Naming of Buildings

Naming of Buildings and Facilities Procedure

Policy Code: CG1963

Purpose

This procedure provides a consistent and transparent framework and process for the naming of buildings and facilities owned and operated by Federation University Australia.

Scope

This procedure applies to all buildings, facilities and other spaces on all campuses.

Legislative Context

  • Federation University Act 2010

Definitions

A complete list of definitions relevant to this procedure is contained within the Naming of Buildings and Facilities Policy.

Actions

1. Confidentiality and Privacy

All personal information collected in the course of recognising individuals and/or organisations for their significant contributions to the University or public life or benefaction to the University will be treated as strictly confidential and are not discussed with individuals or their families prior to consideration by Council – refer Information Privacy Policy.

2. Conflict of Interest

No University staff member should receive a private, personal benefit as part of or in association with, any naming rights proposal – refer Conflict of Interest Policy.

3. Naming of Buildings and Facilities

Federation University Australia may name University buildings, parts of buildings, rooms or other distinct areas of a campus to recognise:

  • Significant contributions to the University
  • Significant contributions to public life;
  • Significant benefaction to the University; or
  • Significant importance to the University.

Proposals for the naming of buildings and facilities should be prepared according to the Actions following.

4. Proposal requirements - significant contribution or importance to the University or public life

  ACTIVITY RESPONSIBILITY STEPS
A. Review ‘naming’ criteria Proposer
  1. Conduct an analysis to ascertain that the proposal is:
    • consistent with the University’s values
    • recognising outstanding contributions or importance and balances the significance of the building, facility or other space being named with the contribution made
    • at least two years later than the retirement or resignation, if the individual was previously an employee of the University
    • will not impose or imply conditions that would limit the University’s ability to carry out its operations fully and impartially
B. Seek approval Proposer
  1. A proposal to name in recognition of distinction must have the written approval of the person to be recognised.
  2. If the person is deceased, approval should be sought from the person’s family however if there is no family, this should be noted in the proposal and the naming process should proceed as per Activity C – Prepare proposal. If the deceased person is Indigenous and if there is no family, the Indigenous community should be consulted on appropriate wording.
C. Prepare proposal Proposer
  1. Include all relevant details in the proposal, including:
    • Duration of the proposed naming
    • The terms or basis of the proposed naming, if any
    • The possible impact of the proposed naming on the University’s name, reputation or other interests
    • The appropriateness of the person, organisation or body being commemorated in relation to the area of the University proposed to be named
    • Appropriate consultation
  2. The proposal submission should also include details of how the proposed named is to be identified or interpreted on the building, facility or other space – refer Action 6 Signage
  3. Other details which should be covered within the proposal include:
    • information that will enable an understanding of the proposed identification method
    • responsibility for installation
    • funding of any physical work
    • a program with proposed completion and unveiling dates
  4. A statement addressing any specific requirements
  5. If the person is deceased, approval should be included from the person's family or if the deceased person is Indigenous and if there is no family, approval should be included from the Indigenous community.
D. Submit proposal

Proposer

Council

  1. Submit the completed proposal to the Vice-Chancellor
  2. Following due consideration, Council, on behalf of the University may reject any request or proposal for naming rights
  3. Council consideration should take into account overall diversity balance within building names.
  4. Council consideration shoudl take into account if the proposal includes an Indigenous Australian name or wording, appropriate community and University consultation must be undertaken
  5. Only after Council has approved the naming of a building, facility or other space may a public announcement be made on behalf of the University
  6. If approval is not given, the proposer will be advised accordingly
E. Notification

Proposer

Council

  1. Once approval is given, a formal letter will be sent to the individual or organisation notifying of the outcome of the naming process.
F. Register

Proposer

Council

  1. Once finalised, any naming of building or facilities should be added to the Naming of Buildings and Facilities Register.

5. Proposal requirements - significant benefactions to the University

  ACTIVITY RESPONSIBILITY STEPS
A. Review ‘naming’ criteria Proposer
  1. Conduct an analysis to ascertain that the proposal is:
    • consistent with the University’s values
    • will not impose or imply conditions that would limit the University’s ability to carry out its operations fully and impartially
B. Seek pre-approval Proposer
  1. The proposal submission offering naming rights as recognition to prospective benefactors must be submitted to the Council Executive Committee prior to making the offer to any prospective benefactor
  2. Consideration may be given to naming the building, facility or other space directly after the benefactor or the benefactor may be recorded as a sponsor under a functional title
C. Prepare proposal Proposer
  1. Include within the proposal:
    • Details of how it could be included in an official fundraising campaign plan (signed off by the Vice-Chancellor)
    • The names of all prospective donors being offered naming rights and specific area/s to be named
    • Details of all conditions regarding the naming rights including:
  • Amount of benefaction
  • The duration of naming rights offered in each case
  • Suggested wording of the naming rights; and
  • Size and design of the signage
D. Submit to Council

Proposer

Council

  1. Submit the completed proposal to Council’s Secretariat
  2. Following due consideration, Council, on behalf of the University may reject any request or proposal for naming rights
  3. Council consideration should take into account overall diversity balance within building names.
  4. Council consideration shoudl take into account if the proposal includes an Indigenous Australian name or wording, appropriate community and University consultation must be undertaken
  5. Only after Council has approved the naming of a building, facility or other space may a public announcement be made on behalf of the University
  6. If approval is not given, the proposer will be advised accordingly
E. Notification

Proposer

Council

  1. Once approval is given, a formal letter will be sent to the individual or organisation notifying of the outcome of the naming process.
F. Register

Proposer

Council

Once finalised, any naming of building or facilities should be added to the Naming of Buildings and Facilities Register.

6. Fixed term or temporary naming

  ACTIVITY RESPONSIBILITY STEPS
A. Prepare and submit proposal Proposer
  1. A proposal may be prepared and submitted to Council which recommends issuance of naming rights for a length of time less than the life of the building, facility or other space, depending on the reason for naming and the nature of the location
B. Recognise sponsorship Marketing and Public Relations
  1. A proposal may be prepared in recognition of sponsorship for a pre-determined period of time
  2. An agreement may be negotiated between the sponsorship donor and the University
  3. Any agreement will specify that no direct financial or commercial advantage will be sought from the association of the donor’s name with the building, facility or other space

7. Signage

The newly named building, facility or other space dictates the requirement to provide signage or other interpretation to identify it.

  ACTIVITY RESPONSIBILITY STEPS
A. Use of the logo Marketing and Public Relations
  1. Seek clarification on the proposed use to ensure that the University’s corporate image protocols are followed
B. Proposed signage Marketing and Public Relations
  1. Follow the University’s signage practices and design standards in relation to brand and visual identity referring to the Campus-wide Wayfinding Guidelines:
    • Interior signage only is to be used for newly named spaces within buildings and must be complimentary with the design elements of any existing signage and/or furnishings
    • Only building identification signs are permitted on the exterior of buildings
  2. In instances where signage practices and design standards are not applicable, alternate proposals will be considered on merit

8. Removal (de-identifying) or replacing a name

  ACTIVITY RESPONSIBILITY STEPS
A. Prepare proposal to remove or replace Proposer
  1. While the naming of  a University building, facility or space is generally considered to be permanent, consideration for its removal or replacement may be required if:
    • The agreed period of the naming right has expired (eg sponsorship agreement)
    • The building or facility is to be demolished or discharged from its present use
    • The existing name does not adequately reflect the status or naming opportunity for the building, facility or other space
    • The individual or organisation after whom the building, facility or other space has been named comes into disrepute

9. Transferring a name

An existing approved name may be transferred or reinterpreted onto a new building, facility or other space to maintain campus heritage if the existing location substantially changes eg is removed, demolished, modified or redeveloped in a manner not in keeping to the ‘name’.

  ACTIVITY RESPONSIBILITY STEPS
A. Develop and submit proposal to transfer Proposer
  1. Investigate whether the proposed new location matches with the status/prominence of the original location, considering:
    • Relevance and appropriateness
    • That the name/location is easily distinguished
    • Timing of change
  2. Develop and submit a proposal to Council which includes sufficient detail to enable full consideration within proposed timeline for the name transferal

Responsibility

  • Deputy Vice-Chancellor, Engagement is responsible for monitoring the implementation, outcomes and scheduled review of this procedure.
  • Acting Director, Corporate Governance is responsible for maintaining the content of this procedure as delegated by the Deputy Vice-Chancellor, Engagement.
  • Acting Director, Corporate Governance is responsible for the administration support for the maintenance of this policy as directed by the Deputy Vice-Chancellor, Engagement.

Promulgation

The Naming of Buildings Procedure will be communicated throughout the University via:

  • An Announcement Notice via FedNews website and on the ‘Recently Approved Documents’ page on the ‘Policies, Procedures and Forms @ the University’ website to alert the University-wide community of the approved Procedure.

Implementation

The Naming of Buildings Procedure will be implemented throughout the University via:

  • An Announcement Notice via FedNews website and on the ‘Recently Approved Documents’ page on the ‘Policies, Procedures and Forms @ the University’ website to alert the University-wide community of the approved Procedure.

Forms/Record Keeping

Document Title Location Responsible Officer Minimum Retention Period
Personal information sourced in relation to naming of buildings, facilities and other spaces Council Acting Director, Corporate Governance Destroy when administrative use has concluded

Proposal applications

-        Unsuccessful

-        Successful

Council Acting Director, Corporate Governance

Destroy Twelve months from decision date

Destroy Seven years from decision date

Sponsorship agreements Council Acting Director, Corporate Governance Destroy Seven years after agreement has expired

Proposals to remove, replace or transfer

- Successful

- Unsuccessful

Council Acting Director, Corporate Governance

Destroy Seven years from decision date

Destroy Twelve months from decision date

Naming of Buildings and Facilities Register Council Acting Director, Corporate Governance Permanent

Application outcome noficiation and correspondence

- Successful

- Unsuccessful

Council Acting Director, Corporate Governance

Destroy Seven Years from decision date

Destroy Twelve months from decision date