GOVERNING POLICY

This procedure is made under the University Naming Policy.

SCOPE

This procedure covers the naming of University entities, property and other indicia including, but not limited to any building, part of a building or other areas of the campus, academic entities, academic positions, scholarships, bursaries, prizes, student awards, buildings, parts of buildings, facilities, spaces, and academic entities and the planting and/or naming of memorial trees.

PROCEDURE

1. Naming buildings, parts of buildings, facilities and outdoor spaces

1.1.    An individual or group wishing to submit a naming proposal (the proposer) must use the proposal template available from the University Advancement Office.

1.2.    The proposer must submit the naming proposal to the Executive Director, Property & Campus Services), who will discuss the proposal with the Vice-Principal (Advancement) where a philanthropic gift or sponsorship is involved.

1.3.    The Vice-Principal (Advancement) and Director, Property and Campus Services will seek the Vice-Chancellor’s endorsement for suitable proposals.

1.4.    The Executive Director, Property & Campus Services will submit proposals endorsed by the Vice-Chancellor to the Building and Estates Committee.

1.5.    The Building and Estates Committee may:

  • investigate the proposal by interview or establishment of a working group
  • make a recommendation to Council for approval.

1.6.    If Council approves a naming proposal, the Vice-Principal (Advancement) (or delegate) or a member of Senior Executive will:

  • seek consent from the individual for whom the entity is to be named (or representative/next of kin), or
  • in the case of a donor, advise the donor (or representative/next of kin) of Council’s approval.

1.7.    The Vice-Principal (Advancement) or delegate will ensure the implementation of stewardship and communication plans associated with the approved naming proposal, when appropriate.

1.8.    The specific academic entity or associated faculty or division to which the naming relates is responsible for managing the implementation of the name change to all aspects of the academic entity’s activities and functions.  Where signage is required these activities must be planned in consultation with the Executive Director, Property and Campus Services. 

1.9.    The Executive Director, Property and Campus Services, may, in consultation with the Vice-Principal (Advancement) and Gift Acceptance and Review Committee as appropriate, prepare a recommendation to revise, withdraw or revoke recognition through naming in the following circumstances:

  • a change in donor circumstances (e.g. if the donor comes into disrepute)
  • the total benefaction is not received
  • budget divisions relocate or consolidate to a precinct where the naming of facilities reflects previous occupants.

1.10.  The Executive Director, Property and Campus Services will seek the Vice-Chancellor’s endorsement to submit recommendations made under section 1.9 to the Building and Estates Committee.

1.11.  The Buildings and Estates Committee will consider recommendations made under section 1.9 and, following consultation with the Vice-Chancellor as appropriate, may make a recommendation to Council to approve the revision or withdrawal of recognition.

1.12.  Proposals for revocation of naming due to relocation/consolidation of budget divisions must include:

  • written statements from the heads of budget division of the previous and current or proposed occupants requesting and supporting the revocation of the name of the facility
  • a summary paragraph suitable for use as part of any final recommendation to Council and for display at the building or place
  • an outline of consultations conducted with users of the area
  • a summary of any issues or concerns raised by the users of the area.

2. Memorial trees

2.1.    An individual or group wishing to propose the planting and/or naming of a memorial tree on a University campus must lodge a proposal with the Landscape and Open Space Sub-Committee of the Building and Estates Committee, including:

  • a general statement in support of the proposal
  • a summary paragraph suitable for use as part of any final reports to Council.

2.2.    The Landscape and Open Space Sub-Committee will investigate proposals made under section 2.1 and make an appropriate recommendation made to the Building and Estates Committee.

2.3.    The Building and Estates Committee will make a determination based on the recommendation made under section 2.3 and then report such approval or disapproval to Council.

2.4.    Memorial trees will not be marked by permanent plaques or signs.

2.5.    Property and Campus Services will maintain a record of memorial trees, a version of which will be made available to the public.

2.6.    The Executive Director, Property and Campus Services must advise the Vice-Principal (Advancement) upon each approved naming of a memorial tree so that, where a philanthropic gift is involved, a record of the naming can be attached to a donor’s record in the University’s donor database.

2.7.    If a memorial tree/plant becomes dangerous, diseased or dies, the Executive Director, Property and Campus Services will:

  • assess the significance of the memorial
  • consult the original source of the proposal if possible
  • make a decision regarding the replanting of the memorial or otherwise.

3. Naming of academic entities

3.1.    An individual or group wishing to submit a naming proposal for an academic entity (the proposer) must use the proposal template available from the University Advancement Office.

3.2.    The proposer must submit the naming proposal to the Provost who, where a philanthropic gift is involved, will consider it in consultation with Vice-Principal (Advancement). 

3.3.    Following any appropriate consultation, the Provost may recommend to Council to approve the naming proposal.

3.4.    Council may establish the academic entity involving a naming proposal pursuant to Statute 5.1.

3.5.    If Council approves the naming proposal, and relevant approvals for the establishment of an academic entity are obtained pursuant to Statute 5.1. the Vice-Principal (Advancement) (or delegate) or a member of Senior Executive will:

  • seek formal consent from the individual for whom the academic entity is to be named (or representative/next of kin), or
  • in the case of a donor, advise the donor (or representative/next of kin) of Council’s approval.

3.6.    The Vice-Principal (Advancement) or delegate will ensure the implementation of stewardship and communication plans associated with approved naming proposals for academic entities.

3.7.    The specific academic entity or associated faculty or division to which the naming relates is responsible for managing the implementation of the name change to all aspects of the academic entity’s activities and functions. 

3.8.    The Provost, may, in consultation with the Vice-Principal (Advancement) and Gift Acceptance Review Committee as appropriate, make a recommendation to the Vice-Chancellor to revise, withdraw or revoke recognition through naming of an academic entity in the following circumstances:

  • a change in donor circumstances (e.g. if the donor comes into disrepute)
  • the total benefaction is not received.

3.9.    The Vice-Chancellor may make a recommendation to Council to revise, withdraw or revoke recognition through naming of an academic entity in the circumstances outlined in section 3.8.

4. Naming of academic positions

4.1.    An individual or group wishing to submit a naming proposal (the proposer) must use the proposal template available from the University Advancement Office.

4.2.    Naming proposals for academic positions up to level D are considered automatically approved if endorsed by the dean of the faculty or graduate school.

4.3.    Faculties and graduate schools must report the name of newly approved academic positions up to level D to the Academic Board.

4.4.    For level E academic positions and above, the proposer must submit the naming proposal to the Secretary of the Senior Appointments and Promotions Committee (SAPC) for approval by the Provost in consultation with the President, Academic Board and, where a philanthropic gift is involved, with the Vice-Principal (Advancement).

4.5.    The Provost will report the naming of academic positions to Council.

4.6.    If a naming proposal for an academic position is approved, the Vice-Principal (Advancement) (or delegate) or a member of Senior Executive will:

  • seek formal consent from the individual for whom the academic entity is to be named (or representative/next of kin), or
  • in the case of a donor, advise the donor (or representative/next of kin) of Council’s approval.

4.7.    The Vice-Principal (Advancement) or delegate will ensure the implementation of stewardship and communication plans associated with approved naming proposals for academic positions involving philanthropic gifts.

4.8.    Faculties and graduate schools are responsible for managing the implementation of changes relating to naming of academic positions to all aspects of their activities and functions.   

4.9.    The Provost may, in consultation with the President Academic Board, Vice-Principal (Advancement) and Gift Acceptance Review Committee as appropriate, make a recommendation to Council to revise, withdraw or revoke recognition through naming of an academic position in the following circumstances:

  • a change in donor circumstances (e.g. if the donor comes into disrepute)
  • the total benefaction is not received.

5. Naming of scholarships, bursaries and student awards

5.1.    An individual or group wishing to submit a naming proposal (the proposer) must use the proposal template available from the University Advancement Office

5.2.    If the proposal for a scholarship, bursary or student award conforms to a standard scholarship template, the proposed name is approved if the scholarship, bursary or student award is endorsed by the dean (for faculty and graduate school scholarships, bursaries and student awards) or the Academic Registrar or nominee (for University-wide scholarships, bursaries and student awards).

5.3.    If approved under section 5.2, the proposer must report approval of the scholarship, bursary or student award to the Selection Procedures Committee (for coursework scholarships, bursaries and student awards) or the Research Higher Degrees Committee (for research scholarships, bursaries and student awards).

5.4.    If the proposal for a scholarship, bursary or student award does not conform to a standard scholarship template, the proposer must submit a Proposal of New Student Award to the Selection Procedures Committee of Academic Board (for coursework scholarships, bursaries and student awards) or Research Higher Degrees Committee of Academic Board (for research scholarships, bursaries and student awards).

5.5.    The Chair of the Selection Procedures Committee and the Chair of the Research Higher Degrees Committee will make recommendations to the Academic Board regarding approval of naming proposals for scholarships, bursaries and student awards that do not conform to a standard scholarship template.

5.6.    Following a recommendation under section 5.5, the Academic Board may investigate the proposal by interview or establishment of a working group.

5.7.    If a naming proposal for a scholarship, bursary or student award is approved by the Academic Board, the Vice-Principal (Advancement) (or delegate) or a member of Senior Executive will:

  • seek formal consent from the individual for whom the scholarship, bursary or student award is to be named (or representative/next of kin), or
  • in the case of a donor, advise the donor (or representative/next of kin) of Council’s approval.

5.8.    The Vice-Principal (Advancement) or delegate will ensure the implementation of stewardship and communication plans associated with approved naming proposals for scholarships, bursaries and student awards.

5.9.    If the naming proposal for a scholarship, bursary or student award involves a gift, the gift must adhere to the minimum level of support for the relevant category of scholarship as articulated in the University Naming Policy, Schedule A - Gift Level Chart (available from the implementation officer of the University Naming Policy upon request). The Vice-Principal (Advancement) may approve gifts that are below the minimum levels of support.

5.10.  Where a proposed name for a scholarship, bursary or student award has been reviewed by the Gift Acceptance and Review Committee, the proposer must include a brief statement of the key issues and the Committee's conclusion in the naming proposal.

5.11.  Where a gift is involved, deans and committee chairs will work with the Vice-Principal (Advancement) to approve the terms of the scholarship, bursary or student award and the gift level.

5.12.  The specific academic entity or associated faculty or graduate school to which the naming of a scholarship, bursary or student award relates is responsible for managing the implementation of the name change.   

5.13.  The Provost may, in consultation with the Vice-Principal (Advancement) and Gift Acceptance and Review Committee as appropriate, make a recommendation to the Academic Board to revise, withdraw or revoke recognition through naming of an scholarship, bursary or student award in the following circumstances:

  • a change in donor circumstances (e.g. if the donor comes into disrepute)
  • the total benefaction is not received.

5.14.  The Provost will report to Council the decision to revise, withdraw or revoke recognition through naming of an academic entity in the circumstances outlined in section 5.13.

RELATED DOCUMENTS

DEFINITIONS

Term Definition
academic entities Include (but are not limited to) faculties, departments, schools, research centres and institutes.
academic positions Include (but are not limited to) endowed and fixed-term academic chairs, lectureships, fellowships and research positions (at all levels).
benefactor(s) See donor(s).
donor(s) An individual, group of individuals or organisation(s) who or which make a gift or pledge to the University. Donations to the University may come in many forms, for example, they may be monetary, involve property, objects, works of art, stock, library or archival materials.
Gift Acceptance and Review Committee

A sub-committee of The University of Melbourne Foundation that reports to it on gift acceptance issues that affect philanthropic funding including any gift, bequest or pledge from donors at the University.

gift level chart A chart of threshold gift levels required to name things associated with the University, including but not limited to buildings, parts of buildings, facilities, academic entities, programs, and positions, scholarships and student awards. The Chart is reviewed by the Vice-Principal (Advancement) annually.
Memorandum of Gift A document that records details of the gift including the purpose for which the gift is made. Where the donor is an individual, a MoG is used to record a gift during the donor's lifetime (as compared with a bequest or legacy in a will on the death of the donor).
scholarships, bursaries, prizes and student awards Include (but are not limited to) endowed and fixed-term (or fully expendable) scholarships, financial aid, prizes, bursaries and travel scholarships.
standard scholarship template A suite of standard scholarships that are pre-approved by the Selection Procedures Committee and Academic Board for which there are set parameters around eligibility, selection and purpose.

RESPONSIBLE OFFICER

The Vice-Principal (Advancement) is responsible for the development, compliance monitoring and review of this procedure and any associated guidelines.

IMPLEMENTATION OFFICER

The Head of Donor Stewardship, Advancement Office is responsible for the promulgation and implementation of this procedure in accordance with the scope outlined above. Enquiries about interpretation of this procedure should be directed to the implementation officer.

REVIEW

This procedure is to be reviewed by 30 June 2016.

VERSION HISTORY

Version Approved By Approval Date Effective Date Sections Modified
1 Council 8 Jul 2013 8 Jul 2013 N/A
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