Policy 8920 — Naming of Assets Policy | Mount Allison

Policy 8920 — Naming of Assets Policy

Policy section:
Section 8900-8999 Miscellaneous
Policy number:
8920
Subject:
Policy for the Naming of Assets
Group:
University Advancement
Approved By:
The Board of Regents
Approved date:
February 3, 2017
Effective date:
February 3, 2017
Revised:
October 19, 2018
May 17, 2022
Administered by:
Vice-President (University Advancement)

1 — PREAMBLE

1.1  Mount Allison University recognizes the tradition of naming assets in honour of persons and organizations who have made exceptional contributions to the University or to the broader community.

1.2  This recognition strengthens the institution, its mission, its heritage, and its connection to the community.  

1.3  The University will ensure that naming opportunities are used judiciously and with due diligence to ensure that individuals and organizations are of sound reputation.

1.4  Consistency will be exercised in paying tribute to benefactors and other meritorious persons.

1.5  Names are usually attached to a particular asset in perpetuity or for the useful life of the asset except in cases when naming opportunities are limited to a fixed time period.

1.6  This policy applies to the naming for philanthropic or honorific purposes of all University assets, tangible and non-tangible, whether existing or proposed.

2 — GUIDING PRINCIPLES

2.1  Each naming shall enhance the approved mission and values of the University while preserving the University’s integrity and the academic freedom of its faculty members.

2.2  Normally, honorific naming of a University asset in recognition of a member of the University community shall not be conferred until three years following the member’s departure, retirement or death.

2.3  The asset being named will be in proportion to the value of the gift being recognized or the magnitude of the honour being bestowed.

3 — AUTHORITY

3.1  The authority for the philanthropic or honorific naming of University assets lies with the Board of Regents. University assets included named physical spaces, academic entities, and academic programs; namings for temporary programs and/or student awards are not covered under this policy.

3.2  The Board of Regents may delegate responsibility for the naming of assets, whether honorific or in recognition of philanthropy as follows:

Value of the gift responsibility
Greater than $1,000,000 Board of Regents
$500,000-$999,000 Naming Committee
$500,000 or less Vice-President, University Advancement

4 — TERMINATION OR REVOCATION OF A NAMING

4.1  Authority to revoke a naming lies with the Board of Regents.

5 — IMPLEMENTATION

5.1  This policy will be implemented according to the procedures attached to this policy.

6 — REVIEW OF THIS POLICY

6.1  This policy shall be reviewed every five years.

Procedures for the Naming of Assets

1 — NAMING PROCEDURES

1.1  The naming of a University asset shall be as follows: individuals or organizations contemplating a naming opportunity as a result of philanthropy are to consult with the vice-president, university advancement (V-P UA). In select cases, notification to Committees and Regents will be expedited or conducted over email in order to ensure timely approval of gift agreements or honorific namings.

a.  If the asset to be named is in recognition of a gift valued at more than $999,000, the V-P UA may submit the proposal to the Naming of Assets Committee (hereafter, the “Naming Committee”, see Appendix A for Terms of Reference). The Naming Committee may recommend the naming to the University Advancement Committee of the Board of Regents (hereafter, the “Board”). If the University Advancement Committee recommends the naming to the Board, University Senators will first be informed with as much advance notice as possible or 10 business days prior to any Board vote to approve a naming.

b.  If the asset to be named is in recognition of a gift valued between $500,001 and $999,000, the V-P UA will submit the proposal to the Naming Committee and may approve the naming on the Committee’s recommendation. The V-P UA will advise the Board of Regents of these namings through the University Advancement Committee.

c.  If the asset to be named is in recognition of a gift valued at $500,000 or less, the V-P UA may approve the naming. The V-P UA will advise the Naming Committee and subsequently the Board of Regents of these namings through the University Advancement Committee.

1.2  Individuals or organizations contemplating a naming to recognize and honour outstanding service are to submit a nomination (see Appendix B) in writing to the Provost and Vice-President Academic and Research, who may submit the proposal to the Naming Committee. The Naming Committee may recommend the naming to the University Advancement Committee of the Board. If the University Advancement Committee recommends the naming to the Board, University Senators first, where practical, with 10 business days or as much notice as possible prior to any Board vote to approve a naming. In order to properly steward relationships with donors and/or the broader community, Board votes may occur outside regularly scheduled meetings or electronically. Subsequent to approval from the Board, a written confirmation that the proposed honouree has accepted the recognition must also be received before the naming is finalized.

1.3  Due diligence in considering a naming for either philanthropic or honorific recognition will be undertaken by the Naming Committee. Appendix C contains a due diligence checklist.

2 — RENAMING OF UNIVERSITY ASSETS

2.1  A naming will normally be for the useful life of an asset.

2.2  When an asset is proposed for renaming, the procedures in 1.1, 1.2 and 1.3 will be followed.

2.3  When an asset made possible as a result of philanthropy is proposed for renaming, the renaming will be made in consultation with the donor, if possible. In the case of a naming in honour of an individual, consultation will be undertaken with the honoree or their designate, if possible.

2.4  If the honoree or donor is deceased, reasonable efforts will be made to consult with existing family members.

2.5  No commitment to a naming shall extend beyond the life of the asset named or such time limit agreed to at the time of initial naming.

3 — REVOKING THE NAMING OF A UNIVERSITY ASSET

3.1  The University has the right to revoke any naming, whether the naming was for honorific purposes or in recognition of philanthropy. A naming may be revoked if the University determines, acting reasonably, that a naming could adversely impact the reputation, image or mission of the University.

3.2  The V-P UA may submit the proposal to revoke a naming to the Naming Committee. The Naming Committee may recommend that the naming be revoked to the University Advancement Committee of the Board. If the University Advancement Committee recommends to the Board that the naming be revoked, University Senators will first be informed first, when practical, with 10 business days or as much notice as possible, prior to any Board vote to revoke a naming.

3.3  The revoking of a naming in recognition of philanthropy will be in accordance with the donor gift agreement.

4 — NAMING FLOW PATH

 

 

5 — RECORDS

The University Advancement Office shall keep a complete record of all naming agreements and related documents (including the nomination form and due diligence checklist) as a result of both philanthropy and honorific naming.

6 — NAMING OF UNIVERSITY ASSETS COMMITTEE

The Naming Committee will consist of the Vice-President, University Advancement (chair), the Provost and Vice-President Academic and Research (or designate), the Secretary of Senate, the Layton Fisher Intern in Philanthropy (or a student appointed by the Mount Allison Student’s Union if the intern is unavailable), the Director of Finance and Controller (or designate), and a member of the Alumni Board.

Appendix A — Terms of Reference Naming of University Assets Committee

1 — Official Name

Naming of University Assets Committee (the “Naming Committee”).

2 — Purpose of the Committee

To make recommendations concerning the naming, renaming or revoking the naming of assets at Mount Allison University in recognition of philanthropy or in honour of service.

3 — Composition and Terms of the Committee

The Naming Committee will consist of the Vice-President, University Advancement (chair), the Provost and Vice-President Academic and Research (or designate), the Secretary of Senate, the Layton Fisher Intern in Philanthropy (or a student appointed by MASU if the intern is unavailable), the Controller, and a member of the Alumni Board.

4 — Roles and Responsibilities

The role of the Committee is to make recommendations concerning the naming, renaming or revoking the naming of University assets to the University Advancement Committee of the Board of Regents. If a recommendation is accepted by the University Advancement Committee, Senators will be informed at least 10 business days prior to any Board vote to approve a naming.

The Board of Regents has final authority concerning the naming, renaming or revoking the naming of University assets.

It is the responsibility of each Committee member to consider a proposed naming, renaming or revoking the naming of an asset, undertake the required due diligence, and recommend, amend, or decline to recommend a proposed naming. Due diligence will include considerations outlined in Appendix C.

It is the role of the Vice-President University Advancement to chair the Committee. The chair will call and schedule meetings as required.

It is the role of the Vice-President University Advancement to present to the Committee recommendations on the naming, renaming or revoking the naming of assets that recognize philanthropy.

It is the role of the Provost and Vice-President Academic and Research to present to the Committee the naming, renaming or revoking the naming of assets that are honorific.

The Naming of University Assets Committee is responsible to the Board of Regents.

5 — Communication with the Board of Regents

Communication with the Board of Regents is through the University Advancement Committee.

6 — Term of Membership

Committee members will rotate according to the terms of their positions.

Appendix B — Nomination for An Honorific Naming

Mount Allison University recognizes the tradition of naming assets in honour of persons and organizations who have made exceptional contributions to the University or to the broader community.

Persons wishing to nominate individuals for an honorific naming should complete the nomination for an honorific naming form.

Appendix C — Naming of University Assets Committee Due Diligence Checklist

Using the following checklist, the Naming Committee shall undertake due diligence of a possible philanthropic or honorific naming.

Guiding Principles

Is there clear evidence that the guiding principles of the Policy for the Naming of Assets (8920) have been met?

Connection

Is there a connection between the donor or honoree and the University asset to be named?
Does the donor or honoree embody the values, traditions and policies of the University? How is this demonstrated?

Reputational Risk

Are there any indications that anything in the life and work of the donor or honoree may reflect negatively and cause potential reputational damage to the University?

In the case of an honoree, is the candidate still living? If so, how long has the candidate been retired from the University or out of public life?

Financial Risk

What are the associated costs with the naming?

Installation:
Maintenance:
Insurance:
Signage:
Publicity and recognition:

Have appropriate University bodies been consulted to provide insight on these costs?

Political Risk and Sensitivities

Does the proposed naming relate well to other namings on campus?

Has the Committee consulted with Departments being affected by the naming? Were there any concerns raised?

Are there any other considerations?

Name: 

Title: 

Signature:

Date: