difficult. You will need to provide evidence that you can pay for the space and your department/school supports the additional need. The best way to accomplish this is to submit your request using the University Space Request Form. Upon receipt of your approved space request form by the SWG, the UVA Real Estate & Leasing Services will contact you to review your request; and work with the owner to meet your needs.

How do we terminate a lease early or exit before it expires?

Terminating a lease early is very difficult to do. The lease document is a binding contract between the University and the property owner. Unless the owner is willing to terminate early, there is really no way to break the contract, and your department will continue to be responsible for the rent until the end of the contract. Generally, the owner does not have motivation or reason to release the University from the lease and forego future rent.

Our department leases space in a number of different locations and would like to co-locate/consolidate our space in one location. What is the best way to accomplish this?

Consolidating leases is a good idea. The challenge is to ensure the primary location is ready for occupancy at the same time the other leases are terminating. We may need to amend the leases so the timing of moving from one space to another coincides with the occupancy dates of the “main” space. If you would like to consider aggregating your leases, please contact UVA Real Estate & Leasing Services to discuss options.