ARTICLE VIII UNIVERSITY RELATIONS

Policy 8.01 Archival Program :

The Board of Trustees of The City University of New York recognizes the importance of maintaining those records that document the history, mission and operation of each of its constituent colleges and of the Central Office. (BTM,1985,06-24,005,_C)

Therefore, the University calls for the establishment of an archival program at each of its constituent colleges as well as at the Central Office in order to promote the collection, preservation, inventory and access to such records. (BTM,1985,06-24,005,_C)

The President of each constituent College shall designate some person to serve as archivist at his or her pleasure and that such designee shall have the authority to inspect, and inventory all non-current records (usually those more than five to ten years old) generated by the College. (BTM,1985,06-24,005,_C)

Policy 8.02 The City University of New York Press :

The Board of Trustees authorized the establishment of a City University of New York Press for the purpose of further enhancing the University mission of academic excellence and as a means of encouraging and disseminating scientific research. (BTM,1987,09-28,005,_A)

Policy 8.03 College Advertising Policy :

All future informational, promotional and advertising materials related to events, programs and activities conducted or sponsored by the colleges shall clearly identify the colleges as units and/or as part of The City University of New York. (BTM,1984,05-29,007,_A)

The Chancellor and the Presidents of the colleges concerned shall be responsible for the administration and implementation of this policy. (BTM,1984,05-29,007,_A)

Policy 8.04 Naming Opportunities:

I. Introduction

A. Goals and Objectives

This document will serve to set policy for all naming opportunities at CUNY and its schools and colleges. Given the vast differences between CUNY’s schools and colleges, this policy will help to provide context for development teams and help to bring uniformity across the CUNY system.
Naming opportunities are a means to raise funds for CUNY’s educational mission and support its programs, faculty, and students. They also allow CUNY to express and recognize the unique story of donors and their ties to CUNY.
Transformative gifts will differ by school or college and their anticipated use may vary according to the needs and priorities of the recipient institution’s academic leadership.
Driven by factors beyond actual costs, naming opportunities are an expression of value, a reflection of prestige of association with the CUNY brand, and should be structured to bring a sense of pride to both the donor and CUNY. Naming opportunities can serve as transformational agents for recipient institutions but should also seek to align with national benchmarking standards. Ideally, naming opportunities deemed significant or prominent should be totally or primarily allocated for endowed support of core operating purposes. The present value of the gift should also be large enough to provide sufficient additional income to take the receiving institution to a new level of excellence.

In all cases, naming opportunities should:

1. ensure CUNY’s assets are offered at nationally-tested, competitive levels which support the recipient institution’s advancement
2. align a donor’s philanthropic vision with institutional needs and priorities
3. maximize CUNY’s fundraising potential
4. reflect best practice standards in naming physical assets and funds
5. offer tangible budget relief for the support of operations or provide incremental growth in areas of academic, infrastructural or operational priority
6. create new or support existing academic, programmatic or physical assets

B. The Role of University Advancement

With an overarching goal to support CUNY colleges and schools in their fundraising objectives, and lead to the successful submission of a naming opportunity for trustee approval, the Office of University Advancement offers the following services:
1. provide national benchmarking data to ensure appropriate level setting
2. create and distribute approved gift agreement and resolution templates
3. draft, edit and review gift agreements for campuses, as necessary and/or requested
4. write gift agreements for all gifts over $10M and for gifts involving significant and/or prominent naming opportunities
5. provide support for all trustee approval submissions, including guidance on procedural requirements, deadlines, Legal and OHRM review.
6. coach and mentor advancement teams and leadership as needed, identifying training opportunities like CASE (Council for Advancement and Support of Education) courses for presidents and deans.

C. Guidance on Naming Process

1. Genesis of a Gift
The road to a named gift begins with a series of conversations with a prospective donor that help to reveal both donor interest as well as donor goals and capacity. Centered on donor intent and a philosophical alignment with institutional needs and priorities, these conversations should also reveal where the donor’s gift can best be applied. The process of any naming opportunity represents a tangible synergy between the donor and an institution. Therefore, the resulting naming opportunity is a celebration of the donor’s philanthropy and the institution’s met need.
The process for accepting a naming gift should be careful and deliberate. To the extent that it is reasonable and possible, conversations with the prospective donors should make clear that a naming opportunity requires the participation and approval of several different enterprise-wide officers, including the Chancellor, and culminates with review and approval by the CUNY Board of Trustees.
The opportunity to name a Deanship, Professorship or Department in recognition and honor of an individual or institution, or to place the name of an individual or institution on a building or part of a building, is welcomed at The City University of New York and its constituent schools and colleges.

Naming opportunities which require a commitment by the City University of New York to spend institutional funds, either upon receipt or in the future, in addition to amounts contributed or pledged by donor, must receive prior written approval by the Chancellor and the CUNY Board of Trustees. Examples include:
• the provision of matching funds by CUNY
• a commitment to continue a project after depletion of gift funds
• financing construction projects
• a commitment to finance and/or administer an undertaking outside the routine functioning of CUNY

2. Donor Control Prohibited
IRS regulations and CUNY policy prohibit donor control over the administration of gifts. A donor must relinquish control of any funds donated in order to be properly classified as a philanthropic gift to be eligible to received favorable tax treatment by the IRS. For any naming opportunity, a donor may not direct, and CUNY will not promise a donor in consideration of a gift, the appointment of a specific individual to a named professorship or a directorship or the election of financial aid recipients or specific research studies to be pursued by CUNY or any of its schools or colleges. This should be communicated clearly to donors as part of the fundraising process and in connection with the documentation of any gift.

3. Advisory Committees
The convening of donor oversight or advisory committees should be discouraged in accepting a gift. If such committees are required as a condition of a gift, CUNY, its schools and colleges, not the donor, should appoint the majority of members.

4. Term for Naming Opportunities
To best support the educational mission of CUNY, its schools and colleges, endowed naming opportunities must meet both current and forecasted future needs of the recipient institution. Endowed funds are designed and intended to keep pace with inflation by providing a steady state of generated income to support institutional need as determined and agreed to by donor and recipient institution. For significant and prominent naming opportunities this is particularly crucial. When endowed funds established to support significant and prominent naming opportunities fail to keep pace with institutional and/or programmatic growth or the ongoing financial needs of a named entity, a president or dean will have the right to act in the best interest of his or her students, facilities or the name entity itself. Therefore, under certain circumstances and wherever feasible, naming opportunities for significant and prominent need not be made in perpetuity. Instead, gift agreements governing naming opportunities should include a prescribed duration for each naming opportunity, negotiated with the donor and the president or his or her designee, after which point, a president is able to seek either a supplemental gift from the existing donor or his or her heirs to maintain the naming opportunity or may seek a new donor for the renaming of the named entity.

II. Naming Opportunity Requirements and Procedures

A. All namings of physical assets, academic programs, and positions require the approval of the CUNY Board of Trustees.

A naming opportunity is designed to be consistent with the mission and goals of the University and its schools and colleges to enhance teaching and research and strengthen the academic enterprise and is usually based on the desire to:
a) honor the exemplary character, scholarly distinction or distinguished service of an individual
b) recognize a significant financial contribution to the University and/or its schools and colleges

B. All naming opportunities should be reviewed first by and approved by the College President or School Dean of the soliciting school or college, in advance of formal submission for the naming opportunities process. For significant and prominent naming opportunities, i.e. gifts to name schools, colleges, centers, institutes, and/or buildings or gifts of $10M or more, the College President or School Dean must seek to include consultation with the Chancellor, who will advise the Chairman of the Board and the FSA Chair of the opportunity, before any gift can be finalized.

C. To officially submit a significant and prominent naming opportunity for BOT review, the following steps must also be provided by the president or dean.

1. Rationale for the Gift/Exception
While the minimum gift amounts as articulated in the minimum gift guidelines should be applied as stated, a campus President or school Dean may request an exception.
Should a proposed gift fall below the prescribed minimum gift guidance for school naming opportunities, the School or College must submit a request for an exception to the guidelines. Additionally, a meeting with the Chancellor (and/or his or her designee) should also be scheduled. If the Chancellor concurs, he or she would endorse the exception and be an advocate for the proposed gift to the CUNY Board of Trustees.
The following limitations on exceptions will apply:
For proposed gifts which fall below the prescribed minimum gift guidelines and for which an exception has been granted, all customary terms and conditions will be required in order to advance the gift to closure. As a general guiding principal, the threshold below which a gift may not be considered is 80% of the minimum gift guidelines.

2. Knowledge of Donor/History with President and/or School or College
For significant and prominent naming opportunities, the School or College has an opportunity to paint a picture of the relationship it has had with the donor(s), including their giving history, friend or alumni engagement, the steps taken for this gift, and, if applicable, their service to the College. This picture should include how long the Dean or President has known the donor(s) and why their name is the ideal name to permanently affix to the School or College. When a gift falls below the minimum gift guidelines, the Dean or President must also articulate what other steps have been taken or with whom they have they engaged (other than the donors) for the naming opportunity and should include what other opportunities were offered the donor. If there are other considerations specific to the School or College, the borough, and/or the donors, they can also be included.

3. Unsigned Gift Agreement
The CUNY Board of Trustees must see how the gift would be framed and what the donor might request of the School or College and the University. Before an agreement can be finalized, CUNY must be able to fulfill the terms of any agreement into which it enters. This, however, should NOT be signed until the Board has had to time to review and discuss.

4. Third Party Due Diligence
Any agreement would be made on the condition of a reputational assessment of the donor to ensure that permanent association with CUNY would be additive and be a complement to the CUNY brand.

D. Financial commitments, whether recognized as a naming opportunity or not, are reflections on the ideals and reputations of the University and its schools and colleges. Accordingly, each gift and naming opportunity should be reviewed carefully for full compliance with minimum gift guidelines, applicable laws, and ethical principles.
The above is especially critical where there is some direct or indirect business or other continuing relationship between a donor and the University, its schools and colleges, and/or its officers or employees. Any questions about the applicability of state or federal laws on conflicts of interest and other ethical considerations should be referred to the Office of the Vice Chancellor for Legal Affairs.

1. Namings Opportunities Designed to Honor Distinguished Service with No Financial Gift

The merits of any naming opportunity in honor of an individual should be determined by carefully weighing the individual’s high scholarship and/or distinguished service. All naming requests must involve a thorough review by the campus to ensure appropriateness and be supported by evidence that the honoree meets the highest values and societal standards. Buildings, campus grounds or other campus facilities will generally not be named for individuals currently employed by the University, or the City or State of New York. When the person to be honored is living, one year should have passed since any formal association with the University or employment with the City or State of New York. The naming of buildings, campus grounds, or other campus facilities in recognition of an honoree implies a promise to the honoree that the space, site, facility, or other forms of tangible recognition, will be maintained, or if change is unavoidable, that an alternative means of recognition will be found with appropriate historical reference to the original naming opportunity, as necessary.

2. Naming Opportunities for Cumulative Giving

In order to fully maximize CUNY’s philanthropic potential, naming opportunities to acknowledge existing donors with robust giving histories should be used in rare instances. For example, when a donor’s lifetime giving is not only substantial but also has not previously been reflected in any other naming opportunities, a cumulative giving naming opportunity may be appropriate. Naming opportunities for cumulative gifts can limit the ability to offer that naming opportunity to another donor.

3. Namings Opportunities Designed to Recognize a Significant Financial Contribution

A naming opportunity is appropriate when a gift is received which is consistent with established minimum gift guidelines. All naming opportunities must involve a thorough review to ensure appropriateness and be supported by evidence that the donor and/or honoree meets the highest values and societal standards. Buildings, campus grounds or other campus facilities will not be named for individuals currently employed by the University, or the City or State of New York. When the person to be given a naming opportunity is living and is a former employee, one year should have passed since any formal association with the University or employment with the City or State of New York. There is no such waiting period required for honorees with no previous association with the University. The naming of buildings, campus grounds, other campus facilities or endowed funds in recognition of a donor or honoree implies a promise to that donor or honoree that the space, site, facility, fund and/or other forms of tangible recognition will be maintained, or if change is unavoidable, that an alternative means of recognition will be found with appropriate historical reference to the original naming opportunity, as necessary. With respect to deferred gifts, the required gift amounts should be set higher due to the delay in acquiring access to the gift and the time value of money.

4. Approval Requirements for Naming Opportunities

All naming opportunities should be reviewed and approved by the College President or School Dean. The President or Dean must submit the naming opportunity recommendation to the Chancellor and/or his or her designee (i.e. the Vice Chancellor for University Advancement) with all appropriate documentation. For naming opportunities of physical assets, submitted documentation must also include a statement of reputational standing and a statement of financial wherewithal to fulfill the commitment as promised. Third party due diligence may also be required. All naming opportunities are pending CUNY Board of Trustee review and approval. If the Chancellor or his or her designee concurs, the recommendation will then be presented to the CUNY Board of Trustees for review and approval. All proposed naming opportunities for buildings and other facilities should be held in confidence during the negotiation, review and approval process. Each school or college is responsible for maintaining a record of all endowed funds, named buildings, grounds, rooms and other facilities on their campus. Reports on the status of named gifts will be provided periodically to the CUNY Board of Trustees by the Office of University Advancement.

5. Naming Opportunities and Unsolicited Deferred Gifts

For unsolicited realized bequests, where minimum gift guidelines have been met, a fund (endowed or current-use) should be named as directed by the estate documents. In rare cases where the estate documents contain naming instructions that present a possible challenge to the University, its schools and/or colleges, the final naming opportunity applied to the fund will be left to the discretion of the college President or school Dean.

6. Gift Types Accepted for Naming Opportunities

The City University of New York and its schools and colleges welcome most gift types to fulfill donor commitments made for naming opportunities. Many combination of gift types are permissible. However, conditional pledges, corporate matching gifts, or revocable gifts of any type cannot be used to fulfill personal commitments. Additionally, most life income gifts cannot be used to fund construction projects, unless such gifts are exceptionally significant in size. In-kind gifts cannot be used to fulfill any naming opportunity at the City University of New York or its schools and colleges.

7. Gift Agreements and Fulfillment for Naming Opportunities

7.1. Physical Assets – Buildings, Campus Grounds, or Any Campus Facilities
Before any naming opportunity can be associated with any CUNY building or associated with any campus grounds or other campus facilities, the naming opportunity must first be established through and codified by a written gift agreement, signed by a donor or donor(s) and an authorized CUNY representative. The gift agreement must articulate gift objectives or purpose as well as amount of gift, a gift fulfillment schedule, which includes timing and amount of any installment payments, purpose of gift, and all special terms and conditions. Additionally, a minimum of 30% of the overall commitment must first be received by the soliciting campus or office before the new name is applied. Gift agreements must specify disposition of any funds received should donor be unable to fulfill the entire commitment as specified in writing.

For all naming opportunities of $10 million or more, donors should seek to fulfill a minimum of the first 30% of their commitment before establishing a multi-year fulfillment schedule. For all naming opportunities, commitments may be fulfilled in a lump sum payment or over a period of years, not to exceed five. Specifically for commitments of $10 million or more, a donor’s financial circumstances may require greater flexibility. Any such case should seek guidance from the Chancellor or his or her designee.

7.2. Current Use or Endowed Funds
After a naming opportunity has been established through and codified by a written gift agreement, signed by a donor and an authorized CUNY representative, the naming opportunity may be applied immediately. Gift agreements must specify disposition of any funds received should donor be unable to fulfill the entire commitment, up to an including removal of a donor’s name from a fund established or the naming opportunity in question, no return of any portion of the gift already made, and an agreement not to hold CUNY and its schools and colleges liable for name removal.

Commitments may be fulfilled in a lump sum payment or over a period of years up to five years. In rare cases, exceptions may be requested from school or college leadership.

8. Minimum Contribution Levels

8.1. Building

The amount of the contribution required to name a building or part of a building may vary with the cost and the impact of the structure upon campus life. Each campus must take into account buildings’ age, privately-funded or state-funded buildings, size of buildings, etc.

Consultation with the Chancellor prior to offering this opportunity is required.

8.2. School

The permanent naming of a school will ensure the growth and quality of the named school by providing the financial support for faculty development, programs, facilities, and scholarship support.

Minimum gift amount for:
a) Senior Colleges: $20 million – $25 million
b) Community Colleges: $10 million
c) Professional, Graduate and Specialty Schools (except Macaulay): $20 million – $50 million

8.3. Named Departments/Academic Programs

Funds are expected to be used to enhance academic offerings. Consultation with Chancellor prior to offering is required. (See chart for guidance.)

Minimum endowment amount for:
a) Senior Colleges: $3 million – $4 million
b) Community Colleges: $1.25 million
c) Professional, Graduate and Specialty Schools: $3 million – $4 million

8.4. Centers, Institutes, Programs or Academic Units

Funds should be proportional to the amount of endowment that is necessary to sustain an existing program, create a new program or propel the program to new heights on a permanent basis. New academic centers and institutes must meet Board of Trustee regulations and be approved by the Board of Trustee Committee on Academic Policy, Program and Research (CAPPR)

Minimum endowment endowed gift amount for:
a) Senior Colleges: $3 million – $7.5 million
b) Community Colleges: $2 million
c) Professional, Graduate and Specialty Schools: $2 million – $4 million

8.5. Deanships

An endowment for a named Dean provides flexible resources for deans to meet special needs in their schools. For funds to be used as salary supplements, the approval of the Chancellor is required.

Minimum endowment endowed fund amount for:
a) Senior Colleges: $3 million
b) Community Colleges: $2 million
c) Professional, Graduate and Specialty Schools: $3 million

8.6. Endowed Substitutional Professorship

Supports the board needs of an existing scholar, including supplemental salary support, travel needs, and support for academic research or other scholarly activity.

Minimum endowed fund amount for:

a) Senior Colleges: $1 million
b) Community Colleges: $500,000
c) Professional, Graduate and Specialty Schools: $1 million

8.7. Named Incremental Professorships

A named Professorship (also known as a Chair) may be established to support disciplines or areas of study which are included in the existing academic offerings of the School or College, or consistent with its mission. It can also be established to enhance teaching and research by attracting and/or retaining outstanding faculty. The endowed funds would supplement the salary and fringe benefits of the professor and provide funds for office and technical support or auxiliary support staff.

Minimum endowed amount for:
a) Senior Colleges: $1.5 million – $2 million
b) Community Colleges: $1 million
c) Professional, Graduate and Specialty Schools: $2 million – $3 million

8.8. Named Scholars/Visiting Scholars/Artist-in-Residence

Cover the needs of the scholar, including support for academic research.

Minimum endowment amount for:
a) Senior Colleges: $1 million
b) Community Colleges: $500,000
c) Professional, Graduate, and Specialty Schools: $1 million

8.9. Art Gallery (Large and Small)

Galleries can be creatively defined spaces which need not always be a big open space. For example, hallways with extensive white space where art can be displayed can also be named. (See chart for guidance.)

Minimum endowed gift amount for:
a) Senior Colleges: $1 – 2 million
b) Community Colleges: $500,000 – $1 million
c) Professional, Graduate, and Specialty Schools: $500,000 – $1 million

8.10. Performance Spaces/Auditorium

Consultation with Chancellor prior to offering space is required.

Minimum endowed gift amount for:
a) Senior Colleges: $3 million – $10 million
b) Community Colleges: $1 million
c) Professional, Graduate and Specialty Schools: $1 million – $2 million

8.11. Laboratories (Large and Small)

Funds are expected to be used as unrestricted funds or to provide support for laboratory maintenance and needs. Consultation with Chancellor prior to offering is required for large laboratory spaces.

Minimum endowed gift amount:
a) Senior Colleges: $250,000 – $2 million
b) Community Colleges: $250,000 – $500,000
c) Professional, Graduate and Specialty Schools: $1 million – $2 million

8.12. Lecture Hall

Funds may be used to support, unrestricted purposes.

Minimum endowed gift amount:
a) Senior Colleges: $300,000 – $500,000
b) Community Colleges: $250,000
c) Professional, Graduate, and Specialty Schools: $500,000

8.13. Library, includes specialized libraries and special collections

Funds can be used to support unrestricted purposes.

Minimum endowed fund amount:
a) Senior Colleges: $1.5 million – $2 million
b) Community Colleges: $1 million
c) Professional, Graduate, and Specialty Schools: $1 million – $2 million

8.14. Scholarships (endowed)

Gifts above the minimum are encouraged.
Minimum gift amount is $100,000 for Senior Colleges and Professional/Specialty
Minimum gift amount is $50,000 for Community Colleges

8.15. Fellowships (endowed)

Gifts above the minimum are encouraged.
Minimum gift amount for advanced study programs is $100,000 – $350,000

8.16. Conference Rooms (Large and Small)

Funds can be used to support unrestricted.

Minimum endowed gift amount:
a) Senior Colleges: $75,000 – $200,000
b) Community Colleges: $50,000
c) Professional, Graduate, and Specialty Schools: $75,000 – $200,000

8.17. Lectureships

Funds should be proportional to the amount of an endowed fund that is necessary to sustain or propel a program to new heights on a permanent basis.

Minimum endowed fund amount:
a) Senior Colleges: $250,000 – $500,000
b) Community Colleges: $200,000
c) Professional, Graduate, and Specialty Schools: $250,000
Gift funds can be used to support unrestricted purposes. (See chart for guidance.)

8.18. Other Named Endowed Funds

For academic development, program innovation, library acquisition, faculty professional travel, equipment, research publications, recognition awards, other gift objectives may be created for sums appropriate for each respective area.

Minimum endowment amount for:
a) Senior Colleges: $75,000
b) Community Colleges: $75,000
c) Professional, Graduate, and Specialty Schools: $75,000

8.19. Named Academic Awards and Prizes

The Schools and Colleges will not automatically accept modest gifts for endowed departmental awards and prizes. Each purpose and amount must be reviewed on a caseby-case basis as to its merits.

Minimum endowment amount for:
a) Senior Colleges: $25,000
b) Community Colleges: $25,000

Special needs or exceptional circumstances that warrant deviation from this policy require the approval of the Chancellor.
The Chancellor or his or her designee will update this policy no less than every four years.

(BTM,2019,02-04,004,_C)