When is a Facilities Use Agreement required?
A Facilities Use Agreement is required for any non-university individuals or groups requesting to use university facilities. Facilities use terms may also be needed in sponsored research or fee for service agreements that contemplate sponsor employees coming on campus. Facility use agreements need to address the following issues:
Insurance
All non-UW individuals or groups requesting space for any reason at the university will be required to obtain and provide proof of liability insurance. These policies help protect the UW from damages caused by accidental damage to space and equipment, and bodily injury. More information regarding required insurance may be found on the risk management website: https://businessservices.wisc.edu/managing-risk/facilities-events/
Fees
Facility use agreements need to charge the user the appropriate fee for the use of the facilities. Your Department Finance team can help you determine what the appropriate rate should be. It is important that these fees take into account the overhead associated with operating and maintaining this space. Even considering this amount, most Sponsors find these fees to be reasonable and well-within market expectations.
Rights of Access
The Facility Use Agreement should clearly outline the user’s rights to access the space. This includes a detailed description of the equipment that will be made available, as well as the times at which the space may be accessed.