XI. Communications and External Affairs

XI.A. Official Announcements
XI.B. Institutional Public Statements and News Releases
XI.C. General Fundraising

XI.C.1. Role of the Binghamton University Foundation
XI.C.2. Coordination of Request for Proposals to Approach External Constituencies for Fundraising
XI.C.3. General Fundraising Policies and Procedures
XI.C.4. On-Campus Solicitations and/or Not-For-Profit Organizations

XI.D. Political Activities and Assessments
XI.E. Maintenance of Public Order
XI.F. Campus Visits by Candidates for Political Office
XI.G. Questionnaires
XI.H. Visiting Speakers
XI.I. Guidelines for Sponsoring Campus Events
XI.J. Guidelines for Sponsoring Campus Events Requiring Extraordinary Security
XI.K. Press Conferences
XI.L. Guidelines on the Naming of Buildings, Grounds, and Schools

XI.A. Official Announcements

Inside BU is an online newspaper published by the Office of Communications and Marketing. It carries official announcements and other items of interest to the campus community. Copy submissions may be made on an ongoing basis and will be published as appropriate and timely. The Office of Communications and Marketing also distributes Dateline, a daily electronic news service including calendar of events, to faculty and staff; and B-line, a similar communication, to students during the academic year, when classes are in session.

XI.B. Institutional Public Statements and News Releases

Any public statement emanating from the University carries with it the possibility of benefit or damage to colleagues and to the institution. Therefore, all official public statements or news releases should be issued through the Office of Communications and Marketing.

XI.C. General Fundraising

XI.C.1. Role of the Binghamton University Foundation

The Foundation of the State University of New York at Binghamton is the official fundraising organization of the institution and exists to encourage greater private support of the University. It is a not-for-profit corporation whose sole beneficiary is Binghamton University. Contributions to it are tax deductible as allowed by law. Gifts from individuals (alumni, faculty, staff, parents, students, community members, etc.), foundations and corporations — defined as the University's constituents — are solicited and used to finance University programs for which other funds may not be available. The Foundation manages and allocates gift funds, and is also a repository for gifts of tangible property, such as works of art and books.

The Foundation accepts both unrestricted and restricted gifts. Unrestricted gifts are used where the needs of the University are the greatest — for student aid, scholarships, academic awards, graduate fellowships, faculty recruitment, undergraduate research, admissions programs, and alumni and Foundation programs. Restricted gifts are used as the donor stipulates; the only control the Foundation exercises over restricted gifts is whether they further the goals of the University and whether they can be administered in accordance with good business practices. The Foundation recognizes individuals or corporations, as required by the donor(s), so long as requests for such recognition are considered reasonable. Gifts "in memory of" or "in honor of" are also accepted, with appropriate recognition.

XI.C.2. Coordination of Request for Proposals to Approach External Constituencies for Fundraising

1. Policy

It is the policy of Binghamton University that no solicitation of funds or property shall be made by anyone or any agency of the institution, other than through the two campus organizations designated for these purposes: the Binghamton University Foundation or the Research Foundation of Binghamton University.

2. Research and Sponsored Programs

All applications for research and other sponsored programs are to be endorsed by the associate vice provost for research, using the approved University procedures. Generally a sponsored program results from a sponsor solicitation, is directed at specific objectives in a stated area of scholarship for a given term, and requires deliverables, including financial and technical reports. When any project includes the need for hiring staff, specifies considerable reporting requirements (technical or financial), or where the sponsor retains the right to review how the effort is undertaken, it should be administered by the Research Foundation.

3. Charitable Foundations and Corporations

The senior director of major gifts will be the first point of contact for faculty and staff interested in approaching corporations and foundations, unless the proposed project is specifically geared toward individual faculty research or is in response to a broadly advertised request for proposals to individual faculty members. If the project is one of a contractual nature involving faculty research and commitments of University facilities and personnel, it will be referred to the associate vice provost for research. Applications that will go to public funding sources such as NEH and NEA which have a private fundraising component, such as the challenge grant programs at these agencies, should also be directed to the senior director of major gifts. If the project is for an unrestricted institutional grant or is of a "gift" nature not requiring a deliverable product, it will be referred to the senior director of major gifts.

4. Other Constituents

All applications, solicitations or requests for donations which are intended for consideration by alumni, parents, faculty and staff, businesses, corporations, foundations or friends of the University must be cleared by the vice president for external affairs as executive director of the foundation.

Any dean, department chair, director, faculty or staff member who wishes to undertake any type of solicitation, fundraising program or request for support in the name of the University from alumni, students, business, industry, government, foundation or friends, or who seeks to establish a fundraising program, including "Associates," "Friends" or similar groups, must follow the Binghamton University Foundation guidelines established for this purpose.

XI.C.3. General Fundraising Policies and Procedures

1. Any request to undertake a fundraising program or solicitation of contributions from University constituents as defined above must be fully endorsed by means of a Special Fundraising Campaign Approval Form. An individual initiating a request from an academic department is responsible for securing the endorsement of the appropriate dean before submitting the request to the foundation for review by the senior executive director for advancement operations. Alumni networks (as defined by the Alumni Association's criteria for an alumni network), student groups and non-academic departments must secure the endorsement of the senior executive director for advancement operations. The vice president for external affairs as the executive director of the foundation, in consultation with the president, provides final approval for all fundraising requests. Included in this category are the following:
• Special fundraising efforts appealing to the University's constituents on behalf of scholarships, memorial funds, honorary funds, fellowships, aid programs, professorships, etc.;
• Establishment of an "Associates" or "Friends" program, designed to solicit financial support;
• Plans to raise funds for research project support, conferences, equipment, special symposia, etc.;
• Plans to add or reassign faculty or staff members, or to retain outside professional counsel, to conduct fundraising activities in the University's name.
2. It is the policy of this institution that no solicitation of funds (other than grants or contracts administered through the Research Foundation) or property shall be made by anyone for the benefit of the University, or any agency thereof, without the prior approval of the vice president for external affairs as the executive director of the foundation, acting for the president.
3. All funds raised are to remain with the foundation for the sole benefit of the University.
4. No outside organizations may use foundation or University constituent lists for the purpose of fundraising.
5. Groups or units which have approval to conduct fundraising campaigns must be willing to assist the foundation in identifying the specific segments of the general constituent groups they wish to solicit. The foundation will generally not approve requests to solicit entire foundation or University constituent groups as previously defined.
6. No solicitation of either the Binghamton University Foundation or Alumni Association boards is to occur without the prior approval of the vice president for external affairs as executive director of the foundation.
7. Information provided by the foundation or Office of Alumni Relations to internal or external requestors (e.g., foundation or Alumni Association boards of directors lists; prospect cards for campaigns; lists of alumni, foundation or Binghamton University Forum leaders or members) are to be used only for official foundation or Alumni Association business on behalf of Binghamton University. This information can be utilized for individual communication of a personal nature between members of the foundation or Alumni Association. However, use of these materials for any other purpose, including but not limited to reproducing and storing a retrieval system by any means (electronic, mechanical or photocopying) or using the addresses or other information for any private, fundraising, commercial or political mailing, is strictly prohibited and constitutes misappropriation of corporate property.
8. The Binghamton University Foundation and the Alumni Association do not engage in solicitations of support for political, religious or social action causes or campaigns.
9. All gifts must be made payable to the Binghamton University Foundation, which holds and manages the funds for the purpose designated by the donor(s). The foundation has the right to refuse gifts which are deemed to be inconsistent with the University's mission and/or best interests.
10. Special fundraising campaigns or other fully endorsed fundraising projects or programs should be coordinated through the foundation six months to one year in advance. Major fundraising campaigns (i.e., for anniversaries and other milestones) should be coordinated through the foundation one year in advance. Memorial campaigns will be conducted as needed.
11. The foundation will work with appropriate units in coordinating all aspects of fundraising initiatives, including the preparation of direct mail appeals, gift processing and acknowledgment. This will ensure that all fundraising initiatives meet professional fundraising standards, accounting and IRS guidelines.

XI.C.4. On-Campus Solicitations and/or Not-For-Profit Organizations

Generally, University policy prohibits the use of state resources, i.e. state and University stationery, time, personnel, distribution lists or address labels, etc., to assist external and/or not-for-profit organizations in fundraising. The only exception to this is the annual State Employees Federated Appeal (SEFA).

Some organizations may distribute information and solicit support as long as they adhere to the following policy guidelines:

1. the soliciting organization must be not-for-profit;
2. the use of state resources and personnel is not permitted, with the single exception noted above;
3. after appropriate arrangements have been made in the Office of the Director of the University Union, on campus solicitations may take place only in public areas of the University Union and also require co-sponsorship by a recognized student organization;
4. information materials on the organization's purpose may be made available at the time of solicitation, and an announcement of the not-for-profit organization's presence and purpose may be made in Inside;
5. individuals soliciting should carry identification showing their association with the not-for-profit organization;
6. solicitations may not take place in any campus areas other than the University Union.

The Office of the Associate Vice President for Business Affairs monitors adherence to this policy, and will provide further information to those interested. For more information on the Binghamton University Foundation policies, go to http://bingdev.binghamton.edu/administration/procedures/700series/700.htm. For more information on commercial solicitations on campus, go to http://bingdev.binghamton.edu/administration/procedures/200series/203.htm.

XI.D. Political Activities and Assessments

While employees are not discouraged from participating in the political process, there must be a clear separation between their political activities and the proper discharge of their duties as state employees. No employee is to conduct political activities on paid state time. State equipment, vehicles, and office space are to be used only for official business. The laws of the State of New York (Penal Law, Paragraph 774) specifically forbid the solicitation and contribution of political assessments by state officers and employees in any state office or building. No employee while participating in the political process is to explicitly aver or in any way imply that his/her views represent Binghamton University or any subdivision thereof.

XI.E. Maintenance of Public Order

http://www2.binghamton.edu/student-handbook/other-university-policies/maintenance-of-public-order.html

XI.F. Campus Visits by Candidates for Political Office

Candidates for public office are welcome at Binghamton University. As visitors to the University or guests of an academic department or student group, candidates may tour the campus, deliver speeches, and brief the student and external press. If candidates are not sponsored by an academic department or student group, arrangements for the visit must be coordinated by the Conference and Event Services Office. If requested, the Office of Communications and Marketing will inform the campus and the media of the appearance of a candidate sponsored by a campus organization in the same manner that the visit of any other notable speaker is publicized.

While employees are encouraged to participate in the political process, there must be a clear separation between their private political activities and their public role as faculty and staff of the University. There can be neither the endorsement nor the appearance of an endorsement of a candidate or use of state or Foundation funds by the University as a whole or by its administration, faculty, or staff for political campaign purposes. (See Political Activities and Assessments above)

Candidates and/or their sponsoring organizations must comply with campus policies requiring that any extraordinary expenses (security, room set-up and clean-up, and the like) be reimbursed to the University. Consistent with the University's "Guidelines for Hosting Campus Events Requiring Extraordinary Security Arrangements," (q.v.) the sponsoring organization is responsible for providing the appropriate administrative officers with a complete itinerary of the speaker's visit and of discussing with University Police any necessary security precautions. Solicitation of campaign contributions is prohibited.

According to the Trustees' "Policy on the Use of University Facilities by Non-Commercial Organizations," partisan political organizations may be permitted the use of University facilities subject to the above guidelines and to these specific conditions: "that the proposed meeting give promise of contributing to the educational purposes of the University; [and] that the University sees a reasonable possibility of making the facilities available for other viewpoints to be presented."

Candidates who are seeking the votes of individuals on campus may campaign in all public areas, including all streets, walkways, and parking lots. Candidates may also meet potential supporters in the main lobby of the University Union. Candidates are asked to refrain from disturbing students, faculty, and staff in the Library, in classrooms, in offices, and in their private living quarters in residence halls. The Office of Communications and Marketing will not participate in arranging publicity or making media contacts for an event sponsored by a partisan political organization.

XI.G. Questionnaires

Questionnaires concerning the University must be channeled through the Office of Institutional Research and Assessment, who will ensure that the appropriate offices respond and who will undertake review of the questionnaires as necessary. Since many of these questionnaires must be forwarded to the central staff in Albany for official submission by the State University, accuracy is essential. The purpose of this procedure is to avoid both inconsistencies in general University statistics and conflicting statements from different units within the total University.

XI.H. Visiting Speakers

http://www2.binghamton.edu/human-resources/international/honoraria-payments.html

XI.I. Guidelines for Sponsoring Campus Events

Procedures

Requests for non-credit use of any University facility by a non-University organization or a University organization sponsoring a conference must be made to either the Conference and Event Services Office or appropriate endorsing department administrative office, e.g. sports camps to Athletics, onstage performing arts to Anderson Center, etc.. All other requests (i.e. student groups) for non-credit use of University facilities must be made to the University Union Office.

Scheduling of Events

In order to insure appropriate scheduling of facilities and the observance of regulations concerning use and financial responsibility requirements, all requests for non-credit use of University facilities must be made in writing to the Conference and Event Services Office, endorsing department, or the University Union Office based on the following schedule:

1. Meetings, information tables, etc. - At least four (4) weeks prior, but no sooner than six (6) weeks prior to the event.
2. Conferences (not involving dormitory facilities), tournaments, seminars, athletic events, workshops, etc. - At least eight (8) weeks prior, but no sooner than six (6) months prior to the event.
3. Annual University conferences or conferences involving dormitory facilities - At least three (3) months prior, but no sooner than twelve (12) months prior to the event.

All requests for reservations more than twelve (12) months prior to the event shall be subject to approval by the Campus Events Coordinating Committee. Requests for use of facilities made after the minimum deadlines may be accepted by the University if workload allows.

Priority of Scheduling

1. Official University use of all facilities shall have first priority.
2. Requests for use of facilities for official purposes by Binghamton University affiliated groups, SUNY Central administration and New York State Government agencies will be given approval over other non-University organizations.
3. Once a commitment for facility usage has been made to a non-University organization, the organization will not be cancelled or displaced other than as provided for in the paragraph on cancellation (see below). 

Application

Requests should be made on forms or in other approved correspondence provided by the Conference and Event Services Office, University Union Office, or endorsing department and should contain all necessary information including but not limited to:

1. name and function of the group;
2. name of individual responsible for the event;
3. purpose of the meeting;
4. preferred meeting date;
5. University facilities (rooms, spaces, parking, etc.) , food service, electronic media equipment, personnel required and other special needs;
6. budget and sources of funds;
7. number of attendees;
8. liability statement, including certificate of insurance with declarations page naming the State of New York, State University of New York, and Binghamton University as additional insured.

Eligibility

1. All requests will be reviewed by the Conference and Event Services Office or University Union Office for conformity with State University regulations and Binghamton University policy, including the following conditions:
   • Eligibility of the group;
   • Consistency of the purposes of the event with the general objectives of the University;
   • Filing and executing the necessary documents.
2. Both the reserving organization and the purpose of the proposed event will be subject to approval by the Conference and Event Services Office or University Union Office as being compatible with these guidelines. When a clear determination of eligibility cannot be made by the Conference and Event Services Office, the request will be forwarded to the Campus Events Coordinating Committee for a final determination.

Notification

Reserving organizations and facility managers will be notified by the endorsing department of the determination of eligibility and available dates. Scheduling and detailed service request arrangements will be the responsibility of the endorsing department.

Cancellation

Binghamton University reserves the right to cancel any prior facility use authorization for extraordinary circumstances such as, but not limited to, those involving consideration of public health, welfare and safety. In addition, any individual or group of individuals who fail to comply with the University regulations, any special regulation which may apply to a particular facility or these Guidelines may suffer cancellation of the facility use authorization and also may be denied any subsequent authorization. A fully executed Revocable Permit must be in effect prior to the event.

Publicity

All information and promotional materials prepared by a reserving organization in conjunction with an event scheduled on the campus must state who the sponsoring group is and must not in any way imply sponsorship by Binghamton University unless specifically approved by the University. Prior approval of the material may be required by the University. Public advertisements for non-University organization activities shall be subject to approval by the conference coordinator as the University president's designee.

Sponsorship

1. Faculty or Staff Requests - The proposed use of space by faculty or staff for non-credit use will be subject to endorsement by the appropriate academic department chair, administrative office or other officially recognized University unit. The endorsing department is responsible for all damages, losses, or unrecovered expenses incurred during or as a result of the activity.
2. Student or Student Group Requests - The proposed use of space by students and student groups will be subject to endorsement by an organization recognized by the student government and must meet criteria established by the University Union Office and this policy.
3. Non-University Groups
   • The proposed use of space by non-University groups will be subject to endorsement by the Campus Conference officer.
   • Commitments regarding use of Binghamton University facilities may be made only by the Conference and Event Services Office and only after consideration of a formal application.
   • Individuals with room or building responsibility responding to personal or telephone inquiries concerning the type of facilities and/or services available should not convey any impression that a commitment of facilities or services has been or will be made. The individual or organization should be referred to the Conference and Event Services Office to complete a formal application for use of facilities.

Indemnification

It shall be understood and agreed to by a requesting individual or organization that said individual or organization shall be solely responsible for compliance with all applicable laws, rules, orders, regulations, codes, and requirements of federal, state and local governments. In addition, the individual or organization shall indemnify and hold harmless the State University of New York, the State of New York, and Binghamton University from and against any damage, fine, judgment, expense or charge suffered, imposed, assessed or incurred for any violation or occasion by any act, neglect, or omission of the organization, its servants, employees, or agents.

In the event of any damage or injury to the equipment or facilities provided by the University under these guidelines caused by the negligence or improper conduct of the individual or organization, its agents or employees, the individual or organization shall cause the said damage or injury to be repaired or remedied as speedily as possible at its own cost and expense. Notwithstanding the above, if any loss is the result of negligence on the part of the University, the individual or organization shall be released of its responsibility for replacement of lost or damaged equipment or facilities.

Financial Arrangements

1. Billing - The endorsing department will be responsible for billing appropriate users for utilization of University facilities.
2. Food Service - All required food service will be provided by the Binghamton University Dining Services. The organization requesting food service shall be financially liable for the number of meals and food requested, and shall guarantee to have guests appear for food service promptly as scheduled. A guaranteed number of guests may be required for each meal. Additional costs incurred by the University Dining Service due to failure to meet these arrangements shall be paid by the reserving organization.
3. Deposits - For non-University groups, a deposit will be required at the time the reservation is confirmed by the Conference and Event Services Office. Normally, conferences or events for which billing of $500 or more is anticipated must have a deposit equal to 5 percent of projected billings on file with the Conference and Event Services Office 60 days prior to the event. This deposit will be held intact by the Conference and Event Services Office until the conclusion of the event and assessment of charges. Should there be any damages not covered by appropriate insurance, if applicable, the cost of such damages will be deducted from this deposit, or billed to the group if damages exceed the 5 percent deposit. Should the event be cancelled, through no fault of the contracting party, the deposit will be refunded less any expenses incurred by the University. However, should the contracting party default on the scheduled event, then the deposit will be retained by the University. Any exceptions to this policy will be subject to approval by the Campus Events Coordinating Committee.
4. Insurance - Non-University organizations must carry adequate insurance covering their interests as well as naming the State University of New York, New York State, and Binghamton University as an “additional named insured" for the dates University facilities are to be used, and with limits as determined by SUNY policy.
5. Reporting Requirements - If admission is charged or donations are solicited by an organization for an event held at Binghamton University and proceeds are not received and disbursed by an authorized University fiscal and disbursing agent, a financial report showing gross income, itemized expenses, and proposed use of net income may be required by the Conference and Event Services Office.

XI.J. Guidelines for Sponsoring Campus Events Requiring Extraordinary Security

From time to time campus organizations sponsor events that tend to generate a great deal of controversy within the community. These situations often require special attention, not only from the sponsor, but from the University, since these programs may create an environment that may threaten the safety of those attending and/or involved.

A set of guidelines has been established for the handling of this type of event. A copy of these guidelines is available from the dean of students or the Office of Student Affairs. A copy of these guidelines will be given to the sponsoring group well in advance of the event.

XI.K. Press Conferences

Some University visitors or announcements may be of special interest to the press. The general purpose of a press conference is to efficiently coordinate press coverage. A press conference for noteworthy and interesting visitors or announcements will also generate favorable exposure for the University within the region.

When there is reason to believe that press interest exists or will develop, the University member responsible for the item should consult with Communications and Marketing about arranging a press conference or a series of press interviews. Anyone involved should be contacted in advance by the University member responsible, should be informed that the University is considering a press conference, and should be given an opportunity to indicate any preference regarding such an arrangement. If there are objections, no press interviews will be scheduled.

XI.L. Guidelines on the Naming of Buildings, Grounds and Schools

In giving an official name to Binghamton University's buildings, grounds, or to identifiable portions of buildings and outdoor campus areas, and in giving an additional name to a school of the University, the following criteria will be used.

1. The name should advance the reputation as well as increase the understanding of and public support for the University and its programs.
2. The name should honor an individual or group of individuals, an organization, a geographic area, or a political subdivision that has a definable and significant connection with Binghamton University's history, academic programs, research projects, public services, or development priorities.
3. The name should not confuse the public about the location or function of the designated building, area, or school, but rather should enhance a visitor's ability to identify, locate, and use it.
4. An additional name for a school shall incorporate a functionally related name (e.g., The Bartle School of Library Science). The name will be proposed by the president to the Binghamton University Council according to the procedure established by the University and in conformance with the guidelines established by the Board of Trustees of the State University of New York.

The president's proposal to the Council will be accompanied by:

1. a statement that clearly demonstrates that the proposed name, be it of a person, group of persons, an organization, a geographic area, or political subdivision, has a significant relationship to the University and its development priorities;
2. the recommendation of the president, which, in giving an additional name to a school or unit of the University, shall be made after consultation with the faculty and staff of the unit involved. In accordance with SUNY Board of Trustees policy (Policy Handbook, section 070), the Binghamton University Council shall forward its recommendation on the naming of buildings or grounds or on the additional name to be given to a school or other unit of the campus for consideration by the Chancellor of the State University, and for submission to the Trustees of the State University for appropriate action if necessary.