Section IV - UNIVERSITY ADVANCEMENT
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31 INFORMATION AND COMMUNICATION
31.01 Public Announcements
There shall be no public announcements or statements initiated by the system or its component universities relating to any matter or item that requires board approval prior to official board action other than those announcements and notices required by state law or authorized by other board policies, administrative memoranda, rules, or regulations.
The system and its component universities are highly visible, major public institutions and situations will arise in which public announcements or discussions of items requiring board approval are desirable or necessary prior to board action. The chancellor may authorize exceptions to the policy stated in the preceding paragraph after consultation with the chair of the board. In such cases, any advance announcement must state that the item is subject to board approval. (05/17/07)
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32 UNIVERSITY ADVANCEMENT
32.01 Management and Coordination of Activities
The chancellor is responsible for managing and coordinating all of the university advancement activities (development and university relations) on behalf of the system. Development and university relations activities involving the system administration, component universities, and volunteer groups will be planned and coordinated by the chancellor or his or her designee and managed by the appropriate professional staff at each component university. (05/17/07)
32.02 Naming Opportunities
The board must approve the naming of a building (new, existing or expanded), college, school, program, institute or center recognizing a donor for his or her generosity to the system or a component university. The board must also approve the naming of a building (new, existing or expanded), college, school, program, institute or center for the purpose of recognizing an individual or other entity based on distinguished leadership and/or service to the system or a component university. All naming opportunities should reflect favorably on, and bring honor to, the system.
The board must approve the removal of a name of a building, college, school, program, institute or center.
The board directs the chancellor to develop procedures and guidelines for the proposal and recommendation of naming opportunities and removing names. (05/17/07)
32.03 Acceptance of Gifts
The board must approve acceptance of gifts that result in the naming of a facility, college, school, program, institute or center. The board delegates to the chancellor or his or her designee the authority to give preliminary approval of gifts requiring board approval but the board must make its final acceptance of the gift prior to any public announcement. The board also delegates to the chancellor or his or her designee the final authority to approve acceptance of all gifts not specified elsewhere in these policies.
The chancellor shall report to the board on private support results and performance. (05/17/07)
32.04 Acceptance of Donated Property
The board delegates to the Chancellor the authority to accept all gifts of real property. The chancellor shall report to the board all such gifts. The chancellor shall administer these properties subject to board policies and directions. No public announcement of a gift of real property shall be permitted until after the Chancellor has accepted the property. (05/17/07)
32.05 External Constituency Records
The board directs the system administration to create and manage a comprehensive data base that provides each component with timely, accurate, and integrated records and ensures maximum accountability to the board in the area of alumni, donor, and other major external constituency relations.
While each component university has primary responsibility for carrying out its own external constituency development, the system administration should provide general direction of the creation and maintenance of an integrated demographic data base containing all alumni, donor, and other major external constituency records for the on-site use and benefit of all component universities. (05/17/07)
32.06 Private Support Organizations and Foundations
The board recognizes that there are legally incorporated nonprofit organizations (support organizations) whose sole purpose is to benefit the University of Houston System or any of its component institutions or any of the activities within those component institutions. These organizations are administered by boards of directors that are independent from the direct control and supervision of the UH System Board of Regents. However, because state law charges the board with governance of the system, the board must ensure that the existence, purpose, and operations of all such organizations and foundations are consistent with the board's policies and objectives for the system. The board therefore delegates to the system chancellor the authority necessary to ensure compliance with the following policy on the parts of all such private support organizations and foundations. The Chancellor and/or his or her designee shall report to the Board annually on the compliance status of each support organization.
Any nonprofit entity wishing to become a support organization of the system or any of its component institutions must first enter into a written agreement with the board that adequately addresses the following:
- use of the names or any parts thereof, of the University of Houston System, and its component institutions by the support organization;
- administration and investment of funds received by the support organization for the benefit of the system, including reporting and auditing requirements concerning assets, gifts, and distributions;
- use of system staff, facilities, and other resources;
- service by an officer or employee of the system and/or its component institutions as an officer or director of the support organization;
- remuneration of an officer or employee of the system and/or its component institutions by the support organization;
- access to the records and documents of the support organization by the University of Houston System, including its Internal Auditor;
- the compatibility of the activities of the private support organization in relation to the mission of the system; and
- other issues the Chancellor deems necessary in establishing rules governing all aspects of conduct of the system and its employees in relationship to the support organization. (05/17/07)
32.07 Coordination of Major Donor Prospect Cultivation and Solicitation Activity
The board designates the chancellor or his or her designee as the coordinator for all major donor prospects. All contacts, cultivation visits, and solicitations to major donor prospects must be coordinated by the chancellor or his or her designee through the prospect management system. The Chancellor shall develop guidelines and procedures for the prospect management system. (05/17/07)
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39 UNIVERSITY ADVANCEMENT MISCELLANEOUS
