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Naming of Facilities, Properties, Colleges, Schools, and Academic Entities | Policies | CSUSM

Naming of Facilities, Properties, Colleges, Schools, and Academic Entities

Definition: This policy was created to provide guidance to administrators, staff, volunteers and donors in support of California State University San Marcos (CSUSM) in arranging for naming opportunities and recognition of major philanthropic commitments. This policy sets forth the criteria and procedures for naming CSUSM facilities, properties, colleges, schools and academic entities, within the framework established by CSU Policies 15501.00 and 15502.00 and EO No. 335. This policy applies to all colleges, schools and units of CSUSM. Confidentiality is to be maintained on all requests submitted. All namings are to be proposed in direct consultation with University Advancement.
Authority: CSU Policies 15501.00 and 15502.00 and EO No. 335
Scope: This policy applies to all colleges, schools and units of CSUSM.
Responsible Division: University Advancement
Approval Date: 11/08/2016
Originally Implemented:
Signature Page/PDF: View Signatures for Naming of Facilities, Properties, Colleges, Schools, and Academic Entities Policy


Notes

I. Policy Statement

This policy was created to provide guidance to administrators, staff, volunteers and donors in support of California State University San Marcos (CSUSM) in arranging for naming opportunities and recognition of major philanthropic commitments. This policy sets forth the criteria and procedures for naming CSUSM facilities, properties, colleges, schools and academic entities, within the framework established by CSU Policies 15501.00 and 15502.00 and EO No. 335. This policy applies to all colleges, schools and units of CSUSM.  Confidentiality is to be maintained on all requests submitted.

All namings are to be proposed in direct consultation with University Advancement.  

II. General Guidelines

Naming commitments are reflections on the ideals and reputation of CSUSM, the CSU, and the State of California, and should be reviewed carefully for full compliance with applicable laws and ethical principles.

No permanent naming will be considered without an irrevocable gift or fully paid pledge. At the CSUSM President’s discretion, a naming may be reserved for a donor contingent on fulfillment of a pledge. If a pledge remains unpaid beyond the agreed upon period, the CSUSM President reserves the right to recommend another naming opportunity or other course of action.

III. Authority for Naming

A. Board of Trustees of the California State University

The CSUSM President retains final authority for recommending naming opportunities to the Board of Trustees of the California State University (BoT) and for namings not requiring BoT approval.

The BoT retains authority for naming all CSU colleges, schools, programs, centers and institutes as well as all facilities and properties; i.e. all buildings, major portions of buildings, university or college streets or roads, stadium and baseball fields and other areas of major assembly or activity; plazas, malls and other large areas of campus circulation; and all other highly visible facilities and properties. 

    1. If BoT approval is required, the Executive Committee of the CSUSM Academic Senate must review the proposal prior to approval by the CSUSM President and Campus Counsel. 

B. President of CSUSM:

The BoT delegates to the CSUSM President the authority to name individual rooms, limited areas and individual items or features within buildings, individual landscape items or features, limited outdoor areas, and other minor properties. 

C. Vice President of University Advancement, CSUSM:

The CSUSM President delegates to the Vice President of University Advancement the authority to name all other nameable areas.

IV. Naming Criteria:

Naming proposals should be approved by the Vice President of University Advancement prior to CSUSM Presidential approval to ensure consistency and compliance with current CSUSM Foundation policies.  A representative of University Advancement must be consulted in the value determination of campus naming opportunities and preparation of naming proposals to ensure that approval procedures are being followed.

Living memorials or tributes are not generally permitted.  All architectural structures, landscaped areas, and other requests for memorials shall be considered only after being approved by Facility Services, Planning Design & Construction and Vice President of University Advancement and only with the assurance that funds to maintain any ongoing expenses are included in the memorial.

In a rare instance, when no gift is involved, a naming proposal should honor a person who has served CSUSM in an academic capacity or an administrative capacity and who made extraordinary contributions to the campus or the CSU system, which warrant special recognition.  When a proposal for naming in honor of an individual involves service to the university in an academic or administrative/staff capacity, a proposal shall not be made until the individual has been retired or deceased at least two years.

V. Gift Levels for Naming:

Namings can be for individuals or for organizations responsible for a ‘substantial gift’ benefiting the University. The term ‘substantial gift’ in this context is deliberately not defined by arbitrary standards or by a specific dollar amount. Its interpretation is meant to be flexible so that each situation may be judged on its own merits and may take into account significant contributions of personal services as well as monetary or in-kind gifts. A representative of University Advancement must be consulted in the value determination.

VI. Duration and Modification of Namings:

The duration of a benefactor’s or honoree’s name on any facility or program ordinarily continues for as long as the facility or program is used in the same manner for which the naming occurred. Upon demolition, replacement, substantial renovation, redesignation of purpose, or similar modification of a named facility or program, CSUSM may deem that the naming period has concluded.

If the benefactor fails to maintain payments on a pledge upon which the naming was bestowed, the naming may be revoked after a pro rata period of time that reflects the number of pledge payments made, given the estimated useful life of the facility or program or the term of years covered by the naming agreement, as applicable.

If a facility or program is removed, or is substantially changed, from its previous form, the CSUSM President reserves the right to pursue alternate methods of recognizing the donor whose name was on the previous facility or program. Naming of a facility or program does not entitle the donor to continued recognition after a facility has been removed or substantially changed, or after a program has ceased to exist in its previous form. 

When a gift from a corporation is involved, the naming will be temporary and last a period of time to be negotiated between CSUSM and donor. The naming may be extended by the CSUSM President after consultation with the CSUSM President’s Executive Committee.

If at any time new information comes to light so that continued use of a name may compromise the reputation of the University or the public trust, CSUSM may at its discretion seek to revoke a naming. Revoking a naming requires approval by the CSUSM President or CSU Trustees, as appropriate.



Procedure

  1. CSUSM Procedure For Naming of Facilities, Properties, Colleges, Schools, and Academic Entities for CSU Board of Trustees Approval
    1. Requestor
      1. The requestor (typically Dean or Director) works with Development Officer/Liaison to develop a naming recommendation to recognize a donor.
      2. Initial recommendation should include the following information:
        1. High-level summary including background and description of property, program or facility (i.e. size, location, function) being named.
        2. Biographical sketch of individual or entity being honored.
        3. ason for proposed name.
    2. Development Officer: Consult with University Advancement
      1. Ensures that AVP of Development and Vice President of University Advancement have been notified and agree with the naming recommendation.
      2. Contacts the Donor Stewardship Office within University Advancement for direction on naming authority and appropriate formal naming request, per CSU Policy Number 15501.00 and 15502.00.
    3. Development Officer: Proposal Requesting Campus President Approval
      1. The Development Officer works with Donor Stewardship to draft a proposal requesting CSUSM Presidential approval.
      2. This approval is required for individual rooms, limited areas, and individual items or features within buildings, individual landscape items or features, limited outdoor areas, and other minor properties, per EO No. 713.
      3. The proposal should include the following:
        1. The name of the facility where the namings are located.
        2. A brief description of the spaces to be named (patient rooms, performance rehearsal suites, etc.).
        3. How the naming gift levels are appropriate.
        4. Assurance the request to name has been vetted and approved by appropriate campus and department administration and senior development officers.
        5. Assurance the request is within campus policy and guidelines.
      4. The Development Officer submits the proposal materials to Donor Stewardship for review along with any relevant gift documents.
      5. In the case of minor namings such as named classrooms or scholarship funds, the Vice President, University Advancement is the delegated authority and steps #4-5 are not required.
    4. Campus Counsel
      1. Vice President of University Advancement may seek consultation with Campus Counsel to review proposed terms in donor gift agreement.
        1. See Attachment A
    5. Office of the President
      1. Reviews the final naming recommendation and then issues a letter with a decision on naming proposal.
      2. Notifies the Office of the Chancellor of Presidential approval
        1. The formal letter of approval will be routed to the Office of the Vice Chancellor for External and Business Affairs for distribution to all required parties.
    6. Donor Stewardship
      1. Keeps central historical files for all gift-related namings, including:
        1. Electronic naming file.
        2. Gift agreement and/ or list of donors.
        3. Supporting documents.
        4. Item for Action.
    7. Office of Communications
      1. Works with involved parties to coordinate a public announcement.
      2. Public announcement can be made only after the President approves names as authorized by approval level and CSUSM policy.
  2. CSUSM Procedure For Naming of Facilities, Properties, Colleges, Schools, and Academic Entities for Campus President Approval
    1. Requestor
      1. The requestor (typically Dean or Director) works with Development Officer/Liaison to develop a naming recommendation to recognize a donor.
      2. Initial recommendation should include the following information:
        1. High-level summary including background and description of property, program or facility (i.e. size, location, function) being named.
        2. Biographical sketch of individual or entity being honored.
        3. Reason for proposed name.
    2. Development Officer: Consult with University Advancement
      1. Ensures that AVP of Development and Vice President of University Advancement have been notified and agree with the naming recommendation.
      2. Contacts Donor Stewardship for direction on naming authority and appropriate formal naming request, per CSU Policy Number 15501.00 and 15502.00.
    3. Development Officer: Proposal Requesting CSU Board of Trustee Approval
      1. The Development Officer works with Donor Stewardship to draft a proposal requesting CSU Board of Trustee approval.
      2. This approval is required for the naming of all facilities and properties; i.e. all buildings; major portions of buildings, university streets and roads, stadium and athletic fields and other areas of major assembly or activity; plaza, malls and other large areas of campus circulation; and all other highly visible facilities and properties.
      3. Additionally, this approval is required for the naming of schools, colleges, programs, centers, institutes and other academic and non-academic units.
      4. The proposal should include the following:
        1. Proposed name of the facility, program, or space.
        2. Naming’s for an individual require an official full name (e.g. John J. Smith Hall), but can be commonly known by a shortened version (e.g., Smith Hall).
        3. Description of the facility, program, or space.
        4. Description of the size and importance of the space or program.
        5. Proposed cost and funding sources.
        6. Rationale for why the amount is reasonable:
          1. Are there comparable facilities or programs on campus?
          2. What percentage of the gift is construction cost?
          3. Is funding available from other sources?
          4. Are there comparable facilities or programs at other institutions, if none exist at CSUSM?
        7. Summary of gift terms.
        8. Donor biographical sketch.
        9. A list of administrators who have been notified and approve of the proposal.
        10. If honoree is someone other than the donor, include the honoree's written approval of the name.
      5. The Development Officer submits the proposal materials to Donor Stewardship for review along with any relevant gift documents.
      6. Once completed, Donor Stewardship submits all relevant documentation to the Vice President of University Advancement for Academic Senate and Campus Counsel review.
    4. Academic Senate Executive Committee
      1. Vice President of University Advancement seeks consultation with the Executive Committee of the Academic Senate of naming recommendation.
      2. Executive Committee of Academic Senate reviews the naming proposal and provides feedback to the President.
    5. Campus Counsel
      1. Vice President of University Advancement seeks consultation with Campus Counsel to review proposed terms in donor gift agreement.
        1. See Attachment A
    6. Donor Stewardship
      1. Documents are prepared for formal request, per Board of Trustees Naming Procedures
      2. Documents should include the following:
        1. Letter from President to Vice Chancellor requesting approval of the naming
          1. To include value of gift including what has been received and pledged. Any estate component should be irrevocable.
          2. Campus counsel has reviewed the gift agreement.
          3. Facility naming requests should include information about the facility including whether it is existing space or new construction, the square footage and estimated value. A facility naming should be at least 10 percent of the value of the facility and preferably more.
          4. Donor biography.
          5. Draft BOT Item (Agenda Item Template)
            1. Any edits of substance will be submitted back to campus.
          6. Academic Senate Consultation.
          7. Draft language for a recognition certificate.
    7. Office of the President
      1. Reviews the final naming recommendation.
      2. Signs letter to Vice Chancellor requesting the naming in addition to all relevant materials.
        1. See Attachment B
    8. CSU Board of Trustees
      1. Notifies President of naming decision and provides signed resolution.
        1. See Attachment C
    9. Office of the President
      1. Notifies the Vice President of University Advancement with Board of Trustees decision and signed resolution.
    10. Donor Stewardship
      1. Keeps central historical files for all gift-related namings, including:
        1. Electronic naming file.
        2. Gift agreement and/ or list of donors.
        3. Supporting documents.
        4. Item for Action.
    11. Office of Communications
      1. Works with involved parties to coordinate a public announcement.
      2. Public announcement can be made only after the President or CSU Board of Trustees approves names as authorized by approval level and CSUSM policy.