POL 03.00.02 – Criteria and Procedures for Naming Facilities, Programs, Positions and Funds

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1 .  PURPOSE

1.1 This policy sets forth the criteria and procedures for the naming of North Carolina State University Facilities, Programs, Positions and Funds in recognition of an individual or organization.

2. DEFINITIONS

2.1 The term “Facilities” may include buildings, rooms, interior spaces, exterior spaces (e.g., gardens, courts, plazas, memorials, roads, markers, streets, athletic fields, open spaces, land, forests or pastures) and all other tangible and relatively permanent features owned, operated or controlled by North Carolina State University.

2.2  The term “Programs” may include academic and non-academic programs, colleges, departments, institutes, centers, and other units associated with North Carolina State University’s functions.

2.3 The term “Positions” may include non-faculty positions classified as SAAO or EPS. This excludes distinguished professors and distinguished chairs, which are administered in accordance with REG 05.20.17 – Professorships of Distinction.

2.4 The term “Funds” may include endowed and non-endowed funds established to support students, faculty, staff, Facilities, Programs and Positions associated with North Carolina State University.

3. REVIEW

3.1 This policy shall be reviewed periodically by the Office of University Advancement.  All recommended changes to this policy require approval by the Chancellor and the Board of Trustees.

4. RESPONSIBILITIES FOR NAMING FACILITIES AND PROGRAMS

4.1 Board of Trustees

4.1.1 Naming Facilities, Programs and Positions shall be an act of the Board of Trustees after receiving the recommendation of the Chancellor. Donors, honorees or benefactors should be informed throughout the naming discussions that final naming approval for all university Facilities, Programs and Positions rests with the Board of Trustees.

4.2 Chancellor

4.2.1 Subject to the responsibilities of the Board of Trustees, the Chancellor shall have responsibility and authority with respect to, and is an essential participant in, all Facility, Program and Position naming actions.

4.2.2 No Facility, Program or Position may be named without the early knowledge and prior approval of the Chancellor. The Chancellor shall endeavor to determine that the proposed action is consistent with the interests of the university, to assure that the amount of any gift warrants the action proposed and to maintain equity in the relationship of gifts for similar naming actions.

4.2.3 The Chancellor may recommend exceptions to this policy, subject to the approval in Paragraph 4.1.2 of this Policy.

4.3 Special Committee on Donor-Funded Namings

4.3.1 The Special Committee on Donor-Funded Namings shall be appointed by the Vice Chancellor for University Advancement or designee.

4.3.2 The Special Committee on Donor-Funded Namings shall review donor-funded naming requests for the naming of Facilities, Programs and Positions in recognition of donors or benefactors who have made contributions to the university in accordance with pre-approved gift minimums and within the guidelines for the naming of Facilities, Programs and Positions at North Carolina State University. The committee shall make recommendations to the Vice Chancellor for University Advancement.

4.4 Special Committee on Honorary Namings

4.4.1 The Special Committee on Honorary Namings shall be appointed by the Vice Chancellor for University Advancement or designee.

4.4.2 In the rare event of an honorary naming of a Facility, Program or Position, the Special Committee on Honorary Namings shall review proposals in recognition of individuals or organizations who have attained achievements of extraordinary and lasting distinction and shall make recommendations to the Vice Chancellor for University Advancement.

4.5 University Advancement

4.5.1 For Facilities, Programs and Positions, all namings shall be directed and managed through University Advancement.

4.6 Facilities Division

4.6.1 Signage approvals are managed through the Facilities Division.

5. CRITERIA FOR NAMING FACILITIES, PROGRAMS AND POSITIONS

5.1 For all namings, the donor, honoree or benefactor must demonstrate integrity and exhibit a reputation consistent with the values and mission of the university.

5.1.1 Due diligence shall be taken for all donor, honoree or benefactor namings to ensure the donor, honoree or benefactor’s reputation, actions and behavior align with the university’s mission and values and to avoid any appearance of undue influence or conflict of interest.

5.2 Honorary Namings

5.2.1 Honorary namings are intended to recognize individuals who have attained achievements of extraordinary and lasting distinction.

5.2.2 The namings of Facilities, Programs and Positions are reserved for philanthropic gifts to the university. The naming of a Facility, Program or Position that honors a person in the absence of a gift shall remain a rare method of recognizing individuals.

5.2.3 Honorary namings of Facilities, Programs and Positions will not be granted for members of university administration, faculty or staff; members of the Board of Trustees; members of the Board of Governors; or the Governor, elected officials or state employees concerned with the functions, oversight or control of the university, so long as the relationship exists or the honoree is employed by the university.

5.3 Donor-Funded Naming Opportunities

5.3.1 Donor-funded naming opportunities are intended to recognize donors who have made substantial financial contributions to the university or one of its associated entities. The term “donors” includes individuals, corporations and other organizations.

5.3.2 Donor-funded naming opportunities and gift minimums are identified, calculated and recommended by University Advancement and approved by the Board of Trustees.

5.3.3 Naming opportunities and gift minimums are valid for up to five years. The Vice Chancellor for University Advancement or designee may grant exceptions to the validation period on a case-by-case basis.

5.4 Corporate or Organization Namings

5.4.1 Corporations or other organizations shall not name a university Program or Position unless approved as an exception by the Chancellor or designee.

5.4.2 Only in rare, exceptional situations should an entire Facility be named for a corporation or organization. Such gifts shall represent a “transformative contribution,” and an exception shall be made by the Chancellor or designee.

5.4.3 Corporate or organizational naming of a Facility shall be term-limited for up to twenty years.

6. AGREEMENT FOR NAMING FACILITIES, PROGRAMS AND POSITIONS

6.1 A Facility, Program or Position naming agreement is required for all donor-funded naming opportunities. The agreement shall be approved by the Board of Trustees and contain the terms and conditions agreed to by the university and the donor. Electronic signatures are acceptable.

7. NAMING FACILITIES

7.1 Facility naming opportunities may include buildings, rooms, interior spaces, exterior spaces (e.g., gardens, courts, plazas, memorials, roads, markers, streets, athletic fields, open spaces, land, forests or pastures) and all other tangible and relatively permanent features owned, operated or controlled by North Carolina State University.

7.2 Naming opportunities for Facilities may include (1) new Facilities that are to be constructed or acquired, (2) existing Facilities that are undergoing major or minor renovations or (3) existing Facilities that are not undergoing renovations.

7.3 Selection of Facility names should take into account the university’s Physical Master Plan and all new major capital projects that are dependent upon private funding.

7.4 Donor-funded naming opportunities for capital projects with required fundraising goals must submit fundraising plans for approval per POL 03.00.01 – Coordination of Fundraising Activities and Acceptance of Private Donations (Gifts).

7.5 University Advancement, in consultation with the Facilities Division, reserves the right to determine if a Facility can be named.

7.6 Items such as furniture, trees, shrubs, plants, benches, bricks, bike racks or any item that is moveable and not permanent shall not be named. The Vice Chancellor for University Advancement or designee may grant exceptions on a case-by-case basis.

7.7 Facilities that are being leased to North Carolina State University or by North Carolina State University shall not be named. The Vice Chancellor for University Advancement or designee may grant exceptions to allow namings on a case-by-case basis.

7.8 For a donor or benefactor to name a whole Facility, the gift minimum shall be a substantial and significant amount that will enhance the university’s mission.

7.9 The minimum gift amount for a Facility to be named is $25,000. The Vice Chancellor for University Advancement or designee may grant exceptions to this minimum amount on a case-by-case basis.

7.10 The allocation of funds for donor-funded Facility naming opportunities shall be predetermined by University Advancement. Funds shall be used for capital expenditures or an endowment. The donor cannot determine the fund’s purpose.

7.10.1 The funds shall be established in a pooled endowed or capital project fund.

7.10.2 An endowed fund can be named for the donor if the donor’s contribution meets both the endowment minimum and the gift minimum to name the Facility..

7.10.3 The Vice Chancellor for University Advancement or designee may grant exceptions to these restrictions on a case-by-case basis.

7.11 Facilities shall not be named through a grant, sponsored research or sponsorship without prior approval from University Advancement, subject to approval by the Chancellor and Board of Trustees.

8. NAMING PROGRAMS

8.1 Program naming opportunities may include academic and non-academic programs, colleges, departments, institutes, centers and other units associated with North Carolina State University’s functions.

8.2 The allocation of funds for donor-funded Program naming opportunities shall be predetermined by University Advancement. Funds to name a Program shall be allocated to an endowment. The donor cannot determine the fund’s purpose. The Vice Chancellor for University Advancement or designee may grant exceptions to these requirements on a case-by-case basis.

8.3 University Advancement, in consultation with the Office of the Provost and/or appropriate university leadership, reserves the right to determine if a Program can be named.

8.4 Programs shall not be named through a grant, sponsored research or sponsorship without prior approval from University Advancement, subject to approval by the Chancellor and Board of Trustees.

9. NAMING POSITIONS

9.1 Position naming opportunities may include non-faculty positions classified as SAAO or EPS. This excludes distinguished professors and distinguished chairs, which are administered in accordance with REG 05.20.17 – Professorships of Distinction.

9.2 The allocation of funds for donor-funded Position naming opportunities shall be predetermined by University Advancement. Funds to name a Position shall be allocated to an endowment. The donor cannot determine the fund’s purpose. The Vice Chancellor for University Advancement or designee may grant exceptions to these requirements on a case-by-case basis.

9.3 ​​University Advancement, in consultation with the Office of the Provost and the Office of Finance and Administration, reserves the right to determine if a Position can be named.

9.4 Positions shall not be named through a grant, sponsored research or sponsorship without prior approval from University Advancement, subject to approval by the Chancellor and Board of Trustees.

10. STATUS OF CONTRIBUTION AT THE TIME OF NAMING FACILITIES, PROGRAMS AND POSITIONS

10.1 When a Facility, Program or Position is to be named in consideration of a financial contribution, the gift shall have been received by the university or an associated entity, or its future receipt shall be assured through the appropriate signed agreement before a naming action shall be taken, as follows:

10.1.1 Pledges to be paid over a period of time, typically up to five years, are acceptable for the naming of Facilities, Programs and Positions when a signed pledge payment agreement for the total is in hand. Pledges for beyond five years must be approved by the Vice Chancellor for University Advancement or designee on a case-by-case basis.

10.1.2 If the pledged gift is to name new construction, renovation or other projects with cash-flow considerations, the timing of the pledge payments should be such that sufficient current dollars are available to cover project costs.

10.2 Irrevocable planned gifts may generate naming of Facilities, Programs and Positions if current cash flow considerations are not an issue. Irrevocable planned gifts will be credited at their face value, with particular emphasis being given to the predictability of the long-term value of the irrevocable deferred gift.

10.3 Combinations of revocable planned gifts and cash may occasionally generate current naming opportunities under certain circumstances and must be approved by the Vice Chancellor for University Advancement or designee on a case-by-case basis. Each combination request must be explained fully and a case made for the appropriateness of the naming given the specifics of a particular gift. Particular emphasis will be given to the cash flow requirements of the requesting Facility, Program or Position, the predictability of the long-term value of the revocable deferred gift component and the predictability of its receipt.

11. DURATION AND MODIFICATION OF NAMINGS FOR FACILITIES, PROGRAMS AND POSITIONS

11.1 The duration of a donor’s, honoree’s or benefactor’s name on any Facility, Program or Position ordinarily continues for as long as the Facility, Program or Position is used in the same purpose for which the naming occurred. Upon elimination, demolition, replacement, substantial renovation, redesignation of purpose or responsibilities or similar modification of a named Facility, Program or Position, the university may deem that the naming period has concluded.

11.1.1 At the discretion of University Advancement, the appropriate university representative may be directed to make all reasonable efforts to inform in advance the original donors, honorees, benefactors or their surviving family members when the naming period is deemed to have concluded.

11.1.2 The duration of any donor recognition is contingent upon the life cycle of the Facility, Program or Position, and once the life cycle has ended, the donor recognition can be removed with approval from University Advancement.

11.2 Renaming

11.2.1 When the donor’s, honoree’s or benefactor’s naming period has concluded, the Facility, Program or Position may be renamed, with the original name removed, in recognition of new gifts, subject to any specific terms and conditions set forth in the original agreement.

11.3 Term Naming

11.3.1 In appropriate instances, most often involving a corporate donor, naming may be granted for a predetermined fixed term. At the end of the term, the name of the Facility, Program or Position shall expire but may be renewed with the same or a new name. The naming agreement should specify the period of time for which the Facility, Program or Position will be named.

11.4 Donor, Honoree or Benefactor Name Changes

11.4.1 If a donor, honoree or benefactor requests a change to the name of a Facility, Program or Position (e.g., due to divorce or corporate merger), the university will consider the request.

11.5 Removal of Naming Approval or Conferral

11.5.1 The university reserves the right, on reasonable grounds, to remove and terminate its obligations regarding a naming, with no financial responsibility for returning any received contributions to the donor or benefactor. The Board of Trustees must approve all removals prior to removal. Reasonable grounds to remove and terminate a naming include, but are not limited to, the following:

(a) If the donor’s, honoree’s or benefactor’s reputation, actions or behavior do not align with the university mission and values. Removal of the naming shall only occur after review in accordance with regulations or procedures promulgated by the Chancellor.

(b) If the donor or benefactor fails to maintain payments on a pledge upon which the naming was bestowed. In such an instance, the naming may be removed after a pro-rata period of time that reflects the number of pledge payments made, given the estimated useful life of the building or the term of years covered by the naming agreement, as applicable.

(c) If a planned gift upon which the naming was bestowed does not result in the value agreed upon.

(d) If a Facility, Program or Position has been named without proper approval, after due diligence has occurred to ensure the naming was not properly approved.

12. NAMED FUNDS

12.1 Named Funds, including endowments, shall be approved by University Advancement and do not require review or approval by the Board of Trustees.

12.2 The minimum gift amount to establish a named endowed Fund is $50,000. The Vice Chancellor for University Advancement or designee may grant exceptions to this minimum funding amount on a case-by-case basis.

12.3 The minimum gift amount to establish a named non-endowed Fund is $10,000. The Vice Chancellor for University Advancement or designee may grant exceptions to this minimum funding amount on a case-by-case basis.

12.4 Endowment levels above the minimum for named endowed Funds shall be established by the Vice Chancellor for University Advancement or designee.

13. FINANCIAL CONTRIBUTIONS

13.1 Financial contributions resulting in the naming of a Facility, Program, Position or Fund may be made to the university or an associated entity. Funds will be transferred from an associated entity to the university if the university is constructing or renovating a Facility.

14. RESPONSIBILITIES FOR COSTS

14.1 In the event that outside legal counsel is necessary, all legal costs related to donor-funded namings and Funds are the responsibility of the college/unit supported by the gift.

14.2 All costs of donor, honoree or benefactor signage or recognition are the responsibility of the college/unit supported by the gift.

14.3 If the donor, honoree or benefactor requests signage or recognition to be changed, all replacement signage and other related costs shall be at the donor’s expense. This includes corporate and organizational name changes.

15. NAMING RECOGNITION

15.1 Naming recognition, including signage, shall not be approved until the donor-funded or honorific naming is approved by the Board of Trustees.

15.1.1 Naming signage shall conform to all university signage guidelines and shall not be installed until approved by the Facilities Division and University Advancement.

15.1.2 Naming signage standards shall conform to all university branding standards. Signage reflecting a corporate or organizational naming may not include the donor’s logo or other components of branding. This policy applies only to donor-funded namings and does not apply to leased spaces or other contractual business relationships.

15.2 No statues or significant works of art recognizing a donor’s gift or honoring a person shall be commissioned or installed without following the Guidelines for Public Art Acquisition and by receiving the approval of the Facilities Division and University Advancement.

15.3 No publicity of the naming shall be released until the naming has been approved by the Board of Trustees.

15.4 All gift minimums for donor recognition displays, which include signage and donor walls, that recognize a donor, shall be predetermined by University Advancement.

15.5 All naming recognition, including naming signage, that has not been properly approved is subject to removal.