Virginia Commonwealth University recognizes the tangible benefits to the university of participation in appropriate sponsorships of external entities or events, advertising and endorsement opportunities. The purpose of the policy is to ensure that the benefits received from outgoing sponsorship, advertising and endorsement opportunities are maximized for the overall strategic goals, reputation and image of the university.
VCU’s standing as Virginia’s premier urban, public research university and as a national research university requires that activities and organizations associated with VCU’s name must be consistent with the university’s mission, vision and support its strategic plan.
The policy is in place to:
This policy does not apply to faculty and staff recruitment or procurement advertising, but does apply to clinilcal research recruitment advertising.
Noncompliance with this policy may result in disciplinary action up to and including termination. VCU supports and environment free from retaliation. Retaliation against any employee who brings forth a good faith concern, asks a clarifying question, or participates in an investigation is prohibited.
This policy applies to all university schools, programs and units; therefore all employees (including faculty and staff) engaged in activities covered by this policy are responsible for knowing this policy and familiarizing themselves with its contents and provisions.
paid, in-kind, unpaid, or otherwise compensated marketing of promotional information by university entities through mass communication channels.
VCU statement of support to promote a product or service.
charitable giving in which goods or services are given instead of money.
Recognizable and distinctive graphic design, stylized name, unique symbol identifying Virginia Commonwealth University and its entities. VCU maintains several protected wordmarks and logos (refer to www.brand.vcu.edu).
Virginia Commonwealth University is a registered and protected name, as well as VCU, VCU Health System and others (refer to the University Trademarks and Licensing policy).
a relationship between a VCU entity and another non-VCU entity established through contract or government affiliation for the purpose of advancing mutual interests such as scholarship, research or economic development.
Within this policy, the term “sponsorship” refers to all outgoing sponsorship provided by the university to another organization. Specifically, it is the negotiated provision of money, goods or services by a university unit in support of another organization’s activities, events or programs. The VCU sponsor may be provided an acknowledgement of the sponsorship, including advertising and publicity, or other tangible return benefits including event tickets, food or beverages.
Mark, sign or word that indicates, signifies or is understood to represent Virginia Commonwealth University. (Refer to www.brand.vcu.edu)
The Division of University Relations officially interprets this policy. The Division of University Relations is responsible for obtaining approval for any revisions as required by the policy Creating and Maintaining Policies and Procedures through the appropriate governance structures. Please direct policy questions to the vice president for the Division of University Relations, 828-6057
VCU sponsorships of external entities and advertising must:
Allowable expenditures for advertising and marketing are clearly defined by state law and VCU procurement policies. As a public institution of higher education, VCU is obligated not only to comply with these state and university requirements, but also to ensure that sponsorship and advertising expenditures provide a direct and tangible benefit to the university.
The university’s names and symbols, including logo, may only be used by VCU-sponsored entities or in advertising of any kind or cost with permission of the vice president for the Division of University Relations or that individual’s designee and in compliance with VCU Brand Standards and University Trademarks and Licensing policy.
Terms and conditions of all VCU sponsorship and advertising agreements must be expressed in writing, authorized by the vice president for the Division of University Relations or that individual’s designee, and executed by the university official who has been delegated signatory authority. The contract/agreement must clearly define the duration of the agreement, which will be reviewed annually. Any changes to the agreements during the course of the year should be communicated in writing to the Division of University Relations.
It is recognized that there are many organizations and programs that share VCU’s values and contribute greatly to the greater Richmond community and beyond and who seek university sponsorships. However, with limited resources that come to VCU and with the expectation that they directly advance the university’s mission, participation in sponsorship agreements with reputable external entities by university units is limited to those that:
Sponsorship participation must be expressed in writing and coordinated through the Division of University Relations in order to prevent unnecessary duplication of sponsorship efforts across the university and to take advantage of negotiating sponsorship benefits.
In addition, VCU sponsorships may not:
VCU sponsorship acknowledgements must be made in accordance with the following conditions:
The university recognizes the appropriateness of advancing its mission through the use of advertising, including print (e.g. newspapers, magazines, etc.), broadcast (e.g. television, radio), online (including digital and social media), mobile, out-of-home (e.g. billboards, bus wraps, kiosks, movie theater screens, signs, etc.) and direct mail.
The Division of University Relations is charged with ensuring that all university advertising is consistent with VCU’s brand and reputation and that it is cost effective.
All advertising (except employment recruiting and procurement) by university entities, including clinical research recruitment advertising, must be expressed in writing to the office of University Marketing in the Division of University Relations in order to confirm it’s:
Specifically, VCU units must submit a Request to Advertise to University Marketing (see Forms section). Advertising materials must meet the conditions stated above (items 1-5) before they can be placed. (Note: promotional items and premiums such as apparel, pens, pins, stickers and other giveaways are not considered advertising and fall under the University Trademarks and Licensing policy).
Advertising by external entities is not permitted on university controlled websites unless an exception has been granted.
Absent an exception in a Board of Visitors approved contract, university employees or units acting on behalf of the university may not make public endorsements. This involves statements that are evaluative, either positive or negative, or that imply exclusivity (such as an “official” product or service). The purchase of a product or service by the university does not imply that the university endorses the product or service.
VCU may use a student-athlete's name, picture, or appearance to support its charitable or educational activities or to support activities considered incidental to the student-athlete's participation in intercollegiate athletics provided certain conditions outlined in the NCAA Division I manual are met and subject to the prior review of the VCU NCAA compliance officer
Promotional communications that identify VCU or one of its units as a customer or client but that does not give an opinion about the quality of the product or service is permissible. The Division of University Relations must review communications for correct use of nomenclature and brand standards.
|April 03, 2014||Outgoing Sponsorships, Advertising and Endorsement Policy|
|May 23, 2018||Outgoing Sponsorships, Advertising and Endorsement [added URLs to documents listed in Forms section]|
|June 16, 2021||Minor revisions|
|July 8, 2021||Minor changes and added an additional FAQ.|
Answer: This policy does not preclude university units or individuals representing the university from participating in these events. However, a sponsorship of the event must comply with this policy.
Answer: In-kind, non-monetary sponsorships must meet the established criteria for eligible sponsorships.
Answer: Some memberships are considered to be contractual. Per the policy, the appropriate university cabinet official will determine if a relationship is official.
Answer: There are instances where it is appropriate for more than VCU entity to sponsor an event. The purpose of the policy is to coordinate sponsorships so that the university may optimize cost savings in negotiating sponsorship packages and to ensure the correct, appropriate and most effective brand communications.
Answer: Yes, by contacting the vice president for the Division of University Relations.
Answer: No. The policy applies to all entities directly governed by the university.
Answer: Normal response time will be within five working days.
Answer: Yes. If an outside vendor is creating your materials, University Relations will ensure ad protocols are met and that branding is correct.
Answer: Normal response time will be within 3 working days. Units are encouraged to allow time to revise advertising materials that do not comply with brand identity standards.
Answer: No. However, marketing premiums and other communications collateral must meet university brand identity standards
Answer: Divisions, departments and units must follow their local approval policies and procedures and any other university and state requirements as noted in the policy.
Answer: Unless an exception is part of a Board of Visitors approved employee contract, university employees acting on behalf of the university may not make endorsements. For example, an employee who uses a new software database purchased by the university from company XYZ should not provide a statement for company’s web site that indicates the software is the best available on the market, or, that the product is “the official software” of the VCU department. However, the employee could state that VCU uses the software or is a customer of the company.
Answer: Yes. This is strictly to ensure the ads are brand compliant and has no impact on any other VCU legal, clinical or research policy requirements.