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Contracting Portal

Contract Packet Information

Submit the following information in a packet by email to OCHContracting@byu.edu. Please be sure that all documents are clear and easy to read.

  • Disclaimer: Read and sign the Disclaimer linked here. Each owner/agent wanting to provide and receive information for this property’s application must provide an individually signed disclaimer.
  • Property Information: This should include information on the property address, name of the facility, total number of bed spaces for each sex the owner is planning on housing, and total number of parking spaces.
  • Ownership: Define the ownership of the property including individuals, groups, or LLCs. For an LLC, list names of each owner and percentage of ownership. Each LLC must specify which individual within the ownership group will be designated as the primary contact for the ownership group.
  • HOA CC&R: Provide ratified CC&Rs that reflect covenants, conditions, and restrictions that guarantee minimum contracted housing requirements as noted in the Checklist for Contracted Housing Letter, as well as the building’s sex separation plan. Please denote who the point of contact for condominium complex will be. This is only required for buildings that exist within a HOA.
  • Agency Authorization Form: This form authorizes an agent/manager to act on the owner’s or HOA’s behalf. BYU requires at least two points of contact for each contracted property. If the owner chooses a management company, they don’t need a second contact person. If an agent is not retained, a second contact other than a family member must be provided. Anyone living in the unit cannot be agents/managers. The owner and the owner’s agent will need to have BYU Net ID’s. To create a Net ID, click here. Owners and agents will need a Net ID to access the Off Campus Housing System.
  • Current zoning letter from Provo City: This can be obtained by following the instructions found on the Provo City Zoning Page. The zoning letter should be unaltered and include the primary owner’s name and address and be dated within the last year.
  • Current floor plans: These should include dimensions of the facility, floor dimensions and apartment layouts, common space, clubhouse, auxiliary buildings etc. The plans should include door and window placement and be clearly readable.
  • Email documents packet to OCHContracting@byu.edu.

Once a completed contract packet is submitted by the applicant(s), it will be reviewed by the OCHO. This process is not static and an applicant may be asked for additional information. An OCHO employee will contact the applicant to discuss the packet, if necessary, and schedule a walk-through. During a walk-through, representatives of the OCHO will come to the facility in order to review the floor plans, general conditions, and check for minimum specifications.

Please remember that only complete packets, as determined by the OCHO, will be inspected.