Section 2.13 Office Rental and Use Policy

The University of Maine Cooperative Extension requires that a Memorandum of Understanding (MOU) be completed prior to any individual or group using or renting office space within an Extension-managed facility.

Purpose: This policy is established to ensure that Extension-managed facility resources are allocated and used in a fair, consistent, and equitable manner. It provides clear guidelines for access, use, and responsibilities to promote transparency, accountability, and the efficient management of shared office space.

Eligibility: Only UMS staff and/or approved external partner affiliations will be considered for a use of space.

To ensure clear communication and compliance, the following steps must be followed:

1. Submit a Written Request
   1. Requests to use an office space should be made in writing to the Executive Director of Extension Operations (EDEO) at least two weeks in advance.
   2. UMaine Extension staff do not need an MOU for use of a space and should work directly with the EDEO for approval for temporary use of space.
      
2. Include the Following Information in the Request
   1. Name and contact information of the primary user of the space.
   2. Duration of use (start and end dates).
   3. Specific space (if known).
      
3. MOU Development
   1. The EDEO will prepare an MOU using a standard template.
   2. The EDEO will collaborate with the requestor to finalize terms that are mutually agreeable.
      
4. MOU Storage and Access
   1. Completed MOUs will be stored in a shared drive accessible to the Dean, Associate Dean, Director of Finance, and appropriate additional roles or departments, as needed.
      
5. Invoicing and Payment
   1. The cost of the space will be determined by the Dean of Cooperative Extension.
   2. The Director of Finance will manage invoicing according to the billing schedule outlined in the MOU.