| Topic: | University Grounds and Physical Facilities |
|---|---|
| Approval Authority: | Board of Governors |
| Approval Date: | April 30, 2024 |
| Effective Date: | May 20, 2024 |
1. Preamble
This Policy governs naming opportunities of University Assets at York University (the “University”) to recognize exceptional philanthropic contributions and generous benefactions from individuals, corporations, and foundations to the University, as well as to honor distinguished individuals or entities for extraordinary and outstanding contributions to humanity, the community, or society at large.
2. Purpose
The purpose of this Policy is to provide clarity and transparency concerning the authority and processes by which University Assets are named, and to ensure all University Assets are named in accordance with the University’s vision, mission and values and related University policies, procedures, and guidelines to ensure the Naming process is thoughtful, consistent and equitable.
3. Scope and Application
3.1 This Policy applies whenever consideration is being given to the Naming of a University Asset as this term is defined in section 4 below.
3.2 This Policy applies to a Naming to recognize Donors, as well as an honorific Naming to honor distinguished individuals or entities that does not involve a Gift to the University. Acceptance of donations by the University is governed by the University’s Gift and Sponsorship Acceptance Policy.
3.3 University Assets covered by this Policy include, without limitation:
a. buildings, wings of buildings, and building components, etc.;
b. interior rooms and spaces such as classrooms, student lounges, cafeterias and eateries, theatres and auditoriums, etc.;
c. exterior University spaces (such as roads, open physical spaces, gardens, walkways, commons, squares and courtyards, etc.); and
d. other physical University assets as deemed appropriate from time to time by the President.
3.4 The criteria guiding the establishment of Naming under this Policy is the advancement of the University’s vision, mission, and values and its ability to act independently in the fulfillment of its charitable purposes set out in the York University Act, 1965.
3.5 The paramount considerations in the selection of a name or, once approved, whether use of the name is continued shall be that the name enhances the profile and reputation, or advances the academic mission, of the University.
3.6 The University will seek to recognize Donors and honor distinguished individuals or entities in accordance with its Decolonization, Equity, Diversity and Inclusion (DEDI) strategy, which upholds the fundamental belief that everyone should be treated fairly and equitably, with respect and dignity.
3.7 This Policy does not apply to the recognition of distinction or benefactions by the placing of plaques or other memorials on boulders, trees and benches, etc., where such recognition does not carry with it the Naming of a University Asset.
4. Definitions
When used in this Policy, the following terms shall have the following meanings:
Donor: a person or entity who has made a Gift to the University.
Gift: a voluntary transfer of property without valuable consideration to the Donor.
Gift Agreement: a written agreement between the University and a Donor that documents the terms and conditions of a Gift to the University, including terms of a proposed Naming in recognition of the Gift.
Memorandum of Understanding: a written document that outlines the terms and conditions of a proposed honorific Naming, acknowledged by the honored individual or entity, or individual or group proposing the honorific Naming.
Limited Term: a defined period of time with a start and end date.
Naming: the bestowing of the name of a person, family or entity on a University Asset under the provisions of this Policy.
Property: real property as defined in the York University Act, 1965 and shall include leased property.
Substantial Renovation: a change in the functional use or operation of space in an existing building or other University Asset.
University Asset(s): a physical resource of property of the University including, without limitation, buildings, wings of building, building components including facilities, interior rooms and spaces such as classrooms, student lounges, cafeterias and eateries, theatres and auditoriums, and exterior University spaces such as roads, open physical spaces, gardens, walkways, commons, squares and courtyards.
Useful Life: the period during which the University Asset remains in use and serves its original function. It may or may not correspond with the University Asset’s actual physical life.
5. Policy
Approval Authority
5.1 Authority to approve a Naming is as follows:
a. the Board of Governors, on the recommendation of the President, shall determine the names of all buildings, wings of buildings, and exterior University spaces (such as roads, open physical spaces, gardens, walkways, commons, squares and courtyards); and
b. the President, or their designate(s), shall determine the name of all other areas or University Assets not set out in section 5.1.a above.
5.2 The procedures for Naming, including approval, re-Naming, revocation and retirement, pursuant to this Policy will be established from time to time by the Vice-President Advancement.
5.3 Naming terms will be outlined in documentation such as a Gift Agreement or other recognition document for Naming associated with a Gift, or a Memorandum of Understanding or other recognition document for honorific Naming, as applicable. Terms may include, but are not limited to, duration of the Limited Term of the Naming, signage to be mounted, types of signage, and location, etc.
Recognition Principles
5.4 Factors to be taken into account in considering a recommendation for the Naming of a University Asset associated with a Gift, include, but are not limited to, a benefactor's substantial financial or in-kind contribution towards the University or the capital or continuing operating cost of a University Asset.
5.5 Factors to be taken into account in considering a recommendation for the honorific Naming of a University Asset, include, but are not limited to, a sense of broad support in the University community for the Naming in recognition of the individual’s or entity’s contribution to the growth and reputation of the University or to society.
5.6 Where a University Asset has been named recognizing a Donor, the Naming will be honored for the Useful Life of the University Asset, or alternatively, for the stated Limited Term set out in the Gift Agreement or other recognition document, as applicable.
5.7 Where a University Asset has been named in connection with a honorific Naming, the Naming will be honored for the Useful Life of the University Asset, or alternatively, for the stated Limited Term set out in the Memorandum of Understanding or other recognition document, as applicable.
5.8 When the use of a University Asset changes as a result of evolving priorities and changing needs of the University, academic restructuring, Substantial Renovation, demolition or other reasons, the University may retain the Naming, name another comparable room or facility, or retire the Naming.
5.9 In cases as described in sections 5.6, 5.7 and 5.8, the University will make reasonable efforts to consult with the Donor, their heir, or designated successor, or with the honored individual or individual or group proposing an honorific Naming, as applicable, where possible. Where such contact is not possible, the University may, in its sole discretion, retain the Naming or name another comparable room or facility adhering as closely as possible to the original intent, or may choose to retire the Naming. The authority to name another comparable room or facility will follow the approval authority for Naming set out in section 1 above, and the authority to retire a Naming will follow the approval authority for retirement of a Naming set out in section 5.25 below.
5.10 Special Recognition
a. Any special recognition/public acknowledgement in connection with the Naming, which may include but is not limited to, special announcements, media releases, ceremonies or events will be agreed upon in documentation such as a Gift Agreement or other recognition document for Naming associated with a Gift, or a Memorandum of Understanding or other recognition document for honorific Naming, as applicable; and
b. The University reserves the right to select the time when a Naming is to be publicly announced in consultation with the Donor, honored individual or entity, or individual or group proposing an honorific Naming, where appropriate.
5.11 Renewal of a Naming that is for a Limited Term is subject to the terms of the applicable signed Gift Agreement, Memorandum of Understanding, or other recognition document, as applicable.
5.12 Where Naming is made in connection with a pledged Gift, Naming will take effect once the Gift is received by the University or a specific amount of the pledged Gift commitment is received by the University, as outlined in a Gift Agreement or other recognition document, as applicable.
5.13 The names of incumbent politicians or of current members of the University community, such as students, staff, faculty, Board members, etc., shall not be used for Naming purposes except in the most extraordinary of circumstances. Any exception requires the approval of the Board of Governors.
Plaques, Displays, and Other Physical Signage
5.14 The University reserves the right to decide on the place of physical displays and signage which may accompany a Naming. All plaques and signage are subject to University policies, guidelines, and protocols applicable to signage as they exist from time to time.
5.15 Plaques and signage recognizing a Naming shall be of generally uniform design and shall be consistent with the University’s branding guidelines as they exist from time to time.
5.16 Names may be abbreviated where there are space constraints such as in campus maps or in online communications.
5.17 The cost of signage will be included, where possible, in the University’s capital budget for a build or renovation. Where not possible, the costs will be met by the Division of Advancement or the respective Faculty, as appropriate.
5.18 Where possible, signage should be made of renewable materials, self-powered lighting, or using electronic displays.
Right to Revoke and Re-Name
5.19 The University reserves the right to revoke a Naming associated with a Gift or an honorific Naming where continuation of the Naming would:
a. contradict or be prejudicial to the mission and values of the University or its community;
b. constitute a significant and/or continuing impairment of the image or reputation of the University;
c. call into serious question the public respect of the University; or
d. imply the endorsement of a partisan political, or ideological position or a commercial product or service.
5.20 In addition to the rights of the University to revoke a Naming as set forth in section 5.19, the University retains the right to revoke a Naming in recognition of a Donor if the agreed-upon financial contributions from the Donor are significantly reduced, in the reasonable opinion of the University, and/or not addressed following reasonable notice to the Donor and an opportunity to rectify. Where the shortfall is not addressed by the Donor within a period of time reasonably determined by the University, the University:
a. may revoke the Naming and, in the University’s discretion, offer the Donor an alternate Naming commensurate with the actual giving level in keeping with the University’s practices at such time; and
b. in such case, the University shall not be required to return any portion of the donation already received.
5.21 In the event of a revocation of a Naming (other than revocation pursuant to section 5.20 above), the University reserves the right to refund to the Donor all or a portion of a donation in its sole discretion in compliance with applicable Canada Revenue Agency guidance.
5.22 The University shall inform the Donor or Donor representative in writing if the Naming in recognition of their Gift is assigned to be revoked.
5.23 The University may re-name a University Asset if the Naming for that University Asset is revoked in accordance with this Policy.
5.24 The University reserves the right (in consultation with the Donor, honored individual or entity, or individual or group proposing an honorific Naming, where possible) to change the Naming of a University Asset due to a change of circumstances, including where a Donor, honored individual or entity, or individual or group that proposed the honorific Naming, requests a change if, for example, a corporate Donor has changed its name or an individual has changed their name. Any re-Naming shall follow the Naming process set out in applicable University procedures and guidelines as they exist from time to time. Where a change of name is at the request of the Donor, honored individual or entity, or individual or group that proposed the honorific Naming, the University may request the Donor, honored individual or entity, or individual or group that proposed the honorific Naming, bear any expenses associated with the change (including but not limited to signage).
Revocation and Retirement Authority
5.25 Authority to revoke or retire a Naming is as follows:
a. Approval by the Board of Governors, on the recommendation of the President, shall be required for the revocation or retirement of the names of all buildings, wings of buildings, and exterior University spaces (such as roads, open physical spaces, gardens, walkways, commons, squares and courtyards); and
b. approval by the President, or their designate(s), shall be required for the revocation or retirement of the name of all other areas or University Assets not set out in section 5.25.a above.
Privacy, Intellectual Property, and Record Keeping
5.26 The University may release certain information about the Donor and Gift Agreement or other recognition document, as applicable, or about the honored individual or entity, or individual or group proposing an honorific Naming, and Memorandum of Understanding or other recognition document, as applicable, in accordance with University guidelines and the Ontario Freedom of Information and Protection of Privacy Act (FIPPA).
5.27 The University reserves all rights in the name of the University Asset and the right to develop any derivatives of the name as per section 5.16 of this Policy.
5.28 Fully executed Gift Agreements, Memoranda of Understanding, or other recognition documents, as applicable, and any related documents will be kept by the University for at least the Useful Life of the University Asset and, in keeping with University Common Records Schedule as may be amended from time to time, whichever is longer.
6. Roles & Responsibilities
The President is responsible for:
a. advising the Board of Governors on the Naming of buildings, wings of buildings, and exterior University spaces (such as roads, open physical spaces, gardens, walkways, commons, squares and courtyards), and
b. determining the Naming and revocation or retirement of Naming of all other areas or University Assets not set out in section 6.a above and approving all matters in connection with the design and location of plaques, physical displays or signage under this Policy.
The Vice-President Advancement is responsible for:
a. the implementation of this Policy,
b. the submission of Naming proposals to the President according to processes established in procedure pursuant to this Policy, and
c. establishing procedures and guidelines pursuant hereto from time-to-time regarding Naming and recognition as set out in this Policy.
7. Review
The Vice-President Advancement is responsible for the review of this Policy every five years at a minimum.
| Legislative History: | Approved by the Board of Governors 30/04/24 |
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| Date of Next Review: | April 30, 2028 |
| Policies Superseded by this Policy: | Rescinded: Recognition (Policy) (Legislative History: Approved by the Board of Governors: 1995/05/15; Date effective: 1995/05/15; Amended: 2006/12/04); Rescission approved by the Board of Governors 2024/04/30. |
| Related Policies, Procedures and Guidelines: |
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