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 published weekly during the academic year and monthly during the summer months by the Office of Communications and Marketing. It carries official announcements and other items of interest to the campus community. Copy submission deadlines are available from that office, which 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.

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 are not available. The Foundation manages and allocates gift funds, and is also a repository for other gifts to the University, 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 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 Director of Development for each school or academic unit 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 Director of Development. 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 Assistant Vice President for Development to coordinate with the school's or unit's Director of Development.

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 Assistant Vice President for Development.

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 seek 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

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 Assistant Vice President for Development. 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 Assistant Vice President for Development. 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.
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 Assistant Vice President for Development and the Executive Director of the Foundation, acting for the University President.
All funds raised are to remain with the Foundation for the sole benefit of the University.
No outside organizations may use Foundation or University constituent lists for the purpose of fundraising.
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.
No solicitation of either the Foundation or Alumni Association Boards of Directors is to occur without the prior approval of the Executive Director of the Foundation.
Information provided by the Foundation or office of Alumni and Parent Relations to internal or external requestors (such as, Foundation or Alumni Association Board of Directors lists; prospect cards for campaigns; lists of alumni, Foundation or Harpur Forum leaders or members; etc.) 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.
The Binghamton University Foundation and the Alumni Association do not engage in solicitations of support for political, religious, or social action causes or campaigns.
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.
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.
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 fund raising. 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 soliciting organization must be not-for-profit;
the use of state resources and personnel is not permitted, with the single exception noted above;
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;
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;
individuals soliciting should carry identification showing their association with the not-for-profit organization;
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://administration.binghamton.edu/procedures/700series/700.htm. For more information on commercial solicitations on campus, go to http://administration.binghamton.edu/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

The SUNY Board of Trustees' rules and regulations for the maintenance of public order on State University campuses are available in the office of the Associate Vice President for Student Life. Persons who wish to receive copies of the "Rules for Maintenance of Public Order," or who have questions regarding the notice, hearing, and determination of charges against students, should contact that office. That office is also responsible for the annual revision and distribution of the University's Rules for Student Conduct. Faculty and professional employees are affected by many of the provisions contained therein, and should familiarize themselves with that document.

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 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 Public Safety 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 Planning, 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

The following information is from the Office of Human Resources:

Please note that honoraria payments for guest speakers can only be processed through the standard voucher process if the speaker is a US citizen or permanent resident.

If the speaker is a visa holder, he or she can only be paid if they are put on the university's Faculty/Staff (state) payroll 28020.
In these instances, a Position Request form, requesting a new Technical Assistant Casual position, with a "fee" payment pay basis (or approval to fill an existing position), should be completed as far in advance as possible.
Once you receive an approved position, process a "Hire-Re-Hire" smart form, as with any other hire.
The employee will then be required to complete the federal required I-9 form, in person, in the Human Resources Office, as well as Federal and State tax withholding forms.
Please call Jeff Hadley in Human Resources at ext. 72187, or Kim Avery at ext. 7-6953, to discuss specific visa situations.
PLEASE NOTE THAT NOT ALL VISA HOLDERS ARE ELIGIBLE TO RECEIVE PAYMENT; therefore, discussing this prior to making any commitments to the presenter is very important.

XI.I. Guidelines for Sponsoring Campus Events

Information coming soon.

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 Campus Life. 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.

The name should advance the reputation as well as increase the understanding of and public support for the University and its programs.
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.
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.
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:

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;
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 State University for appropriate action if necessary.