Real Property and Space Administration
The Office of Real Property and Space Administration manages all aspects of real estate transactions for the UT System, including acquisitions, disposals, leases, easements and gift properties. It ensures policy compliance, oversees due diligence, maintains an inventory of all real property and coordinates projects across all UT campuses.
Contact Us
Please direct questions to the following offices:
Knoxville Office
400 W Summit Hill Drive
UT Tower 9th Floor
Knoxville, TN 37902
865-974-2231
Memphis Office
901-448-3251
Property Acquisition and Disposal
The Office of Real Property and Space Administration manages the acquisition of all institutional property. Institutional property is acquired and supported by state appropriations and is generally considered campus properties (Knoxville, Martin, Chattanooga, Health Science Center, UT Space Institute and the Institute of Agriculture).
The UT Board of Trustees, the Tennessee Higher Education Commission, the State Department of Finance and Administration and the State Building Commission must give their approval before any property can be bought or sold. Acquisition of institutional property must also comply with the approved Land Acquisition Plan or Master Plan of the campus for the purpose of campus expansion.
Leased Property
The Office of Real Property and Space Administration is the proponent agency for the acquisition of all real property by lease. Refer to Fiscal Policy 620 for leasing procedures.
Historical and Archival Reporting
The Office of Real Property and Space Administration is responsible for assuring that state and federal compliance laws are followed with regard to state-owned property. Compliance activities are an inherent part of construction and demolition projects or disposal of property within the UT System. Activities include archival research, National Register eligibility determinations and submittal of forms to the Tennessee Historical Commission (SHPO) as part of the State Building Commission process. Staff works with Facilities Planning to ensure the recommendations of the SHPO are carried out.
Space Management
The Office of Real Property and Space Administration works with all UT campuses to ensure efficient and accurate information collection as it pertains to buildings and properties that are owned or used by the university. The data tracked via this system is used to evaluate space utilization and space-related funding issues at the university. A variety of state and federal reports concerning facilities is managed through this office as well.
UT Physical Facilities Inventory
- Facilities Space Survey Instructions
- Getting Started
- Appendix A : Area Type (Room Use) Codes, Definitions and Descriptions
- Appendix B : Detailed Functions and Definitions
- Appendix C : Accessing Floor Layouts for UTK Buildings
- Appendix D : Glossary of Terms
- Appendix E : Facilities Department Survey Contacts
- Appendix F : Facilities Space Survey Condensed Instructions
- Appendix G : Space Instructions for Recharge Centers
- IRIS Transactions To Assist With The Annual Facilities Space Survey
Facilities Inventory Online Training is available through UT’s K@TE system at https://kate.tennessee.edu/. On the K@TE website, select Search Learning Opportunities and enter “Facilities Inventory Training” as your search string. There are 3 modules that cover the full training.
Real Estate Management System
- UT Guidelines (under revision)
- Federal Guidelines and Policies
- Facilities Processing Forms
- Building Address or Name Change
- Building Termination Form
- T100 – 2017 State Version
Donating Property
The Office of Real Property and Space Administration works with development officers for each campus and unit to acquire, maintain and sell properties gifted to the university.
All real property acquired will be titled in the name of “The University of Tennessee.” Generally, all property will be acquired unencumbered. The development officer, with the assistance of the Office of Real Property and Space Administration, will ensure there are no back taxes on the property. Normal survey exceptions (i.e., easements for utility lines, set-back lines, right-of-way lines, etc., that do not impair the university’s usage) and current-year real estate tax exceptions will be approved.
The Office of Real Property and Space Administration and the development office must address any environmental concerns before gift property is accepted.Before completing negotiations to accept a gift of real property to the university, the development office will inform General Counsel, the Chief Financial Officer and the Office of Real Property and Space Administration.
It is the university’s desire to quickly and actively market the property for sale. The Office of Real Property and Space Administration may acquire a market analysis report from realtors active in the market and a current appraisal to determine the fair market value of the property.
More information can be found in the Gift Property section of Fiscal Policy FI0620.