Last Updated 03/24/2015 - University Policies

University Policies
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VPE-02
Sponsorships and Memberships in External Organizations
VPE-02
About This Policy
Effective Date:
01-01-2012
Last Updated:
03-25-2014
Responsible University Office:
Office of the Vice President for Engagement
Responsible University Administrator:
Office of the Vice President for Engagement
Policy Contact:
Rozzie Gerstman Assistant Vice President,
Office of the SVP & CFO
gerstma@iu.edu
Related Information
* Licensing & Trademark Policy
* Allowable Hospitality Expenses
* Payments for memberships in Social Organizations
* Donations and Contributions to Other Entities
* Signature Authority and Delegation
* Guidelines on State and Federal Lobbying and Political Contacts
* IU Visual Identity Guidelines
* IU Foundation Policies (requires authentication)
Related Forms
* Sponsorship/Membership Data Collection Form
Scope
Policy Statement
Reason For Policy
Procedure
Definitions
Additional Contacts
History
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Scope
All university units.
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Policy Statement
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University Policies
VPE-02
Units may use university funds or Indiana University Foundation account funds to participate in sponsorship or membership activities with external
community-oriented, charitable, or business-related events and organizations that enhance the unit’s mission or image. Planned participation with
such external organizations, within the scope of this policy, must be submitted to the Office of the Vice President for Engagement in advance of the
participation. the Office of the Vice President for Engagement will review all requests and coordinate participation with units expressing similar interests.
the Office of the Vice President for Engagement will also maintain membership and sponsorship lists in order to extend opportunities for participation to
more university units and to comply with federal lobbying regulations.
The following purchases must also be approved by the Vice President and Chief Financial Officer (VP & CFO):
• Sponsorship participation and/or event purchases by a unit with a total cost of more than $2,500.
• Memberships with a cost of $10,000 or more.
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Reason For Policy
Indiana University strives to maximize the benefits received from sponsorship/ membership funding not only for individual university units but for
the overall reputation and image of the university. Review and coordination of external sponsorship/ membership event purchases and funding will
facilitate partnerships among units and help ensure the university is utilizing public and private funds to the maximum extent in any public outreach
effort. Cohesion of the university presence is critically important to the overall reputation and protection of the university image. Units are encouraged
to continue public outreach efforts through sponsorship and membership and, by adding a central point of review, units may realize greater benefit for
equal or lesser financial expense. In addition, federal lobbying laws require that IU review all memberships in external organizations and disclose those
memberships if the organization participates in federal lobbying.
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Procedure
Before purchasing a sponsorship, event ticket, or membership (for an individual, unit or institution); or before a contract or agreement within the scope
of this policy is signed, units must complete the Sponsorship/Membership Data Collection Form and submit it to the Office of the Vice President for
Engagement no less than 7 days prior to event sponsorship deadlines. Units are encouraged to make submissions earlier if at all possible. Information
provided on the form will be used to identify possible collaboration among university units so that any university monies can be best used to maximize
negotiated levels of participation.
After the Office of the Vice President for Engagement review of the sponsorship/membership request, an electronic copy of the form will be sent back to
the requesting unit and can be forwarded to the appropriate fiscal officer in order for payments to be processed. Any requests needing approval by the VP
& CFO will be forwarded to that office and the requesting unit will be notified upon approval.
University approved images/artwork for use by the external organization will be provided by the Office of the Vice President for Engagement on the
behalf of the sponsoring university unit by the time of sponsorship/ membership deadline.
All sponsorship or membership purchases should be coded appropriately so that they can be reviewed by the Office of the Vice President for
Engagement in order to comply with federal lobbying regulations (Sponsorships– 4802, Memberships– 5050). IU Foundation will also track requests for
lobbying compliance.
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Definitions
Donation/contribution – financial gift to an external organization. Donations and contributions are not permitted using university funds. (See Policy FINACC-I-80.)
Membership – financial or in-kind support to an organization, group or society, possibly in the form of dues or subscription, that grants participation as a
member.
Sponsorship – financial or in-kind support to an event, organization or activity that is given in exchange for acknowledgement, recognition or promotion.
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Additional Contacts
Subject
Contact
Phone
Email
Form Submission
Kelly Cornett
(812) 855-0850
kelljone@indiana.edu
Purchasing
Deb Richards
(574) 520-4580
drichard@iusb.edu
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University Policies
IU Foundation
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Sheila Decker
(812) 855-9391
shdecker@indiana.edu
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History
Prior to 2009, units were not asked to coordinate with other units within the university to maximize the university presence or image. This resulted in
concerns related to the best use of university funds related to public outreach and the need to reduce duplication by multiple university units sponsoring
the same events and activities.
Policy number updated June 2014 to reflect the shift of responsibility from the Office of Public Affairs and Government Relations to IU Communications.
Policy updated March 2015 to reflect shit in responsibility from PAGR to the Vice President for Engagement.
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