Institutional Naming Policy

I. Purpose

A. To provide an orderly, coordinated, and informed practice of naming physical entities (buildings, facilities, and grounds, or portions thereof) owned by the University; naming non-physical entities (schools, departments, units, institutes, and university-wide centers); and creating named endowed and non-endowed funds.

B. To provide parameters, guidance, and clarity on the requirements for establishing, budgeting, and installing named endowed positions.

C. To provide the University’s distinguished alumni, benefactors, corporations, foundations, and friends with appropriate recognition for their generous support and to ensure namings are consistent with the University’s values, principles, and mission.

II. Definitions

A. Physical Entity – a discrete and identifiable entity that exists in the physical world.  Examples include a building, lobby or statue.

B. Non-Physical Entity – something that exists outside of physical reality, meaning it has no tangible form. Examples include a department, program, or academic chair.

C. Philanthropic Naming – funds to support what is being named that is provided by an individual, family, foundation or corporation’s significant charitable gift.

D. Honorific Gift – what is being named is in honor or memory of a person as a symbolic gesture of recognition but is not supported by a charitable gift. Funds to support the named item would be operating costs for the University.

III. Scope

A. The Institutional Naming Policy (“Naming Policy”) applies to UR community members (including but not limited to faculty, staff, students, alumni, volunteers, students and donors). The Naming Policy is administered by University Advancement and governed by Advancement, the Office of the President, and the Board of Trustees.

IV. Principles

A. Naming physical and non-physical entities creates important representations or emblems of the University’s values, culture, and history. University entities shall bear only the names of those who exemplify the highest values of the University of Rochester. When a naming opportunity arises, strong preference shall be given to persons who have distinguished, close, and valued association with the University of Rochester.

B. Named positions at the University are meant to recruit and retain world-class talent, conveying prestige and recognition for the outstanding work being done by the individual holding the named position rather than creating a financial benefit to the holder. The holder of the named position may receive some form of incremental financial benefit for their work, such as additional research funds, at the discretion of the dean or director of the relevant area or the President or Provost of the University, consistent with the terms of any related gift and other applicable University policies.

V. Entities for Naming

A. Physical Entities

1. Buildings and other major facilities, discrete components of buildings (wings, lecture halls, auditoriums, foyers, classrooms, laboratories, studios, offices, conference rooms, etc.), athletic facilities, and residence halls.
2. Campus grounds, outdoor renovations, gardens, trees, fountains, benches, walkways, parking facilities, and other real property.
3. Libraries, parts of libraries, and other collections of significant size and continuing educational, scientific, historic, artistic, or cultural value.

B. Non-Physical Entities

1. Colleges, schools, departments, institutes, centers, programs (these do not have specific physical buildings, but they do have operating budgets and faculty and staff specific to the entity).

C. Endowed and Non-Endowed Funds

1. Faculty and staff endowed positions, including but not limited to deanships, directorships, and professorships.
2. Faculty support such as pilot projects, research endowments, internal and external partnerships, and community outreach.
3. Student support such as scholarships and fellowships.
4. Lectures, seminars, awards, and prizes.

VI. Types of Naming

A. Philanthropic

1. Philanthropic naming recognizes those who have made substantial financial contributions through donations to the University in accordance with applicable University policy on gift naming levels.
2. To determine whether naming is appropriate philanthropic recognition, the following factors may be considered:
   1. The net present value of any and all of the donor’s gifts to the University, particularly the gift that motivates the naming;
   2. The appropriateness of associating the donor’s name with the University;
   3. The donor’s other contributions to the University, including volunteer activities, awards, and assistance with other projects; and
   4. The principles described in Section IV of this policy.
3.  In no case will a philanthropic naming be affixed before the execution of a legally enforceable gift agreement.
4. A donor may ask the University to name an entity for an individual other than the donor, or the donor’s family, provided that the proposed individual exhibits the principles described in Section IV of this policy and the individual is not otherwise disqualified from naming.
5. No entity may be named for an actively employed faculty or staff member responsible for the budget of the entity being named or awarding of the named fund (per University Advancement’s Gift Management Guidelines).

B. Honorific

1. Honorific naming (including non-philanthropic memorial naming) recognizes individuals who have made extraordinary contributions to the University, the nation, or the world and whose lives and principles deserve to be remembered and emulated. However, the naming is not related to a philanthropic gift. Customarily, the individual or the individual’s contribution(s) should relate to the entity being named.
2. To maintain the importance of philanthropic naming, the honorific naming of any entity shall remain a rare method of recognizing individuals. Other prestigious University honors should be considered before an honorific naming is proposed.
3. Any honorific naming tied to or supported by an institutional fund—such as a fund functioning as an endowment (FFAE) rather than philanthropic contributions (gifts)—will be considered on an ad-hoc basis but is, in general, discouraged. In the rare occurrence such naming is approved, the FFAE Process Guidelines set forth by Endowment Accounting and Advancement should be followed.
4. Unless otherwise initiated by the President or the University’s Board of Trustees, honorific naming is not permitted for an active University member, including staff, faculty, students, or trustees.

VII. University Naming Committee

A. The University Naming Committee (“Naming Committee”) must review and approve any philanthropic naming proposals for physical and non-physical entities (but not endowed and non-endowed funds) at the $1 million level or greater. If no further approval is required by this policy, that approval is final. Otherwise, that approval allows the proposal to continue to the next level of review. The Naming Committee also advises and makes recommendations to the President of the University regarding all honorific naming proposals, regardless of any gift made or value, for physical and non-physical entities.

B. The purpose of the Committee is to ensure that there is appropriate shared input and high-level administrative oversight for this process to ensure consistency. Administrative communications with the Committee should be via the Executive Director of Donor Engagement.

C.  The University Naming Committee is appointed by the President and is composed of the following members:

1. Vice President for University Advancement
2. Executive Vice President for Administration and Finance, CFO and Treasurer (EVP)
3. Other members at the discretion of the President

VIII. Gift Parameters and Criteria for Philanthropic Naming

A. Pricing

When a gift is given to name a new building or major project, the amount of the gift should represent a significant percentage of the cost of the project. The standard for naming a substantial physical entity (such as a building) generally requires a minimum gift commitment of 30% to 50% of the total project cost or 50% or more of the total project fundraising goal. The SVP for Advancement will recommend the percentage for each naming opportunity to those who are needed for the overall approval.

1. Naming parameters for non-physical entities—including schools, institutes, departments, and other major programs—require funding that covers a significant proportion of the annual operating budget for the entity.
2. The Senior Vice President for Advancement will establish and periodically update recommended specific gift levels (endowment minimums) for naming opportunities based on peer or aspirant-peer benchmarking and historical pricing for similar entities at the University. This will be done in consultation with the appropriate dean, director, or other administration official, the University Naming Committee, and the Board of Trustees Advancement Committee. If approved by the President, the gift levels and endowment minimums will be submitted to the Board of Trustees or its Executive Committee for final approval.
3. Note that the required minimum gift level for a naming opportunity refers to the contributed value, not the market value, of the fund.
4. To achieve and sustain a donor’s intent, the University may require higher or lower gift levels for certain naming opportunities depending on the area, uniqueness of purpose, analysis of existing and future support, and other factors. If a named position does not fit the descriptions outlined in the Policy, pricing will be dictated by reviewing the position’s responsibilities, authority, and visibility, as well as benchmarking against the closest approved position description.

B. Format

1. Every philanthropic naming gift must include a formal gift agreement prepared by the Office of Donor Engagement.
2. The gift agreement should include a clause that any portion of the pledge not paid during the donor’s lifetime will be fulfilled by the donor’s estate. It must also refer to this Institutional Naming Policy.
3. Gifts should typically be in the form of outright gifts and/or documented outright pledges that typically do not exceed a five-year payment schedule.
4. Bequests and other deferred gifts, in contrast to outright gifts, for naming physical entities will be considered on a case-by-case basis, but generally do not qualify for a naming opportunity until the deferred gift has been realized. Any exceptions to this must be reviewed by the Office of Donor Engagement and Office of Gift and Donor Services, which recommends approval to the Senior Vice President for University Advancement. If the gift is valued at $1 million or more, the deferral and naming must be approved by the University Naming Committee and President before the decision is final.
5. Deferred gifts can be used to name non-physical entities, endowed funds, or non-endowed funds if the deferred gift is guaranteed as provided in this policy and one of the following two criteria is met:
   1. Donors ages 75 years and older make a bequest commitment that is at least the required minimum at the time the bequest is documented.
   2. Donors ages 60 to 74 document a bequest commitment to fund a naming opportunity that is at least one and a half (1 ½) times the required minimum at the time the bequest is documented. This is to account for inflation, rising costs, and uncertainty pertaining to the timing of the intended gift.
6. Use of institutional funds to establish or augment a naming (the latter is sometimes called a “matching” FFAE) will be subject to the standard FFAE Process Guidelines and the same policies as philanthropic naming.
   1.  Any commitment of funds from a department or division to establish or augment a naming are subject to the standard FFAE Policy and Process Guidelines.
   2. In the event institutional funds are used to establish or augment a naming, the resulting FFAE will be subject to the same exception procedures, requirements, and policies as philanthropic namings.
7. Commitment of institutional operating funds to support strategic initiatives (such as University Professorships) will be considered on an ad-hoc basis.

IX. Due Diligence and Leadership Approval

A. For all philanthropic namings, the Office of Donor Engagement will consult the Gift Management Guidelines and complete the Restricted Party Screening process to ensure that a donor’s gift may be received as intended and to determine whether there is an unacceptable risk in accepting the gift. For all namings of $1 million or greater, University Advancement will conduct additional due diligence.

B. The naming of a physical or non-physical entity has high-profile visibility. Therefore, before a donor is presented with a naming opportunity, the appropriate leadership must be consulted and approve the proposed naming, as detailed below.

C. Endowed and Non-Endowed Funds; Physical and Non-Physical Entities Less Than $1 Million.

Any philanthropic naming for an endowed or non-endowed fund (including but not limited to faculty and staff endowed positions, scholarships, fellowships, lectures, seminars, awards, and prizes) or for a physical or non-physical entity with an associated price that is less than $1 Million shall follow the standard gift agreement process and will be subject to the standard internal review process as outlined by the Office of Donor Engagement (see Gift Management Guidelines). If the standard internal reviewers deem such a naming significant, they may escalate the review to the University Naming Committee. Reasons to do so may include:

1. Donor requests physical recognition for a non-physical entity; this would be an exception, as ordinarily only capital gifts are considered for physical recognition.
2. The fund/position name will be widely publicized in University publications or other University-owned communication channels.
3. The gift entails unique features or attributes that are significantly out of the ordinary or require exceptions to standard policy.

D. Physical Entities of $500,000 or Greater

Any philanthropic naming of a physical (capital) entity requires the approval of the Executive Vice President for Administration and Finance, CFO and Treasurer (EVP), before the opportunity is presented to the donor.  In addition, the EVP will be added to the standard gift agreement and internal review process for capital gifts of $500,000 or greater as outlined in Section IX of this Policy and the Gift Management Guidelines.

E. Honorific Namings; Physical and Non-Physical Entities of $1,000,000 or Greater

1. All honorific naming regardless of dollar value and any philanthropic naming of a physical or non-physical entity with an associated price of $1,000,000 or more shall be submitted in writing to the University Naming Committee via the Executive Director of Donor Engagement, who will provide the required proposal template and content checklist to be used for the submission.
2. The following factors shall be considered by the Naming Committee:
   1. Whether the individual has promoted the purpose and mission of the University of Rochester;
   2. Whether the reputation of the individual may reflect negatively or adversely upon the University of Rochester;
   3. Whether the individual is in compliance with all agreements with the University of Rochester;
   4. Whether any existing agreement prohibits changing or adding a name to the entity;
   5. Whether the naming represents a potential conflict of interest or appearance of commercial influence, or could compromise the institution’s academic or research autonomy; and
   6. Whether the physical space in which a non-physical entity (such as a center or institute) resides causes conflicting recognition—for example, if naming a virtual center within an already named physical building causes a recognition conflict.
3. Upon the recommendation of the Naming Committee:
   1. All honorific namings are presented to the President for her/his approval, which is final.
   2. Philanthropic namings are forwarded to the President for her/his consideration. The President approves, denies, or asks for revisions to the recommendation, which is final if the gift is for less than $10 Million.
   3. For philanthropic namings that are $10 Million or greater, if the President approves, the recommendation will be presented to the Board of Trustees, its Executive Committee, or Board of Trustees Advancement Committee for final approval.

X. Special Considerations for Named Positions

A. Gift Agreement

1. It is recommended that the gift agreement include flexibility for the University to use the funds for general faculty support prior to meeting the endowment minimum. Relevant situations include:
   1. Those in which the donors are actively paying a multi-year pledge to reach the endowment minimum. For example, “The University may, if it deems prudent to do so, allow awarding from the Fund for general division or department support once the Fund reaches the minimum required for a general support fund. If this action is chosen, the budget will revert to the original purpose of supporting the named position once the endowment minimum has been reached.
   2. Those in which full funding of the named position may not occur and there has been no gift action or re-negotiation of the terms of the gift within three years after the final scheduled payment date.
2. It is recommended that the gift agreement allow the Board of Trustees to appoint “one or more” named positions if the endowment is fully funded and the market value reaches a sufficient level to support an additional named position, producing an annual budget that is equal to or greater than twice the budget that would be distributed from a new, fully funded named position.
3. The gift agreement must specify (by position title) who will appoint the holder of the named position and at whose discretion the fund’s budget will be spent.

B. Establishment of Named Positions with Endowed or Non-Endowed Funds

1. New named positions must reach one of two requirements to qualify for formal establishment and, if applicable, subsequent installation:
   1. The contributed value of the fund meets or exceeds the policy minimum;
   2. The contributed value of the fund meets or exceeds one half (½) of the policy minimum and there is an irrevocable life income gift or an irrevocable estate provision in place for the remaining balance that does not exceed 20 years.
      1. “Life Income Gift” refers to gift vehicles such as charitable gift annuities, charitable remainder unitrusts, and other such life income gifts in which the University is guaranteed to benefit from the realization of proceeds upon maturity.
      2. Bequest intentions are by nature conditional and therefore do not qualify as irrevocable commitments/gifts.
2. If funds are to be accumulated through a broad solicitation, no establishment or installation can occur until either of the aforementioned funding scenarios has been achieved.
3. Exceptions will be considered on an ad-hoc basis as long as the named position is at least half-funded, even if the named position endowed fund is currently being used for general faculty, division, or department support. The process for requesting an exception should follow Section XII.
4. Once the approved funding scenario has been achieved (the minimum contributed value has been received), Donor Engagement shall present a draft resolution, cover memo, and any necessary explanatory documentation to senior leadership for approval prior to seeking Board of Trustees approval. Senior leadership shall include:
   1. Dean or director of the benefiting area
   2. Senior Vice President for University Advancement
   3. General Counsel
   4. Executive Vice President for Administration and Finance, CFO and Treasurer (EVP) (only if an exception in budgeting is requested)
   5. Provost
5. Once senior leadership has approved, the draft resolution shall be sent to the Office of the Board of Trustees to include in the next Board of Trustees meeting to formally establish the named position.
6. Only after the Board of Trustees has formally approved the establishment of the named position, the benefiting division may formally install an individual to the named position subject to the applicable appointment process.

C. Appointing a Named Position

1. The benefiting division should follow its internal procedures to make the appointment, including submitting a personnel action to the Provost’s Office for approval by the Board of Trustees and confirming a process for removal of the appointment in appropriate circumstances. The effective date of that personnel action is the date on which the appointee can begin to use the position name. This applies in all cases, including positions supported by institutional operating funds (for example, University Professorships).
2. At the discretion of the relevant dean or director, an appointment may be made after the minimum funding level is achieved, but before the endowment begins to produce a budget. For example, the appointee might already be a member of the division’s faculty or staff, so the division is already supporting the position. In the case of recruiting for a new position, it might be advisable to wait for the endowment to produce a budget.

D. Installing a Named Position

1. Installation ceremonies are held for the inaugural holder of a named endowed faculty position. These ceremonies recognize and steward the donor, set an example for other donors who might be interested in funding a named position, and honor the appointee.
2. For Named Endowed Faculty
   1. After the Board approves the establishment of named position through a resolution and approves the personnel action, the school and Advancement school or unit director will work with Donor Engagement, Special Events, and Presidential Advancement to schedule the installation. Installations will be scheduled based on the availability of the University President or Provost, the dean of the school, the appointee, and the donor.
   2. The format of the event will be determined by Special Events in consultation with the Advancement unit director. The cost of the event will be covered by the school or unit.
3. Other Installations
   1. At this time there is no standard format for either subsequent installations of named endowed faculty or for inaugural installations of other named positions (University Professorships, staff positions, etc.). Each school or unit handles this directly.
   2. The Senior Director of Donor Impact Reporting should be notified of any vacancies that arise and all installations so that they can maintain accurate records for each position.
4. Donor Recognition in Lieu of Installation
   1. In cases where the position will not be formally created or installed for some time—such as deferred commitments or long-term pledges—University Advancement working with the appointing school or department may opt to recognize the donor’s generosity through a celebration event or other appropriate stewardship prior to the appointment of an inaugural holder.
5. Early Installations
   1. Requests for early installations (for example, before a budgeted minimum is met) may be made on a case-by-case basis. Prior to negotiations with the donor, the relevant dean, Senior Vice President for Advancement, University Provost, Executive Vice President for Administration and Finance, CFO and Treasurer (EVP), and University President must approve the request.

E. Budget Availability for Named Positions

1. New named positions must reach the required minimum funding level (in contributed value) before the endowment will be subject to budgeting in support of a named position.
2. If early installation is granted, the endowment can be budgeted if the contributed value is at least half of the required endowment minimum.
3. The annual budget from the fund is spent at the discretion of the dean or director of the relevant area and is not necessarily dedicated to the use of the faculty or staff member holding the named position.

XI. Duration, Modification, and Removal

A. Duration of Naming

1. The naming of physical entities is intended to be in place for the useful life of the specific physical space, until significant renovation occurs as determined by senior leadership, or for an agreed upon fixed term. If there is no provision for modification or removal, the University retains the right to remove the naming at the end of the useful life of the physical entity.
2. The naming of non-physical entities is intended to be in place for the life of the entity or for an agreed upon fixed term.

B. Relocation or Renovation

1. For philanthropic naming, if circumstances change so that the purpose for which the physical or non-physical entity was established is significantly altered or is no longer needed, the University will make appropriate efforts to provide suitable donor recognition subject to policy.
   1. If the physical or non-physical entity, at the time of the original gift, was valued at $1 Million or greater, the President, in consultation with the Senior Vice President for University Advancement—and the donor(s), if possible—will determine an appropriate way to recognize the donor’s original intentions.
   2. If the entity, at the time of the original gift, was valued at less than $1 Million, the Senior Vice President for University Advancement—and the donor(s), if possible—will determine an appropriate form of recognition. If the University and the donor(s) outlined practicable recognition in a signed gift agreement or contract, that action shall be followed.
   3. In all instances, the leader of the division impacted by the gift will also be consulted in determining the alternative recognition form.

C. Changes to or Removal of Names

1. Donor- or honoree-requested changes to a naming will be considered on a case-by-case basis, and the decision will be made following the initial approval process outlined in Section VII. The University is not obligated to change the name, but in its sole discretion may change the name at the donor’s request and expense, whether the donor is an individual, business entity, foundation, or other organization.
2. In the case of philanthropic naming, the University may remove a name upon the failure of a financial commitment to be satisfied, and if partially fulfilled, will seek appropriate alternative recognition.
3. The University reserves the right to remove a name from an entity under extraordinary circumstances when, in its sole discretion, the University determines the continued use of the donor’s or honoree’s name would compromise the public trust and reflect adversely upon the University and its reputation. In the absence of an express delegation by the President to a special committee appointed and charged by the President, the same process for naming an entity in the first instance shall be implemented for changing or removing the name, and the University Naming Committee shall retain the authority for administration of this process.
4. The removal of an honoree’s/donor’s name from an entity must not be undertaken lightly, and it must be approached with an awareness of the fallibility of our own judgments. The decision-making process must include, at a minimum, the following:
   1. A description of specific behavior(s) or course(s) of conduct on the part of the honoree on which the request for the removal of the honoree’s name is based;
   2. A fact-finding investigation of the specific behavior(s) or course(s) of conduct; and
   3. Thoughtful consideration of the impact on the University and the University community of both retention and the removal of the donor’s/honoree’s name from the entity.
   4. The University may also consult with immediate relatives and heirs of the donor/honoree, as well as individuals involved in the initial naming decision, before making a recommendation. To the extent practicable, the University will communicate with the donor/honoree, or the donor’s/honoree’s representative, at the earliest convenience about any anticipated changes to the named entity.
5. The removal or change in the name due to extraordinary circumstances (as defined) may be initiated only by the President, the Provost, a dean, a vice president, or a trustee.
6. Upon the removal of a name under this section, the entity will revert to the immediately previous name. If there is no previous permanent name, an administrative name will be adopted. The process for an initial naming will be used if the entity is subsequently renamed.

XII. Exceptions

A. The exception process expressly set out in the policy should be followed when applicable. Otherwise, exceptions to this policy are strongly discouraged. If an exception not provided for in the policy is deemed critical, it must be presented to the Senior Vice President for University Advancement, the leadership of the relevant school or unit, and (in the case of named academic positions) the Provost. If these reviewers determine the request should be considered, the request for an exception will be supplemented with advice from University Counsel and will be adopted if approved by:

1. Executive Vice President for Administration and Finance, CFO and Treasurer (EVP)
2. University President; and
3. Board of Trustees. The Board’s decision on whether to grant the exception will be final.