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.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
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.
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.
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.
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.
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.
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.
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.
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:
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.
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.
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.
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.
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.
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:
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.
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:
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.
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.
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.
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.
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.
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.
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.
The president's proposal to the Council will be accompanied by:
Last Updated: 1/31/13