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Intellectual Property Program
Naming Privileges Policy - Frequently Asked Questions (FAQs)
We want to recognize one of our long-serving volunteers for their dedication in providing service to our patients. Do we have to apply for approval to name the asset in honour of this individual?
The Naming Privileges Policy applies to a naming opportunity when it is connected to a financial or in-kind contribution. If there is no financial or in-kind contribution then the entity is under no obligation to request approval for the naming opportunity.
What is an “in-kind contribution”?
"In-kind" contributions are defined as a good or service which is given instead of cash. An example of this would be where a computer company wants to supply computers for the facility rather than give a cash donation to the facility. The value of the in-kind good or service is usually calculated at the fair market value had the recipient of the "in kind" donation acquired the good or services absent the donation.
What information does the Naming Committee want for a benefactor?
For a personal benefactor, the Naming Committee is looking for information about the donor’s history and information regarding their community and business involvement. The Naming Opportunity Request Form asks for the person’s philanthropic and business history, the community activities the benefactor is involved in and what public offices they have held, if any.
For a corporate benefactor, the Naming Committee is looking for information about the company and its corporate and social responsibility history. A company may be involved in initiatives which donate money to enhance the work being done by communities on a local or regional level. Corporations may support their employees to participate in volunteering for causes by providing resources and time off to accomplish volunteer-related activities. Corporations may encourage other corporations or employee associations to participate in social responsibility activities by offering “challenges” to match efforts.
When do I have to submit a Naming Opportunities Request Form for a donation we received from a benefactor?
It is not necessary to wait until there is a signed agreement in place for an entity to send in the Request Form. Entities can submit the Request Form at any time before the naming of the asset occurs. It is best to submit the Request Form as early as possible to ensure there is adequate time for a decision to be made prior to any planned announcement.
How do I know if the Naming Privileges Policy affects our organization?
The Naming Privileges Policy applies to all government ministries and government bodies such as school districts, universities and colleges, crown corporations and health authorities. The Naming Privileges Policy does not apply to assets owned by municipalities or regional districts.
If we are installing a plaque in the central foyer of our building rather than naming a room to recognize a donation, will the Naming Privileges Policy apply to this? The plaque will be one of many plaques which recognize contributions from other donors.
The Naming Privileges Policy would apply to a plaque installed outside a room, particularly if the plaque is exclusive to that room. The room would become known as the "X Room". If the plaque is one of several installed in a central public area to recognize a financial contribution of various donors, it is not a “naming” and therefore the Policy will not apply.
What information does the naming recognition agreement have to contain?
The Naming Privileges Policy naming recognition agreement must be in writing and specify the term of the agreement. The agreement should be signed by both parties to the transaction. A copy of this agreement will be maintained in a central repository within the Intellectual Property Program.
How long will it take to have a naming opportunity approved?
Generally it will take between four and six weeks from the time a complete application is received to the time a decision is communicated to the requestor. Information packages containing the Naming Opportunity Request Form and supporting materials are compiled by the Intellectual Property Program and then sent to the Naming Committee in a bi-weekly report. The Committee provides a response to the naming opportunities within one week. If the Committee has questions, or if there is insufficient information in the Request Form to make a decision, the process will be delayed as we contact the requestor for clarification. Once the Naming Committee has made a decision, the Request Form and supporting materials are prepared for Cabinet’s consideration or approval. Once we have received the final approval for a naming opportunity, we advise the requestor of the decision.
Who do I contact for more information about the Naming Privileges Policy?
Intellectual Property Manager
Intellectual Property Program