Policies & Procedures

I. PURPOSE

Facilities and programs at Longwood University may be named for individuals, corporations, organizations or other entities. Naming opportunities are intended to honor those who have made substantial monetary contributions to Longwood University and/or to honor those who are considered to have had a significant positive impact upon Longwood University and its students. The Longwood University Board of Visitors shall make all final decisions in regard to commemorative naming of University facilities and programs.

II. DEFINITIONS

1. Facilities-The term "facilities" includes buildings, rooms, interior spaces, exterior spaces (gardens, courts, plazas, memorials, markers, etc.), streets, athletic fields, open spaces, forests and all other tangible and relatively permanent features owned, operated or controlled by Longwood University.
2. Programs-The term "program" includes divisions, colleges, departments, institutes, centers and other units associated with university functions.
3. Commemorative Names-The term "commemorative naming" is a name used to recognize those who have made significant contributions in service, support or honor of Longwood University. Such naming seeks to recognize the best Longwood values and traditions, with a special emphasis on those who have been strong advocates of the pursuit of knowledge and the enhancement of higher education. There are two categories of commemorative names:
   1. Benefactor Recognition-Benefactor naming recognizes substantial financial contributions by donors to the university in accordance with applicable Longwood University and Longwood University Foundation policies on the value of gifts.
   2. Memorial/Honor Recognition-Memorial/Honor naming recognizes individuals who have made extraordinary contributions to Longwood University and whose lives and personal qualities deserve to be remembered and emulated. The individual or his or her contribution should usually have a relationship to the facility or program being named.

III. POLICY

1. Benefactor Recognition-When naming a facility or programmatic unit for a person, family, organization or corporation where there is a gift to the university, consideration shall be given to the following factors:
   1. the significance of the gift to the likely realization or success of a facility, project or programmatic unit;
   2. the urgency or need for the facility, project or programmatic unit, or continuing support for the program;
   3. the standing of the individual, family, organization or corporation within their communities or profession;
   4. the nature and duration of the relationship of the proposed honoree to the university; and
   5. philanthropic commitments connected with the naming can be realized.
   6. In addition, the Vice President for University Advancement in consultation with the University President shall approve the minimum gift levels for all benefactor recognition naming opportunities. The gift levels are minimum amounts needed to name respective opportunities.
2. Memorial/Honor Recognition--When naming a facility, project or programmatic unit for a person, family or organization where there is no gift, the proposed honoree shall have achieved distinction in one or more of the following ways:
   1. serving the University with high distinction;
   2. by contributing in other exceptional ways to the welfare and reputation of the university, to education or to the community in general;
   3. the standing of the individual, family, organization or corporation within their communities or profession; or
   4. the nature and duration of the relationship of the proposed honoree to the university.
3. Prior to recommending approval of the naming of a facility, project or programmatic unit for a person, family, organization or corporation, the University shall have a reasonable assurance that:
   1. the proposed name will bring additional honor and distinction to the University; and
   2. the recognition implied by the naming is appropriate for the behavior exhibited by the individual, family, organization or corporation.
4. Names of living or deceased individuals may be considered.
5. The Vice President for University Advancement shall administer this policy and reference it as appropriate in any written agreement or understanding regarding naming.

IV. PROCEDURES

1. All proposals for the naming of facilities, project or programmatic units for an individual, family, organizations or corporation shall be submitted to the Vice President for University Advancement in writing for review prior to any discussion with a potential donor or honoree.
2. The Vice President for University Advancement shall forward proposals to the Space Planning and Management Committee. The committee shall give timely consideration to all proposals, weighing them on their individual merits and consulting with others outside its membership when appropriate and necessary.
3. Based on the merits of the case and the available information, the committee shall provide the Vice President for University Advancement with its recommendations on each proposal.
4. The Vice President for University Advancement, in consultation with the President, shall review the committee's recommendation.
5. If deemed appropriate, the Vice President for University Advancement shall present the proposal and the recommendations of the Space Planning and Management Committee to the University Cabinet. The University Cabinet shall review the proposal and the recommendations. The Cabinet shall advise the President on further action.
6. Based on recommendations, advice and the best interest of the University, the President may move forward with an official naming resolution to the Longwood University Board of Visitors.
7. Budget implications in regard to signage shall be agreed upon in advance by the Vice President of University Advancement, the President and the affected area.

V. LIMITATIONS

1. A benefactor naming in recognition of a pledge is contingent on fulfillment of the pledge and shall be approved on that condition.
2. Commemorative naming is generally expected to last the lifetime of the facility, project or programmatic unit. Naming associated with a specific facility, project or programmatic unit does not preclude further naming within the facility, project or programmatic unit.
3. Longwood University policies shall be followed for all commemorative display signage for commemorative recognition. Longwood University policies for print and web materials will also be followed in connection with commemorative recognition.
4. Donors and honorees many offer advice in academic facility construction, project design or program development but input shall be limited to opportunities available to all stakeholders/constituents.

VI. REMOVAL OF NAMES/RENAMING

1. Any proposal to rename or to add a second name of commemoration shall be reviewed by the Vice President of University Advancement. The review shall include documents pertaining to the original gift and/or naming, as well as all documents associated with the proposed renaming.
2. If deemed appropriate, the Vice President for University Advancement shall present the proposal to the University Cabinet. The University Cabinet shall review the proposal and shall advise the President on further action.
3. Based on recommendations, advice and the best interest of the University, the President may move forward with an official resolution to the Longwood University Board of Visitors.
4. When a facility, project or programmatic unit is proposed for renaming, Longwood University representatives will make all reasonable efforts to inform, in advance, the original donors, honorees, their immediate family members, organizations and corporations.
5. When a facility, project or programmatic unit ceases to exist, the university will make every effort to continue to commemorate memorial/honor or benefactor recognition in an appropriate way.
6. The University reserves the right to withdraw a name under extraordinary circumstances when, based on information unavailable at the time of the naming, the continued use of the name would compromise the public trust and reflect adversely upon the University. In the case of a benefactor naming, the University many remove a name upon the failure of a financial commitment to be satisfied.
7. The Board of Visitors must approve any removal of names and/or renaming.

VII. EXCLUSIONS/LIMITATIONS

1. Any exception to this policy will require the approval of the President and Board of Visitors.
2. Under ordinary circumstances, serving Board of Visitors, elected officials and university employees are not eligible for naming. The Board may make exceptions to this rule if other unusually meritorious reasons justify the naming.

Approved by the Board of Visitors September 15, 2012