UCR Policies and Procedures

Printer Friendly Version

 

 

Responsible Officer:	Assistant Vice Chancellor-Governmental and Community Relations
Responsible Office:	Office of Governmental and Community Relations
Origination Date:	02/01/2017
Date of Revision:	02/01/2017
Date of Last Review:	03/23/2017
Scope:	Guidance in effectively tracking efforts and funds used on external event sponsorships

 
 I.        Policy Summary

This document defines policy for the effective tracking of efforts and funds used in the sponsoring of external events that advance the mission of the University of California, Riverside (UC Riverside).

 

II.        Definitions

 

Sponsorship:  For the purposes of this policy, the definition of a sponsorship includes cash donations and/or other financial assistance provided to a non-University organization hosting an event, in exchange for advertising to further the goals of the University.

 

III.        Policy

 

A.   Purpose:  This policy provides guidance regarding the submission and approval of intended external sponsorship opportunities. The policy establishes a method for the University to track proposed sponsorships, obtain necessary approvals, and prevent duplication of efforts and/or funds.

 

B.   Overview: UC Riverside embraces opportunities to support community endeavors that promote the common good. Sponsorships by the University and/or any of its units signals UC Riverside’s support for an organization or event that promotes partnerships with the citizens and institutions of our community, the nation, and the world to engage them in the exciting work of UC Riverside.

 

C.   Scope:  This policy applies to all UC Riverside units that sponsor non-University events.

 

IV.        Procedures

A.   Submitting an Intent to Sponsor an External Event Form

Primarily for tracking purposes, each request to sponsor an external event must be submitted via the online Intent to Sponsor an External Event form located at https://myadv.ucr.edu/forms/SponsorshipIntent as soon as it is determined that UC Riverside and/or any of its units commits to a request for sponsorship. It is recommended that this form be completed and submitted no later than 30 days prior to the date of the requested event) and prior to replying to the requesting party. On a case-by-case basis, the Office of Governmental and Community Relations may grant an exception to this deadline upon request. The request must include:

*  Name and contact information of requestor

*  Unit of requestor

*  Name of event to be sponsored

*  Date of event to be sponsored

*  Amount of the sponsorship

*  Purpose of sponsorship

*  Benefits received from sponsorship

B.   Review and Approval

Each request is reviewed by representatives from the Office of Governmental and Community Relations.

1.    When a duplication of sponsorship is identified, each requesting department is contacted to consolidate sponsorship efforts and ensure the University and its officials are represented appropriately.

2.    When there is any question about a proposed sponsorship (e.g., type of organization, requested sponsorship amount, event format):

a.    The requesting party is notified that approval of the sponsorship requires additional review;

b.    The request, with an explanation, is forwarded to the Associate Vice Chancellor of Governmental and Community Relations and the Vice Chancellor of University Advancement requesting review and guidance; and

c.    The decision of the request is communicated to the requesting party.

3.    Each request is reviewed, and, if there is no issue, approved. If there is an issue that needs to be resolved, the requestor is notified. In either case, the requestor receives notice within three days of submission.

4.    Approval from the Chancellor, or appointed designee, is required for a sponsorship request involving:

a.    Amounts greater than or equal to $10,000;

b.    Cash donations; or

c.    Overage on dining allowances.

C.   Chancellor Approval

1.    Upon review of the Intent to Sponsor an External Event form, written approval is required by the Chancellor, or an appointed designee, for any sponsorship that meets any of the following criteria:

a.    Amounts greater than or equal to $10,000;

b.    All or a portion of the sponsorship is a cash donation (i.e., the sponsorship amount exceeds the fair market value of any goods or services received in exchange); or

c.    A benefit of the sponsorship includes a meal for attendees that exceeds the minimum allowance allotted within Campus Policy Number 200-44.

2.    Once written approval has been received from the Chancellor, the requestor is notified and sent a copy of the approval for their records.

V.        Forms/Instructions

Intent to Sponsor an External Event https://myadv.ucr.edu/forms/SponsorshipIntent 

 VI.        Contacts  

Subject	Contact	Phone	Email
Governmental and Community Relations Sponsorship Approval	Jeff Kraus	951.827.7073	jeff.kraus@ucr.edu

For comments or questions regarding this policy in general, members of the campus community are encouraged to contact the Chieg Compliance Office at 951.827.8246 or send an email to UCRpolicy@ucr.edu.

 VIII.        Revision History

This is a new policy. The policy and associated procedures are reviewed, at a minimum every two years, by the Vice Chancellor of University Advancement or designee. The Office of Compliance updates this policy and associated procedures to reflect changes to related policies or governing standards, regulations, laws, and other such guidance as often as required.