POLICY. Vice-President, External Relations and Advancement. Date initially approved: March 25, 2011 Date of last revision: N/A

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1 POLICY PHILANTHROPIC NAMING POLICY Categry: Apprval: Respnsibility: Date: External Relatins Bard f Gvernrs Vice-President, External Relatins and Advancement Date initially apprved: March 25, 2011 Date f last revisin: N/A Definitins: Benefactr A persn r rganizatin that cntributes financially t a charitable cause withut expectatin f direct return. Denaming The prcess f remving a designated name initially cnferred as a result f philanthrpy upn a physical, academic r prgrammatic asset. Endwment A financial cntributin whse capital is invested and preserved in rder t create an expendable interest stream. Naming The prcess f cnferring an hnrific name upn a physical, academic r prgrammatic asset as a result f philanthrpy. Philanthrpy The effrt t increase the well-being f humankind, cmmnly thrugh charitable cntributins and vluntarism. Purpse/Reasn fr Plicy: The naming f university activities r prperty is a lng-established custm at Trent University, dating back t its inceptin. Frm named Chairs and awards t named buildings and gardens, Trent University welcmes the pprtunity t hnur thse wh have rendered utstanding service t the University, the Prvince f Ontari, t Canada, r internatinally. In particular, Trent University welcmes the pprtunity t hnur individuals and rganizatins whse generus philanthrpy makes pssible the cnstructin r restratin f buildings, the establishment f endwments, the develpment f innvative prgrams and, in general, the advancement f the University s missin. Several factrs make it desirable t update and clarify the granting f named philanthrpic recgnitin at Trent University: the need t prvide a prtcl fr establishing recgnitin t thse wh render utstanding benefactin t the University; the need t prmte cnsistency in the tributes paid by the University t its supprters; the need t ensure apprpriate utilizatin f the very limited number f naming pprtunities; the need t prvide guidelines fr thse invlved in discussins with dnrs the need fr measures t prtect the academic integrity and reputatin f the university 1

2 Scpe f this Plicy: This plicy guides the granting f named philanthrpic recgnitin at Trent University fr: buildings r substantial parts f buildings (wings, rms, labratries) r ther lcatins n campus such as radways special research, teaching, recreatinal, service r ther facilities prgrams f research, teaching departments, schls r prfessinal prgrams prgrams f service r recreatin lectureships, special lecture series, awards fr excellence in teaching, research, r perfrmance f ther academic respnsibilities fellwships, schlarships, bursaries, prizes and ther student awards endwed r limited duratin chairs, prfessrships library cllectins f bks r ther materials series f publicatins prduced by a divisin r department; endwed publicatin grants fr bks nt designated as part f a series; awards fr utstanding publicatins cllectins f wrks f art trphies and ther awards fr extracurricular achievement such ther entities as the University may frm time t time see fit t name in rder t recgnize service r philanthrpic dnatins While bth philanthrpic and nn-philanthrpic naming prcesses share many cmmn principles, Hnrific and Wayfinding Campus Names are cvered under a separate plicy. Gift Acceptance is als addressed under a separate plicy Plicy Statement: This plicy and its related prcedures gvern philanthrpic naming, renaming and denaming at Trent University. Principles and Respnsibilities: 1. Ultimate authrity t accept r decline any prpsal t name at Trent University rests with the Bard f Gvernrs. In the case f named academic appintments (i.e. Chairs, Prfessrships), named academic initiatives (e.g. lecture series r majr schlarships), r significant named areas f academic life, details f the naming and/r terms f reference will be develped in cnsultatin with academic representatives, and/r the Senate, as apprpriate. 2. Ultimate authrity t discntinue the designated name f a building, rm, area r prgram (i.e. denaming), r t transfer the name t anther building, rm, area r prgram, at Trent University rests with the Bard f Gvernrs. 3. Cnsistent with Trent University's Gift Acceptance Plicy, the acceptance f any philanthrpic dnatin which invlves a prpsal t name is cnditinal upn ultimate apprval f the naming by the Bard f Gvernrs. Such apprval may be prvided in principle n the basis f a schedule f defined naming pprtunities and the apprpriate level f philanthrpic dnatin required fr each (see Prcedure n Negtiatin and Apprval f Philanthrpic Naming). 4. Ntwithstanding any ther prvisin f this plicy, n naming will be apprved r (nce apprved) cntinued that will call int serius questin the public respect f the University r wuld therwise nt be in the best interests f the University, in the pinin f the Bard. Preserving the academic integrity and reputatin f the university is f fundamental imprtance. 5. N name will be apprved that requires r directly implies the University's endrsement f a partisan plitical r idelgical psitin r f a particular cmmercial prduct r service. This des nt preclude the name f an individual wh has at ne time held public ffice r the name f an individual r a cmpany that manufactures r distributes cmmercial prducts r services. 6. The University may chse t extend recgnitin thrugh a naming (e.g. a named building) after a dnr/dnrs, prvided that the dnr will prvide a significant part f the cst f funding the facility r activity. Such recgnitin will generally take effect nce the dnr has fulfilled an apprpriate prtin f their cmmitment (see Prcedure). 2

3 7. The value f a naming pprtunity f a specific space shuld be determined by its size, lcatin, and the activity taking place within the space. The value f a prgram, prject, unit r centre shuld be determined by the numbers f users, the imprtance f the initiative t the University, and public prfile f the prgram. Apprpriate cmparatrs will be used as benchmarks t ensure the valuatin f the naming pprtunities is accurate. 8. Subject t the terms f this Plicy generally, and Sectins 2 and 4 specifically, when permanent named recgnitin has been extended fr a gift received, it is intended t be hnured in perpetuity. In the event f changed circumstances (e.g. a facility r prgram n lnger exists) the University reserves the right t determine the frm which such permanence may take, generally in cnsultatin with the benefactr r their authrized representative(s) where apprpriate. 9. Frm time t time, it may be apprpriate t ffer named recgnitin fr a limited perid (fr example, the Fixed Term Prfessrship prgram). In this case, subject t the terms f this Plicy, Trent intends t hnur the name fr that perid f time. At the end f the naming term, prvided that cntinued r renewed recgnitin is deemed t be in the best interests f the University, in the pinin f the Bard, the dnr, r his/her designate, will be given an pprtunity t prvide additinal supprt accrding t the new Terms f Reference. 10. Shuld changed circumstances lead t the denaming r renaming f a designated facility, prgram r ther initiative, and prvided that the University has in gd faith fulfilled its riginal cmmitment t the benefactr, the University will be in n way bligated t return any prtin f a charitably receipted gift t the dnr. 11. Prvisins in this plicy that refer t naming fr a benefactr als in general apply t naming fr a third party at the wish f a benefactr. 12. Only in exceptinal circumstances will facilities r activities be named by benefactrs in hnur f members f faculty r staff while the hnuree remains in the full time emplyment f the University. 13. The External Relatins and Advancement prtfli shall be respnsible fr maintaining and updating an inventry f named facilities and naming pprtunities. 14. The Vice-President f External Relatins and Advancement, r his r her designate, shall advise n cnsistent applicatin f current, apprved naming plicies with respect t recgnitin f philanthrpic dnatins. 15. The University reserves the right t decide n the physical displays which may accmpany named recgnitin. Cntact Officer Date fr Next Review Directr f Philanthrpy, Prtfli Operatins and Philanthrpic Research Office f External Relatins and Advancement Year/Mnth/Day Related Plicies, Prcedures and Guidelines Endwed Chairs and Prfessrships Prgram Fixed Term Prfessrship Prgram Gift Acceptance Plicy Gift in Kind Acceptance - Scientific & Cmputer Equipment Gifts f Publicly Traded Stcks & Securities Hnrific and Wayfinding Campus Names Plicy Prcedure n Negtiatin and Apprval f Philanthrpic Naming, Renaming and Denaming Plicies Superseded by This Plicy Plicy n Campus Names,

4 APPENDIX B PROCEDURE NEGOTIATION AND APPROVAL OF PHILANTHROPIC NAMING, RENAMING AND DENAMING Cntact Officer Directr, Prtfli Operatins and Philanthrpic Research External Relatins and Advancement Purpse This prcedure utlines the cnsultative and review steps t be taken as part f the negtiatin and apprval prcesses fr philanthrpic naming recgnitin at Trent University, including renaming and denaming. Prcedure Apprval and Renaming Prcesses 1. Individuals cntemplating a naming pprtunity r a renaming t recgnize philanthrpic dnatins are t cnsult with the Advancement Department fr infrmatin and expertise. 2. The Vice-President, External Relatins and Advancement exercises discretin in the apprval and naming f all gifts and pledges belw $500, Fr all gifts and pledges f $500,000 r mre, the Vice-President, External Relatins and Advancement, reviews and recmmends acceptance and naming as apprpriate t the President. 4. The President exercises discretin in the apprval and naming f all gifts and pledges f $500,000 r mre but belw $1,000,000. PROCEDURE 5. Fr all gifts and pledges f $1,000,000 r mre, the President reviews and recmmends acceptance and naming as apprpriate thrugh the Executive Cmmittee t the Bard f Gvernrs fr its decisin. 6. Fr any gifts and pledges which may raise issues f value alignment with the University, the Vice-President, External Relatins and Advancement, reviews and recmmends acceptance and naming as apprpriate t the President. 7. The President may elect t endrse r reject the recmmendatins f the Vice-President, External Relatins and Advancement, in frwarding his r her prpsals t the Executive f the Bard f Gvernrs fr its recmmendatin. 8. The Executive f the Bard shall cnsider any cncerns and bjectins that are received and decide whether a recmmendatin fr philanthrpic naming will g frward t the Bard. 9. The same prcedure as utlined abve shall be fllwed when there is a recmmendatin t transfer the name t anther building, rm, area r prgram. Denaming Prcess 10. Where changed circumstances raise issues f value alignment between the University and a designated name, the Vice-President f External Relatins and Advancement may cnsult an Advisry Sub-Cmmittee f the Bard f Gvernrs Advancement Cmmittee fr nn-binding guidance. 4

5 11. Where an existing designated name calls int serius questin the public respect f the University, the Vice-President, External Relatins and Advancement, reviews and recmmends denaming as apprpriate t the President. 12. The President may elect t endrse r reject the recmmendatins f the Vice-President, External Relatins and Advancement, in frwarding his r her prpsals t the Executive f the Bard f Gvernrs fr its recmmendatin. 13. The Executive f the Bard shall cnsider any cncerns and bjectins that are received prir t making a recmmendatin fr philanthrpic denaming t t the Bard. Negtiating Named Recgnitin fr Philanthrpic dnatins: 14. It is the respnsibility f individuals negtiating n behalf f the University t cnsult with the Advancement Department when gifts invlve a prpsal t name. 15. It is the respnsibility f individuals negtiating n behalf f the University t advise ptential benefactrs that the acceptance f any philanthrpic dnatin which invlves a prpsal t name is cnditinal upn ultimate apprval f the naming by the Bard f Gvernrs, at the recmmendatin f the Vice- President, External Relatins and Advancement and/r the President. 16. Namings are subject t the satisfactin f an apprpriate prprtin f the ttal cst f the prject r initiative, as determined by the Vice-President, External Relatins and Advancement, in cnsultatin with the Advancement Cmmittee f the Bard f Gvernrs. 17. The recgnitin perid fr a naming will fficially cmmence nce the dnr has fulfilled an apprpriate prtin f their cmmitment t that designatin, r, exceptinally, at the discretin f the Vice-President, External Relatins and Advancement. In the case f a facility r a prgram, such recgnitin will generally take effect nce the dnr has paid 60% f the ttal pledge. In the case f a chair, prfessrship, lectureship, schlarship, award, bursary r similar initiative, the funding threshld fr implementatin must be satisfied. These cntributins may then be publicly acknwledged with the naming pprtunity apprpriately displayed, plaqued, published and/r prmted. 18. The Vice-President f External Relatins and Advancement is respnsible fr securing apprval frm the Bard f Gvernrs Advancement Cmmittee fr schedules f naming pprtunities, the level f philanthrpic dnatin required fr each, and prpsed dnr types and categries (alignment criteria). 19. At the discretin f the Vice-President f External Relatins and Advancement, an Advisry Sub-Cmmittee f the Bard f Gvernrs Advancement Cmmittee may be cnsulted fr nn-binding guidance in relatin t designated namings which may raise issues f value alignment with the University. Date Apprved Mnth Day Year Apprval Authrity President Date f Cmmencement Year Mnth Day Amendment Dates List the dates the plicy has been amended (Year Mnth Day ) Date fr Next Review Year Mnth Day 5

6 Related Plicies, Prcedures and Guidelines Endwed Chairs and Prfessrships Prgram Fixed Term Prfessrship Prgram Gift Acceptance Plicy Gift in Kind Acceptance - Scientific & Cmputer Equipment Gifts f Publicly Traded Stcks & Securities Hnrific and Wayfinding Campus Names Plicy Philanthrpic Naming Plicy 6

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