Donations & Gifts Policy

Provostial Statement on Donation Guidelines /
Role of Advisory Bodies / Naming Principles & Procedures

The University of Waterloo is fortunate to have the support and commitment of private benefactors to help it achieve and maintain its place among the world's leading universities. Gifts from individuals, foundations, associations and corporations are vital to complement the public support provided by provincial and federal governments.

The following guidelines reflect the principles that shape relationships with donors and confirm UW's commitment to programs of the highest calibre, and to continued productive partnerships with the private sector within a framework defined by UW's fundamental values and its academic mission. UW's Fifth Decade Plan, 'Building on Accomplishment' (1997) sets out the framework:

'The University of Waterloo's mission is to advance learning and knowledge through teaching, research, and scholarship, nationally and internationally, in an environment of free inquiry and expression. The university fulfils this mission by offering undergraduate and graduate students the best possible education experience in selected regular, co-operative education, and professional programs; by engaging in basic and applied research and scholarly activity that is recognized nationally and internationally; and by providing service to society through the transfer of knowledge and cultural enrichment. What makes UW distinctive is the innovative approach it takes to achieving its mission, through co-operative education, distance education, technology transfer, and research partnerships at the local, national, and international levels. An outward-looking perspective orients UW to the challenges that face our society and economy.'

UW is committed to academic freedom, which provides the possibility of examining, questioning, teaching and learning, and involves the right to investigate, speculate and comment without deference to prescribed doctrine; this commitment may not be abridged. UW values and will protect its integrity, autonomy and academic freedom, and does not accept gifts when a condition of such acceptance might compromise this fundamental principle.

UW gift solicitation is informed by and consistent with established academic priorities. Designated gifts are used expressly for purposes for which they are given, and these purposes must be consistent with UW's mission and academic priorities. Undesignated gifts are used for such purposes as UW judges will best advance its mission.

UW does not accept gifts that require it to provide valuable consideration to the donor or anyone designated by the donor, such as UW employment, enrolment in a UW program or a procurement contract, nor does it accept gifts that involve unlawful discrimination or conflict with any provisions of law. In the course of negotiations concerning formal agreements, these guidelines will be given to donors, and the Policies and Guidelines referred to herein will be referenced in the agreements, as appropriate. Where agreements contain provision for advisory boards and committees, UW will create such advisory bodies with the agreement of the relevant academic unit or units, and these bodies will conduct themselves within the understandings expressed in the Provost's Statement on the Role of Advisory Bodies below.

Gifts for Chairs, Professorships, and other academic appointments and programs must be in accord with UW policies, practices and procedures, including Policy 76 on Faculty Appointments, the policy on Endowed Chairs, Professorships, Lectureships and Programs, and the Provost's Guidelines for the Selection and Approval of Named Chair Appointments. Namings in recognition of benefactions are determined in accordance with UW Naming Principles and Procedures below. UW is committed to the highest standards of donor stewardship and accountability, including appropriate acknowledgement and recognition of gifts. Formal reports to donors are provided by the relevant senior University officer or the academic office to which the chair or program reports.

The terms and conditions governing the use of donations are matters of public record, except for information which is personal or proprietary, in accordance with UW Protection of Privacy and Freedom of Information Guidelines. A list of all donations over $250,000 is provided by the Vice President, External Relations to the Board of Governors and Senate at least annually.

ROLE OF ADVISORY BODIES

In general, UW welcomes participation of external members on advisory bodies because they help to create bridges of understanding and assist the University in its relations with public and professional communities. UW creates such advisory bodies with the agreement of the relevant academic units and chooses its external members for their knowledge, expertise and experience, for their ability to provide valued counsel and guidance, and for their commitment to the purposes of the University. The advice of advisory bodies is welcomed and understood in the spirit of this shared commitment.

Academic appointments may be made after consultation with an advisory body. In all cases, however, UW policies and procedures on academic appointments must be followed. Furthermore, in no case shall a donor select or have a veto over an appointment. Participation by donors or their representatives in the selection of candidates for student awards shall be governed by the Policy on Student Awards, which vests the final choice of recipients in hands of the UW awarding body.

UW NAMING PRINCIPLES & PROCEDURES

The principles / procedures below govern the naming of UW Faculties, Departments, Schools, Chairs, Professorships, academic programs and facilities [broadly interpreted to include playing fields, roads and open spaces, buildings or parts thereof]; they also govern changing or discontinuing a name.

Principles

Decisions to name are made in consultation with appropriate individuals and groups within the UW community.
Persons, organizations or corporations whose names are used will have rendered outstanding service to the associated disciplines / fields and / or to UW, the Province of Ontario, or to Canada.
Normally, naming in honour of a member of the UW community will not occur while that person is a regular UW employee.

Procedures

A matrix of naming opportunities [valued at < $1 million] will be prepared and updated periodically. This matrix and subsequent updates will be approved by the President following consultation with the Senate and Board of Governors Executive Committees.
Naming proposals will be referred to the President. If the President determines that the suggested name is worthy of the honour, the President, with due regard for confidentiality, shall consult with appropriate individuals and groups within the UW community to determine whether they support the proposal.
If the President determines that the proposal has sufficient support and it falls within the naming opportunities listed in the matrix, the President may decide to approve the proposal and shall so inform those consulted.
If the President determines that the proposal has sufficient support and it does not fall within the naming opportunities listed in the matrix, the President shall issue a confidential memorandum to all members of the Senate and Board of Governors Executive Committees and, when a UW facility is involved, the members of the Building and Properties Committee, outlining the reasons for the proposal and inviting comment. If there is support for the proposal, the President shall take it to Senate for information and discussion, and to the Board for approval.

Endorsed by Executive Council [EC] - October 1 / 03

Note: Specific naming opportunities for each major building will be provided to EC for information as instances arise.