UCR Policies and Procedures

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 EXECUTIVE SUMMARIES

ESTABLISHING NAMING FACILITIES

1. Development Officer (DO), Dean, Donor discussion.
2. DO completes and sends Initial Request for Approval to Name form with signature of dean to Associate Vice Chancellor-Development (AVC-D).
3. Gift Agreement in process (DO, AVC-D, Gift Document Review Committee).
4. Draft Gift Agreement/Initial Request for Approval to Name to Vice Chancellor-University Advancement (VC-UA) who consults with Chancellor and Provost and Executive Vice Chancellor (P&EVC) or designee.
5. P&EVC or designee directs Director, Donor Research & Relations (DR&R), Office of Development to send proposed naming documentation to the Academic Senate Chair for timely Senate Committee review.
6. P&EVC or designee convenes Naming Committee to include designated officers as necessary to review and deliberate on the proposed namings. 
7. Upon approval by Naming Committee, EVC&P or designee directs Director, Donor Research & Relations (DR&R), Office of Development to prepare complete naming packets.
8. DO gets Gift Agreement signed.
9. For namings involving gifts of $5 million or less and/or namings of non-significant portions of buildings:  a. P&EVC&P or designee sends Chancellor complete naming packet for his/her final approval; and b. Office of the Chancellor distributes notice of approval.
10. For namings involving gifts of more than $5 million and/or namings of significant portions or entire buildings:  a. DR&R writes Office of the President (UCOP) Item for Action, drafts letter of transmittal on behalf of the Chancellor and sends complete naming packet to EVC&P or designee; b.  EVC&P signs and dates Item and gives packet to Office of the Chancellor for letter signature and transmittal to UCOP; and c. Upon receipt of approval letter from UCOP, Office of the Chancellor distributes letter.

• May give conditional approval to a naming to enhance negotiations with a prospective donor.
• Cover letter with signature of the Chancellor is forwarded with the complete packet for proposed naming to UCOP for approval by the UC President.
• Notify appropriate offices of the approval, including University Advancement, which retains original approval letter, gift agreement and documentation
  • Provost and Executive Vice Chancellor;
  • Vice Chancellor-University Advancement;
  • Vice Chancellor-Planning and Budget;
  • Vice Chancellor-Business and Administrative Services;
  • Associate Vice Chancellor-Development; and 
  • Other administrators as appropriate.  

• Instructs Director of Donor Research & Relations (DR&R) to forward background information packet for proposed namings to Chair of the Academic Senate
• Chairs UCR Committee on Naming Campus Properties, Programs and Facilities to review proposed namings of buildings, programs, facilities, etc.
• Reviews and approves recommendation.
• Signs UCOP Item for Action and submits complete packet for proposed naming to the Office of the Chancellor.  

• Distributes background information packet for proposed namings to the Advisory Committee of the Academic Senate for approval memo to DR&R in timely fashion.
• Sits on the UCR Naming Committee.

• Provides due diligence regarding appropriateness of name to be recognized.
• Reviews the background information packet for proposed namings and responds to the Office of the EVC&P with comments within five business days.  

• Vice Chancellor, University Advancement (to confirm compliance with UCR and UCOP policy)

  • Associate Vice Chancellor, Development (for comments regarding donor negotiations)
  • Chair, Riverside Division Academic Senate to represent the faculty (for comments regarding academic issues)
  • Legal Counsel (as required).

• Consults with Chancellor and EVC&P or designee on proposed naming.
• Proposes gift levels for naming on a case-by-case basis and in consultation with appropriate University Officials.
• Sits on the UCR Naming Committee. 

• Coordinates review of naming proposals in consultation with the head of the submitting unit, VCUA, EVC&P or designee and Chancellor during the negotiation process for a gift.
• Coordinates proposal, including the Initial Request for Approval to Name/Establish a Property, Program or Facility form and gift agreement.
• Prepares the formal naming request with supporting documentation.
• Sits on the UCR Naming Committee.
• Prepares the background information packet to include cover letter, properly formatted Item for Action, signed gift agreement and other pertinent documentation. DR&R forwards the complete packet to the P&EVC.

I.       UC OFFICE OF THE PRESIDENT POLICY REFERENCE

University of California Policy on Naming University Properties, Academic and Non-Academic Programs and Facilities, December 19, 2002

UC Delegation of Authority: DA 2002:  Policy on Naming University Properties, Programs and Facilities, dated October 14, 1993

Sample Format for Submission of Proposals (Item for Action 2012-2013 Attachment 4) May 1996 

 A.      The University of California has a long-standing tradition of naming University properties, academic and non-academic programs, endowments, and facilities in honor of persons or entities that have made important contributions to enable the teaching, research and public service mission of the University. All naming proposals shall be reviewed and approved in accordance with this policy, and with related UC Office of the President (UCOP 201D) and UC Riverside Campus (UCR 201D) policies and guidelines.
 

 B.      In 1996, The Regents delegated to the President authority for naming all University properties, programs and facilities including University streets, roads, land reserves, buildings, major portions of buildings, major centers of activities, and other highly visible properties, programs and facilities. Naming of minor portions of buildings, small portions of buildings, small outdoor areas, and other minor properties, programs and facilities may be approved by the Chancellor under DA 2002, dated October 14, 1993.

II.    GENERAL GUIDELINES

A.     No commitment regarding naming shall be made to a donor or a non-donor honoree prior to approval of the related proposal; however in order to enhance negotiations with a prospective donor, conditional approval may be obtained from the Chancellor.

B.     A proposal for naming shall include documentation of the consultation process and the financial review that includes the Initial Request for Approval to Name/Establish an Endowed Property Program or Facility form with all appropriate signatures, (see Attachment 1), and a draft gift agreement (see Attachment 2A and 2B) when a gift is involved. The consultation process shall include review by the UCR Committee on Naming Campus Properties, Programs and Facilities (UCR Naming Committee) which includes pertinent campus administrators, Chair of the Riverside Division Academic Senate, and either campus counsel or by the General Counsel of the University, as required, and consultation with the Advisory Committee of the Riverside Division Academic Senate. 

C.     In any proposal for naming an academic or non-academic program in recognition of a donor or a non-donor honoree, consideration should be given to ensure that any associated endowment will be sufficient to sustain the program, since the naming shall be in effect for the life of the program.

D.     No naming shall be final until the pledge has been fulfilled.

III.       NAMING AND RENAMING

A.   Proposal for Naming in Honor of an Individual When No Gift Is Involved

1.  A proposed honoree shall have achieved distinction in one or more of the following ways:

a.       While serving the University in an academic capacity, the individual has demonstrated high scholarly distinction as to have earned a national or international reputation in the field(s) of specialization of the individual;

b.      While serving the University in an important administrative capacity, the individual has rendered distinguished service that warrants recognition of the individual's exceptional contributions to the welfare of the University;

c.       Although not having served the University as an academician or administrator, the individual has contributed in truly exceptional ways to the welfare of the institution or achieved such unique distinction as to warrant recognition.

2.  If an individual has served the University in an academic or important administrative capacity, a proposal may be made for naming in honor of the individual:

a.       If s/he has been retired or separated from the University for more than two years, and no longer plays a decision-making role with the University.

b.      Two years after the person's death. 

B.   Proposal for Naming In Recognition of a Gift (see Attachment 3-Supplemental Requirement for Naming UC Riverside Campus Facilities in Recognition of a Gift)

1. In reviewing requests for approval of naming a project for a donor or for a person whose name is proposed by a donor, consideration shall be given to: 

a.       The significance of the proposed gift as it relates to the realization and/or success of the project or to the enhancement of the project's usefulness to the University;

b.      The urgency of need for the project or for support funds for the project;

c.       The eminence and integrity of the individual or entity whose name is proposed; and

d.      The relationship of the individual or entity to the University.

2.   The gift shall be in an amount which will either a) fund the total cost of the project to be named or b) provide funding for that portion of the total cost which would not have been available from any other source (such as federal or state loans or appropriations, student fees, or bond issues), the latter to constitute a significant portion of the total cost as determined on the merits of each individual case. If a project is funded by several or many private donors, and one donor makes a gift covering a significant portion of the amount needed, consideration may be given to naming the project after that donor. 

3.     To avoid any appearance of commercial influence or conflict of interest, additional due diligence should be taken before recommending the naming of a major program, area, building, open space, or roadway that involves the name of a corporation or a corporate foundation. The naming for an individual associated with a corporation shall be handled as any naming for an individual.

4.     Corporate names may be used to designate individual rooms or suites of rooms, as well as endowed chairs and professorships. Plaques in public spaces within buildings may recognize the contributions of corporations. The size, design, and wording of plaques and other signs that acknowledge corporate generosity and express University appreciation shall be modest in size and exclude logos to avoid the appearance of advertising.

5.      A naming conferred in recognition of a pledge is contingent on fulfillment of that pledge and will be approved on that condition.

6.      When a proposed naming for an individual is accompanied by a gift, and the individual to be honored is serving the University in an academic or administrative capacity, the naming may take effect upon approval.

C.   Proposal For Renaming

A proposal to rename a facility or area or to add a second name shall adhere to the criteria outlined above and shall comply with University of California policy. When a facility or area is proposed for renaming, campus or University representatives will make all reasonable efforts to inform in advance the original donors or honorees and their immediate family members. Proposals to remove a name from any university properties, academic and non-academic programs and facilities due to potential or actual reputational, financial, or operational harm to the University will also be reviewed by the UCR Naming Committee, which will submit its recommendation to the Chancellor.

D.  Changed Circumstances

If a campus unit proposes to change the function of a facility or area, it must comply with University of California policy.

IV. PROCEDURE

The Chancellor, in consultation with the P&EVC or designee and VC-UA will review proposals concerning namings according to the following procedure.

A.  When Gift Is Involved

The VCUA proposes gift levels for naming, on a case-by-case basis and in consultation with appropriate University Officials (e.g., Chancellor, P& EVC or designee; VC-PB; VC-BAS; and AVC-D. (See Attachment 3, Supplemental Requirement for Naming UC Riverside Campus Facilities in Recognition of a Gift.)

B.   Preparation of Proposal

1. The Associate Vice Chancellor Development (AVC-D) and/or designee coordinates the review of naming proposals in consultation with the head of the submitting unit, the VC-UA, P&EVC or designee and Chancellor during the negotiation process for a gift. Review includes endorsements by the occupants or potential occupants of a building or facility or by the members of a program documented on the Initial Request for Approval to Name/Establish an Endowed Property, Program or Facility form.

2. Development, in coordination and consultation with Dean or Unit Head, prepares proposal which shall include the Initial Request for Approval to Name/Establish an Endowed Property, Program or Facility form. Development obtains all appropriate signatures and works with Donor to prepare a draft gift agreement. If the gift is in the form of a pledge, the agreement shall include payment schedule.

3. Development prepares the formal naming request with supporting documentation which has been reviewed to be sure all necessary parties have been consulted and that the proposal includes all necessary information. The request is then sent to the EVC&P or designee. The gift agreement may be signed at this time with naming contingent upon campus review and UC Presidential (UCOP) approval.

C.    Review Procedures

1. The P& EVC&P submits the naming request to the Chancellor for review.

2. Academic Senate

For such proposals deemed by the Chancellor to have merit based on the above policy, the P&EVC or designee shall distribute electronically to the Academic Senate Chair the proposal. The Senate review shall be carried out promptly and its advice provided to the Naming Committee by the Senate Chair or her/his representative.

3. For such proposals deemed by the Chancellor to have merit based on the above policy, the P&EVC or designee shall seek the advice of the UCR Committee on Naming Campus Properties, Programs and Facilities (UCR Naming Committee). The charge of the Committee is to provide due diligence as to the appropriateness of the name that is to be recognized. In addition, Committee members may comment regarding their specific area of responsibility.

The proposal may be distributed electronically and the UCR Naming Committee members shall review the proposal and respond to the Office of the P&EVC with comments within five business days. The UCR Naming Committee consists of the following:

• VC-BAS (for comments regarding building, design, construction, maintenance issues);

• VC-PB (for comments regarding operating and capital resources);

• VC-UA (to confirm compliance with UCOP and UCR guidance);

• AVC-D (for comments regarding donor negotiations);

• Chair, Academic Senate or designee to represent the faculty (for comments regarding academic issues); and 

• Legal Counsel (as required).

Other individuals will be consulted as appropriate when the naming pertains to their specific area, e.g., Presidents of the Associated Students of UCR and Graduate Student Association of UCR when naming student buildings and facilities; Vice Chancellor, Research and Economic Development (VC-RED) when naming research centers, programs or facilities.

3.       Recommendation of Chancellor

a.  For namings involving gifts of $5 million or less and/or namings of non-significant  portions of buildings, EVC&P or designee sends Chancellor complete naming packet for his/her final approval. The Office of the Chancellor distributes notice of approval.

b.   When the proposal is to be sent to UCOP for approval, for namings involving gifts of more than $5 million and/or namings of significant portions or entire buildings, DR&R shall prepare the packet to include:  cover letter, properly formatted Item for Action, signed gift agreement and other pertinent documentation and sends to the Office of the P&EVC.  The P&EVC signs and dates the Item and gives the packet to Office of the Chancellor for letter signature. The Office of the Chancellor forwards the proposal to UCOP for approval.

D.   Procedure Following Approval by the Chancellor or Office of the President:

When a naming has been approved either by the Chancellor or UCOP, the Office of the Chancellor will send copies of the approval letter to the following:  P&EVC; VC-UA; VC-PB; VC-BAS; AVC-D and other administrators as appropriate. 

In addition, each Vice Chancellor shall notify any pertinent offices within his/her jurisdiction, e.g., Office of Architects and Engineering, Institutional Planning and Analysis, Physical Plant, Marketing and Media Relations (for updating campus map), Office of the Registrar (for Schedule and Directory listing), UCR Police (for notifying city and county emergency services), UCR Fire Marshall, Material Management (for notifying vendors). The original approval letter, gift agreement and documentation are filed in the permanent archives located in University Advancement Office of Finance and Administration.