NC State Units
Navigating space needs for the NC State community
University Real Estate and Development helps NC State units, departments, colleges, centers and associated entities navigate space needs, including the potential to lease space in both university-owned and non-university-owned buildings, located on or off campus.
University space and leasing decisions follow required approval, policy and legal review processes. NC State units must work with University Real Estate and Development, which is the approved department to engage with a landlord, broker or property owner to negotiate leased space on behalf of NC State University.
If your unit believes that you may need office, training, research, lab, storage or other operational space, the first step is to submit a request through the university’s space review process.
All external space lease requests must first be reviewed and approved by the Campus Development Committee. This process helps determine whether existing university space is available before University Real Estate and Development helps identify leased options.
Once your request has been reviewed, University Real Estate and Development will assist with next steps if leased space is needed. This may include helping your unit identify potential spaces, coordinate with landlords or brokers, review lease terms, work with the Office of General Counsel and move the request through the required university and state approval processes.
Before you begin
Leasing space takes time and requires coordination across multiple university and state offices. Before beginning the process, be prepared to answer the following questions:
Helpful questions to consider before contacting us:
- What type of space does your unit need?
- Why does your unit need leased space instead of existing university space?
- Has the request gone through the Campus Development Committee process?
- What funding source will cover rent, fees and related costs?
- What timeline or deadline is driving the request?
- Who in your unit has authority to approve the request?
What to expect in the leasing process
- Start with the right request
NC State units seeking external leased space must first submit a request through the Campus Development Committee process. This helps the university review the space need, evaluate whether existing university space is available and determine the appropriate next step.
- Confirm need and funding
Your unit must demonstrate a routine or strategic need for the leased space and identify approved funding to cover all costs associated with the lease.
- Work with University Real Estate and Development on space options
University Real Estate and Development will consult with your unit, consider specific space needs and help identify potential options. Depending on the request, University Real Estate and Development may engage a commercial broker, often called a tenant representative, to support the search and represent the university and unit in the transaction.
- Review lease terms
University Real Estate and Development and, when applicable, the tenant representative will negotiate lease terms on behalf of the university. These terms may include rent rate, lease term, tenant improvement allowance, rent escalation and renewal options.
- Allow time for approvals and execution
Once suitable space has been identified and lease terms have been agreed to, units should allow at least 90 days for negotiation and execution. Some requests require additional university, UNC System or state-level approvals, which may extend the timeline.
- Manage lease responsibilities
After a lease is executed, the occupying unit is responsible for meeting the monetary and non-monetary obligations under the lease. University Real Estate and Development remains available during the lease term to answer questions and assist with landlord communication.
Understanding the costs
The requesting unit is responsible for rent and lease-related costs. Depending on the request, costs may include public advertising, space planning or design fees, legal review, moving costs, furniture, internet, phone service, insurance requirements and other expenses tied to occupying the space.
University Real Estate and Development will help your unit understand expected costs and process requirements before the lease moves forward.
Work through University Real Estate and Development on lease terms
NC State units should not discuss rent, lease terms, renewal rights, financial resources or other business matters directly with a landlord, broker or related entity.
Lease-related conversations can affect negotiations, future renewal options and the state’s rights under the lease. University Real Estate and Development will coordinate lease communication to protect the university’s interests and keep the process aligned with required policies.
Leasing FAQs
Can I contact a landlord or broker directly?
NC State units are not authorized to contact landlords or brokers and should contact University Real Estate and Development to facilitate their leased space needs. University Real Estate and Development will coordinate lease-related communication with landlords, brokers and property owners as needed.
Can a faculty or staff member sign a lease for NC State?
No. Commercial lease agreements are executed in the name of the State of North Carolina by and for North Carolina State University. Lease agreements must follow university approval and strict signature delegation protocols.
How long does the leasing process take?
Timelines vary based on the space type, lease cost, lease term and required approvals. Once suitable space has been identified and lease terms have been agreTimelines vary based on the space type, lease cost, lease term and required approvals. Once suitable space has been identified and lease terms have been agreed to, units should allow at least 90 days for negotiation and execution following all approvals. Requests requiring additional university, UNC System or state-level approvals may take longer.
Who pays for lease-related costs?
The requesting unit is responsible for rent and other costs tied to acquiring and occupying the leased space. These may include advertising, design fees, legal review, moving costs, furniture, internet, phone service and insurance requirements.
What happens after the lease is signed?
The occupying unit is responsible for meeting the terms, conditions and obligations under the lease, including rent payment and insurance requirements. University Real Estate and Development remains available to answer questions and assist with landlord communication during the lease term.
What if we need to renew, change or amend an existing lease?
Contact University Real Estate and Development before pursuing any lease changes, renewals or amendments. University Real Estate and Development will determine whether a formal amendment is needed and whether additional approvals apply.
Who tracks lease renewal dates and rent increases?
The occupying unit is responsible for tracking important lease dates, including renewal option deadlines and rent escalation dates. University Real Estate and Development will make every effort to provide reminders about upcoming lease expirations or renewal notice requirements.
Need help getting started?
Contact Lisa Van Roekel, leasing portfolio manager, at [email protected].