H/3.2 Property

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3.2.1 Policy principles
3.2.2 Purchase of property
3.2.3 Disposal of University property
3.2.4 Leasing of property by the University
3.2.5 Leasing of University property
3.2.6 Hire of physical facilities
Related Documents
Modification History

3.2.1 Policy principles

As a body corporate under the Queensland University of Technology Act 1998 (QUT Act), the University may own property (whether situated in Queensland or elsewhere) through purchase, taking on lease, or acquiring by grant. Such property may also be sold, leased, transferred or surrendered to the State (see QUT Act).

In all instances, formal approval must be given by Facilities Management on behalf of the University prior to the installation of any equipment (eg aerials, satellite dishes, structures) on, at or about University property (H/3.2.5).

Any changes to University property, whether owned, leased or rented, must be recorded on the Fixed Assets Register and the Space Management System.

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3.2.2 Purchase of property

Approval to purchase property is granted by QUT Council. Subject to availability of funds within approved budget limits and consistent with the University's plans, Council has delegated authority to the Vice-Chancellor and various senior officers to commit funds on behalf of the University (Appendix 3). All purchases of land are to be notified to the Director, Corporate Finance.

Real estate

In accordance with the above approval and after consideration of an independent valuation of a property and the vendor's asking price, the Director, Facilities Management will set the maximum amount to be offered for a property. This amount cannot be exceeded without further executive approval.

Where it is decided that title of the property is to be surrendered to the State (H/3.2.1), a formal application over the signature of the Registrar is made to the relevant State Government Department.

Other forms of property

Purchasing processes relating to other forms of property are detailed in G/5.3 and H/2.3 .

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3.2.3 Disposal of University property

Real estate

Where the University identifies property surplus to requirements, Council authorises the Director, Facilities Management to have the land disclosed on the State Government Register, which enables other public sector agencies to make a bid for the property.

In the event that the land is not required by another public sector agency, a broader marketing program can be implemented and the land disposed of to the best tenderer.

Where the property for disposal is State land, the distribution of the sale proceeds, whether it is to another public sector agency or to a private buyer, is determined by Queensland Treasury in accordance with State Government policy.

Other forms of property

Disposal processes relating to other forms of property are detailed in G/3.1.

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3.2.4 Leasing of property by the University

Real estate

Following approval of the need to lease property, the Director, Facilities Management designates an officer, assisted by a consultant if required, to negotiate and manage the leasing process on behalf of the University.

At the conclusion of the leasing process, the designated officer ensures that details of the leased property are provided to Finance and Resource Planning for reporting purposes. The Director, Facilities Management is responsible for the ongoing administration of QUT leases on external property (ie rent reviews, lease renewals, payment of rents and other charges).

Other forms of property

The approval of the Director, Corporate Finance is required before any commitment is made in relation to the leasing of other forms of property (G/3.1).

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3.2.5 Leasing of University property

Leasing of University property by external bodies is arranged on a commercial basis by the Director, Facilities Management. The property being leased can include such things as roof space for telecommunication infrastructure, areas within laboratories etc. Depending on the length and complexity of the lease / licence, a formal agreement is drawn up by the University's solicitors and agreed with the external organisation.

Generally, the lessee / licensee is responsible for the payment of all ongoing charges (power, telephone etc) associated with the premises. Rental is based on commercial rents currently charged to existing tenants or, where no similar rental space is available on campus, in accordance with what is charged in the local area. Depending on the benefit to QUT, a rental less than the market rate may be charged. The level of rent to be charged is approved by the Executive Director, Finance and Resource Planning. Net rental income after management expenses is credited to the overheads responsibility centre.

Following the signing of a lease agreement, the Director, Facilities Management ensures that details of the lease are recorded in the register of leases.

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3.2.6 Hire of physical facilities

The proposed use of University facilities by individuals, groups or organisations external to the University must be compatible with the University's vision and values and must comply with health and safety legislation and any relevant University policy and related procedures. Requests for hire of general teaching and community spaces, or for any use of buildings or external areas for film production by external persons or organisations, must be approved by the Associate Director - Campus Services.

The University's requirements for rooms and facilities take precedence over their use by external persons, groups or bodies. No adjustments to the academic timetable are made to accommodate external use except in those exceptional circumstances specifically approved through the Associate Director - Campus Services. Facilities close to examination venues will not be available for hire whilst examinations are in progress.

Application forms and other information, including rates of hire and booking procedures, are available from Campus Services. Campus Services also processes hire forms on behalf of responsibility centres.

For information regarding alcohol use in hired venues, see H/3.6.7.

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Related Documents

MOPP G/3.1 Asset policy

MOPP H/3.6 Food services, catering and alcohol

MOPP H/6.2 Cleaning

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Modification History

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