ACUI Open Forum

We are in the process of developing a tenant agreement for our facility to develop a better understanding of everyone's responsibilities. To get to this, we are holding listening sessions with tenants. We are in need of some guidance from our peers to ensure that these sessions are productive.

1. Do you currently have a tenant agreement with units in your facility?
2. How often is the agreement reviewed and by who?
3. If there are updates to the agreement, who makes those updates and does someone have to approve them, if so who?
4. What areas should be included in an agreement?
5. Do your tenants pay rent, if so who are those units?
6. What guided questions would you ask tenants in a listening session?

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Stephen R. McCay, Ph.D.
Associate Director for Operations | Union Department
The University of Southern Mississippi
118 College Drive #5067 | Hattiesburg, MS 39406
P: 601-266-4220 | F: 601-266-5870
stephen.mccay@usm.edu
www.usm.edu/union
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Hi Stephen,

I am curious if you got responses to this and want to bump the discussion before conference. As we get ready to move some offices with new spaces opening up, we are looking to create standards and potentially some agreements with our building occupants. I am more interested in the relationship and services provided to other university departments (e.g., CAPS, Student Involvement, etc) as opposed to an external group (e.g.,credit union) in your facility.

I think the listening session is a good idea. We had a couple of meetings when we first opened, and I found the agenda for one. It included sharing out of large events including grand opening, needs across offices (light issues, keys for storages, frosting of windows), and a discussion of culture we want to promote with student usage and how (tabling, programming, etc). We have not had these meetings on an ongoing basis since fall 2019.

Thanks!

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Jackie Grinvalds
Director of Student Center
Emory University
Atlanta GA
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Original Message:
Sent: 11-22-2022 10:52
From: Stephen McCay
Subject: Tenant Listening Sessions

We are in the process of developing a tenant agreement for our facility to develop a better understanding of everyone's responsibilities. To get to this, we are holding listening sessions with tenants. We are in need of some guidance from our peers to ensure that these sessions are productive.

1. Do you currently have a tenant agreement with units in your facility?
2. How often is the agreement reviewed and by who?
3. If there are updates to the agreement, who makes those updates and does someone have to approve them, if so who?
4. What areas should be included in an agreement?
5. Do your tenants pay rent, if so who are those units?
6. What guided questions would you ask tenants in a listening session?

------------------------------
Stephen R. McCay, Ph.D.
Associate Director for Operations | Union Department
The University of Southern Mississippi
118 College Drive #5067 | Hattiesburg, MS 39406
P: 601-266-4220 | F: 601-266-5870
stephen.mccay@usm.edu
www.usm.edu/union
------------------------------

Hi Stephen, below are answers to your questions.  Our department agreement template is under revision.  I'm happy to chat if you need more details.

1. Do you currently have a tenant agreement with units in your facility?  We use department agreements for university departments and leases for non-university businesses.
2. How often is the agreement reviewed and by who?  The dept. agreements are reviewed and possibly updated annually.  The review is done in partnership with the tenant.
3. If there are updates to the agreement, who makes those updates and does someone have to approve them, if so who?  Our Student Advisory Board reviews the templates we use.  Since all departments are part of the university these are not legal documents but a representation of the partnership and space allocation between departments.
4. What areas should be included in an agreement?  Not sure I understand this question.
5. Do your tenants pay rent, if so who are those units?  The Campus ID Center pays rent since it's a self-funded auxiliary.  The other departments are part of Student Affairs and do not pay rent.
6. What guided questions would you ask tenants in a listening session?  Attached is our space request form along with a template department agreement.

Good luck, Deb

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Deb Mott
Director, Memorial Union
Oregon State University
Corvallis, OR
(541)737-6688
deb.mott@oregonstate.edu
https://mu.oregonstate.edu/home

Oregon State University in Corvallis, OR is located within the traditional homelands of the Mary's River or Ampinefu Band of Kalapuya. Following the Willamette Valley Treaty of 1855, Kalapuya people were forcibly removed to reservations in Western Oregon. Today, living descendants of these people are a part of the Confederated Tribes of Grand Ronde Community of Oregon and the Confederated Tribes of the Siletz Indians.

Learn more about the land on which you live and work and Oregon's native communities.
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Original Message:
Sent: 11-22-2022 10:52
From: Stephen McCay
Subject: Tenant Listening Sessions

We are in the process of developing a tenant agreement for our facility to develop a better understanding of everyone's responsibilities. To get to this, we are holding listening sessions with tenants. We are in need of some guidance from our peers to ensure that these sessions are productive.

1. Do you currently have a tenant agreement with units in your facility?
2. How often is the agreement reviewed and by who?
3. If there are updates to the agreement, who makes those updates and does someone have to approve them, if so who?
4. What areas should be included in an agreement?
5. Do your tenants pay rent, if so who are those units?
6. What guided questions would you ask tenants in a listening session?

------------------------------
Stephen R. McCay, Ph.D.
Associate Director for Operations | Union Department
The University of Southern Mississippi
118 College Drive #5067 | Hattiesburg, MS 39406
P: 601-266-4220 | F: 601-266-5870
stephen.mccay@usm.edu
www.usm.edu/union
------------------------------