I. INTRODUCTION
These policy, guidelines, and procedures aim to provide guidance to all academic and nonacademic units including student groups or organizations on the sponsorship of events, programs, publications or other activities by non-university entities. In general, sponsorships for activities are not allowed, but may be considered for approved activities which have limited financial capability.
Sponsorship of unit activities, programs or events by non-university entities can, when conducted in an appropriate manner, be beneficial to the sponsored unit as well as to the sponsoring entity. However, it is also necessary to recognize that the University is a private institution and that its reputation and image must be protected, and that it must not serve to unduly advance the interests of one entity or organization over another.
These guidelines also hope to cover the acknowledgement of sponsorships and acceptance of gift/s by University units, student groups or organizations, and individuals (faculty, staff, and students). University resources are to be used in support of the educational, research, and social involvement missions of the University and must not be used for non-mission related purposes or for private gain. These guidelines notwithstanding, the University reserves the right of final determination on the appropriateness of sponsorships.
The Office of the President has the sole and final authority in the administration and implementation of this policy.
II. DEFINITIONS
A. SPONSORSHIPS: Money, goods, or services from organizations or individuals outside the University provided to underwrite specific activities by the University and /or requiring the University to meet specific requirements while performing activities in support of the University’s mission.
B. ACKNOWLEDGING SPONSORSHIPS: Recognizing financial, material (e.g. equipment, supplies, goods, etc.), or service support to the University’s mission by an organization or individual.
C. GIFTS: Contributions made to the University for which the provider receives no direct benefit and requires nothing in exchange beyond a general assurance that the intent of the contribution will be honored.
D. UNRELATED BUSINESS ACTIVITY: A business activity that is regularly carried on, conducted for the production of income, and not substantially related to the exempt purposes of the institution.
III. PROHIBITION
Individual users (student, staff, or faculty) are not permitted to benefit personally or benefit others through accepting sponsorships, acknowledging sponsorships under any circumstances.
The Ateneo teacher (or employee) shall not accept any favor or gift from learners, their parents, or others in their behalf in exchange for requested concessions, even if deserved. (College Faculty Manual 2003 Edition, Code of Ethics and Professional Responsibilities Sec. 8, No. 4)
IV. GUIDELINES AND PROCEDURES FOR UNITS
To accept or acknowledge sponsorships, Units must meet both the General Requirements and the Specific Requirements for sponsorships identified below.
A. GENERAL REQUIREMENTS
Units, including departments, colleges, may accept sponsorships or acknowledge sponsorships only when the sponsorships:
1. Are consistent with and do not detract from the mission and/or best interests of the University;
2. Are governed by an appropriately approved contractual agreement between the University and a third party;
3. Are not in conflict with any existing contracts, in particular exclusive sponsorships or providerships;
4. Do not imply endorsement by the University;
5. Do not promote alcoholic beverages, tobacco products, or gambling;
6. Do not espouse the position of a political candidate or partisan political cause or intend to influence legislation;
7. Not prohibited by law; and
8. Do not violate University policies and rules.
B. SPECIFIC REQUIREMENTS
Units may accept sponsorships and acknowledge sponsorship funding sources and other commercial ventures provided the following requirements for sponsorship agreements and sponsorship acknowledgements are met:
1. Sponsorship Agreements
Sponsorship agreements should be written and submitted for approval of the University President. After receiving approval from the University President, the agreement must be formalized as an appropriately approved contractual agreement between the University and a third party. (See General Requirements above) Sponsorships agreements presented for approval should include:
i. Description of the project/activity to be sponsored;
ii. Identification of the sponsor/s;
iii. Sponsorship time period;
iv. Relation of the sponsorship to the Unit’s mission;
v. Description of the publication/media in which the sponsorship will be featured and how the sponsorship will be presented therein;
vi. Estimate of revenue or description and estimated value of goods or services to be received from the sponsorship;
vii. Identification of the account into which funds from the sponsorship will be deposited/credited;
viii. Description of how funds raised by the sponsorship will be used;
ix. Identification of any exclusivity provisions related to the sponsorship;
x. Description of any potential conflicts with the sponsorship and how any such conflicts have been reviewed and resolved;
xi. The manner in which the sponsorship is to be acknowledged; and Venue for promotional booths and/or selling of products, if any, shall be limited to the designated area for such activities which is the ground floor of Xavier Hall.
2. Sponsorship Acknowledgements
All sponsorship acknowledgements must meet the following guidelines:
i. The University, not the sponsor, shall receive top billing on any publication in which a sponsorship acknowledgement is featured.
ii. Sponsorship acknowledgements may include the sponsor’s name or logo, location(s) and telephone number(s), value-neutral descriptions (including displays and visual depictions of a product line or services), brand or trade names, and product or service listings.
iii. The sponsorship acknowledgement does not necessarily involve the Promotion of Goods and Services.
C. PROCEDURES
1. The unit submits its proposal for sponsorships to the Office of the University President with the endorsement of the immediate superior/s through the Office of Administrative Services (OAS).
2. The OAS reviews the proposal and documents submitted and ensure that all the terms and conditions contained therein are in accordance with university policies and thereafter endorse the same for the approval of the University President.
3. Once the sponsorship is approved by the University President, copies are furnished for the OAS and the University Treasurer for file and reference.
4. The unit issues acknowledgement receipts to all sponsoring companies or entities for all proceeds of the sponsorship agreements. Cash or monetary proceeds are remitted to the Office of the University Treasurer for proper accounting, issuance of Official Receipts, and disbursements.
5. The unit reports to the Office of the University Treasurer all proceeds of the sponsorships (including goods and services) and provide liquidation reports for all disbursements made after the completion of the activity.
6. Non-observance of these procedures and guidelines will bar the University unit/s or student organization/s from applying for sponsorships.