| Topic: | University Grounds and Physical Facilities |
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| Effective Date: | 7 October 2024 |
1. Purpose
These Procedures are implemented pursuant to the Recognition – Physical Naming Policy (the “Policy”). The below outlines the procedures for Naming, including approval, re-Naming, revocation and retirement pursuant to the Policy. Procedures for renewal or extension of Naming are also set out below.
2. Definitions
All capitalized terms not otherwise defined in these Procedures shall have the same meaning given to such terms as in the Policy.
3. Naming Procedures – Donor Recognition
Proposals Process
a) Prior to committing to a Donor the Naming of a University Asset to recognize the Donor, University personnel are required to submit recommendations for Naming to the Vice-President Advancement for review.
b) The Vice-President Advancement will conduct a preliminary consultation with relevant University stakeholders to identify any initial conflicts or concerns regarding the proposed Naming (for example, if the proposed University Asset is available for a naming opportunity).
c) If no initial conflicts or concerns are identified during the preliminary consultation, the Vice-President Advancement or their delegate will invite the University personnel to submit a formal proposal in the form of a "Naming Approval Memo".
Naming Approval Process
d) Only naming proposals set out in a Naming Approval Memo that have been reviewed and accepted by the Vice-President Advancement will be presented to the Board of Governors or the President, or their designate, for approval in accordance with the Policy.
e) No commitment can be made, whether orally or in writing, to a Donor nor can terms be finalized relating to a Naming with a Donor, without the approvals in Section 3(d) being obtained and the process set out in this Section 3 being followed.
Documentation of Terms related to a Naming
f) Terms related to a Naming should also be outlined in documentation such as a Gift Agreement or other recognition document, as appropriate, and will be subject to Vice-President Advancement review and approval per the University's Gift and Sponsorship Acceptance Policy. Terms may include, but are not limited to, duration of Naming, minimum pledge payments required for public acknowledgement and/or recognition, signage to be mounted, types of signage and location, etc.
4. Naming Procedures – Honorific Recognition
Honorific Naming Proposals Process
a) Any individual or group within the University community may propose to the Vice-President Advancement an honorific Naming.
b) University personnel are required to submit recommendations for honorific Naming to the Vice-President Advancement for review.
c) The Vice-President Advancement will conduct a preliminary consultation with relevant University stakeholders to identify any initial conflicts or concerns regarding the proposed honorific Naming (for example, if the proposed University Asset is available for an honorific naming opportunity and a due diligence check).
d) If no initial conflicts or concerns are identified during the preliminary consultation, the Vice-President Advancement or their delegate will invite University personnel to submit a formal proposal in the form of an "Honorific Naming Approval Memo".
Honorific Naming Approval Process
e) Only honorific Naming proposals set out in an Honorific Naming Approval Memo that have been reviewed and accepted by the Vice-President Advancement will be presented to the Board of Governors or the President, or their designate, for approval in accordance with the Policy.
f) No commitment can be made, whether orally or in writing, to the individual or group within the University community who proposed the honorific Naming, nor can terms be finalized relating to an honorific Naming, without the approvals in Section 4(e) being obtained and the Process set out in this Section 4 being followed.
Documentation of Terms related to an honorific Naming
g) Terms related to an honorific Naming should also be outlined in documentation such as a Memorandum of Understanding (MOU) or other recognition document, as appropriate, and will be subject to Vice-President Advancement review and approval. Terms may include, but are not limited to, duration of honorific Naming, requirements for public acknowledgement and/or recognition, signage to be mounted, types of signage and location, etc.
5. Naming Revocation, Re-Naming (including naming of another comparable room or facility) or Retiring of Naming Procedures
Proposals Process
a) Any University personnel may submit recommendations to the Vice-President Advancement, for review, proposing the revocation, re-Naming, or retirement of a Naming.
b) The Vice-President Advancement will conduct a preliminary consultation with relevant University stakeholders to identify any initial conflicts or concerns regarding the proposed revocation, re-Naming or retirement of the Naming.
c) If no initial conflicts or concerns are identified during the preliminary consultation, the Vice-President Advancement will invite University personnel to submit a formal Approval Memo
Approval Process
d) Only proposals in an Approval Memo that have been reviewed and accepted by the Vice-President Advancement will be presented to the Board of Governors or the President or their designate, for approval in accordance with the Policy.
6. Renewal / Extension of Naming Procedures
a) Any University personnel may submit recommendations to the Vice-President Advancement, for review, proposing the renewal or extension of a Naming.
b) The Vice-President Advancement will conduct a preliminary consultation with relevant University stakeholders to identify any initial conflicts or concerns regarding the proposed renewal/extension of the Naming.
c) If no initial conflicts or concerns are identified during the preliminary consultation, the Vice-President Advancement will invite University personnel to submit a formal Approval Memo.
Approval Process
d) Only proposals in an Approval Memo that have been reviewed and accepted by the Vice-President Advancement will be presented to the Board of Governors or the President or their designate, for approval in accordance with the Policy.
7. Review
The Vice-President Advancement is responsible for the review of this Procedure every five (5) years at a minimum.
| Legislative History: | Approved by the Vice-President Advancement 2 October, 2024 |
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| Date of Next Review: | April 30, 2028 |
| Related Policies, Procedures and Guidelines: |
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