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600.10 - Naming Policies and Procedures

University Group Policy #600.10

#.    Executive Summary

It is the policy of Winston-Salem State University (the University) to establish and apply guidelines for gift naming opportunities so as to recognize extraordinary and enduring financial and service contributions to the campus and the larger community. Naming opportunities may honor donors, distinguished alumni or exemplary service.

#.  Policy Statement

Naming opportunities provide Winston-Salem State University with occasion to recognize exceptional contributions to the campus and community. Such contributions enrich and strengthen the University and its sense of heritage and are significant events in the history of the institution.

#.     Definitions

Service Contributions include contributions of an extraordinary nature in a field of endeavor or society in general. Typically, the honoree will have a significant connection with Winston-Salem State University, as a donor or supporter, student, alumnus, faculty or staff member, or administrator, and have made outstanding contributions to the University or the larger community in education, research, the arts, civic or public life, or other areas consistent with the institutional mission and its objectives.

Honorees may be individuals or corporations and should be of such outstanding credentials, reputation, character and distinction that the naming honors Winston-Salem State University as well as the individual or corporation.

Where a naming for a University faculty or staff member is proposed to recognize career service, consideration will be given to the individual's accomplishments in his/her field as well as the uniqueness of the service/contribution to WSSU. Generally, facilities shall not be named for members of the administration, faculty, staff, Board of Trustees, Foundation Board, Board of Visitors, Board of Governors, or any elected official or state employee concerned with the function or control of the University, so long as the relationship exists. The Board of Trustees may make exceptions to this rule in unusually meritorious or extraordinary circumstances.

Selection of Names for a building or facility should take into account the University Master Plan, and is considered in relation to the component of which it is an element as well as its place in the overall University Master Plan. Names should also generally include reference to their primary function (e.g., O'Kelly Library, Diggs Gallery). In proposing a name, the Vice Chancellor for University Advancement should undertake consultation in a manner that invites input but maintains University-wide standards and optimizes donor support. Customarily, the name should be that of an individual who has gained distinction because of an extraordinary financial or service contribution to the program or operations to which use the premises are devoted. The history of the building or facility, including its prior uses and occupants, may also be considered. Exceptions to these criteria may be appropriate in cases of persons of unusual eminence or singular contributions to Winston-Salem State University as a whole or its larger community.

#.    Guidelines

Naming Opportunities for Buildings

Authority for the naming of facilities (buildings, auditoriums, laboratories, plazas, etc.) rests with the Winston-Salem State University's Board of Trustees, subject to policies established by The University of North Carolina Board of Governors.

Recommendations are submitted through the Vice Chancellor for University Advancement by the department head, dean and 'the appropriate vice chancellor for endorsement. The recommendation is then submitted to the Chancellor for approval and submission of the Board of Trustees. The Chancellor may assign a temporary name to new facilities.

Generally, the value of a gift affording a donor the opportunity to name a new building must be at least 50% of the private fundraising goal.

An appropriate value should be established by the Chancellor, in consultation with the Vice Chancellor for University Advancement and the Vice Chancellor for Finance and Administration, at the time construction plans are being developed.

Naming procedures for buildings first require the Vice Chancellor for University Advancement to obtain from the Chancellor authorization to solicit or respond favorably to a gift-naming proposal. If authorization is granted, the Chancellor will submit the proposed gift naming opportunity to the Board of Trustees for its approval. If the Board approves the proposal, authorized representatives of the donor, the University and/or the Foundation shall execute a gift agreement.

Naming Opportunities Within a Building

The Vice Chancellor for University Advancement or the Vice Chancellor for Finance and Administration, in consultation with the appropriate unit head may identify naming opportunities within a building. In general, sections of a building that have a specific function and are of significant value, such as an auditorium, conference room, special classroom, seminar room, or laboratory, may be named independently of the building. The size of the gift required to name a space should be approximately one-half of its private construction or renovation cost.

The Vice Chancellor for University Advancement, following consultation with the Vice Chancellor for Finance and Administration or his/her designee, will submit proposals for naming opportunities within a building to the Chancellor for approval. The Chancellor may also consult with, or obtain approval from, the Board of Trustees in the exercise of his/her own discretion, relating to the naming of spaces within a building. If approval is obtained, authorized representatives of the donor, the University and/or the Foundation will execute a gift agreement.

Naming Opportunities for other Physical Facilities

Campus Enhancements - General

Proposals for naming opportunities for campus enhancements such as benches, fountains, art work, gardens or other plantings will be developed or reviewed by the Vice Chancellor for University Advancement and the Vice Chancellor for Finance and Administration or his/her designee, and then submitted to the Chancellor for approval.

Minimum funding requirements for campus enhancements will be based on cost, location, structure, and function. Unless otherwise authorized by the Chancellor, gifts must cover the entire cost of the installation and, if significant ongoing costs will be incurred, an endowment sufficient to cover such costs.

The Chancellor will make decisions regarding such proposals in consultation with the Vice Chancellor for University Advancement and the Vice Chancellor for Finance and Administration. The Chancellor may also consult with, or obtain approval from, the Board of Trustees in the exercise of his/her own discretion, provided that all proposals relating to the naming of other University real property must be submitted to the Board for approval.

Once the Board approves the proposal, authorized representatives of the donor, the University and/or the Foundation will execute a gift agreement.

Renaming Policy for Buildings, Portions of Buildings, and other Facilities

A proposal to rename a facility or area shall adhere to the Winston-Salem State University Naming Policies and Procedures outlined above. In the event modifications to named properties are required or recommended, the Vice Chancellor for University Advancement shall involve the Provost, the Vice Chancellor for Finance and Administration, and appropriate deans in early planning. This is to insure that the original purpose of the naming and the donor's wishes are preserved, as appropriate. In addition, these principles shall be followed:

  • Any proposal to rename a facility or area in recognition of a gift shall be reviewed by the Vice Chancellor for University Advancement. The review shall include any gift agreements or documentation pertaining to the original gift and related naming, as well as gift agreements or documentation pertaining to the subsequent gift and proposed renaming.
  • When a facility that has been named in recognition of a gift or an individual has reached the end of its useful life and will be replaced or substantially renovated, the replaced or renovated facility or area may be named in recognition of another gift.
  • When an area named in recognition of a gift or in honor of an individual will be developed for another use, the new facility may be named in recognition of a new gift.
  • Appropriate recognition of earlier donors and honorees shall be included in or adjacent to new and renovated facilities, as well as in redeveloped areas.
  • When a facility or area is proposed .for renaming, University representatives shall make all reasonable efforts to inform, in advance, the original donors or honorees and their immediate family members.
Campus Enhancements - Academic

An endowment fund may be established to enhance the academic resources of the University, such as its laboratories, equipment, and classrooms. The Vice Chancellor for University Advancement will first obtain from the Provost or his/her designee, authorization to solicit or respond favorably to a gift-naming proposal. The Provost or his/her designee will make a decision on the proposal following consultation with the Vice Chancellor for University Advancement and the appropriate Dean. The Provost may also consult with, or obtain approval from, the Chancellor in the exercise of his/her own discretion, relating to the naming of academic enhancements. If approval is granted, authorized representatives of the donor, the University and/or the Foundation will execute a gift agreement.

Naming Opportunities for Academic Units

A private gift naming of an academic unit should be at a level that will transform the nature of the unit involved, enabling the unit to reach a level of excellence. The gift must be in the form of an endowment used to sustain a margin of excellence. Eligible academic units include Schools, the College, departments, programs, centers and institutes.

The Vice Chancellor for University Advancement will first obtain from the Provost authorization to solicit or respond favorably to a gift-naming proposal relating to an academic unit or program. If approval is granted, the Vice Chancellor for University Advancement and the Provost will submit the proposed gift to the Chancellor, who will then submit the proposed gift to the Board of Trustees. Once the Board of Trustees approves the proposal, authorized representatives of the donor, the University and/or the Foundation shall execute a gift agreement.

Naming Opportunities for Endowed Chair/Professorships

Distinguished Professors Endowment Trust Fund program criteria include the following considerations with respect to the selection of distinguished professors:

  • that the selection and appointment procedures followed be fully consistent with the institution's tenure policies and regulations and other applicable personnel policies; lecture series;
  • that the distinguished professor shall be appointed at the rank of full professor;
  • that the academic discipline to which the distinguished professor is appointed shall be one of major importance to the educational program of the institution; and
  • that the person appointed shall have a record of outstanding accomplishment in that discipline or field as a teacher and scholar or practitioner.

The endowed chair designation will be linked to a select faculty position filled by a truly outstanding scholar and teacher, as judged by rigorous, nationally accepted standards.

The Vice Chancellor for University Advancement will first obtain authorization from the Provost to solicit or respond favorably to a gift-naming proposal relating to the naming of an endowed chair/professorship.

The Provost may also consult with, or obtain approval from, the Chancellor in the exercise of his/her own discretion. If approval is granted, the Vice Chancellor for University Advancement wi.11 submit the proposal to the Chancellor. Once the Chancellor approves the proposal, authorized representatives of the donor, the University and/or the Foundation shall execute a gift agreement.

Naming Opportunities for Lecture Series

A named lecture series brings to the University a variety of outstanding individuals of broad experience and expertise whose presentations will have University-wide and interdisciplinary appeal. Earnings from the endowed fund will provide for honoraria, travel expenses, and other costs associated with presenting such speakers.

Regarding opportunities described herein, the Vice Chancellor for University Advancement will first obtain authorization from the Provost to solicit or respond favorably to a gift-naming proposal relating to endowing a named lecture series. The Provost may also consult with, or obtain approval from, the Chancellor in the exercise of his/her own discretion. Minimum requirements for endowments will be authorized by the Chancellor or his/her designee in consultation with the Vice Chancellor for University Advancement.

If approval is granted, authorized representatives of the donor, the University and/or the Foundation will execute a gift agreement.

Naming Opportunities for Fellowships and Scholarships

Fellowships are a form of educational assistance typically reserved for graduate students. Awards will provide full or partial support that will enable capable and deserving students to complete their University education. Criteria for eligibility for such fellowships may be established in consultation with the donor.

Scholarships provide important financial assistance to talented and deserving undergraduate students. Criteria for eligibility for scholarships may be established in consultation with the donor.

Named fellowships and scholarships may be established upon approval of the Vice Chancellor for University Advancement in consultation with the Provost, appropriate Dean(s) and the Associate Vice Chancellor for Enrollment Management. If approval is granted, a gift agreement shall be executed by authorized representatives of the donor, the University and/or the Foundation.

Additional Naming Opportunities

A fund for excellence may be established in support of a school, the college, library, gallery, department, academic discipline, or other University program of interest to the donor. Earnings from these endowments may be used to enhance the selected endeavor in a variety of ways, including support for research, faculty development, or travel, or for other educational enrichment activities.

Funds designated for teaching, service, research, and staff awards will be used to recognize outstanding performance in classroom teaching, research, or service by faculty, professional, or support staff members in the specified academic unit or University operation. Criteria for eligibility for such awards may be established in consultation with the donor. The Schools, College, or other relevant units typically will choose award recipients.

Regarding opportunities described in this section and proposals not otherwise expressly covered in this Policy, the Vice Chancellor for University Advancement will seek approval from the Chancellor or his/her designee. The Vice Chancellor for University Advancement shall consult with the appropriate University and/or Foundation personnel to determine the minimum endowment necessary to sustain the chosen objective. Once final approval is obtained, authorized representatives of the donor, the University and/or the Foundation will execute a gift agreement.

(1) "The Distinguished Professors Endowment Trust Fund Questions and Answers," September 2003

Procedures

Recommendations are submitted through the Vice Chancellor for Advancement by the department head, dean, and the appropriate vice chancellor for endorsement. The recommendation is then submitted to the Chancellor for approval and submission to the Board of Trustees. The Chancellor may assign a-temporary name to new facilities.

Where a naming for a University faculty or staff member is proposed to recognize career service, consideration will be given to the individual's accomplishments in his/her field as well as the uniqueness of the service/contribution to the University. Except in unusual circumstances or for compelling reasons, names to be considered shall be those of persons who are deceased.

Facilities shall not be named for members of the University faculty, staff, Trustees, Members of the Board of Governors, the Governor, or any elected official or state employee concerned with the functions or control of the University, so long as the relationship exists.

A named facility will retain that name as long as it exists. However, if a name is designated for a facility associated with a specific activity and that activity is subsequently changed, the name may be applied to a similarly used facility if possible, and if not, to another facility.

To lessen confusion, duplication of names should be avoided as a general rule. No facility should be named for a person whose surname .has already been assigned to another facility.

#.    Roles and Responsibilities

Authority

Authority for the naming of facilities (buildings, auditoriums, laboratories, plazas, etc.) rests with the Winston-Salem State University's Board of Trustees , subject to policies established by The University of North Carolina Board of Governors.

Exceptions to Policy and Responsibility for Implementation

Procedures governing approval of gift naming proposals are set forth below and may also be supplemented by such operational guidelines as the Office of University Advancement may adopt.

Exceptions to this policy must be authorized by the Board of Trustees, or by the Chancellor if appointed as the board's designee for this purpose. So that the University can properly administer funds, each gift must be accompanied by a written gift agreement approved by authorized representatives of the donor, the University and/or the Winston­-Salem State University Foundation, Incorporated (the Foundation). The agreements shall be executed following final approval of the gift as specified in the Policy.

University signatory authority for these agreements will be determined in accordance with University and/or Foundation signatory authority policy. No naming commitments shall be made to donors or other parties before final approval is granted.

The Vice Chancellor for University Advancement is responsible for overseeing compliance with these Policy requirements, including completing all necessary consultations and approvals and securing signature on gift agreements by authorized representatives of the University and/or Foundation.

To ensure an accurate historical record, the Office of the Vice Chancellor for University Advancement shall maintain records relative to all naming endeavors completed under this policy.

The Office of the Vice Chancellor for University Advancement, in consultation with the Office of the Chancellor, will generally be responsible for groundbreaking and dedication ceremonies relating to named gifts.

An appropriately worded and designed plaque or other commemoration shall be affixed to a place proximate to the building, facility or other location of a named gift. The Vice Chancellor for Finance and Administration or his/her designee, in consultation with the Vice President for University Advancement, is responsibility for implementing the requirements relating to plaques or other commemoration.

Stewardship requires that the University honor the expectations of donors and abide by gift agreements, including naming provisions. Naming is generally expected to last the lifetime of the building, facility, unit or program or other endeavor. There may nonetheless be extraordinary circumstances that justify cessation of the use of a name or re-naming, such as a change in use, substantial renovation, or demolition of an existing building, facility or part thereof; major academic program changes; failure of a donor to meet the financial commitment of a gift agreement; or other situations unforeseeable at the time of the original naming. When appropriate and feasible, when a name is retired, some form of continuing recognition should be established. In all cases, the Board of Trustees upon recommendation of the Chancellor must approve re-naming. (See Renaming Policy).

#.     Applicability

This policy encompasses opportunities for the naming of buildings, definable portions of buildings, facilities or grounds improvements, plazas, fountains, and gardens;

  • academic units or programs;
  • academic chair and faculty positions and faculty and staff awards;
  • lecture series;
  • fellowships and scholarships;
  • athletic facilities, and
  • other enhancements that contribute significantly to the fulfillment of the University's mission.

Responsible Division: Vice Chancellor for University Advancement

Authority: Board of Trustees

History:

  • Adopted March 17, 2006