CHAPTER 700 University Advancement

710 Development

710.1 Policy Scope

Cal Poly University solicits and receives donations to further its mission of education and research. The purpose of this policy is to define the standards by which gifts will be received and accepted. All gifts must support the mission, values and priorities of the University and must not compromise the reputation or value of the institution.

This policy covers Cal Poly and its related Auxiliary Organizations or Agencies, including the Cal Poly Foundation (Foundation), Cal Poly Partners, and Associated Students, Inc. (ASI). These are collectively referred to as “Cal Poly” or “the University” in this document.

University Development and Alumni Engagement (UDAE) is responsible for raising and managing private donations for Cal Poly that support the university's philanthropic mission and is responsible for the solicitation, acceptance and receipting of all gifts and pledges. The recording and management of gifts and pledges will be performed in accordance with the policies and procedures set forth by the Council for the Advancement and Support of Education (CASE), the California State University (CSU), and all other Cal Poly governing bodies.

UDAE follows philanthropic and ethical standards adopted by the following fundraising organizations:

• Donor Bill of Rights as adopted by the Association of Fundraising Professionals (AFP)

• Principles of Practice for Fundraising Professionals at Educational Institutions as adopted by the Council for Advancement and Support of Education (CASE)

• Model Standards of Practice for the Charitable Gift Planner, adopted by the National Association of Charitable Gift Planners (CGP)

• The Ethics of Prospect Research, adopted by the Association of Professional Researchers for Advancement (Apra)

Except for those gifts that are required to be authorized for acceptance by the Gift Acceptance Committee (GAC), the Vice President for UDAE (VPUDAE) or designee, UDAE has the authority to authorize the acceptance of gifts or related funds and instruments and can authorize whether the University or an Auxiliary will manage the gift.

UDAE can delegate the authority to solicit, receipt, and manage gifts, bequests, endowments, trusts and similar funds to the Auxiliaries. Fundraising and constituent engagement activities will be conducted and coordinated with UDAE. All philanthropic commitments to Cal Poly must be processed by, and credited to, the donor through UDAE.

Any exceptions to these policies must be reviewed and approved by the Cal Poly GAC.

710.2 GIFT ACCEPTANCE COMMITTEE

Cal Poly shall have a Gift Acceptance Committee (GAC) consisting of the following members:

1. the VPUDAE (chair);

2. the executive vice president for Administration and Finance; and

3. the provost.

The Committee is responsible for authorizing the acceptance of gifts such as certain gifts in-kind (see below), gifts of real estate. The Committee is also responsible for approving gifts that, due to their nature, or the use of university resources, require further review prior to approval.

Gifts of Artwork are reviewed and accepted by the Art Acquisition Committee (AAC). See below and CAP 180.2.

710.3 Use of Legal Counsel and Other Consultants

Cal Poly shall seek the advice of university and other retained legal counsel, the Cal Poly Foundation Board, and other consultants in matters relating to acceptance of gifts when appropriate. Auxiliary Organizations may seek the advice of other legal counsel in matters relating to gifts that will be managed by the Auxiliaries.

710.4 Conflict of Interest

Cal Poly will urge all prospective donors to seek the assistance of personal legal and financial advisors in matters relating to their gifts and the resulting tax and estate planning consequences. Cal Poly and the Auxiliaries will comply with the Model Standards of Practice for the Charitable Gift Planner promulgated by the NCGP: https://charitablegiftplanners.org/standards/model-standards-practice-charitable-gift-planner

711 Gifts and Grants Defined

711.1 Gifts and Grants Defined

711.1.1 Gifts

A gift is defined as an irrevocable transfer of personal or real property for either unrestricted or restricted use. The transfer must be a nonreciprocal transfer in that there is no implicit or explicit statement of exchange, purchase of services, or provision of exclusive information. IRS regulations provide that there can be no donor influence on selection of scholarship recipients, appointments to endowed professorships, or other accounts or endowments providing individual benefit.

711.1.2 Grants

Grants are funds received by Cal Poly from a government agency. In addition, funds received from a corporation or foundation where the organization owns the product of the work is a grant. UDAE may determine what is considered a gift or a grant for gift acceptance, University recordkeeping, and receipting. More complex philanthropic gifts may require approval and monitoring by other areas of the University such as the Sponsored Programs Office or the GAC.

711.2 Types of Gifts

711.2.1 Cash, Checks and Credit Cards

Funds in U.S. currency or funds readily convertible to U.S. currency are acceptable in the form of cash, checks, EFT, or credit cards. Checks shall be delivered to UDAE for deposit on behalf of Cal Poly.

711.2.2 Quid Pro Quo Contributions

A quid pro quo (“one thing in return for another”) contribution is a payment a donor makes to Cal Poly that is partly tax-deductible and partly for goods or services. See IRS Publication 526: Charitable Contributions (https://www.irs.gov/pub/irs-pdf/p526.pdf) for guidelines. 

The amount of the non-deductible portion should be provided to the donor at the time of solicitation as well reflected in the gift receipt.  For example, event invitations should notify the donor the portion of the payment that is the fair market value of goods or services provided and the portion that may be considered tax-deductible.

The IRS allows for “de minimis” benefits that do not reduce the amount of the donation.  This amount is specified by the IRS annually for the coming year.   

The legal amount is the total amount that is received.

711.2.3 Fundraising Events

CSU ICSUAM 15701 policy requires UDAE review and approve all fundraising events with anticipated gross revenue greater than $5,000 and which results in a charitable contribution receipt to the participant.

711.2.4 Gifts-in-Kind and Tangible Personal Property

All gifts-in-kind (GIK) offered to Cal Poly must be reviewed for formal acceptance and acknowledgment. Prior to acceptance, UDAE must determine if the gift can be used to advance the mission of Cal Poly or can be readily converted to cash. Cal Poly reserves the right to decline any gift that does not further the University's goals or involves special maintenance or other conditions the University would be unable to satisfy. Certain GIK must be approved by the GAC, see below.

The donor is responsible for making arrangements to deliver the gift.

All gifts of equipment must be approved by the appropriate Dean or Vice President, upon the recommendation of a faculty member or a principal investigator. The college/unit will be responsible for the cost of installing and maintaining the equipment.

A completed GIK Acceptance Form is required for all gifts. The “Date of Gift” is the date upon which the property is delivered to Cal Poly with a completed Gift in Kind Acceptance Form. https://content-calpoly-edu.s3.amazonaws.com/advancement/1/documents/GIK_Acceptance_Form_041519.pdf

The donor must provide written documentation demonstrating the value of the gift. Acceptable forms of written documentation include:

• donor Declaration of Value form (http://www.advancement.calpoly.edu/content/forms/index)

• proof of payment including name of payor

• an itemized inventory list

• an invoice or letter from the vendor/donor

• published information confirming the gift value, including a vendor price list

• An appraisal within the past 60 days for gifts valued at $5,000 or more. This must be completed by a qualified appraiser, an individual who has earned an appraisal designation from a recognized professional organization or has otherwise met minimum education and experience requirements under IRS regulations.

In the absence of such documentation, the gift will be recorded with a nominal value ($1).

For GIK of $5,000 or more a donor may choose to complete and submit IRS form 8283 to claim a charitable deduction. UDAE will acknowledge form 8283 upon request by the donor. The acknowledgement of this form does NOT represent agreement with the donor’s claimed fair market value. By signing this form, Cal Poly agrees to file IRS Form 8282 with the Internal Revenue Service in the event it sells, exchanges, or otherwise disposes of the donated property (or any portion thereof) within three years of the date of receipt. A copy of completed Form 8282 will also be given to the donor.

UDAE will be responsible for monitoring whether or not the property is sold during the three (3) years following the gift, necessitating the filling of IRS form 8282.

The following GIK require approval from the GAC:

• Gifts that require an obligation on the part of Cal Poly to make expenditures for which there is no established funding source

• Gifts that require construction/renovation of facilities not previously authorized by the University

• Gifts that substantially increase potential liability or risk for Cal Poly

• Software

• Patents, trademarks or technology rights

• Export Controlled Items

• Real Estate

• Bargain Sales

• Literary Collections, Rare Books and Historic Papers

• Works of Art and Collections – Require approval from the Art Acquisition Committee (AAC), see below

711.2.4.1 Software

Gifts of software are subject to the University’s “Policy on Information and Communication Technology (ICT) Decisions and Related Standards”. https://security.calpoly.edu/content/policies/ICT-Decisions

This policy identifies criteria which are used to determine whether the University will accept a gift of software. All requirements of this policy must be satisfied before software can be accepted as a GIK. Pursuant to CSU policy software GIK generally cannot be recorded as gifts, but the donor can be given Recognition/Soft Credit. All gifts of software must be approved by the GAC.

In very limited circumstances, “off the shelf” software with an established retail or education discount value may be eligible to be recorded as a gift. UDAE will determine whether such software applies under CSU policy.

711.2.4.2 Hardware

Gifts of Hardware can be accepted if there is a use at the institution. This should be recorded as a gift at the established retail value or the educational discount value, if one exists.

If Cal Poly is a test site for the hardware, this is not considered a gift, though recognition credit can be recorded.

711.2.4.3 Patents, Trademarks, and Intellectual Property Rights

Cal Poly Partners is the appropriate recipient if the GIK is research related or donated to a commercial activity.

Gifts of patents, trademarks, and other technology rights are difficult to value and the income stream may be unpredictable. In lieu of recording the intellectual property right as a gift, the income stream from the asset may be recorded when it is received. A pledge should not be recorded for the income stream, due to its unpredictability.

The donor is expected to pay the recordation fees in the appropriate copyright and patent offices associated with the transfer of the patent, trademark, or other technology rights. If the donor does not agree to cover this cost, the College in which the patents, trademarks, and other technology rights will be used must cover these costs. The College must also assume responsibility and accountability for the recordation fees and filing.

The College also assumes the cost, responsibility and accountability for performing due diligence to confirm the validity of any patent, trademark or other technology rights, and any expenses related to defending the patent, trademark or technology rights.

The donor is also expected to make a cash contribution that will cover the cost of finalizing such rights or renewing the donated patent, trademark, and technology rights. If the donor does not agree to cover this cost, the College in which the patents, trademarks, and other technology will be used must assume responsibility and accountability for all such rights or renewal expenses.

711.2.4.4 Export Controlled Items

Donors and staff should be familiar with Cal Poly’s Export Control Policies prior to donation, available through the Grants Development Office

• The Dean of the College receiving the gift will issue a memorandum to UDAE containing the following information:

• Value as provided from donor on official letterhead (e.g. from documented Contract Line-Item Numbers)

• Intended use including all potential end-users

• Plans for safeguarding the material from foreign nationals (e.g. planned facility to be used for limited access)

• Type of insurance requirements (to be funded by the College)

• All users will be familiar with Export Control Regulations. Faculty and College staff that will manage the donated items must acknowledge familiarity with Cal Poly’s Export Control Policy, https://research.calpoly.edu/research-security-and-export-compliance , including regulations that require safeguarding the material in a controlled environment and preventing foreign nationals (including students) from access to the export-controlled items.

• Faculty members teaching courses with or otherwise utilizing the donated material are required to obtain certification through the Cal Poly Grants Development Office.

711.2.4.5 Donations of Unreimbursed Expenses

A donor may wish to directly pay expenses for an event, for example a hosted dinner.  In this case, a gift acceptance form should be completed for the expenses and the transaction recorded as a GIK. Proof of payment is required to ascertain the legal donor for proper receipting.

711.2.4.6 Real Estate/Real Property

Real property includes improved or unimproved land, personal residences, farmland, commercial properties, and rental properties. Gifts of real estate are limited to the following:

1. donated real property that may be sold or otherwise conveyed at fair market value;

2. donated real property that generates an income stream to support the educational mission;

3. donated real property used for programmatic purposes;

4. donated real property used as an investment by an Auxiliary Organization as determined by the investment policy of the Auxiliary Organization

Cal Poly, upon authorization of the GAC

and in consultation with external advisors, has authority to accept real estate gifts, either outright or in trust, subject to the following parameters:

711.2.4.6.1

The title is in a form satisfactory to the University and/or the Auxiliary Organization.

711.2.4.6.2

A current (within 60 days) qualified appraisal has been received from the donor.

711.2.4.6.3

The donor confirms that the donor is not under any legal obligation to sell or otherwise convey the property to a third party.

711.2.4.6.4

The donor confirms that the donor is not aware of any leases, easements, mortgages, encumbrances, or other restrictions that would decrease the value of the property

711.2.4.6.5

A review of the history of the property, known occupants and a site inspection conducted by Cal Poly Facilities (or designee), reveals no uses, conditions or circumstances that suggest the existence of environmental or other risks that warrant obtaining an external assessment of environmental or other risks (see ICSUAM Policy 9019).

711.2.4.6.6

If the review performed in the preceding paragraph notes the potential existence of environmental risks, a Phase I environmental impact study is conducted and the results of that study conclude the property does not present an unacceptable level of environmental risk.

711.2.4.6.7

Donor has acknowledged and concurred regarding any holding or other administration costs that may be deducted from the sale of the property before the net proceeds are distributed in accordance with donor restrictions. The cost of any appraisals or expenses related to the transfer of the property should be borne by the donor.  Taxes and all other fees should be fully paid by the donor as of the date of transfer.  

711.2.4.7 Remainder Interests in Property

Cal Poly may accept a remainder interest subject to the provisions herein. Where Cal Poly receives a gift of a remainder interest, all expenses for maintenance, insurance, real estate taxes, other carrying costs, and any property indebtedness are to be paid by the donor or primary beneficiary. Remainder interests can be included in fundraising totals if the donor is age 65 or older. The gift is recorded at the net present value of the remainder interest.

711.2.4.8 Mineral, Oil, and Gas (MOG) Interests

Cal Poly may accept oil, gas and mineral property interests, Prior to acceptance of an oil, gas or mineral interest the gift shall be authorized by the GAC, and if the GAC deems necessary, by appropriate legal counsel and external advisors. Criteria for acceptance of the MOG interest shall include:

711.2.4.8.1

An appraised value, preferably one conducted in the last 60 days is provided by the donor.

711.2.4.8.2

A review of the history of the property, known occupants and a site inspection conducted by Cal Poly (or designee), reveals no extended liabilities or other considerations that make receipt of the gift inappropriate.

711.2.4.8.3

A working MOG interest is rarely accepted. A working interest may only be accepted where and when there is a plan to minimize potential liability and tax consequences. The value of the gift is recorded at the annual income earned each year.

711.2.4.8.4

The property has undergone an environmental review to ensure that Cal Poly does not have any current or potential exposure to environmental liability. The cost of this review may be paid by the donor(s) or Cal Poly, subject to negotiation at the time of gift review.

711.2.4.9 Bargain Sales

Cal Poly may enter into bargain sale arrangements where the seller agrees to a deeply discounted price below fair market value. The gift is valued at the amount of the discount as evidence by documentation of standard pricing. All bargain sales, including the source of funds to complete the sale, must be reviewed and recommended by the GAC and approved by the Cal Poly or Auxiliary board, as appropriate.

711.2.4.10 Works of Art and Collections

Artwork acquired through donation (outright gift of property, bequests or cash designated for the purchase of art) are coordinated by UDAE, reviewed by the AAC, and if recommended, the property may be transferred to the collection. Commissions and purchases are coordinated with university organizations or auxiliary organizations such as the Associated Students, Inc. (ASI), the Cal Poly Foundation or the Cal Poly Partners (CPP), reviewed by the AAC, and if recommended, the property may be transferred to the collection.

Donated, commissioned, and purchased artwork proposed to the AAC for acquisition must have a declared, purchase, commission, or an appraisal value of at least $5,000. This threshold is a condition of artworks proposed for AAC review to ensure the following:

Artwork of greater artistic significance is considered by the AAC for education, research, and public service applications.

Artwork of greater significance justifies associated management and maintenance funding, which can be costly and specialized.

The minimum value aligns with the University property tracking policy (CAP 344)

Costs associated with short- and/or long-term general maintenance, restoration, insurance, preservation and/or conservation must be evaluated as part of the proposal process before the artwork is reviewed by the AAC.

Donations made by the artist are recorded as gifts at the value of materials and supplies only.

711.2.5 Financial Instruments and Planned Gifts

711.2.5.1- Securities

Securities are generally accepted. The following guidelines are applicable to securities:

711.2.5.1.1

As a general rule, all marketable securities shall be sold upon receipt unless otherwise agreed by the GAC. Applicable securities laws may restrict the sale of certain marketable securities; in such instances, the Gift Acceptance Committee shall make the final determination on the authorization to accept the restricted securities. Securities are recorded at the average high/low value on the date the shares were recorded in Cal Poly’s name.

711.2.5.1.2 Closely Held Securities

Closely held securities include not only debt and equity positions in non-publicly traded companies but also interests in LLPs and LLCs or other ownership forms. These gifts must be reviewed by the GAC prior to acceptance to determine that:

2. there are no restrictions on the security that would prevent ultimately converting these assets to cash;

3. the security is or will be marketable;

4. the security will not generate any unacceptable tax, reputational or other consequences or liabilities for Cal Poly.

Upon consultation with investment advisors, efforts will be made to sell nonmarketable securities to maximize return on investment. The final determination on the authorization to accept closely held securities shall be made by the GAC. Closely held stock is recorded at the per share value of the most recent sale or transaction, recent company financial statement or independent valuation or appraisal.

711.2.5.2 Life Insurance

Cal Poly must be named as both beneficiary and irrevocable owner of a whole life insurance policy before it can be accepted as a gift. A gift of a life insurance policy will not be accepted unless there is a clear and enforceable plan for payment of future premiums by the donor.

Premium payments should be recorded as gifts as they are received.

Cal Poly may be named as the beneficiary of a term life policy.

711.2.5.3 Charitable Gift Annuities

Any state licensed Auxiliary Organization may be the issuer of gift annuity contracts.

711.2.5.4 Charitable Remainder Trusts (CRT)

Cal Poly may accept designation as Trustee of a CRT with the approval of the GAC if at least 50 percent of the trust remainder is designated irrevocably to Cal Poly. Cal Poly may accept a designation as a beneficiary for a CRT for amounts less than 50 percent.

711.2.5.5 Charitable Lead Trusts (CLT)

Cal Poly may accept a designation as income beneficiary of a CLT and may accept an appointment as Trustee of a CLT on a case-by-case basis as approved by the Gift Acceptance Committee.

711.2.5.6 Retirement Plan Beneficiary Designations

Cal Poly may be named as a beneficiary of a retirement plan.

711.2.5.7 Bequest Intentions

Individuals may make bequests to Cal Poly . Bequest intentions may be counted in fundraising totals if Cal Poly is in possession of the portion of the will where the institution is named as beneficiary.

711.2.5.8 Individual Retirement Account Qualified Charitable Distributions (IRA QCDs)

Individual Retirement Account Qualified Charitable Distributions may be made by those 70 ½ or older in accordance with IRC Sec. 408(d)(8).

711.2.5.9 Gifts of Automobiles, Boats, or Other Vehicles

Gifts of automobiles, boats, or other vehicles must be reviewed and approved by the GAC prior to acceptance.

711.2.5.10 Gifts of Firearms or Ammunitions

Gifts of firearms or ammunitions must be reviewed and approved by the GAC prior to acceptance.

711.2.5.11 Gifts from Foreign Sources

For gifts of $5,000 or more, if possible, prior to accepting a gift from a foreign source or from privately held entities owned or controlled by a person or entity based outside of the United States, Cal Poly will conduct due diligence research on the entity.  This is to minimize the risk associated with collecting funds which may cause reputational or legislative harm to Cal Poly. 

711.2.5.12 Gifts of Cryptocurrency

Gifts of cryptocurrencies must be reviewed and approved by the GAC prior to acceptance.

Consistent with IRS Notice 2014-21 (https://www.irs.gov/pub/irs-drop/n-14-21.pdf) and IRS Publication 561, the gift value of virtual currency gifts is determined based upon the date that the transfer of the virtual currency is deemed to take place, in a similar fashion to marketable securities.

711.3 Financial Transactions that are Not Recorded as Philanthropic Revenue

Cal Poly follows IRS charitable gift regulations. Examples of transactions that may be accepted by Cal Poly, are not recorded as philanthropic revenue, and may be included in internal fundraising metrics and donor lifetime giving totals:  

• Contract revenues 

• Grants or funding from a government agency

• Grants received from a corporation or foundation where the organization owns the product of the work

• Gifts of time or service, including, but not limited to: 

  • Use of real property (e.g.: use of conference room, home; or vacation home)

  • Contributed services or volunteer labor

  • Printing or design work (other than cost of materials)

  • Leases of equipment

  • Advertising 

  • Photography (other than cost of materials) 

• Court ordered settlements/payments which are not voluntary 

• Expenses incurred in the transfer or appraisal of a gift

• Earnings or revenue from gifts previously accepted by the University (dividends, interest, royalties, rent, etc.)

• Royalties from affinity agreements 

• A payment for a raffle, lottery ticket or other chance to win a prize

• Gifts that the donor has directed Cal Poly to give to a specified person or family

• Interest income earned on a gift fund

• Appraisal fees paid by donors in relation to their gift

• Contributions from University employees credited to a budget over which the employee has authorization

• Payment in exchange for goods and services except when included in a philanthropic transaction

• Contributions to an entity that is not legally part of Cal Poly

711.4 Pledges

711.4.1 Documented Pledges

A pledge is a commitment to make a philanthropic payment in the future. All pledges must be documented in writing, for example, through a pledge commitment form, mail appeal return device, email, or gift agreement. Documentation should include the amount of the commitment, payment amounts, and payment schedule.

Pledge commitments are typically made for up to five years. Pledges for between five and ten years must be approved by the GAC. Pledges longer than ten years must be approved by the VPUDAE.

Pledges above $10,000,000 must be reviewed and approved by the GAC prior to acceptance.  

711.4.2 Non-Binding Pledges

Non-Binding pledges may be recorded for tracking and collection purposes. They are typically not considered financial transactions and are not included in receivables in the general ledger. Donors may receive recognition credit for these transactions. Examples of non-binding pledges include:

• Undocumented commitments

• Payments expected from third parties – see below

• Letters of Intent, typically from corporations or foundations

711.4.3 Third Party Payments

A donor may not make a pledge commitment on behalf of a third party.  For example, a donor may not make a pledge that includes payments from a Donor Advised Fund or a Matching Gift company.  These commitments may be recorded as a non-binding pledge for tracking and collection purposes.  The originating donor may receive “recognition” credit for these transactions once the funds are received.   

711.4.4 Exceptions and Modifications

Exceptions and Modifications to this policy should be reviewed and approved by the GAC.

718 NAMING FACILITIES, PROPERTIES, ACADEMIC ENTITIES AND RELATED AREAS

718.1 Policy Objective

This policy provides guidance to administrators, staff, volunteers and donors in support of Cal Poly in arranging for gift or honorific naming opportunities and recognition of major philanthropic commitments. Naming may honor individuals or organizations by recognizing exceptional contributions shaping the University, commemorate Cal Poly’s history and traditions, honor long-term and significant financial contributions to Cal Poly, or honor financial contributions to support the facility or program named.

718.2 Authority

The University President retains final authority for recommending naming opportunities to the California State University Board of Trustees (CSU Trustees) and for naming of endowments not requiring CSU approval (scholarships, endowed faculty positions, graduate fellowships, etc.). If CSU Trustees approval is required, the Academic Senate's Executive Committee must review the proposal as part of the approval process by the University President. The VPUDAE or designee assists in determining values of campus naming opportunities, prepares naming proposals, and ensures the approval procedures are followed.

718.3 General Guidelines

The following policy guidelines are generally agreed upon and, in the interest of negotiating significant gifts, may be modified for specific situations at the direction of the University President and the VPUDAE.

718.3.1

Each gift that occasions a naming opportunity must be accompanied by a written gift agreement signed by the donor or the donor’s designee and appropriate University officials.

718.3.1.1

The naming of any physical facility, campus grounds, or academic program is usually only appropriate when a significant gift is received.

718.3.1.2

Naming commitments are reflections on the ideals and reputation of Cal Poly, the CSU, and the State of California, and should be reviewed carefully for full compliance with applicable laws and ethical principles.

718.3.1.3

Named facilities are so named for the useful life of the facility and do not carry to a future replacement facility. Named endowments are so named in perpetuity. In addition, a facility can be named for a period of years, the terms of which must be explicitly detailed in a gift agreement.

718.3.1.4

No permanent naming of a facility, program or endowment will be committed without an irrevocable gift or a pledge at least 50% paid, as specified in the gift agreement. At the University President’s discretion, a naming may be reserved for a donor contingent on fulfillment of a pledge. If a pledge remains unpaid beyond the agreed upon period, the University President reserves the right to recommend another naming opportunity or other course of action.

718.4 Naming of Buildings and Interior Spaces

The following policy guidelines are generally agreed upon and, in the interest of negotiating significant gifts, may be modified for specific situations at the direction of the University President, the VPUDAE, and the GAC.

Naming recognition acknowledges the Donor’s generous philanthropy and good citizenship.  The public affiliation with the Donor’s name enhances the reputation of the University and inspires others to make philanthropic investments for the benefit of the University’s educational mission.  Should circumstances change in a manner that such affiliation would cause harm to the reputation of the University, the University may remove the name from any and all structures, facilities, endowments, programs, publications and any other University instrument or asset related to this gift.  University President may request that the Board of Trustees exercise its authority to rescind the naming recognition.  The Donor may revoke the University’s right to use the name at any time.

Naming opportunities may be time-limited and subject to regular review to ensure alignment with Cal Poly policies and procedures.

All naming opportunities should be in line with the published list of UDAE naming guidelines.

718.4.1 New Construction and Renovations

718.4.2 - Existing Buildings that Are Unnamed

The value to name a newly built, existing, or renovated facility, or a space within the facility, will be based on guidelines developed by UDAE. The naming ofsignificant existing, un-renovated facilities will be treated individually and must be approved by the University President and Vice President for University Development and Alumni Engagement

718.4.2 Facilities Named to Honor Individuals or Organizations

718.4.2.1

For individuals or organizations that have made extraordinary contributions to Cal Poly or to society, naming of a facility can be proposed if there has been broad influence on Cal Poly, or exceptional contributions to the nation or world. For individuals, two years must have passed from the time the person has been separated from any compensated role with Cal Poly.

718.4.2.2

For donors who have provided extraordinary financial support to Cal Poly in general, a donor (living or deceased) may be honored through a facility naming if approved by the GAC, the VPUDAE and the University President.

718.4.2.3

Major Exterior Spaces Outside Facilities (plaza, fields, malls). Major exterior spaces that are accessible to all may receive donor or honorific naming under the same standards and processes provided for facilities as set forth above.

718.4.2.4

Small Exterior or Interior Spaces, Bricks, Plaques and Benches. Small exterior spaces (including courtyards) and small interior spaces, bricks, plaques and benches may carry honorific, memorial or donor names as determined by UDAE.

718.5 Naming of Endowments

718.5.1

Endowed Faculty and Staff Positions. An endowed faculty or staff position may be established through a completed gift agreement endorsed by the donor and the appropriate University officials.

718.5.2

Endowed Student Support. A completed gift agreement endorsed by the donor and the appropriate University officials is required for the creation of any new student support fund. The director of Financial Aid retains final authority for specific eligibility criteria for scholarships.

718.5.3

Endowed Programs. Endowments may be created in support of colleges, departments, academic programs, co-curricular programs/activities, classroom and technology enhancements, student research and projects, and faculty and staff professional development. The amount required to name a specific endowment will be determined by UDAE in consultation with appropriate University officials, and the amount will be based on the scope and cost of the program to be supported. A completed gift agreement endorsed by the donor and the appropriate University officials is required for the creation of any new endowed program.

718.6 Dual Naming, or Changing or Eliminating Named Facilities or Programs

In general, when a gift from an individual, corporation or organization is involved, the naming lasts until a facility or program is replaced, substantially renovated or changed, or its purpose is permanently altered to such an extent as to be inconsistent with the original purpose.

718.6.1

If a facility or program is removed, or is substantially changed from its previous form, the University President reserves the right to pursue alternate methods of recognizing the donor whose name was on the previous facility or program.

Naming of a facility or program does not entitle the donor to continued naming of facilities or programs after a facility has been removed or substantially changed, or after a program has ceased to exist in its previous form. An exception could be granted if the University determines that a program is substantially the same, but with a revised focus or name. In cases where this determination is made, the University President may choose to retain the donor’s name on the program. In all instances, decisions to change a named facility or program lies with the University President or the CSU Trustees, depending on the level of naming involved.

718.6.2

If the use of a facility is changed, and the original donation was related to the previous use, the donor (if living) may be given the opportunity to have the name retained on some portion of the same facility or offered an alternative method of recognition. The donor’s name will not necessarily transfer to a new facility to be used for the original purpose. If the donor is deceased, the University will make a good faith effort to contact any immediate heirs of the donor to act on the donor’s behalf in determining what the donor would have preferred. If a facility use changes but the naming was not related to the previous use, the name will remain on the facility. If the facility is significantly changed from its previous form, the University President may recommend to the CSU Trustees recognition that a proportional percentage of the original facility be applied to the new facility. The exact type of recognition or signage may, however, not be the same as the original, depending on the facility design and layout.

718.6.3

A single facility or space may carry two honorific namings, or may be named in honor of two unrelated donors, or may be named under an honorific naming plus recognition of a donor. An existing naming may be converted to a dual naming if the dual naming does not violate a contractual commitment of Cal Poly to any donor, upon consultation and with sensitivity to the party whose name is currently applied to the facility or space, and with sensitivity to the history and traditions of Cal Poly. Dual namings may also be accomplished by assigning a new donor designated name or an honorific name to either an interior or exterior space situated within a larger interior or exterior space or facility that is already named, or an interior or exterior space or facility encompassing a smaller interior or exterior space that is already named.

718.6.4

If at any time new information comes to light so that continued use of a name may compromise the reputation of the University or the public trust, the University may at its discretion seek to revoke a naming. Revoking a naming requires approval by the University President or CSU Trustees, as appropriate.

718.7 Limited-time Naming

Naming opportunities offered to a donor for a specified time period (as opposed to a permanent naming opportunity) may be available at the discretion of the University President, based on recommendations from UDAE. They will be negotiated on a case-by-case basis, based on the benefit to the University.

719 Physical Memorials

719.1 Physical Memorials Honoring Individuals

Proposals for physical memorials honoring deceased students, faculty, staff, alumni, or friends of the University shall be presented to the VPUDAE, who will refer them to the Landscape Advisory Committee. The Landscape Advisory Committee shall review each proposal for its fit into the context of the campus’ physical environment, both existing and proposed. The findings and recommendations of the committee shall be submitted to UDAE for further development and implementation. Final review and approval shall be by the University President.

The University requires that all persons honored through a physical memorial shall have been deceased for a minimum time period of one year. Exceptions to this time limit may be considered in extraordinary circumstances by the VPUDAE in consultation with the Vice President for Administration and Finance.

Physical memorials shall be fully funded in advance whereby funding covers the gift and installation. UDAE, in consultation with the Landscape Advisory Committee, shall annually provide an updated list specifying the funding amount required to establish a physical memorial.

The University generally limits physical memorials to benches and plaques. The University discourages and normally will not permit the solitary planting of trees as a physical representation due to the possibility of damage or death from disease or other environmental factors.

The location of all physical memorials shall be recorded on a campus map and made available through the University’s Facility Services department.

All physical memorials shall be kept in place as long as they remain serviceable. A memorial may no longer be serviceable due to safety issues, construction projects, other campus modifications, or being damaged beyond repair. In the event a physical memorial is to be removed, a letter shall be sent to the designated donor contact advising of the reason for removal. The donor shall have the option of placing a new physical memorial at the current fee and under the terms in effect.

The VPUDAE should be contacted for other opportunities to recognize deceased individuals. These opportunities include, among others: scholarships, endowments, and naming opportunities in compliance with the University’s policy on Naming Buildings and Related Areas.

719.2 Physical Memorials Honoring Groups

Proposals for physical memorials honoring groups of deceased students, faculty, staff, or friends of the University shall be presented to the VPUDAE who will consult with the Vice President for Administration and Finance and the Provost and Vice President for Academic Affairs and refer to the Landscape Advisory Committee for consideration if appropriate. Final review and approval shall be by the University President.

719.3 Mustang Statue at the University Union

The Mustang Statue at the University Union is a campus landmark serving as a place to honor those who have served Cal Poly or their country. Plaques placed upon the statue commemorate significant events in the history of Cal Poly and memorialize those who made the supreme sacrifice while in military service. Proposals to place additional plaques or other physical representations shall be presented to the VPUDAE, who will refer them to the Landscape Advisory Committee. This committee shall review each proposal for its fit into the context of the campus’ physical environment, both existing and proposed. The findings and recommendations of the committee shall be submitted to UDAE for further development and implementation. Final review and approval shall be by the University President.

719.4 The Wall of Honor

The Wall of Honor, located at the University Union Mustang Statue, commemorates Cal Poly students and alumni who made the supreme sacrifice for our country while in military service. Proposals to place a name at the Wall of Honor shall be presented to the VPUDAE who will convene a nomination committee for consideration. The committee will be comprised of the VPUDAE or designee, the Vice President for Administration and Finance or designee, the Military Science & Leadership Department Chair or designee, and an alumni veteran representative appointed by the President of the Alumni Association. The findings and recommendations of the committee shall be submitted to UDAE for further development and implementation. Final review and approval shall be by the University President.

719.5 Mustang Memorial Plaza

Mustang Memorial Plaza, located in the southwest corner of campus next to the Alex G. Spanos Stadium (61), is a permanent memorial dedicated to the memory of those who lost their lives in the 1960 football team plane crash on October 29, 1960.

Dedicated: September 29, 2006

719.6 Mustang Memorial Field

Mustang Memorial Field is the playing field at the Alex G. Spanos Stadium (Building 61). It is a permanent memorial dedicated to the memory of those who lost their lives in the 1960 football team plane crash on October 29, 1960.

Dedicated: September 29, 2006